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HomeMy WebLinkAbout79 20COUNTY OF JEFFERSON State of Washington In the Matter of Adopting a Fourth Temporary County Policy Based on Emergency Response to the COVID-19 Pandemic RESOLUTION NO. 79 20 WHEREAS, on February 29, 2020, Governor Jay Inslee declared a State of Emergency in all Counties in Washington State to due to the public health emergency caused by the COVID-19 virus; and WHEREAS, on March 10, 2020, the Jefferson County Health Officer issued a Public Health Order to control and prevent the spread of the COVID-19 virus; and WHEREAS, on March 11, 2020, the World Health Organization declared the outbreak of COVID-19 to be a pandemic; and WHEREAS, on March 16, 2020, the Jefferson County Board of Commissioners approved a Declaration of Emergency due to the COVID-19 Pandemic; and WHEREAS, on March 23, 2020, Governor Jay Inslee signed Proclamation 20-25 declaring that a State of Emergency continues to exist in all Counties in Washington State due to COVID-19; and that his prior proclamations are amended and superseded by a Proclamation to impose a Stay Home — Stay Healthy Order throughout Washington State, which prohibits all people in Washington State from leaving their homes or participating in social, spiritual and recreational gatherings of any kind regardless of the number of participants, and all non -essential businesses in Washington State from conducting business, within the limitations provided in Proclamation 20-25; and WHEREAS, on March 23, 2020, the Jefferson County Board of Commissioners approved a Resolution Temporarily Limiting Access to County Buildings and Offices through April 24, 2020, due to the COVID-19 Pandemic; and WHEREAS, on March 23, 2020, the Jefferson County Board of Commissioners approved a Resolution Adopting a Temporary Policy for a Limited Period of Time to Grant "Emergency Paid Administrative Leave"; Authorize Telecommuting; and Authorize Sick Leave Advancement for employees due to the COVID-19 Pandemic through April 24, 2020; and WHEREAS, on April 2, 2020, Governor Jay Inslee extended through May 4, 2020, his Stay Home — Stay Healthy Order throughout Washington State, which prohibits all people in Washington State from leaving their homes or participating in social, spiritual and recreational gatherings of any kind regardless of the number of participants, and all non -essential businesses in Washington State from conducting business, within the limitations provided in Proclamation 20- 25; and Page 1 of 4 WHEREAS, on April 13, 2020, the Jefferson County Board of Commissioners approved a Resolution Extending the Order Temporarily Limiting Access to County Buildings and Offices due to the COVID-19 Pandemic through May 4, 2020 or for as long as the Governor's Stay Home — Stay Healthy Order is in effect; and WHEREAS, on April 13, 2020, the Jefferson County Board of Commissioners approved a Resolution Adopting a Second Temporary Policy to Authorize Telecommuting; Temporary Expanded Use of Employer Provided Sick Leave; Temporary Sick Leave Advancement; and Use of Leave provided under the Federal Families First Coronavirus Response Act (FFCRA) due to the COVID-19 Pandemic through May 4, 2020 or for as long as the Governor's Stay Home — Stay Healthy Order is in effect; and WHEREAS, on May 4, 2020, Governor Jay Inslee extended through May 31, 2020, his Stay Home — Stay Healthy Order throughout Washington State, as provided in Proclamation 20-25 as amended, and adopted the Safe Start Washington plan allowing phased reopening of the economy and activities in Proclamation 20-25.3; and WHEREAS, on May 22, 2020, Jefferson County applied to enter Phase 2 of the Safe Start Washington plan with modifications pursuant to Jefferson County Health Board Resolution 30-20 and Jefferson County Resolution 31-20; and WHEREAS, on May 23, 2020, the Washington State Department of Health approved Jefferson County to enter Phase 2 of the Safe Start Washington plan; and WHEREAS, on May 28, 2020, Jefferson County Health Officer Dr. Thomas Locke issued Directive No 2020-2 requiring all individuals to wear face coverings over their noses and mouths at indoor public settings, or at outdoor locations and cannot maintain distancing of approximately six feet, effective June 1, 2020; and directing that owners and operators shall not permit non -employees to enter a business unless wearing a cloth face covering, except while eating or drinking, effective when Jefferson County began full implementation of Phase 2 of the Safe Start Washington plan; and WHEREAS, on May 31, 2020, Governor Jay Inslee extended through July 1, 2020 his Stay Home — Stay Healthy Order by issuing Proclamation 20-25.4 entitled Transition From "Stay Home — Stay Healthy" To "Safe Start — Stay Healthy" County -By -County Phased Reopening; and WHEREAS, under the Governor's Proclamation 20-25.4, the "Safe Start — Stay Healthy" County -By -County Phased Reopening includes a requirement beginning June 8, 2020 that all employees must wear a cloth facial covering, except when working alone in an office and other exceptions, and requires employers to provide cloth facial coverings to employees except for certain occupations that require a higher level of protection; and WHEREAS, on June 24, 2020, the Secretary of Health issued Order 20-03, effective June 26, 2020, requiring all individuals in Washington State to wear a face covering that covers their nose and mouth when in any indoor or outdoor public setting, except under certain Page 2 of 4 circumstances, which provides a minimum level of protection for Washingtonians when they are not at work where the Department of Labor & Industries' face covering requirements apply; and WHEREAS, on July 24, 2020, the Secretary of Health issued Order 20-03.1, effective July 25, 2020, which expands the Secretary's prior face covering mandate to require all people in Washington State to wear a face covering when they are outside of their house, mobile home, apartment, condominium, hotel or motel room, bedroom in a congregate living setting, or other dwelling unit; and WHERAS, health professionals and epidemiological modeling experts advise that Washington is still in a state of COVID-19 outbreak, and pauses in phase reopening, restrictions on gathering size, and increased mask use may help prevent Washington from experiencing the crisis situation being experienced in other parts of the country; and WHEREAS, science also suggests that by ensuring safe social distancing hygiene practices, and the use of cloth face coverings, many business and recreational activities can be conducted with limited exposure to customers, which is important to revitalizing Washington State's economy, restoring jobs, and providing necessary goods and services; and WHEREAS, The Washington State Department of Health has confirmed localized person -to -person spread of COVID-19 in Washington State, significantly increasing the risk of exposure and infection to the general public, and creating an extreme public health risk that may spread quickly; and WHEREAS, Proclamation 20-25 has been amended several times, with the most recent amendment occurring on November 15, 2020 in Proclamation 20-25.8, and, WHEREAS, Proclamation 20-25.8 makes clear that restrictions in prior proclamations continue to apply, including those in Proclamation 20-25.7, issued on July 24, 2020, which makes clear that Proclamation 20-25 remain in effect until rescinded, and requires people to wear face masks both while at work and while not at work; and . WHEREAS, RCW 38.52.070(2) vests emergency powers in the Board to take extraordinary measures for the preservation of public health and to relieve loss, hardship, and suffering; and WHEREAS, the severity of the situation demands that the Board take measures to protect the public and County employees from further transmission of COVID-19 in Jefferson County; NOW, THEREFORE, BE IT RESOLVED, by the Board of Jefferson County Commissioners that: 1. Policies 1, 2, 3, 5 & 6 below shall be in effect beginning November 23, 2020 through March 31, 2021 as a temporary measure to slow and help prevent the spread of the COVID-19 virus, APPENDIX `I' — Temporary Personnel Policies to Address the COVID-19 Pandemic as amended (attached) continues to be added to the Jefferson County Personnel Page 3 of 4 Administration Manual and contains standards for public service and accountability and is necessary to maintain the efficiency of governmental operations. Employees who fail to follow the requirements of APPENDIX `I' are subject to disciplinary action and termination for just cause. 2. Policy 4 will expire December 31, 2020, unless extended or reauthorized by the federal government. 3. This Resolution shall repeal and replace Resolution 35-20 of Jefferson County beginning November 23, 2020. t.1 . APPROVED AND ADOPTED this ATTES -, Caro�allaway, CIVIC Deputy Clerk of the Board ,231=l day of �ii �l i t k,,x �r , 2020. JEFFERS N COUNTY B F COM ISSIONERS r therton, Chair David Sullivan,li—Member a%Dean• , Me Kmber Page 4 of 4 APPENDIX `I' — Temporary Personnel Policies to Address the COVID-19 Pandemic 1. TELECOMMUTING: Healthy County employees may be allowed to work from home or another authorized location, as necessary and if practical, before being allowed to use sick leave. Accordingly, Elected Officials and Department Directors, at their discretion and in the County's interest, may take steps to temporarily assign employees to work in an isolated fashion, driving an individually assigned vehicle or piece of equipment with no passengers and avoiding close contact with others, or to maximize the assignment of employees to work from locations other than their County workplace, including their homes. Elected Officials and Department Directors are authorized to develop temporary alternate work schedules as may be necessary to increase physical distancing and to address other public health recommendations. Elected Officials and Department Directors will determine which positions are eligible to temporarily telecommute based on essential functional role and business needs. Telecommuting is not designed to be a replacement for appropriate childcare or eldercare. These telecommuting requirements must be followed: A. Telecommuting employees may be provided with county -owned equipment to perform their job duties or may be authorized to use their own personal equipment subject to configuration by Central Services IT. Telecommuting employees are responsible for maintenance and repair of their own personal equipment. B. At a remote location approved by the Elected Official or Department Director telecommuting employees must establish and maintain a safe, healthful and appropriate ergonomic work environment. C. Telecommuting employees will ensure the security and protections of information accessible from their alternate work location and will check with their supervisor when security matters are at issue. No confidential information (including administrator passwords) will be downloaded to any data storage device (including but not limited to hard drive, CD, DVD, or USB stick). Any information that is considered confidential or protected will not be removed from any County office without express written approval of the Elected Official or Department Director. D. The approved remote work location for an employee will not be changed without the prior and express written approval of the Elected Official or Department Director. E. Telecommuting employees must adhere to the attendance schedule of their designated work hours and get advance approval of the Elected Official or Department Director for any schedule changes. F. Telecommuting employees covered by FLSA shall observe all normal workhours, meal period breaks and rest period breaks as required by State and Federal laws. G. Telecommuting employees must be accessible by email, telephone and/or video conference during designated work hours, and if required, must be available to come into the office to perform certain duties as requested by the Elected Official or Department Director, except for limited periods when their official duties require them to be temporarily inaccessible (such as traveling to perform a work task in an area without cell service). H. The Elected Official or Department Director shall establish an appropriate method for reporting on performance of job duties and task assignments. One example of this would Page 1 of 8 Adopted: Appendix I Temporary Personnel Policies to Address the COVID-19 Pandemic be the telecommuting employee emails their supervisor their daily work plan at the beginning of each day, and keeps a log of work performed. I. Telecommuting employees must contact their supervisor if the employee is uncertain about their work plan, has questions about duties, has insufficient work to fill their scheduled workday, is unable to continue remote access or has concerns or problems with their remote work location. I All duties, obligations, responsibilities, and conditions of employment with the County remain unchanged and all County rules, regulations, policies and procedures pertaining to employee conduct, and performance of duties and health and safety must be followed. K. Employees assigned to telecommute by the Elected Official or Department Director shall agree to and sign the attached Telecommuting/Remote Work Agreement. The Agreement shall be updated any time there is a change authorized by the Elected Official or Department Director. 2. TEMPORARY EXPANDED USE OF EMPLOYER PROVIDED SICK LEAVE: Elected Officials and Department Directors may approve the use of employer provided sick leave for the specific reasons listed below which may be in addition to the reasons provided elsewhere in the Jefferson County Personnel Administration Manual or otherwise required by State law. This applies to employees, including those employees in their trial period: A. Who are sick or are taking care of someone who is sick; B. Who have been exposed to an individual suspected or confirmed to have COVID-19 and it has been recommended by an Elected Official, Department Director or health care professional that the employee be in isolation or quarantine; C. Who have to care for a child when their child's school or place of care has been closed due to COVID-19, including schools or places of care that have moved to online instruction or to another model in which children are expected or required to complete assignments at home in place of in -person instruction; D. Who are at higher risk of getting very sick from COVID-19 (65 years -old and older, have underlying health issues, or are pregnant); or, E. Who are ordered not to come to their workplace by federal, state or local government officials or so advised by a health care professional, even though they are not sick. 3. TEMPORARY SICK LEAVE ADVANCEMENT: Elected Officials and Department Directors may approve up to ten (10) days of sick leave advancement for employees who have no sick leave available to them and who have exhausted all other accrued paid leave, and all other conditions are reasonable to such negative accrual. This applies to employees, including those employees in their trial period: A. Who are sick or are taking care of someone who is sick; B. Who have been exposed to an individual suspected or confirmed to have COVID-19 and it has been recommended by an Elected Official, Department Director or health care professional that the employee be in isolation or quarantine; C. Who have to care for a child when their child's school or place of care has been closed due to COVID-19, including schools or places of care that have moved to online instruction or Page 2 of 8 Adopted: Appendix I Temporary Personnel Policies to Address the COVID-19 Pandemic to another model in which children are expected or required to complete assignments at home in place of in -person instruction; D. Who are at higher risk of getting very sick from COVID-19 (65 years -old and older, have underlying health issues, or are pregnant) and who request an accommodation; or, E. Who are ordered not to come to their workplace by federal, state or local government officials or so advised by a health care professional, even though they are not sick. Advanced accrual of up to ten (10) days of sick leave balance will be repaid either through future positive accruals at normal accrual rates or with a deduction from final employment payments should an employee leave County service for any reason when their sick leave account remains negative. 4. FEDERAL FAMILIES FIRST CORONAVIRUS RESPONSE ACT (FFCRA): Elected Officials and Department Directors shall consider the use of leave specifically authorized by the new FFCRA. In addition to the policies above, under the new federal FFCRA, which is in effect from April 1, 2020 through December 31, 2020, unless extended or reauthorized by the federal government, employees may be eligible for paid sick leave and expanded family and medical leave for specific reasons related to COVID-19. FFCRA includes Emergency Paid Sick Leave and Expanded Family and Medical Leave, which are summarized below. In the application of FFCRA, the regulations of the U.S. Department of Labor controls. A. Emergency Paid Sick Leave: 1. In addition to sick leave benefits the employer already provides to employees, eligible full-time employees are entitled to up to 80 hours. 2. Eligible employees who work a part-time or temporary schedule are entitled to be paid based on the average number of hours the employee worked for the six months prior to taking this leave. 3. Eligible employees who have worked for less than six months prior to taking leave are entitled to be paid based on the average number of hours the employee would normally be scheduled to work over a two -week period.) 4. Eligible employees receive 100% of pay up to $511 daily and $5,110 total for qualifying reasons in Section C.1, C.2, or C.3 below. 5. Eligible employees receive 2/3 pay up to $200 daily and $2,000 total for qualifying reasons in Section CA, C.5, or C.6 below. B. Expanded Family and Medical Leave: 1. Eligible employees who have been employed for at least 30 days prior to their leave request may be eligible for up to 12 weeks of family and medical leave. 2. The first ten (10) days is unpaid, but employees are allowed to use their emergency paid sick leave or any other accrued leave they may have. Page 3 of 8 Adopted: Appendix I Temporary Personnel Policies to Address the COVID-19 Pandemic 3. Eligible employees receive 2/3 pay up to $200 daily and $10,000 total for qualifying reason in Section C.5 below. C. Qualifying reasons for leave related to COVID-19: An employee is entitled to take leave related to COVID-19 if the employee is unable to work, including unable to telework, because the employee is: 1. Subject to a Federal, State, or local quarantine or isolation order related to COVID-19; 2. Advised by a health care provider to self -quarantine due to concerns related to COVID- 19; 3. Experiencing COVID-19 symptoms and is seeking a medical diagnosis. 4. Caring for an "individual" who is subject to an order described in "1" or a self - quarantine as described in "2" above; 5. Caring for the employee's child under age 18 due to the closure of the child's school or unavailability of the child's childcare provider due to COVID-19 related reasons, including schools or places of care that have moved to online instruction or to another model in which children are expected or required to complete assignments at home in place of in -person instruction; or, 6. Experiencing any other substantially similar condition specified by the U.S. Department of Health and Human Services. 5. HEALTH AND SAFETY WORKPLACE REQUIREMENTS: To help prevent the spread of COVID-19 employees must follow these workplace requirements: A. Employee Self Pre-screening Before Starting Work and Temperature checks: Prior to reporting to work at a County facility, each employee will self -screen and self -monitor for potential COVID-19 symptoms and will immediately report to their supervisor if they are experiencing symptoms outlined below (some departments may require thermometer temperature checking of employees based on their level of risk exposure as outlined in OSHA standards and requirements): 1. A cough that they cannot attribute to another health condition; 2. Shortness of breath or difficulty breathing that they cannot attribute to another health condition; 3. A fever (100.4 degrees F or higher), or a sense of having a fever; 4. A sore throat; 5. Muscle or body aches that they cannot attribute to another health condition, or that may have been caused by a specific activity (such as physical exercise); 6. Chills or repeated shaking with chills; 7. Headache; 8. A new loss of smell or taste; 9. Fatigue; 10. Congestion or runny nose; 11. Nausea or vomiting; 12. Diarrhea. Page 4 of 8 Adopted: Appendix I Temporary Personnel Policies to Address the COVID-19 Pandemic B. Within the last 12 hours, if an employee has 1) a cough that they cannot attribute to another health condition, or 2) shortness of breath or difficulty breathing that they cannot attribute to another health condition, or 3) if an employee has at least two of the remaining symptoms listed in 5.A. above, the employee shall do all of the following: 1. Contact their health care provider immediately or call the Jefferson Health Care COVID-19/Respiratory Illness Nurse Consult line at 360-344-3094 for an evaluation. 2. Notify their supervisor immediately. Follow guidance provided by the Centers for Disease Control and Prevention (CDC) regarding symptoms and testing and what to do if you are sick: https://www.cdc.jzov/coronavirus/2019-nCoV/index.html. C. Sick Employees Must Stay Home: Please help keep co-workers safe. This includes temporary/seasonal employees. 1. If you are sick, please contact your supervisor immediately and stay at home. 2. Medical certification from your health care provider may be required. 3. If you need to stay home to care for a sick family member, please do so. During this time, more workers may need to stay at home to care for sick children or other sick family members than is normal. 4. Employees may use applicable Federal Emergency Paid Sick Leave as well as their individual leave accruals per policy (e.g., sick leave, vacation, floating holidays, and comp time). D. COVID-19-Sick Employees or Family Members: 1. Employees who have been sick with or without COVID-19 maybe required to provide medical certification. Medical certification for FMLA requests will be required if the FMLA is for a COVID-19-sick employee or family member. 2. If an employee has COVID-19, the employee must: a. Notify their supervisor immediately. The supervisor and any other employee who knows must keep it confidential. This is required by the Americans with Disabilities Act (ADA); b. Contact the Public Health Department. The Public Health Department will conduct contact tracing and inform close contacts of the sick employee that they may have been exposed to COVID-19; and, c. Follow guidance from the CDC regarding symptoms and testing and what to do if you are sick: https://www.cdc.gov/coronavirus/2019-nCoV/index.html. 3. Employees who have a family member at home with COVID-19 must: a. Notify their supervisor immediately. b. Contact the Public Health Department. The Public Health Department will conduct contact tracing and inform close contacts of the sick employee that they may have been exposed to COVID-19; and, Page 5 of 8 Adopted: Appendix I Temporary Personnel Policies to Address the COVID-19 Pandemic c. Follow guidance from the CDC regarding symptoms and testing and what to do if you are sick: https://www.cdc.gov/coronavirus/2019-nCoV/index.html.Working remotely may be authorized if approved by the employee's department director. E. Required Physical Distancing and Face Coverings: To help prevent the spread of COVID-19 employees must follow these workplace requirements: 1. Employees shall keep at least six feet of physical distance between coworkers, and the public at all times, when feasible. Elected Officials and Department Directors or the Human Resources Manager may determine the locations where the required physical distancing is not feasible. 2. Employees shall use a face covering to cover the nose and mouth to prevent transmitting droplets from coughs and sneezes when they are: 1) in a location where the required physical distancing in Section 5.E.1, above is not feasible or they are unable to keep at least six feet of physical distancing between them and other individuals; 2) at their desk which is not situated six feet from other individuals (unless other transmission -mitigation alternatives to face coverings approved by Public Health have been implemented); 3) leaving their personal work space and entering common work areas, hallways, stairways, meeting rooms, breakrooms, restrooms, or any public area where they might encounter other individuals and may not be able to keep at least six feet of physical distance between them and another individual. 3. When wearing face coverings is required, employees may wear County -provided face coverings or coverings made or purchased by the employee. 4. Employees shall keep cloth face coverings clean, consistent with washing standards set by the CDC. 5. Employees should avoid touching mouth, nose, eyes or nearby surfaces when putting on, using, and removing a face covering. 6. Employees shall limit in -person meetings. Use phone conferences or video meetings when available. 7. When a meeting in person is necessary, employees shall only meet in a large room or outdoors, and shall maintain a distance of at least six feet from one another. Employees shall meet in person only for as short a time as possible. 8. If work duties require driving, employees who do not live together must take separate vehicles when the passenger space does not allow for physical distancing. 9. The judges of the District and Superior Courts have authority to modify the requirements in this Section as necessary to meet statutory or constitutional requirements for their courtrooms. 10. Pursuant to the Americans With Disabilities Act of 1990 (42 U.S.C. §§ 12101-12213) or the Washington State Law Against Discrimination (ch. 49.60 RCW), an employee may request an accommodation to the face covering requirements in this section. F. Frequent and Adequate Hand Washing: To help prevent the spread of COVID-19 employees must follow these workplace requirements: Page 6 of 8 Adopted: Appendix I Temporary Personnel Policies to Address the COVID-19 Pandemic 1. Wash hands frequently and regularly with soap and water for at least 20 seconds as needed and including: when arriving at work, coming and going from different worksites, taking breaks, using the restroom, before and after eating, drinking or using tobacco products, after sneezing and/or coughing, and after touching surfaces or handling objects touched by others or suspected of being contaminated. 2. Use hand sanitizer (between handwashing) after touching surfaces or handling objects touched by others or suspected of being contaminated. 3. Do not touch mouth, nose or eyes with unwashed hands. G. Routine and Frequent Cleaning and Sanitizing: To help prevent the spread of COVID- 19 employees must follow these workplace requirements: Frequently clean, sanitize and disinfect commonly touched surfaces and objects in work areas. a. For scanners, copiers, and printers see the attached "Canon Cleaning Guidelines 4.28.20.pdf' b. Computers/Monitors — Not all computers are the same. See the attached "Guidance for Keeping Your Dell Technologies Equipment Clean — Dell US.pdf'and "Clean and care for your Surface.pdf' i. Turn the computer off. Particularly for laptops. ii. For monitors use a dry, soft, lint -free cloth. If needed use a solution of mild soap and water. Do not use: 1. Aerosol sprays — no Windex! 2. Don't spray liquid directly on a screen. 3. Don't use a hard cloth. iii. If your mouse/keyboard is particularly dirty contact IT for a replacement. 2. Do not use other workers' phones, desks, offices, or other work tools and equipment when possible. If an employee must use other workers' equipment, the employee should clean, sanitize and disinfect the equipment before and after use. Do not share headsets or other objects that are near the mouth or nose. H. Education: To help prevent the spread of COVID-19 employees are provided the following information about these workplace requirements: l . Education and information about COVID-19 is provided to employees through adopted policies, established guidelines and protocols, signs, posters, informational bulletins and meetings. 2. Resources for current information and additional guidance include: a. Centers for Disease Control and Prevention (CDC): www.cdc.gov/coronavirus. b. Washington State Department of Health: www.doh.watov/coronavirus. c. Washington State Department of Labor and Industries: www.lni.wa.gov. d. Jefferson County Public Health: www.co.iefferson.wa.us/1429/COVID-19 or by telephone at (360)385-9400. Page 7 of 8 Adopted: Appendix I Temporary Personnel Policies to Address the COVID-19 Pandemic 6. DELEGATION OF AUTHORITY TO COUNTY ADMINISTRATOR TO ISSUE INTERPRETATIONS: Federal and state law is in a state of flux as the federal and state government move to address the COVID-19 emergency. Accordingly, during the temporary period of the public health emergency, the County Administrator is hereby delegated authority to issue interpretations as needed of how these Policies and the leave policies of the Jefferson County Personnel Administration Manual shall be administered by the County, including Elected Officials and Department Directors, during the temporary period of the public health emergency to ensure efficient use of resources and compliance with federal and state law. If federal or state requirements are more stringent than the above policy, the more stringent federal or state requirements shall apply. Page 8 of 8 Adopted: Appendix I Temporary Personnel Policies to Address the COVID-19 Pandemic ' Jefferson County t Coronavirus COVID-19 Pandemic Response Temporary Telecom m uti ng/Remote Work Agreement 1.0 Jefferson County, WA enacted a state of emergency on March 16, 2020 due to the impacts of COVID 19. In order to ensure continuity of County services to the citizens of Jefferson County, fulfill essential Department functions, and protect the health of employees and the public, the County is implementing this Emergency Temporary Telecom muting/Remote Work Agreement, authorizing temporary remote work assignments to designated positions. 2.0 Eligible positions will be determined by the Elected Official or Department Director and be based on essential functional role and business needs. 3.0 Telecommuting/Remote work is an alternative work arrangement in which part of, or all the weekly scheduled work is performed at an alternate work location. Remote work is neither a benefit nor an entitlement and in no way changes the duties, responsibilities, terms and conditions of employment. Remote work is only viable in cases where the Employee and the Supervisor mutually agree that the job characteristics are well suited to an alternative work location. Working remotely may be appropriate for some employees, supervisors and duties, but not necessarily viable for everyone. Working remotely may be fixed and ongoing, such as working a set number of hours from an alternate location each week, or it may be limited in duration, such as working from home for a few days or intermittently. Working remotely may require more frequent interaction and communication between the worker and their supervisor, since neither can rely on seeing each other in the workplace. Daily contact should occur to verify that the Remote Worker is actively working as well as to resolve any problems that may arise. After both parties are accustomed to the Remote Work arrangement, the Supervisor and Remote Worker may communicate at a level consistent with employees working at the office or in a manner and frequency that seems appropriate for the job and the individuals involved. 4.0 Working remotely must be approved prior to utilizing it and should specify the days/times when the remote work will occur. 5.0 Telecom muting/Remote Work agreements must be approved by the Elected Official or Department Director, and signed by the Supervisor and Employee prior to implementation. 6.0 Regular full-time or part-time employees are eligible for remote work. Clerk Hire employees may also telecommute with Elected Official or Department Director approval. 7.0 The Remote Worker must be available by email, telephone, video conference, and or other electronic communication during designated work hours, and, if required, must be available to come into the office to perform certain duties as requested by the Elected Official, Department Director or Supervisor. 8.0 The Remote Worker must adhere to the attendance schedule of their designated work hours and get advance approval from the Elected Official or Department Director for any schedule changes. 9.0 Telecom muting/Remote work agreements may be discontinued at any time at the sole discretion of the Elected Official of Department Director or Designee. 10.0 Equipment: Remote Workers may be provided with county -owned equipment to perform their job duties or may be authorized to use their own personal equipment subject to configuration by Central Services IT. Remote Workers are responsible for maintenance and repair of their own personal equipment. County equipment is not to be used for personal business in accordance with Resolution 17-98, Jefferson County's Computer Network, Internet, Intranet, and Voicemail Use Policy. 11.0 Alternate Work Environment: The Remote Worker will establish an appropriate work environment for work purposes. The County will not be responsible for costs associated with initial setup of the Remote Worker's work environment, such as remodeling, furniture or lighting, nor for repairs or modifications to the environment. The address of the remote work location will be identified. The approved work location will not be changed without the prior and express written consent of the Elected Official or Department Director. 12.0 The Remote Worker will not conduct unauthorized employment while working remotely. 13.0 Remote Workers are not to have citizens, vendors or other customers visit the employee at the remote work location. 14.0 The Elected Official, Department Director, or Supervisor may inspect, with advance notice, the Remote Worker's alternate remote work location for safe conditions or to repair, maintain or inspect any County equipment issued to that location. 15.0 The Remote Worker must represent that the alternate remote work location is a safe and healthful work environment including proper ergonomics. The Remote Worker shall act in a responsible manner to avoid injury. The Remote Worker understands that failure to take proper health and safety precautions in the alternate workplace may result in discontinuation of the Telecommuting/Remote Work Agreement. 16.0 Jefferson County and Department policies and procedures remain in effect while working remotely. All Employees/Remote Workers are expected to adhere to all applicable policies while working remotely. 17.0 Injuries sustained by the Employee while at their alternate remote work location, and in conjunction with his or her regular work duties, are normally covered by workers' compensation. Employees working remotely are responsible for notifying their supervisor of such injuries in the same manner as if the injury occurred at a work location on County premises. The County is not liable for any injuries sustained by family members or other visitors to a Remote Worker's alternate remote work location. 18.0 Consistent with the County's expectations of information security and compliance with public record laws, the Remote Worker will ensure the security and protection of information accessible from their alternate work location. The Remote Worker will check with their supervisor when security matters are at issue. No confidential information (including administrator passwords) will be downloaded to any data storage device (including but not limited to hard drive, CD, DVD, or USB stick). Any information that is considered confidential or protected will not be removed from any County office without the Elected Official's or Department Director's specific express approval in writing. 19.0 The County will provide appropriate office supplies on the same basis as when working at the employee's regular work location. 20.0 Remote Workers who are hourly employees (non-exempt from the overtime requirements of the Fair Labor Standards Act) will record all hours worked in the same manner as if they were working on County premises. Accrual of overtime or compensatory time will be administered under the same provisions as if the work were performed at the employee's regular work location. 21.0 Leave used on a planned remote working day will be administered under the same provisions as leave used from the employee's regular work location. 22.0 Telecom muting/Remote work is not designed to be a replacement forappropriate childcare or eldercare. 23.0 The Remote Worker and the Supervisor mutually agree to adhere to and evaluate a daily work plan. The Supervisor will review the proposed work plan and approve, adjust or decline the proposal based on reasonable priorities. 24.0 The Remote Worker will provide a status report of completed work to their supervisor as requested. Work progress status reports will occur at least once per day. This report may be as complex or simple as the Remote Worker and Supervisor think is necessary to remain accountable for work being accomplished. Status reports may be done through email or by phone. The Supervisor shall verify the quality and quantity of work done in accordance with the established work plan. In the event the Remote Worker does not provide the required status reports, and/or the Supervisor cannot verify the quality and quantity of work done, the Telecom muting/Remote Work agreement may be discontinued. 25.0 The County reserves the right to discontinue the Temporary Telecom muting/Remote Work Agreement at any time. JEFFERSON COUNTY TELECOM MUTING/REMOTE WORKER AGREEMENT Name of Employee: Name of Supervisor: Employee's Title: Supervisor's Title: Division: Date Agreement Begins: Date Agreement Ends: The address of the Remote Worker's alternate workplace shall be: The alternate workplace located at the above address is: A home office Other lease describe This Agreement applies to: COVID-19 response Assigned County equipment/inventory number Summary/Task List of duties that will be performed while working remotely. Attach additional sheets if necessary. Remote Working Days: Check the days and times that employee will work remotely, add the scheduled hours for each day. If remote working schedule will vary, based on changing workload or business needs, note the anticipated remote working days and schedule, and rhark "wiriahlP" Day Remote Work Day Remote Work Schedule (start time, break/lunch, & end time) All Day Partial Day Variable Monday ❑ ❑ ❑ Tuesday ❑ ❑ ❑ Wednesday ❑ ❑ ❑ Thursday ❑ ❑ ❑ Friday ❑ ❑ ❑ Saturday ❑ ❑ ❑ Sunday ❑ ❑ ❑ tianafiire halnw signifies agreement with the Drovisions of this document. Employee/Telecommuter Supervisor/Manager Date Date Elected Official or Department Director Date Canon Basic Cleaning Guidelines' The following guidelines may be used to clean your Canon devices including the Canon imageRUNNER ADVANCE, imagePRESS, imageCLASS, LASER CLASS, varioPRINT 140/135 Series, VarioPrint 6000 Series Products, imagePROGRAF Series and imageFORMULA Scanners. For the purpose of helping to sanitize your Canon device, it is recommended that you clean parts of the device touched by hands such as control panels, covers, and jam locations with alcohol using the following: RECOMMENDED ITEMS TO USE • Lint -free or microfiber cloths • Ethanol or isopropyl alcohol of at least 70% concentration • Glass cleaner on the device's platen glass • Disposable gloves l� t� k �d4 Glass 1 . Cleaner SAFETY & ENVIRONMENTAL TIPS Make sure the device is powered down and unplugged before cleaning. Wait until surfaces are dry before plugging in and powering the device back on. • Alcohol is a flammable liquid and should never be used near fire or open flame. • It is recommended that you use and properly dispose of protective disposable gloves and cloths. • Do not use cleaners that contain volatile solvents such as paint thinners or benzene to clean your Canon devices. • *The recommended basic cleaning guidelines cannot guarantee the elimination of microbes, including but not limited to the novel coronavirus, from the Canon products. Be cautious in the storage and use of the alcohol, including following all product instructions and warnings. Canon is a registered trademark of Canon Inc. in the United States and may also be a registered trademark or trademark in other countries. All other referenced product names and marks are trademarks of their respective owners. Certain images in this document may be simulated. Neither Canon Inc. nor Canon U.S.A., Inc. represents or warrants any third -party product or feature referenced hereunder. Specifications and availability subject to change without notice. Not responsible for typographical errors. ©2020 Canon U.S.A., Inc. All rights reserved. V2 4.28.20 5/20/2020 Clean and care for your Surface Clean and care for your Surface Applies to: Surface Devices, Surface To keep your Surface looking and working great, clean the touchscreen and keyboard frequently, and keep your Surface covered when you're not using it. • General cleaning • Using disinfecting products on your Surface • Battery health • Touchscreen care • Cover and keyboard care • Alcantara E material care • Power cord care General cleaning recommendations To keep your Surface looking and working great, use a soft lint -free cloth (microfiber cloths work great) dampened with a little bit of mild soap and water, or screen wipes. Clean every 3-6 months or whenever needed. Important Don't apply liquids directly to your Surface. Using disinfecting products on your Surface You can use many common disinfectant products to safely clean most Microsoft Surface devices. Use pre -moistened disinfectant wipes or apply an isopropyl alcohol (IPA) solution that's 70% or less to a soft, lint -free cloth to clean the device. https://support.microsoft.com/en-us/help/4023504/surface-clean-and-care-for-your-surface f /6 5/20/2020 Clean and care for your Surface We've tested the safety of using the following isopropyl alcohol (IPA) solution and disinfectant wipes on different Surface devices. Be sure to follow the recommendations in the next section as there are specific cleaners that are best for certain devices and finishes. • Isopropyl alcohol (IPA) solution 70% or less • PDI Sani-Cloth ® Plus • CovidienT" Alcohol Prep pads • CaviWipesTM • Clorox Healthcare® Bleach Germicidal Wipes • Total Solutions® Disinfectant Wipes Here's what we recommend for specific devices and finishes: • Surface Go, Surface Pro, Surface Pro X, Surface Book, Surface Studio, Surface Hub and Surface Pen: Use any of the 5 disinfectant wipes mentioned previously or a soft cloth dampened with an isopropyl alcohol (IPA) solution 70% or less. • Surface Laptop (Platinum, Sandstone, and Blush metal): Use any of the 5 disinfectant wipes mentioned previously or a soft cloth dampened with an IPA solution 70% or less. • Surface Laptop (Black, Cobalt Blue, and Burgundy metal): Only use a soft cloth dampened with an IPA solution 70% or less. Do not use disinfectant wipes. • Alcantara® material, including keyboard and trackpad (all colors): Use any of the 5 disinfectant wipes mentioned previously or a soft cloth dampened with an IPA solution 70% or less. • Surface Headphones and Surface Earbuds: Use Total Solutions Disinfectant Wipes or a soft cloth dampened with an IPA solution 70% or less. • Surface mice or keyboards: Use any of the 5 disinfectants mentioned previously or a soft cloth dampened with an IPA solution 70% or less. • Surface Sleeve: Use any of the 5 disinfectant wipes mentioned previously or a soft cloth dampened with an isopropyl alcohol (IPA) solution 70% or less. Important Microsoft cannot make a determination of the effectiveness of a given disinfectant product in fighting pathogens, such as COVID-19. Please refer to your local public health authority's guidance on how to stay safe from potential infection. https://support.microsoff.com/en-us/help/4023504/surface-clean-and-care-for-your-surface 2/6 5/20/2020 Clean and care for your Surface Battery health All rechargeable batteries wear out eventually. Here's how to get the longest life from your battery: • Once a month, let your battery drain below half way Wore charging it. • Avoid having your Surface plugged in 24/7. • Store your Surface in a cool, dry room when you're not using it. If you plan to store your Surface for an extended period of time, charge it to 50% every six months to help make sure it stays chargeable. For more battery saving tips, see How to charge Surface. Touchscreen care Scratches, finger grease, dust, chemicals, and ultraviolet light can affect the performance of your touchscreen. Here are a few things you can do to help protect the screen: • Clean frequently. The Surface touchscreen is coated to make it easier to clean. You don't need to rub hard to remove fingerprints or oily spots. Use a soft, lint -free cloth (either dry or dampened with water or eyeglass cleaner —never glass or other chemical cleaners) or a screen cleaning wipe to gently wipe the screen. • Keep it out of the sun. Don't leave your Surface in direct sunlight for a long time. Ultraviolet light and excessive heat can damage the display. • Keep it covered. Close the cover when you're taking your Surface with you, or if you're not using it. Cover and keyboard care There's not much you need to do to keep the Touch Cover or the Type Cover working its best. To clean it, wipe with a lint -free cloth dampened in mild soap and water. Don't apply liquids directly to your Surface or to the cover. Do this often to keep your Touch Cover or Type Cover looking great. If the spine or magnetic connections of your cover get dirty or stained, apply a small amount of isopropyl alcohol (also called rubbing alcohol) to a soft, lint - free cloth to clean. https://support.microsoft.com/en-us/help/4023504/surface-clean-and-care-for-your-surface 3/6 5/20/2020 Clean and care for your Surface Alcantara® material care Some Surface devices and accessories feature spill and absorption -resistant Alcantara® material. Regular care To keep the Alcantara looking good, wipe it with a lint -free white cloth dampened with a mild soap and water solution or a screen cleaning wipe whenever needed. Stain removal If you spill something on the Alcantara material, try to clean it within 30 minutes to help prevent any stains from setting. Using swirling motions, gently clean with a white lint -free cloth dampened with soap and water. A simple solution of two parts water to one part mild soap (like hand soap) will do. Wipe dry using a clean light-colored cloth. Power cord care Power cords, like any other metal wire or cable, can be weakened or damaged if repeatedly twisted or bent in the same spot. Here are a few things you can do to keep your power cord from being damaged: • Avoid twisting or pinching your power cord. • Don't wrap your power cord too tightly, especially around the power brick. Instead, wrap it using loose coils rather than tight angles. https://support.microsoft.com/en-us/help/4023504/surface-clean-and-care-for-your-surface 4/6 Clean and care for your Surface Correct: Cord wrapped loosely Incorrect: Cord wrapped too tightly • Inspect your power cord regularly, especially where it joins the power brick. • Avoid pulling on the power cord when unplugging your Surface. Gently removing the connector from the charging connector can help prevent damage to your power cord. Correct: Unplugging gently Incorrect: Tugging on cord to unplug • If you find any damage on any part of your Surface charger cords, stop using the cord and contact us for support options. For more info about safely cleaning and caring for your Surface, see Safety information. Related topics • How to use your Surface Type Cover • Troubleshoot your Surface Type Cover or keyboard Last Updated: May 7, 2020 https://support.microsoft.com/en-us/help/4023504/surface-clean-and-care-for-your-surface 5/6 5/20/2020 Clean and care for your Surface Need more help? Search for help 10 Join the discussion Ask the community > Get support Contact Us > What's new Microsoft Education Enterprise Developer Company Store 2 Az L sll-�,)( ( Book A; -')S,,ijr- Mwr,,)"oft DyxT)10'-I I c'. f"r fo, j,-V W jsoft -65 studert', cede( cotnp,)Ily ne"", X D W, I 1, 0 w, ki, -T P r S! locat 6P P C-nr— hftps:llsupport.microsoft.com/en-us/help/4023504/surface-clean-and-care-for-your-surface 6/6 5/20/2020 Guidance for Keeping Your Dell Technologies Equipment Clean I Dell US r� �� Guidance for Keeping Your Dell Technologies Equipment Clean Helping Customers Address Concerns at Home and at Work Dell's comments on use of UV-C for cleaning of Dell equipment: Dell currently does not have any knowledge of results from exposure to UV-C light for any of Dell's products. While we are aware of products in the marketplace that use UV-C for cleaning items such as cell phones, we have no independent data or information regarding its use, efficacy or issues that may arise. We have been unable to find any specific industry aging tests that are defined exclusively for exposure to UV-C. At present Dell cannot make a recommendation concerning use of UV-C light due to a lack of sufficient and standardized test data. Dell's approved cleaning recommendations continue to be the other methods listed on this page. Client Systems We understand customers may have questions about cleaning and disinfecting options for their Dell products. The guidance below applies to all Dell -branded PCs, monitors or display screen, docking stations, keyboards, and mice. 1. We recommended you wear disposable gloves when cleaning and disinfecting surfaces. 2. Turn off the device you plan to clean and disconnect AC power. Also remove batteries from items like wireless keyboards. Never clean a product while it is powered on or plugged in. 3. Disconnect any external devices. 4. Never spray any liquids directly onto the product. 5. Moisten a microfiber cloth with a mixture of 70% isopropyl alcohol / 30% water. The cloth should be damp, but not dripping wet. Excess moisture should be removed if the cloth is wet before wiping the product. Using any material other than a microfiber cloth could cause damage to your product. 6. Gently wipe the moistened cloth on the surfaces to be cleaned. Do not allow any moisture to drip into areas like keyboards, display panels, etc. Moisture entering the inside of an electronic product can cause damage to the product. Excessive wiping potentially could lead to damaging some surfaces. 7. When cleaning a display screen, carefully wipe in one direction, moving from the top of the display to the bottom. 8. Surfaces must be completely air-dried before turning the device on after cleaning. No moisture should be visible on the surfaces of the product before it is powered on or plugged in. 9. After cleaning or disinfecting a glass surface, it may be cleaned again using a glass cleaner designed for display surfaces following directions for that specific cleaner. We recommend you avoid glass cleaning products containing Ammonia. 10. Discard the disposable gloves used after each cleaning. Clean your hands immediately after gloves are removed and disposed. https:ltwww.dell.com/supportlarticle/en-us/sin3O89l9/guidance-for-keeping-your-dell-technologies-equipment-clean?lang=en 1 /3 5/20/2020 Guidance for Keeping Your Dell Technologies Equipment Clean I Dell US Customers may experience some visible cosmetic changes to finishes over time as a result of the cleaning process outlined above on some surfaces. Other cleaning chemicals are very harsh and will damage surfaces. Avoid using any of the following chemicals or products containing these chemicals: • Any chlorine -based cleaner, such as bleach • Peroxides (including hydrogen peroxide) • Solvents such as; acetone, paint thinner, benzene, methylene chloride or toluene • Ammonia (i.e. Windex) • Ethyl alcohol Using any of the chemicals listed above will cause permanent damage to some product surfaces. By following the steps outlined in this document, you can minimize the risk of damage. How to Clean your PC (Offs... How to Clean your PC Enterprise Systems We understand customers may have questions about cleaning and disinfecting options for their Dell Storage, Networking, HCI, and Server products. The guidance below will help address concerns. i0 Given the fact that Dell Technologies data center products are not high touch products and that data centers should have a clean room policy where people are required to sanitize their hands before they enter, it should not be necessary to sterilize surfaces that are not commonly touched. However, if the business requirements call for sterilization for an abundance of caution, Dell Technologies highly recommends engaging a professional cleaning company that specializes in sterilizing data center equipment. If engaging a professional cleaning company.that specializes in sterilizing data center equipment is not possible, Dell Technologies recommends that customers exercise extreme caution when sterilizing and disinfecting their Dell Storage, Networking, HCI, and Server products. 1. We recommend that all personnel performing cleaning and disinfecting wear disposable gloves when disinfecting any surfaces. 2. If your data center procedures require power down prior to cleaning external surfaces, follow Dell Technologies published procedures for safely powering down data center equipment, to ensure data integrity. 3. If the equipment must remain operational while external surfaces are cleaned, use extreme caution in exposing powered equipment to any moisture and take all proper and necessary precautions when handling powered equipment that has been exposed to moisture. 4. Cleaning must be limited to external surfaces such as handles and other common touchpoints. Do not open cabinet and chassis doors or attempt to clean any internal components. 5. Fibre optics should not be removed for general purpose cleaning due to increased risk of debris contamination. hftps://www.dell.com/supportlarticie/en-us/sln3O8919/guidance-for-keeping-your-dell-technologies-equipment-clean?lang=en 2/3 5/20/2020 Guidance for Keeping Your Dell Technologies Equipment Clean I Dell US 6. Never spray any liquids directly onto or into any product. Do not expose any internal components of Dell Technologies data center products to moisture. 7. To clean external surfaces such as handles and cabinets, moisten a microfiber cloth with a final concentration of 70% isopropyl alcohol by volume. The cloth should be moist, but not dripping wet. Excess moisture should be removed if the cloth is wet before wiping the exterior and handles of the product, keeping clear of power leads and permanent wiring. Using any material other than a microfiber cloth could cause damage to your product. 8. Gently wipe the moistened cloth on the surfaces to be cleaned. Do not allow any moisture to drip into areas like keyboards, display panels, vents, etc. Moisture entering the inside of an electronic product can cause damage to the product. Excessive wiping potentially could lead to damaging some surfaces. 9. When cleaning a related display screen, carefully wipe in one direction, moving from the top of the display to the bottom. 10. If the equipment was powered down, all surfaces must be completely air-dried before powering up the equipment after cleaning. No moisture should be visible on the surfaces of the equipment before it is powered on or plugged in. 11. Discard the disposable gloves used after each cleaning. Clean your hands immediately after gloves are removed and disposed of. Customers may experience some visible cosmetic changes to finishes over time as a result of the cleaning process outlined above on some surfaces. Other cleaning chemicals are very harsh and will damage surfaces. Avoid using any of the following chemicals or products containing these chemicals: • Any chlorine -based cleaner, such as bleach • Peroxides (including hydrogen peroxide) • Solvents such as; acetone, paint thinner, benzene, methylene chloride or toluene • Ammonia (i.e. Windex) • Ethyl alcohol Using any of the chemicals listed above will cause permanent damage to some product surfaces. By following the steps outlined in this document, you can minimize the risk of damage. Article ID: SLN308919 Last Date Modified: 04/27/2020 04:47 PM Cookie Consent https://www.dell.com/support/article/en-us/sin308919/guidance-for-keeping-your-dell-technologies-equipment-clean?lang=en 3/3 Regular Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Philip Morley, County Administrator Erin Lundgren, Clerk of the Board/Human Resources Manager DATE: November 23, 2020 SUBJECT: DISCUSSION and POTENTIAL ACTION re: RESOLUTION NO. re: In the Matter of Adopting a Fourth Temporary County Policy Based on Emergency Response to the COVID-19 Pandemic STATEMENT OF ISSUE: As a temporary measure to protect public health and County employees under the declared State of Emergency for COVID-19, the proposed resolution adopts a fourth temporary County policy based on emergency response to the COVID-19 Pandemic. ANALYSIS: The proposed resolution adopts a fourth temporary County policy authorizing the following: 1) Continued telecommuting; 2) Continued temporary expanded use of employer provided sick leave; 3) Continued temporary sick leave advancement for employees who have no sick leave available to them and who have exhausted all other accrued paid leave; 4) Consideration of the leave options provided for in the Federal Families First Coronavirus Response Act (FFCRA); 5) Health and Safety Workplace Requirements; and 6) Delegation of authority to the County Administrator to issue interpretations of how these policies and the leave policies of the County's Personnel Administration Manual shall be administered by the County, including Elected Officials and Department Directors. Policies 1, 2, 3, 5 and 6 shall be in effect beginning November 23, 2020 through March 31, 2021. Policy 4 will expire December 31, 2020, unless extended or reauthorized by the federal government. The County is prepared to negotiate the impacts of this policy with our employee unions as may be requested. RECOMMENDATION: Approve the proposed resolution adopting a Fourth Temporary County policy based on Emergency Response to the COVID-19 pandemic. Date