HomeMy Public PortalAbout09) 7D_ContPlan_staff reportMANAGEMENT SERVICES DEPARTMENT
MEMORANDUM
D ATE: October 6, 2020
TO: The Honorable City Council
FROM: Bryan Cook, City Manager
By: Brian Haworth, Assistant to the City Manager
SUBJECT: COVID-19 CONTINUITY PLAN UPDATE
RECOMMENDATION:
The City Council is requested to receive and file this report.
BACKGROUND/ANALYSIS:
1.On August 18, 2020, Council adopted a COVID-19 continuity plan to define the City’s
service goals and priority initiatives during the pandemic (Attachment “A”). Staff was also
directed to return to Council with a status report outlining accomplishments to date and
proposed actions for the next 60 days.
2.Attachment “B” provides that report. Identified accomplishments are those completed
between March 15 and August 31, 2020; proposed actions are those planned for
September 1 through October 31, 2020. Items of Council interest are also provided
where applicable, e.g., challenges, trends and related policy actions.
3.Accomplishments to date include modified service and administrative actions, a
formalized economic recovery plan and the initiation of many critical projects. For the
next 60 days, staff will continue focusing on economic recovery plan items, new
community programming and critical projects underway.
4.Staff will return to Council on November 17, 2020 with another status report identifying
accomplishments of the past 60 days and proposed actions for the following 60 days.
This reporting process will continue regularly, culminating 30 days after Governor
Newsom lifts the COVID-19 state of emergency.
CITY STRATEGIC GOAL:
Actions contained in this report align with the strategic goal of good governance.
AGENDA
ITEM 7.D.
City Council
October 6, 2020
Page 2 of 2
FISCAL IMPACT:
There is no fiscal impact associated with the requested Council action.
ATTACHMENTS:
A.Continuity Plan
B.Status Report #1
COVID-19
CONTINUITY PLAN
pg. 1 of 4
ADOPTED 08/15/2020
citizen engagement
1.Promote community solidarity.
a.Issue regular community messages from the Mayor
b.Provide visual messages of hope, respect and empathy
c.Encourage resident-driven initiatives
d.Initiate targeted campaigns
2.Go virtual.
a.Amend current video production contract to support future virtual initiatives
1.Enhance social media functionalities, as needed
b.Move suitable events and recreational programming onto a virtual platform
c.Broadcast interactive town hall meetings and other informational events
3.Create “get-out-of-the-house” opportunities.
a.Provide socially-distanced outdoor exercise classes and similar activities
b.Create community events or programs that adhere to public health guidelines
4. Support the vulnerable senior population.
a.Solicit and implement recommendations from the Committee on Aging
b.Leverage and create programs that boost wellness and eliminate isolation
c.Modify existing contracts to expand necessary services
financial solvency
5.Evaluate reserves and revenue losses.
a.Identify budget gaps on a continual basis
b. Review development proposals that are delayed or no longer moving forward
1.Determine impact on projected tax base
c.Participate in informational seminars regarding COVID-19 revenue trends
1.Incorporate assumptions into financial forecasts
d. Recommend quarterly financial adjustments via Council action
1.Communicate financial changes, challenges and opportunities
2.Propose modifications to City operations and programs
3.Evaluate non-essential government services
6.Document reimbursable COVID-19 expenses.
a.Categorize invoices and payroll (as required to mitigate health impact)
b.Maintain separate COVID-19 expense records
c.Retain records for five years after final reimbursement payment
1.General ledger
2.Budget records (FYs 2019-2020)
3.Payroll and timesheets
4.Receipts and invoices
5.Agreements
6.Correspondence
ATTACHMENT A
COVID-19
CONTINUITY PLAN
pg. 2 of 4
ADOPTED 08/15/2020
financial solvency (cont.)
7.Monitor legislative funding proposals.
a.Advocate for local needs
b.Leverage partnerships with elected officials and professional organizations
public information
8.Maintain a resource-based COVID-19 website.
a.Update subsections regularly
b.Build brand awareness: templecity.us/coronavirus
9.Use social media and mass notification platforms as key information tools.
a.Create ongoing content that reflects popular content and community concerns
1.Ensure that messaging is original; include a balance of information
2.Monitor engagement levels, trending posts and “bitly” statistics
b.Provide responses to direct messages within one business day
10.Disseminate information to those without online access.
a.Leverage local print media by issuing news releases
b.Craft and strategically disseminate regularly-issued reports of noteworthy items
c.Establish and man a community hotline for coronavirus and related inquiries
d.Leverage reach of the City’s cable channel, Rosemead Blvd. billboard and traffic message boards
11.Message proactively.
a.Develop FAQs, address rumor control and provide adequate public notice on modified services
b.Publicize public discussion of newsworthy Council items
c.Continue cross-information gathering from other departments and external stakeholders
d.Translate critical messaging collateral into Chinese, as needed
response & recovery planning
12.Formalize City’s response to COVID-19.
a.Initiate preliminary emergency response
1.Proclaim local emergency
2.Activate emergency operations center
3.Develop city facility and response protocols
4.Establish crisis action team
5.Issue situational reports
6.Adjust responses, as needed
b.Adopt a COVID-19 service continuity plan
1.Modify initiatives and schedule, as needed
c.Continue regional response efforts
1.Maintain coordination with Disaster Management Area D
2.Attend and participate in LA County Public Health teleconferences
3.Issue ongoing status reports to the County Office of Emergency Management
COVID-19
CONTINUITY PLAN
pg. 3 of 4
ADOPTED 08/15/2020
response & recovery planning (cont.)
13.Ensure that City emergency operations plans address COVID-19.
a.Update the City’s emergency operations plan
b.Develop a phased reconstitution strategy
14.Assist with local economic recovery.*
a.Finalize plan for Council approval
b.Implement key components
1.Financial assistance
2.Technical assistance
3.Business-friendly policies
4.Marketing/promotion
c.Issue status reports
*Incorporates by reference the adopted Economic Recovery Plan (July 7, 2020).
service delivery
15.Finalize a continuity-of-government plan.
a.Define various stages with identified closures, precautions and service modifications
b.Articulate essential and non-essential city services
c.Use as a guiding document moving forward; amend as needed
16.Position governance to remote meetings.
a.Train local officials and staff on videoconferencing technology
b.Recommend ongoing technological or procedural improvements
c.Include a telephonic option for the community
17.Shift to remote working arrangements (where applicable).
a.Employ web-based telephonic and document sharing tools
b.Establish and maintain a protocol for daily staff check-ins
c.Provide adequate IT support
18.Enhance internal communications.
a.Hold regular conference calls between management and front-line staff
b.Create and maintain an agenda of critical issues for ongoing focus and assessment
c.Encourage staff to recommend service improvements
1.Identify best practices or lessons learned
d.Communicate COVID-19 precautions and related personnel actions
e.Use internal input as basis for external communications
19.Grow online services.
a.Add new online service capabilities
b.Enhance document archiving systems
c.Post signage at City facility entrances advertising online services
d.Assign and train staff to administer online service requests
COVID-19
CONTINUITY PLAN
pg. 4 of 4
ADOPTED 08/15/2020
service delivery (cont.)
20.Further employee support.
a.Reinforce and modify practices for safe work environments
b.Offer flexible scheduling and employee childcare services
c.Promote available employee assistance resources
d.Create temporary job duties for continued employment
e.Provide administrative leave
21.Continue critical projects.
a.City Yard
b.Deferred Compensation
c.Design Standards
d.Election Outreach
e.Financial Policies
1.Debt Management
2.General Fund Reserve
3.Purchasing
f.Grant Funding Opportunities
g.Homeless Plan
h.Housing Element
i.Las Tunas Repaving
j.LED Retrofits
k.Legislative Analysis
l.Measure A Fund Programming
m.Primrose Park
n.Records Management
o.Temple City Library
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 1 of 17
citizen engagement
1.Promote community solidarity.
a.Issue regular community messages from the
Mayor
•Five completed messages •Messages as needed
b.Provide visual messages of hope, respect, &
empathy
•2020 Graduates Video
•#WeGotThisTC Campaign
-Billboard messages
-Lawn sign program
-Social media posts
•#WeGotThisTC Campaign
-Billboard messages
-Social media messages
-Traffic sign messages
c.Encourage resident-driven initiatives •Face Mask PSA Contest
•Social media shares
-@Instafleets
-@TCChalkWalk
-Face Mask Sewing
-Goofy Sidewalk
-Teddy Bear Hunt
•COVID-19 Local Heroes Campaign
•Social media shares
(when available)
d.Initiate targeted campaigns •Face Mask PSA Contest
•Lawn Sign Program
•Senior Face Mask Giveaway
•Open for Business Banners
•#SupportTCBiz Campaign
•Temple City Life Postcard Campaign
2.Go virtual.
a.Amend current video production contract to
support future virtual initiatives
•Aug. 18: Council approves contract •N/A •Task completed
ATTACHMENT B
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 2 of 17
3. Create “get-out-of-the-house” opportunities.
a. Provide socially-distanced outdoor exercise
classes & similar activities
• Explore field use by youth sports groups • The current health order does not carve out
outdoor fitness activities for municipal
recreation programs
b. Create community events or programs that
adhere to public health guidelines
• Drive-In Movie Nights • Drive-Through Halloween Event
4. Support the vulnerable senior population.
a. Solicit & implement recommendations from
the Committee on Aging
• Formalize senior database
• Create monthly senior newsletter to
advertise available resources
• Future programming will shift to broader
quality of life programs (e.g., wellness
checks, virtual bingo, chair exercises, etc.)
b. Leverage & create programs that boost
wellness & eliminate isolation
• Partnered with youth volunteers to write
letters to Senior Meal Program participants;
also distributed activity packs
• Formalize new offerings via AARP & local
health providers
• See comment above
b. Move suitable events & recreational
programming onto a virtual platform
• Camp-A-Palooza
• Day Camp
• Summer Concerts
• Temple City’s Got Talent
• Virtual Recreation Center
• Crafting Club
• Fall Car Show
• Fall Recreational Programming
• Healthy Temple City
• Online Homework Help
• Trivia Night
• A viable format is being explored for Citizens
Academy
• Marketing has shifted to (social media)
sponsored ads because of low cost &
effective reach
c. Broadcast interactive town hall meetings &
other informational events
• Neighborhood Watch Meeting #1 • Coyote Awareness (w/SGVCOG)
• Neighborhood Watch Meeting #2
• Relay for Life (co-sponsorship)
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 3 of 17
c. Modify existing contracts to expand
necessary services
• Shifted Dial-A-Ride service hours to start
earlier (at 7 a.m. to take advantage of senior-
only shopping hours)
• As needed • Senior meals (offered through YWCA San
Gabriel Valley) have moved from daily to
weekly pick-ups
financial solvency
5. Evaluate reserves & revenue losses.
a. Identify budget gaps on a continual basis
• Ongoing
• Ongoing • Reviews are conducted monthly
(budget vs. actuals)
• Quarterly reports are presented to Council
(see Item 5d)
b. Review development proposals that are
delayed or no longer moving forward
• Analysis to be completed in Nov. 2020
• Findings to be presented in 2020 Q4 report
• Task identifies impact on projected tax base
c. Participate in informational seminars
regarding COVID-19 revenue trends
• Attended several webinars sponsored by
CSMFO, CA League of Cities & HdL on
potential COVID-19 financial impacts &
federal CARES Act funding
• Participate in three webinars from various
organizations (incl. those in the
“Accomplishments” column)
• Task incorporates assumptions into financial
forecasts
d. Recommend quarterly financial adjustments
via Council action
• May 19: Council approves 2020 Q3 report
• Sept. 15: Council to review 2020 Q4 report,
including budget amendments
• Quarterly reports are now presented as New
Business items on the Council’s meeting
agenda
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 4 of 17
6. Document reimbursable COVID-19 expenses.
a. Categorize invoices & payroll
(as required to mitigate health impact)
• Ongoing
• Ongoing
• A project code has been developed to
record COVID-19 expenses (including
administratrive leave) into the City’s financial
system
• Focus will continue on identifying
appropriate invoices & time worked for
COVID-19-related items
b. Maintain separate COVID-19 expense
records
• Ongoing • Ongoing • Task entails maintaining copies of paid
invoices specifically due to COVID-19
mitigation
c. Retain records for five years after final
reimbursement payment
• Maintained records in a separate file for
invoices & timesheets
• Digitize records for easy organization &
access
• Includes general ledger, budget records,
payroll & timesheets, receipts & invoices,
agreements, & correspondence
7. Monitor legislative funding proposals.
a. Advocate for local needs
• June 4: Council approves CARES Act letter
• Ongoing • Staff is monitoring Round 2 of CARES Act
funding for municipalities
• Round 1 of CARES Act funding to be
disbursed in December (for reimbursement
of the City’s expenses between March &
Dec. 2020)
b. Leverage partnerships with elected officials
& professional organizations
• The above task was coordinated with the
League of California Cities
• As needed
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 5 of 17
public information
8. Maintain a resource-based COVID-19 website.
a. Update subsections regularly
• Completed
• Ongoing
b. Build brand awareness
(templecity.us/coronavirus)
• Vanity URL
• Collateral cross-promotion
• Billboard ad
9. Use social media & mass notification platforms as key information tools.
a. Create posts that reflect popular/relevant
content & community concerns
• Ongoing • Ongoing • Focus is on original posts that include a
balance of information
• The number of followers continues to rise;
e.g., followers of our Facebook account have
increased by 661 (to 3,405) since March 15.
• Nixle is only used for public safety & COVID-
19 public health messages
b. Provide responses to direct messages within
one business day
• Ongoing • Ongoing • Inquiries have generally focused on
overnight parking enforcement, code
enforcement cases, & available COVID-19
resources
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 6 of 17
10. Disseminate information to those without online access.
a. Leverage local print media by issuing news
releases
• Generated Pasadena Star-News stories: first
reported COVID-19 case, summer concerts,
& city financial assistance program
• Generated World Journal stories: first
reported COVID-19 case, available city
financial assistance programs, Hualien PPE
donations, & a feature on Summer Rolls &
Camellia Square (as part of a larger article on
indoor dining restrictions)
• Ongoing • Publicity has focused more on social media
given its flexibility, broader reach, & no need
for a formal news release
• Recently-issued news releases include launch
of the Open for Business banner program &
#SupportTCBiz campaign
b. Craft & strategically disseminate regularly-
issued reports of noteworthy items
• Provided regularly through the City
Manager’s bi-monthly report
• Consideration of a temporary newsletter in
lieu of CONNECT
c. Establish & man a community hotline for
coronavirus & related inquiries
• Ongoing • Ongoing • See comment under 9b
• City’s general line number continues to be
promoted in-lieu of a community hotline,
which could be confusing to the public
• Front-line staff has been trained to properly
route community inquiries
d. Leverage reach of the City’s cable channel,
Rosemead Boulevard billboard, & traffic
message boards
• City cable channel broadcasted Temple
City’s Got Talent, summer concert series, &
revised informational slides
• Rosemead Boulevard billboard advertised
reformatted lawn sign messages
• Traffic message boards reminded residents
to wash hands & stay safe
• Publicity approach to focus on Rosemead
Boulevard & traffic message boards given
their broad reach & ease of use
• City cable channel to continue broadcasting
virtual events, e.g. community events &
Neighborhood Watch
• Reach of the City’s cable channel is limited
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 7 of 17
11. Message proactively.
a. Develop FAQs, address rumor control &
provide adequate notice on modified
services
• As needed; included a FAQ on the eviction
moratorium, timely clarifications via the
Mayor’s message, & social media posts
publicizing modified municipal services
• As needed
b. Publicize public discussion of newsworthy
Council items
• As needed • As needed • Past social media posts focused on the
state’s proposed housing bills, recent crime
trends, a moratorium on evictions, &
available CARES Act financial assistance
c. Continue cross-information gathering from
other departments & external stakeholders
• Ongoing • Ongoing • Information is gathered from weekly staff
meetings & social media monitoring
d. Translate critical messaging collateral into
Chinese, as needed
• Translation of the Mayor’s message, which is
then distributed to local Chinese media &
the Temple City Chinese-American
Association
• As needed • A court-certified translator is under contract
for timely & accurate translations
response & recovery planning
12. Continue regional response efforts.
a. Proclaim local emergency
• March 13: Council proclaimed a local
emergency via Resolution No. 5457
• As needed • Governor’s proclamation (of a state of
emergency) on March 4 waives the
requirement within Government Code
Section 8630 to renew a local emergency
within 60 days
b. Activate emergency operations center
• March 16: Remotely activated at Level 3 • Ongoing
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 8 of 17
c. Develop city facility & response protocols;
amend as needed
• COVID-19 Cleaning Checklist & Schedule
• Staggered Schedule & Action Plan (Phase I)
• Ongoing • Plans, policies & protocols are amended
based on Health Officer orders & COVID-19
statistics
d. Establish crisis action team; deploy as
needed
• Crisis action team is comprised of executive
staff members
• Ongoing • Task completed
e. Issue situational reports
• Ongoing; reports began April 28
• Ongoing • Reports are issued on Tuesdays & Fridays
f. Adjust responses, as needed
13. Strategize a COVID-19 City operations & service delivery continuity plan.
a. Adopt plan
• Aug. 18: Council approves continuity plan
• N/A • Task completed
• Status reports to be provided every 60 days
b. Modify initiatives & schedule, as needed
• As needed
14. Continue regional response efforts.
a. Maintain coordination with Disaster
Management Area D
• Done on a daily basis
b. Attend & participate in LA County Public
Health teleconferences
• Ongoing; participation includes virtual &
tele-briefings with LA County Public Health
c. Issue status reports to the County Office of
Emergency Management
• Ongoing; jurisdictional status reports are
provided via the Operational Area Response
& Recovery System (OARRS)
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 9 of 17
15. Ensure that City emergency operations plans address COVID-19.
a. Update the City’s emergency operations
plan
• Project initiation: Late spring 2021
• Plan to be updated/re-written in compliance
with FEMA Guidance Document CPG-101
b. Develop a phased reconstitution strategy
• Staggered Schedule & Action Plan (Phase I) • N/A • In Phase I until further notice
• A decision to transition into Phase II will be
based on the latest health officer orders &
COVID-19 statistics
16. Assist with local economic recovery.
a. Finalize plan for Council approval
• July 7: Council approves recovery plan
• N/A • Task completed
• Regular updates to be provided under this
reporting format
b. Implement key components
FINANCIAL ASSISTANCE
• Aug. 4: Council waives fees on business
banner permits
• Council allocates CDBG/CARES Act funding
for rental & business assistance
• Staff markets available assistance via social
media, direct mail, & a news release
• The first round of rent checks was sent to
landlords; applications continued to be
reviewed
• Reviews began on applications for small
business assistance
FINANCIAL ASSISTANCE
• Continue disbursement of CDBG/CARES Act
funding
• Apprise Council about progress on
reviewing & approving applications
• Continue marketing assistance program
TECHNICAL ASSISTANCE
• Sept. 15: Council to approve Chamber of
Commerce contract for a six-month period
• Distribute business needs survey
• Initiate focus groups
• Announce ombudsman services
• An ordinance capping delivery service
commissions is under consideration
• Funded grants to date: 36 residential, 0
commercial
• Staff is currently reviewing the first round of
commercial assistance applications
• Staff will soon open a second round of
applications for residential assistance
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 10 of 17
TECHNICAL ASSISTANCE
• Finalized Chamber of Commerce contractual
scope
• Publicized guidelines for business
reopenings
MARKETING ASSISTANCE
• Developed concepts for the Open for
Business banner program & #SupportTCBiz
campaign
BUSINESS-FRIENDLY POLICIES
• July 7: Council extends planning
entitlements for a year
• Aug. 4: Council eases dining restrictions for
restaurants
• Aug. 18: Council approves amended banner
regulations
MARKETING ASSISTANCE
• Launch Open for Business banner program &
#SupportTCBiz campaign
• Conceptualize restaurant tour or long-table
event
BUSINESS-FRIENDLY POLICIES
• Sept. 15: Council to set standards, eliminate
fees for outdoor businesses
• Provide restaurants with loading zones
• Expedited planning reviews
c. Issue status reports
• N/A • Sept. 1: Council received a program update
on the rental assistance & small business
grants
• See comment under 16a
service delivery
17. Finalize a continuity-of-government plan.
a. Define various stages with identified
closures, precautions & service modifications
• Ongoing; Refer to Items 12c & 22a
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 11 of 17
b. Articulate essential & non-essential city
services
• Ongoing; adjustments are made based on
updated County health orders & the state’s
four-tier color-coded system
• Essential services like public safety & public
works continue without modifications
c. Use as a guiding document moving forward;
amend as needed
• This report now serves as the guiding
document
• Recommendations containing operational or
policy changes will be presented for Council
review
18. Position governance to remote meetings.
a. Train local officials & staff on
videoconferencing technology
• Task completed
• N/A • City uses GoToMeeting service
• Meeting agendas include GoToMeeting
access information for the community
• Technical support is ongoing
b. Recommend ongoing technical or
procedural support
• As needed
c. Include a telephonic option for the
community
• Task completed
• Meeting agendas provide an access
telephone number
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 12 of 17
19. Shift to remote working arrangements (where applicable).
a. Employ web-based telephone & document
sharing
• Began research on SharePoint (Office 365)
for organization-wide document storage &
access
• Determined that a cloud-based telephone
system is not feasible
• Assess the feasibility of using SharePoint
(Office 365)
• Feasibility completion: Spring 2021
• Known challenges include document
migration & setting up authorizations
b. Establish & maintain a protocol for daily staff
check-ins
• Completion of daily checklist for employees,
contractors & customers
• Continue to maintain protocols
• Task completed
• Completed checklists are submitted to the
Administrative Services Department
c. Provide adequate IT support
• June 16: Council approves one-year contract
amendment for information technology (IT)
services
• Purchased additional laptops & webcams for
remote working arrangements
• Set up VPNs
• Ongoing • The Administrative Services Director uses in-
office days to review task & projects with the
City’s IT service provider
• An RFP for information technology services
will be circulated in FY 2021-22
20. Enhance internal communications.
a. Hold regular conference calls between
management & front-line staff
• Instituted monthly all-hands meetings
• Ongoing
b. Create & maintain an agenda of critical
issues for ongoing focus & assessment
• Integrated into the City Manager’s weekly
operations update
• Ongoing
c. Encourage staff to recommend service
improvements
• Delegated to department heads; information
is then presented at weekly management
meetings
• Ongoing
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 13 of 17
d. Communicate COVID-19 precautions &
related personnel actions
• Provided via monthly all-hands meetings &
the City Manager’s weekly operations
update
• Ongoing
e. Use internal input as basis for external
communications
• Disseminated via social media, news releases
& COVID-19 situation summaries
• Ongoing
21. Grow online services.
a. Add online service capabilities
• Created online portals for the submission of
planning applications, & building permits &
plans
• Created an online appointment booking
system
• Used the City Manager’s Update to highlight
the City’s online RequestTracker system &
how the community can report issues
• Leveraged functions of the city website to
track enrollment of no-fee programming
• N/A
• Task completed
b. Enhance document archiving systems
• April 7: Council approves Laserfische
contract
• Project completed in June 2020
• N/A • Task completed
• Project transitioned online City records from
the city server to cloud storage
• Searchable documents include agreements,
meeting agendas, staff reports, resolutions &
ordinances
c. Post signage at City facility entrances
advertising online services
• Task completed • N/A • Signs are replaced as needed
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 14 of 17
d. Assign & train staff to administer online
service requests
• Conducted internal trainings for
RequestTracker & ActiveNet
• N/A • Task completed
• Staff provides same-day delegation of
received RequestTracker submissions
• ActiveNet is being used for online recreation
offerings & class refunds
22. Further employee support.
a. Reinforce & modify practices for safe working
environments
• Alternate work schedules
• Cleaning & disinfecting schedules
• Floor markings
• Mandatory in-facility appointments
• Plexiglas at public counters
• PPEs, air purifiers & sanitizing supplies
• Temperature kiosks
• Video doorbell for appointment check-ins
• N/A • Practices are updated based on the latest
County health order
• Monthly all-staff meetings communicate
trends & the latest protocols
b. Offer flexible scheduling & employee
childcare services
• March & July onward: Offered internal,
weekday childcare services
• Instituted an in-office, one-day staggered
work week (Phase I) for employees
• See comment in “Other” column • Staggered work week is indefinite
• Childcare services remain available
c. Promote available employee assistance
resources
• Informed employees about available
employee assistance program (EAP) services
• See comment in “Other” column • Reminders to be sent quarterly
• Upcoming staff engagement programs
include virtual Halloween & Christmas events
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 15 of 17
d. Create temporary job duties for continued
employment
• Expanded job roles:
Management Analyst (CDD)
Office Assistant (CDD)
Recreation Leaders (P&RD)
• See comment in “Other” column • To be reviewed on an ongoing basis
• Recreation leaders monitor Live Oak Park to
address & document social distancing non-
compliance
• All employees are required to follow &
implement sanitizing protocols
e. Provide administrative leave
• April 21, May 5, June 29, July 21: Council
authorizes the City Manager to establish or
extend administrative leave for staff
• Sept. 15: Council to extend administrative
leave for staff
• City Manager to continue assessing need for
extended administrative leave
priority projects
23. Continue critical projects.
a. City Yard
• Project launch: Winter 2021
b. Deferred Compensation
• Consultant selection
• Data requests
• Working group formation
• RFP/solicitation of provider proposals
• Analyses
• Provider interviews
• Provider selection
• Council to receive info. report: Nov. 17
• Project completion: Jan. 2021
c. Design Standards
• Advertised request for proposals • Review proposals
(after Sept. 28 submission deadline)
• Finalize scope & milestones
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 16 of 17
d. Election Outreach
• Signed a five-year agreement with LA
County to install a vote-by-mail ballot drop
box at City Hall
• Uploaded updated election information &
resources onto the City’s website & cable
channel
• Weekly social media campaign on available
election resources
• Direct link to election information from the
City’s homepage
• Informational items in the City Manager’s
Report
• Vote-by-mail ballot drop box to be
operational 10 days before Nov. 3 election
• Outreach will use County-provided collateral
e. Financial Policies
• Project initiation: Jan. 2021
• Project completion: June 2021
• To focus on the City’s purchasing & General
Fund reserve policies
• Council to provide formal actions
f. Grant Funding Opportunities
• On-call services agreement
• Preliminary research
• Oct. 20: Council presentation
g. Homeless Plan
• Project kick-off
• Stakeholder interviews
• Needs analysis • Council to receive update report: Nov. 3
• Council to review final homeless plan: Jan. 6
h. Housing Element
• Advertised request for proposals • Review proposals
(after Sept. 16 submission deadline)
• Finalize scope & milestones
• Project completion: 2021
i. Las Tunas Repaving
Phase I: West city limit to Sultana Ave.
Phase II: Sultana Ave. to east city limit
• Phase I completion
• July 21: Council approval of Phase II plans
• Bid analysis
• Sept. 1: Council awarded contract
• Project scheduling
• Start of construction
• Project completion: Dec. 2020
j. LED Retrofits
• Project launch: Spring 2021
COVID-19 CONTINUITY PLAN C
CITY OPERATIONS & SERVICE DELIVERY
STATUS REPORT #1
TASK ACCOMPLISHMENTS
March – Aug. 2020
PROPOSED ACTIONS
Sept. – Oct. 2020 OTHER
As of Sept. 15, 2020
page 17 of 17
k. Legislative Analysis
• Aug. 15: Council report • Bill tracking
• Governor to pass bills: Sept. 31
• Council to receive update report: Nov. 17
l. Measure A Fund Programming
• Project launch: Spring 2021
m. Primrose Park
• Finalized the concept plan to include a
restroom & EV charge stations
• Oct. 6: Council approval of bid package
• Circulate bid package
• Begin development of art component
• Project completion: Fall 2021
n. Records Management
• Progress is ongoing
• Work entails the annual review of city
records (per the latest retention schedule)
• Updated retention schedule: June 2021
o. Temple City Library
• Project kick-off
• Utilities relocation
• Interior demolition
• West exterior wall demolition
• Completion of artwork concept
• Interior stud framing
• Electrical rough-in
• Furnishing, flooring & signage selection
• Artwork fabrication contract
• Project completion: Spring 2021
• Library reopening: Fall 2021