Memo - Pandemic Flu PlanMemorandum
To: Mayor Maxwell and City Council Members
CC: City Manager Rick Getschow
From: Dale Specken Fire Chief
Date: 10/09/09
Re: Pandemic Flu Plan
We will have a discussion on the pandemic plan for the City of Hopkins
which will be include as an annex to our Emergency Operations Plan.
We will go over the plan and talk about what precaution we are taking
within the city and how we will get the word out to the citizens of
Hopkins if the H1N1 Virus should happen in the city of Hopkins.
The plan is also a continuity of operation plan in case employees of the
City of Hopkins come down with the H1N1 Virus.
1
CITY OF HOPKINS
EMERGENCY
MANAGEMENT
PANDEMIC
I
PLAN
Continuity of City Services
Contingency Plan
JULY, 2009
Page 1 of 22
PLAN OBJECTIVES
In response to the threat of an influenza pandemic, the City has prepared this plan to meet the
following objectives:
I . Establish departmental service continuity plans in the event of pandemic influenza in order to
insure delivery of basic city services.
2. Mitigate the spread of pandemic influenza among employees.
3. Assist employees and their families in managing personal and/or family illnesses during a
pandemic influenza outbreak.
Pandemic Influenza planning presents unique differences from current Continuity of Operations templates.
Focusing on continuity of operations with considerable loss of staff, depleted resources, and a nervous
public —will be a considerable challenge. The priority will be ensuring that essential city operations
continue. This entails that each department within the City develop a list of service priorities and
corresponding plans for meeting those priorities.
ASSUMPTIONS
The City will be faced with reductions of our workforce and significant human health concerns in
the workplace environment. This plan is designed to help the city minimize the risk that an
influenza pandemic poses to the health and safety of employees, continuity of operations, and
economic well being.
Because no one can predict when a pandemic Influenza might happen, how long it might last, and
how serious its impacts might be, the city needs to take steps to develop service continuation
plans that protect employees, minimize disruptions, and limit negative impacts on customers and
our community. While a pandemic cannot be stopped, proper preparation may reduce the impact.
Preparedness and mitigation requires that the city assume and plan for a worst -case scenario.
Accordingly, the city's Pandemic Influenza Preparedness Plan is based on the following
assumptions:
1. Minnesota Department of Health (MDH) will be the lead agency in the public health response
to the pandemic influenza.
2. In the City of Hopkins Emergency Management Division will act as the lead coordinating
department.
3. Absenteeism rates for city employees could be as high as 40 - 50 percent at the height of the
pandemic's peak due to illness; another 5 percent may refuse to report to work, either because
they fear becoming ill or because they are caring for afflicted family members.
4. Basic services such as law enforcement, fire, emergency response, communications,
transportation and utilities could be disrupted during a pandemic.
5. Assistance from outside organizations, county, state and federal government will be limited.
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Meetings: Employees should limit attendance at meetings. Meetings should be suspended when
the same information can be obtained with a conference call, e-mail, or through chat groups over the
interne. If a face -to -face meeting is necessary, following the rules may help ensure that transmission
of the virus is limited:
1. The room should be cleaned and disinfected using good house keeping techniques such as
disinfecting the table, chairs, phones, and other places that one might be expected to touch.
2. Prop the door open (when doing so would not breach security) to keep employees and the
public from touching the door knob.
3. Spread out as much as possible and avoid hand shaking.
4. Minimize the length of meetings.
5. Meet in large rooms.
6. Require all employees to wash their hands after leaving meetings.
7. Clean the room after each use.
In the event of a flu pandemic outbreak, the City Manager may issue a directive cancelling all
meetings and/or a directive banning non -city employees, including vendors, from entering city
buildings.
Increase Social Distancing: Social distancing refers to strategies to reduce the frequency of
contact (and the transmission of pandemic influenza) between people by minimizing close contact
between people during phases of pandemic influenza. Contacts are those persons who have had close
(one yard or less) physical or confined airspace contact with an infected person within four days of
that person developing symptoms. These are likely to include family members and/or other living
companions, workmates (if in confined airspace environments) and possibly recreational companions.
The City will encourage the use of technology to facilitate social distancing by using communications
networks, remote access and web access to maintain distance among employees and between
employees and citizens whenever possible.
Entering Properties: If a pandemic emergency is declared by the City Manager, employees will
not enter residential or commercial properties for the purposes of inspection, or repair unless:
1. Entry is approved by a supervisor.
2. Personal Protection Equipment (PPE) is worn.
3. Immediate decontamination
Utility and Public Works employees who respond to sewer, water or lift station emergencies shall
wear Personal Protective Equipment.
Personal Protective Equipment and decontamination procedures must be used by all first responder
personnel (Police, Fire, EMS) who enter properties for police and fire emergencies. In some instances,
police and fire will not respond to suspected or confirmed influenza calls for service but these calls
will be referred to the local EMS provider. Other non - essential police and fire events will be evaluated
for response and in many instances will be handled by phone.
INFECTION CONTROL SUPPLIES
Hand- hygiene products, tissues, disposal receptacles The city will identify the products or
supplies needed, the sources from which to obtain them, and maintain an inventory of those items,
such as hand sanitizer, tissue paper, masks, and other personal protective equipment items for use by
employees in their work area.
Page 5 of 22
the employee's immediate supervisor must (1) notify the employee that he /she will not be allowed to
work without the return-to -work authorization and (2) inform the employee that he /she must leave the
worksite immediately.
Travel restrictions During a declared pandemic influenza outbreak, the following travel policy will
be instituted:
1. Upon the announcement by the Governor or other authorized public health official that the
State of Minnesota is subject to a pandemic influenza outbreak, all out -of -city work travel
must be approved by a supervisor.
2. If work travel is imminent and refunds cannot or will not be made, the City Manager may
decide to allow the employee to take the prearranged trip if the employee presents a doctor's
statement indicating that he /she does not have the pandemic flu virus.
3. If a pandemic influenza outbreak is declared, the City Manager will suspend city travel and
training.
4. If an employee lives in a community that has been declared a pandemic zone by its local
government, health department or other responsible entity, or is otherwise quarantined due to
such an outbreak, the employee shall notify his/her supervisor, the on -call supervisor, or
EOC command if operational, of the announcement as soon as practical. The affected
employee shall not report to the workplace until the quarantine is lifted and the employee
presents written medical authorization from their physician that they are able to return to
work.
FLEXIBLE WORK SCHEDULE
Work schedules will be determined by the service needs of the department/division and will be
managed accordingly. The department head will determine an appropriate schedule for an employee
to best fit the needs of the department during a pandemic influenza event. The department head may
require employees to change work schedules in order to reduce the risk of the pandemic influenza
spreading at the work site.
Employees may be assigned to other departments and /or cross - trained with other departments to
ensure proper city services are provided.
COMMAND STRUCTURE
To ensure the continuity of city government the City Manager in cooperation with the Emergency
Management Division may implement the National Incident Management System (NIMS) structure
and activate the Emergency Operations Center. This system may include:
1. 24 hour answering service to provide vital information to the citizens and communicate
instructions to employees.
2. Operate an On -call supervisor, or Incident Commander who will have the authority to
schedule employees, develop organizational response priorities, and direct work activities of
any city department.
3. Operate an E.O.0 and work collaboratively with the Minnesota State and Hennepin County
EOC' s.
Page 7 of 22
•
Implement Infection Control /Containment Activities (Social distancing, etc.)
Level 4
•
•
•
•
•
•
•
City services reduced to primary and emergency services
City buildings closed to the public
All public meetings, training, and travel cancelled
Entering building precautions implemented
City Priority level four (4) services discontinued for Police, Fire, Public Works,
Utilities, Administration and Park & Recreation Departments
Protective equipment, decontamination required
Incident Command and flex work schedule
Level 5
•
•
•
•
•
•
City services restricted to emergency services.
E.O.0 Opened
24 -hour telephone staffing, employee check -in
City Priority level two services restricted or discontinued for Police, Fire, Public
Works, Utilities, Administration and Park & Recreation Departments.
City Priority level three and four (3,4) services discontinued for Police, Fire,
Public Works, Utilities, Administration and Park & Recreation Departments.
Council enacts state of emergency and curfews
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Minnesota
Response Phase
Type of Transmission
Lead Technical Agency
Inter - Pandemic Period (period of time between pandemics)
1
Avian to avian
Board of Animal Health
Department of Agriculture
Department of Natural
Resources
2
Avian to avian
Board of Animal Health
Department of Agriculture
Department of Natural
Resources
Pandemic Alert Period
3
Limited human infection but not
spread human to human
Minnesota Department of
Health
4
Limited human —to- human
transmission
Minnesota Department of
Health
5
Significant human —to- human
transmission
Minnesota Department of
Health
Pandemic Period
6
Sustained human -to- human
transmission
Minnesota Department of
Health
B. Minnesota Pandemic Influenza Phases
The State of Minnesota has taken the WHO's Pandemic Phases and developed
corresponding Minnesota Response Phases. Each Minnesota Response Phase has
a Lead Technical Agency which leads the state's response efforts.
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MN
Response
Phase
Description
Local
State Emergency Response
Hennepin County
Emergency Response
Elevate state agencies to
heightened alert status
Convene sub - cabinet briefing
Coordinate briefings for state
agencies and local partners
Schedule media briefings and
news conferences
All departments monitor
centralized
communications
Normal service delivery
Begin or continue employee
absenteeism monitoring.
4
Evidence of
increased human-
to -human
transmission
In
Minnesota
Department of Health - Lead
Technical Agency
Isolate /quarantine as necessary
Declare a state of emergency in
counties where exposure exists
Activate SEOC including the JIC
and Information Hotline
Evaluate schedule of briefings
and situation reports for local
partners and increase as needed
Schedule daily news releases
and media briefings
Public Health lead technical
service area – implement
strategies recommended by
MDH.
HC EOC fully operational
with representation from all
departments with regular
briefings
HC Pandemic Influenza
response plan activated in
full
Employee absenteeism
monitored and decisions
made about priority services
for the county.
All departments monitor
centralized communications
Implement prevention
methods as advised by MDH
– social distancing;
workplace health and safety
measures
Response activities initiated
as needed — hotline phone
bank, isolation and
quarantine
5
Evidence of
significant human-
to -human
transmission
Outside of
Minnesota
Department of Health - Lead
Technical Agency
To be determined
Normal service delivery
All departments monitor
centralized communications
5
Evidence of
significant human-
to -human
transmission
In
Minnesota
Department of Health - Lead
Technical Agency
Declare State of Emergency for
necessary counties, possibly for
the entire state
HC EOC operational and
making decisions for priority
service continuation;
reassignment of staff and
containment and prevention
Page 13 of 22
I
Appendix 3: Prioritization of Services
The ability of the City to provide services will be impacted during a pandemic and demand for
those services will increase. It is necessary for the City to clearly identify the level of service the
City intends to provide throughout the Minnesota Response Phases. Those phases are outlined in
the State of Minnesota's Emergency Operations Plan (MEOP) Avian and Pandemic Influenza
Supplement. Each Department of shall complete a priorities sheet that can be rolled up into an
overall master priorities listing.
A. Priority Service One (Immediate threat to public health, safety or welfare)
Activities that must remain uninterrupted. Generally, these would include agencies 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 Service One function.)
B. Priority Service Two (Direct economic impact, constitutionally or statutorily mandated
time frames, or civil disorder may develop if not performed in a few days)
Activities that can be disrupted temporarily or might be periodic in nature, but must be re-
established within a few days.
C. Priority Service Three (Regulatory services required by law, rule or order that can be
suspended or delayed by law or rule during an emergency)
Activities that can be disrupted temporarily (a few days or weeks) but must be re- established
sometime before the pandemic wave is over ( <6 weeks).
D. Priority Service Four (all other services that could be suspended during an emergency
and are not required by law or rule)
Activities that can be deferred for the duration of a pandemic influenza wave (6 -8 weeks).
City Service Continuation Priorities
Priority
Service
Level
Service Description
Minimum
Staff Req.
Staff Available
w /Reallocation
Outside
Assistance
Required
Special
Skills
Required
1
Police Services
1
Fire Services
1
Sewer/Water Operations
1
Roadway Snow Removal
1
Emergency operations Center
Staffing
1
City facility operations
1
Cleaning and Disinfecting
Facilities
1
Vehicle fuel service
2
Police investigations
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Level 1
• Normal City activities and services
Level 2
• Normal City activities and service
• Supervisor meeting to review response plan, protective equipment, symptoms,
and exposure prevention.
Level 3
• Normal city activities and services
• PPE required for all employees responding to calls for service.
• Provide daily briefing to City Manager of service delivery status.
• Provide employee job safety, wellness and health standards for worker safety.
• Implement Infection Control /Containment Activities (Social distancing, etc.)
Level 4
• Alternative shift assignments implemented (Minimum shift coverage) and all time
off cancelled.
• Antiviral distributed and administered to on -duty personnel and made available in
public safety building.
• Vaccinate essential personnel (if available).
• Distribute and communicate use of PPE in the workplace and infection control
guidance to personnel.
• Police Department walk -in public contact discontinued including visitors.
• Essential services: Data entry to be performed from home if able.
• Coordinate media press release and/or briefings if needed.
• Mandatory use of personal protection Equipment (PPE).
• Police will not deliver any community programs.
• Social distancing measures implemented for staff.
• Officers required carrying departmental cell phones.
• All public meetings and travel cancelled.
• Outside training canceled, training restricted to on -duty employees only.
• Entering building precautions implemented
• Police response limited to in- progress P.I accidents, major P.D accidents, death
investigations, medical emergencies (non -flue related), investigators respond to
in- custody, Part 1 crimes, all other incidents handled by phone
• Protective equipment, decontamination required
• Incident Command and flex work schedule
Level 5
• Minimal public contact.
• No public contact other than by telephone or computer.
• Administrative Staff to work from home if needed.
Appendix 4: Police Service Delivery Priorities
Page 17 of 22
Level 1
• Normal City activities and services
Level 2
• Normal City activities and service
• Supervisor meeting to review response plan, protective equipment, symptoms,
and exposure prevention.
Level 3
• Normal city activities and services
• PPE required for all employees responding to calls for service.
• Provide daily briefing to City Manager of service delivery status.
• Provide employee job safety, wellness and health standards for worker safety.
• Implement Infection Control /Containment Activities (Social distancing, etc.)
Level 4
• Alternative shift assignments implemented and all time off cancelled.
• Antiviral distributed and administered to on -duty personnel and made available in
Public Works building.
• Distribute and communicate use of PPE in the workplace and infection control
guidance to personnel.
• Public Works facility closed.
• Mandatory use of personal protection Equipment (PPE).
• Park and Rec will not deliver any community programs.
• Social distancing measures implemented for staff.
• All public meetings and travel cancelled.
• All training canceled.
• Entering building precautions implemented
• Protective equipment, decontamination required
Level
• Minimal public contact.
• No public contact other than by telephone or computer.
• Administrative Staff to work from home if needed.
• Command staff to maintain essential communications with city employees and
shall coordinate and maintain on -duty staffing system
• PPE required for all employees responding to calls for service.
Pubic Works /Park & Rec Service Delivery Priorities
Page 19 of 22
Level 1
• Normal City activities and services
Level 2
• Normal City activities and service
• Supervisor meeting to review response plan, protective equipment, symptoms,
and exposure prevention.
Level 3
• Normal city activities and services
• PPE required for all employees responding to calls for service.
• Provide daily briefing to City Manager of service delivery status.
• Provide employee job safety, wellness and health standards for worker safety.
• Implement Infection Control /Containment Activities (Social distancing, etc.)
Level 4
• Alternative shift assignments implemented and all time off cancelled.
• Antiviral distributed and administered to on -duty personnel and made available in
Water Treatment facility.
• Distribute and communicate use of PPE in the workplace and infection control
guidance to personnel.
• Water Treatment facility closed to public contact including visitors.
• Essential services:
• Mandatory use of personal protection Equipment (PPE).
• Social distancing measures implemented for staff.
• All public meetings and travel cancelled.
• Outside training canceled, training restricted to on -duty employees only.
• Entering building precautions implemented
•
Level 5
• Minimal public contact.
• No public contact other than by telephone or computer.
• Administrative Staff to work from home if needed.
• Command staff to maintain essential communications with city employees and
shall coordinate and maintain on -duty staffing system .
• PPE required for all employees responding to calls for service.
•
Utilities Service Delivery Priorities
Page 21 of 22
Public Safety Pandemic Phases
(Green Phase)
EMS Operational Tactics
• Maintain process of daily situational awareness.
• Normal day -to -day mutual aid.
• No deviations to SOP due to Influenza like Illness (ILI) calls.
• Continue to invest energy into building a resilient workforce- focused education on
influenza, prevention and mitigation, PPE, cough etiquette, family /personal emergency
planning, promoting vaccination and wellness.
• Collaborate with all receiving facilities to ensure an expeditious patient delivery and
ambulance turn - around system (i.e. extra litters or stretchers in triage /receiving
areas with necessary staff to continue optimal care) for the duration of a pandemic
especially Yellow -Red phase.
Public Safety Pandemic Phases
(Yellow Phase- No MN State Declaration of an Emergency)
Yellow
Phase
High Call
Volumes
EMS Operational Tactics
Staffing
Shortages
Begin
• Maintain process of daily situational awareness.
• Graduate to 12 hour Operational Periods (OP) @ MREMSCC.
• Normal day -to -day mutual aid processes becomes
inadequate.
• No deviations to SOP due to Influenza like Illness (ILI) calls.
• Ensure an expeditious patient delivery and ambulance
turn - around system (i.e. extra litters or stretchers in
triage /receiving areas with necessary staff to continue
optimal care) for the duration of a pandemic especially
Yellow -Red phase.
Modified
Deployment
EMS Operational Tactics
• Maintain process of daily situational awareness.
• MREMSCC fully operational 24/7.
• Incident Action Plans developed for each OP.
• No deviations to SOP due to Influenza like Illness (ILI) calls.
• Enhanced Response - Mutual Aid (MA) Options:
4 - Normal day -to -day mutual processes.
4 - Transport to nearest hospital option.
4 - Short -term MA resource deployment to
stressed /under- staffed PSA's /predetermined
divisions.
4 - MA resources posted towards /on the borders of
understaffed PSA or divisions(s).
OVERARCHING OBJECTIVE: TO KEEP THE METRO REGION OUT OF THE
RED PHASE
Public Safety Pandemic Phase
(Red Phase- State of Emergency Exists in MN including Metro Region)
Red
Phase
9-1-1, Public Safety
and Hospital Systems
are overwhelmed
Limited Public
Safety Response
Rationing of Scarce Public Safely
and Medical Recources
Alternative Triage and Patient Kilanagement Transportation Protocols during Pandemic
• Requires a consensus among the Metro Region EMS Medical Directors.
• A conference call remains the best and most expedient communication technology.
• All Metro Regional Medical Directors and EMS providers have agreed to adopt a one
goes-all go' philosophy when Alternate Protocols instituted.
• Returning to non-pandernic protocols is dependent upon situational updates
regarding system stress and dynamics during operational period.
• The duration of the use of Alternative Protocols will be determined when the
deviation from standard has been implemented. The duration is expected to be
hours Liao entire operational periods