CITY OF PORTLAND COVID-19 City Workplace Health and Safety Guidance Updated: December 7, 2020 Issued: September 9, 2020 September 9, 2020 City Employees, Thank you for your patience throughout this emergency. The City of Portland has provided core services to the residents of Portland from the start of the pandemic and will continue to do so. From park rangers to fleet staff to firefighters, many employees have continued to report to their usual work and field sites, while others have reported to work remotely. When the COVID-19 Policy Team requested that all City employees who could perform their work via telework do so, there were many unknowns. Despite this, we moved quickly and adapted to our new reality to continue providing our community with essential services. It has been 154 days since the Mayor declared a State of Emergency. In that time, we have learned more about the virus, have received guidance on safety protocols, and have adjusted to working during a pandemic without major disruption in services. This is no small accomplishment! This document encapsulates much of what we have learned – from new protocols for interacting with the public, to recommendations regarding teleworking. This Citywide guidance provides guidelines for workplace health and safety during the time of COVID-19. We are taking a cautious approach that puts health and safety first, for both City employees and community members. Directions from the County and the State indicate that we should expect to cycle through phases of relaxing and tightening restrictions based on changing conditions. Our guidance considers how City facilities can adjust as needed. Again, our commitment to you is to prioritize health, safety and community service as we make decisions about work locations going forward. Employee Support We know that all employees have adapted how they work since the start of the State of Emergency. Due to the broad range of types of work, employees need various types of support, ranging from dependent care to transportation to technology and equipment and other assorted needs unique to each employee. City leadership continues to explore and expand the various ways we can support employees during this time. One of the most important ways is our direction to managers and supervisors to be flexible and accommodating with employee’s needs for adaptability in work hours, schedules, and leave. Working from City Facilities City employees report to work at over 35 city facilities, ranging from offices to maintenance buildings to specialty facilities including wastewater treatment plants, training facilities, and logistics centers. These facilities include those owned by the Office of Management and Finance, the Bureau of Environmental Services, the Portland Bureau of Transportation, Portland Parks and Recreation, Portland Fire and Rescue and the Portland Water Bureau, as well as leased space throughout the City. 2 This guidance applies to all of these facilities, with adaptations as needed for specialized facilities. This guidance does not include the needs of facilities such as fire stations or community centers, where unique guidance may be needed. For currently operational facilities, this guidance is intended to amplify and clarify current protocols in place as well as provide adaptability for facilities with specific technical needs that may require additional health and safety guidelines. In March 2021, the COVID-19 Policy Team will revisit public health direction, assess vaccine distribution, and communicate a timeline for when we will begin to allow additional, yet still limited, access to facilities for City staff who have been working remotely or have been unable to perform their work during the pandemic. This is assuming Governor Brown’s orders continue to support this. Our guidance recommends Work Zone occupancy levels for City facilities that fluctuate in response to group limits in each phase of reopening, as defined by the State and advanced by Multnomah County. It will be up to individual City bureaus to determine how they meet occupancy guidelines: who comes back to facilities, what proportion of the time, and how work schedules are staggered. The guidelines also specify a wide range of precautions, from enhanced cleaning to protocols for meetings to face covering requirements. Working Remotely City employees fall into one of three work arrangements. These arrangements will depend on what is appropriate for the employee’s work, the city facility occupancy capacities for health and safety, and bureaus’ business needs. These arrangements are: Primarily Remote Work, Hybrid Remote and Onsite Work, and Primarily Working On-Site. As of August 2020, employees who are able to work remotely are required to do so until further notice from the COVID-19 Policy Team and will be placed into the Primarily Remote Work category. Employees are required to have updated Telework Agreements using the new template which contains information regarding equipment checkout, ergonomic and remote workplace safety. We recognize that change is difficult. The rapid changes we have all been through, coupled with uncertainty about the future, makes these situations even more difficult. This guidance will not be perfect for all situations, nor will our implementation of it. Updates and revisions will be necessary as we learn from implementation and as new science and recommendations are issued by authorities. Thank you for making your best effort as we move forward. We are committed to learning as we go and improving our approach to health and workplace safety on behalf of all employees and all Portlanders. Tom Rinehart Chief Administrative Officer Contents GUIDANCE OVERVIEW ..................................................................................... 6 EMPLOYEE HEALTH AND SAFETY ................................................................... 8 Section Overview ............................................................................................................................ 8 Workplace Risks ............................................................................................................................. 8 Employee Support .......................................................................................................................... 9 Workplace Illness and Contact Tracing Toolkit .............................................................................. 8 WORKING FROM A CITY FACILITY OR IN THE FIELD ...................................... 9 Employee Self-Assessment Health Survey .................................................................................... 9 Face Coverings ............................................................................................................................. 10 Americans with Disabilities Act (ADA) or Religious Accommodations ........................................ 11 Physical Distancing ....................................................................................................................... 11 Hand Washing .............................................................................................................................. 11 Limit Movement ............................................................................................................................. 12 Employee Cleaning Expectations in Individual Workspaces and Common Areas...................... 12 WORKING IN THE FIELD................................................................................. 13 WORKING REMOTELY .................................................................................... 14 City Property and Public Records Responsibility ......................................................................... 18 VISITOR AND VENDOR ACCESS ..................................................................... 19 Section Overview .......................................................................................................................... 19 Guidance Compliance .................................................................................................................. 20 By Appointment ............................................................................................................................. 20 Arrival at a City Facility or Field Site ............................................................................................. 20 Visitor Self-Assessment Health Survey ........................................................................................ 21 Face Coverings ............................................................................................................................. 21 Americans with Disabilities Act (ADA) or Religious Accommodations ........................................ 22 Sign-in Procedures ....................................................................................................................... 22 Vendor and Contractor Access ..................................................................................................... 23 FACILITY OVERVIEW ...................................................................................... 24 Section Overview .......................................................................................................................... 24 State Phases and Occupancy Limits ............................................................................................ 25 Facility Manager Responsibilities ................................................................................................