MPHA COVID-19 Response Plan for Staff Operations Summary

MPHA MPHA- - COVID 19 Response COVID 19 Response This power point is for MPHA staff. It summarizes our plan for operations during the COVID 19 crisis. This is an ever changing situation. The document will be updated as things change. Our MISSION is to provide quality, affordable housing to low income households and, as a strong partner, promote positive outcomes for residents and the community we serve Last Update: 3/24/20

Principles Principles The services we provide are essential. People need to continue to access housing & stay housed. Safety is an agency core value. We will do everything we can to keep our staff and residents safe. We will do everything we can to be as proactive and responsive as possible. This situation is constantly changing. We won t be perfect at it. We are learning as we go. Staff and residents need to support each other during this time.

Operational Tiers Operational Tiers Tier 1- Business as Usual Tier 2- Social Distancing/Soft Close Tier 3- Limited Staffing for Core Operations. Current status as of 3/24/20= Tier 2. Operations may move between tier 2 and 3 for the foreseeable future. Executive Director will determine categories and communicate with staff.

Tier 2 Tier 2- - Social Distancing/Soft Close Social Distancing/Soft Close No in-person at community meetings unless approved by ED. Use community room with appropriate social distancing for all unavoidable client meetings Maintenance will not enter occupied units unless need is urgent. If product (i.e. lightbulb) can be dropped off outside of door, it will be. If unit repair has to be completed, resident will be asked about symptoms (fever, cough, shortness of breath). If so, consult with Executive Director before proceeding. Max flexibility will be used in use of paid leave hours for people to care for children or family in high risk groups.

Tier 2 Tier 2- - Social Distancing/Soft Close Social Distancing/Soft Close If entry must be made into tenant unit: (Wear gloves in all cases as well as a mask if preferred) and ask tenant to socially distance themselves from you. All HQS inspections are temporarily suspended Complete as much work as possible via phone, email and regular mail. This includes intakes, briefings, and re-exams. Office closed to the public-use of drop box and intercom. Wash hands and wipe down surfaces frequently. Changes to work stations to increase staff distancing.

Tier 3 Tier 3- - Essential/Core Operations Only Essential/Core Operations Only Office is partially open to conduct core operations. All staff work limited hours and at home time is paid (without use of vacation or sick time). Expectation of adhering to social distancing and being available to receive a work call during at home time. What are core operations?- Collecting revenue (rent and grants), paying bills on time, getting people housed, getting HAP checks out to landlords, protecting our properties, month end, helping residents solve major problems via service coordination.

Tier 3 Tier 3- - Essential/Core Operations Only Essential/Core Operations Only Maintenance Staff Expectations Alternate staffing each week. One on and one off. Person who is off available should a task come up where two staff are needed. Emergency work orders only. Daily- walk through of High Rise and Sharp View, check email, check printer for work orders (only do emergencies but review all), cleaning and sanitizing duties. (No set hour amount, just complete those tasks daily) Monitor emergency on call phone during the day. On call schedule for evenings/weekends with Clay HRA remains the same.

Tier 3 Tier 3- - Essential/Core Operations Only Essential/Core Operations Only Office Staff Responsibilities Half time in office. Robin= 16. Kia and Toni= 20. Robin and Kia are not in the office at the same time. Toni move to back office.

Tier 3 Tier 3- - Essential/Core Operations Only Essential/Core Operations Only Service Coordinator Responsibilities 4 hours per day. Work from home if possible. Otherwise, Sharp View office. Continue to connect people with resources over phone and email. Files can be taken home but must be checked out and remain secure at all times.

Staff Resources to have on hand Staff Resources to have on hand Staff Call List IT help desk https://helpdesk.cityofmoorhead.com/login Checking email remotely https://webmail.cityofmoorhead.com Checking voice mail remotely: Call your phone number When the phone goes to your voice mail, dial the * key When prompted, dial your voicemail PIN followed by # The Village Employee Assistance Program 1800-627-8220 (tell them employer is City of Moorhead).

Communications Communications ED- situation update to all staff at least weekly via email. ED continues to be available 24/7. Staff- notify your supervisor in advance about any core tasks that you are not able to complete with limited hours or any potential back logs in work. Memos to residents (establishing email list serv) Consider conference call with ED and residents. Join me service- up to 250 callers. Board meetings remotely starting in April using City of Moorhead technology.

Key Messages to Residents Key Messages to Residents You still have to pay rent and utilities. If you lose your job or work hours are reduced, notify office immediately. We will only be responding to emergency work orders until further notice. Please continue to notify our office of all work orders so that we can maintain documentation of all needs. Community room events, food distribution, bingo etc. are all cancelled until further notice. Importance of frequent handwashing and social distancing.