sully station ii community association 2020 covid-19 … · 2020-06-01 · sully station ii...

SULLY STATION II Community Association

2020 COVID-19 PANDEMIC REOPENING GUIDELINES

When Orders are Lifted or Eased/Modified to Allow Freer Travel from Home –

Reopening Amenities and Common Areas

Adopted by the Board of Trustees: May 28, 2020

This document is not intended to provide, and must not be construed as or relied upon as, professional, medical or legal advice of any kind on any issue. Residents should adhere to the directives given by local, state, and national authorities and refer to qualified health professionals like the Center for Disease Control and Prevention (CDC) and World Health Organization (WHO) as the primary sources for information. These guidelines may change from time to time without prior notice to members or residents as deemed necessary by the Board and/or as federal, state, or local authorities and healthcare organizations issue new and/or revised directives.

Sully Station II Community Association 2020 COVID-19 Pandemic Reopening Guidelines

May 2020 i

TABLE OF CONTENTS

I. INTRODUCTION …………………………………………………………………………………..…….……………. 1

II. LOCKDOWN ACTIONS TAKEN ……………………………………………………………..…..………………. 2

III. CONSIDERATIONS FOR REOPENING …………………………………………………………….…...….… 2

IV. PREPARATION FOR REOPENING ………………………………………………………………………….….. 3

V. PHASED REOPENING …………………………………………………………………………………………….… 3

VI. PHASED SCHEDULE FOR COMMON AMENITIES AND EVENTS …………………………………. 4

VII. COMMUNICATION ……………………………………………………………………………………………..… 11

VIII. CONCLUSION …………………………………………………………………………………….……………….… 12

APPENDIX A: HIERARCHY OF CONTROLS ….………………………………………………………….……….… 13

APPENDIX B: ELEMENTS OF COST …………………………………………………………………………………… 15

APPENDIX C: REFERENCE INFORMATION ……………………………………………………….…………….… 16


May 2020 Page 1 of 16

I. INTRODUCTION

The COVID-19 pandemic has presented unprecedented challenges to all Sully Station II Community Association (SSIICA) operations. We are living in uncharted waters with limited ability to determine what the final outcome will be physically, socially, and economically. We can surmise that the COVID-19 pandemic will run its course and we should proactively plan for the return to some semblance of normal operations. Uncertain what the “new normal” will look like, the SSIICA Board of Trustees (Board) and Management must analyze all Association operations to determine the best way to conduct those operations to enhance the residents’ experiences while providing as healthy an environment as possible once the sheltering at home restrictions are lifted or eased/modified to allow freer travel from home.

The Board and Management continue to be steadfast in ensuring that our Association exercises best practices regarding the prevention of illness due to COVID-19. The following guidelines set forth by the Center of Disease Control and Prevention (CDC) have been communicated to our community, and additional information on the Hierarchy of Controls is provided in Appendix A:

➢ Stay home if you are sick.

➢ Choose to self-isolate if you fall into a high-risk category.

➢ Avoid close contact with people who are sick.

➢ Wash your hands often with soap and water for at least 20 seconds.

➢ Avoid touching your eyes, nose or mouth.

➢ Follow coughing and sneezing etiquette (cover your mouth with a tissue and then toss the tissue in the trash).

➢ Clean and disinfect frequently touched objects and surfaces.

➢ Cover your face when in public.

➢ Follow social distancing rules.

In early April 2020, FirstService Residential published Community Association Operational Guidelines to address the COVID-19 pandemic. These guidelines were developed for the communities they manage, adapted from information from the CDC and other healthcare authorities, and took into account the escalating coronavirus outbreak and its anticipated spread. The Guidelines provided a resource to aid community association boards and management teams to collaboratively develop and document judicious reopening plans that will safeguard resident and staff health while serving the needs of the community. The SSIICA Reopening Guidelines have been adapted from the Guidelines developed by FirstService Residential and adopted by the Board. These Guidelines have been created to communicate the information the Board has received from various sources, including the Community Associations Institute, the Association’s attorney and insurance agent. The purpose of these guidelines is to assist the Board and Management in making decisions moving forward, and to communicate the considerations and reopening planning with our community. This is a living document which will be updated as needed and as new guidance is received. The Board reserves the right to adjust as appropriate to balance the needs and desires of the residents with safety/health and financial, insurance and legal considerations and will make best efforts to keep an updated copy of these Guidelines on the Association’s website and in the Management Office for access by the community. The Board does not want to make rash, rushed or uninformed decisions on these matters and hopes that the members and residents respect that thoughtfulness in the decision-making, even if it does not comport with what individuals would prefer.



We have been fortunate to be well positioned to maintain our operational and financial stability throughout this crisis, and will continue to move forward with the utmost thought and care.

II. LOCKDOWN ACTIONS TAKEN

In late March 2020, the Board cancelled its March 26, 2020 meeting and authorized the temporary closure of the Community Center, tennis courts and tot lots, and cancelled all Community Center events and rentals until further notice. The full list of SSIICA amenities, all of which were temporarily closed, include:

➢ Community Center, including Management Office, meeting space, kitchen, restrooms, and storage areas;

➢ Multipurpose courts; ➢ Pool complex, including pools, decks, gazebo, grilling area, and bath house; ➢ Tennis courts; and ➢ Tot Lots.

Due to the Commonwealth of Virginia Governor Northam’s declared State of Emergency made during the COVID-19 pandemic and in accordance with Budget Bill Amendments 28 and 137 (HB29 and HB30 respectively), the Board held a virtual meeting on April 23, 2020. SSIICA Membership was notified of the virtual meeting pursuant to the requirements set forth in the Virginia Property Owners Association Act and was provided with a hyperlink to attend the meeting, either via video or phone. Likewise, the April and May meetings of the Architectural Review Board (ARB) were similarly conducted. Meetings of the Board and its Committees will continue to be conducted in this manner until further notice.

While Association amenities have been in lockdown, the SSIICA Board and Management, operating under the essential business directives from federal, state and local authorities, have been diligently working to manage the day-to-day operations and have provided exceptional customer service through enhanced communication and virtual activities and programs. In addition to daily operations, Management has continued to provide operational support to include: engaging a certified inspector to conduct a safety inspection of all tot lots and developing a proposal for necessary repairs/replacements; soliciting bids from paving contractors for asphalt maintenance in identified Townhome Sections as per our 2020 Reserve Study; and addressing and taking action to correct numerous other Association operational issues.

III. CONSIDERATIONS FOR REOPENING

Recognizing our residents are anxious to resume community activities, it is important for the Board to balance those needs with a variety of legal and financial considerations. The following are aspects to reopening that the Board must consider as part of its fiduciary and legal responsibility to the Association:

➢ Health and safety of residents, the Management team, vendors and guests. This is the primary consideration, and is the reason early action was taken to close the office to residents, and close the Community Center and other amenities.

➢ Federal, State and local mandates and guidelines. There are a wide range of mandates and guidelines to be followed. The Board must ensure that decisions are consistent with those mandates.

➢ Legal considerations. The Board must make decisions in accordance with the Association’s Governing Documents, which include acting in the interest of the Members.

➢ Insurance coverage for the activity/amenity. Insurance carriers, including ours, do not generally provide virus insurance coverage. It is the Board’s fiduciary responsibility to ensure the



Association is not put at financial risk by sponsoring or allowing activities not covered by insurance. If the Association were to lose a lawsuit where insurance does not provide coverage, the costs would be borne by every Member.

➢ Cost. The annual budget, supported by monthly assessments, was developed for normal operations. There are unplanned costs associated with complying with many of the mandates and guidelines, some of which could be significant. Consideration must be given to whether the additional costs of opening a particular amenity or holding a specific event are excessive relevant to the number of residents that could attend or use the amenity. (See Appendix B for Elements of Cost.)

➢ Time. Sufficient time must be allowed for: the Management team to procure any required supplies and contracts to be ready to open AND to maintain the amenity on an ongoing basis; the Management team and/or vendors to physically prepare the space, including posting any new needed signage; the Management team, vendors, and/or community volunteers to be notified, trained and prepared.

IV. PREPARATION FOR REOPENING

The following steps are being taken by the Management team to prepare for reopening SSIICA amenities:

➢ Inventorying cleaning and disinfecting supplies and purchase items where there may be shortfalls. ➢ Inventorying personal protective equipment (PPE) and safety supplies for Management as

recommended or mandated by the CDC and other federal, state, and local authorities. ➢ Determining the number of hand sanitization stations (free-standing dispensers, wall dispensers,

etc.) needed and purchase accordingly. ➢ Revising the event calendar to reflect cancellations or rescheduling of events. ➢ Re-evaluating budgets and making recommendations to the Board for approval. ➢ Obtaining signage for health and safety reminders, social distancing, etc. to post throughout the

Association’s common areas.

V. PHASED REOPENING

As stay-at-home orders are lifted or eased/modified to allow freer travel from home and foot traffic picks up inside our community, it is important to have a phased and disciplined approach to reopening amenities and common areas, as well as handling social events, that continues to safeguard the health of the community. Although the lifting of orders allows more access to various services and places, it is important to remember that the COVID-19 pandemic continues. For this reason, the recommendation to adhere to the CDC social distancing and cleaning guidelines remains in effect until the pandemic is controlled or other direction is provided by the CDC.

This phased schedule is reflective of the best practices devised by a combination of government authorities. Taking a conservative approach that reflects the considerations above should make the



reopening of amenities a positive experience for the whole community. This schedule assumes at least three Phases, though as the situation evolves and federal and expert guidance evolves with it, the number of phases and recommendations within them may change. Following is a summary of the Phased opening for Common Amenities and Events.

A. Phases

➢ Phase I: Pandemic with continued strict social distancing. Stay-at-home orders are lifted or eased/modified to allow freer travel from home.

• Restricted use of amenities to comply with CDC social distancing recommendations; some amenities remain closed.

• Personal interactions conducted virtually/electronically to the maximum extent possible. ➢ Phase II: Pandemic with moderate social distancing as defined by the CDC at that time and people

are free to leave domiciles freely. Timing To be Determined (TBD)

• Phase 1 controls in effect.

• Expand operations with current social distancing recommendations. ➢ Phase III: Pandemic is over. New normal established. Timing TBD

• Implement post-pandemic social distancing and cleaning guidelines recommended in the new normal.

B. Phase 1 Reopening

➢ Management Office – no change; limit personal interaction to maximum extent possible. ➢ Community Center – no change; Board and committee meetings to be held virtually; rentals not

accepted. ➢ Tennis/Pickleball and Multipurpose Courts – to be open for limited use after signage is installed. ➢ Tot Lots/Playground – remain closed. The situation will be monitored and may change as

guidelines become clear and the risk to the community is reduced. The Board will seek advice of the Association attorney prior to opening the tot lots.

➢ Pool/Pool Decks/Gazebo – remain closed. The situation will be monitored and may change as guidelines become clear and opening of the pool becomes more cost effective and the risk to the community is reduced. The Board will seek advice of the Association attorney prior to opening the pool.

The remainder of this guide includes detailed guidance for the preparation of each amenity for reopening as well as for ongoing maintenance once open. Also included are currently known elements of cost and considerations for reopening each amenity. VI. PHASED SCHEDULE FOR COMMON AMENITIES AND EVENTS

As the Association amenities are gradually reopened, the following controls will aid in the preparation and planning for the phased reopening of each of the amenities. Of utmost concern is the health and safety of the residents, guests, vendors, and the Management team. These controls may be adjusted as needed by the Board and/or Management to fit the circumstances. We will communicate early and often any changes deemed necessary to circumvent or control virus/germ exposure.



ON-SITE MANAGEMENT OFFICE

➢ Preparation for reopening. The following will be required:

• Hand sanitizer station and supplies.

• PPE including rubber gloves and masks, and sterilizer wipes and proper cleaning chemicals to clean work spaces.

➢ Cost Elements: Hand sanitizer supplies; PPE; sterilizer wipes and cleaning supplies.

➢ Phase I: Pandemic with continued strict social distancing. Stay-at-home orders are lifted or eased/modified to allow freer travel from home. Management will:

• Continue restricted access to residents and other visitors; conduct business via phone or email when appropriate.

• Continue holding virtual meetings whenever possible.

• Hold “in office” meetings in the Management Office by appointment only and require Members, contractors, etc., to sanitize hands upon entrance and wear face masks according to current jurisdictional guidelines.

• Transfer items like hanging tags by appointment only or via US Mail or other delivery service.

• Place hand sanitizer station near the entrance for visitors and encourage use.

• Include disinfecting the Community Center and Office as part of regular janitorial service.

• Staff will use proper PPE including rubber gloves and masks, and use sterilizer wipes and proper cleaning chemicals to clean their work spaces regularly.

• Post signs for visitor compliance with health and safety guidelines.

➢ Phase II: Pandemic with moderate social distancing as defined by the CDC at that time. Timing TBD

• Phase 1 controls in effect.

• Continue operations with current social distancing recommendations. ➢ Phase III: Pandemic is over. New normal established. Timing TBD

• Implement post-pandemic social distancing and cleaning guidelines recommended in the new normal.

COMMUNITY CENTER ➢ Preparation for reopening. The following will be required:


• Shut down drinking fountains (cover fountain).

• New rules posted (example number of guests, cleaning up after use)

• Thorough cleaning and sanitizing of entire Community Center – meeting room, kitchen, lobby, restrooms, office area, storage closet.

➢ Cost Elements: Sanitizing of Community Center; sanitizing chairs, tables, etc.; additional sanitizing of restrooms; hand sanitizer supplies; cover for water fountain; heating, ventilation, and air conditioning (HVAC) filter replacement.

➢ Phase I: Pandemic with continued social distancing pursuant to CDC recommendations. Stay-at-home orders are lifted or eased/modified to allow freer travel from home.

• Establish capacity management protocols to support social distancing guidelines.

o Example: current maximum is 10 people or fewer.



• Clean and disinfect before and after each official use. Schedule regular cleaning and disinfecting.

• Provide hand sanitizer stations for participants and encourage use.

• Rope off low-usage areas to minimize cleaning footprint, costs and product use.

• Set up Community Center to encourage social distancing and posts signs regarding same.

• Control the number of reservations to allow for ample time to sanitize between events.

• Replace HVAC filters with greater frequency.

• No buffet-style events or sharing food.

• Use teleconferencing and videoconferencing as alternatives.

• Limit meeting attendance to allow for social distancing.

• Clean chairs and tables before and after each meeting.

• Set up room to promote social distancing (six feet apart).

• Clean restroom areas in compliance with CDC guidelines and operating guidelines.

➢ Phase II: Pandemic with moderate social distancing as recommended by the CDC at that time.

Timing TBD

• Phase I controls in effect.

• Continue operations with current social distancing recommendations. o Example: potentially increase number of guests.

➢ Phase III: Pandemic is over. New normal established. Timing TBD

• Implement post-pandemic social distancing recommendations, food sharing and cleaning guidelines recommended in the new normal.

KITCHEN ➢ Preparation for reopening. The following will be required:



• Thorough cleaning and sanitizing of kitchen. ➢ Cost Elements: Hand sanitizer supplies; sanitizing of kitchen (included in Community Center

sanitizing)

➢ Phase I: Pandemic with continued strict social distancing. Stay-at-home orders are lifted or

eased/modified to allow freer travel from home.

• Follow social distancing guidelines, keep at least 6 feet from other people.

• Provide sanitizer and cleaning supplies.

• Clean and sanitize all surfaces before use (countertops and other horizontal areas, handles, chairs and armrests, cooktops, etc.).

• No buffet-style events or sharing food.

• Rules for kitchen use to be implemented:

o Use gloves and facemasks during food preparation.

o Use proper utensils to serve food (tongs, serving spoons, etc.)

o Use single-use plastic cutlery and paper products.



o Use single-use condiments, milk, creamer and sugar products. o Do not leave any food products behind after use; communal refrigeration should remain

empty.

o Each user to remove all trash from individual use. o Clean and sanitize all surfaces again after use; wipe down all touched surfaces as you

leave the area.

• Strict social distancing supported by signage


• Provide sanitizer and cleaning supplies.

• For meetings, no kitchen use permitted due to cost of sanitizing.

➢ Phase II: Pandemic with moderate social distancing as recommended by the CDC at that time. Timing TBD

• Phase I recommendations in effect.

• Continue operations with current social distancing recommendations. o Example increase number of guests.


• Implement post-pandemic social distancing recommendations, food sharing and cleaning guidelines recommended in the new normal.

TENNIS/PICKLEBALL AND ALL-PURPOSE COURTS


• New rules posted (example: number of players per court).

• Signage to inform residents that they use the facility at their own risk. ➢ Cost Elements: Outdoor signage for 4 courts



• Place temporary “social distancing” signs at court entrances. • Limit to single play only to maintain minimum required 6 feet distancing while federal, state,

and local health regulations apply. • Required compliance with CDC recommendations for social distancing and limitation on size

of groups.

➢ Phase II: Pandemic with moderate social distancing as recommended by the CDC at that time. Timing TBD

• Phase I controls in effect.

• Continue operations with current social distancing recommendations. o Consider increasing number of guests.


• Implement post-pandemic social distancing as recommended by the CDC and cleaning guidelines recommended in the new normal.



TOT LOTS/PLAYGROUNDS


• All tot lots and playgrounds were inspected during the spring of 2020. Many repairs/replacements are required. Some of these pose safety hazards that will require the tot lot to remain closed until the repairs are made. Appropriate signage will be used on these tot lots until they can be reopened.

• Cleaning requirements for equipment are not currently known. The time and cost of preparing the equipment for use may delay the opening of some or all tot lots.

• New rules posted (example: number of participants, no food sharing, etc.). ➢ Cost Elements: Signage for 11 tot lots; cleaning requirements unknown at this time; cost of repairs

will be charged to Reserve accounts and will be dealt with in the budget process (not a pandemic cost)


• Tot lots and playgrounds will remain closed.

➢ Phase II: Pandemic with moderate social distancing as defined by the CDC at that time. Timing

TBD • Maintain current social distancing recommendations. • No shared food.

➢ Phase III: Pandemic is over. New normal established. Timing TBD • Implement post-pandemic social distancing as recommended by the CDC and cleaning

guidelines recommended in the new normal. POOLS/POOL DECKS/GAZEBO


• New rules posted (example: number of occupants, social distancing).

• Closely monitor and maintain proper chemical levels.

• Obtain signage

• Obtain required cleaning and sanitation materials, per CDC guidelines.

• Guidelines for number of occupants, social distancing, etc. will determine how many people will be able to use the pool at any given time.

• PPE will need to be made available for life guards and pool managers. ➢ Cost Elements: The cost of providing life guards and pool management and the cost of cleaning and

sanitizing the facilities (including bath house and restrooms) will need to be considered relative to the number of people that can use the pool facility prior to reopening the pool; outdoor signage; PPE for lifeguards - plexiglass shield at entry; new hand sanitizer stations and supplies - minimum 3 (bath house, pool, guard station).

➢ Government Guidelines: Virginia Phase 1 reopening: all seating in pool areas must be closed and outdoor pools can be open for lap swimming only, one person per lane.

➢ Legal consideration: Attorney advice will be obtained prior to the Board decision on opening the pool.

➢ Insurance consideration: Extent of liability insurance coverage.




• Pool complex will remain closed.

• Closely monitor and maintain proper chemical levels.


TBD

• Follow federal, state and local requirements and guidelines.


• Implement post-pandemic social distancing, food sharing and cleaning guidelines recommended in the new normal.

GRILLS (POOL DECK) ➢ Preparation for reopening. The following will be required:



• Thorough cleaning and sanitizing of grills. ➢ Cost Elements: outdoor signage specific to grill area.



• Grill area, as part of the pool complex will remain closed.


TBD

• Opening of grill areas will follow any reopening of the pool, and will comply with CDC guidelines.

• Maintain current social distancing recommendations.

• Occupancy limits included in pool occupancy.

• Rules established for use: o Clean and sanitize all surfaces before use (countertops and other horizontal areas,

handles, chairs and armrests, cooktops, etc.). o BBQ grills should be pre-cleaned and adequately heated prior to use. Burn off and clean

BBQ grills after use. o No buffet-style events or sharing food. o Use gloves and facemasks during food preparation. o Use proper utensils to serve food (tongs, serving spoons, etc.). o Use single-use plastic cutlery and paper products. o Use single-use condiments, milk, creamer and sugar products. o Do not leave any food products behind after use; communal refrigeration should remain

empty. o Each user to remove all trash from individual use. o Clean and sanitize all surfaces again after use; wipe down all touched surfaces as you

leave the area.





SOCIAL EVENTS


• Signage

• Additional hand sanitizer (stations, supplies) ➢ Cost Elements: Signage; additional hand sanitizer stations and supplies



• Social events are not permitted in Association areas – only virtual events will be held.

➢ Phase II: Pandemic with moderate social distancing as defined by the CDC at that time. Timing TBD

• Do not exceed up-to-date, current CDC/WHO guidelines of maximum number of people in attendance.

• Limit size of gatherings to accommodate current social distancing recommendations.

• Discourage residents from attending events if not feeling well or show signs of illness.

• Post signage reminding residents of recommendations from the CDC to prevent the spread of the coronavirus.

• Provide hand-sanitizer stations at entrances and strategically place throughout the event space.

• Do not serve communal food (i.e. chip bowls, shared beverage carafes, etc.). Use individually wrapped items (i.e. canned/bottle soda, individually wrapped chips, etc.).

• Provide refunds for paid events.

• Consider canceling events if health concerns prevail.



BOARD/COMMITTEE MEETINGS

➢ Preparation for reopening. The following will be required: • Signage

• Additional hand sanitizer supplies

➢ Cost Elements: Sanitizing Community Center before and after meetings; signage; hand sanitizer supplies.

➢ Phase I: Pandemic with continued strict social distancing. Stay-at-home orders are lifted or eased/modified to allow freer travel from home. • No in-person meetings will be permitted; continue with virtual meetings.


TBD



• Do not exceed up-to-date, current CDC/WHO guidelines of maximum number of people at meetings. Provide alternative virtual/electronic means for attendance/participation by members and community to keep in-person number low.

• Set up meeting room to meet current social distancing recommendations. • Communicate in advance of meeting to not attend if you are feeling sick or have a cough or

are sneezing.

• Practice social distancing. • Remind the group of the basic hygiene recommendations from the CDC to prevent the spread

of the coronavirus.

• Provide hand sanitizer – recommend everyone use it. • Do not serve food or drinks.

➢ Phase III: Pandemic is over. New normal established. Timing TBD • Implement post-pandemic social distancing, food sharing and cleaning guidelines

recommended in the new normal. VII. COMMUNICATION

Communication is the key to a successful transition from the world of self-isolation to untethered mobility. It is vital that Management and the Board articulate clearly the various stages in the assimilation of human interaction particularly while we are still experiencing a pandemic. Clear and timely communication is imperative. The Board and Management will use email and the Connect website (xxxxxx.com….) to communicate with residents and committee members. We will continue to communicate with members and residents on recommended health and hygiene guidelines to prevent the spread of the coronavirus and keep the community as healthy as possible. To this end, the following steps will be taken:

➢ Management should regularly communicate with residents on important topics such as:

• Reminder to practice healthy habits per the CDC guidelines.

• Actions taken in the community.

• Adjustments to services provided.

• Actions/policies enacted by the Board.

• Reopening schedules and conditions ➢ Official communication about the Association and its amenities and policies will be available on

the Connect website (URL above). ➢ General communication that is publicly available will also be posted on Sully2.com, where non-

Member residents may obtain information. ➢ Owners continue to be expected to inform renters of relevant community information.

➢ Communication should be early, consistent, and accurate, and should be delivered positively and empathetically.

➢ Communication should reflect government and Board directives. ➢ Communication should set clear expectations for residents. ➢ Communication should include verbiage reminding residents that increased cleaning measures

have been taken to minimize risk and increase health and safety. ➢ Communication should include any modifications to policies and procedures that Management,

residents, vendors and/or guests must follow to protect the health and safety of residents, Management and guests.



We will continue to provide communications to residents with links and information from the CDC and other official sources. Communication will include:

➢ Expectations that everyone continue to follow current CDC guidelines for social distancing and hygiene.

➢ Expectations that everyone continue to follow the operational processes that limit exposure of community members and Management, such a conducting business with the office via email and telephone to the maximum extent possible.

➢ Amenity-specific changes, such as new operating hours. ➢ Amenity-specific instructions that residents must to adhere to in order to enjoy the amenity. ➢ Amenity-specific changes to what our staff is going to be doing, so that the residents understand

and don’t challenge those things, such as revised cleaning methods. ➢ Amenity-specific signage to reinforce everything above.

VIII. CONCLUSION

The mission of Sully Station II Community Association is to provide for the maintenance, preservation and architectural control of the lots and common areas within the domain of the Association, and to promote the health, safety, and welfare of the residents. Your Board of Trustees is genuinely concerned about the health and safety of our Members, community residents, management team, vendor partners and the general public. We are committed to doing all we can to address immediate and future health and safety concerns for our community. If there is a silver lining to the COVID-19 pandemic, it is that we as a community, a nation and a world have had the opportunity to unite to fight an invisible enemy. We will continue to balance health and safety, jurisdictional mandates, and guidelines, and legal, insurance and cost aspects with providing access to the use of the many wonderful amenities and activities available in our Association.



APPENDIX A: HIERARCHY OF CONTROLS

For many years, companies have implemented and utilized the Hierarchy of Controls strategy, created by the National Institute of Occupational Safety and Health (NIOSH) as a framework for mitigating hazardous situations. Even though not all aspects of the Hierarchy of Controls inverted pyramid apply to our current environment, many of the practices identified in this program will prove effective in preparing for and integrating human activity in the community common areas, amenities and office spaces. The Hierarchy of Controls is currently being used by companies in areas where isolation mandates have been lifted or essential services have continued to operate.

Following is the standard chart for the Hierarchy of Controls, and the next four sections outline what can be done to eliminate, substitute, control and protect from the pandemic.

ELIMINATION – REDUCNG THE VIRUS FROM THE COMMUNITY

As governmental authorities begin to lift the “stay at home” mandate, we anticipate that individuals will leave their homes and move about more freely. Great care must be exercised to offset the potential impact this rediscovered mobility will have on the further spread of the virus. Completely removing all potential COVID-19 contaminants from the community is impossible; however, measures will be taken to eliminate or greatly reduce the possibility of infection prior to opening community common areas and offices once federal, state and/or local authorities have lifted the stay at home requirements or eased/modified them to allow freer travel from home.



The Community Center and Office are regularly cleaned by a contracted janitorial service that has been following, and will continue to follow, CDC guidelines for cleaning and disinfecting the area. Cleaning and disinfecting of these amenities will be done in accordance with the phased reopening schedule. SUBSTITUTION

With the recommendations from the CDC on social distancing, we have been substituting in-person meetings and interactions and they will continue until it is appropriate to do otherwise, to include:

➢ Substituting face-to-face encounters with Management with email, phone calls, or virtual meetings.

➢ Substituting face-to-face meetings (Board, Committees, and business meetings) with virtual meetings.

➢ Substituting physical documents for conducting business and meetings with digital files. ➢ Substituting in person group events using online activities.

CONTROLS

As the community amenities are gradually reopened, controls will be used to reduce cross contamination and provide a higher level of safety and health for residents, guests and Management. These controls may be adjusted by the Board and/or Management to fit the circumstances, and will vary by amenity and phase. Controls and any changes will be communicated to the community. PERSONAL PROTECTIVE EQUIPMENT (PPE)

The CDC recommends “wearing face coverings in public settings where other social distancing measures are difficult to maintain, especially in areas of significant community-based transmission.” We continue to recommend that Management, residents, guests, and vendors make use of available and appropriate PPE equipment.

➢ Wear face coverings to reduce the spread of the COVID-19 virus. (Guidelines on how to make face coverings can be found on the CDC website (https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html).

➢ If using disposable gloves, change frequently to minimize possible cross contamination.

https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html

https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html).

https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html).



APPENDIX B: ELEMENTS OF COST

Consideration must be given to whether the additional costs of opening a particular amenity or holding a specific event are excessive relevant to the number of residents that could attend or use the amenity. The following are some of the estimated and unplanned costs (subject to change over time) associated with complying with mandates and guidelines:

➢ Cleaning and sanitizing Community Center (management office, meeting room, kitchen and bathrooms): $350 in addition to regular cleaning costs.

➢ Hand sanitizer: $150.00 per stand with automatic dispenser; refills are additional cost. ➢ Cover for water fountain - $25.00. ➢ HVAC filter replacement - $4.00 per filter + labor outside of quarterly inspection ranges from $95-

$150. ➢ Outdoor signage - $25.00 per sign. ➢ PPE for lifeguards - $125.00 for plexiglass shield at entry.

As mandates are published, the cost of compliance will be estimated for such things as:

➢ Sanitizing tables, chairs, etc. ➢ Sanitizing pool deck furniture. ➢ Sanitizing bathhouse and restrooms. ➢ Personnel to monitor social distancing and other requirements,



APPENDIX C: REFERENCE INFORMATION

Authoritative sources regarding the pandemic and health and safety include:

➢ Centers for Disease Control and Prevention, at https://www.cdc.gov/ ➢ Centers for Disease Control/Department of Health & Human Services/White House, at

coronavirus.gov ➢ World Health Organization, at who.int ➢ Forward Virginia Guidelines, at https://www.virginia.gov/coronavirus/forwardvirginia/

https://www.cdc.gov/

https://www.coronavirus.gov/

https://www.coronavirus.gov/

https://www.who.int/

https://www.virginia.gov/coronavirus/forwardvirginia/