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HomeMy WebLinkAboutPublic Health Emergency Response Plan Resolution 70 of 2021 To Approve Public Employer Health Emergency Plan for the Town of Danby Moved By: Gagnon Seconded By: Schnabel Vote: Councilperson Aye No Absent Connors X Holahan X Schnabel X Ulinski X Gagnon X Resolution 70 approved April 12 2021 I, Janice Adelman, Town Clerk of the Town of Danby, do hereby certify that the above resolution passed at a meeting of the Town of Danby held on 12 April 2021, and is incorporated in the original minutes of said meeting, and that said resolution has not been altered, amended, or revoked, and is in full force and effect. What follows is the Emergency Plan as approved on 12 April 2021. Janice Adelman 12 April 2021 TOWN SEAL Mary Ann Barr 2021 T he Town of Danby, New York 1830 Danby Road, Ithaca, NY 14850 https://danby.ny.gov Janice Adelman, Town Clerk Cindy Katz, Deputy Town Clerk +1-607-277-4788 | clerkoffice@danby.ny.gov Public Employer Health  Emergency Plan  for the Town of Danby           12 April 2021 This plan has been developed in accordance with NYS legislaon S8617B/A10832 Town of Danby New York Public Employer Health Emergency Plan Promulgation This plan has been developed in accordance with the amended New York State Labor Law secon 27-c and New York State Educaon Law paragraphs k and l of subdivision 2 of secon 2801-a (as amended by secon 1 of part B of chapter 56 of the laws of 2016), as applicable. This plan has been developed with the input of Civil Service Employee Associaon (CSEA), American Federaon of State, County, and Municipal Employees (AFSCME)-Local 1000, American Federaon of Labor-Congress of Industrial Organizaons (AFL-CIO), as required by the amended New York State Labor Law. No content of this plan is intended to impede, infringe, diminish, or impair the rights of us or our valued employees under any law, rule, regulaon, or collecvely negoated agreement, or the rights and benefits which accrue to employees through collecve bargaining agreements, or otherwise diminish the integrity of the exisng collecve bargaining relaonship. This plan has been approved in accordance with requirements applicable to the agency, jurisdicon, authority, or district, as represented by the signature of the authorized individual below.   -- As the authorized official of Town of Danby, I hereby aest that this plan has been developed, approved, and placed in full effect in accordance with S8617B/A10832 which amends New York State Labor Law secon 27-c and New York State Educaon Law paragraphs k and l of subdivision 2 of secon 2801-a (as amended by secon 1 of part B of chapter 56 of the laws of 2016), as applicable, to address public health emergency planning requirements. Signed on this day: 12 April 2021   By: Joel Gagnon Signature: _______________________________ Title: Town Supervisor, Town of Danby          v1-20210412 Page 3 of 16 Town of Danby New York Public Employer Health Emergency Plan Record of Changes   Date of Change Descripon of Change Implemented by                                                   v1-20210412 Page 4 of 16 Town of Danby New York Public Employer Health Emergency Plan Table of Contents Promulgation 3 Record of Changes 4 Purpose, Scope, Situation Overview, and Assumptions 6 Purpose 6 Scope 6 Situation Overview 6 Planning Assumptions 7 Concept of Operations 7 Mission Essential Functions 8 Essential Positions 9 Reducing Risk Through Remote Work and Staggered Shifts 10 Remote Work Protocols 10 Staggered Shifts 11 Personal Protective Equipment 11 Staff Exposures, Cleaning, and Disinfection 12 Staff Exposures 12 Cleaning and Disinfecting 15 Employee and Contractor Leave 15 Documentation of Work Hours and Locations 16 Housing for Essential Employees 16           v1-20210412 Page 5 of 16 Town of Danby New York Public Employer Health Emergency Plan Purpose, Scope, Situation Overview, and Assumptions Purpose This plan has been developed in accordance with the amended New York State Labor Law secon 27-c and New York State Educaon Law paragraphs k and l of subdivision 2 of secon 2801-a (as amended by secon 1 of part B of chapter 56 of the laws of 2016), as applicable. These laws were amended by the passing of legislaon S8617B/A10832 signed by the Governor of New York State on September 7, 2020, requires public employers to adopt a plan for operaons in the event of a declared public health emergency involving a communicable disease. The plan includes the idenficaon of essenal posions, facilitaon of remote work for non-essenal posions, provision of personal protecve equipment, and protocols for supporng contact tracing. Scope This plan was developed exclusively for and is applicable to Town of Danby. This plan is pernent to a declared public health emergency in the State of New York which may impact our operaons; and it is in the interest of the safety of our employees and contractors, and the connuity of our operaons that we have promulgated this plan. Situation Overview On March 11, 2020 the World Health Organizaon declared a pandemic for the novel corona virus which causes the COVID-19 severe acute respiratory syndrome. This plan has been developed in accordance with amended laws to support connued resilience for a connuaon of the spread of this disease or for other infecous diseases which may emerge and cause a declaraon of a public health emergency. The health and safety of our employees and contractors is crucial to maintaining our mission essenal operaons. We encourage all employees and contractors to use CDC Guidance for Keeping Workplaces, Schools, Homes, and Commercial Establishments Safe. The fundamentals of reducing the spread of infecon include: ● Using hand sanizer and washing hands with soap and water frequently, including: ● Aer using the restroom ● Aer returning from a public oung ● Aer touching /disposing of garbage ● Aer using public computers, touching public tables, and countertops, etc. ● Pracce social distancing when possible ● If you are feeling ill or have a fever, nofy your supervisor immediately and go home ● If you start to experience coughing or sneezing, step away from people and food, cough or sneeze into the crook of your arm or a ssue, the laer of which should be disposed of v1-20210412 Page 6 of 16 Town of Danby New York Public Employer Health Emergency Plan immediately ● Clean and disinfect workstaons at the beginning, middle, and end of each shi ● Other guidance which may be published by the CDC, the State Department of Health, or County health officials. Planning Assumptions This plan was developed based on informaon, best pracces, and guidance available as of the date of publicaon. The plan was developed to largely reflect the circumstances of the current Corona virus pandemic but may also be applicable to other infecous disease outbreaks. The following assumpons have been made in the development of this plan: ● The health and safety of our employees and contractors, and their families, is of utmost importance ● The circumstances of a public health emergency may directly impact our own operaons. ● Impacts of a public health emergency will take me for us to respond to, with appropriate safety measures put into place and adjustments made to operaons to maximize safety ● The public and our constuency expects us to maintain a level of mission essenal operaons ● Resource support from other jurisdicons may be limited based upon the level of impact the public health emergency has upon them ● Supply chains, parcularly those for personal protecve equipment (PPE) and cleaning supplies, may be heavily impacted, resulng in considerable delays in procurement ●The operaons of other enes, including the private sector (vendors, contractors, etc.), non- profit organizaons, and other governmental agencies and services may also be impacted due to the public health emergency, causing delays or other disrupons in their services ● Emergency measures and operaonal changes may need to be adjusted based upon the specific circumstances and impacts of the public health emergency, as well as guidance and direcon from public health officials and the governor ● Per S8617B/A10832, ‘essenal employee’ is defined as a public employee or contractor that is required to be physically present at a work site to perform their job ● Per S8617B/A10832, ‘non-essenal employee’ is defined as a public employee or contractor that is not required to be physically present at a work site to perform their job Concept of Operations The Town Supervisor of the Town of Danby, their designated Emergency Management Coordinator , or v1-20210412 Page 7 of 16 Town of Danby New York Public Employer Health Emergency Plan their successor holds the authority to execute and direct the implementaon of this plan. Implementaon, monitoring of operaons, and adjustments to plan implementaon may be supported by addional personnel, at the discreon of the Town Supervisor. Upon the determinaon of implemenng this plan, all employees and contractors of Town of Danby shall be nofied by phone call, email or in person, with details provided as possible and necessary, with addional informaon and updates provided on a regular basis . Board Chairs and volunteer groups will be nofied of pernent operaonal changes by way of phone call, email or in person. The public will be nofied by way of Town website posng, announcements on Town Hall answering systems and signage posted at Town Hall. Other interested pares, such as vendors, will be nofied by phone and/or email as necessary. The Town Clerk will maintain communicaons with the public and constuents as needed throughout the implementaon of this plan. The Town Supervisor of the Town of Danby, their designee, or their successor will maintain awareness of informaon, direcon,and guidance from public health officials and the Governor ’s office, direcng the implementaon of changes as necessary. Upon resoluon of the public health emergency, the Town Supervisor of The town of Danby, their designee, or their successor will direct the resumpon of normal operaons or operaons with modificaons as necessary. Mission Essential Functions When confronng events that disrupt normal operaons, Town of Danby is commied to ensuring that essenal funcons will be connued even under the most challenging circumstances. Essenal funcons are those funcons that enable an organizaon to: 1. Maintain the safety of employees, contractors, and our constuency 2. Provide vital services 3. Provide services required by law 4. Sustain quality operaons 5. Uphold the core values of the Town of Danby The Town of Danby has idenfied as crical only those priority funcons that are required or are necessary to provide vital services. During acvaon of this plan, all other acvies may be suspended to enable the organizaon to concentrate on providing the crical funcons and building the internal capabilies necessary to increase and eventually restore operaons. Appropriate communicaons with employees, contractors, our constuents, and other stakeholders will be an ongoing priority. Essenal funcons are priorized according to: ● The me cricality of each essenal funcon v1-20210412 Page 8 of 16 Town of Danby New York Public Employer Health Emergency Plan ● Interdependency of a one funcon to others ● The recovery sequence of essenal funcons and their vital processes Priority 1 idenfies the most essenal of funcons, with priority 4 idenfying funcons that are essenal, but least among them. The mission essenal funcons for Town of Danby have been idenfied a Essenal Funcon Descripon Priority Town Clerk’s office Issuing of licenses, processing payments, tax collecon, state reporng requirements, PIO funcon 1 Code Enforcement office Issuing building permits, plan reviews, construcon inspecons, enforcement funcons 1 Highway Department Road and infrastructure maintenance 1 Planning / Zoning Department Reviewing zoning and subdivision applicaons, supporng various Zoning/ Planning Boards and commiees 1 IT contractor Maintains Town’s network 1 Jusce Court Will operate by the rule set forth by New York State Office of Court Administraon 2 West Danby Water District Connue with daily water services in order to maintain water supply to district customers 1   Essential Positions Each essenal funcon idenfied above requires certain posions on-site to effecvely operate. The table below idenfies the posions or tles that are essenal to be staffed on-site for the connued operaon of each essenal funcon. Note that while some funcons and associated personnel may be essenal, some of these can be conducted remotely and do not need to be idenfied in this secon. Essenal Funcon Essenal Posions/Titles Jusficaon for Each Town Clerk’s office Town Clerk There are certain funcons that can not be preformed by working remotely and therefore the office must be staffed on site with shortened hours and staggered hours. Code Enforcement office Code Enforcement Officer CEO must work in office to have access to all code enforcement files. Shortened and staggered hours will be used. Field work will be done as needed. v1-20210412 Page 9 of 16 Town of Danby New York Public Employer Health Emergency Plan Highway Department All Highway department employees Highway work must be done from the highway barn and on the highways of the Town. Depending on the me of year shis may be shortened or staggered and support staff will be able to work remotely. Planning and zoning Department Planner/ Zoning Officer A majority of work can be done remotely however certain things will require on site staffing using shortened and staggered hours. IT contractor Contractor technician Some IT work may be able to be done remotely however if site visit is essenal it can be scheduled and coordinated with an on site staff member. Jusce Court 2 Judges and Court Clerk This will be governed by the New York State Office of Court Administraon in conjuncon with the Town protocols West Danby Water District ● 2 water plant operators, 1 bookkeeper Operators must connue daily pump house checks for the chlorine system and water levels in the storage tank and well pump funcon as well as meter reading for billing, connue quarterly billing It is important to note that Jusce Court is a vital component of town government, with Jusce Court funcons budgeted and supported by the Town Board and Town Supervisor. However, we recognize that the New York State Office of Court Administraon holds dominion over Jusce Courts and, as such, may issue orders which suspend or alter the hours of operaon or means by which Jusce Courts operate; which may not fully align with this plan or other measures taken by the Town Board or Town Supervisor. As such, the Town Board, Town Supervisor, and Town Clerk will coordinate as necessary with Jusce Court personnel to ensure safe and effecve connuity of town Jusce Court. Reducing Risk Through Remote Work and Staggered Shifts Through assigning certain staff to work remotely and by staggering work shis, we can decrease crowding and density at work sites and on public transportaon Remote Work Protocols Non-essenal employees and contractors able to accomplish their funcons remotely will be enabled to do so at the greatest extent possible. Working remotely requires: 1. Idenficaon of staff who will work remotely 2. Approval and assignment of remote work 3. Equipping staff for remote work, which may include: v1-20210412 Page 10 of 16 Town of Danby New York Public Employer Health Emergency Plan 4. Internet capable laptop 5. Necessary peripherals 6. Access to VPN and/or secure network drives 7. Access to soware and databases necessary to perform their dues 8. A soluon for telephone communicaons 9. Note that phone lines may need to be forwarded to off-site staff As possible, ‘essenal’ staff may be assigned to work remotely for part of their work week to reduce exposures. Further, business hours and locaons of Town government may be altered to best accommodate public health protecve acons for employees and the public. Alteraons to building access and the means by which the public interacts with Town employees may also take place to support these protecons. Protecve acons may include, but are not limited to occupancy restricons, protecve barriers, and increased conduct of business by internet, phone, or other means. Protecve acons will be taken in accordance with County and State Health Department, and CDC guidelines and requirements. Staggered Shifts Implemenng staggered shis may be possible for personnel performing dues which are necessary to be performed on-site but perhaps less sensive to being accomplished only within core business hours. As possible, management will idenfy opportunies for staff to work outside core business hours as a strategy of liming exposure. Regardless of changes in start and end mes of shis, the Town of Danby will ensure that employees are provided with their typical or contracted minimum work hours per week. Staggering shis requires: 1. Idenficaon of posions for which work hours will be staggered 2. Approval and assignment of changed work hours An on site work calendar will be created and approved by affected staff and posted at Town Hall and distributed by email. If staggered shis are in place at the Highway department they will be managed by the Highway Superintendent or their designee. Personal Protective Equipment The use of personal protecve equipment (PPE) to reduce the spread of infecous disease is important to supporng the health and safety of our employees and contractors. PPE which may be needed can include: ● Masks ● Face shields v1-20210412 Page 11 of 16 Town of Danby New York Public Employer Health Emergency Plan ● Gloves ● Note that while cleaning supplies are not PPE, there is a related need for cleaning supplies used to sanize surfaces, as well as hand soap and hand sanizer. The Corona virus pandemic demonstrated that supply chains were not able to keep up with increased demand for these products early in the pandemic. As such, we are including these supplies in this secon as they are pernent to protecng the health and safety of our employees and contractors. Protocols for providing PPE include the following: 1. Idenficaon of need for PPE based upon job dues and work locaon 2. Procurement of PPE 3. As specified in the amended law, public employers must be able to provide at least two pieces of each required type of PPE to each essenal employee and contractor during any given work shi for at least six months 4. Public employers must be able to migate supply chain disrupons to meet this requirement 5. Storage of, access to, and monitoring of PPE stock 6. PPE must be stored in a manner which will prevent degradaon 7. Employees and contractors must have immediate access to PPE in the event of an emergency 8. The supply of PPE must be monitored to ensure integrity and to track usage rates The required PPE will include masks and will consist of 500 disposable masks or 100 re-usable masks or a combinaon of each type available to all town employees. a supply of masks will be kept at Town Hall and will be distributed by the Code Enforcement Officer/ Emergency Management Coordinator. The Code Enforcement officer/ Emergency Management Coordinator will monitor and maintain stock of PPE. The preferred PPE supplier is: 1) Commercial Maintenance Supply, 6021 Tarbell Rd, Syracuse , NY 13206, 1-800-995-3787 2) Grainger, 628 E. Malloy Rd, E. Syracuse, NY 13057, 1-800-grainger, grainger.com 3) ULINE Shipping and Supply Specialists 12575 Uline Dr. Plesent Prairie, WI 53158, 1-800-295-5510 uline.com Staff Exposures, Cleaning, and Disinfection Staff Exposures Staff exposures are organized under several categories based upon the type of exposure and presence of symptoms. Following CDC guidelines, we have established the following protocols: 1. If employees or contractors are exposed to a known case of communicable disease that is the v1-20210412 Page 12 of 16 Town of Danby New York Public Employer Health Emergency Plan subject of the public health emergency (defined as a ‘close contact ’ with someone who is confirmed infected, which is a prolonged presence within six feet with that person): 2. Potenally exposed employees or contractors who do not have symptoms should remain at home or in a comparable seng and pracce social distancing for the lesser of 14 days or other current CDC/public health guidance for the communicable disease in queson. 3. As possible, these employees will be permied to work remotely during this period of me if they are not ill. 4. The Emergency Management Coordinator must be nofied and is responsible for ensuring these protocols are followed 5. See the secon tled Documentaon of Work Hours and Locaons for addional informaon on contact tracing 6. CDC guidelines for COVID-19 provide that crical essenal employees may be permied to connue work following potenal exposure, provided they remain symptom-free and addional precauons are taken to protect them, other employees and contractors, and our constuency/public. 7. Addional precauons will include the requirement of the subject employee or contractor, as well as others working in their proximity, to wear appropriate PPE at all mes to limit the potenal of transmission. 8. In-person interacons with the subject employee or contractor will be limited as much as possible. 9. Work areas in which the subject employee or contractor are present will be disinfected according to current CDC/public health protocol at least every hour, as praccal. See the secon on Cleaning and Disinfecon for addional informaon on that subject. 10. If at any me they exhibit symptoms, refer to item B below. 11. The Emergency Management Coordinator is the decision-maker in these circumstances and is responsible for ensuring these protocols are followed 12. If an employee or contractor exhibits symptoms of the communicable disease that is the subject of the public health emergency: 13. Employees and contractors who exhibit symptoms in the workplace should be immediately separated from other employees, customers, and visitors. They should immediately be sent home with a recommendaon to contact their physician. 14. Employees and contractors who exhibit symptoms outside of work should nofy their supervisor and stay home, with a recommendaon to contact their physician. 15. Employees should not return to work unl they have met the criteria to disconnue home v1-20210412 Page 13 of 16 Town of Danby New York Public Employer Health Emergency Plan isolaon per CDC/public health guidance and have consulted with a healthcare provider. 16. The Town of Danby will not require sick employees to provide a negave test result for the disease in queson or healthcare provider ’s note to validate their illness, qualify for sick leave, or return to work; unless there is a recommendaon from the CDC/public health officials to do so. 17. CDC criteria for COVID-19 provides that persons exhibing symptoms may return to work if at least 24 hours have passed since the last instance of fever without the use of fever-reducing medicaons. If the disease in queson is other than COVID-19, CDC and other public guidance shall be referenced. 18. The Emergency Management Coordinator must be informed in these circumstances and is responsible for ensuring these protocols are followed 19. If an employee or contractor has tested posive for the communicable disease that is the subject of the public health emergency: 20. Apply the steps idenfied in item B, above, as applicable. 21. Areas occupied for prolonged periods of me by the subject employee or contractor will be closed off. 22. CDC guidance for COVID-19 indicates that a period of 24 hours is ideally given before cleaning, disinfecng, and reoccupaon of those spaces will take place. If this me period is not possible, a period of as long as possible will be given. CDC/public health guidance for the disease in queson will be followed. 23. Any common areas entered, surfaces touched, or equipment used shall be cleaned and disinfected immediately. 24. See the secon on Cleaning and Disinfecon for addional informaon on that subject. 25. Idenficaon of potenal employee and contractor exposures will be conducted 26. If an employee or contractor is confirmed to have the disease in queson, Emergency Management Coordinator or their designee should inform all contacts of their possible exposure. Confidenality shall be maintained as required by law. 27. Apply the steps idenfied in item A, above, as applicable, for all potenally exposed personnel. 28. The Emergency Management Coordinator must be nofied in these circumstances and is responsible for ensuring these protocols are followed We recognize there may be nuances or complexies associated with potenal exposures, close contacts, symptomac persons, and those tesng posive. We will follow CDC/public health recommendaons and requirements and coordinate with our local public health office for addional guidance and support as needed. v1-20210412 Page 14 of 16 Town of Danby New York Public Employer Health Emergency Plan Cleaning and Disinfecting CDC/public health guidelines will be followed for cleaning and disinfecon of surfaces/areas. Present guidance for roune cleaning during a public health emergency includes: 1. As possible, employees and contractors will clean their own workspaces in the beginning, middle, and end of their shis, at a minimum. 2. High traffic/high touch areas and areas which are accessible to the public/constuents will be disinfected at least hourly. 3. The contracted cleaning company, is responsible for cleaning common areas,once a week on the agreed upon day of the week unless more frequent cleaning is necessary based on Health Department / CDC guidelines. 4. Staff tasked with cleaning and disinfecng areas will be issued and required to wear PPE appropriate to the task. 5. Soiled surfaces will be cleaned with soap and water before being disinfected. 6. Surfaces will be disinfected with products that meet EPA criteria for use against the virus in queson and which are appropriate for that surface. 7. Staff will follow instrucons of cleaning products to ensure safe and effecve use of the products. Employee and Contractor Leave Public health emergencies are extenuang and unancipated circumstances in which the Town of Danby is commied to reducing the burden on our employees and contractors. The Families First Coronavirus Response Act provided requirements related to the COVID-19 pandemic, which form the policies outlined below. This policy may be altered based upon changes in law or regulaon, as applicable. It is our policy that employees of the Town of Danby will not be charged with leave me for tesng. Employees will be provided with up to two weeks (80 hours) of paid sick leave at the employee’s regular rate of pay for a period which the employee is unable to work due to quaranne (in accordance with federal, state, or local orders or advice of a healthcare provider), and/or experiencing symptoms and seeking medical diagnosis. Further, the Town of Danby will provide up to two weeks (80 hours) of paid sick leave at two-thirds the employee’s regular rate of pay if the employee is unable to work because of a bona fide need to care for an individual subject to quaranne (pursuant to federal, state, or local orders or advice of a healthcare provider), or to care for a child (under 18 years of age) whose school or child care provider is closed or unavailable for reasons related to the public health emergency, and/or the employee is experiencing a substanally similar condion as specified by the CDC/public health officials. This provision may be v1-20210412 Page 15 of 16 Town of Danby New York Public Employer Health Emergency Plan modified if an employee is able to effecvely work remotely and the need exists for them to do so. Addionally, the Town of Danby will provide up to an addional 10 weeks of paid expanded family and medical leave at two-thirds of the employee’s regular rate of pay where an employee, who has been employed for at least 30 calendar days by the Town of Danby, is unable to work due to a bona fide need for leave to care for a chile whose school or child care provider is closed or unavailable for reasons related to the public health emergency. This provision may be modified if an employee is able to effecvely work remotely and the need exists for them to do so. Addional provisions may be enacted based upon need and the guidance and requirements in place by federal and state employment laws, FMLA, execuve orders, and other potenal sources. Contractors, either independent or affiliated with a contracted firm, are not classified as employees of the Town of Danby, and as such are not provided with paid leave me by the Town of Danby, unless required by law. Documentation of Work Hours and Locations In a public health emergency, it may be necessary to document work hours and locaons of each employee and contractor to support contact tracing efforts. Idenficaon of locaons shall include on- site work, off-site visits. This informaon may be used by the Town of Danby to support contact tracing within the organizaon and may be shared with local public health officials. Hour tracking and work locaons will be paper based and will be done by each Department head for his or her Department and submied to the Emergency Management Coordinator on a weekly basis via email report, or as requested by the Code Enforcement Officer/ Emergency Management Coordinator should the need arise for immediate contract tracing informaon. Housing for Essential Employees There are circumstances within a public health emergency when it may be prudent to have essenal employees lodged in such a manner which will help prevent the spread of the subject communicable disease to protect these employees from potenal exposures, thus helping to ensure their health and safety and the connuity of the Town of Danby essenal operaons. If such a need arises, hotel rooms are expected to be the most viable opon. If hotel rooms are for some reason deemed not praccal or ideal, or if there are no hotel rooms available, the Town of Danby will coordinate with the Tompkins County emergency management office, and or Tompkins County Health Department to help idenfy and arrange for these housing needs. The Town Highway Department Administraon will be responsible for coordinang this. v1-20210412 Page 16 of 16