HomeMy WebLinkAbout03/17/2020 Special Emergency Meeting ... Meeting Location: Municipal Center
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Apple 7100 147th Street West
Valley- Apple Valley, Minnesota 55124
March 17, 2020
CITY COUNCIL SPECIAL EMERGENCY MEETING TENTATIVE AGENDA
.3:00 PM
1. Call to Order and Pledge
2. Approve Agenda
3. Audience - 10 Minutes Total Time Limit - For Items NOT on this Agenda
4. Approve Consent Agenda Items
Consent Agenda Items are considered routine and will be enacted with a
single motion, without discussion, unless a councilmember or citizen
requests to have any item separately considered. It will then be moved to the
regular agenda for consideration.
5. Regular Agenda Items
A. COVID-19 Pandemic Response
1. Adopt Resolution Concurring with Mayor's Declaration of a Local
Emergency and Enacting Temporary Measures to Address a Peace
Time Emergency
2. Provide Direction on Future Schedule and Options for Conducting
City Council, Planning Commission, and Advisory Committee
Meetings
6. Staff and Council Communications
7. Adjourn
Regular meetings are broadcast, live, on Charter Communications Cable Channel 180 and
on the City's website at www.cityofapplevalley.org
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Apple COUNCIL MEETING DATE: March 17, 2020
Valley SECTION: Regular Agenda
Description:
COVID-19 Pandemic Response
Staff Contact: Department/ Division:
Tom Lawell, City Administrator Administration Department
ACTION REQUESTED:
1. Adopt the resolution concurring with the Mayor's declaration of a Local Emergency and
enacting temporary measures to address a Peace Time Emergency.
2. Provide direction on the future schedule and options for conducting City Council,
Planning Commission, and Advisory Committee meetings.
SUMMARY:
To protect our citizens, employees and the community at large, emergency measures are
necessary in response to the Novel Coronavirus (COVID-19) outbreak. Actions
recommended for approval will assist in mitigating the impacts of the disease on our
healthcare system by limiting the possible transmission of the virus in the workplace and
beyond.
BACKGROUND:
On Friday, March 13, 2020, President Trump declared a National Emergency concerning the
COVID-19 outbreak. On the same day, Governor Walz Issued Executive Order 20-01
Declaring a Peace Time Emergency and Coordinating Minnesota's Strategy to Protect
Minnesotans from COVID-19. In response, on Sunday, March 15, 2020 Mayor Hamann-
Roland Issued Proclamation No. 2020-1 Declaring A Local Emergency Related to the
COVID-19 Health Pandemic. A copy of the Governor's Executive Order and the Mayor's
proclamation are attached.
The attached resolution affirms the Mayor's proclamation and outlines steps that will be
taken to invoke the City's Emergency Operations Plan and Continuity of Operations Plan to
respond to the emergency.
The City's objectives during this time are to:
1) Reduce transmission of the pandemic virus strain among our citizens and employees.
2) Minimize illness among employees.
3) Maintain essential City operations and services.
4) Minimize the economic impact of a pandemic upon our community.
It is recommended that an Interim Personnel Policy related to COVID-19 be adopted by the
City Council to provide clear guidance to employees to keep themselves and others as safe
as possible. The interim policy provides for social distancing measures, including work-
from-home
ork-
fromhome options, where they are feasible. The policy authorizes the reassignment of
employees as necessary to maintain operations. The policy also sets forth steps that should
be taken if employees are directly affected by the virus and how leave time will be
addressed.
Staff is requesting City Council direction on the holding of public meetings of the City
Council, Planning Commission and other City Advisory Committees in the weeks ahead.
Many cities are postponing such meetings for a period of time or electing to meet using
alternate means, as permitted by state law.
It is recommended that the City Council make a determination and pass a motion finding that
in-person meetings are not practical or prudent because of the COVID-19 health pandemic,
as required by Minnesota Statute 13D.021. This will give us the option to allow for
telephone or other electronic means to conduct meetings. Advance public notice of
conducting such meetings by telephone or other electronic means is required.
A Planning Commission meeting is scheduled for tomorrow, March 18. The applicant for
Orchard Place has requested that the meeting proceed as scheduled. Council should provide
guidance on how best to proceed. There is not adequate time for the meeting to be publicly
noticed to hold the meeting via telephone or other electronic means.
BUDGET IMPACT:
Given the uncertainty associated with the COVID-19 pandemic, budgetary impacts are
unknown at this point. Costs associated responding to the outbreak will be tracked by our
Finance Department for possible reimbursement by State and/or Federal programs at a later
date.
ATTACHMENTS:
Procian-cation
Resolution
Policy
Presentation
CITY OF APPLE VALLEY
DAKOTA COUNTY, MINNESOTA
PROCLAMATION NO. 2020-1
DECLARING A LOCAL EMERGENCY
WHEREAS, Mary Hamann-Roland, the Mayor of the City of Apple Valley(the "Mayor")finds that under
the authority provided by Chapter 12 and related laws of the State of Minnesota, and City Ordinance
Chapter 33 Emergency Management, the following situation (the "Situation") exists:
Peace Time Emergency Due to COVID-19 Health Pandemic
WHEREAS, the Governor of Minnesota issued Executive Order 20-01 on March 13, 2020 Declaring a
Peace Time Emergency and Coordinating Minnesota's Strategy to Protect Minnesotans from COVID-19
(attached); and
WHEREAS, the Governor of Minnesota has issued Executive Order 20-02 on March 15, 2020
Authorizing and Directing the Commissioner of Education to Temporarily Close Schools to Plan for a
Safe Educational Environment (attached); and
WHEREAS, as of March 14, 2020, the Centers for Disease Control and Prevention is now
recommending halting gatherings of more than 50 people across the United States for the next eight
weeks, citing the risk of COVID-19; and
WHEREAS, the Mayor finds that conditions in the City of Apple Valley, Minnesota have worsened
considerably as a result of the evolving Situation; and
WHEREAS, the Mayor finds that this Situation threatens the health, safety and welfare of the citizens of
the community, and threatens the continuation and efficient delivery of city services; and
WHEREAS, the Mayor finds that the Situation poses a risk or may cause extensive personal injury,
damage or disaster to the City if not immediately addressed; and
WHEREAS, the Mayor finds that traditional sources of relief are not able to repair or prevent the injury or
loss.
NOW, THEREFORE, the Mayor declares this Situation to be a local emergency effective at 9:00 p.m. on
March 15, 2020.
This declaration of a local emergency will invoke the city's disaster plan and authorize other appropriate
community containment and mitigation strategies. The portions that are necessary for response to and
recovery from the emergency are hereby authorized. To the extent that normal state laws and city
policies and procedures impede an efficient response or compliance with federal and state directives or
recommendations, the City Administrator, Emergency Manager Director, and designees are hereby
authorized to suspend compliance with those laws, policies and procedures as authorized by the
Governor's Declarations and M.S. §12.32, and to take those actions deemed necessary to protect the
public health and safety.
*Hnr000ian��d, mayor
ATTEST:
Pamela J. G k tet e , City Clerk
STATE OF MINNESOTA
Executive Department
O�illl.l�l��lVY''•;r'
�,� y�hr3•.r
Governor Tim Walz
Emergency Executive Order 20-01
Declaring a Peacetime Emergency and Coordinating Minnesota's Strategy to
Protect Minnesotans from COVID-19
I,Tim Walz, Governor of the State of Minnesota,by the authority vested in me by the
Constitution and applicable statutes, issue the following Executive Order:
The infectious disease known as COVID-19, an act of nature,has now been detected in 118
countries and territories, including the United States. COVID-19 has been reported in 42 states.
There are over 1,600 confirmed cases nationwide, including fourteen in Minnesota.
The U.S. Department of Health and Human Services Secretary has declared a public health
emergency for the United States to aid the nation's healthcare community in responding to
COVID-19. The World Health Organization has recently assessed that this outbreak can be
characterized as a pandemic.
In coordination with other state agencies, local governments, and partners in the private sector,
the Minnesota Department of Health ("MDH") has been preparing fbr and responding to the
COVID-19 pandemic in Minnesota.
On April 4, 2019, I issued Executive Order 19-22, which assigned emergency responsibilities to
state agencies to respond to and assist in recovery from the effects of natural or technological
emergencies, including responsibility to engage in emergency preparedness efforts. On April 4,
2019, I also issued Executive Order 19-23, which directed state agencies to engage in continuity
of government and continuity of operations planning. That Executive Order established the
Continuity Policy Coordination Sub-Cabinet to develop and maintain a framework for a
continuity of government plan, and to oversee agency continuity of operations planning, led by
Minnesota Management and Budget ("MMB").
Minnesota has taken proactive steps to ensure that we are ahead of the curve on COVID-19
prevention and response. Our State has been actively conducting continuity planning for state
agency operations. MMB activated its Statewide Contingency Response Team("SCRT"), which
meets regularly to coordinate and direct state agencies to ensure priority government services
continue. State agency emergency managers and continuity coordinators from the agencies have
I
been meeting together and sharing information related to emergency management and continuity
of operations planning activities.
The State also has activated our Joint Information Center("JIC"), led by the Department of
Public Safety ("DPS") and MDH. The JIC is responsible for sharing operational updates and
keeping the public informed on COVID-19. This group convenes daily to provide consistent,
coordinated, and timely information.
Agencies have activated their internal command or continuity teams and have been reviewing
their emergency response and continuity plans,which are plans in place that outline how
agencies will provide priority services during an emergency. Agencies have been reviewing their
priority services and preparing their employees with the goal of providing uninterrupted priority
sei vices throughout an emergency.
On January 29, 2020,MDH instituted its Incident Command System("ICS"). The ICS provides
a standardized approach to the command, control, and coordination of emergency response.
MDH convened a state agency COVID-19 coordinating group on March 3, 2020. DPS's
Division of Homeland Security and Emergency Management("HSEM") activated the State
Emergency Operations Center on March 6, 2020.
MDH remains in close contact with federal, state, and local partners, and the Commissioner of
Health recently convened a group of experts, including healthcare professionals (doctors, nurses,
administrators,insurers), government partners (cities, counties,tribal nations),business and labor
leaders, educators (child care, K42, higher ed),public health experts, and authorities on long
term care and Minnesota's aging population. This cross-sector group provides guidance to the
Commissioner on MDH's strategies for responding to COVID-19.
As part of the response, MDH experts have been providing timely information and education to
the public and stakeholders through up-to-date website information,regular press briefings, and
calls for stakeholders such as schools, long-term care facilities,healthcare providers, and the
business community. MDH's COVID-19 website, with materials available in 16 languages,has
been accessed by thousands of Minnesotans.
Local resources are inadequate to fully address the COVID-19 pandemic. We must continue to
take this pandemic seriously, and there are sensible steps that Minnesotans and our state
government can take to protect all Minnesotans by slowing the spread of COVID-19,prioritizing
our healthcare resources, and safeguarding at-risk communities.
For these reasons, I declare a peacetime emergency in Minnesota and order as follows:
1. In consultation with federal, state, and local partners, tribal nations,relevant experts,
and stakeholders, MDH will continue to lead the coordination of the State's response
to COVID-19.
2. HSEM will continue to assist MDH and coordinate support through the State
Emergency Operations Center and in accordance with the Minnesota Emergency
Operations Plan.
2
3. All state agencies, in cooperation with appropriate federal agencies,will work to
support healthcare providers,tribal and local governments, and public health
organizations as they respond to COVID-19.
4. The Minnesota National Guard will ensure that it is ready to assist as needed during
this peacetime emergency.
5. In consultation with the Centers for Disease Control and Prevention, as well as public
health, medical, and other experts,MDH will continue to provide guidance that is
accessible and transparent to all Minnesotans, including guidance on how to best
p' prevent and reduce community spread of COVID-19 within Minnesota and manage
critical healthcare resources.
6. 1 encourage individual Minnesotans to help protect all Minnesotans by continuing
their individual prevention efforts such as staying home when feeling sick, frequently
washing their hands, and monitoring information about COVID-19.
7. I urge and advise Minnesotans to follow MDH guidance regarding hygiene,public
gatherings, social distancing, and healthcare use. Minnesotans should regularly check
MDH's COVID-19 webpage: littli.s:://www.liealtli.state.i-nn.us/diseases/coronavil-Us/
8. As circumstances require, and pursuant to relevant law, I will issue orders and rules to
protect public health and safety. All state agencies are directed to submit proposals
for such orders and rules to my office.
This Executive Order and declaration of peacetime emergency is effective immediately under
Minnesota Statutes 2019, section 4.035, subdivision 2, and its duration is governed by Minnesota
Statutes 2019, section 12.3 1, subdivision 2.
Signed on March 13,2020.
LWO
Tim aIz
Go rnor
Filed According to Law: Z �
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Steve Simon TAW
Secretary of State
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3
STATE OF MINNESOTA
Executive Department
e'�rir•c nu.4gb D
Governor Tim Walz
Emergency Executive Order 20-02
Authorizing and Directing the Commissioner of Education to Temporarily
Close Schools to Plan for a Safe Educational Environment
I,Tim Walz,Governor of the State of Minnesota, by the authority vested in me by the
Constitution and applicable statutes, issue the following Executive Order:
The COVID-19 pandemic presents an unprecedented challenge to our State. Minnesota has taken
proactive steps to ensure that we are ahead of the curve on COVID-19 prevention and response.
On March 13,2020, I issued Executive Order 20-01 and declared a peacetime emergency
because this pandemic, an act of nature,threatens the lives of Minnesotans, and local resources
are inadequate to address the threat. In Executive Order 20-01,I directed all state agencies to
submit proposed orders and rules to protect and preserve public health and safety,
Since I issued Executive Order 20-01,the Minnesota Department of Health("MDH")has
confirmed additional COVID-19 cases in Minnesota. We continue to take this pandemic
seriously and are taking sensible steps to protect all Minnesotans. Our schools are places where
large numbers of Minnesotans congregate. They therefore need time to plan strategies for
achieving educational goals while also complying with public health guidance
Under Minnesota Statutes 2019, section 12,21, subdivision 3,I am permitted to authorize the
Commissioner of Education"to alter school schedules, curtail school activities, or order schools
closed."In consultation with my Cabinet,I have concluded that such action is warranted to allow
for planning to continue to provide a world-class education,while preserving the health, safety,
and lives of Minnesotans.
Allowing schools and school districts time to plan without students in the classroom will benefit
all of Minnesota. The Minnesota Department of Education("MDE")will provide guidance on
these important planning efforts. I realize that schools are community hubs for children and
families. School closures put burdens on children and families and create disproportionate
impacts on different communities. For that reason, we must ensure that schools and school
districts continue to provide support to Minnesota families, even while students are not in the
classroom. We must also act to minimize disruptions caused by school closures on the state's
healthcare system and emergency workers.
1
In addition to schools, families with young children depend on child care providers. Center-
based and family child care providers provide an essential service to our children, and they
ensure that our economy and workforce can thrive. Unlike schools, these settings are smaller and
do not need to plan for distance learning. We must continue to support child care providers'
efforts to remain open and comply with public-health guidance as they provide essential services
to Minnesota.
For these reasons, I order as follows:
t. Pursuant to Minnesota Statutes 2019, section 12.2 t, subdivision 3(11), I authorize
and direct the Commissioner of Education to close all schools to students, except as
set forth below, beginning on Wednesday, March 18, 2020 through Friday, March 27,
2020 ("Closure Period").
2. This order applies to all schools as set forth in Minnesota Statutes 2019, section
12.2 1, subdivision 3(11). I encourage tribal and private schools to fulfill the spirit and
directives of this Executive Order.
3. The Closure Period is meant to provide time for our schools to adequately plan for
continuity of education during the COVID-19 pandemic for the purpose of preserving
the health, safety, and lives of Minnesota's students, educators, and the broader
public.
4. Recognizing that every school and school district has different circumstances and
needs, MDE and MDH will provide guidance to schools on approaches to distance
learning and social distancing within schools.I encourage schools and school districts
to provide feedback to MDE about further steps that the State may take to ensure
continuity of education.
5. Subject to paragraph 12, school employees are directed to report to work in
accordance with applicable labor agreements and as required by their employers to
assist with the emergency management planning activities provided in this Executive
Order.
6. Upon approval by the Executive Council, during the Closure Period the
Commissioner of Education will calculate membership for general education and
other revenue programs based on total district enrollment, regardless of whether
instruction is provided.Nothing in this provision should be construed to require
districts to make-up instructional time lost during the Closure Period.
7. Upon approval by the Executive Council,for School Year 2019-2020 only, the
minimum days and hours of instruction required for districts and charter schools
under Minnesota Statutes 2019, section 120A.41, will be reduced by the number of
days and hours of instruction during the Closure Period.
2
8. Subject to paragraph 12, schools and school districts, in cooperation with state
agencies, are directed to support communities disproportionately impacted by
inequities, including, but not limited to, low-income families and families
experiencing homelessness. During the Closure Period, schools are expected to
provide meals to their students. MDE will provide additional guidance to schools and
school districts.
9. I direct state agencies to work together to ensure continuity of mental health services
to children and their families. State agencies are directed to take action addressing
this issue.
10. During the Closure Period, school districts are directed to explore options to care for,
and protect the health and safety of, children in low-income families if a prolonged
school closure is necessary,utilizing guidance from MDE and MDH.
11. Emergency workers (including providers of healthcare, emergency medical services,
long-term and post-acute care; law enforcement personnel;personnel providing
correctional services; public health employees; firefighters and other first responders;
and court personnel) are critical to the State's response to COVID-19. During the
Closure Period, and subject to paragraph 12, schools are directed to provide care to, at
a minimum, district-enrolled students aged 12 and under who are children of
emergency workers. In providing this care, schools must practice hygiene and social
distancing best practices. Schools are not required to provide this care during
previously scheduled breaks reflected on a school-board approved calendar. I
encourage schools and school districts to also provide extended care—before and
after school hours—to students who are children of emergency workers. MDE will
provide further guidance to schools and school districts about this provision.
12.Nothing in this order should be construed to encourage or require Minnesotans in at-
risk categories to take action inconsistent with public health recommendations or the
advice of their doctors. All Minnesotans should continue to regularly check and
follow the advice on MDH's COVID-19 webpage:
littps://www.licalth.state.inn.us/diseases/coronavirus/
13. To support center-based and family child care providers in staying open, supporting
their employees, and remaining in business during this peacetime emergency and
afterward, I direct state agencies to collaborate and align resources to support child
care providers.
14. By March 20, 2020, 1 direct the Department of Human Services to submit to my
office a proposal addressing strategies to continue supports for center-based and
family child care centers, accommodate the continuation of child care providers, and
3
enable providers to serve new families needing care because they are assisting in
emergency relief.
15. To ensure the health, safety, and wellbeing of children and maintain an adequate
supply of child care, I direct state agencies to create a hotline specifically to address
child care provider concerns and prioritize establishing mechanisms, to the extent
possible and permitted by law, for financial, operational, and other technical
assistance resources that will enable providers to adapt to the COVID-19 pandemic.
This Executive Order is effective immediately under Minnesota Statutes 2019, section 4.035,
subdivision 2. It will remain in effect until the peacetime emergency declared in Executive Order
20-01 is terminated or until it is rescinded by proper authority.
Signed on March 15,2020.
i
Tim Walz
Governor
Filed According to Law:
W000111�
/tJv'1�M�
Steve Simon
Secretary of State
4
CITY OF APPLE VALLEY
RESOLUTION NO. 2020-
A RESOLUTION CONCURRING WITH THE MAYOR'S DECLARATION OF A
LOCAL EMERGENCY AND ENACTING TEMPORARY MEASURES TO ADDRESS A PEACE
TIME EMERGENCY DUE TO THE COVID-19 HEALTH PANDEMIC
WHEREAS, on March 13, 2020 Minnesota Governor Tim Walz issued Executive Order 20-
01 declaring a Peace Time Emergency and Coordinating Minnesota's Strategy to Protect
Minnesotans from COVID-19, and
WHEREAS, in response, on March 15, 2020 Mayor Mary Hamann-Roland issued a
Proclamation Declaring a Local Emergency in recognition of the community risk posed by COVID-
19, and
WHEREAS, the Apple Valley City Council recognizes this risk and concurs with the
proclamation.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Apple Valley,
Dakota County, Minnesota, as follows:
1) A Peace Time Emergency related to the COVID-19 Health Pandemic exists within the
City of Apple Valley, and
2) Pursuant to Apple Valley Code of Ordinances Chapter 33— Emergency Management,
this proclaimed Peace Time Emergency situation invokes the City's Emergency
Operations Plan and Continuity of Operations Plan and the portions of those plans
necessary for the response to the situation are hereby activated, and
3) The attached Interim Policy: COVID-19 Program for Employees is hereby approved as
an amendment to the City's Personnel Policy Manual and is in effect until May 14, 2020,
and
4) The City Administrator, the Emergency Management Director, and their designees, are
authorized to take other appropriate emergency actions directed or recommended by
federal and state government or health organizations, or deemed necessary by City
emergency management authorities, and to take those actions deemed necessary to
protect the public health and safety.
5) To the extent that normal state laws and city policies and procedures impede an
efficient response or compliance with federal and state directives or recommendations,
the City Administrator, Emergency Manager Director, and designees are hereby
authorized to suspend compliance with those laws, policies and procedures as
authorized by the Governor's Declarations and M.S. §12.32.
ADOPTED this 17th day of March, 2020.
Mary Hamann-Roland, Mayor
ATTEST:
Pamela J. Gackstetter, City Clerk
Apple City of Apple Valley Personnel Policy Manual
valloy
Interim Policy: COVID-19 Program for Employees
In addition to city employees,this policy applies to firefighters.
POLICY
In response to the community spread of the novel coronavirus, COVID-19,the city has declared a state of
local emergency.The City of Apple Valley believes in the importance of a healthy workplace and wellness
and wants to work together with employees to ensure that essential functions are operational, service
can be provided, and employees are supported. In order to assist employees with health concerns and
issues related to the current public health environment, this following COVID-19 policy will be in place
effective March 17, 2020. Recognizing that due to changing situations, this policy may be modified as
needed by the City Administrator or designee. The policy will be reviewed on May 14, 2020 and may be
extended or modified by the City Council.
Employee Who Is Advised to Self-Quarantine or Experiences Symptoms
If an employee who is not displaying symptoms is advised by their health care provider, or due to travel
based on the Centers for Disease Control (CDC) travel risk assessment, to self-quarantine at home, a
supervisor may consider work from home for the employee. Work from home will be based on feasibility
for the position, business need, and available technology. If the employee cannot work from home, the
employee may use their available paid leave hours or take the time as unpaid leave. For a period less than
a full work week, an exempt employee must use available paid leave hours. An employee participating in
the annual leave program,who has insufficient paid leave hours available, may be granted an advance of
annual leave up to the equivalent of their regularly scheduled hours for up to two work weeks.
An employee who is exposed to an individual who has contracted COVID-19 or who feels ill with symptoms
associated with COVID-19, should stay home and inform their supervisor immediately.The employee may
use available paid leave hours or take the time as unpaid leave.The employee should seek medical advice
to determine next steps for their situation from their medical provider. For employees covered on the
city's group health plan, the health insurer provides the following guidance for seeking care:
https://www.healthpartners.com/coronavirus/.
Paid Leave for Employee Who Contracts COVID-19 or Is Quarantined
An employee who 1) has contracted COVID-19; or 2) is displaying symptoms associated with COVID-19
and is quarantined or in isolation as the result of a medical professional's recommendation; or 3) is
quarantined or in isolation as the result of a Minnesota Department of Health (MDH) commissioner
directive, federal quarantine officer order, or other official government directive and cannot work from
home, may receive paid COVID-19 leave for time not paid by any other benefit (e.g., workers
compensation wage replacement, injury on duty benefit, short term disability). The benefit is the
employee's regular base wage pay for regularly scheduled work hours for up to 14 consecutive calendar
days unless otherwise determined by a medical professional.
Pay under this provision does not include overtime, supplemental pay, and/or other additional pay. For
the purpose of this benefit, holidays will be counted as a regular scheduled workday and will be included
in the 14 calendar day count. Employer benefit contribution and leave accrual, if applicable to an eligible
employee, will continue during paid COVID-19 leave.
COVID-19 leave pay may be extended based on recommendation of the department head and approval
of the City Administrator. No compounding, stacking, or pyramiding of pay will occur. For full-time
employees, paid leave will be based on 40 hours per week. For regular part-time employees, paid leave
will be based on the employee's regular scheduled work week hours. For casual employees, paid leave
will be based on average hours worked over the four full work weeks preceding the leave.
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An employee receiving pay under this provision may be required to provide medical certification of
diagnosis, quarantine/isolation order, or other similar documentation. This requirement will be
determined by the City Administrator or designee, depending on the availability of medical providers and
the severity of the pandemic outbreak.
An employee must follow treatment recommendations of their health care provider, and the city may
require that return-to-work information from a medical professional be forwarded to Human Resources
before the employee returns to the workplace. This requirement will be determined by the City
Administrator or designee, depending on the availability of medical providers and the severity of the
pandemic outbreak.
If applicable, Family Medical Leave and/or Short Term Disability will be applied.
Shut Down of City Facility
If the city is required to shut down any areas of city facilities resulting in a lack of work for employees,
regular base wage pay will continue for employees assigned to that facility. Continued pay does not
include overtime, supplemental pay, and/or other additional pay. For full-time employees, pay will be
based on 40 hours per week. For regular part-time employees, paid leave will be based on the employee's
regular scheduled work week hours. For casual employees, paid leave will be based on average hours
worked over the four full work weeks preceding the leave. Continued pay may be pro-rated based on
partial day and/or partial week closures.
Supervisors will make every reasonable attempt to find work for employees in order to keep them working
productively. Employees may receive assignments to conduct work remotely, work at other facilities,
and/or perform other functions to meet business needs. An employee who declines such assignment will
not be eligible for continued pay under this provision and may use available paid leave hours or take the
time as unpaid leave. For a period less than a full work week, an exempt employee must use available
paid leave hours. Unless otherwise notified, employees should expect to be available for work, as the
situation could change regularly.
The decision to send an employee home due to lack of work will be recommended by the department
head and approved by the City Administrator or designee. The decision, including actual hours worked
and when the employee was directed to leave, shall be documented in writing and provided to Human
Resources.
Leave to Care for Others or Due to School Closures
If an employee determines they need to be away from work to care for other individual(s) or because of
school closures related to COVID-19, the employee should notify their supervisor as soon as possible and
may use their available paid leave hours or take the time as unpaid leave. For a period less than a full work
week, an exempt employee must use available paid leave hours. An employee participating in the annual
leave program,who has insufficient paid leave hours available, may be granted an advance of annual leave
up to the equivalent of their regularly scheduled hours for up to two work weeks.
Supervisors may be able to assign remote work from home if it meets the business need of the city and
based on available technology. Remote work assignment requires approval of the department head and
City Administrator. Remote work assignment will generally not be appropriate if the employee is needed
to provide substantial care to other individual(s) at home.
Schedule Changes and Working Remotely or From Home
Department heads will make arrangements to ensure critical/essential functions will continue and will
also follow the Emergency Management Plan, Continuity of Operations Plan, and directives of the
Emergency Management Director and City Administrator.
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Remote and working from home is not appropriate for all positions, and no employee is guaranteed the
opportunity to work from home. Based on business need, staff will be given assignments and may be
required to have Virtual Private Network (VPN) access in order to work from home or another remote
location when assigned by their supervisor. This may include staff who are subject to quarantine. Staff
may be reassigned to perform other duties as needed.
Schedules, approved leave, and other situations may require changes or adjustments based on essential
business needs.
Any work done remotely must meet business needs,follow city and department policies,and be approved
in advance by the department head and the City Administrator or designee.
Employee Displaying Contagious Symptoms
Any employee who is sick should stay home.
Employees should refrain from discussing a coworker's health condition due to data privacy laws. If an
employee has concerns, they should speak privately with their supervisor.
A supervisor may not ask employees about medical diagnosis, but employees may choose to voluntarily
share this information. If an employee is displaying symptoms of contagious disease, supervisors should
speak privately with the employee.
A supervisor may require an employee to leave the workplace, as a safety consideration for the health of
other employees and the public, if the employee displays symptoms of a contagious illness. Such decision
shall be part of a consistent plan that treats all employees with such symptoms similarly.While supervisors
should not make judgments about a medical diagnosis, they may rely on symptoms to make a
determination to send an employee home. For example,the CDC recommends that employees who have
symptoms of acute respiratory illness (e.g., cough or shortness of breath) stay home and not return to
work until they are symptom free and free of fever (temperature above 100.4° F) for 24 hours without
the use of fever reducing medications. Supervisors should consult with Human Resources staff before
sending employees home for these reasons and must notify Human Resources immediately if any
employee is sent home because of displaying contagious symptoms. An employee who is sent home for
these reasons may use their available paid leave or take the time as unpaid leave. For a period less than
a full work week, an exempt employee must use available paid leave hours. An employee participating in
the annual leave program,who has insufficient paid leave hours available, may be granted an advance of
annual leave up to the equivalent of their regularly scheduled hours for up to two work weeks.
Notifying Other Employees of a Confirmed Case of COVID-19
As recommended by the CDC, if an employee is confirmed to have COVID-19, the city will inform fellow
employees of their possible exposure to COVID-19 in the workplace, but protect privacy as required by
state and federal law. The city will not identify by name an individual who has contracted the disease.
Employees exposed to a co-worker with confirmed COVID-19 should refer to CDC guidance for how to
conduct a risk assessment of their potential exposure. The city will work closely with medical health
providers and rely on guidance from federal and local authorities about transmission risk and
containment.
Workers' Compensation
COVID-19 will be treated the same as other illness or injury. If an employee contracts COVID-19 from
exposure at work, the supervisor must be notified and a First Report of Injury will be filed and submitted
to the League of Minnesota Cities Insurance Trust (LMCIT), the city's insurer. Once a claim is submitted,
LMCIT reviews the information to make a compensability determination. If the claim is accepted by LMCIT,
Injury on Duty (IOD) benefits would apply pursuant to applicable collective bargaining agreements and
the city's personnel policies.
Page 3
Declaration of Local
Emergency COVID = 19
March 17 , 2020
City Objectives During This Time Are Too.
1) Reduce transmission of the pandemic virus strain
among our citizens and employees
2) Minimize illness among employees
3) Maintain essential City operations and services
4) Minimize the economic impact of a pandemic upon
our community
City Objectives During This Time Are Too.
1) Reduce transmission of the pandemic virus strain
among our citizens and employees
2) Minimize illness among employees
3) Maintain essential City operations and services
4) Minimize the economic impact of a pandemic upon
our community
COVID = 19 Pandemic Response
• President Trump Issued a Proclamation on Friday
Declaring a National Emergency Concerning the
Novel Coronavirus Disease (COVID-19) Outbreak.
• Governor Walz Issued Executive Order 20-01 on
Friday Declaring a Peace Time Emergency and
Coordinating Minnesota's Strategy to Protect
Minnesotans from COVID-19.
• Mayor Hamann -Roland Issued Proclamation No. 2020-
1 on Sunday Declaring A Local Emergency Related to
the COVID-19 Health Pandemic.
City Code of Ordinances Chapter 33 -
Emergency Management
• Authorizes the Mayor to Issue Emergency Declaration
• Requires the Concurrence of the City Council Within
Three Days
• Recommend Adoption of Resolution
What's Included in the Resolution ?
• Affirms that a Peace Time Emergency related to the
COVID-19 Health Pandemic exists within the City of
Apple Valley
• The City's Emergency Operations Plan and Continuity
of Operations Plan are activated
What's Included in the Resolution ?
• Adopts an Interim Policy as part of the City's
Personnel Policy Manual
• Where feasible, some employees will be allowed to work
from home
• Employees may be reassigned to other work, as necessary.
If no work is available, employees will be paid for up to 14
days
• Those employees who contract COVID-19 provided with up
to 14 days leave time
What's Included in the Resolution ?
• The City Administrator, the Emergency Management
Director, and their designees, are authorized to take
other appropriate emergency actions deemed
necessary to protect the public health and safety.
• If necessary, authorized to suspend compliance with
laws, policies and procedures which impede an
efficient response or compliance with federal and
state directives or recommendations.
Questions Regarding the Resolution ?
Future Public Meetings
awe
Apple
Valley
Future Public Meetings
Scheduled Meeting in March :
March 18 - Planning Commission
March 24 - Urban Affairs Advisory Committee
March 26 - Economic Development Authority Meeting
March 26 — City Council Meeting
Future Public Meetings
It is recommended that the City Council make a pass a
motion finding that in-person meetings are not
practical or prudent because of the COVID=19 health
pandemic, as required by Minnesota Statute 1313 -021 .
Allows us the option to use telephone or other
electronic means to conduct meetings.
Future Public Meetings Discussion
Other Questions or Comments
?
CITY OF APPLE VALLEY
ORDER FOR SPECIAL EMERGENCY CITY COUNCIL MEETING
I, Mary Hamann-Roland, Mayor of the City of Apple Valley,hereby order that
a special emergency meeting of the Apple Valley City Council be held at the
Municipal Center, located at 7100 147th Street West, on Tuesday,the 17th day of
March, 2020, at 3:00 o'clock p.m.,to consider a proclamation declaring a local
emergency,to discuss the COVID-19 health pandemic Peace Time Emergency,to
make a determination regarding in-person meetings, and such other business as may
come before the Council.
In accordance with this order,the City Clerk is requested to provide notice of
this meeting following the requirements of the Code of Ordinances.
DATED this 16th day of March,2020.
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