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Home My Public Portal About07_7E_COVID-19 OPERATIONAL STATUS UPDATE_finalMANAGEMENT SERVICES DEPARTMENT MEMORANDUM DATE: January 19, 2021 TO: The Honorable City Council FROM: Bryan Cook, City Manager By: Iliana Flores, Admin. Assistant to the City manager & City Council SUBJECT: COVID-19 CONTIUNITY PLAN STATUS UPDATE RECOMMENDATION: Receive and file the COVID-19 Continuity Plan Update. BACKGROUND: 1.Back in March 2020, California was the first round of states to issue a stay-at-home order. The mandate was administered locally by the Los Angeles County Department of Public Health requiring- among other things-social distancing, aggressive hygienic precautions, business and facility closures, and self-isolation when feasible. 2.Since that time, public health directives and a state of emergency have continued, from relaxing certain conditions to reclosing segments of the economy. Los Angeles County continues to see record levels of COVID-19 reported cases and deaths. Since the beginning of the pandemic, there have been 1,786 cases and 73 deaths in the city. Statistics continue to show that COVID-19 cases and financial impacts remain unpredictable. ANALYSIS: Across the US, current health crisis has altered how municipal governments view, develop, and deploy city services. While emergency preparedness efforts have primarily focused on natural disasters, the COVID-19 situation continues to require local governments to further rethink current priorities and essential day-to-day functions. Over the past months, staff has focused on improving online portals and services for temple city residents. Each respected department has coped with the challenges of COVID-19: AGENDA ITEM 7.E. City Council January 19, 2021 Page 2 of 3 Management Services Department- The Communications Division continues to inform and educate the residents by distributing information through the city’s social media platforms on a daily basis. The “Still Connected” quarterly magazine was published and mailed to residents by December 2020, containing helpful hotlines for city services and L.A. County Health and COVID-19 resource guide. The bi-weekly City Managers Update continues to be published on the city’s website and emailed to stakeholders. The City Manager’s Operator is currently available during regular business hours to assist the public. The City Clerk’s Office continues to provide normal services and receiving public records request online. Public Safety- The Public Safety Division continues to monitor State and County Public Health Orders and COVID-19 Vaccination Plans and Phases. A COVID-19 Situation Summary is produced, twice a week, by the Emergency Operations Center (EOC) and is disseminated to essential stakeholders and posted on the city’s website. The EOC continues to procure and manage COVID-19 resources (equipment and supplies) for city operations. Parking enforcement operations, with the exception of overnight parking, has resumed. Public Safety staff continue to work alongside the Sheriff’s Department to ensure the safety of the community and are preparing for upcoming Virtual Area Watch Meetings. Administrative Services Department: The department continues to fully function through these COVID-19 challenges. For uninterrupted payments to vendors, the department enabled a payment process that allowed submissions of digital payment requests and approvals. Employees were setup to be able to work remotely from home through the ability to access their work files and program applications. To be able to assist the community remotely, employees were provided needed computers or accessories while the phone system was arranged to forward office calls to assigned City cell phones. The department has also taken on the duties to pick up City mail and distribute accordingly to ensure that information is delivered to departments. Parks and Recreation Department- Temple City Park and Live Oak Park remain open as well as restrooms. Group areas however will be closed (basketball courts and picnic shelters). Live Oak Park Community Center & Annex, picnic shelter reservations, and meetings continue to be closed until further notice. Operators continue to answer phone calls Monday through Friday from 8:00 a.m. to 5:00. The City’s STARS Club, Teen Zone, spring camp, youth sports, and contract classes are cancelled until further notice. The Senior Lunch program has been modified from its normal format. Meal delivery now occurs weekly on Tuesdays with reservations. Seven (7) meals are provided to each senior that has a reservation. Dial-A-Ride currently offers same day sign-up and has earlier hours to take advantage of senior shopping hours.. Many traditional events and programs have been modified per the current L.A. County protocol suc as youth camps, summer concerts, classic car show, Halloween and others. Creation of new virtual programs such as the HealthyTC initiative, monthly craft club and monthly trivia night. City Council January 19, 2021 Page 3 of 3 Urban Forestry services have been maintained with regular tree trimming, routine maintenance and planting. Community Development Department- The business license deferral and amnesty program were established as part of its COVID-19 economic response program. The deferral program defers business license payments for three months. Annual license payments are due on March 1, 2021. The amnesty program is designed to provide relief for businesses that have been operating without a license. During the amnesty period, the City Council has waived the normal penalties for operating without a license. In addition, given the recent surge in COVID-19 cases, the department has suspended its in-person appointments but continues to provide front-counter services via virtual platforms and online portals. Since the pandemic began the Community Development Department has successfully setup and received the following types of online applications: 71 solar system permits, 20 apartment business licenses, 66 contractor’s licenses, 164 planning applications, 13 temporary outdoor business applications, and 608 building permit applications. Staff has also reviewed 96 small business grant applications and approved 56 of the available 71 temporary residential rental assistance grants. STRATEGIC GOALS: Actions contained in this report align with the strategic goal of good governance. FISCAL IMPACT : There is no fiscal impact associated with this update. ATTACHMENT: None. COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT citizen engagement 1.Promote community solidarity. a.Issue regular community messages from the Mayor •Five completed messages •Messages as needed •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 •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 •Open for Business Banners •#SupportTCBiz Campaign 2.Go virtual. a.Amend current video production contract to support future virtual initiatives •Aug. 18: Council approves contract •N/A •Task completed b.Move suitable events & recreational programming onto a virtual platform •Camp-A-Palooza •Day Camp •Crafting Club •Fall Car Show •A viable format is being explored for Citizens Academy ATTACHMENT A COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT 3. Create “get-out-of-the-house” opportunities. a. Provide socially-distanced outdoor exercise classes & similar activities • Explore field use by youth sports groups • Changing depending on the L.A. County Health Order. b. Create community events or programs that adhere to public health guidelines • Drive-In Movie Nights • Drive-Through Halloween Event • Online services like the Virtual Rec Room 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 and local health providers • See comment above 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 • Summer Concerts • Temple City’s Got Talent • Virtual Recreation Center • Fall Recreational Programming • Healthy Temple City • Online Homework Help • Trivia Night • 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) • Citizen’s Academy • State of the City 2021 • 2021 Neighborhood Watch Meetings COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT 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 2021 Q1 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 #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT 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 and 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 public information 8. Maintain a resource-based COVID-19 website. COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT a. Update subsections regularly • Completed • Ongoing • Ongoing b. Build brand awareness (templecity.us/coronavirus) • Vanity URL • Collateral cross-promotion • Billboard ad • Ongoing 9. Use social media & mass notification platforms as key information tools. a. Create posts that reflects 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 #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT 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 • Launch of “Still Connected” 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 and stay safe • Publicity approach to focus on Rosemead Boulevard and 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 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 • As needed COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT message, & social media posts publicizing modified municipal services 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 and the Temple City Chinese-American Association • As needed • A court-certified translator is under contract for timely and 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 • EOC remains remotely activated at Level 3 c. Develop city facility and 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 COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT 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) 15. Ensure that City emergency operations plans address COVID-19. a. Update the City’s emergency operations plan • Project initiation: Summer 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 made by the crisis action team based on the latest health officer orders & COVID-19 statistics COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT 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 TECHNICAL ASSISTANCE • Finalized Chamber of Commerce contractual scope • Publicized guidelines for business reopenings MARKETING ASSISTANCE • Developed concepts for the Open for Business banner program and #SupportTCBiz campaign BUSINESS-FRIENDLY POLICIES • July 7: Council extends planning entitlements for a year 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 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 • An ordinance capping delivery service commissions is under consideration • Funded grants to date: 96 for small business and 71 temp. residential rental assistance. • Staff is currently reviewing the forth round of commercial assistance applications • Provided input to City Council on progress of reviewing small business applications and recommended changes to the program. City Council directed staff to complete the program without changes. • City Council set standards and waived fees for outdoor businesses. Staff has received and approved 20+ applications. COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT • Aug. 4: Council eases dining restrictions for restaurants • Aug. 18: Council approves amended banner regulations c. Issue status reports • N/A • Sept. 1: Council received a program update on the rental assistance & small business grants • See comment under 16a and b service delivery 17. Finalize a continuity-of-government plan. a. Define various stages with identified closures, precautions & service modifications b. Articulate essential & non-essential city services c. Use as a guiding document moving forward; amend as needed 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 COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT c. Include a telephonic option for the community • Task completed • Meeting agendas provide an access telephone number 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 • Council approves one-year contract 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 #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT 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 • Since the beginning of the pandemic staff has received the following applications through its new online portals: 71 solar system permits, 20 apartment business licenses, 66 contractor’s licenses, 164 planning applications, 13 temporary outdoor business applications, and 608 building permit applications 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 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 COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT • ActiveNet is being used for online recreation offerings & class refunds 22. Further employee support. a. Reinforce & modify practices for safe working environments • Practices are updated based on the latest County health order • Monthly all-staff meetings communicate trends & the latest protocols • Practices are updated based on the latest County health order • Monthly all-staff meetings communicate trends & the latest protocols • 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 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 • Council authorized 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 COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT 23. Continue critical projects. a. City Yard • Project launch: Winter 2021 COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT 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 • City Council scheduled to review contract with RRM on Jan. 19, 2021 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 used was 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 received update on Nov. 2020. • Council to review final homeless plan: 2021 COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT h. Housing Element • Advertised request for proposals • Review proposals (after Sept. 16 submission deadline) • Finalize scope & milestones • Project completion: 2021 • Contract with Lisa Wise Consulting approved by City Council on November 4, 2020. Consultant is in the research and analysis phase. Community outreach is scheduled for February. • 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 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 and 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*** COVID-19 CONTINUITY PLAN C CITY OPERATIONS & SERVICE DELIVERY STATUS REPORT #2 TASK ACCOMPLISHMENTS March – Aug. 2020 PROPOSED ACTIONS Sept. – Oct. 2020 UPDATE Nov. 2020 - Current As of Jan 11, 2021: V4, DRAFT