Business Continuity Plan During a Flu Pandemic TRE-01 — full text

This is an automated transcription (OCR) of the captured official document — minor recognition errors are possible; the source document governs. Snapshot 314d1e058b1d · verified 2026-06-04 · original document · archived snapshot · unofficial consolidation, the official version is held by the municipal clerk.

## TOWN OF THREE RIVERS ## Business Continuity Plan During a Flu Pandemic Policy Number: Approved By: TRE-01 Three Rivers Town Council Date of Approval: Oct. 13, 2020 ## PURPOSE In the event of a pandemic emergency, the Town of Three Rivers will follow this contingency plan to offset impacts on, and establish expectations for, the Town, its residents, and its employees. ## POLICY STATEMENT The Town of Three Rivers management is dedicated to the establishment of a safe, secure working environment and is committed to supporting effective health and safety management. The Town of Three Rivers is also responsible to plan for emergencies. In the event of a pandemic, the Town will play a key role in protecting its employees' health and safety. A pandemic could result in significant employee absenteeism due to sickness of employees and/or their family members. It could also affect the provision of services and supplies under contract to the Town. To effectively control situations, contingency planning must take place and material acquisition and logistical support must occur prior to the actual situation. The intent of the plan is to identify the potentials and provide contingency plans to offset anticipated impacts. ## DEFINITIONS Mayor means the Mayor for the Town of Three Rivers or designate. Council means the Council for the Town of Three Rivers. Chief Administrative Officer (CAO) means the Chief Administrative Officer for the Town of Three Rivers. Pandemic means a pandemic declared by the Chief Public Health Office of PEI. Pandemic Team means for the purpose of these guidelines, staff employed at the Town of Three Rivers that have been assigned responsibilities to carry out essential services that need to be provided by the Town of Three Rivers during a pandemic. Pandemic Coordinator means for the purpose of these guidelines means the Manager of Community Services for the Town of Three Rivers. Employee means any person employed with the Town of Three Rivers at the time of a pandemic. Decision Tree means for the purpose of these guidelines a decision tree is a chart or diagram that staff will use to determine the course of action to take regarding who will make various decisions within departments during a pandemic if various staff become ill. ## DIRECTION AND CONTROL The Chief Administrative Officer, supported by the Senior Managers, has the responsibility for ensuring this procedure is implemented and maintained and those employees identified as part of the pandemic team are involved in determining risk potential in their respective areas. The Manager of Community Services is assigned the responsibility of pandemic coordinator and will have the responsibility of assigning a pandemic team to develop the expected contingency plans. ## PANDEMIC PLAN PROCEDURES The pandemic plan is essentially a business continuity plan. A local pandemic will likely mean the Town cannot continue to provide all the services it normally provides. The development of a pandemic plan allows the Town to predetermine which services are essential and must continue in the event of a local pandemic, as well as which employees, contractors and supplies are required to deliver those services. The plan also addresses the impact on employees and their families. It includes measures to help to slow or contain the spread of the virus. It is recognized these may not stop the spread of the virus but they should help to spread out the peak period of sickness which will allow the health care system to better cope with the virus and allow the Town to better continue with the provisions of services. Measures to ensure continuity of services are as follows: - Identification of essential and non-essential services provided by the Town in priority order. - Identification of employees, partners and supplies necessary to continue priority services. - Actions to help ensure the continuation of services in priority order during a pandemic. - Identification of employee actions to avoid sickness or spread of sickness. - Identification of potential social and psychological impacts on employees and their families and provision of necessary supports to help them cope. - Communication plans for employees, residents, partners, and other stakeholders. ## SERVICES PANDEMIC PLAN Schedule 1 attached has a list of services for the Town of Three Rivers in their priority order. It lists the essential elements required to continue services during a pandemic. The Chief Administrative Officer shall ensure the listed pre-pandemic actions are carried out. (Schedule 1). Should there be a pandemic affecting the local area, the CAO or designate will declare that this pandemic plan be enacted and notify Mayor, Council and Staff that the plan is operational. Staff are expected to follow the plan and to ensure the services are provided in the order of priority listed on Schedule 1. It should be noted in high priority services, staff should use their own judgement and defer non-critical tasks where necessary to ensure that priority tasks are addressed first. This could involve helping in an area/department where they would not normally work. ## EMPLOYEE IMPACT AND ACTIONS Employees will likely be impacted in various ways during a pandemic, including worrying about loved ones, dealing with sickness, taking on added responsibility and protecting themselves and others from spreading the flu. If the pandemic plan is activated, employees will require to take the following actions: - Stay at home if they have flu like symptoms or are required to self isolate according to the guidelines of the Chief Public Health Office. Permanent employees can use sick leave for this. Sick leave could be advanced to employees without adequate sick leave banked. This would be at the discretion of the CAO. Casual employees will be guaranteed that any lost hours will be made up at the end of the work term. Employees also have the option to access other leave detailed in the P.E.I. Employment Standards Act. - Report any sickness that is flu related. - Cancel any leave or professional development activity, in consultation with their immediate supervisor. - Work remotely, in consultation with your supervisor where possible. - Curtail contact with other employees and members of the public to the extent possible. Practice social distancing. (i.e. avoid lunch breaks, face to face meetings etc.) - Practice proper hygiene to prevent the spread of illness in accordance with detailed practices issued by the Town of Three Rivers. - Circumstances may require the Town of Three Rivers to lay off or reduce hours of staff whose function is not rated as priority and if they are not able to fulfill a service in another area. During a flu pandemic, employees may experience worry, stress, grief, trauma, isolations, financial stress etc. Just as the employees have a responsibility to the Town to perform their duties diligently and provide services to residents, so too the Town has a responsibility for the health and safety of its employees. To help Employees deal with a pandemic, the Town will do the following: - Provide access to counseling to employees and their families through the Town's Employee Assistance Program service provider. - Communicate regularly with employees on the status of the pandemic situation. - Establish a buddy system to ensure someone is checking on sick employees and their family members to keep lines of communication open. This will be an assigned duty during a declared pandemic. - Where necessary, develop an information flyer for employees and their family members with necessary information. For example, what are flu like symptoms? ways to avoid spreading the flu, EAP contact information etc. ## COMMUNICATION PLAN As in any crisis, communication with employees, residents, partners, and other stakeholders is critical to reducing fear and panic and ensuring smooth operations. In the event that a flu pandemic is declared, the following communication plan will be carried out: - Recognize the pandemic and implement this plan (CAO or designate) - Liaise with Provincial EMO, Chief Public Health Office (CAO or designate) - Regularly update employees via email (CAO or designate) - Regularly update with clients and other stakeholders (CAO or designate) ## SCHEDULE 1 ATTACHED ## SCHEDULE 1 - SERVICE TABLES ## SERVICE PRIORITY 1 - MANDATORY | Service | Requirements to Continue Services | Pre-Pandemic Actions | [Pandemic Actions | Comments | |-------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------|------------| | Water Supply and Distribution | Water quality testing (required to ensure safe water supply) Water chlorination (required to ensure safe water supply Spare parts inventory (parts inventory of which are essential to continue | Validate lab pandemic plan. Check with DOFAE to see if alternate lab's protocols are available. Have 100 litres of chlorine in inventory. Develop and distribute contact list for chlorine supplies. Develop protocol for mixing and use of Javex if necessary Ensure critical parts (ie. Pumps) Develop contact list for | If lab is not available increase chlorine residual testing. Purchase supplies Use Javex if necessary (keep formula on hand) | | | Water Supply and Distribution | service) | spare parts | Standard operating procedure | | | | Operators (3 staff members are trained and certified as system operators Emergency repairs - watermain breaks (should be adequate number of | Develop a I priority list for vaccination when it becomes available. Document procedures for critical functions. Train other staff on critical functions (additional staff in training) Develop and distribute contact list for contractors who can repair water main | Require qualified operators to work remote from each other and from other staff to the extent possible Standard operating procedure | |--------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------| | Sewer Collection and treatment | Spare parts inventory (parts which are essential to continue service) Operators (3 staff members are trained and certified as system operators | Ensure adequate inventory of critical spare parts Develop priority list for vaccination when it becomes available. Document procedures for critical functions. Train other staff on critical | Standard operating procedure Standard operating procedure | | | Emergency repairs-sewer line breaks (should be adequate number of contractors available) Emergency umping - eptic hauler (should be adequate number of septic haulers available) | functions (one staff in training) Develop and distribute contact list for contractors who can repair sewer line breaks (local) Develop and distribute contact list for septic haulers (local contractors on hand) | Standard operating procedure Standard operating procedure | |--------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------| | Police Protection | Adequate service coverage | Contact RCMP to verify they have a pandemic plan | Standard operating procedure | | Fire Protection | Adequate service coverage | Contact Fire Depts to verify pandemic plan (3 Fire Departments offer mutual aid) | Standard operating procedure | | Emergency Response | Availability of power outage emergency centres | Provide list of town maintenance, cleaning, snow clearing etc. to all staff, as well as power outage emergency center policy | Standard operating procedure | | Communication | Communication Develop with residents, business, staff and stakeholders | employee contact list (email for home and office, telephone contacts and telephone tree) Regular updates to employees via email (CAO or Designate) Develop media Regular contact list, updates to mechanism to residents via use sign board, media, sign email list and soard, emai web site) ist and wet site (Mayor or Designate) Develop contact information for partners Regular updates with clients and other stakeholders | |-----------------|--------------------------------------------------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| ## SERVICE PRIORITY 2 - HIGH PRIORITY | Sidewalks | Sidewalk snow Maintenance removal Sidewalk maintenance | staff (present staff) Develop list of alternate providers, if necessary (local contractors available) Train staff on use of snow removal equipment | Standard operating procedure Develop back up plan if necessary. | |-------------|----------------------------------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------| | | | Develop and distribute contact list for repair contractors and provide to all staff (local contractors) | Standard operating procedure | |----------------|----------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------| | Town Buildings | Building cleaning | Contact service provider to verify they have a pandemic plan. Develop and distribute list of alternate providers if necessary. Stock up on hand cleaner and disinfectant wipes and sprays. Develop protocol for additional cleaning of common shared surfaces and train cleaning staff. | Implement pandemic cleaning protocol. Implement back up plan if necessary. | | Town Buildings | Building Maintenance | Document procedures for critical functions. Train other staff on critical functions (5 staff on hand) Develop and distribute contact list for | Standard operating procedure Implement back up plan if necessary. | | | | repair contractors and distribute to all staff (local contractors) Contact alarm monitoring company to verify that they have pandemic plan | | |---------------|------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------| | Town Property | Property maintenance | Document procedures for critical functions. Train other staff on critical functions (5 staff on hand) develop and distribute contact list for repair contractors to staff (local contractors) | Standard operating procedure Implement back up plan if necessary. | | | Snow removal | Contact service Standard provider (Maintenance personnel) Develop and distribute list of alternate providers if necessary. Train staff o use of snow removal equipment (6 staff available) Identify critical | operating procedure Implement back up plan if necessary. | | Finance | Accounting and payroll | functions and ensure staff are trained on | Standard operating procedure | | | | these functions. Verify bank pandemic plan. (Do not take cash) | Implement back up plan if necessary. | |-----------------|------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------| | Administration | Staffing | Develop and distribute a list of staff for reception back up. Develop and distribute list of employees in charge of Town operations in the event of sickness (decision tree) (3 staff trained) Manager of Corporate | Declare pandemic plan activated. Manager of Corporate Services shall implement decision tree. | | Human Resources | Staff support and assistance | Services Contact EAP provider to verify that they have a pandemic plan. Develop and distribute list of alternate providers if necessary. Distribute EAP contact information to staff. Share personal contact information with all staff. Designate someone to check on staff | Enact staff buddy system | | | Pandemic Preparedness | who are ill to ensure they have their needs met. (Buddy System) Develop plan to educate staff about pandemic. Develop and distribute information about personal hygiene to avoid the spread of the virus. Develop a plan to have staff clean common shared surfaces during a pandemic. | | |------------------------------|---------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|------------------------------| | Computer Network and Systems | Computer service contract | Service provider to verify bandemic plar contact of service provider and distribute to staff) | Standard operating procedure | ## SERVICE PRIORITY 3 - MEDIUM PRIORITY | Recreation Facilities | Booking and set up Equipment maintenance | Designate and train staff on booking and set up Develop protocol for additional cleaning of | Standard operating procedure Standard operating procedure | |-------------------------|--------------------------------------------|-----------------------------------------------------------------------------------------------|-------------------------------------------------------------| | | | shared surfaces, train Poaning staff. procedures and distribute | | |-----------------------------|-----------------------------|-------------------------------------------------------------------|-------------------------------------------------------------| | Parks and Playing Fields | Equipment maintenance | Assign and train additional staff on equipment maintenance | Standard operating procedure with backup staff if necessary | | Special Events | Staff and Volunteers | Normal operating procedures | Standard operating procedure | | Development and Control | Application and information | 1 Normal operating procedures | Standard operating procedure | | Electricity/Street Lighting | | Maritime Electric | Verify ME preparedness | Standard operating procedure | ## SERVICE PRIORITY 4 - LOW PRIORITY | Long Term Planning | Staff | Normal operating procedures | Standard operating procedure | |---------------------------|---------|-------------------------------|--------------------------------| | Non- Emergency Complaints | Staff | Normal operating procedures | Standard operating procedure | | Economic Development | Staff | Normal operating procedures | Standard operating procedure | | Sustainability | Staff | Normal operating procedures | Standard operating procedure |