This page is to have updates for CCS staff all in one place and easily accessible.
12/11/20: All Staff Meeting Rrcording
Click Here to watch the recording of the quarterly all-staff meeting from 12/9/2020. The meeting attestation can be downloaded here.
9/16/20: All Staff Meeting Recording
Click Here to watch the recording of today's quarterly all-staff meeting!
9/14/20: Quarterly All Staff Meeting Wednesday, September 16!
You do not need to attend both meetings; please choose the one that works best with your schedule. If neither time works for you, please watch the recording.
- 8am Microsoft Teams meeting
- 8am phone number: 907-308-3322, Conference ID: 913 710 055#
- 2pm Microsoft Teams meeting
- 2pm phone number: 907-308-3322, Conference ID: 889 331 896#
- Agenda
- Attestation
8/7/20: Employee Covid-19 Training
As part of our CCS safety program around COVID-19 all employees are required to participate in the following self-study training.
- Please watch the following three videos
- Please make sure you have read through the three policies posted below, on July 24 (Infection Disease Outbreak Control, CV-19 General Safety and Health, and CV-19 Secondary Exposure)
- Sign the Training Attestation, and turn it in to [email protected], or to your supervisor.
7/24/20: Updated COVID-19 Policies 7 Procedures
For the health and safety of our employee, contract staff, volunteers, clients, and our communities during an the Covid-19 pandemic, Senior Staff have established the following policies to provide guidance: We ask that each of you please review these policies and adhere to them moving forward. We hope to provide additional training on Covid-19 procedures within the next few weeks.
If you have any questions please reach out to your division Director.
If you have any questions please reach out to your division Director.
6/24/2020: All Staff Meeting Recording
Click Here to watch the recorded meeting (start around 6 minutes in)
6/22/2020: Quarterly All-Staff Meeting Wednesday, June 24 at 8am and 2pm
You do not need to attend both meetings; please choose the one that works best with your schedule, or watch the recording.
- 8am Meeting Link
- 907-308-3322, Conference ID: 289 404 226#
- 2pm Meeting Link
- 907-308-3322, Conference ID: 510 660 600#
- Agenda
- Attestation
5/19/20: Open Enrollment for FY21 (update from Human Resources)
It’s time for Open enrollment for CCS Insurance!
If your scheduled hours are at least 30 each week, please send in your forms by 05/27/2020
The plan summary document is 33 pages long and everyone is encouraged to read it. (Attachment)
For those who don’t want to read it in its entirety here is a summary:
What do I need to know?
What do I need to do before 05/27/2020?
How do I turn my forms in? Fax it to Human Resources at 1-888-637-2983 or scan and email it to [email protected]
If your scheduled hours are at least 30 each week, please send in your forms by 05/27/2020
The plan summary document is 33 pages long and everyone is encouraged to read it. (Attachment)
For those who don’t want to read it in its entirety here is a summary:
What do I need to know?
- No changes in Christian Brothers insurance premium rates.
- No changes in plan coverage services.
- Slight increase in deductible for the default plan ($2800 up from $2700).
- The employee cost for health insurance is different than noted in the plan summary document (page 30) for those who select spouse or family coverage. This is because CCS makes an additional contribution on behalf of these employees to make it more affordable. We are providing a CCS Revised Benefit Election Pricing document (Attachment) (Corrected Attachment)
What do I need to do before 05/27/2020?
- All employees working at least 30 hours per week will need to complete the beneficiary form!
- This is new and all prior designations will no longer be active. (Attachment)
- Choice point: Please complete one of the following.
- Complete an enrollment/change form if you want to change your selections (add/drop) (Attachment)
- Sign the rate confirmation sheet to keep insurance enrollments the same. (Attachment)
- If you are covering your spouse on the CCS medical plan, please complete the spouse form. (This only applies to a couple people). (Attachment)
How do I turn my forms in? Fax it to Human Resources at 1-888-637-2983 or scan and email it to [email protected]
5/18/20: Save the Date! All Staff Meeting(s) on June 24th.
- 8am Session
- Second Session time TBD
5/15/20: Regarding Catastrophic Leave (update from Finance)
Dear Staff,
We are currently sending out letters to those who have used up all their catastrophic leave. If you do not receive a letter, you still have catastrophic leave left to use. After May 16th the only time you should be using catastrophic leave, otherwise known as FFCRA paid sick leave or Childcare leave, otherwise known as Extended FMLA leave is as per the guidance below. As of May 16th if the guidance below does not pertain to your situation, you must then take your paid time off (PTO) when you do not work your full scheduled hours. Once your paid sick leave is used up, you will have to go to leave without pay. If you have any questions regarding leave, you can contact HR at 907-463-6158 or [email protected]. If you have any questions, regarding your leave balances, please contact Leah Williams in Finance at 904-463-6160.
Thank you,
Shema Jones, CFO
We are currently sending out letters to those who have used up all their catastrophic leave. If you do not receive a letter, you still have catastrophic leave left to use. After May 16th the only time you should be using catastrophic leave, otherwise known as FFCRA paid sick leave or Childcare leave, otherwise known as Extended FMLA leave is as per the guidance below. As of May 16th if the guidance below does not pertain to your situation, you must then take your paid time off (PTO) when you do not work your full scheduled hours. Once your paid sick leave is used up, you will have to go to leave without pay. If you have any questions regarding leave, you can contact HR at 907-463-6158 or [email protected]. If you have any questions, regarding your leave balances, please contact Leah Williams in Finance at 904-463-6160.
Thank you,
Shema Jones, CFO
4/30/20: All Staff Meeting Review
Click here to view the recorded meeting
First let me say again, thank you for continuing to do great work during this difficult time. Catholic Community Service, and all of you, have continued to work to provide care for seniors, children, and those at end-of-life or recovering from illness, while adjusting our services and attending to the safety of those we serve, ourselves, and our communities. We are all dealing with a lot of change, in our work and in every aspect of our lives.
It’s been six weeks since the Department of Health and Social Services issued “Health Alert 007” which closed all congregate programs for seniors, including senior centers, congregate meals and adult day programs in the State of Alaska. And more than four weeks since Governor Dunleavy enacted “Health Mandate 011” which put social distancing in place for Alaska. And our situation and direction from the Centers for Disease Control (CDC), the State of Alaska, local governments continues to change weekly, and sometimes daily!
So I’d like to summarize what we shared at our All Staff Meeting today. Please send any additional questions you have to [email protected] so that we can either answer you individually or add them to the FAQ we are creating.
1. Welcome and MS Teams Tips – We will be using MS Teams for videoconferencing as well as teleconferencing. We will post tips on how to use MS Teams before the next all staff meeting.
2. CCS Update – Thank for being amazing and keeping CCS open for business and serving those in need! We have been dealing with so much change and thanks for being patient as we’ve had to respond quickly and without much preparation with new safety procedures, new service models, new timesheets and new workstations! Please help us to learn what works and what doesn’t by making suggestions to your supervisor and submitting them to [email protected] so it gets to the Senior Staff Team.
3. New Communication Plan – Erin Walker-Tolles, Executive Director
4. Catastrophic Leave Update (Temporary Leave for Pandemic, Extended FMLA for Loss of Child Care)
5. Paid Time Off (PTO) policy reminder – Anneka Morgan, HR Coordinator
6. Cloud Technology Reminder
7. Employee Engagement Survey Coming Soon – same as last year plus a place to provide feedback. We try to do what we can to respond to your suggestions so we can support all staff. This will be done by SurveyMonkey, plus paper option when that’s not possible.
8. New Normal
9. CCS Response to Health Mandates and Reopening and Alaska loosening of Social Distancing
10. THANKS FOR DOING A GREAT JOB AND CONTINUING TO SERVE SENIORS, PATIENTS AND FAMILIES WHILE USING SAFETY PROTCOLS, DESPITE THE RISKS!
$250 THANK YOU BONUS WILL APPEAR ON YOUR NEXT PAYCHECK
First let me say again, thank you for continuing to do great work during this difficult time. Catholic Community Service, and all of you, have continued to work to provide care for seniors, children, and those at end-of-life or recovering from illness, while adjusting our services and attending to the safety of those we serve, ourselves, and our communities. We are all dealing with a lot of change, in our work and in every aspect of our lives.
It’s been six weeks since the Department of Health and Social Services issued “Health Alert 007” which closed all congregate programs for seniors, including senior centers, congregate meals and adult day programs in the State of Alaska. And more than four weeks since Governor Dunleavy enacted “Health Mandate 011” which put social distancing in place for Alaska. And our situation and direction from the Centers for Disease Control (CDC), the State of Alaska, local governments continues to change weekly, and sometimes daily!
So I’d like to summarize what we shared at our All Staff Meeting today. Please send any additional questions you have to [email protected] so that we can either answer you individually or add them to the FAQ we are creating.
1. Welcome and MS Teams Tips – We will be using MS Teams for videoconferencing as well as teleconferencing. We will post tips on how to use MS Teams before the next all staff meeting.
2. CCS Update – Thank for being amazing and keeping CCS open for business and serving those in need! We have been dealing with so much change and thanks for being patient as we’ve had to respond quickly and without much preparation with new safety procedures, new service models, new timesheets and new workstations! Please help us to learn what works and what doesn’t by making suggestions to your supervisor and submitting them to [email protected] so it gets to the Senior Staff Team.
3. New Communication Plan – Erin Walker-Tolles, Executive Director
- New - Employee Updates Sent by Text with a link to our new Employee Webpage now included behind the CCS Website
- We will continue to send updates by email to all staff, and ask that supervisors share information with staff during team meetings to be sure we don’t miss getting critical information to all staff – especially critical for those CCS staff who don’t have a cell phone or work email/computer.
4. Catastrophic Leave Update (Temporary Leave for Pandemic, Extended FMLA for Loss of Child Care)
- The federal CARES Act provides a total 2 weeks of “sick leave” to cover Covid-19 related absence from work (or loss of work) that can be used April 1 – December 31.
- CCS “catastrophic leave” is available to cover leave taken March 15 – May 16 and includes the CARES Act Sick Leave, so if you have used 2 weeks of leave during this time, you have used your CARES Act Sick Leave
- If you have not used 2 weeks leave March 15 – May 16, you still have CARES Act Sick Leave available.
- Your sick leave balance will be included with your pay stub until you have used this special leave, or it expires December 31.
- The CARES Act also provides for 10 weeks of FMLA leave (after you’ve used sick leave up) to cover time you can’t work due to loss of child care / school closure. This is paid out at 2/3 your regular rate of pay.
- If you have questions about your CARES Act sick leave or child care leave, please contact [email protected]
- SEE ATTACHED INFO ON CARES ACT LEAVE FOR DETAILS
5. Paid Time Off (PTO) policy reminder – Anneka Morgan, HR Coordinator
- Carry forward cap of 200 hours on 12/31/2020; cash-out opportunity this quarter of up to 100 hours
6. Cloud Technology Reminder
- It’s been tough to implement the Cloud just as we went into other big changes due to Covid! Thanks for your patience as we catch up with providing you with TIPS and Training.
- Remember to SAVE DOCUMENTS to your own computer before working on them – this is especially important for FORMS so that you don’t modify the shared form others use (and so they can’t see what you wrote on critical documents like your timesheet!)
- Please remember it’s critical to include your LOCATION and any special leave on your TIMESHEET so that we can use our SPECIAL COVID GRANT FUNDING! If we don’t track this, we can’t use the funding!
7. Employee Engagement Survey Coming Soon – same as last year plus a place to provide feedback. We try to do what we can to respond to your suggestions so we can support all staff. This will be done by SurveyMonkey, plus paper option when that’s not possible.
8. New Normal
- Congratulations on still meeting our mission!
- Telecommuting
- Be sure that you and your supervisor know your work schedule – for those who do work that isn’t directly with clients or is from home, it’s easy to work outside regular hours.
- Thanks for folks being available and flexible these past 6 weeks, but now that the initial crisis is addressed, we want to be sure we are supportive of a work life balance – since we are using cell phones lets be especially mindful of keeping communications during the work hours of the person on the receiving end when it comes to CALLS and TEXTS
- Social Distancing Safety Procedures & PPE
- CDC and Alaska guidance keeps changing as we learn more about Covid.
- We will be working to develop new protocols for safety based on the most current CDC and Alaska guidance that INCLUDES MASKS, and have Public Health review and approve the protocol before we implement. Until then, use of masks is encouraged, especially when working with the public, but not required.
- If we require masks we will provide them to staff if they need one.
- Please continue to follow social distancing as much as possible in the course of work – please continue to stagger work shifts and work space at sites and offices to reduce our risk of having a single staff exposure result in quarantine of an entire site/team – this will help us reduce risk to staff, their families, and our clients.
- Remember that gloves still need to be changed between deliveries, or use hand sanitizer between deliveries as we do also touch vehicles and doors in the course of deliveries.
- Continuity of Operations
- Please work to take all precautions to stay safe and observe all safety protocols so we can reduce our risk of having to limit or shut down operations at sites due to quarantine or illness. If you have ideas about backup plans to help in case this happens please share your ideas with your manager/coordinator.
9. CCS Response to Health Mandates and Reopening and Alaska loosening of Social Distancing
- At this time Health Alert 007 (March 17, ATTACHED) is still in effect, closing senior centers, congregate meal programs and adult day programs. Until this is lifted, CCS must keep these programs closed.
- We don’t expect this to be lifted any time soon, as the Governor has said opening up the state is a “phase process” and the plan has not been shared yet.
- We do expect that senior congregate programs will be in the last phase to reopen since seniors are the most vulnerable group; we expect there will be additional procedures the state will mandate when we reopen.
- We will let staff know as soon as we hear any information about possible reopening.
10. THANKS FOR DOING A GREAT JOB AND CONTINUING TO SERVE SENIORS, PATIENTS AND FAMILIES WHILE USING SAFETY PROTCOLS, DESPITE THE RISKS!
$250 THANK YOU BONUS WILL APPEAR ON YOUR NEXT PAYCHECK
4/29/20: ALL STAFF MEETING AT 2PM
Click here for meeting agenda.
There are two ways to join this meeting:
1) Click Here to join on-line using your cell phone, I-pad, or laptop
2) To call in on your regular telephone dial the teleconference number below and enter the conference ID:
907-308-3322
Conference ID: 843 445 000#
There are two ways to join this meeting:
1) Click Here to join on-line using your cell phone, I-pad, or laptop
2) To call in on your regular telephone dial the teleconference number below and enter the conference ID:
907-308-3322
Conference ID: 843 445 000#
3/29/20: CCS Response to COVID-19 Coronavirus – Update #4 on Current CSS Operations, Procedures & Volunteer Recruitment
Hi Again CCS Staff,
SUPERVISORS PLEASE SHARE THIS WITH YOUR STAFF WHO DO NOT HAVE EMAIL
This is your second CCS Response update today. Your last memo was about our response to the State’s Mandate 011 on Social Distancing and what it means for our staff.
This memo (also attached) is an update for you on our current modified operations, safety procedures, and planning for continuity of operations. There is a lot of information below, but I hope this will give you an idea where all CSS services stand today.
Please know that I want to be sure all of you are safe as we continue to help people, and let you know we continue to plan for potential increase in community requests for help and/or reduction in staff available to do the work locally. If you are in a situation where you are low on supplies or staff, or feel like you may not be able to keep up with the work, PLEASE CONTACT YOUR SUPERVISOR or COORDINATOR ASAP so that we can help!
And thanks so much for all you do – I’m proud and honored to work with such kind, compassionate and dedicate people!
MODIFIED CCS OPERATIONS 3/29/20:
Our Hospice and Health Care of Juneau staff are still going into people’s homes to provide hospice and home health services. And now they are also providing care to those with confirmed or suspected Covid-19 in coordination with Public Health and other responders. We are making sure that our staff (and our patients), are protected with intensive protocols for safety using both PPE and standards for sanitizing all equipment. And while we do anticipate running out of PPE, we are incredibly blessed in that the community of Juneau has stepped up to help by sewing masks and gowns for our HHCJ staff so we can stay safe and reduce the chance of infection in Juneau.
Our SAFE Child Advocacy Center is following social distancing rules and sanitizing protocols. SAFE CAC services require close proximity for services, so they are following guidance from the National Children’s Alliance (their accrediting body) and coordinating with Office of Children’s Services (OCS) and law enforcement to triage and only serve emergent cases. Multidisciplinary Team (MDT) members are supporting efforts, and most staff are working from home except when they need to come in to provide services to a child and their caregiver.
Southeast Senior Services is working to continue provide our regular services where we can, and alternate service whenever possible. Staff are working from home whenever possible and only coming to their work site when absolutely necessary. Social distancing includes staggered shifts at the senior centers and offices to reduce staff overlap and sanitizing frequently and on the way in and out. While our staff are exempt from the shelter-in-place, we have adjusted staff assignments as needed to protect and accommodate vulnerable staff as they self-identify. Client contact is minimal and we have procedures on social distancing and safety for delivery of meals and groceries.
· Home Delivered “Meals on Wheels” continues, and delivery procedures have been modified to work to deliver while social distancing and focus on safety (SEE YOUR LOCAL PROCEDURE)
Executive Office (EO) Administrative Operations (Juneau) are mostly working from home, with only one or two staff allowed in the Bridge Admin Offices at a time. The door to the Bridge Admin office remains locked to reduce walk-in traffic since we have vulnerable staff on site during office hours. Modified operations include
REPONSE TO COMMUNITY NEED: Some of you are seeing an increase in request for home delivered Meals on Wheels and grocery delivery, and some communities are asking CCS to participate in providing increased and expanded services – sometimes to those who are not 60 or older. Please know that we are participating with local cities and tribes to see what we can do to help, while still following our (modified) rules set by our funders and federal authority.
We have all had to adapt so quickly to these changes, that I want to reassure you that management is taking steps to keep staff operations from being overwhelmed. If you see big increases in work, or have a reduction of staff that you are concerned is not a reasonable or sustainable volume of work for staff on hand, please TALK TO YOUR SUPERVISOR/COORDINATOR so that we can figure out some resources to help.
We want to be very mindful of keeping you staff safe, and providing you with the help you need to help people during this difficult time. We are not in this alone!
ALTERNATE / VOLUNTEER WORKFORCE: CCS has a lot of vulnerable people on staff, and I know that some staff will need to (or already are) sheltering at home and have arranged alternate work station and/or job duties to reduce your personal risk. Because we don’t know how much longer this crisis will last, we are working to get VOLUNTEERS recruited and approved to help with delivering meals and groceries, and cooking at centers ASAP.
While your site may not need volunteer help now, and may be fine without it, I want to be sure that we are READY TO GO with volunteers approved, trained, and waiting in the wings ready to go if we need them – either due to less staff on site, or because we have increased community need.
IF YOU KNOW ANYONE WHO WANTS TO VOLUNTEER, especially if they are NOT VULNERABLE, please let them know we are looking for alternate volunteers to help, and refer them to www.ccsjuneau.org and have them click on the “Be the one to make a difference” banner. They follow the links to “SIGN UP” and they can choose “Meals on Wheels” to start the approval process. This works for ALL SITES.
They will get an auto generated email that will link them to the instructions and forms to fill out. There is still a background check, but NO FINGERPRINTS REQUIRED so the process is all electronic. Once someone applies to volunteer, we will get them in touch with the correct program and site.
IF YOU ARE “VULNERABLE” SESS STAFF PLEASE PLAN WITH YOUR SUPERVISOR: Just a reminder that if you are a SESS staff who is vulnerable and still have work you are doing outside you own home, please do check with your supervisor to talk about how long you are planning on doing so, and under what conditions you feel that it would be time to shelter-in-place. We just want to be sure that you are thinking about staying safe, and that your site is prepared with volunteers so we can keep helping seniors in need if you need to work from home.
BUT PLEASE WORK IF YOU CAN, AS YOU MAKE A HUGE DIFFERENCE IN HELPING THOSE WE SERVE: While we have suspended congregate meals and activities at our senior centers, those we serve still need our help! We have plans in place and are still providing health care and social service for those in need, while attending to staff and patient/client safety.
If you have ideas or concerns about operations, please do speak up to your supervisor and coordinator/manager. All of you have great insight and I want to be sure we use your ideas to have the best and safest operations possible.
Thanks so much for all you do and supporting the health and safety of the patients, children, seniors and caregivers we serve!
SUPERVISORS PLEASE SHARE THIS WITH YOUR STAFF WHO DO NOT HAVE EMAIL
This is your second CCS Response update today. Your last memo was about our response to the State’s Mandate 011 on Social Distancing and what it means for our staff.
This memo (also attached) is an update for you on our current modified operations, safety procedures, and planning for continuity of operations. There is a lot of information below, but I hope this will give you an idea where all CSS services stand today.
Please know that I want to be sure all of you are safe as we continue to help people, and let you know we continue to plan for potential increase in community requests for help and/or reduction in staff available to do the work locally. If you are in a situation where you are low on supplies or staff, or feel like you may not be able to keep up with the work, PLEASE CONTACT YOUR SUPERVISOR or COORDINATOR ASAP so that we can help!
And thanks so much for all you do – I’m proud and honored to work with such kind, compassionate and dedicate people!
MODIFIED CCS OPERATIONS 3/29/20:
Our Hospice and Health Care of Juneau staff are still going into people’s homes to provide hospice and home health services. And now they are also providing care to those with confirmed or suspected Covid-19 in coordination with Public Health and other responders. We are making sure that our staff (and our patients), are protected with intensive protocols for safety using both PPE and standards for sanitizing all equipment. And while we do anticipate running out of PPE, we are incredibly blessed in that the community of Juneau has stepped up to help by sewing masks and gowns for our HHCJ staff so we can stay safe and reduce the chance of infection in Juneau.
Our SAFE Child Advocacy Center is following social distancing rules and sanitizing protocols. SAFE CAC services require close proximity for services, so they are following guidance from the National Children’s Alliance (their accrediting body) and coordinating with Office of Children’s Services (OCS) and law enforcement to triage and only serve emergent cases. Multidisciplinary Team (MDT) members are supporting efforts, and most staff are working from home except when they need to come in to provide services to a child and their caregiver.
Southeast Senior Services is working to continue provide our regular services where we can, and alternate service whenever possible. Staff are working from home whenever possible and only coming to their work site when absolutely necessary. Social distancing includes staggered shifts at the senior centers and offices to reduce staff overlap and sanitizing frequently and on the way in and out. While our staff are exempt from the shelter-in-place, we have adjusted staff assignments as needed to protect and accommodate vulnerable staff as they self-identify. Client contact is minimal and we have procedures on social distancing and safety for delivery of meals and groceries.
· Home Delivered “Meals on Wheels” continues, and delivery procedures have been modified to work to deliver while social distancing and focus on safety (SEE YOUR LOCAL PROCEDURE)
- Rides available to seniors and ADA card holders varies by location, with strict sanitizing protocols and distancing of passengers in place; rides are limited or suspended depending on community. We are reaching out to passengers to offer alternate services (see “Grocery Delivery” below). (SEE YOUR LOCAL PROCEDURES)
- Paratransit Services vary by community, as CCS is a contractor providing services as per the Federal Transit Authority (FTA), in compliance with the ADA and the local transit authority. Sitka rides are suspended. Ketchikan and Juneau rides are available on a limited basis.
- Senior rides in all communities is a program CCS has more authority to modify as needed and in response to statewide and local mandates. Some communities have suspended rides, and others are providing critical rides only, such a rides for medical appointments. Site Managers are working with NTS Coordinators to determine the right services for their local community, and consider rides on a case-by-case basis.
- Grocery Delivery is an “alternate service” being offered by both Senior Rides and Paratransit services so that we can be sure that seniors and disabled individuals are able to get groceries and other necessities delivered by our drivers to their home. If someone is usually eligible for a ride, then they eligible for grocery and necessity delivery (SEE LOCAL PROCEDURES). If there is someone requesting this service that isn’t usually eligible please talk to your coordinator.
- PLEASE ENCOURAGE SENIORS TO MAKE THE MOST OF THEIR FAMILY, FRIENDS & NEIGHBORS, AND LOCAL STORES THAT DELIVER – BUT BE SURE THEY KNOW WE ARE HAPPY TO HELP THEM AND DELIVER GROCERIES, MEDICATIONS AND OTHER NECESSITIES
- Case Management, Resource & Referral, Caregiver Support and other services continue and are being offered remotely.
- CALLS TO SENIORS FOCUSED ON WELLNESS CHECK, SUPPORT AND EDUCATION ARE BEING MADE, WITH SPECIAL ATTENTION TO THOSE WHO DON’T HAVE FAMILY, FRIENDS OR NEIGHBORS TO HELP THEM AS WE ARE THEIR LIFELINE
- Congregate Meals and Adult Day Services remain suspended
- St. Ann’s SESS Management Staff (Juneau) are working from home when possible, with office phones forwarded to cell phones, and limited overlap of staff at the office and sanitizing procedures in place frequently and when going in and out.
Executive Office (EO) Administrative Operations (Juneau) are mostly working from home, with only one or two staff allowed in the Bridge Admin Offices at a time. The door to the Bridge Admin office remains locked to reduce walk-in traffic since we have vulnerable staff on site during office hours. Modified operations include
- Please scan/forward documents by email whenever possible to reduce the transfer of paperwork between people – this includes most timesheets, that can now be completed in the excel document with “Signature” being your typed name on the line and forwarded to your manager, then through other approvals and to Finance.
- Please drop items and paperwork that cannot be scanned into the mailbox at the Bridge. This mailbox IS SECURE, as once you drop something in, you need a key to open and retrieve it. Please do not come to the door of the Bridge Admin Office to drop off items unless there is no other option.
- Entry to the Bridge Admin Office is limited to those staff that need to use equipment and/or cannot do their work from home. If you are not staff scheduled to work on site, please call the office in advance to arrange entry; there is also a cell phone # posted on the front door for you to call to have staff let you in. PLEASE STILL MAINTAIN SOCIAL DISTANCING, VISITORS MUST STAY IN THE CONFERENCE AREA OR COPY ROOM because offices are too small to allow for 6 foot separation of staff.
REPONSE TO COMMUNITY NEED: Some of you are seeing an increase in request for home delivered Meals on Wheels and grocery delivery, and some communities are asking CCS to participate in providing increased and expanded services – sometimes to those who are not 60 or older. Please know that we are participating with local cities and tribes to see what we can do to help, while still following our (modified) rules set by our funders and federal authority.
We have all had to adapt so quickly to these changes, that I want to reassure you that management is taking steps to keep staff operations from being overwhelmed. If you see big increases in work, or have a reduction of staff that you are concerned is not a reasonable or sustainable volume of work for staff on hand, please TALK TO YOUR SUPERVISOR/COORDINATOR so that we can figure out some resources to help.
We want to be very mindful of keeping you staff safe, and providing you with the help you need to help people during this difficult time. We are not in this alone!
ALTERNATE / VOLUNTEER WORKFORCE: CCS has a lot of vulnerable people on staff, and I know that some staff will need to (or already are) sheltering at home and have arranged alternate work station and/or job duties to reduce your personal risk. Because we don’t know how much longer this crisis will last, we are working to get VOLUNTEERS recruited and approved to help with delivering meals and groceries, and cooking at centers ASAP.
While your site may not need volunteer help now, and may be fine without it, I want to be sure that we are READY TO GO with volunteers approved, trained, and waiting in the wings ready to go if we need them – either due to less staff on site, or because we have increased community need.
IF YOU KNOW ANYONE WHO WANTS TO VOLUNTEER, especially if they are NOT VULNERABLE, please let them know we are looking for alternate volunteers to help, and refer them to www.ccsjuneau.org and have them click on the “Be the one to make a difference” banner. They follow the links to “SIGN UP” and they can choose “Meals on Wheels” to start the approval process. This works for ALL SITES.
They will get an auto generated email that will link them to the instructions and forms to fill out. There is still a background check, but NO FINGERPRINTS REQUIRED so the process is all electronic. Once someone applies to volunteer, we will get them in touch with the correct program and site.
IF YOU ARE “VULNERABLE” SESS STAFF PLEASE PLAN WITH YOUR SUPERVISOR: Just a reminder that if you are a SESS staff who is vulnerable and still have work you are doing outside you own home, please do check with your supervisor to talk about how long you are planning on doing so, and under what conditions you feel that it would be time to shelter-in-place. We just want to be sure that you are thinking about staying safe, and that your site is prepared with volunteers so we can keep helping seniors in need if you need to work from home.
BUT PLEASE WORK IF YOU CAN, AS YOU MAKE A HUGE DIFFERENCE IN HELPING THOSE WE SERVE: While we have suspended congregate meals and activities at our senior centers, those we serve still need our help! We have plans in place and are still providing health care and social service for those in need, while attending to staff and patient/client safety.
If you have ideas or concerns about operations, please do speak up to your supervisor and coordinator/manager. All of you have great insight and I want to be sure we use your ideas to have the best and safest operations possible.
Thanks so much for all you do and supporting the health and safety of the patients, children, seniors and caregivers we serve!
3/22/20: CCS Response to COVID Update #3 - CCS Open and Shelter in Place
Hi CCS Staff, (note: HHCJ staff Jenn sent you a message at 4:46)
I’ve been staying in touch with how local communities are responding to concerns around COVID. With several of the communities we serve with stay in place orders (Sitka, Wrangell, Ketchikan), and the first COVID case in Juneau and the Assembly poised to put a hunker down order in place soon, I want to update you all about how you and CCS is affected.
First, let me say that this is a very difficult situation that we are in, and I want you to know that in thinking through how CCS is going to respond to COVID. Senior Staff have spent a lot of time trying to make decisions that balance our mission (to help seniors, children, the ill and those at end of life), and our concern for your safety.
CCS is a critical business—providing health care, social services, and food delivery to seniors. So we are still open for business and have work to do. PLEASE DO PLAN ON WORKING TOMORROW!
Your safety is important – so we want to take precautions for your safety and safety of those we serve. HHCJ and SAFE CAC have plans in place. For SESS, tomorrow we will be transitioning to a mostly-from-home work model for all communities. What that means is staff are only at their worksite when absolutely necessary to their job duties. While we don’t want to delay important changes, SESS changes must be approved in advance by your Coordinator or Director. This is to be sure that we are aware of what staff resources we have so that we can be sure meals are cooked and delivered, and seniors still have groceries and other necessities delivered.
Over 1/3 of SESS Staff, and most SESS Volunteers, are vulnerable. Because I don’t want to ask staff to take unreasonable risks in performing their job duties, tomorrow I am going to call Public Health to ask them their guidance on what is reasonable when it comes to vulnerable individuals delivering meals and groceries. I will let folks know what they say.
If you are not vulnerable, please consider how important our work is, how short staffed we are becoming, and how your help is invaluable during this time.
ALL SESS STAFF – Self-identify if you are one of the vulnerable (see the CDC definition at https://www.cdc.gov/coronavirus/2019-ncov/specific-groups/people-at-higher-risk.html
IF YOU ARE VULNERABLE please consider if you would like to shelter-in-place, and let your supervisor know so that we can arrange for work from home.
EVERYONE Please be sure you talk to your supervisor to be clear on your mostly-from-home work arrangements.
IF YOU ARE NOT VULNERABLE Please continue to work!
SESS SITE MANAGERS & COORDINATORS – Please touch base with your staff and note how many of your staff will be sheltering-in-place; consider how this impacts operations. What jobs and how many hours of work are need to ensure meals and grocery deliveries still happen? Be sure all staff are clear (and documented) their mostly-from-home work assignment.
ALTERNATE (VOLUNTEER) WORKFORCE – We are going to continue to provide help to those we serve for as long as we are able, and with so many seniors sheltering in place, there is a growing need for SESS to provide access to food. Using the information Site Managers and NTS Coordinators provide on our shelter-in-place and alternate work assignments, we will identify how many volunteers we might need and work to recruit and train volunteers to augment our workforce during this time. IF you know anyone who would like to volunteer, please email me! FYI we will also be encouraging caregiver and neighbors to help seniors they know.
Tomorrow morning, while SESS Senior Center staff are talking to their Site Mangers, NTS Coordinators will be meeting with Senior Staff to work on a framework for a smooth transition plan. Then Site Managers will share what’s going on at their center with NTS Coordinators and we will have a plan that includes input from all levels that includes both staff safety, and continued help for seniors across Southeast.
Thanks so much to all of you for your hard work, dedication, and your continuing to do the work and help the people who depend on us.
I’ve been staying in touch with how local communities are responding to concerns around COVID. With several of the communities we serve with stay in place orders (Sitka, Wrangell, Ketchikan), and the first COVID case in Juneau and the Assembly poised to put a hunker down order in place soon, I want to update you all about how you and CCS is affected.
First, let me say that this is a very difficult situation that we are in, and I want you to know that in thinking through how CCS is going to respond to COVID. Senior Staff have spent a lot of time trying to make decisions that balance our mission (to help seniors, children, the ill and those at end of life), and our concern for your safety.
CCS is a critical business—providing health care, social services, and food delivery to seniors. So we are still open for business and have work to do. PLEASE DO PLAN ON WORKING TOMORROW!
Your safety is important – so we want to take precautions for your safety and safety of those we serve. HHCJ and SAFE CAC have plans in place. For SESS, tomorrow we will be transitioning to a mostly-from-home work model for all communities. What that means is staff are only at their worksite when absolutely necessary to their job duties. While we don’t want to delay important changes, SESS changes must be approved in advance by your Coordinator or Director. This is to be sure that we are aware of what staff resources we have so that we can be sure meals are cooked and delivered, and seniors still have groceries and other necessities delivered.
Over 1/3 of SESS Staff, and most SESS Volunteers, are vulnerable. Because I don’t want to ask staff to take unreasonable risks in performing their job duties, tomorrow I am going to call Public Health to ask them their guidance on what is reasonable when it comes to vulnerable individuals delivering meals and groceries. I will let folks know what they say.
If you are not vulnerable, please consider how important our work is, how short staffed we are becoming, and how your help is invaluable during this time.
ALL SESS STAFF – Self-identify if you are one of the vulnerable (see the CDC definition at https://www.cdc.gov/coronavirus/2019-ncov/specific-groups/people-at-higher-risk.html
IF YOU ARE VULNERABLE please consider if you would like to shelter-in-place, and let your supervisor know so that we can arrange for work from home.
EVERYONE Please be sure you talk to your supervisor to be clear on your mostly-from-home work arrangements.
IF YOU ARE NOT VULNERABLE Please continue to work!
SESS SITE MANAGERS & COORDINATORS – Please touch base with your staff and note how many of your staff will be sheltering-in-place; consider how this impacts operations. What jobs and how many hours of work are need to ensure meals and grocery deliveries still happen? Be sure all staff are clear (and documented) their mostly-from-home work assignment.
ALTERNATE (VOLUNTEER) WORKFORCE – We are going to continue to provide help to those we serve for as long as we are able, and with so many seniors sheltering in place, there is a growing need for SESS to provide access to food. Using the information Site Managers and NTS Coordinators provide on our shelter-in-place and alternate work assignments, we will identify how many volunteers we might need and work to recruit and train volunteers to augment our workforce during this time. IF you know anyone who would like to volunteer, please email me! FYI we will also be encouraging caregiver and neighbors to help seniors they know.
Tomorrow morning, while SESS Senior Center staff are talking to their Site Mangers, NTS Coordinators will be meeting with Senior Staff to work on a framework for a smooth transition plan. Then Site Managers will share what’s going on at their center with NTS Coordinators and we will have a plan that includes input from all levels that includes both staff safety, and continued help for seniors across Southeast.
Thanks so much to all of you for your hard work, dedication, and your continuing to do the work and help the people who depend on us.
3/17/20: CCS Coronavirus Update #2 / 2pm All Staff meeting moved to TOMORROW 3/18
Hi all CCS Staff
I know we are all concerned as local and national response to the Coronavirus progresses, and I want to be sure I let you know how Catholic Community Service is working to be responsive to senior and community need, while being mindful of our staff safety and situation.
RESPONSE TO COMMUNITY NEED: We are actively working with local city and boroughs to get plans in place so that we can ensure we able to provide meals and access to food if a quarantine is put in place, and if Southeast sees any cases of the Coronavirus.
We want to be sure that if some of our CCS staff are not able to come to work due to the current crisis (due to lack of childcare, being quarantined with family, due to illness, etc.) that we have plans for an alternate workforce to help keep operations going. We will need willing partners (city, village, tribes) to offer up their staff, and local civic organizations and individual volunteers to pitch in, but we have already had offers from folks wanting to help, so it seems likely that we can leverage these folks if we need to – as long as the State of Alaska gives us permissions and some accommodations.
PLANNING IN PROGRESS: I and other CCS leadership are meeting with City & Borough of Juneau responders and other partners today at 1pm to talk through possible options for providing services in case of quarantine and outbreak. Since this is the most complex (biggest) community that CCS serves, we are hoping to take the basic service model we come up with then use it as a starting place for coordinating with the other communities we serve with meals and rides, adjusting it to the meet the needs of each unique community and the local partners we work with there.
TODAY’S ALL STAFF MEETING RESCHEDULED – TOMORROW 3/18 ALL STAFF MEETINGS @ 8am & 2pm: At our all staff meetings tomorrow we will give you an update on where we are with planning for meeting community need during this time, as well as guidance on how we plan to keep you working to help seniors while being mindful of your own safety and health.
CCS WILL BE ENACTING ADMINISTRATIVE LEAVE IN CASES WHERE YOU ARE NOT ABLE TO WORK DUE TO THE CRISIS: Due precautions to limit the spread of the coronavirus, we already have staff who are in quarantine (due to travel outside the U.S.). I want to reassure you that if you are not able to work due to quarantine or illness, Catholic Community Service will be providing you with Administrative Leave at your usual rate of pay and scheduled hours.
BUT PLEASE WORK IF YOU CAN, AS YOU MAKE A HUGE DIFFERENCE IN HELPING THOSE WE SERVE: While we have suspended congregate meals and activities at our senior centers, those we serve still need our help! We are coming up with plans for how to continue to provide rides, and meals, in a safe way. We are coming up with meaningful alternate work you can do at the centers, and from home if you are not able to come to work.
STAFF CONCERNS IF YOU ARE “VULNERABLE”: As you already know, the work you do is really important! If you are one of those considered vulnerable – over 60 years of age and/or immunocompromised – and you are in a position where you are still interacting with those we serve (drivers, health care staff) please talk to your supervisor about other duties you can do as we work to shift you to a safer situation. We will also have options for doing meaningful work from home (e.g. wellness check calls to seniors and their emergency contacts / caregivers).
Thanks so much for all you do and supporting the health and safety of the seniors and caregivers we serve!
I know we are all concerned as local and national response to the Coronavirus progresses, and I want to be sure I let you know how Catholic Community Service is working to be responsive to senior and community need, while being mindful of our staff safety and situation.
RESPONSE TO COMMUNITY NEED: We are actively working with local city and boroughs to get plans in place so that we can ensure we able to provide meals and access to food if a quarantine is put in place, and if Southeast sees any cases of the Coronavirus.
We want to be sure that if some of our CCS staff are not able to come to work due to the current crisis (due to lack of childcare, being quarantined with family, due to illness, etc.) that we have plans for an alternate workforce to help keep operations going. We will need willing partners (city, village, tribes) to offer up their staff, and local civic organizations and individual volunteers to pitch in, but we have already had offers from folks wanting to help, so it seems likely that we can leverage these folks if we need to – as long as the State of Alaska gives us permissions and some accommodations.
PLANNING IN PROGRESS: I and other CCS leadership are meeting with City & Borough of Juneau responders and other partners today at 1pm to talk through possible options for providing services in case of quarantine and outbreak. Since this is the most complex (biggest) community that CCS serves, we are hoping to take the basic service model we come up with then use it as a starting place for coordinating with the other communities we serve with meals and rides, adjusting it to the meet the needs of each unique community and the local partners we work with there.
TODAY’S ALL STAFF MEETING RESCHEDULED – TOMORROW 3/18 ALL STAFF MEETINGS @ 8am & 2pm: At our all staff meetings tomorrow we will give you an update on where we are with planning for meeting community need during this time, as well as guidance on how we plan to keep you working to help seniors while being mindful of your own safety and health.
CCS WILL BE ENACTING ADMINISTRATIVE LEAVE IN CASES WHERE YOU ARE NOT ABLE TO WORK DUE TO THE CRISIS: Due precautions to limit the spread of the coronavirus, we already have staff who are in quarantine (due to travel outside the U.S.). I want to reassure you that if you are not able to work due to quarantine or illness, Catholic Community Service will be providing you with Administrative Leave at your usual rate of pay and scheduled hours.
BUT PLEASE WORK IF YOU CAN, AS YOU MAKE A HUGE DIFFERENCE IN HELPING THOSE WE SERVE: While we have suspended congregate meals and activities at our senior centers, those we serve still need our help! We are coming up with plans for how to continue to provide rides, and meals, in a safe way. We are coming up with meaningful alternate work you can do at the centers, and from home if you are not able to come to work.
STAFF CONCERNS IF YOU ARE “VULNERABLE”: As you already know, the work you do is really important! If you are one of those considered vulnerable – over 60 years of age and/or immunocompromised – and you are in a position where you are still interacting with those we serve (drivers, health care staff) please talk to your supervisor about other duties you can do as we work to shift you to a safer situation. We will also have options for doing meaningful work from home (e.g. wellness check calls to seniors and their emergency contacts / caregivers).
Thanks so much for all you do and supporting the health and safety of the seniors and caregivers we serve!
3/12/20: CCS Response to COVID-19 Coronavirus - Congregate Meals Suspended as of 3/16/20
Hi CCS Staff,
As you know, communities worldwide are working to prevent the spread of the COVID-19 Coronavirus. Today, the Alaska Department of Health and Social Services sent out a health alert asking Alaskans to move from “minimal” mitigation activities, to “minimal to moderate” as defined by the US Centers for Disease Control (CDC) (email attached and excerpt of CDC guidance below).
This afternoon I met with CCS leadership to determine what additional actions we will take to help protect our clients, patients, passengers and staff. We are meeting again tomorrow morning to continue our planning, but I want to keep you informed and ask for your help.
Effective Monday, March 16, CCS is suspending congregate meals and all group activities at our Senior Centers. Please note that we are NOT closing senior centers, reducing other services, or furloughing staff.
Please announce at Friday’s lunch, and inform clients and partners as you have the opportunity, that:
Please report to work as scheduled UNLESS YOU ARE SICK.
We will be working to get you guidance on work and training to do in case your usual assigned duties do not fill all your scheduled hours.
Our quarterly all-staff meeting is scheduled for next Tuesday and/or Wednesday, and we will give you more information on how this affects staff at that meeting, and as it becomes available.
Thanks so much for all you do and supporting the health and safety of the seniors and caregivers we serve!
As you know, communities worldwide are working to prevent the spread of the COVID-19 Coronavirus. Today, the Alaska Department of Health and Social Services sent out a health alert asking Alaskans to move from “minimal” mitigation activities, to “minimal to moderate” as defined by the US Centers for Disease Control (CDC) (email attached and excerpt of CDC guidance below).
This afternoon I met with CCS leadership to determine what additional actions we will take to help protect our clients, patients, passengers and staff. We are meeting again tomorrow morning to continue our planning, but I want to keep you informed and ask for your help.
Effective Monday, March 16, CCS is suspending congregate meals and all group activities at our Senior Centers. Please note that we are NOT closing senior centers, reducing other services, or furloughing staff.
Please announce at Friday’s lunch, and inform clients and partners as you have the opportunity, that:
- Congregate Meals are suspended until further notice
- There will be no group activities at the Senior Center until further notice
- Home delivered meals will continue to be delivered to homebound clients as usual
- All congregate meal clients are eligible for home delivered meals while congregate meals are suspended – to request a home delivered meal just ask the Site Manager
- Case management and senior caregiver support is still available, but we encourage use of phone instead of visiting in person
- Door-to-door transportation is still available at this time, but we encourage seniors to stay home whenever possible
- Please follow CDC guidance for prevention of the virus
Please report to work as scheduled UNLESS YOU ARE SICK.
We will be working to get you guidance on work and training to do in case your usual assigned duties do not fill all your scheduled hours.
Our quarterly all-staff meeting is scheduled for next Tuesday and/or Wednesday, and we will give you more information on how this affects staff at that meeting, and as it becomes available.
Thanks so much for all you do and supporting the health and safety of the seniors and caregivers we serve!