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Pandemic Influenza Continuity Plan
For the City of Iowa City
Updated September 2009
Disclaimer
The material in this Pandemic Influenza Continuity Plan has been assembled for the purpose of guiding
the City and its employees in planning for a possible influenza pandemic and to guide decision-making to
be taken by the City of Iowa City in preparation for that pandemic.
The information is current as of fall 2009. Readers should check for more up-to-date information on the
City of Iowa City website (www.icgov.org) and other web sites listed in this plan. The information in this
plan is not intended to cover every possible pandemic situation. Details which maybe relevant to the
readers' particular circumstances may have been omitted.
The City of Iowa City accepts no liability or responsibility for any acts or omissions done or omitted in
reliance, in whole or in part, on the plan. The City of Iowa City disclaims all responsibility or liability to
any person, whether in contract, equity or tort, or on any other basis, for any direct or indirect loss, illness
or injury, or damage of any kind arising from use of the information in the plan.
The City of Iowa City is not responsible for the contents or reliability of any websites mentioned in this
plan, other than its own website, and does not necessarily endorse the views expressed in them. The City
of Iowa City cannot guarantee that links will work at all times and has no control over the availability of
the linked pages.
Copyright
The City of Iowa City acknowledges the San Francisco Department of Public Health for allowing use of
this template.
Table of Contents
Glossary …………………………………………………………………………………………………… i
1. Purpose and Objectives ……………….…………………………………………………………….... 1
2. Supporting Plans …………………………………………………………….……………..……….… 2
3. Overview & Context ………………………………………………………..………………………… 3
3.1 Pandemic Overview
3.2 Role of the Johnson County Department of Public Health
3.3 Role of City of Iowa City
4. Planning Assumptions ………...……………………………………………………..……………..… 5
5. Prepare: Stage 1, 2 ……………………………………………………………………………………. 6
5.1 Authority and Protocols
5.2 Operations Assessment
5.3 Job Functions
5.4 Pandemic Policies
5.5 Product and Service Vendors
5.6 Employee Communication
5.7 Infection Control and Prevention
5.8 Client Communication
6. Respond: Stage 3, 4, 5 …………………………………………………………………………….. 9
6.1 Activation and Command
6.2 Operations
6.3 Job Functions
6.4 Pandemic Policies
6.5 Communication
6.6 Infection Control
7. Recover: Stage 6 ………………………………………….………………..………………………..11
7.1 Activation
7.2 Operations
7.3 Process Assessment
7.4 Communication
Annex
1. Authority and Procedures …………………………………………………………………… A-2
2. Essential Operations ……………………………………………………………………….... A-5
3. Pandemic Policies …………………………………………………………………………...A-33
4. Management of Ill employees ……………………………………………………………... A-34
5. Information Dissemination Plan …………………………………………………………… A-37
6. Informational Materials ………………………………………………………………….… A-39
7. Infection Control …………………………………………………………………………... A-40
GLOSSARY
Contact
A contact is a term used to refer to someone who has been in close proximity with an
individual who is, or is suspected of being, infected with an infectious disease like
influenza.
Hand hygiene
Hand hygiene is a term that applies to the cleaning of one’s hands. This is usually done
with soap and water, hand sanitizer, or hand wipes. To kill an influenza virus hands
must be washed with soap and water for 15 seconds and hand sanitizers or wipes must be
used for 10 seconds and have an alcohol content of at least 60%.
Human-to-human
transmission
Human-to-human transmission refers to the ability of an infectious disease to be passed
continuously from one person to another. Some viruses can be transmitted between
animals (animal-to-animal), some can be transmitted from animal-to-human (and vice
versa), and some can be transmitted from human-to-human.
Infection control
Infection control is broad term used to describe a number of measures designed to detect,
prevent, and contain the spread of infectious disease. Some measures include hand
washing, respiratory etiquette, use of personal protective equipment (PPE), prophylaxis,
isolation, and quarantine.
Infectious disease
An infectious disease, or communicable disease, is caused by the entrance of organisms
(e.g. viruses, bacteria, fungi) into the body which grow and multiply there to cause
illness. Infectious diseases can be transmitted, or passed, by direct contact with an
infected individual, their discharges (e.g. breath), or with an item touched by them.
Influenza Influenza is a viral disease that causes high fever, sore throat, cough, and muscle aches.
It usually affects the respiratory system but sometimes affects other organs. It is spread
by infectious droplets that are coughed or sneezed into the air. These droplets can land
on the mucous membranes of the eyes or mouth or be inhaled into the lungs of another
person. Infection can also occur from contact with surfaces contaminated with infectious
droplets and respiratory secretions. Also see seasonal, avian, and pandemic influenza.
Isolation
Isolation is when sick people are asked to remain in one place (e.g. home, hospital),
away from the public, until they are no longer infectious.
Pandemic influenza
A pandemic influenza, or pandemic flu, occurs when a new subtype of influenza virus:
1) develops and there is little or no immunity (protection due to previous infection or
vaccination) in the human population; 2) it is easily passed from human to human; 3) is
found in many countries; and, 4) causes serious illness in humans. Also see influenza,
seasonal influenza, and avian influenza.
Personal Protective
Equipment (PPE)
PPE is specialized clothing or equipment worn to protect someone against a hazard
including an infectious disease. It can range from a mask or a pair of gloves to a
combination of gear that might cover some or all of the body.
Prophylaxis
Prophylaxis is an infection control measure whereby antimicrobial, including antiviral,
medications are taken by a healthy individual to prevent illness before or after being
Pandemic Influenza Continuity of Operations Plan i
exposed to an individual with an infectious disease (e.g. influenza).
Quarantine
A quarantine is when people who have been in close proximity to an infected person, but
appear healthy, are asked to remain in one place, away from the general public, until it
can be determined that they have not been infected.
Respiratory etiquette
Respiratory etiquette, or good coughing and sneezing manners, is one way of minimizing
the spread of viruses which are passed from human-to-human in the tiny droplets of
moisture that come out of the nose or mouth when coughing, sneezing, or talking.
Healthy and sick people should cover their nose and mouth when sneezing, coughing, or
blowing their nose and then put the used tissue in the trash to prevent the spread of
germs.
Seasonal influenza
Seasonal influenza, commonly referred to as the flu, is an infectious disease. In the
United States, flu season usually occurs between December and March. The influenza
virus is one that has the ability to change easily; however, there is usually enough
similarity in the virus from one year to the next that the general population is partially
immune from previous infection or vaccination. Each year experts monitor the influenza
virus and create a new vaccine to address changes in the virus. For this reason people
are encouraged to get a flu shot each year. Also see influenza, avian influenza, and
pandemic influenza.
Social distancing
Social distancing is an infection control strategy that includes methods of reducing the
frequency and closeness of contact between people to limit the spread of infectious
diseases. Generally, social distancing refers to the avoidance of gatherings with many
people.
Pandemic Influenza Continuity of Operations Plan ii
Pandemic Influenza Continuity of Operations Plan 1
1. PURPOSE & OBJECTIVES
The primary purpose of the Pandemic Influenza Continuity of Operations Plan is to enable the City of
Iowa City to respond effectively and efficiently to ensure that essential operations are maintained during
an influenza pandemic.
The City of Iowa City’s objectives during a local pandemic influenza are the following:
1. Reduce transmission of the pandemic virus strain among our employees, clients, and partners.
2. Minimize illness among employees and clients.
3. Maintain mission-critical operations and services.
4. Minimize social disruptions and the economic impact of a pandemic.
2. SUPPORTING PLANS
The Pandemic Influenza Continuity of Operations Plan will be implemented in conjunction with the
following plans:
1. Johnson County Department of Public Health Pandemic Influenza Response Plan
Pandemic Influenza Continuity of Operations Plan 2
3. OVERVIEW & CONTEXT
3.1 PANDEMIC OVERVIEW
Severe influenza pandemics represent one of the greatest potential threats to the public’s health.
Pandemics are distinct from seasonal influenza epidemics that happen nearly every year, causing an
average of 36,000 deaths annually in the United States. Seasonal influenza epidemics are caused by
influenza viruses which circulate globally in humans. Over time, people develop some degree of
immunity to these viruses, and vaccines are developed annually to protect people from serious illness.
Pandemic influenza refers to a worldwide epidemic due to a new, dramatically different strain of
influenza virus, to which there is no immunity. The new virus strain may spread rapidly from person to
person and, if severe, may cause high levels of disease and death around the world. The Centers for
Disease Control and Prevention (CDC) estimates that in the U.S. alone, an influenza pandemic could
infect up to 200 million people and cause between 200,000 and 1,900,000 deaths.
There are several characteristics of an influenza pandemic that differentiate it from other public health
emergencies. Unlike other natural disasters, where any disruption to business service provision is likely to
be infrastructure-related, disruption to business operations in the event of a pandemic is anticipated to be
human and material oriented. A pandemic has the potential to cause illness in a very large number of
people, overwhelm the health care system, and jeopardize services by causing high levels of absenteeism
in the workforce. Basic services, such as health care, law enforcement, fire, emergency response,
communications, transportation, and utilities could be disrupted during a pandemic. Finally, the
pandemic, unlike many other emergency events, could last many months and affect many areas
throughout the world simultaneously.
In a pandemic situation, the goal is to slow the spread of disease to prevent illness. The most effective
strategy to accomplish this is through vaccination. However, it is likely that effective vaccines will not be
available for many months following the emergence of a new pandemic strain of influenza. Existing
antiviral medications may also not be effective or available. Other infection control strategies such as
social distancing, improved hygiene and respiratory etiquette, isolation, and quarantine may be used to
control the spread of disease.
3.2 ROLE OF THE JOHNSON COUNTY DEPARTMENT OF PUBLIC HEALTH
The Johnson County Health Officer has broad powers to address a pandemic influenza emergency. A
local health officer who believes a contagious, infectious or communicable disease exists within the
territory under his or her jurisdiction shall take measures as may be necessary to prevent the spread of the
disease or occurrence of additional cases and to protect the public’s health. The Johnson County Public
Health department will be the lead agency in coordinating a county wide public health and emergency
medical response.
3.3 ROLE OF CITY OF IOWA CITY
During an influenza pandemic the City of Iowa City will be responsible for maintaining essential
community services in line with its mission and supporting the public health response. The City of Iowa
City will maintain communications with the Johnson County Department of Public Health and will
implement recommended procedures that promote the health and safety of employees and Iowa City’s
residents and visitors. Table 2 details possible activities that the City of Iowa City will implement
throughout the influenza pandemic alert stages.
Pandemic Influenza Continuity of Operations Plan 3
Pandemic Influenza Continuity of Operations Plan 4
Table 2. Iowa City Pandemic Management Overview
Alert Stage* Iowa City
Overview of Possible Activities
1. No new human-
to-human
transmissible
virus
Ye
l
l
o
w
=
P
r
e
p
a
r
e
2. Human-to-
human
transmissible
virus identified
outside of US
• Participate in Avian/Pandemic Influenza Task Force Meetings
• Establish necessary policies
• Finalize pandemic influenza continuity of operations plan
• Inform and train employees
3. Few local cases
4. Clusters of local
case
Re
d
=
R
e
s
p
o
n
d
5. Widespread
Infection
• Manage essential operations
• Provide regular information updates to staff, partners, and
clients/public
• Activate infection control measures
• Track employees who report ill and report to HR
• Educate and train employees
Gr
e
e
n
=
Re
c
o
v
e
r
6. Post-pandemic
• Resume normal city services, as able based on staffing
• Assist employees and community in recovery
• Evaluate response and update plans
4. PLANNING ASSUMPTIONS
The following planning assumptions were used in the development of the Pandemic Influenza Continuity
of Operations Plan:
Time period
• There may be less than six weeks of warning from the time the pandemic is
announced before it reaches Iowa City.
• The time interval between alert stages may be rapid (ranging from days, to
weeks, to months).
• The pandemic may last as long as eighteen months in several waves with
mortality and morbidity increasing and decreasing sporadically.
• Waves of severe disease may last 1 to 4 months.
Prevention &
Treatment
• A vaccine may not be available for at least 6 to 8 months after an influenza
pandemic begins and supplies may be limited.
• Antiviral medicines may not treat or protect against the pandemic influenza virus
strain.
• If effective, antiviral medications (e.g. Tamiflu) may be in very limited supply
and their distribution may occur in phases.
• Infection control (e.g. respiratory etiquette, hand hygiene) strategies will be used
to slow the spread of disease.
• Social distancing strategies (e.g. postponing public gatherings) may be used to
control the spread.
• Isolation of ill people will be required.
• Quarantine of people exposed to ill people may be implemented until it can be
determined that they have not been infected.
Staffing
• Up to 20-50% absenteeism from work from staff, vendors, and services within
the community may occur.
• Absenteeism will be the result of workers becoming ill, staying home to care for
children or family members, or refusing to go to work.
• Every person who becomes ill is likely to miss a few days to many weeks of
work.
• In a severe pandemic 0.1% - 2.5% of workers who become ill may die.
Vendors of
Services/
Products
• City services will be stressed, but will remain functional.
• Critical goods and services provided by contractors, consultants and vendors may
be erratic.
• Iowa City may not be able to rely on mutual aid resources from state or federal
agencies to support local response efforts.
Pandemic Influenza Continuity of Operations Plan 5
5. PREPARE: STAGE 1, 2
NO NEW HUMAN-TO-HUMAN TRANSMISSIBLE VIRUS; NEW HUMAN TO
HUMAN TRANSMISSIBLE VIRUS OUTSIDE OF LOCAL AREA
5.1 AUTHORITY & PROTOCOLS
5.1.1 Internal Authority. Set up authorities for activating and terminating the response plan,
leadership succession, altering operations, communicating with internal and external groups, and
other planning, response, and recovery activities. See Annex 1: Authority and Procedures
5.1.2 Procedures. Set up triggers and procedures for activating and terminating the response plan,
altering operations, and other planning, response, and recovery activities. See Annex 1: Authority
and Procedures
5.1.3 Administration and logistics. Set up a mechanism to maintain complete and accurate records to
ensure a more efficient emergency response and recovery.
5.2 OPERATIONS ASSESSMENT
5.2.1 Essential operations. Identify essential services and operations required to maintain them.
Attach in Annex 2: Essential Operations
5.2.2 Assess critical inputs. Identify critical inputs (e.g. raw materials, suppliers, sub-contractor
services/products, and logistics) required to maintain business operations and review existing
inventory.
5.2.3 Assess demand changes. Assess changes in client demand (increases and decreases) for
services/products that may occur during a pandemic. Annex 2: Essential Operations
5.2.4 Alternative services. Identify alternative ways for clients to access the City’s products and
services (e.g. expand on-line and self service options).
5.2.5 Assess security needs. Identify security needs that will be required for safeguarding personnel,
supplies, or buildings during a pandemic.
5.2.6 Assess financial process. Identify ways to expedite purchases that may be necessary and
unforeseen during each stage. Identify special funding authorities that will apply.
5.3 JOB FUNCTIONS
5.3.1 Essential job functions. Identify essential job functions required to maintain operations during a
pandemic if absenteeism equals 20-50%.
5.3.2 Primary and alternate staff. Assess skill requirement needs and identify core and alternate staff
to fill essential job functions if absenteeism equals 20 to 50%. Ensure that personnel contact
information, including after hours and emergency numbers, are up to date.
Pandemic Influenza Continuity of Operations Plan 6
5.3.3 Reassignments. Consider that staff may need to be reassigned to other city agencies/
departments. Assess how their job functions will be filled. Consider establishing an “Employee
Pool.”
5.3.4 Telecommuting. Identify which job functions could be done remotely during a pandemic.
Enable employees and their alternates to work from home with appropriate security and network
applications.
5.3.5 Training. Train employees how they will be expected to carry out the continuity plan. Cross-
train employees so that they can fill essential job functions if needed.
5.4 PANDEMIC POLICIES
5.4.1 Employee leave. Consult with Human Resources regarding emergency personnel policies that
allow for employee compensation during absences due to factors such as personal illness, family
member illness, trauma, isolation, quarantines, and/or public transportation closures. See Annex
3: Pandemic Influenza Policies
5.4.2. Flexible work. Consult with Human Resources regarding emergency policies that allow for
flexible worksite (e.g. telecommuting) and flexible work hours (e.g. staggered shifts, extended
shifts). See Annex 3: Pandemic Influenza Policies.
5.4.3. Health care. Consult with Human Resources regarding employee access to healthcare services
during a pandemic. See Annex 3: Pandemic Influenza Policies.
5.4.4. Management of ill employees. Develop a policy on the management of employees who become
ill. See Annex 4: Management of Ill Employees.
5.4.5 Travel policies. Prepare travel policies for possible travel restrictions. See Annex 3: Pandemic
Influenza Policies.
5.5 PRODUCT AND SERVICE VENDORS
5.5.1 Critical vendors. Identify vendors of critical products and services (e.g. raw materials, suppliers,
sub-contractor services/products, and logistics) required to maintain essential operations.
5.5.2 Stockpile critical supplies. Supplement existing inventory with sufficient critical supplies to
keep essential services functioning for 7 days or more.
5.5.3 Vendor continuity. Discuss with product and service vendors their plan for ongoing services
and/or shipments in the event of absences, shortages, or disruptions in transportation systems.
5.5.4 Alternate vendors. Identify other businesses or organizations that can provide essential services
and supplies if your regular vendor can not.
5.6 EMPLOYEE COMMUNICATION
5.6.1 Information dissemination system. Establish a communication plan (with redundancy) for
providing information to staff. Attach in Annex 5: Information Dissemination Plan.
Pandemic Influenza Continuity of Operations Plan 7
Pandemic Influenza Continuity of Operations Plan 8
5.6.2 Communication systems. Ensure that communication systems (e.g. telecommuting, facsimile
services, laptops, radios) are operational, interoperable with other systems, secure, and robust
enough to handle increased and constant use. Build in layers of redundancy so that if failure
occurs other systems can take over. Test systems regularly.
5.6.3 Ongoing communication plan. Develop a plan to provide regular updates to employees
throughout a pandemic. Include mechanisms for developing and finalizing communications and
authorizing dissemination. Plan to use multiple dissemination techniques to better ensure that
employees hear the message. Attach in Annex 5: Information Dissemination Plan
5.6.4 Stage 1-2 communication. Communicate to employees 1) pandemic influenza information; 2)
components of the City of Iowa City’s pandemic influenza plan; 3) how to develop a
personal/family emergency plan; and 4) infection control steps taken to protect the health and
safety of employees should a pandemic occur (see Annex 6: Informational Materials). Utilize
Annex 5: Information Dissemination Plan to distribute information.
5.7 INFECTION CONTROL & PREVENTION
5.7.1 Hand hygiene and respiratory etiquette. Provide employees with informational materials
detailing strategies for stopping the spread of disease. See Annex 6: Informational Materials.
Maintain a supply of infection control products.
5.7.2. Social distancing. Identify ways to modify the frequency and type of face-to-face contact among
employees and between employees and clients.
5.7.3. Personal protective equipment (PPE). Identify personal protective equipment needs and
procure necessary items. Attach in Annex 7: Infection Control.
5.7.4 Workplace cleaning. Develop a protocol for cleaning work areas (standard cleaning and if
someone becomes ill at the worksite) and stockpile necessary supplies. Annex 7: Infection
Control.
5.8 CLIENT COMMUNICATION
5.8.1 Client information dissemination plan. Establish a plan for communicating with clients and
the general public. Identify modalities that will be used to disseminate information. Include
responsibility for developing and finalizing communications and authorizing dissemination.
Annex 5: Information Dissemination Plan
5.8.2 Client Stage 1-2 (Prepare) communication. Inform clients of the City of Iowa City’s Pandemic
Continuity of Operations Plan and how regular service may change during a pandemic.
5.8.3 Community. Communicate with local organizations about collaborating during an influenza
pandemic.
6. RESPOND: STAGE 3, 4, 5
FEW LOCAL CASES, CLUSTERS OF CASES, WIDESPREAD INFECTION
6.1 ACTIVATION AND COMMAND
6.1.1 Activate Stage 3-5 (Respond). Follow protocol for activating a stage. Alert pandemic leaders
and staff of change in pandemic status and activation of Stage 3-5 of the Pandemic Influenza
Continuity of Operations Plan. Re-familiarize leaders and alternates of their duties.
6.1.2 Unified command. Regulate the need for setting up an Incident Command Post (ICP) and make
contact with the Emergency Operations Center (EOC) at Johnson County.
6.1.3 Internal briefings. Disseminate regular briefings.
6.1.4 External briefings. Coordinate with city and local agencies to attend and/or receive important
briefings.
6.1.5 Review continuity plan. Regularly review and update the pandemic continuity of operations
protocol and procedures to ensure that new issues are addressed.
6.2 OPERATIONS
6.2.1. Assess operations. Assess 1) the ability to provide regular services with available human and
material resources; 2) increases and decreases in demand of existing services; and 3) the need for
new or alternative services. Reference and update Annex 2: Essential Operations.
6.2.2 Reallocate resources. As needed reallocate resources to provide services that are essential, in
high demand, and/or are new or alternative. See Annex 2: Essential Operations.
6.2.3 Essential operations. Suspend non-essential operations as human resources become limited
and/or material resources (e.g. gasoline) must be rationed. See Annex 2: Essential Operations.
6.3 JOB FUNCTIONS
6.3.1. Absenteeism. Identify absent employees and job functions. Report absences to leadership.
Track when ill employees will be expected to return to work.
6.3.2. Reassign employees. Reassign personnel to essential or prioritized job functions.
6.3.3 Just-in-time training. Provide just-in-time training or refreshers to alternate staff taking over
new job functions.
6.4 PANDEMIC POLICIES
6.4.1. Employee policies. Activate applicable policies per procedure (i.e. employee leave, flexible
work schedules, travel, health care, management of ill employees). Notify staff of policy changes
and provide with necessary claim forms. Reference Annex 3: Pandemic Policies and Annex 5:
Information Dissemination Plan
Pandemic Influenza Continuity of Operations Plan 9
Pandemic Influenza Continuity of Operations Plan 10
6.5. COMMUNICATION
6.5.1 Inform employees. Provide regular (e.g. daily, weekly, bi-weekly) updates to staff on pandemic
status and any applicable policy changes, infection control measures, job reassignments, illness
reporting etc. that apply during the stage. Utilize Annex 5: Information Dissemination Plan.
6.5.2 Inform product and service vendors. Inform suppliers and service vendors of change in Stage
and any changes in supply/service needs.
6.5.3 Inform clients. Inform clients of any changes to services or products. Utilize Annex 5:
Information Dissemination Plan.
6.5.4 Communication system. Activate and ensure that communication systems (e.g. telecommuting,
facsimile services, radio, internet) are in working order.
6.6 INFECTION CONTROL
6.6.1. Infection control information. Disseminate information to staff on how to prevent infection at
home and at work (e.g. hygiene measures, social distancing). Utilize Annex 5: Information
Dissemination Plan and Annex 6: Informational Materials.
6.6.2 Infection control products. Ensure that supplies of hygiene products (e.g. soap and/or hand
sanitizer, hand towels) are available. See Annex 7: Infection Control.
6.6.3 Personal Protective Equipment (PPE). Follow Johnson County Department of Public Health
guidance for city agencies regarding PPE use. Employees that routinely use PPE to perform their
everyday job should continue to do so until notified otherwise. See Annex 7: Infection Control.
6.6.4. Social distancing. Follow Johnson County Department of Public Health recommendations
regarding activation of social distancing strategies. See Annex 7: Infection Control.
6.6.5 Workplace cleaning. Arrange for appropriate office sanitation and immediate sanitation of work
stations where staff report illness. See Annex 7: Infection Control.
6.6.6 Illness notification. Notify employees who they must inform if they become ill.
6.6.7 Illness reporting protocol. Follow the protocol for managing staff who become ill at work.
Keep records of affected staff. See Annex 4: Management of Ill Employees.
6.6.8 Return to work. Activate process for employees who have been ill to return to work.
7. RECOVER: PHASE 6
POST PANDEMIC
7.1 ACTIVATION
7.1.1 Activate Stage 6 (Recovery). Follow protocol for activating Stage 6 (Recovery). Alert leaders
and staff to change in pandemic status and return to operations as normal.
7.2 OPERATIONS
7.2.1. Assess operations. Assess the impact of the pandemic on the City of Iowa City’s operations,
personnel, clients, partners, and vendors.
7.2.1. Normal operations. Manage the return to routine operations as able based on human and
material resources.
7.2.3. Community recovery. Identify community recovery needs and provide assistance.
7.3 PROCESS ASSESSMENT
7.3.1. Conduct evaluation. Conduct an internal review of the City of Iowa City’s pandemic response.
Participate in the City and County evaluation.
7.3.2. Update plans. Update the Pandemic Influenza Continuity of Operations Plan and other
emergency response plans as appropriate.
7.4. COMMUNICATION
7.4.1 Employee communication. Notify employees about change in pandemic status, return to
business as usual and any applicable policy changes. Utilize Annex 5: Information
Dissemination Plan.
7.4.2. Product and service vendor communication. Notify product and service vendors of return to
operations as usual. Utilize Annex 5: Information Dissemination Plan.
7.4.3. Client communication. Notify clients and the general public of resumption of services. Utilize
Annex 5: Information Dissemination Plan.
Pandemic Influenza Continuity of Operations Plan 11
ANNEX
1. Authority and Procedures
2. Essential Operations
3. Pandemic Policies
4. Management of Ill Employees
5. Information Dissemination Plan
6. Informational Materials
7. Infection Control
Pandemic Influenza Continuity of Operations Plan, Annex A-1
ANNEX 1: AUTHORITY & PROCEDURES
The following sections outline the authority and procedures for activating and implementing the
Pandemic Influenza Continuity of Operations Plan:
LEADERSHIP SUCCESSION
During an influenza pandemic, management of the City of Iowa City is delegated to the following persons
in the order of succession shown below:
1. City Manager
2. Assistant City Manager
3. Public Works Director
4. Finance Director
If a designated individual is unavailable, authority will pass to the next individual on the list.
“Unavailable” is defined as:
• The designated person is incapable of carrying out the assigned duties by reason of death, disability,
or distance from/response time to the operations facility.
• The designated person is unable to be contacted.
• The designated person has already been assigned to other emergency activities.
The designated individual retains all assigned obligations, duties, and responsibilities until officially
relieved by an individual higher on the list of succession.
DELEGATION OF AUTHORITY
To ensure that City of Iowa City staff identified in the leadership succession are aware of their
responsibilities and are appropriately authorized to execute functions assigned to them, explicit
emergency authority has been pre-delegated. In the event of a disaster or emergency, and the City of
Iowa City Director is unavailable (as defined above), alternate personnel are authorized to perform the
following functions:
• All operational tasks normally performed by the Director.
• Expenditure approval consistent with established City of Iowa City procedure.
• Policy level authority and decision making
PLAN ACTIVATION
The Johnson County Department of Public Health will alert city agencies of the emergence of a pandemic
influenza strain internationally and locally. Updates on the spread of the virus in Iowa City (a few local
cases, clusters of cases, and widespread infection) will be made regularly.
The City of Iowa City director or their appointee or successor activates the Pandemic Influenza
Continuity of Operations Plan and the ICP when it is necessary to manage and coordinate a response.
This decision will be made in consultation with key City personnel and city partner leaders.
Pandemic Influenza Continuity of Operations Plan, Annex A-2
This plan recognizes the Iowa Pandemic Period Progression. The progressions are part of Phase 6
(increased and sustained transmission in general public) of the World Health Organization’s Pandemic
Periods. The progressions are as follows:
• Trigger 1—pandemic strain is circulating throughout the world but is not yet in the US.
• Trigger 2—Pandemic strain is circulating in the US but not yet in Iowa (or within 300 miles of
Iowa City).
• Trigger 3—Pandemic Strain is circulating in Iowa (or within 300 miles of Iowa City).
The following activities, which correspond to the various trigger levels, provide a framework for
decisions that may be appropriate at those levels:
Trigger 1 (infection outside US)
• City Director communicates to general public and employees, identifies threat level and actions;
issues updates and revisions as needed to maintain a level of security for all
• Response plan review by all city departments and divisions; employees familiarize themselves
with threat levels and essential mission activities; leadership sets up incident command post (ICP)
• Communications with vendors and suppliers
• Normal governmental operations continue
• On-going communications with JCPH to monitor spread of disease; gather information and
guidance from additional sources such World Health Organization and the Center for Disease
Control
• Disseminate information (re-issue literature) to employees concerning infection control, proper
hygiene, and infection control products
• Implement restroom sanitation protocol
• Conduct meetings electronically whenever possibly, yet maintain the integrity of Iowa’s open
meeting law
• Restrict business travel to inter-city and in-state essential
• Human Resources educates (re-issues directives) on continuity of operations and pandemic
operations protocol (sick leave, working from home, calling in sick, sending home, return to
work, etc.)
• ITS launches intranet and internet sites dedicated to pandemic and issues reminders of existing
sites offering pandemic information
Trigger 2 (infection within US)
• City director communicates with the general public and employees, identifies threat level and
actions
• Normal business operations continue with greater emphasis on core essential functions
• Employees prepare worksites for possible essential function activities
• Evaluate all business travel; consider suspension of in-state travel
• Implement policy to reduce face-to-face contact among employees
• Conduct meetings via telephone conference call
• Close or reduce use of employee break room for meals
• Cancel group meetings; conduct city council and other city committee meetings (via computer or
conference calls) consistent with state law
• Implement human resources leave policies
• Begin social distancing protocol with clients and fellow employees
• Review leadership succession plan and advise all managers to review critical work in progress
with at least 3 levels of successors
• Begin process of email reports to management on status of influenza in world/US
• Limit customer face-to-face contact
Pandemic Influenza Continuity of Operations Plan, Annex A-3
Pandemic Influenza Continuity of Operations Plan, Annex A-4
• Use computers or conference calls for meetings
• Do business via email or telephone
• Post prominent signs at facility entrances advising visitors not to enter if they have influenza
symptoms
• Place hand sanitizers station at elevator foyers and other locations of shared contact
• Ensure that employees have adequate supplies of tissue, hand sanitizer gel, and disinfectant wipes
at their work station
• Ensure a generous supply of surgical and/or N95 masks for employees who become sick at work
• Implement work station and restroom sanitation protocol
Trigger 3 (infection within Iowa and employee absenteeism of 10%)
• City director communicates with public and employees, identifies threat level and actions;
continuous updates on status of city services
• Suspend non-essential services in light of employee absentee rate and social distancing directives
from JCPH
• Limit non-essential intra city business travel
• Distribute personal protective equipment to employees; practice social distancing in all person-to-
person interactions
ANNEX 2: ESSENTIAL OPERATIONS
Each Division has reviewed its operations and determined which services would continue to be provided
if staffing levels fell to 50%. The information below details the City of Iowa City’s: 1) essential
operations; 2) services that may be suspended; and 3) regulatory requirements.
ESSENTIAL OPERATIONS - ACCOUNTING
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Accounts Payable
Payroll
Accounts Receivable
Landfill billing
P-Cards
Sales Tax
Check runs
OPERATIONS THAT CAN BE SUSPENDED - ACCOUNTING
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Refund check requests
Manage Escrow Deposits
Grant requests and drawdowns
Reconciliation of various accounts
Housing Authority financials
REGULATORY REQUIREMENTS - ACCOUNTING
The following activities have regulatory requirements that may be difficult to fulfill during a pandemic:
Payroll Tax Payments (bi-weekly)
Sales Tax (monthly)
DNR and DOT Reports (quarterly)
W-2s, 1099s, Audit and CAFR (annually)
Pandemic Influenza Continuity of Operations Plan, Annex A-5
ESSENTIAL OPERATIONS - AIRPORT
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Maintain runways and grounds
REGULATORY REQUIREMENTS - AIRPORT
The following activities have regulatory requirements that may be difficult to fulfill during a pandemic:
Runway inspections and grounds maintenance.
Pandemic Influenza Continuity of Operations Plan, Annex A-6
ESSENTIAL OPERATIONS - CABLE
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Provide emergency information to public
REGULATORY REQUIREMENTS - CABLE
The following regulatory requirements may be difficult to fulfill during a pandemic:
Operation of Channels 4 and 5.
Pandemic Influenza Continuity of Operations Plan, Annex A-7
ESSENTIAL OPERATIONS – CEMETERY
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Interments and disinterments
Sale of cemetery lots/spaces
Preventative maintenance and small repairs to equipment
Snow and ice removal
OPERATIONS THAT CAN BE SUSPENDED – CEMETERY
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Moving/trimming
Planting and maintenance of trees, shrubs and flowers
Grounds cleanup
Respond to genealogy requests
Fill/repair sunken graves
Reset and straighten monuments
Minor maintenance of grounds and buildings
REGULATORY REQUIREMENTS – CEMETERY
The following activities have regulatory requirements that may be difficult to fulfill during a pandemic:
Snow and ice removal within 24 hours
Interments
Pandemic Influenza Continuity of Operations Plan, Annex A-8
ESSENTIAL OPERATIONS – CITY ATTORNEY’S OFFICE
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Legal external deadlines
OPERATIONS THAT CAN BE SUSPENDED – CITY ATTORNEY’S OFFICE
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Board and Commission meetings
Prosecuting simple misdemeanors
Drafting various Council measures
REGULATORY REQUIREMENTS – CITY ATTORNEY’S OFFICE
The following activities have regulatory requirements that may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-9
ESSENTIAL OPERATIONS – CITY CLERK
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Council related activities
Filing Applications
City Election Services
OPERATIONS THAT CAN BE SUSPENDED – CITY CLERK
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
General licensing
Record keeping of abstracts, deeds and airport
Police Citizens Review Board
Youth Advisory Commission
REGULATORY REQUIREMENTS – CITY CLERK
The following activities have regulatory requirements that may be difficult to fulfill during a pandemic:
Council related activities
Filing applications
Support Staff (Police Citizens Review Board and Youth Advisory Commission)
General licensing
City Election services
Other activities as set by State Law and City Charter
Pandemic Influenza Continuity of Operations Plan, Annex A-10
ESSENTIAL OPERATIONS – CITY COUNCIL
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Pass ordinances
Pass resolutions
Issue GO bonds
Certify budgets
**Note: There must be 4 Council members present to have a quorum. Councilors may participate by
speaker phone if needed.
REGULATORY REQUIREMENTS – CITY COUNCIL
The following activities have regulatory requirements that may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-11
ESSENTIAL OPERATIONS – CITY MANAGER’S OFFICE
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
CEO responsibilities
Budget administration
OPERATIONS THAT CAN BE SUSPENDED – CITY MANAGER’S OFFICE
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Public Use Permits
Routine meetings, consultations and support services
REGULATORY REQUIREMENTS – CITY MANAGER’S OFFICE
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-12
ESSENTIAL OPERATIONS – DOCUMENT SERVICES
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Preparation and submittal of media releases
Preparation and posting of content to City’s website
OPERATIONS THAT CAN BE SUSPENDED – DOCUMENT SERVICES
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Document Preparation
REGULATORY REQUIREMENTS – DOCUMENT SERVICES
The following regulatory requirements may be difficult to fulfill during a pandemic:
State and federal mandated reports and budgets.
Pandemic Influenza Continuity of Operations Plan, Annex A-13
ESSENTIAL OPERATIONS - ENGINEERING
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Management of Right of Way (ROW)
Inspection of Capital and Development projects
Technical support to other City divisions
Mapping
OPERATIONS THAT CAN BE SUSPENDED – ENGINEERING
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Capital Project Plan preparation
Review of Development Plans
Maintaining design standards, construction specifications
REGULATORY REQUIREMENTS - ENGINEERING
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-14
ESSENTIAL OPERATIONS - EQUIPMENT
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Fueling City and County vehicles
Repair of City vehicles
OPERATIONS THAT CAN BE SUSPENDED – EQUIPMENT
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Purchase and disposal of vehicles
REGULATORY REQUIREMENTS - EQUIPMENT
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-15
ESSENTIAL OPERATIONS - FIRE
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Structural firefighting
Natural gas emergencies
Hazardous Materials emergencies
Life threatening EMS and rescue calls
Administrative support functions
OPERATIONS THAT CAN BE SUSPENDED – FIRE
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Fire Code Enforcement/Inspections
Public education activities
Training evolutions
Public assistance calls
Low level EMS calls (non-life threatening)
False alarms
REGULATORY REQUIREMENTS - FIRE
The following regulatory requirements may be difficult to fulfill during a pandemic:
Code enforcement – licensing inspections
EMS CEU’s for recertification
Pandemic Influenza Continuity of Operations Plan, Annex A-16
ESSENTIAL OPERATIONS - HIS
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Utility service releases
Dangerous/Hazardous buildings and conditions
Maintain inspection program
OPERATIONS THAT CAN BE SUSPENDED – HIS
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Nuisance and zoning code complaints
Some specific inspections activities (construction site run-off, footings, temporary service, plan review,
some rental licensing, etc.)
REGULATORY REQUIREMENTS - HIS
The following regulatory requirements may be difficult to fulfill during a pandemic:
Construction site run-off
Maintenance of back flow program
Plan Review
Pandemic Influenza Continuity of Operations Plan, Annex A-17
ESSENTIAL OPERATIONS – HUMAN RIGHTS
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Enforce Title 2
Investigate complaints
OPERATIONS THAT CAN BE SUSPENDED – HUMAN RIGHTS
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Staff to Commission
Process complaints
REGULATORY REQUIREMENTS – HUMAN RIGHTS
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-18
ESSENTIAL OPERATIONS – LANDFILL
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Landfill operations
OPERATIONS THAT CAN BE SUSPENDED – LANDFILL
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Recycling operations
REGULATORY REQUIREMENTS – LANDFILL
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-19
ESSENTIAL OPERATIONS – LIBRARY
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Circulation of materials
Answer reference questions
Provide public internet access
Maintain systems operations
Bill paying, payroll and mail
Essential janitorial services
OPERATIONS THAT CAN BE SUSPENDED – LIBRARY
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Outreach services and collections
Collection development and cataloging
Storytimes and other library programs
Volunteer program
Meeting rooms
Book End
REGULATORY REQUIREMENTS – LIBRARY
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-20
ESSENTIAL OPERATIONS – PARKING
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Maintenance of parking facilities
Enforcement of parking regulations
Cashiering at parking ramps
OPERATIONS THAT CAN BE SUSPENDED – PARKING
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Office and point of sale operations
REGULATORY REQUIREMENTS - PARKING
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-21
ESSENTIAL OPERATIONS – PLANNING AND COMMUNITY DEVELOPMENT
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Traffic engineering
OPERATIONS THAT CAN BE SUSPENDED – PLANNING AND COMMUNITY
DEVELOPMENT
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Economic Development
Neighborhood Services
Community Development
Urban Planning
Human Services
Transportation planning
Human Services
Routine meetings, consultations and support services
Administrative support functions
REGULATORY REQUIREMENTS – PLANNING AND COMMUNITY DEVELOPMENT
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-22
ESSENTIAL OPERATIONS – PERSONNEL
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Personnel issues/contract interpretation
Employee testing
Advertise and hire city positions
Employee orientation
Payroll
Flex, COBRA, FMLA and LWOP administration
Labor negotiations
Grievance processing
OPERATIONS THAT CAN BE SUSPENDED – PERSONNEL
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Special events
Employee service awards
Position classifications
Exit interviews
Wellness rooms
Scanning
REGULATORY REQUIREMENTS - PERSONNEL
The following regulatory requirements may be difficult to fulfill during a pandemic:
FMLA Tracking
CDL Testing
Pandemic Influenza Continuity of Operations Plan, Annex A-23
ESSENTIAL OPERATIONS – POLICE
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Communications (routine and 911 calls/dispatch)
Records
Animal Services
Public Safety
Investigation of traffic incidents
Preliminary criminal investigations, Property and Persons
Criminal investigations, Property and Persons
Budget administration
Procurement
OPERATIONS THAT CAN BE SUSPENDED – POLICE
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Training/Accreditation
Planning/research
PR events
Investigation of minor property damage crashes
Investigation of private property crashes
Vehicle impounds/private property
Elective event security
Some licensing renewal
School crossing guards (dependent upon schools closing)
REGULATORY REQUIREMENTS - POLICE
The following regulatory requirements may be difficult to fulfill during a pandemic:
Records
IBR reporting
Accreditation standards
All non-essential and non-emergent enforcement/regulatory actions
Pandemic Influenza Continuity of Operations Plan, Annex A-24
ESSENTIAL OPERATIONS – PURCHASING
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Mail functions
Approve vouchers
Types, posts and distributes purchase orders
Procurement of goods and services
OPERATIONS THAT CAN BE SUSPENDED – PURCHASING
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Staffing of the Information Desk
REGULATORY REQUIREMENTS - PURCHASING
The following regulatory requirements may be difficult to fulfill during a pandemic:
Adherence to purchasing guidelines
Pandemic Influenza Continuity of Operations Plan, Annex A-25
ESSENTIAL OPERATIONS – REVENUE
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Print and distribute payroll and AP checks
Customer Service for utilities
Utility billing
Redeem investments
Transfer Delta Dental payments
OPERATIONS THAT CAN BE SUSPENDED – REVENUE
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Cashiering
Utility Collections
Reconciling banking activity
REGULATORY REQUIREMENTS - REVENUE
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-26
ESSENTIAL OPERATIONS – RISK MANAGEMENT
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Administration of Workers’ Compensation and Property/Casualty insurance programs
Procurement of insurance
OPERATIONS THAT CAN BE SUSPENDED – RISK MANAGEMENT
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Overseeing City safety programs
REGULATORY REQUIREMENTS – RISK MANAGEMENT
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-27
ESSENTIAL OPERATIONS – SENIOR CENTER
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Facility management and maintenance
Financial management of operations
Information resource for seniors and their families via person-to-person interactions, websites, e:mail and
phone
Provide operational space for senior nutrition program, AARP, Visiting Nurses Association and RSVP
(dependent upon these organizations remaining open)
OPERATIONS THAT CAN BE SUSPENDED – SENIOR CENTER
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Develop and implement classes, activity groups and special events
Maintain fitness areas, computer lab, television production studio, and ceramics studio
Provide opportunities for social engagement
Develop and implement volunteer programs
Venue for student training, education and employment
Provide public space for use or rent
Fundraising
Management of membership and parking programs
Offer legal, tax and insurance assistance
REGULATORY REQUIREMENTS – SENIOR CENTER
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-28
ESSENTIAL OPERATIONS – SOLID WASTE
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Refuse collection
OPERATIONS THAT CAN BE SUSPENDED – SOLID WASTE
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Bulky collection
Recycling operations
Yard Waste collection
REGULATORY REQUIREMENTS – SOLID WASTE
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-29
ESSENTIAL OPERATIONS – STREETS
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Traffic signal maintenance
Snow and ice control
Debris removal
Pavement patching
OPERATIONS THAT CAN BE SUSPENDED – STREETS
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Pavement removal and repair
Street sweeping, leaf removal and ditch cleanout
Traffic marking
Street lighting
REGULATORY REQUIREMENTS – STREETS
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-30
ESSENTIAL OPERATIONS – TRANSIT
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Bus service
OPERATIONS THAT CAN BE SUSPENDED – TRANSIT
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
None
REGULATORY REQUIREMENTS – TRANSIT
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-31
ESSENTIAL OPERATIONS – WASTEWATER
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Wastewater collection and treatment
OPERATIONS THAT CAN BE SUSPENDED – WASTEWATER
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
None
REGULATORY REQUIREMENTS – WASTEWATER
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
Pandemic Influenza Continuity of Operations Plan, Annex A-32
Pandemic Influenza Continuity of Operations Plan, Annex A-33
ESSENTIAL OPERATIONS – WATER
The following operations are deemed essential for the City of Iowa City to maintain critical operations.
Sampling/lab analysis
Monitor and control distribution system
Collect data for MOR
Customer service/call center
Facility maintenance
Regulatory agency coordination
Public information coordination
Maintenance of mains, fire hydrants and valves
Repair water main breaks
Utility locates for water and fiber
OPERATIONS THAT CAN BE SUSPENDED – WATER
The following services/operations can be suspended temporarily without causing immediate or irreparable
damage to the City of Iowa City:
Project management
Grounds maintenance
Water main replacement
Mapping and inspection
Installing new water mains
Meter reading and investigating
Water service taps
New meter installations
Billing pertaining to Water Division work
REGULATORY REQUIREMENTS – WATER
The following regulatory requirements may be difficult to fulfill during a pandemic:
None
ANNEX 3: PANDEMIC POLICIES
The following policies will be activated as part of the Pandemic Influenza Continuity of Operations Plan:
1. Employee Leave-
a. Remind City employees re: importance of retaining accruals
b. City policies as they current exist
• LWOP – can it be extended for family illness?
• FLMA – will federal guidelines change re: treatable condition? Can application
be looked at on case-by-case basis?
• Sick bank – can it be extended for family illness too?
c. Determine “critical services” as per division/department
• Can employees be “shared” depending on skill-set and/or need of operation?
• Determine criteria for mandatory building openings and staffing
2. Flexible Work-
a. Goal is to provide at least minimal services (division/dept. to determine critical services)
b. ITS has developed the infrastructure for off-site work/access (internet and phone)
c. Division/dept. may stagger work hours and/or days in order to cover needed services
d. Re-assignment of employees may be needed between Division/dept.
e. Because of re-assigned employees, work space may need to be shared
3. Health Care-
a. Current City-held plan policy includes a deductible of $100 and the first two days per
person per admission; a coinsurance payment of 10%; a maximum out-of-pocket of $500
per contract. Contact Human Resources for more detailed information and a copy of the
Coverage Manual.
b. EAP available on as-needed basis for employees and family members
c. (Re-) Education of employees is needed on preventative measures, City policies as they
stand, and the City’s Pandemic plan
4. Travel Policies-
a. If/when necessary, all travel would be suspended by City Manager and/or Department
Head(s)
b. Look at building “safe travel” policy/procedures, i.e. how to protect oneself, what to do if
emergency situation occurs when you have traveled to, etc.
c. As it is available use teleconferencing instead of traveling
Pandemic Influenza Continuity of Operations Plan, Annex A-34
ANNEX 4: MANAGEMENT OF ILL EMPLOYEES
RESTRICT WORKPLACE ENTRY OF PEOPLE WITH INFLUENZA SYMPTOMS
During an influenza pandemic an effective way to limit the spread of disease is to ask infected individuals to
remain home. During Stage 3-5 (Respond) the City of Iowa City will:
1. Notify employees they should not come to work if they are unwell, particularly if they are exhibiting any
influenza symptoms.
2. Post notices at all workplace/facility entry points advising staff and visitors not to enter if they have
influenza symptoms.
3. Advise employees to call their Department/Division if they become ill at home or work.
4. Provide Department/Division staff with protocol for employees who become ill (attached).
5. Ensure that ill employees have completed the required isolation period (guidance to be provided by the
Johnson County Department of Public Health) and are healthy and no longer infectious before allowing
them to return to work. Note that staff who have recovered from the pandemic influenza are less likely to be
re-infected and should be encouraged to return to work.
PROTOCOL FOR EMPLOYEES WHO BECOME ILL
Advise employees that if a person feels ill, or if someone observes that another person is exhibiting symptoms of
influenza at work, they are to contact Divisional staff by telephone if possible.
Duties of Divisional staff:
1. Speak with the individual by phone.
2. Check if the employee has any influenza symptoms. (The Johnson County Health Department will
provide a list of symptoms).
• If the employee does not have any symptoms they are unlikely to have influenza and should be
reassured and advised to call again later or to see their doctor if they are still concerned.
• If the employee has influenza symptoms they should be treated as a “suspect influenza case.”
3. Complete a Suspect Influenza Case Form (attached), and forward to Human Resources.
4. If the employee is at work provide them with a surgical mask and instruct them to put the mask on
immediately. (This is to help protect other staff.).
• Instruct employee to leave work. If possible, public transportation should be avoided. If public
transportation is unavoidable, instruct the employee to keep the mask on and cough or sneeze
into a tissue while traveling.
5. Advise the employee to contact a health professional. This may involve phoning the person’s normal
doctor or a specially designated center to seek advice.
6. Advise the employee on how long to stay away from work (the Johnson County Department of Public
Health will provide isolation guidance).
7. Have the employee’s work station cleaned and disinfected as indicated in Annex 7: Workplace
Cleaning.
8. The Johnson County Health Department may ask employers to 1) identify contacts (once an employee
is suspected to be infected); 2) advise contacts that they have been in contact with a person suspected
of having influenza; and/or 3) ask contacts to go home, and stay home until advised otherwise. (the
Johnson County Department of Public Health will provide isolation guidance).
9. Advise supervisor of employee absence and need for cover.
10. Check on the employee during his/her absence from work.
11. Encourage employees to return to work once they have recovered.
Pandemic Influenza Continuity of Operations Plan, Annex A-35
12. Have masks, tissues, and hand sanitizer available for use by all employees (placed on desks, by
telephones, in rest rooms, etc.).
Pandemic Influenza Continuity of Operations Plan, Annex A-36
Pandemic Influenza Continuity of Operations Plan, Annex A-37
SUSPECT INFLUENZA CASE FORM
FOR MANAGEMENT OF STAFF WHO BECOME ILL AT WORK
Details of affected employee
Name:
Date: Visitor
Employee
Date of Birth:
Job Title:
Worksite: Location of Isolation:
Address:
Telephone no:
____________________ (Work) ____________________ (Home) ____________________ (Other)
Symptoms noticed:
Fever Time of fever on-set: _________________________
Headache
Dry cough Date and Time of on-set: ______________________
Cold
Body aches Date expected to return to work: _______________
Fatigue
Other: _____________________
* Symptoms and isolation periods will be updated by the Johnson County Health Department as information becomes
available following the emergence of a pandemic influenza virus strain.
Where referred:
Notes:
Details of Reporter
Name:
Job title:
Telephone no.:
____________________ (Work) ____________________ (Home) ____________________ (Other)
List on possible contagious contacts with phone numbers:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
ANNEX 5: INFORMATION DISSEMINATION PLAN
Throughout Stages 1-6 the City of Iowa City will need to provide accurate and up-to-date information to key
audiences. The information dissemination plan describes who will develop and authorize content, audiences,
messages, and the information dissemination strategy.
RESPONSIBILITY AND AUTHORITY
Content Development
The following individuals and alternates will be responsible for creating and/or coordinating the development of
content for communicating with employees, clients, the general public, suppliers and service vendors, and partners.
Title Section/Unit Contact
Information
Primary/
Alternate
Supervisor Document Services 356-5061 Primary
Public Information
Coordinator
Public Works 356-5164 Alternate
Approves Content
The following individuals and alternates will be responsible for authorizing the content and information
dissemination strategy.
Title Section/Unit Contact
Information
Primary/
Alternate
City Manager Administrative 356-5010 Primary
Assistant City Manager Administrative 356-5013 Alternate
Public Works Director Public Works 356-5141 Alternate
Finance Director Finance 356-5053 Alternate
AUDIENCES
The City of Iowa City will be responsible for providing information to the following audiences:
• Employees - Phone trees for each department have been gathered. It is the responsibility of each
Departmental Director to disseminate information throughout their divisions.
• City partners
• Product and service vendors
• Clients/general public
COMMUNICATION MESSAGES
The City of Iowa City will provide ongoing information and guidance to the above audiences- employees,
customers/clients/general public, and product and service vendors- throughout each stage. Important
communication messages include:
Pandemic Influenza Continuity of Operations Plan, Annex A-38
Pandemic Influenza Continuity of Operations Plan, Annex A-39
Stage 1-2 (Prepare)
• General avian/pandemic influenza information
• Components of the City of Iowa City’s pandemic influenza continuity of operations plan
• Infection control preparations made by the City of Iowa City
• How to develop a personal/family disaster kit
• Where to get information during an emergency (e.g. website, telephone information line)
Stage 3-5 (Respond)
• Activation of Stage 3-5
• Updates on the status of the pandemic
• Policy changes
• Infection measures to be utilized at work
• Illness reporting
• Job reassignments
• Vendor product/supply needs
• Services available to the public
Stage 6 (Recover)
• Activation of Stage 6
• Updates on the status of the pandemic
• Job reassignments
• Policy changes
MODES OF DISSEMINATION
Information will be disseminated to audiences throughout each stage using the modes of communication described
below. Multiple strategies will be used to create redundancy and ensure that intended recipients receive messages.
• Telephone Systems. External public information line, mass voice mail message, call-down tree
• Electronic Systems*. Mass e-mail message, website posting, intranet posting.
• In person. Meeting, presentation, training
• Media- TV, Radio, Newspaper. Press releases, press conferences
ANNEX 6: INFORMATIONAL MATERIALS
Additional resources regarding an influenza pandemic can be found at:
1. Pandemic Influenza: Frequently Asked Questions
www.flu.gov
www.cdc.gov/HINIflu
2. Pandemic Influenza: City of Iowa City Preparedness
www.icgov.org
3. Pandemic Influenza Infection Control Strategies for Work & Home
www.idph.state.ia.us/h1n1
www.ready.gov
www.johnson-county.com
Pandemic Influenza Continuity of Operations Plan, Annex A-40
ANNEX 7: INFECTION CONTROL
Safeguarding the health of city employees, customers, vendors, and the public during an influenza
pandemic is a key objective for the City of Iowa City. A variety of infection control measures, including
heightened hygiene practices, social distancing, and infection control equipment may be utilized to slow
the spread of disease.
HYGIENE
Employees will be educated and reminded of hygiene measures that help to limit the spread of disease.
These include:
• Use respiratory etiquette (e.g. covering cough or sneeze with a tissue or cloth).
• Properly clean hands with soap and water or hand sanitizer regularly.
• Avoid direct skin to skin contact with others, such as hand shaking hands. Substitute hand shaking
with alternatives like waving, smiling, nodding, and bowing.
• Keep work areas and home clean and disinfected.
• Stay home when ill and do not send ill children to school or day care.
• Masks and Nitrile gloves will be made available to City employees.
Informational materials are provided in Annex 6. Informational Materials and can be distributed
following the procedures in Annex 5, Information Dissemination Plan.
The following hygiene measures will be taken to reduce the spread of disease:
• Hand washing instructions will be posted in shared washrooms.
• Cover Your Cough reminders will be posted in waiting rooms and common areas.
• Magazines/papers will be removed from waiting rooms and common areas.
• Hand sanitizer will be available in waiting rooms and common areas.
• Tissues and trash cans will be available in waiting rooms and common areas.
SOCIAL DISTANCING
The City of Iowa City has the ability to utilize the following social distancing strategies to reduce close
contact among individuals:
Telecommuting. Critical and/or necessary services and the ability or option for telecommuting will be
determined by each department/division. ITS will build infrastructure that will allow/facilitate
telecommuting.
Teleconferences. Teleconferences can be held at City Hall, and will be done when appropriate.
Staggering work shifts. Critical and/or necessary service, as identified by each department/division, will
help dictate:
1. the number of employees who do not need to perform their work during the same time of the
day and can be spread out in the 24 hours period (to be determined by each
department/division), and
2. the number of employees who can work an extended number of hours in fewer days (to be
determined by each department/division).
Pandemic Influenza Continuity of Operations Plan, Annex A-41
Pandemic Influenza Continuity of Operations Plan, Annex A-42
Face-to-face barriers. At present ICPD is the only department with an existing barrier that prevents
direct contact with public. Each department/division will determine their ability to provide their services
via telephone, internet or mail, and will re-organize their internal structure appropriately. Employees who
must have regular face-to-face contact with the public will be trained to minimize possibility of contagion
and will be provided with masks, hand sanitizer and Nitrile gloves towards that goal. In effort to protect
employees and public entering buildings the City will investigate possibility of requiring everyone who
enters a building to don masks and/or Nitrile gloves. City will look into feasibility of putting “sneeze
guards” (minimal barriers) in place at public service desks/windows.
WORKPLACE CLEANING
Building Maintenance personnel will be responsible for ensuring they have an adequate quantity of
cleaning and disinfecting supplies. Staff will be educated regarding cleaning and disinfecting workplace
areas. This includes:
• Read and follow all labels and directions.
• Use the recommended personal protective equipment (PPE).
• Mix properly if using a diluted solution.
• Review any “contact times” as these are important for proper disinfection.
• Disinfect phones, workstation area and counter top space.
• Disinfect keyboards, mouse and pad (may need a disinfectant that is designed for office equipment,
check with ITS).
• Disinfect office chairs.
• Use alcohol based cleaner in between washing with soap and water.
• Use sanitizing wipes on non-porous surfaces.