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COVID-19 Summary Document COV I D-19 Summary Document J �' Updated: March 30, 2020 CHV of Los Cruces' This document will be updated to include the most recent operations information related to the COVID- 19 pandemic and City of Las Cruces or Las Cruces Utilities requirements. We will attempt to keep this document up to date as policies, needs or requirements change with the event. Contents COVID-19 Expenses.......................................................................................................................................3 RemoteWorking...........................................................................................................................................3 Remote Work Authorization Process........................................................................................................3 Microsoft & Email Access..........................................................................................................................3 MunisAccess.............................................................................................................................................4 Attaching TCM Documents in Munis ....................................................................................................4 Munis Access for Non-Production Environments.................................................................................4 Learning Management System .................................................................................................................4 MicrosoftTeams.......................................................................................................................................4 Using Microsoft Teams for Online Conferencing..................................................................................5 AccessingAccela .......................................................................................................................................5 AccessingVoicemail..................................................................................................................................5 UsingVPN..................................................................................................................................................5 LeaveDuring Pandemic.................................................................................................................................6 ExtraordinaryLeave ..................................................................................................................................6 QuarantineLeave......................................................................................................................................6 QuarantineGuidelines..........................................................................................................................6 What if a household member has traveled? ........................................................................................7 Emergency Paid Sick Leave (FFCRA)..........................................................................................................7 Emergency& Family Medical Leave Expansion (FFCRA) ..........................................................................8 RegularSick Leave.....................................................................................................................................8 City Department Resources During Social Distancing Directives..................................................................9 FacilitiesManagement..............................................................................................................................9 Page 1 of 12 HumanResources.....................................................................................................................................9 Fleet..........................................................................................................................................................9 Customer Interaction Recommendations...................................................................................................10 Hygiene ...................................................................................................................................................10 Personal Protective Equipment..............................................................................................................10 COVID-19 Information Resources...............................................................................................................10 PublicHealth Orders...............................................................................................................................11 SocialDistancing .....................................................................................................................................11 Stay-at-Home Order................................................................................................................................11 BePrepared ............................................................................................................................................11 MDLive ....................................................................................................................................................11 PracticeSelf Care....................................................................................................................................11 FraudWarnings.......................................................................................................................................11 Essential Services/Employees.................................................................................................................12 Free Tools for Kids at Home....................................................................................................................12 Page 2 of 12 COVID-19 Expenses A new Project code "COVID" has been created to track COVID-19 related expenses/revenue. If you need an account strung to the Project"COVID", please do so in the link below. https://citylc.sha repoi nt.com/:x:/s/finance/EcKVwCzw4XtJkHaBXcWa2nOBQUrYJ p9lVLKgYHVFdB2ffQ?e= N7kXTF You may need to create BARS to move budget into expense accounts within the same fund/category. Remote Working LCU's Continuity of Operations Plan (COOP) had identified most of our employees, particularly field staff, as essential. For all other office staff, we've identified who is capable to work remotely thus reducing the number of staff interactions. All deputy directors have requested equipment, connectivity and necessary VPN access for remote-work staff. Most associates will only need a City laptop and access to the internet. IT has shared tips for remote work and HR has a training site for remote work. Remote Work Authorization Process The remote work process is addressed in CMP#1.23. • IT will need your laptop identification number. • Your supervisor must issue to you a remote work memorandum,which you sign. • The status change will be loaded to Munis via workflow with the memo attached via TCM. o Once the memo has been signed or acknowledged, enter the PA using the following Action and Reason Codes and attach the memo with signatures. If employee is unable to provide a signature, please include the memo and confirmation of an electronic(email) acknowledgment. ■ Action Code: 5500-Status Change ■ Reason Code 5575-Stat Chng- Remote Wk Start o When ending the Remote Work assignment, a PA must be generated with the following Action and Reason codes. ■ Action Code: 5500-Status Change ■ Reason Code: 5576-Stat Chng- Remote Wk End • General guidelines for remote working are listed in the policy. Microsoft & Email Access All associates with an email account should have access to Microsoft 365 which will include Outlook(for your email),Word, Excel, and One Drive. In order to work remotely: • Login to your Microsoft 365 account at: https://Iogin.microsoftonline.com/. • Move any necessary files from your Y: drive to your OneDrive folders so you won't need server access. • Once logged in, you can access CityNet at https://citvlc.sharepoint.com/SitePages/Home.aspx. o The waffle in the top left corner will show all your MS applications and your OneDrive. The following tutorials are available: • Saving Documents into OneDrive for Business/SharePoint • Uploading Files to SharePoint Document Libraries Page 3 of 12 • Sharing Files Using OneDrive for Business/SharePoint Munis Access Most associates will be able to use Munis in the Cloud. For instructions on how to access Munis from your remote computer, visit IT's instructions on SharePoint. All username and password information will be the same. Attaching TCM Documents in Munis In order to attach a TCM document remotely, you must have the following in place: • Issued a City laptop/computer. • Logged into the City network via VPN access. • Chrome browser installed. • Use link: https://tylerhub.las-cruces.org. If you do not connect via VPN,you will not be able to work with documents. Due to VPN bandwidth, there may be a delay in attaching TCM documents. If you are accessing the Munis Web Version from your personal computer/laptop,you will not be allowed to add TCM attachments per CMP#9.1, [we] are not supposed to store City information on non-city computers. Munis Access for Non-Production Environments Just like ESS, all Munis users can access non-prod Munis environments by performing the following. Once logged into the RDweb link, open a new Chrome tab and paste one of the following links into the URL: • Test: https://tylerhubtest.las-cruces.org. • Train2: https://tylerhubtrain2.las-cruces.org—restricted to spreadsheet server users only. • Dev: https://tylerhubdev.las-cruces.org. Please remember that you will not be able to upload any documents to TCM or import data via RDweb. Learning Management System During remote assignments, or any time for that matter, associates can access the LMS Target Solutions and complete any available or assigned training.This is a great opportunity to complete training compliance assignments and improve your own skill set. Microsoft Teams MS Team is an instant messaging and meeting application to be used by all associates. Any staff meetings beyond 5 people, must be via phone conference or Teams. However, for now, ONLY USE THE CHAT FUNCTION. Please use the Teams Chat Tutorial. Please review the following links below for additional information about the Microsoft Teams application. • Switch to Team from Skype for Business • Microsoft Teams Quick Start Guide • Microsoft Teams Video Training • How to Chat/Audio Conference Using Teams • Manage Meetings Page 4 of 12 Using Microsoft Teams for Online Conferencing Teams supports Voice, Video and Chat for online meetings or conferencing. When participating in an online conference, be sure to disable your video feed by clicking on the video camera icon. Video uses significantly more bandwidth than audio and can result in traffic congestion in the City's Internet service when there are conference participants on-premise. The use of Video can also impact the performance of a remote user's Internet service as well. Teams also supports Screen Sharing, this feature can be used with minimal impact, but again should only be used when needed. Please do not use Team's conferencing features if you are connected through the City's VPN system,you will need to disconnect the VPN first before participating in an online conference. Using Teams over a VPN results in doubling the amount of traffic for your Teams session through the City's Internet connection. Using Teams remotely without a VPN does not impact the City's Internet connection at all. Accessing Accela Accela is accessible from home without VPN access. If you have any questions about Accela, or if anyone needs a password reset while working from home, email Racquel Chapman (rchapman@las-cruces.org). She is the Business Systems Analyst in Community Development. Accessing Voicemail If you need to access your voicemail from home or remote site,the follow instructions apply: 1. Dial575-528-3221. 2. Press the asterisk(*) button once. 3. When it prompts you for your ID, enter your phone extension (e.g. 3202), followed by the pound (#) sign. 4. Enter your Voice Mail PIN#followed by the pound (#) sign. 5. If you don't remember your PIN#for your voicemail, contact IT Support at 575.528.3202. Using VPN Few LCU associate will need VPN access. All VPN request are remitted through the office of the director for approval and routing to IT. VPN requests require: • An approved Departmental COOP (complete). • Approval by the Director. • An approved Remote Work Assignment Memo. VPN users should try to limit their VPN usage. When using on-premise applications, please consider batching your work together; connecting to perform the work and then disconnecting. When using Cloud based applications, please disconnect or limit the use of your VPN. Please remember, a VPN connection sends all your computer's network traffic(including Internet traffic)to the City network via the City's Internet connection. If you are not actively using an on-premise application, please disconnect your VPN until you need it. Page 5 of 12 Leave During Pandemic The purpose of all leave is to ensure employees can comply with any health directives and restrictions while providing means of continuing 240 service delivery to our citizens. Any requests for leave must be made on the Request for Leave form from Human Resources(HR). Extraordinary Leave Extraordinary Leave is covered by CMP#1.21.The Council declared an official incident activating this policy at their 3/16/2020.This is used when: • The nature of the incident (in this case, spread of COVID-19) designates certain populations AT RISK; and • An associate has faced a health issue leading to a compromised immune system OR must care for a family member who is considered at risk. • The City of Las Cruces may grant up to fifteen (15) days of leave for this purpose. To use extraordinary leave: 1. If leave is used because of an at-risk designation, need must be remitted to Human Resources. HR will notify your supervisor and the department that you qualify for Extraordinary Leave. 2. If leave is used in lieu of other leave during the incident (after 3/11/2020 through today): a. Leave could not have been scheduled and pre-approved before 3/11/20; b. Employee would remit standard documentation required for sick, personal or annual leave. 3. You supervisor will determine if you can work from home or not. a. If so, your supervisor will help you setup for remote work assignment. b. If not, the supervisor will proceed with a leave request in the next step. 4. Complete the Request for Leave form and attach HR authorization of the risk-designation (#1 above) OR standard documentation (#2). 5. Include all documentation with your timesheets,just as you would regular leave. Quarantine Leave Quarantine Leave is covered by CMP#1.22.The Governor declared a public health emergency on 3/11/20 and this policy applies as of that date.This leave is used to minimize exposure to COVID-19. It will apply when: • An associate has tested positive for COVID-19. • An associate has been exposed to COVID-19. • You have a need to be quarantined as a result of the emergency associated with the COVID-19 outbreak. • You traveled out of state (El Paso excepted) or out of country after 3/11/20 AND the travel was essential (per CM PIO email of 3/17/2020). • The amount of leave granted will be based on the length of the required quarantine and on their regularly scheduled hours of work.The state's quarantine recommendation is 14 calendar days. Quarantine Guidelines When you are quarantined, you must follow these guidelines, or you may be subject to disciplinary action: Page 6 of 12 • Self-quarantine or self-isolation means staying home and not leaving to go anywhere, unless you need medical care. • Many COVID-19 patients are advised to self-isolate at home while they recover. • Some tips (not required)for self-quarantining at home: o While at home stay away from others. If possible,you should stay in a specific room and use a separate bathroom. o Wash your hands often with soap and water for 20 seconds. o Avoid sharing personal household items. After using personal items, such as silverware, dishes, towels, sheets and more,wash thoroughly with soap and water. o Cover your mouth and nose with a tissue when you cough and sneeze and then throw it into the trash. o Postpone all non-essential appointments until you are out of isolation. Effective 3/19/2020, if an associates elects or chooses not to follow issued guidelines and recommendations (such as those issued by the NMDOH &Governor's office) and that decision leads to quarantine, you will be required to exhaust your own leave before qualifying for quarantine leave. In simple terms, if you choose to travel out of state or out of the Country after 3/19 and then have to be quarantined because of that travel,you will have to use your banked sick leave then other leave before you are eligible for quarantine leave. And even then,you may not qualify for quarantine leave if you chose not to follow issued recommendations. To use quarantine leave: 1. Proof of the need for quarantine must be remitted to your supervisor or Human Resources: a. Proof of travel out of state or out of country is remitted to your supervisor; OR b. Medical documentation of diagnosis or exposure is remitted to Human Resources. 2. HR will notify your supervisor and the department that you qualify for Quarantine Leave and when you can return to work. 3. You supervisor will determine if you can work from home or not: a. If so, your supervisor will help you setup for remote work assignment. b. If not,the supervisor will proceed with a leave request in the next step. 4. Complete the Request for Leave form and attach HR authorization of the quarantine leave designation. 5. Include all documentation with your timesheets,just as you would regular leave. What if a household member has traveled? If a household member has traveled out of state,you do not need to be quarantined unless that household member has been exposed to or diagnosed with COVID-19. Emergency Paid Sick Leave (FFCRA) LCU supervisors will work closely with associates to accommodate your needs and family responsibilities with operational and regulatory needs of the Utility under Section V.B. Based on this need, some LCU positions may be exempted from this policy—that list will be released as soon as possible. Emergency paid sick leave is covered by CMP#1.24.This policy applies from 04/01/2020 to 12/31/2020. This leave is paid sick time for up to 80 hours due to the effects of COVID-19. It applies when: Page 7 of 12 • An associate is quarantined because of COVID-19,your healthcare provider has advised you to self-quarantine, you are experiencing COVID-19 symptoms and are seeking a diagnosis; • You are caring for some subject to quarantine; • You are caring for dependent child whose school or childcare facility is close because of COVID- 19 To use emergency paid sick leave: 1. Complete the Emergency Paid Sick Leave Form.The form will list required documentation. 2. Relevant medical Information must be sent to HR 3. Remit the form to HR through your supervisor 4. Your supervisor will determine if your position has been exempted from the policy, determine if you can work remotely, identify if shift changes would better meet your needs then process your application through HR. Emergency & Family Medical Leave Expansion (FFCRA) LCU supervisors will work closely with associates to accommodate your needs and family responsibilities with operational and regulatory needs of the Utility. Based on this need, some LCU positions may be exempted from this policy—that list will be released as soon as possible. Emergency& Family Medical Leave is covered by CMP#1.25.This policy applies from 04/01/2020 to 12/31/2020.This leave is paid leave for up to 10 weeks for employees who must care for children due to school or childcare closings related to COVID-19. It applies when: • An associate has already used the first 80 hours available of Emergency Paid Sick Leave; • You are caring for dependent child whose school or childcare facility is close because of COVID- 19 To use expanded family and medical leave: 1. Complete the Expanded Family and Medical Leave Form.The form will list required documentation. 2. Remit the form to HR through your supervisor 3. Your supervisor will determine if your position has been exempted from the policy, determine if you can work remotely, identify if shift changes would better meet your needs then process your application through HR. This leave does count as part of the 12-week FMLA job projection meaning if you have already used those 12 weeks,you may not be eligible for this leave. Regular Sick Leave If you need to be out sick for yourself or a family member for any reason other than COVID-19 or where your immunity has been compromised, you will use regular sick leave. We are still in allergy and flu season and we've seen streptococcal pharyngitis (strep throat) making rounds in our community. If you are sick and contagious—DON'T COME TO WORK! Page 8 of 12 City Department Resources During Social Distancing Directives Facilities Management • Administration is working remotely. • Mail Services-will be mornings only, between 8:00 a.m. and 12:00 noon. Please make sure you have mail ready to go/pickup. • Vehicle Checkout - limited staff will be available for those services. • Work Orders-are being accepted. Primary response will be for critical items only. All other items will be deferred as necessary. • Continue to use "Facilities Service Request" <FacilitiesServiceRequest@las-cruces.org>to contact staff. Call 528-3200, Building Operations Main Line. • Custodial staff will be at their assigned buildings and aiding as needed for coverage- building rotation is suspended during this event. • One representative from each trade is expected to be on site (electrical, plumbing, HVAC, and building maintenance)for emergencies/urgent work orders and on-call staff will continue to be available for after-hours and weekend/holiday response. Human Resources • Benefits related inquires: benefits@las-cruces.org. • FMLA related inquiries: fmla@las-cruces.org. • EAP Coordinator, Bernie McCann; EAP@las-cruces.org, bmccann@las-cruces.org, or call 528- 3029. • MDLive: 888-674-2490;www.mdlive.com; If you have not registered as a member, please see attached flyer for instructions, or call the toll free number provided. Fleet Fleet is taking service work orders by email until further notice.The workorder form template is located on the city Fleet Services share point site. Please direct completed work orders to FleetServiceWriters@las-cruces.org. When dropping off your vehicle, park on the Fleet work line. Please drop your keys into the black drop box in front of the Service Writers door. You will find key tags available to label your keys with your inventory number, name, and contact number. You may place keys in the drop box and Fleet staff will be checking the box and work line frequently. There are no changes to operations for service calls needed. Please call the Service Writers during our regular hours 7-4 M-F and Utilities Dispatch after hours at 526-0500. For scheduled preventative maintenance services please follow your scheduled time frames sent to you. Park your unit in front of the service bay to your far right. Keys and work order form must be left in vehicle. For all other minimal services needed, please call the office for instructions. Requests for DEF fluid will be handled in the same format as a scheduled PM service; however, fluid pick up will need to be received at the Parts rear entrance. Doorbell service will be available. All vehicles will be evaluated by the priority of critical need to accomplish the mission of the City. For any questions or concerns please send work order requests to the service writer city email at Page 9 of 12 FleetServiceWriters@las-cruces.org or call Fleet Service Writers at 541-2604, 541-2603, 541-2615 or City Fleet Administrator at 575-541-2596 for further guidance. Customer Interaction Recommendations The following are guidelines excerpted from Las Cruces Fire Department regarding close contact with customers: • Always be safe. • Wear appropriate personal protective equipment and maintain minimum required distance between individual(s). • When entering a home, ask probing questions: if anyone in the household is experiencing any cough, fever, aches, or recent travel from out of the country or State of Washington, or cities of NY, LA, or Chicago. If the answer is yes, do not enter. • Maintain social distancing—it is okay to tell the customer that you have to maintain a 6 foot distance. • Avoid handshaking or physical contact. • Avoid touching eyes, nose and mouth. Hands touch many surfaces and can pick up viruses. Once contaminated, hands can transfer the virus to your eyes, nose or mouth. Hygiene Practice respiratory hygiene. Cover your mouth and nose with your bent elbow or tissue when you cough or sneeze. Dispose of the used tissue immediately. Washing hands with soap and water on a regular basis. Sanitizing gel may be used, but hands should be washed: • After removal of gloves and other PPE. • After cleaning and decontaminating equipment. • After using the restroom. • Before eating. Avoid touching face, eyes, and other mucous membranes with contaminated hands. Personal Protective Equipment Associates should put on PPE in the following sequence: • Mask. • Eye Protection. • Uniform Cover(if applicable). • Gloves. And should take off PPE in sequence: • Gloves. • Uniform cover—sanitize or wash hands if possible. • Eye Protection. • Mask—sanitize or wash hands if possible. COVID-19 Information Resources Pursuant to the CM's memorandum of 3/16/20, "Please practice social distancing and strict hygiene, and if you have symptoms, stay home and call the Department of Health at 1-855-600-3453." Page 10 of 12 Public Health Orders All executive and public health orders issued by the State of NM Administration can be found on the NMDOH Coronavirus website. Social Distancing NMDOH has issued an order impacting the congregation of associates such that: • The order restricts gatherings of five or less people. • Associates should attempt to stay at least 6 feet apart. • Staff meetings are held via MS Teams. • All shifts should be staggered. • Anyone If who can work remotely, should do so. Stay-at-Home Order The governor does have a stay-at-home order in place. For information on the stay-at-home order, please visit the NMDOH FAQ's. If you are not sure what that means, visit FEMA's shelter page. Most LCU associates are essential— therefore be sure to keep your LCU badge with you should you need to document why you are out and about while reporting to and from work. Be Prepared Despite this current pandemic, you are encouraged to be prepared for any emergency. Please visit FEMA's preparedness website and get your plan and your kit together.The site has easy printouts for recommended supplies and even how to create your own plan.Their Ready Kids site also has great resources for kids. MDLive All CLC employees, even if you don't have health insurance through the City, have access to MDLive, a free telemedicine service.There are two ways to activate your account: • 247MDAccess.com. • 1-888-674-2490. Once you activate your account, be sure to use "Colonial Life" as your group. You'll also need to provide your last name and date of birth. Practice Self Care The Parks & Recreation Employee Wellness Program has partnered with @NatFitCampaign to bring you an indoor Fitness Court workout to help you move, stretch and stay positive in just 7 minutes a day. Download the free app at nfchq.com/app and get started now! #Optlnside. Fraud Warnings The FBI has issued a warning of an increase in COVID-19-related fraud schemes.The announcement urges people to be alert to phony messages from the Centers for Disease Control (CDC), phishing emails, and offers of phony COVID-19 treatment.There have been reports of phony email messages that pretend to be from head of World Health Organization and place keystroke logger on users' computers, and of a fake COVID-19 vaccine website that tries to steal payment card and other personal data. Page 11 of 12 Also warn users to be on the alert for phishing campaigns, particularly targeting the elderly, around the pending US financial relief package.These campaigns promise extra social security, investment schemes or COVID-19 relief payments in exchange for bank account information. Also beware of pay-in-advance offers to help victims with services. Essential Services/Employees The Governor's office exempts essential staff from the stay-at-home order.This includes essential staff involved with infrastructure operations including, but not limited to, public works construction; commercial and residential facility construction and maintenance; airport operations; public transportation; airlines; taxis; private transportation providers; water, sewer,trash and recycling collection, processing and disposal;gas; electrical; oil drilling; oil refining; natural resources extraction or mining operations; nuclear material research and enrichment; those attendant to the repair and construction of roads and highways; solid waste collection and removal; processing and disposal; data and internet providers; data centers; and telecommunications systems. Free Tools for Kids at Home http://www.switcheroozoo.com/default.htm https://kids.nationalgeographic.com/ https://reading.ecb.org/ https://www.seussville.com/ https://www.funbrain.com/ https://Pbskids.org/ The Reading Lesson (not free) is great. https://www.readinglesson.com/. Also, Kahn Academy(also not free) is great for college board test prep. Finally, Kindle Free Time is only$0.99 right now for three months and Kindle Unlimited is $30 for 6 months and all the classics are free. Page 12 of 12