HomeMy Public PortalAbout2009-11-26_Business Continuity Plan - Pandemic Policy_P-59MUNICIPALITY OF THE DISTRICT OF CHESTER
POLICY P -59
BUSINESS CONTINUITY PLAN - PANDEMIC
The key impact on the Municipality of the District of Chester during an influenza Pandemic will be
absenteeism and its effect on Business Continuity. It is anticipated that during the peak of a Pandemic the
Municipality's absenteeism rate may be in the range of 20 to 25 percent (based on an average of 50
employees, this would be 10 to 13 employees). Some sources project an even higher rate of absenteeism
at 30 percent (15 employees). A normal absenteeism rate during a Flu Season for staff is less than five days.
A sustained rate of absenteeism in excess of this will impact service delivery.
In response to this, the Municipality has developed a Business Continuity Plan which will minimize the
impact of higher than normal absenteeism rates on the Municipality's service delivery during an influenza
pandemic.
1.0 GOAL
During higher than normal Absenteeism Rates, the Municipality will be challenged to provide all services
at a normal service delivery level. As such, the Business Continuity Plan - Pandemic will ensure that the
Municipality continues to provide those services that are classified as (1) High and (2) Medium High.
The Goal of the Business Continuity Plan - Pandemic is to ensure that the Municipality of
the District of Chester is able to provide those services categorized as High and Medium
High during a Pandemic, prior to those that have been classified as Medium Low and Low.
1.1 Classification /Prioritization of Services
The following shall be the Classification /Prioritization of Services:
High Those services that must be provided immediately (less than one day) or will
definitely result in loss of life, infrastructure destruction, loss of confidence in
the government and significant loss of revenue.
Medium High Those services that must be provided within 72 hours orwill likely result in loss
of life, infrastructure destruction, loss of confidence in the government, and
significant loss of revenue or disproportionate recovery costs.
Medium Low Those services that must be resumed within two weeks, or could result in
considerable loss, further destruction or disproportionate recovery costs.
Low Those services that could be delayed for two weeks or longer, but are required
in order to return to normal operation conditions and alleviate further
First Notice - Council - November 12, 2009 (2009 -540)
Second Notice - Council - November 26, 2009 (2009 -571)
Effective Date - November 26, 2009
Policy P -59 Business Continuity Plan - Pandemic (continued)
disruption or disturbance to normal conditions.
Additional factors that may be considered are:
Immediate Obligations
Immediate Internal Obligations
1.1.1 The Classification /Prioritization of Services shall be as per the Appendices A through G.
This shall be reviewed on an Annual Basis by Senior Management to ensure relevancy.
2.0 Implementation of the Business Continuity Plan - Pandemic
This Business Continuity Plan shall be implemented upon the following occurring:
A. A declaration of an Influenza Pandemic by Federal, Provincial, or local health authorities;
and
B. An absenteeism rate in excess of 18 percent of Employees (9 employees);
C. An absenteeism rate that prohibits services offered by a particular department; or
D. At the discretion of the Chief Administrative Officer.
2.1 Sick Leave Policy
The Municipality of the District of Chester recognizes that in the event of an Influenza Pandemic, the
current sick leave provisions of the Personnel Policy may not be sufficient.
An employee who exhibits or reports flu like symptoms (fever, cough, sore throat, stuffy nose, chills,
headache and /or body ache, fatigue, etc) will be required to remain at home for the period of time
recommended by the Nova Scotia Department of Health at the time of their illness. It is important that
they do not return to work before the time recommended by the Nova Scotia Department of Health so as
not to spread the virus within the work environment. An employee is expected to return to work as soon
as they are asymptomatic.
The Chief Administrative Officer, or a Department Head, reservesthe right to inform an employee that they
must remain away from the work place until their health is cleared by a physician or a safe return to work,
so as not to pose a risk to the health of others.
In all instances of an Influenza Pandemic- related absence from work, the employee's banked sick leave is
to be used to cover the employee's absence. To facilitate the requirement to remain at home for a period
of time recommended by the Nova Scotia Department of Health the following measures shall be
implemented:
2.1.1 The requirement for a Medical Note, pursuant to Section 13.7 of the Personnel Policy will
First Notice - Council - November 12, 2009 (2009 -540)
Second Notice - Council - November 26, 2009 (2009 -571)
Effective Date - November 26, 2009
Policy P -59 Business Continuity Plan - Pandemic (continued)
be waived for more than three (3) sick days in a row; or more than ten (10) days per year
(if sickness during pandemic results in more than ten (10) days).
2.1.2 Employees will be permitted to access sick leave, provided the employee has sufficient
days in their sick leave bank, in order to care for a family member who is ill.
2.1.3 In the event an employee becomes ill with the Influenza Pandemic virus and is entitled to
sick leave but does not have sufficient banked sick leave to cover the period of their
absence, the Municipality will, upon the request of the employee, provide the employee
with a paid sick leave advance of up to five (5) days. The Municipality will recover these
sick leave days at the rate of entitlement provided for in Section 13.5.1 of the Personnel
Policy.
2.1.5 To facilitate the provision of services, employees who wish to recommence work, prior to
their recovery from flu -like symptoms, may request work at home status. Employeeswill
be compensated at the regular rate of pay. Work at Home Status is not possible for all
positions or all circumstances, and will be considered in consultation with the supervisor
and CAC.
The Work at Home Status will be granted for the period of the flu -like symptoms, or until
deemed appropriate by the CAO.
2.3 School /Daycare Closures
The Municipality will make every effort to accommodate requests for vacation time, overtime, or unpaid
leave that may be necessary due to the closure of a School /Daycare which results in the necessity of an
employee caring for one's dependents.
2.4 Mandatory Leave
To protect the safety of the Municipality's employees, Councillors, and Municipal residents from the spread
of a virus, and to minimize the impact of the same on the delivery of High and Medium High services, the
CAD or Department Head may require an employee who displays symptoms of a virus that is contagious
and the cause of high absenteeism rates, to take leave. In the event that an employee disagrees then the
employee would be required to provide a doctor's certification that they are not infected with H1N1.
Employees will be provided with the option of taking leave from their accumulated sick leave, over time,
vacation, or an unpaid leave of absence. The type of leave taken will be a the discretion of the Employee.
2.5 Meetings
All meetings, with the exception of Council, will be suspended until such time as the absenteeism rate is
reduced to below 18 percent. Council meetings shall be limited to time sensitive and emergency items
First Notice - Council - November 12, 2009 (2009 -540)
Second Notice - Council- November 26, 2009 (2009 -571)
Effective Date - November 26, 2009
Policy P -59 Business Continuity Plan - Pandemic (continued)
only.
Council meetings may be held off -site if required.
Face to face meetings are discouraged and alternative methods for meetings shall be implemented,
including telephone conferencing where possible.
A press release regardingthe suspension or relocation of meetingvenues shall be made as soon as possible
after the implementation of this plan (Appendix H).
2.6 Suspension of Services
Upon implementation of this Plan, priority will be given to the delivery of High and Medium High services.
This may require the suspension of Medium Low and Low Services. This will be assessed on a case by case
basis.
Councillors will be advised of the suspension of a service immediately upon suspension of the service.
Public Communications respecting the suspension of a service will be made, where deemed appropriate.
All services will resume once the absenteeism rate is below 18 percent and upon the Department Head
determining that resources are sufficient for the same, or when deemed appropriate by the Chief
Administrative Officer.
2.7 Redeployment of Staff
In order to ensure the provision of High and Medium High services, the Municipality reserves the right to
redeploy staff as the need arises. Redeployment could be to a different worksite, role, function, or location
and include different hours of work. Such redeployment will only be for the duration of the high
absenteeism rate.
Employees will not be asked to perform duties that require specific skills or training, unless the same is
provided prior to the employee performing the duties.
2.8 Work at Home Status
In order to reduce the spread of the Pandemic Influenza between employees of the Municipality, it may
be necessary to implement alternative work arrangements for employees.
Employees may be asked to work from home, where possible. The CAD, in consultation with the
Department Head, will determine those positions that would qualify for Work at Home Status. In
considering the same, the CAO will have consideration for the following:
First Notice - Council - November 7.2, 2009 (2009 -540)
Second Notice - Council - November 26, 2009 (2009 -571)
Effective Date - November 26, 2009 4
P -59 Business Continuity Plan - Pandemic
2.8.1 The category of the service to be accommodated through Work at Home. Priority will be
given to High and Medium High Services.
2.8.2 The ability of the position to adequately perform the required job functions from home.
2.8.3 The infrastructure in place at the home to facilitate Work at Home.
2.8.4 Other criteria as may be deemed appropriate.
2.9 Vacation Call Back
A supervisor may call back an employee from vacation if necessary to ensure the delivery of Medium High
or High Services.
2.10 Daily Briefing Sessions
During the implementation period of this plan, Department Heads shall meet daily, or at a frequency
deemed appropriate, to brief the CAD on absenteeism rates and service delivery implications.
The CAD shall brief the Warden and Councillors accordingly.
2.11 Notifying Supervisor of Absences
All employees are required to notify their Department Head of an illness as soon as possible prior to the
start of their normal working hours. Department Heads will then convey this information to the Municipal
Clerk or CAO. This will enable Department Heads to meet if required to determine the requirements for
deployment of resources.
First Notice - Council - November 12, 2009 (2009 -540)
Second Notice - Council - November 26, 2009 (2009 -571)
Effective Date - November 26, 2009
Policy P -59 Business Continuity Plan - Pandemic (continued
Appendices
Please note that the Appendices shall be reviewed annually by the Chief Administrative Officer and
Department Heads. Revisions to Schedule A shall be approved by a motion of Council.
Departments:
APPENDIX A - Administration and Financial /Tax Department
APPENDIX B - Building and Fire Inspection Department
APPENDIX C - Information Technology Department
APPENDIX D - Planning Department
APPENDIX E - Public Works Department
APPENDIX F - Recreation & Parks Department
APPENDIX G - Solid Waste Department
APPENDIX H - Press Release: Suspension of Services
First Notice - Council - November 12, 2009 (2009 -540)
Second Notice- Council - November 26, 2009 (2009 -571)
Effective Date - November 26, 2009
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APPENDIX H
MUNICIPALITY OF THE DISTRICT OF CHESTER
PRESS RELEASE
SUSPENSION OF SERVICES / CANCELLATION OF MEETINGS
PLEASE TAKE NOTE that due to an emergency influenza pandemic occurrence the suspension of services
for the following services within the Municipality of the District of Chester will take place from
to
SERVICES SUSPENDED:
MEETING(S) CANCELLED:
This suspension of services will be reviewed periodically. Please refer to the Municipality's Website
www.chester.ca for updates and information.