Office Reopening - Stamford 05-16-20 · State of Connec cut Reopen Rules & City of Stamford Guidelines for Oﬃce and Companies REOPENING PROCESSES Each Oﬃce Building and Business,

State of Connec cut Reopen Rules & City of Stamford Guidelines for Office and Companies

INTRODUCTION

REOPEN STAMFORD ADVISORY GROUP

The City of Stamford is intent on facilita ng the reopening of our local economy in manner that takes into considera on the guidance set forth by the State of Connec cut’ Reopen Connec cut Small Business Implementa on Task Force, industry guidelines and our own city ordinances. The goal is to not only open safely, but create confidence across all aspects of our municipality.

The City has created a Reopen Stamford Advisory Working Groups that includes representa ves from industry, city departments including; Mayor’s Office, Department of Opera ons, Department of Public Safety, Health and Welfare, Bureau of Land Use, Bureau of Transporta on, and Department of Economic Development. Reopen Stamford Advisory Working Groups have been charged with develop recommenda ons and guidelines in an cipa on of re‐opening of businesses following two months of statewide closures due to the COVID‐19 virus outbreak.

On April 30, 2020, Governor Lamont outlined a list of industries that officials in the state are looking at for re‐opening on May 20, 2020. The list includes the opening on restaurants, retail stores, offices, including non‐essen al business in office buildings, nail and hair salons, museums and zoos, outdoor recrea on and university research programs.

PURPOSE OF THIS DOCUMENT

To provide con nued guidance to our business owners in providing workplace safety during this COVID‐19 pandemic.

To accentuate exis ng Local, State, and Federal regula ons currently in place, for con nued protec on of public health.

To augment cri cal behaviors that if controlled, will help to mi gate the possible surge of the COVID‐19 pandemic.

To increase consumer and worker confidence in returning to the work place

It is important that risk assessments must be conducted by all owners. This risk assessment must factor in workers, customers, equipment, and consumer behaviors and the impact they have on the health and safety of all before an considera on of opening is to be considered. The State’s plan inten onally allows for sufficient me for learning, adop on of behaviors, and ul mately the achievement of improved health metrics that create the necessary environment for new business opera ons. If public health metrics deteriorate, the State may choose to revert back to stricter safeguards.

The health and safety of our residents in your establishment is a top priority for the City of Stamford. The following recommenda ons will help ensure clean and healthy work environments. We encourage individuals to take personal responsibility and take an ac ve role in maintaining a clean and healthy workplace.


GUIDING PRINCIPLES As the State of Connec cut starts opening select businesses on May 20th, the State will open at the strictest controls on business opera ons and societal interac on. This will include, among other measures:

• Capacity limit of 50% occupancy of the area for businesses that reopen. • Strict cleaning and disinfec on protocols in all se ngs. • Those who can work from home should con nue to do so • Those in high‐risk groups (comorbidi es) and over the age of 65 should con nue

to stay safe and stay home. • Facemasks should con nue to be worn in public at all mes.

Social gatherings will be restricted to a maximum of 5 people.

While these rules provide a way for offices to reopen in as safe a manner as possible, risks to employees cannot be fully mi gated. Employees who choose or are instructed to return to their offices during this me should be fully aware of poten al risks. Individuals over the age of 65 or with other health condi ons should not visit offices, but instead con nue to stay home and stay safe.

These rules are intended to help offices, including non‐essen al business in office buildings safely get back to work. Businesses should take these rules as the minimum baseline of precau ons needed to protect public health in Connec cut. The City of Stamford’s Reopen Stamford Advisory Working Groups has included addi onal guidance to help with the opening process. Individual businesses should also take addi onal measures as recommended by industry guidelines or by common sense applied to their par cular situa on. We urge employees to stay vigilant and pay a en on as to whether their offices are faithfully implemen ng these rules.

It is important that these rules and guidance may be updated as the State progresses through the COVID‐19 pandemic .

The following pyramid highlights important steps in mi ga ng the risk of increased COVID‐19 cases. Executed effec vely, they can foster the return of consumer confidence when dining out.


REOPENING PROCESSES Each Office Building and Business, including both businesses that are located in an office building that were deemed “Essen al” and “Non‐Essen al”

DEFINITIONS:

Occupancy—as defined by the 2018 Connec cut State Fire Preven on Code

Professional Office ‐ Principal Use: An office of recognized professions such as doctors, den sts, lawyers, architects, engineers, real estate brokers, ar sts, musicians, designers, teachers and others, who through teaching are qualified to perform services of a professional nature and whose principal use is predominantly that of the profession in which such individual is engaged.

Office Use: A structure used primarily for the conduct of business rela ng to administra on, clerical services, consul ng, and other client services not related to retail sales. Office buildings can hold single or mul ple firms. Essen al business— Business as defined by Governor’s issued Execu ve Order 7H, where the order authorized the Commissioner of the Department of Economic and Community Development (“DECD”) to provide legally binding guidance about which businesses are essen al.

State Sector Rules for May 20th Reopening:

Encourage employees to con nue to work from home where possible, and put in appropriate measures to facilitate this where possible.

Share these rules with your employees and inform them of any addi onal specific measures being taken in response to COVID‐19.

Appoint a program administrator who is accountable for implemen ng these rules.

Stagger shi start/stop mes and break mes to minimize contact across employees

Maintain a log of employees on premise over me, to support contact tracing.

Limit visitors and service providers on‐site; shipping and deliveries must be completed in designated areas.

Ins tute a training program and ensure employee par cipa on in the program prior to reopen.

Training shall include: State rules on reopening offices Protocols on how to clean and use cleaning products (including disinfectants)

safely. Property train your staff on how to property wash their hands, wear face

coverings, and how to remain socially distant while in the office Go over per nent COVID‐19 considera ons from CDC with employees


If any on‐site du es are subcontracted, it is the employer's responsibility to ensure subcontractors are also appropriately trained.

The training shall be provided at no cost to the employee and during working hours.

The training materials shall be presented in the language and at the literacy level of the employees. There shall also be weekly refreshers on policies.

Complete a thorough cleaning of facility prior to reopening, including, but not limited to: Entrances/lobbies, bathrooms, kitchens, hallways, elevators, door handles/door

knobs, shared equipment (e.g., printers, scanners, phones, vending machines), desks, chairs, computers, monitors

Develop cleaning checklists that incorporate these rules. Ensure it is clear which employees are responsible for implemen ng the plans.

Complete the self‐cer fica on on the DECD website to receive a Reopen CT badge.

City of Stamford Guidelines

Re‐engagement of employees: Individual staff responses to working remotely during the shutdown have been varied and unique to everyone’s own circumstances. Understanding employees’ a tudes and perspec ves will help inform you in the crea on of strategies that enable their successful return to work. Consider doing a brief survey of their experiences during the shut‐down, what they liked and did not like about working remotely, what stresses that they had, lack of resources, etc.

Early and consistent communica on: As your firm develops its reopening plan, keep your staff informed as soon as appropriate.

Determine what staff are essen al to have in the office, and which perform be er while physically in the office.

Development of special considera ons for employees and/or their family members that fall into at‐risk groups (comorbidi es) including: Individuals with serious underlying health condi ons, including high blood pressure, heart disease, chronic lung disease, diabetes, obesity, COPD, asthma, renal disease, cancer, demen a, and those whose immune system is compromised such as by chemotherapy for cancer and other condi ons requiring such therapy.

Excep ons and processes for parents/caregivers when schools are closed, or other caregivers are unavailable

Gradually increase your office staff, do not call all employees back all at once. It may be beneficial to stagger work schedules, so different groups of employees come into the office on different days of the week


Reopening Check List

Workforce Asset & people protec on Workstyle adapta ons

‘Provide confidence it is safe to come back to work’

‘Safety, health and wellness to remain the priority’

‘Changing protocols and workspace design’

Eligibility / triage to return to work and iden fy priori es of re‐entry

Full protec on through hygiene solu ons. Visible and well‐trained

cleaning staff will be cri cal

Reduced workplace density – redesign space to maintain new

distancing standards

Cri cal ac vi es and sites iden fied including site proximity analysis

Limited / controlled access to manage density

New protocols to reduce gatherings while enabling

collabora on

Training and educa on program to prepare for return to work

Commu ng plans and protocols Provide new onsite facili es to

reduce need to leave

Social and physical distancing protocols

Employee and visitor screening solu ons

Enable remote working to con nue

Limit sharing of equipment using technologies

Tracking and control measures

Provide mental health support Healthy building measures

Source: JLL Research ‐ April 2020

Carpooling or sharing rides to work should be discouraged. If carpooling must occur, physical distancing should be maintained as much as possible, including having people sit in the backseat.

Employee work safety policy and guidelines for the preven on of virus transfer. Employee screening policies could include: Health screening to clear employees before returning to work. Employee must immediately report symptoms associated with COVID‐19

exposure. Employee must report contact with any person who tests posi ve for COVID‐

19 (via household contact or proximity within 6 feet of an individual with confirmed or suspected COVID‐19 case).

Employee tes ng posi ve for COVID‐19 quaran ned for 14 days prior to the health screen and return to work.

Regular body temperature scans performed for on‐site employees (con ngent on availability of scanning devices) or self‐administered and reported by employees.


PHYSICAL SPACE SETUP Businesses along with their building owners and their facility managers should use their specific knowledge of their building to prepare for returning to work.


Post clear signage that reinforces new policies, like: Social distancing protocols Cleaning and disinfec on protocols Personal protec on protocols (face masks, gloves) Employees shall stay home if sick/experiencing symptoms Employees and customers can report poten al viola ons of these rules to the

state hotline (211).

Increase ven la on rates and increase the percentage of outdoor air that circulates into the system where possible.

Rearrange space to maintain 6 of distance between employees and stagger the posi on of desks so employees can avoid si ng opposite each other. This may require keeping some desks empty and/or marking desks that should not be used.

Use par ons between employees where a 6 distance cannot be maintained, where possible.

Install visual social distancing markers to encourage employees to remain 6 apart (e.g., in the lobby, in workspaces).

Where possible, segment the workspace into discrete zones, prevent movement between zones, and close spaces where employees congregate (e.g., individuals stay on a single floor, or single part of the office).

Ensure employees do not share equipment to the extent possible. If shared, clean a er each use.

Close or remove ameni es non‐essen al to businesses' main func on, like: Coat rooms – have employees bring their personal belongings to their

worksta on.

Install touchless appliances wherever possible, including: Paper towel, soap dispensers, water fountains. Doors: make doors no touch or have a door person during high volume mes.

Encourage social distancing while using elevators, by: Encouraging social distancing while individuals queue using visual markers. Using signage displaying healthy elevator use protocols, including passenger

limits and safe distances in the carriage. Using elevator a endants to manage flow and discourage over‐crowding. Using floor markers that establish distancing zones and describe where to


Source: Insurance Journal

stand. Encourage alterna ves, such as stairs, where possible.

City of Stamford Guidelines

Keep cafeterias closed and encourage staff to bring their own lunch. If a cafeteria is open, all meals should be packaged for take and go with contactless payment op ons

Close any unnecessary congrega ng areas such as break rooms, and encourage staff to eat at their desks

Iden fy High/Medium and Low risk loca ons within office spaces

How many people will be allowed in an elevator at one me? Place markers on the floor to promote distancing.

Strategic placement of approved hand sani zers for employees and visitors in communal spaces and touch points. If hand sani zer is not available, encourage employees and visitors to frequently wash hands with soap and water.

How will you clean conference room space between mee ngs?

Cleaning specifica ons: If you need addi onal cleaning services in your suite, how will those be provided?



EMPLOYERS ARE RESPONSIBLE FOR PROVIDING PERSONAL PROTECTION TO THEIR EMPLOYEES

Es mate required personal protec on for employees and begin procuring.

All employees are required to wear a face mask or other cloth face covering that completely covers the nose and mouth, unless doing so would be contrary to his or her health or safety due to medical condi ons.

Employees may u lize their own cloth face covering over that provided by their employer if they choose.

Gloves and eye protec on are required when using cleaning chemicals.

In workplace se ngs where employees are working alone in segregated spaces (e.g., cubicles with walls, private offices, etc.), employees may remove their masks.

Workers shall wear a mask or face covering from the me they enter the building un l the me they arrive at their cubicle/worksta on, and at any me they are leaving their work sta on and moving around common areas (e.g., in hallways and stairwells, going to the restroom or break room, etc.).

For employees working in congregate se ngs (e.g., areas open to the public, shared offices, or similar se ngs), those workers shall wear a face covering as above, as well as when they are at their work sta on.

Customers and visitors are required to bring and wear masks or cloth face coverings that completely cover the nose and mouth unless doing so would be contrary to his or her health or safety due to a medical condi on.

If the customer or visitor does not have a mask or face covering, then they either must be provided one by the site employer or not allowed to enter the facility.

If businesses do not have adequate personal protec on, they cannot open.

City of Stamford Guidance

Determine whether PPE should be offered to office workers and available in enough quan ty for workplaces that reopen.

Following CDC guidance and conduct a workflow audit: Determine if facial coverings will be encouraged to be worn by individuals

when they are interac ng with, or in the presence of, coworkers or the public.

Determine whether all employees should be encouraged to remain at least six feet apart while in office or business se ngs and wear protec ve face coverings such as masks (cloth or N95) as much as possible. Wearing a face

PERSONAL PROTECTION FOR EMPLOYEES


covering or mask is not a subs tute, but rather an addi ve protec on, if social distancing is compromised.

Determine any excep ons for employees wearing face coverings (con ngent on availability) especially those with respiratory condi ons.

Follow CDC guidance on whether gloves should be worn by those handling

edible products or, in certain circumstances, by those interac ng with the public and how o en gloves need to be changed frequently and when contaminated.

Temporary workers, guests, and visitor policies: Limi ng access to certain categories of visitors such as vendors, contractors,

and groups Limi ng the maximum number of visitors into the office at one me. Restric ng the general public’s access to the worksite Restric ng access to only certain workplace areas In the event a subset of the full‐ me workforce becomes unavailable,

including policies and prac ces around accep ng and training temporary workers

Enable social distancing in spaces the public can enter such as a lobby, recep on, or wai ng area

Cut down the number of chairs available in public spaces and spread the remaining out

If there's a place where people typically wait in line, provide tape markers indica ng how far apart they should space themselves

The team members who work with the public should wear a mask and gloves (provided by your company) and wipe down door handles, pens, chairs, and any other high‐touch areas o en.


CLEANING AND DISINFECTING State Sector Rules for May 20th Reopening:

Hand sani zer shall be made available at entrance points and common areas, where possible.

Ensure employees wash their hands rou nely using soap and water for at least 20 seconds.

Bathrooms should be clean and disinfect frequently, implement use of cleaning log for tracking and cleaned mul ple mes a day and hourly during busy mes.

Develop cleaning checklists that incorporate these rules. Ensure it is clear which employees are responsible for implemen ng the plans.

Make available cleaning, disinfectant products, and or disposable disinfectant wipes near commonly used surfaces, where possible, like:

Desks, Chairs, Bathrooms, Elevators, Coffee machines, Shared equipment (e.g., printers, scanners, phones, monitors)

Businesses shall follow federal guidelines (CDC, EPA) on what specific products should be used and how:

Use products that meet EPA’s criteria for use against SARS‐CoV‐2 and that are appropriate for the surface. Prior to wiping the surface, allow the disinfectant to sit for the necessary contact me recommended by the manufacturer. Train staff on proper cleaning procedures to ensure safe and correct applica on of disinfectants.

Disinfectants are irritants and sensi zers, and should be used cau ously. Clean and disinfect frequently touched surfaces at least daily and shared objects a er each use.

Clean and disinfect common areas, high transit areas, and frequently touched surfaces on an ongoing basis (at least daily) and more frequently if used more o en. Clean and disinfect shared objects a er each use.

Examples include: desks, chairs, bathrooms, elevators, coffee machines, entrances/lobbies, kitchens, hallways, elevators, including panels and bu ons, door handles/ door knobs, shared equipment (e.g., printers, scanners, phones, vending machines) computer and monitors


Work with your building management, property manager or maintenance company to determine a comprehensive cleaning rou ne that will help protect all employees.

Be sure to inform all staff of the cleaning plan ahead of me, so they are aware of the steps your building or company is taking to keep them safe


Stock up on essen al supplies including disinfectant sprays, disinfec ng wipes, paper towels, soap, face masks, hand sani zer

Reduce common touch points by opening internal doors where possible. Secure all secondary doors and access points to minimize incidental contact.

Place posters that encourage hand hygiene to help stop the spread at the entrance to your workplace and in other workplace areas where they are likely to be seen.

Each business or facility will have different surfaces and objects that are frequently touched by mul ple people. Appropriately disinfect these surfaces and objects.

Employees should clean their personal workspace at the beginning and the end of every shi .

Encourage employees to be proac ve in disinfec ng shared spaces when they are finished using them. You can disinfect frequently touched surfaces and objects using a product from EPA’s list of approved products that are effec ve against COVID‐19. Common shared spaces and of frequently touched surfaces including: Conference rooms Telephone/isola on booths Copy machine area tables doorknobs light switches countertop

If a sick employee is suspected or confirmed to have COVID‐19, follow the CDC cleaning and disinfec on recommenda ons.


HEALTH GUIDANCE FOR EMPLOYEES State Sector Rules for May 20th Reopening:

Ask employees resuming on‐premise work to confirm they have not experienced COVID‐19 CDC‐defined symptoms and to monitor their own symptoms; including cough, shortness of breath, or any two of the following symptoms:

Fever, Chills, Repeated shaking with chills, Muscle pain, Headache, Sore throat,

New loss of taste or smell

Employees should stay home if sick.

In the event of a posi ve COVID‐19 case employees shall inform their employers and follow state tes ng and contact tracing protocols

Employers shall adhere to federal guidance pertaining to paid leave for employees and provide this guidance to employees.

Employers shall post the Families First Coronavirus Response Act (FFCRA) Department of Labor poster. The poster can be accessed at: h ps://www.dol.gov/agencies/whd/posters


For staff that must return to the office, private offices, cubicles, and assigned desks are safer than common areas and shared workspaces

If you do not have private offices or cubicles for everyone, spread workspaces out as much as possible and let all employees know they are responsible for cleaning their space regularly

Plan for the future by expanding your office space and inves ng in private offices and cubical for all staff

Prohibit the use of, or limit the capacity of shared spaces, if possible

Eliminate all non‐essen al workplace travel.

Distribute summaries of health insurance processes and procedures to employees.

Ensure that all employees that do not speak english as their first language are aware of procedures by communica ng the procedures, either orally or in wri ng, in their na ve or preferred language.

Ensure that the facility has a sufficient number of employees to perform all measures listed here effec vely and in a manner that ensures the safety of the public and employees.

In‐person mee ngs should be avoided as much as possible. Teleconferencing may be


used by site‐essen al staff, provided they are dialing in from separate areas. Where inperson mee ngs occur, they should be limited to a maximum of five people, each a endee should have a mask covering their mouth and nose at all mes, and a distance of six feet should be maintained.

Workplaces with Mul ple Shi s:

Where ever possible, u lize nights and weekends to spread out work schedules and provide for social distancing.

If possible, move from 1 or 2 shi s to 3 shi s. Keep each shi with the same

people each day. That way, if a person on one shi becomes sick, workers on the other shi s are protected. This arrangement can also work by having one crew work for part of the week and one crew for the other part of the week. This may also accommodate shi ing child care schedules.

Provide me where possible between each work shi to minimize overlap

and allow for cleaning of the work environment at regular and appropriate intervals.

Stagger shi start/stop mes, break mes, and lunch mes to minimize

congrega ons at the me clocks or break areas. Other Links on Returning to Work: Centers for Disease Control and Preven on (CDC): h ps://www.cdc.gov Food and Drug Administra on (FDA): h ps://www.fda.gov Brookings: How Ci es Can Reopen a er COVID h ps://www.brookings.edu/blog/the‐avenue/2020/03/24/how‐our‐ci es‐can‐reopen‐a er‐the‐covid‐19‐pandemic McKinsey: Implica ons and Business Restart Considera ons h ps://www.mckinsey.com/business‐func ons/risk/our‐insights/covid‐19‐implica ons‐for‐business U.S. Chamber on Implemen ng Na onal Return to Work Concept h ps://www.uschamber.com/coronavirus/implemen ng‐na onal‐return‐to‐work‐plan OSHA Guidance on Preparing Workplaces for COVID 10 h ps://www.osha.gov/Publica ons/OSHA3990.pdf 10 Steps All Workplaces Can Take to Reduce Risk of Exposure to Coronavirus, OSHA Poster h ps://www.osha.gov/Publica ons/OSHA3994.pdf

Documents

Office Reopening - Stamford 05-16-20 · State of Connec cut Reopen Rules & City of Stamford Guidelines for Oﬃce and Companies REOPENING PROCESSES Each Oﬃce Building and Business,