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06/09/2020 - City Council Special (2)SPECIAL 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. EAGAN CITY COUNCIL MEETINGTony Schertler, Executive DirectorJune 9, 2020 2,931 units of housing497 in EaganEstimated 20-year Capital Improvement needs – Eagan properties onlySenior Housing > $20 millionWorkforce Housing > $10 millionLincoln Place > $1 millionCDA HOUSING PORTFOLIO SENIOR HOUSINGO’Leary ManorLakeside PointeOakwoodsOakwoods East245 unitsServes seniors age 62+Incomes below 80% AMIA third of seniors served in the CDA’s program have Social Security as their only source of income WORKFORCE HOUSINGOak Ridge200 unitsServes families with childrenIncomes below 60% AMIAverage income: $30,000Residents work mostly in the service sectorErin PlaceNorthwood Riverview RidgeLakeshore YOUTH SUPPORTIVE HOUSINGLincoln Place24 unitsServes young adults ages 18-24 who are homelessOn-site services provided by Wilder Foundation Services funded by Dakota CountyOpened in 2010 DEVELOPMENTS IN THE PIPELINECahill Place, Inver Grove Heights40 unitsSupportive housing for homeless families with childrenDeveloper & Service Provider: Center City Housing Corporation Services funded by Dakota CountyOpening early fall 2020 DEVELOPMENTS IN THE PIPELINEGateway Place, West St. Paul54 unitsWill serve single or two-person adult householdsEfficiency and one-bedroom unitsNew housing product type for the Dakota County CDABreaking ground in June 2020 DEVELOPMENTS IN THE PIPELINENichols Pointe, Eagan24 unitsSenior housing with preference for VeteransNew housing product type for the Dakota County CDASubmitting financing request to Minnesota Housing in July DEVELOPMENTS IN THE PIPELINEThe Winslow, West St. Paul172 unitsAffordable Senior HousingDeveloper: Real Estate Equities & DARTSFirst residents moved in at the end of May; continuing leasing DEVELOPMENTS IN THE PIPELINEWexford Place, Rosemount49 unitsWorkforce HousingDeveloper: Ron Clark ConstructionOpening September 2020 RENTS OUTPACING INCOMES LOW VACANCY RATES FUTURE NEEDMarket rate = above 80% AMIAffordable = 40-80% AMISubsidized = below 40% AMI 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 1 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 2 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 Revised: Friday, May 29, 2020 3 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 Revised: Friday, May 29, 2020 4 • 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 Revised: Friday, May 29, 2020 5 • 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 Revised: Friday, May 29, 2020 6 • 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 Revised: Friday, May 29, 2020 7 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. Revised: Friday, May 29, 2020 8 • 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. Revised: Friday, May 29, 2020 9 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 10 Agenda Information Memo June 9, 2020 Eagan Special City Council Meeting VI. 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 2020 General Fund results may show a deficit due to lost revenue.  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:  VI-1 Slide presentation Financial impacts of COVID-19 State of Emergency since March 17 We’ve been making financial impact estimates since mid- March. They keep changing. They’ll continue to change. So much is uncertain. Two -year budgeting has been helpful Most of the issue is lost revenue; almost all PPE and other COVID-related expenditures will be reimbursed by the Federal government. There could be significant OT at some point, but that’s uncertain Staff is looking for direction and guidance as we adjust 2020 & 2021 budgets for the Council’s consideration later this summer 1 [Slide from Dec 2019 TnT meeting, before COVID] At a glance … 2019 2020 $ Increase % Increase 2021 $ Increase % Increase Budget $37,963,000 $42,822,100 $4,859,100 12.8%$44,879,900 $2,057,800 4.8% Levy 36,742,282 39,332,378 2,590,096 7.0%41,448,498 2,116,120 5.4% New staff 18 Firefighters 2 Police 1 Street Maint 1 Web Devlpr 2,398,900 1 Dep PW Dir 1 Proj Coord 1 IT Specialist 1 HR Asst 1,222,600 2 Projected revenue decreases 270,000 205,000 421,800 150,000 200,000 400,000 1,000,000 1,000,000 0 200,000 400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 1,600,000 1,800,000 2,000,000 2020 2021 Property tax Development Parks/Rec Other 3 Projected expenditure decreases 216,100 205,000 277,100 858,600407,900 100,000 0 200,000 400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 2020 2021 PT Parks/Rec Hiring freeze Training/travel 4 Net projected impact –General Fund 2020 Budget 2020 Projected 2021 Budget 2021 Projected Revenues 42,822,100 40,930,300 44,879,900 43,124,900 Expenditures 42,822,100 41,921,000 44,879,900 43,716,300 Net deficit 0 (990,700)0 (591,400) Assumes net revenue loss per previous slide, hiring freeze, and out-of-town training/travel restrictions 5 Impact on General Fund balance 45.9%44.0% 49.9% 44.9% 40.5% 0.0% 10.0% 20.0% 30.0% 40.0% 50.0% 60.0% 2019 2020 2021 Original budget Projected 6 Other internal factors impacting budget and levy No collective bargaining contracts have been settled for 2021; negotiations will start soon 2021 budget as presented in December includes 3% COLA and steps Health insurance premium increase is capped at 12% for 2021 Long-term funding for EAB mitigation has not been established Long-term financial plan includes utilization of $2.25M fund balance to reduce capital levies over 2020-2024 Cascade Bay, Civic Arena and Community Center budget impacts are not included in numbers, but net impact should be minimal 7 External factors impacting budget and levy What direction does COVID- 19 go? Will there be a spike this fall and/or next year? How severe and how long will the economic impact be, both locally and nationally? What Federal or State aid will be available beyond amounts already committed for expense reimbursement? Will allowance be made for lost revenue? 8