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Does Allison need an introduction or? | 00:00:05 | |
Well, that's a great question. | 00:00:09 | |
Well, it's my first presentation. | 00:00:14 | |
Most everyone but. | 00:00:21 | |
Also I got to each other. | 00:00:23 | |
Real well, real world, real fast. | 00:00:27 | |
Right around at 2:00 o'clock in the morning. | 00:00:32 | |
So I'll do just a brief introduction of making introduce yourself. Alison has been Chester. Chester is our new Emergency | 00:00:41 | |
Management Coordinator. You may remember that in the fall of last year we talked to the council about terminating our existing | 00:00:48 | |
management. | 00:00:55 | |
Contracts with Unified Fire in favor of hiring someone in house. | 00:01:03 | |
It could mean a variety of our needs. | 00:01:09 | |
So Allison started with us in January, March, March. Wow, okay. Because now it feels like Allison is a bit of our group forever | 00:01:13 | |
and Allison provides support on a part time basis. | 00:01:21 | |
It feels like full time service. | 00:01:29 | |
Really diligently on a number of. | 00:01:33 | |
In addition to responding. | 00:01:37 | |
Various emergencies throughout the city and I will let her tell you a little bit more about her. | 00:01:40 | |
That's fine, that's OK. The first slide is only just me introducing myself, so that works. | 00:01:52 | |
I first thought, I just want to say I love, I love holiday. Holiday is great. Holiday is fun. I'm gonna stand up because I'll move | 00:01:59 | |
around too much and if I sit then I'll just bounce. So I'm not gonna do that. But. | 00:02:06 | |
Holiday has been great. I love it here. So I started in Emergency Management in 2018 and at that time I was working in Utah County | 00:02:14 | |
under the emergency manager there. So we went through fires and floods. | 00:02:22 | |
And debris flows and COVID. | 00:02:30 | |
And a plethora of wonderful experiences that were both fun and. | 00:02:33 | |
I learned a lot, so it's really fun to be here. I'm learning more and more each day at the city level and it's really fun to be. | 00:02:40 | |
At the local level we'll get a little bit into that, but everyone likes being either at the city level or their county level, so | 00:02:50 | |
I've had the best of both worlds. | 00:02:54 | |
You want to go to the next slide, Stephanie. | 00:02:59 | |
Thanks. So today I'm going to give you a really, really high level overview of Emergency Management and kind of what I do. We'll | 00:03:02 | |
talk about why Emergency Management matters at the city level and specifically for the City Council, we're going to talk about | 00:03:09 | |
municipal requirements that we have from the state and the federal level. | 00:03:16 | |
And then we're going to talk about our comprehensive Emergency Management plan that you guys all got in your packet. As you know, | 00:03:23 | |
it's a very long document. This is a very high level overview because I don't want to take an hour of your time. So we will fly | 00:03:28 | |
through it. | 00:03:32 | |
But down the road, we're going to do more training and all of it will make sense eventually. But I don't want to like feed you too | 00:03:38 | |
much through the fire hose. Today we'll talk about our organization chart that we would utilize in a disaster that kind of gives | 00:03:44 | |
you a visual overview of. | 00:03:49 | |
Who does what in a disaster at the city level? And then we'll talk about where we're going to go from here. So. | 00:03:56 | |
Next slide. | 00:04:03 | |
You're good. | 00:04:06 | |
I'm I'm chill all right, so. | 00:04:09 | |
Emergency Management is based upon priorities. Anytime any incident happens, we're worried about life safety, property | 00:04:13 | |
preservation, Environmental Conservation, incident stabilization and continuity of operations. | 00:04:19 | |
So on the next slide, I will show you our Emergency Management cycle. This is how we achieve our priorities. So at any given time. | 00:04:26 | |
I'm somewhere in this cycle and or in multiple spots in the cycle. Usually multiple if I'm honest. We're always mitigating and | 00:04:34 | |
trying to prevent future disasters or make them make the impacts. | 00:04:42 | |
Less lesser, we're always preparing, we're always planning, preparing, bringing our community in and trying to fill that piece. | 00:04:49 | |
And then obviously anytime an incident happens, we're trying to respond to that and stabilize that incident and recover from it as | 00:04:56 | |
quickly as we possibly can. So. | 00:05:02 | |
At any given time, we're somewhere in that cycle, but these are like our core tenement. | 00:05:10 | |
Or tenants and you'll recognize that in our plan we go through response and recovery and preparedness and mitigation in that plan | 00:05:16 | |
and that is purposeful so. | 00:05:22 | |
Why is it important to you guys? The very first thing is that every disaster is local. What I mean by that is a disaster kicks | 00:05:30 | |
off. | 00:05:34 | |
Our first responders go out, we respond as a city, right when our resources are exhausted, we call the county and they come in and | 00:05:39 | |
help us. When their resources are exhausted, they go to the state and then the state would go to the federal level. Hopefully we | 00:05:45 | |
never get to that point. Well, we do, but in different ways. | 00:05:51 | |
Umm, but even if we call the county and they come in and assist us or the state comes in and assist us for the federal level comes | 00:05:58 | |
in and assist us. | 00:06:02 | |
We're still in charge of that response. | 00:06:07 | |
At the end of the day, it is our responsibility, it is our documentation, it is our citizens and so. | 00:06:10 | |
They don't want to come in and take over that incident. They want to come in and offer us resources that we need. So it's supposed | 00:06:17 | |
to start and end at the local level. | 00:06:22 | |
The second reason is that we have state and federal requirements, obviously. Umm. | 00:06:28 | |
Today, the scent is covering all of those requirements. So the requirements that we have from a state level are all covered in | 00:06:34 | |
that document and that's why we need to promulgate it so that we can shut all of our boxes. And then the third reason is that if | 00:06:42 | |
we ever need disaster assistance from the state or the federal level or the county or if we ever want reimbursement. | 00:06:49 | |
We need to have checked all of those boxes to be allowed to have that opportunity to put in for that reimbursement or that | 00:06:58 | |
assistance so. | 00:07:03 | |
They're essentially saying, hey, if you've done all of your responsibilities, then we'll come in and help. | 00:07:08 | |
But if you're trying to ignore all the responsibilities, you can't just pass it on off the line. | 00:07:15 | |
So next slide. | 00:07:20 | |
So these are our requirements that we are covering in our comprehensive Emergency Management plan. | 00:07:23 | |
The first is to have an Emergency Management plan. | 00:07:30 | |
In the wording of the state, it's the emergency operations plan. It's the same thing. Basically, our region decided to go to a | 00:07:34 | |
comprehensive Emergency Management plan, which is just kind of a different template. And so we've decided to follow that so that | 00:07:40 | |
everything dovetails with our neighbors. | 00:07:46 | |
As part of our set, we also will cover our interim successors for the officers and the emergency manager. We'll talk about our | 00:07:53 | |
emergency alerting authority and how we. | 00:08:00 | |
Send out alerts to our citizens. | 00:08:06 | |
We need to designate an emergency manager and we need to have the ability to reassign personnel and disasters. So we'll go through | 00:08:10 | |
each of those and I'll tell you where they're at. | 00:08:14 | |
Before I do that, just as a point of clarification, what I gave you guys in your packet is our base plan. | 00:08:19 | |
That means it's like a high overarching, you know, overview of what our Emergency Management plan is. We will be adding a lot of | 00:08:27 | |
annexes. Most of those are still in development. The annexes have sensitive information and more specific information and there's | 00:08:33 | |
three different types of annexes that we'll have. We will have support annexes which are kind of administrative will have | 00:08:39 | |
functional annexes. | 00:08:45 | |
Which will cover things like. | 00:08:52 | |
How we run a shelter. | 00:08:55 | |
Or a degree management plan. And then we will also have hazard specific annexes that go over specific hazards that we might have | 00:08:57 | |
wind storms or earthquakes and so on and so forth. Most of those are still under development, but some of our requirements will be | 00:09:04 | |
covered in our first annex, which is support Annex A and it goes over city roles and responsibilities. We chose to put some of | 00:09:12 | |
those in there because some of them may change over time and it is more specific and sensitive. | 00:09:19 | |
But we don't want the baseline. | 00:09:27 | |
So our first one is obviously the interim successors, the Emergency Management Act in the public Utah Public Safety Code just | 00:09:30 | |
basically says that we have to designate our interim successors for. | 00:09:37 | |
The officers of the political division as well as the emergency manager and we have to go through. | 00:09:46 | |
So we will have that in our support Annex 8, because those might move around and change overtime. | 00:09:51 | |
The next one is our emergency alerting authority. | 00:10:01 | |
Basically this is in our SEM as well as the support annex. It's a little bit more detailed than the support annex as to who can | 00:10:04 | |
request from the county the access to iPods, but basically it says the pretty much the same thing. For those of you who don't | 00:10:12 | |
know, iPods is the integrated public Alert and Warning system. It is a national system that allows us to tap into the cellular | 00:10:19 | |
cellular network and send out warnings. | 00:10:26 | |
To our citizens, we did use that back in April. | 00:10:34 | |
In order for us to have access to this, we have to actually reach up to the county and request that that be sent out because the | 00:10:38 | |
federal government only gives only goes down to the county level for that missile code is what we call it. So, but this basically | 00:10:44 | |
covers that we go through the county that we would utilize iPods who has the authority to send those messages and then also that | 00:10:51 | |
we have other. | 00:10:57 | |
Other ways of informing our residents as well so. | 00:11:04 | |
The next one is the designation of the emergency manager. | 00:11:10 | |
Basically, this just basically says that, hey, our emergency manager will be whoever is in this position, whoever is the Emergency | 00:11:14 | |
Management coordinator, and that our job is to create a plan and coordinate emergency preparedness, response, mitigation and | 00:11:21 | |
recovery as well as coordination. | 00:11:27 | |
So that is also. | 00:11:35 | |
The emergency succession is listed in the support annex, but it's actually this is just in a call out box so. | 00:11:39 | |
And then reassignment of personal and disaster again is just basically if we declare disaster, we have the ability to ask our our | 00:11:47 | |
employees to. | 00:11:53 | |
Do something else for a short period of time that would support that disaster and. | 00:11:59 | |
Then go back to the regular jobs after that time. This is again called out just directly in our sense on page 26. | 00:12:06 | |
So all right, going over some again, this would be like lightning round of review of the set. So the first part is just an | 00:12:13 | |
introduction. It gives us scope. We talk about holidays, some of the demographics that we deal with in holiday, how the sample is | 00:12:22 | |
put together, which was started at the county level and has kind of moved down to the municipal. | 00:12:31 | |
Municipalities. | 00:12:41 | |
Halfway through and I can't talk. | 00:12:43 | |
All right. Then we're going to talk about concept of operations. We're going to go over that a lot more because that's really the | 00:12:45 | |
bread and butter of this plan. | 00:12:48 | |
There's also a section on financial management. It's just, you know, procedures. | 00:12:52 | |
Basic ideas that we need to keep in mind when we are going through disaster, how we're going to maintain our plan, and then the | 00:12:57 | |
roles and responsibilities are in the very back. I think it's like a really big chart that covers what we're responsible for, but | 00:13:05 | |
also where UPDUFA, the county and all of our different partners kind of fit into that. | 00:13:12 | |
Matrix. | 00:13:21 | |
So in the concept of operations, I told you that we kind of go through the phases. The first phase is actually the activation | 00:13:23 | |
phase, which we don't talk about activating when we talk about the four phases of Emergency Management. | 00:13:28 | |
But obviously before we respond to something, we need to know if we need to respond or how we need to respond. So our activation | 00:13:35 | |
phase is just, we're going to find out there's an emergency, we're going to assess it and decide what we need to, what we need to | 00:13:44 | |
do. We're going to convene our senior leadership for the city of holiday. We decided to have a different. | 00:13:52 | |
A little bit of a different model than other places because of the way that our city works. So we will have an executive group | 00:14:02 | |
that's made-up of our city manager and department heads and then we will have a policy group which is made-up of you guys. | 00:14:09 | |
So we would convene our executive group and our policy group as necessary to make the determination of if we need to activate this | 00:14:17 | |
plan. If we decide we need to, we're going to decide what facilities to use and how we're going to staff. | 00:14:24 | |
All of our needs. | 00:14:31 | |
Then we go into the response phase. This can last a while. Obviously, the first thing that I'm going to do in a response phase is | 00:14:35 | |
I'm going to open up the ECC. | 00:14:40 | |
Our creation center and we're going to start to build this big broad picture of what is actually going on and trying to gather all | 00:14:45 | |
of those data points. From that, we can determine what our instant priorities are. And then we're going to respond to the | 00:14:51 | |
emergency. We're going to issue public warnings, we're going to request resources, we're going to coordinate with all of our | 00:14:57 | |
partners and we're going to document our response actions. So in the plan, this is laid out a little bit more in detail as to how | 00:15:02 | |
we're going to do that. | 00:15:08 | |
Then we go into recovery. Something important to note is that when we talk about response and recovery, we are waiting until the | 00:15:15 | |
response is over to begin recovery. Usually we're trying to start recovery as soon as things are. | 00:15:22 | |
Stable. Stable enough that we have the bandwidth to start to look at recovery. | 00:15:30 | |
So this transition from response to recovery will take a little while. Part of that transition would be to convene a recovery task | 00:15:35 | |
force, and our plan goes over what that looks like, who would be in it, what those expectations are for that task force. That task | 00:15:41 | |
force is then going to assess recovery needs for our whole community and start to determine what the priorities are and initiate a | 00:15:46 | |
long term. | 00:15:52 | |
Plan. This part of the plan is fairly short. The reason for that is that there's an entire. | 00:15:58 | |
An entire FEMA document that's like 100 pages long, that is just the National Disaster Recovery Framework. So. | 00:16:06 | |
That's when we pull that document out. | 00:16:14 | |
So I didn't put too much detail in them. | 00:16:17 | |
All right. And then preparedness, obviously preparedness is not the last thing we do because we're doing it all the time, but we | 00:16:21 | |
put it in the last part of this document because. | 00:16:26 | |
When something does kick off. | 00:16:30 | |
I'm not worried about preparedness at that moment. | 00:16:33 | |
But obviously, we are always going to be planning for future emergencies. We're going to conduct hazard mitigation planning, which | 00:16:36 | |
we're currently in the process of doing. | 00:16:40 | |
We are going to train on certain FEMA trainings and also as a city, and then we're going to conduct exercises to practice what we | 00:16:45 | |
have learned and we're going to involve the public and Emergency Management. So all of that is also laid out in these sections. | 00:16:54 | |
All right. This is our emergency coordination organization chart. | 00:17:05 | |
So this gives you kind of like a visual overview of where things are. I'm going to start with our incident command unified | 00:17:11 | |
command. | 00:17:15 | |
That's usually like that's boots on the ground. That's our first responders. They're out, they're responding, right? They're going | 00:17:21 | |
to give us information and they're going to filter that to me and the coordination center. | 00:17:27 | |
And then in the coordination center, I'm going to have these people, I'm going to have an operations section, planning, logistics | 00:17:33 | |
and finance. And basically those people have very specific jobs, but it just keeps us all in line. We know what we're doing. We | 00:17:40 | |
know, hey, I'm documenting this, they're documenting that, and that means that we can. | 00:17:48 | |
Keep on top of our finances. | 00:17:56 | |
Get all of our resources that we need and keep planning for the next operational period. Where do these people come from these? | 00:17:59 | |
So these guys would be reassigned staff in this case, the loose plan is that each department would kind of take. | 00:18:07 | |
A section of that and when we get further into training, I will have a lot more resources and things to show you guys around that | 00:18:17 | |
that will make more sense. | 00:18:23 | |
And then we will have our executive group. They're going to meet based upon what the needs are. And the reason that the executive | 00:18:30 | |
group meets is like, hey, we need to declare a disaster. We need to do this. We need to do that. They're going to give resources | 00:18:35 | |
to me. | 00:18:41 | |
So that I can give resources to. | 00:18:47 | |
The incident commander, right? | 00:18:51 | |
Then you guys are right here. So executive groups going to meet. Then we're going to make sure that all of that information is | 00:18:54 | |
being filtered to you guys so that you know what's going on and you can talk to your constituents with the correct information, | 00:19:01 | |
right? Because a lot of a lot of what we do, a lot of what the executive group does. | 00:19:09 | |
Will take care of a lot of the administrative stuff. There will be a few things that. | 00:19:18 | |
Gina might have to come to you guys, or I might come to you guys and say we need this and it's above our capability, needs a vote, | 00:19:22 | |
and then that would come to you. But in many, many cases, we're just gonna be briefing you on everything that's happening and | 00:19:29 | |
keeping you up to date so that you can be helping us bring in partners and talk to the constituents in our community. | 00:19:36 | |
And then obviously we have Lena. | 00:19:44 | |
Over here, our PIO and you'll be working closely with her as well. So there's kind of this. | 00:19:47 | |
Circle going on where we're all going to be working together. So this is like a very high level again, we will get a lot more into | 00:19:54 | |
what your roles are. I will have a CHEAT SHEET for you guys as well that will lay out everything on like one piece of paper. | 00:20:02 | |
Things that you need to keep in mind for instance, and I'm it's pretty close to done, but it'll come as we do more training. | 00:20:11 | |
Next slide. | 00:20:21 | |
OK, so future training. So my plan is. | 00:20:24 | |
FEMA would have you do a course called the G402 course, and it's like drinking out of a fire hose. And no one likes drinking out | 00:20:29 | |
of a fire hose. I've done it. | 00:20:33 | |
Umm, not really. | 00:20:38 | |
Just just like the first year of Emergency Management. But So what I'm gonna do is I'm gonna break up that course into kind of | 00:20:41 | |
mini training sessions for you guys. And then as we have time and as the agenda works for you guys, I will come in and give you | 00:20:48 | |
like a 30 minute training session on little pieces and we will kind of build upon those. So the first one will be on the national | 00:20:54 | |
incident management system names which. | 00:21:01 | |
Emergency Management utilizes. | 00:21:08 | |
We'll talk about the incident command system, which is how we kind of integrate with our first responders. Then we'll talk about | 00:21:10 | |
the emergency coordination center, which is kind of the org chart I just showed you and what your role is within that network. And | 00:21:17 | |
then at the very end of all of that, we want to have a permission tabletop exercise. And basically what that means is we'll have a | 00:21:24 | |
bunch of people all in the room, all of our partners and we will go through a scenario and. | 00:21:31 | |
Work through how it should go, ideally with how we are coordinating and working with each other. | 00:21:38 | |
And that way everyone kind of gets an idea of what their place is and how it should work. Obviously the disaster, it's never | 00:21:44 | |
perfectly ideal, but if we practice it, it's better so. | 00:21:50 | |
That's kind of the plan. | 00:21:56 | |
If you guys don't have my e-mail and my phone number, it's right here. Please feel free to reach out to me anytime if you have | 00:22:00 | |
questions. If you have concerns, I'm happy to be a resource. I don't mind if you call me or text me. I'm happy to help out. So | 00:22:08 | |
hopefully this gave you kind of a, an overview. I know that the the samples are really long technical documents. | 00:22:16 | |
So if you guys have questions, let me know. | 00:22:25 | |
I don't have a question. | 00:22:29 | |
Just a comment, I think this is really important because. | 00:22:32 | |
This is the stuff that we haven't paid a lot of attention to because you don't need it. | 00:22:36 | |
You don't pay attention to it until you need it. | 00:22:41 | |
And we got just that. It was, I mean, one good thing that came out of that was that. | 00:22:45 | |
When we blew the house up, he gave us a real taste. | 00:22:51 | |
Of a plan in action. | 00:22:58 | |
And we didn't really have gone through this as much as we probably should have, but it was very interesting to see, even in that | 00:23:01 | |
case where Lena was new and you were kind of new. But still it's like you could see all the pieces start to work and the county | 00:23:06 | |
show up and building inspectors and. | 00:23:12 | |
The EPA's they're they're federal agency and them trying to work together and how do we get to school open and the Red Cross | 00:23:18 | |
showing up and so it was kind of an eye opening thing for me that. | 00:23:25 | |
It is something we need to be aware of and have a sense of it, so if something does happen that's more serious in nature. | 00:23:32 | |
We're all just running around like chickens with our heads cut off, right? But we kind of know who's supposed to be doing what, | 00:23:40 | |
even though I know every circumstance is probably different. | 00:23:45 | |
But it's great to know we've got a plan in place and now we'll be able to actually go start to. | 00:23:50 | |
More familiarize ourselves in more detail with. | 00:23:58 | |
Pieces of the plant and then actually do like a little tabletop where maybe we have a scenario we're going to walk through, | 00:24:02 | |
whether it's whatever you do, an earthquake or a fire, whatever it is. | 00:24:07 | |
So I think it's great. Well, thank you. I think it's, I mean, I know it's very important. This is one of those. | 00:24:13 | |
I trained in it all the time. This is what we what we do. We don't do it perfectly, but we're always learning from every instant. | 00:24:23 | |
We're learning from each other. But one of the things that I have recognized over the years of being an Emergency Management is | 00:24:30 | |
that having that plan and knowing what needs to happen, raise the stress level from up here to a little bit lower. It's not down | 00:24:37 | |
here, you know, but it's, it's a little bit lower because there's a plan and there's. | 00:24:44 | |
What I want you guys to recognize and why we'll go through NIMS and ICS and all of the acronyms that Emergency Management is | 00:24:51 | |
famous for is so that you can understand that there there's a method to our madness and there is a reasoning for what we're doing. | 00:24:58 | |
And there's a structure, there's a framework that we are working within that makes it a little bit easier. You know the other | 00:25:04 | |
thing I noticed. | 00:25:10 | |
Was the framework, but also the. | 00:25:20 | |
Relationships. | 00:25:22 | |
That you know, you get to know the Pios, so you know who to talk to and you know who you have a relationship with. The county | 00:25:24 | |
emergency coordinator in case you have to activate the EOC, right? And to see those relationships develop are really important too | 00:25:31 | |
in the in the event you have an event. | 00:25:38 | |
You know you know who to call and they know you and. | 00:25:45 | |
You can see how it kind of all works together. | 00:25:49 | |
Yeah, relationships are huge. | 00:25:52 | |
And. | 00:25:56 | |
Understand the battle of confidence in it. | 00:25:58 | |
That we have a plan, we're confident, we have the people who understand the resources. | 00:26:02 | |
That help also build that confidence. I think the one thing that. | 00:26:07 | |
I'll talk that term too much, but I think we made a change because. | 00:26:11 | |
I had a confidence problem myself because. | 00:26:17 | |
I think there was a training issue. | 00:26:20 | |
There was a not understanding the audience issue and we all were kind of scratching our heads. And so your ability to communicate. | 00:26:23 | |
To your audience, what we need to know. | 00:26:32 | |
Well, thank you. Yeah. | 00:26:36 | |
Yeah, I definitely want to and I want to make it easy, right small bites because. | 00:26:39 | |
Because it's a whole. | 00:26:46 | |
FEMA has a tendency to be like here, here is this big long training that's going to be 4 hours long. And when you walk out, your | 00:26:48 | |
brain is jello because you're thinking, you just fed me a lot and I got this much of that right. So I want to make it little steps | 00:26:56 | |
and then a tabletop I think will help a lot. So we'll go through that. And I hope that as we go through training and as we go | 00:27:03 | |
through these table tops that you guys also will let me know. | 00:27:11 | |
Of therapies that you're not understanding or things that we need to do better I'm. | 00:27:18 | |
Happy to have that feedback. I want to make sure that this is something that works for our city. | 00:27:23 | |
As a whole, including obviously something that Gina and Holly and I talked about a lot as we went through this plan, was just | 00:27:31 | |
trying to make sure that anything that we wrote in the plan is actually something that is feasible for the sides of the city that | 00:27:37 | |
we have and for the resources that we have. | 00:27:43 | |
And if we do exercises and we find things that we need to change, we will make those changes and yearly this will kind of will | 00:27:50 | |
review this plan and make changes to it as needed. So. | 00:27:56 | |
Yeah, hopefully it will be a good process. | 00:28:05 | |
Thank you so much. | 00:28:09 | |
Thank you guys. | 00:28:10 | |
Now the employee. | 00:28:19 | |
So in your packet. | 00:28:27 | |
Updated employee handbook with a number of changes. I thought I should walk through each of those changes and talk about them | 00:28:29 | |
briefly. The first change you see on. | 00:28:36 | |
It is a very minor change in the definition of temporary or seasonal. Sometimes when you go back and read things that you wrote | 00:28:45 | |
four years ago, I mean, I can't imagine that we thought we were going to hire all of our temporary or seasonals through the | 00:28:51 | |
agencies. | 00:28:56 | |
In reality, we hire most of them directly and so we just wanted to make that clarification. | 00:29:05 | |
Moving on to page 11 under Performance Evaluation. | 00:29:14 | |
As soon as we adopted a handbook originally, we've moved to. | 00:29:18 | |
And electronic software program and so there's performance evaluations rather than being stored in in. | 00:29:23 | |
In a filing drawer somewhere or in software. And so we're just making that clear. | 00:29:33 | |
Moving on to page 12 and mirroring what Allison just presented on, we added a section that says employees can be reassigned and | 00:29:40 | |
event emergency. | 00:29:47 | |
In that language nourished what is in the sun. | 00:29:55 | |
In Section 3. | 00:30:02 | |
We had one line. | 00:30:06 | |
In this in this handbook that was adopted pre pandemic that kind of referenced maybe possibly working from home. | 00:30:10 | |
Not knowing that was going to become for a while an important part of how we did city business. | 00:30:21 | |
So I have. | 00:30:28 | |
Struck that line and added this section on remote work that we'll get to in a moment. | 00:30:30 | |
Any changes? | 00:30:44 | |
The next change on page 20 that I'd highlight is Reflects. | 00:30:47 | |
A change in the timing of Juneteenth. | 00:30:55 | |
So in June. | 00:30:58 | |
The Council provided me with some direction to recognize. | 00:31:02 | |
In the way that the state recognizes GT, which at this moment in time is on the closest Monday to June 19th. | 00:31:09 | |
But I understand that a bill file has been opened to potentially change that during the next legislative session. | 00:31:20 | |
So the language just says we're going to reflect whatever the state is and hopefully at some point we'll get to, we can choose a | 00:31:28 | |
date for this holiday that that works going forward. | 00:31:35 | |
There is some iron in only two holidays having the date in them. | 00:31:47 | |
It's true. | 00:31:52 | |
On page 25 and then continuing through. | 00:31:58 | |
Yes, and I am actually going to propose one other slight change to that. | 00:32:08 | |
So for bereavement leave right now we have defined families, immediate family, including children. We added some language that | 00:32:14 | |
included miscarriage and that I would like to add silver as well. | 00:32:22 | |
What was that Gina? I would like to add Silverth shoot. So it would be children, pregnancy, miscarriage or still birth on item | 00:32:35 | |
four on two. | 00:32:40 | |
3.25 A 4. | 00:32:46 | |
And then moving to page 25, the bottom of 25. | 00:33:00 | |
27 is some language around the conversation we had a month or so ago about parental leave. | 00:33:10 | |
So most of this language reflects a policy that Midvale has adopted other work term following the direction of council member | 00:33:18 | |
Brewer is is shorter than the their term reflecting what he described as the 75th percentile, which I think is probably 4 weeks | 00:33:27 | |
rather than six weeks or a few weeks that some other communities have. | 00:33:36 | |
Your direction was that eligible employees? | 00:33:48 | |
Had to be with the city for at least 12 months. That could be part time. | 00:33:52 | |
So the language reflects that policy direction. | 00:34:00 | |
It reflects the direction that readily run concurrently with our FMLA requirements and short term disability. | 00:34:05 | |
And. | 00:34:15 | |
That provides some protection for the city as well. | 00:34:16 | |
So can you explain run concurrently with it? So what's the practical can you explain like a practical situation? | 00:34:22 | |
I've had this come up. | 00:34:31 | |
Other clients that didn't have this language in their handbook and it's been really difficult to. | 00:34:33 | |
Because an employee that's been with the organization for 12 months or longer is entitled to. | 00:34:38 | |
Up to three months, either concurrent or not concurrent leave. | 00:34:46 | |
Whenever they have. | 00:34:50 | |
Cells or a family member? | 00:34:53 | |
And if you didn't put this language in, then what would happen is. | 00:34:56 | |
They qualify for parental leave and then they. | 00:35:02 | |
Turn from your parental leave policy, they would say. | 00:35:05 | |
I also qualify for MLA. | 00:35:09 | |
And smaller employers like the city have a really hard time. | 00:35:14 | |
Work that we've. | 00:35:17 | |
So they have to they get. | 00:35:19 | |
So if somebody. | 00:35:22 | |
As baby or their family has a baby. | 00:35:24 | |
Or other medical events anymore. | 00:35:29 | |
There and they work full time. | 00:35:33 | |
For 12 months, they have. | 00:35:36 | |
Three months of FMLV that they, but that's not paid, correct. So we're basically saying that it's just job protection we're going | 00:35:38 | |
to pay for. | 00:35:42 | |
Four weeks of that. | 00:35:47 | |
But they have the right to be off for it's just they're going to get paid for four weeks. So there's two things they get that they | 00:35:50 | |
don't and they have to run it, but they can't. They can't stagger that and stretch it out to four months. | 00:35:55 | |
And they also keep their position. | 00:36:03 | |
Definitely. | 00:36:05 | |
Yeah. So I guess my only question there would be. | 00:36:08 | |
Because I know we had some discussion about what's the proper amount of time. | 00:36:16 | |
Is 4 weeks the right number? | 00:36:23 | |
Four weeks, I think reflects. | 00:36:27 | |
The previous or previous discussion, but as we talked about, there's a wide range of options that. | 00:36:30 | |
Cities and state agencies are offering right now from that grid from a few weeks ago. The state of Utah, I think is offering three | 00:36:40 | |
weeks paid. | 00:36:45 | |
Versus Park City that I think offers 9 weeks paid. So there's definitely a range. I mean, Midvale, when you take them as an | 00:36:51 | |
employer of they have more employees than you do, but roughly same population. They started with four weeks. | 00:37:01 | |
So that may be a model we would want. | 00:37:15 | |
With four weeks and see how it works for our city. | 00:37:19 | |
Anybody have? | 00:37:30 | |
An opinion on that? | 00:37:33 | |
I think it doesn't cost us much to make it a little more generous just because we have such a small staff. We're not talking about | 00:37:40 | |
exposing. | 00:37:44 | |
Ourselves to a whole lot. | 00:37:49 | |
Additional expense because we're not. | 00:37:51 | |
A population of 100. | 00:37:54 | |
Employees, we're only talking about. | 00:37:57 | |
Couple dozen. | 00:37:59 | |
I mean, I totally agree with that. The flip side of that, of course, is because we're such a small staff. | 00:38:01 | |
An absence is. | 00:38:06 | |
But I put her on the side of me expanding it a little bit rather than. | 00:38:11 | |
Yeah, because I think. | 00:38:15 | |
Given that we also have talked about, did we add in this, remember what I read versus what we just talked about now? | 00:38:19 | |
That was being able to stagger it in terms of yes, and that's part of the. | 00:38:25 | |
They were in a jam and. | 00:38:32 | |
Can you remote in and do some stuff for us? You know, if you're not incapacitated, I think that kind of offsets some of the, well, | 00:38:35 | |
the language. | 00:38:41 | |
I'm sure you're gonna walk through it, but my recollection is the language kind of puts a little bit of the onus on the employee | 00:38:46 | |
to be responsible about communicating with. | 00:38:50 | |
Their supervisors about how they're going to do that, so they're not. | 00:38:56 | |
Leaving the city an alert, but it gives them flexibility to work. | 00:39:02 | |
With their own family. | 00:39:06 | |
Maybe try to extend this out so there's more on site care for that newborn child per SE. | 00:39:08 | |
Three months if they work together right, Say I'm going to take a couple weeks off and then. | 00:39:17 | |
I want to come back to work for a couple of weeks. My wife said. However, it works out, you know what I'm saying? But so I guess | 00:39:22 | |
Gina, this is going to really put you on the spot. Maybe this is the proper. | 00:39:27 | |
Well, you're going to be throwing the spot, I think. So is that do you think going to six weeks is going to unduly burden our | 00:39:34 | |
small city based on? | 00:39:41 | |
Going for four to six weeks with your recommendation be. | 00:39:48 | |
Start with formula or do you think six weeks is? | 00:39:52 | |
I mean, I think you should make the right, whatever you think the right policy choice is and then operationally we can figure out | 00:39:57 | |
how to staff because like we think of some circumstances where we probably need to backfill that position. | 00:40:05 | |
So a parks employee in the middle of the summer, we would probably need to factor that position up to six weeks would be tough. | 00:40:14 | |
If we had a judicial assistant gone. | 00:40:22 | |
We need to backfill those positions, so we need to work through those circumstances individually. Do you think we could? | 00:40:27 | |
I think we could do, it would be tough, but we could manage it because my sense is from the three, the other two males that have | 00:40:35 | |
weighed in. | 00:40:39 | |
Four weeks is. | 00:40:49 | |
Not enough. | 00:40:51 | |
It's not. I mean you can take obviously the more leave, but it's not paid. | 00:40:53 | |
But that doesn't change the fact that you would still have to backfill those positions if if the person was gone longer. So I | 00:40:59 | |
guess that for me, the difference between 4 and six weeks is whether it's paid or unpaid because we're still not going to be | 00:41:04 | |
there. | 00:41:09 | |
Is the idea here I understand that? | 00:41:19 | |
It runs currently. | 00:41:24 | |
But what about the hypothetical where someone has had a medical condition? | 00:41:26 | |
Where they've exhausted for 12 weeks and then the family. | 00:41:30 | |
With short term disability kick in at that point. | 00:41:35 | |
So I it we were thinking specifically in the case of pregnancy because that and birth and adoption because that's what programs | 00:41:38 | |
will leave. | 00:41:43 | |
I can see a circumstance where that could happen. | 00:41:50 | |
And then I think that, I mean, I think that would really be a discussion, management discussion. | 00:41:54 | |
That may be a point that. | 00:42:02 | |
To include somehow in the policy. | 00:42:03 | |
Allows you to count the. | 00:42:08 | |
12 months in. | 00:42:10 | |
And your policy usually dictates. | 00:42:14 | |
You could get into accounting. | 00:42:18 | |
Qualifies for. | 00:42:28 | |
If they have their family and they're taking family leave, then the concurrent thing is easy. | 00:42:35 | |
At the same time, but if they've had some family or medical problem or they've exhausted before, they still sort of qualify for | 00:42:40 | |
the parental leave. | 00:42:46 | |
Yeah, I see what you're saying, But I can think of circumstances where that could have happened. | 00:42:56 | |
Care for a parent? Yeah, sure. And there even can be a relationship with. | 00:43:03 | |
If you have. | 00:43:11 | |
Pregnancy and they. | 00:43:13 | |
Qualified for a family. | 00:43:15 | |
That's an interesting point. So cities policy I think helps that those kind of difficulties toward their Max of which makes me get | 00:43:25 | |
a little more sympathetic I think. | 00:43:32 | |
Maybe that's something we can work on. | 00:43:39 | |
But Drew, Drew, what you're saying is that. | 00:43:46 | |
This really are you saying that this is really just the financial, it's not a time issue because there's been a So what we're I | 00:43:50 | |
mean, if it's just a financial issue, to me it's like. | 00:43:56 | |
Let's let's not punish him and I agree with that read because they're FMLA qualifies them for three months sleep regarding. | 00:44:05 | |
So they have that right. | 00:44:14 | |
You're just talking about whether they're paid for. | 00:44:16 | |
Yeah, I guess. I guess the one issue would be if if. | 00:44:19 | |
If you've got somebody who's very, very, very tight budget. | 00:44:23 | |
It could force them to come back before they would. | 00:44:27 | |
They should, right. So I think we're for the, I mean, I think we're kind of for the six weeks. | 00:44:32 | |
I will be sure and share that with employees I think. | 00:44:41 | |
Generous policy direction, which I would just. | 00:44:51 | |
I really appreciate on behalf of. | 00:44:55 | |
Yeah, I agree. | 00:45:01 | |
I think our citizens would agree with that too. | 00:45:04 | |
Moving on to page 31. | 00:45:14 | |
We provided additional guidance on remote work. | 00:45:22 | |
So right now. | 00:45:26 | |
Post pandemic. | 00:45:29 | |
Some employees in some departments, depending on job responsibilities, are able to work remotely one day a week and so this | 00:45:31 | |
language. | 00:45:37 | |
Just kind of mirrors what is happening. | 00:45:45 | |
In practice right now. | 00:45:50 | |
And clarifies that no job will be fully remote. | 00:45:53 | |
That we expect people to be in the office four days a week, so up to 20% of their jobs could be removed. | 00:45:59 | |
That we can change that depending on the needs of the city. | 00:46:07 | |
That during an emergency we can ask people to work remotely. | 00:46:13 | |
And that's. | 00:46:18 | |
Say we were doing a building remodel, we could ask to work remotely. | 00:46:20 | |
Is there a process in basic attorney which positions? | 00:46:28 | |
Allowed for that or is it just? | 00:46:33 | |
It has been just the general rule. I think what we'll do is review that. | 00:46:38 | |
On a position by position. | 00:46:45 | |
Basis we might My take on this was that there's no right to work remotely. | 00:46:47 | |
One way or the other, it's it's up to the boss. That's right. Boss decides and that's what it is. There's no inherent right. | 00:46:53 | |
We can't move along in the park remote exactly and that is a great example. We can't do that. Our judge has once we returned to in | 00:47:00 | |
person court has been reluctant to move back to any sort of virtual. | 00:47:10 | |
Court proceedings. And so that's not an option in our court. It has not been an option in. | 00:47:22 | |
In John's apartment either. | 00:47:29 | |
So it's an option for some of our employees. | 00:47:31 | |
What's your take on on employees that are exercising that right? Like how how has that worked? | 00:47:35 | |
So from my perspective, for those employees that are using it right now, it works. | 00:47:43 | |
Really. Well, we have a number of employees that fit. | 00:47:49 | |
That have been hired recently that have. | 00:47:53 | |
Really lengthy commutes. | 00:47:57 | |
I think it adds to just their joy and investment in their position. | 00:47:59 | |
One day. | 00:48:06 | |
Because it seems to like this is something that can be seen and I just don't, I don't know what comparable jobs are, but as a as a | 00:48:08 | |
perk for certain positions to have that. | 00:48:13 | |
Yeah, I also think it in many cases it allows for more concentrated work than. | 00:48:17 | |
I just my only deal there is we talked about, I know that's in here. | 00:48:30 | |
Gina is. I'd love for there to be. | 00:48:34 | |
A little latitude for the supervisor. | 00:48:39 | |
Beyond what the directive is like in circumstances like. | 00:48:44 | |
I don't want to be able to prevent the supervisor saying, hey, the air is dirty, we talked about this. | 00:48:49 | |
We're going to. | 00:48:54 | |
We're going to go to a minimum set or the weather is really bad, we're going to go to. | 00:48:55 | |
Or, you know, circumstances come up where the supervisor can basically make a decision that, hey, I think it makes sense that we | 00:49:01 | |
convert some people to remotely. I want to be so strict that it doesn't give. | 00:49:07 | |
Supervisors or whoever you deem as being the decision maker. | 00:49:14 | |
The ability to. | 00:49:19 | |
Hit it without too much restriction. | 00:49:22 | |
And I hope that is the way we've set it up that basically it would be a conversation with me in those in those circumstances. | 00:49:24 | |
And I would probably call that at least at this point probably an emergency kind of situation. | 00:49:35 | |
I tried to come up with language and struggled around those bad air quality days. | 00:49:43 | |
That's something that likes and flexibility to work on over the next year in a way that makes sense with all our departments. I I | 00:49:53 | |
didn't want to tie their hands either, but I can see a lot of opportunity there and a lot of agencies have moved in that | 00:50:01 | |
direction. It's part of our sustainability plan goals. So I think there's a way to do it. I just couldn't come up with it yet. | 00:50:09 | |
We also have. | 00:50:18 | |
For instance, where where you have remote eligible employees that we. | 00:50:19 | |
Have a good understanding that. | 00:50:25 | |
They have adequate. | 00:50:27 | |
Communication and computing infrastructure at home to work effectively. | 00:50:29 | |
That they generally at work have three big screens in their office and they go home, they just have their laptop and. | 00:50:35 | |
Really can't be that productive. Do we have that sort of information to be able to make good judgments there? And so for most of | 00:50:42 | |
our, well for our employees that were here during the pandemic, you might remember that was part of something that we provided | 00:50:49 | |
with that first round of funding was laptops and screens to work remotely. | 00:50:56 | |
As staff has turned over, we've tried to redistribute that equipment and I think most employees now have most employees that are | 00:51:05 | |
in that situation that could work remotely. Toggle laptop. | 00:51:12 | |
I'm not sure upgrade. | 00:51:19 | |
That there are needed to be productive following. | 00:51:26 | |
But it wouldn't make sense to. | 00:51:29 | |
Some of that evaluate the architectural drawings or something. | 00:51:33 | |
How well can you do that on a teeny screen? | 00:51:36 | |
Sure. And that's something we've tried to be pretty cognizant. | 00:51:40 | |
Are you familiar with? | 00:51:46 | |
State does the air quality. | 00:51:47 | |
They call stairs. | 00:51:58 | |
And they just stay home if there's an airport. | 00:52:01 | |
Who makes that determination? | 00:52:04 | |
Her office, if there's a black state, they just stay home. | 00:52:12 | |
Everyone. | 00:52:16 | |
And my understanding is that there are pretty. | 00:52:19 | |
Direct guidelines around measures like 1010 measures. | 00:52:23 | |
And so that's good to hear that they can provide that. | 00:52:30 | |
That was one of my. | 00:52:35 | |
How can we get that information out? Sometimes even the snow days. | 00:52:38 | |
During the emerging season and even the summer when the air quality. | 00:52:44 | |
She just follows. I mean, she just knows two days in advance. | 00:52:50 | |
Whether she's kind of. | 00:52:54 | |
I was wondering, I don't want to like open a Pandora's box here, but I'm wondering kind of with the FMLA issue, I'm just thinking | 00:53:01 | |
of like, so if somebody's like family member has cancer, so there's like a long term caretaking need is is there a? | 00:53:09 | |
A means in this remote work to. | 00:53:19 | |
To work with somebody in that situation so that they're not having to take all of the time off to be with their loved one and help | 00:53:22 | |
that they could maybe work remotely and come at least divide that all up because. | 00:53:29 | |
Reading emergency, that's obviously a city emergency, but some family emergencies are such that you you can sort of work in. | 00:53:37 | |
Do not completely out and leaving the city in a lurch but so I'm just wondering if there's a way to. | 00:53:45 | |
Incorporate that without opening something that could be just used and abused. | 00:53:53 | |
I mean, that's a great question. I'm going back to look at our language around what? | 00:53:58 | |
We talk about. | 00:54:04 | |
Remote work opportunities there. | 00:54:07 | |
It doesn't really look like we do. | 00:54:13 | |
And that was going to be my question for Jamie and Todd is whether we wouldn't want to add anything in that section. | 00:54:25 | |
Kind of expands what we're required to. | 00:54:33 | |
By law. | 00:54:37 | |
I don't know that I would recommend doing. | 00:54:39 | |
As part of FMLA. | 00:54:41 | |
You might put. | 00:54:43 | |
Language in your policy that would encourage. | 00:54:46 | |
Dialogue between the supervisor and I. | 00:54:49 | |
How remote work might? | 00:54:54 | |
I do think public employers. | 00:55:03 | |
Where you can't offer compensation at the level of. | 00:55:06 | |
Private laborator. | 00:55:10 | |
There is some flexibility. | 00:55:12 | |
FMLA leave is a little different from the 88. | 00:55:18 | |
Accommodations like that. | 00:55:23 | |
Can allow FMLA leave to be taken. | 00:55:25 | |
Let's try to see if you could. | 00:55:35 | |
You could allow somebody hour. | 00:55:37 | |
Three months work. | 00:55:41 | |
And that part I feel confident we're doing. But I see what you're saying that maybe some language in our remote session to just | 00:55:47 | |
kind of work with. I don't, yeah. | 00:55:53 | |
Work through that for people in those kind of things. | 00:56:00 | |
That makes sense. I think we could. I think I understand the issue and. | 00:56:03 | |
Language because if you. | 00:56:08 | |
If you allow someone to work remotely and cut their community. | 00:56:10 | |
And pair it with. | 00:56:13 | |
They can make more of that. You could even justify it in that paragraph. Hey, employees may work remotely when it is deemed in the | 00:56:16 | |
passenger of the city, which may be. | 00:56:20 | |
Any way you can continue to work if it's remotely given you've got a family situation, but that would be a negotiation with a | 00:56:25 | |
supervisor of city manager that OK, it's in the best sense of the city that I not lose you. | 00:56:30 | |
I'll allow you to work remotely. | 00:56:37 | |
We'll take another look at that though, before you see this. | 00:56:42 | |
Anything else on the remote? | 00:56:49 | |
Moving on. | 00:56:58 | |
So there's language on page 43. | 00:57:07 | |
That is part of personal social media participation. | 00:57:12 | |
And Jamie, you and I haven't had a chance to chat about this, but there was a league presentation a couple of weeks ago about some | 00:57:18 | |
Supreme Court activity. All right. | 00:57:26 | |
So basically it is. | 00:57:35 | |
In this new well applied Council members as well. | 00:57:39 | |
But cases around how we interact. | 00:57:44 | |
On social media. | 00:57:50 | |
And about situations. And I do this all the time on my personal social media where I share city posts. | 00:57:52 | |
In those circumstances, the advice is that we make it clear that it is not a city sponsored. I am not speaking for the city when I | 00:58:04 | |
share those posts, even though it has my personal title and role. It is my personal social media. So we're just asking employees | 00:58:13 | |
to be real clear about that communication. So is there a typo in that last sentence? | 00:58:22 | |
Boys choose to share such folks. Employees are responsible for making clear that their personal page is not Oh, it should be not | 00:58:31 | |
Yes, thank you. | 00:58:34 | |
Yeah. | 00:58:39 | |
Not as a good look. | 00:58:46 | |
I was going to ask Amy is that? | 00:58:50 | |
But if you have that somewhere on your home page, is that sufficient or do you think it needs to be? | 00:58:53 | |
May need to be a little bit more than that. | 00:58:59 | |
The Paris Supreme Court cases are really interesting. One was the city manager. | 00:59:01 | |
Were elected officials in the school board in California? | 00:59:10 | |
The elected officials in California have. | 00:59:14 | |
Personal Twitter feeds that they then. | 00:59:18 | |
Turned into campaign Twitter feeds before they were elected. | 00:59:22 | |
And then they kept as school board Twitter feeds. | 00:59:26 | |
Once they were elected. | 00:59:30 | |
And they had people that would post. | 00:59:32 | |
Mean things. Repetitive things. | 00:59:36 | |
And they began blocking those that they didn't like. And so the question the Supreme Court wrestled with is. | 00:59:38 | |
Are they acting in their government capacity when they're? | 00:59:44 | |
Operating those Twitter pages and what they. | 00:59:48 | |
What they did is they didn't decide that. They remanded it to the lower court, but they gave direction on. | 00:59:51 | |
When you are and when you are not, let's say actor. And one of the things that we're really clear on in the case is. | 00:59:57 | |
If the city makes announcements and you and your personal feed, just repost the city's announcement. | 01:00:03 | |
You're not acting. | 01:00:09 | |
But if in your city, function as an elected official or as an employee. | 01:00:13 | |
You post something and you say. | 01:00:19 | |
We have a here. Here's the announcement for a hearing on this item. What do you think? And then people began commenting. | 01:00:22 | |
With what they think, then you are. | 01:00:28 | |
Acting as a city sponsored. | 01:00:31 | |
Page in your capacity as an elected official, and even if it's on your personal Facebook page. This gets a guest to your comment. | 01:00:35 | |
Even if your personal page is labeled, this is my personal page the second you begin. | 01:00:42 | |
The issue of that behavior on your personalization. | 01:00:49 | |
That particular post becomes. | 01:00:52 | |
City and you do not have the right to restrict people based on. | 01:00:56 | |
What they post or how they respond. Anything you do that is not content neutral. | 01:01:02 | |
Becomes the 1st Amendment issue when you invite the section 1983 lawsuit. | 01:01:08 | |
So the distinction then is reposting as opposed to engaging in dialogue. I would say the one area that is very, very clear in the | 01:01:12 | |
lawsuit is if all you do on your page is repost announcements as just this event is happening, that's it, then you're in safe | 01:01:22 | |
territory. But the moment on any host, not just one post that you post something and you invite. | 01:01:31 | |
Dialogue or feedback? | 01:01:41 | |
State your opinion or your view on something. | 01:01:44 | |
It arguably could be you acting as a public official, and where you're acting as a public official, anyone that interacts with | 01:01:47 | |
that has a First Amendment right in how they communicate with you, and if you violate that, you would. | 01:01:54 | |
So then the issue is to then if you're blocking anybody, you're shutting anybody down that's. | 01:02:02 | |
And it may be worth if there are a lot of questions. I did a training on this at the league. | 01:02:08 | |
Saint George a few months ago and if. | 01:02:13 | |
If it would be worthwhile, I can send you those materials or we could have a. | 01:02:16 | |
Conversation either with thought or I about it. | 01:02:22 | |
Because it's it is nuanced. | 01:02:25 | |
That's right. Emerged from that, yeah. | 01:02:52 | |
So here's the discussion about. The problem is blocking. So here's the question, the blockings, whether you get into trouble with | 01:02:55 | |
this. Yeah, the discussion is what converts it from being. Yeah. | 01:03:00 | |
Your own personal account and. | 01:03:05 | |
And a public account. | 01:03:08 | |
Where somebody has a First Amendment right. And I will say not all social media platforms are equal in how you do things. That's | 01:03:11 | |
really tricky because, you know. | 01:03:15 | |
Twitter Iraq is. | 01:03:20 | |
I don't think we can go in. | 01:03:22 | |
Comment about its user by user that you block. | 01:03:24 | |
I think Facebook you can go in and remove comments. | 01:03:28 | |
So you can unwittingly because of the platform. | 01:03:32 | |
And when we were talking as a staff, we had complained about even moved in. So I would really like. | 01:03:36 | |
So we have our neighborhood group chat which we do a lot communicating of information, but I don't run that so I'm not responsible | 01:03:46 | |
for adding or deleting people on any level. So with then. | 01:03:54 | |
So if I'm if I'm communicating that way of sharing information to somebody else is responsible for adding or deleting comments to | 01:04:03 | |
that and you have no authority over what they. | 01:04:08 | |
I believe you're most likely safe because you don't have that ability, but it does get it gets tricky because. | 01:04:17 | |
People can act very meanly and belligerently. | 01:04:24 | |
And what they say that is mean spirited is still protected unless it delves into territory of being being. | 01:04:30 | |
Racist. Sexist. Threatening. | 01:04:40 | |
Then you can remove it but. | 01:04:43 | |
Where that line is, you know, sometimes gets blurry but you couldn't delete yourself. | 01:04:46 | |
That's right, the neighborhood one. Which one is that? I can't remember. Next door. Next door? Yeah, I deleted myself. | 01:04:54 | |
If you have a policy in place. | 01:05:08 | |
So the I drafted a policy for another. | 01:05:12 | |
We'd be happy. | 01:05:19 | |
See you and you can look at it if you like it. | 01:05:21 | |
You can, you can create categories, right? So what we did is. | 01:05:24 | |
If it's in a business, solicitation is unrelated to the topic of the. | 01:05:28 | |
If it's a thought, you can remove. | 01:05:36 | |
That kind of thing. | 01:05:39 | |
Direct messages gets a little shrinky. | 01:05:40 | |
If it's sexually oriented, if it's threatening like we talked about, you can remove. | 01:05:43 | |
Those kinds of things right away, but. | 01:05:48 | |
Most everything else you have to allow. | 01:05:52 | |
Your only option often as a city is do you allow comments or do you not allow. | 01:05:56 | |
And you can turn them off altogether. | 01:06:02 | |
But that also is difficult because some platforms you have like Instagram, I think you have to turn them. | 01:06:05 | |
Annual process but like direct messages on Instagram like we get a lot of DMS from. | 01:06:14 | |
All the time. | 01:06:20 | |
Fake accounts trying to like sell us followers and stuff OK. | 01:06:24 | |
Social media policy. | 01:06:33 | |
So I'd be curious what you added, what you added. | 01:06:35 | |
And then your employees are. | 01:06:38 | |
Are in some ways similar and in some ways different. | 01:06:42 | |
So this language I, I was trying to reflect the guidance from the league. If you have other suggestions, okay, that would be | 01:06:49 | |
great. | 01:06:54 | |
The other piece of guidance that I included for our employees was not to access their personal social media sites from city | 01:07:00 | |
equipment or devices because that blurs that line between what capacity they're acting. | 01:07:08 | |
Involves our social media accounts that I use, my personal phone and a lot of the accessing like city accounts. | 01:07:25 | |
Is easier on mobile, so I do it on my phone. Does that then blur the lines of whether my phone is considered? | 01:07:34 | |
Yes. | 01:07:42 | |
Yes. | 01:07:44 | |
So your things on your phone would be. | 01:07:45 | |
Somebody asked for that. Did you? | 01:07:49 | |
You get put in an awkward place because she is the records officer would have to look. | 01:07:53 | |
When when I was a full time public official with EPA. | 01:08:00 | |
Because it's just. | 01:08:07 | |
Put them in but. | 01:08:13 | |
My reasoning for that is they did. | 01:08:15 | |
Just say here's my. | 01:08:30 | |
That we don't have cell phone. | 01:08:34 | |
Allowances so. | 01:08:36 | |
Like I use my personal phone for business. | 01:08:39 | |
And work so. | 01:08:42 | |
And there are ways to do that kind of a record search when I have my clients do is have a second person sit down with them when | 01:08:44 | |
they do a search? | 01:08:49 | |
And then if it ends up going to the records committee and I have. | 01:08:54 | |
You the argument to the reference committee. | 01:09:00 | |
This is an auditable. | 01:09:06 | |
Search for records because. | 01:09:09 | |
Another employee sit with so it's not just their word. | 01:09:12 | |
But unfortunately. | 01:09:17 | |
So we don't the council members we don't have. | 01:09:20 | |
And allowance there are phones, I mean I checked my. | 01:09:24 | |
But you do do things on your phones that would be public record. | 01:09:29 | |
I think what Todd had told us is if we, so we, I have the Outlook account, that's my CDs account and that's, and that's really all | 01:09:33 | |
you're doing. That's all you would search. | 01:09:38 | |
The thing that comes up on phones most often? | 01:09:48 | |
And my advice on text messages and you will get different advice. | 01:09:53 | |
Throughout the state of my advice on text messages is. | 01:09:57 | |
If you are not required, the cities retention schedule is what defines how long you keep records. | 01:10:01 | |
And if it's. | 01:10:09 | |
Required to be kept under the retention schedule. | 01:10:11 | |
And somebody makes a grandma request, then you have to look for it. | 01:10:15 | |
And provide it. | 01:10:18 | |
The retention schedule doesn't have to require you to keep. | 01:10:20 | |
Text messages Text messages only reside on the phone of the. | 01:10:24 | |
The sender and the receiver. | 01:10:29 | |
So if I text Gina, it's on my phone, it's on her phone. | 01:10:31 | |
If you set your phones to routinely. | 01:10:35 | |
Delete old text messages. Then you don't have records that remain on your phone of those conversations. | 01:10:39 | |
So I have my iPhone set where I think it's every 30 days. | 01:10:47 | |
I tried to find a period of time that was. | 01:10:52 | |
Where if I needed to go back to messages I would still have them. | 01:10:56 | |
But I didn't want to keep them indefinitely. | 01:11:00 | |
And so as long as it's set to do it routinely and you're not doing it on. | 01:11:03 | |
Specific topic. | 01:11:08 | |
So that you invite. | 01:11:09 | |
What the law called foliation. | 01:11:11 | |
You're destroying evidence or records. | 01:11:14 | |
You're I think you're safe. | 01:11:17 | |
And that's defensible. | 01:11:19 | |
Practice underground. | 01:11:21 | |
So that would be my recommendation is if you. | 01:11:22 | |
Don't. If you don't feel like you need things indefinitely, set your phone in its settings to just purchase text messages on the | 01:11:25 | |
routine. | 01:11:30 | |
Cycle and then. | 01:11:35 | |
You won't have records issues beyond that period of time. | 01:11:37 | |
Do not delete things so that are required to be cancelled so. | 01:11:43 | |
Stephanie can tell you what your retention schedule is and what kind. | 01:11:47 | |
And I don't believe our attention schedule addresses text message. | 01:11:54 | |
I think we just it goes big to the to the state then. | 01:12:00 | |
And that's where I think that guidance is dispensable because the state really doesn't. | 01:12:05 | |
But if you do a Google search. | 01:12:16 | |
You know, text messages, Grandma records. You'll find ugly examples of where text messages come back to fight. | 01:12:18 | |
Health officials. | 01:12:26 | |
School board during COVID had a relief about that. | 01:12:29 | |
All right, so that's social media. | 01:12:40 | |
The secondary employment, I apologize for this, it I, I was just. | 01:12:43 | |
Trying to consolidate some text and it shows you that consolidation in green. | 01:12:48 | |
The next section is adding some language around protection of children and. | 01:12:55 | |
We have a number of programs. | 01:13:06 | |
Children's use theater, some programs at Blue Moon in addition to our Youth Council. | 01:13:10 | |
Where we have. | 01:13:18 | |
Folks engaging with children on behalf of the city. | 01:13:21 | |
And. | 01:13:26 | |
Other cities have found in similar situations that. | 01:13:28 | |
Umm, Addressing that in policy is important in terms of having 0 tolerance for abuse, having a process to report any suspicious or | 01:13:33 | |
inappropriate behavior, and then having a process to do some background checks. | 01:13:43 | |
City officials, staff and volunteers. | 01:13:54 | |
On page 54. | 01:14:14 | |
We have deleted some language that. | 01:14:19 | |
Could potentially be confusing. | 01:14:24 | |
About whether or not. | 01:14:30 | |
Asking for employees that might have used. | 01:14:34 | |
For alcohol on the job. | 01:14:39 | |
To engage with our EAP. | 01:14:42 | |
So I think. | 01:14:46 | |
At a really practical level, where this situation to come up? | 01:14:49 | |
It is most likely that we would ask. | 01:14:54 | |
Permanent employees. | 01:14:58 | |
To participate with an EP. | 01:15:02 | |
But we don't want it in policy. | 01:15:05 | |
In the first sentence when it says because of the Syrian sanctuary of the illegal drug. | 01:15:15 | |
Illegal user is. | 01:15:20 | |
You may have alcohol use that isn't. | 01:15:22 | |
A violation of the law that is a violation of your. | 01:15:26 | |
I think that is right. So that is a good catch. | 01:15:30 | |
In the next paragraph in the next phrase as well. | 01:15:37 | |
Digging illegal? | 01:15:44 | |
Abuse or abuse of alcohol can remain. | 01:15:48 | |
Just just delete. Yeah, that's good. | 01:15:51 | |
Without maybe all of the changes. | 01:16:05 | |
Go through the table of contents and update the page. We will, yeah. Yeah. We'll reformat us and everything, yeah. | 01:16:18 | |
So those are the changes. | 01:16:26 | |
That are being proposed. Any other questions? | 01:16:30 | |
I know for some of you, this might be the first time you've seen the whole handbook. | 01:16:34 | |
Senator, if there are questions and in the other section. | 01:16:39 | |
Then, if you're all comfortable with this, we'll bring it back to you. | 01:16:46 | |
Yeah, with additional changes. | 01:16:58 | |
Because I think we understand your yes tonight. | 01:17:02 | |
Well I'm sitting there thinking like OK so how like for the family group text if I deleted this far out, let's all the right | 01:17:28 | |
people and not mess it up. | 01:17:33 | |
OK. | 01:17:46 | |
Technology. | 01:17:48 | |
So. | 01:17:51 | |
I think that is it other than oh I do have one question on the calendar. Would it be problematic to switch to December 5th meeting | 01:17:54 | |
to December 12th? | 01:17:58 | |
For anybody. | 01:18:03 | |
I will not be here on the 5th. I may switch up what we've typically done in the summer and just do like a council dinner here | 01:18:05 | |
before. | 01:18:09 | |
Council. | 01:18:14 | |
Can we switch to the 12? | 01:18:16 | |
Typically that December meeting is pretty pretty sure. | 01:18:19 | |
I might not be here but I don't know yet, OK. | 01:18:24 | |
So we do have closed session. I believe this quick closed session. | 01:18:32 | |
Hopefully very quick. | 01:18:38 | |
And give me like 5 minutes to read everything. | 01:18:40 | |
Need a motion I Do we move into a closed session for some detox? Section 52-45. | 01:18:46 | |
Physical or mental health professional competence. Pension mitigation. Property acquisition. | 01:18:55 | |
Do we have it and I got the wrong? Do we have that posted on the agenda? Okay, I printed is the purpose of the closed session | 01:19:05 | |
physical or mental health or professional conference? | 01:19:11 | |
Real property. | 01:19:19 | |
So I think your emotional need to be that it's a real. | 01:19:22 | |
That relates to the partial terms. | 01:19:28 | |
Didn't include that. OK, thanks Sir. | 01:19:31 | |
Mr. Mayor, move to closed session pursuant to. | 01:19:35 | |
Do that support us to a 4205 to. | 01:19:40 | |
Property acquisition has been. | 01:19:44 | |
OK, family. | 01:19:50 | |
Forgive me abetment service. | 01:19:53 | |
Oh, yes, yes. | 01:19:56 | |
Yes, and. | 01:20:01 | |
So we are in closed session as soon as. | 01:20:04 | |
Stephanie gives us a thumbs up on. | 01:20:08 |
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Does Allison need an introduction or? | 00:00:05 | |
Well, that's a great question. | 00:00:09 | |
Well, it's my first presentation. | 00:00:14 | |
Most everyone but. | 00:00:21 | |
Also I got to each other. | 00:00:23 | |
Real well, real world, real fast. | 00:00:27 | |
Right around at 2:00 o'clock in the morning. | 00:00:32 | |
So I'll do just a brief introduction of making introduce yourself. Alison has been Chester. Chester is our new Emergency | 00:00:41 | |
Management Coordinator. You may remember that in the fall of last year we talked to the council about terminating our existing | 00:00:48 | |
management. | 00:00:55 | |
Contracts with Unified Fire in favor of hiring someone in house. | 00:01:03 | |
It could mean a variety of our needs. | 00:01:09 | |
So Allison started with us in January, March, March. Wow, okay. Because now it feels like Allison is a bit of our group forever | 00:01:13 | |
and Allison provides support on a part time basis. | 00:01:21 | |
It feels like full time service. | 00:01:29 | |
Really diligently on a number of. | 00:01:33 | |
In addition to responding. | 00:01:37 | |
Various emergencies throughout the city and I will let her tell you a little bit more about her. | 00:01:40 | |
That's fine, that's OK. The first slide is only just me introducing myself, so that works. | 00:01:52 | |
I first thought, I just want to say I love, I love holiday. Holiday is great. Holiday is fun. I'm gonna stand up because I'll move | 00:01:59 | |
around too much and if I sit then I'll just bounce. So I'm not gonna do that. But. | 00:02:06 | |
Holiday has been great. I love it here. So I started in Emergency Management in 2018 and at that time I was working in Utah County | 00:02:14 | |
under the emergency manager there. So we went through fires and floods. | 00:02:22 | |
And debris flows and COVID. | 00:02:30 | |
And a plethora of wonderful experiences that were both fun and. | 00:02:33 | |
I learned a lot, so it's really fun to be here. I'm learning more and more each day at the city level and it's really fun to be. | 00:02:40 | |
At the local level we'll get a little bit into that, but everyone likes being either at the city level or their county level, so | 00:02:50 | |
I've had the best of both worlds. | 00:02:54 | |
You want to go to the next slide, Stephanie. | 00:02:59 | |
Thanks. So today I'm going to give you a really, really high level overview of Emergency Management and kind of what I do. We'll | 00:03:02 | |
talk about why Emergency Management matters at the city level and specifically for the City Council, we're going to talk about | 00:03:09 | |
municipal requirements that we have from the state and the federal level. | 00:03:16 | |
And then we're going to talk about our comprehensive Emergency Management plan that you guys all got in your packet. As you know, | 00:03:23 | |
it's a very long document. This is a very high level overview because I don't want to take an hour of your time. So we will fly | 00:03:28 | |
through it. | 00:03:32 | |
But down the road, we're going to do more training and all of it will make sense eventually. But I don't want to like feed you too | 00:03:38 | |
much through the fire hose. Today we'll talk about our organization chart that we would utilize in a disaster that kind of gives | 00:03:44 | |
you a visual overview of. | 00:03:49 | |
Who does what in a disaster at the city level? And then we'll talk about where we're going to go from here. So. | 00:03:56 | |
Next slide. | 00:04:03 | |
You're good. | 00:04:06 | |
I'm I'm chill all right, so. | 00:04:09 | |
Emergency Management is based upon priorities. Anytime any incident happens, we're worried about life safety, property | 00:04:13 | |
preservation, Environmental Conservation, incident stabilization and continuity of operations. | 00:04:19 | |
So on the next slide, I will show you our Emergency Management cycle. This is how we achieve our priorities. So at any given time. | 00:04:26 | |
I'm somewhere in this cycle and or in multiple spots in the cycle. Usually multiple if I'm honest. We're always mitigating and | 00:04:34 | |
trying to prevent future disasters or make them make the impacts. | 00:04:42 | |
Less lesser, we're always preparing, we're always planning, preparing, bringing our community in and trying to fill that piece. | 00:04:49 | |
And then obviously anytime an incident happens, we're trying to respond to that and stabilize that incident and recover from it as | 00:04:56 | |
quickly as we possibly can. So. | 00:05:02 | |
At any given time, we're somewhere in that cycle, but these are like our core tenement. | 00:05:10 | |
Or tenants and you'll recognize that in our plan we go through response and recovery and preparedness and mitigation in that plan | 00:05:16 | |
and that is purposeful so. | 00:05:22 | |
Why is it important to you guys? The very first thing is that every disaster is local. What I mean by that is a disaster kicks | 00:05:30 | |
off. | 00:05:34 | |
Our first responders go out, we respond as a city, right when our resources are exhausted, we call the county and they come in and | 00:05:39 | |
help us. When their resources are exhausted, they go to the state and then the state would go to the federal level. Hopefully we | 00:05:45 | |
never get to that point. Well, we do, but in different ways. | 00:05:51 | |
Umm, but even if we call the county and they come in and assist us or the state comes in and assist us for the federal level comes | 00:05:58 | |
in and assist us. | 00:06:02 | |
We're still in charge of that response. | 00:06:07 | |
At the end of the day, it is our responsibility, it is our documentation, it is our citizens and so. | 00:06:10 | |
They don't want to come in and take over that incident. They want to come in and offer us resources that we need. So it's supposed | 00:06:17 | |
to start and end at the local level. | 00:06:22 | |
The second reason is that we have state and federal requirements, obviously. Umm. | 00:06:28 | |
Today, the scent is covering all of those requirements. So the requirements that we have from a state level are all covered in | 00:06:34 | |
that document and that's why we need to promulgate it so that we can shut all of our boxes. And then the third reason is that if | 00:06:42 | |
we ever need disaster assistance from the state or the federal level or the county or if we ever want reimbursement. | 00:06:49 | |
We need to have checked all of those boxes to be allowed to have that opportunity to put in for that reimbursement or that | 00:06:58 | |
assistance so. | 00:07:03 | |
They're essentially saying, hey, if you've done all of your responsibilities, then we'll come in and help. | 00:07:08 | |
But if you're trying to ignore all the responsibilities, you can't just pass it on off the line. | 00:07:15 | |
So next slide. | 00:07:20 | |
So these are our requirements that we are covering in our comprehensive Emergency Management plan. | 00:07:23 | |
The first is to have an Emergency Management plan. | 00:07:30 | |
In the wording of the state, it's the emergency operations plan. It's the same thing. Basically, our region decided to go to a | 00:07:34 | |
comprehensive Emergency Management plan, which is just kind of a different template. And so we've decided to follow that so that | 00:07:40 | |
everything dovetails with our neighbors. | 00:07:46 | |
As part of our set, we also will cover our interim successors for the officers and the emergency manager. We'll talk about our | 00:07:53 | |
emergency alerting authority and how we. | 00:08:00 | |
Send out alerts to our citizens. | 00:08:06 | |
We need to designate an emergency manager and we need to have the ability to reassign personnel and disasters. So we'll go through | 00:08:10 | |
each of those and I'll tell you where they're at. | 00:08:14 | |
Before I do that, just as a point of clarification, what I gave you guys in your packet is our base plan. | 00:08:19 | |
That means it's like a high overarching, you know, overview of what our Emergency Management plan is. We will be adding a lot of | 00:08:27 | |
annexes. Most of those are still in development. The annexes have sensitive information and more specific information and there's | 00:08:33 | |
three different types of annexes that we'll have. We will have support annexes which are kind of administrative will have | 00:08:39 | |
functional annexes. | 00:08:45 | |
Which will cover things like. | 00:08:52 | |
How we run a shelter. | 00:08:55 | |
Or a degree management plan. And then we will also have hazard specific annexes that go over specific hazards that we might have | 00:08:57 | |
wind storms or earthquakes and so on and so forth. Most of those are still under development, but some of our requirements will be | 00:09:04 | |
covered in our first annex, which is support Annex A and it goes over city roles and responsibilities. We chose to put some of | 00:09:12 | |
those in there because some of them may change over time and it is more specific and sensitive. | 00:09:19 | |
But we don't want the baseline. | 00:09:27 | |
So our first one is obviously the interim successors, the Emergency Management Act in the public Utah Public Safety Code just | 00:09:30 | |
basically says that we have to designate our interim successors for. | 00:09:37 | |
The officers of the political division as well as the emergency manager and we have to go through. | 00:09:46 | |
So we will have that in our support Annex 8, because those might move around and change overtime. | 00:09:51 | |
The next one is our emergency alerting authority. | 00:10:01 | |
Basically this is in our SEM as well as the support annex. It's a little bit more detailed than the support annex as to who can | 00:10:04 | |
request from the county the access to iPods, but basically it says the pretty much the same thing. For those of you who don't | 00:10:12 | |
know, iPods is the integrated public Alert and Warning system. It is a national system that allows us to tap into the cellular | 00:10:19 | |
cellular network and send out warnings. | 00:10:26 | |
To our citizens, we did use that back in April. | 00:10:34 | |
In order for us to have access to this, we have to actually reach up to the county and request that that be sent out because the | 00:10:38 | |
federal government only gives only goes down to the county level for that missile code is what we call it. So, but this basically | 00:10:44 | |
covers that we go through the county that we would utilize iPods who has the authority to send those messages and then also that | 00:10:51 | |
we have other. | 00:10:57 | |
Other ways of informing our residents as well so. | 00:11:04 | |
The next one is the designation of the emergency manager. | 00:11:10 | |
Basically, this just basically says that, hey, our emergency manager will be whoever is in this position, whoever is the Emergency | 00:11:14 | |
Management coordinator, and that our job is to create a plan and coordinate emergency preparedness, response, mitigation and | 00:11:21 | |
recovery as well as coordination. | 00:11:27 | |
So that is also. | 00:11:35 | |
The emergency succession is listed in the support annex, but it's actually this is just in a call out box so. | 00:11:39 | |
And then reassignment of personal and disaster again is just basically if we declare disaster, we have the ability to ask our our | 00:11:47 | |
employees to. | 00:11:53 | |
Do something else for a short period of time that would support that disaster and. | 00:11:59 | |
Then go back to the regular jobs after that time. This is again called out just directly in our sense on page 26. | 00:12:06 | |
So all right, going over some again, this would be like lightning round of review of the set. So the first part is just an | 00:12:13 | |
introduction. It gives us scope. We talk about holidays, some of the demographics that we deal with in holiday, how the sample is | 00:12:22 | |
put together, which was started at the county level and has kind of moved down to the municipal. | 00:12:31 | |
Municipalities. | 00:12:41 | |
Halfway through and I can't talk. | 00:12:43 | |
All right. Then we're going to talk about concept of operations. We're going to go over that a lot more because that's really the | 00:12:45 | |
bread and butter of this plan. | 00:12:48 | |
There's also a section on financial management. It's just, you know, procedures. | 00:12:52 | |
Basic ideas that we need to keep in mind when we are going through disaster, how we're going to maintain our plan, and then the | 00:12:57 | |
roles and responsibilities are in the very back. I think it's like a really big chart that covers what we're responsible for, but | 00:13:05 | |
also where UPDUFA, the county and all of our different partners kind of fit into that. | 00:13:12 | |
Matrix. | 00:13:21 | |
So in the concept of operations, I told you that we kind of go through the phases. The first phase is actually the activation | 00:13:23 | |
phase, which we don't talk about activating when we talk about the four phases of Emergency Management. | 00:13:28 | |
But obviously before we respond to something, we need to know if we need to respond or how we need to respond. So our activation | 00:13:35 | |
phase is just, we're going to find out there's an emergency, we're going to assess it and decide what we need to, what we need to | 00:13:44 | |
do. We're going to convene our senior leadership for the city of holiday. We decided to have a different. | 00:13:52 | |
A little bit of a different model than other places because of the way that our city works. So we will have an executive group | 00:14:02 | |
that's made-up of our city manager and department heads and then we will have a policy group which is made-up of you guys. | 00:14:09 | |
So we would convene our executive group and our policy group as necessary to make the determination of if we need to activate this | 00:14:17 | |
plan. If we decide we need to, we're going to decide what facilities to use and how we're going to staff. | 00:14:24 | |
All of our needs. | 00:14:31 | |
Then we go into the response phase. This can last a while. Obviously, the first thing that I'm going to do in a response phase is | 00:14:35 | |
I'm going to open up the ECC. | 00:14:40 | |
Our creation center and we're going to start to build this big broad picture of what is actually going on and trying to gather all | 00:14:45 | |
of those data points. From that, we can determine what our instant priorities are. And then we're going to respond to the | 00:14:51 | |
emergency. We're going to issue public warnings, we're going to request resources, we're going to coordinate with all of our | 00:14:57 | |
partners and we're going to document our response actions. So in the plan, this is laid out a little bit more in detail as to how | 00:15:02 | |
we're going to do that. | 00:15:08 | |
Then we go into recovery. Something important to note is that when we talk about response and recovery, we are waiting until the | 00:15:15 | |
response is over to begin recovery. Usually we're trying to start recovery as soon as things are. | 00:15:22 | |
Stable. Stable enough that we have the bandwidth to start to look at recovery. | 00:15:30 | |
So this transition from response to recovery will take a little while. Part of that transition would be to convene a recovery task | 00:15:35 | |
force, and our plan goes over what that looks like, who would be in it, what those expectations are for that task force. That task | 00:15:41 | |
force is then going to assess recovery needs for our whole community and start to determine what the priorities are and initiate a | 00:15:46 | |
long term. | 00:15:52 | |
Plan. This part of the plan is fairly short. The reason for that is that there's an entire. | 00:15:58 | |
An entire FEMA document that's like 100 pages long, that is just the National Disaster Recovery Framework. So. | 00:16:06 | |
That's when we pull that document out. | 00:16:14 | |
So I didn't put too much detail in them. | 00:16:17 | |
All right. And then preparedness, obviously preparedness is not the last thing we do because we're doing it all the time, but we | 00:16:21 | |
put it in the last part of this document because. | 00:16:26 | |
When something does kick off. | 00:16:30 | |
I'm not worried about preparedness at that moment. | 00:16:33 | |
But obviously, we are always going to be planning for future emergencies. We're going to conduct hazard mitigation planning, which | 00:16:36 | |
we're currently in the process of doing. | 00:16:40 | |
We are going to train on certain FEMA trainings and also as a city, and then we're going to conduct exercises to practice what we | 00:16:45 | |
have learned and we're going to involve the public and Emergency Management. So all of that is also laid out in these sections. | 00:16:54 | |
All right. This is our emergency coordination organization chart. | 00:17:05 | |
So this gives you kind of like a visual overview of where things are. I'm going to start with our incident command unified | 00:17:11 | |
command. | 00:17:15 | |
That's usually like that's boots on the ground. That's our first responders. They're out, they're responding, right? They're going | 00:17:21 | |
to give us information and they're going to filter that to me and the coordination center. | 00:17:27 | |
And then in the coordination center, I'm going to have these people, I'm going to have an operations section, planning, logistics | 00:17:33 | |
and finance. And basically those people have very specific jobs, but it just keeps us all in line. We know what we're doing. We | 00:17:40 | |
know, hey, I'm documenting this, they're documenting that, and that means that we can. | 00:17:48 | |
Keep on top of our finances. | 00:17:56 | |
Get all of our resources that we need and keep planning for the next operational period. Where do these people come from these? | 00:17:59 | |
So these guys would be reassigned staff in this case, the loose plan is that each department would kind of take. | 00:18:07 | |
A section of that and when we get further into training, I will have a lot more resources and things to show you guys around that | 00:18:17 | |
that will make more sense. | 00:18:23 | |
And then we will have our executive group. They're going to meet based upon what the needs are. And the reason that the executive | 00:18:30 | |
group meets is like, hey, we need to declare a disaster. We need to do this. We need to do that. They're going to give resources | 00:18:35 | |
to me. | 00:18:41 | |
So that I can give resources to. | 00:18:47 | |
The incident commander, right? | 00:18:51 | |
Then you guys are right here. So executive groups going to meet. Then we're going to make sure that all of that information is | 00:18:54 | |
being filtered to you guys so that you know what's going on and you can talk to your constituents with the correct information, | 00:19:01 | |
right? Because a lot of a lot of what we do, a lot of what the executive group does. | 00:19:09 | |
Will take care of a lot of the administrative stuff. There will be a few things that. | 00:19:18 | |
Gina might have to come to you guys, or I might come to you guys and say we need this and it's above our capability, needs a vote, | 00:19:22 | |
and then that would come to you. But in many, many cases, we're just gonna be briefing you on everything that's happening and | 00:19:29 | |
keeping you up to date so that you can be helping us bring in partners and talk to the constituents in our community. | 00:19:36 | |
And then obviously we have Lena. | 00:19:44 | |
Over here, our PIO and you'll be working closely with her as well. So there's kind of this. | 00:19:47 | |
Circle going on where we're all going to be working together. So this is like a very high level again, we will get a lot more into | 00:19:54 | |
what your roles are. I will have a CHEAT SHEET for you guys as well that will lay out everything on like one piece of paper. | 00:20:02 | |
Things that you need to keep in mind for instance, and I'm it's pretty close to done, but it'll come as we do more training. | 00:20:11 | |
Next slide. | 00:20:21 | |
OK, so future training. So my plan is. | 00:20:24 | |
FEMA would have you do a course called the G402 course, and it's like drinking out of a fire hose. And no one likes drinking out | 00:20:29 | |
of a fire hose. I've done it. | 00:20:33 | |
Umm, not really. | 00:20:38 | |
Just just like the first year of Emergency Management. But So what I'm gonna do is I'm gonna break up that course into kind of | 00:20:41 | |
mini training sessions for you guys. And then as we have time and as the agenda works for you guys, I will come in and give you | 00:20:48 | |
like a 30 minute training session on little pieces and we will kind of build upon those. So the first one will be on the national | 00:20:54 | |
incident management system names which. | 00:21:01 | |
Emergency Management utilizes. | 00:21:08 | |
We'll talk about the incident command system, which is how we kind of integrate with our first responders. Then we'll talk about | 00:21:10 | |
the emergency coordination center, which is kind of the org chart I just showed you and what your role is within that network. And | 00:21:17 | |
then at the very end of all of that, we want to have a permission tabletop exercise. And basically what that means is we'll have a | 00:21:24 | |
bunch of people all in the room, all of our partners and we will go through a scenario and. | 00:21:31 | |
Work through how it should go, ideally with how we are coordinating and working with each other. | 00:21:38 | |
And that way everyone kind of gets an idea of what their place is and how it should work. Obviously the disaster, it's never | 00:21:44 | |
perfectly ideal, but if we practice it, it's better so. | 00:21:50 | |
That's kind of the plan. | 00:21:56 | |
If you guys don't have my e-mail and my phone number, it's right here. Please feel free to reach out to me anytime if you have | 00:22:00 | |
questions. If you have concerns, I'm happy to be a resource. I don't mind if you call me or text me. I'm happy to help out. So | 00:22:08 | |
hopefully this gave you kind of a, an overview. I know that the the samples are really long technical documents. | 00:22:16 | |
So if you guys have questions, let me know. | 00:22:25 | |
I don't have a question. | 00:22:29 | |
Just a comment, I think this is really important because. | 00:22:32 | |
This is the stuff that we haven't paid a lot of attention to because you don't need it. | 00:22:36 | |
You don't pay attention to it until you need it. | 00:22:41 | |
And we got just that. It was, I mean, one good thing that came out of that was that. | 00:22:45 | |
When we blew the house up, he gave us a real taste. | 00:22:51 | |
Of a plan in action. | 00:22:58 | |
And we didn't really have gone through this as much as we probably should have, but it was very interesting to see, even in that | 00:23:01 | |
case where Lena was new and you were kind of new. But still it's like you could see all the pieces start to work and the county | 00:23:06 | |
show up and building inspectors and. | 00:23:12 | |
The EPA's they're they're federal agency and them trying to work together and how do we get to school open and the Red Cross | 00:23:18 | |
showing up and so it was kind of an eye opening thing for me that. | 00:23:25 | |
It is something we need to be aware of and have a sense of it, so if something does happen that's more serious in nature. | 00:23:32 | |
We're all just running around like chickens with our heads cut off, right? But we kind of know who's supposed to be doing what, | 00:23:40 | |
even though I know every circumstance is probably different. | 00:23:45 | |
But it's great to know we've got a plan in place and now we'll be able to actually go start to. | 00:23:50 | |
More familiarize ourselves in more detail with. | 00:23:58 | |
Pieces of the plant and then actually do like a little tabletop where maybe we have a scenario we're going to walk through, | 00:24:02 | |
whether it's whatever you do, an earthquake or a fire, whatever it is. | 00:24:07 | |
So I think it's great. Well, thank you. I think it's, I mean, I know it's very important. This is one of those. | 00:24:13 | |
I trained in it all the time. This is what we what we do. We don't do it perfectly, but we're always learning from every instant. | 00:24:23 | |
We're learning from each other. But one of the things that I have recognized over the years of being an Emergency Management is | 00:24:30 | |
that having that plan and knowing what needs to happen, raise the stress level from up here to a little bit lower. It's not down | 00:24:37 | |
here, you know, but it's, it's a little bit lower because there's a plan and there's. | 00:24:44 | |
What I want you guys to recognize and why we'll go through NIMS and ICS and all of the acronyms that Emergency Management is | 00:24:51 | |
famous for is so that you can understand that there there's a method to our madness and there is a reasoning for what we're doing. | 00:24:58 | |
And there's a structure, there's a framework that we are working within that makes it a little bit easier. You know the other | 00:25:04 | |
thing I noticed. | 00:25:10 | |
Was the framework, but also the. | 00:25:20 | |
Relationships. | 00:25:22 | |
That you know, you get to know the Pios, so you know who to talk to and you know who you have a relationship with. The county | 00:25:24 | |
emergency coordinator in case you have to activate the EOC, right? And to see those relationships develop are really important too | 00:25:31 | |
in the in the event you have an event. | 00:25:38 | |
You know you know who to call and they know you and. | 00:25:45 | |
You can see how it kind of all works together. | 00:25:49 | |
Yeah, relationships are huge. | 00:25:52 | |
And. | 00:25:56 | |
Understand the battle of confidence in it. | 00:25:58 | |
That we have a plan, we're confident, we have the people who understand the resources. | 00:26:02 | |
That help also build that confidence. I think the one thing that. | 00:26:07 | |
I'll talk that term too much, but I think we made a change because. | 00:26:11 | |
I had a confidence problem myself because. | 00:26:17 | |
I think there was a training issue. | 00:26:20 | |
There was a not understanding the audience issue and we all were kind of scratching our heads. And so your ability to communicate. | 00:26:23 | |
To your audience, what we need to know. | 00:26:32 | |
Well, thank you. Yeah. | 00:26:36 | |
Yeah, I definitely want to and I want to make it easy, right small bites because. | 00:26:39 | |
Because it's a whole. | 00:26:46 | |
FEMA has a tendency to be like here, here is this big long training that's going to be 4 hours long. And when you walk out, your | 00:26:48 | |
brain is jello because you're thinking, you just fed me a lot and I got this much of that right. So I want to make it little steps | 00:26:56 | |
and then a tabletop I think will help a lot. So we'll go through that. And I hope that as we go through training and as we go | 00:27:03 | |
through these table tops that you guys also will let me know. | 00:27:11 | |
Of therapies that you're not understanding or things that we need to do better I'm. | 00:27:18 | |
Happy to have that feedback. I want to make sure that this is something that works for our city. | 00:27:23 | |
As a whole, including obviously something that Gina and Holly and I talked about a lot as we went through this plan, was just | 00:27:31 | |
trying to make sure that anything that we wrote in the plan is actually something that is feasible for the sides of the city that | 00:27:37 | |
we have and for the resources that we have. | 00:27:43 | |
And if we do exercises and we find things that we need to change, we will make those changes and yearly this will kind of will | 00:27:50 | |
review this plan and make changes to it as needed. So. | 00:27:56 | |
Yeah, hopefully it will be a good process. | 00:28:05 | |
Thank you so much. | 00:28:09 | |
Thank you guys. | 00:28:10 | |
Now the employee. | 00:28:19 | |
So in your packet. | 00:28:27 | |
Updated employee handbook with a number of changes. I thought I should walk through each of those changes and talk about them | 00:28:29 | |
briefly. The first change you see on. | 00:28:36 | |
It is a very minor change in the definition of temporary or seasonal. Sometimes when you go back and read things that you wrote | 00:28:45 | |
four years ago, I mean, I can't imagine that we thought we were going to hire all of our temporary or seasonals through the | 00:28:51 | |
agencies. | 00:28:56 | |
In reality, we hire most of them directly and so we just wanted to make that clarification. | 00:29:05 | |
Moving on to page 11 under Performance Evaluation. | 00:29:14 | |
As soon as we adopted a handbook originally, we've moved to. | 00:29:18 | |
And electronic software program and so there's performance evaluations rather than being stored in in. | 00:29:23 | |
In a filing drawer somewhere or in software. And so we're just making that clear. | 00:29:33 | |
Moving on to page 12 and mirroring what Allison just presented on, we added a section that says employees can be reassigned and | 00:29:40 | |
event emergency. | 00:29:47 | |
In that language nourished what is in the sun. | 00:29:55 | |
In Section 3. | 00:30:02 | |
We had one line. | 00:30:06 | |
In this in this handbook that was adopted pre pandemic that kind of referenced maybe possibly working from home. | 00:30:10 | |
Not knowing that was going to become for a while an important part of how we did city business. | 00:30:21 | |
So I have. | 00:30:28 | |
Struck that line and added this section on remote work that we'll get to in a moment. | 00:30:30 | |
Any changes? | 00:30:44 | |
The next change on page 20 that I'd highlight is Reflects. | 00:30:47 | |
A change in the timing of Juneteenth. | 00:30:55 | |
So in June. | 00:30:58 | |
The Council provided me with some direction to recognize. | 00:31:02 | |
In the way that the state recognizes GT, which at this moment in time is on the closest Monday to June 19th. | 00:31:09 | |
But I understand that a bill file has been opened to potentially change that during the next legislative session. | 00:31:20 | |
So the language just says we're going to reflect whatever the state is and hopefully at some point we'll get to, we can choose a | 00:31:28 | |
date for this holiday that that works going forward. | 00:31:35 | |
There is some iron in only two holidays having the date in them. | 00:31:47 | |
It's true. | 00:31:52 | |
On page 25 and then continuing through. | 00:31:58 | |
Yes, and I am actually going to propose one other slight change to that. | 00:32:08 | |
So for bereavement leave right now we have defined families, immediate family, including children. We added some language that | 00:32:14 | |
included miscarriage and that I would like to add silver as well. | 00:32:22 | |
What was that Gina? I would like to add Silverth shoot. So it would be children, pregnancy, miscarriage or still birth on item | 00:32:35 | |
four on two. | 00:32:40 | |
3.25 A 4. | 00:32:46 | |
And then moving to page 25, the bottom of 25. | 00:33:00 | |
27 is some language around the conversation we had a month or so ago about parental leave. | 00:33:10 | |
So most of this language reflects a policy that Midvale has adopted other work term following the direction of council member | 00:33:18 | |
Brewer is is shorter than the their term reflecting what he described as the 75th percentile, which I think is probably 4 weeks | 00:33:27 | |
rather than six weeks or a few weeks that some other communities have. | 00:33:36 | |
Your direction was that eligible employees? | 00:33:48 | |
Had to be with the city for at least 12 months. That could be part time. | 00:33:52 | |
So the language reflects that policy direction. | 00:34:00 | |
It reflects the direction that readily run concurrently with our FMLA requirements and short term disability. | 00:34:05 | |
And. | 00:34:15 | |
That provides some protection for the city as well. | 00:34:16 | |
So can you explain run concurrently with it? So what's the practical can you explain like a practical situation? | 00:34:22 | |
I've had this come up. | 00:34:31 | |
Other clients that didn't have this language in their handbook and it's been really difficult to. | 00:34:33 | |
Because an employee that's been with the organization for 12 months or longer is entitled to. | 00:34:38 | |
Up to three months, either concurrent or not concurrent leave. | 00:34:46 | |
Whenever they have. | 00:34:50 | |
Cells or a family member? | 00:34:53 | |
And if you didn't put this language in, then what would happen is. | 00:34:56 | |
They qualify for parental leave and then they. | 00:35:02 | |
Turn from your parental leave policy, they would say. | 00:35:05 | |
I also qualify for MLA. | 00:35:09 | |
And smaller employers like the city have a really hard time. | 00:35:14 | |
Work that we've. | 00:35:17 | |
So they have to they get. | 00:35:19 | |
So if somebody. | 00:35:22 | |
As baby or their family has a baby. | 00:35:24 | |
Or other medical events anymore. | 00:35:29 | |
There and they work full time. | 00:35:33 | |
For 12 months, they have. | 00:35:36 | |
Three months of FMLV that they, but that's not paid, correct. So we're basically saying that it's just job protection we're going | 00:35:38 | |
to pay for. | 00:35:42 | |
Four weeks of that. | 00:35:47 | |
But they have the right to be off for it's just they're going to get paid for four weeks. So there's two things they get that they | 00:35:50 | |
don't and they have to run it, but they can't. They can't stagger that and stretch it out to four months. | 00:35:55 | |
And they also keep their position. | 00:36:03 | |
Definitely. | 00:36:05 | |
Yeah. So I guess my only question there would be. | 00:36:08 | |
Because I know we had some discussion about what's the proper amount of time. | 00:36:16 | |
Is 4 weeks the right number? | 00:36:23 | |
Four weeks, I think reflects. | 00:36:27 | |
The previous or previous discussion, but as we talked about, there's a wide range of options that. | 00:36:30 | |
Cities and state agencies are offering right now from that grid from a few weeks ago. The state of Utah, I think is offering three | 00:36:40 | |
weeks paid. | 00:36:45 | |
Versus Park City that I think offers 9 weeks paid. So there's definitely a range. I mean, Midvale, when you take them as an | 00:36:51 | |
employer of they have more employees than you do, but roughly same population. They started with four weeks. | 00:37:01 | |
So that may be a model we would want. | 00:37:15 | |
With four weeks and see how it works for our city. | 00:37:19 | |
Anybody have? | 00:37:30 | |
An opinion on that? | 00:37:33 | |
I think it doesn't cost us much to make it a little more generous just because we have such a small staff. We're not talking about | 00:37:40 | |
exposing. | 00:37:44 | |
Ourselves to a whole lot. | 00:37:49 | |
Additional expense because we're not. | 00:37:51 | |
A population of 100. | 00:37:54 | |
Employees, we're only talking about. | 00:37:57 | |
Couple dozen. | 00:37:59 | |
I mean, I totally agree with that. The flip side of that, of course, is because we're such a small staff. | 00:38:01 | |
An absence is. | 00:38:06 | |
But I put her on the side of me expanding it a little bit rather than. | 00:38:11 | |
Yeah, because I think. | 00:38:15 | |
Given that we also have talked about, did we add in this, remember what I read versus what we just talked about now? | 00:38:19 | |
That was being able to stagger it in terms of yes, and that's part of the. | 00:38:25 | |
They were in a jam and. | 00:38:32 | |
Can you remote in and do some stuff for us? You know, if you're not incapacitated, I think that kind of offsets some of the, well, | 00:38:35 | |
the language. | 00:38:41 | |
I'm sure you're gonna walk through it, but my recollection is the language kind of puts a little bit of the onus on the employee | 00:38:46 | |
to be responsible about communicating with. | 00:38:50 | |
Their supervisors about how they're going to do that, so they're not. | 00:38:56 | |
Leaving the city an alert, but it gives them flexibility to work. | 00:39:02 | |
With their own family. | 00:39:06 | |
Maybe try to extend this out so there's more on site care for that newborn child per SE. | 00:39:08 | |
Three months if they work together right, Say I'm going to take a couple weeks off and then. | 00:39:17 | |
I want to come back to work for a couple of weeks. My wife said. However, it works out, you know what I'm saying? But so I guess | 00:39:22 | |
Gina, this is going to really put you on the spot. Maybe this is the proper. | 00:39:27 | |
Well, you're going to be throwing the spot, I think. So is that do you think going to six weeks is going to unduly burden our | 00:39:34 | |
small city based on? | 00:39:41 | |
Going for four to six weeks with your recommendation be. | 00:39:48 | |
Start with formula or do you think six weeks is? | 00:39:52 | |
I mean, I think you should make the right, whatever you think the right policy choice is and then operationally we can figure out | 00:39:57 | |
how to staff because like we think of some circumstances where we probably need to backfill that position. | 00:40:05 | |
So a parks employee in the middle of the summer, we would probably need to factor that position up to six weeks would be tough. | 00:40:14 | |
If we had a judicial assistant gone. | 00:40:22 | |
We need to backfill those positions, so we need to work through those circumstances individually. Do you think we could? | 00:40:27 | |
I think we could do, it would be tough, but we could manage it because my sense is from the three, the other two males that have | 00:40:35 | |
weighed in. | 00:40:39 | |
Four weeks is. | 00:40:49 | |
Not enough. | 00:40:51 | |
It's not. I mean you can take obviously the more leave, but it's not paid. | 00:40:53 | |
But that doesn't change the fact that you would still have to backfill those positions if if the person was gone longer. So I | 00:40:59 | |
guess that for me, the difference between 4 and six weeks is whether it's paid or unpaid because we're still not going to be | 00:41:04 | |
there. | 00:41:09 | |
Is the idea here I understand that? | 00:41:19 | |
It runs currently. | 00:41:24 | |
But what about the hypothetical where someone has had a medical condition? | 00:41:26 | |
Where they've exhausted for 12 weeks and then the family. | 00:41:30 | |
With short term disability kick in at that point. | 00:41:35 | |
So I it we were thinking specifically in the case of pregnancy because that and birth and adoption because that's what programs | 00:41:38 | |
will leave. | 00:41:43 | |
I can see a circumstance where that could happen. | 00:41:50 | |
And then I think that, I mean, I think that would really be a discussion, management discussion. | 00:41:54 | |
That may be a point that. | 00:42:02 | |
To include somehow in the policy. | 00:42:03 | |
Allows you to count the. | 00:42:08 | |
12 months in. | 00:42:10 | |
And your policy usually dictates. | 00:42:14 | |
You could get into accounting. | 00:42:18 | |
Qualifies for. | 00:42:28 | |
If they have their family and they're taking family leave, then the concurrent thing is easy. | 00:42:35 | |
At the same time, but if they've had some family or medical problem or they've exhausted before, they still sort of qualify for | 00:42:40 | |
the parental leave. | 00:42:46 | |
Yeah, I see what you're saying, But I can think of circumstances where that could have happened. | 00:42:56 | |
Care for a parent? Yeah, sure. And there even can be a relationship with. | 00:43:03 | |
If you have. | 00:43:11 | |
Pregnancy and they. | 00:43:13 | |
Qualified for a family. | 00:43:15 | |
That's an interesting point. So cities policy I think helps that those kind of difficulties toward their Max of which makes me get | 00:43:25 | |
a little more sympathetic I think. | 00:43:32 | |
Maybe that's something we can work on. | 00:43:39 | |
But Drew, Drew, what you're saying is that. | 00:43:46 | |
This really are you saying that this is really just the financial, it's not a time issue because there's been a So what we're I | 00:43:50 | |
mean, if it's just a financial issue, to me it's like. | 00:43:56 | |
Let's let's not punish him and I agree with that read because they're FMLA qualifies them for three months sleep regarding. | 00:44:05 | |
So they have that right. | 00:44:14 | |
You're just talking about whether they're paid for. | 00:44:16 | |
Yeah, I guess. I guess the one issue would be if if. | 00:44:19 | |
If you've got somebody who's very, very, very tight budget. | 00:44:23 | |
It could force them to come back before they would. | 00:44:27 | |
They should, right. So I think we're for the, I mean, I think we're kind of for the six weeks. | 00:44:32 | |
I will be sure and share that with employees I think. | 00:44:41 | |
Generous policy direction, which I would just. | 00:44:51 | |
I really appreciate on behalf of. | 00:44:55 | |
Yeah, I agree. | 00:45:01 | |
I think our citizens would agree with that too. | 00:45:04 | |
Moving on to page 31. | 00:45:14 | |
We provided additional guidance on remote work. | 00:45:22 | |
So right now. | 00:45:26 | |
Post pandemic. | 00:45:29 | |
Some employees in some departments, depending on job responsibilities, are able to work remotely one day a week and so this | 00:45:31 | |
language. | 00:45:37 | |
Just kind of mirrors what is happening. | 00:45:45 | |
In practice right now. | 00:45:50 | |
And clarifies that no job will be fully remote. | 00:45:53 | |
That we expect people to be in the office four days a week, so up to 20% of their jobs could be removed. | 00:45:59 | |
That we can change that depending on the needs of the city. | 00:46:07 | |
That during an emergency we can ask people to work remotely. | 00:46:13 | |
And that's. | 00:46:18 | |
Say we were doing a building remodel, we could ask to work remotely. | 00:46:20 | |
Is there a process in basic attorney which positions? | 00:46:28 | |
Allowed for that or is it just? | 00:46:33 | |
It has been just the general rule. I think what we'll do is review that. | 00:46:38 | |
On a position by position. | 00:46:45 | |
Basis we might My take on this was that there's no right to work remotely. | 00:46:47 | |
One way or the other, it's it's up to the boss. That's right. Boss decides and that's what it is. There's no inherent right. | 00:46:53 | |
We can't move along in the park remote exactly and that is a great example. We can't do that. Our judge has once we returned to in | 00:47:00 | |
person court has been reluctant to move back to any sort of virtual. | 00:47:10 | |
Court proceedings. And so that's not an option in our court. It has not been an option in. | 00:47:22 | |
In John's apartment either. | 00:47:29 | |
So it's an option for some of our employees. | 00:47:31 | |
What's your take on on employees that are exercising that right? Like how how has that worked? | 00:47:35 | |
So from my perspective, for those employees that are using it right now, it works. | 00:47:43 | |
Really. Well, we have a number of employees that fit. | 00:47:49 | |
That have been hired recently that have. | 00:47:53 | |
Really lengthy commutes. | 00:47:57 | |
I think it adds to just their joy and investment in their position. | 00:47:59 | |
One day. | 00:48:06 | |
Because it seems to like this is something that can be seen and I just don't, I don't know what comparable jobs are, but as a as a | 00:48:08 | |
perk for certain positions to have that. | 00:48:13 | |
Yeah, I also think it in many cases it allows for more concentrated work than. | 00:48:17 | |
I just my only deal there is we talked about, I know that's in here. | 00:48:30 | |
Gina is. I'd love for there to be. | 00:48:34 | |
A little latitude for the supervisor. | 00:48:39 | |
Beyond what the directive is like in circumstances like. | 00:48:44 | |
I don't want to be able to prevent the supervisor saying, hey, the air is dirty, we talked about this. | 00:48:49 | |
We're going to. | 00:48:54 | |
We're going to go to a minimum set or the weather is really bad, we're going to go to. | 00:48:55 | |
Or, you know, circumstances come up where the supervisor can basically make a decision that, hey, I think it makes sense that we | 00:49:01 | |
convert some people to remotely. I want to be so strict that it doesn't give. | 00:49:07 | |
Supervisors or whoever you deem as being the decision maker. | 00:49:14 | |
The ability to. | 00:49:19 | |
Hit it without too much restriction. | 00:49:22 | |
And I hope that is the way we've set it up that basically it would be a conversation with me in those in those circumstances. | 00:49:24 | |
And I would probably call that at least at this point probably an emergency kind of situation. | 00:49:35 | |
I tried to come up with language and struggled around those bad air quality days. | 00:49:43 | |
That's something that likes and flexibility to work on over the next year in a way that makes sense with all our departments. I I | 00:49:53 | |
didn't want to tie their hands either, but I can see a lot of opportunity there and a lot of agencies have moved in that | 00:50:01 | |
direction. It's part of our sustainability plan goals. So I think there's a way to do it. I just couldn't come up with it yet. | 00:50:09 | |
We also have. | 00:50:18 | |
For instance, where where you have remote eligible employees that we. | 00:50:19 | |
Have a good understanding that. | 00:50:25 | |
They have adequate. | 00:50:27 | |
Communication and computing infrastructure at home to work effectively. | 00:50:29 | |
That they generally at work have three big screens in their office and they go home, they just have their laptop and. | 00:50:35 | |
Really can't be that productive. Do we have that sort of information to be able to make good judgments there? And so for most of | 00:50:42 | |
our, well for our employees that were here during the pandemic, you might remember that was part of something that we provided | 00:50:49 | |
with that first round of funding was laptops and screens to work remotely. | 00:50:56 | |
As staff has turned over, we've tried to redistribute that equipment and I think most employees now have most employees that are | 00:51:05 | |
in that situation that could work remotely. Toggle laptop. | 00:51:12 | |
I'm not sure upgrade. | 00:51:19 | |
That there are needed to be productive following. | 00:51:26 | |
But it wouldn't make sense to. | 00:51:29 | |
Some of that evaluate the architectural drawings or something. | 00:51:33 | |
How well can you do that on a teeny screen? | 00:51:36 | |
Sure. And that's something we've tried to be pretty cognizant. | 00:51:40 | |
Are you familiar with? | 00:51:46 | |
State does the air quality. | 00:51:47 | |
They call stairs. | 00:51:58 | |
And they just stay home if there's an airport. | 00:52:01 | |
Who makes that determination? | 00:52:04 | |
Her office, if there's a black state, they just stay home. | 00:52:12 | |
Everyone. | 00:52:16 | |
And my understanding is that there are pretty. | 00:52:19 | |
Direct guidelines around measures like 1010 measures. | 00:52:23 | |
And so that's good to hear that they can provide that. | 00:52:30 | |
That was one of my. | 00:52:35 | |
How can we get that information out? Sometimes even the snow days. | 00:52:38 | |
During the emerging season and even the summer when the air quality. | 00:52:44 | |
She just follows. I mean, she just knows two days in advance. | 00:52:50 | |
Whether she's kind of. | 00:52:54 | |
I was wondering, I don't want to like open a Pandora's box here, but I'm wondering kind of with the FMLA issue, I'm just thinking | 00:53:01 | |
of like, so if somebody's like family member has cancer, so there's like a long term caretaking need is is there a? | 00:53:09 | |
A means in this remote work to. | 00:53:19 | |
To work with somebody in that situation so that they're not having to take all of the time off to be with their loved one and help | 00:53:22 | |
that they could maybe work remotely and come at least divide that all up because. | 00:53:29 | |
Reading emergency, that's obviously a city emergency, but some family emergencies are such that you you can sort of work in. | 00:53:37 | |
Do not completely out and leaving the city in a lurch but so I'm just wondering if there's a way to. | 00:53:45 | |
Incorporate that without opening something that could be just used and abused. | 00:53:53 | |
I mean, that's a great question. I'm going back to look at our language around what? | 00:53:58 | |
We talk about. | 00:54:04 | |
Remote work opportunities there. | 00:54:07 | |
It doesn't really look like we do. | 00:54:13 | |
And that was going to be my question for Jamie and Todd is whether we wouldn't want to add anything in that section. | 00:54:25 | |
Kind of expands what we're required to. | 00:54:33 | |
By law. | 00:54:37 | |
I don't know that I would recommend doing. | 00:54:39 | |
As part of FMLA. | 00:54:41 | |
You might put. | 00:54:43 | |
Language in your policy that would encourage. | 00:54:46 | |
Dialogue between the supervisor and I. | 00:54:49 | |
How remote work might? | 00:54:54 | |
I do think public employers. | 00:55:03 | |
Where you can't offer compensation at the level of. | 00:55:06 | |
Private laborator. | 00:55:10 | |
There is some flexibility. | 00:55:12 | |
FMLA leave is a little different from the 88. | 00:55:18 | |
Accommodations like that. | 00:55:23 | |
Can allow FMLA leave to be taken. | 00:55:25 | |
Let's try to see if you could. | 00:55:35 | |
You could allow somebody hour. | 00:55:37 | |
Three months work. | 00:55:41 | |
And that part I feel confident we're doing. But I see what you're saying that maybe some language in our remote session to just | 00:55:47 | |
kind of work with. I don't, yeah. | 00:55:53 | |
Work through that for people in those kind of things. | 00:56:00 | |
That makes sense. I think we could. I think I understand the issue and. | 00:56:03 | |
Language because if you. | 00:56:08 | |
If you allow someone to work remotely and cut their community. | 00:56:10 | |
And pair it with. | 00:56:13 | |
They can make more of that. You could even justify it in that paragraph. Hey, employees may work remotely when it is deemed in the | 00:56:16 | |
passenger of the city, which may be. | 00:56:20 | |
Any way you can continue to work if it's remotely given you've got a family situation, but that would be a negotiation with a | 00:56:25 | |
supervisor of city manager that OK, it's in the best sense of the city that I not lose you. | 00:56:30 | |
I'll allow you to work remotely. | 00:56:37 | |
We'll take another look at that though, before you see this. | 00:56:42 | |
Anything else on the remote? | 00:56:49 | |
Moving on. | 00:56:58 | |
So there's language on page 43. | 00:57:07 | |
That is part of personal social media participation. | 00:57:12 | |
And Jamie, you and I haven't had a chance to chat about this, but there was a league presentation a couple of weeks ago about some | 00:57:18 | |
Supreme Court activity. All right. | 00:57:26 | |
So basically it is. | 00:57:35 | |
In this new well applied Council members as well. | 00:57:39 | |
But cases around how we interact. | 00:57:44 | |
On social media. | 00:57:50 | |
And about situations. And I do this all the time on my personal social media where I share city posts. | 00:57:52 | |
In those circumstances, the advice is that we make it clear that it is not a city sponsored. I am not speaking for the city when I | 00:58:04 | |
share those posts, even though it has my personal title and role. It is my personal social media. So we're just asking employees | 00:58:13 | |
to be real clear about that communication. So is there a typo in that last sentence? | 00:58:22 | |
Boys choose to share such folks. Employees are responsible for making clear that their personal page is not Oh, it should be not | 00:58:31 | |
Yes, thank you. | 00:58:34 | |
Yeah. | 00:58:39 | |
Not as a good look. | 00:58:46 | |
I was going to ask Amy is that? | 00:58:50 | |
But if you have that somewhere on your home page, is that sufficient or do you think it needs to be? | 00:58:53 | |
May need to be a little bit more than that. | 00:58:59 | |
The Paris Supreme Court cases are really interesting. One was the city manager. | 00:59:01 | |
Were elected officials in the school board in California? | 00:59:10 | |
The elected officials in California have. | 00:59:14 | |
Personal Twitter feeds that they then. | 00:59:18 | |
Turned into campaign Twitter feeds before they were elected. | 00:59:22 | |
And then they kept as school board Twitter feeds. | 00:59:26 | |
Once they were elected. | 00:59:30 | |
And they had people that would post. | 00:59:32 | |
Mean things. Repetitive things. | 00:59:36 | |
And they began blocking those that they didn't like. And so the question the Supreme Court wrestled with is. | 00:59:38 | |
Are they acting in their government capacity when they're? | 00:59:44 | |
Operating those Twitter pages and what they. | 00:59:48 | |
What they did is they didn't decide that. They remanded it to the lower court, but they gave direction on. | 00:59:51 | |
When you are and when you are not, let's say actor. And one of the things that we're really clear on in the case is. | 00:59:57 | |
If the city makes announcements and you and your personal feed, just repost the city's announcement. | 01:00:03 | |
You're not acting. | 01:00:09 | |
But if in your city, function as an elected official or as an employee. | 01:00:13 | |
You post something and you say. | 01:00:19 | |
We have a here. Here's the announcement for a hearing on this item. What do you think? And then people began commenting. | 01:00:22 | |
With what they think, then you are. | 01:00:28 | |
Acting as a city sponsored. | 01:00:31 | |
Page in your capacity as an elected official, and even if it's on your personal Facebook page. This gets a guest to your comment. | 01:00:35 | |
Even if your personal page is labeled, this is my personal page the second you begin. | 01:00:42 | |
The issue of that behavior on your personalization. | 01:00:49 | |
That particular post becomes. | 01:00:52 | |
City and you do not have the right to restrict people based on. | 01:00:56 | |
What they post or how they respond. Anything you do that is not content neutral. | 01:01:02 | |
Becomes the 1st Amendment issue when you invite the section 1983 lawsuit. | 01:01:08 | |
So the distinction then is reposting as opposed to engaging in dialogue. I would say the one area that is very, very clear in the | 01:01:12 | |
lawsuit is if all you do on your page is repost announcements as just this event is happening, that's it, then you're in safe | 01:01:22 | |
territory. But the moment on any host, not just one post that you post something and you invite. | 01:01:31 | |
Dialogue or feedback? | 01:01:41 | |
State your opinion or your view on something. | 01:01:44 | |
It arguably could be you acting as a public official, and where you're acting as a public official, anyone that interacts with | 01:01:47 | |
that has a First Amendment right in how they communicate with you, and if you violate that, you would. | 01:01:54 | |
So then the issue is to then if you're blocking anybody, you're shutting anybody down that's. | 01:02:02 | |
And it may be worth if there are a lot of questions. I did a training on this at the league. | 01:02:08 | |
Saint George a few months ago and if. | 01:02:13 | |
If it would be worthwhile, I can send you those materials or we could have a. | 01:02:16 | |
Conversation either with thought or I about it. | 01:02:22 | |
Because it's it is nuanced. | 01:02:25 | |
That's right. Emerged from that, yeah. | 01:02:52 | |
So here's the discussion about. The problem is blocking. So here's the question, the blockings, whether you get into trouble with | 01:02:55 | |
this. Yeah, the discussion is what converts it from being. Yeah. | 01:03:00 | |
Your own personal account and. | 01:03:05 | |
And a public account. | 01:03:08 | |
Where somebody has a First Amendment right. And I will say not all social media platforms are equal in how you do things. That's | 01:03:11 | |
really tricky because, you know. | 01:03:15 | |
Twitter Iraq is. | 01:03:20 | |
I don't think we can go in. | 01:03:22 | |
Comment about its user by user that you block. | 01:03:24 | |
I think Facebook you can go in and remove comments. | 01:03:28 | |
So you can unwittingly because of the platform. | 01:03:32 | |
And when we were talking as a staff, we had complained about even moved in. So I would really like. | 01:03:36 | |
So we have our neighborhood group chat which we do a lot communicating of information, but I don't run that so I'm not responsible | 01:03:46 | |
for adding or deleting people on any level. So with then. | 01:03:54 | |
So if I'm if I'm communicating that way of sharing information to somebody else is responsible for adding or deleting comments to | 01:04:03 | |
that and you have no authority over what they. | 01:04:08 | |
I believe you're most likely safe because you don't have that ability, but it does get it gets tricky because. | 01:04:17 | |
People can act very meanly and belligerently. | 01:04:24 | |
And what they say that is mean spirited is still protected unless it delves into territory of being being. | 01:04:30 | |
Racist. Sexist. Threatening. | 01:04:40 | |
Then you can remove it but. | 01:04:43 | |
Where that line is, you know, sometimes gets blurry but you couldn't delete yourself. | 01:04:46 | |
That's right, the neighborhood one. Which one is that? I can't remember. Next door. Next door? Yeah, I deleted myself. | 01:04:54 | |
If you have a policy in place. | 01:05:08 | |
So the I drafted a policy for another. | 01:05:12 | |
We'd be happy. | 01:05:19 | |
See you and you can look at it if you like it. | 01:05:21 | |
You can, you can create categories, right? So what we did is. | 01:05:24 | |
If it's in a business, solicitation is unrelated to the topic of the. | 01:05:28 | |
If it's a thought, you can remove. | 01:05:36 | |
That kind of thing. | 01:05:39 | |
Direct messages gets a little shrinky. | 01:05:40 | |
If it's sexually oriented, if it's threatening like we talked about, you can remove. | 01:05:43 | |
Those kinds of things right away, but. | 01:05:48 | |
Most everything else you have to allow. | 01:05:52 | |
Your only option often as a city is do you allow comments or do you not allow. | 01:05:56 | |
And you can turn them off altogether. | 01:06:02 | |
But that also is difficult because some platforms you have like Instagram, I think you have to turn them. | 01:06:05 | |
Annual process but like direct messages on Instagram like we get a lot of DMS from. | 01:06:14 | |
All the time. | 01:06:20 | |
Fake accounts trying to like sell us followers and stuff OK. | 01:06:24 | |
Social media policy. | 01:06:33 | |
So I'd be curious what you added, what you added. | 01:06:35 | |
And then your employees are. | 01:06:38 | |
Are in some ways similar and in some ways different. | 01:06:42 | |
So this language I, I was trying to reflect the guidance from the league. If you have other suggestions, okay, that would be | 01:06:49 | |
great. | 01:06:54 | |
The other piece of guidance that I included for our employees was not to access their personal social media sites from city | 01:07:00 | |
equipment or devices because that blurs that line between what capacity they're acting. | 01:07:08 | |
Involves our social media accounts that I use, my personal phone and a lot of the accessing like city accounts. | 01:07:25 | |
Is easier on mobile, so I do it on my phone. Does that then blur the lines of whether my phone is considered? | 01:07:34 | |
Yes. | 01:07:42 | |
Yes. | 01:07:44 | |
So your things on your phone would be. | 01:07:45 | |
Somebody asked for that. Did you? | 01:07:49 | |
You get put in an awkward place because she is the records officer would have to look. | 01:07:53 | |
When when I was a full time public official with EPA. | 01:08:00 | |
Because it's just. | 01:08:07 | |
Put them in but. | 01:08:13 | |
My reasoning for that is they did. | 01:08:15 | |
Just say here's my. | 01:08:30 | |
That we don't have cell phone. | 01:08:34 | |
Allowances so. | 01:08:36 | |
Like I use my personal phone for business. | 01:08:39 | |
And work so. | 01:08:42 | |
And there are ways to do that kind of a record search when I have my clients do is have a second person sit down with them when | 01:08:44 | |
they do a search? | 01:08:49 | |
And then if it ends up going to the records committee and I have. | 01:08:54 | |
You the argument to the reference committee. | 01:09:00 | |
This is an auditable. | 01:09:06 | |
Search for records because. | 01:09:09 | |
Another employee sit with so it's not just their word. | 01:09:12 | |
But unfortunately. | 01:09:17 |