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ITEM 3.10 COVID 19 Preparedness Plan0 0tCIITYe o MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration City Administrator/Finance Director Flaherty June 22, 2020 PRESENTER(s) REVIEWED BY: ITEM #: Consent 3.10 STRATEGIC VISION MEETS: I THE CITY OF OTSEGO: X Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff is recommending that the City Council adopt the COVID-19 Preparedness Plan. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: On June 5, 2020, Governor Walz issued Executive Order 20-74; Continuing to Safely Reopen Minnesota's Economy and Ensure Safe Non -Work Activities during the COVID-19 Peacetime Emergency. Included within the executive order, paragraph 7(d) outlines that all critical businesses must have developed and implemented a COVID-19 Preparedness Plan by June 29, 2020. City staff, based on a template from the Minnesota Department of Employment and Economic Development, has developed a draft COVID-19 Preparedness Plan for City Council approval. SUPPORTING DOCUMENTS ATTACHED: • COVID-19 Preparedness Plan (DRAFT) POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE ITTO APPEAR IN THE MINUTES: Motion to approve the COVID-19 Preparedness Plan. BUDGET INFORMATION FUNDING: BUDGETED: N/A Version 6 15 2020 1 1) otCITY OF e o MINNESOTA COVID-19 Preparedness Plan The City of Otsego (the City) is committed to providing a safe and healthy workplace for all our workers and customers. To ensure we have as safe and healthy workplace, the City has developed the following COVID-19 Preparedness Plan in response to the COVID-19 pandemic. Supervisors and workers are all responsible for implementing this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplaces and communities, and that requires full cooperation among our workers and management. Only through this cooperative effort can we establish and maintain the safety and health of all persons in our workplaces. The COVID-19 Preparedness Plan is administered by the City Administrator, who maintains the overall authority and responsibility for the plan. However, management and workers are equally responsible for supporting, implementing, complying with, and providing recommendations to further improve all aspects of this COVID-19 Preparedness Plan. The City's supervisors have our full support in enforcing the provisions of this plan. Our workers are our most important assets. The City is serious about safety and health and protecting its workers. Worker involvement is essential in developing and implementing a successful COVID-19 Preparedness Plan. We have involved our workers in this process by soliciting worker concerns, suggestions, ideas and feedback and incorporating those into the plan. The City's COVID-19 Preparedness Plan follows the industry guidance developed by the State of Minnesota, which is based upon Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MDH) guidelines for COVID-19, Minnesota's Occupational Safety and Health Administration (Minnesota OSHA) statutes, rules, and standards, and Minnesota's relevant and current executive orders, and addresses: • Ensuring sick workers stay home and prompt identification and isolation of sick persons; • Social distancing — Workers must be at least six -feet apart; • Worker hygiene and source controls; • Workplace building and ventilation protocol; • Workplace cleaning and disinfection protocol; • Drop-off, pick-up and delivery practices and protocol; and • Communications and training practices and protocol. The City has reviewed and incorporated the industry guidance applicable to our business provided by the State of Minnesota for the development of this plan. Ensure sick workers stay home and prompt identification and isolation of sick persons Workers have been informed of and encouraged to self -monitor for signs and symptoms of COVID-19 and be conscious of their own health. Any worker who experiences signs and symptoms must stay home, and notify their supervisor immediately. If symptoms begin at work, employees must notify their supervisor immediately and go home. The City has implemented leave policies that promote workers 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. All eligible employees will be allowed to use paid time off (PTO) as allowed in the City's Personnel Policy. All eligible employees may accrue a deficit balance of SO hours of PTO for pandemic related absences. All eligible employees may use Emergency Paid Sick Leave and/or Emergency Family and Medical Leave as authorized by the Families First Coronavirus Response Act. The City has implemented flexible and remote work schedules for all employees, especially for workers with underlying medical conditions or who have household members with underlying health conditions. Employees shall not return to work until they have met the requirements established by the Minnesota Department of Health or the Centers for Disease Control and Prevention. The City will inform workers if they have been exposed to a person with COVID-19 at their workplace and require them to quarantine for the required amount of time. The City will protect the privacy of workers' health status and health information. Social distancing — Workers must be at least six -feet apart Social distancing of at least six -feet will be implemented and maintained between workers and customers in the workplace through the following engineering and administrative controls: - Workers will not share workspaces including computers, telephones, etc. - Workers will not ride together in vehicles and/or equipment to the extent feasible - In person meetings are discouraged, and if necessary, shall take place in the largest meeting room available while maintaining distancing of at least six -feet between those in attendance - Remote work arrangements shall be used whenever feasible - Screening has been placed at public service counters to maintain a barrier between workers and customers and to help maintain distancing of at least six -feet between workers and customers - Workers have the ability to limit the capacity of customers in City Hall whenever necessary - Workers are encouraged to stagger break times to limit the number of workers in common areas - Social distancing signage has been posted throughout City Hall Worker hygiene and source controls Basic infection prevention measures are being implemented at our workplaces at all times. Workers 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 restroom. Hand- sanitizer dispensers (that use sanitizers of greater than 60% alcohol) are at entrances and locations in the workplace so they can be used for hand hygiene in place of soap and water, as long as hands are not visibly soiled. Source controls are being implemented at our workplaces at all times. Workers and customers 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, particularly their mouth, nose and eyes, with their hands. Workers and customers are expected to dispose of tissues in provided trash receptacles, 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 workers and other persons entering the workplace. Workers have been provided protective supplies, such as nonmedical face masks and gloves. Customers are encouraged to wear nonmedical cloth face coverings when in City Hall. Workplace building and ventilation protocol Operation of the building in which the workplace is located, includes necessary sanitation, assessment and maintenance of building systems including water, plumbing, electrical and HVAC systems. The maximum amount of fresh air is being brought into the workplace, air recirculation is being limited, and ventilation systems are being properly used and maintained. Steps are also being taken to minimize air flow blowing across people. Workplace cleaning and disinfection protocol Regular practices of cleaning and disinfecting have been implemented, including a schedule for routine cleaning and disinfecting of work surfaces, equipment, tools and machinery, vehicles, and areas in the work environment including, but not limited to, restrooms, break rooms, lunch rooms, meeting rooms, checkout stations, fitting rooms, and drop-off and pick-up locations. Frequent cleaning and disinfecting are being conducted of high -touch areas including, but not limited to, phones, keyboards, touch screens, controls, door handles, elevator panels, railings, copy machines, credit card readers, delivery equipment, etc. Appropriate and effective cleaning and disinfectant supplies have been purchased and are available for use in accordance with product labels, safety data sheets and manufacturer specifications, and are being used with required personal protective equipment for the product. Drop-off, pick-up and delivery practices and protocol The City has made available a drop box at the exterior of the City Hall building. Customers are encouraged to use the drop box for deliveries, drop-offs and pickup of payments, development applications, permit submittals, etc. Communications and training practices and protocol This COVID-19 Preparedness Plan was communicated via email to all workers on June 23, 2020, and necessary training was provided. Additional communication and training will be ongoing from the City Administrator. Training will be provided to all workers who did not receive the initial training and prior to initial assignment or reassignment. Instructions will be communicated to all workers, including employees, temporary workers, staffing and labor - pools, independent contractors, subcontractors, vendors, and outside technicians, and customers on protections and protocols, including but not limited to: 1) Social distancing protocols and practices; 2) Drop-off, pick-up, delivery and general in-store shopping; 3) Practices for hygiene and respiratory etiquette; 4) Recommendations or requirements regarding the use of masks, face -coverings, and/or face -shields by workers and customers. All workers and customers will also be advised not to enter the workplace if they are experiencing symptoms or have contracted COVID-19. Supervisors are expected to monitor how effective the program has been implemented and to identify successes, challenges and deficiencies. All supervisors and workers are to take an active role and collaborate in carrying out the various aspects of this plan, and update the protections, protocols, work -practices, and training as necessary. This COVID-19 Preparedness Plan has been certified by the City Council, and the Plan was posted throughout the workplace and made readily available to employees on June 23, 2020. It will be updated as necessary by the City Administrator. Additional protections and protocols The City did not identify any other conditions and circumstances specific to our business that needed to be addressed in the Plan. Certified by: (insert signature) Adam Flaherty, City Administrator & Finance Director June 22, 2020 Appendix A — Guidance for developing a COVID-19 Preparedness Plan General Centers for Disease Controal 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://mn.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/gengral- 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.htmI MDH: Health screening checklist—www.health.state.mn.us/diseases/coronavirus/facilitVhlthscreen.pdf MDH: Materials for businesses and employers—www.health.state.mn.us/diseases/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 (DI-1): Updates related to COVID-19—www.dli.mn.gov/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-getting-sick/prevention.html CDC: www.cdc.gov/healthywater/hygiene/etiquette/coughing sneezing.html MDH: www.health.state.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.html Housekeeping CDC: www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facilitV.html CDC: www.cdc.gov/coronavirus/2019-ncov/prevent-getting-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- sa rs-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.htmi MDH: www.health.state.mn.us/diseases/coronavirus/facilitvhlthscreen.pdf MDH: www.health.state.mn.us/diseases/coronavirus/returntowork.pdf State of Minnesota — https://mn.gov/covidl9/for-minnesotans/if-sick/get-tested/index.isp 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