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Home My WebLink About09. (Handout) COVID-19 Response Update - Presentation 04/02/20 ® CENTRAL SAN'S (HItem9. � andouu t) Adim COVID = 194� V"Aw RESPONSE UPDATE Pandemic Response Team Co-coordinators Emily Barnett, Communications & Government Relations Manager Teji O'Malley, Human Resources Manager April 2, 2020 RESPONSE TIMELINE Thurs. Tues. Wed. Thurs. Fri. Sun. Mon. Tue. Wed. 3/5 3/10 3/11 3/12 3/13 3/15 3/16 3/17 3/18 • COVID-19 informational email from Safety to all employees CFNTPAI SAN 1 04/02/20 RESPONSE TIMELINE +r Wed. Thurs. Tues. Wed. Thurs. Fri. Sun. Mon. Tue. Wed. 2/26 3/5 3/10 3/11 3/12 3/13 3/15 3/16 3/17 3/18 _ _ J • Employee Update Email • Reviewing policies, practices, and procedures • Surfaces are being routinely disinfecting • Ask employees with respiratory illness asked to stay home until free of fever for 24-hours • If you need to take care of family members, you may utilize any accruals • Printed and distributed CDC flyer: Stop the Spread of Germs CFNTPAt SAN RESPONSE TIMELINE JIM INEV Wed. Thurs. Tues. Wed. Thurs. Fri. Sun. Mon. Tue. Wed. JK/5 ji - 3/11 3/12 3/13 3/15 3/16 3/17 3/18 • Draft update to Crisis Communications Plan re: COVID-19 • - - 2 04/02/20 RESPONSE TIMELINE +r Wed. Thurs. Thurs. Fri. Sun. Mon. Tue. Wed. 2/26 3/5 3/1 3/12 3/13 3/15 3/16 3/17 3/18 _ J • Employee Update Email • Suspending non-essential travel • Minimize in-person interactions • Encourage use of proper PPE, hand washing, etc. • Provided links to additional information 4. CFNTRAISAN RESPONSE TIMELINE JIM INEV ues. ® Fri. Sun. Mon. Tue. Wed. /5 ji 3/13 3/15 3/16 3/17 3/18 • Employee Update Email • Notice clarifying that employee tested negative for COVID-19 • Reminder to continue practicing sanitary and social distancing precautions CFNTPAI SAN 3 04/02/20 RESPONSE TIMELINE +r Wed. Th u rs. MMM Sun. Mon. Tue. Wed. 3/5 2/26 3/5 3/1 3/15 3/16 3/17 3/18 _ J • Suspended all in-class student education programs. • Began sharing/retweeting key Contra Costa Health Services social media updates • Social media posts on not flushing disinfectant wipes CFNTPAt SAN RESPONSE TIMELINE +r 3/ JK/5 ji 3/16 17 3/ 8 • Employee Update Email - Prompted by National Emergency declaration and CA directive for all persons 65 an older or with chronic medical conditions to self-isolate at home • Employees meeting declaration standards told to stay home. Can use any accrued time • Public-facing service are suspended • Telework options are being evaluated • Website updated with landing page for modified operations information • Social Media posts announcing public closures were released 4 04/02/20 RESPONSE TIMELINE JEWO VF Web. - T3/5s. Tue.3/1 MMMMM 3/17 3/18 • Social Media posts promoted to reach more customers • Voicemail greetings were to reflect public closures • Employee Update Email - Prompted by Contra Costa County announcing "shelter in place" • Notify employees of Central San providing an "essential service". • Some teleworking approvals been granted, others under review • Employees not meeting isolation requirements are still to report to work on Tuesday 3/17. • Safety Email provides COVID-19 Healthcare links to John Muir and Kaiser CFNTPAI SAN RESPONSE TIMELINE ues. ® MM Wed. JK/5 ji 3/18 M'"Urnsom M• Emergency Board of Directors meeting held • Employee Update Email • Announced approval for General Manager to send non-essential employees home, and provide administrative leave through April 7, 2020 • Determinations will be made by close of business on Wednesday 3/18. • Information on remote work tools emailed to employees CFNTPAI SAN 5 04/02/20 RESPONSE TIMELINE 0 Wed. — Th 3/5 2/26 3/5 3/1 • Created COVID-19 overview page for San Central • Will serve as central point of information for employees • Provide links to useful information • General Manager& Leadership Team establish employee designations • Employee Update Email • Next steps for essential/nonessential employees • Employee resources • Disaster Service Worker designation CFNTPAI SAN RESPONSE TIMELINE 0 ues. Communication and Events from February 26 through March 18 were presented at the March 19,2020 Board Meeting. • - - CFNTPAI SAN 6 04/02/20 RESPONSE TIMELINE Thurs. Fri. Sun. Mon. Tue. Wed. Fri. Sun. 4TUL't, 3/19 3/20 3/22 3/23 3/24 3/25 3/27 3/29 3/31 The following are actions that have been taken following the March 19 Board Meeting. RESPONSE TIMELINE Fri. Sun. Mon. Tue. Wed. Fri. Sun. u8. 3/20 3/22 3/23 3/24 3/25 3/27 3/29 3/31 • Governor Newsom announces statewide order to shelter at home with no end date specified. • Employee Update Email • Board ratified General Managers Emergency proclamation. • Access to POB restricted to Plant Maintenance and Operations personnel • Employee Emergency Telework Agreements distributed and posted on San Central CFNTPAISAN 7 04/02/20 RESPONSE TIMELINE Thurs. Fri. Sun. Mon. Tue. Wed. Fri. Sun. Tue. 3/19 6, 3/20 3/22 3/23 3/24 3/25 3/27 3/29 3/31 • Safety Notice — Gyms are closed as precaution. Reminded employees that basin trails and Flushing Meadow were available for walking and running. CFNTPAt SAN ESPONSE TIMELINE +r Thurs. Fri. Sun. Mon. Tue. Wed. Fri. Sun. Tue. 3/19 J"0 3/22 3/23 3/24 3/25 3/27 3/29 3/31 • President Trump issues a major disaster declaration for the State of California • Employee Update Email • State designation of water&wastewater as a critical function • Employee positions listed as essential workforce 8 04/02/20 RESPONSE TIMELINE oue. Thurs. Fri. SUAW � Tue. Wed. Fri. Sun. 3/19 3/20 3/22 &- 3/23 3/24 3/25 3/27 3/29 3/31 • IT Update — Instructions for connecting laptops to the District network from home are emailed and posted to San Central RESPONSE TIMELINE +► L6h Fri. Sun Tue. Wed. Fri. Sun. ue. 0 , kL 3/22 223/24 3/25 3/27 3/29 3/31 • IT Update — Instructions and form for borrowing/securing District IT equipment are emailed and posted to San Central 9 04/02/20 RESPONSE TIMELINE oue. Thurs. Fri. Surto � Fri. Sun. 3/19 6, 3/20 3/22 3/23 3/24 3/25 3/27 3/29 3/31 • Employee Update Email - Practicing Social Distancing at Work information is sent to all employees RESPONSE TIMELINE Fue " Thurs. Fri. Sun Tue. a Fri. Sun 3/19 3/20 3/22 3/2425 3/27 3/29 3/31 • Employee Update Email - FAQ's — Information about leaves and pay is provided to employees. CFNTPAISAN 10 04/02/20 RESPONSE TIMELINE oue. Thurs. Fri. Sun.' ESun. 3/19 3/20 3/22 3/23 3/24 3/25 3/27 3/29, 3/31 • President Trump extends social distancing guidelines until April 30. RESPONSE TIMELINE hurs. Fri. 3/22 A /24 J 3/27 3/29 • Contra Costa County extends/strengthens shelter order • Before Friday,April 3, 2020, essential businesses that continue to operate facilities in the County must complete, post, and implement a social distancing protocol for each facility that remains open • Essential businesses that continue to operate facilities in the County must scale down operations to their essential component only • Most construction—residential and commercial—is prohibited. Exceptions are made for...public works projects when designated as essential by the lead governmental agency • On-line distribution of COVID-19 Lateral Connection Issue to employees 11 04/02/20 HOW WE ARE COMPLYING . j How We Are Complying PREVENTION ACTIONS TAKEN • Directed all employees who can work remotely to do so • Posted social distancing protocols and required employee notices at every public entrance • Implemented CDC's Recommended Measures to Protect Employee Health • Ensured all occupied workspaces are separated by at least six feet • Increased frequency of disinfecting high-contact surfaces in occupied areas • Issuing safety announcements and updates as needed Responding to staff concerns and questions regarding COVID-19 12 04/02/20 How We Are Complying PREVENTION ACTIONS TAKEN • Directed replacement of HVAC Filters to MERV 13 at CSO and Martinez Facilities which stop Proplet Nuceli (Sneeze particles) • Posted CDC handwashing and cover your cough/sneeze posters on safety bulletin boards, lunchrooms, elevator and restrooms • Provided all employees with soap, water, sanitizer, disinfection supplies at designated locations •Authorized purchase of two portable handwashing stations • Purchased two non-contact infrared temperature thermometers • Managed and monitored PPE supplies through Warehouse staff How We Are Complying PREVENTION ACTIONS TAKEN • Scheduled additional cleanings of the Treatment Plant Control Rooms • Cleaned Emergency Operations Center (EOC) sleeping bags and cots • Issued pandemic planning guides to operations Managers and Supervisors • Issued staff the Water Environment Federations' (WEF) Implementing the Hierarchy of Controls for Wastewater Worker Protection • Isolated mission-critical operations staff • Coordinated with Contra Costa County Health Services to include operators on the first responders COVID-19 testing list 13 04/02/20 How We Are Complying PREVENTION ACTIONS TAKEN • Implemented use of full-face respirators for operators • Identified ways to reduce mist/spray at the treatment plant •Assisted pumping station operators with respirator supplies, mask disinfection procedures, and usage information • Provided safety procedures to construction inspectors when encountering customers and contractors • Issued online coronavirus staff training • Provided safety trainings on proper hand washing practices • Changed water bottle service to no-contact delivery locations • Conducted training for janitorial contractor on disinfection of facilities equire COVID-19 Protection Plan submittals from contractors 1 How We Are Complying PREVENTION ACTIONS TAKEN • Multi-divisional benchmarking with sister agencies on pandemic response • Participation in WEF/CWEA/NACWA informational COVID-19 webinars •Gather information, guidelines and new standards from regulatory agencies and organizations 1 14 04/02/20 How We Are Complying IT TELEWORK SUPPORT *IF • Modified IT Staff shifts • Providing extended support for weekdays &weekends • Support for equipment rollout • Acquired, configured, and distributed over 70 laptop computers • Trained staff on security software allowing access from home • Transitioned most office staff from traditional telephone calls into Microsoft Teams keeping employees engaged and productive • Increased customer service options through Board-approved PayPal nline payments How We Are Complying IT TELEWORK SUPPORT • Increased software licensing • Added conference call functionality to Microsoft Teams • Increased DocuSign licenses to enable remote routing of invoices and other documents. • Reconfigured Board Room • Enabled Board Members to call in remotely while live-streaming board meetings. • Continuing system upgrades for improved sound and video quality. Conversion to Microsoft Teams in process for Board and Committee meetings allowing for full audio and video from participants in remote locations. CFNTPAI SAN 15 04/02/20 How We Are Complying WORKFORCE SCHEDULING ,, • Plant Maintenance & Materials Control Staff • Maintenance shop and Warehouse staff split into two Crews (A and B)with staggered start times • Shifts on for two-weeks/off for two-weeks • Each work-day is eight hours • Plant Operations Staff • Plant staff split into seven crews (four per crew) • Shifts on for four days off for either eight or 12 days dependent on rotation • Each work-day is 12 hours • Collection System Operations Staff • Staff 40% on-site at a time, shifts rotate weekly •When employees are off-site, they are given work that can be done remotely and are considered on-call How We Are Complying PUBLIC NOTIFICATIONS/OUTREACH • Information on Central San's modified operations/closure of public-facing services • Wipes messaging related to increased use of disinfectant wipes and toilet paper substitutes • Resharing of key COVID-19 messages from Contra Costa Health Services Remember that ALL wipes belong fl - -' inthetrash.notinthetoilet. — AR 16 04/02/20 INNOVATION DURING CRISIS •Convenience online pay options for customers - PayPal • Remote financial approval process - DocuSign •Temporary student educational online learning •GIS Emergency Response Staffing Map 138 17