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HomeMy WebLinkAboutResolution 9288RESOLUTION NO. 9288 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING COVID-19 PREPAREDNESS PLAN WHEREAS, Governor Tim Walz's Executive Orders identifies businesses in operation during the peacetime emergency and requires a COVID-19 Preparedness Plan be established; and WHEREAS, the Preparedness Plan must follow Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MDH) guidelines for COVID-19, federal Occupational Safety and Health Administration (OSHA) standards and Executive Order 20-74 related to worker and customer, if the business has customer facing operations, exposure to COVID-19. NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council approves the COVID-19 Preparedness Plan as shown in Exhibit A (attached). ATTEST: Adopted this 22nd June, 2020. C_'GG� GC Carol A. Mueller, Mayor Nyle,Zikmug, City Administrator ;xhibit A • COVID-19 PREPAREDNESS PLAN City of Mounds View June 22, 2020 City of Mounds View COVID-19 Preparedness Plan The City of Mounds View is committed to providing a safe and healthy workplace for all our employees. To ensure we have a safe and healthy workplace, we have developed the following COVID-19 Preparedness Plan in response to the COVID-19 pandemic. All City of Mounds View employees are responsible for implementing and complying with all aspects of this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplaces, and that requires full cooperation among employees. Only through this cooperative effort can we establish and maintain the safety and health of our staff and workplaces. Management and employees are responsible for implementing and complying with all aspects of this COVID-19 Preparedness Plan. The City of Mounds View managers and supervisors have our full support in enforcing the provisions of this policy. The City recognizes that our employees are our most important assets. We are serious about safety and health and keeping our employees working at the City. Employee involvement is essential in developing and implementing a successful COVID-19 Preparedness Plan. We have involved our employees in this process by seeking ideas, feedback and suggestions for how best practices can be implemented to maintain the health and safety of everyone. Our Preparedness Plan follows Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MDH) guidelines and federal OSHA standards related to COVID-19 and Executive Order 20-74, and addresses: • Hygiene and respiratory etiquette; • Engineering and administrative controls for social distancing; • Cleaning, disinfecting, decontamination and ventilation; • Prompt identification and isolation of sick persons; • Communications and training that will be provided to managers and employees; and • Management and supervision necessary to ensure effective implementation of the plan. Screening and Policies for Employees Exhibiting Signs and Symptoms of COVID-19 Employees have been informed of and encouraged to self -monitor for signs and symptoms of COVID-19. The following policies and procedures are being implemented for employees to report when they are sick or experiencing the following symptoms: ➢ Fever or chills ➢ Cough ➢ Shortness of breath or difficulty breathing ➢ Fatigue ➢ Muscle or body aches ➢ Headache ➢ New loss of taste or smell ➢ Sore throat ➢ Congestion or runny nose ➢ Nausea or vomiting ➢ Diarrhea 21 Page COVID-19 Preparedness Plan Employees should contact their supervisor if they believe that they are symptomatic before reporting to their workplace. Supervisors will report to the Human Resources Department names of any employees reporting symptoms for follow-up. The Human Resources Department will reach out to them for further instructions. Employees who are at work and begin to experience symptoms should call their immediate supervisor to make arrangements to be relieved of duty. Employees will work with the City to help identify other employees they have had close contact with during the past 14 days. Employees are encouraged to contact their clinic for medical advice. The City has implemented leave policies that promote employees staying at home when they are sick, when household members are sick, or when required by a health care provider to isolate or quarantine themselves or a member of their household. Employees will need to complete either a request form for Public Health Emergency Leave or Emergency Paid Sick Leave. If qualified leave is approved the hours granted will not be deducted from their sick, vacation, comp time, or flex time. Leave granted under the Families First Coronavirus Response Act (FFCRA) will run consecutively with the Family Medical Leave Act (FMLA). Accommodations for workers with underlying medical conditions or who have household members with underlying health conditions have been implemented, which includes allowing employees to telework or work off - hours in order to avoid coming in contact with other employees. The City has also implemented a policy for informing workers if they have been exposed to a person with COVID-19 at their workplace and requiring them to quarantine for the required amount of time. The City will try to determine which, if any, employees were exposed to COVID-19 and inform those employees in a timely manner. Those employees should refer to CDC Guidance for how to conduct a risk assessment of their potential exposure. Privacy All employee health information is private data. A limited number of employees are authorized to access this information and the information is stored on a secured data base. In addition, a policy has been implemented and communicated to all Supervisors and Managers to protect the privacy of employees' health status and health information. Several laws address the privacy of medical information. To assure compliance with these laws, and to respect employee privacy, supervisors MAY NOT reveal the name of the person who has reported COVID-19 symptoms or tested positive/negative other than to those who absolutely need to know. If an employee would like others to be made aware of their situation, they should ask a coworker to share the information and not a supervisor or manager. Supervisors and managers should not share this information under any circumstances, even if it is widely known among a work group(s). Handwashing Basic infection prevention measures are being implemented at our workplaces at all times. Employees are instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, but especially at the beginning and end of their shift, prior to any mealtimes, and after using the toilet. Workers handling mail, currency, or processing paperwork from visitors to City offices are instructed to wash their hands after such encounters. All visitors to City offices will have access to hand-sanitizer dispensers (that use sanitizers of greater than 60% alcohol) located near counters. Visitors at the City will have access to restrooms for washing of hands. City Council and guests attending Council meetings will have access to hand 31 Page COVID-19 Preparedness Plan sanitizer prior to entering Council Chambers. Employees are provided hand sanitizer throughout the workplace and soap within restrooms to thoroughly wash hands. Respiratory Etiquette: Cover Your Cough or Sneeze Employees and visitors are being instructed to cover their mouth and nose with their sleeve or a tissue when coughing or sneezing and to avoid touching their face, in particular their mouth, nose and eyes, with their hands. They should dispose of tissues in the trash and wash or sanitize their hands immediately afterward. Respiratory etiquette will be demonstrated on posters and supported by making tissues and trash receptacles available to all employees and visitors. Employees will be reminded of this through this plan as well as through email and supervisor updates to staff. Social Distancing Social distancing is being implemented in the workplace through the following engineering and administrative controls: Employees are encouraged to drive separately to a job site, remain aware of staying six -feet away from other employees, and whenever possible wash hands for 20 seconds. The City will also provide hand sanitizer in main entryways and leading into each department. Department Heads are encouraged and authorized to use flexible work hours and staggered shifts. Employees and visitors are prohibited from gathering in groups, and from using other employees' personal protective equipment, phones, computer equipment, desks, cubicles, workstations, offices or other personal work tools and equipment. If a piece of equipment is shared, employee is to properly clean the tool or computer when they are finished with it. Conference Rooms: Each conference room will be reviewed and chairs will be removed to indicate a capacity per conference room for meetings following social distancing guidelines. Per other guidelines, all meetings should be virtual if at all possible. Even if multiple attendees are in the building. If a conference room is used a staff member will be assigned to wipe down (disinfect) the surfaces (table and chair surfaces) before and after each meeting. If any AN is used those items (keyboards/mice/remote) should also be wiped down. Main Counters: Reception counters have or are being enclosed with glass to no longer allow public access into employee common areas. Visitors to City facilities requiring pens will receive a pen to keep, in order to eliminate the potential of contamination. Signage: Signs to promote healthy hygiene habits, as well as communicate that people with symptoms should not enter city facilities will be provided in multiple languages and posted at entranceways. Signs will include a phone number for people to call if they need assistance and cannot enter. Floor signs will be used to indicate appropriate standing spots while waiting in line for help at counters. Bathroom doors reflect "Vacant/Occupied" notification. Facial Coverings: Each employee is required to provide a face mask. Each department will also be provided with a supply of disposable masks, for use as needed. When guests are present in the department they will be required to wear a face mask. They will be provided with a disposable mask if they do not have their own. 4 1 Page COVID-19 Preparedness Plan Other Protective Equipment: Some situations will require the need for employees to utilize disposable gloves. These situations will be determined department by department task by task. Gloves will be provided as needed. Public Meetings Room Set -Up: • Seating six -feet apart • Sign -in sheet (name, address, phone number, email) — ability to notify in -case of outbreak • Supplies/Cleaning* • COVID-19 best practices signage at door** • Self -serve table with hand-outs • Attendance monitor required (wearing face covering and gloves) • Ready a "waiting area" (overflow) that maintains social distancing • Dais arranged to ensure social distancing • No food or beverage to be provided/served In -Person Engagement: • Establish an RSVP for in-person engagement on "Public Engagement during COVID-19" webpage o Discourage handouts from attendees — send electronically • Encourage electronic or written comments — assign person to receive electronic comments • Face covering may be removed when verbally engaging in meeting and/or when social distancing isn't interrupted. Webpage Virtual/Online Engagement: • For "Public Engagement during COVID-19" How to engage based on meeting type o RSVP feature for in-person engagement at a public meeting online engagement submittal forms o Email and phone contacts based on meeting type/topic COVID-19 best practices* Communications: • Mailed/written notices for meetings (when required) o RSVP on "Public Engagement during COVID-19" webpage • Requirements for attendees o Face covering o Gloves • How to engage electronically • COVID-19 best practices** (consider multiple languages) • Include postponement and/or cancellation disclaimer o Interest too high to be safe o Community spread spike, etc. 51 Page COVID-19 Preparedness Pian *Supplies/Cleaning: • Hand sanitizer, Tissues, Gloves • Disposable face coverings/masks (if possible) • Disinfectant spray/wipes (if possible) o Wipe surfaces down before and after meeting **COVID-19 Best Practices: • Capacity will be monitored to maintain social distancing o Stay home if you are sick (current CDC guidelines) • Hand sanitize upon entering and exiting meeting • Wear a face covering and gloves • No touching, handshakes, high -fives • Cover your cough, sneeze • Don't touch your face • No materials distributed unless by meeting organizer at self -serve table • At -risk population encouraged to stay home and engage virtually/online o Over 65 o Underlying medical condition o Someone in your household has tested positive for COVID-19 Housekeeping Regular housekeeping practices are being implemented, including routine cleaning and disinfecting of work surfaces, equipment, tools and machinery, and areas in the work environment, including restrooms, break rooms, lunch rooms and meeting rooms. Frequent cleaning and disinfecting will be conducted in high -touch areas, such as phones, keyboards, touch screens, controls, door handles, elevator panels, railings, copy machines, etc. Staff will maintain their own work environments. Throughout the day, staff members will share responsibility of cleansing high -touch surfaces throughout the buildings. Evening custodial staff will maintain evening housekeeping. All City buildings have forced air ventilation units. These units operate based on the number of occupants within the facility to circulate and maintain air quality. Communications and Training This Preparedness Plan was communicated through email to all employees, and posted on all bulletin boards (City Hall, Police Department and Public Works) on May 21, 2020. Training was given during the City Administrator all staff telecommunication meetings provided on May 18, 2020. Additional communication and training will be ongoing through email and telecommunication meetings. Managers and supervisors are to monitor how effective the program has been implemented by daily observation. Management and employees are to work through this new program together and update the training as necessary. This Preparedness Plan has been certified by the City of Mounds View's Management Team and will be updated as necessary. 61 Page COVID-19 Preparedness Pian Appendix A — City of Mounds View COVID-19 Related Policies and Procedures General Centers for Disease Control and Prevention (CDC): Coronavirus (COVID-19) — www.cdc. gov/coronavirus/2019-nCoV Minnesota Department of Health (MDH): Coronavirus — www.health. state.mn.us/diseases/coronavirus State of Minnesota: COVID-19 response —https://l-nn.gov/covidl9 Businesses CDC: Resources for businesses and employers — www.cdc.gov/coronavirus/2019- ncov/community/organizations/businesses-employers.html CDC: General business frequently asked questions — www.cdc.gov/coronavirus/2019- ncov/community/ general-business-faq.html CDC: Building/business ventilation — www.cdc.gov/coronavirus/2019- ncov/community/guidance-business-response.html MDH: Businesses and employers: COVID-19 — www.health. state.mn.us/diseases/coronavirus/businesses.html MDH: Health screening checklist — www.health.state.mn.us/diseases/coronavirus/facilityhlthscreen pdf MDH: Materials for businesses and employers www.health.state.mn.us/discases/coronavirus/materials Minnesota Department of Employment and Economic Development (DEED): COVID-19 information and resources — https://mn.gov/deed/newscenter/covid/ Minnesota Department of Labor and Industry (DLI): Updates related to COVID-19 — www. dli. mn. goy/updates Federal OSHA — www.osha.gov Handwashing MDH: Handwashing video translated into multiple languages — www.youtube.com/watch?v=LdQuPGVcceg Respiratory etiquette: Cover your cough or sneeze CDC: www.cdc.gov/coronavirus/2019-ncov/prevent- eg_ ttin-sick/prevention.html 71 Page COVID-19 Preparedness Plan CDC: www.cdc.gov/healthryater/hygiene/etiquette/coughing_sneezing.html MDH: www.health.statc.mn.us/diseases/coronavirus/prevention.html Social distancing CDC: www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html MDH: www.health.state.mn.us/diseases/coronavirus/businesses.htmi Housekeeping CDC: www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-buildin -fg acility.html CDC: www.cdc.gov/coronavirus/2019-ncov/prevent- eg tting-sick/disinfecting-your-home.html CDC: www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning- disinfection.html Environmental Protection Agency (EPA): www.epa.gov/pesticide-registration/list-n- disinfectants-use-against-sars-cov-2 Employees exhibiting signs and symptoms of COVID-19 CDC: www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/steps-when-sick.html MDH: www.health.state.mn.us/diseases/coronavirus/basics.html MDH: www.health.state.mn.us/diseases/coronavirus/facilityhlthscreen.pdf MDH: www.health.state.mn.us/diseases/coronavirus/retumtowork.pdf State of Minnesota: https://mn.gov/covidl9/for-minnesotans/if-sick/get-tested/index.jsp Training CDC: www.cdc.gov/coronavirus/2019-ncov/community/guidance-small-business.html Federal OSHA: www.osha.gov/Publications/OSHA3990.pdf MDH: www.health.state.mn.us/diseases/coronavirus/about.pdf 81 Page COVID-19 Preparedness Pian