Updated: May 1, 2020

1. WHAT ARE THE RECOMMENDATIONS FOR MUNICIPAL OPERATIONS AND STAFFING? MNL and PMA recommend that all municipal offices and public facilities should now be closed to the public including appointments. Business continuity planning in the case of an emergency, if available, should now be in place. All municipalities should explore and encourage banking online or through the phone, or payments through cheque/money order if online banking is not a possibility. Where and when possible, office staff should be working from home. If staff cannot work from home, advised social distancing guidelines and hygiene practices should be maintained in the office. Public works and outside staff should follow social distancing and hygiene practices and should work from home on an on-call basis, when possible.

Update May 1, 2020: MNL is seeking further clarification on the role of municipalities in reopening and what reopening means for municipal operations.

2. WE ARE A SMALL COMMUNITY WITH A SMALL MAINTENANCE STAFF. IF OUR STAFF BECOME ILL, WHAT SHOULD WE DO? Ensure anyone who is feeling ill calls 811 and self-isolates for their protection and the protection of others. Reach out to neighbouring communities now to discuss whether there is an opportunity to share staff across the region should the need arise – particularly for critical services like drinking water. Mutual aid agreements can be helpful in these situations. If all or a large portion of your staff fall ill, you will have to curtail services unless you are able to work out an arrangement with neighbouring municipalities. If you are unable to find another solution, contact the Department of Municipal Affairs and Environment.

3. IS THERE A GRACE PERIOD FOR COUNCIL TO OPERATE WITHOUT QUORUM AND/OR ONLINE MEETING CAPACITY? The Department of Municipal Affairs and Environment issued a circular to municipalities on March 23 recommending that council meetings be postponed for the time being. You can read the circular here. MNL has developed a solution with TELUS Business to support councils operating remotely in the future. Email [email protected] for more information.

Update May 1, 2020: The Department of Municipal Affairs and Environment has provided additional guidance on holding council meetings during this COVID time. More information can be found here. Municipalities should do the best that they can to ensure council meetings are occurring as regularly as possible, and that they are accessible to the public.

4. MY TOWN OFFICE IS CO-LOCATED WITH OTHER BUSINESSES AND/OR ORGANIZATIONS, WHAT SHOULD I DO? MNL and PMA recommend that all town offices be closed to the public. If you are co- located with a facility that remains open, such as the post office, and you are not able to facilitate office staff working from home, we recommend following the safety guidelines put forward by Government of Newfoundland and Labrador (click here for COVID-19 webpage) and Government of Canada for social distancing and environmental cleaning and ventilation of public spaces. (click here for Public Health Canada).

5. WHAT FINANCIAL AID, IF ANY, WILL BE IN PLACE FOR MUNICIPAL GOVERNMENTS?

Updated April 3, 2020: Municipalities are not eligible for the 75% wage subsidy available through the Government of Canada. Individual municipal employees experiencing job loss can apply for supports through the Canada Emergency Response Benefit. For information regarding the status of municipal operating grants, please see question 7. MNL is currently working with the Federation of Canadian Municipalities to identify other potential revenue sources for municipalities throughout this time. For more information on the FCM position, please click here: https://bit.ly/2xLv9lv

6. THERE IS NO DISINFECTANT AVAILABLE IN MY COMMUNITY, WHAT DO WE DO AS A MUNICIPALITY? Disinfectant shortages exist right across the country. We are working with our partners through MNL Advantage to source available supplies. Please watch your inbox and this website for updates.

Update May 1, 2020: MNL Advantage is working with its partners to ensure members have access to and can order the personal protective equipment that they need, including sanitizer.

7. WE ARE CONCERNED ABOUT OUR MUNICIPAL OPERATING GRANT? WHAT IS HAPPENING WITH THOSE? MNL has requested that the Department of Municipal Affairs and Environment consider processing all MOGs immediately and following-up with Community Sustainability Partnership accountability once the COVID-19 crisis has passed.

Update May 1, 2020: The Department of Municipal Affairs and Environment assured members that MOGs were processed and released. If you did not receive your MOG, please contact your regional MAE representative.

March 26, 2020: Municipal Affairs and Environment will be processing Municipal Operating Grants as soon as the provincial budgetary process allows. Councils should expect to receive the first installment in mid-April.

Updated: 2020-05-01 2 In addition, the department is fast-tracking the payment of Provincial Gas Tax transfers. Councils should expect to receive those payments in mid-April as well.

In addition, the department has communicated to the major banks that they are providing a blanket extension to loan agreements. This means that getting a payment deferral from your bank will not cause your loan to extend beyond the deadline in your agreement with MAE.

8. WHAT WILL HAPPEN WITH THE FLOW OF MONEY FOR INFRASTRUCTURE PROJECTS?

Update May 1, 2020: Infrastructure projects have been approved or are in the process of approvals. Successful applicants have been notified or will be notified in the coming weeks. Guidance from the Minister of Municipal Affairs and Environment indicates that municipalities should proceed with project planning and activity, adhering to public health and occupational health and safety guidelines associated with safe work during COVID-19.

9. SOMEONE IN MY COMMUNITY IS NOT SELF-ISOLATING BUT THEY ARE SUPPOSED TO, WHAT SHOULD I DO? There is a reporting process in place by the Government of Newfoundland and Labrador. If you wish to communicate a concern about an individual or business that may be acting in contradiction to the orders issued under the Public Health and Promotion Act, please complete the Public Report Form.

10. IF THERE IS A PUB IN TOWN THAT DOESN’T CLOSE, WHAT IS OUR ROLE AS A COUNCIL AND AS A COMMUNITY? As per the Chief Medical Officer and the public health state of emergency now in place, all restaurants and bars are to be closed. Take-out food is still allowed. If you wish to communicate a concern about an individual or business that may be acting in contradiction to the orders issued under the Public Health and Promotion Act, please complete the Public Report Form.

Update May 1, 2020: Clear guidelines will be available for businesses as the reopening process continues. More information can be found on the Government of Newfoundland and Labrador’s Web site here.

11. MANY OF OUR FIRE DEPARTMENTS ARE VOLUNTEER. WE ARE CONCERNED ABOUT NOT BEING PROPERLY EQUIPPED AND OUR FIREFIGHTERS ARE CONCERNED ABOUT RESPONDING TO CALLS WITH POSSIBLE COVID –19. WHAT DO WE DO? The Department of Municipal Affairs has issued the following guidance document (click here) for fire departments. If you need emergency PPE, contact the Fire Commissioner’s office at 709-729-1608. If you would like to purchase PPE through MNL’s procurement program, MNL Advantage, please email [email protected]

Updated: 2020-05-01 3 12. WHAT WOULD COUNCIL’s ROLE BE IF WE HAVE TO CONVERT BUILDINGS FOR PATIENT USE? SHOULD WE START NOW? We recommend that you connect with your local and regional health authorities to discuss need and availability.

13. WHAT MIGHT BE AVAILABLE TO US IN TERMS OF RESOURCES SHOULD THE NEED ARISE TO CONVERT A BUILDING? The best information we have says that the provincial government will provide all resources required should any public building be acquired for use by the provincial government. 14. WE ARE CONCERNED ABOUT THE AVAILABILITY OF FOOD IN OUR PROVINCE, AND IN OUR COMMUNITIES. WHAT IS HAPPENING WITH RESPECT TO FOOD SECURITY? The Government of Canada and the Government of Newfoundland and Labrador are taking measures to ensure that food supply chains remain open and secure during this time. Grocers are also taking steps to put limits on food quantities that can be purchased at any one time. Municipal leaders should encourage their residents not to panic buy. Some municipalities are working with local community groups to ensure that local vulnerable populations can access the food that they need.

15. WE HAVE A COME HOME YEAR PLANNED FOR THE SUMMER. HOW LONG CAN WE EXPECT THESE MEASURES TO CONTINUE AND HOW SHOULD WE THEREFORE APPROACH OUR COMMUNITY EVENTS AND PLANNING? The best information we have says we should be prepared for the situation to last several months, perhaps to July.

Update May 1, 2020: All public health information indicates that mass gatherings cannot go ahead. Please consult the Government of NL’s COVID-19 Web site for more information.

16. SHOULD TAXES BE REDUCED FOR SEASONAL BUSINESSES WHO WILL NOW NOT BE OPENING AT THEIR REGULAR TIME, IF AT ALL? Some municipalities are deferring taxes (allowing businesses and residents to pay later in the year) without interest. This is a question that depends deeply on your financial capacity and relationship with your business community. You need to consider how well your business community will be able to recover once the crisis is over and the impact on your ability to continue to provide essential public services.

17. WE HAVE A LOCAL RECYCLING DEPOT, CAN WE SHUT IT DOWN? SHOULD WE SHUT IT DOWN?

Updated: 2020-05-01 4 Municipal Green Depots should close. As per the direction from the Provincial Government under the Public Health Protection and Promotion Act, all businesses that are not considered essential services should immediately close. Further to that, the MMSB has announced that Green Depots are now closed to the public to help limit the spread of COVID-19. (click here to read the MMSB update on green depots).

Update May 1, 2020: MNL is working with the Department of Municipal Affairs and Environment on further guidance associated with solid waste management across the province.

18. WE HAVE A NUMBER OF SERVICE CLUBS WITH INFRASTRUCTURE AND BUILDINGS TO MAINTAIN IN OUR COMMUNITY? WHAT PROVISIONS ARE IN PLACE FOR THE NON- PROFIT SECTOR, FINANCIALLY? We are aware that municipalities are concerned about their community sector.

Update May 1, 2020: Supports for the non-profit sector are available federally and provincially. Additional information on the nature of those supports can be found on federal and provincial COVID-19 pages.

19. WE RECOGNIZE THAT PRIVACY IS IMPORTANT AT THIS TIME. IF THERE IS A CONFIRMED CASE OF COVID-19 IN A MUNICIPALITY OR AN AREA, WILL COUNCIL BE INFORMED? WHAT IS THE ROLE OF COUNCIL IN SUCH A SITUATION? Municipal leaders are not informed when cases are present in their communities because of privacy, nor do they have any formal role in the process. The Government of Newfoundland and Labrador has made sub-regional case information available here.

20. CAN YOU COME IN CONTACT WITH THE VIRUS BY HANDLING INCOMING MAIL AND DOING FAXES AND PHOTOCOPIES FOR RESIDENTS? The chief medical officer indicates that the risk of transmission through the mail is low, or negligible. MNL and PMA recommend that municipal offices should now be closed to the public. Please read Canada Post’s response to COVID-19 here.

21. THE WASHROOMS IN OUR MUNICIPAL BUILDING ARE FOR PUBLIC AND STAFF. WHAT ARE THE BEST PRACTICES FOR CLEANING AND DISINFECTING? MNL and PMA recommend that municipal offices should now be closed to the public. If you are not able to facilitate office staff working from home, we recommend following the safety guidelines put forward by the Government of Newfoundland and Labrador. Click here.

Updated: 2020-05-01 5 22. WHAT SHOULD MUNICIPALITIES BE DOING FOR OUR RESIDENTS, ESPECIALLY OUR SENIORS AND OTHER VULNERABLE POPULATIONS?

Update May 1, 2020: As we work through the Life with COVID 19 guidelines from the Government of Newfoundland and Labrador, municipalities and community groups should continue working together to ensure that vulnerable populations have access to supplies and support through communication and a drop-off/pick up system.

• The province has partnered with the Canadian Red Cross to support those in self- isolation, the number is 1-800-863-6582. This service is available to all residents and visitors. • For anyone finding it difficult to cope or feel anxious, Bridge the Gapp offers many mental health support services. Please visit www.bridgethegapp.ca for more information. • For anyone feeling isolated and alone during COVID-19, they are encouraged to reach out and speak with a trained mental health peer supporter. Call the Provincial Warm Line at 1-855-753-2560 9:00 am to 12:00 am daily. • If anyone is experiencing a mental health crisis, they should call the Mental Health Crisis Line at 1-888-737-4668, available 24 hours a day, or use the Crisis Text service by texting 686868. • Reports of intimate partner violence are on the rise across the country. Resources and information for those who may be experiencing violence at home can be found here. The Government of Newfoundland and Labrador has resources available here.

23. SHOULD OUTDOOR MUNICIPAL FACILITIES, SUCH AS RINKS AND PLAYGROUNDS, REMAIN OPEN? Update: All facilities where people and children gather should remain closed. Open public spaces such as beaches and walking trails where gatherings can occur should have information available and posted so that visitors are aware of the public health guidelines.

Update May 1, 2020: As we work through the Life with COVID 19 guidelines from the Government of Newfoundland and Labrador, questions about what municipal facilities can reopen will emerge. MNL is working closely with the Government of Newfoundland and Labrador to ensure that the municipal voice is heard. We will continue to get answers to questions that our members have.

24. IF THE PROVINCE CALLS A STATE OF EMERGENCY UNDER THE EMERGENCY SERVICES ACT, WHAT WILL THIS MEAN FOR MUNICIPAL STAFF RESPONSIBLE FOR ESSENTIAL SERVICES LIKE WATER AND SEWER? There is no direct mention of municipal services in the Emergency Services Act. However, the Emergency Services Act does supersede all other Acts. We have submitted this question to the provincial government for guidance.

Updated: 2020-05-01 6 UPDATE March 27, 2020: The province is currently in a State of Emergency under the Public Health Protection and Promotion Act. MNL is working closely with the Department of Municipal Affairs and Environment on getting clarification. We do know that individual municipalities cannot issue a state of emergency as a result of pandemic under the Municipalities Act. Should the province choose to use the Emergency Services Act instead to address the situation, MNL will get further direction on what this means for municipalities and their essential services and staff.

25. WE HAVE A PORTABLE WATER DISPENSING UNIT IN OUR COMMUNITY. HOW DO WE ENSURE THAT IT IS SAFE FOR CONTINUED PUBLIC USE?

UPDATE April 3, 2020: MAE has provided some guidance to municipalities in their response letter. Click here to read the letter. Additional guidance on PWDU’s can be provided here. MNL is working with researchers from Memorial University on PWDU- related issues during COVID-19. If you have a PWDU, keep an eye on your inbox for further information on this.

26. WHO IS RESPONSIBLE FOR ENSURING THAT THOSE ESSENTIAL SERVICES/BUSINESSES CURRENTLY OPEN ARE FOLLOWING THE PROPER PROTOCOLS FOR THE SAFETY OF STAFF AND THE PUBLIC? Public health officials working with the RCMP and the RNC are responsible. You can notify the authorities of those not adhering to the public health orders by completing the Public Report Form.

27. WE CANNOT BRING AUDITORS INTO OUR OFFICE AT THIS TIME. WILL THERE BE AN EXTENSION FOR THE SUBMISSION OF FINANCIAL AUDITS TO MAE?

Update May 1, 2020: A circular was issued by the Department on May 1 to further address this concern and to put statutory provisions in place. The circular can be found here.

UPDATE March 27, 2020: The Department of Municipal Affairs and Environment is aware of these concerns and has responded in a letter sent to municipalities on March 27. The response to this is a follows: Considering the circumstances we can extend the deadline for audits to be completed by up to three months to September 30, 2020. If, as the situation progresses, it appears more time is required we can work with you and your members to determine a more appropriate deadline.

28. I AM A MUNICIPAL EMPLOYEE AND I AM NOW WORKING FROM HOME. WHAT IF I HAVE TO HANDLE SENSITIVE DOCUMENTS?

UPDATE April 3, 2020: MNL has engaged the ATIPP Office about whether it is appropriate to take personal information home during the COVID-19 Pandemic.

Updated: 2020-05-01 7 Section 64(1)(a) of the Access to Information and Protection of Privacy Act, 2015 states: The head of a public body shall take steps that are reasonable in the circumstances to ensure that personal information in its custody or control is protected against theft, loss and unauthorized collection, access, use or disclosure. Under normal circumstances, we would recommend that employees avoid taking personal information home unless absolutely necessary, however, given that many municipalities are asking staff/councilors to work from home in an effort to reduce the spread of COVID-19, taking documents home may be required. The document below, provided by the ATIPP Office provides guidance for municipalities working from home during the COVID-19 pandemic. Guidance for municipalities – working from home during COVID-19. ATIPP Office

29. Does the Province or Federal Government have anything in place for Municipalities that are having to lay workers off.

Update May 1, 2020: Individuals laid off as a result of COVID 19 are eligible for the Canada Emergency Response Benefit.

30. Are municipalities eligible for the Canada Emergency Wage Subsidy?

No, municipalities are not eligible for this wage subsidy, as noted here.

Update May 1, 2020: An advocacy campaign by the Federation of Canadian Municipalities (FCM) for municipal emergency financial support is underway. More information can be found here. MNL is working closely with FCM on this advocacy. We encourage you to write to your MP.

31. What are municipalities doing with respect to staff layoffs?

Our regional conference call information indicates that layoffs have occurred among some municipal staff, such as those working in arenas and other recreation facilities now closed. Variation exists respecting the status of office staff. For the most part, essential staff members remain employed. MNL is working on getting additional information on this. Municipal employees who are experiencing a lay-off are eligible for the Canada Emergency Response Benefit.

32. Can federal gas tax funds be used to defray municipal operational costs at this time?

No. The Federal Gas Tax Fund is for capital investment only.

Updated: 2020-05-01 8 Update May 1, 2020: An advocacy campaign by the Federation of Canadian Municipalities (FCM) for municipal emergency financial support is underway. More information can be found on that here. MNL is working closely with FCM on this advocacy. We encourage you to write to your MP

33. Businesses in my municipality are struggling. Some are closing. How should we handle taxation in these cases? Are there other things we can do for our business community?

At this point, some municipalities are choosing to approach residential and commercial taxation with interest-free deferrals and discounts. Other longer-term solutions associated with local business support will depend upon recovery planning, economic stimulus initiatives and the longer-term trajectories of the virus. For more information on these and other topics, see SafetyNL’s webinar on continuity planning, held April 8, available on our COVID-19 website.

34. We are worried about the tourism sector in our community. What can we do to prepare for the long -term impacts of this situation on our residents and our business community?

MNL is in regular contact with Hospitality Newfoundland & Labrador and will provide updates on work being done to address this concern.

35. If a municipal employee tests positive for covid-19, what are our responsibilities as a municipality?

As per the direction of the Chief Medical Officer, individuals who test positive for COVID- 19 need to remain at home. Employer responsibility questions and answers related to COVID-19 and labour standards in our province can be found here.

36. Do we pay employees who are self-isolating?

Information regarding labour standards and employer responsibilities in our province can be found here.

37. What further self-isolation measures are required for people coming into communities and then going forward to their home communities?

We are reaching out to partners in the Department of Health and Community Services for additional guidance.

Updated: 2020-05-01 9 38. How do we reach out to younger people in our communities to make sure that they are following the social distancing and precautionary guidelines to flatten the curve.

We know that people want to connect with one another. This is a hard time, especially for young people in our communities. Public health officials have been clear about the types of gathering that they discourage. For example, young people gathering in their cars in parking lots is one of them. MNL is working on communication products that you can use to reach residents in your community.

39. We have vulnerable populations in our community, and we are worried about community spread as a result of non-essential travel. What is our next option if we can’t invoke a municipal state of emergency to curtail the unnecessary travel?

Direction from the Department of Municipal Affairs and Environment indicates that municipalities cannot invoke a state of emergency because the legislation does not cover pandemic. The current public health state of emergency is a state of emergency for all people, in all communities. It includes directives related to non-essential travel.

Update May 1, 2020: Additional measures for travel into the province are now in place.

40. Will there be restricted travel between communities and/regions within the province?

Currently, travel between communities and regions within the province is not restricted. However, the public health direction is to travel only if essential.

41. People are gathering and not following social distancing guidelines at grocery stores in my community. What can we as a municipality do?

As a municipal government, there is nothing direct that you can do in this instance except continue to encourage residents to physically distance and follow the guidance of medical officials. We encourage municipalities to post public notices, post Facebook notices and deliver notices via mail reminding residents of the provincial guidance and requirements for physical distancing and the need to stay home unless absolutely required. MNL is working on communication products that you can use to reach residents in your community.

42. Garbage bags are breaking open and things are blowing down our streets. Individuals working in garbage collection are concerned for their safety. What are the guidelines for those working in municipal garbage collection?

Update: Guidance on the delivery of municipal essential services and proper protocol for workers can be found here.

Updated: 2020-05-01 10

43. Repairing a watermain break requires at least two people, often working side by side, in a ditch. What protocols are in place for public works and essential staff who cannot practice the required social distancing recommendations because of the nature of their work?

Update: Guidance on the delivery of municipal essential services and proper protocol for workers can be found here.

44. Is the province still regularly testing drinking water in our municipalities?

Yes, water testing is ongoing throughout the province.

45. Should we be having parades in our community to show our support for healthcare and other essential workers?

No. The direction from medical officials in our province has been to stay home and stay safe. We should not be encouraging residents to leave their homes and drive around in their cars. We do encourage people to use other means to show their appreciation for essential workers and health care workers such as putting posters in their windows.

Please see the following circular from the Minister of Municipal Affairs and Environment.

46. We require chlorine for our municipal drinking water system. Is there any information on securing chlorine over the course of this pandemic? How do we store excess chlorine should we have it?

Update May 1, 2020: Information on chlorine for municipals can be found here.

47. It’s community clean-up time. With so much garbage accumulating locally otherwise, towns also worry that illegal dumping is going to become a bigger issue now. What can be done, especially when regional waste management services have been drastically cut back?

New – May 1, 2020: Minister Bragg acknowledged that the regional waste management authorities would need to be engaged in a discussion to address these concerns and committed to convening a meeting, including MNL representation, as soon as possible.

Updated: 2020-05-01 11 48. Municipalities are trying to execute business continuity as best they can. Some of what they’re working on depends on Provincial Government reviews and approvals. What should they expect on turnaround times?

New – May 1, 2020: Most provincial government employees have moved to work-from- home arrangements, including those in the Department of Municipal Affairs and Environment. While work is proceeding, slowdowns – particularly where multi- departmental processes are involved – can be expected. Minister Bragg has indicated that his department’s priorities for the foreseeable future will be addressed to the immediate financial needs of municipalities (i.e. expedited distribution of MOGs) in order to ensure core services are sustained, and the capital works program administration needed to ensure that every available infrastructure project opportunity is moved ahead this year to support our economic recovery.

49. Is the province looking to create an economic stimulus plan? If so, will MNL be at the table to assist in the development of that plan?

New – May 1, 2020: The Province of Newfoundland and Labrador was contending with serious financial challenges prior to COVID-19 and the Premier was quick to reach out to the Federal Government once the additional fiscal distress of the pandemic became apparent. In addition to ensuring already-awarded capital works funding is fully utilized, Minister Bragg has committed to working with MNL, particularly with respect to federal stimulus funding which is expected to be forthcoming for shovel-ready local projects, and in supporting the current FCM-led national campaign for emergency operational funding for municipalities.

50. What are the next steps for municipalities? Stay informed, keep following the MNL COVID-19 site (https://municipalnl.ca/covid-19/). We are working on answering more of your questions. If you have questions that have not been answered, please email us at [email protected]

Updated: 2020-05-01 12