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HomeMy WebLinkAbout03-18-2020 Council PacketAgenda Emergency Council Meeting Monday, March 18, 2020 3:30 P.M. Orono Council Chambers, 2780 Kelley Parkway, Orono, MN 55356 952-249-4600 / www.ci.orono.mn.us Sign up for email notifications at www.ci.orono.mn.us The public is invited to address the council regarding any item on the regular agenda. If your topic is not on the agenda, you may speak during the Public Comments section. Roll Call Agenda 1. Coronavirus (COVID-19) Emergency Response 2. Coronavirus (COVID-19) Leave Plan AGENDA ITEM Prepared By: DJR Reviewed By: DJR Approved By: DJR 1. Purpose: To provide the Response Plan to the City Council for Adoption and to consider an emergency declaration with an extension until the next planned city council meeting Background: The Minnesota Governor has signed an Emergency Executive Order in response to the spread of COVID-19. This Executive Order is attached for reference. Staff has prepared the Orono COVID-19 Emergency Response document outlining the resources needed to continue operations of the City. The Goal of Staff is to keep departments working out of City Hall and fully staffed as long as possible. In the event that situations worsen between scheduled council meetings and staff needs to consider emergency purchases or move to the next emergency level a Proclamation Declaring a Local Emergency and a Resolution Extending the Period of a Mayor Declared Local Emergency is attached for consideration. This also allows for the City to request for additional assistance, if needed and to begin track expenditures outside of normal business operations related directly to the emergency. If funds become available for reimbursement by the state or federal government the city would be able to submit claims towards eligible expenses. 2. Staff Recommendation: Adopt Proclamation declaring a local emergency, resolution for extending the period of a Mayor Declared Local Emergency, Adopt Orono COVID-19 Emergency Response Plan COUNCIL ACTION REQUESTED Motion to Consider Resolution Extending the Period of a Mayor Declared Local Emergency Motion to Adopt Orono COVID-19 Emergency Response Plan Exhibit A A. Proclamation Declaring a Local Emergency B. Resolution Extending the Period of a Mayor Declared Local Emergency C. Orono COVID-19 Emergency Response Plan References A. League of Minnesota Cities Pandemic Planning Guidance for Cities B. Occupational Safety and Health Administration (OSHA) https://www.osha.gov/SLTC/covid- 19/controlprevention.html#health C. Centers for Disease Control https://www.cdc.gov/coronavirus/2019-ncov/index.html D. Minnesota Department of Health https://www.health.state.mn.us/diseases/coronavirus/index.html E. Hennepin County Department of Health https://www.hennepin.us/residents/emergencies/covid-19 F. League of Minnesota Cities (LMC) https://www.lmc.org/ G. Metro Cities https://www.metrocitiesmn.org/covid-19---resources-for-city-officials H. Federal Emergency Management Agency (FEMA) https://www.fema.gov/ Item No.: 1 Date: March 18, 2020 Item Description: Coronavirus (COVID-19) Emergency Response Presenter: Dustin Rief, City Administrator CITY OF ORONO HENNEPIN COUNTY, MINNESOTA PROCLAMATION NO. _____ DECLARING A LOCAL EMERGENCY WHEREAS, Dennis Walsh, the Mayor of the City of Orono (the “Mayor”) finds that under the authority provided by Chapter 12 and related laws of the State of Minnesota, the following situation (the “Situation”) exists: Peace Time Emergency Due to COVID 19 Health Pandemic WHEREAS, the Governor has issued Executive Order 20-01 declaring a peace time emergency and coordinating Minnesota’s Strategy to Protect Minnesotans from COVID-19 (attached); WHEREAS, the Mayor finds that the Situation presents a combination of circumstances that are sudden and could not have been anticipated; WHEREAS, the Mayor finds that conditions in the City of ORONO, Minnesota have worsened considerably as a result of the evolving Situation; WHEREAS, the Mayor finds that this Situation threatens the health, safety, and welfare of the citizens of the community, and threatens the continuation and efficient delivery of city services; WHEREAS, the Mayor finds that the Situation poses a risk or may cause extensive personal injury, damage or disaster to the City if not immediately addressed; and WHEREAS, the Mayor finds that traditional sources of relief are not able to repair or prevent the injury or loss. NOW, THEREFORE, the Mayor declares this Situation to be a local emergency effective at ________ on ____________________, 2020. This declaration of a local emergency will invoke the city’s disaster plan and authorize other appropriate community containment and mitigation strategies. The portions that are necessary for response to and recovery from the emergency are hereby authorized. To the extent that normal state laws and city policies and procedures impede an efficient response or compliance with federal and state directives or recommendations, the City Administrator, Emergency Manager Director, and designees are hereby authorized to suspend compliance with those laws, policies and procedures as authorized by the Governor’s Declaration and M.S. § 12.32, and to take those actions deemed necessary to protect the public health and safety. ______________________________ Dennis Walsh, Mayor ATTEST: _______________________________ Anna Carlson, City Clerk CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. ________________________ CITY OF ORONO HENNEPIN COUNTY, MINNESOTA RESOLUTION ENACTED UNDER AUTHORITY OF MINNESOTA STATUTES §§ 12.29 AND 12.37 TO EXTEND THE PERIOD OF A MAYOR-DECLARED LOCAL EMERGENCY WHEREAS, Dennis Walsh, the Mayor of the City of ORONO has found that the following situation (the “Situation”) exists: Peace Time Emergency Due to COVID 19 Health Pandemic WHEREAS, the Governor has issued Executive Order 20-01 declaring a peace time emergency and coordinating Minnesota’s Strategy to Protect Minnesotans from COVID-19 (attached); and WHEREAS, the Mayor has declared that the Situation is a local emergency; and WHEREAS, the city council of the City of Orono agrees with the Mayor’s findings, and further finds that the Situation will last for more than three (3) days; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Orono, Minnesota, as follows: The city council declares the Situation constitutes a local emergency continuing until federal or state action declaring an end to the state of emergency or subsequent determination of the Orono City Council. This declaration of a local emergency will invoke the city’s disaster plan. The portions that are necessary for response to and recovery from the emergency are hereby activated. The City Administrator and other Emergency Officials, and their designees, are authorized to take other appropriate emergency actions directed or recommended by federal and state government or health organizations, or deemed necessary by City emergency management authorities, including those otherwise inconsistent with established laws, policies and procedures, as determined to protect the public health, safety and welfare. PASSED AND DULY ADOPTED by the City Council of the City of Orono this 18th day of March, 2020. ______________________________ Dennis Walsh, Mayor ATTEST: _______________________________ Anna Carlson, City Clerk Page 1 of 6 City of Orono COVID-19 Emergency Response Plan March 18, 2020 Page 2 of 6 COVID-19 Response Plan I. Background COVID-19 is a highly contagious virus that has spread around the world and is currently impacting the State of Minnesota and Hennepin County. Governor Waltz declared a peacetime emergency with Executive Order 20-01 on March 13, 2020. On March 15, 2020 Executive Order 20-02 closed the Schools across the state to limit exposure. An expansion of this was signed by Executive Order 20-04 on March 16, 2020 to include places of congregation such as restaurants, bars and other places in which more than 10 people can meet. The Centers for Disease Control has issued guidance on how employers should respond to limit exposure to staff and customers. II. Goal The City’s primary goal is to continue operations and provide high quality public services to our residents while taking necessary precautions to limit resident and staff exposure during the COVID-19 outbreak. III. Response The following levels of operation have been developed to limit exposure risk and spread of COVID-19. Level 0 – Normal City Operations Level 1 - City Hall (CH) open, in-person meetings discouraged Level 2 - City Hall open, no person to person meetings. Limited customer contact by all staff. Level 3 - No in-person meetings/ City Hall and Police doors locked, drop tables and signage in place. All staff at work. Limited contact by police, building inspections and public works only. Level 4 - No in-person meetings/ City Hall closed. Mission essential staff at work, some staff work from home. Remote Council Meetings. Limited contact by police, building inspections and public works. Level 5 - City Hall and All offices closed. Mission essential personnel only. Police and Public Works. Emergency Contacts only by police and public works employees. IV. Control and Prevention Measures for protecting workers from exposure to, and infection with, the novel coronavirus, COVID-19 depend on the type of work being performed and exposure risk, including potential for interaction with infectious people and contamination of the work environment. Employers should adapt infection control strategies based on a thorough hazard assessment, using appropriate combinations of engineering and administrative controls, safe work practices, and personal protective equipment (PPE) to prevent worker exposures. Some OSHA standards that apply to preventing occupational exposure to COVID-19 also require employers to train workers on elements of infection prevention, including PPE. OSHA has developed this interim guidance to help prevent worker exposure to COVID-19. Page 3 of 6 (1) General guidance for all U.S. workers and employers For all workers, regardless of specific exposure risks, it is always a good practice to:  Frequently wash your hands with soap and water for at least 20 seconds. When soap and running water are unavailable, use an alcohol-based hand rub with at least 60% alcohol. Always wash hands that are visibly soiled.  Avoid touching your eyes, nose, or mouth with unwashed hands.  Avoid close contact with people who are sick. The U.S. Centers for Disease Control and Prevention has developed interim guidance for businesses and employers to plan for and respond to COVID-19. The interim guidance is intended to help prevent workplace exposures to acute respiratory illnesses, including COVID- 19. The guidance also addresses considerations that may help employers prepare for more widespread, community outbreaks of COVID-19, in the event that this kind of transmission begins to occur. The guidance is intended for non-healthcare settings; healthcare workers and employers should consult guidance specific to them, below. (2) Interim guidance for most U.S. workers and employers of workers unlikely to have occupational exposures to COVID-19 For most people in the United States, including most types of workers, the risk of infection with COVID-19 is currently low. This applies to U.S. workers not discussed elsewhere on this page (i.e., those not involved in healthcare, deathcare, laboratory, airline, border protection, or solid waste and wastewater management operations or international travel to areas with ongoing, person-to-person transmission of COVID-19). Such workers’ exposure risk is similar to that of the general American public. Employers and workers in operations where there is no specific exposure hazard should remain aware of the evolving outbreak situation. Changes in outbreak conditions may warrant additional precautions in some workplaces not currently highlighted in this guidance. (3) Interim guidance for U.S. workers and employers of workers with potential occupational exposures to COVID-19 Workers and employers involved in healthcare, deathcare, laboratory, airline, border protection, and solid waste and wastewater management operations and international travel to areas with ongoing, person-to-person transmission of COVID-19 should remain aware of the evolving outbreak situation. As discussed on the Hazard Recognition page, employers should assess the hazards to which their workers may be exposed; evaluate the risk of exposure; and select, implement, and ensure workers use controls to prevent exposure. Control measures may include a combination of engineering and administrative controls, safe work practices, and PPE. Page 4 of 6 (a) Identify and Isolate Suspected Cases In all workplaces where exposure to the COVID-19 may occur, prompt identification and isolation of potentially infectious individuals is a critical first step in protecting workers, visitors, and others at the worksite.  Immediately isolate people suspected of having COVID-19. For example, move potentially infectious people to isolation rooms and close the doors. On an aircraft, move potentially infectious people to seats away from passengers and crew, if possible and without compromising aviation safety. In other worksites, move potentially infectious people to a location away from workers, customers, and other visitors.  Take steps to limit spread of the person’s infectious respiratory secretions, including by providing them a facemask and asking them to wear it, if they can tolerate doing so. Note: A surgical mask on a patient or other sick person should not be confused with PPE for a worker; the mask acts to contain potentially infectious respiratory secretions at the source (i.e., the person’s nose and mouth).  If possible, isolate people suspected of having COVID-19 separately from those with confirmed cases of the virus to prevent further transmission, including in screening, triage, or healthcare facilities.  Restrict the number of personnel entering isolation areas, including the room of a patient with suspected/confirmed COVID-19.  Protect workers in close contact* with the sick person by using additional engineering and administrative control, safe work practices and PPE. *CDC defines "close contact" as being about six (6) feet (approximately two (2) meters) from an infected person or within the room or care area of an infected patient for a prolonged period while not wearing recommended PPE. Close contact also includes instances where there is direct contact with infectious secretions while not wearing recommended PPE. Close contact generally does not include brief interactions, such as walking past a person. (b) Environmental Decontamination At this time, there is no evidence that the COVID-19 is spread through environmental exposures, such as coming into contact with contaminated surfaces. Because the transmissibility of COVID-19 from contaminated environmental surfaces and objects is not fully understood, employers should carefully evaluate whether or not work areas occupied by people suspected to have virus may have been contaminated and whether or not they need to be decontaminated in response. Outside of healthcare and deathcare facilities, there is typically no need to perform special cleaning or decontamination of work environments when a person suspected of having the virus has been present, unless those environments are visibly contaminated with blood or other body fluids. In limited cases where further cleaning and decontamination may be necessary, consult U.S. Centers for Disease Control and Prevention (CDC) guidance for cleaning and disinfecting environments, including those contaminated with other coronavirus. Page 5 of 6 Workers who conduct cleaning tasks must be protected from exposure to blood, certain body fluids, and other potentially infectious materials covered by OSHA’s Bloodborne Pathogens standard (29 CFR 1910.1030) and from hazardous chemicals used in these tasks. In these cases, the PPE (29 CFR 1910 Subpart I) and Hazard Communication (29 CFR 1910.1200) standards may also apply. Do not use compressed air or water sprays to clean potentially contaminated surfaces, as these techniques may aerosolize infectious material. See the interim guidance for specific worker groups and their employers, below, for further information. (c) Worker Training Train all workers with reasonably anticipated occupational exposure to COVID-19 (as described in this document) about the sources of exposure to the virus, the hazards associated with that exposure, and appropriate workplace protocols in place to prevent or reduce the likelihood of exposure. Training should include information about how to isolate individuals with suspected or confirmed COVID-19 or other infectious diseases, and how to report possible cases. Training must be offered during scheduled work times and at no cost to the employee. Workers required to use PPE must be trained. This training includes when to use PPE; what PPE is necessary; how to properly don (put on), use, and doff (take off) PPE; how to properly dispose of or disinfect, inspect for damage, and maintain PPE; and the limitations of PPE. Applicable standards include the PPE (29 CFR 1910.132), Eye and Face Protection (29 CFR 1910.133), Hand Protection (29 CFR 1910.138), and Respiratory Protection (29 CFR 1910.134) standards. The OSHA website offers a variety of training videos on respiratory protection. When the potential exists for exposure to human blood, certain body fluids, or other potentially infectious materials, workers must receive training required by the Bloodborne Pathogens (BBP) standard (29 CFR 1910.1030), including information about how to recognize tasks that may involve exposure and the methods, such as engineering controls, work practices, and PPE, to reduce exposure. Further information on OSHA's BBP training regulations and policies is available for employers and workers on the OSHA Bloodborne Pathogens and Needlestick Prevention Safety and Health Topics page. OSHA's Training and Reference Materials Library contains training and reference materials developed by the OSHA Directorate of Training and Education as well as links to other related sites. The materials listed for Bloodborne Pathogens, PPE, Respiratory Protection, and SARS may provide additional material for employers to use in preparing training for their workers. OSHA's Personal Protective Equipment Safety and Health Topics page also provides information on training in the use of PPE. (d) Interim guidance for specific worker groups and their employers This section provides information for specific worker groups and their employers who may have potential exposures to COVID-19. Guidance for each worker group generally follows the hierarchy of controls, including engineering controls, administrative controls, safe work practices, and PPE. However, not all types of controls are provided in each section; in those cases, employers and workers should consult the interim general guidance for U.S. workers and employers of workers with potential occupational exposures to COVID-19, above. Excerpt from OSHA.gov https://www.osha.gov/SLTC/covid-19/controlprevention.html Page 6 of 6 V. Employee Staffing Due to the challenging nature of this emergency an alternative staffing plan may need to be implemented to accommodate daycare restrictions, school closings, dual working households and telecommuting. Staff will work with associated unions on a specific letter of understanding to accommodate the conditions of the COVID-19 Emergency and the needs of the City and Staff. VI. Finances During the duration of this emergency all expenditures outside of normal operations will be specifically tracked to meet State and Federal reimbursement guidelines if funds become available. VII. Communications The City will utilize the city website, social media, email and other channels to communicate with residents and staff. It is encouraged to have residents utilize city alerts through email. VIII. Resources Occupational Safety and Health Administration (OSHA) https://www.osha.gov/SLTC/covid- 19/controlprevention.html#health Centers for Disease Control https://www.cdc.gov/coronavirus/2019-ncov/index.html Minnesota Department of Health https://www.health.state.mn.us/diseases/coronavirus/index.html Hennepin County Department of Health https://www.hennepin.us/residents/emergencies/covid-19 League of Minnesota Cities (LMC) https://www.lmc.org/ Metro Cities https://www.metrocitiesmn.org/covid-19---resources-for-city-officials Federal Emergency Management Agency (FEMA) https://www.fema.gov/ COVID 19 Plan Administration and Finance Level Trigger Impact To City Operations / Services (* Impact to Services) Administration Impacts Administration Staff Actions Customer Service Communications Permits/Licenses Departments 0 None None- City operates as normal Normal Operations Normal Operations Normal Operations Normal Operations Normal Operations 1 City Administrator Direction Nation Impacted CDC issue guidance * All City Hall Services provided - City Hall (CH) open - In-person meetings discouraged - If anyone feels poorly, particularly flu like symptoms, they should stay home. - Emphasize handwashing. - Wipe down keyboards, IPADS, and other frequently touched surfaces - Remain conscious of social distance (keep a 6ft spacing form others.) - Wipe down door handles and appliance handles in the common areas at least each morning and afternoon. - Limit attendance at large gatherings/ training events unless absolutely necessary. Seek out online/ remote meetings and training where possible - Encourage electronic submittals. - Set out disinfectant hand sanitizer, pens, signs, and other necessities for visitors * Limited Impact Staff wears disposable gloves when cleaning areas. *Staff practices social distancing with all citizens, visitors and other staff members. *Staff proactively works on ways to lower the risk of exposure to all. * No impact Social distance during on site meetings with residents, visitors and staff members * Limited Impact Continue to field calls/emails and requests through use of phone and emails and limited visits with visitors. * No Impact Staff works with department heads to establish processes for ongoing tasks leading up to next level. 2 City Administrator Direction State Impacted / Emergency Declared MDH guidance * Limited customer contact by all staff. - City Hall open - No group meetings with residents/ contractors - All external meetings and contacts will be conducted via e-mail, phone, or web conferencing - Electronic submittals only - No group meetings with residents/visitors - No attendance at large gatherings/ training events unless absolutely necessary. - Both staff members check mail and distribute daily. General catalogs thrown out immediately. Only essential vendor access allowed. Deli veries left by the door - Set up 6’foot social distance area in front lobby of City Hall, post sign for Established Social Distance Area - Wipe down door handles and appliance handles in the common areas at least each morning and afternoon. * Limited Impact Staff wears disposable gloves when cleaning areas. *Staff practices social distancing with all citizens, visitors and other staff members. *Staff proactively works on ways to lower the risk of exposure to all. * Impact to lobby area. Social distance during on site meetings with residents, visitors and staff members * Limited Impact Continue to field calls/emails and visitor requests through use of phone and emails and limited in- person visits. * Impact to Meetings * Staff evaluates and implements established processes from department heads for various departments. 3 City Administrator Direction City Emergency Declared * Front Desk in-person services suspended - No in-person meetings/ City Hall and Police closed. - All staff at work. - Limited contact by police, building inspections and public works only. - No in-person meetings with residents or contractors at city hall or Public works. - Staff prepares notification to public - Staff prepares notice of Emergency Meeting of City Council - Management Team meets and modifies plan *Staff continues to answer calls/emails daily. *Staff sets up established material drop off area for payments, items for permits, licenses and any other materials needed from visitors. *Staff sends out full communications to public via listserv, website, and social media *Staff prepares for Emergency meeting notice Continue to field calls/emails and all requests through use of phone and emails. *Assist visitors from inside City Hall. 4 Order From Governor * P&Z, Admin, Elections and Finance Activities reduced to minimal levels * Limited contact by police and public works. - No in-person meetings/ City Hall closed. - Staff work from home. - Remote Council Meetings. - Staff work from home or as directed - Limited staff continue to report to work and assist other departments as needed, but isolate staff to avoid cross contamination - Police Department continues to report to work as normal. - Set up Administrative Staff with Access to system, PSN, Citizenserve, etc. to be remote *Staff continues to answer calls/emails remotely daily. *Staff retrieves established material drop off area for payments, items for permits, licenses and any other materials needed from visitors. *Staff continues to prepare necessary meeting materials remotely or as designated. *Staff continues to send out notifications and communications to the public from remote area or as scheduled by City Administrator Continue to field calls/emails and all requests through use of phone and emails remotely. 5 Numerous Staff Infected/ impacted * Emergency and Essential Services only - City Hall and all offices closed. - Mission essential personnel only. - Police and Public Works. - Emergency Contacts only by police and public works employees. - City Hall and all offices closed - Essential and Emergency Services only - No City Council, Planning Commission or Parks commission meetings * Essential Services only in priority order *Staff continues/rotates to send out notifications and communications to the public from remote area or as scheduled or able by City Administrator. Continue to field calls/emails and all requests through use of phone and emails remotely. *Hennepin County/MN Secretary of State/ Governor’s Office to determine steps for Elections. Page 1 of 1 City of Orono Covid-19 Response Below are the response levels to how the City will react to the various situations as of 3/17/2020 the City will be at Level 2. Level 1 - City Hall (CH) open, in-person meetings discouraged Com Dev Staff will work as usual. In person meetings will be avoided. Staff will advise walk ins to call first next time, in the event the CH is closed. Level 2 - City Hall open, no person to person meetings. Limited customer contact by all staff. Com Dev Staff will work as usual. Staff will advise walk ins to call first next time, in the event the CH is closed. Inspections will occur as normal, recognizing social distance recommendations. Com Dev Staff will wipe down work areas every morning. Level 3 - No in-person meetings/ City Hall and Police closed to public. All staff at work. Limited contact by police and public works only. Com Dev Staff will work as usual. Inspections will occur as normal, recognizing social distance recommendations. Com Dev Staff will wipe down work areas every morning. Level 4 - No in-person meetings/ City Hall closed. Staff work from home. Remote Council Meetings (and PC meetings). Limited contact by police and public works. Com Dev staff will have the choice to work from home or come in on a rotational basis to avoid a critical mass at City Hall. Off-site inspections may be delayed or conducted through other means. Requirements: phones, computers, offsite access to street files, laserfiche, and zoning/ data drives. Level 5 - City Hall and All offices closed. Mission essential personnel only. Police and Public Works . Emergency Contacts only by police and public works employees. Likely mandated by Governor. Com Dev staff will have the choice to work from home or use vacation/ sick days. All Inspections cancelled. Requirements: phones, computers, offsite access to street files, laserfiche, and zoning/ data drives. Assumptions.  This applies to staff members not exhibiting symptoms or caring for authorized family members. Those exhibiting systems or providing care will use sick time or vacation time and be away from the office and will not be asked nor expected to work from home.  All employees will fill out their timesheets accurately, salaried employees will provide 40 hours per week minimum.  Staff members exhibiting any systems will be directed to go home to recover. COVID 19 Plan Public Works Staffing Level Trigger Impact To City Operations / Services (* Impact to Services) Public Works Impacts (* Impact to Services) Public Works Staff Actions Utilities Streets and Storm Parks Engineering 0 None None- City operates as normal Normal Operations Normal Operations Normal Operations Normal Operations Normal Operations 1 City Administrator Direction Nation Impacted CDC issue guidance * All City Services provided - City Hall (CH) open - In-person meetings discouraged - - If anyone feels poorly, particularly flu like symptoms, they should stay home. - Emphasize handwashing. - Wipe down keyboards, IPADS, and other handheld common tools before and after use. - Wipe down vehicle steering wheels, controls and handles before and after use - Remain conscious of social distance (keep a 6ft spacing form others.) - Wipe down door handles and appliance handles in the common areas at least each morning and afternoon. - Limit attendance at large gatherings/ training events unless absolutely necessary. Seek out online/ remote meetings and training where possible - Encourage electronic submittals. * Limited Impact Staff wears disposable gloves when going into properties. Do not go in if person displays sick symptoms. Social distance during outdoor on site meetings /inspections * No impact Social distance during on site meetings with residents * Limited Impact No group events in Parks * No Impact Social distance during on site meetings with residents 2 City Administrator Direction State Impacted / Emergency Declared MDH guidance * Limited customer contact by all staff. - City Hall open, - No group meetings with residents/ contractors - Initiate Dispatch questions prior to making appointments or house calls.1 - All external meetings and contacts will be conducted via e-mail, phone, or web conferencing - Electronic submittals only - No group meetings with residents/ contractors - No attendance at large gatherings/ training events unless absolutely necessary. - Only one person from PW checks mailboxes at City Hall daily. General catalogs thrown out immediately. Only essential vendor access allowed. Deliveries left by the door - No house calls (work within homes or businesses) other than emergencies * No non-emergency appointments inside homes. Example postpone non- essential water meter replacements. * Impact to meetings * Impact to Golf Course Golf Course Remains closed * Impact to Meetings No project open houses/ public meetings Group meetings done remotely 3 City Administrator Direction City Emergency Declared * Front Desk in person services suspended - No in-person meetings/ City Hall and Police closed. - All staff at work. - Limited contact by police, building inspections and public works only. - No in-person meetings with residents or contractors at city hall or Public works. 4 Order From Governor * P&Z, Admin, Elections and Finance Activities reduced to minimal levels * Limited contact by police and public works. - No in-person meetings/ City Hall closed. - Staff work from home. - Remote Council Meetings. - Staff work from home as able - Public works continues to report to work / But isolate staff to avoid cross contamination. - Minimize vehicle sharing - Police Department continues to report to work as normal. * Essential Services only Isolate Utility Staff from others Utility On Call to have remote monitoring on hand (SCADA, Mission) *Limited support to Parks Seasonal employees stay home 5 Numerous Staff Infected/ impacted * Emergency and Essential Services only - City Hall and all offices closed. - Mission essential personnel only. - Police and Public Works. - Emergency Contacts only by police and public works employees. - City Hall and all offices closed - Essential and Emergency Services only - No City Council, Planning Commission or Parks commission meetings - Public Works to maintain 2 staff members available for daily and weekly water and sewer check and service and for emergency on call activities. Others remain home unless called in for emergency. * Essential Services only in priority order No Utility service inspections 1. Keeping the water systems operational and safe 2. Keeping the sanitary system working * Essential Services only in priority order 3. Keeping the streets passable 4. Performing any emergency repairs on the storm system to prevent flooding. * No Support to Parks * Very Limited 1 Dispatch/Appointment Questions 1. Do you have a fever, trouble breathing or a cough? 2. Have you recently traveled (14 days) to China, Europe or other restricted countries? 3. Have you come into contact with an individual that has test positive for COVID 19? If yes to any of these questions and this is an emergency situation take proper precautions (gloves and other PPE as necessary) and limit contact If yes to any of these questions and not an emergency the service can be provided after the state of emergency is lifted. Page 1 of 1 209493v1 City of Orono COVID-19 Leave Plan The City will implement a flexible leave and scheduling policy for the duration of this emergency. The City may need to make modifications as time goes on because the full extent of the emergency is currently unknown. The policy is as follows: Employees will be allowed to earn vacation, sick, and compensatory time above the current allowed limits. If an employee or their direct family member is exposed to COVID-19 or they are required to stay home or may be sent home for the health, welfare, and safety of the other employees and residents for a minimum of 14 days. A doctor’s note may be required to allow the employee to return to work. If an employee is currently ill, they are required to stay home or may be sent home. An employee who is currently sick may return to work after exhibiting no symptoms of fever, cough, sore throat, for 24 hours without the aid of cough suppressants, ibuprofen, or acetaminophen. For employees that do not have enough sick, vacation, or compensatory time available. They will be allowed to maintain a negative balance of up to 80 hours. The negative balance may be earned back through the future accrual of leave time. . The employee can also choose to take this time unpaid. This balance will work similar the Time Owed City policy implemented in the Police Department. For Staff working around daycare and dual working households that need to accommodate school age dependents needs during school closures, individual staffing plans may be flexible to ensure 40 hours of work is met and the needs of the dependents are able to be met as well.