Monday, March 16th, 2020

City of McHenry COVID-19 Plan

Continuity of Operations Plan
Pandemic COVID-19:
City of McHenry
333 S. Green Street
McHenry, Illinois
Published: March 11th, 2020

I. Objective: Adopt a City of McHenry Plan to address the Coronavirus disease 2019 (COVID-19) in order to ensure the safety of McHenry residents and continuity of City operations. Within this plan threat levels will be established through the use of pre-determined Triggers which will be used in order to take Action Level steps both internally within the organizational structure of the City and externally within the community.

II. Purpose: Maintain a healthy, safe community and work environment so that community events and businesses can continue and City services to the residents of McHenry can continue without interruption.

III. Informational Authority: The established informational and factual authority on COVID-19 is the US Centers for Disease Control and Prevention (CDC). The CDC will be the source of guidance in reference to assumptions, and information regarding the spread, treatment and preventive action taken with COVID-19.

IV. Local Authority: The local authority in regards to the medical response to COVID-19 in the City of McHenry and in McHenry County is the McHenry County Department of Health (MCDH), under guidance of the Illinois Department of Public Health (IDPH) and the CDC.

V. Plan Authority: The authority to enact this plan is given to the City Administrator and/or Chief of Police based on the advice and consent of the Mayor.

VI. Plan Activation / Notifications: Upon this plan being activated in whole or in part, notification will be made to the Mayor and City Council as soon as practicable. When a new Trigger occurs or an Action Level increases follow-up notification will be made to the Mayor and City Council.

VII. Definitions:
Close Contact Encounter: An encounter in which a person who has a Presumptive Positive Test Response has encountered another person(s) face to face within six feet.
COVID-19: Coronavirus disease 2019 (COVID-19) is a potentially severe acute respiratory infection caused by severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2). The virus was first identified as the cause of an outbreak of pneumonia of unknown cause in Wuhan City, Hubei Province, China, in December 2019.
Community Spread: Means people have been infected with the virus in an area, including some who are not sure how or where they became infected.
Community Event: Either a public or private event held within the City wherein people will gather in group sizes greater than 250 people.
Community Response: The City’s response to action steps taken involving Community Events within the City to mitigate the risk or spread of COVID-19.
Employee Response: The City’s response to action steps taken with City employees to mitigate the risk or spread of COVID-19.
Facility Response: The City’s response to action steps taken in securing City-owned facilities to mitigate the risk or spread of COVID-19.
Person to Person Spread: The virus is thought to spread between people who are in close contact with one another (within about 6 feet) through respiratory droplets produced when an infected person coughs or sneezes. These droplets can land in the mouths or noses of people who are nearby or possibly be inhaled into the lungs.
Positive Test Response: Confirmation by an authorized CDC Laboratory of a positive response of a COVID-19 test on a person.
Presumptive Positive Test Response: Confirmation by the Illinois Department of Public Health of a positive response of a COVID-19 test on a person through an Illinois State Laboratory.
PUI: Persons Under Investigation is a subject(s) who is suspected of having contracted COVID-19.
Rate of Spread: The average number of people to whom a single infected person spreads the virus.
Surface Spread: Spread from contact with contaminated surfaces or objects. It may be possible that a person can get COVID-19 by touching a surface or object that has the virus on it and then touching their own mouth, nose, or possibly their eyes, but this is not thought to be the main way the virus spreads.

VIII. Assumptions:
1. COVID-19 will continue to spread throughout the State of Illinois and into McHenry County and the City of McHenry.
2. Subjects can be contagious for up to 14 days without exhibiting any symptoms. On average a subject experience symptoms between 5-6 days.
3. The Rate of Spread is currently unknown.
4. The exact amount of time the virus can live on a surface is unknown. Expert estimates range from a few hours to up to nine days, depending on the type of surface, surrounding temperature and environment. (Mayo Clinic)
5. Northwestern McHenry Hospital will treat patients that have a Presumptive Positive Test Response.
6. The City of McHenry will assume a financial liability in the City’s response to the spread of COVID-19.

IX. Risk Factors: The risk factors associated with COVID-19 that result in serious illness or death are identified by the CDC as:
 Older adults
 People who have serious chronic medical conditions like: ◦Heart disease
 Diabetes
 Lung disease

X. Succession Plan:
In the event that an employee of the City becomes ill with COVID-19, and is unable to perform his/her duties as required, the City will rely on its established Organizational Structure and roles and responsibilities will be assumed by the next employee within the organizational chart. In the event that the following critical positions need to be filled the following subjects will assume the overall authority and responsibility for the position. In the event that the primary selection is not available, the City Administrator shall appoint an employee to temporarily fill the position.
Position Primary Backup
Mayor
Council Member Jeffrey Schaefer
City Administrator
Chief of Police
Chief of Police
Deputy Chief of Police
Finance Director
City Administrator
Human Resources Director
City Administrator
Public Works Director
Director of Wastewater Division
Parks & Rec Director
Parks Superintendent
Economic Development Director
Community Development Director
Community Development Director
Economic Development Director

XI. Triggers:
State Trigger: Defined as the confirmation of Presumptive Positive Test Response cases (two or more) within the State of Illinois that are classified as Community Spread cases.
Regional Trigger: Defined as the confirmation of Presumptive Positive Test Response cases (two or more) within McHenry County that are classified as Community Spread cases.
Local Trigger: Defined as the confirmation of Presumptive Positive Test Response cases (two or more) within the City of McHenry or the 60050 / 60051 zip code that are classified as Community Spread cases.
Internal Trigger: Defined as the confirmation of a Presumptive Positive Test Response case (one or more) within the employees of the City of McHenry.

XII. Action Response Committee: The following City officials shall comprise the Action Response Committee. In the event that a known Trigger occurs, the Action Response Committee will meet within 24 hours to review the predetermined Action Level response to ensure proper action is taken with the most up to date information.
1. Mayor
2. City Administrator
3. Chief of Police
4. Parks Director
5. Human Resource Director
6. Public Works Director
In addition, the Action Response Committee will be responsible for meeting with representatives of Northwestern McHenry Hospital, McHenry Township Fire Protection District, School District 156, School District 15, Montini Catholic School and McHenry Township to share information on action taken and offer assistance.

XIII. Suspect Employee Exposure: Separate from the defined Triggers and Action Levels, this plan will also addresses the situation in which an employee is deemed to be a “PUI” or a participant in a Close Contact Encounter. The HR Director will issue a standing directive outlining mandated reporting of all employee who have either been classified as a PUI or have been in a Close Contact Encounter. In situations of both PUI and Close Contact Encounters, the HR Director in cooperation with the City’s Department Directors will immediately mandate a “stay at home” plan for the effected employee.

XIV. Financial Authority: Through the adoption of this plan and a pre-established purchasing policy the City Administrator is hereby authorized to expend emergency funds in order to enact any or all Action Levels of this plan.

XV. Mutual Aid: In the event that the City of McHenry encounters a staffing shortage within the critical infrastructure departments of Police and Public Works the City will rely on pre-established mutual aid plans to address the issue and will contact with outside resources to ensure continuation of all critical operations.
The Police Department currently has mutual aid agreements with:
 ILEAS (Illinois Law Enforcement Alarm System)
 NIPAS (Northern Illinois Police Alarm System)
 McHenry County Emergency Management Agency
 McHenry County Sheriff’s Office
 Johnsburg Police Department
 Prairie Grove Police Department
 McHenry county Major Investigation Assistance Team
 SEECOM Dispatch and MCSO Dispatch
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The Public Works Department is currently has formal and informal mutual aid agreements with:
 IPWMAN (Illinois Public Works Mutual Aid Network)
 McHenry Township Road District
 Nunda Township Road District
 Robinson Engineering
 Baxter & Woodman Engineering

XVI. Community Messaging: All dissemination of information as it relates to action taken by the City of McHenry in response to COVID-19 will be issued through the McHenry Police Department’s Public Information Officer with approval by the Chief of Police and City Administrator.

XVII. Action Levels: Each of the below Action Levels represent a defined response by the City of McHenry based upon Trigger events. Each Action Level will be separated into three categories identified as: Employee Response, Facilities Response and Community Response. Department Directors are responsible for Action Level Steps taken in the Employee Response Category and Facilities Response Category. It is recognized that Remote Work, Altered Work Hours and Stay Home Orders may not be applicable for all Department or Positions and therefore Department Directors can apply these steps as applicable top their respective departments. If the response calls for a full closure of a Facility or Community Event, the Action Response Committee shall meet to review the pending closure or event cancellation to ensure the most up to date information is available before finalizing any closure or event cancellation.
Action Level 1 (State Trigger Only):
Employee Response: Description: Yes/No
Awareness Notification on COVID-19 Yes
Best Practices by CDC forwarded to all employees Yes
Hand Sanitizer issued to all work areas, offices and City vehicles with instructions for daily usage. Yes
Disinfectant Wipes issued to all work area, offices and City vehicles with cleaning instructions. Yes
Social Distancing Notice and Instruction Yes
Remote work when available
No
Alternate work hours to separate employee to employee contact.
No
Stay Home Order (No Work)
No Facilities Response:
Notices on doors and common areas advising people of precautions Yes
No public access to PD Classroom or Council Chamber for outside events
No
Department Segregation
No
Employee Segregation
No
Police Unit Segregation (Records, Dispatch, Investigations, Patrol, Admin)
No
City Hall Front Counter Temporarily Closed to Public
No
City Hall Temporarily Closed to Public
No
Modified Council Meetings with remote viewing/call in-options
No
Public Works Facility Temporarily Closed to Public
No
Recreation Center Access Restrictions (hours of operations, classes and special event space)
No
Recreation Center Temporarily Closed to Public
No
Suspension of Parks Programs and Classes offsite and at Knox Park Pool
No
Wastewater Facility Closed to Public
No
Parks Garage Closed to Public
No Community Response (Social Distancing):
Public Notice on Facebook and City Website not to come to City Hall or other public locations if you are feeling ill. Yes
Cancellation of City (public) Community Events
No
Suspension of approval for (third party) Community Events run by other organizations
No
Formal Request for known private Community events to be cancelled or rescheduled
No
Formal Request for School Community Events to be suspended or rescheduled
No

Action Level 2 (Regional Trigger):
Employee Response: Description: Yes/No
Awareness Notification on COVID-19 Yes
Best Practices by CDC forwarded to all employees Yes
Hand Sanitizer issued to all work areas, offices and City vehicles with instructions for daily usage. Yes
Disinfectant Wipes issued to all work area, offices and City vehicles with cleaning instructions. Yes
Social Distancing Notice and Instruction Yes
Remote work when available Yes
Alternate work hours to separate employee to employee contact. Yes
Stay Home Order (No Work)
No Facilities Response:
Notices on doors and common areas advising people of precautions Yes
No public access to PD Classroom or Council Chamber for outside events Yes
Department Segregation
No
Employee Segregation
No
Police Unit Segregation (Records, Dispatch, Investigations, Patrol, Admin) Yes
City Hall Front Counter Temporarily Closed to Public
No
City Hall Temporarily Closed to Public
No
Modified Council Meetings with remote viewing/call in-options
No
Public Works Facility Temporarily Closed to Public
No
Recreation Center Access Restrictions (hours of operations, classes and special event space)
No
Recreation Center Temporarily Closed to Public
No
Suspension of Parks Programs and Classes offsite and at Knox Park Pool
No
Wastewater Facility Closed to Public
No
Parks Garage Closed to Public
No Community Response (Social Distancing):
Public Notice on Facebook and City Website not to come to City Hall or other public locations if you are feeling ill. Yes
Cancellation of City (public) Community Events
No
Suspension of approval for (third party) Community Events run by other organizations
No
Formal Request for known private Community events to be cancelled or rescheduled
No
Formal Request for School Community Events to be suspended or rescheduled
No

Action Level 3 (Local Trigger):
Employee Response: Description: Yes/No
Awareness Notification on COVID-19 Yes
Best Practices by CDC forwarded to all employees Yes
Hand Sanitizer issued to all work areas, offices and City vehicles with instructions for daily usage. Yes
Disinfectant Wipes issued to all work area, offices and City vehicles with cleaning instructions. Yes
Social Distancing Notice and Instruction Yes
Remote work when available Yes
Alternate work hours to separate employee to employee contact. Yes
Stay Home Order (No Work)
No Facilities Response:
Notices on doors and common areas advising people of precautions Yes
No public access to PD Classroom or Council Chamber for outside events Yes
Department Segregation Yes
Employee Segregation Yes
Police Unit Segregation (Records, Dispatch, Investigations, Patrol, Admin) Yes
City Hall Front Counter Temporarily Closed to Public Yes
City Hall Temporarily Closed to Public
No
Modified Council Meetings with remote viewing/call in-options Yes
Public Works Facility Temporarily Closed to Public Yes
Recreation Center Access Restrictions (hours of operations, classes and special event space) Yes
Recreation Center Temporarily Closed to Public
No
Suspension of Parks Programs and Classes offsite and at Knox Park Pool Yes
Wastewater Facility Closed to Public Yes
Parks Garage Closed to Public Yes Community Response (Social Distancing):
Public Notice on Facebook and City Website not to come to City Hall or other public locations if you are feeling ill. Yes
Cancellation of City (public) Community Events Yes
Suspension of approval for (third party) Community Events run by other organizations Yes
Formal Request for known private Community events to be cancelled or rescheduled Yes
Formal Request for School Community Events to be suspended or rescheduled Yes

Action Level 4 (Internal Trigger):
Employee Response: Description: Yes/No
Awareness Notification on COVID-19 Yes
Best Practices by CDC forwarded to all employees Yes
Hand Sanitizer issued to all work areas, offices and City vehicles with instructions for daily usage. Yes
Disinfectant Wipes issued to all work area, offices and City vehicles with cleaning instructions. Yes
Social Distancing Notice and Instruction Yes
Remote work when available Yes
Alternate work hours to separate employee to employee contact. Yes
Stay Home Order (No Work) Yes Facilities Response:
Notices on doors and common areas advising people of precautions Yes
No public access to PD Classroom or Council Chamber for outside events Yes
Department Segregation Yes
Employee Segregation Yes
Police Unit Segregation (Records, Dispatch, Investigations, Patrol, Admin) Yes
City Hall Front Counter Temporarily Closed to Public Yes
City Hall Temporarily Closed to Public Yes
Modified Council Meetings with remote viewing/call in-options Yes
Public Works Facility Temporarily Closed to Public Yes
Recreation Center Access Restrictions (hours of operations, classes and special event space) Yes
Recreation Center Temporarily Closed to Public Yes
Suspension of Parks Programs and Classes offsite and at Knox Park Pool Yes
Wastewater Facility Closed to Public Yes
Parks Garage Closed to Public Yes Community Response (Social Distancing):
Public Notice on Facebook and City Website not to come to City Hall or other public locations if you are feeling ill. Yes
Cancellation of City (public) Community Events Yes
Suspension of approval for (third party) Community Events run by other organizations Yes
Formal Request for known private Community events to be cancelled or rescheduled Yes
Formal Request for School Community Events to be suspended or rescheduled Yes

XVIII. Department Reporting Form: As Action Level steps are taken within this plan, each Department Director will be responsible for documenting his/her steps and expenses in further detail on a weekly basis with the attached form (Appendix A). Once completed all forms will be submitted to the City Administrator and copied to the Finance Director.

XIX. Reconstitution of Operations: Should this plan be enacted at any point either partially or in whole, the Department Directors with the oversight of the City Administrator will establish a weekly meeting to review all actions taken and evaluate the COVID-19 pandemic so that as the threat of COVID-19 is mitigated, staff ensures that Action Level steps can be deactivated and a reconstitution of normal operations can be achieved. The Mayor and the City upon a full reconstitution of operations.

XX. Plan References:
United States Center for Disease Control and Prevention (CDC), 2020, https://www.cdc.gov/coronavirus/2019-ncov/index.html
Illinois Department of Public Health, 2020, http://dph.illinois.gov/topics-services/diseases-and-conditions/diseases-a-z-list/coronavirus
McHenry County Health Department, 2020, https://www.mchenrycountyil.gov/county-government/departments-a-i/health-department/covid-19-novel-coronavirus
Mayo Clinic, 2020, https://newsnetwork.mayoclinic.org/tag/covid-19/
Plan approved by:
03/11/2020
Derik Morefield, City Administrator

Appendix A:
COVID-19 Continuity of Operations Plan Action Report Form
Submitted To: City Administrator’s Office and the Office of the Finance Director
Week of:
Department:
Director:
Please provide a brief summary of the action taken by your department in the below categories. Type a brief summary next to the categories that you took action on during this reporting week. If the action taken was citywide by the HR Department just mark HR for that topic. If the action taken was from a previous week or you did not take that action please mark N/A.
Awareness Notification on COVID-19:
Best Practices by CDC forwarded to all employees:
Hand Sanitizer issued to all work areas, offices and City vehicles with instructions for daily usage:
Disinfectant Wipes issued to all work area, offices and City vehicles with cleaning instructions:
Social Distancing Notice and Instruction:
Remote work when available:
Alternate work hours to separate employee to employee contact:
Stay Home Order (No Work):
Notices on doors and common areas advising people of precautions:
Restricted Access to your building(s). Please list building and describe restrictions in place:
Segregation: Please describe both unit segregation and employee segregation if applicable:
Full Facility Closure:
Cancellation of Event(s):
Materials, Supplies and Equipment Expenses (Description) Amount
Labor Spent on mitigation of COVID-19: List Employee Hours Spent (Day and Time)
I certify that the information provide in the report is true and accurate to the best of my knowledge.
Signature: ______________________________ Date: _____________________