COVID-19 Re-opening Safety Plan

County Department COVID-19 Re-Opening Safety Plan for the Catt. County District Attorney's Office in Little Valley, NY.

Reference Note

This was started from the County Department Reopening Safety Plan form submission #6 (ID: 2867) County Center on 2020-05-27.

Department Information:

District Attorney's Office

Facility / Location Name:

County Center (Little Valley)

Address of Facility:

303 Court Street, Third Floor, Little Valley, New York. 14755, United States

People

Physical Distancing

  • Provide COVID-19 training as assigned by Human Resources. Yes
  • Ensure 6 ft. distance between personnel, unless safety or core function of the work activity requires a shorter distance. Any time personnel are less than 6 ft. apart from one another, personnel must wear acceptable face coverings. Yes
  • Tightly confined spaces will be occupied by only one individual at a time, unless all occupants are wearing face coverings. Yes
  • Post social distancing markers using tape or signs that denote 6 ft. of spacing in commonly used and other applicable areas on the site. Yes
  • When distancing is not feasible between work stations or spaces, personnel must wear face coverings. Yes
  • Encourage social distancing through telework and flexible scheduling when feasible. Yes

Describe how you will meet the criteria above

We will ensure a 6 ft. distance between personnel, unless safety or core function of the work activity requires a shorter distance. Any time personnel are less than 6 ft. apart from one another, personnel must wear acceptable face coverings.

There are no Tightly confined spaces in our office. There are no congregate spaces in our office. The only somewhat confined area in the office is where the Administrative Assistants work, but there is a physical, cubicle wall between. Also, they will wear masks when they are unable to stay behind the cubicle and come within six feet of each other.

Telework

Protect personnel at high risk for severe illness through telework, or minimizing contact with the public and other employees when able Yes

Limit In-Person Gatherings

Limit in-person gatherings (e.g. interviews) as much as possible and use tele- or video-conferencing whenever possible. Essential in-person gatherings (e.g. meetings) should be held in open, well-ventilated spaces with appropriate social distancing among participants Yes

Describe how you will meet the criteria above

Personnel at high risk for severe illness will be protected through telework, and/or minimizing contact with the public and other employees when able. The Assistant District Attorney’s will continue to work from their home offices. Also, the District Attorney will continue to allow each employee to work at home as often as possible. All employees have access to a computer and the internet to enable them to work at home more often when personal appearance is not required.
We will continue to limit in-person gatherings (e.g. interviews) as much as possible and use tele- or video-conferencing whenever possible. Essential in-person gatherings (e.g. meetings) should be held in open, well-ventilated spaces with appropriate social distancing among participants. When we are required to return to courts, all employees will wear masks when unable to maintain a distance of six feet between themselves and others.

Remote Work

Identify those employees that can remote work-from-home Yes

What types of positions may do remote work-from-home?

All Assistant District Attorneys have home offices and work at home, with the exception of Court appearances. The two Investigators and the two Administrative Assistants work at the office in Little Valley but also, sometimes work at home when, personal presence at the office is not necessary. The District Attorney works at the Little Valley office, but, occasionally works at home.

Designated Areas

Establish designated areas for pick-ups, deliveries, and the public, limiting contact to the extent possible. Yes

Identify the designated areas within this location

Deliveries are to be dropped off at the Tourism Office and stored in the EDPT Reception office.
For larger shipments, they are to be received at the Receiving bay in Maintenance.

Additional Comments

Provide a detailed summary of how you will implement and comply with the social distancing guidelines listed above for your department.

We will post social distancing markers using tape or signs that denote 6 ft. of spacing in commonly used and other applicable areas on the site. Specifically, red tape markers will be placed by the copy machine; by the door to the Administrative Assistant’s Office and the Investigator’s Office. These are the only areas where people tend to congregate or are commonly used.

Additionally, we will provide employees with an acceptable cloth or disposal face covering at no cost to the employee and have an adequate supply of coverings in case of replacement. Face coverings must be cleaned by the employee or replaced after use or when damaged or soiled, may not be shared, and should be properly stored or discarded.

Implementation Summary

The following is Cattaraugus County District Attorney’s Office Plan to implement Phase I of New York’s Un-pause program. The current is based upon existing orders from the Unified Court System and Executive Orders and is subject to change.[1] Because all current employees of the District Attorney’s Office are considered essential employees, the transition plan only modifies the existing situation to transition some employees back to the office in Little Valley.

  1. District Attorney: The District will continue to report to Little Valley. She shall be screened, as required, before entering the building and wear a mask, when required and, when unable to remain more than six feet away from others.  Currently court proceedings and meetings have been virtual or by phone.  As long as that continues, she will continue to attend necessary appearances remotely from the office or home.  When courts become in-person again, this plan will be modified to incorporate personal appearances as required.  She will also continue to exercise due diligence with hand sanitizer, frequent hand-washing, frequent cleaning of surfaces and covering sneezes and coughs.
  2. First Assistant District Attorney:  The First Assistant will continue to work from home, only coming in to the office as needed to get files, do work which require administrative assistance or investigative assistance.  Currently court proceedings have been virtual or by phone.  As long as that continues, he will continue to attend necessary appearances remotely from home.  When courts become in-person again, this plan will be modified to incorporate personal appearances as required.  If he reports to Little Valley, he will be required to be screened at the door, and, if required, or when unable to stay more than six feet from others, wear a mask.
  3. Assistant District Attorneys:  The Assistant District Attorneys will continue to work from home, only coming in to the office as needed to get files, do work which requires administrative assistance, investigative assistance or discussion with the District Attorney or other staff.  Currently court proceedings have been virtual or by phone.  As long as that continues, they will continue to attend necessary appearances remotely from home.  When courts become in-person again, this plan will be modified to incorporate personal appearances as required.  If they report to Little Valley, they will be required to be screened at the door, and, if required, or when unable to stay more than six feet from others, wear a mask.  If local court in-person appearances become required before authorized by further administrative or executive orders, they will contact the District Attorney or First Assistant District Attorney, before making said appearances to ensure their safety and compliance with current law.
  4. Administrative Assistants:  One administrative assistant will continue to report to Little Valley to handle necessary, day-to-day clerical, legal and financial duties and assist the attorneys with paperwork and phone calls.  The other administrative assistant will work at home until June 1, 2020, at which time she will also report to Little Valley daily to handle necessary, day-to-day clerical, legal and financial duties and assist the attorneys with paperwork and phone calls, preparation of pleadings and other documents.  When either administrative assistant reports to Little Valley, they will be required to be screened at the door, and, if required, or when unable to stay more than six feet from others, wear a mask.  The two administrative assistants have a physical border between their desks and, otherwise, would maintain a distance of more than six feet between themselves and other persons with whom they interact.  If they are unable to remain six feet or more away from other persons, they will wear a mask.  They will also continue to exercise due diligence with hand sanitizer, frequent hand-washing, frequent cleaning of surfaces and covering sneezes and coughs.
  5. Investigators:  One investigator will continue to work at home and one will continue to report to Little Valley, on rotating days.  Beginning June 1, 2020, both investigators will report to the office in Little Valley. When either investigator reports to Little Valley, they will be required to be screened at the door, and, if required, or when unable to stay more than six feet from others, wear a mask.  The two investigators have more than six feet between their desks and, otherwise, would maintain a distance of more than six feet between themselves and other persons with whom they interact.  If they are unable to remain six feet or more away from other persons, they will wear a mask.  They will also continue to exercise due diligence with hand sanitizer, frequent hand-washing, frequent cleaning of surfaces and covering sneezes and coughs.
  6. Additional Pre-Cautions:  In addition to the screening procedure, all employees of the District Attorney’s Office will self-monitor as well and not report to work if experiencing any symptoms of COVID-2, including, but not limited to fever, cough, sore throat, body aches, shortness of breath and recent loss of taste or smell.  Additionally, any employee who has been in close contact with a known case, or is experiencing symptoms, will promptly report it to the District Attorney to ensure their safety, as well as the safety of others.

[1] Court appearances are, for the most part, determined by the individual courts and the District Attorney and Assistant District Attorneys appear as directed.  Presumably, the courts will implement a plan that does not require personal appearances until they can be done safely.

Places

Physical Space Modifications

Please provide in detail any physical space modifications that are proposed to achieve social distancing requirements. These modifications can include, but not limited to rearranging offices, adding physical barriers, etc.

Agree to discuss space modifications with Public Works / Building Maintenance. Yes

Describe in detail the modifications that are proposed & possible costs associated, if known

When we are able to empanel a Grand Jury, we will use the court room so that a social distance is maintained between jurors and witnesses and employees.

The office does not need any physical space modifications.

Protective Equipment

Employers must provide employees with an acceptable face covering at no-cost to the employee and have an adequate supply of coverings in case of replacement. Yes

Face coverings must be cleaned or replaced after use or when damaged or soiled, may not be shared, and should be properly stored or discarded. Yes

Limit the sharing of objects and discourage touching of shared surfaces; or, when in contact with shared objects or frequently touched areas, wear gloves (trade-appropriate or medical); or, sanitize or wash hands before and after contact. Yes

Detailed Summary Options

Detailed Summary of Personal Protective Equipment

We will provide employees with an acceptable cloth or disposal face covering at no cost to the employee and have an adequate supply of coverings in case of replacement. Face coverings must be cleaned by the employee or replaced after use or when damaged or soiled, may not be shared, and will be properly stored or discarded.

Hygiene and Cleaning

Adhere to hygiene and sanitation requirements from the CDC and NYS Dept. of Health. Yes

Provide and maintain hand hygiene stations for personnel, including handwashing with soap, water, and paper towels, or an alcohol-based hand sanitizer containing 60% or more alcohol for areas where handwashing is not feasible. Yes

Conduct regular cleaning and disinfection at least after every shift, daily, or more frequently as needed, and frequent cleaning and disinfection of shared objects (e.g. tools, machinery) and surfaces, as well as high transit areas, such as restrooms and common areas, must be completed. Yes

Detailed Summary Options

The office has three bathrooms with sinks with running water, soap and paper towels. Also, the office will continue to have several areas with an alcohol-based hand sanitizer containing 60% or more alcohol for areas where hand-washing is not feasible.

Everyone working at the office is required to wipe down their work area at the end of their shift with sanitizing wipes or by spraying disinfectant on them and wiping them down with paper towels. Additionally, if an employee sneezes or coughs within six feet of any surface, they shall either spray with disinfectant and wipe with a paper towel, or use a sanitizing wipe to thoroughly clean the area. The office will also continue to be cleaned by maintenance, at night, on a regular basis.

Communication

Post signage throughout the site to remind personnel to adhere to proper hygiene, social distancing rules, appropriate use of PPE, and cleaning and disinfecting protocols. Yes

Establish a communication method for employees, visitors, and customers with a consistent means to provide updated information. Yes

If a worker tests positive for COVID-19, department head must immediately notify the County Health Departments and cooperate with contact tracing efforts, including notification of potential contacts, such as workers or visitors who had close contact with the individual, while maintaining confidentiality required by state and federal law and regulations. Yes

Detailed Summary Options

Because the District Attorney's office is a small office, the District Attorney or First Assistant District Attorney would send a group e-mail to all the employees, and request confirmation of receipt. Alternatively, the District Attorney or First Assistant can host a Web-ex meeting to facilitate quick and efficient communication.

Process

Screening

All employees shall self-monitor and check his or her temperature every 12 hours whether at work or at home. Yes

All employees shall also undergo a pre-shift temperature screening when reporting to work at the beginning of each shift. Yes

All employees shall report at the beginning of each shift to a central designated point of entry which shall be determined by the County Administrator. Yes

For employees that do not report to a physical building and instead travel from home to places in the community, each shall perform a pre-shift temperature screening before each shift. Leaving the home and reporting to your work site is the equivalent of your attestation that you are without a fever. Yes

Symptom Screening

If you have any of the following symptoms, staff shall not enter the workplace and shall contact his or her supervisor and refer the employee to contact the EOC nurse. Yes

Where is the designated point of entry for this/each location within your department?

Tho District Attorney, First Assistant District Attorney, (2) Administrative Assistants and (2) Investigators report to the front door of the Little Valley County Building, where they are screened.

How will you implement the pre-shift temperature screening and symptom screening at each location in accordance with Directive 11-2020?

Please see above. For the Assistant District Attorneys, who work from home offices, when personal appearances become required in the local courts, they will be required to check their temperatures and have no symptoms before reporting to courts. It is anticipated that the Courts will also pre-screen people before they enter.