County Department COVID-19 Reopening Safety Plan for the Department of Aging's spaces in the Portville SWAN Site in Portville, NY.
This was started from the County Department Reopening Safety Plan form submission #61 (ID: 3248) Portville SWAN site on the EM Data Portal on 2020-06-10 17:40.
Name of Department:
Facility / Location Name
Portville SWAN Site
Address of Facility
14 Temple Street, Portville, New York. 14770 United States
- 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
- I will provide staff with the time and/or technology needed to complete required COVID-19 training provided by HR.
- At the SWAN sites, there is typically only one staff member, so socially distancing is a non-issue. Telework is not an option with this position as it is the only the position at the SWAN site outreach locations. Currently, these locations are closed to the congregate site participants and the congregate dining programs and social activities. Therefore, the only other people at the SWAN sites are HDM/MOW volunteers that are there for meal pick-up and drop-off only. Site managers are required to wear PPE, including masks, gloves, etc. Volunteers are also provided with PPE and required to wear. Social distancing signage and floor marking is provided through the EOC and used at all SWAN locations. See attached congregate/SWAN safety guidelines for more details.
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
Again, only one staff is stationed at the SWAN site location. Currently, they are only open to the HDM/MOW program, so foot traffic is limited at these locations. Telework is not applicable for this position. Meetings are not held in these locations, and congregate dining sites are not yet open. As they open in the future, those safety protocol are attached and will be addressed at that time.
- Identify those employees that can remote work-from-home. Yes
- What types of positions may do remote work-from-home? These positions do not work from home.
Designated Areas at this Location
Establish designated areas for pick-ups, deliveries, and the public, limiting contact to the extent possible. Yes
Identify the designated areas within this location
SWAN sites typically have one main entrance into the nutrition site. The Portville SWAN site location is located at the Portville Masonic Lodge building. It has its own front entrance door. This building is designated for our program, for seniors, and used only by the site manager staff, volunteers, and congregate participants. There are two doors for entering, one being a ramp for handicap access. The site has space for a designated area for HDM/MOW delivery container pick-up/drop-off while still leaving room at entrance and inside for site visitors to socially distance. This site is small, but moving a few things around inside can accommodate enough space.
Provide a detailed summary of how you will implement and comply with the social distancing guidelines listed above for your department
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.
Most SWAN sites are located in outreach locations that are often rented, shared spaces that would be difficult to implement extensive modifications or any brick and mortar changes. The Portville SWAN site, however, located within the Masonic Lodge, has enough room for social distancing on most days. The number of congregate dining participants is small enough in the current floor plan to simply mark seats to be used at proper distances apart using the tables we already have at the site if the tables can be moved some and the smaller, front room utilized for additional seating. Ordering a few cafeteria style Plexiglas tabletop dividers (for regular 8' tables) could assist, as well. The only days that are of concern are the weekly Euchre days. On those days, the site would host too many people to socially distance. I would recommend that activity be held in another, larger location or postponed until later in the reopening process.
- 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
Site Managers at SWAN sites are provided with masks, gloves, and any other needed PPE. They are also provided with masks, gloves, and sanitizer for their volunteers, congregate dining participants, and any visitors coming into the sites. Replacement PPE for all SWAN sites is ordered through the EOC and the Machias kitchen. NYSOFA also provided the Dept. of Aging with extra PPE to provide to senior citizens. Signage for proper hand-washing, face mask use, and proper hygiene will be provided through the EOC and posted throughout all SWAN sites.
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
Detailed Summary of Hygiene and Cleaning
***See attachments included in this plan for detailed hygiene and cleaning guidance and general instructions for congregate sites and MOWs. Again, SWAN sites are nutrition sites that are staffed by ServSafe certified staff trained in food safety and sanitation. Even prior to COVID-19, these staff followed daily cleaning and sanitizing routines. All SWAN sites will have ADA compliant hands-free, automatic sanitizer dispensing stations for use by staff, volunteers, and congregate participants. Sanitizing solution is 75% alcohol. Everyone will also be given individual sanitizer sprays. Staff will wipe down, spray/disinfect all surfaces, including tables, chairs, surfaces, equipment, bathrooms, and common areas at the beginning and end of every shift minimally.
File of Hygiene & Cleaning Summary
- 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
Detailed Summary of Communication Guidelines
- After speaking to Chris Baker and Dr. Watkins, signage for posting will be provided through the EOC and CCHD with printed handouts shared by CDC and DOH. Many will be available for downloading, copying, printing, as well as ordering through the EOC.
- Communication will also be provided through bold postings in several locations, as visitors enter the SWAN site location. Site manager staff will also offer verbal guidance and assistance to seniors coming into the nutrition sites. Currently, information is being shared and updated regularly with staff, clients, and the public through email, phone, zoom/virtual meetings, social media, general mailings, and press releases.
- For positive COVID-19, I and my staff have been notified to communicate immediately with Cattaraugus County Health Dept. Public Health Director and his staff for direction and compliance with COVID-19 protocol and procedure. This includes any contact with known COVID positives. Staff in the field and in outreach locations like the SWAN sites also know to contact the health department immediately in the event that they unexpectedly come into contact with someone reporting to be COVID positive.
- 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
If you have any of the COVID-19 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
For each SWAN site location, staff have been given a thermal no-touch thermometer as well as a sign-in sheet to document temps and attest to the health check prior to entering the site location and working. This is to be used by the staff member (site manager), volunteers, meals on wheels drivers, and eventually (when sites fully open), congregate dining participants. Each site has the health check-in station set up by the entrance door to the SWAN site. For the Portville SWAN site, it is situated next to the entrance door where people sign in.
How will you implement the pre-shift temperature screening and symptom screening at each location in accordance with Directive 11-2020?
See above answer as well as the COVID-19 Dept. of Aging Work Plan Protocols Summary.