HomeMy WebLinkAboutCommunicable Disease Response Plan 3/17/2021WSHEMM=1
Adopted:03 2f)2,1-
'rhis plan has been developed in accordance with NYS Legislation S8617B/A 10832.
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Article 7 of the Public Off icers Law, to the extent necessary to permit pbody
meet and take such actionsauthorized by the law withoutpermitting in, publicrt,,
COUNTYand that such meetings are recorded and later transcribed;
#n motion of Councilwoman Elkind Eney, seconded by Councilwoman Katz, it wm
unanimously
RESOLVED, that the Mamaroneck Town Board does hereby adopt the Communicable
Disease Response Plan as presented to the Town Board on March 17, 2021.
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TOWN OF MAMARONECK
I do hereby certify that I have compared the annexed Resolution with the original on file in E
office,fE that the same is a true and correct transcript± M o,f the said
original Resolution, which was duly passed by the Town, Board of the Town of Mamaroneck, a
quorum being present 0
IN WITNESS Wr" EREOF, I have er unto set my hand and aff ixed the Corporate Seal of said Town
of
Promulgation
This plan has been developed in accordance with the amended New York State Labor Law
section 27-c and New York State Education Law paragraphs k and I of subdivis,ion 2 of section
2801 -a (as amended by section I of part B of chapter 56 of the laws of 2016), as applicable.
This plan has been developed with the input of Civil Service Employees Association (CSEA)
1000 AFSCME, AFL-CIO, International Association of Fire Fighters (IAFF) Local 898, Town
of Mamaroneck Police Benevolent Association (PBA), as required by the amended New York
State Labor Law,
No content of this plan is intended to impede, infringe, diminish, or impair the rights of us or our
valued employees under any law, rule, regulation, or collectively negotiated agreement, or the
rights and benefits which accrue to employees through collective bargaining agreements, or
otherwise diminish the integrity of the existing collective bargaining relationship.
This plan has been approved in accordance with requirements applicable to the Town of
Mamaroneck, as represented by the signature of the authorized individual below.
As the authorized official of the Town of Mamaroneck, .1 hereby attest that, this plan has been
developed, approved, and placed in full effect in accordance with S8617B/A 10832 which
amends New York State Labor Law section 27-c and New York State Education Law paragraphs
k. and I of subdivision 2 of section 2801 -a (as amended by section I of part B of chapter 56, of the
laws of 2016), as applicable, to address public health emergency planning requirements.
Signed on this day: 031 Z31'202 -1-
B IVY,) V AWe(i Signature:
y: 4f 7
Title: Town Administrator
N
Record of Changes
Date of Change Description of Change Implemented by
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Table of Contents
Promulgation................................................................................................................................... 2
Record of Changes..........................................................................................................................3
Overview ......................................................................................................................................... 5
Purpose ............................................................................................................................................ 5
Scope...............................................................................................................................................5
Definitions....................................................................................................................................... 6
Communicable Diseases ................................................................................................................. 9
United States of America.............................................................................................................. 10
Center for Disease Control and Prevention .................................................................................. 10
State of New York ........................................................................................................................ 10
County of Westchester .................................................................................................................. 11
Town of Mamaroneck ................................................................................................................... 12
Fundamentals of Preventing Communicable Disease................................................................... 12
Planning Assumptions .................................................................................................................. 13
Concept of Operations .................................................................................................................. 13
Essential Functions ....................................................................................................................... 14
Essential Employees..................................................................................................................... 16
Personal Protective Equipment ..................................................................................................... 18
Additional Protective Measures .................................................................................................... 18
Scheduling..................................................................................................................................... 20
Ambulance District Schedule....................................................................................................20
Police Department Schedule ..................................................................................................... 20
Fire Department Schedule ......................................................................................................... 20
Highway Department and Central Garage Schedules ............................................................... 21
Town Office Schedule ............................................................................................................... 21
Work from Home Protocols .......................................................................................................... 22
Work Hours and Locations ........................................................................................................... 23
Exposure Plan ............................................................................................................................... 23
Emergency Housing ...................................................................................................................... 23
Form of Complaint........................................................................................................................ 23
Sources .......................................................................................................................................... 24
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Overview
The Town of Mamaroneck (Town), along with many other local municipalities and the
population at large, wasnot adequately prepared for the COVID-19 pandemic. Communicable
diseases are common in our everyday life, but rarely does a communicable disease rise to the
level of a public health emergency. In May 2020, Governor Andrew Cuomo stated “though New
York’s public health infrastructure had been tested before, when diseases like Zika, Ebola, avian
influenza, and H1N1 influenza threatened our state, the scale, force, and speed with which
COVID-19 hit us was unlike anything we’ve seen in generations.” This plan outlines the Town’s
response to a public health emergency that involves a communicable disease.
Purpose
This plan has been developed in accordance with the amended New York State Labor Law
section 27-c and New York State Education Law paragraphs k and l of subdivision 2 of section
2801-a (as amended by section 1 of part B of chapter 56 of the laws of 2016), as applicable. This
amended legislation is found in attachment 1. These laws were amended by the passing of
legislation S8617B/A10832 signed by the Governor of New York State on September 7, 2020,
which requires public employers to adopt a plan for operations in the event of a declared public
health emergency involving a communicable disease. The plan includes the identification of
essential positions, facilitation of remote work for non-essential positions, provision of personal
protective equipment, and protocols for supporting contact tracing.
Scope
This plan was developed exclusively for and is applicable to the Town of Mamaroneck. This
plan is pertinent to a declared public health emergency in the State of New York which may
impact our operations; and it is in the interest of the safety of our employees and contractors, and
the continuity of our operations that we have promulgated this plan.
It is understood that this plan will need to be tailored to the situation at hand. Each
communicable disease is different, so the response may vary.This plan shall be reviewed and,if
necessary, revised on an annual basis.
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Definitions
Communicable Disease: An infectious disease that is transmissible by contact with infected
individuals or their bodily discharges or fluids, by contact with
contaminated surfaces or objects, by ingestion of contaminated
food or water, or by direct or indirect contact with disease vectors
(Communicable Disease, N.d.).
Contact Tracing:The public health evaluation of close contacts to patients with
laboratory-confirmed or probable cause for communicable disease
(Contact Tracing for COVID-19, N.d.).
Contractor An individual performing services as party to a contract awarded
by the state of New York or any other public employer (Abbate &
Lupardo, 2020).
Close Contact: Any individual who was within six (6) feet of an infected person
for at least fifteen (15) minutes starting from two (2) days before
illness onset (or, for asymptomatic patients, two (2) days prior to
positive specimen collection) until the time the patient is isolated
(Contact Tracing for COVID-19, N.d.).
Cluster: An aggregation of cases of a specific disease, injury, or other
health condition (particularly cancer and birth defects) in a
circumscribed area during a particular period without regard to
whether the number of cases is more than expected (Principles of
Epidemiology, 2012).
Epidemic: The sudden increase in the number of cases of a disease above
what is normally expected in that population in that area
(Principles of Epidemiology, 2012).
Essential: A designation made that a public employee or contractor is
required to be physically present at a work site to perform their job
(Abbate & Lupardo, 2020, S8617B/A10832).
Isolation:Separatingsick people with a contagious disease from people who
are not sick (Quarantine and Isolation, 2017).
Local State of Emergency: A proclamation made by the chief executive officer of a local
government in the event of a disaster, rioting, catastrophe, or
similar public emergency within the territorial limits of their
jurisdiction. If such proclamation is made, the chief executive has
the authority to promulgate local emergency orders to protect life
and property or to bring the emergency situation under control
(New York State Senate, Section 24).
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Non-Essential:A designation made that a public employee or contractor is not
required to be physically present at a work site to perform their job
(Abbate & Lupardo, 2020, S8617B/A10832).
Outbreak:Carries the same definition as an epidemic, but is often used for a
more limited geographic area(Principles of Epidemiology, 2012).
Pandemic: The spread of disease occurring over a wide geographic area (such
as multiple countries or continents) and typically affecting a
significant portion of the population (Pandemic).
Personal Protective
Equipment (PPE): All equipment worn to minimize exposure to hazards, including
gloves, masks, face shields, foot and eye protection, protective
hearing devices, respirators, hard hats, and disposable gowns and
aprons (Abbate & Lupardo, 2020).
Prevalence The proportion of persons in a population who have a particular
disease at a specified point in time or over a specified period of
time (Principles of Epidemiology, 2012).
Public Employer: Shall mean the state of New York, a county, city, town, village or
any other political subdivision or civil division of the state, a
public authority, commission or public benefit corporation, or any
other public corporation, agency, instrumentality or unit of
government which exercises governmental power under the laws
of this state. Public employer may also be referred to as
“employer” (Abbate & Lupardo, 2020).
State Declaration of
Disaster Emergency: A proclamation made by the Governor when it is found that a
disaster has occurred or may be imminent for which local
governments are unable to respond adequately. The disaster is
declared through an Executive Order (New York State Senate,
Section 28). A public health emergency is an example of a state
declared disaster emergency.
Quarantine: Separating and restricting the movement of people who were
exposed to a contagious disease to see if they become sick
(Quarantine and Isolation, 2017).
Retaliatory Action: The discharge, suspension, demotion, penalization, or
discrimination against any employee, or other adverse employment
action taken against an employee in the terms and conditions of
employment (Abbate & Lupardo, 2020).
Social Distancing: The practice of keeping a safe space between yourself and other
people who are not from your household. The CDC recommends
the distance of six (6) feet between yourself and people who are
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not from your household while both indoor and outdoor (Social
Distancing, Quarantine, and Isolation, N.d.).
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Communicable Diseases
Communicable diseases are infectious diseases that are transmissible by contact with infected
individuals or their bodily discharge or fluids. We are continuously learning about their threats
and evolution. New infectious threats to human health typically emerge without warning, often
originating in animals. Viruses that have become “famous” due to their sudden emergence are
the Ebola virus, which emerged in 1976, and the human immunodeficiency virus(HIV), which
emerged in 1983 (World Health Organization, 2018).
There are many examples of communicable diseases, some of which require reporting to
appropriate health departments or government agencies in the locality of the outbreak. Examples
of communicable disease include HIV, hepatitis A, B and C, measles, salmonella, influenza, and
blood-borne illnesses. The most common modes of transmission include the fecal-oral route,
contaminated food consumption, sexual intercourse, insect bites, contact with contaminated
fomites, droplets, or skin contact(Edemekong, Kopparapu, & Huang, 2020).
st
The twenty-first (21) century has already experienced major public health emergencies
involving a communicable disease throughout the world: the SARS epidemic of 2003, the novel
influenza virus, H1N1, pandemic of 2009, the Middle East respiratory syndrome (MERS)
epidemic of 2012-2013, the Ebola epidemic of 2014, the Zika virus epidemic of 2015,
Madagascar plague in 2017, and the COVID-19pandemic of 2019-2021. This list is not an
exhaustive list, but rather a highlight of the threats to human health that we have sustained thus
far this century (World Health Organization, 2018).
When referring to the prevalence of a communicable disease, it is important to understand the
different terminology that explains the severity. When the prevalence of a communicable disease
is spiking in a given geographical area, this is referred to as a cluster. For example, in 2003,
health department staff in New York City noted a consistent increase in gastroenteritis in the
days following a prolonged blackout. After investigation, it was discovered that these cases were
most likely attributable to the consumption of meat that had spoiled during the power outage
(Principles of Epidemiology, 2012).
If there is a sudden increase in the number of cases of a disease above what is normally expected
in a given population, but the disease is contained to that general geographic areaand is of
relatively low severity, this is referred to as an outbreak. In December 2014, a measles outbreak
began in California when a child who visited Disneyland came down with the disease and
subsequently a total of 110 cases were linked to this exposure. The cases were primarily in the
western area of the United States, and some cases reached Mexico and Canada. This occurrence
was considered an outbreak because it was contained relatively quickly, was low in severity and
did not spread across the entire countries nor leave the continent (Measles Outbreak -California,
December 2014–February 2015, n.d.).
When the sudden increase in prevalence is observed andis of sufficient severity, the situation is
referred to as an epidemic. Annually there is the threat of an influenza epidemic/pandemic,
which is thought to be unpredictable and inevitable (World Health Organization, 2018). If the
disease spreads over numerous countries or continents and affects a significant portion of the
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population, this is known as a pandemic. The most recent pandemic is the COVID-19 pandemic,
which began in 2019 and continued throughout 2020.
United States of America
It is important to keep a close eye on communicable diseases locally and throughout the world to
know if there is potential for it to turn into an epidemic or pandemic. The Federal Government is
tasked with tracking these potential threats and, if needed, declaring a state of emergency for the
country.
In the case of a public health emergency involving a communicable disease, it is the Federal
Government’s job to control travel coming to and leaving our country. This is an important piece
to controlling the spread of disease. During an emergency of this scale, it is common that the
federal government will enact benefits that must be made available to our employees. During the
COVID-19 pandemic, the Federal Government passed the Families First Coronavirus Response
Act (FFCRA), which entitled employees up to eighty (80) hours of emergency paid sick leave.
The Federal Government may also make certain funds available for a public health emergency
involving a communicable disease for response related expenses. These funding sources may be
for specific departments, or made available to States to disperse how they please. During the
COVID-19pandemicthe Town of Mamaroneck, received funding forCommunity Servicesand
the Ambulance District.If the President declares an emergency, the Federal Emergency
Management Agency (FEMA) documentation and application process shall be initiated.
Center for Disease Control and Prevention
The Center for Disease Control and Prevention (CDC) is a key agency when dealing with a
public health emergency involving a communicable disease. In the United States, they are the
experts in communicable diseases and provide resources to employers to help guide their
operations. The CDC encourages employers to “respond in a way that takes intoaccountthe
level of disease transmission in their communities and revise their business response plans as
needed (COVID-19 Guidance: Businesses and Employers, N.d.).”
Furthermore, the CDC recommends a phased approach when recovering from a communicable
disease. Phases should be based on current levels of transmission and healthcare capacity at the
state or local level (COVID-19 Guidance: Businesses and Employers). During the COVID-19
pandemic, the Governor of New York State (NYS) designed a phased reopening approach that
set guidelines for the entire state.
State of New York
The State of New York leads local governments during a public health emergency involving a
communicable disease. The Governor’s office, State Department of Health (NYS DOH), and
Empire State Development (ESD) are the key players at the state level. In March 2020, Governor
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Andrew Cuomo announced the “New York State on PAUSE” executive order. A 10-point policy
which included closing all non-essential businesses, cancelling all non-essential gatherings,
imposed social distancing protocols, urged the limited use of public transportation, encouraged
sick individuals to stay home unless to receive medical care, and urged the use of precautionary
sanitizing practices.
The most effective way to contain a virus is to test, identify positive cases and then trace and test
the contacts of those who have tested positive. This practice is known as contact tracing. Those
who are confirmed to be infected are put in isolation, NYS DOH will set guidelines for
quarantine and isolation. The State is tasked with implementing testing and ensuring hospitals
have the resources they need (Cuomo, A. M., 2020).
During the COVID-19 pandemic, Governor Andrew Cuomo enacted legislation that guaranteed
job protection and financial compensation foran employee while they were under a mandatory
or precautionary quarantine order due to COVID-19. Public employers were required to provide
fourteen (14) days of paid sick leave to their employees. During the COVID-19 pandemic, the
Town offered the aforementioned Families First Coronavirus Response Act benefits to
employees, which entitled employees to an additional eighty (80) hours of emergency paid sick
leave.
Since 2011, Governor Andrew Cuomo has declared a public health emergency involving a
communicable disease three (3) times. The most recent occurrence was the COVID-19
pandemic, which he declared a state of disaster emergency on March 3, 2020. The other two
emergencies were declared for seasonal flu epidemics on March 5, 2018 and January 12, 2013.
Governor David Paterson issued a similar Executive Order for the H1N1 influenza on January 1,
2009, which lasted through April 17, 2010. The severity and prevalence throughout the state
determines what actions are taken at the state level to respond to the declared emergency.
County of Westchester
The Westchester County Department of Health (DOH) is a critical partner when responding to a
communicable disease. They are responsible for implementing NYS testing and
quarantine/isolation orders and contact tracingguidelines.
Westchester County Office of Emergency Management (OEM) is a vital partner agency when
responding to a communicable disease. During the COVID-19 pandemic, they were responsible
for coordinating supplies to local municipalities.
During the COVID-19 pandemic, the Westchester County Executive, George Latimer, held
conference calls frequently to allow for local government leaders to coordinate and share ideas
and/or concerns. These calls became a way for the municipalities to feel unified and informed.
Often, leaders from the County DOHand OEMwere invited to participate.
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Town of Mamaroneck
The Town of Mamaroneck is located twenty-three (23) miles north of New York City (NYC).
Within the Town, there are two Metro North train stations that provide direct access to Grand
Central Station making it a prime community for residents to commute to NYC to work and
play. While this convenient transportation is a benefit, it also poses a threat during a public
health emergency involving a communicable disease.
New York City is a densely populated, well-traveled city that draws people from all over the
world. There are numerous modes of transportation, with many workers and visitors using public
transportation as their primary source of transportation. The close contact between individuals
makes NYC,and its surrounding areas, vulnerable to a communicable disease, especially one
that is rising to the level of a pandemic.
The COVID-19 pandemic taught us that a public health emergency involving a communicable
disease is happening prior to an emergency being declared. This is because certain factors need
to be present in order for the declaration to be made. Meanwhile, people are going about their
daily lives and putting themselves at risk. Once the Governor declares a public health emergency
involving a communicable disease, action must be taken immediately.
The Town’s mission is to protect and serve the residents of the community. As the most local
form of government for our residents, the Town will strive to uphold its level of service and be a
pillar of strength during a public health emergency involving a communicable disease.
Fundamentals of Preventing Communicable Disease
The health and safety of our employees is crucial to maintaining essential operations. The
fundamentals of reducing the spread of infection include:
Using hand sanitizer and washing hands with soap and water frequently, including:
o After using the restroom
o After returning from a public outing
o After touching/disposing of garbage
o After using public computers, touching public tables, and countertops, etc.
Practice social distancing when possible;
If you are feeling ill or have a fever, notify your supervisor immediately and go home;
If you start to experience coughing or sneezing, step away from people and food, cough
or sneeze into the crook of your arm or a tissue, the latter of which should be disposed of
immediately;
Clean and disinfect workstations at the beginning, middle, and end of each shift;
Other guidance, which may be published by the CDC, the State Department of Health, or
County health officials.
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Planning Assumptions
This plan was developed based on information, best practices, and guidance available as of the
date of publication. The plan was developed to largely reflect the circumstances of the COVID-
19pandemic but may need to be amended to respond to other communicable diseases.
The following assumptions have been made in the development of this plan:
The health and safety of our employees and contractors, and their families, is of utmost
importance;
The circumstances of a public health emergency may directly impact our own operations;
Impacts of a public health emergency will take time for us to respond to, with appropriate
safety measures put into place and adjustments made to operations to maximize safety;
The public and our constituency expects us to maintain a level of essential operations;
Resource support from other jurisdictions may be limited based upon the level of impact
the public health emergency has upon them;
Supply chains, particularly those for personal protective equipment (PPE) and cleaning
supplies, may be heavily impacted, resulting in considerable delays in procurement;
The operations of other entities, including the private sector (vendors, contractors, etc.),
non-profit organizations, and other governmental agencies and services may also be
impacted due to the public health emergency, causing delays or other disruptions in their
services;
Emergency measures and operational changes may need to be adjusted based upon the
specific circumstances and impacts of the communicable disease of concern, as well as
guidance and direction from public health officials and the Governor.
Concept of Operations
As the Town’s designated Emergency Manager, the Town Administrator, their designee, or their
successor holds the authority to execute and direct the implementation of this plan.
Implementation, monitoring of operations and adjustments to plan implementation may be
supported by additional personnel, at the discretion of the Town Administrator.
Upon the determination of implementing this plan, all employees of the Town of Mamaroneck
shall be notified in writing, with details provided as possible and necessary, with additional
information and updates provided on a regular basis. Residents of the Townwill be notified of
pertinent operational changes by way of the Town’s current emergency management
communication platform via telephone call, text, and/oremail blast. Other interested parties,
such as vendors, will be notified by phone and/or email as necessary. The Town Supervisor and
Town Administratorwill maintain communications with the public and constituents as needed
throughout the implementation of this plan.
The Town Supervisor and Town Administrator of the Town of Mamaroneck, their designee, or
their successor will maintain awareness of information, direction, and guidance from public
health officials and the Governor’s office, directing the implementation of changes as necessary.
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Upon resolution of the public health emergency, the Town Administrator, their designee, or their
successor will direct the resumption of normal operations or operations with modifications as
necessary.
Essential Functions
When confronting events that disrupt normal operations, the Town is committed to ensuring that
essential functions will continue, even under the most challenging circumstances.
Essential functions are those functions that enable an organization to:
1. Maintain the safety of employees, contractors, and our constituency
2. Provide vital services
3. Provide services required by law
4. Sustain quality operations
The Town has identified priority functions that are required or are necessary for the community.
During activation of this plan, other activities may be suspended to enable the organization to
concentrate on providing the critical functions and building the internal capabilities necessary to
increase and eventually restore operations. Appropriate communications with employees,
contractors, residents, and other stakeholders will be an ongoing priority.
Essential functions are determined and prioritized according to:
Health and Safety of residents and employees.
Critical timing of the function.
Interdependency of one function to others.
The recovery sequence and their vital processes.
Legal obligations.
The essential functions for the Town have been identified as:
Function Description Priority
Emergency Medical Services Coordinates advanced and basic life support services 1
to residents.
Law Enforcement Provides crime prevention and investigation, patrol, 1
traffic enforcement, assistance to local ambulance
corps and fire department.
Emergency Operations Coordinate necessary changes in operations to support 1
response initiatives. This may include, but is not
limited to, working with outside agencies to provide a
service and repurposing buildings to operate in a
capacity outside its regular function.
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Fire and Rescue ServicesProvides Town residents with fire rescue services 1
within the unincorporated area of the Town.
Financial Operations Fiduciary responsibilities of the Town must be upheld, 1
including, but not limited to, timely payment of
obligations, tax collection, and compensation of
employees.
Information TechnologyTimely acquisition, distribution, and maintenance of 1
equipment and services for all municipal operations.
AdministrationExercises authority to coordinate inter-departmental 1
municipal operations.
Registrar of Vital Statistics Issuing and maintaining birth, marriage, and death 1
records.
Communication with Ensure that residents receive up-to-date accurate 1
Residents information that is pertinent to their health and safety.
Community Services Administers rental assistance to residents in affordable 1
housing. Provides meals and medical appointment
transportation to senior citizens
Maintenance of A wide array of tasks pertaining to routine 2
Infrastructure maintenance, seasonal, emergency, and special
projects.
Upholding State and Local Ensures compliance with State and Local building 2
Building Codes codes through the issuance of permits for all new
construction, additions, alterations, plumbing, signs
and tree removal. This function also includes issuing
stop-work orders and code enforcement.
Issuance of Licenses and Provide licensing and permitting services in accordance 2
Permits with State, County, and Local regulations.
Justice Court Handles both criminal and civil adjudication powers in 3
cases of original jurisdiction. All operations will be
subject to New York State Office of Court
Administration guidelines.
Assessment Maintaining an up-to-date inventory of real property 3
within the Town. Preparation of an annual assessment
roll. Approving property tax exemptions.
Quality of Life SupportActivities to sustain the community’s recreational 4
needs.
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Essential Employees
Local municipalities have the authority to designate employees as essential. Below is a listing of
the titles within the Town of Mamaroneck that are considered essential in order for the Town to
deliver the above designated functions.
Town Supervisor– The Town Supervisor is the Chief Elected Official for the Town of
Mamaroneck. TheSupervisor has the authority to declare a local state of emergency and may
choose to suspend certain laws as they, and the Town Board, deem fit. This position is directly
responsible for communicating with the residents of the Town. During the COVID-19 pandemic,
the Town Supervisor and Town Board decided to suspend many laws, including, but not limited
to, rock removal, numerous parking restrictions, parking permit expiration dates.A copy of the
state of emergency declaration and suspension of laws can be found in Attachment 2.
Town Administrator – The Town Administrator is the Chief Operating Officer for the Town of
Mamaroneck. They are responsible for providing the Town Supervisor and the Town Board with
background information on current events and recommended plans of action. The Administrator
oversees the day-to-day operations of the Town, its various departments and personnel, and is
responsible for implementing the annual budget. This position also represents the Town in
collective bargaining with all unions.The Town Administrator is designated as the Town’s
Emergency Manager in the Town’s Emergency Response Program.
The Town Administrator has the authority to classify non-union and management personnel as
essential as they deem fit and to set their schedule accordinglywhile responding to a
communicable disease.
Deputy Town Administrator –The Deputy Town Administrator is responsible for supporting
the Town Administrator’s office and primarily focuses on the human resources component of the
office. This is including, but not limited to, time and attendance tracking, processing worker’s
compensation and NYS disability claims, and managing the Town’s insurance policies.
Ambulance District–All employees of the Ambulance District are essential based on the type
of services they provide to the community.
Town Assessor – The Town Assessor’s responsibility of maintaining an up-to-date assessment
roll is a time sensitive job, that if interrupted would be negatively affected.
Building Inspector –The Building Inspector is responsible for maintaining permit requirements
and enforcing the code of the Town. During a time when a higher percentage of residents are
home, it is important for the Building Inspector to be present to answer questions(from the
Town Administrator, Town Board, or residents), issue any applicable permitsand issue any
necessary violation notices.
Director of Community Services – The Town’s Community Services department serves senior
citizen residents, low-income individuals in Westchester County, and local residents recovering
from recent illness or injury. The Director needs to be present on site to oversee these operations.
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Town Comptroller – The Town Comptroller is responsible for maintaining the integrity of the
Town’s financial information and is a steward of all Town assets. They are further responsible
for the overall fiscal management of the Town including financing, investment, cash and debt
management, capital and operating analysis, and timely reporting of all financial activity to the
Town Administrator, Town Board, and the NYS Comptroller. It is essential the Town
Comptroller be present to be readily accessible to work with the Town Administrator, in a
socially distanced manner.
Environmental Planner –The Environmental Planner is the Conservation department, they are
responsible for maintaining field projects. This is not able to be accomplished remotely.
Town Justices – The Town Justices are considered essential, but are subject to the
administrative requirements of the New York State Office of Court Administration.
Court Clerk –The Court Clerk is considered essential, but is subject to the administrative
requirements of the New York StateOffice ofCourt Administration.
Town Engineer – The Town Engineer provides professional services in the form of planning,
design, project management, and construction inspection and oversight. During a public health
emergency involving a communicable disease, the Town is permitted to retain contractors to
complete certain construction jobs. It is the Town Engineer’s responsibility to oversee projects
deemed essential by the Town Administrator.
Fire Department – All employees of the Fire department are essential based on the type of
services they provide to the community.
Highway Department – All employees of the Highway Department, including the Central
Garage, are essential based on the type of services they provide to the community.
Director of Information Technology – The Director of Information Technology (IT) oversees
the IT operations for the entire Town. This includes distribution, maintenance and support of all
technology systems.
Maintenance Department – All employees of the Maintenance department are essential based
on their responsibility to clean and sanitize Town Center.
Police Department – All employees of the Police department are essential based on the type of
services they provide to the community.
Superintendent of Recreation – Given the Recreation department provides recreational
services, which may be quite limited during a public health emergency involving a
communicable disease; the Superintendent needs to work directly with the Town Administrator,
in a socially distanced manner, to determine what services are feasible from a health and
financial viewpoint.
Town Clerk – The Town Clerk serves residents directly through the issuance of licenses and
permits as well as serving as the Town’s Records Management Officer. The Town Clerk must be
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available to provide birthand death records, marriage licenses, and other applicable licenses
and/or permits.
Personal Protective Equipment
The Town Administrator is responsible for overseeing the Town’s stock of personal protective
equipment (PPE). It is understood that the Superintendent of Buildings, Ambulance District
Administrator, General Foreman, Police Chief, Fire Chief, and the Superintendent of Recreation
are all responsible for ensuring their respective stock of PPE is sufficient at all times, these
positions are referred to as PPE Coordinators. As a way to centralize purchasing, only PPE
Coordinators are authorized to purchase PPE. All orders should be placed in bulk and at the time
purchase, the Town Comptroller shall be consulted as to what budget line will be utilized. On an
annual basis, the operating budget shall include an allocation for such purchases.
The PPE Coordinators will submit to the Town Administrator an annual certification
(Attachment 3) that they have sufficient levels of PPE in stock and that no supplies are expired,
or nearing their expiration date.
Items that must be stocked include:
Face masks
Rubber gloves
Hand Soap
Hand sanitizer (mini bottle for each employee and large bottles for around location)
Antibacterial wipes
Antibacterial aerosol
Full-back isolation gowns
Face shields
Shoe coverings
During a public health emergency involving a communicable disease, the PPE coordinators are
responsible for distributing their stock of PPE and keeping track of how much of an item they
give to which department. If necessary, the PPE Coordinator is to immediately placea large
order for replenishment.
Note that while cleaning supplies are not PPE, there is a related need for cleaning supplies used
to sanitize surfaces, as well as hand soap and hand sanitizer. The COVID-19 pandemic
demonstrated that supply chains were not able to keep up with increased demand for these
products early in the pandemic. As such, we are including these supplies in this section, as they
are pertinent to protecting the health and safety of our employees and contractors.
Additional Protective Measures
In addition to personal protective equipment, to ensure safety within Town buildings, the
Superintendent of Buildings will incorporate spray-sanitizing machines into daily cleaning
protocols. Thesemachines were purchased in response to the COVID-19 pandemic and provides
the ability to spread disinfectant over a large surface area in little amount of time. These
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machines will be utilized in Town Center, Police Headquarters, Highway Yard, Central Garage
and the Fire House.
The Superintendent of Buildings is responsible for installing Plexiglas in office areas where
social distancing is not possible. This includes all public counters.Employees are required to
maintain regular sanitizing practices of their personal workspace, this include vehicles. Shared
vehicles must be sanitized before and after each use.
During the COVID-19pandemic, the Town Engineer spearheaded efforts to improve air quality
for indoor working environments. While the best practices continued to be maximizing fresh air
environments and social distancing, other measures, including air filtration, were identified as an
effective measure to reduce the spread of pollutants, including the COVID-19 virus. Various
governmental agencies and specialists in the engineering community specifically recommended
HEPA grade air filtration units and UVC light fixtures for this purpose. While permanent units
were too costly to be installed, mobile units were purchased and utilized in response to the
COVID-19 pandemic. Throughout capital project improvements, the Town Engineer shall
consider the installation of permanent upgrades to the current air filtration system.
Signage must be posted around Town facilities to identify the symptoms of the disease of
concern, during the COVID-19 pandemic the Town printed and laminated signage provided from
the CDC’s website. Additional signage should encourage recommended hygiene practices to
combat the disease of concern. This signage must be in common areas and it is encouraged that a
hand sanitizing or washing station is nearby.
Meetings of all Boards, Commissions, and Committees must comply with any executive orders
from the Governor’s office that may be in place at the given time. Meetings may need to operate
electronically. During the COVID-19 pandemic, the Governor granted municipalities the ability
to meet telephonically. The Town chose to operate all meetings through the Zoom
communications platform.
All employees are required to wear a facemask while at work and social distancing is not able to
be maintained. If an employee would prefer to wear their facemask at all times, that is
acceptable.
The Town will implement a “by appointment only” policy in regards to serving the public. A
greeter will be designated to Town Center where their receptionist duties will ensure only those
members of the public with an appointmentwill be entering the building.
There are often times when the Police and/orFire departments respond to a call where the
Ambulance District is also responding. During this situation, it is understood that the Ambulance
District will take the lead. They are to assess the situation to determine the likelihood of the
communicable disease being present. These responders are to be in a full back isolation gown
paired with a face shield and a facemask, shoe coverings, and rubber gloves. All of the
aforementioned PPE should be immediately disposed of after the call has been completed.
If the Ambulance District is not present when the Police or Fire departments are responding to a
health related call, it should be assumed that all individuals are considered a potential risk of
19
exposure. The Police Officers and Firefighters are instructed to wear a full back isolation gown
paired with a face shield and a facemask, shoe coverings, and rubber gloves. All of the
aforementioned PPE should be immediately disposed of after the call has been completed.
Scheduling
The following sections outline scheduling procedures during a public health emergency
involving a communicable disease. This schedule was used in response to the COVID-19
pandemic and it may need to be revised to respond to other communicable disease situations.
While the Town has a declared state of emergency, no employee who is deemed essential is
authorized to take vacation without the written approval of the Town Administrator. If a non-
essential employee requests to take a vacation, it is understood they are to follow any State or
Federal travel regulations that may be in place.
If an employee is sick, for reasons other than or including the communicable disease of concern,
when this schedule is in place, their entitlement to sick time remains. If there is any federal or
state mandate or legislation passed making an employee eligible for benefits, in addition to what
is specified in their collective bargaining agreement, or benefit entitlements, the Deputy Town
Administrator is responsible for arranging how this benefit will be administered.
If an employee is unable to meet the below mentioned schedule, the employee may request an
unpaid leave of absence for a period not to exceed one year. If the employee belongs to a union
and the respective collective bargaining agreement includes a provision for the Family and
Medical Leave Act of 1993(FMLA), the same procedure is to be followed. If an employee is not
in the union or their collective bargaining agreement does not cover FMLA, a written request
shall be made to the Town Administrator and sufficient documentation shall be provided. The
decision to grant the leave lies with the Town Administrator.
Ambulance District Schedule
The Ambulance District Administrator has the authority to make shift changes and work
accommodations as necessary. The Ambulance district will operate its regular schedule when
responding to a communicable disease. If needed, additional employees will be added to each
shift to ensure adequate response personnel.
Police Department Schedule
Upon the Governor’s declaration of a public health emergency involving a communicable
disease, the Police Chief may initiate a tour of duty change. If a tour of duty change is initiated,
seniority will be considered when scheduling the tours. All requests for personal time will need
to be approved by the Police Chief, or their designee. The Police Chief reserves the right to
revoke vacation and/or personal leave. If determined by the Police Chief that the reason for the
request is considered to be an emergency, it would be approved.
Fire Department Schedule
Upon the Governor’s declaration of a public health emergency involving a communicable
disease, the Fire Chief may initiate a tour of duty change. If a tour of duty change is initiated,
20
seniority will be considered when scheduling the tours. All requests for personal time will need
to be approved by the Fire Chief, or their designee. The Fire Chief reserves the right to revoke
vacation and/or personal leave. If determined by the Fire Chief that the reason for the request is
considered to be an emergency, it would be approved.
The Fire Chief has the authority to direct volunteers as necessary. It is the Fire Chief’s
responsibility to direct if/how the firehouse willbe accessibleby volunteers
Highway Department and Central Garage Schedules
The Highway department and Central Garage will also operate on a reduced schedule and staff
will be divided into two groups. These departments will operate a two-phase operating schedule
when responding to a communicable disease.
Phase One:Employees in both departments will be divided into two groups: group A and group
B. These departments will operate Monday through Friday with groups A and B alternating
workdays. It is understood that if there is an emergency, employees may be called in to work on
days they are scheduled to be at home. Employees must practice social distancing, including
during break periods. During phase one, each employee will be assigned a vehicle for the day.
The parks division will operate exclusively out of the parks building for turnout in the morning,
lunch, coffee breaks, and dismissal.
Phase Two: Once the prevalence of the disease of concern has improved in Westchester County,
all employees of these departments will begin reporting to work Monday through Friday.
However, the groups will now begin their shifts at staggered times. For example, during the first
week of phase two, group A will work 6:00am until 2:30pm and group B will work 7:00am until
3:30pm. The teams will rotate schedules each week. The parks division will continue to operate
exclusively out of the parks building for turnout in the morning, lunch, coffee breaks, and
dismissal. The parks division schedule will always be 7:00am to 3:30pm. During this time,
employees are allowed to ride two employees per vehicle and a facemask is required.
Town Office Schedule
During a public health emergency involving a communicable disease, the Town Administrator
has the authority to repurpose orrelocate office staff members of the Civil Service Employees
Association (CSEA) or non-union staff members to another department or location for which
they deem necessary;similar to the Town’s Emergency Management Plan. This type of change
would be initiated to reduce overcrowding or assist with various tasks in other departments. The
Town Center Offices operate a three phase operating schedule during a public health emergency
involving a communicable disease:
Phase One:Town Center will be open to the public by appointment only and operates on a
reduced schedule. The building is open on a Monday, Wednesday, Friday basis and closed on
Tuesday and Thursday for deep cleaning. All essential staff are required to come to work on days
Town Center is open. All non-essential office staff are divided into two groups: group A and
group B. The two groups would then begin an alternating schedule. The first day the reduced
operating schedule takes place, group A will report to the office. Daysof reporting to the office
21
willalternatebetween group A and group B moving forward, aligning with those days the Town
Center is open.
On Tuesdays and Thursdays,all Town Center office employees work from home(WFH).During
WFH days, Department Heads are required to hold a virtual departmental meeting to discuss the
daily tasks employees should be working on from home,how their department can move forward
in the current situation, and address any questions or concerns the employees may have.
Phase Two: Phase two will take effect when the Town Administrator determines that sufficient
workplace protections are in place and local prevalence is showing signs of improvement.
Workplace protections include providing a workspace for each employee that is either social
distanced from another employee or a divider has been set up to provide a physical barrier
between employees.
During phase two, Town Center will continue to operate by appointment only and the two groups
of non-essential employees will remain, however the offices will now be open Monday through
Friday. Essential employees will report to the office five (5) days a week.
Phase Three:Phase three will take place when the prevalence has drastically improved within
Westchester County. During this time, all employees, essential and non-essential, will report to
work Monday through Friday and Town Center will continue to operate by appointment only.
Work from Home Protocols
During a public health emergency involving a communicable disease, employees may be
working from home periodically. Essential employees will be in the office more frequently,
while non-essential employees will be working from home more regularly. The aforementioned
alternating schedule allows employees to bring materials home on days they are in-person.
Employees in the office may be responsible for opening mail and scanning it to the respective
recipient.
Departments responsible for conducting site visits or inspections may continue to do so if
allowable within current regulations. The business shall be conducted with only the necessary
individuals, no additional staff members or support personnel are permitted. Facemasks must be
wornand social distancing shall be maintained.
Department heads are responsible for coming up with measurable deliverables that their staff is
expected to accomplish while working from home. They are further responsible for determining
means of accountability. Department heads are to submit these deliverables and means of
accountability to the Town Administrator, deliverables and accountability measures shall
amended upon request of the Town Administrator.
The Director of Information Technology (Director of IT) is further responsible for supporting the
Town Administrator by determining a means for communicationtechnology to be accessible by
employees from their homes and offices simultaneously. The Director of IT is responsible for
assigning pieces of technology to employees at the direction of the Town Administrator. On an
ongoing basis, the Director of IT is responsible for ensuring that Town operations are as
22
electronic as reasonably possible. A consistent effort shall be made to improve upon the Town’s
electronic capabilities.
Work Hours and Locations
If an employee contracts the disease of concern, the Westchester County Health Department will
advise how to respond to the exposure and may conduct contact tracing. Therefore, each
employee is responsible for keeping track of the hours they worked, the locations they visited,
and the people they came in contact with on a daily basis. For example, an employee who
completes field visits should keep a detailed log of their day, detailing where they went, for how
long, and with whom. Each week, this log is to be submitted to their Department Head.
Exposure Plan
If an employee is under a mandatory quarantine order in accordance with either the New York
State Health Department or the Westchester County Department of Health, they may be eligible
for additional benefits due to potential Federal or State legislation. Please call the Town
Administrator’s office to determine if there are any additional benefits available to you.
When an employee of the Town is considered to be exposed to the disease of concern,or is
presenting symptoms, the employee is directed to stay home from work and is further advised
contact their physician. The employee is to submit a doctor’s note to the Town explaining how
they have been advised to handle their exposure.
If there is an exposure in the workplace, the Office of Disease Control within the County DOH
shall be contacted. The Town will follow their recommended plan of action.
Emergency Housing
The Town, at its discretion, will determine if emergency housing arrangements are necessary. If
deemed necessary, the Town Administrator will further determine implementation given the
current situation at hand.
Form of Complaint
If an employee believes a violation of any state law, regulation, rule or guidance related to
occupational health and safety involving a communicable disease is occurring, they are
encouraged to notify the Town Administrator’s office. They may also file a complaint directly
with the New York State Department of Labor (NYS DOL). The NYS DOL may be reached at
labor.ny.gov where a portal to receive complaints has been established.
23
Sources
Abbate, P. J., & Lupardo, D. (2020, July 18). A10832 (pp. 1-4) (United States, State of New
York, New York State Assembly). Albany, NY: New York State Assembly.
Communicable Disease. (n.d.). Retrieved September 15, 2020, from https://www.merriam-
webster.com/dictionary/communicable disease
Contact Tracing for COVID-19. Retrieved September 15, 2020, from
https://www.cdc.gov/coronavirus/2019-ncov/php/contact-tracing/contact-tracing-
plan/contact-tracing.html
COVID-19 Guidance: Businesses and Employers. (n.d.). Retrieved September 15, 2020, from
https://www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html
Cuomo, A. M. (2020, May). New York Forward (United States, New York State, Governor).
Retrieved September 17, 2020, from
https://www.governor.ny.gov/sites/governor.ny.gov/files/atoms/files/NYForwardReopenin
gGuide.pdf
Edemekong PF, Kopparapu AK, Huang B. Epidemiology Of Prevention Of Communicable
Diseases. \[Updated 2020 Sep 10\]. In: StatPearls \[Internet\]. Treasure Island (FL): StatPearls
Publishing; 2020 Jan-. Available from: https://www.ncbi.nlm.nih.gov/books/NBK470303/
Measles Outbreak - California, December 2014–February 2015. (n.d.). Retrieved October 09,
2020, from https://www.cdc.gov/mmwr/preview/mmwrhtml/mm6406a5.htm
New York State on PAUSE. (n.d.). Retrieved September 17, 2020, from
https://coronavirus.health.ny.gov/new-york-state-pause
New York State Senate. (2020, October 17). State and local natural and man-made disaster
preparedness. Retrieved November 03, 2020, from
https://www.nysenate.gov/legislation/laws/EXC/A2-B
Pandemic. (n.d.). Retrieved September 15, 2020, from https://www.merriam-
webster.com/dictionary/pandemic
Principles of Epidemiology. (2012, May 18). Retrieved September 16, 2020, from
https://www.cdc.gov/csels/dsepd/ss1978/lesson1/section11.html
Quarantine and Isolation. (2017, September 29). Retrieved September 16, 2020, from
https://www.cdc.gov/quarantine/
Social Distancing, Quarantine, and Isolation. (n.d.). Retrieved September 16, 2020, from
https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/social-distancing.html
24
Word Health Organization. (2018). Managing Epidemics (pp. 1-255). Retrieved October 9, 2020,
from https://www.who.int/emergencies/diseases/managing-epidemics/en/
25
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!!!!32 cppl-!up!uif!fyufou!uibu!uif!fnqmpzfs!qspwjeft!tvdi!iboecppl!up!jut
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!!!!!!!!B/!21943!!!!!!!!!!!!!!!!!!!!!!!!!!!!5
!!!!!2!!uz!!qmbo/!!Uif!!dijfg!!fnfshfodz!!pggjdfs!!tibmm!bmtp!cf!sftqpotjcmf!gps
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!!!!25!!pg!!uif!fevdbujpo!mbx!tibmm!cf!ftubcmjtife!boe!gvodujpobm!xjuijo!41!ebzt
!!!!26!!pg!uif!fggfdujwf!ebuf!pg!uijt!bdu/
Personal Protective Equipment Certification Form
The personal protective equipment (PPE) certification form will be submitted annually to the
Town Administrator to ensure the Town has a sufficient stock of PPE to respond to a public
health emergency involving a communicable disease. The PPE stock is to be submitted
st
during the month of August and is to be submitted to the Town Administrator by August 31.
Type of PPE Amount in Stock Expiration Date
Face Masks
____ / ____ / ____
Rubber Gloves
____ / ____ / ____
Hand Sanitizer Mini Bottles
____ / ____ / ____
Hand Sanitizer Large Bottles
____ / ____ / ____
Antibacterial Wipes
____ / ____ / ____
Antibacterial Aerosol
____ / ____ / ____
Full-Back Isolation Gowns
____ / ____ / ____
Face Shields
____ / ____ / ____
Shoe Coverings
____ / ____ / ____
Form Completed by (please print): ___________________________________________________
Signature: ________________________________________ Date: ______ / ______ / ______
TO BE COMPLETED BY TOWN ADMINISTRATOR
Is the above stock acceptable: Yes ______ No ______
If no, indicate what type and how much of a given PPE needs to be purchased:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Date PPE must be purchased by: ______ / ______ / ______