HomeMy WebLinkAboutItem 07 COVID-19 Response Update{00015536:1}
AGENDA ITEM SUMMARY Meeting Date: 4/6/2020
Meeting Type: Regular Meeting
Staff Contact/Dept.: Mary Bridget Smith Staff Phone No: 541-744-4061
Estimated Time: 10 Minutes S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Provide Financially Responsible and Innovative Government Services ITEM TITLE: COVID-19 RESPONSE UPDATE
ACTION REQUESTED: Provide Feedback on the City’s COVID-19 response.
ISSUE STATEMENT: The spread of COVID-19 in our community has a significant impact on City operations. Staff will provide an update on current COVID-19 response efforts and service impacts.
ATTACHMENTS: Attachment 1: Council Briefing Memo
DISCUSSION/ FINANCIAL IMPACT:
Responding to COVID-19 significantly affects the City’s operations and services. The main areas of focus include coordination with our regional partners, interface with the public, local business support, vulnerable populations, staff management, the Emergency Operations Order, Communication Plan and the Community focused efforts. The attached Council Briefing Memo outlines the response and services.
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M E M O R A N D U M City of Springfield
Date: 4/6/2020
To: City Council COUNCIL
From: Mary Bridget Smith, City Manager Pro Tem BRIEFING
Subject: COVID-19 Update MEMORANDUM
ISSUE: The spread of COVID-19 in our community has a significant impact on City
operations. Staff will provide an update on current COVID-19 response efforts and service
impacts.
COUNCIL GOALS/
MANDATE:
Financially Responsible and Stable Government Services
BACKGROUND:
The purpose of this memorandum is to provide the Council an update on the City’s COVID-19
response and service impacts.
Regional Coordination
The City has maintained regular communication with our Team Springfield partners, State
representatives and other community partners such as the Chamber of Commerce. We are
working closely with Lane County and the City of Eugene to provide a regional, coordinated
response. Lane County is the lead agency for the public health response and all three
jursidictions cooperate to ensure consistent communication out to the community. The
Emergency Operations Centers have also collocated to the Eugene-Springfield Fire facility at 2nd
and Chambers.
Public Interface
The Governor’s Stay at Home Order has significantly impacted the City’s operations. Currently,
City Hall is closed to the public except by appointment or for specific events like bid openings
and public meetings. Staff has developed methods for remotely conducting business that would
have previously occurred at City Hall. For example, staff continues to receive and issue
building permits, conduct inspections and process land development applications. Filed
Inspections are occurring coupled with appropriate social distancing guidelines. Library staff
are answering and responding to phone calls daily and virtual library amenities like digital
books, music streaming, tutoring and resume help are available. They have also started an
online process for a digital library card. The City Manager’s Office is integral to legislative,
communication and local business support along with setting up a virtual meeting platform. The
Municipal Court has shifted to a virtual platform. Finance, Human Resources and the City
Attorney’s Office continue to provide support to outward facing departments and IT has
supported our migration to a virtual City Hall by deploying tools like virtual meeting software
and remote desktop access.
A number of City employees cannot work remotely. Generally those employees are in
Operations, Eugene-Springfield Fire and the Police Department. Operations employees are still
reporting to work and practicing the appropriate social distancing. They continue do work like
Attachment 1, Page 1 of 3
MEMORANDUM Page 2
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sanitizing facilities, hazard tree removal, bioswale maintenance, and repairing pipe system
blockages. Our public safety officers are still responding to calls as per normal along with
having Personal Protective Equipment and practicing social distancing. A good number of
employees are also working in the Emergency Operations Center (EOC).
SPD reports that the number of traffic stops has decreased but there is an increase in other types
of calls like domestic violence. They are also taking more reports over the phone; however,
patrol is trying to create a sense of security by being visible in the community. Eugene
Springfield Fire is observing a reduction in call volume and medical transports. They are also
experiencing a shortage of personal protective equipment.
Economic Development/Business Response
Our Economic Development staff is working collaboratively with our Chamber and regional
partners like Lane County and the City of Eugene to respond to the business community. Efforts
include the Emergency Small Business Loan, a local business survey and posting information
about businesses that are still operating or offering reduced services. Our staff is personally
reaching out to our local businesses to check on them and see how the City can help.
The Governor’s Stay at Home Order did not deem certain businesses as essential. Instead, it
closes specific retail businesses and instructed other businesses (besides grocery, pharmacy or
medical) that they could only remain open if they practice social distancing or offer ‘to go’
services. Violation of the Stay at Home Order is a Class C misdemeanor. Some members of the
public contacted the City asking questions about whether their business could remain open or
how the order would be enforced. In consultation with Lane County and the City of Eugene, we
have developed a regional approach of directing businesses to state resources for determining
whether they can stay open and then approach enforcement with an emphasis on education and
not punishment.
Vulnerable Populations
Addressing vulnerable populations like people experiencing homelessness is one of the more
complex areas of our COVID-19 response. The policy objectives behind including vulnerable
populations in the City’s COVID-19 response are twofold. First, vulnerable populations often
have health conditions that make them more likely to become infected with the Coronovirus and
in turn could increase the rate of infection community wide. Second, the Stay at Home Order
and associated social distancing requirements have disrupted their ‘supply chain’ of services for
items like shelter, food and a place to be during the day. Additionally, the CDC has issued
guidance that homeless encampments are to be left in place as a method of allowing people to
shelter in place and not further spread the risk of infection.
The City along with Lane County and the City of Eugene have developed a strategy for
addressing vulnerable populations. Springfield’s role in that strategy included facilitating the
use of the Memorial Building as an emergency respite shelter and parking for families at the G
Street Oasis. The Memorial Building’s capacity is 32 people which will be insufficient to serve
Springfield’s vulnerable populations. Other efforts in progress include ordering emergency
supplies for vulnerable people sheltering in place, potentially setting up small tent sites at the
Booth Kelly parking lot, working with the local organization Pay it Forward to assist homeless
individuals who will not be able to go to the Memorial Building and looking for options for
persons sheltering in place in RV or vehicles who previously would have parked their vehicle in
a park or other area that is closed to the public. We have also added showering, restroom and
hand washing facilities at various locations.
Attachment 1, Page 2 of 3
MEMORANDUM Page 3
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Staff Management
In addition to implementing remote work options, staff is also working to determine how the
new enacted federal legislation for emergency sick and childcare leave will apply to City
employees and impact City services. The new laws provide temporary paid leave for employees
experiencing illness related to COVID-19 and having to care for children or family who are in
not in school.
EOC
Our EOC has collocated to Eugene-Springfield Fire’s facility at 2nd and Chambers. The benefit
of collocating is that is helps with regional coordination and communication. FEMA has
recently distributed information about reimbursement for costs related to the COVID-19
response and staff will be applying for the appropriate reimbursement, but the timelines on
reimbursement is unknown.
Communication Plan
Effective communication with the Council, public and staff are crucial to the City’s COVID-19
response. The City has developed a communication plan that includes objectives and core
messages. The key audiences include residents, businesses, City Council, staff, area partners
and the media. We regularly communicate with staff and the community via email and post
content on social media. Council is currently receiving Council Talking Points that contain a
summary of COVID-19 updates and copies of the Media Monitoring Reports. Mayor Lundberg
also regularly participates in press conferences with Mayor Vinis and Commissioner Buch.
Community Focused Response
The City has received offers of assistance in our COVID-19 response and also calls for action.
For example, the Red Cross has contacted the City about encouraging blood donations. Our role
in this process is to post appropriate announcements and point people to the correct resources.
This is another area where our partnership with Team Springfield has been helpful because we
are able to share updates from our schools, utilities and park district.
RECOMMENDED ACTION: Provide feedback about our COVID-19 response.
Attachment 1, Page 3 of 3