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Department Summaries Contents Airport (Scott Gray) ................................................................................................................................................................. 2 Animal Services (Randi Weinberg) .......................................................................................................................................... 2 Capital Planning (Scott Gray) .................................................................................................................................................. 2 Capital Projects (Todd Estes) .................................................................................................................................................. 2 City Secretary’s Office (Rosa Rios) .......................................................................................................................................... 3 Community Services (Dani Shaw) ........................................................................................................................................... 3 Denton Municipal Electric (DME) (Tony Puente) .................................................................................................................... 4 Development Services (Scott McDonald) ............................................................................................................................... 4 Economic Development (Jessica Rogers) ................................................................................................................................ 5 Environmental Services (Dr. Kenneth Banks).......................................................................................................................... 6 Facilities Management (Scott Gray) ........................................................................................................................................ 6 Finance/Customer Service (David Gaines) .............................................................................................................................. 7 Fire (Kenneth Hedges)............................................................................................................................................................. 7 Fleet (Ethan Cox) ..................................................................................................................................................................... 8 Human Resources (Tiffany Thomson) ..................................................................................................................................... 8 Internal Audit (Madison Rorschach) ....................................................................................................................................... 9 Legal (Aaron Leal) .................................................................................................................................................................... 9 Library (Jennifer Bekker) ......................................................................................................................................................... 9 Municipal Court (Jamie Lindsay) ........................................................................................................................................... 10 Parks and Recreation (Gary Packan) ..................................................................................................................................... 10 Police (Frank Dixon) .............................................................................................................................................................. 11 Procurement/Compliance (Cassey Ogden) ........................................................................................................................... 11 Public Affairs (Sarah Kuechler) .............................................................................................................................................. 12 Risk Management/Health (Cassey Ogden) ........................................................................................................................... 12 Solid Waste (Brian Boerner) .................................................................................................................................................. 13 Streets and Drainage (Ethan Cox) ......................................................................................................................................... 13 Sustainability / Recycling Public Outreach (Dr. Kenny Banks) .............................................................................................. 13 Technology Services (Melissa Kraft) ..................................................................................................................................... 13 Utility Administration (Dr. Kenny Banks) .............................................................................................................................. 14 Utilities Strategic Operations (Dr. Kenny Banks) .................................................................................................................. 14 Water and Wastewater Utilities (Frank Pugsley) .................................................................................................................. 14 2 Summary of COVID-19 Departmental Activities Compiled May 4, 2020 for Week of 4/27 – 5/1 Airport (Scott Gray) • The Director is assigned to Executive Team B and has been working remotely this week. Director attending the CMO Director’s meeting and shared details with staff as appropriate. Director coordinating department’s efforts in all COVID-19 related issues or inquiries. • Airport staff continued staff separation protocol and the Terminal Building has remained closed to the public since Friday, March 20. • Administrative staff (Administrative Assistant III, Operations/Maintenance Supervisor, and Airport Manager (Director)) continue to work remotely, subject to call in for emergencies or reduction of staff due to COVID-19 staff exposure. • Operation staff has reduced daily presence to Monday through Friday, 8 a.m. to 5 p.m. to conduct daily airfield safety and security inspections and airfield maintenance. • Maintenance staff has been assigned the Parks & Recreation Department’s city-wide mowing crews. Airfield maintenance will be conducted by Airport Operations staff and Quebec T-Hangars will be maintained by the Facilities Maintenance Department. • Staff is continuing to coordinate with TxDOT Aviation regarding the release and acquisition of new COVID-19 aviation related funding. Animal Services (Randi Weinberg) • Assisted 180 animals through our emergency pet food pantry. • Continuing to do adoptions with appointment only. • Continuing to do Owner Surrenders, Stray Surrenders and RFE’s with appointment only. • Installed temporary plexi-glass shields for the front desk Customer Service Representatives. Capital Planning (Scott Gray) • All personnel have continued to work remotely. Staff is participating in various Microsoft Teams video conferences to keep related design and construction projects on track. Staff has continued work site visits as necessary for inspections or construction coordination. Staff have begun discussions with contractors to determine if they anticipate delays due to supply chain or workforce delays. Capital Projects (Todd Estes) • Real Estate automation – Project status updates are continuing. User training information is being finalized. • Project Management Office and Project Delivery put together an updated schedule that is under review. • Development Review Engineering is continuing to review all administratively approved applications, field changes, and material changes remotely. • Pre-Construction Meetings and Applicant Meetings are being held through Microsoft Teams. • All staff that can, are working remotely. • We are maintaining a rotating shift of Public Works inspectors, 1 week at home and 1 week at the Service Center. • Construction is still taking place, so we have modified inspection procedures to provide the maximum safety for personnel. • Capital Projects administration is working remotely. 3 • Property Acquisitions are still moving forward. • Traffic Operations has been split into an A shift and B shift and are working rotating shifts. • In-house design is continuing as normal. Plans are being developed to move additional work to the internal Engineering design team. City Secretary’s Office (Rosa Rios) • Staff continues to work remotely and on-site as needed for Council meetings and finalize any work that cannot be completed remotely. • Staff continues to answer telephones/emails and direct inquiries to the appropriate department/resources. • Staff continues to process open records requests within established deadlines. • Staff continues to process City Council actions within the established meeting deadlines. Community Services (Dani Shaw) • Finalized planning for virtual meetings of CDAC and HSAC for May 8, 2020. • Finalizing Draft of 2020-2022 Consolidated Plan and CARES Act (CDBG-CV) funding. Scheduling for May; planning for substantial amendment to the 2015-2019 Consolidated Plan for CARES Act (CDBG-CV) funding; coordinating city council work session, public comment, and public hearing schedules May-June; and planning for City Council approval of the 2020-2022 Consolidated Plan in July. • Coordinating closely with ODB, MKOC, and TSA regarding operations levels at hotel sites including oversite of emergency shelter hotel with support of multiple city offices and security firm. • Loop 288 Property - Waiting on completion of City’s due diligence period. Initiated first planning meeting for Loop 288 Project with nonprofits partners and planning team. Reviewed project scope. Next meeting in two weeks. • Community Development staff continue to work remotely • Code Enforcement officers ended A/B shifts. Officers are able to work in vehicles in the field and work onsite following safe distancing guidelines. • Maintaining modified code enforcement operations necessary to monitor neighborhoods and process code complaints, as well as assisting with other tasks such as coordination with Legal, Development Services, and Public Affairs in ongoing Disaster Declaration Enforcement and M-F lunch time delivery of ODB meals to shelter hotel. • Attending virtual meetings with local, state, and federal organizations to stay current on COVID-19 funding opportunities. • Continuing community development operations necessary to maintain HUD compliance and drawdowns, processing requests for emergency housing assistance, completing public facility projects, supporting human services grants agencies, and overseeing three current housing renovation projects. Residential Construction Specialist is conducting work site visits only as necessary for emergency repair assessment, inspections, or construction coordination while implementing modified inspection procedures to provide the maximum safety for staff, contractors, and residents. CD has three (3) open HIP projects and reviewing bids on next three projects. • Answering telephone calls, emails, and providing referrals to available community resources. • Virtual weekly meeting with local non-profits regarding services, logistics, and donation management each week. With support from Public Affairs, CD staff is managing and updating a master list of services online: www.cityofdenton.com/coronavirusresources. • Assisting KDB/Parks with coordinating staff to volunteer at local nonprofits (ODB, MKOC, DCFC, etc.) as needed. Added bilingual staff to assist Denton Community Food Center with translation assistance for Food Pantry clients. 4 Denton Municipal Electric (DME) (Tony Puente) • Staff participated in TMPA budget review on April 29. TMPA Board will consider approval in May. • Staff continues to evaluate proposals for wind and solar renewable contracts. Consideration by PUB and Council will be late-May/early-June. • DME campus remains closed to non-DME personnel. • All field staff have returned to on-site work and no challenges identified over the last week. Social distancing and PPE guidelines continue to be observed. • Non-field staff continue to alternate working remotely and being on-site as needed. Remote working continues to be evaluated on a case-by-case basis but prospects of continuing at least part-time remote working appears viable for some staff. • Work continues on the Cooper Creek to Arco 138kV transmission line. Construction is scheduled to be completed by June 1, 2020. Development Services (Scott McDonald) • All staff that can work remotely are working remotely including development review employees. A limited number of staff who preferred working from the office have continued to work from the Development Services Center. • All Building, Zoning and Health inspectors have returned to working regular work schedules in the field. These individuals are working remotely from their vehicles, only one inspector is allowed per vehicle, and will only enter the facility if necessary. • Development Services has temporarily assigned two planners to work directly with legal to better collaborate in required updates to the DDC. • Development Services continues to receive applications for projects which do not require City Council or Planning and Zoning Commission approval. • Building permit intake and review is continuing as normal with applications being accepted electronically. • Staff is continuing to hold pre-application conferences and pre-construction meetings with applicants using teleconferencing technology. • Development Services staff is using alternative ways to verify contractor registration via MS Teams video conferencing in lieu of face to face verifications. • Development Service staff is successfully filing plats and other documents following an interim process that staff established in coordination with Denton County. • Remote phone software was installed, and headsets provided to Development Services employees allowing them to answer phone calls remotely and lessening the call volume for on-site employees. • Development Services staff has continued retail/grocer education, monitoring compliance, and informing retailers of best practices. Staff is also now providing additional education to dine-in restaurants and non-essential retail stores as well. • Development Services staff in collaboration with CIS and the Fire Marshal’s Office is responding to emergency order investigations and complaints. • Development Services staff drafted a checklist to use when making future COVID-19 related site visits to ensure consistency between inspectors and to improve the quality of data collected • In collaboration with the Library, the hard copy files in the Development Services Center are being digitally imaged including building plans, certificates of occupancy, and historic preservation documents. Additionally, Development Services staff is scanning billboards and signs. 5 • Staff developed a list of retail, restaurants and other establishments with 25 percent occupancy loads to be proactive in the response to GA-18 which allowed certain business to reopen on May 1. Zoning Compliance staff worked with a cross departmental team throughout the weekend of May 1-3 to provide proactive outreach and respond to any complaints received regarding occupancy. • Occupancy totals for local restaurants and businesses are now available on the Development Services webpage and COVID-19 Business Guidelines webpage for reference. • Development Services staff, in collaboration with Public Affairs, the City Attorney’s Office, and City Manager’s Office assisted with the preparation of a proposed revision to the Declaration of Disaster Order that will be considered at the May 5 City Council meeting. The proposed revision would allow development services to resume acceptance of all development application types including plats and rezoning applications and allow Planning & Zoning to resume all necessary business during their meetings, two time per month. • In collaboration with Facilities and Technology Services staff, Development Services staff packed up work spaces and moved furniture and technology to the lower level of City Hall. Once City Hall re- opens to the public, Development Services customer support staff including Planning Technicians, Permit Technicians and a rotating group of subject matter experts will temporarily operate out of City Hall until the new Development Service Center opens in November. Economic Development (Jessica Rogers) • Conducted analyses and prepare information related to local, state, and federal assistance programs, such as the CARES Act, unemployment insurance, the Paycheck Protection Program, and the Economic Injury Disaster Loan Programs. • Reviewed and provided updates regarding unemployment and labor force data and reports released by the US Department of Labor, Bureau of Labor Statistics, and the Texas Workforce Commission. • Continued discussions with TIP Strategies regarding short-term economic development strategies and plans related to the COVID-19 response framework and how to best position Denton for a quick recovery when it is safe to do so. o Reviewed Phase 1 recovery component of strategic plan. • Updating social media pages with relevant information for businesses and providing information and resources to other partners to post for their audiences. • Reviewed updated information from Governor’s office regarding Texas’s re-opening strategy. • Working with Community Improvement Services, Development Services, Public Affairs, and Legal on essential business determinations and implementation of retail to-go model and re-open strategy. o Distributed retail to-go information and re-open strategy information to local property managers and developers with large number of retail tenants. o Discussed retail to-go model and re-opening strategy with property managers. o Reviewed TABC report for restaurant/bar licensees. o Prepared step-by-step procedures for use of Engage Denton to report business complaints taken by City employees. o Reviewed occupancy reports for Development Services and assisted in development of retail business list. • Continued to work with Public Affairs, CMO, and United Way to develop and implement the expanded Information and Referral Service. o Held check in call to discuss program. • Reviewed information regarding actions being taken in cities and economic development organizations across the state to support businesses and respond to the crisis. 6 • Monitored draft and final rules from federal agencies related to CARES Act implementation and distributing information accordingly; and continue to monitor potential new appropriations or legislation regarding economic support programs. • Monitoring information being released by Federal Reserve regarding economic support and monetary policy changes, including new lending programs that could help support local governments and small businesses. • Making regular check-in calls on major employers and large retailers to understand impacts, answer questions, and provide workforce assistance. • Reviewed new text for the SHOP page to promote how to safely support small and local businesses. • Participated in department-wide training with EMSI regarding how to use different reporting tools in economic development software. • Updated and reviewed economic incentive forecasts and contracts, including analyzing and discussing possible impacts of COVID 19. • Responded to requests for information and interview requests from Denton Record Chronicle. • Continued discussions with other departments regarding reorganization of some board/committee operations. • Working with State of Texas Music Office on ways to support musicians during COVID-19 pandemic. • Coordinating with Workforce Solutions for North Texas on resources for employers and claimants for unemployment insurance and helping businesses access other workforce programs. • Working with Denton Chamber of Commerce and Denton Main Street Association to provide resources for those organizations to distribute to their membership. • Maintaining a list of available free educational resources and assistance programs for businesses and sharing information through the regional Denton County economic development/chamber of commerce work group. • Participated in Denton County economic development/chambers of commerce group call regarding businesses reopening. • Maintaining/continuing regular operations necessary for department, including incentive administration and compliance, preparation of agenda items, and other standard department functions. Environmental Services (Dr. Kenneth Banks) • All field workers reported back to the office on Monday, April 26 and are working using the department’s personal protective equipment and social distancing guidelines. • Industrial Pretreatment monitoring activities have resumed. • Inspections of gas well sites continue as programmed. • Staff is actively involved in the Development Review Committee process. • The Municipal Laboratory continues performing regulatory testing for the city’s drinking water plants and water reclamation plant, and for public water systems (PWSs) from nearby communities. • Staff from Industrial Pretreatment volunteered at Denton Community Food Center assisting with translation for Spanish speakers. Facilities Management (Scott Gray) • All maintenance staff have returned to their normal M-F, 7am-4pm shift. Response to emergency needs and COVID-19 needs as well as the on-call technician rotation remains in full effect. Preventative maintenance work has been reinstated to provide the best possible, most efficient care to all City facilities. Administrative staff remains working remotely but is available M-F 7am-6pm. 7 • Staff will continue responding to City-wide COVID-19 related facilities cleaning requests, including coordination of 3rd party janitorial services for deep-cleaning requests. Two staff members have access and are responsible for the majority of City building security changes (e.g., facility lockdowns, access requests, etc.). At the request of the PIO, staff is ensuring any COVID-19 related posters or signage, with updated closure dates, are delivered and posted on external doors at each City facility. Additionally, maintenance staff inspect each building throughout the week to look for any issues that would normally be reported by staff housed in the buildings. • Spending is being limited to necessary and/or COVID-19 related items only as a cost savings measure. • USPS pickup and delivery continues by City Warehouse staff for facilities without external mailboxes. Any City facility with external mailboxes or the ability to continue receiving mail from the Postal Worker, has continued normal USPS. Finance/Customer Service (David Gaines) • Finance o Monitor and update financial projections for the General Fund, Internal Service Funds and Utility Funds as new data becomes available. o Staff continues to track and monitor COVID-19 related expenses for possible FEMA reimbursement. o Staff is working work with the Texas Division of Emergency Management (TDEM) to begin the reimbursement process. o Staff is working to automate the accounts payable process. Recent activities include, automation of expense reports, check requisitions and refund request. • Customer Service o Assisted United Way with the CARES Act assistance program. o Assisted with public phone lines for City Council meetings. o Building on-site resources to serve as an emergency back-up to WFH barriers such as internet outages. o Monitored and analyzing past due balance growth. o Creating strategies to assist customers and prevent service interruptions after reinstatement of standard practices. Fire (Kenneth Hedges) • Public Safety PPE working group continues to monitor burn rates of current stock as well as reviewing and implementing changes coming from the CDC. Implemented the use of UV cabinets to sanitize current PPE to prolong the life of each piece. • Continued working with Denton State Supported Living Center on a COVID-19 plan implementation. A Unified Command structure continues to review updates during a weekly briefing. • Continued weekly discussions of a group of representatives from City of Denton, Denton County, Medical City Denton and Texas Health Presbyterian Hospital Denton to regularly communicate medical needs/responses to COVID-19. • Continued support and coordination of Emergency Operations Center. Staff participate in daily conference calls and distribute a summary report to EOC members. Most EOC staff is working remotely. • Worked with area nursing centers/assisted living facilities to adjust fire response modifications and assist on PPE procurement opportunities. 8 • Due to a reduction in COVID coded responses one of two dedicated units was taken out of service indefinitely on May 2. Staff is continuing to monitor call responses as to preserve the usage of PPE. Continual response modifications are being made for the COVID-19 units. Fleet (Ethan Cox) • Technicians are returning to full work schedule. Normal 7am to 7pm operating hours will resume on 4/27. o Temperature stations will be setup to monitor employees at the beginning of shift. o Technicians will be issued masks to be worn when unable to maintain the proper social distance. • All personnel that can work remote will continue for the time being. Human Resources (Tiffany Thomson) • Fielded phone calls, texts, and emails with COVID19 related questions. • Monitored and responded to the Return to Work Requests from employees returning to work after being ill. o There were 17 requests to return to work forms worked last week. • Gathered data for the Voluntary Separation Plan (Leave balances, misc. reports) • Verified VSP information was received by each employee who submitted an interest form by the deadline. • Began working the TMRS to better handle anticipated retirements. • Began putting together a plan to handle and manage potential retirements that may be coming through due to the VSP. • Responded to questions via phone and email from employees and supervisors about EFMLA, RTW procedures, and other concerns related to leaves and absences. • Acting as the timekeeper for employees on EFMLA to track FMLA and ensure proper coding since this time is paid through ESLA and then at two-thirds. • Assisted employees and leaders with questions about the VSP program and other organizational impacts of budget reductions; provided acknowledgments of receipt for VSP Interest. • VSP assistance o VSP Package assistance. o Phone calls – employees requesting assistance with retiree insurance. o Emails – employees requesting assistance with retiree insurance. o Worked on VSP presentation and packets for virtual meetings starting on 5/4/2020. o Worked on preparing the SSA CMS L564 forms for employees over 65. • Spoke with other cities about the VSP program. • Attended COVID-related webinars. • Coordination of City Auditor interviews. • Called employees that are interested in VSP to let them know they will be receiving a VSP agreement on Monday. • Daily update of the Remote Work Resources page (https://codenton.sharepoint.com/sites/codsp/COVIDHR). • Monitoring of COVID and VSP email inbox. • Downloading records of all applicants for requisitions that are currently on hold due to COVID. • Building live virtual training sessions and Book Club launch prep. • Coordination of recruitment for Municipal Judge and City Auditor. • Volunteered at Our Daily Bread. 9 Internal Audit (Madison Rorschach) • All Internal Audit personnel are working remotely and performing their duties with electronic communication and Microsoft Teams • Staff provides weekly status reports to auditee teams on the status of all ongoing audits • Staff participated in the City-wide Re-Open Plan discussion Legal (Aaron Leal) • City Attorney has advised staff regarding Gov. Abbot’s extension of the emergency declaration • City Attorney has researched and provided guidance regarding legal implications of re-opening city facilities and programs • Attorneys have continued researching and anticipating needs based on Gov. Abbot’s order allowing retail businesses, malls, and theaters to open in a limited capacity • Attorneys continue to respond to questions on employment issues stemming from COVID-19, including the VSP • Prosecutor continues meeting with Code Enforcement, Fire Inspection, and PD to review complaints received regarding business operations Library (Jennifer Bekker) • Curbside and drive up pickup for available hold materials returned to allow patrons access to any circulating materials in the library collection. • Library staff continues to answer phone and email customer questions related to accounts, reference, and reader’s advisory. Staff is also conducting research for patrons while library facilities are closed. • Materials continue to be returned. Staff is checking in materials, sorting, and shelving to keep items from backing up. • Staff began developing phased plan for reopening the library. • Created social media marketing and engagement content on Facebook, twitter, and Instagram. Wrote and posted new library blog posts. Developed schedule for posting live and taped video online programming and activities to ensure M-F daily programming. Planned, prepared, and conducted online programming events. o Online book club, Virtually Together o Virtual StoryTime Live (Wednesdays @ 11 a.m.) o Adult Book Talks o Youth Book Talk o Teen Book Talk o How-to/Craft activities • All full-time circulation staff members are working onsite. All part-time staff members are working onsite. Full-time public services staff are working A/B schedule, rotating onsite and remote working weekly. Some staff members who are high-risk are working remotely. • Library Service Statistics Saturday 4/26-Friday 5/1 o 2,200 items were checked out to 552 patrons in 512 curbside pickup transactions o 3,564 items were returned o Staff responded to over 900 phone calls and e-mails from community members o 5,582 ebooks, digital audiobooks, downloadable music, and streaming TV/movies were checked out last week from cloudLibrary and hoopla digital services 10 Municipal Court (Jamie Lindsay) • Essential Staff rotating Teams in the office. • Court Window Clerks answered phone lines Monday thru Friday 8 a.m. to 5 p.m. • Continued essential duties - processing mail, administrative reports, and case management of citations. • Court Staff continue to respond to email and e-fax requests to reset court dates and provide case information. • Drafting Safety Protocols for Team. • Court Administrator attended Safety Protocol and Re-Open Planning meeting. • Updated Team on current scheduling and safety protocols when reporting to work. • Evaluating workspaces for proper distancing and Team safety. • Acquired supplies to properly disinfect workspaces and protect Team. • Scheduled meeting with Police Department and Customer Service to align reopen strategies. • Reset Arraignment Dockets from April 20-April 24 and mailed Notices to Appear. Parks and Recreation (Gary Packan) • Department Administration o Director and Assistant Director continued to meet remotely with Executive Team, CMO, EOC, Budget, Leadership, and department staff throughout the week via Microsoft Teams and Zoom related to COVID-19 responses, as well routine operational activities. o Continued to meet daily at 8 a.m. with the Business Manager, Marketing staff and Parks Superintendent and reviewed ongoing needs related to COVID-19 and public outreach and communications. o Continued remote staff meetings to coordinate operations and logistics related COVID-19 impacts. o Developed reopening plans for various park amenities and programs in a phased approach. o Coordinated with community volunteers to capture the trails using a GoPro camera to provide a new experience on Virtual Recreation Center website. • Department Refunds and Credits for Week of April 25-May 1 o Staff processed a total of 319 transactions related to program, event, membership, and season pass refunds and credits. • $7,719.50 Refunded  $8,688.70 Credited • Business and Administration o Staff processed more than 50 check requisition refunds related to COVID-19 cancelations, reviewed disaster tracking forms and expense reports, and responded to Engage Denton requests. • Marketing Administration o Staff created updated facility closure sign for public buildings. o Staff created new park signs related to changes in the State’s executive order. o Staff created social media marketing and engagement content for Facebook, Twitter, and Instagram; and responded to daily COVID-related public inquiries. o Staff continued the Question of the Day Facebook video campaign to engage the community with staff in a month-log needs assessment series while at home. o Staff continued content development for the virtual recreation center and updated the SEO for the site to be shared via social media. 11 o Staff met with Leisure Services staff and DTV and discussed how to deliver an all virtual city- wide Fourth of July celebration that will include a virtual parade, virtual fun run, and virtual hot dog eating competition. • Leisure Services and Special Events o Reopened tennis courts and disc golf course o Athletic staff flexed their remote work schedule and helped park maintenance staff by painting the concession stand at Denia Park and the South Lakes Park restrooms. o Staff from MLK Jr. and Denia Rec Center delivered puzzles and gift bags with a “miss you note” to 35 seniors who frequent the American Legion Hall Senior Center and Denia Rec Center. o Denton Senior Center Staff hosted Facebook Live bingo event and Zoom lunch-n-learn webinar about nutrition. o Denia Rec Center launched the department’s first fee-based virtual program using Zoom. The program is a preschool-age ballet class taught by a contractor. • Public Hygiene and Civic Center Pool – The facility continues to be staffed by PARD and cleaned by Parks and Facilities Maintenance staff. o Week 5 | Public Hygiene and Civic Center Pool Attendance Total restroom (255) and laundry (65) usage: 320 ↓ 23 from the previous week. • Volunteer Hours –Staff continued to fill volunteer shifts with Our Daily Bread. o April 26- May 2, City employees filled 29 shifts at Our Daily Bread. Police (Frank Dixon) • DPD continues outreach by participating in rolling parades throughout the community. • Our Homeless Outreach Team is continuing their efforts citywide to identify those in need of services and directing them to those available. • DPD is working on a transition plan to reopen our lobby for business. It will be coordinated as closely as possible with the reopening of Municipal Court. • DPD is drafting an internal working plan for the safe transition back to our new normal operating procedures. • To date, we have not had any DPD employee test positive for COVID, nor have we had any issues within our detention facility. The early implementation of procedures to limit staff contact with the public and the early mandated use of PPE has contributed substantially to this. • DPD will deliver the items donated during our food drive to a local service provider. Procurement/Compliance (Cassey Ogden) • Continue working remotely. • Continue to distribute PPE and disinfectant supplies through the Warehouse. • Followed up on order of gowns – ordered with Denton County, County have started to receive part of their order but no exact delivery date yet. • Followed up with vendor on N95 masks order – still no shipping date yet but vendor has received shipping dates for orders before ours so it should not be much longer. • Followed up with vendor on no touch thermometer order – expected delivery by Wednesday of next week (5/7). • Completed price comparison/availability and historically underutilized business check for cartridge filters for masks for Fire Department. • Purchased cartridge filters for masks for Fire Department. • Assisted Finance with FEMA reporting for the Warehouse items related to COVID. 12 • Conducted meetings for Purchasing and Warehouse staff to discuss daily COVID procurement priorities. • Assisted Finance with on-going FEMA cost tracking and reporting, including purchases made via purchase order (PO) and p-cards. • Participated in weekly EOC meeting. Public Affairs (Sarah Kuechler) • Serving as lead for all public information functions and serving as liaison with CMO and City Council. • Serving on EOC team and operations. Participating in various calls and daily briefings. • Regularly monitoring official announcements, press releases, and media coverage from federal, state, county, and local entities, school districts, universities, businesses, community organizations, nonprofits, etc. Coordinating with our partners. • Developed social media posts, sharing posts, and developed videos to share with the community. • Developed press releases, flyers, social media posts, and more to educate the community and businesses on Stay At Home Order and social distancing best practices. • Supported Economic Development and CMO with responding inquiries regarding COVID-19 guidance, guidelines and orders. • Supported Economic Development with daily reporting of local business impact survey responses; individual responses and summary data reports. • Coordinated with departments to ensure their information on the website is up-to-date, add details about service changes as needed. • Supported Community Development with managing and updating COVID-19 Community Resources page www.cityofdenton.com/coronavirusresources. • Compiled information with Human Resources and drafted communication for Weekly Employee COVID-19 update in both digital and print; and assisted in other employee communications including state self-quarantine mandate for select states. • Coordinated with PMO on tracking and communication for active construction projects that are suspended due to COVID-19 response. • Evaluated state legislation and are prioritizing state laws to request, in coordination with our consultants and other cities, be suspended to enable a more effective COVID-19 response. • In partnership with United Way of Denton County, continue to monitor the Information and Referrals program to connect individuals and small businesses impacted by COVID-19 to federal, state, and local resources • Advocating for the anticipated 4th federal legislation addressing COVID-19 to include direct funding to local governments with no restriction on size (as in the CARES Act) • Scheduled a second forum and following up on employee questions and inquiries from the first. • Collaborated with Cross departmental team to evaluate a strategic approach to the communications of guidelines with regard to national and state “reopening” actions. • Communicated Re-opening information, including graphics, in alignment with state and local orders. Drafted council meeting backup materials for council consideration items. • Expanding virtual platforms for additional public meetings, including the coordination public comments through an online form or telephone. • Deployment of “We Are” and “Denton Strong” video series that demonstrate the City and Denton community response to COVID-19 including videos focusing on community member impact and the benefits of PPE. • Development of special edition of the Resident Update to focus on the City’s response to COVID-19. Risk Management/Health (Cassey Ogden) • Staff is continuing working remotely. • Participated in weekly EOC meeting. 13 • Continued tracking work related exposures of COVID-19 through the Risk Management Information System. Solid Waste (Brian Boerner) • The tonnage of refuse brought into the Denton Landfill continues to rise. o The largest increase are in cash customers and brush self-haul. • There was one call for commercial service reduction due to COVID business losses. • Commercial Roll off request is back to preCOVID-19 levels, however is still tracking 26 dispatches below this same time last year. Streets and Drainage (Ethan Cox) • Field staff is coming back to full work schedule: o Staggered start and dismissal times to reduce the amount of personnel in the building. o Temperature stations will be setup to monitor employees at the beginning of shift. o Crews will be issued mask to be worn when unable to maintain the proper social distance. • All personnel that can work remote will continue for the time being. • Construction projects are resuming. Sustainability / Recycling Public Outreach (Dr. Kenny Banks) • Mowing, trail updates, and plantings were done at Clear Creek • Several meetings were held with Texas Parks and Wildlife and the United States Army Corps of Engineers regarding management of the Ray Roberts Jordan Unit Park. • Staff reviewed the new draft Lewisville Lake Master plan • Staff completed a Social Media plan that incorporates Air Quality, Compost and Drinking Water Week including the creation or update of 12 graphics. • Staff completed a new raised bed at Clear Creek Natural Heritage Center that incorporates 50 native plants. These plants will help support local wildlife by providing a habitat and nutrients. • Staff is working with DTV staff for a Newsbreak regarding the trail damage at Clear Creek. Technology Services (Melissa Kraft) • Technology Services is working with all departments with ongoing technology needs. o Majority of staff are working remotely. Some field staff are working onsite on several service requests and projects. Rotating onsite staff on a weekly basis. o Assisted over 17 walk-ins, Serviced over 277 incidents and service requests. Received 139 calls through our TS helpdesk. o Researched different remote queueing systems for use by different departments. o Updated the City’s FEMA Floodplain website on the Interactive Map Viewer Map Online Portals including new Letter of Map Revisions. o Completed data drop installations at Reprographics, Fire Station 1, Airport and Denton North.1 o Completed return of 30 printers to Canon. • Public Safety Communications (911) o 911 calls on average during the period April 27 to May 3 – 1,280 total calls – 183 calls per day. o Admin calls on average during the period April 27 to April 3 – 2,755 total calls – 394 calls per day. o Calls for service entered into CAD system – 1,481 for Police Department, 265 for Fire Department, 84 for Animal Services. 14 Utility Administration (Dr. Kenny Banks) • Purchase orders, contract administration, change orders, and invoice payments continue to be processed as normal. • Staff spent some time physically in the office for filing, mail, and contract administration that could not be done remotely. • Timekeeping specific to COVID-19 responses continues to be tracked and reported. • Staff is preparing for Public Utility Board meetings to resume in May. Utilities Strategic Operations (Dr. Kenny Banks) • All Water Distribution, Wastewater Collections, Water Metering, and Operations Planning Staff except for Administrative Support returned to work on Monday, April 27th. • The Asset Management division is continuing to remote work currently. • All staff have proper personal protective equipment including masks for each employee, and all employees are screened each day when they report for work, using staggered shifts to allow for optimal social distancing • A Standard Operating Procedure for COVID personal protective equipment and vehicle disinfection is being used. • The Water and Wastewater Utilities Departments received 10,000 masks as a donation, and all cloth masks and gloves requested have been received. An additional 1,000 cloth masks were received through American Water Works Associated and the TXWARN program. • Tasks directly related to maintenance operations, regulatory operations, job site visits and walk throughs, water meter installations, line locating, valve operations, and emergency responses are continuing. Water Distribution and Wastewater Collections are continuing to deliver water to Green Tree Estates. Water and Wastewater Utilities (Frank Pugsley) • Staff prepared Department specific personal protective equipment policies to allow Operations, Maintenance, and Construction staff/crews return to near full capacity on Monday April 27. All staff have been provided appropriate personal protective equipment. • All Utilities are being operated to ensure no noticeable diminishment of services. • All staff have been provided with both washable and disposable masks for use during work where social distancing is not possible. • Production and Reclamation are bringing more staff on site using personal protective equipment combined with daily screening. Adjustments have been made to accommodate higher risk staff members who continue to work from home at this time. • All staff members continue to take actions to minimize likelihood of exposure, including personal protective equipment, disinfection of vehicles / equipment before and after use, and social distancing. • Staff continues to ensure all essential Water and Wastewater (Reclamation) operations are maintained with no noticeable service loss.