Name of Business: The Arc of Livingston Wyoming Day, Vocational & Community Services
Industry: Services for people with disabilities
3 East State Street—
Certified Prevoc, former Sheltered Workshop
Mount Morris, NY 14510
2569 Lakeville Road—
Certified Prevoc, former Sheltered Workshop
Avon, NY 14414
21 Chapel Street—
Certified Day Hab
Mount Morris, NY 14510
66 Stanley Street—
Certified Day Hab
Mount Morris, NY 14510
18 Main Street—
Uncertified Community Prevoc, LIVES Program, Community Connections
Mount Morris, NY 14510
18 Main Street—
Uncertified Community Hab & Hourly Respite
Mount Morris, NY 14510
Anticipated Re-Opening Date: 7-22-2020
Director of Services Contact Information:
Kellie Kennedy, Director of Day Services
Office # 585-658-3311 x 203
Cell # 585-350-8021
Human Resources Contact Information:
Christa Hartigan, Director of Human Resources
Office # 585-658-2828 x 101
A. Physical Distancing.
- All employees and people supported must ensure 6 ft. distance between each other. Any time people are less than 6 ft. apart, acceptable face coverings must be worn that covers the nose and mouth. Acceptable face coverings for COVID-19 include but are not limited to surgical masks, N-95 respirators, face shields and cloth masks (e.g., homemade sewn, quick cut, bandana etc.).
- Individuals may require modifications in social distancing requirements to meet their safety and personal care needs. Individual safeguards will be modified to reflect this need. All appropriate personal protective equipment and hygiene will be utilized in these situations.
- All offices, program rooms, bathrooms and other spaces have been assessed for a maximum capacity. Chairs have been removed, markers placed at spots at least 6 feet apart and signage placed stating the maximum capacity. Tightly confined spaces are occupied by only one individual at a time, unless all occupants are wearing face coverings. If occupied by more than one person, occupancy is kept under 50% of maximum capacity.
- Clear plastic sheeting is being used in some spaces to help ensure that social distancing is maintained.
- Social distancing markers have been placed at all sites using tape and signs that denote 6 ft. of spacing in hallways, program rooms, offices and other common spaces. Bi-directional arrows have been placed on floors in hallways when necessary, to help direct traffic in tight spaces.
- In-person gatherings are limited as much as possible and tele- or video-conferencing is used whenever possible. Essential in-person gatherings (e.g. meetings) are held in open, well-ventilated spaces with appropriate social distancing among participants.
- Designated areas for pick-ups and deliveries have been established for all business and program locations to limit contact with others to the extent possible.
- All buildings have been assessed for the maximum number of people that can be safely supported based on 50% of certified capacity.
State Street: 62 people
East Avon: 17 people
21 Chapel: 20 people
66 Stanley: 22 people
- Break schedules at business locations will be staggered to ensure that social distancing can be maintained and that there is less congestion and interaction during these times. Break areas will be disinfected between break times.
- Groups of employees and people supported will maintain consistent composition over time (e.g. stable teams stay together to the greatest practicable extent). A maximum of 15 people supported will be allowed in any group but often this limit is significantly less.
B. Staffing Plan:
- State Street: Initial plans are to have three groups of up to 15 individuals in separate spaces in the building receiving site-based prevoc and performing production and assembly tasks. Areas will be clearly defined by signage and floor markers. Consistent production and prevoc staff will be assigned to each group and the composition of each group will not change unless necessary to assign additional staff to cover for staff vacancies. These groups will have separate break schedules to prevent comingling and the break areas will be disinfected between groups.
- East Avon: One group of up to 15 individuals will receive site base prevoc and perform production and assembly tasks. Staffing is very consistent in this facility with only minimal changes to cover for staff vacations.
- 21 Chapel Street: Initial plans are to have one group of six individuals with three staff people. By having three staff available, we hope to limit the need to introduce additional staff, as adequate coverage will be available for staff time off.
- 66 Stanley Street: The plan is to have two groups of six individuals located in separate areas of the building that will be clearly delineated with signage. The groups will not co-mingle and will use separate restroom facilities. Each group will be assigned three staff people and will additional staffing will not be introduced to the groups unless necessary.
- Community Connections/ Bridges: People are supported in groups with a maximum of 6 individuals to 1 staff person.
- LIVES: People are supported in groups with a maximum of 5 individuals with 1 staff person.
- Community: many people are supported on a 1:1 basis in community settings and every effort is made to not change staffing unless necessary due to staff vacancies and absences.
C. Safety Monitor.
Each day program has a designated safety monitor who is responsible for continuous compliance with all aspects of the site safety plan.
- State Street: Cathy Tavernier
- East Avon: John Callari & Eva Dupont
- 21 Chapel Street: Linda Koch
- 66 Stanley Street: Elyse Strom
- Community Connections/Bridges: Erika Forbes
- LIVES: Dawn Race
- Community Locations: Kristen Blaszak
A. Protective Equipment.
- Cloth face coverings were issued to staff and are available if replacement is necessary. Additionally, a large supply of surgical masks are available to anyone who requests a surgical mask.
- Several day services employees were fit tested and supplied with an N95 mask to be used in the event that a person displays symptoms of COVID-19 to protect employees while providing necessary care and environmental cleaning. Additional PPE available include gloves, gowns, face shields, foot coverings and hair coverings.
- Face coverings are required for all employees, people supported and visitors to Arc facilities. Face coverings must be worn at all times by staff inside Arc program spaces and when working with people supported in community settings. People supported may remove their mask if they are seated at their assigned seat and are at least 6 feet away from others. If an individual cannot medically tolerate a mask, alternate programming arrangements will be developed. Staff will work with individuals to help build tolerance to masks. Staff may remove their mask when they are in office locations, break areas or away from the program space without individuals present and are at least 6 feet from others.
- Surgical masks will be issued each day to people supported to ensure that masks are hygienic and in good condition. Exceptions will be made to allow for more comfortable options to promote compliance. Masks (cloth or surgical) will be issued when requested by employees. Surgical masks will be issued to visitors as needed. A quantity of surgical masks have been stockpiled from The Arc NY and from janitorial vendors. When Day, Vocational, Community and Business Services are operational, it is estimated that 150 surgical masks will be required each day. The Arc NY and janitorial vendors will continue to be used to for securing necessary surgical masks. Additional cloth masks will be obtained from The Resource Center if necessary.
- All staff have been trained in PPE including when to use and donning, doffing, disposing and/or reusing and sanitizing when appropriate. All training has been conducted through Relias.
B. Hygiene and Cleaning.
- A COVID 19 Cleaning Schedule has been implemented for each facility based on the Centers for Disease Control and Prevention (CDC) guidance. The schedule includes the scope and frequency of cleaning by each staff and the janitorial crew. Each facility has been evaluated for commonly touched objects and surfaces and cleaning and mitigation strategies implemented. A cleaning log is maintained in each building or each area of a building, initialed daily by assigned staff and reviewed weekly by the Director.
- An adequate supply of EPA approved wipes and disinfectants are available for use throughout the day at all program sites. Individual supplies have been provided to staff in community locations. As necessary, supplies are kept secured and out of reach of individuals who may misuse supplies.
- Items that cannot be cleaned and sanitized have been removed from program spaces. As items are used, staff will disinfect items before they are put away.
- Individuals and staff will limit personal items that are brought from home. Adaptive equipment will be regularly sanitized.
- The janitorial staff will do periodic disinfecting of all sites with Clorox Total 360 electrostatic sprayers.
- Every employee and person supported is required to wash his or her hands in the bathroom or use hand sanitizer at the health monitoring station each morning when entering The Arc facility. Hand washing is encouraged throughout the workday.
- Alcohol-based hand sanitizer containing 60% or more alcohol is provided throughout all work locations.The following locations are supplied with hand sanitizer:
Entrances & exits
Lunch & break areas
Health monitoring station & medication areas
Hallways as applicable
Offices & workstations
- All individuals and staff upon entering the day program and throughout the day will complete mandatory hand hygiene. Hand sanitizer is available throughout all sites and individuals and staff are encouraged to wash hands frequently with soap and water for 20 seconds. Hand hygiene should occur before handling food, before and after eating or drinking, smoking/vaping, using the bathroom, after touching shared objects or surfaces, after touching their eyes, nose or mouth, after cleaning, sanitizing or disinfecting surfaces or when hands are visibly dirty.
- Doors and windows will be opened in facilities whenever possible when it is determined safe and practical to do so to increase airflow. All HVAC systems have been evaluated and adjusted to increase the intake of fresh air and the maintenance staff is exploring high efficiency filters.
- Signage is posted throughout all sites to remind personnel to adhere to social distancing rules, wearing a mask or face covering, appropriate use of PPE, symptom monitoring and COVID-19 reporting requirements and proper hand washing and appropriate use of hand sanitizer.
- Signage is posted at all facility entrances restricting entrance to essential staff responsible for direct provision of services or those required to ensure continued health and safety operations.
- A continuous log of every person, including workers, people supported and visitors, who may have close contact with other individuals at the work site or area will be maintained by the front desk staff, program manager or other designated staff for each facility.
- If an employee or person supported tests positive for COVID-19, the Director of Day Services will immediately notify state and local health departments and cooperate with contact tracing efforts, including notification of potential contacts, such as workers or visitors who had close contact with the individual, while maintaining confidentiality required by state and federal law and regulations.
- All employees, individuals supported and families have been notified of their responsibility to notify day program immediately if the individual, staff or anyone residing with them is placed on quarantine or isolation. Work or program will be immediately suspended until they are medically cleared to return.
- Transportation has been carefully coordinated to ensure that any certified IRA residents living together are the only individuals transported on a vehicle.
- Only individuals and staff traveling to and from the same day program will be transported together; individuals or staff from other day programs will not be intermingled for purposes of transportation at this time. If necessary, arrival and departure times will be staggered.
- Each individual must wear a mask and will socially distance on the bus or van. Social distancing must be maintained for individuals who cannot tolerate wearing a mask and, when possible, such individuals will be transported alone or with members of the same household.
- Staff who cannot medically tolerate the use of a face covering will not be assigned to transport individuals at this time.
- Bus or van capacity is no more than 50% of the maximum capacity when transporting individuals from multiple residences, in order to maximize social distancing and reduce transmission risks.
- To the extent possible, individuals and staff from different households will not sit near each other or the driver.
- If there are multiple doors in a bus or van, one-way entering and exiting will be utilized. Individuals will be directed to not exit the vehicle at once, instead following driver or staff instruction on exiting one person at a time.
- Individuals residing in community settings are required to wear a mask and socially distance during transport. Each person in the community will be transported independently or by their family.
- The bus or van driver will wear a mask at all times and will take the temperature of individuals when they get on the bus. If an individual’s temperature is over 100.0, they will not be transported and their caregiver will be notified.
- Buses and van interiors will be cleaned and disinfected after each trip.
- Where appropriate, buses and vans will open windows on vehicles to permit airflow.
- Each individual will be responsible to bring food from home that requires minimal preparation.
- Each site will maintain a supply of single use wrapped utensils and condiments as necessary. If reusable utensils and food storage containers are used, they must be washed in the dishwasher on the hottest wash and dry setting.
- There will be no buffet style eating.
- After eating all surfaces will be sanitized the table, chair and meal prep area. When possible the individual should participate in sanitizing their eating area.
F. Community Activities.
- During day program time and community services time, low risk socially distant activities will be planned that utilize outdoor spaces when possible.
- Mandatory health screening assessment (e.g. questionnaire, temperature check) will be conducted before employees begin work each day, before people supported enter program and for essential visitors, asking: (1) COVID-19 symptoms in past 14 days, (2) positive COVID-19 test in past 14 days, and/or (3) close contact with confirmed or suspected COVID-19 case in past 14 days. (4) travel from within one of the designated states with significant community spread. Staff document their assessment results in the Continual Care database accessed through ADP and assessment results for people supported are documented on paper. Individuals will self-report, to the extent that they are able their symptoms and answers to the assessment. Assessment responses will be reviewed every day and such review will be documented by the Program Director of designee.
- Staff conducting the health screening are trained on how to use the thermometer, privacy, signs & symptoms of COVID 19 and procedures for failed screenings. Staff conducting screenings wear a mask and gloves. Gowns and face shields are available for screeners who want additional PPE.
- All individuals or staff who display signs & symptoms of COVID-19 upon arrival will not be allowed to enter the program. They will be returned home until they are fever free for 72 hours without the use of fever-reducing medications (e.g. Advil, Tylenol).
COVID-19 Signs & Symptoms:
- Fever or chills
- Shortness of breath or difficulty breathing
- Muscle or body aches
- New loss of taste or smell
- Sore throat
- Congestion or runny nose
- Nausea or vomiting
- Any failed screenings will be immediately reported to the Program Director or designee.
- If a person in a facility prevents with symptoms, they will be immediately quarantined to a private area of the building and arrangements will be made for the person to go home. The person quarantined will be provided a surgical mask and asked to remain in the private area. If staff need to provide care to the individual, they will don gloves, a surgical mask and a gown.Private Waiting Area:
State Street—Clinical Office #108
East Avon— Conference Room
21 Chapel Street—Clinical Room #101
66 Stanley Street— Clinical Room or take to Chapel Street
- Any individual or staff sent home will be instructed to contact their healthcare provider for assessment and testing and provide documentation to their supervisor and HR regarding their ability to return to program or work. The Program Director or designee will contact the Livingston County Health Department or the Wyoming County Health Department depending on where the person lives. The individual or staff will be provided with written information on healthcare and testing resource in accordance with NY State Department of Health Guidance.
- Individuals may not attend the day program while a member of their household or certified residence is being quarantined or isolated. If an individual or staff member is identified with COVID-19, the Director of Day Services or HR will seek guidance from the local or state health department to determine when the person can return to the program and what additional steps are needed.
- Staff should take the following actions related to COVID-19 symptoms and contact:
o If a staff has COVID-19 symptoms AND EITHER tests positive for COVID-19 OR did not receive a test, the staff may only return to work after completing a 14-day self-quarantine. If a staff is critical to the operation or safety of a facility, the day program provider may consult their local health department and the most up-to-date CDC and DOH standards on the minimum number of days to quarantine before a staff is safely able to return to work with additional precautions to mitigate the risk of COVID-19 transmission.
o If a staff does NOT have COVID-19 symptoms BUT tests positive for COVID-19, the staff may only return to work after completing a 14-day self-quarantine. If a staff is critical to the operation or safety of a facility, the day program provider may consult their local health department and the most up-to-date CDC and DOH standards on the minimum number of days to quarantine before a staff is safely able to return to work with additional precautions to mitigate the risk of COVID-19 transmission.
o If a staff has had close contact with a person with COVID-19 for a prolonged period of time AND is symptomatic, the staff should notify the day program and follow the above protocol for a positive case.
o If a staff has had close contact with a person with COVID-19 for a prolonged period of time AND is NOT symptomatic, the staff should notify the day program and adhere to the following practices prior to and during their work shift, which should be documented by the day program:
- Regular monitoring: As long as the staff does not have a temperature or symptoms, they should self-monitor consistent with the day program’s health policies.
- Wear a mask: The staff should wear a surgical face mask at all times while in the day program.
- Social distance: staff should continue social distancing practices, including maintaining, at least, six feet distance from others.
- Disinfect and clean facility spaces: Continue to clean and disinfect all areas such as offices, bathrooms, classrooms, common areas, and shared electronic equipment routinely.
B. Contact tracing and disinfection of contaminated areas.
- The area will be cleaned and disinfected by trained janitorial staff following the COVID 19 Cleaning Plan. Once the area has been appropriately disinfected, it can be opened for use. Employees and individuals without close contact with the person who is sick can return to the area immediately after disinfection.
- The Director of Day Services or Human Resources will notify all employees who were in close contact with the person who tested positive. The Director will notify the Livingston County Health Department of the potential exposure and will use the NYS DOH Contact Tracing Tool to identify potential contacts.
- A visitor log is maintained for all essential visitors with their contact information, such that all contacts can be identified, traced and notified in the event that someone is diagnosed with COVID-19. Any Arc employee who enters a building that is not their home department for essential business will be treated as an essential visitor.
- Staff attendance and contact information is tracked by work location in ADP.
- Individual attendance is tracked by each program and sent to the Office Manager each day and contact information is available in Medisked.
- The local health department and OPWDD will be notified immediately of any positive COVID-19 test results of an individual or staff at any site.
- Staff who are alerted that they have come into close or proximate contact with a person with COVID-19 and have been alerted via tracing, tracking or other mechanism, are required to self-report to their supervisor or HR at the time of the alert and shall follow all required protocols as if they had been exposed at work.