HomeMy WebLinkAbout20070820 - VI-03
VI-3
MARK J. HOLMES, CHIEF
115 West 5th Street
Hastings, Minnesota 55033-1815
HASTINGS FIRE DEPARTMENT
Business Office (651) 480-6150
Fax (651) 480-6170
TO: Mayor Hicks and City Council Members
FROM: Michael T. Schutt, Assistant Chief/Fire Marshal jVl<<
DATE: August 15,2007
SUBJECT: Pandemic Flu Plan
Description:
A Continuity of Service Operations Plan for the City of Hastings has been prepared in the
event of a pandemic flu outbreak.
Backe:round:
In January 2007, the State of Minnesota Department of Health and the Minnesota
Homeland Security and Emergency Management Division collaboratively requested each
city to prepare and test Continuity of Service Operations Plan in the event of a pandemic
flu outbreak.
A pandemic influenza is a simultaneous or wave-like outbreak of flu. It occurs when a
new influenza virus/subtype emerges for which people have little or no immunity and
spreads easily person-to-person. A pandemic, such as this, can sweep across the country
and around the world in a very short time.
The Center for Disease Control (CDC) estimates that if a pandemic flu outbreak were to
occur, it could affect 25-35 % of the population at any given time and 60% of all people
becoming ill over the course of event. These estimates could encompass 30% of city
staff being ill.
Over the winter and spring, staff met regularly to discuss, plan, and prepare for, in the
event of a pandemic flu outbreak. In April, as part of the City of Hastings' Employee
Safety Day, one of the training topics included Influenza.
FIRE SUPPRESSION
FIRE EDUCATION
FIRE PREVENTION
AMBULANCE SERVICE
Page 2
Mayor Hicks and City Council Members
August 15, 2007
Along with this, a Continuity of Service Operations Plan was prepared. On June 14,
2007, as required by the Minnesota Homeland Security and Emergency Management
Division, senior city staff performed a "table top drill" to increase our readiness and
exercise our plan. An "After Action Report" has been filed with this organization.
It should be noted that staff applied for and successfully received a grant in the amount of
$12,000 to increase community readiness by developing and exercising a Continuity of
Service Operations Plan and to increase community awareness of and preparedness for
pandemic influenza.
Requested Action:
Staff is recommending adopting the attached Pandemic Influenza Continuity of
Operations Plan. This plan will eventually become an annex to the City of Hastings
Emergency Operations Plan.
If you have any questions, please feel free to contact me on my cell phone at
651-775-5547 anytime.
I will be in attendance at the August 20, 2007, City Council meeting if you should have
any questions at that time.
Pandemic Influenza
Continuity of()'p~rationsPlan
August 2007
TABLE OF CONTENTS
I. PURPOSE ................ ...... ......... ........ ...... ...... ......... .... ........ 3
~ ~<:()~~ ........................................................................... 3
m. RESPONSffiILTIES AND OBJECTIVES ............................... 3
IV. PLANNmG ASSUMPTIONS ............................................... 4
V. OPERATIONS POLICIES ................................................... 5
VL PANDEMIC RESPONSE CHA.RT ......................................... 6
VII. PHASE RESPONSE ACTIVITIES ......................................... 7
vm. PRIORITIZATION OF SERVICES ....................................... 8
IX. PANDEMIC SERVICE PRIORITIZATION MATRIX ............... 11
X. DEPARTMENTAL SERVICE PRIORITIES ............................ 12
XL COMMU'NICATIONS PLAN ................................................ 16
A. Public Information Officer (PIO) .................. .................. ...... 16
B. Communications Committee ... ...... ... ...... ... ......... ... ... ...... ...... 16
C. City Department Heads .. . . . . . .. ... . .. ... .. . .. . . .. .. . .. . .. . ... .. . . . . .. . . . . . .. 16
XII. EMPLOYEE BEALm AND SAFETY .................................... 17
A. Disease Containment ...... ... ... ... ... ...... ... ... ... ... ... ... ... ... ... ...... 17
B. Reducing Risk from Infected Persons Entering the Workplace . . . . . ... 17
C. Department Head Responsibilities . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . ... 17
D. Pandemic Influenza Facts for Employees .............................. .., 18
E. Social Distancing . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 20
F. Workplace Cleaning . .. . . . . . . . . . .. . .. . . . . . . . . .. . . . . .. . . . ... . . . . . . . . . . .. . . . .. . 20
G. Hand Hygiene .. . .. . . . . .. . .. . . .. . .. .. . .. . . . . . .. . . . . .. .. . ... ... . . . .. . .. . ... . ... 21
H. Pandemic Influenza Vaccine ...... ... ... .,. ... ... ... ...... ... ...... ... ..... 22
I. Antiviral Medications .. . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . .. . . . . . 22
J. Personal Protection Equipment (PPE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . _ . . 22
K. Heating, Ventilation and Cooling (IN AC) .. .. .. . . . . . . . . . . .. . .. .. .. .. . . . 22
L. Management of III Employees ... ... ......... ... ." ... ... ...... ... ... ...... 22
xm. HUMAN RESOURCE CONSIDERATIONS ............................. 24
XIV. ATTACHMENTS LIST ....................................................... 25
Attachment 1 - Pandemic Influenza Overview . . .. . .. . .. . . .. . .. . .. . . . .. . . . . . . 26
Attachment 2 - Definitions ........................... ... ... ............ ......... 27
Attachment 3 - Leadership Succession and Delegation of Authority . . . .. 28
Attachment 4 - Suspect Influenza Form ...... ...... ... ... ... ... ...... ... ...... 30
Attachment 5 - Product and Service Providers Form ... ...... ... ... ... ... ... 31
Attachment 6 - Employee Health and Safety Information ................... 32
Pandemic Influenza Continuity if Operations Plan
2.
PANDEMIC INFLUENZA
CONTINUITY OF OPERATIONS PLAN
I. PURPOSE
The purpose of this plan is to provide an effective coordinated response to a
pandemic influenza outbreak or similar occurrence in order to maintain essential
city services. Under this plan, the city will utilize the National Incident
Management System and all provisions of the current City of Hastings
Emergency Operation Plan.
n. SCOPE
Throughout this plan references will be made to Pandemic Influenza. This does
not limit the use of the plan to influenza related outbreaks only and should be
interpreted to include any large scale outbreak of infectious disease.
Each city department will be prepared to function with a temporarily reduced
work force (up to 40%) while continuing to provide services to the community
during a pandemic occurrence or outbreak. This plan outlines operational
concepts for responding to a public health challenge that could seriously impact
the citizens and economy of Hastings. It delineates departmental responsibilities
and provides for effective notification procedures.
The plan identifies and prioritizes essential city services. The plan also describes
the role and responsibilities of each city department in the provision of these
services. The plan will be periodically exercised and evaluated.
m. RESPONSmILITY AND OBJECTIVES
The Mayor of the City of Hastings, in consultation with the City Council and the
City Administrator shall have the authority and responsibility to direct the
implementation and termination of the use of this plan. Under the direction of the
Mayor, the Emergency Management Team will coordinate actions taken under the
Hastings Emergency Operations Plan (EOP) and the Pandemic Influenza
Continuity of Operations Plan (COOP).
Each department within the City of Hastings shall be familiar with the Hastings
EOP and this COOP and shall be responsible to carry out all the duties as
described in these plans as they apply to the individual department and situation.
Pandemic Influenza Continuity of Operations Plan
3.
Each Department Head is responsible for maintaining records of departmental
activities taken to mitigate an influenza pandemic. Daily reports of absence within
the department may be necessary to evaluate the condition of the workforce.
The objectives of the City of Hastings are as follows:
1. To minimize the health impact of a pandemic on our citizens and
employees.
2. To provide uninterrupted essential City services.
3. To minimize the economic impact of a pandemic on our community.
4. To support the Dakota County Health Department in conjunction with the
Minnesota Department of Health in response to a pandemic and providing
for a public health response.
IV. PLANNING ASSUMPTIONS
Pandemic Influenza or similar widespread disease outbreaks present unique
challenges not otherwise covered by the City's Emergency Operation Plan.
Therefore, this plan was developed to address these considerations and to prepare
the city for the potential impact of such an event.
In developing this plan, certain assumptions based on predictable worst case
scenarios were necessary. Following is a breakdown of these assumptions.
1. There may be little advanced warning of a potential outbreak.
2. The pandemic could progress from one level to another more rapidly than
expected.
3. A pandemic could be lengthy and may progress in waves of different
severity.
4. Effective treatments or vaccines may not be available for months if at all.
5. As much as 40 percent of the work force could be out during peak weeks
of an outbreak.
6. Up to 2 percent of the affected employees may die.
7. Staffwill need to be cross-trained to provide essential services.
8. Service from vendors and outside contractors may be curtailed or
unavailable.
9. Mutual aid from other agencies may be severely impacted.
Pandemic Influenza Continuity of Operations Plan
4.
v. OPERA nONS POLICIES
The Dakota County Health Department priorities in an Influenza Pandemic
response will be: communication of medical information, disease surveillance,
vaccine delivery, distribution of medications and disease control. The City of
Hastings will maintain communication with the Dakota County Health
Department and will implement recommended procedures that promote the health
and safety of employees.
The World Health Organization (WHO), the Department of Health and Human
Services (HIlS), the Center for Disease Control (CDC) and the Minnesota
Department of Health (MDH) are on the alert for any signs of an emerging
pandemic.
The WHO has established six phases of alert for informing the world's population
of the threat extent of a pandemic.
The City of Hastings will respond to a pandemic using the WHO Phases as a
guide and will refer to WHO Phases when referring to response phases for the
City. Notification of WHO status from the Minnesota Department of Health will
be used as the impetus to implement the plan.
The following chart describes the basic actions that will be taken in response to
the different WHO phases as they would be relayed to the City of Hastings.
Actions taken under each phase will usually continue into the next phase.
Effectiveness will be monitored continuously and adjustments may be made when
needed.
Pandemic Influenza Continuity qfOperations Plan
5.
VI. HASTINGS PANDEMIC RESPONSE CHART
Pandemic bifluenza Continuity if Operations Plan
6.
VII. PHASE RESPONSE ACTIVITIES
The following further describes activities suggested during the Response Phases.
City of Hastings Response under WHO Phase 1
· Educate employees on current pandemic flu information
· Assist the Dakota County Health Department in educating residents and
businesses.
· Contact local agencies and media to coordinate information releases
· Review alternative staffing options and cross training required
· Prepare individual department response plans
City of Hastings Response under WHO Phase 2
· Encourage residents and employees to stock emergency supplies at their
residences.
· Check city's emergency and essential supplies.
· Provide detailed infonnation to employees on hygiene policies.
· Fully stock PPE for employees.
· Complete Product and Service Providers Forms (Attachment 5).
City of Hastings Response under WHO Phase 3
· Advise employees of standby status
· Develop briefing method for all employees to keep them informed.
· Contact Minnesota Department of Health to coordinate news briefings.
· Explore sick leave policy modifications.
· Cancel employee leave and vacations.
· Check with current outside vendors to check on their preparedness.
City of Hastings Response under WHO Phase 4
· Brief all employees daily on new information.
· Contact HESM to request an emergency declaration.
· Provide daily reports to the Dakota County DEM.
· Limit person to person contact.
· Cancel or reschedule meetings when possible.
· Use teleconferencing in place of meetings.
· Enforce strict hygiene policies within the workplace.
· Activate the EOC if needed.
· Cancel public activities and gatherings when feasible.
Pandemic lrifluenza Continuity qfOpcrations Plan
7.
City of Hastings Response under WHO Phase 5
· Monitor employees for signs of the disease.
· Staff priority services by obtaining outside assistance.
· Reassign staff where possible to cover essential services.
· Consider which employees could work from home.
City of Hastings Response under WHO Phase 6
· Enforce any state directed procedures to limit spread.
· Assist Department of Health with distribution of medical supplies.
· Assist the coroner's office with burials.
City of Hastings Response - Post Pandemic
· Facilitate a return to normal operations.
· Brief the public and employees on the status of the pandemic.
· Review successes and failures encountered during the pandemic.
· Make any changes to this plan as needed.
· Encourage continued health precautions.
vm. PIDORITIZATION OF SERVICES
The City of Hastings will need to prioritize the services provided during a
pandemic. The ability of the City to provide services to the residents will be
adversely impacted at the same time that demand for services will increase. The
City will continually review which services are essential and which services can
be temporarily curtailed or reassigned.
The City of Hastings considers the following factors when establishing service
priorities:
· Health, welfare and safety of employees
· Health, welfare and safety of citizens
· Economic impact of not providing or delaying service
· Impact of performing or not performing services
· Ability to provide services during a pandemic
· Availability of alternate methods of delivering services
As recommended in the Minnesota Department of Public Safety Division of
Homeland Security and Emergency Management (HSEM) Local Jurisdiction
Service Continuation Planning Guide, the following guidelines are used by the
City of Hastings in determining service priorities.
Pandemic Influenza Continuity of Operations Plan
8.
Priority One (Immediate threat to public health, safety or welfare)
These activities must remain uninterrupted. Generally, these include departments
and facilities that operate 24 hours a day and/or 7 days a week. (If the service
closes on a weekend or holiday, it is not a Priority One service.) This category
includes:
· Fire suppression/rescue service
· Law enforcement
· Ambulance Service
· Dispatch Service / 911
· Water/sewer treatment operations
· Emergency road repair
· Emergency Operations Center Staffing
· Snow removal from roadways
· Maintaining building HV AC systems
· Emergency or disaster response
Priority Two (Direct economic impact, constitutionally or statutorily mandated
time frames, or civil disorder may develop if not performed in a few days)
These activities may be disrupted temporarily or might be periodic in nature, but .
must resume within a few days. This category includes:
. Processing payroll . Emergency procurements
. City Council meetings . Emergency contracts
. Legal services . Insurance payments
. Payment to vendors . Disaster recovery assistance
. Emergency equipment repair . Phone service
. Cleaning and disinfecting facilities . Time sensitive inspections for
during a pandemic construction activities
. Maintaining BldgIHV AC . City Council meetings
Priority Three (Regulatory services required by law, rule or order that can be
suspended or delayed by law or rule during an emergency)
These activities may be disrupted temporarily (Several days to six weeks) but
must be re-established before the pandemic wave is over. This category includes:
.
Mail services
License renewals
Issuing building permits
General inspections services (not time
sensitive)
Vehicle maintenance
.
.
.
.
Pandemic [1ifluenza Continuity of Operations Plan
· Collective bargaining with labor unions
· Grant and contract management
· Project management
· Investigation of complaints
· Filling job vacancies
· Maintaining City website
9.
Priority Four (All other services that could be suspended during an emergency and
are not required by law or rule)
These activities may be deferred for the duration of a pandemic in:t1uenza wave.
This category includes:
. Educational programs . Crime and fire prevention programs
. Training . Grounds maintenance (lawn mowing)
. Research . Internal audit
. Recreational programs . General maintenance programs
. Reception desks . Financial analysis
Pandemic Influenza Continuity if Operations Plan
10.
IX. PANDEMIC SERVICE PRIORITIZATION MATRIX
Is this service in operation 24/7/365 including holidays or weekends, or is the
service required as part of an emergency response?
YES
If yes, this is a:
Priority Service ONE
NO
See below.
Will the lack of this service result in direct economic impact to employees or
citizens?
YES
If yes, this is a:
Priority Service TWO
NO
See below.
Will disruption of this service result in large-scale public unrest or panic?
YES
If yes, this is a:
Priority Service TWO
NO
See below_
Is this a service required by a statute that can only be delayed a few days or
can be suspended by an emergency declaration or executive order?
YES
If yes, this is a:
Priority Service THREE
NO
If yes, this is a:
Priority Service FOUR
Pandemic Influenza Continuity qfOperations Plan
11.
X. DEPARTMENTAL SERVICE PRIORITIES
Each department has prioritized and shall continue to prioritize their department
activities according to the information in sections vm and IX. The table below
briefly categorizes current activities.
ADMINISTRATION
1
Extend licensin deadlines
2
1
COMMUNITY RELATIONS
1 Release of public information via news releases 1 1
and website
2 Direct media and ublic in uiries to ro er staff 1 1
3 Postin ofl aI documents and announcements 1 1
3 Provide marketing support for economic 1 1
develo ment
BUILDING
Pandemic lrifluenza Continuity ofOperaLions Plan
12.
FINANCE
1
1
1
1
1
1
2
2
2
3
4
2
1
2
1
1
1
1
1
1
2
1
3
1
2
1
1
2
1
1
2
2
1
FIRE/AMBULANCE
1
1
lor2
2
3
HRA/HPC/EDC
Pandemic ltifluenza Continuity ofOpemtiQ1lS Plan
13.
IT
1
1
Essential communications network
U datin Ci web site with announcements
3
2
1
1
FACll..ITIES MAINTENANCE
Maintain HV AC in essential buildin
Cleanin and disinfectin of work buildin
PARKS AND RECREATION
1
1
4
4
if needed for E
9
2
9
2
3
1
3
1
PLANNING
Pandemic lnjluenza Continuity ofOperalions Plan
14.
POLICE
1
1
lor2
1
1
lor2
3
30r4
In- ro ress crime caD res onse
Medical res onse
Investi ations
Crowd control
Su ort Services
Traffic enforcement
Code enforcement
Non-crime caDs for service
3- 47
3
1-7
3-47
2-6
3-27
3-47
3
2
3-47
2-6
3-27
3- 27
3-27
Have 27 Officers to caD in needed as weD as 20
Reserve Officers to assist various duties
PUBLIC WORKSIENGINEERING
1 WaterlW astewater Utilities and Hydropower 7 3
Plant essential maintenance
1 SnowlIce removal/maintenance 13 9
1 Fleet maintenance 2 1
1 Eme enc locates 1 1
3 Road maintenance 7 4
TRAC
Pandemic Influenza Continuity ofOperalions Plan
15.
XI. COMMUNICATIONS PLAN
The City recognizes the necessity of an effective plan to communicate with
employees, residents, vendors, contractors, businesses, schools, other
governmental agencies and the media during a pandemic.
The City Emergency Management T earn shall be responsible for activation of this
Communications Plan as deemed necessary. A Communications Committee may
be established and may consist of the Mayor, Emergency Management Team,
City Administration and any department heads designated by the City
Administrator.
A. Public Information Officer (PIO)
Under this plan, the Public Information Officer (PIO) for the City of Hastings is the
Mayor. If the Mayor is unavailable, the City Administrator or Community Relations
Specialist would serve as the alternate PIO. These individuals would be given access
to all information necessary to carry out their roles as PIO for the City of Hastings.
B. Communications Committee
The Communications Committee, under the direction of the Emergency Management
Team, is charged with the following responsibilities:
1. Support the City PIO in the dissemination of emergency public information.
2. Establish coordinated news conferences, news releases and determine schedules
for media briefings.
3. Prepare and disseminate educational and rumor control information through the
City's various media outlets; including but not limited to the City web site,
Newspapers, Cable TV, local radio and pamphlets.
4. Coordinate actions with the designated PIOs representing other state and federal
agencies, voluntary agencies and local governments involved in the emergency
response.
5. Coordinate actions with the designated PIOs from any businesses and industries
that have direct involvement in the response to and recovery from a pandemic.
6. Monitor media reports and other sources to identifY unanticipated public health
concerns, rumors, and other issues that may arise during an event.
7. Manage requests for, and release of, information through the Communications
Committee.
8. Coordinate communications among all city departments.
C. City Department Heads
Department Heads will assist with the following public information tasks:
1. Support the City PIO in the dissemination of emergency public information.
Pandemic Influenza Continuity of Operations Plan
16.
2. Provide pertinent information to the City PIO concerning the emergency
situation.
3. Distribute various disaster response and recovery-related documents intended for
public use.
4. Coordinate and distribute intelligence information.
XII. EMPLOYEE HEALTH AND SAFETY
During a pandemic, the protection of the health of employees is of paramount
importance. It is critical in these situations to limit the exposure of employees to
humans and animals that may be infected.
A. Disease Containment
A number of disease containment measures may be considered including the
following:
1. Self-shielding by self-imposed exclusion from infected persons or those who
may be infected (e.g., staying home). Self-shielding is the most effective
measure that can be taken at the individual level to prevent infection.
2. Social distancing by reducing interactions between people to reduce the risk
of disease transmission.
3. Closing departments or canceling operations for a period of time similar as
to what might be done during a major storm.
4. The use of personal protective equipment (PPE) such as hand hygiene
products, tissues, masks and gloves.
5. Isolation by restricting the movement or separation of persons ill or infected
with a contagious disease.
6. Quarantine by restricting the movement or separation of well persons who
are likely to have been exposed to a contagious disease.
B. Reducing Risk from Infected Persons Entering the Workplace
During a pandemic, workplace visitors should be limited to those essential to the
operation of City.
C. Department Head Responsibilities
Department Heads will ensure:
1. Employees receive information about pandemic influenza, including
information regarding how to prevent transmission of the virus with hand
hygiene, environmental cleaning, and social distancing via departmental
meetings, brochures, newsletters, employee notice boards, and information
included with pay stubs.
Pandemic Influenza Continuity of Operations Plan
17.
2. Visual alerts are posted at entry points to the facility, advising staff and
visitors not to enter if they have symptoms of influenza.
3. Adequate supplies of tissues, hand hygiene products (e.g., soap and water,
paper towels, alcohol-based hand rubs), cleaning supplies, and masks are
available for employees.
4. Visual alerts with key infection control messages (hand hygiene, covering
coughs and sneezes, and social distancing) are posted in the workplace.
5. Decontamination stations consisting of antibacterial wipes and towels are
stationed at entrances to city buildings.
6. Shared work areas such as desktops and tables, and frequently touched
surfaces such as door handles, stair rails, etc., are cleaned and disinfected at
least between shifts or more often if possible. Routinely used cleaning
products (EP A-registered disinfectants, bleach solution) may be used.
7. ill employees are excluded from the workplace.
8. Employees receive information on and are encouraged to practice Social
Distancing measures.
D. Pandemic Influenza Facts for Employees
Employees should be made aware of the following facts regarding pandemic
influenza.
· Influenza is a respiratory disease that spreads easily from person to person.
Do not come to work if you are ill or if you have any symptoms of
influenza.
· The symptoms are fever, headache, fatigue, weakness, sore throat, cough,
difficulty breathing, and muscle or joint aches and pains. The symptoms
usually occur suddenly.
· Influenza is spread by coughs and sneezes. Cover your nose and mouth
with a tissue or your upper arm when you are coughing, sneezing or
blowing your nose. Discard used tissues and clean your hands
immediately.
· Influenza is also spread when someone touches their eyes, nose, or mouth
with hands contaminated by discharges of the nose or throat of infectious
people. Keep your hands away from your eyes, nose and mouth. Keep
your hands clean to minimize the risk of infecting yourself with influenza
VIruS.
· Influenza virus is readily destroyed on hands by cleaning them with soap
and water or alcohol-based hand rubs.
· To clean your hands with soap and water: lather them with soap and water
(it is not necessary to use an antibacterial soap), rub hands together
vigorously for 15-20 seconds, rinse hands thoroughly with water, and dry
hands with a clean cloth, paper towel or automatic hand dryer.
· To clean hands with an alcohol-based hand rub: use a product that
contains at least 60% alcohol, put enough rub on one palm to cover all
Pandemic Influenza Continuity of Operations Plan
18.
surfaces of both hands, and rub hands together covering all surfaces of the
hands and fingers until dry.
. Avoid exposure to the saliva of other people by not sharing glasses and
eating utensils, etc.
Differences between Influenza and the Common Cold
-~-----~--~~~~---
~ - ,~- ,- - - ,>"....,- - + ~ ~- ~ - . - - - ~ +, - - - ~':;'"' -,." ~
-
- ~ . ,
+ . , - ,- - -~ ~ ~ ~ - ~ ~ ~ ~ - -- -. -,----
---------~-------~-~----------------
,
Fever Usual., sudden onset, and Rare
lasts 3-4 days.
Headache Usual and can be severe Rare
Aches and pains Usual and can be severe Rare
Usual and can last 2-3
Fatigue and weakness weeks for more after the Sometimes, but mild
acute illness
Debilitating fatigue Usual., early onset, and can Rare
be severe
Nausea, vomiting, diarrhea In children <5 years old Rare
Watering of the eyes Rare Usual
Runny, stuflY nose Rare Usual
Sneezing Rare in early stages Usual
Sore throat Usual Usual
Chest discomfort Usual and can be severe Sometimes, but mild to
moderate
Respiratory failure; can
Complications worsen. a chronic Congestion or earache
condition; can be life
threatening
Fatalities Well recognized Not reported
Pandemic Influenza Continuity of Operations Plan
19.
E. Social Distancing
Social distancing refers to reducing the frequency of contact between people.
Social distancing is encouraged for those employees remaining in the workplace;
and ill employees who are excluded from the work place. All employees will be
informed of social distancing practices.
Department heads may implement the following Social Distancing strategies:
· Arrange for employees to work from home when practical.
· Encourage flexible work schedules for employees who must be in the
workplace to minimize contact with other employees.
· Minimize face-to-face contact with others by using telephone or the
Internet to conduct business including with other employees in the same
building.
· Separate work teams into different work locations if possible.
· Stagger work shifts to minimize contact between employees.
· Avoid unnecessary travel.
· Cancel or postpone non-essential meetings, gatherings, workshops, and
training sessions.
· Allow an interval between shifts to thoroughly ventilate the work site by
either opening doors and windows or using the HV AC system.
· Encourage bringing lunch from home and eating away from others (avoid
the lunch room, cafeteria, and crowded restaurants).
· Introduce staggered lunchtimes to limit the number of people in the lunch
room at one time.
· Limit unnecessary employees congregating to socialize. Employees should
be instructed to do what needs to be done and then leave the area.
· If a meeting is necessary, minimize meeting times and use large meeting
rooms. Advise employees to sit as far from others as possible (>3 feet).
· Avoid shaking hands or hugging other people;
· Use stairs instead of crowded elevators.
· Set up systems where clients can request information via phone, email,
and fax.
· Have information ready for fast pickup or delivery.
F. Workplace Cleaning
Influenza virus can survive on nonporous surfaces up to 24-48 hours. The transfer
of bacteria and viruses from environmental surfaces to people occurs largely by
hand contact with the surface followed by inoculation of the mucous membranes
of the eyes, nose, or mouth by contaminated hands. Cleaning frequently touched
surfaces can help reduce the risk of influenza transmission
Pandemic Influenza Continuity of Operations Plan
20.
In a pandemic, there will be a shortage of cleaning staff and they may be working
other than normal business hours to reduce workplace exposure. Therefore, all
employees may need to assist with cleaning their facilities.
. Cleaning should focus should on cleaning frequently touched swfaces and
items in areas where employees are working (not all areas of a building
may be used in a pandemic). Routine tasks such as vacuuming and dusting
should be suspended.
. Normal vacuuming and dusting should be avoided during a pandemic to
reduce the spread of dust particles that could contain influenza virus.
Dusting should be damp, not dry. Any vacuuming should be done using
vacuums with high-efficiency particulate air (HEP A) filter.
. Shared work areas such as desktops and tables, and frequently touched
surfaces such as door handles, stair rails and faucet handles should be
disinfected between shifts and more often if possible.
. Telephones and other equipment should not be shared or should be
disinfected between users.
. Cleaning supplies should be made available for use by all employees.
Specialized cleaning solutions are not needed and routine cleaning
products (EP A-registered disinfectants, bleach solution) may be used'
· If bleach solution is used, mix ~ cup household bleach and one gallon of
water. New solution should be mixed fresh daily.
· Persons performing cleaning duties should wear cleaning gloves and
should clean hands after removing gloves.
. Remove non-essential items (e.g., magazines/newspapers) from common
areas (such as lunch rooms).
G. Hand Hygiene
Transmission of influenza virus can occur from hands contacting articles freshly
soiled with nose or throat discharges from an ill individual. Frequent hand
cleaning destroys germs that have been picked up from other people,
contaminated surfaces, or animals and animal waste. Employees should take
responsibility for keeping their hands clean and for minimizing hand contact with
environment surfaces to reduce contamination to or from the surfaces.
· Hand hygiene is a simple and important step in preventing the spread of
infectious diseases, including influenza.
· Hand cleansing can be performed with either soap and warm water or
waterless, alcohol-based hand sanitizers.
· Influenza virus is readily inactivated by both soap and water and alcohol
based hand rubs.
. Antibacterial hand wash products are not required because routine
products, along with proper techniques will inactivate influenza virus.
Pandemic Influenza Continuity if Operations Plan
21.
H. Pandemic Influenza Vaccine
If a vaccine for the pandemic influenza virus strain is available, the Minnesota
Department of Health or Center for Disease Control (MDWCDC) will detennine
priority groups for vaccine and will inform the public on how the vaccine will be
used. It may take six months or more from the beginning of the pandemic to
develop and manufacture the vaccine. Employees should always be encouraged to
receive the annual seasonal influenza vaccine unless contraindicated for health
reasons.
L Antiviral Medications
Antiviral medications may play a role in the treatment and prevention of
pandemic influenza. Unlike a pandemic influenza vaccine, antiviral medications
are already available. However, the supply may be limited during a pandemic and
the medications may not prove to be an effective treatment or prevention tool for
pandemic influenza. If antivirals are available and thought to be useful,
MDWCDC will determine priorities and methods for dispersal.
J. Personal Protection Equipment (PPE)
Employees whose work involves close contact with humans or animals known or
suspected to be infected with avian or pandemic influenza will be provided
appropriate personal protective equipment (PPE). The need for PPE by
employees whose regular duties do not involve probable contact with infected
humans or animals will be evaluated on a case-by-case basis.
K. Heating, Ventilation, and Air Conditioning (BV AC) Systems
There is evidence that influenza can spread more easily in inadequately ventilated
indoor spaces. In order to assure adequate ventilation, HV AC systems will be
maintained regularly according to appropriate standards and building codes.
Filters will be cleaned or changed frequently.
L. Management of Dl Employees
The latest Minnesota Department of Health (MDll) recommendations should be
followed regarding management of employees who become ill at work and the
identification of workplace contacts (Attachment 4).
1. Employee Becomes ill at Work
Pandemic Influenza Continuity if Operations Plan
22.
If an employee feels ill or observes another person exhibiting influenza symptoms
at work, they should contact their supervisor immediately. The supervisor will
determine if the employee has influenza symptoms by using the Influenza-Like
Screening Form as depicted below.
If the employee does not have any symptoms listed in the Influenza-Like Illness
Screening Form, the employee is unlikely to have influenza. The ill employee
should still be advised to go home as soon as possible, contact their healthcare
provider and keep their supervisor aware of their health status.
If the ill employee has any of the symptoms listed on the Influenza-Like Illness
Screening Form;
. Consider the ill employee to be a possible pandemic influenza case.
. Provide a mask for the ill employee and instruct them to wear it
immediately to help prevent exposure to other employees or the public.
. Advise the ill employee to leave the workplace immediately and to contact
their healthcare provider.
. Advise the ill employee to avoid public transportation if possible. If the
use of public transportation cannot be avoided, If the ill employee must
use public transportation; advise the employee to clean their hands before,
wear a mask and stay as far from other passengers as possible.
. Isolate any ill employee who cannot immediately leave the workplace
because of transportation or other issues.
. Inform the department head when the ill employee has left the workplace.
. After the ill employee has left the workplace, have their workspaces
cleaned and disinfected.
. Advise an ill employee not to return to work until they are healthy and no
longer infectious using the current MDH/Center for Disease Control and
Prevention (CDC) definition of the infectious period for pandemic
influenza.
. Complete a Suspect Influenza Case Form (Attachment 4).
Influenza-Like IDness Screening Form
Ask the ill person if they have any of the following symptoms:
*
*
*
*
*
Fever (feels feverish and hot)
Headache
Fatigue or weakness
Sore throat, cough, or difficulty breathing
Muscle or joint aches or pains
An ill person with any of the above symptoms should be
considered a suspect case of pandemic influenza.
Pandemic Influenza Continuity qfOperations Plan
23.
2. Return to Work of a Recovered Individual
Employees who have recovered form pandemic influenza will have developed
immunity to the pandemic influenza strain and re-infection is unlikely. Encourage
them to return to work as soon as they are healthy and no longer infectious.
XIII. HUMAN RESOURCE CONSIDERATIONS
At any time during a pandemic, a significant number of City employees may be
absent or unable to perform their normal duties. The City may implement
temporary policy changes as recommended by the City Administrator and
approved by the City Council. These changes may include training, travel, use of
leave or compensatory time, family and medical leave, and alternate job duties or
assignments.
Pandemic Influenza Continuity of Operations Plan
24.
ATTACHMENTS LIST:
Attachment 1
Attachment 2
Attachment 3
Attachment 4
Attachment 5
Pandemic Influenza Overview
Definitions
Leadership Succession and delegation of Authority
Suspect Influenza Form
Product and Service Providers Form
Pandemic lrifluenza Continuity if Operations Plan
25.
ATTACHMENT 1
PANDEMIC INFLUENZA OVERVIEW
Pandemic Influenza poses one of the most significant known potential threats to public
health. Pandemics differ from the seasonal influenza outbreaks that occur almost
annually. Although seasonal influenza accounts for thousands of deaths in the United
States each year, the populace tends to develop some natural immunity and vaccines are
effective in helping to control the disease. Pandemic influenza occurs when a
dramatically different strain of the virus emerges that few, if any, people have immunity.
This lack of any immunity allows the virus to spread rapidly affecting large numbers of
people worldwide.
There have been three Pandemic Influenza outbreaks in the last century. The most serious
of these occurred in 1918. The pandemic spread throughout the country in less than a
month. With the increased mobility of the populace, it is likely that a pandemic today
could spread even faster.
A number of things can be assumed about any future pandemic. It is likely that many
people of all ages will become ill. An effective vaccine will probably not be available for
four to seven months. There will be huge demands for health care services and antiviral
medications may be in short supply. The pandemic will affect both the workforces and all
areas of daily life.
There is increasing concern about the potential for a pandemic to arise from the
widespread avian influenza (H5NI) outbreak across several continents. Although many
officials believe it is inevitable that future influenza pandemics will occur, it is difficult to
predict the severity or timing of the next pandemic. It is unknown whether it will be
associated with the current H5Nl strain or an entirely different strain.
Unlike other natural disasters, where disruption to business operations is usually
infrastructure-related; disruption in the event of a pandemic would be human-resource
oriented.
In the event of a pandemic, the goal is to control the spread of the disease to minimize the
numbers who become ill. Vaccinations may be the most effective, but it is likely that
effective vaccines will not be available for many months following the onset of a
pandemic. Existing antiviral medications mayor may not be effective in treating the
illness. More basic control strategies such as social distancing, improved hygiene,
isolation, and quarantine will be important in controlling the spread of disease.
Pandemic Influenza Continuity of Operations Plan
26.
DEFINITIONS
Avian Influenza
Contact
Hand hygiene
Human-t.....human
transmission
Infection control
Infectious disease
Influenza
~Iation
Pandemic Influenza
Personal Protective
Equipment (PPE)
Quarantine
Respiratory etiquette
Seasonal influenza
Social distancing
ATTACHMENT 2
Avian influenza or bird flu is a disease affecting millions of birds worldwide
between 2003 and 2006. The H5Nl avian influenza virus, although primarily a
disease of birds, has infected a small number of people after close contact with
infected birds.
Contact refers to someone who has been in close proximity with an individual of
animal infected or suspected of being infected with an infectious disease.
Hand hygiene is the thorough cleaning of ones hands done with soap and water,
hand sanitizer, or hand wipes.
Human-to-human transmission refers to an infectious disease passed from one
person to another.
Infection control describes a number of measures designed to detect, prevent, and
contain the spread of infectious disease.
Infectious diseases are those that can be transmitted by contact with an infected
individual or animal, their discharges, or with an item touched by them.
See "seasonal influenza".
Isolation is when sick people remain in one place (e.g. home, hospital) away
from other members of the public.
Pandemic influenza, or pandemic flu, occurs when an influenza virus: 1)
develops and there is little or no immunity (protection due to previous infection
or vaccination) in the human population; 2) is easily passed from human to
human; 3) is widespread; and, 4) causes serious illness in humans.
PPE is clothing or equipment worn to protect against a hazard including an
infectious disease. It includes masks, gloves or any combination of items
designed to cover some or all of the body.
Quarantine is when people who have been in close proximity to an infected
person remain in one place, away from the general populace.
Respiratory etiquette refers to good coughing and sneezing manners. It involves
covering the nose and mouth when sneezing, coughing, or blowing the nose and
discarding used tissues.
Seasonal influenza or "the flu" is a common infectious disease. In the United
States, flu season usually occurs between December and March. The common
influenza virus is one that changes easily. However, there is usually enough
similarity in the virus that the general population is partially immune from
previous exposures, infections or vaccinations.
Social distancing is the reduction in the frequency and closeness of contact
between people to limit the spread of infectious diseases.
Pandemic lrifluenza Continuity of Operations Plan
27.
ATfACHMENT3
LEADERSHIP SUCCESSION AND DELEGATION OF AUTHORITY
During a pandemic, management of a department may need to be delegated to a
designated alternate in order to maintain continuity within the department. The
designated person is authorized to perform all operational tasks normally performed by
the Department Head unless otherwise specifically limited.
If the designated individual is unavailable, authority will pass to the next individual on
the list. "Unavailable" is defined as:
· The designated person is incapable of carrying out the assigned duties by reason
of death or disability.
· The designated person is unable to be contacted or respond within a reasonable
time.
· The designated person has been assigned to other priority emergency activities.
Administration Leadership Succession
Department Head:
Second:
City Administrator
Assistant City Administrator
Building Department Leadership Succession
Department Head: Building Official
Second: Building Inspector
Planning Department Leadership Succession
Department Head:
Second:
Third:
Planning Director
Associate Planner
Associate Planner
Finance Department Leadership Succession
Department Head:
Second:
Finance Director
Assistant Finance Director
Fire Department Leadership Succession
Department Head:
Second:
Fire Chief
Assistant Fire ChieflFire Marshal
Pandemic l1ifluenza Continuity of Operations Plan
28.
Information Technology Leadership Succession
Department Head:
Second:
IT Director
Senior Support Specialist
Parks & Recreation Leadership Succession
Department Head:
Second:
Third:
Parks and Recreation Director
Parks Superintendent
Aquatic Manager
Police Department Leadership Succession
Department Head:
Second:
Third:
Chief
Lieutenant
Lieutenant
Public Works Leadership Succession
Department Head:
Second:
Third:
Public Works Director
Public Works Superintendent
Public Works Supervisor
Engineering Leadership Succession
Department Head:
Second:
Third:
Public Works Director
City Engineer
Engineering Supervisor
Pandemic Influenza Continuity of Operations Plan
29.
ATfACHMENT 4
- - - - - ---- ~ - -~ - - ~ - -J_ - ~ - -- --- - .-
- - - - - -- - -
-
- -
Name: Date: o Visitor Date of Birth:
o Employee
.Job Title: Worksite: Location of Isolation:
Address:
Telephone no:
(Work) (Home) (Other)
Symptoms:
o Fever - Time of onset o Body aches
o Dry cough o Fatigue
o Cold or chills o Other:
Healtbcare referral:
Notes:
Close contacts during previous 2 days:
Name: Email: Phone #: Address:
L
2_
3.
4.
5.
Reporting Party Name:
.Job Title:
Tdephone no.
(Work) (Home) (Other)
SUBMIT COMPLETED FORM PROMPTLY TO THE CITY ADMINISTRATOR
Pandemic Influenza Continuity ofOperafions Plan
30.
ATTACHMENT 5
PRODUCT AND SERVICE PROVIDERS FORM
Department Heads are responsible for maintaining records of essential
products and services used within their departments. This form can be used for
gathering and maintaining this information.
PRODUCT I SERVICE PROVIDER
Company Name:
Address:
Telephone:
Fax:
E-mail:
Primary contact:
Alternate contact:
Account I contract:
Materials provided:
Frequency of delivery:
Notes:
If this company is unable to provide materials/services they can be obtained from the following organization(s):
Company Name:
Address:
Telephone:
Fax:
E-mail:
Primary contact:
Alternate contact:
Notes:
[Copy and attach additional forms as needed)
Pandemic 11ifluenza Continuity of Operations Plan
31.
A TT ACHMENT 6
Stop the spread of gernlS that make you and others sick!
Cover your mouth
and oose with a
tissue when you
cough or sneeze
or
l;lil1gh or sneeze into
your upper sleeve.
nol your hanl;f!;.
You may be asked to
put on a surgical mSlOK
to protect others.
Put your used Ussye In
the w~ basket.
n
Clean
Hllnds
aftcroou(l:hin~ Q!' snooz:in~
~
q
m
~~
.... .
~tl!t'lt~Y1;.,tMt
:t'J:1.t~~"aI
~.t/I5~";1
. . ~~_'Ht-4.,",~.;''':.t~l;.::~'4
. ........'_UoliI.......
..l~"::'
"~*"i ~~~l ~.:..
AllIe
~..~w~~~"..
Pandemic Influenza Continuity of Operations Plan
32.
_.~ -"'~1.i ---.....~ ~ .~~ .~~ ~
~ '"
~ ~
Is I t a Cold or the Flu?
Symptoms
Cold
Fever
Rare
Headache
Rare
General Aches, Pains
Fatigue, Weakness
Extreme Exhaustion
Slight
Sometimes
Never
Stuffy Nose
Corrunon
Sneezing
Sore Tbroat
Usual
Corrunon
Chest Discomfort; Cough
Mild to moderate;
hacking cough
Treatment
Antihistamines
Decongestant
Nonsteroidal M!ti-
inflammatory meds.
Prevention
Wash your hands often
Complications
Sinus congestion
Middle ear infection
Asthma
U.S. Department of Health and Human Services
National Institutes of Health
National Institute of Allergy and Infectious Diseases
..... .....a.-... ~......... ........._ ---....,~.
Flu
Usual; high (1000 to 1020F; occasionally higher,
especially in young children); lasts 3 to 4 days
Corrunon
Usual; often severe
Usual; can last up to 2 to 3 weeks
Usual; at the beginning of the illness
Sometimes
Sometimes
Sometimes
Corrunon; CM! become sever
Antiviral medicines-
see your doctor
Annual vaccination; antiviral
Bronchitis, pneumonia;
can be life threatening
September 2005
www.niaid.nih.gov
---. ...........- --... ----~.~~