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CITY MANAGER’S REPORT April 28, 2020 COVID-19 PANDEMC UPDATE We are about mid-way through the second month of the City’s response to the COVID-19 pandemic and the timeline of significant events provided at the end of this report continues to grow. The City continues to provide accurate, timely, and valuable information to our citizens and interested parties through various media outlets and is working hard to ensure the safety and wellbeing of our community members and employees. The most recent release of the Governor’s “Reopening the Big Sky” phased approach has given some insight into how the future may look for us, but the timing and duration of each of the three phases is still unknown. While we anticipate a reopening of City Hall on May 4th, we continue to have a significant portion of our City Hall team working remotely. We do not anticipate a noticeable change in the level of service for our customers as we have learned to work together in more remote settings during the past month. The Whitefish Parks & Recreation Department has released a phased reopening plan for our parks and park facilities on April 27th. I have attached the plan for your review. During the next two weeks, while we are busy preparing the City’s Proposed Preliminary Budget, we will take a deep dive in to the revenue impacts from the various closures and limited operations of our local businesses. As of today, Resort Tax collections for March 2020 are down about 40% from March 2019. The 40% decrease has not been adjusted for amounts that may still be outstanding for that month, but we do not expect that collections from delinquent accounts will increase collections enough to at least remain flat with the prior year. Furthermore, we are anticipating April to have an even larger decrease. We will provide an updated analysis of revenues at the June 1, 2020, City Council meeting. THE WAVE BOARD Every Monday the Wave Board has been holding a conference call to discuss the impacts from the COVID- 19 pandemic and a plan moving forward. The Wave applied and was approved for a loan through the Small Business Administration Paycheck Protection Program. While a loan at first, the Board anticipates the amount utilized to cover payroll, and possibly some utilities, will be forgiven. Under Governor Bullock’s phased approach, gyms and pools cannot open during Phase One, but there are limited operations allowed starting in Phase Two. To prepare for a reopening the Board is working with local Whitefish doctors and a retired County Health Officer to ensure the precautionary measures taken are effective and the best approach possible to ensure the health and wellbeing of members and employees. CITY COUNCIL GOALS FOR FY20 AND FY21 While delayed by our COVID-19 response, Department Directors and I are working on both the City Council goal updates from the third quarter of FY20 and the proposed goals for FY21 that will be provided to the City Council no later than the first meeting in June. REMINDERS AND OTHER INFORMATION City Hall is closed to the public through May 1st. After careful planning and implementation of safety precautions, we plan to reopen City Hall on Monday, May 4th. Please expect some changes to public access and operations within City Hall as detailed in the attached report. We will continue to offer most of our ---PAGE BREAK--- services remotely and encourage customers to take advantage of our remote payment options. We will continue to have someone available to help answer questions or direct calls through our main line at 406- 863-2400, Monday thru Friday, 8 a.m. to 5 p.m., excluding holidays. NEXT COUNCIL MEETING The next City Council meeting will be held remotely via WebEx on Monday, May 18th. A work session will be held for committee interviews followed directly by the regular City Council meeting. Respectfully submitted, Dana M. Smith, CPA City Manager ---PAGE BREAK--- COVID-19 Pandemic Timeline of Significant Events March 15th – “Governor Bullock Directs the Closure of Public K-12 Schools for Two Weeks; Strongly Recommends Social Distancing Measures to Slow the Spread of COVID-19.” Marth 15th – City Administrative Policies for employees issued covering Travel Restrictions, Telecommuting/Remote work, and accrued leave use during school closures due to COVID-19. March 16th – Emergency Ordinance adopted by City Council cancelling all non-essential meetings, waiving resort tax late fees, waiving late fees and shut-offs for utilities, closing public restrooms, approving two weeks of paid emergency sick leave for employees who are directed by the Flathead City-County Health Department or a licensed physician to be isolated or quarantined due to COVID-19, and authorizing City Hall to be closed to the public. March 17th – Letters to residents and businesses from the City Manager and a letter to the community from Mayor Muhlfeld were emailed to the City’s notification list and posted on the City’s website. March 17th – Park Board closed park facilities, restrooms, and playgrounds. March 18th – City Hall officially closed to the public through March 27h. March 18th – Letter to residents regarding certain park closures emailed to the City’s notification list and posted on the City’s website. March 18th – Community update video series started with an update from Mayor Muhlfeld. March 18th – City Administrative Policy issued for emergency paid sick leave adopted by City Council. March 18th – Families First Coronavirus Response Act (FFCRA) became law and required updates to the Emergency Paid Sick Leave Policy. FFCRA also expanded FMLA benefits to employees who cannot work due to having children out of school or daycare due to COVID-19 and provides for 2/3 of the rate of pay for the 10 weeks after the two unpaid weeks. March 19th – Declaration of a State of Emergency by Mayor Muhlfeld. March 19th – Flathead City-County Health Officer ordered closure of restaurants, bars, gyms, casinos, cinemas, etc. through March 30th. March 19th – City assisted Flathead County by sending a request to hotels/motels meeting specific criteria to respond to a survey for potential identification as overflow sites if the need arises. March 20th – “Governor Bullock Announces Closure of Dine-In Food Service and Alcoholic Beverage Businesses, and Other Activities that Pose Enhanced Risks to Curtail Spread of COVID-19.” March 22nd – Community update video from City Manager. ---PAGE BREAK--- March 23rd – City Administrative Policies issued to align previously issued Emergency Paid Sick Leave Policy with new FFCRA and to expand FMLA coverage. March 24th – Governor extended school closures and mandates social distancing. March 24th – Community update video from Mayor Muhlfeld. March 24th – City Hall closure to the public extended to April 10th. March 25th – Community update with Whitefish Community Foundation highlighting available resources. March 26th – Governor Bullock issued the Stay-at-Home Directive through April 10th. March 26th – Flathead City-County Health Officer ordered additional closures for salons, body art establishments, and massage services through April 10th. March 26th – Community update video from City Manager. March 27th – All park facilities are closed with the exception of open space parks. Signs were placed at all parks regarding closures. Signs were also placed on trash receptacles requesting people to “pack in, pack out” to lessen the risk to employees and the frequency needed to haul trash while the City is operating essential services only. March 27th – Community tourism update from Whitefish Convention and Visitors Bureau. March 27th – Glacier National Park closed to all visitors until further notice. State and Federal public lands started closures of campsites and restrictions for day-use only. March 29th – Community update from Mayor Muhlfeld. March 30th – City began operating at essential service levels to follow the Governor’s Stay-at- Home Directive. Most employees in City Hall are working remotely unless their position requires duties to be completed in the office. Public Works Department crews operating out of the Water Treatment Plant, Wastewater Treatment Plant, and the Public Works Shop have been reduced by about 50% and are alternating paid days off under the emergency sick leave. Building inspectors continue to operate as normal and will adjust with demand. Parks and Recreation staff operating out of the Parks Shop are primarily on paid leave under the emergency paid sick leave through April 10th with some minor remote work and garbage service as needed. The Library is closed and those with remote work are doing so. Police, Court, and Fire are operating with normal staffing levels and taking extra precautions for safety. March 30th – Governor Bullock issued directive for mandatory quarantine for those traveling into Montana from out of State. Montana National Guard will assist in checking temperatures at airports and rail stations. March 30th/31st – Letter emailed and mailed to all licensed short-term rental and lodging properties in Whitefish requesting the businesses to voluntarily refrain from booking stays for visitors traveling for non-essential purposes through April 30th as supported by the new federal guidelines. ---PAGE BREAK--- March 31st – Governor Bullock’s new directive temporarily stops evictions, foreclosures, and cancellations of utilities. Late fees and penalties are also prohibited through April 10th. April 2nd - Governor Bullock issued a new directive designating childcare as an essential business with certain requirements for operations and limiting the number children. April 5th – City Council held a remote special session and adopted an emergency ordinance prohibiting motels, hotels, short-term rentals, and other lodging facilities from accepting reservations for non-essential purposes through April 30, 2020, with possible extensions in accordance with federal, state, and local guidance. April 5th – Letter emailed to all short-term rental and lodging properties from the City Manager notifying them of the new emergency ordinance. April 6th – Letters mailed to all short-term rental and lodging properties from the City Manager notifying them of the new emergency ordinance. April 6th – The first remote regular City Council meeting was held. The City Council adopted an emergency ordinance clarifying the authority of the City Manager, addressing the ability for remote City Council, Planning Board, and Architectural Review Committee meetings, amending the original emergency ordinance, and identifying certain deadlines tolled and held in abeyance in accordance with a directive issued by Governor Bullock. April 7th – Flathead City-County Health Department issued a public notice confirming community spread of COVID-19. April 7th – Governor Bullock extended the previously issued directives including the directive to stay at home, the closure of dine-in food service and alcoholic beverage businesses, closure of public schools, and others through April 24th. April 7th – Governor Bullock also issued two new directives. One directive waives the required two-mill emergency levy in order to access new funding coming into the state through the federal Coronavirus Aid, Relief and Economic Security (CARES) Act and the other provides protective measures for first responders. April 7th – City Hall closure to the public extended to April 24th. April 9th – Frequently Asked Questions and example confirmation form for essential short-term lodging arrangements posted to the City’s website as referenced in letter mailed on April 6th. April 10th – First lawsuit filed against a Montanan City for their response to the pandemic. Known information so far is that the lawsuit is related to the opening of a golf course and the failure of the City to meet the CDC guidelines relating to masks. City Attorney Jacobs is looking into this case to learn more. April 13th – Flathead City County Health Department issued a statement regarding the first death of a Flathead County resident from COVID-19. April 13th – Community Update from the CEO of North Valley Hospital, Kevin Abel. ---PAGE BREAK--- April 14th – Governor Bullock announced the release of the first Interim Analysis of COVID-19 Cases in Montana (as of 4/10/2020 10 pm). April 14th – City Administrative Policy 2020-08 issued to address operational and personnel policy changes in response to COVID-19. This policy includes updates to the travel policy, meetings, remote work, leave use, etc. April 16th – First remote Whitefish Planning Board meeting held. April 16th – Governor Bullock announced the creation of the Coronavirus Relief Fund Task Force. The Task Force, comprised of business owners, nonprofits, and local government representatives, will help determine how the $1.25 billion appropriated to Montana from the Federal CARES Act should be used. April 17th – Community Update from Assistant Police Chief, Bridger Kelch. April 22nd – Governor Bullock announced the phased approach “Reopening the Big Sky,” provides directives for Phase One with certain businesses allowed to open, extends the mandatory 14-day quarantine of certain travelers coming into Montana from another state or country, extends certain waivers provided in other directives, and lifts the Stay-at-home Directive on April 26, 2020. April 23rd – Flathead City-County Health Department provides additional guidance for businesses preparing to reopen under Phase One. April 23rd – Community Update from Mayor Muhlfeld and City Manager regarding the phased reopening of Montana. April 23rd – In accordance with Ordinance 20-05, City Manager issues order extending the prohibition of non-essential stays in Whitefish lodging facilities until May 10th with a plan for the City Council to review a phased reopening plan on May 4th. April 23rd – City Hall closure extended to May 1, 2020. Anticipated reopening on May 4th. April 25th – Community Update from Whitefish Legacy Partners featuring guidelines and reminders for recreating safely on the Whitefish Trail System. April 26th – Whitefish School District Board of Trustees decides to continue with remote learning through the end of school year. April 27th – In accordance with Ordinance 20-04, City Manager issues Order 2020-02 that cancels all City Board, Commission and Committee meetings through Phase One, with the exception of City Council, Planning Board and the Architectural Review Committee which will be held remotely via WebEx, clarifying remote meeting participation, temporarily waives all late fees and service shut off for delinquent water and sewer accounts through May 24, 2020, temporarily waives resort tax delinquency fees through May 24, 2020, and keeps public restrooms located in the parking structure and the O'Shaughnessy Center closed through Phase One. ---PAGE BREAK--- April 27th – City Administrative Policy issued to clarify operations in accordance with state and local guidance for Phase One, Phase Two, and Phase Three. April 27th – City releases information about public access and operational changes at City Hall in preparation for reopening date of May 4th. April 27th – Whitefish Parks & Recreation release phased reopening plan for parks and park facilities. ---PAGE BREAK--- The City of Whitefish Parks and Recreation Department looks forward to providing recreation opportunities and spaces for our community. In consideration of Governor Bullock’s guidelines and directives, as well as CDC and the City-County Health Department guidelines, outlined in blue, we have developed a phased approach to reopening parks. The green sections of the plan are the initial guidelines the Parks and Recreation Department will follow. However, we will continually assess measures as we move through each phase. This plan is meant to balance the need for and benefits of recreation while operating within the guidelines set forth for social distancing and sanitation measures. It is important to note that this is a fluid document and may be revised as needed. While we prepare to reopen parks, we will work diligently to secure appropriate sanitation resources, develop necessary signage, train staff on new protocols, and obtain necessary PPE for our staff and program participants. We will continue to keep our community updated as we move through the phases of the plan. We ask that you are patient with us as we work through each phase of the plan, and we ask that all citizens abide by all established rules and requirements to keep our community safe. Please direct all questions to the Parks and Recreation Department by calling 863-2470. We look forward to recreating with you all again soon. ---PAGE BREAK--- Whitefish Parks and Recreation Reopening Plan Phase I – Preparation • Vulnerable individuals continue to follow stay at home guidance • All individuals when in public should maximize physical distance • Limit groups to 10 people where physical distancing cannot be achieved • Minimize non-essential travel • Childcare settings and youth activities can become operational if physical distancing can be achieved and with limited group size • Outdoor recreation opportunities can be provided with physical distancing requirements and sanitation protocols Parks and Trails • Essential services: garbage pickup, construction management (site visits), preparation of parks for reopening and providing necessary protocols and PPE for staff • No park or park amenity will be opened until parks have been prepared for reopening with appropriate measurements for social distancing and sanitation • Open parks and trails o All bicycle and pedestrian paths and trails o The Whitefish Trail (expect bathroom closures and limited garbage facilities) o All open space parks • Closed parks and amenities: o All playgrounds o All basketball courts o All pickleball and tennis courts o Skate park o Dog park o Public restrooms o Garbage labeled “Pack in /Pack out” • Please be aware that Crowded Parks = Closed Parks Facilities • Essential services: construction management (site visits), preparation of facilities for reopening and providing necessary protocols and PPE for staff • No facility will be opened until it has been prepared for reopening with appropriate measurements for social distancing and sanitation • Facilities eligible for opening pending appropriate sanitization measure in place: o Gazebos with proper physical distancing, groups of no more than 10 people, and appropriate sanitation measures (no rentals at this time) • Closed public facilities: o Armory o Ice Den o Public restrooms o City Beach Concessions Urban Forestry • Assist with opening of parks and parks maintenance • Begin Cash in Lieu of Street Trees and Adopt A Trees ---PAGE BREAK--- • Minimal Urban Forestry Maintenance City Beach • Boat launch remains in off-season status (online, self-certification for launching access) while Rangers are trained in appropriate protocols and guidelines and launch is prepped for reopening • Dock installation • Decontamination Station prepped for reopening • AIS inspections begin at State Park when open Recreation • Current programming cancelled • Before and After School will not reopen this year • Online, virtual programming offered through Facebook, Instagram, and WebEx continues • Preparation of modified programming Boards and Committees • Board and committee meetings cancelled: o Park Board o Tree Advisory o Bicycle Pedestrian Committee o Connect Whitefish o LLAC o Whitefish Trails Operations Committee Special Events • Special events remain cancelled ---PAGE BREAK--- Whitefish Parks and Recreation Reopening Plan Phase II – Reopening • Vulnerable individuals continue to follow stay at home guidance • All individuals when in public should maximize physical distance • Limit groups to 50 people where physical distancing cannot be achieved • Minimize non-essential travel • Childcare settings and youth activities can become operational with physical distancing and with limited group sizes • Outdoor recreation opportunities can be provided with physical distancing requirements and sanitation protocols Parks and Trails • Standard parks maintenance • Parks and park amenities eligible for reopening with reduced capacity guidelines: o Pickleball, tennis, and basketball courts with social distancing and appropriate sanitation measures o WAG Dog Park with social distancing guidelines and appropriate sanitation measures o Skate Park with social distancing and appropriate sanitation measures o Public restrooms with appropriate sanitation measures o Garbage • Closed parks and amenities: o All playgrounds Facilities • Standard facility maintenance • Facilities eligible for reopening with reduced capacity guidelines: o Stumptown Ice Den with proper physical distancing, limited group size, appropriate sanitation facilities and measures o Armory with proper physical distancing, limited group size, and appropriate sanitation measures o Gazebo rentals resume o Public restrooms o City Beach Concessions with proper physical distancing and sanitation measures in place Urban Forestry • Standard urban forestry practices City Beach • Boat launch opens with protocols and guidelines for social distancing and sanitation • Decontamination Station opens • AIS inspections provided at State Park and City Beach Recreation • Online, virtual programming offered through Facebook, Instagram, and WebEx continues • Modified programming that maximizes physical distancing and limits group size Boards and Committees • Board and committee meetings cancelled: o Park Board o Tree Advisory o Bicycle Pedestrian Committee o Connect Whitefish o LLAC o Whitefish Trails Operations Committee Special Events • Special events permitted with physical distancing guidelines, limited group size, and appropriate sanitation measures in place ---PAGE BREAK--- Whitefish Parks and Recreation Reopening Plan Phase III – Complete Opening • Vulnerable individuals practice physical distancing and continue to take precautionary measures • All individuals should limit contact time with others and limit time in crowded spaces • Non-essential travel can resume • Childcare settings and youth activities can resume considering limited time spent in crowded environments • Outdoor recreation opportunities can resume, and playgrounds can open • No limit to group size, but physical distancing should still be observed Parks and Trails • Standard parks maintenance • All parks and park amenities are open with reminders of revised social distancing guidelines Facilities • Standard facility maintenance • All facilities are open with reminders of revised social distancing guidelines Urban Forestry • Standard urban forestry practices resume City Beach • Boat launch remains open with revised protocols and guidelines for social distancing • Decontamination Station remains open • AIS inspections provided at State Park and City Beach Recreation • Programming can resume with consideration of social distancing and limited time spent in crowded environments Boards and Committees • Board and Committee Meetings Resume o Park Board o Tree Advisory o Bicycle Pedestrian Committee o Connect Whitefish o LLAC o Whitefish Trails Operations Committee Special Events • Special events can resume with no limit to group size ---PAGE BREAK--- CITY HALL PUBLIC ACCESS AND OPERATIONAL CHANGES The health and well-being of our employees and community members is our top priority. The City continues to work closely with the Flathead City-County Health Department and other local partners to ensure a coordinated response to the novel coronavirus (COVID-19) that is consistent with the latest guidance from the Centers for Disease Control and Prevention (CDC), the Montana Department of Public Health and Human Services and directives issued by Governor Bullock. On April 22, 2020, Governor Steve Bullock issued a directive providing guidance for the phased reopening of Montana and establishing conditions for Phase One of the “Reopening the Big Sky” (Reopening Plan). The Reopening Plan provides for three phases and contains no specific dates when the State of Montana will move into the next phase. Phase One lifted the Stay-at-Home Directive and officially commenced on April 26, 2020. Below is a summary of guidelines under the Reopening Plan for each phase: All Phases: Continue to practice good hygiene o Wash your hands with soap and water or use hand sanitizer, especially after touching frequently used items or surfaces o Avoid touching your face o Sneeze or cough into a tissue or the inside of your elbow o Disinfect frequently used items and surfaces as much as possible o Strongly consider using non-medical face coverings when in public, especially in circumstances that do not readily allow for appropriate physical distancing People who feel sick should stay home o Do not go to work or school o Contact and follow the advice of your medical provider o Follow local health department guidance on isolation and quarantine Phase One: Vulnerable individuals should continue to the follow stay at home guidance Accommodations for vulnerable individuals should be considered All individuals when in public should maximize physical distance from others Limit groups to 10 people where physical distancing cannot be achieved Minimize non-essential travel Continue telecommuting/remote work when possible and feasible Provide alternate work schedules to meet social distancing guidelines Close personnel and facility common areas or enforce strict social distancing protocol ---PAGE BREAK--- Phase Two: Vulnerable individuals continue to follow stay at home guidance Accommodations for vulnerable individuals should be considered All individuals when in public should maximize physical distance Limit groups to 50 people where physical distancing cannot be achieved Travel restrictions remain in effect for those returning to Montana when traveling from out-of-state Continue telecommuting/remote work when possible and feasible Provide alternate work schedules for social distancing guidelines Phase Three: Vulnerable individuals practice physical distancing and continue to take precautionary measures All individuals should limit contact time with others and limit time in crowded spaces Travel can resume to normal Full staffing of the workplace can resume Based on the detailed requirement of each phase of the Reopening Plan, City Hall will reopen to the public during Phase One with normal business hours. Precautionary and protective measures and policies must be in place prior to reopening. The expected reopening date is May 4, 2020. Please prepare for your visit and plan to adhere to the following policies when coming to City Hall: 1. Entrance and Exit Access Points. During Phase One and Phase Two the main front doors to City Hall on the corner of Baker Avenue and East 2nd Street will operate as the entrance for all public accessing City Hall. The door on Baker Avenue, closest to the parking structure, will operate as the exit. For emergencies, the front doors and second floor door may be used as an exit for all employees and customers. The second-floor door will remain locked as an employee only entrance and exit during Phase One and Phase Two. When the State is under Phase Three all doors will return to normal operations. 2. Plastic Barriers and Social Distancing Markers. Protective plastic barriers will be temporarily installed at each counter serving the public and markings placed on the floor will indicate proper social distancing (6-feet). The lobby seating area may be closed if proper social distancing is determined to be impossible or repeatedly violated. These protective measures will remain in place until the public health emergency ends. 3. Masks Required for Public Access. All individuals from the public entering the building are required to wear a mask during Phase One and notice will be posted on the front doors. Disposable masks will be available for those visitors who need one in the City Hall vestibule. For those individuals who should not wear a mask in accordance with CDC guidelines, forehead infrared thermometers will be available as an alternative. During Phase Two and Phase Three masks will not be required due to the protective plastic barriers at each front counter but are strongly recommended. ---PAGE BREAK--- 4. Masks Required for City Employees. City employees who cannot maintain 6-feet physical distance from others, such as those interacting with the public at the front counters or those meeting in an office, will wear a cloth face covering during those interactions unless instructed otherwise by a doctor or recommended by the CDC during Phase One. During Phase Two and Phase Three masks will not be required due to the protective plastic barriers at each front counter but are strongly recommended. 5. Self-check Health Assessment Stations. In accordance with the guidance from Governor Bullock and the Flathead City-County Health Department, all employees and public entering City Hall will complete a self-check health assessment during Phase One and Phase Two of the Reopening Plan. For the public, a self-check health assessment station will be setup in the City Hall vestibule. A questionnaire will be posted for the public to ask themselves the following questions prior to proceeding further: In the last 48 hours have I experienced: a. An elevated temperature/fever of 100.4 or higher? b. Coughing? c. Chills, feeling very warm, flushed appearance or sweating with no activity? d. Shortness of breath or difficulty breathing? e. Loss of taste or smell? f. Sore throat? g. Unexplained muscle pain? h. A fever and taken a medication to reduce the fever? The self-check health assessment station will also have a forehead infrared thermometer available for the public to use. Strict disinfecting procedures and supplies will be provided for before and after use. This step is required if a mask is not worn as stated above. Individuals who answers yes to any of the questions or has an elevated temperature after checking their own temperature with the forehead infrared thermometer, will be directed to proceed no further, exit the City Hall vestibule, and to contact the department they would like to do business remotely by phone ([PHONE REDACTED]) or email. 6. Cleaning and Disinfecting Procedures. Hand sanitizer will be provided to City employees and the public visiting City Hall when availability of the product allows. However, frequent proper hand washing is still strongly recommended as it has been determined to be more effective than hand sanitizer. Front counters and main door handles will be disinfected every two hours or more frequently as time allows during normal business hours. Pens used by the public will be properly disinfected after each use. Other frequently touched surfaces will be disinfected daily.