Please note due to the Novel Coronavirus (COVID-19) emergency state and federal actions have prohibited large meetings or gatherings. Pursuant to Governor Andrew Cuomo’s Executive Order 202.1, entitled “CONTINUING TEMPORARY SUSPENSION AND MODIFICATION OF LAWS RELATING TO THE DISASTER EMERGENCY”, a portion of the Open Meetings Law of the State of New York was suspended, and the executive order modified the law to allow meetings to be held telephonically or by other similar means. To comply with this emergency directive of the executive order issued by the Governor of the State of New York on March 12, 2020, the Town of Rotterdam Town Board Meeting will be held electronically via a video conference for the board and conference call for all members of the public. While the meeting is a public meeting, open to the public, persons may attend telephonically. Members of the public may listen to the board meeting by dialing 1 (929) 205-6099, then entering the conference ID no. 867 0373 0307, followed by the pound symbol. Video of the town board meeting will be posted on the Town of Rotterdam website (www.rotterdamny.org) on June 1, 2020.
Special Rotterdam Town Board Meeting
May 31, 2020
6:30 p.m.
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
SUPERVISOR’S REPORT
PROCLAMATION/PRESENTATIONS
PUBLIC HEARINGS
PUBLIC COMMENT/PRIVILEGE OF THE FLOOR: (Those members of the public wishing to address the town board will be asked to sign in before the meeting is called to order on the sign-in sheets being provided. Speakers will be called to the podium in the order of their signing in. Persons recognized by the Chair to speak during privilege of the floor shall direct his/her comments to the town supervisor as Chair of the meeting. Persons granted the privilege of the floor shall first clearly state his/her name and address for the record. Persons so addressing the Chair through the use of a prepared written statement shall submit a copy of the same to the town clerk for the purpose of maintaining clear and accurate official minutes of the town board meeting.)
General Rules of Procedure for Public Hearings & Privilege of the Floor: Any person recognized by the town supervisor to speak during privilege of the floor shall direct his/her comments to the town supervisor as Chair of the meeting. Any person granted the privilege of the floor shall first clearly state his/her name and address for the record. The purpose of privilege of the floor shall be for speakers to express their views, thoughts and speak freely. Each speaker, who wishes to address the town board and the public, shall have an equal and reasonable opportunity to be heard by the town board and the public. Each speaker shall be afforded a maximum of four (4) minutes to address the town board and public.
INTRODUCTION OF MOTIONS, ORDERS AND RESOLUTIONS:
Res. No.
168.20 The Town Board of the Town of Rotterdam hereby adopts policies and procedures in relation to the ongoing state of emergency stemming from the coronavirus (COVID-19).
COMMITTEE REPORTS
MISCELLANEOUS
EXECUTIVE SESSION
ADJOURNMENT
STEVEN A. TOMMASONE, Supervisor Page Break RESOLUTION NO. 168.20
WHEREAS, the State of New York remains under a state of emergency due to the continued threat of the Coronavirus (COVID-19), and
WHEREAS, the Town Board of the Town of Rotterdam wishes to adopt a telecommuting policy and a workplace safety plan that formalizes and communicates the board’s current polices and procedure to all staff and the public, in accordance with applicable laws, rules, regulations and guidance from the State of New York, and
WHEREAS, the Town Board of the Town of Rotterdam wishes to effectively communicate with staff and the public that it will continually update policies and procedures as the state of emergency continues or is terminated, after the threat of the Coronavirus (COVID-19) has been eradicated; NOW
THEREFORE, UPON MOTION OF Councilmember ______, seconded by Councilmember ______,
BE IT RESOLVED BY THE TOWN BOARD AS FOLLOWS:
TOWN OF ROTTERDAM NOTICE OF PUBLIC (OPEN) MEETINGS
SECTION 1. The Town Board of the Town of Rotterdam hereby adopts the attached “New York Forward Safety Plan” to ensure the health and safety of all employees and visitors to our municipal buildings and work sites.
SECTION 2. The Town Board of the Town of Rotterdam hereby adopts the attached “Telecommuting Policy” to be included in the existing “Town of Rotterdam Employee Handbook, Operation Policies, 522 Telecommuting”.
SECTION 3. The Town Board of the Town of Rotterdam hereby modifies the “Town of Rotterdam Employee Handbook Section 1001, Organization Communications, Methods of Communication” to include the following:
During any pending state of emergency, employees should check the town’s website and their email for updates, including but not limited to when or where to physically report to work, and may choose to register to received town related alerts by visiting https://www.rotterdamny.org/communication.aspx.
SECTION 4. The Town Board of the Town of Rotterdam hereby clarifies that to the extent that the “New York Forward Safety Plan” conflicts with the “Town of Rotterdam Employee Handbook”, the safety plan shall be incorporated by reference to the handbook and shall supersede any existing policy that conflicts with the safety plan.
SECTION 5. This resolution shall become effective May 31, 2020.
DATED: May 27, 2020 NAME AYES NOES ABSTAIN Christou Guidarelli Miller-Herrera Signore Tommasone
NY FORWARD SAFETY PLAN TEMPLATE
Each business or entity, including those that have been designated as essential under Empire State Development's Essential Business Guidance, must develop a written Safety Plan outlining how its workplace will prevent the spread of COVID-19. A business may fill out this template to fulfill the requirement, or may develop its own Safety Plan. This plan does not need to be submitted to a state agency for approval but must be retained on the premises of the business and must made available to the New York State Department of Health (DOH) or local health or safety authorities in the event of an inspection.
Business owners should refer to the State’s industry-specific guidance for more information on how to safely operate. For a list of regions and sectors that are authorized to re-open, as well as detailed guidance for each sector, please visit: forward.ny.gov. If your industry is not included in the posted guidance but your businesses has been operating as essential, please refer to ESD's Essential Business Guidance. Please continue to regularly check the New York Forward site for guidance that is applicable to your business or certain parts of your business functions. COVID-19 Reopening Safety Plan
Name of Business:
Town of Rotterdam
Address: John F. Kirvin Government Center, 1100 Sunrise Boulevard, Rotterdam, New York 12306
Contact Information: (518) 355.7575, extension 393, [email protected]
Owner/Manager of Business: Steven A. Tommasone, Town Supervisor
Human Resources Representative and Contact Information, if applicable: Evan Christou, Deputy Supervisor, (518) 355.7575, extension 393
I. PEOPLE A. Physical Distancing. To ensure employees comply with physical distancing requirements, you agree that you will do the following:
Ensure 6 ft. distance between personnel, unless safety or core function of the work activity requires X a shorter distance. Any time personnel are less than 6 ft. apart from one another, personnel must wear acceptable face coverings.
Tightly confined spaces will be occupied by only one individual at a time, unless all occupants are X wearing face coverings. If occupied by more than one person, will keep occupancy under 50% of maximum capacity.
STAY HOME. STOP THE SPREAD. SAVE LIVES. Post social distancing markers using tape or signs that denote 6 ft. of spacing in commonly used X and other applicable areas on the site (e.g. clock in/out stations, health screening stations)
Limit in-person gatherings as much as possible and use tele- or video-conferencing whenever x possible. Essential in-person gatherings (e.g. meetings) should be held in open, well-ventilated spaces with appropriate social distancing among participants.
X Establish designated areas for pick-ups and deliveries, limiting contact to the extent possible.
List common situations that may not allow for 6 ft. of distance between individuals. What measures will you implement to ensure the safety of your employees in such situations?
Use of elevators, stairwells, and some hallways, as well as confined spaces and vehicles may not allow for adequate social distancing. All employees have been issued masks and other personal protective equipment (PPE), in addition to adequate DOH approved cleaning supplies. Employee may be assigned to work in shifts to further assist in meeting distancing and occupancy requirements. Employees have received and will received ongoing training and guidance regarding face coverings, PPE, handwashing, telecommuting, and occupancy of buildings and other work sites.
How you will manage engagement with customers and visitors on these requirements (as applicable)?
Non-essential employees, as denoted by Executive Order 202.6, read in conjunction with guidance from Empire State Development (ESD) regarding who is currently essential (available here: https://esd.ny.gov/guidance-executive-order-2026) shall continue to work from home until Executive Order 202.34 is rescinded, modified by further executive orders or it expires on June 27, 2020. Visitors are currently not allowed inside municipal buildings and are seen outside the buildings by appointment only. The town is utilizing drop off and pick up measures to ensure safety. The town will provide any future visitors, who enter our municipal buildings, with a face mask if they do not have one, as it shall be mandatory to enter the building, and will require strictly adhereance to the requirement that all employees and visitors wear a face mask at all times. There is signage in all buildings, on all floors, regarding the NYS DOH guidance, as well as Plexiglas to restrict face to face contact at town hall, which is being expanded to other buildings. Individual with business with the town are strongly encouraged to utilize the website to the extent possible to transact all business, instead of attempting to make in-person visits to our buildings. The Town will install space markers and direct the flow of foot traffic prior to reopening the buildings to the public.
How you will manage industry-specific physical social distancing (e.g., shift changes, lunch breaks) (as applicable)?
The town has closed all common areas and commonly share appliance (e.g., water coolers, microwaves, refrigerators, etc.). Employees utilizing a timeclock have been asked to space 6’ and markers have been set to ensure compliance with all executive orders and NYS DOH guidance. Employee shall take breaks and lunch at their desks to minimize exposure to other employees and visitors.
II. PLACES A. Protective Equipment. To ensure employees comply with protective equipment requirements, you agree that you will do the following:
STAY HOME. STOP THE SPREAD. SAVE LIVES.
Employers must provide employees with an acceptable face covering at no-cost to the employee X and have an adequate supply of coverings in case of replacement.
What quantity of face coverings – and any other PPE – will you need to procure to ensure that you always have a sufficient supply on hand for employees and visitors? How will you procure these supplies?
The supplies will be procured from two local distributers, the Hanes Supply Co. and Supply Works Co. The Town will maintain a monthly stock of PPE at the following amounts:
4,000 masks, 4,000 gloves, 50 face shields, 75 hazmat suits, 50 goggles, 350 8oz. sanitizer bottles, and 60 40oz. sanitizer refills.
STAY HOME. STOP THE SPREAD. SAVE LIVES. Face coverings must be cleaned or replaced after use or when damaged or soiled, may not be X shared, and should be properly stored or discarded.
What policy will you implement to ensure that PPE is appropriately cleaned, stored, and/or discarded? Employees and visitors will be provided with PPE, as needed. Employees with be trained regarding cleaning, storage and disposal of PPE. All visitors will be advised of the same through personal instruction and signage.
Limit the sharing of objects and discourage touching of shared surfaces; or, when in contact with X shared objects or frequently touched areas, wear gloves (trade-appropriate or medical); or, sanitize or wash hands before and after contact.
List common objects that are likely to be shared between employees. What measures will you implement to ensure the safety of your employees when using these objects? Common object that will require frequent cleaning and disinfection are tools, vehicles, copy machines, shared cash registers, shared computers, areas of ingress and egress to offices. Employees are asked to limit their use of the shared objects to only what is necessary, wear gloves, and clean the shared object after each use. Employees may not exceed the current allowed occupancy of any shared or confined space, including motor vehicles and machinery. Currently even with face coverings in use, occupancy must never exceed 50% of the maximum capacity of the space or vehicle, unless it is designed for use by a single occupant.
B. Hygiene and Cleaning. To ensure employees comply with hygiene and cleaning requirements, you agree that you will do the following:
Adhere to hygiene and sanitation requirements from the Centers for Disease Control and Prevention X Department of Health (CDC) and (DOH) and maintain cleaning logs on site that document date, time, and scope of cleaning.
Who will be responsible for maintaining a cleaning log? Where will the log be kept?
Jim Keith, safety officer, shall maintain the cleaning logs for all town buildings in the department of public works. Each elected official, department head, or senior employee shall forward their building’s cleaning log to him by 3:45 each day their building is occupied.
Provide and maintain hand hygiene stations for personnel, including handwashing with soap, water, X and paper towels, or an alcohol-based hand sanitizer containing 60% or more alcohol for areas where handwashing is not feasible.
Where on the work location will you provide employees with access to the appropriate hand hygiene and/or sanitizing products and how will you promote good hand hygiene? Access to appropriate hand hygiene and/or sanitizing products will be provided at work stations, worksites, common areas and public areas. Signage will place in these areas to encourage good hygiene.
STAY HOME. STOP THE SPREAD. SAVE LIVES.
STAY HOME. STOP THE SPREAD. SAVE LIVES. Conduct regular cleaning and disinfection at least after every shift, daily, or more frequently as X needed, and frequent cleaning and disinfection of shared objects (e.g. tools, machinery) and
surfaces, as well as high transit areas, such as restrooms and common areas, must be completed.
What policies will you implement to ensure regular cleaning and disinfection of your worksite and any shared objects or materials, using products identified as effective against COVID-19? The town will implement and strictly comply with all NYS DOH cleaning and disinfection protocols for all worksites, shared objects and materials, and high transit areas.
C. Communication. To ensure the business and its employees comply with communication requirements, you agree that you will do the following:
Post signage throughout the site to remind personnel to adhere to proper hygiene, social distancing X rules, appropriate use of PPE, and cleaning and disinfecting protocols.
Establish a communication plan for employees, visitors, and customers with a consistent means to X provide updated information.
Maintain a continuous log of every person, including workers and visitors, who may have close X contact with other individuals at the work site or area; excluding deliveries that are performed with
appropriate PPE or through contactless means; excluding customers, who may be encouraged to provide contact information to be logged but are not mandated to do so.
Which employee(s) will be in charge of maintaining a log of each person that enters the site (excluding customers and deliveries that are performed with appropriate PPE or through contactless means), and where will the log be kept? Jim Keith, safety officer, shall maintain the log of all employees, volunteers, and visitors to each municipal work site, and for all town buildings, in the department of public works. Each elected official, department head, or senior employee shall electronically forward their building’s log to him by 3:45 each day their building is occupied.
If a worker tests positive for COVID-19, employer must immediately notify state and local health X departments and cooperate with contact tracing efforts, including notification of potential
contacts, such as workers or visitors who had close contact with the individual, while maintaining confidentiality required by state and federal law and regulations.
If a worker tests positive for COVID-19, which employee(s) will be responsible for notifying state and local health departments? The comptroller’s office and Jim Keith, safety officer, shall notify state and local health departments in writing if an employee or volunteer tests positive for COVID-19.
STAY HOME. STOP THE SPREAD. SAVE LIVES. III. PROCESS A. Screening. To ensure the business and its employees comply with protective equipment requirements, you agree that you will do the following:
Implement mandatory health screening assessment (e.g. questionnaire, temperature check) before X employees begin work each day and for essential visitors, asking about (1) COVID-19 symptoms in past 14 days, (2) positive COVID-19 test in past 14 days, and/or (3) close contact with confirmed or suspected COVID-19 case in past 14 days. Assessment responses must be reviewed every day and such review must be documented.
What type(s) of daily health and screening practices will you implement? Will the screening be done before employee gets to work or on site? Who will be responsible for performing them, and how will those individuals be trained? Employees will be screen by questionnaire and have a head temperature check each day prior
to the start of their scheduled work time at the Rotterdam Police Department and other
designated locations. The Town will retain a qualified individual or service to perform this essential screening to ensure the safety of employees and all visitors. Records of all screenings will be kept in the department of public works.
If screening onsite, how much PPE will be required for the responsible parties carrying out the screening practices? How will you supply this PPE? The town will provide all NYS DOH recommended PPE on a weekly basis.
B. Contact tracing and disinfection of contaminated areas. To ensure the business and its employees comply with contact tracing and disinfection requirements, you agree that you will do the following:
X Have a plan for cleaning, disinfection, and contact tracing in the event of a positive case.
In the case of an employee testing positive for COVID-19, how will you clean the applicable contaminated areas? What products identified as effective against COVID-19 will you need and how will you acquire them? The town will disinfect all areas that the infected employee, volunteer, or visitors came or may have come into contact with in accordance with NYS DOH cleaning and disinfection protocols. The town has acquired a variety of EPA, NYS DEC and DOH approved cleaning supplies to combat COVID-19 and will continue to acquire these necessary products in a monthly supply, as needed.
In the case of an employee testing positive for COVID-19, how will you trace close contacts in the workplace? How will you inform close contacts that they may have been exposed to COVID-19? The employee shall immediately inform their department head and the town’s safety officer that they have tested positive for COVID-19 in accordance with the town’s policies or are awaiting test results after being advised by a medical profession or LDH to be tested. The human resources coordinator, safety officer, or town attorney may advise contacts if they been possibly been exposed based on the logs maintained in the department of public works and any other collection of information deemed necessary.
STAY HOME. STOP THE SPREAD. SAVE LIVES. IV. OTHER Please use this space to provide additional details about your business’s Safety Plan, including anything to address specific industry guidance.
The town expects to revise this plan in accordance with new information and guidance received by NYS DOH and the LDH as needed, as well as any phasing approved under the executive orders, and any other laws implemented or suspended as a result to the executive order issued pursuant to the Executive Law of the State of New York.
Staying up to date on industry-specific guidance:
To ensure that you stay up to date on the guidance that is being issued by the State, you will:
X Consult the NY Forward website at forward.ny.gov and applicable Executive Orders at governor.ny.gov/executiveorders on a periodic basis or whenever notified of the availability of new guidance.
STAY HOME. STOP THE SPREAD. SAVE LIVES. Telecommuting Policy
Purpose – The purpose of this policy is to establish parameters for employees to work from home by telecommuting, pursuant to Executive Order 202.4, and all other orders that followed, of the Governor of New York State, in furtherance of combating the spread of the COVID-19 Epidemic. For purposes of this policy, the Town of Rotterdam will be referred to as the “Town.”
1. The employee will telecommute from their home. The “home office” work schedule will be Monday through Friday, 8:30 a.m. to 4:30 p.m. (unless summer hours are in effect which are 8:00am – 4:00pm.), unless otherwise approved by the town supervisor, or his/her designee. All current meal and rest breaks remain in effect.
2. The employee agrees to be available during the assigned business hours, except during normal lunch breaks, and rest breaks, for communication through such methods including, but not limited to, a land-line phone, cell phone, Teams, Zoom, or other related meeting platform, and e-mail. The employee agrees to respond in a timely basis to business emails or voicemails.
3. The job duties, obligations, responsibilities and conditions of the employee's employment with the Town will remain unchanged.
4. The employee's salary, retirement, paid leave, health, dental and vision insurance coverage, and all other employee benefits shall remain in effect.
5. Work hours, overtime compensation, use of sick and personal leave, and approval for use of vacation will conform to the Town’s policies and procedures, departmental guidelines, or to the appropriate corrective bargaining agreement, and to the terms otherwise agreed upon by the employee and the Town.
6. The employee agrees to maintain a safe work environment, to report work‐related injuries to their supervisor at the earliest opportunity, and to hold the Town harmless for injury to others at the telecommuting location.
7. The employee agrees to provide a secure location for Town‐owned equipment and materials, and will not use, or allow others to use, such equipment for purposes other than Town business. The employee agrees to maintain in a secure manner the confidentiality of Town records and other information. All equipment, records, and materials provided by the Town shall remain Town property.
8. The employee agrees to return Town equipment, records, and materials within one workday following the termination of this policy. All Town equipment will be returned by the employee for inspection, repair, replacement, or repossession with two days’ written notice.
9. The employee will follow the security measures contained in the Town's Use of Communications and Equipment policy, including maintaining the integrity of work-related computer passwords. Virtual Private Network (VPN) will only be used on Town owned devices of employees authorized by the town supervisor, after signing out this equipment. It is the responsibility of the employee with VPN privileges to ensure that unauthorized users are not allowed access to internal networks. The employee will contact their department head with questions regarding computer system security. The department head will contact the town supervisor’s office for technical guidance and support.
10. The Town will pay for the maintenance and repairs to Town owned equipment. The employee will report all equipment issues to their department head the same day an equipment issue arises. The department head will make a request to the town supervisor’s office or the need to repair and/or replace equipment so that maintenance and/or repair of the equipment can be scheduled.
11. The Town will not pay for the maintenance or repairs of privately owned equipment, utility costs associated with the use of the computer or occupation of the home, office supplies, or travel expenses associated with commuting to the Town’s main office.
12. The Town retains the right to modify this policy on a temporary basis as a result of business necessity (for example, the employee may be required to come to the office on a particular day).
13. The employee understands that he or she is responsible for insurance consequences, if any, of this arrangement.
I have read this Telecommuting Policy and agree to its terms.
Employee Name:
Employee’s Signature:
Date of Signature:
Job Title:
Department Head Signature:
Date of Signature:
Return a signed copy of this policy to your department head who will forward to the town supervisor’s office.