ࡱ> MOLM +bjbj== "JWW$l<%VVVVVVVV,%.%.%.%.%.%.%$( *R%EVVVVVR%nVV%nnnV:VV,%nV,%n6 n:$,,%VJ ΄2 $ ,%%0%$Rm+m+,%nCounty of Dukes County Continuity of Operations Plan for Pandemic Influenza ABREVIATED VERSION (This version excerpts from the full version and the paragraph markers will not necessarily fall in sequential or alphabetical order) 1. Purpose This Business Continuity Plan is developed as a guide for County departments to facilitate the maintenance of essential services and or functions during a pandemic emergency. 3. Definitions The term PANDEMIC implies a human disease that occurs over a wide geographic area and affects an exceptionally high proportion of the population. The term INFLUENZA refers to a family of virus-caused diseases that result in respiratory infection with fairly predictable symptoms 4. Guiding Principles a. Understanding the Risk The Countys leaders and Department Heads must have a clear perception of the likelihood and consequences of a pandemic influenza. c. Seek Internal Protection First The Countys first responsibility is to its employees and the services that it provides. Protecting the workforce will help avoid interruptions to the essential services. 5. Objectives a. Protection of Employees - employees will look to the Countys leaders for leadership and protection, including revising the workplace procedures to minimize exposure to the virus, both from internal and external contacts, implementation of work from home policies; and the facilitation of caregiving for affected family members. b. To Ensure the Delivery of Essential Services - reduction in the county workforce will put at risk the delivery of essential services. - interruption of critical public services will make matters worse in Dukes County already beleaguered by influenza. d. Minimizing Net Financial Impacts - the Countys expenses are likely to increase and revenues may drop through decreased activity and increased use of the Countys services. 9. Prevention (Also see Annex A) The virus can survive for 24 - 48 hours on hard non-porous surfaces, for 8 - 12 hours on cloth, paper and tissues and for 5 minutes on hands. People can acquire influenza indirectly by touching contaminated surfaces, hands and objects. An infected person can shed the virus 24 hours before symptoms start and up to seven days later. Illness may last from 7 to 14 days. Illness may yield immunity to a second or subsequent infection after it runs its course but it may not, depending on the type of flu. Flu Pandemic duration can last 8 to 12 weeks. There are certain preventative measures that will lessen the impact, minimize the spread, reduce the effects and reduce the risk of acquiring influenza. All members of the county workforce should be strongly encouraged to: 1) wash hands frequently and meticulously; use alcohol based hand hygiene solutions 2) avoid crowds and close contact with people who are sick 3) stay home when they have flu symptoms; get rest and check with a health care provider if necessary 4) reduce non-essential travel 5) practice good respiratory hygiene; cover their mouth when coughing or sneezing with a tissue, and properly dispose of tissues 6) increase fresh air in buildings where possible 7) encourage employees to get their annual flu shot. Although this will not prevent the employees from getting the pandemic strain, it is thought that it will reduce the length of time that an employee will be sick, should the employee contract the disease 8) practice other good health habits. Get plenty of sleep, be physically active, manage stress, drink plenty of fluids, eat nutritious foods, and avoid smoking. TASKS FOR DEPARTMENT HEADS 10. Process There are four phases to the countys internal planning process which will be described below; A) IDENTIFICATION OF ESSENTIAL COUNTY SERVICES (See Section A below) B) STAFFING ESSENTIAL COUNTY SERVICES (See Section B below) C) MAINTAINING ESSENTIAL COUNTY SERVICES (See Section C below) D) BUSINESS CONTINUITY FOR PRIORITY 1 COUNTY SERVICES (See Section D below) A ) IDENTIFICATION OF ESSENTIAL COUNTY SERVICES See Appendix 1 Procedure: - On the form provided in Appendix 1, list all the services provided by your department - Breakdown the services into their respective functions and assign a Priority (HIGH (Priority 1), MEDIUM, LOW) to each of the functions within each service - Priority 1 services are those that relate to Health and Safety and cannot be curtailed during a pandemic - Add any essential services that your office would have to perform only during a pandemic - Assign a rating to each function as to the potential for increased demand for that function during a pandemic. B ) STAFFING ESSENTIAL COUNTY SERVICES See Appendix 2 Procedure: On the form provided in Appendix 2, list only the Priority 1 functions from Appendix 1 list current staff assigned to each function. Next, calculate the minimum staff requirements to do each essential county function by assigning a value using the following formula(number of staff times 65% which is calculated on an expected 35% absentee rate). Lastly, calculate the shortfall in manpower. C ) MAINTAINING ESSENTIAL COUNTY SERVICES Essential background information for Department Heads: a. The primary threat to maintaining essential services during a pandemic is high absenteeism. The objective of a business continuity plan for a pandemic is to determine how to maintain essential services/functions given high rates of absenteeism for reasons that may include; - sickness - staying at home to care for those family members who are ill - staying at home to care for children in the event that schools and day cares are closed - fear of coming into the work environment b. Secondary threats associated with longer lasting pandemics are: Shortage of supplies Utility failures Transportation failures of essential goods and fuels Employee stress Many other factors This secondary threat window is much shorter for Dukes County because of the shortage of supply warehousing capability and limited resupply means. Dukes Countys window may be as short as 3 days -------------------------------------------------------- Procedure: 1) Disease Prevention for County Employees at work and at home -Management and Department Heads must develop a policy for the implementation of the disease prevention guidelines described in Annex A . -After the general Disease Prevention Policies have been developed, each of the management heads of the major divisions within the county government structure may have to adjust these policies to be effective because of the differing environments of the Administration Section, Airport, Jail, Court House, etc. 2) Maintaining the County Work Force (EMPLOYEE ABSENCE DURATION  7 to 14 days) (TOTAL DEPARTMENT WORK FORCE ABSENCE 10% to 35%) (PANDEMIC DURATION  8 to 12 weeks) " Each Department Head should develop and maintain a succession planning list for their position that is three deep (e.g. if the Department Head is not available, who is in charge. If that person is not available, who is next in line) Care should be taken not to designate persons that are already in use as department heads unless the person selected has a replacement and that the replacement also has a replacement. - Each Department Head should develop and maintain a list of possible employees that can be cross-trained as replacements for absent employees. These cross-trainees only have to be trained to perform the Essential Functions. - Each Department Head should develop and maintain a list of possible retirees/volunteers that can be cross-trained as replacement workers for absent employees. These replacement workers will have to be trained to perform only the Essential Functions. - 3) Development of Remote Work Environments - Each Department Head should develop and maintain a list of possible essential functions that can be electronically remoted and that can be performed at an employees home. 4) Development of Work at Non-Standard Hours Procedures - Each Department Head should develop and maintain a list of possible essential functions that can be performed during off-hours 5) Development of Procedures to Avert Shortages of Supplies and Services used to Perform Essential Services Each Department Head should develop and maintain a list of supplies and services used to perform essential services for 8 to 12 weeks - Each Department Head should develop and maintain a list of supplies and services that would be necessary during an 8 to 12 week Flu Pandemic -Management should make the purchase of sufficient of those supplies and services well prior to the first indication of an imminent flu pandemic 6) Development of Human Resource Procedures Management should develop Human Resource Policies and Pandemic Planning, that includes Equal Employment Opportunity (EEO) and Privacy Issues, Workplace Benefits, Workplace Safety and Health Issues, Unemployment Issues and Financial Assistance, Voluntary Isolation/Voluntary Home Quarantine, Child Social Distancing, and Social Distancing of Adults in the Workplace, 7) Development of Financial Policies " review personnel policies (sick, absent, quarantine, holiday, overtime, temporary employees, care of family members, etc ) and prepare policies that may be required to be implemented for a pandemic emergency. 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