Youve Enacted your COG Continuity Plan Now What

You’ve Enacted your COG Continuity Plan, Now What? Thursday, March 26, 2020 2: 00 p. m. CPS HR Consulting November 2017 1

PROTECTIVE MEASURES AND PROACTIVE RESPONSE TO COVID-19 presented to Texas Association of Regional Councils presented by Diane Rath Executive Director Deedra Johnson Human Resources Director DATE March 26, 2020

PROACTIVE RESPONSE AND PROTECTIVE MEASURES • On approximately March 9, AACOG ordered bulk quantities of sanitizers - sanitizer dispensers are available on each floor and are checked and refilled regularly. • Instructed our custodial team to be diligent in cleaning countertops, break areas, and ensuring soap dispensers are replenished daily. • Ordered disinfectant wipes to ensure staff had available to wipe desks, work stations, doors, etc. • Displayed Centers for Disease Control and Prevention (CDC) fact and tip sheets on proper protocols to decrease the spread of germs - placed on all door entrances/exits, outside of every elevator bank and in employee break areas.

SAFETY OF VULNERABLE POPULATIONS Concurrently, AACOG staff that encountered our more vulnerable population were equipped with the following: • Pocket hand sanitizers • Gloves • Masks • AACOG’s Transportation Dept. increased the cleanliness of the transit vehicles. • Provided applications on mobile devices to allow staff to conduct their visit with their clients via video conference. • While simultaneously coordinating a contingency plan to implement a remote work plan for as many employees as possible.

CDC PROTECTION RECOMMENDATIONS • Prior to the agency’s funding sources granting authorization to suspend face-to-face visits, AACOG’s various program management staff crafted a message informing their teams of how to protect themselves, as well as clients by following the recommendations from the CDC. • In addition, they asked clients a few questions to determine if they or family members at the residence were ill.

EFFORTS TO DECREASE AGENCY ONSITE FOOTPRINT • Program management analyzed their workforce and created a plan that would allow employees to either work remotely or drastically decrease the number of employees onsite. • AACOG’s communication department crafted language for our website indicating the remote work schedule and how to continue to receive services during this time. • The Intellectual and Developmental Disability (IDD) program allowed all services coordinators to work remotely, consisting of at least 100 employees. • The Alamo Agency on Aging (AAA) allowed the Ombudsman, which serve our senior citizens in nursing homes to work remotely. • By Monday, March 16, 2020, AACOG decreased the onsite staff by over 50% and allowed a skeleton crew to remain onsite in order to operate and maintain “essential” agency functions.

EFFORTS TO DECREASE AGENCY ONSITE FOOTPRINT - Continued • Agency staff worked diligently to coordinate the preparation of computer devices needed to implement the remote work plan. • Step-by-step instructions were created to assist employees on how to set up their computer devices in their homes.

Families First Coronavirus Response Act (FFCRA) • On March 18, 2020, the president signed into law the FFCRA, which provides paid sick leave to employees who are unable to work because of COVID-19. • Supplements state unemployment insurance programs. • Expands the coverage of The Family and Medical Leave Act (FMLA) by → Providing 12 weeks of paid job protected leave for employees who are unable to work due to caring for a minor child if the child’s school or daycare is closed due to COVID-19. As AACOG staff works to navigate the implementation of this new law: → The agency is in the process of creating codes in the ADP system which will allows distinction between our current FMLA and PTO codes. → The agency is in the process of creating language for employees on what will be required as documentation in support of the new laws.

San Antonio & Bexar County issue “Stay Home, Work Safe” Orders • On March 23, 2020, San Antonio’s Mayor Ron Nirenberg and Bexar County’s Judge Nelson Wolff issued separate but joint ”Stay Home, Work Safe” Orders to mitigate the spread of COVID-19. • The order is effective beginning at 11: 59 p. m. on March 24, 2020 and will last until 11: 59 p. m. on April 9, or until further notice. • The following are the only “essential” staff that will be allowed to continue to operate: → The Alamo Regional Transit (ART) Drivers → The Area Agency on Aging’s (AAA) Meal Program

San Antonio & Bexar County issue “Stay Home, Work Safe” Orders - Continued • On Monday, March 23, 2020 with over 75% of AACOG staff currently working from home, AACOG instructed the remaining onsite staff to work remotely. • All staff was sent home equipped with the necessary devices to effectively work remotely, i. e. laptops, cell phones, etc. • Additionally, AACOG’s staff was provided the ability to interface with their clients or other staff members via the “Go. To Meeting” application. • AACOG Board meetings will be conducted via teleconference. • March 16, 2020, the CDBG public meeting was live streamed for comments on priorities.

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