06/09/2020 - City Council SpecialSPECIAL CITY COUNCIL MEETING
TUESDAY
JUNE 9, 2020
5:30 P.M.
EAGAN MUNICIPAL BUILDING
AGENDA
I. ROLL CALL AND ADOPTION OF THE AGENDA
II. VISITORS TO BE HEARD
III. COMMUNITY DEVELOPMENT AGENCY (CDA) UPDATE
IV. CITY OPERATION PLANS IN RESPONSE TO COVID 19
V. FINANCIAL IMPACTS AND BUDGETING ISSUES DUE TO COVID 19
VI. OTHER BUSINESS
VII. ADJOURNMENT
Agenda Information Memo
June 9, 2020 Special City Council Meeting
III. COMMUNITY DEVELOPMENT AGENCY (CDA) UPDATE
Action to be Considered:
To receive an update from the Dakota County CDA and discuss topics related to affordable
housing.
Facts:
The Dakota County CDA acts as the City’s Housing Authority. Through the Dakota County
CDA tax levy, Eagan property owners contribute approximately $1.3 million annually
towards affordable housing.
Tony Schertler, Executive Director, Dakota County CDA, will provide an update on
affordable housing development, housing need, and financing tools.
A presentation will be uploaded on Monday, June 8, 2020.
Agenda Information Memo
June 9, 2020 Special City Council Workshop
IV. CITY OPERATIONS PLANS IN RESPONSE TO COVID 19
Action to be Considered:
No formal action is needed. Staff will provide an update on our plans and efforts associated with City
operations in response to COVID 19.
Facts:
➢The City is preparing to reopen City Hall and other City facilities. In doing so, we are committed to
providing a safe and healthy environment for our employees and the community.
➢The remodel of City Hall is nearly complete, and all staff is expected to be moved into the remodeled
building by June 17.
➢City Hall is scheduled to open to the public on Monday, June 22. For a full listing of opening dates for
other City buildings, visit https://www.cityofeagan.com/publichealth#facility-service-and-program-
status.
➢Since this pandemic began, City services have continued to be provided. Many office staff were able to
do their jobs remotely. Those working in the field (Police, Fire, Streets and Parks Maintenance, and
Utilities) continued to physically report to work each day and safety measures were implemented for
these teams.
➢In preparation for City Hall and other city facilities reopening, there will be a combination of remote
and in-person teams on site, all with the understanding that customer service will remain a priority.
➢Per the Governor’s Executive Order 20-40 and the requirement of the MN Department of Labor and
Industry, the City has created the enclosed Return to Work and Reopening Plan. The plan outlines the
many steps the City is taking to ensure the safety of our employees and public. Highlights include
added building cleaning, staggered work schedules, floor marking and signage to ensure social
distancing, and enhanced personal hygiene opportunities.
➢Staff will be available for any questions from the City Council regarding the City’s plan to reopen City
facilities.
Attachments: (1)
IV-1 City of Eagan Return to Work and Reopening Plan
Revised: Friday, May 29, 2020
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Return to the Workplace and Re-opening Plan
OVERVIEW
The City of Eagan is committed to providing a safe and healthy environment for our employees and
the community. We have developed the following COVID-19 Return to the Workplace and Re-
opening Plan in response to the COVID-19 pandemic as we bring remote workers back into the office
and open facilities to the public.
The plan will adjust to guidance from federal, state, and local health officials as well as executive
orders. The plan will also take into account the needs of individual departments, employees, services.
Employee input is and will continue to be used to form this plan.
Employees at every level are responsible for implementing this plan.
BACKGROUND
On March 13, the Governor of Minnesota declared a State of Emergency and on March 17, the City
of Eagan implemented a local State of Emergency and initiated measures related to community and
workplace mitigation for COVID-19. Since then, the State of Minnesota has declared a Stay Home
MN Executive Order and a Stay Safe MN Executive Order which has put restrictions in place to
minimize the transmission of COVID-19 in the State of Minnesota.
The Minnesota Department of Labor and Industry (DOLI) requires employers to develop a COVID-19
Preparedness Plan to protect workers from exposure to the virus. This follows Gov. Tim Walz’s
Executive Order 20-40, allowing certain businesses to re-open.
GOALS
The City’s goal is to mitigate the potential for transmission of COVID-19 in our workplaces and within
our community. Only through this cooperative effort can we establish and maintain the safety and
health of our workers and workplaces. The plan
- To create a plan that is consistent, transparent, and flexible, and creates predictability,
accountability and is also empathetic to our diverse workforce and objectives.
- To create a workplace and spaces that are safe for employees and the public to return to
- To listen to employees
- To create a plan and process that limit potential impacts on employees physical and mental
health
Revised: Friday, May 29, 2020
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The City of Eagan’s goal is to have a plan that is consistent, transparent, and flexible, and creates
predictability, accountability and is also empathetic to our diverse workforce and objectives.
This plan will continue to evolve based on health guidance, the needs of the organization, and on
employee input. We thank you for your commitment to work with us. workspace safe for everyone!
BENEFITS
• A workplace that is safe and feels safe for employees
• Public spaces that are safe for the public
• Limit the transmission of COVID-19
• A plan that is transparent, flexible, inclusive, and comprehensive
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ROLES AND RESPONSIBILITIES
PLANNING STRATEGIES
The City of Eagan’s Return to the Workplace and Re-opening Plan is based on guidelines from the
Centers of Disease Control and Prevention (CDC), the Minnesota Department of Health (MDH) and
employee input. It is broken down into the following planning strategies:
City Administrator
•This COVID-19 re-opening plan has been prepared and issued under the authority of the City Administrator.The plan will remain in effect until further notice.It will be updated as necessary.
Plan Development Team
•This plan was developed through coordination of Emergency Management, Human Resources, and Facilities Management. The team’s objective is to engage, research, compile, review, and communicate a Return to Work and Re-opening plan.
Leadership
•Create and implement plans for each of the identified 6 categories to ensure the re-entry of remote workers and the public to City of Eagan facilities and spaces.
•Create and implement department specific Return to Work and Re-opening Plan
•Listen to and adjust to guidance provided by federal, state and local public health officials
•Gather information and adjust to employee feedback
Supervisors
•Ensure staff understand guidelines and how they relate to their facility or service
•Provide staff with the information they need from the City related to COVID-19
•Provide training on proper use of any provided PPE, use of new equipment, processes, and/or controls
•Provide the guidance to sick or potentially exposed employees
•Coordinate the return of employees through assessing the risks and benefits associated with bringing back each remote employee
•You have the right and responsibility to impose social distancing amongst your staff members.
All Employees
•Monitor your health and follow the CDC guidelines
•Follow social distancing and PPE guidelines with co-workers and the public
•Monitor your facility and activities for compliance with all guidelines
•Learn and follow cleaning or sanitizing guidelines for your facility and workspace
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• Ready Mechanical, HVAC, Fire/Life Safety systems.
• Clean/disinfect with products from approved lists from governing authorities.
• Engage vendors, renters, and contractors in Return to Workplace and Re-opening plan.
• Review and prepare plans regarding changes to cleaning scope or any additional services.
• Ensure all inspections, remediations, repairs and communications were completed before
reopening.
• Provide building signage to support wayfinding, social distancing, sanitize/wash stations, and
site-specific policies and protocols.
• Potential rearrangement of equipment, furniture, and office spaces to support social distancing
and public use.
• Sanitize all touchable areas in workspace and gathering areas including meeting and storage
rooms, office and support spaces, lobbies, restrooms, and other activity spaces prior to
opening.
• Controlling/monitoring entry points including deliveries and pickup/drop offs.
• Installation of plexiglass shields at circulation desks if needed (site specific).
• Providing sanitizer, wipes, and PPE as appropriate.
• Install or provide hand-sanitizing dispensers and disinfecting wipes at key locations for
customers and workers to use.
• Require workers – and allow them the time – to wash their hands frequently with soap and
water for at least 20 seconds, in particular:
• When they arrive and depart from work
• Before and after they use the restroom
• Before eating, drinking, or using tobacco
• When they leave their workstation
• After handling equipment or tools that may have been used by others
• After handling money or paperwork
1. Facilities and Buildings Preparation
2. Personal Hygiene -Handwashing & Sanitizing Protocols
3. Social Distancing & Personal Protective Equipment Guidelines
4. Facility cleaning and Sanitizing Protocols
5. Maintaining a Healthy Workforce: Including Covid-19 Related Leave
6. Personal Hygiene –Handwashing and Sanitizing Protocols
Strategy 1. Facilities and Buildings Preparation
Strategy 2. Personal Hygiene -Handwashing & Sanitizing Protocols
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• Routinely clean and sanitize surfaces, equipment, and when possible label them clean.
• Routinely clean and sanitize cash registers between use by different persons.
• Ensure hand sanitizer, disinfectant wipes, and other products are onsite and available.
• Consider use of protective gloves where necessary.
• Set up a schedule to keep handwashing supplies well stocked, handwashing areas clean and
trash emptied.
• Require all workers to stay at least six feet away from customers and coworkers.
• Specify seating/workplace assignments for employees to ensure staff adhere to minimum work
distances.
• To facilitate social distancing, limit the number of customers in confined areas.
• Mark six-foot increments (using colored tape, floor markers, decals, etc.) on the ground or floor
to support social distancing.
• Post large, printed, attention-getting signs that are readable from a distance (or use portable,
electronic signs) to inform customers of the social distancing and hygiene practices.
• Prohibit or limit the use of shared phones, tools, equipment and other workplace items that are
not sanitized between each use.
• Consider removing or limiting touchable surfaces, such lobby furniture, display racks, rental
equipment if routine sanitizing is not practical.
• Alter activity arrangements to allow greater flexibility of spaces to support social distancing –
i.e. fitness equipment to gyms, table/chair setups, lobby furniture, adjustment to scheduling,
etc.
• Ongoing planning and modification efforts to support social distancing protocols relating
spaces and usage.
• Encourage customer pick-up opportunities by using drop off boxes, tables, or windows that do
not require face-to-face interaction.
• Increase the time between rental/activity times to prevent large crowds during coming and
going from facilities.
• Install sneeze barriers and/or floor markers around circulation desks/public check-in tables.
• Remove vending or discontinue concession services.
• Enforce stringent cleaning protocols for in public and shared spaces.
• Maintain enhanced cleaning and disinfecting practices throughout facilities, with emphasis on
touchable spaces.
• Supply disinfectants near or on tables, work areas, or shared use spaces.
• Remove product from food/beverages machines to eliminate high use touchable spaces.
• Ensure hand sanitizer, disinfectant wipes, and other products onsite and available.
Strategy 3. Social Distancing and Personal Protective Equipment Guidelines
Strategy 4. Facility cleaning and Sanitizing Protocols
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• Low-touch or no-touch light switches installed in building where applicable.
• Appropriate interior doors propped open when possible.
• Monitor employees for signs of illness, including using health status questions.
• Require sick workers to stay home or return home if they are experiencing symptoms.
• Leave policies for employees who are sick from or show symptoms of COVID-19 illness.
• Ensure employees know the signs and symptoms of the COVID-19 illness, such as a cough,
fever, shortness of breath, chills, sore throat and muscle pain.
• Review processes and protocols that will be implemented to prevent COVID-19 exposure.
• Teach workers to promote the importance of social distancing, proper handwashing, covering
coughs and sneezes, and avoidance of touching their nose, mouth or eyes.
• Teach workers when and how to use face coverings and PPE. Include proper methods for
removing protective gloves, if used. Guidance will be based on
• Communicate important safety messages and updates with meetings, signs, electronic
postings, apps, etc.
• Communicate with patrons about safety precautions being taken and required through:
o Signs at facilities – both indoor and outdoor
o Digital Communications
o In person communications from staff in the facilities
• Post a copy of our COVID-19 Preparedness Plan.
TACTICS FOR ENSURING HEALTH IN THE WORKPLACE
The re-opening of facilities and in person services to the public along with the return of staff who are
currently working remotely brings additional risk for virus transmission.
At no time should the opening of a facility or activation of a program be undertaken if such action will
negatively impact the safety of current city operations. Negative impacts may include reduced access
to protective equipment, decreased cleaning capacity, or an inability to maintain social distancing.
Staff must also be prepared to resume facility closures if pandemic conditions worsen.
Due to the rapidly evolving information regarding COVID-19 State and Federal resources must be
regularly monitored for changes in guidance which may impact the contents of this document.
Health and Hygiene
Strategy 5. Maintaining a Healthy Workforce: Including Covid-19 related leave
Strategy 6. Education Efforts on How to Prevent Coronavirus Transmission
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Employees should continue to follow the precautions of staying home if sick, washing hands, covering
cough, and social distancing.
All employees shall stay home if they are sick with COVID like symptoms and should contact their
healthcare provider for potential testing.
Supervisors will direct sick employees as to when they are able to return to work and this direction will
be based on current Centers for Disease Control and Prevention (CDC) or Minnesota Department of
Health (MDH) guidance.
Employees who experience a potential exposure or have an ill household member may be directed to
quarantine and not come to work for a period of time. This direction may come from health officials or
their supervisor. Supervisors will provide this direction based on current CDC or MDH guidance.
COVID-19 Related Leave
Tuesday, April 7, 2020 the Council approved an update to the Emergency Management Plan to
incorporate the new Family First Coronavirus Response Act (FFCRA) that was signed into Federal
law on March 18, 2020 (effective for April 1, 2020). This policy rescinds the previous COVID-19
Leave Program established by the City of Eagan on March 17, 2020.
This policy is intended to be a comprehensive source of information on the use and administration of
the benefits and protections afforded to Eagan employees as they pertain to the COVID-19
pandemic. This policy will separate the major aspects of employee benefits and protections into two
parts:
Part 1 -- Emergency Paid Sick Leave
Part 2 -- Emergency Family and Medical Leave Expansion
If you qualify for either part 1 and/or part 2 complete the necessary forms and submit to HR.
Sick Leave
• A negative sick leave balance will be allowed during the pandemic if necessary. Employees
who need to go negative need to contact the HR division for more information and to sign an
authorization form.
Health screenings
• Screenings may involve questioning or additional measures based on the situation and
availability of resources. These screenings may be implemented at the start of shifts or when
an employee is displaying COVID symptoms. Screenings may also be applied to visitors.
• All facilities will identify an isolation area where ill employees or visitors can be moved prior to
sending them home or to a healthcare facility. After each use of the isolation area a thorough
cleaning and sanitizing of the area must occur using current CDC guidance.
Hygiene
• Access to hand washing or hand sanitizer should be readily available for both staff and visitors.
This may involve the use of portable handwash stations or hand sanitizer dispenser units.
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• Touch points will be reduced to the extent possible. Commonly touched surfaces will be
included in the enhanced cleaning regimen for each facility.
Social Distancing
• Social distancing can be accomplished through a variety of physical, engineered, and
administrative measures. Many facilities will require a mixed approach to effectively manage
social distancing when opened to the public.
• Current measures already in place for staff should remain in place and only be modified if an
operational advantage can be safely gained.
• Physical considerations include the appropriate spacing of seating surfaces, blocking off
seating sections that cannot be removed, removing or reducing the number of touch surfaces.
• Engineering considerations include the use of partitions like plexiglass barriers, stanchions,
floor markings, and signage to control the movement of visitors.
• Administrative considerations include reducing the capacity of meeting rooms, adjusting staff
schedules, only allowing gatherings in accordance with current CDC or MDH guidance,
ensuring adequate staffing and time between events for cleaning and the entrance and exit of
visitors.
Face Coverings and Personal Protective Equipment (PPE)
• Every effort should be made to achieve social distancing through the steps outlined above.
• If there are situations where social distancing may not always be possible the use of face
coverings or personal protective equipment is expected. Cloth masks are available to staff and
• It is important for all staff to understand that cloth face coverings provide some protection to
others from respiratory droplets of the wearer. The face coverings do not provide protection to
the wearer so when wearing a cloth face cover the wearer must try to maintain social
distancing. Essentially wearing a cloth face mask is a courtesy to others.
• If PPE is needed for a task the supervisor should instruct the employee on the proper use of
the PPE including proper donning and doffing.
Cleaning and Sanitizing
• To the extent possible dedicated cleaning staff should be working in all facilities while the
facility is open to the public in addition to the regular off hours cleaning.
• All disinfecting products used in City facilities should be listed on the EPA COVID-19 approved
pesticide list. All disinfecting products used in City facilities should be listed on the EPA
COVID-19 approved pesticide list.
• Cleaning and disinfecting supplies should be accessible to all staff.
• Some portions of facilities may have to remain closed if there are limitations in the ability to
thoroughly sanitize an area in an efficient manner.
Communications and Training
• This re-opening plan was communicated to all employees via email, posted on City bulletin
boards, and posted on the City’s Intranet - on June 1. A supervisor’s guide was developed so
all managers/supervisors could discuss in staff meetings and use as a resource daily.
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RESOURCES
Accessing PPE, Masks and Gloves
• Each employee three handmade masks per an employee. Department directors will
coordinate the distribution of handmade masks.
• Gloves are available. If a service requires gloves, they will be provided. If employees would
like to request gloves, they can do so through their supervisor.
• Hygiene products (either hand sanitizer, wipes, and disinfectant) will be available at all
workgroup areas and common areas, and entrances.
• PPE will be provided by the City to employees whose duties and job classifications outlined
in OSHA and CDC guidance require it.
Employee Assistance Program
Employee Assistance Program (EAP)
The impact on daily life caused by COVID-19 continues to become more intense and disruptive. This
pandemic is affecting all aspects of society, and it’s easy to feel overwhelmed. LifeWorks has a range
of practical resources to help you find guidance and support during this difficult time. Caring,
professional LifeWorks advisors are available by phone 24/7 to help you.
EAP Resources:
Lifeworks – Here for you in time of need
Protecting your well-being during the COVID-19 Outbreak
Revised: Friday, May 29, 2020
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Agenda Information Memo
June 9, 2020 Eagan Special City Council Meeting
V. FINANCIAL IMPACTS AND BUDGETING ISSUES DUE TO COVID-19
City Council Action:
Receive information and provide direction to staff regarding possible changes in
the 2020 budget and parameters for the 2021 budget
Facts:
The City of Eagan has been in a State of Emergency since March 17, 2020 due to
the COVID-19 pandemic.
Like most businesses, municipalities are experiencing significant economic
impact resulting from temporary closure of non-essential commerce and stay-at-
home orders. Eagan is no exception.
Impact on the City includes or will include:
o Increased costs for PPE and other safety measures in interacting with the
public and in making City Hall and other municipal buildings a safe place
for staff to work; and
o Lower revenues due to the development slowdown, property tax
delinquencies, cancellation of City recreation programs, and closure of all
three recreation enterprise facilities: Cascade Bay, Civic Arena and
Community Center.
Funding from both the State of Minnesota and the Federal Government may be
forthcoming to assist the City of Eagan with COVID-related expenses.
In December 2019, as part of a two-year budget cycle, the City Council adopted a
2020 budget and levy, and reviewed the 2021 budget with a tentative levy
amount.
Preliminary projections indicate the 2020 Budget could result in a deficit as a
result of lost revenue. Details will be provided as an attachment on Monday.
In June and July, City Staff will be reviewing options to eliminate the deficit and
will report back to the City Council at either the July and/or August Special City
Council workshop(s).
Options to eliminate the possible deficit and cut the 2021 Budget include but
may not be limited to: reduction in personnel, hiring freeze, elimination of all out
of state travel, school, and conferences, delay certain equipment and capital
expenses, along with other personnel cost savings.
Absent adjustments to the 2021 budget and levy as presented in December
2019, the projected 2021 property tax levy increase would be 5.4%.
The preliminary 2021 property tax levy and budget must be adopted in
September 2020 for truth-in-taxation statements, with the final property tax levy
and budget scheduled for approval in December 2020.
Staff will seek direction and guidance from the City Council at the workshop,
recognizing the fluid nature of this year’s budget process and uncertainty the
pandemic brings, as well as the unknowns as it relates to funding relief from the
Federal and State Government.
Staff will present a few PowerPoint slides at the meeting illustrating the
potential impact on 2020 and 2021 budgets, levies and projected fund balances.
Attachments:
Will be available Monday