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COVID-19-Administrative-Response-Memo-1---3 12 20 GOVERNMENT OF THE DISTRICT OF COLUMBIA

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GOVERNMENT OF THE CITY OF SOUTH FULTON
Office of the City Manager
WILLIAM “BILL” EDWARDS
ODIE DONALD II
MAYOR
CITY MANAGER
5440 Fulton Industrial Blvd., SW • South Fulton, GA 30336 • Office: 470.809.7700
MEMORANDUM
TO: Honorable Mayor William “Bill” Edwards, City Council Members & Citizens of
the City of South Fulton
FROM: Odie Donald II
City Manager
DATE: March 12, 2020
SUBJECT:
Administrative Response to COVID-19
City Hall Hours
City Hall will be closed to the public on Friday, March 13, 2020. Staff is directed to report at
11am and additional operating hours are forthcoming. Prior to reporting to any City facility, staff
is instructed to contact Human Resources and/or their department head for guidance. All
department heads are directed to schedule and coordinate individual conference calls with
impacted staff members to be held no later than COB on Monday, March 16, 2020.
State of the City Address (SOCA)
The State of the City Address is officially postponed until at least May 2020.
Clerk’s Office/City Council Meetings
The City of South Fulton will continue to conduct official business and coordinate public City
Council meetings. Until Further notice, all City Council Meetings will not be open to the public
but will be held and broadcast from City Hall via streaming on YouTube. A public comment page
will be available on the website that will open 24-hours prior to the meeting and will close at
12pm on the date of the appropriate Council meeting. The Clerk will call out all votes prior to
moving on to the next agenda item for public and visual record. Staff will continue to work out
kinks any technical kinks for the March 31, 2020 Council meeting where this remote process will
go live.
Community Development & Regulatory Affairs Department
Zoning Cases
Staff is exploring the option of postponing all Zoning Cases until at least April 1, 2020. Please
direct all inquiries to the Citizen Response Center at 470-552-4311.
Parks, Recreation and Cultural Affairs Department
Effective Friday, March 13, 2020, all programming is suspended until further notice and all
facilities are closed. The City Manager’s Office is evaluating the potential of opening Sandtown
Recreation Center and Burdett Recreation Center on Tuesday, March 17, 2020 with limited staff
and availability. The facilities will likely be closed to the public and will operate with two (2)
5440 Fulton Industrial Blvd., SW • South Fulton, GA 30336 • Office: 470.809.7700
employees at each location. The City Manager’s Office is also exploring the option of providing
STEM services to children of employees effected by school closures.
Municipal Court
Effective, Friday, March 13, 2020, Municipal Court operations are suspended until further
notice. All cases during this time will receive notification of a court date and notice of the reset
dates will be mailed to the address of record. Citizens are encouraged to pull ticket information
and pay their fines online by visiting at www.southfultonpay.com. For additional information,
please call 470-809-7400 or email Courtclerk@cityofsouthfultonga.gov about your case. Staff
will update the auto-attendant to inform the public of the changes to Court operations. A live
attendant will be available no later than Tuesday, March 17, 2020 to answer any questions
directly. No bench warrants will be issued for those who have court scheduled
during this time.
Public Works/Facilities
Facility Cleaning
Cleaning for City Hall will begin on Saturday, March 14, 2020. A schedule is forthcoming for all
remaining facilities.
Equipment
Purchase of walkie talkies/radios for staff to use at facilities is in progress. Related items will be
purchased through the City Manager’s Office leveraged with funds made available by Council
budget with documentation provided for approval/review.
Human Resources
Essential and Non-Essential Staff
Essential staff are those employees that are designated as such by the City Manager for the
purpose of providing essential services to City residents or other employees during city, county,
state, or federal declared emergencies. The following departments (not limited to) have essential
employees:
• City Clerk’s Office
• City Manager
• Communications & External Affairs
• Community Development & Regulatory Affairs
• Fire Rescue
• Information Technology
• Municipal Court
• Parks, Recreation & Cultural Affairs
• Police
• Public Works
Non-Essential employees will be extended administrative leave and/or telework options during
any declared precautionary actions (i.e. closures.). Human Resources has evaluated the
classifications eligible to telework (see attached spreadsheet).
New Hires
Virtual onboarding will occur for new hires in essential positions that have received an offer
with a date (i.e. Firefighters and Police Officers) and are scheduled to be onboarded on Monday,
March 16, 2020 and Tuesday, March 17, 2020. Non-essential new hires that have not received a
5440 Fulton Industrial Blvd., SW • South Fulton, GA 30336 • Office: 470.809.7700
start date and/or are subject to begin at the end of March 2020 will likely receive notice that the
start date has been postponed at a time not yet determined as of the date of this memorandum.
Teleworking
Hourly employees that are considered essential will be given the necessary resources (i.e. laptop,
cellphone) to telework and will be given the ability to clock-in and clock-out. There will be a
telework agreement on file establishing telework expectations and responsibilities (see attached
documents).
Administrative Leave
Non-Essential hourly employees not identified as eligible for telework will be extended
administrative leave. Human Resources will document and work with the department to notify
employees about reporting protocol and establish regular/on-going communication about their
administrative status. Notification of this status will be provided by either Human Resources or
the department head. Such notice should be expected on or before March 18, 2020.
Process for Distributing Protective Equipment
Risk Management serves as the point of contact for the distribution of protective equipment for
employees at City Hall, Parks, Recreation & Cultural Affairs and any other impacted department
that is nonpublic safety. Priority will be given based on essential and non-essential status and
level of interaction with the public.
Suspended Services
Fire Rescue Department
• Community Events
• Community Meetings at the Fire Stations
• Fire Station Tours
• Fire Inspections
• Public and Life Safety Programs
Police Department
• Fingerprinting for Criminal History Checks
• Police Report request to the public will be filled by email or mail to the citizens
address
Parks, Recreation and Cultural Affairs
• All Programming
Should you need further information regarding this correspondence, please contact Odie
Donald II at odie.donald@cityofsouthfultonga.gov.
Department Job Class Essential/Non essential Exempt/Non-exempt Telework Administrative leave Normal Works Schedule
Parks, Recreation & Cultural Affairs Recreation Site Supervisors, Non-Essential non-exempt 0 4 0
Parks, Recreation & Cultural Affairs Recreation Site Supervisors, Assistants Non-Essential non-exempt 0 7 0
Parks, Recreation & Cultural Affairs Recreation Specialists Non-Essential non-exempt 0 8 0
Parks, Recreation & Cultural Affairs Grounds Maintenance Supervisors Non-Essential non-exempt 0 2 0
Parks, Recreation & Cultural Affairs Grounds Maintenance Worker Non-Essential non-exempt 0 15 0
Parks, Recreation & Cultural Affairs Cultural Affairs Managers Non-Essential exempt 0 2 0
Parks, Recreation & Cultural Affairs Administrative Specialist Non-Essential non-exempt 0 2 0
Parks, Recreation & Cultural Affairs
Deputy Director
Non-Essential exempt 1 0 0
Parks, Recreation & Cultural Affairs
Recreation Manager
Non-Essential exempt 1 0 0
Parks, Recreation & Cultural Affairs
Manger of Programs
Non-Essential exempt 1 0 0
Parks, Recreation & Cultural Affairs
Administrative Coordinator I
Non-Essential non-exempt 1 0 0
Community Development & Regulatory Affairs
City Engineer
Non-Essential Exempt 2 0 0
Community Development & Regulatory Affairs
Planner
Non-Essential Exempt 2 0 0
Community Development & Regulatory Affairs
Administrative Coordinator II
Non-Essential Exempt 1 0 0
Community Development & Regulatory Affairs Development Site Inspector Non-Essential non-exempt 0 2 0
Community Development & Regulatory Affairs
Arborist
Non-Essential Exempt 0 1 0
Community Development & Regulatory Affairs Code Enforcement Team Leader Non-Essential non-exempt 0 2 0
Community Development & Regulatory Affairs Code Enforcement Officer Non-Essential non-exempt 0 10 0
Fire Administrative Coordinator I Non-Essential non-exempt 0 1 0
Fire Administrative Specialist II Non-Essential non-exempt 0 1 0
Fire Administrative Coordinator II Non-Essential Exempt 1 0 0
Fire Administrative Manager, Fire Non-Essential Exempt 1 0 0
Fire All Sworn Essential non-exempt/exempt 0 0 135
Police Administrative Coordinator II Non-Essential Exempt 1 0 0
Police Administrative Specialist Non-Essential non-exempt 0 4 0
Police Adminstrative Manager Non-Essential exempt 1 0 0
Police Criminal Information Systems Tech Essential non-exempt 0 0 4
Police GCIC Records Manager Essential exempt 0 0 1
Police Records and Docs Supervisor Essential exempt 0 0 1
Police All Sworn Essential non-exempt/exempt 0 0 140
IT GIS Manager Essential exempt 1 0 0
IT IT Service Desk Analyst Essential non-exempt 1 0 0
IT Network Administrator Essential exempt 1 0 0
HR Staff All Staff Non-Essential exempt 5 0 0
Finance All Staff Non-Essential Exempt/Non-exempt 13 4 0
Communications & External Affairs All Staff Essential Exempt/Non-exempt 4 0 0
Destination South Fulton All Staff Non-Essential Exempt 2 0 0
Municpal Court All Staff Non-Essential non exempt/exempt 6 0 0
Public Works/General Services Administrative Coordinator I Non-Essential non exempt 0 1 0
Public Works/General Services All Staff Essential non exempt/exempt 0 0 9
Total 46 66 290
TELECOMMUTING
Number: 324 -18
I.
Statement of the Policy
The City supports programs and activities that complement the use of public and
group transportation and embrace the goal of improving the quality of life for City
employees and citizens. Accordingly, the City supports telecommuting as a viable
workplace alternative to a traditional workplace and as a means of reducing overhead
costs and improving the environment. The City will actively support telecommuting
when it is reasonable and practical to do so and where operational needs will not be
adversely affected.
Telecommuting is a cooperative arrangement between the City and an employee,
based on the needs of the job, work group, and the City. Telecommuting is a privilege.
The City has the right to deny the telecommuting option to individual employees and to
review, modify or terminate a telecommuting arrangement at any time, for any reason
or no reason at all.
II.
Background and Applicability
This policy applies only to exempt employees in all departments, unless
otherwise required by applicable law.
III.
Telecommuting Defined
Telecommuting is working at home or at other off-site locations that are linked
electronically (via computer, fax, etc.) to a central office or principal place of
employment. Telecommuting does not include instances where a supervisor
occasionally allows an employee to work at home on a temporary, irregular basis.
IV.
Eligibility Guidelines
Telecommuting is normally reserved for employees in exempt positions, since
non-exempt positions require careful tracking of time worked to ensure that overtime
policies are properly observed. Telecommuting is more challenging for non-exempt
employees due to record keeping requirements that require recording of each workday
showing when the employee begins and ends the workday as well as meal and break
periods.
Management will consider several criteria when determining if an employee will
be permitted to telecommute, including proven ability to perform, high job knowledge,
ability to establish clear objectives, flexibility, ability to work independently, and
dependability.
Management will also consider several criteria when determining if the nature of
an employee’s work lends itself to telecommuting, such as whether the job entails
working alone or with equipment that can be kept at the alternative job site, whether the
job has clearly defined tasks and objectives, whether the job is flexible, and whether the
job has measurable work activities.
All requests should be treated equitably, regardless of the employee’s reason for
making the request. The following guidelines are applicable:
• In any work arrangement, employees will be expected to meet the same
performance standards as otherwise required, and supervisors/managers
will be expected to use the same performance review criteria that were
previously applicable.
• Employees who propose a telecommuting agreement should ensure a safe
and suitable workspace that is appropriately confidential and free of
distractions and interruptions that may interfere with work. Where
applicable, telecommuters will need to find ways to maintain a distinct
separation between work activities and personal activities.
• All telecommuting work arrangements are subject to ongoing review and
may be terminated at any time, by either party.
• All terms and conditions of employment with the City, e.g. duties,
responsibilities, benefits, salary, etc., remain unchanged as a result of the
telecommuting arrangement.
V.
Telecommuting Agreement
Any employee eligible for a telecommuting arrangement will be required to sign
a Telecommuting Agreement prior to beginning remote work. A Telecommuting
Agreement is not a contract of employment. Either the employee or the City may
terminate the employment relationship at any time with or without notice and/or cause,
unless stated in HR policies and procedures. Any violation of the City’s telecommuting
policy or the individual Telecommuting Agreement may result in removal of the
employee from the teleworking program and/or may result in other disciplinary action
up to and including termination.
If the Telecommuting Agreement is terminated, employees are required to
promptly return to the regular City workplace and schedule within four (4) working days.
If they elect not to return as requested, and do not report to work within four (4) working
days, they will be subject to disciplinary action and/or be considered to have voluntarily
terminated their employment.
The City will not be held responsible for costs, damages, liabilities, or losses
incurred by the teleworker resulting from or arising out of the Telecommuting
Agreement.
VI.
Americans with Disabilities Act
The City may consider telecommuting as a type of reasonable accommodation
under the Americans with Disability Act (ADA) for qualified employees with disabilities.
Consideration shall be made on a case-by-case basis and between the employee, the
Department Head and HR or designee in order to determine whether telecommuting
may be a reasonable accommodation that would allow the employee to perform the
essential duties of their job position. Regardless of whether a telecommuting
arrangement is provided as a reasonable accommodation, all other criteria applicable to
this policy will apply.
VII.
Responsibilities
A. Department Head/Manager or Supervisor:
1.
Determine whether the employee is a good candidate for
telecommuting. Consider factors such as, but not limited to,
satisfactory performance and the ability to work independently.
2.
Determine, with HR, that the nature of work is suitable for performance
from a remote site, e.g., need for confidentiality.
3.
Evaluate and consider how the proposed arrangement will impact other
employees or the department as a whole.
4.
Approve City equipment for use at remote location.
B. Employee:
1.
Ensure that City equipment and records in the off-site workspace are
maintained in safe and secure conditions and are used primarily for
City business.
2.
Ensure City records are available to the department when requested.
Employee should consult with department management to clarify any
system back-up requirements if work is saved on a system other than
the department’s server.
3.
Alert the Department Head if external circumstances are likely to
interfere with performance under the telecommuting arrangement.
4.
Ensure that customer/organizational needs take precedence over the
telecommuting schedule.
C. Employee and Supervisor:
1.
Provide time recording systems to record telecommuting hours
2.
Determine how work will be assigned and performance measured
3.
Determine the working hours on telecommuting days
4.
Prevent the arrangement from burdening the employee’s co-
workers
5.
Ensure that the employee is readily available, and has adequate
means of communication during specific working hours
6.
Arrange for the employee to come to the primary work site when
necessary, regardless of the telecommuting schedule
D. Information Systems Technology (IT) Department:
IT will confer with departments to coordinate necessary equipment for
telecommuting activities.
DEPARTMENT OF HUMAN RESOURCES
TELECOMMUTING AGREEMENT
TELECOMMUTING POLICY 324-18
Name Employee ID
Job Title Department
Work Location _
Supervisor Desired Start Date
Current Status
In accordance with Policy 324-18, this Agreement specifies the conditions applicable to an arrangement
for performing work at an alternate workplace on a regular basis. The agreement begins on and
continues until . The agreement can be terminated with at least 4 days’ written notice by
either party (timeline is subject to management discretion). I understand that all obligations,
responsibilities, terms and conditions of employment with the City remain unchanged, except those
obligations and responsibilities specifically addressed in this Agreement.
I. Proposed Work Schedule
A. Department – Days and hours when the employee is normally expected to be on the work-on site
are:
Monday Tuesday Wednesday
Thursday Friday Saturday Sunday
Hours
Time
In/Out
B. The alternate workplace is located at: _______________________________________
C. Alternative Workplace – Days and hours when the employee will normally work off-site.
Monday Tuesday Wednesday
Thursday Friday Saturday Sunday
Hours
Time
In/Out
II. Duties/Assignments
I recognize that the supervisor reserves the right to assign work as necessary at any workplace. (initial)
Duties and assignments authorized to be performed at this alternate workplace are:
III. Communication
I recognize that effective communication is essential for this arrangement to be successful and I agree to
remain accessible during designated work hours and understand that management retains the right to
modify this Agreement on a temporary basis as a result of business necessity. The following methods of
communicating are agreed upon (specify who [include back-up and emergency contacts], when, how
often, during what time frames, and how (phone, fax, face-to-face, etc.):
(Check One) ☐Exempt ☐Non-Exempt
(Check One) ☐Full Time ☐Non-Permanent
Name Employee ID
IV. Space/Equipment/Records (initial)
I agree to use City owned records, and materials for purposes of City business only, and to protect
them against unauthorized or accidental access, use, modification, destruction, loss, theft, or disclosure.
I understand that although I may be permitted to use the City-owned equipment for incidental personal
use, such use shall not interfere with the business use of the equipment.
I agree to report to the supervisor instances of loss, damage, or unauthorized access at the
earliest opportunity.
I agree to return City equipment, records and materials within 5 days after the termination of this
agreement.
I understand that all equipment, records and materials provided by the City shall remain the
property of the City.
Regarding space and equipment purchase, set-up, and maintenance, the following is agreed upon: The
City will provide the employee with a computer, cell phone and remote access.
V. Safe Working Environment
(initial)
I agree to maintain a safe and secure work environment.
I agree to allow the City access to assess safety and security, upon reasonable notice.
I agree to report any work-related injuries to the supervisor at the earliest opportunity.
I agree to hold the City harmless for injury to others in the alternate workplace.
VI. Other
I understand that the City of South Fulton is not obligated to approve a proposal for a telecommuting
work agreement for any employee. The decision is at the discretion of my Department
Head/Supervisor/Manager. This agreement and work schedule are subject to ongoing review and may
be subject to modification or termination at any time based on performance concerns or business
needs. Generally, business needs permitting, the supervisor/manager or the employee should give at
least (4) days’ notice in advance of ending or changing an arrangement. I hereby affirm by my signature
that I have read this Telecommuting Agreement, and understand, agree to, and will abide by all of its
provisions.
Employee Signature Date
FOR AUTHORIZED SIGNATURES ONLY
Comments
Approved ☐ Denied ☐
Supervisor Date
Approved ☐ Denied ☐
Department Head/Designee Date
Approved ☐ Denied ☐
Human Resources Director/ Designee Date
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Completed 12 July 2020

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