Loading...
City_Manager_Policy_ COVID -19 Guidance (002) hr (003) CITY OF ROHNERT PARK CITY MANAGERADMINISTRATIVEPOLICY The Centers For Disease Control and Prevention (CDC) is closely monitoring an epidemic of respiratory illness (COVID- 19) caused by a coronavirus (SARS-CoV-2) that was first detected in Wuhan, Hubei Province, China. Cases of COVID-19 are also being reported in a growing number of international locations, several of which are experiencing sustained community-level or widespread person-to-person transmission. Cases of COVID-19 without direct links to travel have been reported throughout Californiaand the United States. The City of Rohnert Parkrecognizes the need to formulate good risk management practices in a timely manner based on the evolving circumstances of the pandemic. The strategies and practices outlined in this policy are designedto support the protection of employees and the publicby minimizing the risk of exposure. . Coronavirus (COVID-19), influenza and the common cold are all respiratory illnesses, but different viruses cause them. Because these illnesses have similar symptoms, it can be difficultto tell the difference between them based on symptoms alone. In general, flu is worse than the common cold, and symptoms aremore intense. Colds are usually milder than the flu. At this point, COVID-19 can have bothmild, moderate and more severe symptoms depending upon age and underlying medical conditions. Know the symptoms: Symptoms compatible with COVID-19, for the purpose of this Policy include fever, cough, or difficulty breathing. The City of Rohnert Parkis committed to maintaining a safe and secure workplace. For these reasons,thisAdministrative Policy has been adopted. The workplace strategies and guidelines outlined in this policy are inconformance with Sonoma CountyPublic Health generally. The following workplace strategies may be usefulto employees who interact with customers, members of the public, vendors, consultants, and businessassociates. Social distancing is a public health safety intervention used to reduce the likelihood of transmittingcommunicable disease. Social distancing involves minimizing exposure by adhering to spacing requirements inthe workplaceand following proper personal hygiene practices. Employees should consider social distancing tolimit exposure to viruses during the COVID-19 disease outbreak. The following strategiesmay be useful in conducting social distancing: •Adhere to public health hygienic recommendations by washing your hands after touching commonly used items or coming into contact with someone. •Proper hand washing involves scrubbing hands for at least 20 seconds with soap and water. •Avoid touching your face, nose, and mouth and avoid rubbing your eyes. •Cover coughs or sneezes with tissue or sleeve. •Properly dispose of anything that comes in contact with your mouth such as tissues or plastic eatingutensils. •Avoid coming in contact with individuals displaying symptoms of illness. •Always try to keep at least 3-4 feet between yourself and other people. •Avoid face-to-face meetings. CITY OF ROHNERT PARK CITY MANAGERADMINISTRATIVEPOLICY o Use e-mail, telephone calls, and video conferencing to conduct necessary business. •Utilize City Information Technology (IT) staff to set-up systems for interacting with customers and vendors electronicallywhen possible. •Avoid sharing equipment whenever possible. •Limit congregatingin workrooms, copier rooms, and other areas where people socialize.If a face-to-face meeting is unavoidable, minimize the meeting time, choose a large meeting room, and sit at least 3 feet from one another other, if possible. •Avoid person-to-person contact such as shaking hands. •Cancelor postpone non-essential face-to face staff, customer, vendor meetings, workshops, and training sessions. Remote Computer Access Requests Remote Access is a generic term used to describe the accessing of the City’s computer network (e.g. web access to electronic mail and calendar) from a location other than the assigned City workstation. Users will only be allowed to access those functions authorized by a Department Head and subject to City Manager Administrative Policy3.02.024. During these evolving circumstances of the epidemic, requests for remote access shall be given priority process by completion of the Remote Access User Agreement form. Limited Duration Remote Working Arrangements (Teleworking) Teleworking is a limited duration arrangement that allows eligible City employees to work in a designated area outside the office. Teleworking is a supportive arrangement between employees, supervisors, and employing departments during these evolving circumstances of the epidemic. Teleworking is a privilege, not a right. All City employees who desire to have Teleworking arrangements must have their specific arrangement pre-approved in writing. A City department may have additional teleworking requirements, guidelines, or procedures, provided they are consistent with the intent of this limited duration program. Eligibility for limited duration remote working is based on both the position and the employee. Not every job, or every employee, is well suitedfor teleworking. Teleworking does not change the duties, obligations, responsibilities, or terms and conditions of City employment. Teleworking employees must comply with all City rules, policies, practices, and instructions. A teleworking employee must perform work duringscheduled telework hours. Employees may not engage in activities while working remotely that would not be permitted at the regular worksite, such as child, elder, or other dependent care (see section below for school closures). Teleworking employees may take care of personal business during unpaid lunch periods, as they would at the regular worksite. All City rules regarding the use of computers and the internet apply while an employee is teleworking, regardless of whether the employee is using City-provided or personal equipment. During these evolving circumstances of the epidemic, requests for limited duration teleworking shall be given priority by completion and submission of the Limited Duration Telework Arrangement form. This limited duration teleworking arrangement program is intended to be cost neutral. The City is not required to provide employees with materials or supplies needed to establish an alternate worksite (desk, chair, computer, software, cell phone, fax, copier, etc.), and assumes no responsibility for set-up or operating costs at an alternate worksite (telephone or internet services, etc.). CITY OF ROHNERT PARK CITY MANAGERADMINISTRATIVEPOLICY The City Manager or his/her Designee may deny, end, or modify a limited duration teleworking arrangement for any business reason that is not arbitrary or capricious. Similarly, an employee in the program may end telework arrangement at any time. Employees may be removed from the Program if they do not comply with the terms of their limited duration arrangement. City Business Related Travel Until further notice and out of an abundance of caution and care, in accordance with health guidance from the CDC, and other health authorities, the City of Rohnert Parkis limiting employee travel during these evolving circumstances of the pandemic. Over the next few months, City staff should cancelall business-related travel such as conferences, trainings and out of area meetings.Department Heads will determine any exceptions. Where possible cancellations and/or refunds should be obtained within appropriate timelines. Because cases of COVID-19 have been reported without direct links to travel and person-to-person transmission has occurred throughout California, City staff should avoid public transportation, if possible. City pool vehicles are available. If you must use take public transportation,employees are advised to travel during non-peak hours to avoid crowds. Workplace Cleaning and Disinfection The City of Rohnert Parkmaintains safe and healthy working conditions for employees. During these evolving circumstances of the epidemic, janitorial cleaning services are taking extra care in sanitizing public and common areas (employee lunchroom, staircase handrails, etc.) in all City facilities. Janitorial services focus on cleaning of visibly dirty surfacesfollowed by disinfection is a best practice measure for prevention of COVID-19 and other viral respiratory illnesses in the workplace. City Staff are encouraged to practice routine cleaning of frequently touched surfaces (for example: tables, doorknobs, light switches, handles, desks, etc.) with provided cleaners and disinfectant wipes that are appropriate for the surface, following label instructions. Labels contain instructions for safe and effective use of the cleaning product including precautions you should take when applying the product, such as wearing provided gloves and making sure you have good ventilation during use of the product. Civic Events and City Programming The City is carefully balancing public safety and preparedness regarding upcoming spring-time events. One possibility of enacting social distancing procedures is the closure of venues where large amounts of people may congregate. The cancelling of any City of Rohnert Parkevent shall be the decision of City Manager or his/her designee. The common cold, influenza and COVID-19, are all respiratory illnesses, but different viruses cause them. Because these types of illnesses have similar symptoms, it can be difficult to tell the difference between them based on symptoms alone. City Staff shall adhere to the following: CITY OF ROHNERT PARK CITY MANAGERADMINISTRATIVEPOLICY Any City of Rohnert Parkprogramming participant with flu-like symptoms such as: fever, chills, sever cough, sore throat, runny or stuffy nose, muscle or body aches, headaches and fatigue or respiratory symptoms can be sent home by the recreation staff on site: Separate sick infants, children, and seniors from others until they can go home. When necessary and if feasible, identify a “sick room” through which others do not regularly pass. Remind Parents in Infant, Toddler, Pre-school and City After-School programming when they should keep their child home. If any program participant is ill with fever, cough or other flu-like symptoms (feeling feverish/chills, cough, sore throat, runny or stuffy nose, muscle or body aches, headaches and fatigue (tiredness). They should stay home until at least 24 hours after they have recovered. Post the attached CDC “Cover Your Cough” signage at your facility or program site. Cover coughs with a tissue or sleeve. Provide adequate supplies within easy reach, including tissues. Advise your supervisor you need no-touch trashcansin certain areas. Washing hands is easy, and it isone of the most effective ways to prevent the spread of germs. Clean hands can stop germs from spreading from one person to another. Staff and participants should wash hands frequently. Off-site programming staff should use hand sanitizer when soap and water is not available. Post one of several options of CDC handwashing flyers in locations used by customers. Encourage hand washing by children through education, scheduled time for handwashing, and demonstrations. Prevent Infection and Avoid Exposure Employees who have symptoms of acute respiratory illness are recommended to stay home and not come to work until they are free of fever (100.4° F \[37.8° C\] or greater using an oral thermometer), signs of a fever, and any other symptoms for at least 24 hours, without the use of fever-reducing or other symptom-altering medicines (e.g. cough suppressants). Employees should notify their supervisor and stay home if they are sick. If the City suspects that an employee is showing signs of a communicable illness, the City may require an employee to leave work and go home until they can provide medical information demonstrating that they are fit to return to work. The City reserves the right to send an employee to a fitness for duty evaluation in order to return to work. Employees that do not have any Annual Leave available may use any other available paid time off categories such as comp time, administrative leave,sick leave if applicable, orpersonal dayin response to absences covered by this section. Please contact Human Resources should your situation require a leave adjustment. In the case of Cityemployeestestedpositive for COVID-19; employees must notify their Department Head within 4 hours of notificationof a positive test result. The City shall follow protocols and direction as determined by the Sonoma County CITY OF ROHNERT PARK CITY MANAGERADMINISTRATIVEPOLICY Health Officer. No such employee shall be allowed to return to the workplace until the City has medical evidence demonstrating that they are fit to return to work. In the case of a City Employee formally ordered by the County Health Officer or Health Services Agency to be quarantined for a period of time you will not have to use accrued leaves; you will be compensated with your regular rate of pay. Verification shall be provided to the City. Employees who believe they may have possibly been exposed to the virus should immediately inform their supervisor and seek medical attention directly. A situation of work-site exposure would likely qualify as a Workers Compensation claim. Human Resources shall coordinate the filing of a claim. If a member of an employee’s family is sick because of a suspected communicable illness or there is a school closure for your minor child (or any minor for whoman employee stands in loco parents), Employees will be allowed to utilize appropriate leave accruals or unpaid leave to address individual family needs. Disaster Service Worker As a City of Rohnert Parkemployee, before you entered upon the duties of your employment, you took and subscribed to the oath or affirmation; as such, all City of Rohnert Parkemployees are disaster service workers. You may be called upon as a disaster service worker in the event of an emergency. I.SCOPE This policy shall apply to all city employees. Suggestions and concerns regarding this policyare welcome at any time and may be directed to the City Manager or his/her designee or City Human Resources. II.DISSEMINATION OF POLICY All City employees, officers and officials shall be sent copies of this Policy.