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06-09-20 Council/Manager Agenda PacketREGULAR MEETING AGENDA This meeting will be held via Cisco Webex in accordance with the local emergency declaration made by the City under Minn. Stat. § 12.37. The public may monitor this meeting by calling 1-415- 655-0001 and entering the meeting code 133 565 8686. For technical assistance, please contact support staff at 763-593-8007 or webexsupport@goldenvalleymn.gov. If you incur costs to call into the meeting, you may submit the costs to the City for reimbursement consideration. Additional information about for monitoring electronic meetings is available on the City website. Pages 2-31 32 33-75 76-83 84-86 87-172 1.Rising TIDES Task Force Recommendations to the City Council 2.Discussion regarding Community Forum on Systemic Racism 3.Curbside Organics Recycling Collection 4.Facilities Analysis and Downtown Study Discussion 5.Partners In Energy - Energy Action Planning Team Recruitment Process 6.COVID-19 Operations Recovery and Readiness Plan 7.Council Review of Future Draft Agendas: City Council June 16, City Council July 7, Council/Manager July 14, Housing & Redevelopment Authority July 21, City Council July 21, City Council August 4 and Council/Manager August 12, 2020 173-180 Council/Manager meetings have an informal, discussion-style format and are designed for the Council to obtain background information, consider policy alternatives, and provide general directions to staff. No formal actions are taken at these meetings. The public is invited to attend Council/Manager meetings and listen to the discussion; public participation is allowed by invitation of the City Council. June 9, 2020 – 6:30 pm Golden Valley City Council/Manager Meeting June 9, 2020 Agenda Item 1. Rising TIDES Task Force Recommendations to City Council Prepared By Kirsten Santelices, Human Resources Director Summary The Rising TIDES Task Force was appointed by the City Council in January 2019. The Task Force was asked to review six topics within the City’s adopted Equity Plan: • Communicating Equity with the Community • Reviewing City Contracts and RFPs to Eliminate Barriers • Increasing Diversity in Boards, Commissions, and City Council • Diversifying Recruitment and Retention • Community Outreach and Education • Eliminating Barriers in Programming and Facilities Throughout the last 18 months the Task Force has explored these six topics through discussions at monthly meetings and by hosting two open forums to gather community input. Using all input from the community, the knowledge of the Task Force members, and their group discussions, the Task Force has prepared recommendations for the City Council to consider. Financial or Budget Considerations Not Applicable Recommended Action Staff recommends that the City Council review the recommendations and provide feedback and direction to City staff. Supporting Documents • Rising TIDES Task Force Recommendations to Council (16 pages) • Preparation for Final Recommendations Report (1 page) • October 2019 Open Forum (6 pages) • March 2020 Open Forum (6 pages) RISING TIDES TASK FORCE RECOMMENDATIONS TO THE GOLDEN VALLEY CITY COUNCIL Year One Recommendations | June 9, 2020 Rising TIDES Task Force Joelle Allen - Chair Amber Alexander - Vice Chair Sheri Hixon Fartun Hussein Melissa Johnson Alex Moreno Ruth Paradise Sam Powers Brad Taylor Myat Thanda Tun Ajani Woodson City Staff Kirsten Santelices Tomas Romano Tim Cruikshank Summary Over the course of the past year, the Rising TIDES Task Force has endeavored to bring additional insight and perspective to topics of race and equity — and in particular around six topics identiﬁed as priorities in the Golden Valley Equity Plan. Out of our discussions as well as discussions we’ve had with community members, we bring forward several recommendations for the City Council’s consideration. Bringing in the Greater Community The task force began its work with the acknowledgement that in order for recommendations to work for the entire community, there needed to be a process for inviting them into the discussion. In the recommendation “Communicating Equity with the City” you’ll see the completed efforts to hold open forums where the work of the task force could be reviewed and expanded by members of the Golden Valley community. Many of the sentiments found in this report are consistent with what we learned in the open forums. We also acknowledged that a workable plan of action had to be grounded in data. That this data needed to be collected and leveraged to guide activities and ensure equity across the board. 5 Strategic Priorities Given the unique circumstances of the current environment – Covid-19 has brought on unprecedented times. As such, we understand that the Council may not be able to implement these ideas and practices immediately. We are mindful of that as we share with you the top recommendations for short term implementation. 1.Heavily Publicize Board Commission opportunities. Seeing oneself represented across a range of leadership roles is necessary for building a diverse pipeline for future commission openings. Consistent use of social media with shares from partners in diverse spaces will get the word out and increase engagement. 2.Build routines to ensure internal employee culture. Creating an overall culture of belonging through training and regularly scheduled team building exercises that both introduce and celebrate different cultural backgrounds. 3.Utilize existing community resources to more quickly implement outreach activities. Build and leverage strong partnerships with community organizations who are already reaching diverse audiences. Create cross promotional opportunities to each organization’s mutual beneﬁt. 4.Ensure that staff members are trained to be friendly and responsive to the needs of diverse populations. In the short term, training on several fronts should be a high priority as the city prepares to become more inclusive. Through training and tips during internal meetings, staffers can begin to develop a baseline understanding of different cultures as well as how communication styles might differ among them. 5.Host a supplier diversity series that provides detailed information on how to do business with the city. This guide available both online and in hard copy should detail the ins and outs of a successful city partnership. The Task Force began by starting with Six (6) priorities as outlined in the Equity Plan. Communicating Equity with the City Appealing to broader audiences City Contracts & RFP’s Equity in how RFP’s are announced and who is eligible Increasing Diversity on Boards & Commissions Increasing diverse representation Diversifying Recruitment, and Retention Hiring for additional perspective Community Outreach & Education Programming that reﬂects the changing demographics Programming & Facilities Programming that better reﬂects the changing demographics Already reeling from COVID-19, on May 25, 2020 the nation watched in horror as a police officer snuffed out the life of George Floyd Now more than ever, it is imperative that city leadership take a proactive, visible stance on the impacts of systemic racism. The disproportionate impact of Coronavirus on Black and Brown communities and the death of George Floyd are symptoms of the same problem. The city has a short window of opportunity to write a new chapter that better supports inclusion, belonging and the City’s values. The task force members are available to serve as thought partners to provide insight to the communications team around cultural sensitivity. In light of Current Circumstances Given the unique circumstances of the current environment – three recommendations not originally discussed have been added to this packet. 1.Conduct two Courageous Conversations in June. Making space to speak freely about the murder of George Floyd and the subsequent protests is one step toward processing these traumatic events and healing. Two conversations should take place. The ﬁrst for city staff and contractors - where HR and city leadership serve on a panel to answer questions and listen to reactions. The second facilitated conversation between community members and the police chief will alleviate tensions and allow all residents of Golden Valley to feel a restored sense of safety as it relates to law enforcement. 2.Reconsider the Equity Manager position. When COVID-19 began to take its toll on socializing and budgets, we could have never imagined George Floyd. Despite the acknowledgement of the disproportionate impact of COVID on communities of color, all agreed to reevaluate the position at a later date. However, the death of George Floyd is a stark reminder that we need someone at the city whose job it is to help navigate racially charged situations and the unique needs of different communities. 3.Extend the serve of the Rising TIDES task force by a minimum of 1 year. The task force is making headway on several fronts — including bringing in members of the community to participate in processes they once felt excluded from. Our hope is to continue work on the recommendations included here and see some of them through implementation. Communicating Equity with the City A few of our short term recommendations have already been completed. They include: •Two community listening sessions in order review the work and recommenda7ons the task force has done around specific topics. •October Session – We discussed: 1) Ongoing community engagement, 2) diversifying employee recruitment and 3) Inclusive RFP processes. •January Session – We discussed: 1) Equity in Programming, Services and Facili7es, 2) Reviewing Outreach and educa7on ini7a7ves and 3) Increasing Diversity in Boards/ Commissions, elected officials, etc. Communicating Equity Communication efforts should be rooted in data and therefore the task force recommends that both short and long term initiatives be put in place to collect data about the racial, cultural, gender, lifestyle makeup of residents to effectively develop messaging, programming and beyond that are culturally relevant. It is important to emphasize to residents that all data collection is voluntary and that at any time they can see how the data is being used as well as remove themselves from lists. Short Range: 1.Gather Data on diverse communities including: people of color, LGBTQIA, differently abled, religions, immigrant / ﬁrst gen, languages and associated socio-economic data, education levels, current level of engagement, family structure / size, age, associated mediums of engagement, other to determine population size within the city and to begin understanding how their needs may differ. 2.Put into place various opportunities for gathering data and insights including surveys, events, professional data collection, etc. being sensitive to the reality that some groups including immigrants may be resistant to sharing personal information due to a lack of trust. Providing in person and anonymous ways of sharing data may help as will building trust over time. 3.Use various mediums to reach and inform diverse audiences about events, programming and other issues that impact the city. In addition to the city website and social media, Mediums can include where appropriate: schools, churches, mosques, synagogues, apartments, ethnic food markets. 4.Prioritize social media, which provides an avenue to share ideas, helps eliminate language barriers through built in translation, and allows people to connect with their networks on topics of importance. The task force notes that digital outreach will remain increasingly important and that the task force can play a signiﬁcant role in identiﬁcation and outreach to communities beyond those who regularly “tune in” to the city’s existing social, web, mailing list. 5.Distribute the Rising TIDES task force meeting packet through social media in addition to the website – to keep audiences apprised of the work we are doing – providing contact information so that they can send suggestions to the committee for consideration. Long Range Goal: A PRIDE like event that celebrates Diversity. In addi7on to twice yearly forums, consider crea7ng an annual event similar to PRIDE that celebrates culture, highlights the culture and contribu7ons of underrepresented groups and promotes a friendly welcoming environment for people of all backgrounds. This “Ethnic Pride Event” would feature city partners, local businesses – with a spotlight on minority-owned and/ or centered business, music, food and fun. Other RecommendaEons include: •Use the data collected in near range phase to determine focus and resource alloca7on of ongoing equity and inclusion work. •Complete hiring process for the Equity Coordinator as soon as 7ming and budget allows Communicating Equity Cont.’ Short Range Cont.’: 1.Be mindful of closing the communication loop after each major event and/or activity to circle back to let people know what we’ve done and how their feedback was used. A regular and prominent place on the website and/or through social would be helpful. Additionally, creating email and/or SMS lists and associated campaigns for building community is advised. 2.Assign a representative of the task force to attend city events as availability permits. 3.Create and/or adopt a framework for providing culturally- sensitive materials. This written guide should be a “ﬁrst line of defense” for getting cultural cues right. 4.Continue to create materials to distribute at City events explaining the mission purpose and relevant information. 5.Provide additional focus around ethnicity, culture and language vs a focus solely on race. 6.Twice yearly community forums to continue conversations around equity and provide a venue for people from different backgrounds to get to know each other. By the Numbers Limited data exists that provides full insight into the current demographics of the city or how the racial, ethnic, gender, religious and socio-economic make-up is changing. However, piecing together data from various sources, we are able to have a jumping off point until the appropriate data can be collected. The attached graphs are a part of the American Community Survey data from 2018. Four tables include: Social, Economic, Housing, and Demographic data and represent both Minnesota and Golden Valley. Other 2% Indigenous 2% Latinx 5% White 79% Black 7% Asian 5% Indigenous 1% Latinx 2% White 85% Black 8% Asian 5% MINNESOTA BY RACE GOLDEN VALLEY BY RACE Female 51% Male 49%Female 56% Male 44% MINNESOTA BY GENDER *GOLDEN VALLEY BY GENDER * No additional gender information was collected during the 2018 Survey Process For Reviewing City Contracts And RFP’s to Eliminate Potential Biases The task force believes that creating short, medium and long terms initiatives that increase opportunities for minority, women and veteran-owned business enterprises strengthens both the city and its citizens is imperative. Medium Term In the medium term, consider Adopting (modiﬁed or not) NMSDC guidelines for best practices in supplier diversity as a more comprehensive program is built out: •Utilize diverse businesses in all sourcing initiatives and purchasing events. •Establish corporate policy and top management support. •Develop a corporate minority supplier development plan. •Develop comprehensive internal and external communications. •Identify opportunities for diverse owned businesses in strategic sourcing and supply chain management. •Establish a comprehensive minority supplier development process. •Tracking, reporting and goal setting mechanisms. •Utilize diverse businesses in all sourcing initiatives and purchasing events. Short Range •Create a list of small and minority-owned businesses in Golden Valley and make a good faith effort to keep them informed of opportunities and timelines. •Create opportunities for small and minority-owned businesses by revisiting how contracts are awarded. Begin with contracts under $175, 000 where the City is not required to meet the public bidding law requirements; or ( 2) by requiring larger contractors to subcontract parts of the bid to underrepresented business. •Host information sessions / Lunch and Learn supplier diversity series which includes how to do business with the City. •Compile sample procurement policies from other municipalities. Use the guidelines to spell out the philosophy that diversity is good for the business and the need for regional, cultural and social diversity to access global skills and markets, offer varied viewpoints and styles, and beneﬁt different communities and local economies, respectively. Such procedures are established to give traditionally underutilized businesses a competitive advantage and meet customer and government requirements. Past DiscriminaEon: Policies should state the intent to create contrac7ng equity. Policy and programs should impact behaviors and prac7ces of the jurisdic7on as much or more than the behaviors of prime contractors and prime vendors. Flexibility: A strategy should match the condi7ons and laws of the jurisdic7on and should be flexible – if a strategy is not working, a different approach should be tried. Redefining large contracts. When possible, master contracts can be designed to allow several MWBE/ DBE firms to collaborate and win larger contracts. Unintended Consequences: Regula7ons and prac7ces should be examined in a careful and detailed way to ensure that unnecessary barriers are eliminated for small and diverse firms. MulE-faceted: Programs should be comprehensive and mul7-faceted to match the complex systemic barriers. Cultural Change: Strategies should create a framework for cultural change in addi7on to change stemming from regula7ons. A cultural change permeates all structures related to the procurement and contrac7ng process so that all people involved are thinking equity and non- discrimina7on. Over 7me, this cultural change begins to be embraced by the prime contractor and prime vendor communi7es. Capacity Building: Contrac7ng equity programs should contain or should connect to capacity building programs. In this way the jurisdic7on is dealing with availability (expanding the vendor pool) not just u7liza7on. Expand and Replicate: Contrac7ng equity programs should collaborate with other jurisdic7ons, expand their principles into other areas of the jurisdic7on, and when they have arrived at a successful strategy, replicate it with other jurisdic7ons. Short turn-around on payment to subs. Sub-contractors can o\en be the last ones paid and are least able to afford the wait. Sea]le requires primes to pay subs before the primes can invoice and get paid themselves. 1. Long Range Establish/renew a supplier diversity policy that provides minority-owned businesses with system wide opportuni7es for contracts – either independently or in conjunc7on with other contractors. Ins7ll Accountability for mee7ng supplier diversity objec7ves through annual review/audit of supplier diversity performance against objec7ves Reviewing Contracts & RFP’s Cont.’ The task force believes that crea7ng opportuni7es for minority, women and veteran-owned business enterprises strengthens both the city and its ci7zens. 2. Among other things, a comprehensive policy should acknowledge and address as appropriate the following: Increasing Diversity in Boards, Commissions, and City Council 1.Build connections with local school districts, businesses, and other community organizations to advertise opportunities to serve on Boards/Commissions with City. The Task Force was pleased to hear the recruitment policies and protocols already put in place by the HR department at the City. To further support these efforts, the Task Force, with input from the Community, discussed ideas/tactics in the following areas: Internal Culture, Leader / Ownership, Recruiting Practices and pipeline building. 2.Connect with special interest groups and provide readiness trainings for individuals who are seeking to run for public office or videos/ trainings for individuals interested in board and commissions. Seeing oneself represented on boards, in senior leadership positions, committees and task forces is critical to engaging a diverse slate for future openings. To do so, the Task Force recommends the following tactics to drive engagement with the community. Our boards and commissions are composed of talented volunteers. 1.Heavily publicize Board and Commission opportunities: •Continue “Why I Serve” campaign taking special care to include not only racial and ethnic diversity - but gender and differently able’d voices as well. •Highlight a different Task Force/ Commission/Board in each Golden Valley newsletter. •Increase social media marketing of opportunities. Diversifying Employee Recruitment Summary & First Steps The Task Force was pleased to hear the recruitment policies and protocols already put in place by the HR department at the City. To further support these efforts, the Task Force, with input from the Community, discussed ideas/tactics in the following areas: •Internal Culture •Leader (hiring manager) Ownership •Recruiting Practices •Pipeline Building Recommendations for Immediate Implementation: 1.Build routines to ensure internal employee culture is one of inclusivity and belonging. 2.Train all people leaders to conduct a ‘sense of belonging’ exercise with employees – how do we continue to create a culture you want to be a part of? How can we further improve? 3.Host internal team events to celebrate diverse cultures. 4.Explore listening strategy options in order to stay in touch with current city workforce and foster connection/inclusivity in such unprecedented times. 5.Conduct ‘stay interviews’ with current employees – Why do they stay? What do they like about working for the city. Recommendations for Future Consideration (likely require longer turn-around/additional resources and partnerships): 6.Upskill leaders in building diverse pipelines for their roles •Create a venue for leaders to know the skills and interests of their current employees to advocate for them as openings occur. •Institute a practice of employees completing internal resumes. •Provide training for all hiring managers on how to effectively source and recruit talent. •Set goals for leaders to broaden their networks/build pipelines for future openings (e.g. meet one new person in my industry per quarter). Diversifying Employee Recruitment 5.Update recruitment collateral (job postings, job descriptions, interview guides) to emphasize commitment to Inclusivity •Showcase people of color in recruitment collateral •Include City Values language on all job postings •Review and update required/desires skills to remove any unintended bias/barriers to diverse communities •Update interview questions to include question on how candidates understand/showcase the city’s values of Diversity & Inclusion 6.Review and adjust recruiting practices to ensure diverse outreach •Target colleges with D&I focuses (Augsburg, Hamline) •Build connections with local school districts about careers in Government •Ensure diversity in interview panels for open roles 4.Prioritize hiring Equity Manager role.It has become increasingly clear that during these unprecedented times, an equity manager would be highly beneﬁcial to both the city and the community. The city should consider a waiver for this position and bring someone on board sooner rather than later. Diversifying Employee Recruitment One key step to supporting people with special abilities is to appoint individuals within an organization as champion employees with special abilities. A champion is an advocate, has knowledge about special abilities and may have special abilities themselves. Champions can provide knowledge, support companies to explore programs such as Lifeworks and Reach for Resources, help host panel discussions, job fairs and workshops. Through these activities and media resources like articles, local news programs, company publications and product brochures, companies and champions would be able to share their success stories and the value of employing people with special abilities 1.Find ways make it easier for people with Special Abilities and Employers to work together. •Not having the support needed to help people with Special Abilities, achieve. •Job Coach on site •Special ability Champions •Disabled individuals experience a lack of conﬁdence or are unsure of their capabilities due to being in the development stage of the new opportunities they are experiencing today. •No clear path or limited options to ﬁnd job opportunities. How do they ﬁnd jobs they can do at a company. 2.Stress the importance of nurturing a diverse workforce. •Social Inclusion and enrichment •Take part in society •Bring different skill sets •Part of the company 3.Educate employers that people with special abilities are skilled, will grow and achieve. •Misconception’s •Giving the opportunities Summary The Task Force focused on how to use community outreach and education to create relationships built on trust between the City and community members. The Task force discussed the following as strategies to reach that goal: Outreach and education ensuring that everyone feels that their voice is being heard. Outreach and education where a diverse mix of people can gather and get to know each other. How outreach activities and educational goals can overlap. Communication tools to reach a wider representation of people from diverse groups within the Golden Valley community. Utilization of strategies enumerated in “Eliminating Barriers in Programming and Facilities”. Community Outreach & Education The Task Force recommends that they continue their work by helping build strategies to implement the outreach initiatives described below. This work would include: Short to Medium Term Recommendations •Determine, in consultation, which of the ideas below would be implemented, in what order and the timelines. •Develop methodology to use in gathering the necessary information: i.e. whom to contact in order to determine what planning bodies will be responsible for overseeing each activity to be implemented. •In cases in which the suggested activity builds on an existing event, (example: block parties) consult with the responsible group concerning implementation. •Note: The initial information gathering and outreach can begin even if immediate implantation of activities/events needs to be postponed due to Covid-19. Long Range Recommendations: 1.Utilize existing community resources to implement outreach activities. Suggestions include •Schedule regular meetings (yearly or semi-annually) with “Block Party” organizers. •Schedule regular meetings (yearly or semi-annually) with leaders of nonproﬁt civic organizations within Golden Valley •Schedule regular meetings (yearly or semi-annually) with appropriate staff from places of worship and social service organizations to discuss outreach opportunities with their members or clients. •Partner with the Golden Vally Library on educational events. •Initiate a “Welcome to the Neighborhood” program through discussion with the block party organizers ( or after discussion at a block party event). •Provide the handouts in different languages depending on demographic needs. Become more welcoming with Programming for New Residents As we help integrate new residents into the Golden Valley Community, the city should pay careful attention to the needs of immigrants and others so that printed materials and other information is accessible in terms of languages including braille. Community Outreach & Education The Task Force recommends that they continue their work by helping build strategies to implement the outreach initiatives described below. This work would include: Long Range Recommendations Cont’: •Once a year have a City Council member attend a political party district meeting to give a “State of The City” report. •Meet with businesses to discuss the city’s diversity, equity and inclusiveness initiatives and their possible involvement in outreach efforts and/or diversity training. (Possibly offer “Culturally Competent Messaging” training mentioned below.) •For apartment buildings, especially NOAH properties, schedule a “meet for coffee” party to get to know apartment residents and discuss issues they feel are important to them. 2.Extend Event planning to speciﬁcally promote outreach efforts that include a diverse mix of city residents. Possible suggestions include: •“Pot Luck in the Park” supper (or weekend lunch) •“Soup & Substance” - meal and speciﬁc topic of discussion. •Non- committed events – “pop- ups” •Cooking classes to include food from diverse cultures, with city residents taking turns as presenters. •As a speciﬁc educational outreach effort offer a class on “Culturally Competent Messaging” training. •Hold additional informal community social events for bridge building through food, storytelling and music. 3.Programming and information for new residents to the City that takes into consideration how to to help them integrate into the community •Insure sensitivity to language needs of new immigrants. •Create a “new to Golden Valley” resident’s packet. The packet can have information about the city, about social organizations in the city, shopping, libraries, etc. •Monthly “Welcome to the City” meeting at City Hall for new residents Taking Everyone into account when planning for programs and Facilities The Task Force recognized that the City has a very robust Park & Recreation Program, as well as a wide variety of City wide events and programs. As the city increases in its demographic diversity, the Task Force considered the following issues to insure inclusiveness, accessibility and appropriateness for all members of our community. •Content •Community Involvement •Location •Accessibility •Communication Eliminating Barriers in Programming and Facilities For the purpose of this report, the items listed below for “Eliminating Barriers in Programming and Facilities” should be understood as the foundation for implementation of the strategies suggested under the next topic “Community Outreach and Education”. It is suggested that these protocols should also be integrated into the planning of existing programs and events conducted by the City or its affiliate organizations. Short Range and Ongoing Protocols in Programming 1.Inclusion and diversity in programing •Consider demographics when planning programs and events. •Create programming to attract different communities •Develop opportunities for multi-cultural education events 2.Utilize residents from diverse backgrounds in planning and implementing community programs and events •Look at the diversity of instructors in recreational activities and other programs •Hold additional informal community social events for bridge building through food, storytelling and music •Consider who the “presenters” are for programs and events and plan for diversity in activities and venues •Create programming opportunities to use local resources, people who are entertainers, speakers, teachers, etc Eliminating Barriers in Programming and Facilities 3.Consider Affordability of programs offered by the City. •Host scholarships and post availability in prominent location in publicity. •Plan for cost structure so it is affordable for people who would not qualify for scholarships 4.Ensure that all staff members are trained to be friendly and responsive to the needs of a diverse population. 5.Ensuring equitable opportunity to participation in City programming and events •Consider Affordability of programs offered by the City. •Host scholarships and post availability in prominent location in publicity. •Plan for cost structure so it is affordable for people who would not qualify for scholarships. 6.Ensure that all staff members are trained to be friendly and responsive to the needs of a diverse population. Taking Everyone into account when planning for programs and Facilities The Task Force recognized that the City has a very robust Park & Recreation Program, as well as a wide variety of City wide events and programs. As the city increases in its demographic diversity, the Task Force considered the following issues to insure inclusiveness, accessibility and appropriateness for all members of our community. •Content •Community Involvement •Location •Accessibility •Communication Topic Recommendations Sign-up Sheet Topic Meeting(s) Topic Discussed Open Forum Topic Owner(s) Communicating Equity with the City Feb 2019 (Agenda) Feb 2019 (Meeting Minutes) Jul 2019 (Meeting Minutes) Aug 2019 (Meeting Minutes) Oct 2019 Joelle Allen Fartun Hussein Alex Moreno Sam Powers Process Reviewing City Contracts and RFP’s and Eliminating Potential Biases Feb 2019 (Agenda) Mar 2019 (Agenda) Mar 2019 (Meeting Minutes) Apr 2019 (Meeting Minutes) Aug 2019 (Meeting Minutes) Oct 2019 Increasing Diversity in Boards/Commissions, Advisory Groups, and Elected Officials May 2019 (Agenda) May 2019 (Meeting Minutes) Aug 2019 (Meeting Minutes) Sep 2019 (Meeting Minutes) Oct 2019 Amber Alexander Brad Taylor-White Myat Thanda Tun Diversifying Employee Recruitment and Retention Nov 2019 (Meeting Minutes) Dec 2019 (Agenda) Dec 2019 (Meeting Minutes) Mar 2019 Community Outreach and Education Sep 2019 (Meeting Minutes) Ruth Paradise Melissa Johnson Ajani Woodson Sheri Hixon Process Ensuring Equity in City Programming and Facilities Jan 2020 (Meeting Minutes) Feb 2020 (Meeting Minutes) Mar 2019 Schedule April 15 – May 5, 2020 - Subcommittees “meet” to review all materials associated with their assigned topics. May 6 – Draft recommendations are due to Kirsten by end of the day (to include in the packet for the Tue, May 12 meeting). May 12 – Each subcommittee will present their recommendations to the full committee and the full task force will decide on the final recommendations report for the City Council. June 9 – No Task Force Meeting (unless the Task Force would prefer to discuss anything last minute before the Council/Manager meeting) June 9 – Council/Manager meeting presentation of recommendations by Chair Allen and Vice Chair Alexander. Topic Recommendation Recommended Timeline Considerations/ Notes Community Member Notes/Feedback Communicating Equity with the Community #1 Distribute the Rising TIDES agenda packet through social media. Consider more Immediately • Email and snail mail #2 Assist in the creation of a survey for soliciting both general and specific feedback from community members on each of the topics. Consider more Immediately *The Task Force can easily work with the Communications team to develop a survey. • Use input from survey to inform the campaign (#6) • Ensure to use the exact language of survey responses are used • Ensure the mediums used (phone, in-person) are broad to reach broad groups of people • Interview people in-person, where they are (community locations) • Qualitative and Quantitative analysis – how do we talk to the community members – are the definitions that we use the same language that community members use? Specifically around trust, inclusion, etc. • What does diversity and inclusion mean to you? – provide point of view to the community • Consider tailoring survey to specific audiences within GV – including businesses, in GV • Conduct focus groups, conduct interviews #3 Assist in identification and outreach to additional communities beyond those who regularly “tune in” to the City’s existing social, web, mailing list. Consider more Immediately *Staff seeks input from Task Force for identifying these communities. • Actively go into the community • Welcome Visits community/welcome event • Identify leaders in those communities and ask them how they prefer to receive communications • Look at Spokesman Recorder • Annual festival in sept • GV Pride • Create materials in multiple languages #4 Assign a representative of the Task Force to attend City events as availability permits. Consider more Immediately *Staff will support the Task Force with these efforts once the Task Force has • Partner with schools and/or churches places of worships (ongoing) identified representatives and events to attend. #5 Create materials to distribute at City events explaining the mission purpose and relevant information. Consider more Immediately *City created a brochure for Task Force members to share! • Hand out fliers at places like Byerlys and GV library • Different languages • Use social media #6 Develop campaign to highlight members of the Task Force to help bridge the gap between the City and the community. Consider more Immediately *Communications team will support the Task Force with these efforts as soon as the Task Force would like. • Could make the City seem more approachable #7 Hold community listening sessions to review the Task Force’s work. Dates: Oct 2019 and Jan 2020 Council approval *Council approved – First open forum in progress. • Reporting back on progress – benchmarks and goals – reporting out on those • Progress on measures that the task force is making • Host meetings at businesses or other community locations – may bring in businesses and patronage • Post “snap” surveys – example #8 Look at annual community events to build relationships with communities of color and traditionally under- represented groups. The January & October sessions might provide insight into appropriate formats. Consider as part of Final Recommendati on Report to Council • Attend every possible event- With booth • Tailor to specific audiences – • Consider: parents, business people, youth, police, etc. • Distribute at religious institutions, senior housing, apartments, etc. • PRIDE, Triple D, Fountain outside Starbucks, Backyard Playground and Brookview • @ Events have literature available – translated materials and translators present Topic Recommendation Recommended Timeline Considerations/ Notes Community Member Notes/Feedback Increase Diversity in Boards, Commissions, and Advisory Groups #1 Increase visibility of the "subscribe" and "more information here" links on City website and make drop downs more visible. Consider more Immediately *The Communications team is in the process of updating the full City website, and will consider these recommendations. • Make commission pages more engaging • Embed the sign up with a call to action – “I would be interested in… talking to my neighbors about…” • Proactive and seeking people out to join • Where are the positions posted? • Make meetings more fun/creative (eg. Springboard for the arts) #2 Highlight work and updates of Boards and Commissions in quarterly newsletters. Consider more Immediately *The City will discuss with boards and commissions staff liaisons about highlights beginning in 2020. • Partner with local groups and churches, human rights commissions, global golden valley, etc. • Caffeine might help • Innovative thinking/challenging norms • What are these boards? • What are the expectations? • Are my skills a match? #3 Post openings with Sun Post. Consider more Immediately *Budget consideration – will need to go to Council for approval. • SunPost requires subscription • City-wide responsibility to publicize, not just current members • Other publications? Social media? • MN Council of Non Profits Board • Breweries as a location to recruit • Need to be more proactive, (currently reactive) • Annual city event –fun and attractive • Build relationships • Which web pages are most popular? Post there #4 Conduct outreach with local high school civics/government classes. Consider more Immediately *Consider resources and strategy. • High school credits to be a part of a commission? • Some high schools have social justice groups and clubs – govt. classes and student councils • Ensure networks are contacted – leverage networks to provide transportation for those that don’t have it. Is there a fund to pay for Uber? #5 Review advertising language and emphasize leadership opportunities. Consider more Immediately *Staff is seeking Task Force input on guidelines and • Make posts more engaging and exciting. Currently a little dry. • Publish the profile for what is needed to serve on the boards, commissions. templates for Communications to use. • Share what skills are gained by serving (eg. Letters of recommendation). What is the profile needed to serve? Might be a barrier to applying! • Share profiles of all board, commission, and task force members – help build personal connection • Share stories – what brought you here? #6 Target ethnic/racial groups and other underrepresented groups at events. Consider more Immediately *Staff seeks input from Task Force for identifying groups and events. • Create advisory groups – Somali, Russian, African American (PRIME), etc. – allow these groups to have conversations in a truly safe space and allow access to “report out” to a larger group • Fire open houses – successful • Use social media to advertise (add pop ups) – too invasive? • How do we make it welcoming and inclusive? • Do not let them feel tokenized, want them to feel that they can be their authentic selves • Consider buddy system for new commissioners #7 Conduct outreach to apartment buildings and complexes. Consider more Immediately *Staff seeks input from Task Force on strategy or guidelines. • Faith organizations, youth groups, partner with Robbinsdale schools, “community connect” • Specifically ask people to join – be overt • Have representation at events across the Twin Cities – focus on relationship building #8 Inform community members through word of mouth. Consider more Immediately *Staff seeks input from Task Force on strategy or guidelines. #9 Bring laptops/IPads to events to allow individuals to subscribe to boards and commissions updates. Consider as part of Final Recommendation Report to Council #10 Make boards and commissions documents available in multiple languages. Consider as part of Final Recommendation Report to Council • Other barriers: child care, provide meals? Provide transportation? Topic Recommendation Recommended Timeline Considerations/ Notes Community Member Notes/Feedback Process Reviewing City Contracts and RFP’s Eliminating Potential Biases Host open houses to inform businesses and contractors about conducting business with the City and how to overcome barriers. Consider as part of Final Recommendation Report to Council Businesses sign up for subscription service to receive notices when we post bids/quotes Ensure we post with LMC • Mentoring/Loans/Execution resources • Connections with non-profits that support startups (MEDA, Legal Corp, NEON, Etc.) • Have a point person for all contracts and bid processes to answer questions, etc. • Combat wage theft • Set a spend goal for the city to use minority-owned companies (x% of spend or $x spend/year) • Set goals for large companies to mentor minority-owned companies and use subcontractors • Partner with MN Supplier Diversity Council • Replicate mentorship programming of League of MN Cities • Update ”best value” criteria the City uses and ensure diverse/minority vendor ownership or partnership is included • Train how to do RFPs – take some of the mystery out of the process for small businesses. • Partner with • Break down the process for bidding – demystify it • Broaden the gateway for entry into the RFP process • City should be pro-active • Build relationships with existing networks • MEDA list • Who gets this done? • Multi-level approach – long-game • Annual Road construction • Plantings • Bids go through one department , maybe one person to tie all departments together • Lowest responsible bidder policy • How are people being alerted? • Training for how to do RFP • MEDA – Connect • Open to Business – free financial consulting o Emphasis on businesses who are disenfranchised • Collaborative partners is important • Payment terms – 60/90 days is hard • Having a point person for small businesses to go to with questions • Proactive – reach out to businesses that would be great and help them apply • Offer compensation for time spent applying to an RFP – consider small grant or something flexible. PARKING LOT ITEMS o Census – stand up and be counted  Educate and communicate the importance o Welcome meals – or event – restaurant sponsor?  Bloomington model  Welcome to the community • Separate committee? • Volunteer opportunity o Term limits for commissions o Be realistic and prioritize o If the Task Force needs to attend more events to do more work, then how we will have time to do our core jobs?  We need help!  Is this our job, or the responsibility of everyone on GV City Council? Eliminating Barriers in Programming and Facilities Questions to Consider Community Member Notes/Feedback Does current City programming reflect the community/changing community? • What’s the demographics? Should we have more programming towards children, (dog parks vs. playgrounds, etc.)? • Want more opportunities for multi-cultural education events • Yes: cuenta/cuentos • Improve diversity of imagery in Parks and Rec guide • More diversity in music, classes (cooking classes) • Find programming to attract different communities – try new things! • Offer language learning classes. Seek out instructors from diverse communities. • Create a space for community members to share their personal stories. • Outreach for finding more diverse presenters – diversify activities (who is using public spaces)? • Photo Ops – intentional outreach marketing models • Host scholarships • Barriers? • Recruit instructors – how are they paid? Fee? • Yes and no – music in the park is not inclusive of diverse styles of music • Promote events/programming beyond city limits Have you or others you know encountered barriers to City programming and events? What barriers do you think might exist? • Transportation? Buses? Maybe a Golden Valley neighborhood trolley type of thing? • Information and awareness of events • Non-committal events – like of our pop-ups • Formality – create more informal community spaces • Make meetings shorter • Mainstream targeted • Look at changing demographics, reach out get their input and attract them through culturally relevant programs • Publications need to have an active “ask” • Cost of programming is it accessible? • Programing brochure is all in English • Transportation to/from Eliminating Barriers in Programming and Facilities Questions to Consider Community Member Notes/Feedback How do you learn about City programs and events? • Social media – Facebook; pamphlet, flier • Live TV/News/CCX • Email newsletter • Sun Post • Newsletter • Add the “ask” to existing • Diversify parks, places, go to where the people are • Website • Facebook • Search engine optimization for “Golden Valley events” or “Golden Valley things to do for kids” Are there other ways to share information about programs and events that the City should consider? • Mailed out Sun Post – do folks have to sign up – used to be delivered to all mailboxes • With water bills? Every quarter • Sun Post • Farmers Market – handouts there? • Potluck type event – Sunday suppers • Opportunities for various groups/ages • Soup and substance – meal and topic of conversation • Bridge building between majority/minority members through food, storytelling, music • Programming for new community members • Create programming to support people who are here – entertainers, speakers from other cultures • Reach out to people where the people are • Focus on community engagement not only outreach • Actively ask the community • Redo publications • Actively recruit • Pop-up information – modeled on Sweet Potato Pie pop-ups • We talked about an app (smart phone) for the City of Golden Valley residents Eliminating Barriers in Programming and Facilities Questions to Consider Community Member Notes/Feedback How do we ensure a sense of belonging within City-owned facilities/spaces? • Train staff to polite and friendly • Do a diversity day festival • Ask for people’s opinions and treat them with respect • Create a new resident’s packet • New to GV tab on the website: o Connect with residents section of the webpage o New to GV section o New to the U.S. section • Speed dating with a community member • Contractual • Entrepreneurs • Physically accessible – are our community centers, parks, and playgrounds accessible? • The use of photos in GV communication showcasing diversity of participants. Diversify Employee Recruitment and Retention Questions to Consider Community Member Notes/Feedback How can the City of Golden Valley create, communicate, celebrate its inclusive employee culture and focus on diversity and inclusion? • Events for staff celebration (BBQ’s) to celebrate employees but also include the community • Get aggressive and show up at job fairs and other less direct recruitment events • Prior history as a hurdle/barrier to entry (i.e. felon) • Celebrate holidays like black history month • Pot lucks • Make it a part of the City’s statements • Set goals • Hire a diversity, equity, and inclusion manager • Establish employee profiles, highlighting successes and challenges – a full 180 degree view of working for the City • Communicate City values to potential employees • Create and demonstrate a welcoming environment • Develop a platform to challenge common stereotypes (ie. firefighting and public works – not just “male jobs”). • Host a multicultural event – festival or pot luck – include employees – include Global Golden Valley • Give city employees PTO for volunteering in the City How does the City better equip hiring managers to represent Golden Valley’s culture and values during recruitment processes? • Training, awareness of bias • Cultural competency training • Promotion from within - promote your interns! • Professional development done by skilled racial and equity professionals • Diverse interview teams • Change up networks, where they eat, visit, shop, etc) • Encourage that the staff reflect population • Best prep • Step Up • Recruitment with intent • Provide implicit bias training to hiring managers • Equip hiring managers with the tools needed to overcome implicit bias • Diverse interview teams Diversify Employee Recruitment and Retention Questions to Consider Community Member Notes/Feedback The City of Golden Valley currently recruits through website postings, social media, career fairs, and word-of-mouth. What strategies can the City consider to build upon these existing recruitment practices? • Local publications – include translated postings if applicable • Face to face recruitment efforts at OIC facilities • Show POC in photos and marketing • Using language specifically calling out race – marginalized groups • Recruit people from community across • Go where diversity is located • Trade schools/union • Emerge/connect with insight news • Bring jobs to job fairs focused on diverse recruitment • Internships and program networking • Summit academy – connect with folks there • Recruit through different mediums (print, etc) • Seek out minority job fairs • Collaborating with other government entities to recruit • Develop relationships/internships with schools that train diverse candidates/students • Advertise in different languages • Empower/incentivize employees to help with recruitment • Prepare strategic marketing plan for recruitment – including digital marketing – update the website How can the City proactively build a diverse pool of talent for current and future hiring needs? • BrookLynk • Get high school students who hold existing roles on committees • Word of mouth with active recruitment • Build strategies • Advertise in community publications – Hmong newsletter; insight news • Attraction and retentions • Housing variety within City – issues of class separation • Looking at tenure, how preferences are decided when keeping employees • Diversify parks and rec jobs, police force? • Word of mouth – think of folks who could do well in that position who may have access to info/opportunity • Develop relationships with trade schools and high schools • Create an affirmative action plan • Reach out to people on linked in – intentional sourcing • Use tables/booths at other city events (PRIDE, Run the Valley) Parking Lot Items How do we get demographic information about who lives here? Met Council? – How do we use it? Use it to have some idea of what it would be like to have our population reflected. Business incubator in GV? Brookview? Pop ups @ North Market – similar – similar to farmer’s market once per month. How do we engage youth and get them informed and involved (could HS connect/get info out to students). What are other cities are doing similar work – what does that look like? Open house style events to give residents opportunities to learn how the city runs. Training for police force to help with folks dealing with mental health issues/crisis. Golden Valley Council/Manager Meeting June 9, 2020 Agenda Item 2. Discussion on Community on Forum for Systemic Racism Prepared By Tim Cruikshank, City Manager Summary The City is discussing having a moderated forum on this topic by late June or so. Staff is looking for feedback and direction on how to proceed. Financial Or Budget Considerations Not applicable Golden Valley Council/Manager Meeting June 9, 2020 Agenda Item 3. Curbside Organics Recycling Collection Prepared By Eric Eckman, Environmental Resources Supervisor Summary For the past several months, the Environmental Commission has been exploring options for curbside organics recycling collection in Golden Valley. Hennepin County Ordinance 13, Section 2, Subsection 2A requires cities to provide the opportunity to participate in curbside organics collection to residential households that are single family through fourplex starting January 1, 2022. This can be accomplished by contracting for citywide service or requiring haulers to provide the service. The Environmental Commission reviewed three main options to meet the County’s requirement: • Option 1: City Contract - All-In, Everyone Pays • Option 2: City Contract - Opt-In • Option 3: Hauler License Requirement - Opt-In (organics cart or durable bag placed in trash cart) After months of research, prioritization, and deliberation the Commission recommended at its April 2020 meeting that the City Council pursue Option 1: City Contract All-In, Everyone Pays Curbside Organics Collection option. With this recommendation the Commission added, in light of the uncertainties surrounding the COVID-19 pandemic and the City Council’s goal to safeguard residents from any unnecessary burdens during this time, the Commission requests that the Council explore further the timing and economic impacts of such a program. (The Commission’s Curbside Organics Recycling Summary Report is attached.) To support the Commission’s work, the City solicited input from the community through an online survey, social media, and a virtual open house featuring an online comment box regarding the possibility of creating a curbside organics collection program and how it could look in Golden Valley. To promote the survey and virtual open house, the City published six online news stories and two CityNews stories between March 6, 2020 and May 21, 2020. The City further promoted these items through social media posts on Facebook and Twitter. (The Organics Recycling Community Input Report is attached.) If the Commission’s recommendation is approved by City Council, next steps would include: Council/Manager Meeting Executive Summary City of Golden Valley June 9, 2020 2 • working with Finance staff, Hennepin County, peer cities, and haulers to explore further the details and costs of implementing a curbside organics program in Golden Valley and any partnerships or efficiencies that could be realized. • launching a second wave of community education and engagement (inform about Council direction, where we are in the process, next steps, promote new program). • preparing a draft Contract and Request for Proposals for Organics (while doing the same for the City’s current recycling contract to potentially realize efficiencies and cost savings). • awarding contract in late 2020/early 2021 • continuing education and promotion for the new program in 2021 and 2022 • starting curbside organics recycling in January 2022 Following discussion of this item, Council direction on the Environmental Commission’s recommendation is requested. Financial Or Budget Considerations The Environmental Commission’s recommendation for a City Contract All-In, Everyone Pays Curbside Organics Collection option would require an increase of about $15,000 to the Recycling Program 7001 budget in 2021 to perform additional education, outreach, and promotion of a new program, and a more significant increase in 2022 and beyond to implement the program. Depending on a number of factors, the budget increase could be around $500,000 per year or higher to implement the citywide program using a mid-range fee of about $6 a month per household. This budget increase would be funded by a combination of user fees and Hennepin County SCORE grant funds. Staff will need to work with the Finance Department, Hennepin County, peer cities, and haulers to refine these estimates as it works to prepare a draft Contract and a Request for Proposals. Supporting Documents • Environmental Commission Curbside Organics Recycling Summary Report (14 pages) • Organics Recycling Community Input Report (27 pages) Attachment 1 Organics: Considerations, Goals, Priorities, Questions Considerations Priority Goals/Desires Questions Answers/Staff Comment Participation Rates High 100%, Everyone pays model instead of opt-in How will each option affect SCORE Funds? What could we use those SCORE Funds for? SCORE funds are affected by number of participants throughout the City. The higher the participation, the more funding you will receive. SCORE funds can be used for recycling education, events, subsidizing curbside programs, etc. Education/Outreach Opportunities High Education to reduce/reuse over recycle Compostable Mailings Could a County Staff Person host workshops to educate residents on organics? Are there grants for education? Education/booth at Farmer’s Market? Yes, the county does offer speakers for recycling and organics. At this moment there are no grants, however the County provides materials like signage and presentations. We are required to use County terminology on all materials for outreach. We can communicate with Market in the Valley about any booths we would like at the market. *If opting for a licensing requirement, haulers would have to adhere to the attached Attachment 1 Organics: Considerations, Goals, Priorities, Questions Hennepin County Ordinance 13 Education Requirements Number of Bins High Concerned w/ Number of Total bins Educate residents about options and implications prior to sending out survey question on # of bins Bin storage ordinance How will /does collection of organics in a separate bin affect size of trash bin/collection frequency of trash? City Code Sec. 22-23 States: “Containers shall be stored no more than three feet from the primary or accessory structure and shall at all times be located behind the front of the primary structure.” Participating in organics can help you reduce the size of your garbage container by diverting waste to an organics bin. Cost High Everyone Pays, optional to receive bin What are neighboring cities contamination rates? Ask haulers what pricing would be How will each program be affected by taxes? Saint Louis Park: Curbside Organized 1.76% Contamination Minneapolis: Curbside Organized 0.47%-1.45% Contamination (changes when outreach is done) Trash containers are taxed by sales price, which is determined by Haulers based on the volume of containers. County taxes 15.5% on trash Attachment 1 Organics: Considerations, Goals, Priorities, Questions and the State taxes 9.75% on trash. There are no taxes on recycling or organics recycling. If adding a separate organics bin to your property, there will be no additional tax to your hauling, and you may be able to reduce the size of your trash bin, in turn reducing taxes. If you are co-collecting in a durable bag system, there is no tax on the price to participate in the organics program, however, the volume of your trash bin will likely stay the same, causing no reduction in taxes, depending on the program. Number of Trucks High No specific comment Implementation High What is the timing on implementing each program? Timing depends upon what decision City Council makes and when. Must have curbside opportunity available by January 1, 2022. Contamination Rates High Compare contamination of Durable Bag v Separate Bin There is no specific data showing contamination differences between the programs. While discussing options with haulers, some have mentioned a durable bag program is a risk; others like the program. Attachment 1 Organics: Considerations, Goals, Priorities, Questions Infrastructure Wear & Tear High Discuss infrastructure plan with haulers No specific comment Staff Time Medium An organized system would require more staff time than an open system End Product/Availability of Compost Medium Coupon to participants, annual/semi-annual pick up site in Golden Valley (Farmer’s Market, Mighty Tidy Day) (do not want to drive to SMSC) Can there be an equitable system w/ more compost going to those participating at higher rates? Do haulers other than Randy’s have the ability to provide coupons? There are no known methods of accomplishing this. Density/Efficiency of Route Low Least expensive route No specific comment Hauler Staff Time Low Is Republic doing curbside bins in other communities? Discuss capability of organics collection with trash haulers  lead to attrition? Yes, Fridley and soon Richfield. Tonnage Data/Recovery Rate Low No specific comment Collection Frequency Low Weekly preferred Would yard waste co-collection be an option? How could we compost in Nov-April if this were the program? Cities and haulers have been moving from yard waste co- collect to separate bin collection. Hauler Questions in red Organized 'All-in, Everyone Pays' Program (Cart) Pro Commission Priority Guiding Documents Con Commission Priority Guiding Documents Increases Participation i.e. SLP High HC SWMMP 2018- 2023 (Pg 15) - Larger participation with citywide contract MSWPP 2016-2036 (pg 32)- Organized collection results in higher participation Additional bin on property High HC SWMMP 2018- 2023 (Pg 6)- Address barriers to cart storage Lower cost w/ City wide contract High Additional city staff, cost of city staff (could be supplemented by program fees) Medium Option for bin tagging w/education High HC SWMMP 2018- 2023 (Pg 15)- Comprehensive outreach plan Resident must pay regardless of participation HC SWMMP 2018- 2023 (Pg 15) - Larger participation with citywide contract City can manage education w/ help from Hennepin County High HC SWMMP 2018- 2023 (Pg 15)- Comprehensive outreach plan Resident must provide bags Can reduce trash bin size and save money as waste is diverted from trash High MSWPP 2016-2036 (Pg 32)- Cases show households can offset organics collection costs by reducing trash bin sizes Higher density collection routes Low MSWPP 2016-2036 (Pg30)- Higher density routes needed for affordable service Everyone pays same fee HC SWMMP 2018- 2023 (Pg 15) - Larger participation with citywide availability MSWPP 2016-2036 (pg 32)- Organized collection results in higher participation Resident can use certified compostable bags or paper grocery bags Consistent color bins throughout city No negotiation required for residents Cities that do this: St Louis Park, Minneapolis, Edina (May), Richfield (RFP in 2019) Cost ranges: $2.96- $5.50/month per household Organized 'Opt-in' Program (Cart) Pro Commission Priority Guiding Documents Con Commission Priority Guiding Documents Optional - no payment if choosing not to participate High MSWPP 2016-2036 (Pg32)- Communities with subscribe and pay systems have lower participation HC SWMMP 2018- 2023 (Pg 15) - Larger participation with citywide contract Less participation possible High MSWPP 2016-2036 (Pg32)- Communities with subscribe and pay systems have lower participation HC SWMMP 2018- 2023 (Pg 15) - Larger participation with citywide contract Option for bin tagging w/education High HC SWMMP 2018- 2023 (Pg 15)- Comprehensive outreach plan Additional bin to property High HC SWMMP 2018- 2023 (Pg 6)- Address barriers to cart storage Can reduce trash bin size and save money as waste is diverted from trash High MSWPP 2016-2036 (Pg 32)- Cases show households can offset organics collection costs by reducing trash bin sizes Higher cost possible w/ lower participation High Resident can use certified compostable bags or paper grocery bags Resident must provide bags Additional city staff, cost of city staff (could be supplemented by program fees) Cities that do this: Robbinsdale, Fridley Cost ranges: $6-$11/month per household (In Fridley, the City funds a portion of the cost) License Requirement (Cart) Pro Commission Priority Guiding Documents Con Commission Priority Guiding Documents Optional - no payment if choosing not to participate High MSWPP 2016-2036 (Pg32)- Communities with subscribe and pay systems have lower participation HC SWMMP 2018- 2023 (Pg 15) - Larger participation with citywide contract Less participation possible High MSWPP 2016-2036 (Pg32)- Communities with subscribe and pay systems have lower participation HC SWMMP 2018- 2023 (Pg 15) - Larger participation with citywide contract Option for bin tagging w/ education High HC SWMMP 2018- 2023 (Pg 15)- Comprehensive outreach plan No regulation or consistency of costs between haulers High Hauler is responsible for education High HC SWMMP 2018- 2023 (Pg 15)- Comprehensive outreach plan Additional bin to property High HC SWMMP 2018- 2023 (Pg 6)- Address barriers to cart storage Can reduce trash bin size and save money as waste is diverted from trash High MSWPP 2016-2036 (Pg 32)- Cases show households can offset organics collection costs by reducing trash bin sizes Unknown amount of added trucks to each street High Less city staff time than organized system Medium City has less input on education provided High HC SWMMP 2018- 2023 (Pg 15)- Comprehensive outreach plan Resident can use certified compostable bags or paper grocery bags Cities that do this: N/A Cost ranges: Haulers estimated about $15-20/month per household License Requirement (Durable Bag Program, Co-collect) Pro Commission Priority Guiding Documents Con Commission Priority Guiding Documents No additional bin on property High HC SWMMP 2018- 2023 (Pg 6)- Address barriers to cart storage Less participation possible High MSWPP 2016-2036 (Pg32)- Communities with subscribe and pay systems have lower participation HC SWMMP 2018- 2023 (Pg 15) - Larger participation with citywide contract Optional - no payment if choosing not to participate High MSWPP 2016-2036 (Pg32)- Communities with subscribe and pay systems have lower participation HC SWMMP 2018- 2023 (Pg 15) - Larger participation with citywide contract Bin is not organics specific, limited/no opportunity for bin tagging/education High HC SWMMP 2018- 2023 (Pg 15)- Comprehensive outreach plan Hauler is responsible for education High HC SWMMP 2018- 2023 (Pg 15)- Comprehensive outreach plan Takes up room in trash bin; would not decrease trash bin size High MSWPP 2016-2036 (Pg 32)- Cases show households can offset organics collection costs by reducing trash bin sizes No additional trucks on streets High City has less input on education provided High HC SWMMP 2018- 2023 (Pg 15)- Comprehensive outreach plan Less city staff time than organized system Medium Restricted bag size Durable bags included in program fee (limited amount) Mandated unorganized durable bag hauling could provide capacity overload for facilities that accept and sort bags Cities that do this: No cities have this program as a license requirement Cost ranges: $5.83/month ($69.95/year) per household Attachment 3 Hauler Engagement Summary 1) Would you be interested in providing a residential curbside organics service? Through License requirement? Through City contract? a. All would be interested in providing service in either model, though many haulers reported that city contracts are more efficient and cost effective. 2) Do you already have curbside bins/do you service other communities with organics? a. Most haulers provide organics service in other communities. 3) What would the average pricing be for each of the following programs? a. Contract- ‘Everyone Pays’ model w/ cart b. Contract- ‘Opt-in’ model w/ cart c. License requirement- Durable Bag Program or cart i. Pricing varies, depending on the hauler and community. Factors include density, participation, location, route accessibility, etc. Haulers reported that a contract ‘Everyone Pays’ model would be least expensive per household. They also reported that increased density and/or participation would also lower costs. 4) What is your capacity for organics hauling, and how will you be making updates to accommodate the new county mandate? Do you have the capacity to comply with organics as a licensing requirement? All haulers reported that they have the capacity to offer curbside organics as either a city organized program or as a licensing requirement. a. If a license requirement, how would you plan to meet the requirement? i. Co-collection (bag) or cart 1. Many haulers reported that they would use separate collection carts because it reduces risk of contamination. Some haulers reported they would use a co-collect model with trash for licensing requirements or contracts. b. If a contract, would you have the capacity for additional trucks/carts if needed? Haulers that co-collect with a durable bag, would also have to provide a cart for the durable organics bag to those that do not subscribe to their trash service. All durable organics bags would be collected in the garbage truck and separated at their facility. 5) Would you be able to make compost available to residents? How? Pick up, drop off etc. Where? How often? Separate contract? Coupon? a. Some haulers have an established coupon system; others have the ability to backhaul compost, but would need to look into specific contracts with vendors. 6) Would you be capable of providing service with a CNG or lower emissions vehicle? a. Many haulers operate with primarily CNG trucks. Many are replacing old diesel trucks with new CNG trucks. 7) What issues do you see for your business implementing a curbside organics service? a. Some haulers reported that an issue could arise contracting for organics with an open hauling trash system. Other concerns included disposal site capacity, and specific days of operation within the city. 8) Do you have the ability to comply with Hennepin County education requirements? (see handout) a. All haulers stated they would be able to comply with the Hennepin County education requirements. 9) What resources do you have available to increase resident participation, education, and prevent contamination? a. All haulers would work with the City, County, and Disposal sites to develop customer educational materials. All have local or regional customer service hubs and capacity to handle increased customer service calls. 10) What are your company’s sustainability or environmental goals? a. Some haulers have written sustainability plans, and others have goals that are not outlined in a sustainability specific plan. G:\Environmental Commission\Memos Date: May 19, 2020 To: Environmental Commission From: Emma Pierson, GreenCorps Member Eric Eckman, Environmental Resources Supervisor Subject: Curbside Organics Recycling Summary Report As part of the Environmental Commission’s 2019 work plan and the City’s 2020 organizational priorities, the Commission explored options for curbside organics recycling collection in Golden Valley. Following is a brief timeline: • November 2019 Discuss program options, considerations, goals, questions • December 2019 Staff engagement with haulers and other cities • January 2020 Finalize prioritization of considerations and goals, discuss state and county plans and goals, begin pro-con matrix • February 2020 Receive summary of hauler engagement, discuss and finalize pro-con matrix • March 2020 Meeting cancelled due to COVID-19 pandemic • April 2020 Commission reviews all information to date, discusses options and preferences, makes recommendation for City Contract All-In, Everyone Pays option. • May 2020 Commission reviews summary report and forwards report and recommendation to City Council for consideration • June 2020 Present Environmental Commission report and recommendation, community input report (citizen survey, virtual open house, social media feedback), and hauler feedback to City Council • Summer 2020 City Council provides direction to staff on its preferred option In November 2019 the Commission began reviewing curbside organics recycling options that would meet the City’s Resilience & Sustainability goals, the state’s Metropolitan Solid Waste Management Policy Plan, the Hennepin County Solid Waste Management Master Plan, and Hennepin County Ordinance 13. Hennepin County Ordinance 13, Section 2, Subsection 2A requires cities to provide the opportunity to participate in Curbside Organics Collection to residential households that are single family through fourplex and other residential households where each household has its own collection container for mixed recyclables starting January 1, 2022. This can be accomplished by contracting for citywide service or requiring haulers to provide the service. The three options reviewed by the Commission are shown and listed below. OPTION 1: CITY CONTRACT—ALL-IN, EVERYONE PAYS • Similar to current Golden Valley recycling contract • City-wide service • Everyone pays same fee • Everyone gets an organics cart • Weekly pick-up OPTION 2: CITY CONTRACT—OPT-IN • Contract for city-wide service • Resident opts in for service and payment • Everyone who opts in pays the same fee • Weekly pick-up in organics cart OPTION 3: HAULER LICENSE REQUIREMENT—OPT-IN (ORGANICS CART OR DURABLE BAG PLACED IN TRASH CART) • Require all licensed trash haulers to provide organics service upon request of resident • Fee determined by hauler • Similar to current Golden Valley trash hauling • Weekly pick-up in organics or trash cart The Commission developed and prioritized a list of goals and considerations it felt was important in order to effectively evaluate options and implement a successful citywide organics recycling program. The considerations are outlined below. A more detailed matrix is attached to this report (Attachment 1). Program Considerations Higher Priority Medium Priority Lower Priority ● Participation Rates ● Education/Outreach Opportunities ● Number of Bins ● Cost ● Number of Trucks ● Implementation ● Contamination Rates ● Infrastructure Wear & Tear ● City staff Time ● End Product/ Availability of Compost ● Density/Efficiency of Route ● Hauler Staff Time ● Tonnage Data/ Recovery Rate ● Collection Frequency The Commission created a Pro-Con Matrix for each program option with the Commission’s priorities and the state and county guidance documents serving as the basis for comparison. The Pro-Con Matrix is attached to this report (Attachment 2). The City Contract All-In, Everyone Pays option garnered the most Pros, the least Cons, and the greatest number of Commission “high” priority considerations. As part of this analysis and rationale, Commission members cited that the ultimate goal is to divert recyclable material from landfills by achieving the highest citywide participation rates at the lowest fees to residents. The Commission anticipates the participation rates will be significantly higher and the monthly fee per household will be lower in the All-in, Everyone Pays option ($2.96-5.50/month) when compared to the Opt-in option ($6.00-11.00/month), as reported by peer cities. Commission members also referenced the fact that St. Louis Park began with an opt-in model and later moved to an all-in model. Participation rates increased significantly when they made this change. Edina on the other hand chose to go with an all-in model right away. Some Commission members thought that Golden Valley could learn from these experiences and skip passed the opt-in phase to avoid years of lower participation and higher fees. The Commission worked with staff to develop questions for licensed haulers in the City to gauge their interest and response to providing organics recycling service in Golden Valley. Staff engaged with haulers in December and January 2020 by reaching out to all licensed haulers and meeting with four. A summary of hauler comments is attached to this report (Attachment 3). At its April 2020 meeting, the Commission reviewed all research conducted to date and received an update on the City’s community education and engagement efforts. These efforts include newsletters, an organics webpage, website news feeds, social media posts, a citizen survey, and a virtual open house with opportunity to comment. (All input and results will be quantified and summarized for City Council at its June 2020 Council/Manager meeting.) Although the survey and open house were not yet complete, the Commission took all public input into consideration as it developed its recommendation. Based on its research, goals and priorities, pro-con matrix, and hauler comments, the Commission felt comfortable moving forward with a recommendation at its April 2020 Commission meeting. A motion to approve the recommendation to City Council of a City Contract All-In, Everyone Pays Curbside Organics Collection option passed with a 6-1 vote with one member absent. One caveat to this recommendation is that, in light of the uncertainties surrounding the COVID-19 pandemic and the City Council’s goal to safeguard residents from any unnecessary burdens during this time, the Commission requests that the Council explore further the timing and economic impacts of such a program. ORGANICS RECYCLING COMMUNITY INPUT REPORT Organics Recycling Community Input Report Page 1 Contents Overview…...…………………………………………………………….………………2 Survey Responses………….………………………………………….………….……4 Background Information………………………………………..……….…….…4 Organics Recycling In Golden Valley..……………………….…………..…....4 Compost For Gardening.……………………………………..……….……….10 Storing Waste Bins……………………………………………..………………11 Additional Thoughts………………………….…………………………………15 Appendix A: Open House Feedback.………………………………..………………21 Appendix B: Social Media Reach And Engagement….…………..…………….…24 Organics Recycling Community Input Report Page 2 Overview Soliciting public input was a major component of the Golden Valley City Council’s consideration of a curbside organics collection program in Golden Valley. T he City solicited input from the community through an online survey, social media, and a virtual open house featuring an online comment box regarding the possibility of creating a curbside organics collection program and how it could look in Golden Valley. T o promote the survey and virtual open house, the City published six online news stories and two CityNews stories between March 6, 2020 and May 21, 2020. The City further promoted these items through social media posts on Facebook and Twitter. Virtual Open House The City originally planned to host an in-person open house April 9 at Brookview, but the event was canceled due to COVID-19. Instead, City staff created a virtual open house. T he virtual open house featured an educational video that outlined the issues and options available for curbside organics recycling. It was published April 20 on the City website and Facebook, T witter, and YouTube. After watching the video, residents were asked to submit questions or comments through an online comment form. T he comment form generated six questions and 10 comments. See Appendix A for all open house feedback. As of June 1, 2020, the virtual open house had 87 views on YouTube and 230 views on Facebook. Online Survey The survey asked between nine and 15 questions on a variety of organics issues. Certain survey questions were added or removed based on respondents’ answers (see survey responses on page 4). T he survey was active from March 14–May 21, was limited to one response per IP address, and had 240 responses. Organics Recycling Community Input Report Page 3 Social Media Outreach The City posted information and reminders about all public input opportunities eight times on Facebook and seven times on Twitter between March 6 and May 18. See Appendix B for reach and engagement details for each post. Organics Recycling Community Input Report Page 4 Background Information How familiar are you with organics recycling? Of the 237 responses to this question, 108 (46 percent) say they are very familiar with organics recycling, 99 (42 percent) answered “Somewhat,” 23 (10 percent) answered “Little,” and 7 (2 percent) answered “Not at all.” Organics Recycling In Golden Valley Do you currently recycle your organic products at home through one or more of the following methods? • Curbside Organics Recycling • Organics Recycling Drop-off facility • Backyard Composting Of the 235 responses to this question 105 (45 percent) say they recycle organics at home using at least one of these methods and 130 (55 percent) say they do not. Organics Recycling Community Input Report Page 5 If yes, what methods are you using? (select all that apply) Respondents who answered “Yes” to the above question were given this follow up question. Of the 105 responses to this question, “backyard composting” (74) and “curbside organics collection by hauler” (34) were the top two responses. Six respondents answered “Other.” See responses below. “Other” Responses Sarah Brooks Backyard composting at relative’s house Chris Mandravelis Backyard composing of food scraps and some leaves only Joan Evans bring to a family members house where organics is already offered as part of their program Ellen Brenna Food scrap recycling at work in Ramsey County Jeanne Rudelius I put plant organic waste in my yard waste container Trevor May I just moved from Robbinsdale and did curbside collection there. Now that I've moved to GV I have to bring it to my work. Organics Recycling Community Input Report Page 6 What aspects of organics recycling are most important to you? (select all that apply) Of the 234 responses to this question, “environmental impact” (208), “cost of service” (118), and “creating a marketable product” (94) were the top responses. T welve respondents answered “other.” See responses below. “Other” Responses Ellen Johnson We would not use an organics recycling service. Vicki Coaty Having space in my kitchen to separate out another waste receptacle Jill Wisdorf Convenient theough Randy's. Barely ever use my disposal anymore. Also, the bag goes with the trash. I DO NOT have room for another bin in my garage. Jessica Busse Where is the product going or next steps to compost Winchell The environment Madeline Elmhirst I do not want to participate in an organics recycling program. David Miller NONE Natalie Sadeghi Having an organics program offered through the city ASAP - prior to Jan 2022 requirement Joyce Sundrum Additional trucks on the street shouldn’t be necessary. All garbage haulers should be required to offer organics collection. Larry Yochim Our yards can't hold anymore, trash bins, we have three now and I have to leave my garbage bin in the garage, our street water drains are overrun with raccoons and they chewed the lid off of my garbage bin, I live on a corner lot and all I see on all four sides of my house are 3 bins sitting outside now, not a pretty sight, the city doesn't need anymore curbside collections Andrey Alferov ability to decide to participate vs being mandated to do so Dawn Hill reducing use of garbage disposal Organics Recycling Community Input Report Page 7 Do you currently pay a hauler for curbside organics collection? Of the 235 respondents who answered this question, 201 (86 percent) do not pay a hauler for a curbside collection service and 34 (14 percent) do. If yes, what changes would you like to see with your current organics collection? (select all that apply) A majority of those who answered yes to the above question say no changes are needed to their current organics collection service. “Frequency of pick up” (1) was the least popular answer, and eight answered “Other.” See responses below. Organics Recycling Community Input Report Page 8 “Other” Responses Linda Jeske Other (please specify): We compost through Randy's. Lower compost bag price would be a plus; Would like a large service provider cart/bin for pick up Karla Stone Other (please specify): I would rather have a separate Sophia Ginis Other (please specify): We do Blue Bag, which is a compostable beg that gets put with your regular trash then sperated. The begs are pretty big and typically we can't stand to fill them fully before they get too stinky. I worry that they won't get sperated out. A smaller option would be nice. Lindsay Thompson Other (please specify): Service later in the fall... often ends a few weeks too early Sarah Bhimani Other (please specify): I would like it organized through the city Daniel Dobson Other (please specify): transparency in where organics recycling goes and how it is disposed of, city supplied biodegradable bags Gregory Fait Other (please specify): More reliable compostable bags at a lower cost Please explain why you would like these changes made to your current organics collection. This question was open ended and gathered no statistical data. See responses below. “Other” Responses Jae Ijiyode It's too expensive and I know it's a service that could be provided for free as done by the city of Minneapolis. Nicole Macalena Only change would be that more people participate. I’m amazed how few people are aware that Randy’s currently offers curbside compost within the same bin as their weekly garbage collection. Linda Jeske Ease of use. We have a small c-top bin we empty into a larger one in garage that end of the week is put into blue bag that goes into garbage bin. Much easier to a specific use compost bin. Mpls does this. Jen lang I don't feel like it's possible that all the compost is getting composted based on the method of pickup. I would much prefer to have a separate bin for compost. Caroline Jansen I like the current blue bag program through Randys - my only concern is transparency in how the service works. Seems unlikely it works mixed in with all the garbage - wonder if what I’m paying for is actually being composted. Karla Stone Having a bin would avoid the blue bags in the regular trash Tate Schoenbauer Since we are asked to sort for them I’d like to see a more affordable price and more frequent pick up. Especially in the fall. Eleanor lewis Cheaper is always better. Bonnie handzel I currently use Randy’s Blue Bag organics program. I can use one provided bag per week. I find that I easily fill one bag with a family of four. Linden Weiswerda Because organics greatly reduces the volume and weight of trash I want it wrapped into a total waste charge for all residents, not an add-on. Lindsay Thompson We have a lot of trees & leaves in the fall. It seems our collection ends a few weeks before the last leaves fall Susan Ramlet The blue bags that we have are really small, and kind of leaky. I think we could do better. Organics Recycling Community Input Report Page 9 Rebecca Younk They give us limited bags to use and when we ran out they were going to gouge us for mor bags so we started using a drop off service. We prefer the way Minneapolis does organics. Sarah Bhimani I think organics recycling is very important and should be made available to all residents of Golden Valley through the city. Only one hauler I know of offers it, and it's pretty pricey. We pay for it because it's the right thing to do, but it would be better if the whole city participated to spread the cost and make a bigger impact. Joyce Sundrum I feel curbside collection of organics for recycling should be city-wide and included in our taxes. It is time to be proactive. Amanda Hallberg We use Randy's blue bag organics program. I like the ease of use - we keep the blue bag in a container in our garage and then it gets tied up and put in our garbage can at time of trash pick-up. I do feel like it is an added cost to our trash hauling and I wish it cost less or nothing at all additional. Also, we are given one free bag of compost in May but we have to go pick it up and there are no pick up locations convenient to us so we have yet to take advantage of this free bag of compost for the last two years. Jennifer Griffin- Wiesner The organic waste is often wet and the bags leak fairly often and it's gross. Daniel Dobson Currently, we have to pay a quarterly basis out of our own pocket for something that is sustainable, benefits the earth, and the company probably makes money off of selling the compost. I feel as though I am being penalized for doing something to help the earth. Also, when I lived in St. Louis Park, I was extremely happy with how the city provided curbside trash, recycling AND organics recycling. They made it very easy for each resident to follow the guidelines and participate. Stacy Pampuch I use Randy's, only about 2 months in, but I love it. They would be an excellent partner for Golden Valley if they are looking to add households. A simple blue bag placed atop the other bags in my cart. Easy. Bonnie Handzel I use Randy’s Sanitation Blue Organics program. Some weeks, I can easily fill my bag and have plenty of product left that I should compost. Gregory Fait Bags often split or leak before or while in bin If no, would you be willing to pay for curbside organics collection? Of those who said they don’t currently pay a hauler for curbside organic collection, 120 (60 percent) say they would pay for the service and 80 (40 percent) would not. Organics Recycling Community Input Report Page 10 If yes, how much would you be willing to pay per month for curbside organics collection? Those who answered yes to the above question, 57 (48 percent) would pay $6–$10 per month for curbside organics collection, 44 (37 percent) would pay $1–$5, 12 (10 percent) would pay $11–$15 per month, 5 (4 percent) would pay $16–$20, and 2 (1 percent) would pay over $20. Compost For Gardening Would you be interested in picking up finished compost for use in yards and gardens if it were made available? Of the 234 respondents who answered this question, 170 (73 percent) would be interested in picking up finished compost for use in yards and garden and 64 (27 percent) would not. Organics Recycling Community Input Report Page 11 If yes, how far would you be willing to travel to pick it up? (select all that apply) A majority of those who answered yes to the above question would travel within the City of Golden Valley (102) or within 5–10 miles to pick up finished compost for use in yards and garden. Storing Waste Bins Curbside organics collection may require a small bin or cart for storage. Section 22-23 of the Golden Valley City Code states that all waste and recycling bins must be stored no more than 3 feet from the primary structure (house), and at all times must be behind the house and screened from view. Would you support the City changing the code to allow collection bins to be visible from the street at all times? Of the 231 respondents who answered, 150 (65 percent) would support the City changing the City code to allow collection bins to be visible from the street at all times and 81 (35 percent) would not. Organics Recycling Community Input Report Page 12 If no, what are your concerns? This question was open ended and gathered no statistical data. See responses below. “Other” Responses Richard Saxton It looks untidy Barbara Krenn Yards will start looking trashy. (No pun intended!) I don't want the neighborhood to begin to look like a garbage dump. Linda Jeske on the fence with this idea. understand storage space is an issue for most of us but compost bins are much narrower & smaller than garbage/recycle bins so shouldn't be an issue. Lorna Reichl Bins being dumped. Attracting animals. Rachel Zylstra Not interested. Dirty, smelly Jen Chen Aesthetics, potentially unsanitary. Chloe Briel Visual Ellen Johnson I’ve already been disappointed by how my neighborhood is beginning to look. Bins out front would just make it worse. Kelsey Miner I don't want visible trash in front of every house in the city Matthew Handegaard Looks matter. Marti Edwards Visual JamieHolm Unsightly neighborhood Melissa Caulfield I don't understand why the bins would need to be visible from the street at all times. Vicki Coaty There are already people who do not follow this rule. It makes the neighborhood look unkempt and trashy. I would rather NOT have curbside organics if that is the outcome. Jill Wisdorf Makes the neighborhood look trashy. No pun intended. Shaun Jansen Hey make an exception for organically? Why not follow the process as it is for trash and recycling? Nicole Nelson I am not clear in the reasons this would need to change. I like that it keeps houses looking nicer. Wendy Looks junky Shawn Braith All trash bins are unsightly. The look Paul Steinman Bins are messy looking. People are finally applying this code and screening their bins, why change it now? Winchell I actually wanted to answer, Not Sure. I need to consider this more. However, unsightly bins to be seen is not good. Nate norling The shabby look Bonnie handzel The unintended consequences of a “cart for every service” means some residents have multiple carts. Allowing carts to be visible in the front of a home means our neighborhoods will be overflowing with unsightly trash/ recycling containers. Some residents will have 4 containers- garbage, recycling, yard waste and organics. It needs some camouflaging. Joe Gellman The code states that the carts must be "behind the FRONT of the primary structure," not behind the house. Mine, and many others, are on the side. Would need to hear more about proposed changes. Rodents, raccoons Jeff piper I wouldn’t support it - wouldn’t necessarily oppose it either. Organics Recycling Community Input Report Page 13 Judy Madden Live in a town home complex and no outdoor can/bins can be visible. Kara kal Looks terrible. Susan Eckhoff I would have concerns about various critters such as raccoons, squirrels, crows, and even opossum trying to get into compost bins. As it is, I already occasionally have this problem with them and my garbage bin. Mark Schulte Bins can be unsightly. If so it for organics then all bins may end up visible. Sophia Ginis We don't have alleys. I think we would still want guidelines about storage...like they can't stay out on the curb....you can't store them by your neighbors window, you still need to put them away. I rather the rule be for a year people have time to figure out where to store their organics. David Miller Just as with regular recycling, more products more trucks. I do not want any extra collection trucks on the streets. Secondly, as with recycling people throw in all sorts of stuff that is garbage and will never be recycled. I am tired of paying for other people's trash collection with my water and property tax bills. Third, compost can get very stinky and I suspect that will be an issue. Judy Swanson Don't want bins visible to clutter already compact neighborhood spaces between units. I don't see why the bin couldn't be placed by other waste bins. SharonBovie It’s already too hard to get garbage & recycles to the curb during winter and one more bin is way too much effort for seniors! Nicki Murphy I don't wish to see bins. Barbara Burrets Visual clutter. Ugly People would let them get filthy and the look like hell. Absolutely NOT. bonnie creason While I'm indifferent to the city taking over waste hauling, my main concerns are that 1) we'd be forced to pay for services we may not want and 2) that prices will increase and quality will go down. As of now, I assume Republic will be one of our 4 vendors, and they're not quality-oriented. I TRULY do not appreciate that the recyclables end up all over the street after pickup. If that were my vendor - SWS - they would be conscious and pick it all up, assuring our bin was upright back in our driveway, not overturned on the street. FYI I don't bother to complain, it's so obvious that I'm shocked it still happens and I don't get home to see it until after they're closed. Paul Engelen I would like the city to enforce the current code. Kelly Chapman Our city presents a clean & well-maintained appearance in our communities, parks and residences - the cartons/containers parked curb side distract from this. Storms/high winds are more likely to knock bins over in the street than when they're protec ted near the house. Helen Stefan I don’t think they need to be behind the house but screening them gives neighborhoods a better appearance Terese hagstrom Ugly Liz Danielson Looks. Property values. maria meredith would not like how this would look. Pete Duelo Aesthetics and lack of placement procedures. Mary Beseres Could become unsightly. We try as best as we can to diminish the visibility of our trash and recycling cans in an enclosed fence area. Raymond Troyer I think too many of the bins are currently visible from the street. The current code isn't enforced to the degree it could be. Wende Pemrick It’s no different from garbage or recycling bins so should have the same requirements. It’s unsightly to the neighborhood to have these in view all the time. jesseka doherty seeing garbage bins is unslighly in my opinion Sheri sheeks Clutter. Can people legally set their trash out and leave it visible? Organics Recycling Community Input Report Page 14 Christine Hazel Difficult to legislate responsible behavior. Michelle Tufts If there were some requirement to have a nice surround to hide the bins, I might consider this ok. But I don't want people to just leave junky trash piles that are visible from the street. Melissa Noel Ugly. Keep them hidden. Mark Noel This would impact property values, make our neighborhood more cluttered, and detract from the aesthetics of our neighborhood. Find a way to make the new bin unobtrusive. Janet Tolzmann The organics recycling container should be kept with a household's garbage and recycling bins. We hope to reduce the size of our garbage bin with organic waste recycling. Doug Weldon Judging by the number of bins that are visible in our neighborhood, the City isn’t interested in enforcing the the current code so why waste the time and money needed to change it. ENFORCE THE CURRENT CODE. Kristen Shedd Aesthetics Rachel Larrea Unsightly, stinky street, draw bugs John Breczinski Ugly, and animals will get into it and make a mess, causing some of it to blow around the neighborhood. Keeping it in the backyard or in a garage will keep it more under control. However, the containers need to seal tight to keep the odor at a minimum. Susan Silver That bins will attract animals. Patricia Harwell Don’t want to have to see from the street. This looks like a slippery slope. Peggy Leppik Depending on how many pick-ups/month there would be, it's hard to imagine a residential accumulation would require a large bin. It should be possible for small to medium size bins to be stored out of sight. If a change simply allowed storage toward the back and to the side, I might support that. Ann Christiansen This is a matter of the common good for the community. Leaving trash or organics exposed to view is not necessary and should be avoided. Zoe Cunniff Everyone should have ro om for one more bin behind the house or in the garage. They are unsightly and shouldn't be visible from the street. Kathie Zettervall Unsightly David johnson Messy neighbors, encourage animal scavengers Matt Dellwo I don’t want to end up with houses with piles of trash and other unsightly things showing from the street. Larry Yochim Your city is going to end up looking like a garbage dump, our area which is close to Crystal, & Robbinsdale, is full of dogs, people will dump their dog crap in whatever bin you put by the street, I've seen some throw it down the water drains, in the winter months I find it thrown under my evergreen trees, I live next to a park and they turns their dogs loose over there, lot of them have 30 foot leases and let their dogs run into the yards also. Bonnie Ostlund Hulking bins are unsightly. No GV neighborhood needs that eye pollution. Living in a Townhouse development as I do, our Rules disallow outside storage of hulking bins for trash and recycling. That Rule is wise. Our driveways and homes are packed tightly together, and our neighborhood appearance is "cleaner" for it. Carolyn Anderson Too many people are already breaking the code. Many garbage cans are already outside the garage and in view of the street. Jim Nepp Bins are an eyesore. Is the City able/willing to provide incentives for screening bins? lisa jacobson Esthetics - view. Andrey Alferov You don't even enforce the current code. Suzanne Herberg People wouldn't bother to keep a tidy look. Tracy Anderson Because this would make the neighborhood look tacky..believe I know from experience I’m my own neighborhood! Organics Recycling Community Input Report Page 15 Bonnie Handzel There are already too many bins. I don’t want to see my neighbors 4-5 different bins when I look out my front window. Additional Thoughts Additional thoughts on a curbside organics program for the City of Golden Valley: This question was open ended and gathered no statistical data. See responses below. “Other” Responses i already use a compost bin and use the compost in my garden Cassie Sitzman It’s a great service I’d be willing to pay for. Reducing the amount of trash we contribute to landfills is something all cities should strive for. Nicole Macalena Perhaps make it more clear when selecting a garbage hauler from the listings on the GV website which services each offers. Michelle Drake Please do this. Margaret Macneale Let's do it! Even though we compost some of our organics, our little bin can't take all the volume, nor does it get hot enough to handle everything. We would love to be able to do full organics recycling. Jessica Greenblatt I previously used organics recycling and would take advantage of the program. Not at all interested in participating in this type of service. By no means do I wish to pay an additional trash bill to provide for the service. If people want this they should create their own compost receptacle. Linda Jeske All for it. Jen Chen We would love to have a seasonal option. We have a backyard compost bin that is less convenient to access in the winter, and we would love a curbside composting option for those months. Molly rutten We just moved from Minneapolis where we had curbside organics collection. We loved it and miss it very much. Maggie Sutton I used to live in St. Louis Park and their organics recycling program was EXCELLENT!!! Please work with them to try to mimic what they do. It was a great program but I think there was small buy-in from residents. I think education of what the impact is for organics recycling as well as informing them of the costs in relative terms will help participation. Arianna Pittman I would love this program to come to Golden Valley and made available to apartment complexes and single family homes. Jen lang I would love to see a curbside organics program in Golden Valley! Matthew Handegaard Keep it simple. JamieHolm We loved it while living in SLP. We had a very small garbage bin. Stacy Thompson I am very open to this idea! Would there be a way for people to opt out if they do set up their own composting in their backyards? Vicki Coaty It’s a good idea if it is simple and relatively inexpensive. However, putting 3 cans out one a single day will be challenging for many to navigate their driveways (esp in the winter) Organics Recycling Community Input Report Page 16 and I suspect we will see even more cans in the road (instead of at the end of their driveway). Jill Wisdorf Randy's has a good system. Talk to them. Shaun Jansen Thanks for considering the option Karla Stone I am so happy this is in the works! Julie Matzek Include very detailed guidelines on what can and cannot be composted. At work people are very uninformed therefore don't participate. Nancy Johnson Thanks for looking into this! We would love to have this in Golden Valley. Rebecca Sanders Please provide!! Sydney Winters Great idea! Winchell We need to do it. St. Louis Park and Minneapolis does it. Our forward thinking city should absolutely do this. Actually, so surprised we weren't one of the first. Eleanor lewis We are so behind! This is a no brainer. Linden Weiswerda Waste storage bin laws are ridiculous. The City should control the type and sizes through centralized single vendor supply instead. Make the colors uniform and neutral then let residents do what they need on their own property. Joe Gellman Glad this is finally happening. (SLP has had curbside organics pick-up for 6-1/2 years!) Cost could be relative to "garbage" pick-up. Also cost could be eased with availability to everyone - as recycling is now. If organics was weekly, traditional trash could be every two weeks (without organic matter and less volume.) Jeff piper My family has been composting for decades. Curbside organic composting seems completely unnecessary and even wasteful Madeline Elmhirst I do not think we should be collecting organics for recycling. Michelle Bigelow It would be nice if the city provided wood chip and mulch like St. Louis Park. Also can the city talk to home owners that park many cars in their yards during the snow parking ban. This isn't Blaine but sure looks like it. Kara kal We should do it. Susan Eckhoff For the most part, I think it's a good idea and environmentally needed. Sarah Schulte We compost in our backyard but only in warmer months simply because of convenience. I would love to see this service added to waste collection. I’d ALSO like to see recycling offered at business in downtown Golden Valley. Lisa Donahue We need this for apartment buildings! Sophia Ginis Very important to do, strongly encourage efforts. David Miller I will not participate. Adding more taxpayer subsidized recycling programs just encourages people to throw their trash in the recyling to keep their trash bills down. I see it when people have two recycling bins always overflowing yet only a single trash receptacle. j valorose Organics should be manditory, as should recycling. In fact, I'd like to see these two picked up frequently and trash picked up less freqnelty. We should be doing all we can to reduce waste in our landfills. Judy Swanson Only very small bins would be necessary for so many to participate. Is there a "piggy back" type bin that could be added (with hooks) to existing recycle bins, to minimize storage needs and accommodate small organic collections? I'm for it if the price is right. Organics Recycling Community Input Report Page 17 Nicki Murphy I don't know that I need this because I have been composting for years. With that said, I do think it is a good idea, because it will encourage so many other people to compost. I wonder if providing people with backyard composters would be more cost effective and keep more unsightly cans and trucks off if our streets. Lindsay Thompson Please do it! We have so many trees and large yards. It only makes sense. Barbara Burrets Do not let the bins remain out at the curb. bonnie creason I appreciate the opportunity to give feedback and hope we receive flexibility on waste options. Kelly Chapman My workplace provides full service organic recycling and I have yet to make the change at home because my current provider doesn't offer it. This is definitely something I support and also believe it will be a necessary component of our future. Thank you for collecting neighborhood input. Focus on a place to drop off leaves and branches that is not 45 minutes away like the Maple Grove site. That is by far the biggest issue that keeps being pushed aside. Susan Ramlet I would like an organics bin that's picked up. My hauler has a blue bag that is fussy, and not terribly useful. We have our own compost bins in our backyard, but they're not as useful in the winter. Helen Stefan Long overdue.Minneapolis does it, so can Golden Valley. Terese hagstrom None John Herbeck It’s hard to decide on these things without the cost. The impact of another round of heavy trucks on roads is huge. I don’t trust haulers as they tend to be predatory with their business practices. I do like the idea of composting. Maybe we should market and promote the concept/practice to residents for their backyard, Instead of hauling away and then picking up. With some keen marketing we could probably get residents to start making a serious effort to just facilitate composting or organics in their own yards. No bins. No impact on roads. No extra cost. Efficient and effective. Forest Eidbo Section 22-23 needs to be changed big time Dana Knopic I already pay too much for things I don't use or need. Please do not add another cost burden to the residents of Golden Valley. Barbara hillesland Have organic recycling at work in Minneapolis. Works great and very easy. Wende Pemrick Great idea, although I’m already doing this with my garden composter Wendy Lazear I've been waiting a long time for organics recycling to come to Golden Valley. Hope it passes soon! Sheri sheeks Love the idea!!!! I think it's great Christine Hazel Unless organic recycling can be picked up by one of the 2 haulers along with current pick-up, the benefits don’t seem to outweigh the the add’l carbon emissions. I want to do my part. However the constraints of the collection systems don’t appear to be worth it. Nathan Koepsell Removing all, or a large percentage or organic waste from inorganic waste has been proven to greatly slow the breakdown of inorganic waste due to the reduction of microorganisms that speed breakdown. Simply put. This policy slows landfill decomposition rates by reducing organic aids to the decomposition process. Michelle Tufts For us, since we compost ~Mar-Oct; would only pay for curbside organics during the winter months (Nov - Feb). So a seasonal or quarterly option would be appreciated. Yay, Golden Valley - thank you for considering the environment like this! Organics Recycling Community Input Report Page 18 Janet Tolzmann Organic waste recycling in Golden Valley is long overdue, and we would like to see it implemented asap. Kathy Smith I strongly support this move by our community for the environment and greater sustainability. I would really like to see a facility within the bounds of Golden Valley for the composting facility but realize that may not be possible. Joan Evans I would like to see the city offer recycled containers for organics for homeowners to purchase at reduced rates too. T hese can be expensive and thus a deterrent for the beginner. Doug Weldon Why wait until 2022. Get ahead of the curve and start as soon as possible. Devan Futterer Let’s do it! Sarah Bhimani Please institute a curbside organics program. It's the right thing to do for our environment. Changing the code about bin visibility would be nice as well (and make having 3-4 bins much easier since we have a tiny garage). Kristen Shedd Organic should be offered through the city and should be a included with recycling ie minimal to no additional fee Maria Milillo very important to do. It is a no brainer in terms of moving forward for the short term and long term benefit to our community as a model for others.Cannot imagine a strong resistance to a process of great value to us all and made very easy for us as residents to carry out. A must to start soon. Thank you. Ellen Brenna A blue bag program like they are considering in Ramsey County would be great. But all haulers there need to take trash to a single location (R&E center) do that may not be an option here. I think an organized collection model would be best for GV residents. A city contract at least. Thank you. Jennifer Travers When my family moved from Minneapolis to Golden Valley, the organics program was one of things I missed! I’d be very happy to have it back! James Brickwedde Bins that are animal proof, bins that are easy to clean, bins that a modest in size as this would be the fourth bin to store (Trash, Recycling, Yard Waste, Organics) Patricia Harwell I am excited about this service. Natalie Sadeghi Please make this option available before Jan 2022! Also particularly interested in hearing about access to finished compost as part of the program. Toni Pangborn Once organic pickup is implemented and the volume of my regular garbage is reduced, will there be a reduction in the cost for my current garbage pickup service? Leslie Blessing can hardly wait - it's a great idea! Peggy Leppik I'd travel 5-7 miles to collect compost, but 10 is too far. Ann Christiansen Can't wait for it to start in Golden Valley. Thanks! Joyce Sundrum I currently use a wastebasket in my garage with the compostable liner supplied by Randy’s for weekly pickup. This is put into my garbage container (small size). A larger bin (like the blue one for current city-wide recycling) is not necessary. In the Ewald neighborhood, most homes have driveways opening onto the street where garbage and recycling is picked up. It is difficult to keep garbage and recycling bins away from street view. Myriah Hrdlicka St Louis Park introduced this program for free when we lived there about three years ago and we loved it! We hardly ever had any other trash to throw away and it was really nice to be contributing to a greater good in an easy way. Organics Recycling Community Input Report Page 19 Zoe Cunniff I used to live in Salt Lake City and we had this service there. It was a great way to reduce our trash volume. I don't want to pay another fee for it. Heather ROse WAY past time to have this service available in GV. The only current option through Randy's is questionable since the compost bags travel in the truck with the trash. Larry Zettervall All my grass is composted into my lawn. All leaves are brought to recycling in the fall. The small amount of brush I have is picked up in the spring. Most food goes down the disposer or in the dog. I don't know all of what is considered compostable, but I don't see enough left to pay for weekly pickup. Amy Ward I want this program to be accessibly to those living in apartments, condos, etc Anne May Can't wait for this! Claire deBerg Let's do this! Golden Valley is so awesome. Sue Weisenburger Please start this program prior to the deadline if possible. Debra Neher You didn't ask if we would participate. The answer is yes! Other cities around us are already doing this. It's past time to add Golden Valley to the list of cities with an organics program. Ruth Paradise In the Israeli city Zichron Yaakov each house has a small container for recycling compost that can be hung on a fence or maybe other garbage container. We are a two person household and have one to one and a half gallon size containers of compostable materials a week, unless we have out of town guests. I've always wondered why household organic compost (not including paper) can't be included with yard waste during the period when yard waste is collected. Jennifer Griffin- Wiesner I think it's a very important contribution the city can make to decreasing our collective negative environmental impact and increasing awareness of waste-reduction strategies. Larry Yochim No need for it Bonnie Ostlund Living in a Townhouse development, we don't have private yards or gardens. And with many apartment and townhouse developments in Golden Valley, this program doesn't fit a number of citizens. We don't have space to store a third bin, and we have no use for compost. GV leadership needs to think about organics idea's suitability for all multi-family residents. Melissa Dellwo I strongly support immediate organics options. Minneapolis already offers this service. I would like Golden Valley to be on the leading edge of innovation, not following behind. It’s good for our community and good for the environment. Trevor May I got very comfortable using the curbside organics pickup in Robbinsdale and found that I miss it. We cook a lot and I feel much better about being able to use the organic waste rather than filling a landfill. Also, my garbage stinks way less. I'm not a typical "tree- hugger" but I've come to see how much waste I produce, and multiplied by millions of people throughout the country, it makes me feel neglectful and even unethical. I hope to see organics curbside in GV as soon as possible, and I hope to see manufacturers invest more in recyclable packaging in general. I look forward to being part of this community, it's a wonderful place to be! Carolyn Anderson It would be useful to have organic pick up service. Christine Kellogg I think curbside organic collection should be mandatory Daniel Dobson Copy or heavily mimic how St. Louis Park does it. It works very well and is easy for all residents to comply with. Organics Recycling Community Input Report Page 20 Joan Evans GV belongs on the front end of efforts such as this to support sustainable practices in our community. I see this as part of our support for safe/accessible biking and walking paths and varied recreational activities within the city. Let's make this happen! Julie Teran I prefer the idea of a City-managed program, not hauler managed, and would like to see it mandated so everyone pays the same. I live in a condominium association and would like a City-managed program to be required for multi-family buildings as well. Stacy Pampuch This is a must to be added for the progressive nature of Golden Valley and what its residents want. I don't plan to replace my garbage disposal when remodeling my kitchen, plus it's very hard on plumbing and not a good solution long-term. Randy's is an expert in handling this type of benefit. I love them! Andrey Alferov It should not be mandatory or if it is then It should be free for residents Madelyn Shafer We’ve been discussing with neighbors the idea of a compost pile the past few weeks and the timing of this survey could not come sooner. We think this is a fantastic idea and would love to help in any way we can to move this idea forward. Suzanne Herberg I support option 1. Tracy Anderson This is a complete waste of time and $$! Gregory Fait Seems like this should be a new normal J Mistrick Loved having curbside organics pickup in Minneapolis, would love it in Golden Valley now too! APPENDIX A Open House Feedback Page 21 Organics Recycling Virtual Open House Q&A 1 Organics Recycling Open House Q&A And Feedback Q&A Q1. Could there be an option for people “pay for their neighbor”? ANSWER A “pay for your neighbor” program could be explored for feasibility after the City Council gives direc- tion as to which type of program the City will be implementing. The City would like to make organics recycling accessible and affordable for all residents. Q2. Could we create neighborhood volunteers who could educate their neighbors and create buzz about the program? ANSWER Once the City Council gives direction on a program, the City will explore public education cam- paigns for residents to learn more about organics cecycling. Volunteers could be part of that effort. Q3. How much of what I put in the recycling bin actually gets recycled? ANSWER Recycling Material Recovery Facilities (MRF) are required to recover a minimum of 85 percent of re- cyclable materials that enter the facility. The State of Minnesota has strict requirements for MRFs and does not allow the landfilling of recyclable materials. Q4. Why is the resident responsible to pay for disposal of organics? ANSWER The State of Minnesota places responsibility for waste disposal on waste generators and producers. The resident would be considered a waste generator and therefore responsible for the cost asso- ciated with managing that waste. To incentivize waste reduction, recycling, and organics recycling over landfilling, the State and County tax landfilling services but not recycling and organics recycling services. Waste reduction is the best practice but is not always feasible for every scenario. The City’s Environmental Commission has considered exploring limitations on certain types of packaging and may evaluate this issue in the coming year. Q5. What efforts are being done to reduce waste in the City? ANSWER Golden Valley has a City-contracted recycling program to encourage participation in recycling and reduce waste. They also hold seasonal clean up events to give residents opportunities to correctly dispose of difficult items such as Mighty Tidy Day, Spring Brush pick up, and the Fall Leaf Drop. In addition the City annually promotes initiatives by Hennepin County like the Zero Waste Challenge, to help provide residents with resources and methods to reduce their waste generation. As a part of the Environmental Commission 2020 work plan, the Commission is ex- ploring options to reduce the use of single use plastics and containers. The City is working with event coordinators to transition towards zero waste events in the future Q6. Will compost be locally available? ANSWER Once a recommendation from Council is made, the City will explore feasibility of providing local compost. Organics Recycling Virtual Open House Q&A 2 Comments C1. I believe it should be required of all Golden Valley residents to recycle their organics. I do worry about another fee for those on fixed or low incomes. Could their be an option for people to “pay for their neigh- bor?” This allows neighborhoods to add an additional fee to their account and that money goes into a pot to allow for those on a fixed or low income to waive the fee. People could request this fee waiver. Put time and energy into education. Could we create neighborhood volunteers who could educate their neighbors and create buzz about the program? C2. Yes! Let’s get this going in GV! We’d prefer the all pay in model like recycling where everyone has a cart that gets picked up regularly. Our family composts in our backyard but only in the summer. This pick-up would provide more options for what can be competed and year-round service.the coming year. C3. I currently compost and take my compostables into Minneapolis to compost. I would LOVE to have a City-managed mandated program with all residents paying the same amount. I live in a condo associa- tion and would like to have the program mandated for all multi-family units as well. C4. I have been composting on my own for years. Though to make it available city wide would be helpful to be able to encompass even more of the materials I do not place in my own compost bin, such as meat by products, bones etc. Do whatever necessary to get this program launched! C5. Hello. My comment is: I live alone and I already have the smallest cart for a regular trash. On top of that the trash bags are not even completely full for a weekly pick up. During the winter I don’t even bother to take the cart out every week since the trash freezes anyway and do it bi-weekly instead. With recycling similar story - I put the cart out every 4-6 weeks. So you see, I don’t make that much trash already and just basically paying for air. So probably does my single old granny neighbor. My point is that I don’t want to pay more $ for organics recycling since I already pay for hauling away the trash I don’t actually pro- duce. See, you are saying that recycling in beneficial - less landfill space, more jobs, etc. BUT! How much of what I put into recycling bin actually gets recycled? REDUCE was on the top of that pyramid in your video. So where is the city ban on plastic bags? Or where is the city ban on carry out containers and sin- gle use plastics? Now organics - why is the resident getting charged for recycling programs rather than getting paid by the composting companies? They are making money by selling compost. To summarize: I’m against mandated organics recycling. I’m for organic recycling only if it free to the residents or on opt in basis. Thank you Andrey Alferov C6. Hello- I am in favor of organics recycling for GV residents and thank you all for exploring. Sara Garry C7. We already compost through Randys. I like that it is a bag that goes in with the regular trash. If we had to have a separate compost bin, we would not do it. We don’t have room in the garage. Put time and energy into education. Could we create neighborhood volunteers who could educate their neighbors and create buzz about the program? C8. If we could recycle organic waste (our development doesn’t allow open composting), we would have less than one bag of garbage per week - please start a program! C9. Great idea. If composited will it be locally available? C10. 100% behind the idea of curbside organics collection. We currently pay for Randy’s Blue Bag Organics but are very limited in what we can compost because we are only supposed to use one blue bag per week. I would love to see curbside pickup like they do in Minneapolis. It should be done as a weekly pickup and organized by a single hauler much the way that recycling is currently collected in the city. Thank you! Matt Chapman 4901 Glenwood. APPENDIX B Social Media Reach and Engagement Page 24 SOCIAL MEDIA REACH AND ENGAGEMENT Title Reach = Number of people who saw the post Engagement = Number of people who interacted with the post March 6 , 2020 PLATFORM REACH ENGAGEMENT LIKES SHARES/RETWEETS COMMENTS Facebook 646 14 2 1 0 Twitter 219 9 0 0 0 March 14 , 2020 PLATFORM REACH ENGAGEMENT LIKES SHARES/RETWEETS COMMENTS Facebook 1507 181 13 3 2 Twitter 291 20 2 1 0 Comments NAME COMMENT Lindsay Gerten Brian J Gerten Angela Murphy Higgins Joe Gellman Glad this is finally going to happen! March 18, 2020 PLATFORM REACH ENGAGEMENT LIKES SHARES/RETWEETS COMMENTS Facebook 515 7 1 0 0 Twitter 640 9 2 2 0 April 20, 2020 PLATFORM REACH ENGAGEMENT LIKES SHARES/RETWEETS COMMENTS Facebook 634 25 5 0 0 Twitter 134 2 1 0 0 April 29, 2020 PLATFORM REACH ENGAGEMENT LIKES SHARES/RETWEETS COMMENTS Facebook 738 47 2 1 0 May 5, 2020 PLATFORM REACH ENGAGEMENT LIKES SHARES/RETWEETS COMMENTS Facebook 455 11 3 2 0 Twitter 176 5 2 2 0 Comments NAME COMMENT @BradSchaeppi Great use of media to advance organics recycling. May 11, 2020 PLATFORM REACH ENGAGEMENT LIKES SHARES/RETWEETS COMMENTS Facebook 451 14 0 0 0 Twitter 184 3 1 1 0 May 18 , 2020 PLATFORM REACH ENGAGEMENT LIKES SHARES/RETWEETS COMMENTS Facebook 454 18 2 1 0 Twitter 152 4 2 0 0 Golden Valley Council/Manager Meeting June 9, 2020 Agenda Item 5. Facilities Analysis and Downtown Study Discussion Prepared By Marc Nevinski, Physical Development Director Jason Zimmerman, Planning Manager Summary The City’s budget for 2020 includes funding for a Facilities Study to evaluate the City’s long-term building needs, and funding for Phase 3 of the Downtown Study, which would complete the work of preparing a Small Area Plan for the area centered on the intersection of Winnetka Avenue and Golden Valley Road. $70,000 has been budgeted for the Facilities Study and $30,000 has been budgeted for the Downtown Study. Staff supports moving ahead with both of these efforts yet in 2020. Background In 2016, the Fire Department completed an analysis of its operational and facility needs. The study recommended the department move towards a two-station model, including an improved station located on the existing City campus. The study also included the recommendation that additional analysis be completed to understand the needs of the Police Department and impacts to the campus. Efforts to complete a Downtown Study were begun in 2018 with assistance from the Urban Land Institute and resulted in a report providing the City with recommendations on how to support improvements of key private and public properties. In 2019, the City hired Hoisington Koegler Group, Inc. (HKGi) to prepare concept plans for each of the four quadrants around Winnetka Ave and Golden Valley Road. Phase 3 of the Downtown Study would further develop plans for catalyst sites, develop implementation strategies, and generate a final report that could be adopted into the 2040 Comprehensive Plan. These efforts have led to the need to conduct a more detailed facilities analysis for all of Golden Valley’s operations, with the exception of Brookview. Such a study would consider the needs and locations of Public Safety, Public Works, and City Hall operations, and would provide the basis for both land use and financial planning decisions. Staff is looking for direction from the Council on whether to continue to implement these two studies in 2020 given the pandemic and economic concerns. Financial Or Budget Considerations If authorized, the City would be moving forward with two budget items of up to $100,000. Attachments • Draft Facilities Study Process and Scope (7 pages) 1 FACILITIES STUDY PROCESS AND SCOPE Golden Valley Municipal Facilities June 2020 INTRODUCTION The City of Golden Valley is conducting a Facility Needs Analysis of its campus buildings located in the northwest quadrant of Winnetka Avenue and Golden Valley Road, as well as Fire Stations No. 2 and No. 3.The buildings are dated and do not meet the current needs of the City and are not expected to do so in the future. Additionally, the City Campus sits on prime real estate that could be better configured to incorporate private investment and support the businesses and activities in the Downtown area. The Public Safety Building, which houses both the Police and Fire Departments has limited space for training, storage, and operations. A recent Study by Five Bugles concluded that Fire operations should transition from paid on-call model, to duty crews, to a full time, fully staffed department. The department is currently operating duty crews at certain days and times when call volumes are higher. However, the stations lack the appropriate facilities to accommodate different genders equitably. Similar special challenges exist in the police department. The Public Works facilities are currently housed in four different buildings, whose size and configuration create inefficiencies and do not accommodate modern vehicles and equipment well. Equitable facilities for different genders are also lacking. Additionally, Public Works operations often conflict with other activities and services that occur on campus and in the downtown area. City Hall is located on the corner of Winnetka Avenue and Golden Valley Road, although it is not prominently featured and is set back quite a distance from the corner. The building itself is dated, although recent improvements have been made. The main corridor occupies the center of the building, which separates operations and does not accommodate the public well. The City wishes to develop a long-term plan to develop new facilities on a portion of its current campus, relocate public works operations, and make portions of its current site available for private investment to support activity in its downtown. An important principle guiding location decisions is keeping City Hall in the downtown area to attract and support civic, social and business activity. The downtown study the City is currently developing includes several concepts for how this might be accomplished. Collaboration with Hennepin County Library to construct a shared facility is a potential opportunity to explore as needs and interests are similar. Investment in City facilities is a significant decision which has financial implications in terms of capital outlay and operational expenses. Additionally, such buildings have significant influence on the social and civic fabric of a community, necessitating careful thought and thorough stakeholder engagement. The purpose of this document is to outline the key components of a facilities study process, identify important action steps, and develop an approximate schedule to conduct the study. The document will be used to further develop a project communications plan, prepare an RFP for consulting services, identify roles, and establish a stakeholder task force. DRAFT 2 I. STEERING COMMITTEE The Project Steering Committee will be comprised of 1-2 staff members from Police, Fire, Public Works, and City Hall. The Steering Committee will provide the Consultant and Task Force with information about operations, goals, and needs. The PSC will also prepare and review the RFPs and assist in task force member recruitment and preliminary application review. Action Step  Establish the Project Steering Committee composition (Police Chief, Fire Chief, Public Works Director, Communications Director, and Physical Development Director - Lead) and define PSC role. II. CONSULTANT RFP Another important step in the process is hiring a design professional to guide the develop of a long-term facility needs plan. Working with the stakeholder task force, staff steering committee, the consultant will provide the following services: • Become familiar with the City’s general operations, needs and goals in the Police, Fire, Public Works and City Hall areas • Become familiar with the City’s plans for the downtown area • Engage with other stakeholders regarding facilities (e.g. Hennepin County Library) • Facilitate the stakeholder task force meetings • Prepare schematic plans for each municipal function (Public Works, Fire, Police, Administrative Operations) including space needs, functional layouts, and general site plan that reflect guiding principles for the City’s future facilities. • Identify site selection criteria for a remote fire station and a remote Public Works facility. • Cost estimates for acquisition and construction of new facilities, including building demolition, site preparation, utilities, interior finishes, landscaping, hardscape, utilities, and soft costs. • Site prep steps and costs to make the existing City facility sites available for private development. • Submit final plans and report for approval Action Steps  Prepare and send out RFP III. RESIDENT TASK FORCE AND COMMUNITY ENGAGEMENT An investment in new City facilities is a significant decision which has both financial implications in terms of capital outlay and operational finances. Such facilities also have a significant role in defining a community’s character, development patterns, and goals. Community engagement is critical to the adoption and long-term success of any plan. Therefore, the following engagement plan has been developed to involve community stakeholders in creating a facility plan. DRAFT 3 A. STAKEHOLDER TASK FORCE The City will create a stakeholder task force comprised of residents, businesses and other organizations within the City to provide insight and feedback for the facility needs discussion. Interested stakeholders will be asked to apply to serve on the task force. Council may either interview applicants themselves or establish a committee to interview applicants. Council will approve the task force membership as well as approve the task forces’ mission and directives. The task force is proposed to be comprised of 10-12 stakeholders with the following backgrounds: • 4-5 Residents The resident stakeholder cohort of should reflect the following perspectives: o Different geographic locations within the City o A diverse background o Varied tenure in the City o Variety of age ranges o Include property renters and owners • 2-3 Business Community The business stakeholder cohort should represent perspectives from: o Larger employer o Small business o Institutional or non-profit • City Council and Commission Members The Council should appoint one Councilmember to chair the Task Force and one Planning Commissioner to provide a land use perspective. • 1-2 At-large members Up to two positions should be reserved for applicants who do not meet the above criteria or fit into one of the categories, but provide a unique and valuable perspective to the discussion. Task Force Recruitment Plan Work with the Communications Department to develop messaging and communications strategy to recruitment of Task Force applicants • Use Newsletter, webpage and Social Media • Outreach to businesses (Direct, GV Business Council & Chamber) • Develop narrative for Councilmembers to recruit residents Action Step  Develop a recruitment plan with Communications Task Force Selection Process The selection of task force members will be based on a rubric which will include the following DRAFT 4 • Fit within one of the above cohorts • Ability to participate in meetings • Reason stated for serving on the task force • Skill, knowledge and perspective Selection Process • Review applications by staff • Review of applications, interviews, and selections by Council or staff/council committee • CC approves Task Force membership, mission and directive Action Step  Develop rubric for task force selection process Task Force Meetings The task force should plan to meet 4-6 times for two – three hours between the months of October 2020 and August 2021. B. COMMUNITY ENGAGEMENT In addition to establishing a task force, broader community engagement is necessary to inform the community and provide additional opportunities for input to achieve a general consensus for a plan. The Communications Department will play an important role in guiding the community engagement aspects of this study and developing a schedule to publish information. • Newsletter articles will provide basic information about the project goals and process • The City’s webpage will provide updated and more detailed information for review • Social media applications will remind followers of events and important dates or actions • Open houses (in-person or virtual), surveys, and feedback forums will provide stakeholders with information and opportunities to engage in the plan. Action Step  Develop a communications plan to inform residents of the study’s need, purpose and process IV. PROJECT SCHEDULE (Conceptual) July 15 Send RFP to prospective consultants Begin Task Force Recruitment Aug 10 Steering Committee reviews RFPs, Interviews top 2-3 Aug 14 Task Force Applications due Sept 1 & 8 Council interview Task Force candidates DRAFT 5 Sept 15 Consultant and Task force approved by Council Oct 2020 Begin work with Consultant and Task Force Meeting 1 – October 2020 Process overview, facilities tour Meeting 2 – December 2020 Review plans – Downtown & Fire Station Meeting 3 – February 2020 Develop key concepts/goals Meeting 4 – April 2020 Review conceptual plans / Scenarios, costs Meeting 5 – May/June 2021 Refine conceptual plan / Scenarios, costs Meeting 6 – July 2021 Finalize plan Aug 2021 Recommendation to Council DRAFT 1 ATTACHMENT A DOWNTOWN STUDY PHASE 3 WORK SCOPE The intent of this work scope is to complete a Downtown Framework Plan that builds upon Phases 1 and 2, including the interim reports for each phase. As a result of Phase 2, catalyst sites have been identified in the SW and NE quadrants. More refined concepts will be developed for these catalyst sites. It is intended that the NE quadrant concept will provide information that will be useful for the City’s planned municipal facilities study. Design guidelines will be developed for all four quadrants relating to sites, buildings, streets and walk/bikeways. Implementation strategies will be researched and identified. This planning process will involve meetings with the City Staff Team, Planning Commission/City Council, catalyst site property owners, and the general public. The work scope for the Golden Valley Downtown Study, Phase 3, consists of the following tasks, deliverables, and estimated hours and fees by task. Tasks Our work scope consists of the following three (3) tasks and related sub-tasks: Task 1 Prepare Draft Catalyst Site, Street and Trail Redevelopment Concepts 1.1 Refine SW and NE site concepts including building placement, massing, and character 1.2 Prepare draft street, sidewalk and trail schematic designs 1.3 Meeting with staff to gain feedback on concepts 1.4 Prepare revised concepts 1.5 Prepare draft site, building, street and walk/bikeway design guidelines for each quadrant 1.6 Meeting with PC/CC 1.7 Conduct community engagement for input on concepts and design guidelines Task 2 Prepare Final Concepts and Implementation Strategies 2.1 Prepare final concepts 2.2 Prepare final site, building, street and walk/bikeway design guidelines for each quadrant 2.3 Prepare draft implementation strategies 2.4 Meeting with staff to gain feedback on implementation strategies 2.5 Prepare final implementation strategies Task 3 Assemble Downtown Framework Plan Document 3.1 Prepare draft plan document 3.2 Meeting with staff to review draft document 3.3 Meeting with PC/CC to review draft plan document 3.4 Prepare final plan document 3.5 Meeting with CC to approve final plan document DRAFT 2 Project Deliverables Our work scope consists of the following deliverables: • A professionally prepared final Downtown Framework Plan document, in both physical and electronic format, that includes the following: o Interim Report (January 2020) elements o Refined catalyst site concepts for the SW and NE quadrants o Schematic design concepts for streets, sidewalks, trails, and the downtown pathway o Site, building, street and walk/bikeway design guidelines for each quadrant o Implementation strategies • Meetings with the City Staff Team, Planning Commission/City Council, the general public, and catalyst site property owners Estimated Hours and Fees by Task Hours Fees Task 1 120 $15,700 Task 2 50 $6,900 Task 3 60 $7,000 Reimbursable Expenses $400 Total 230 $30,000 DRAFT Golden Valley Council/Manager Meeting June 9, 2020 Agenda Item 5. Partners In Energy - Energy Action Planning Team Recruitment Process Prepared By Eric Eckman, Environmental Resources Supervisor Summary The City has begun the plan development phase of Xcel Energy’s Partners In Energy Community Collaboration Program. As part of this phase, the City will be recruiting an energy action planning team to help develop an energy vision, goals, priorities, and actions. All of this work will lead to the development of a strategic energy action plan for the community. In cooperation with Partners In Energy staff, City staff have laid out a process for recruitment, including member commitment and duties, member selection criteria, selection process, and advertisement/promotion of this opportunity. Energy Action Planning Team Team will consist of up to 12 community members, 1-2 City staff, and 1 MN GreenCorps Member. Member Commitment and Duties • Team members must be able to attend up to 3-5 facilitated workshops over 6 months. • Meetings start in July or August 2020 and occur every 4-5 weeks. (Meeting dates will be provided after the first meeting is set). • Depending on final membership composition, commitment levels, and the impacts of COVID- 19, one focus group meeting for targeted engagement may be added or replace a workshop. o Workshops and meetings will be professionally facilitated by Xcel Energy and Partners In Energy staff. o With current COVID-19 social distancing guidelines, Partners In Energy staff are prepared to hold workshops and engagements using remote video conferencing. • Team members will bring their unique perspective and experience to help the City develop an energy vision, goals, priorities, and actions resulting in the creation of a strategic energy action plan for the entire community. • Once the energy action plan is developed and received by City Council, the Energy Action Planning Team will be disbanded, and the City will move into Phase 2 of the Partners In Energy program (Plan Implementation with 18 months of assistance). Council/Manager Meeting Executive Summary City of Golden Valley June 9, 2020 2 Member Selection Criteria The City will conduct an open application process with a targeted approach to promote equity and enhance the diversity, perspective, and experience of the group and to reach key sectors that can greatly influence energy production and consumption in the City. Any resident of Golden Valley or an employee of a business or organization within Golden Valley is eligible to apply. The targeted approach will result in the Energy Action Planning Team having the following representation: • 1-2 Citizen(s) at-large • 3-4 members from City Boards and Commissions (i.e. Environmental Commission, Human Rights Commission, Rising TIDES Task Force, and possibly Human Services Commission or Planning Commission) • 3-4 members from Business sector o Golden Valley Business Council or Twin West Chamber of Commerce o Corporate - large corporation with energy/sustainability goals and experience o Industrial - industrial company with operations in Golden Valley o Commercial/Office – owner/operator, broker, property manager • 1-2 members from Multi-family Residential sector – owner, broker, property manager, residents • 2-3 members from Community/Institutional sector o Schools o Community-based organizations o Faith-based organizations o Youth or Seniors in Golden Valley If there are more applications received than spots available for any sector or group, the following criteria will be used to determine selection (based on answers to application questions): • Demonstrated commitment to energy-related improvements and actions. • Brings a unique perspective, knowledge, or experience to the team. • Demonstrated commitment to civic or professional groups, volunteer organizations, boards, commissions, committees, and task forces and experience with previous projects, events, plans, etc. • Other criteria as may be established by the selection committee. Selection process Staff will create a selection committee to review applications and select members based on the established criteria. The committee will be made up of 4 staff and chaired by one Council member (it was mentioned that Council member Fonnest may be interested). The committee will select up to 12 members and make a recommendation to the City Council for final approval of the Energy Action Planning Team roster at a Council meeting in July. Advertisement/Promotion The opportunity to serve on the energy action team is being promoted in the following ways: • May/June CityNews • City website news feeds • Social media Council/Manager Meeting Executive Summary City of Golden Valley June 9, 2020 3 • Mentioned at televised City Council meeting on May 19 • Targeted outreach through phone, email, mail, and in-person meetings • Announced at Board, Commission, and Task Force meetings and emailed to members Staff is in the process of creating a new webpage for Energy, including the Partners In Energy program, under the City’s Resilience and Sustainability webpage http://www.goldenvalleymn.gov/about/sustainabilityandresilience/index.php. This webpage will contain the energy action team application materials and all other pertinent information. Following plan development, the energy action plan will be posted on this webpage. Council direction on the recruitment process is requested. If directed to proceed, staff will finalize application materials and begin promoting the opportunity immediately. Financial Or Budget Considerations Staff time is required from several departments to develop and promote application materials, engage and recruit potential team members, and select team members. However, no budget implications are anticipated at this time. Golden Valley City Council/Manager Meeting June 9, 2020 Agenda Item 6. COVID-19 Operations Recovery and Readiness Plan Prepared By Kirsten Santelices, Human Resources Director Maria Cisneros, City Attorney Summary City staff is in the process of developing a COVID-19 Preparedness Plan in accordance with the Governor’s Executive Orders. The City’s Preparedness Plan is called the COVID-19 Operations Recovery and Readiness Plan (“CORR Plan” or “Plan”). Plan Organization The Plan is divided into four main sections and outlines a phased approach to reopening City facilities. The four sections of the plan are: I. Screening and Symptoms II. Hygiene and Respiratory Etiquette (for employees and visitors) III. Common Spaces Worksite Safety Plans IV. Department Worksite Safety Plans Plan Phases Each department is developing its own worksite safety plans, which are divided into three phases. The phases follow these general guidelines: • Phase I: All employees who can work remotely must work remotely. Employees who cannot work from home (for example, Police, Fire, and Public Works) will operate under strict social distancing and respiratory hygiene protocols. City services may be reduced to allow more employees to remain home. • Phase II: All employees who can work remotely must work remotely, but the number of employees working onsite may increase because the City is ready to increase the level of City services offered. Employees who cannot work remotely will operate under strict social distancing and respiratory hygiene protocols. Employees are able to work remotely, but service levels are significantly decreased or certain department services are not being provided. Executive Summary 2 • Phase III: Some employees may continue to work remotely, but the City is ready to provide most City services on-site with social distancing and hygiene protocols that meet state and CDC standards. Service Levels and Public Access to City Facilities During each phase of the CORR Plan, public access to City Facilities will increase. Staff is creating specific plans for upcoming events that will generate public traffic at City Facilities, including elections, public meetings, and Parks & Recreation programming. The table below provides a brief description of the activities and services levels for each department during each of the three phases of the CORR Plan. City Manager’s Office Phase I • Deskwork: All employees work remotely. • Customer Service: All customer-service functions provided remotely. • City Council, Boards & Commissions: All meetings held virtually (including public hearings and open forums). Phase II • Desk Work: To the extent possible, all employees work remotely. Services increased from Phase I. • Customer Service: Customer service counter open by appointment only. • City Council and Boards and Commissions: Meetings held remotely, but some may be held using a hybrid in-person/remote model. Phase III • Desk Work: Most employees work onsite, some employees work remotely. • Customer Service: Customer Service desk is open for appointments and walk-ins. • City Council, Boards & Commissions: In person meetings resumed with social distancing and hygiene protocols. Some virtual options may still be offered. Administrative Services Phase I • Deskwork: Most employees work remotely; some employees work limited hours onsite to handle critical functions, such as deposits, mail, and check registers. • Customer Service (General Services): All customer-service provided remotely. • DMV: Closed. Phase II • Deskwork: Most employees work remotely; some employees work limited hours onsite to handle critical functions, functions that cannot be completed remotely. Services increased from Phase I. • Customer Service (General Services): Customer service desk may open by appointment only. • DMV: Some employees working onsite. Desk open by appointment only. Service also provided via drop-box. Phase III • Deskwork: Most employees work onsite, some employees work remotely. • Customer Service: Customer Service desk open for both appointments and walk-ins. • DMV: Facilities open with social distancing and hygiene protocols in place. May continue to take appointments. Physical Development Phase I • Deskwork: All employees work remotely. • Customer Service: All customer-service provided remotely. • Field inspections: Virtual or picture review. Executive Summary 3 Phase II • Deskwork: Most employees work remotely; some employees work limited hours onsite to handle critical functions, functions that cannot be completed remotely, and limited in- person customer service. Services increased from Phase I. • Customer Service: Customer service desk open by appointment. • Field inspections: Virtual or picture review. Some in person inspections with no other individuals present. Phase III • Deskwork: Most employees work onsite, some employees work remotely. • Customer Service: Customer Service desk open for both appointments and walk-ins. • Field inspections: Virtual or picture review. Some in person with social distancing and hygiene protocols followed. Public Works Phase I • Deskwork: All employees work remotely. • Customer Service: All customer service provided remotely. • Field Work: Work completed onsite under strict social distancing and hygiene protocols. Phase II • Deskwork: Most employees work remotely; some employees work limited hours onsite to handle critical functions, functions that cannot be completed remotely, and limited in- person customer service. Services increased from Phase I. • Customer Service: Customer service by appointment. • Field Work: Work completed onsite under strict social distancing and hygiene protocols. Phase III • Deskwork: Most employees work onsite, some employees work remotely. • Customer Service: Customer Service by appointment and walk-in. • Field inspections: Virtual or picture review. Some in person with social distancing and hygiene protocols followed. Police Phase I • Deskwork: All employees work remotely to the extent possible. Limited staff at Public Safety Building. • Patrol: Shift schedule to three officer teams to eliminate potential for widespread exposure. • Public Safety Service Desk: Open to the public. Phase II • Deskwork: Most employees work remotely; some employees work limited hours onsite to handle critical functions, functions that cannot be completed remotely. Services increased from Phase I. • Patrol: Begin to resume regular schedules but maintain some scheduling changes to contain potential for widespread exposure. • Public Safety Service Desk: Open to the public. Phase III • Deskwork: Most employees work onsite, some employees work remotely. • Patrol: All employees onsite, resume regular schedules. May continue some schedule changes depending on public health guidance for first responders. • Public Safety Service Desk: Open to the public. Fire Phase I • Deskwork: All employees work remotely to the extent possible. • Firefighters: Critical staff onsite. • Training: Most training postponed or conducted remotely. Executive Summary 4 Phase II • Deskwork: Most employees work remotely. Some employees work limited hours onsite to handle critical functions and functions that cannot be completed remotely. • Firefighters: Critical staff onsite. • Training: Regular training resumed with strict social distancing and hygiene protocols. Phase III • Deskwork: Most employees work onsite, some employees work remotely. • Firefighters: All staff onsite. • Training: Regular training resumed with some social distancing and hygiene protocols. Parks and Recreation Phase I • Deskwork: All employees work remotely. • Customer Service: All customer-service functions provided remotely. • Retail Services: Catering, golf course, golf shop, 316 Bar & Grill, Backyard all closed. • Programming: All in-person programming cancelled. HomeRECed available. Phase II • Deskwork: Most employees work remotely. Some employees work limited hours onsite to handle critical functions, functions that cannot be completed remotely. • Customer Service: Limited customer services functions onsite by appointment. • Retail Services: Golf course, golf shop, and 316 Bar & Grill open for limited services. Catering, Backyard closed. • Programming: Some in-person programming resumed following state requirements and strict social distancing and hygiene rules. HomeRECed available. Some leagues and trainings resumed. Phase III • Deskwork: Most employees work onsite, some employees work remotely. • Customer Service: Customer Service desk open for both appointments and walk-ins. • Retail Services: Golf course, golf shop, and 316 Bar & Grill providing most services. Catering providing some services under state guidelines for larger gatherings. Backyard closed until pandemic passes. • Programming: Most in-person programming resumed with social distancing and hygiene rules. HomeRECed available. Additional leagues and trainings resumed. Financial or Budget Considerations Not Applicable Supporting Documents • COVID-19 Operations Recovery and Readiness Plan (82 pages) COVID-19 Operations Recovery and Readiness Plan COVID-19 Operations Recovery and Readiness Plan 2 Introduction and Purpose The City of Golden Valley is committed to providing a safe and healthy workplace for all of its employees. The City has developed this COVID-19 Operations Recovery and Readiness Plan (“CORR Plan” or “Plan”) to mitigate the potential for transmission of COVID-19 within the workplace. Managers and workers are all responsible for implementing this plan. Only through this cooperative effort can we establish and maintain the safety and health of all persons in our workplaces This CORR Plan describes how the City will provide a safe and healthy workplace for its workers in response to the COVID-19 pandemic. The Plan follows Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MHD) guidelines, as well as federal Occupational Safety and Health Administration (OSHA) standards related to COVID-19. The Plan is divided into four sections: I. Screening and Symptoms II. Hygiene and Respiratory Etiquette (Employee and Visitor) III. Common Spaces Worksite Safety Plans IV. Department Worksite Safety Plans Sections I, II, and III apply to all employees of the City and all visitors to City facilities. Section IV: Department Worksite Safety Plans include step-by-step instructions for employees within each department who are performing on-site work responsibilities. Each Department Worksite Safety Plan covers the required personal protective equipment (PPE) and social distancing guidelines for each department function, as well as cleaning, disinfecting, and decontamination procedures. Phased-Approach Each worksite safety plan was created using a phased approach to reopening City facilities: • Phase I: Employees shall only report onsite for work that cannot be completed remotely. • Phase II: Employees are able to work remotely, but service levels are significantly decreased or certain department functions are not being done. • Phase III: Employees are able to work remotely, but the City is ready to resume business operations on-site. Department Worksite CORR Plan Coordinator Each department has a Worksite CORR Plan Coordinator. The Department CORR Plan Coordinator shall: 1. Work with the Emergency Management Director to maintain inventory of necessary supplies, PPE and other equipment required under these policies (Appendix ___); 2. Collaborate with human resources to employ appropriate staffing models and schedules; 3. Report activities, problems, challenges, issues, and feedback weekly to the Emergency Management Team. Additionally, the Department CORR Plan Coordinator shall be responsible for the distribution of the CORR Plan and affiliated policies to all department employees. The Coordinator will ensure all department employees receive the necessary training required to perform their responsibilities under these policies and maintain the department Communication and Training Log (Appendix __). COVID-19 Operations Recovery and Readiness Plan 3 I. Screening and Symptoms The purpose of this section is to provide protocols that will ensure the prompt identification and isolation of sick persons at City Facilities. The City has implemented a number of temporary policies to address illness, leave options, and COVID-19 exposure. Employees are required to adhere to all of these policies. The City will provide accommodations for workers with underlying medical conditions or who have household members with underlying health conditions. Employee Health Screening Employees are required to actively monitor their own health. Each day, employees shall use the CDC “Self- Checker.” prior to performing work on-site. The employee shall only be required to notify their supervisor if they are experiencing symptoms or the CDC Self-Checker recommends isolation or medical attention. Employees are required to continually screen themselves for the following symptoms: • Persistent cough • Runny nose • Sore throat • Fever (100.4 degrees oral) • Shortness of breath • Chills • Muscle pain • Vomiting or diarrhea within the last 24 hours • New loss of smell or taste Employee or Household Illness If an employee or a person in the employee’s household, or someone under the care of an employee is exhibiting any of the symptoms listed above the employee should notify their supervisor as soon as practically possible and follow these guidelines: COVID-19 Operations Recovery and Readiness Plan 4 COVID-19 Exposure Policy Employee Secondary Exposure If a member of the employee’s household, or someone under the care of an employee is exposed to a suspected or confirmed case of COVID-19, the employee should notify their supervisor, but may continue to work on-site as long as the employee and members of the employee’s household remain asymptomatic. If at any time the employee or member of the employee’s household starts to show symptoms, the employee shall notify their supervisor immediately. Employee Direct Exposure to Suspected or Confirmed Case of COVID-19 If at any time an employee has come in contact with someone who has a suspected or confirmed positive case of COVID-19 the employee should notify their supervisor and human resources immediately. The City shall implement the following measures recommended by the CDC and MDH. Removal from On-Site Work If the employee is at work and learns that someone with whom they have been in contact has a suspected or confirmed case of COVID-19, they shall be sent home immediately. If the employee is at home, they shall be instructed not to report to work on-site. Conduct Exposure Risk Analysis Human Resources and the supervisor shall conduct a risk analysis using the table below to determine if contact exposure has occurred. The Human Resources Department shall update the table as the CDC’s Public Health Recommendations for Community Related Exposure and Guidance for Risk Assessment and Work Restrictions for Healthcare Personnel change and as any other guidance from the CDC or MDH is released. Person: Exposure to: Recommended Precautions: • Member of employee’s household • Employee’s intimate partner • Individual providing care in a household without using recommended infection control precautions • Individual who has had close contact 1 with employee for a prolonged period of time,2 unless employee is an emergency responder and contact occurred while employee was wearing personal protective equipment (PPE). Person with symptomatic COVID-19 during period beginning 48 hours before symptom onset until meets criteria for discontinuing home isolation (can be a laboratory-confirmed disease or a clinically compatible illness in a state or territory with widespread community transmission) • Stay home until 14 days after last exposure and maintain social distance (at least 6 feet) from others at all times • Self-monitor for symptoms o Check temperature twice a day o Watch for fever (100.4°F; oral), cough, or shortness of breath • Avoid contact with people at higher risk for severe illness (unless they live in the same home and had same exposure) • Follow CDC guidance and inform supervisor if employee develops symptoms 1 Contact means < 6 feet 2 Prolonged period of time means 15 minutes or more COVID-19 Operations Recovery and Readiness Plan 5 The employee shall remain home while the City conducts this analysis. The employee shall be paid their regular rate of pay during this time and shall not be required to use PTO or other leave. At the conclusion of the risk analysis, the City shall inform the employee if a period of isolation is required. Period of Isolation If a period of isolation is required, the duration of such time shall be determined by the Minnesota Department of Health “COVID-19 and When to Return to Work” guidance. However, the employee may return sooner if one or both of the following occur: • It is determined that the individual with the suspected case of exposure is confirmed negative; or • The employee voluntarily submits a confirmed negative viral COVID-19 test following the advice of the employee’s medical provider. Antibody tests shall not be accepted. o The employee shall submit their proof of negative results to Human Resources. These results shall be kept confidential in accordance with HIPPA and the Minnesota Data Practices Act. Employee Pay During Period of Isolation If a period of isolation is required: • Employees who are able may work remotely (telework). • If the employee is unable to work due to any reasons under the City’s COVID-19 Temporary Federal Leave Policies the employee may qualify for paid emergency sick leave. • If the employee is unable to telework due to the requirements of their job and does not qualify for emergency paid sick leave, the employee will be required to follow existing City paid leave policies (including sick, vacation, PTO, and comp time). If the employee develops symptoms at any time, the employee should notify their supervisor and continue to remain offsite. Employee Confirmed Positive Case of COVID-19 If at any time an employee is confirmed to have COVID-19, the employee shall immediately notify their supervisor and human resources. The employee’s supervisor or designee shall serve as the point of contact with the employee. The following procedures shall be followed. Removal from On-Site Work If the employee is at work, they shall be sent home immediately. If the employee is at home, they shall be instructed not to report to work on-site. Period of Isolation During the period of isolation: • Employees who are able may work remotely (telework). • If the employee is unable to work due to sickness, the employee may qualify for paid emergency sick leave under the City’s COVID-19 Temporary Federal Leave Policy. • If the employee is unable to telework due to the requirements of their job and does not qualify for emergency paid sick leave, the employee will be required to follow existing City paid leave policies (including sick, vacation, PTO, and comp time). Reporting Exposure The City shall compile information on persons who had contact with the ill employee during work hours during the time the employee had symptoms and up to 48 hours prior to showing symptoms. COVID-19 Operations Recovery and Readiness Plan 6 • Any other individuals who have had close contact (within 6 feet of the employee during this time) may be considered “exposed” and shall be subject to the “Employee Direct Exposure to Suspected or Confirmed Case of COVID-19” provisions of this policy. The City shall notify all of the identified individuals of the potential exposure. Pursuant to the MN Data Practices Act and the Americans with Disabilities Act (ADA), the City will not share the name of the individual with anyone. Additional Decontamination All workspace surfaces, vehicles, and equipment that the employee used up to 48 hours prior, will be cleaned and disinfected following CDC cleaning and disinfecting recommendations. Returning to Work An employee who had COVID-19 may return to work once the conditions under the CDC’s guidance on “Ending Home Isolation” are met. Communication Regarding Employee Health The City will protect the privacy of all employees, employees’ medical information, and information about accommodations or leaves in accordance with all applicable federal and state laws. COVID-19 Operations Recovery and Readiness Plan 7 Visitor On-Site Health This section contains policies that members of the public and vendors must follow while visiting City Facilities. All City Facilities, including Brookview and City Hall, are closed to the public until further notice. Whenever possible, members of the public should access City services online or by phone. The City will gradually reopen all of its facilities to the public and all updates will be shared on the City’s website. When visiting City Facilities, visitors are asked to follow these policies: 1. Visitors should not visit City Facilities if they are experiencing symptoms of COVID-19 or if they have recently been exposed to a suspected or confirmed case of COVID-19. Visitors are encouraged to use the CDC Self-Checker before visiting City facilities. The symptoms of COVID-19 include: • Persistent cough • Runny nose • Sore throat • Fever (100.4 degrees oral) • Shortness of breath • Chills • Muscle pain • Vomiting or diarrhea within the last 24 hours • New loss of smell or taste 2. Individuals who visit City Facilities may be required to make an appointment. Individuals should check the City’s website for instructions. 3. When visiting City Facilities in person, visitors should observe the following rules: • Minimize the number of nonessential visitors at City Facilities. • Before entering City Facilities, all visitors ages two and older are asked to wear a clean mask or a cloth covering that meets the CDC guidelines. • While in City Facilities, visitors are asked to practice good hygiene and respiratory etiquette. Visitors should cover their mouth and nose with a tissue when coughing or sneezing and to avoid touching their face, in particular their mouth, nose and eyes, with their hands. Employees and visitors should dispose of tissues in the trash and wash or sanitize their hands immediately afterward. • Visitors to City Facilities shall practice social distancing by remaining at least six feet away from others. All visitors shall wait on social distancing floor markers and follow all posted instructions. COVID-19 Operations Recovery and Readiness Plan 8 II. Hygiene and Respiratory Etiquette All employees and visitors are instructed to cover their mouth and nose with a tissue when coughing or sneezing and to avoid touching their face, in particular their mouth, nose and eyes, with their hands. Employees and visitors should dispose of tissues in the trash and wash or sanitize their hands immediately afterward. Additionally, all employees are required to follow the City’s Temporary Facial Covering (Masks) policy. Communicating Hygiene and Respiratory Etiquette Respiratory Etiquette Posters Appropriate respiratory etiquette will be demonstrated on posters placed in the locations listed below. (Posters in Appendix __) Brookview Lower Level Upper Level Golf Course and Lawn Bowling Each restroom door Windows at entrances Windows at entrances Each room entrance door Each restroom door Each restroom door Staff check-in area Room entrances Bottom of stairway Park and Rec office Electronic display screen Top of stairway Electronic display screen City Hall: Upper Level City Manager’s Office General Services Finance and IT Public Facing Spaces Kitchen/Breakroom door Outside general services door Department bulletin board Hallway Door to City Manager’s Office Women’s restroom door Department bulletin board On individuals’ office doors City Manager’s Customer Service Desk Men’s restroom Door On wall panels across rotary club panel By Accountants’ cubicle panes City Chambers Door Manager’s Conference Room Door On door to supply room Council Conference Room (both doors) Doorway in the hallway On door where Hennepin County EE’s work Women’s restroom door Men’s restroom door City Hall: Lower Level DMV Physical Development Public Facing Spaces Door to DMV Outside Lower Level Conference Room door Entryway to City Hall Wall flanking both sides counter Central area on tripod Women’s restroom door Door to conference room across from DMV counter Both entry points into lower level ( counter & back entry) Men’s restroom door Break Room Partition wall near door Corridor outside of Physical Development Counter (closer to DMV) COVID-19 Operations Recovery and Readiness Plan 9 Public Safety Police Upper Level Police Lower Level Fire Station One Fire Station Two Fire Station Three On doors from lobby to administration area Gym door Doors separating the office/day room area from the apparatus bay. Hallway outside office area, doors to day room Hallway outside office area, and on doors for both Doors entering east and west hallway Women’s locker room/restroom door Women’s restroom door in shared hallway Women’s restroom door Women’s restroom door Doors entering report writing and patrol area from east hallway. Men’s locker room/restroom door Men’s restroom door in shared hallway Men’s restroom door Men’s restroom door Near printer in shared spaces Training Room door One in breakroom Lunchroom door Roll call room (including attached garage into roll call room) Doors entering investigations division Public Works Park Maintenance Vehicle Maintenance Utilities Maintenance Lunchroom door Lunchroom door Lunchroom door One on each restroom door One on each restroom door One on each restroom door Laundry room door Laundry room door Laundry room door Entry door Entry door Entry door COVID-19 Operations Recovery and Readiness Plan 10 Trash Receptacles, Tissues, Hand Sanitizer The City shall make tissues, hand sanitizer, and trash receptacles available to all workers and visitors. The supplies will be placed in the locations listed below. Brookview Lower Level Upper Level Golf Course and Lawn Bowling Bar Patio trash bins Host area Walk-up counter Host area Patio trash bins Back of house Room entrances Bar Room entrances Restrooms Walk-up counter Restrooms Top of stairway Back of house Building entrances Inside park and rec office Near guest services City Hall: Upper Level City Manager’s Office General Services Finance and IT Public Facing Spaces Inside Manager’s Conference Room On front lower counter In each office and cubicle Inside Council Chambers In each office and cubicle On counter near computer terminal Inside Council Conference Room One near printer In each cubical Inside each restroom One in each restroom Hallway outside Council Chambers One in the breakroom City Hall – Lower Level DMV Physical Development Public Facing Spaces Back vestibule to DMV for employees entering and exiting At Sanitizer/PPE Stations located in Engineering/ Inspections Physical Development Counter Directly inside City Hall front doors Breakroom seating area First floor restrooms High table in central area DMV front counter Front Counter (employee side) Individual employee workstations Mud Room Plan Review Area Copiers and prep area Back entry door COVID-19 Operations Recovery and Readiness Plan 11 Public Safety Police Upper Level Police Lower Level Fire Station One Fire Station Two Fire Station Three Front lobby Training room Each individual office Office Office At each desk Lunchroom Day room Under the drinking fountain in the hallway Apparatus bay (2) Roll call room Women’s locker room/restroom SCBA room Day room Day room Report writing room Men’s locker room/restroom Kitchen Kitchen Kitchen Front office booking room Women’s restroom Women’s restroom Women’s restroom Men’s restroom Men’s restroom Men’s restroom Public Works Park Maintenance Vehicle Maintenance Utilities Maintenance Lunchrooms Lunchrooms Lunchrooms Restrooms Restrooms Restrooms Equipment Bays Equipment Bays Equipment Bays The CORR Plan Coordinator for each department shall be responsible for the maintenance of such posters and supplies (including garbage cans, tissue, and hand sanitizer). Handwashing Employees shall regularly wash their hands following Minnesota Department of Health standards as depicted within “Hand-Washing” signs. Hand washing must occur: 1. At the start of employees shift 2. Before preparing food or working with equipment 3. When changing tasks 4. After removing gloves 5. After handling chemicals or using electronic devices 6. After touching anything that may contaminate hands All employees handling or preparing food shall regularly wash their hands in a designated hand wash sink. Temporary Facial Covering (Masks) Except as otherwise noted in this policy, the City requires employees to wear a mask or similar face covering (“Mask”) in the workplace during the COVID-19 health crisis until face coverings are no longer recommended by the CDC. Employees should refer to the short video guide for proper mask use. Required Masks Employees that perform on-site job responsibilities must wear a Mask while they are performing those responsibilities. This policy applies to all employees conducting on-site work, and work-related travel, except under the following circumstances: COVID-19 Operations Recovery and Readiness Plan 12 • Employee is performing individual, isolated work at their own desk/workstation; or • Employee is performing individual, isolated outdoor field work and social distancing requirements are maintained at all times; or • Employee is isolated in a City vehicle; or • Police department employees involved in the field training program, only while employees are in police vehicles and with their assigned FTO. The City will provide a simple disposable Mask to employees who are required to wear them under this policy. Per CDC guidelines, employees who are not performing the functions of a healthcare worker or medical first responder shall not be issued surgical masks or N-95 respirators. Employees may also choose to wear their own mask. Employees will be responsible for ensuring that masks meet the standards set forth by the CDC and for the laundering services of their own face masks (see ‘Homemade Masks’ below). Additionally, under ADA requirements the City will provide reasonable accommodations to individuals who are unable to wear facial coverings. Voluntary Masks Employees who are not required, but prefer to wear a face Mask, may do so as long as the employee is still able to perform the essential functions of their job. Homemade Masks Employees other than healthcare workers or medical first responders may bring their own Masks. Employees who bring their own Masks should consult and follow CDC Guidelines (Appendix A) and CDC Face Covering Do’s and Don’ts (Appendix B). Employees may not use materials that violate the City’s Respectful Workplace policy, including materials that contain offensive pictures or language. Additionally, employees who voluntarily use Masks are encouraged to consult and follow the CDC guidelines on laundering masks and clothing items. Personal Protective Equipment (PPE) Employees shall continue to follow all current department policies on the use of Masks and Personal Protective Equipment (PPE). This includes, but is not limited to Police, Fire, Public Works, and Golf Maintenance. COVID-19 Operations Recovery and Readiness Plan 13 III. Common Spaces Worksite Safety Plans The following procedures apply to the use and decontamination of City common spaces. Employees and visitors are required to follow the established procedures for each of the spaces listed within this policy. • Building and Ventilation Protocols • Brookview: Banquet Facility • Brookview: Conference Rooms • Brookview: Common Spaces • City Hall: City Council Chambers • City Hall: Conference Rooms o Council-Conference Room o Manager’s Conference Room o Lower Level Conference Room • City Hall: City Manager’s Office Common Spaces • City Hall: Lower Level Common Spaces o Employee Breakroom/Kitchen o Mud Room and Plan Review Area • City Hall: Restrooms • Public Safety Fire Station 1 • Public Safety Fire Station 2 • Public Safety Fire Station 3 • Public Safety Police Upper Level • Public Safety Police Lower Level • Public Works: Common Spaces o Lunchroom o Restroom/Locker Room COVID-19 Operations Recovery and Readiness Plan 14 Building and Ventilation Protocols General Building Conditions Each department must assess the status and capacities of the utility-systems within the building (e.g. ventilation, water-supply, sewer, gas), as well as potential issues associated with vermin, molds, and mildew, prior to putting the building into an operational status. 1. Follow established protocols for starting mechanical, electrical, plumbing, life-safety, and other systems after non-use according to the Authorities Having Jurisdiction. 2. Assess the building for indications of pest and vermin infestation, and consult a pest-control professional as appropriate. 3. See CDC’s Guidance for Reopening Buildings After Prolonged Shutdown or Reduced Operation. Ventilation System Start-up Each department must evaluate the operational capacity, and increase, improve, and maintain ventilation provided throughout the building. 1. Increase the outdoor air-percentage to increase dilution of contaminants, and eliminate recirculating, whenever possible, while maintaining indoor air-conditions. 2. For heating-ventilation-air-conditioning systems that recirculate air, businesses need to improve central air filtration to at least the MERV-13 or the highest compatible with the filter rack (at least MERV-14 preferred), and seal the edges of filters to further limit by-pass around the filters. 3. Replace and upgrade air filters prior to re-occupancy. 4. Run systems on full economizer as outside air conditions allow. 5. Consult an HVAC professional to ensure proper ventilation is maintained. Day-To-Day Operations Once systems are in a safe operational status, businesses should ensure the following practices and protocols are maintained: 1. Continuously maximize fresh-air into the workplace, and eliminate air recirculation. 2. Maintain relative humidity levels of RH 40-60% 3. Keep systems running longer hours (24/7 if possible) to enhance the ability to filter contaminants out of the air. 4. Add a flush cycle to the controls of the HVAC system, and run HVAC systems for 2-hours before and after occupancy. 5. Check and rebalance the HVAC system to provide negative air-pressure whenever possible. 6. Supplement ventilation-system with the use of portable HEPA filter units whenever possible. 7. Minimize air-flow from blowing across people. 8. Consult an HVAC professional or the American Society of Heating, Refrigerating and Air-Conditioning Engineers to ensure proper ventilation is provided, and ventilation-systems are properly maintained. See ASHRAE’s COVID-19 Preparedness Resources. COVID-19 Operations Recovery and Readiness Plan 15 City Hall: Council Chambers Phase I: Council Chambers may only be accessed as needed to ensure the remote Council meetings are live streamed. Phase II: Employees shall only use the Council Chambers when a virtual meeting is not possible or practical or for live/online hybrid meetings and must follow established room procedures, maximum capacity, and room layout. Phase III: Council Chambers shall be open for public use pursuant to normal City facility-use procedures. Supplies Each room shall be equipped with the following supplies: • Spray bottles (3% bleach to water solution) • Paper towels • Gloves • Hand Sanitizer The room shall also have hygiene and respiratory etiquette posters placed on the doorway(s), and near the garbage/recycling receptacles. The City Manager’s Office CORR Plan Coordinator shall be designated to monitor each of the conference rooms for the necessary supplies and posters. Room Capacity The maximum capacity of the City Council Chambers is __ individuals. Room Usage In accordance with the City Hall phasing schedule (see above) the Council Chambers may be used for the purposes below, and only when virtual meetings are impractical: • City Council And Council/Manager Meetings • Planning Commission and Board Of Zoning Appeals Meetings • Other City Board/Commission Meetings • City Staff Meetings/Training • City Bid Openings • Election Judge Training • Voting On Election Days • Candidate Forums by the Golden Valley League Of Women Voters Scheduling Meetings Meetings shall be scheduled through the City’s Outlook platform. • If any meeting includes non-employees, the scheduler is responsible for ensuring that visitors follow City policies. The scheduler may also encourage visitors to wear facial coverings (masks) while on- site. • To allow for proper decontamination, appointments must be scheduled with a minimum of 15 minutes time between each meeting. • Communicate expectations with all employees and visitors (“guests”) prior to the meeting. Meeting Preparation The meeting scheduler who is running the meeting shall: COVID-19 Operations Recovery and Readiness Plan 16 a. Arrive five minutes early to the scheduled meeting. b. Use bleach solution and paper towels located on the table directly outside the conference room to wipe down ‘Door Handle A’ and prop open ‘Door A’ until all guests have arrived. c. Ensure the room is set-up to the layout appropriate for the use (Appendix ____). d. Set up appropriate technology (as needed) by decontaminating keyboards, mouse, and faceplate using a disinfectant wipe. e. Ensure all guests maintain a minimum of 6 feet from one another. Entering Council Chambers Guests entering the room shall follow the path established in the appropriate layout. Exiting Council Chambers Guests should exit the room through ‘Door A.’ • The first guest to leave should be closest to the door and use a paper towel to open the door and prop it open. • All guests may follow, while keeping 6 feet from each other and avoiding contact with anything. Post-Meeting Following the meeting, the scheduler shall: • Decontaminate all high-touch surfaces, including tables, chairs, technology, light switches, etc • Turn off the lights, close the door, wipe the door handle, and throw the paper towels in the trash receptacle in the hallway. If the scheduler notices supply inventory is low, the scheduler shall notify Ted Massicotte (tmassicotte@goldenvalleymn.gov). COVID-19 Operations Recovery and Readiness Plan 17 City Hall: Conference Rooms Phase I: City Hall conference rooms are closed. Phase II: All City Hall conference room shall only be scheduled for use by employees for City business. City Hall conference room shall not be available for use by outside agencies. Employees shall only use a City Hall conference room when a virtual meeting is not possible or practical, and must follow the established room procedures. Each room has an established maximum capacity and room layout. Phase III: City Hall conference rooms shall be open for public use pursuant to normal City facility-use procedures. Supplies Each room shall be equipped with the following supplies: • Spray bottles (3% bleach to water solution) • Paper towels • Gloves • Hand Sanitizer Each room shall also have hygiene and respiratory etiquette posters placed on the doorway(s), and near the garbage/recycling receptacles. A Department CORR Plan Coordinator shall be designated to monitor each of the conference rooms for the necessary supplies and posters. COVID-19 Operations Recovery and Readiness Plan 18 Council Conference Room The maximum capacity of the Council Conference Room is six individuals. Scheduling Meetings Meetings shall be scheduled through the City’s Outlook platform. • If any meeting includes non-employees, the scheduler is responsible for ensuring that visitors follow the City’s Visitor Health and other relevant City policies. The scheduler may also encourage visitors to wear facial coverings (masks) while on-site. • To allow for proper decontamination, appointments must be scheduled with a minimum of 15 minutes time between each meeting. • Communicate expectations with all employees and visitors (“guests”) prior to the meeting. Meeting Preparation The meeting scheduler who is running the meeting shall: a. Arrive 5 minutes early to the scheduled meeting. b. Use bleach solution and paper towels located on the table directly outside the conference room to wipe down ‘Door Handle A’ and prop open ‘Door A’ until all guests have arrived. c. Ensure the room is set-up to one the layout listed in Appendix ____. d. Set up appropriate technology (as needed) by decontaminating keyboards, mouse, and faceplate using a disinfectant wipe. e. Ensure all guests maintain a minimum of six feet from one another. Entering Conference Room Guests entering the room shall follow the path established in the appropriate layout. Exiting Conference Room Guests should exit the room through ‘Door A.’ • The first guest to leave should be closest to the door and use a paper towel to open the door and prop it open. • All guests may follow, while keeping six feet from each other and avoiding contact with anything. Post-Meeting Following the meeting, the scheduler shall: • Decontaminate all high-touch surfaces, including tables, chairs, technology, light switches, etc.; and • Turn off the lights, close the door, wipe the door handle, and throw the paper towels in the trash receptacle in the hallway. If the scheduler notices supply inventory is low, the scheduler shall notify Ted Massicotte (tmassicotte@goldenvalleymn.gov). COVID-19 Operations Recovery and Readiness Plan 19 Manager’s Conference Room The maximum capacity of the Manager’s Conference Room is four individuals. Scheduling Meetings Meetings shall be scheduled through the City’s Outlook platform. • If any meeting includes non-employees, the scheduler is responsible for ensuring that visitors follow the City’s Visitor Health and other relevant City policies. The scheduler may also encourage visitors to wear facial coverings (masks) while on-site. • To allow for proper decontamination, appointments must be scheduled with a minimum of 15 minutes time between each meeting. • Communicate expectations with all employees and visitors (“guests”) prior to the meeting. Meeting Preparation The meeting scheduler who is running the meeting shall: a. Arrive 5 minutes early to the scheduled meeting. b. Use bleach solution and paper towels located on the table directly outside the conference room to wipe down and prop open the door until all guests have arrived. c. Ensure the room is set-up to the layout listed in Appendix ____. d. Set up appropriate technology (as needed) by decontaminating keyboards, mouse, and faceplate using a disinfectant wipe. e. Ensure all guests maintain a minimum of six feet from one another. Entering Conference Room Guests entering the room shall follow the path established in the appropriate layout. Exiting Conference Room If any guest needs to leave the meeting at any time, the individual should carefully exit the room and avoid contact with others. At the conclusion of the meeting, the first guest to leave should to the extent possible, be closest to the door and use a paper towel to open the door and prop it open. All guests may follow, while keeping six feet from each other and avoiding contact with anything. Post-Meeting Following the meeting, the scheduler shall: • Decontaminate all high-touch surfaces, including tables, chairs, technology, light switches, etc.; and • Turn off the lights, close the door, wipe the door handle, and throw the paper towels in the trash receptacle in the hallway. If the scheduler notices supply inventory is low, the scheduler shall notify Ted Massicotte (tmassicotte@goldenvalleymn.gov). COVID-19 Operations Recovery and Readiness Plan 20 Lower Level Conference Room The maximum capacity of the Lower Level Conference Room is five individuals. Scheduling Meetings Meetings shall be scheduled through the City’s Outlook platform. • If any meeting includes non-employees, the scheduler is responsible for ensuring that visitors follow the City’s Visitor Health and other relevant City policies. The scheduler may also encourage visitors to wear facial coverings (masks) while on-site. • To allow for proper decontamination, appointments must be scheduled with a minimum of 15 minutes time between each meeting. • Communicate expectations with all employees and visitors (“guests”) prior to the meeting. Meeting Preparation The meeting scheduler who is running the meeting shall: a. Arrive 5 minutes early to the scheduled meeting. b. Use bleach solution and paper towels located on the table directly outside the conference room to wipe down and prop open the door until all guests have arrived. c. Ensure the room is set-up to the layout listed in Appendix ____. d. Set up appropriate technology (as needed) by decontaminating keyboards, mouse, and faceplate using a disinfectant wipe. e. Ensure all guests maintain a minimum of six feet from one another. Entering Conference Room Guests entering the room shall follow the path established in the appropriate layout. Exiting Conference Room If any guest needs to leave the meeting at any time, the individual should carefully exit the room and avoid contact with others. At the conclusion of the meeting, the first guest to leave should to the extent possible, be closest to the door and use a paper towel to open the door and prop it open. All guests may follow, while keeping six feet from each other and avoiding contact with anything. Post-Meeting Following the meeting, the scheduler shall: • Decontaminate all high-touch surfaces, including tables, chairs, technology, light switches, etc.; and • Turn off the lights, close the door, wipe the door handle, and throw the paper towels in the trash receptacle in the hallway. If the scheduler notices supply inventory is low, the scheduler shall notify Ted Massicotte (tmassicotte@goldenvalleymn.gov). COVID-19 Operations Recovery and Readiness Plan 21 City Hall: City Manager’s Office Common Spaces All common spaces shall be cleaned daily according to the City Hall cleaning contract. Spaces shall also be cleaned more frequently as required under the procedures below. Each room shall also have hygiene and respiratory etiquette posters placed on the doorway(s), near the garbage/recycling receptacles, and in the hallway. The City Manager’s Office CORR Plan Coordinator shall monitor each of the common rooms for the necessary supplies and posters. City Manager’s Office Waiting Area All posters, handouts, and other frequently touched items shall be removed from the City Manager’s Office Waiting area and customer service counter. Additionally, all chairs shall be removed from the waiting area. Only one customer/visitor shall be permitted at the counter at one time. All other customers/visitors shall wait on the social distancing floor markers in the hallway. Employee Kitchen/Breakroom Employees shall have access to the breakroom during Phases II-III. Only one employee may enter the breakroom at one time and must properly decontaminate all surfaces and appliances after each use. The kitchen/breakroom shall be equipped with the following supplies: • Spray bottles (3% bleach to water solution) • Paper towels • Gloves • Hand Sanitizer City Manager’s Office Restrooms Only one individual is permitted to occupy the restroom at one time. Each restroom shall be affixed with a lock. Employees shall lock the door upon entry. Employees are required to wash their hands after using the facility and shall sanitize the door handles and any other touched surfaces with a paper towel and bleach spray. Employees waiting to use the restroom shall wait six feet apart outside the City Council’s work desk, or at their own desk. The restroom shall be equipped with the following supplies: • Spray bottles (3% bleach to water solution) • Paper towels • Hand soap • Gloves Water Fountains Community drinking stations and water-fountains should not be available/used. Touchless water-filling stations may still be provided. COVID-19 Operations Recovery and Readiness Plan 22 City Hall: Lower Level Common Spaces Employee Breakroom/Kitchen Employees shall have access to the breakroom/kitchen during Phases II-III. Employees may store their food/beverages in the fridge, but are encouraged to bring items and store them in a cooler/lunchbox at their desk. The kitchen/breakroom shall be equipped with the following supplies: • Spray bottles (3% bleach to water solution) • Paper towels • Gloves • Hand Sanitizer Eating in the Breakroom/Kitchen Employees are encouraged to eat at their desks or outside the building. However, if an employee prefers to use the breakroom, they may do so by following the procedures below: • Between the hours of 11:00 am – 2:00 pm, employees may reserve the breakroom for up to 30 minutes. • No more than 3 employees may occupy the breakroom at one time. • One employee per table. • The tables are arranged to obtain maximum social distancing according to Appendix ___. • Employee shall use paper towel and spray to sanitize their table after use. Using the Kitchen and Appliances Only one employee may use the kitchen at one time and must properly decontaminate all surfaces and appliances after each use. If an employee is waiting to use the kitchen, they shall wait in the hallway outside of the breakroom, or near the back windows of the breakroom. The employee should not wait at a table, unless they have signed up for that 30 minute timeslot. Mud Room/Plan Review Area Only one employee may use the mud room and plan review room at one time and must properly decontaminate all surfaces and appliances after each use. The Mud Room door from the hallway shall remain open at all times. Water Fountains Community drinking stations and water-fountains should not be available/used. Touchless water-filling stations may still be provided. COVID-19 Operations Recovery and Readiness Plan 23 City Hall: Public Facing Restrooms The lower level and upper level public-facing restrooms shall be open to both employees and to visitors. Each room shall also have hygiene and respiratory etiquette posters placed on the doorway(s), and near the garbage/recycling receptacles. The Physical Development and Finance CORR Plan Coordinator shall monitor each of the restroom for the necessary supplies and posters. Occupancy Only one individual (not from the same household) is permitted to occupy the restroom at one time. Each restroom shall be affixed with a lock. Employees and Visitors shall lock the door upon entry. Employees waiting to use the restroom shall wait six feet apart outside the City Council’s work desk, or at their own desk. Visitors shall wait outside the restroom six feet apart on the floor markers. Handwashing Employees are required to wash their hands after using the facility and shall sanitize the door handles and any other touched surfaces with a paper towel and bleach spray. Visitors are encouraged to follow handwashing practices and are encouraged to wipe down high touched surfaces with a paper towel and bleach spray. Cleaning and Decontamination The restroom shall be equipped with the following supplies: • Spray bottles (3% bleach to water solution) • Paper towels • Hand soap • Gloves Staff will wipe down the handles and faucets and counter surfaces in the restrooms once per hour/mid- morning and mid-afternoon using the spray bottle and paper towels provided. Staff shall wear gloves and face mask. This may be coordinated with staff from DMV or other departments. A daily log of the wipe down shall be maintained for both restrooms. Water Fountains Community drinking stations and water-fountains should not be available/used. Touchless water-filling stations may still be provided. COVID-19 Operations Recovery and Readiness Plan 24 Public Works: Common Spaces All common spaces shall be cleaned daily according to the City Hall cleaning contract. Spaces shall also be cleaned more frequently as required under the procedures below. Each room shall also have hygiene and respiratory etiquette posters placed on the doorway(s), near the garbage/recycling receptacles, and in the hallway. The Public Work’s Office CORR Plan Coordinator shall monitor each of the common rooms for the necessary supplies and posters. Lunchroom Policies Employees shall have access to the lunchroom during Phases I-III. Each lunchroom shall be equipped with the following supplies: • Spray bottles (3% bleach to water solution) • Paper towels • Gloves • Hand Sanitizer Utilities, Park, and Street Maintenance Division Lunchroom No more than 2 employees shall be allowed in the lunchroom at the same time. Each group of two shall operate in staggered shift in 5 minute intervals. The 1st employee may use appliances, including the refrigerator and microwave and must decontaminate any used appliance. Once decontamination is complete, the 1st employee shall sit furthest from the applicants. The 2nd employee may then use the appliances, and must decontaminate any used appliance. The 1st employee shall keep their social distance. The 2nd employee may leave after the 1st employee has left the lunch room. Once the lunchroom is vacant, a new group of two employees may then use the lunchroom. Vehicle Maintenance Division Lunchroom Only one employee will be allowed in the lunchroom at one time. Any appliance or equipment used shall be decontaminated before, during, and after use. Restroom/Locker Room Policy Only one individual is permitted to occupy the restroom at one time. Each restroom shall be affixed with a lock. Employees shall lock the door upon entry. Employees are required to wash their hands after using the facility and shall sanitize the door handles and any other touched surfaces with a paper towel and bleach spray. Employees waiting to use the restroom shall wait six feet apart outside the City Council’s work desk, or at their own desk. The restroom shall be equipped with the following supplies: COVID-19 Operations Recovery and Readiness Plan 25 IV. Department Worksite Safety Plans This section contains the specific policies and procedures for employees and visitors within the following departments: • Administrative Services (Finance, General Services, Information Technology, and Motor Vehicle Licensing) • City Manager’s Office (City Clerk, Communications, Human Resources, and Legal) • Parks and Recreation (Brookview and Recreation & Programming) • Parks and Recreation (Golf & Lawn Bowling and Three One Six Bar + Grill) • Physical Development (Engineering, Inspections, and Planning) • Public Safety – Police • Public Safety – Fire • Public Works (Parks, Streets, Utilities, and Vehicle Maintenance) COVID-19 Operations Recovery and Readiness Plan 26 Administrative Services Worksite Safety Plan COVID-19 Operations Recovery and Readiness Plan 27 City Manager’s Office Worksite Safety Plan This section contains department specific policies that employees must follow while at work. The purpose of this section is to provide detailed instructions to employees so that they can perform the essential functions of their jobs safely. These procedures are in addition to all other requirements in this CORR Plan. These procedures may be updated as needed and employees are encouraged to share ideas for improving these procedures with their supervisor. This plan includes the following: 1. Function-Specific Worksite Safety Procedures: • Personal Protective Equipment (PPE); • Social distancing guidelines • To ensure the safety of employees and visitors, the department has implemented several administrative and engineering social distancing controls. 2. Facility Cleaning, Disinfecting, and Decontamination Procedures List of Department Functions The departments within the City Manager’s Office provide a number of services to the public and provide ongoing direct support to all departments across the City. Additionally, the City Manager’s department has the responsibility to ensure City Council meetings and other activities of the City Council and Boards and Commissions run smoothly. The City Manager’s Worksite Safety Plan addresses the following broad functions: • City Council Meetings • Board and Commission Meetings • Elections • Employee Desk Work and Customer Service Counter The specific worksite safety procedures for each of these functions is listed below. Phased Approach The City will use the following criteria to determine who and when to bring in to the office. • Phase I: Employees shall only report onsite for work that cannot be completed remotely. • Phase II: Employees are able to work remotely, but service levels are significantly decreased, or certain department functions are not being done. • Phase III: Employees are able to work remotely, but the City is ready to resume business operations on-site. In situations where limited employees are allowed onsite, the City will prioritize: • Elections • City Council Meetings o Including Public Hearings and Open Forums COVID-19 Operations Recovery and Readiness Plan 28 City Council Meetings Worksite Safety Procedures Phase I City staff shall operate on-site only to the extent that critical work cannot be completed remotely. The City shall host Council meetings, including public hearings and open forums, virtually. Personal Protective Equipment Under this policy, employees meeting on site shall not be required to wear additional PPE in addition to the Facial Covering (Masks) Policy. If at any point the employee is required to exchange physical paperwork or requires assistance with technology, the employee may wear disposable gloves to collect and distribute such materials. Disposable gloves should be requested from the Department CORR Plan Coordinator. Social Distancing at Work To the extent possible, all employees shall telework and all City Council meetings shall be held virtually. Two individuals are required to report on-site to broadcast virtual City Council and Planning Commission meetings. The individuals reporting onsite shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: 1. Prior to working on-site, complete the health screening procedures under the Symptoms and Screening and Policy. 2. Members of the Council and employees shall use the back City Manager’s Office door at City Hall to enter and exit the building. 3. Complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 5. Employees managing the public call center shall work at their individual workstations and maintain social distance from other individuals on site. 6. Employees managing the broadcast portion of the meetings shall work at the podium in the Council Chambers and maintain social distance from other individuals on site. 7. Employees shall exit the facility at the conclusion of the Council or Planning Commission meeting and complete any additional work remotely. • Upon exit, follow decontamination procedures and ensure all light switches and door handles have been properly sanitized. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc, the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of the City Manager’s or Physical Development office. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees of the City Manager’s office may use the City Manager’s office kitchen/breakroom to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. COVID-19 Operations Recovery and Readiness Plan 29 • Employees shall use the restroom facilities located within the Manager’s office and occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait standing near the City Council desks. Phase II City staff shall operate on-site only to the extent that critical work cannot be completed remotely and to meet the needs of the public. The City shall move to Phase II as deemed necessary by the City Manager and City Attorney, and as allowed under Executive Orders. During Phase II, the City may conduct Council meetings either remotely, or using a hybrid model, where some members attend remotely and some members attend in person while maintaining social distancing and following other City facial covering and hygiene policies. Additionally, employees may continue to come on-site to staff the call center line for public hearings and open forums. During Phase II, the in-person portion of all hybrid meetings shall be held in the Council Chambers at City Hall [or in the Council Chambers at City Hall or in the Bassett Creek Room at Brookview] and the City shall continue to offer virtual call-in options for residents. Personal Protective Equipment Under this policy, employees meeting on site shall not be required to wear additional PPE. If at any point the employee is required to exchange physical paperwork or requires assistance with technology, the employee may wear disposable gloves to collect and distribute such materials. Disposable gloves should be requested from the Department CORR Plan Coordinator. Social Distancing at Work Under the hybrid meeting model, limited staff are required to report on-site to run virtual City Council meetings. The individuals reporting on site shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: 1. Complete the health screening procedures under the Symptoms and Screening and Policy. 2. Members of the Council and employees shall use the back City Manager’s Office door at City Hall or to enter and exit the building. 3. Members of the Council and employees shall complete the requirements under Facility and Workstation Decontamination Policy. 4. Members of the Council, employees, and members of the public must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces Policy. 5. Members of the Council and employees shall exit the building following the procedures in the Facility and Workstation Decontamination Policy and ensure all light switches and door handles have been properly sanitized upon exit. 6. Members of the public shall follow the Visitors Policy and shall enter City Hall or Brookview using the front door and proceed directly to the meeting room. 7. Employees managing the public call center shall work at their individual workstations and maintain social distance from other individuals on site. 8. Employees managing the broadcast portion of the meetings shall work at the podium in the Council Chambers and maintain social distance from other individuals on site. 9. Employees and elected/appointed officials participating in the meetings shall follow the guidelines below under Hybrid Meetings, below. COVID-19 Operations Recovery and Readiness Plan 30 10. Employees managing the public hearing portion of the meetings shall follow the guidelines below under Public Hearings, below. 11. To use the Council Chambers, employees must follow the procedures under the Common Spaces: Council Chambers Policy. Hybrid Meetings Staff and elected/appointed officials who are on-site for live/online hybrid meetings will adhere to the following procedures: 1. Complete the health screening procedures under the Symptoms and Screening and Policy. 2. Complete the requirements under the Facility Use and Employee Workstation Decontamination Policy. 3. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 4. Follow the Facility, Vehicle, and Equipment Use Policy. 5. Sit at their assigned seats at the Dias according to the room plan for their meeting (see Appendix _). 6. For public hearings, elected/appointed officials shall follow the guidelines below under “Public Hearings.” 7. Follow the procedures under the Common Spaces: Council Chambers Policy. Public Hearings For live/hybrid meetings, the City will publicize the link and phone number for individuals who wish to speak in person to make an appointment. On the night of the meeting, City staff will contact individuals who made appointments to let them know the evening’s procedure. If the Council Chambers has enough capacity, City staff will admit speakers to City Hall and instruct them to follow the route to the Council Chambers and the signage directing them on procedures for participation in the meeting. • If the Council Chambers is over capacity, City staff will contact each speaker when it’s their turn to enter City Hall and then admit them to the building and instruct them to follow the route to the Council Chambers and the signage directing them on procedures for participation in the meeting. • Officials running the meeting will explain the public hearing procedure to the audience and call them up in the order of the appointment schedule provided by staff. • As more speakers arrive at the meeting, staff will admit them as capacity allows. • If room capacity is exceeded, when speakers are finished they will be asked to watch the remainder of the meeting in the overflow Council Conference Room or on a personal device so others will have a chance to participate. Officials running the meeting will reinforce this throughout the meeting. • As speakers exit the chambers or overflow room, staff will sanitize the chairs before the next speaker enters. • The City will encourage the use of its call-in line for participation in public hearings. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of their offices. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees of the City Manager’s office may use the City Manager’s office kitchen/breakroom to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. COVID-19 Operations Recovery and Readiness Plan 31 o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees and officials shall use the restroom facilities located within the Manager’s office and shall occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait standing near the City Council desks. Phase III City staff shall move to in-person City Council meetings. During this phase, the City may continue to offer virtual call-in options for residents. During Phase III, the City Council may conduct onsite meetings while maintaining social distancing and following other City facial covering and hygiene policies. Additionally, employees may continue to come on- site to staff the call center line for public hearings and open forums. The City shall move to Phase III as deemed necessary by the City Manager and City Attorney, and as allowed under Executive Orders. During Phase III, in-person meetings shall be held in the Council Chambers at City Hall [or in the Bassett Creek Room at Brookview] and the City may continue to offer virtual call-in options for residents. Personal Protective Equipment Under this policy, beyond the requirements under the City’s Facial Coverings Policy, employees meeting on- site will not be required to use additional PPE. Social Distancing at Work City Council meetings shall be held on-site in the City Council Chambers or at Brookview in the Bassett Creek Room. Attending staff and officials must: 1. Prior to going in to the meeting room, employees and Board and Commission members shall complete a health-screening under the Symptoms and Screenings Policy. 2. Members of the Council and employees shall use the back City Manager’s Office door at City Hall to enter and exit the building. 3. Members of the Council and employees shall complete the requirements under Facility and Workstation Decontamination Policy. 4. Members of the Council and employees shall wear masks as required under the City’s Facial Coverings Policy. 5. Members of the Council and employees shall maintain social distance from other individuals on-site and follow the protocols under Meetings, below. 6. Members of the Council and employees, and members of the public must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces Policy. 7. Members of the Council and employees shall exit the building following the procedures in the Facility and Workstation Decontamination Policy and ensure all light switches and door handles have been properly sanitized upon exit. 8. Members of the public shall follow the Visitors Policy and shall enter City Hall or Brookview using the front door and proceed directly to the meeting room. COVID-19 Operations Recovery and Readiness Plan 32 Meetings Staff and elected/appointed officials who are on-site for live meetings will adhere to the following procedures: 1. Complete the health screening procedures under the Symptoms and Screening and Policy. 2. Complete the requirements under the Facility Use and Employee Workstation Decontamination Policy. 3. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 4. Follow the Facility, Vehicle, and Equipment Use Policy. 5. Sit at their assigned seats at the Dias or on the Council Chambers floor according to the room plan for their meeting (see Appendix _). 6. For public hearings, elected/appointed officials shall follow the guidelines below under “Public Hearings.” 7. Follow the procedures under the Common Spaces: Council Chambers Policy. Public Hearings For live meetings, the City will publicize the link and phone number for individuals who wish to speak in person to make an appointment. On the night of the meeting, City staff will contact individuals who made appointments to let them know the evening’s procedure. • sIf the Council Chambers has enough capacity, City staff will admit speakers to City Hall and instruct them to follow the route to the Council Chambers and the signage directing them on procedures for participation in the meeting. • If the Council Chambers is over capacity, City staff will contact each speaker when it’s their turn to enter City Hall and then admit them to the building and instruct them to follow the route to the Council Chambers and the signage directing them on procedures for participation in the meeting. • Officials running the meeting will explain the public hearing procedure to the audience and call them up in the order of the appointment schedule provided by staff. • As more speakers arrive at the meeting, staff will admit them as capacity allows. • If room capacity is exceeded, when speakers are finished they will be asked to watch the remainder of the meeting in the overflow Council Conference Room or on a personal device so others will have a chance to participate. Officials running the meeting will reinforce this throughout the meeting. • As speakers exit the chambers or overflow room, staff will sanitize the chairs before the next speaker enters. • The City will encourage the use of its call-in line for participation in public hearings. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees of the City Manager’s office may use the City Manager’s office kitchen/breakroom to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall use the restroom facilities located within the Manager’s office and shall occupy the facilities only one person at a one time. • If an employee travels to the restroom and finds it is locked, the employee may wait standing near the City Council desks. COVID-19 Operations Recovery and Readiness Plan 33 Boards and Commissions Meetings Worksite Safety Procedures The Boards and Commissions of the City consist of the following bodies: • Planning Commission • Board of Zoning Appeals • Open Space and Recreation Commission • Human Rights Commission • Civil Service Commission • Environmental Commission • Human Services Commission Phase I During Phase I, Boards and Commissions shall conduct all meetings remotely via Webex. The meeting call-in number will be made public and members of the public may call in to observe the meeting. Work is only permitted on-site for designated employees to staff the call center line for public hearings and open forums of the Planning Commission or Board of Zoning Appeals meetings. Personal Protective Equipment Under this policy, employees meeting on site shall not be required to wear PPE in addition to the Facial Covering (Masks) Policy. Social Distancing at Work Employees supporting the Planning Commission may conduct work onsite to ensure the meetings run smoothly. Two individuals are required to report on-site to broadcast virtual Planning Commission meetings. The individuals reporting onsite shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: 1. Prior to working on-site, complete the health screening procedures under the Symptoms and Screening and Policy. 2. Park their vehicle in the back parking lot and use the back City Manager’s or Physical Development office door to enter and exit the building. 3. Complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 5. Employees managing the public call center shall work at their individual workstations and maintain social distance from other individuals on site. 6. Employees managing the broadcast portion of the meetings shall work at the podium in the Council Chambers and maintain social distance from other individuals on site. 7. Employees shall exit the facility at the conclusion of the Council or Planning Commission meeting and complete any additional work remotely. 8. Exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. COVID-19 Operations Recovery and Readiness Plan 34 Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of the City Manager’s or Physical Development office. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees of the City Manager’s office may use the City Manager’s office kitchen/breakroom to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall use the restroom facilities located within the Manager’s office and occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait standing near the City Council desks. Phase II The City shall move to Phase II as deemed necessary by the City Manager and City Attorney, and as allowed under Executive Orders. During Phase II, the City may conduct Council meetings either remotely, or using a hybrid model, where some members attend remotely and some members attend in person while maintaining social distancing and following other City facial covering and hygiene policies. Additionally, employees may continue to come on-site to staff the call center line for public hearings and open forums. During Phase II, the in-person portion of all hybrid meetings shall be held in the Council Chambers at City Hall [or in the Council Chambers at City Hall or in the Bassett Creek Room at Brookview] and the City shall continue to offer virtual call-in options for residents. Personal Protective Equipment Under this policy, employees meeting on site shall not be required to wear additional PPE. If at any point the employee is required to exchange physical paperwork or requires assistance with technology, the employee may wear disposable gloves to collect and distribute such materials. Disposable gloves should be requested from the Department CORR Plan Coordinator. Social Distancing at Work The individuals reporting onsite shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: 1. Prior to going in to the meeting room, employees and Board and Commission members shall complete a health-screening under the Symptoms and Screenings Policy. 2. Employees and Board and Commission members shall use the front door at City Hall or Brookview to enter and exit the building. 3. Employees and Board and Commission members shall complete the requirements under Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all times. 5. Employees, Board and Commission members, and members of the public must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces Policy. COVID-19 Operations Recovery and Readiness Plan 35 6. Employees and Board and Commission members shall exit the building following the procedures in the Facility and Workstation Decontamination Policy and ensure all light switches and door handles have been properly sanitized upon exit. 7. Members of the public shall follow the Visitors Policy and shall enter City Hall or Brookview using the front door and proceed directly to the meeting room. 8. Employees managing the public call center shall work at their individual workstations and maintain social distance from other individuals on site. 9. Employees managing the broadcast portion of the meetings shall work at the podium in the Council Chambers and maintain social distance from other individuals on site. 10. Employees and elected/appointed officials participating in the meetings shall follow the guidelines below under Hybrid Meetings, below. 11. Employees managing the public hearing portion of the meetings shall follow the guidelines below under Public Hearings, below. Hybrid Meetings Staff and elected/appointed officials who are on-site for live/online hybrid meetings will adhere to the following procedures: 1. Complete the health screening procedures under the Symptoms and Screening and Policy. 2. Complete the requirements under the Facility Use and Employee Workstation Decontamination Policy. 3. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 4. Follow the Facility, Vehicle, and Equipment Use Policy. 5. Sit at their assigned seats at the Dias according to the room plan for their meeting (see Appendix _). 6. For public hearings, elected/appointed officials shall follow the guidelines below under “Public Hearings.” 7. Follow the procedures under the Common Spaces: Council Chambers Policy or Common Spaces: Brookview Basset Creek. Public Hearings For live/hybrid meetings, the City will publicize the link and phone number for individuals who wish to speak in person to make an appointment. On the night of the meeting, City staff will contact individuals who made appointments to let them know the evening’s procedure. • If the meeting room has enough capacity, City staff will admit speakers to the building and instruct them to follow the route to the meeting room and the signage directing them on procedures for participation in the meeting. • If the meeting room is over capacity, City staff will contact each speaker when it’s their turn to enter the building, and then admit them to the building, and instruct them to follow the route to the meeting room and the signage directing them on procedures for participation in the meeting. • Officials running the meeting will explain the public hearing procedure to the audience and call them up in the order of the appointment schedule provided by staff. • As more speakers arrive at the meeting, staff will admit them as capacity allows. • If room capacity is exceeded, when speakers are finished they will be asked to watch the remainder of the meeting in an overflow room or on a personal device so others will have a chance to participate. Officials running the meeting will reinforce this throughout the meeting. • As speakers exit the meeting or overflow room, staff will sanitize the chairs before the next speaker enters. COVID-19 Operations Recovery and Readiness Plan 36 • The City will encourage the use of its call-in line for participation in public hearings. Use of Facilities and Shared Spaces 1. If an employee, Board and Commission member, or member of the public must use shared devices like printers, copiers, scanners, etc. that person should decontaminate appropriately before and after use. 2. Employees, Board and Commission members, and members of the public do their best to restrict their movements outside of their designated meeting room. o If an individual must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. 3. For meetings held at City Hall, attendees shall use the public facing restroom facilities located within the City Hall upper level. For meetings held at Brookview, attendees shall use the public facing restroom facilities located in the upper level. Restroom facility use shall be limited to one person at a time. o If an individual travels to the restroom and finds it is locked because it is in use, the individual may wait outside of the restroom and observe social distancing practices while waiting. Phase III The City shall move to Phase III as deemed necessary by the City Manager and City Attorney, and as allowed under Executive Orders. During Phase III, the City Boards and Commissions may conduct onsite meetings while maintaining social distancing and following other City facial covering and hygiene policies. Additionally, employees may continue to come on-site to staff the call center line for public hearings and open forums. The City shall move to Phase III as deemed necessary by the City Manager and City Attorney, and as allowed under Executive Orders. During Phase III, in-person meetings shall be held in the Council Chambers at City Hall [or in the Bassett Creek Room at Brookview] and the City may continue to offer virtual call-in options for residents. Personal Protective Equipment Under this policy, employees meeting on site shall not be required to wear additional PPE. If at any point the employee is required to exchange physical paperwork or requires assistance with technology, the employee may wear disposable gloves to collect and distribute such materials. Disposable gloves should be requested from the Department CORR Plan Coordinator. Social Distancing at Work Employees and Board and Commission members shall adhere to the following procedures: 1. Prior to going in to the meeting room, employees and Board and Commission members shall complete a health-screening under the Symptoms and Screenings Policy. 2. Employees and Board and Commission members shall use the front door at City Hall or Brookview to enter and exit the building. 3. Employees and Board and Commission members shall complete the requirements under Facility and Workstation Decontamination Policy. 4. Employees and Board and Commission members shall wear masks as required under the City’s Facial Coverings Policy. COVID-19 Operations Recovery and Readiness Plan 37 5. Employees and Board and Commission members shall maintain social distance from other individuals on-site. 6. Employees, Board and Commission members, and members of the public must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces Policy. 7. Employees and Board and Commission members shall exit the building following the procedures in the Facility and Workstation Decontamination Policy and ensure all light switches and door handles have been properly sanitized upon exit. 8. Members of the public shall follow the Visitors Policy and shall enter City Hall or Brookview using the front door and proceed directly to the meeting room. Meetings Staff and elected/appointed officials who are on-site for live meetings will adhere to the following procedures: 1. Complete the health screening procedures under the Symptoms and Screening and Policy. 2. Complete the requirements under the Facility Use and Employee Workstation Decontamination Policy. 3. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 4. Follow the Facility, Vehicle, and Equipment Use Policy. 5. Sit at their assigned seats at the Dias or on the Council Chambers floor according to the room plan for their meeting (see Appendix _). 6. For public hearings, elected/appointed officials shall follow the guidelines below under “Public Hearings.” 7. Follow the procedures under the Common Spaces: Council Chambers Policy or Common Spaces: Brookview Basset Creek. Public Hearings • For live meetings, the City will publicize the link and phone number for individuals who wish to speak in person to make an appointment. . On the night of the meeting, City staff will contact individuals who made appointments to let them know the evening’s procedure. • If the Council Chambers has enough capacity, City staff will admit speakers to City Hall and instruct them to follow the route to the Council Chambers and the signage directing them on procedures for participation in the meeting. • If the Council Chambers is over capacity, City staff will contact each speaker when it’s their turn to enter City Hall and then admit them to the building and instruct them to follow the route to the Council Chambers and the signage directing them on procedures for participation in the meeting. • Officials running the meeting will explain the public hearing procedure to the audience and call them up in the order of the appointment schedule provided by staff. • As more speakers arrive at the meeting, staff will admit them as capacity allows. • If room capacity is exceeded, when speakers are finished they will be asked to watch the remainder of the meeting in the overflow Council Conference Room or on a personal device so others will have a chance to participate. Officials running the meeting will reinforce this throughout the meeting. COVID-19 Operations Recovery and Readiness Plan 38 • As speakers exit the chambers or overflow room, staff will sanitize the chairs before the next speaker enters. • The City will encourage the use of its call-in line for participation in public hearings. Use of Facilities and Shared Spaces 1. If an employee, Board and Commission member, or member of the public must use shared devices like printers, copiers, scanners, etc. that person should decontaminate appropriately before and after use. 2. Employees, Board and Commission members, and members of the public do their best to restrict their movements outside of their designated meeting room. o If an individual must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. 3. For meetings held at City Hall, attendees shall use the public facing restroom facilities located within the City Hall upper level. For meetings held at Brookview, attendees shall use the public facing restroom facilities located in the upper level. Restroom facility use shall be limited to one person at a time. o If an individual travels to the restroom and finds it is locked because it is in use, the individual may wait outside of the restroom and observe social distancing practices while waiting. COVID-19 Operations Recovery and Readiness Plan 39 Elections Worksite Safety Procedures The procedures in this policy apply to the City’s Elections process. This plan is not organized in phases. It details absentee voting, election judge training, and Election-Day precinct procedures. Designated locations for in-person elections shall be designated by the City Council with input and advice from the City Manager and City Clerk and based on availability and ability to implement necessary social distancing measures. Upon determination of such locations, a specific social distancing plan shall be created and implemented for each location. Absentee Voting The City shall conduct absentee voting in-person at City Hall for seven days leading up to each Election Day (August 11 and November 3). City employees who support in-person absentee voting shall follow the procedures in this policy. Personal Protective Equipment (PPE) City employees who support absentee voting shall follow wear a mask and shall wear gloves while providing support to voters. Social Distancing at Work Employees supporting in-person absentee voting shall follow these procedures: 1. Prior to working onsite the employee must complete a health-screening as required under the Symptoms and Screenings Policy. 2. Park in the front parking lot and use the City Hall front door to enter and exit the building. 3. Complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 5. Employees must follow the Common Spaces Worksite Safety Policies and Use of Facilities and Shared Spaces Procedures below. 6. Each employee shall be assigned their own computer and label printer for the duration of their shift. The employee shall sanitize each item after their shift. a. Employees should not use equipment assigned to any other employee unless absolutely necessary, and should thoroughly sanitize the equipment before use. 7. Employees shall provide support to voters from behind Plexiglas. If it is necessary for an employee to move away from the Plexiglas to assist a voter, the employee shall, to the extent possible, maintain social distancing from other employees and from voters and shall not share supplies or exchange papers with the voter. a. The Greeter Judge shall i. Ensure voters maintain 6 feet apart while waiting in line. ii. Encourage voters to wear facial coverings iii. Distribute facial coverings to voters who do not bring their own facial covering 8. Employees shall decontaminate all voting booths, items, and high touch surfaces after each use. 9. Employees shall exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Use of Facilities and Shared Spaces • Each precinct shall have a distinct layout with appropriate floor markings that will direct one-way foot traffic ensuring social distancing measures are maintained. COVID-19 Operations Recovery and Readiness Plan 40 • Employees shall, to the extent possible, restrict their movements outside of their designated elections table location o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees shall use the restroom facilities located on the upper level of City Hall and shall occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait outside the restroom at least 6 feet away from the door on the designated floor markers. Election Judge Training The City shall conduct the required judge training sessions led by the City Clerk. Training sessions will be offered via Webex and all judges will be encouraged to attend the virtual training. Individuals who are unable to attend training online will be offered an in-person option. Individuals will be required to sign-up for the in-person options and attendance will be limited to no more than 15 individuals at one time, or the maximum allowed under the Governor’s Executive Orders. All election judge training shall include training on the requirements of the CORR Plan and these procedures. Personal Protective Equipment (PPE) City employees who support absentee voting shall follow wear a mask and shall wear gloves while providing support to voters. Social Distancing at Work Employees attending an in-person training session must follow these procedures: 1. Prior to working onsite the employee must complete a health-screening as required under the Symptoms and Screenings Policy. 2. Park in the front parking lot and use the City Hall front door to enter and exit the building. 3. Complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 5. Employees must follow the Common Spaces and Worksite Safety Policies and the Use of Facilities and Shared Spaces procedures below. 6. Exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees shall, to the extent possible, attempt to restrict their movements outside of the designated training location. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees shall use the restroom facilities located on the upper level of City Hall and shall occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait outside the restroom at least 6 feet away from the door on the designated floor markers. COVID-19 Operations Recovery and Readiness Plan 41 Election-Day Precinct Procedures The City will have facilities open to the public on August 11 and November 3 for in-person voting. Each facility will be designated ahead of time and a social distancing plan will be created and shared with each employee working the precinct and shared with the voters. The City shall also ensure that the Building and Ventilation Protocols are followed for each of the designated facilities. Personal Protective Equipment (PPE) City employees who support absentee voting shall follow wear a mask and shall wear gloves while providing support to voters. Social Distancing at Work Regardless of the polling location where the employee will work, all employees will follow the procedures below: 1. Prior to going in to the office, employees must complete a health-screening under the Symptoms and Screenings Policy. 2. Complete requirements under the Facility and Workstation Decontamination Policy. 3. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all times. 4. Each employee shall be assigned their own Pollbooks and ballot counters. • If an employee must use shared devices like pollbooks, ballot counter, voting booths, etc., the employee must decontaminate appropriately after use. • Voter will not be allowed to touch the pollbook screens unless directed by the judge (i.e., when signing with the stylus pen). • Each pollbook will be sanitized accordingly after each use. 5. Employees will provide support to voters at the tables, and to the extent possible, from behind Plexiglas. • The Greeter Judge will be tasked with ensuring voters are maintaining 6 feet apart while waiting in line. 6. Employees shall decontaminate all voting booths, items, and high touch surfaces after each use. 7. Employees must follow the Use of Facilities and Shared Spaces Procedures below. 8. Exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Use of Facilities and Shared Spaces • Each precinct will have a distinct layout with appropriate floor markings that will direct one-way foot traffic ensuring social distancing measures are maintained. • Employees should attempt to restrict their movements outside of their designated election table location. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees shall use the restroom facilities located within their designated election location and shall occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait outside the restroom at least 6 feet away from the door. COVID-19 Operations Recovery and Readiness Plan 42 Employee Desk Work & Customer Service Counter Worksite Safety Procedures Phase I All employees of the City Manager’s Office shall work remotely. All customer-service functions shall be provided remotely. Personal Protective Equipment Under the limited circumstances in which employees come on-site (to pick up items from their offices), employees shall not be required to use PPE beyond what is required under the Facial Coverings Policy. Social Distancing at Work To the extent possible, all employees shall telework. Work is only permitted on-site for Council Meetings or Election services, or under limited circumstances when employees need to retrieve work from their offices. If an employee is on-site to pick up items from their offices, the employee must: 1. Notify their supervisor of their intent to visit City Hall and schedule a time where others will not be present. 2. Complete a health-screening under the Symptoms and Screenings Policy. 3. Park their vehicle in the back parking lot and use the back City Manager’s Office door to enter and exit the building. 4. Complete requirements under the Facility and Workstation Decontamination Policy. 5. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time 6. To the extent possible, the employee should not use the restroom facilities, and should not stop in any other office or area of City Hall. 7. Exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Phase II The City Manager’s Office shall operate on-site only to the extent that critical work cannot be completed remotely and to meet the needs of the public. The City shall move to Phase II as deemed necessary by the City Manager and City Attorney, and as allowed under Executive Orders. The customer service counter shall be open for appointments only. Personal Protective Equipment Employees shall not be required to use PPE beyond what is required under the Facial Coverings Policy. Social Distancing at Work Employees may begin working onsite in a limited capacity as requested by the employee and as approved by the City Manager. The City shall prioritize the needs of City Council meetings, open forum, public hearings, elections, and customer facing responsibilities. The individuals reporting onsite shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: COVID-19 Operations Recovery and Readiness Plan 43 1. Prior to going in to the office, employees must complete a health-screening under the Symptoms and Screenings Policy. 2. Employees shall park their vehicles in the back parking lot and use the back City Manager’s Office door to enter and exit the building. 3. Employees should complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time 5. To the extent possible, employees shall work at their individual workstations and maintain social distance from other individuals on-site. 6. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces procedures below. 7. Employee should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc, the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of the City Manager’s Office. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees of the City Manager’s Office may use the City Manager’s Office kitchen/breakroom to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall use the restroom facilities located within the Manager’s Office and shall occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait standing near the City Council desks. Customer Service Counter To the extent possible, all customer-service functions should be routed virtually. The City Clerk may choose to provide on-site service through appointments only and shall follow the procedures below: 1. Appointments shall be scheduled using scheduling software determined by the City. 2. Appointments shall be offered as determined by the City Clerk and City Manager and shall be scheduled for up to 25 minutes with 10 minutes in between each appointment. 3. The door to the City Manager’s Office from the Hallway shall be propped open during business hours to avoid being regularly touched. 4. The City Clerk shall send check-in instructions to the customers prior to their appointment time. COVID-19 Operations Recovery and Readiness Plan 44 5. The City Clerk shall work with the customers at the customer service counter, and stay behind the Plexiglas barrier at all times. 6. If the City Clerk touches the customers’ papers or other items, or shares pens, the employee shall wear gloves and decontaminate all items after use. 7. The City Clerk shall decontaminate the counter top and use hand sanitizer after each customer. Phase III Employees have returned to the office and are regularly conducting work at their desks. The Customer Service desk is open for both appointments and walk-ins. Personal Protective Equipment Employees shall not be required to use PPE beyond what is required under the Facial Coverings Policy. Social Distancing at Work Employees performing work at their desks shall follow the procedures below: 1. Prior to going in to the office, employees must complete a health-screening under the Symptoms and Screenings Policy. 2. Employees shall park their vehicles in the back parking lot and use the back City Manager’s Office door to enter and exit the building. 3. Employees should complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 5. To the extent possible, employees shall work at their individual workstations and maintain social distance from other individuals on-site. 6. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces procedures below. 7. Employee should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc, the employee must decontaminate appropriately after use. • Employees of the City Manager’s Office may use the City Manager’s Office kitchen/breakroom to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall use the restroom facilities located within the Manager’s Office and shall occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait standing near the City Council desks. Customer Service Counter Appointments COVID-19 Operations Recovery and Readiness Plan 45 To the extent possible, all customer-service functions should be routed virtually. The City Clerk may choose to provide on-site service through appointments only. The City Clerk shall follow the procedures below: 1. Appointments shall be scheduled using scheduling software determined by the City. 2. Appointments shall be offered as determined by the City Clerk and City Manager and shall be scheduled for up to 25 minutes with 10 minutes in between each appointment. 3. The door to the City Manager’s Office from the Hallway shall be propped open during business hours to avoid being regularly touched. 4. The City Clerk shall send check-in instructions to the customers prior to their appointment time. 5. The City Clerk shall work with the public at the customer service counter, and stay behind the Plexiglas barrier at all times. 6. If the City Clerk is touching papers, pens, or other items, they shall wear gloves and decontaminate all items after use. 7. The City Clerk shall decontaminate the counter top after each customer. Walk-Ins During office hours, the Assistant to the City Manager’s Office is responsible for ensuring that one employee is available to respond to the customer service desk. If a customer enters City Hall and is routed to the City Manager’s Office the employee responsible will meet the customer at the counter. Additionally: 1. The employee will stay behind the Plexiglas barrier at all times. 2. The employee will wear gloves if they are required to exchange materials. 3. If the employee is unable to help the customer for any reason, they should make every attempt to locate another staff person who can help them. • If the appropriate employee is not available, the employee should take down the customer’s name and phone number and email the information to the appropriate staff person. • If the appropriate employee is available, all surfaces shall be decontaminated and the service desk employee shall return to their desk. 4. After each meeting all high-touch surfaces and objects shall be decontaminated and the employee shall use hand sanitizer. Vehicle and Equipment Use Policy All employees who use City vehicles and equipment must follow these guidelines: 1. Only one employee is permitted to occupy a City vehicle at one time, and shall only operate the vehicle or equipment that the employee is assigned, with the following exceptions: a. Public Safety Personnel are conducting work that requires more than one individual in the vehicle. All employees shall adhere to the Facial Covering (Masks) Policy. b. Vehicle Maintenance Repair Transport. In this situation, one person shall occupy the driver’s seat and one shall occupy the back seat and both employees shall adhere to the Facial Coverings (Masks) Policy. c. Public Works Maintenance Work where current vehicle or equipment inventory does not support isolated use. In this situation, to the extent possible, one person shall occupy the driver’s seat and one shall occupy the back seat and both employees shall adhere to the Facial Coverings (Masks) Policy. COVID-19 Operations Recovery and Readiness Plan 46 2. If an employee is required to operate machinery or equipment, the employee should make every effort to stay in the equipment or vehicle as much as possible. 3. Employees shall follow the Department’s Vehicle and Equipment Decontamination Policy for use of all vehicles and equipment. COVID-19 Operations Recovery and Readiness Plan 47 Facility Cleaning and Disinfecting The purpose of this policy is to provide employees with procedures to consistently and effectively maintain the cleanliness of City property and facilities, thereby minimizing the spread of germs. Supplies The City will provide the necessary equipment and supplies needed to carry out necessary cleaning and disinfecting of facilities, equipment, and vehicles. The CORR Plan Coordinator is responsible for making sure all required supplies are stocked and available. To order supplies, contact Public Safety Staff. All employees should immediately notify the on-duty employee at the Public Safety front desk (763-593-8079) and their Department’s CORR Plan Coordinator (763-593-8056) when inventory is low in any City facility. The following supplies will be located at or near each building entrance that is in use: • Spray bottles (3% bleach to water solution) • Paper towels • Hand Sanitizer • Gloves Additionally, the following supplies will be located within each restroom: • Spray bottles (3% bleach to water solution) • Hand soap • Paper towels • Gloves All employees are required to follow the City’s Facility Use and Employee Workstation Decontamination Policy, and the department-specific cleaning and disinfecting procedures. Employees are encouraged to discuss any concerns and questions with their supervisor or Department Head. Facility and Employee Workstation Decontamination Policy The City shall follow the preventative measures and recommendations of the Center for Disease Controls (CDC) and OSHA. Employees may refer to the short video guides for the decontamination procedures below. All employees entering City facilities, operating City equipment, or handling City property shall follow the procedures listed below. 1. Employees shall obtain the necessary supplies upon entering the building through the City Manager’s Office back door. Supplies shall be located inside the door. 2. Employees shall use the supplies to decontaminate/wipe down the following: • any door handles encountered on the way to their work areas, • the employee’s personal workspace, and • common places including, door knobs, handles, light switches, surfaces, plumbing fixtures, counter tops, desks, computers, etc. that the employee touches. 3. Employees may not handle equipment, office supplies, or other such materials belonging to another employee. • Any shared electronics, including computer monitors, tablets, and the copier control screens must be cleaned with antibacterial or disinfecting wipes after each use. Employees should not use bleach spray or other harsh chemicals on these items. COVID-19 Operations Recovery and Readiness Plan 48 • Keyboards, mice, and other plastic items should be cleaned by a disinfectant wipe or by spraying bleach solution into a rag and wiping it down. Employees should ensure liquid solution does not drip into the electronics and allow ample time for drying before use. 4. Employees shall also wash their hands upon entry and exit from the backdoor of the building and after using the restroom. 5. Employees should wash their hands regularly while performing their tasks in the City facilities. 6. Employees shall follow the same procedures in reverse when exiting the building. Vehicles and Equipment Decontamination Policy Employees may regularly use vehicles and equipment during the course of their normal duties. Employees must decontaminate/wipe down assigned vehicles and equipment before and after each use. This includes, but is not limited to door handles, steering wheels, levers, controls, buttons, and the dashboards. COVID-19 Operations Recovery and Readiness Plan 49 Parks and Recreations Worksite Safety Plan COVID-19 Operations Recovery and Readiness Plan 50 Three One Six Bar + Grill Worksite Safety Plan This section contains department specific policies that employees must follow while at work. The purpose of this section is to provide detailed instructions to employees so that they can perform the essential functions of their jobs safely. These procedures are in addition to all other requirements in this CORR Plan. These procedures may be updated as needed and employees are encouraged to share ideas for improving these procedures with their supervisor. 1. Function-Specific Worksite Safety Procedures: • Personal Protective Equipment (PPE); • Social distancing guidelines. o To ensure the safety of employees and visitors, the Parks and Recreation Department has implemented several administrative and engineering social distancing controls. 2. Facility Cleaning, Disinfecting, and Decontamination Procedures List of Department Functions The Three One Six Bar + Grill provides a number of food and beverage services to the public as well as private rental groups at Brookview. The Three One Six’s Worksite Safety Plan addresses the following broad functions: • Restaurant Dining (Indoor/Outdoor) and Take-out Food Services including: o Beverage Cart Services o Bar Services • Catering Services The specific worksite safety procedures for each of these functions is listed below. Phased Approach The City will use the following criteria to determine who and when to bring in to the office. • Phase I: Employees shall only report onsite for work that cannot be completed remotely. • Phase II: Employees are able to work remotely, but service levels are significantly decreased, or certain department functions are not being done. • Phase III: Employees are able to work remotely, but the City is ready to resume business operations on-site. COVID-19 Operations Recovery and Readiness Plan 51 Restaurant Dining and Take-out Worksite Safety Procedures Phase I Beginning May 2, 2020 the Three One Six shall open for food and beverage take-out orders as allowed under the Executive Order. Personal Protective Equipment Under this policy, employees working on site shall be required to wear PPE when working. 1. Employees are required to follow the City’s Facial Coverings (Masks) Policy at all times. 2. Gloves must be worn when: a. Preparing and packaging food; b. Delivering food to guests; c. Clearing and sanitizing tables; and d. Physically handling a guest’s ID. Social Distancing at Work Staff shall be limited to one employee in Front of House and one employee Back of House, to ensure social distancing. The employees working onsite shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: 1. Complete the health screening procedures under the Symptoms and Screening and Policy. 2. Complete the requirements under the Facility Use and Employee Workstation Decontamination Policy. 3. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. a. Ensure use of additional required PPE under this policy. 4. Follow the Facility, Vehicle, and Equipment Use Policy. 5. Three One Six shall be open for take-out food and beverage only. No indoor access and no indoor or outdoor seating available. a. Employees shall follow the Front of House Operations and Back of House Operations. 6. Employee shall follow Facility Use and Shared Spaces Procedures. 7. Employee shall Front of House Operations FOH employees shall sit near the Three One Six service window to answer phone calls and take to-go food orders. Employees shall take the following steps to accept payments and deliver food orders to customers: 1. Employees shall take payment at the window using credit card only. No cash payments will be accepted. 2. A credit-card machine shall be located on the outside counter. Staff shall not at any time touch a customer’s credit card. 3. Employees will use the designated “clean bin” to transport the customer’s receipt and a pen through the window. 4. The customer shall place the signed receipt and used pen in the designated “dirty bin.” 5. Employees will collect the dirty bin to decontaminate the used pens and file the receipts. 6. Employees shall pick up the prepared orders that have been placed on the warming shelf. 7. Employees may only sell alcoholic beverages to guests if all of the following rules are followed: COVID-19 Operations Recovery and Readiness Plan 52 a. Only the purchase of wine, beer, cider, or seltzer is authorized; and b. All alcohol must be unopened; and c. Alcohol may only be purchased with the purchase of a to-go food item; and d. Only six cans of beer, cider, or seltzer or one bottle of wine is permitted per guest; and i. Purchaser has provided valid identification and has legal ability to purchase alcohol. e. Employees must instruct the customer to remove their identification from any case, and show the employee both sides of the ID. i. The employee should not touch the customer’s ID unless the ID is faded, or severely damaged. ii. If an ID requires further inspection, the employee should use gloves to accept the ID, and use hand sanitizer immediately upon returning the customer’s ID. iii. Employees should verbally inform guests that all food and beverage orders must be taken off premises. Back of House Operations BOH employees shall prepare food listed on the limited menu set by the Restaurant and Catering Manager. Employees shall follow normal operating food safety and sanitization regulations. Additionally, all employees must: 1. Package and deliver food in “food-safe, one-time use, to-go containers.” 2. Once prepared, food orders shall be placed on the warming shelf. Food and Beverage Deliveries 1. All orders will be placed online, by email, or by phone. 2. Deliveries must come through back restaurant service entrance and be placed on cooler or dry storage area floor. 3. Delivery driver will place invoice in designated back of house location. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of Three One Six. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees of Three One Six may use the (insert name of breakroom) kitchen/breakroom to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall use the single occupant restroom facilities located near the lobby and shall occupy the facilities only one person at a one time. • If an employee travels to the restroom and finds it is locked, the employee may wait standing on the floor markers. COVID-19 Operations Recovery and Readiness Plan 53 Phase II Beginning June 1, 2020 the Three One Six shall open its outdoor patio as allowed under the Executive Order. During Phase II the restaurant shall also begin offering Beverage Cart Services. Phase II may also include opening indoor dining as allowed under future executive orders. Personal Protective Equipment Under this policy, employees working on site shall be required to wear PPE when working: 1. Employees are required to follow the City’s Facial Coverings (Masks) Policy at all times. 2. Gloves must be worn when: a. Preparing and packaging food; b. Delivering food to guests; c. Clearing and sanitizing tables; d. Physically handling a guest’s ID; and e. Stocking beverage cart. Social Distancing at Work The Three One Six Site Plan (Appendix __) provides a diagram of table-set up and walking paths. The plan ensures social distancing measures the table limits established under the Executive Order are maintained at all times. The Three One Six patio is open for outdoor dining and take-out. Indoor area open for host/check-in area and placing/picking up take-out orders. Indoor areas may be used by the public only as allowed under Executive Order. 1. Outdoor dining: • Limited to a maximum of 50 guests at a time; • Tables of up to 4 guests (6 guests if one household); • Tables will be placed at a minimum of 6 feet apart and shall not to be moved by guests; • Outdoor dining will require a reservation and check-in at host area; • Menus will be sanitized after each use. 2. Take-out Orders: • Guests will place order at walk-up counter equipped with a Plexiglas barrier or via phone; • Employees will provide a sanitized pager to the walk-up guest upon ordering; • Employees will instruct guest to wait in an outdoor area until notified by pager that food is ready; • Guests will pick-up order at designated pick up area. 3. Beverage Cart Services Staff shall be limited to 2-4 employees in Front of House (FOH) and 1-2 employees in Back of House (BOH), to ensure social distancing. The employees working onsite shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: 1. Prior to reporting to work, all employees shall complete the health screening procedures under the Symptoms and Screening and Policy. 2. Employees shall use the Brookview Employee entrance to enter and exit the building. 3. Complete the requirements under the Facility Use and Employee Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. COVID-19 Operations Recovery and Readiness Plan 54 5. To the extent possible, employees shall work at their individual workstations and maintain social distance from other individuals on-site. 6. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces procedures below. 7. Employee should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of Three One Six. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees of Three One Six may use the (insert name of breakroom) kitchen/breakroom to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall use the single occupant restroom facilities located near the lobby and shall occupy the facilities only one person at a one time. • If an employee travels to the restroom and finds it is locked, the employee may wait standing on the floor markers. Front of House Operations FOH employees shall consist of staff coordinators, servers, and bartenders. Employees shall assist guests by following the procedures under this policy. Staff will greet all guests at host stand and direct the guest to the walk-up counter (for to-go order pick-up) or seat the guest at an outdoor table. Walk-up Counter 1. Employees will take orders at the walk-up counter, over the phone, and through the cart ordering system. 2. Guests will wait on designated locations spaced 6 feet apart. Guests will pay for their order at time of pick-up/order. 3. Employees will provide a sanitized pager for guests waiting for orders and direct them to the designated waiting area (path to Lawn Bowling Green). 4. Employees shall page guests when their order is ready and deliver the order to the pick-up area (identified in site plan). Outdoor Dining 1. Reservations will be taken over the phone up to 7 days in advance. 2. Server/Host will check in the reservation and direct guests to their table. 3. Employee will provide menus and wrapped silverware to all guests. 4. If guests would prefer to not use physical menus, employees shall supply the guests with website information for digital menu. 5. Employee will follow the steps-of-service to serve guests throughout visit. 6. Employee should keep distance when taking orders and limit close contact with guests when delivering items. COVID-19 Operations Recovery and Readiness Plan 55 7. After guests place order, employee will take menus to be decontaminated. 8. Guests will pay for their order at completion of meal. 9. Employee will clear all items from table upon guest’s departure and decontaminate table and chairs. Accepting Payments Credit Card Payments 1. To-go orders: A credit card machine shall be located on the outside of Plexiglas; Outdoor Dining – employee will deliver check on sanitized check-presenter while wearing gloves. 2. Employees shall not at any time touch a customer’s credit card. 3. Employees will use the check presenter to transport the customer’s credit card and receipt. 4. The customer shall return the signed receipt and place used pen in the designated “dirty bin.” 5. Employees will collect the dirty bin to decontaminate the used pens and decontaminate check presenters after each use. Cash Payments 1. Employees will wear disposable gloves when handling cash and use check-presenter to transport cash as needed. Selling Alcoholic Beverages Employees selling alcoholic products must instruct the customer to remove their identification from any case, and show the employee both sides of the ID. 1. The employee should not touch the customer’s identification unless the identification is faded, or severely damaged. 2. If an ID requires further inspection, the employee should use gloves to accept the ID, and use hand sanitizer immediately upon returning the customer’s ID. Back of House Operations BOH employees shall prepare food listed on the menu set by the Restaurant and Catering Manager. Employees shall follow normal operating food safety and sanitization regulations. Additionally, all employees must: 1. Package and deliver food on plates, baskets, or “food-safe, one-time use, to-go containers.” 2. Once prepared, food orders shall be placed on the warming shelf. Kitchen Preparation Prior to opening, Three One Six Bar + Grill management staff shall ensure all of the following kitchen preparation measures are taken: 1. Check expiration dates and discard all food items that are out of date or spoiled. 2. Verify that refrigeration and freezers are operating at the required temperatures. 3. Verify warewashing machines are operating at the required wash and rinse temperatures and with the appropriate detergents and sanitizers. 4. Flush water lines, including equipment water lines and connections, according to the manufacturer’s instructions. 5. Clean and sanitize ice machines and ice bins. 6. Follow the requirements of the Minnesota Food Code. 7. If providing a “grab and go” service, stock coolers to no more than minimum levels. 8. Ensure handwashing sinks are accessible and fully stocked with soap, paper towels, handwashing sign, and trash bins. COVID-19 Operations Recovery and Readiness Plan 56 9. Ensure the person in charge is a Certified Food Protection Manager (CFPM) and that their certification is up to date. 10. Provide food handler training to refresh employees (as needed). Food and Beverage Deliveries by Vendors 1. All orders will be placed online, by email, or by phone. 2. Deliveries must come through back restaurant service entrance and be placed on cooler or dry storage area floors. 3. Delivery driver will place invoice in designated back of house location. Beverage Cart Operations 1. Beverage cart will be available for non-alcoholic and alcoholic beverages, along with pre-packaged snack foods. a. Beverage cart employees shall take the following steps to accept payments and deliver products to customers: b. Employee shall wear gloves while stocking and unstocking products onto the cart. c. Handwashing station will be set up in back cabinet of beverage cart and will include warm water, antibacterial soap, and paper towels. d. Employees shall process transactions and take payments using POS tablet. 2. Guests will be informed not to touch cart or products, employees only will open and retrieve products from cart. 3. Employees shall complete Beverage Cart Decontamination Procedures. COVID-19 Operations Recovery and Readiness Plan 57 Facility Cleaning and Disinfecting The purpose of this policy is to provide employees with procedures to consistently and effectively maintain the cleanliness of City property and facilities, thereby minimizing the spread of germs. Supplies The City will provide the necessary equipment and supplies needed to carry out necessary cleaning and disinfecting of facilities, equipment, and vehicles. The CORR Plan Coordinator is responsible for making sure all required supplies are stocked and available. To order supplies, contact Public Safety Staff. All employees should immediately notify the on-duty employee at the Public Safety front desk and their Department’s CORR Plan Coordinator (763-593-8056) when inventory is low in any City facility. The following supplies will be located at or near each building entrance that is in use: • Spray bottles (3% bleach to water solution) • Paper towels • Hand Sanitizer • Gloves Additionally, the following supplies will be located within each restroom: • Spray bottles (3% bleach to water solution) • Hand soap • Paper towels • Gloves All employees are required to follow the City’s Facility Use and Employee Workstation Decontamination Policy, and the department-specific cleaning and disinfecting procedures. Employees are encouraged to discuss any concerns and questions with their supervisor or Department Head. Facility Use and Employee Workstation Decontamination Policy The City shall follow the preventative measures and recommendations of the Center for Disease Controls (CDC) and Occupational Safety and Health Administration (OSHA). Employees may refer to the short video guides for the decontamination procedures below. All employees entering City facilities, operating City equipment, or handling City property shall follow the procedures listed below. 1. Employees shall obtain the necessary supplies upon entering the building through the Brookview employee entrance door. Supplies shall be located inside the door. 2. Employees shall use the supplies to decontaminate/wipe down the following: • any door handles encountered on the way to their work areas; • the employee’s personal workspace; and • common places including, door knobs, handles, light switches, surfaces, plumbing fixtures, counter tops, desks, computers, etc., that the employee touches. 3. Employees may not handle equipment, office supplies, or other such materials belonging to another employee. • Any shared electronics, including computer monitors, tablets, and the copier control screens must be cleaned with antibacterial or disinfecting wipes after each use. Employees should not use bleach spray or other harsh chemicals on these items. COVID-19 Operations Recovery and Readiness Plan 58 • Keyboards, mice, and other plastic items should be cleaned by a disinfectant wipe or by spraying bleach solution into a rag and wiping it down. Employees should ensure liquid solution does not drip into the electronics and allow ample time for drying before use. 4. Employees shall also wash their hands upon entry and exit from the backdoor of the building and after using the restroom. 5. Employees should wash their hands regularly while performing their tasks in the City facilities. 6. Employees shall follow the same procedures in reverse when exiting the building. Three One Six Bar + Grill Specific Decontamination Policy All employees working in the Three One Six shall follow the procedures listed below. 1. Beginning of shift: a. Decontaminate and sanitize all workspaces including counter tops, phones, computers, tablets, and equipment; b. Each employee should set up sanitizing bucket with towels for their station; c. Decontaminate all tables and chairs in the employee’s assigned section. 2. Continuously: a. Sanitize credit card machine between each use; b. Sanitize check presenters and pens after each use; c. Sanitize menus after each use; d. Sanitize tables and chairs upon guests departure; e. Every 30 minutes employees should decontaminate: i. Doors and door handles (leave doors open when weather permitting); ii. Plexiglas; iii. Counter tops; iv. Any high-touch areas. 3. End of shifts: a. Decontaminate and sanitize all workspaces including counter tops, phones, computers, tablets, and equipment; b. Empty sanitizing bucket and throw any towels in dirty bin. 4. Kitchen staff should sanitize the following at the beginning of their shift, during shift, and conclusion of shift: a. All cooking equipment, utensils, and containers; b. All cooking and preparation counters; c. Prep station cutting boards, cupboard doors and handles; d. Walk-in cooler doors and handles; e. All sinks, faucets, knobs, and basins. Beverage Cart Specific Decontamination Policy All employees working on the beverage cart shall follow the procedures listed below. 1. Beginning of shifts: a. Decontaminate and sanitize beverage cart including seat, steering wheel, cabinets, bins, and ledges using a 3% bleach/water mixture. COVID-19 Operations Recovery and Readiness Plan 59 b. Fill handwashing station. 2. Continuously: a. Sanitize credit card machine between each use. b. Monitor and sanitize areas that guests have had contact with. 3. End of shifts: a. Decontaminate and sanitize beverage cart including seat, steering wheel, cabinets, bins, and ledges using a 3% bleach/water mixture. b. Empty handwashing station. c. Run any used equipment through sanitizing machine. Vehicles and Equipment Decontamination Policy Employees may regularly use vehicles and equipment during the course of their normal duties. Employees must decontaminate/wipe down assigned vehicles and equipment before and after each use. This includes, but is not limited to door handles, steering wheels, levers, controls, buttons, and the dashboards. COVID-19 Operations Recovery and Readiness Plan 60 Physical Development Worksite Safety Plan This section contains the Physical Development Department specific policies that employees must follow while at work. The purpose of this section is to provide detailed instructions to employees so that they can perform the essential functions of their jobs safely. These procedures are in addition to all other requirements in this CORR Plan. These procedures may be updated as needed and employees are encouraged to share ideas for improving these procedures with their supervisor. This plan includes the following: 1. Function-Specific Worksite Safety Procedures: • Personal Protective Equipment (PPE); • Social distancing guidelines i. To ensure the safety of employees and visitors, the department has implemented several administrative and engineering social distancing controls. 2. Facility cleaning, disinfecting, and decontamination procedures List of Department Functions They Physical Development consists of four divisions: Engineering, Inspections, Physical Development, and Planning. The Physical Development Department’s Worksite Safety Plan addresses the following broad functions: • Employee Desk Work and Customer Service Counter • Field Inspections The specific worksite safety procedures for each of these functions is listed below. Phased Approach The City will use the following criteria to determine who and when to bring in to the office. • Phase I: Employees shall only report onsite for work that cannot be completed remotely. • Phase II: Employees are able to work remotely, but service levels are significantly decreased, or certain department functions are not being done. • Phase III: Employees are able to work remotely, but the City is ready to resume business operations on-site. COVID-19 Operations Recovery and Readiness Plan 61 Employee Desk Work and Customer Service Counter Worksite Safety Procedures Phase I All employees should telework to the extent possible. All customer service responsibilities shall be conducted remotely. The Physical Development Customer Service Counter is closed. Employees may go onsite for limited work that cannot be conducted remotely. Personal Protective Equipment Under the limited circumstances in which employees come on-site, employees shall not be required to use PPE beyond what is required under the Facial Coverings Policy. Social Distancing at Work To the extent possible, all employees shall telework. Work is only permitted on-site under limited circumstances when employees are unable to perform functions remotely. Only two employees may work in the lower level at one time (one administrative staff member and one non-administrative staff member). If an employee is on-site the employee must: 1. Have previously scheduled themselves onsite using the appropriate scheduling platform 2. Complete a health-screening under the Symptoms and Screenings Policy. 3. Park their vehicle in the back parking lot and use the back City Manager’s Office door to enter and exit the building. 4. Complete requirements under the Facility and Workstation Decontamination Policy. 5. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time 6. Employees should follow Customer Service Counter Procedures below. a. When not attending to a customer at the counter, employees shall work at their individual workstations and maintain social distance from other individuals on-site. 7. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces Procedures below. 8. Employees should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of the Physical Development department. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees may use the lower level breakroom/kitchen to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. COVID-19 Operations Recovery and Readiness Plan 62 • Employees shall use the restroom facilities located on the lower level and shall occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait standing in the hallway on the floor markers. • Only one employee may be in the Mud Room/Plan Review area at one time. o The door to the mudroom from the hallway shall remain open at all times and employees must not use the Mud Room door to the Plan Review area. Phase II The Physical Development department shall operate on-site only to the extent that critical work cannot be completed remotely and to meet the needs of the public. The City shall move to Phase II as deemed necessary by the City Manager and Physical Development Director, and as allowed under Executive Orders. The customer service counter shall be open for appointments only. Personal Protective Equipment Under this policy, employees working on site shall follow the City’s Temporary Facial Coverings (Masks) Policy. Disposable gloves may also be requested from the Department CORR Plan Coordinator. Social Distancing at Work To the extent possible employees shall continue to telework and customer service functions shall be provided remotely (online, via mail, etc). Employees may begin working onsite in a limited capacity, including scheduled customer service appointments, as requested by the employee and as approved by the City Manager. Only three employees may work in each division area at one time (two administrative staff member and one non-administrative staff member). The employees reporting onsite shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: 1. Employees must schedule themselves for onsite work using the appropriate scheduling platform 2. Prior to going in to the office, employees must complete a health-screening under the Symptoms and Screenings Policy. 3. Employees shall park their vehicles in the back parking lot and use the Physical Development back door to enter and exit the building. 4. Employees should complete requirements under the Facility and Workstation Decontamination Policy. 5. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 6. Employees should follow Customer Service Counter Procedures below. • When not attending to a customer at the counter, employees shall work at their individual workstations and maintain social distance from other individuals on-site. • Employees may not sit at directly adjacent workstations. 7. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces Procedures below. 8. Employee should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. COVID-19 Operations Recovery and Readiness Plan 63 Customer Service Counter To the greatest extent possible, transactions and interactions shall be completed electronically, by telephone, or mail. Employees may provide on-site service through appointments and shall follow these procedures: 1. Appointments shall be scheduled using scheduling software determined by the City. 2. Only one customer interaction will take place at the counter at one time. 3. Customers will check-in via cell phone and wait in their vehicle or outside of City Hall. 4. At the time of the appointment, the appropriate staff member will inform the customer they are ready for the appointment. 5. The staff member will meet the customer at the door to let them into City Hall and complete the transaction at the front counter. 6. The employee shall work with the customers at the customer service counter, and stay behind the Plexiglas barrier at all times. 7. If the employee touches the customers’ papers or other items, or shares pens, the employee shall wear gloves and decontaminate all items after use. 8. The employee shall decontaminate the counter top and use hand sanitizer after each customer. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of the Physical Development department. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees may use the lower level breakroom/kitchen to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall use the restroom facilities located on the lower level and shall occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait standing in the hallway on the floor markers. • Only one employee may be in the Mud Room/Plan Review area at one time. o The door to the mudroom from the hallway shall remain open at all times and employees must not use the Mud Room door to the Plan Review area. Phase III Employees have returned to the office and are regularly conducting work at their desks. The Customer Service desk is open for both appointments and walk-ins. Personal Protective Equipment Employees shall not be required to use PPE beyond what is required under the Facial Coverings Policy. Social Distancing at Work Employees may continue to telework with approval from their supervisor and department head. Plexiglas barriers shall be installed on each cubical to provide a protective barrier. Employees shall follow the procedures below: COVID-19 Operations Recovery and Readiness Plan 64 1. Prior to going in to the office, employees must complete a health-screening under the Symptoms and Screenings Policy. 2. Employees shall park their vehicles in the back parking lot and use the back City Manager’s Office door to enter and exit the building. 3. Employees should complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 5. To the extent possible, employees shall work at their individual workstations and maintain social distance from other individuals on-site. • Employees are encouraged to communicate via phone, email, and video communications whenever possible and shall avoid congregating in any areas. 6. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces Procedures below. 7. Employee should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Customer Service Counter Appointments To the greatest extent possible, transactions and interactions shall be completed electronically, by telephone, or mail. Employees may provide on-site service through appointments and shall follow these procedures: 1. Appointments shall be scheduled using scheduling software determined by the City. 2. Only one customer interaction will take place at the counter at one time. 3. Customers will check-in via cell phone and wait in their vehicle or outside of City Hall. 4. At the time of the appointment, the appropriate staff member will inform the customer they are ready for the appointment. 5. The staff member will meet the customer at the door to let them into City Hall and complete the transaction at the front counter. 6. The employee shall work with the customers at the customer service counter, and stay behind the Plexiglas barrier at all times. 7. If the employee touches the customers’ papers or other items, or shares pens, the employee shall wear gloves and decontaminate all items after use. 8. The employee shall decontaminate the counter top and use hand sanitizer after each customer. Walk-Ins During office hours, the Physical Development department must have at least one employee is available to respond to the customer service desk. If a customer enters City Hall and is routed to the Physical Development department the employee responsible will meet the customer at the counter. Additionally: 1. The employee will stay behind the Plexiglas barrier at all times. 2. The employee will wear gloves if they are required to exchange materials. 3. If the employee is unable to help the customer for any reason, they should make every attempt to locate another staff person who can help them. • If the appropriate employee is not available, the employee should take down the customer’s name and phone number and email the information to the appropriate staff person. COVID-19 Operations Recovery and Readiness Plan 65 • If the appropriate employee is available, all surfaces shall be decontaminated and the service desk employee shall return to their desk. 4. After each meeting all high-touch surfaces and objects shall be decontaminated and the employee shall use hand sanitizer. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of the Physical Development department. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees may use the lower level breakroom/kitchen to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall use the restroom facilities located on the lower level and shall occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait standing in the hallway on the floor markers. • Only one employee may be in the Mud Room/Plan Review area at one time. o The door to the mudroom from the hallway shall remain open at all times and employees must not use the Mud Room door to the Plan Review area. COVID-19 Operations Recovery and Readiness Plan 66 Field Inspections Worksite Safety Procedures Phase I All employees should telework to the extent possible and shall perform field inspections through the use of video, live stream video (e.g., FaceTime), or by review of high-quality pictures submitted by the permit holder. If pictures or video are not available or practical, the Building Official or City Engineer may authorize an on-site field inspection. Personal Protective Equipment Employees shall not be required to use PPE beyond what is required under the Facial Coverings Policy. Social Distancing at Work To the extent possible, all employees shall telework. The field inspection may only take place when: • The field inspection takes place outside, such as a new construction site, and the employee does not enter a building, construction trailer, or vehicle with another occupant; • The employee follows all social distancing requirements related to COVID-19 and recommended by the Centers for Disease Control and Prevention (as amended from time to time); • The job site or inspection location is unoccupied by others; and • The employee does not enter an occupied or inhabited home. Additionally, employees must follow these procedures: 1. Complete a health-screening under the Symptoms and Screenings Policy. 2. Follow the City’s Vehicle and Equipment Use Policy. 3. Complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 5. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces Procedures below. 6. Employees should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. If any employee, upon arrival at a job site, may elect not to complete an inspection if they determine the conditions are unsafe, unsanitary, or social distancing protocols have not been or cannot be followed. If an employee determines that an inspection will not take place, the employee shall immediately notify their supervisor and department head. Phases II & III Employees shall continue conducting virtual inspections. However, employees may perform inspections of occupied homes when no other individual is present, and work cannot be reasonably completed in any other way. Personal Protective Equipment If inspecting an unoccupied dwelling, employees shall not be required to use PPE beyond what is required under the Facial Coverings Policy. If an employee is inspecting an occupied home or building the employee must wear: • KN95 mask or equivalent; • Face shield or close-fitting eye protection; and COVID-19 Operations Recovery and Readiness Plan 67 • Gloves and shoe covers. Social Distancing at Work If an employee is performing a field inspection the employee must follow these procedures: 1. Complete a health-screening under the Symptoms and Screenings Policy. 2. Follow the City’s Vehicle and Equipment Use Policy. 3. Complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time. 5. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces Procedures below. 6. Employees should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Entering Occupied or Inhabited Homes/Buildings Employees may enter occupied or inhabited homes or buildings if: • Completion of the work, inspection, or observation is urgent and cannot be done outside of the structure or virtually. • No persons other than the staff member and the owner/tenant or their representative are present. • Owner/tenant/representative is not displaying symptoms of COVID-19. If any employee, upon arrival at a job site, may elect not to complete an inspection if they determine the conditions are unsafe, unsanitary, or social distancing protocols have not been or cannot be followed. If an employee determines that an inspection will not take place, the employee shall immediately notify their supervisor and department head. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of the Physical Development department. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees may use the lower level breakroom/kitchen to store their food and beverages and use the shared appliances. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall use the restroom facilities located on the lower level and shall occupy the facilities only one person at a one time. o If an employee travels to the restroom and finds it is locked, the employee may wait standing in the hallway on the floor markers. • Only one employee may be in the Mud Room/Plan Review area at one time. o The door to the mudroom from the hallway shall remain open at all times and employees must not use the Mud Room door to the Plan Review area. Vehicle and Equipment use Policy All employees who use City vehicles and equipment must follow these guidelines: 1. Only one employee is permitted to occupy a City vehicle at one time, and shall only operate the vehicle or equipment that the employee is assigned, with the following exceptions: COVID-19 Operations Recovery and Readiness Plan 68 a. Public Safety Personnel are conducting work that requires more than one individual in the vehicle. All employees shall adhere to the Facial Covering (Masks) Policy. b. Vehicle Maintenance Repair Transport. In this situation, one person shall occupy the driver’s seat and one shall occupy the back seat and both employees shall adhere to the Facial Coverings (Masks) Policy. c. Public Works Maintenance Work where current vehicle or equipment inventory does not support isolated use. In this situation, to the extent possible, one person shall occupy the driver’s seat and one shall occupy the back seat and both employees shall adhere to the Facial Coverings (Masks) Policy. 2. If an employee is required to operate machinery or equipment, the employee should make every effort to stay in the equipment or vehicle as much as possible. 3. Employees shall follow the Department’s Vehicle and Equipment Decontamination Policy for use of all vehicles and equipment. COVID-19 Operations Recovery and Readiness Plan 69 Facility Cleaning and Disinfecting The purpose of this policy is to provide employees with procedures to consistently and effectively maintain the cleanliness of City property and facilities, thereby minimizing the spread of germs. Supplies The City will provide the necessary equipment and supplies needed to carry out necessary cleaning and disinfecting of facilities, equipment, and vehicles. The CORR Plan Coordinator is responsible for making sure all required supplies are stocked and available. To order supplies, contact Public Safety Staff. All employees should immediately notify the on-duty employee at the Public Safety front desk (763-593-8079) and their Department’s CORR Plan Coordinator (763-593-8056) when inventory is low in any City facility. The following supplies will be located at or near each building entrance that is in use: • Spray bottles (3% bleach to water solution) • Paper towels • Hand Sanitizer • Gloves Additionally, the following supplies will be located within each restroom • Spray bottles (3% bleach to water solution) • Paper towels • Gloves (Employee Restrooms) All employees are required to follow the City’s Facility Use and Employee Workstation Decontamination Policy, and the department-specific cleaning and disinfecting procedures. Employees are encouraged to discuss any concerns and questions with their supervisor or Department Head. Facility Use and Employee Workstation Decontamination Policy The City shall follow the preventative measures and recommendations of the Center for Disease Controls (CDC) and Occupational Safety and Health Administration (OSHA). Employees may refer to the short video guides for the decontamination procedures below. All employees entering City facilities, operating City equipment, or handling City property shall follow the procedures listed below. 1. Employees shall obtain the necessary supplies upon entering the lower level of the building. • Wipes, Paper towels, spray bottles with bleach solution, hand sanitizer, disposal face masks and other supplies will be located on a table near the front counter entry and on a table in the lower level corridor near the rear entry door. Supplied will also be located on a table in central area of the lower level. 2. Employees shall use the supplies to decontaminate/wipe down the following: • any door handles encountered on the way to their work areas, • the employee’s personal workspace, and • common places including, door knobs, handles, light switches, surfaces, plumbing fixtures, counter tops, desks, computers, etc. that the employee touches. 3. Employees may not handle equipment, office supplies, or other such materials belonging to another employee. • Any shared electronics, including computer monitors, tablets, and the copier control screens must be cleaned with antibacterial or disinfecting wipes. Employees should not use bleach spray or other harsh chemicals on these items. COVID-19 Operations Recovery and Readiness Plan 70 • Keyboards, mice, and other plastic items should be cleaned by a disinfectant wipe or by spraying bleach solution into a rag and wiping it down. Employees should ensure liquid solution does not drip into the electronics and allow ample time for drying before use. 4. Employees shall also wash or sanitize their hands upon entry and exit of the building and after using the restroom. 5. Employees should wash their hands regularly while performing their tasks in the City facilities. 6. Employees shall follow the same procedures in reverse when exiting the building. Vehicles and Equipment Decontamination Policy Employees may regularly use vehicles and equipment during the course of their normal duties. Employees must decontaminate/wipe down assigned vehicles and equipment before and after each use. This includes, but is not limited to door handles, steering wheels, levers, controls, buttons, and the dashboards. COVID-19 Operations Recovery and Readiness Plan 71 Public Safety – Fire Worksite Safety Plan COVID-19 Operations Recovery and Readiness Plan 72 Public Safety – Police Worksite Safety Plan COVID-19 Operations Recovery and Readiness Plan 73 Public Works Worksite Safety Plan This section contains department specific policies that employees must follow while at work. The purpose of this section is to provide detailed instructions to employees so that they can perform the essential functions of their jobs safely. These procedures are in addition to all other requirements in this CORR Plan. These procedures may be updated as needed and employees are encouraged to share ideas for improving these procedures with their supervisor. 1. Function-Specific Worksite Safety Procedures: • Personal Protective Equipment (PPE); • Social distancing guidelines o To ensure the safety of employees and visitors, the department has implemented several administrative and engineering social distancing controls. 2. Facility cleaning, disinfecting, and decontamination procedures List of Department Functions The Public Works department provides a number of critical services to the public and the departments within provide ongoing direct support to all departments across the City. The Public Works Safety Plan addresses the following broad functions: • Public Works Maintenance • Sanitary Sewer Mainline Maintenance • Playground Inspection • Vehicle Maintenance • In-home Customer Service Work Orders The specific worksite safety procedures for each of these functions is listed below. Phased Approach The City will use the following criteria to determine who and when to bring in to the office. • Phase I: Employees shall only report onsite for work that cannot be completed remotely. • Phase II: Employees are able to work remotely, but service levels are significantly decreased, or certain department functions are not being done. • Phase III: Employees are able to work remotely, but the City is ready to resume business operations on-site. COVID-19 Operations Recovery and Readiness Plan 74 Public Works Maintenance Worksite Safety Procedures Phase I All employees who are able will telework and to the extent possible, customer service responsibilities shall be conducted remotely. Employees may go onsite for work that cannot be conducted remotely. Personal Protective Equipment Under this policy, employees shall continue to wear OSHA required PPE. Employees working on site shall follow the City’s Facial Coverings (Masks) Policy. Employees are required to wear additional PPE while performing the following functions: • Sanitary Sewer Mainline Maintenance – employees operating cleaning equipment shall wear KN95 mask, glasses or face shield, and disposable gloves. • Playground Inspection – employee shall wear new disposable gloves for each playground inspection. Social Distancing at Work When two or more employees are required to deliver critical services, the department supervisors may stagger the start and end times of each employee. The individuals reporting onsite shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: 1. Prior to going in to the office, employees must complete a health-screening under the Symptoms and Screenings Policy. 2. Employees shall use their main division door to enter and exit the building. 3. Employees should complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all times. 5. Employees shall maintain social distance from other individuals on-site. o Employees will alternate break times and take breaks individually in separate locations. o Employees will report daily time and resources to their division Crew Lead to track in Cartegraph. i. Maintenance employees who have been assigned an IPad or tablet may use such device to report time and resources. 6. Follow the Vehicle and Equipment Use Policy. 7. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces procedures below. 8. Employee should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of the Public Works Department. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees of the must follow the Lunchroom Policy. o Employees should decontaminate appliances and any touched surfaces after use. COVID-19 Operations Recovery and Readiness Plan 75 o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall follow the Restroom/Locker Room Policy. Phase II Public Works shall operate on-site to perform critical work that cannot be completed remotely. The City shall move to Phase II as deemed necessary by the City Manager and Public Works Director, and as allowed under Executive Orders. Personal Protective Equipment Under this policy, employees shall continue to wear OSHA required PPE. Employees working on site shall follow the City’s Facial Coverings (Masks) Policy. Additionally: a. Sanitary Sewer Mainline Maintenance – employees operating cleaning equipment shall wear KN95 mask, glasses or face shield, and disposable gloves. b. Playground Inspection – employee shall wear new disposable gloves for each playground inspection. c. In-home Customer Service Work Orders – employee shall wear KN95 mask, glasses, new disposable gloves and new disposable shoe covers. Social Distancing at Work To the extent possible, employees performing maintenance work shall work individually. When employees are scheduled to work in teams, they shall maintain social distancing as much possible. The individuals reporting onsite shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: 1. Prior to going in to the office, employees must complete a health-screening under the Symptoms and Screenings Policy. 2. Employees shall use their main division door to enter and exit the building. • Employees shall follow the Restroom/Locker Room Policy. 3. Employees should complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all times. 5. Employees shall maintain social distanced from other individuals on-site. 6. Follow the Vehicle and Equipment Use Policy. 7. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces procedures below. 8. Employee should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of the Public Works Department. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. COVID-19 Operations Recovery and Readiness Plan 76 • Employees of the must follow the Lunchroom Policy. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. Phase III Employees have returned to working on site and normal maintenance work has resumed. Personal Protective Equipment Under this policy, employees shall continue to wear OSHA required PPE. Employees working on site shall follow the City’s Temporary Facial Coverings (Masks) Policy. Additionally: a. Sanitary Sewer Mainline Maintenance – employees operating cleaning equipment shall wear KN95 mask, glasses or face shield, and disposable gloves. b. Playground Inspection – employee shall wear new disposable gloves for each playground inspection. c. In-home Customer Service Work Orders – employee shall wear KN95 mask, glasses, new disposable gloves and new disposable shoe covers. Social Distancing at Work The individuals reporting onsite shall familiarize themselves with all of the policies within this plan and follow the procedures listed below: 1. Prior to going in to the office, employees must complete a health-screening under the Symptoms and Screenings Policy. 2. Employees shall use their main division door to enter and exit the building. 3. Employees should complete requirements under the Facility and Workstation Decontamination Policy. 4. Follow the Hygiene and Respiratory Etiquette Policy (including use of facial coverings) at all time 5. To the extent possible, employees shall work at their individual workstations and maintain social distance from other individuals on-site. 6. Employees must follow Common Spaces Worksite Safety Policies and the Use of Facilities and Shared Spaces procedures below. 7. Employee should exit the building following decontamination procedures and ensure all light switches and door handles have been properly sanitized upon exit. Use of Facilities and Shared Spaces • If an employee must use shared devices like printers, copiers, scanners, etc., the employee must decontaminate appropriately after use. • Employees should attempt to restrict their movements outside of the Public Works Department. o If an employee must travel to another part of the building, the employee should bring a decontamination kit and wipe down any touched surfaces. • Employees of the must follow the Lunchroom Policy. o Employees should decontaminate appliances and any touched surfaces after use. o Employees are also encouraged to eat any meals/snacks at their own desk. • Employees shall follow the Restroom/Locker Room Policy. COVID-19 Operations Recovery and Readiness Plan 77 Vehicle and Equipment Use Policy All employees who use City vehicles and equipment must follow these guidelines: 1. Only one employee is permitted to occupy a City vehicle at one time, and shall only operate the vehicle or equipment that the employee is assigned, with the following exceptions: a. Public Safety Personnel are conducting work that requires more than one individual in the vehicle. All employees shall adhere to the Facial Covering (Masks) Policy. b. Vehicle Maintenance Repair Transport. In this situation, one person shall occupy the driver’s seat and one shall occupy the back seat and both employees shall adhere to the Facial Coverings (Masks) Policy. c. Public Works Maintenance Work where current vehicle or equipment inventory does not support isolated use. In this situation, to the extent possible, one person shall occupy the driver’s seat and one shall occupy the back seat and both employees shall adhere to the Facial Coverings (Masks) Policy. 2. If an employee is required to operate machinery or equipment, the employee should make every effort to stay in the equipment or vehicle as much as possible. 3. Employees shall follow the Department’s Vehicle and Equipment Decontamination Policy for use of all vehicles and equipment. COVID-19 Operations Recovery and Readiness Plan 78 Facility Cleaning and Disinfecting The purpose of this policy is to provide employees with procedures to consistently and effectively maintain the cleanliness of City property and facilities, thereby minimizing the spread of germs. Supplies The City will provide the necessary equipment and supplies needed to carry out necessary cleaning and disinfecting of facilities, equipment, and vehicles. The CORR Plan Coordinator is responsible for making sure all required supplies are stocked and available. To order supplies, contact Public Safety Staff. All employees should immediately notify the on-duty employee at the Public Safety front desk and their Department’s CORR Plan Coordinator (763-593-8056) when inventory is low in any City facility. The following supplies will be located at or near each building entrance that is in use: • Spray bottles (3% bleach to water solution) • Paper towels • Hand Sanitizer • Gloves Additionally, the following supplies will be located within each restroom: • Tissues • Spray bottles (3% bleach to water solution) • Paper towels • Gloves (Employee Restrooms) All employees are required to follow the City’s Facility Use and Employee Workstation Decontamination Policy, and the department-specific cleaning and disinfecting procedures. Employees are encouraged to discuss any concerns and questions with their supervisor or Department Head. Facility Use and Employee Workstation Decontamination Policy The City shall follow the preventative measures and recommendations of the Center for Disease Controls (CDC) and OSHA. Employees may refer to the short video guides for the decontamination procedures below. All employees entering City facilities, operating City equipment, or handling City property shall follow the procedures listed below. 1. Employees shall obtain the necessary supplies upon entering the building through their main division door. Supplies shall be located inside the door. 2. Employees shall use the supplies to decontaminate/wipe down the following: • any door handles encountered on the way to their work areas, • the employee’s personal workspace, and • common places including, door knobs, handles, light switches, surfaces, plumbing fixtures, counter tops, desks, computers, etc. that the employee touches. 3. Employees may not handle equipment, office supplies, or other such materials belonging to another employee. • Any shared electronics, including computer monitors, tablets, and the copier control screens must be cleaned with antibacterial or disinfecting wipes. Employees should not use bleach spray or other harsh chemicals on these items. COVID-19 Operations Recovery and Readiness Plan 79 • Keyboards, mice, and other plastic items should be cleaned by a Clorox wipe or by spraying bleach solution into a rag and wiping it down. Employees should ensure liquid solution does not drip into the electronics and allow ample time for drying before use. 4. Employees shall also wash their hands upon entry and exit from the building and after using the restroom. 5. Employees should wash their hands regularly while performing their tasks in the City facilities. 6. Employees shall follow the same procedures in reverse when exiting the building. Vehicles and Equipment Decontamination Policy Employees may regularly use vehicles and equipment during the course of their normal duties. Employees must decontaminate/wipe down assigned vehicles and equipment before and after each use. This includes, but is not limited to door handles, steering wheels, levers, controls, buttons, and the dashboards. COVID-19 Operations Recovery and Readiness Plan 80 Appendices COVID-19 Operations Recovery and Readiness Plan 81 Appendix __ COVID-19 Operations Recovery and Readiness Plan 82 Plan Approval and Acknowledgement This CORR Plan has been certified by the City Council and City Manager of the City of Golden Valley and was posted throughout the workplace on June 10, 2020. ___________________________________________ Shepard M. Harris, Mayor _________________________________________ Timothy J. Cruikshank, City Manager REGULAR MEETING AGENDA This meeting will be held via Webex in accordance with the local emergency declaration made by the City under Minn. Stat. § 12.37. The public may monitor this meeting by watching on Comcast cable channel 16, by streaming on CCXmedia.org, or by calling 1-415-655-0001 and entering the meeting code ( ). The public may participate in this meeting during public comment sections, including the public forum beginning at 6:20 pm, by calling 763-230-7454. Additional information about monitoring electronic meetings is available on the City website. For technical assistance, please contact the City at 763-593-8007 or webexsupport@goldenvalleymn.gov. If you incur costs to call into the meeting, you may submit the costs to the City for reimbursement consideration. 1. Call to Order A. Pledge of Allegiance Pages B. Roll Call C. Proclamation Recognizing Meadowbrook Principal Dr. Evans-Becker 2. Additions and Corrections to Agenda 3. Consent Agenda Approval of Consent Agenda - All items listed under this heading are considered to be routine by the City Council and will be enacted by one motion. There will be no discussion of these items unless a Council Member so requests in which event the item will be removed from the general order of business and considered in its normal sequence on the agenda. A. Approval of Minutes: 1. City Council Meeting – May 19 and June 2, 2020 2. Special City Council Meetings – May 29, 2020 B. Approval of City Check Register C. Licenses: 1. 2020-2021 Liquor License renewal 2. Approve On-Sale Intoxicating with Sunday Sale Liquor License – New Bohemia D. Minutes of Boards and Commissions: 1. E. Approval of Bids, Quotes and Contracts: 1. Welcome Avenue Sanitary Sewer Extension Project 2. Approve Public Trailway Permanent Irrevocable Permit with Three Rivers Park District F. Acceptance of Grants and Donations: 1. G. CUP Extension for 1030 Angelo Drive H. CUP Extension for 2425 Douglas Drive I. Designation of Polling Places for 2020 Elections Res. 20- June 16, 2020 – 6:30 pm DRAFT City of Golden Valley City Council Regular Meeting June 16, 2020 – 6:30 pm 2 4. Public Hearing A. Public Hearing – Amending Zoning Districts to Regulate Tobacco Sales 5. Old Business 6. New Business All Ordinances listed under this heading are eligible for public input. A. 1421 Rhode Island Avenue North Curb Cut BZA Appeal B. Consider Adoption of City CORR Plan (COVID-19 Operations Recovery and Readiness Plan) C. Approve Resolution Ending Local Emergency D. COVID-19 Pandemic Emergency Administrative Actions E. Review of Council Calendar F. Mayor and Council Communications 1. Other Committee/Meeting updates 7. Adjournment DRAFT REGULAR MEETING AGENDA 1. Call to Order A. Pledge of Allegiance Pages B. Roll Call 2. Additions and Corrections to Agenda 3. Consent Agenda Approval of Consent Agenda ‐ All items listed under this heading are considered to be routine by the City Council and will be enacted by one motion. There will be no discussion of these items unless a Council Member so requests in which event the item will be removed from the general order of business and considered in its normal sequence on the agenda. A. Approval of Minutes: 1. City Council Meeting – June 16, 2020 B. Approval of City Check Register C. Licenses: D. Minutes of Boards and Commissions: E. Approval of Bids, Quotes and Contracts: 1. Approve Three Rivers Park BCRT Coop Trail Way Agreement F. Acceptance of Grants and Donations: G. Appointment of Election Judges and Absentee Ballot Board for Primary Election August 11, 2020 Res. H. Amendment to the 2020 Council Calendar date ‐ Move August 5 City Council meeting to August 4, 2020 4. Public Hearing A. Public Hearing – Zoning Text Amendments ‐ Narrow Lots 5. Old Business 6. New Business All Ordinances listed under this heading are eligible for public input. A. Noah Joynes Youth Recreation Fund B. COVID‐19 Pandemic Emergency Administrative Actions C. Review of Council Calendar D. Mayor and Council Communications 1. Other Committee/Meeting updates 7. Adjournment July 7, 2020 – 6:30 pm Council Chambers Golden Valley City Hall 7800 Golden Valley Road DRAFT REGULAR MEETING AGENDA Pages 1. CAFR Report-Auditors 2. Human Services Commission and Golden Valley Community Foundation Discussion 3. Civil Service Commission Discussion 4. Review of City Goals 5. 2020 Budget Update 6. Council Review of Future Draft Agendas: Housing & Redevelopment Authority July 21, City Council July 21, City Council August 4, Wednesday, Council/Manager August 12, City Council August 18, City Council September 1 and Council/Manager September 8, 2020 Council/Manager meetings have an informal, discussion-style format and are designed for the Council to obtain background information, consider policy alternatives, and provide general directions to staff. No formal actions are taken at these meetings. The public is invited to attend Council/Manager meetings and listen to the discussion; public participation is allowed by invitation of the City Council. July 14, 2020 – 6:30 pm Council Conference Room Golden Valley City Hall 7800 Golden Valley Road DRAFT REGULAR MEETING AGENDA 1. Call to Order A. Roll Call 2. Approval of Agenda 3. Consent Agenda Approval of Consent Agenda - All items listed under this heading are considered to be routine and will be enacted by one motion. There will be no discussion of these items unless a Commission Member so requests in which event the item will be removed from the general order of business and considered in its normal sequence on the agenda. A. Approval of Minutes: 1. Regular Meeting – April 21, 2020 2. Work Session – June 9, 2019 B. Reimbursement of City Expenditures C. Receipt of Quarterly Financial Reports 4. Public Hearing 5. Old Business 6. New Business A. North Wirth Development Agreement Amendment 7. Adjournment July 21, 2020 – 6:30 pm Council Chambers Golden Valley City Hall 7800 Golden Valley Road DRAFT REGULAR MEETING AGENDA 1. Call to Order A. Pledge of Allegiance Pages B. Roll Call 2. Additions and Corrections to Agenda 3. Consent Agenda Approval of Consent Agenda ‐ All items listed under this heading are considered to be routine by the City Council and will be enacted by one motion. There will be no discussion of these items unless a Council Member so requests in which event the item will be removed from the general order of business and considered in its normal sequence on the agenda. A. Approval of Minutes: 1. City Council Meeting – July 7, 2020 B. Approval of City Check Register C. Licenses: 1. D. Minutes of Boards and Commissions: 1. E. Approval of Bids, Quotes and Contracts: 1. F. Acceptance of Grants and Donations: 1. 4. Public Hearing A. Public Hearing ‐ MS4 General Permit, Storm Water Pollution Prevention Program, Annual Report to the Minnesota Pollution Control Agency Res. 20‐ 5. Old Business 6. New Business All Ordinances listed under this heading are eligible for public input. A. COVID‐19 Pandemic Emergency Administrative Actions B. Review of Council Calendar C. Mayor and Council Communications 1. Other Committee/Meeting updates 7. Adjournment July 21, 2020 – Immediately Following HRA meeting Council Chambers Golden Valley City Hall 7800 Golden Valley Road DRAFT REGULAR MEETING AGENDA 1. Call to Order A. Pledge of Allegiance Pages B. Roll Call 2. Additions and Corrections to Agenda 3. Consent Agenda Approval of Consent Agenda - All items listed under this heading are considered to be routine by the City Council and will be enacted by one motion. There will be no discussion of these items unless a Council Member so requests in which event the item will be removed from the general order of business and considered in its normal sequence on the agenda. A. Approval of Minutes: 1. City Council Meeting – July 21, 2020 B. Approval of City Check Register C. Licenses: 1. D. Minutes of Boards and Commissions: 1. E. Approval of Bids, Quotes and Contracts: 1. Approve Professional Services to Update City's 5-Year MS4 Stormwater Permit F. Acceptance of Grants and Donations: 1. Acceptance of Donation for Lawn Bowling Print for Brookview Golf Course Res. 20- G. Authorize MOU with Xcel Energy for PIE Phase II Plan Implementation 4. Public Hearing 5. Old Business 6. New Business All Ordinances listed under this heading are eligible for public input. A. First Consideration – Control of Animal Ordinance B. COVID-19 Pandemic Emergency Administrative Actions C. Review of Council Calendar D. Mayor and Council Communications 1. Other Committee/Meeting updates 7. Adjournment August 4, 2020 – 6:30 pm Council Chambers Golden Valley City Hall 7800 Golden Valley Road DRAFT REGULAR MEETING AGENDA Pages 1.2020 Budget Update and Preliminary 2021-2022 Budget and Levy Discussion 2.Council Review of Future Draft Agendas: City Council August 18, City Council September 1, Council/Manager September 8, City Council September 15, City Council October 6, and Council/Manager October 13, 2020 Council/Manager meetings have an informal, discussion-style format and are designed for the Council to obtain background information, consider policy alternatives, and provide general directions to staff. No formal actions are taken at these meetings. The public is invited to attend Council/Manager meetings and listen to the discussion; public participation is allowed by invitation of the City Council. Wednesday, August 12, 2020 – 6:30 pm Council Conference Room Golden Valley City Hall 7800 Golden Valley Road DRAFT