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2020-143-Minutes for Meeting March 18,2020 Recorded 4/21/2020• BOARDOF COMMISSIONERS 1300 NW Wall Street, Bend, Oregon (541 ) 388-6570 10:00 AM Recorded in Deschutes County C J2020_143 Nancy Blankenship, County Clerk Commissioners' Journal 04/21 /2020 11:55:18 AM .01 ES CIO �0 rug iiiiiiimnummiimuuu FOR RECORDING STAMP ONLY Present were Commissioners Patti Adair, Anthony DeBone, and Phil Henderson. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle, County Counsel, and Samantha Pepper, BOCC Administrative Assistant. Several citizens and identified representatives of the media were in attendance. Attendance was limited in response to Governor's orders. This meeting was audio and video recorded and can be accessed at the Deschutes County Meeting Portal website http://deschutescountyor.igm2.com/Citizens/Default.aspx CALL TO ORDER: Chair Adair called the meeting to order at 10:00 am. She mentions that today's meeting is limited to 10 people in the meeting room to recognize social distancing. PLEDGE OF ALLEGIANCE: CITIZEN INPUT: None presented BOCC MEETING MARCH 18, 2020 PAGE 1 OF 9 CONSENT AGENDA: Before the Board was Consideration of Approval of the Consent Agenda. DEBONE: Move approval of Consent Agenda. HENDERSON: Second VOTE: DEBONE: Yes HENDERSON: Yes ADAIR: Chair votes yes. Motion Carried Consent Agenda Items: 1. Consideration of Board Signature of Document No. 2020-192, a Food Cart License for 97 Cafe 2. Consideration of Board Signature of Order No. 2020-010, to Add a Foreclosure Lot to May 15 Auction 3. Consideration of Board Signature of Order No. 2020-012, Order Declaring Certain Deschutes County Personal Property Surplus and Authorizing Sale 4. Consideration of Board Signature to Thank Morgan Crowell for serving on the Bicycle and Pedestrian Advisory Committee 5. Approval of Minutes of the February 19, 2020 BOCC Meeting 6. Approval of Minutes of the February 24, 2020 BOCC Meeting 7. Approval of Minutes of the February 26, 2020 BOCC Meeting 8. Approval of Minutes of the March 4, 2020 BOCC Meeting 9. Approval of Minutes of the March 11, 2020 BOCC Meeting ACTION ITEMS: 10. PULLED TO A FUTURE DATE: GFOA Distinguished Budget Presentation Award BOCC MEETING MARCH 18, 2020 PAGE 2 OF 9 PUBLIC HEARING: Consideration of Board Signature of Document No. 2020- 209, Approving Noise Variance Permit to Allow Nighttime Work on South Century Drive to Remove Asphalt and Repave Peter Russell, Community Development Department Senior Planner presented Noise Permit to allow nighttime work on South Century Drive. There will be traffic control and the project will last about two weeks over a multiple month period. There was no public testimony. DEBONE: Move approval of Board signature of Document No. 2020-209. HENDERSON: Second VOTE: DEBONE: Yes HENDERSON: Yes ADAIR: Chair votes yes. Motion Carried 12. Consideration of Board Signature of Document No. 2020-228, Decision Relative to 24360 Dodds Road, Bend Matthew Martin, Community Development Department Associate Planner presents findings and decisions of Document No. 2020-228. Commissioner Adair verifies that the findings addressed the "4-H" wording throughout and also mentions Page 8 typos which Mr. Martin had corrected. Commissioner Henderson states proposed changes to various wording edits to page 7, 10, 12, 14, 15, 16 and 17 of the draft. Adam Smith, Assistant Legal Counsel suggests edits as well. Commissioners thank Mr. Smith and Mr. Martin for their diligent and hard work drafting these findings. HENDERSON: Move approval of Board signature of Document No. 2020-228. DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried Mr. Smith volunteered that the County has a number of upcoming LUBA deadlines BOCC MEETING MARCH 18, 2020 PAGE 3 OF 9 which might be modified by the state in response to associated virus issues. Mr. Smith assured the Board that he will keep them updated. 13. Continuation of COVID-19 Discussion Sheriff Shane Nelson, Sargent Nathan Garibay and Dr. George Conway introduce themselves. Sheriff Nelson and Sargent Garibay provide brief updates on their work in conjunction with Emergency response. Commissioner Adair speaks on the SBA- Small Business Loan relief that the state is looking to access. Sergeant Garibay states that EOC staff are currently working on the notification/request documents to trigger the necessary state declaration. Commissioner Adair stresses that small businesses around Deschutes County need help as soon as possible. Sheriff Nelson mentions that public safety is very important and at this time everyone is trying to access many of the same limited resources. Dr. George Conway, Health Services Director introduces the latest information of COVID-19. There are 6 confirmed cases in Deschutes County with more people being tested. There are about 4,000 COVID-19 cases in the United States with the number growing every day. Commissioner Adair mentions that there are an average of 200 cases per state right now. Dr. Conway states that everyone should be tested but there are just not enough available tests. At this time, Commercial labs are very limited. There is a crisis information line set up for the community to call with any questions. Dr. Conway encourages Commissioners that the Health Department and St. Charles Health are meeting and working as hard as they can to get testing materials from any viable source. Representative Helt has been in regular contact with Oregon Health Authority. Sargent Garibay mentions that there is a great need for gowns and masks which he hopes are on the way to Deschutes County. Dr. Conway emphasizes social distancing and staying away from possibly ill people. He lets Commissioners know that four things are very critical right now and their help getting these resources would be much appreciated- Testing Kits, access to commercial testing, PPE (Personal Protective Equipment), and ventilators. Commissioner Henderson asked about independent testing centers and possible BOCC MEETING MARCH 18, 2020 PAGE 4 OF 9 plans. Sargent Garibay mentions that he has an incident management team behind him and they are working as hard as they can. Commissioner Adair asked why the State testing lab in Hillsboro is not accepting new tests vs. sending our local tests to the University of Washington State lab. Dr. Conway clarifies that their capacities and roles are different. Commissioner DeBone asked how the testing process works. There are two sample points in the mouth area. Dr. Conway states that COVID is different than the flu and that the testing requires a much more complex type of swabbing. Dr. Conway also reported that the Joint Health Center is open. He notes that the Red Cross is involved in the school lunch and food programs in order to better reach students who cannot get to the food at selected school sites. Sheriff Nelson notes the likely need for additional staffing at the EOC; notes also that work -displaced county employees might be an option. COVID-19 Short Term Budget Request Sheriff Nelson presents the proposed COVID- 19 Budget Request. He has already committed to at least $150,000 with a total overall proposal of $353,000. Sargent Garibay states that there has been an immediate need for supplies for the COVID- 19 outbreak. They are mainly looking for medical equipment, especially ventilators. Commissioner Adair notes that reports indicate that there are 2,000 available and so Deschutes County ought to be able to secure a few. PPE's are also the most important part of the requests. There are thoughts of hotel rooms for isolation rooms. Sheriff Nelson asks for flexibility of $400,000 up to $600,000 from county reserve funds. HENDERSON: Move approval of COVID-19 Short Term Budget Request in the amount of $500,000 split between the Sheriff Office and BOCC. DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried BOCC MEETING MARCH 18, 2020 PAGE 5 OF 9 City of Bend State of Emergency Declaration Tom Anderson presented the City of Bend Local State of Emergency Declaration as a result of COVID-19 Pandemic. He mentions that the city has the county approve their declarations as part of their city code. HENDERSON: Moved to Acknowledge the City of Bend Emergency Declaration as a result of COVID-19 Pandemic dated March 16, 2020. DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried 14. Determination of Deschutes County Response to COVID-19 Tom Anderson presents the staff proposal of limiting public access to County Buildings and the determination of County Employee options. Sheriff Nelson states that his office has put a access limitation plan in place and it has been working well. He noted that county departments are generally able to do non- face to face communication with the public through phone and electronic means. All county business will remain the same just social distancing precautions would be put into place. The plan would allow for the public to enter the building, with protections, if absolutely necessary. Erik Kropp presented a working proposal for the Deschutes County Service Building. A staff person could meet the public in the lobby of the first floor, give out the appropriate phone number and if needed the citizen could meet with a department staff person in a downstairs meeting room. Commissioner Henderson was not supportive of the plan as presented. He asks if there are other options due to the county serving the people and needing to be available. Mr. Kropp states that there are several options but keeping county staff safe is most important. Dr. Conway agrees that moving the public offsite has many benefits during this public health emergency and noted that we have adequate technology. Commissioners agree that the county is open for business but precautions and BOCC MEETING MARCH 18, 2020 PAGE 6 OF 9 limited access will be in place within county buildings. Sheriff Nelson mentions his concerns for large community events that are scheduled to take place this summer. Public safety and safety to county employees is very important. It is also important to look at the economic impact of doing business during this crisis. Whitney Hale, County Communications Director presents options for future County Board meetings. Commissioner DeBone is very flexible in his schedule and recognizes the importance of having virtual options available. Commissioner Adair expresses the importance of County Board meetings and feels that the meetings need to continue. Discussion of possibly holding just one county Board meeting per week instead of two. Ms. Hale also informed the board that there are several options for people to reach Administration and the Board of Commissioners so that this time of social distancing is easier on the people of Deschutes County. RECESS: At the time of 1:17pm, the Board took a recess (projected until 1:27pm). RECONVENE: At the time of 1:32pm, Chair Adair reconvened the meeting. Continued: Determination of Deschutes County Response to COVID-19 Kathleen Hinman introduces the Temporary COVID-19 Employee Policy. The main points of discussion are leave time and non -paid leave time. Commissioner Henderson states that he is okay with allowing employees to borrow 1 or 2 weeks leave from future accruals (column 2) of handout consistent with other local entities like the City of Bend. Commissioner Adair agrees. Ms. Hinman recognizes that there might be remote work that needs to happen due to childcare for employees who have children out of school. There are many approaches to reaching a goal that helps everyone. Commissioner DeBone mentions that state and federal guidelines could influence any changes the county were to make. Dr. Conway ask that this policy be flexible regarding the timeframe of COVID-19. Commissioner Adair agrees that there should be guidelines for working remote and a way to track that work is being accomplished. Ms. Hinman agrees and that there are guidelines being put in BOCC MEETING MARCH 18, 2020 PAGE 7 OF 9 place for departments and employees to follow. HENDERSON: Move approval of Board signature Temporary COVID- 19 Employee Policy. DEBONE: Second Commissioner DeBone emphasizes the importance of this policy, working remotely from home guidelines and making sure employees understand all policy procedures. VOTE: HENDERSON: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried OTHER ITEMS: • Commissioner Adair heard updates of the SBA Small Business Loan earlier today from the state. Deschutes County is working diligently to support this program. • Commissioner Adair received a letter from 4 Peaks that they are possibly suspending their event. • Commissioner DeBone mentions that Commissioners received a letter from veteran's affairs which reported they have a good staffing budget. Tom Anderson adds that their operating expenses are right where they should be. Small Business Loan SBA Loan Update David Givans presents the progress of the SBA Loan funds. The SPA threshold has been met within the state and now is on the Governors agenda to be released. Tom Anderson mentions that county employees can publish this information and assistance to the community as soon as it is ready. Commissioner DeBone asked what the options are for these business owners. Mr. Givans agreed to have information distributed and available as soon as possible. BOCC MEETING MARCH 18, 2020 PAGE 8 OF 9 Being no further items to come before the Board, the meeting was adjourned at 2:21 pm. 1 2 2 for the Deschutes Count Board of DATED this Day of 0 0 y Commissioners. f-~ TTI ADAIR, CHAIR PHILIP G. t N'D�RSON,CISSI BOCC MEETING MARCH 18, 2020 PAGE 9 OF 9 �0TFS CO G kQ U fiK Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - www.deschutes.org BOCC MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 AM, WEDNESD", MARCH 18, 2020 Barnes Sawyer Rooms - Deschutes Services Center - 1300 NW Wall Street - Bend This meeting is open to the public, usually streamed live online and video recorded. To watch it online, visit www.deschutes.or /g meetings. Pursuant to ORS 192.640, this agenda includes a list of the main topics that are anticipated to be considered or discussed. This notice does not limit the Board's ability to address other topics. Meetings are subject to cancellation without notice. Item start times are estimated and subject to change without notice. CALL TO ORDER PLEDGE OF ALLEGIANCE CITIZEN INPUT This is the time provided for individuals wishing to address the Board, at the Board's discretion, regarding issues that are not already on the agenda. Please complete a sign-up card (provided), and give the card to the Recording Secretary. Use the microphone and clearly state your name when the Board Chair calls on you to speak. PLEASE NOTE: Citizen input regarding matters that are or have been the subject of a public hearing not being conducted as a part of this meeting will NOT be included in the official record of that hearing. If you offer or display to the Board any written documents, photographs or other printed matter as part of your testimony during a public hearing, please be advised that staff is required to retain those documents as part of the permanent record of that hearing. CONSENT AGENDA 1. Consideration of Board Signature of Document No. 2020-192, a Food Cart License for 97 Cafe Board of Commissioners BOCC Meeting Agenda Wednesday, March 18, 2020 Page 1 of 3 2. Consideration of Board Signature of Order No. 2020-010, to Add a Foreclosure Lot to May 15 Auction 3. Consideration of Board Signature of Order No. 2020-012, Order Declaring Certain Deschutes County Personal Property Surplus and Authorizing Sale 4. Consideration of Board Signature to Thank Morgan Crowell for serving on the Bicycle and Pedestrian Advisory Committee 5. Approval of Minutes of the February 19, 2020 BOCC Meeting 6. Approval of Minutes of the February 24, 2020 BOCC Meeting 7. Approval of Minutes of the February 26, 2020 BOCC Meeting 8. Approval of Minutes of the March 4, 2020 BOCC Meeting 9. Approval of Minutes of the March 11, BOCC Meeting ACTION ITEMS 10. PRESENTATION: GFOA Distinguished Budget Presentation Award - Greg Munn, Chief Financial Officer Pulled 11.PUBLIC HEARING: Consideration of Board Signature of Document No. 2020-209, Approving Noise Variance Permit to Allow Nighttime Work on South Century Drive to Remove Asphalt and Repave - Peter Russell, Senior Planner 12.Consideration of Board Signature of Document No. 2020-228, Decision Relative to 24360 Dodds Road, Bend - Matthew Martin, Associate Planner Add -On 13.Continuation of COVID-19 Discussion Add -On 14. Determination of Deschutes County Response to COVID-19 Add -On LUNCH RECESS OTHER ITEMS These can be any items not included on the agenda that the Commissioners wish to discuss as part of the meeting, pursuant to ORS 192.640. Board of Commissioners BOCC Meeting Agenda Wednesday, March 18, 2020 Page 2 of 3 EXECUTIVE SESSION At any time during the meeting, an executive session could be called to address issues relating to ORS 192.660(2)(e), real property negotiations, ORS 192.660(2)(h), litigation; ORS 192.660(2)(d), labor negotiations; ORS 192.660(2)(b), personnel issues, or other executive session categories. Executive sessions are closed to the public, however, with few exceptions and under specific guidelines, are open to the media. Executive Session under ORS 192.660 (2) (i) Employee Evaluation ADJOURN To watch this meeting on line, go to: www.deschutes.org/meetings Please note that the video will not show up until recording begins. You can also view past meetings on video by selecting the date shown on the website calendar. Deschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible, please call (541) 617-4747. FUTURE MEETINGS: Additional meeting dates available at www.deschutes.org/meetingcalendar (Please note: Meeting dates and times are subject to change. All meetings take place in the Board of Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. If you have questions regarding a meeting, please call 388-6572.) Board of Commissioners BOCC Meeting Agenda Wednesday, March 18, 2020 Page 3 of 3 L��T ES CMG � 2 o� Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners BOCC Wednesday Meeting of March 18, 2020 DATE: FROM: Matthew Martin, Community Development, 541-330-4620 TITLE OF AGENDA ITEM: Consideration of Board Signature of Document No. 2020-228, Decision Relative to 24360 Dodds Road, Bend �-A Date: March 18, 2020 To: Commissioners Re: COVID-19 Update and Topics for Board Direction At your March 18, 2020 Board meeting staff will provide an update on COVID-19 and seek Board direction on several time sensitive topics. 1. Status/General Update on COVID-19 —Dr. George Conway 2. Discussion of COVID-19 Short Term Budget Request (attached) — Sheriff's Office 3. Discussion of City of Bend State of Emergency Declaration (attached) — Admin/Legal 4. Discussion of Public Closure of County Buildings - Administration 5. Discussion of Continuation of Board meetings - Administration 6. Draft Emergency Leave Policy (attached) — Kathleen Hinman 7. Other — BOCC Discussion Attachments: COVID-19 Short Term Budget Request City of Bend State of Emergency Declaration Draft Emergency Leave Policy COVID-19 Short Term Budget Request Approx Need # Needed price/unit Cost Medical Equipment Ventilators Circuits Transport Ventilators Circuits Testing Supplies Miscellaneous Supplies Personal Protective Equipment Masks - N95 Masks - Reusable Indust. Style Gowns Eye Pro - Reusable Goggles Booties Community Support Hotel Rooms - Homeless Hotel Rooms - Responders Hotel Room - Decontamination Food/Supplies for Isolated Pop. Ordered 10 $ 6,784.27 $ 67,842.70 $ 67,842.70 600 $ 17,880.00 $ 17,880.00 30 $ 2,673.80 $ 84,000.00 $ 53,476.00 900 $ 3.47 $ 3,123.00 $ 1,041.00 $ 5,000.00 $ 6,800.00 30,000 $ 1.10 $ 33,000.00 100 $ 50.00 $ 5,000.00 5000 $ 2.42 $ 12,100.00 1000 $ 2.70 $ 2,700.00 10000 $ 0.20 $ 2,000.00 50 rms/14 dys $ 100.00 $ 70,000.00 20 rms/14 dys $ 100.00 $ 28,000.00 70 $ 151.00 $ 10,570.00 $ 5,000.00 Total $ 353,015.70 $ 140,239.70 CITY OF BEND UPDATED ADMINISTRATIVE ORDER DATED MARCH 16, 2020 of the City Manager of the City of Bend, Oregon DECLARING A LOCAL STATE OF EMERGENCY IN THE CITY OF BEND AS A RESULT OF COVID-19 PANDEMIC The City Manager of the City of Bend finds that: A. The following conditions have resulted in the need for a state of emergency declaration. B. COVID-19 (novel coronavirus) was declared a pandemic by the World Health Organization on March 11, 2020. C. Coronaviruses are a group of viruses that can cause respiratory disease, with the potential to cause serious illness or loss of life. Current indications suggest that individuals who are elderly and/or have underlying health conditions are most at risk from COVID-19. D. COVID-19 requires a significant amount of resources at the local level to keep the public and community informed and as safe as possible. E. On March 8, 2020, Governor Kate Brown declared a state of emergency due to the COVID-19 outbreak in Oregon (Executive Order No. 20-03), finding that COVID-19 has created a threat to public health and safety, and constitutes a statewide emergency under ORS 401.025(1). Governor Brown also issued guidance regarding group gatherings and social distancing to minimize potential opportunities for the COVID-19 to spread (Executive Order No. 20-05). F. The COVID-19 pandemic will create significant financial and other impacts to the community of unknown duration. G. I have been in regular contact with local agency leaders and public health experts, including the Deschutes County Health Services Director for countywide information and updates. The City has been closely monitoring updated information for the state through the Oregon Health Authority (OHA), and the Centers for Disease Control (CDC) for U.S. updates. The primary focus at the City is to restrict the spread of COVID-19 and to maintain the health of our workforce and the community so the City can continue to provide crucial City services. H. Pursuant to ORS 401.309(1), the governing body of a city may declare, by ordinance or resolution, that a state of emergency exists within the city. I. Pursuant to Bend Municipal Code (BMC) Chapter 1.60, if the City Manager determines that a state of emergency exists, the City may declare a state of emergency when "the health, safety or welfare of the City" is "threatened by a potential or actual natural disaster, accident, act of war or terrorism, disease, or other event or ongoing occurrence that results in an immediate and substantial threat to life, health or property." Section 1.60.010 sets out the actions the City can take, which include the ability to close or limit access to public places, other actions, and also broad authorization: "Any other action for the protection of safety, health, life or property." J. I have made reasonable efforts to inform the City Council of the need to declare an emergency. Pursuant to BMC Code Section 1.60.015, the City Council shall consider ratification of the Declaration of a State of Emergency at its next council meeting. The next meeting of the City Council is scheduled for March 18, 2620. The Declaration will also be submitted to the Emergency Manager for County Commissioner approval. Now, therefore, based on the above findings, THE CITY MANAGER OF THE CITY OF BEND ORDERS THAT: A Local State of Emergency is declared to exist throughout the City of Bend. 2. This Declaration of Local State of Emergency is effective immediately and will remain in effect until April 15, 2020, but may be extended in two -week increments so long as COVID-19 continues to pose an ongoing, immediate, and substantial threat to life, safety, health, or property in the City of Bend. By the ratification below, the City Council is asked to give the City Manager authority to extend this Declaration of Local State of Emergency, to be ratified by Council at subsequent regularly scheduled Council meetings. 3. To protect the health and safety of City employees, with input from the City Human Resource department, IT, legal and other City department heads, I have and will continue to develop emergency policies and guidance on the use of sick leave, vacation leave, telecommuting, meeting protocol, social distancing, identification of essential and non -essential staff for ongoing presence at City facilities, and other policies that will be in effect for the duration of the emergency. This may include limiting City staff interaction with the public and restricting access to City facilities, while seeking to preserve the continuation essential public services. 4. To eliminate exposure to and spread of COVID-19, and in support of state and federal guidelines for social distancing, the City of Bend is cancelling public project - based and standing committee meetings and open houses through April 8, at which time the City will review the information from the CDC and Deschutes County Health for updated decisions. • All project -based public meetings and/or open houses are cancelled. Page 2 of 4 • All standing advisory committee meetings and activities are cancelled. At this time, the next scheduled City Council meeting will occur, but with social distancing modifications including reduced meeting length, increased spaced between chairs and encouragement of livestreaming options. The City will continue to monitor and consider federal, state and local public health recommendations carefully in determining whether to cancel or continue future Council meetings during this emergency. Public hearings necessary to meet state -mandated land use review timelines may be held with the social distancing modifications described in the previous bullet point. 5. The City will not send shut-off notices or shut off water for non-payment of unpaid water bills while this emergency is in place, and may suspend enforcement of other utility billing department rules, regulations and code provisions, in the City's discretion. 6. To respond to the COV1D-19 Pandemic, the City may procure needed goods and services in accordance with ORS 279B.080 and without compliance with normal procurement procedures, redirect any necessary City funds for emergency purposes, and take any other actions set forth in Section 1.60.010 of the (BMC), including any actions necessary for the protection of health and safety. 7. Ail permitted special events of more than 250 persons are cancelled during this emergency. This number may be reduced if so ordered by state or federal authorities. 8. To respond to the crisis, and to particularly ease burdens on businesses and service sector workers, the City may relax or adjust enforcement of City codes, including but not limited to parking restrictions downtown and elsewhere in the City, sign code (e.g., allow sandwich boards signs without permits), and other Bend Code or Development Code provisions. 9. The City may adjust, waive, or defer permit fees, business registration fees, and adjust land use permitting processes (as legally allowed) to facilitate services during this emergency. Altered structures/uses may be required to be restored to their original configuration once this emergency is over. The City may also adjust, waive, or defer permit fees for building modifications or for other purposes for businesses, agencies and entities that are seeking to respond to this crisis. 10. The City may set up a small business stabilization fund, with eligibility criteria, for loss of income due to COVID-19. The program is anticipated to be available to all businesses based in Bend; federal regulations require that businesses provide proof of loss of revenue due to a destabilizing event. Subject to City Council approval, the program will establish the eligibility criteria, amounts available, and what the grant can be used for (generally operating expenses). 11. The City will take all necessary steps authorized by law to coordinate the Page 3 of 4 response and recovery of this emergency, including but not limited to, requesting assistance from the State of Oregon and Deschutes County. Dated this 16}h day of March 2020 City Manager, of Bend Ratified by City Council action on March 18, 2020 Attest: City Recorder, City of Bend Page 4 of 4 r I -tt �C f ��61 kre E I °FC f v.'� DA . E: 1�1arc1 1. < 0 TEMPORARY POLICY — RESPONSE TO NOVEL CORONAVIRUS / COVID-19 PURPOSE The purpose of this temporary policy is to recognize that the novel coronavirus, also known as COVID-19, has impacted Deschutes County locally. Our employees are at the forefront of our concern as we work to adapt quickly to this emerging public health threat and navigate new business practices in order to continue to serve our community to the best of our abilities. It is in times like these that our community may need our services the most. AUTHORITY This temporary policy is authorized by Deschutes County Code 2.04.055 (Executive Responsibility - Change of Succession - State of Emergency) and Board Order No. 2020-013, An Order Declaring a State of Emergency (section 5). APPLICATION This temporary policy applies to all County departments, offices, affiliated agencies, the Deschutes County 911 Service District, and elected officials (collectively, the "County"). DEFINITIONS Novel Coronavirus / COVID-19: A respiratory disease caused by a novel (new) coronavirus. The virus has been named "SARS-CoV-2" and the disease it causes has been named "coronavirus disease 2019" (abbreviated "COVID-19"). Curtailed Operations: A change or reduction to the routine services, service levels, activities and functions of any given office, department or division. Household Member: Any other person who resides in the employee's household. Medical Advice: Information or advice received from a medical professional. Quarantine: Quarantine separates and restricts the movement of people who were exposed to a contagious disease to see if they become sick. Social Distancing: Measures taken to restrict when, where, and how people gather to stop or slow the spread of infectious diseases. Social distancing measures include limiting large groups of people coming together, closing buildings, canceling events, and maintaining 6 feet of space between people during interactions. See County's Social Distancing and Meetings at Work - COVID-19 for details. Remote Work: A work arrangement in which the employee works outside the normal work site, often working from home. Deschutes County Public Health Department: The regional health authority for public health concerns in Deschutes County. GENERAL POLICY Deschutes County is following the guidance of the Oregon Health Authority (OHA), Centers for Disease Control (CDC), and Deschutes County Public Health Department. The County is adhering to the recommendations of these agencies regarding preventative measures including social distancing, quarantines, and possible curtailment of non -essential County functions. The County will continue to adjust as the recommendations of these agencies change. Directors and Elected Officials should do their best to support staff in implementing these guidelines to the best of their ability. Deschutes County's priority is to maintain essential services and critical business needs. If an employee's position provides critical business needs and essential services to the community as determined by the Department Director or Elected Official, or designee, the Director or Elected Official, or designee, may deny leave authorized under this temporary policy and direct the employee to perform their job unless the employee is not well enough to perform their job. The decision shall be based upon the Director or Elected Official, or their designee's, determination that the performance of employee's job duties is essential to the public service and the duties can't be performed otherwise. Beyond those employees who must maintain essential services and critical business needs for the community, this policy applies to all employees, and specifically those who fall into one of the following General Policy categories: 1. An employee or an employee's household member who is under observation, being monitored, or self -quarantined as directed by public health officials; 2. An employee or an employee's household member who has been diagnosed with COVID-19 and is directed by public health officials not to come to work; 3. An employee or a household member with health vulnerabilities who falls into one of the categories identified by the CDC as being at high risk for serious complications from COVID-19 and has been advised by a medical professional or public health authority not to come to work; 4. The school or daycare center of an employee's dependent has closed due to COVID-19, when other childcare options have been exhausted; 2 5. Supportive services for an employee's dependent (such as medical transportation, in -home care providers, etc.) are unavailable due to COVID- 19 which requires them to care for that dependent; 6. Public or alternative transportation is unavailable due to COVID-19 and an employee is unable to travel to and from work; OR 7. Employees who are sick with symptoms similar to COVID-19 and not allowed to return to work until 72 hours after symptoms resolve (without symptom reducing medication). REMOTE WORK The County reserves the sole discretion to determine whether or not an employee is able to work remotely. Remote work, if available, should be considered for employees who fall into one of the General Policy categories above. 1. When an employee is in a position to effectively utilize telecommuting capabilities or complete work remotely at home they may talk with their supervisor to gain approval and make appropriate arrangements for working remotely. Refer to the County's Remote Work Guidelines - COVID-19 for details. 2. A County's Remote Work Agreement form must be completed and signed by the employee and `supervisor. 3. Priority will be provided to an employee who meets one of the General Policy categories but is well enough to work. 4. When working remotely, employees must be available via computer or phone and provide a contact number where they can be easily and readily reached during their regular work day while working remotely. POLICY GUIDELINES 1. Employees who fall into one of the General Policy categories above and cannot perform remote work should add the comment 'COVID-19 ABSENCE' to account for the absence in NOVAtime. a. This comment does not identify whether or not an employee is ill; but instead is used for the sole purpose of tracking leave associated with the County's response to COVID-19. b. If employees utilize comment 'COVID-19 ABSENCE' must also complete the Coronavirus / COVID-19 Absence Form and turn it in to their supervisor before submitting a timecard with this comment reporting category. c. The supervisor will then forward the completed form to Human Resources via email at HR@Deschutes.org. Supervisors shall not retain a copy of this form in their supervisor file. 3 2. Employees who fall into one of the General Policy categories above and cannot perform remote work and experience absences due to COVID-19 and use the'COVID-19 ABSENCE' comment will not have those absences count as unscheduled absences as outlined in County's Leave Policy HR-14. 3. Employees who fall into one of the categories listed in the General Policy section above and cannot perform remote work must utilize their accrued leave per the County's existing leave polices, Personnel Rules, and Collective Bargaining Agreements for related absences. However, employees will be allowed to use any existing leave bank they may have available, including Sick Banks and Sick Vaults. 4. Employees who fall into one of the General Policy categories above and cannot perform remote work and have exhausted all eligible leave accruals will be allowed to incur: a. A negative TML, Vacation, or Sick leave balance up to the combined maximum equivalent of 2 weeks scheduled work; b. 30 days unpaid leave without the requirement to pay a pro -rated portion of their Health Insurance premium as outlined in the County's Leave Policy HR-14. EXCEPTIONS Exceptions to this temporary policy may only be granted by the County Administrator or designee. Any situation or circumstance not covered in this temporary policy shall be governed by existing County Personnel Rules, Policies, and Collective Bargaining Agreements. IMPLEMENTATION Department Directors and Elected Officials, or designee, are responsible for implementing this policy within their respective departments/offices. Observance of this policy is mandatory for all employees and violation may result in disciplinary action (up to and including termination). REVIEW This temporary policy shall be reviewed by the County Administrator at least every 14 days and updated or revoked as necessary. This temporary policy is only in effect during the time period covered by the COVID-19 Emergency Declaration issued by Deschutes County and/or the State of Oregon. RESOURCES 1. COVID-19 Employee Resources Area on InsideDC 2. Supervisor Resource Guide - COVID-19 3. Employee Resource Guide - COVID-19 4. Remote Work Guidelines - COVID-19 and Remote Work Agreement 5. Social Distancing and Meetings at Work - COVID-19 4