COVID-19 Update

Emergency Management and the Emergency Operations Centre

The Emergency Management Branch of the Fire & Protective Services Department ensures the City is prepared for and can respond to and recover from a disaster or major emergency. The City’s emergency response protocols and governance were approved by City Council through Bylaw 2020-7.

During a disaster or major emergency, the Emergency Operation Center (EOC) brings together representatives from the City of Regina and the emergency response community to strategically coordinate resources in support of response and recovery activities.

The EOC was activated effective March 13, 2020 to respond to the COVID-19 (coronavirus) situation.

Strategic Impacts

Specific actions taken to date have focused on protecting the health and safety of both residents and our employees and future actions will build on these.  It is critical that the needs of our community are being addressed and that assurances and flexibility are being provided to residents and businesses.

Financial Impacts

The financial impact of COVID-19 will be felt across our community, including residents, businesses and the City itself.

In December, Council approved the 2020 Budget.  COVID-19 will impact the realization of the budget as approved.  As the present situation unfolds, decisions will need to be made on an ongoing basis on how the City of Regina will allocate finite resources to address the needs of the community. 

While the City is in a relatively strong position from a cash flow perspective, as it recently moved funds from long-term to short-term investments, the impact of COVID-19 will have a significant impact on the City’s finances both short term in managing the event and longer term.  Revenues are being impacted as well as expenditures.

Of the three levels of government, municipalities have the least ability to access additional resources to meet the need.  Administration will continue to work with the other two levels of government to seek financial resources to assist in meeting our community’s needs and will provide financial updates to Council along with related recommendations as required.

The City of Regina has ensured that all COVID-19 related information, messages and public announcements are widely distributed through TV and radio, the Regina Leader-Post, Regina.ca and Facebook and Twitter.

The safety and well-being of residents and employees is paramount, and every effort will be made to ensure that new information is widely shared at the earliest opportunity.

Property Tax and Utility Payment Financial Relief Measures

Utility Services

In line with other municipalities and crown utilities, to support residents and businesses of our community in this extraordinary time, while continuing to bill for service as normal, Administration is recommending the following changes to our current utility collection activities:

1.      Suspension of utility disconnections for six months until September 30, 2020;

2.      Suspension of late payment charges on all utility accounts until September 30, 2020; and

3.      Suspension of collection activities.

These are important measures to support the combat of COVID-19 and support the community through the corresponding financial implications.  Suspending water disconnections will ensure that all residents have access to clean water for proper hand washing and personal hygiene. The suspension of late payment charges will allow customers to choose to delay utility payments without negative financial impact. We will support customers by generating reminders and other notices to ensure they remain informed of their current situation and options available to them.

Furthermore, Administration will continue to work with customers to ensure they are aware of their account status and to collaborate on payment arrangements ensuring they are not left in a difficult financial situation in the future.

Amendments to The Regina Water Bylaw and the Wastewater and Storm Water Bylaw, 2016 are required to suspend late payment charges for this time period.

Property Taxation

To further support residents and businesses, and in line with other municipalities, City Administration recommends that our tax billing and collections processes be revised as follows:

1.      Send property tax bills for delivery in May 2020 consistent with prior years, pending establishment of the education property tax mill rates by the province; and

2.      Extend the property tax payment deadline for 3 months (to September 30th) allowing property owners additional time to pay their 2020 property taxes without incurring penalty.

As the City is required to remit the education tax portion to the Province for public schools and the Separate School Board for separate schools monthly, extending the property tax deadline will require the City to fund these payments out of its own cash flow for three months. Given this impact Administration will seek support from the Province and Separate School Board to adjust the current payment schedule to help reduce the impact of this decision on the City’s cash flow.

In order to extend the due date to September 30, 2020, amendments to Bylaw No. 2003-69, The Regina Administration Bylaw are required. As well, once the education property tax mill rate, and Downtown and Warehouse Business Improvement District levies are known a property tax bylaw will be brought forward for Council approval.

Administration will continue to monitor the financial impact of the pandemic on the City’s residents and services and working with other levels of government may bring forward other financial relief measures as appropriate.

TRANSIT – Route Frequency and the Waiver of Fees for Transit and Paratransit

Change Monday – Friday Transit Service to a Saturday Service Model

Administration is recommending that Monday-Friday transit services be changed to a Saturday Service model.

Regina Transit is experiencing an increase in sick time use as our messaging to employees is to stay at home if they are experiencing any symptoms. As of March 19, staff numbers are down by 31. Transit is struggling to maintain the Council approved weekday service levels and will not be able to sustain weekday service as staff levels continue to decrease.

There are no immediate alternatives available to build capacity in the bus operator employee roster. Staff that operate school buses hold a different class of license. They would have to be evaluated by an SGI examiner before authorized to drive our fleet. SGI has provided notice that they are not accepting any new exam appointments until further notice. In addition, there are also significant training hours required to learn how to operate our equipment, learn the routes, and safety procedures.

Saturday service utilizes our base routes, which covers most of the city. The service reaches major destinations, including hospitals, commercial areas and employment areas. There are a few routes that do not run with Saturday service, but do have other transit service options. For example, the route 30 Express, which would not run, is served with route 3 and route 4. The route 50 Express is served with route 7 and route 9.

This recommendation will ensure we can reliably deliver service while giving customers advance notice of the changes. This would be a daily reduction of 300 services hours, dropping from 1,000 hours to 700 hours. The strategy of utilizing Saturday service is also being considered by other municipalities, as they also have employee shortages and reduced ridership numbers. In Regina, we have seen more than a 60% reduction in weekday ridership from 26,000 rides per weekday to 10,000 per weekday. Normal average Saturday service also has 10,000 rides. Saskatoon Transit is moving to a Saturday service model for weekdays starting the week of March 29.

Waiver of Transit Fees

Eastern Canadian properties including Guelph, Halifax, Hamilton and Montreal have implemented a fare-free system to practice safe social distancing. Several Western Canadian Transit properties are considering implementation of this practice in the near future. Saskatoon Transit is moving to free transit effective March 20. To further reduce the interactions between the rider and the operator, Administration is recommending that Council waive all transit fares and have customers enter and exit the bus from the rear door of the bus until the provincial government cancels the state of emergency and the public health crisis is controlled. This would eliminate the need for customers to touch the farebox and remove them from the operator area. Transit would remain accessible for all. If any customer has low mobility, they will be allowed to use the front door and ramp.

The Transit Information Centre has remained open as it is the only facility where patrons can purchase transit passes and reload R Cards. Free Transit will enable Administration to redeploy those staff to the transit operations centre while maintaining the services of the Ride Line.

This option also provides financial relief for residents using the transit system. If the fares are waived, current passes would be put on hold and reactivated once service returns to normal, with the option to load an additional month onto their card as compensation for the change in service levels. Refunds will also be given to customers if requested. Saskatoon Transit is going to be offering an incentive program to their ridership.

Bylaw and Parking Enforcement

Bylaw enforcement efforts are focused on bylaw violations that pose a risk to public health and safety related to the pandemic.  We are monitoring and will commence standard enforcement practices once the state of emergency has cancelled and the public health crisis is controlled.  We are reviewing in order to reduce the opportunity for mischief and an additional strain on emergency resources.

The City is aware of parking concerns and is allowing more leniency while focusing on public safety.  The COVID-19 pandemic has changed peoples’ behaviours and subsequent social isolation.  Given this the number of parked vehicles in the downtown has been dramatically reduced.  Because there is a significant number of residents working from home, the City is not enforcing the 24-hour limit parking in residential areas and focusing on safety concerns. 

The City of Regina Parking Services Branch is currently working with the Saskatchewan Health Authority Parking Services at the General Hospital in order to support them in any way necessary.  We are aware that the situations are constantly changing and we understand the needs of residents and individuals accessing the hospital and surrounding area are important.  We are working to balance these needs.  It is important to note, the City has not issued any parking tickets for time zone violations in the General Hospital area since the provincial state of emergency was declared at 3 p.m. on March 18, 2020.  In addition, the City will be cancelling tickets, not related to public safety concerns, issued since the City’s first communication to residents on March 13, 2020.

At this time, and moving forward, our parking enforcement will be focused on addressing immediate public safety concerns to ensure emergency access, traffic flow and sightlines are maintained throughout the city; while continually reassessing community needs as new information becomes available.  

The Provincial Courthouse has reduced court operations effective March 23, 2020 to May 31, 2020 which includes the closure of Municipal Bylaw Court.  The City is not re-issuing summons or pursuing further enforcement of the charges with court dates that have been cancelled.

Mobilization of Community Social Services for the Vulnerable Population

It is essential that during the crisis that the needs of our most vulnerable population are met.  Over the last week many changes have taken place which has hampered our community organizations to deliver their core services.  The City of Regina has taken the lead with 30 nonprofit social service providers and the Province of Saskatchewan to assess risks and gaps and to coordinate a crisis response. Conference calls are held daily to provide updates and issue identification as issues are changing quickly.

Food Security

The primary concern has been ensuring food security.  A separate Food Security Committee has been established, with REACH and Regina Food Bank as the two lead agencies. Regina Food for Learning and Chili for Children are supporting. The Committee has begun initiating a two-pronged approach to addressing gaps in the city’s food security system left by the closure of schools and community food stores. Regina Food Bank will ramp up hamper provision and distribute to parking lots throughout the city. The Food Bank will be looking for $750,000 community donation to help their efforts.  The request of the City is unknown at this time.

The City and REACH are currently working with REAL to utilize their facilities to assemble 750 lunch bags per day, 7 days a week for children and youth who would otherwise rely on school feeding programs. These will be distributed at city facilities located throughout the City. The cost for REACH is $12,500 per week to deliver this program.  Funding of this cost is currently being explored through two available foundations.  REAL and the City costs are still being determined at this time.  We anticipate the program will be fully operational no later than next Wednesday, March 25, 2020.

A phone line is being set up to receive calls from residents who need access to food, and to provide information about distribution sites. Citizen Experience at the City of Regina is providing support and will prepare an information package and messaging to let residents know.

All agencies involved are committed to monitoring how this new program functions and the degree to which it meets residents’ needs and adjusting as necessary. Every precaution will be taken in assembling hampers and lunch bags, and in distribution to residents, to protect from any infection.

Shelters

There has been some contraction in shelter capacity as some shelters are in the process of closing, and others have limited capacity to enforce social distancing measures. All are concerned about the ongoing capacity to meet the need of vulnerable people for housing, and to ensure that staff, volunteers and guests are able to stay safe. The Ministry of Social Services accesses two hotels to add capacity as part of their business as usual and have not yet explored whether additional capacity will be required. Currently the Saskatchewan Health Authority is advising against using larger facilities to use for additional shelter capacity, as there will be tremendous risk in terms of transmission of COVID-19. The federal government announced additional funding through Reaching Home, but it is not yet known how that funding will be administered. A Committee has been established from the larger group and Administration will continue to explore with the Committee how best to address the shelter needs with our Provincial partners over the coming days.

Beyond emergency shelters and supporting people who are currently homeless, there is risk that people who have lost income could lose their housing due to evictions. It is recommended City Council request that the Province of Saskatchewan temporarily suspend all residential evictions under The Residential Tenancies, 2006, as well as immediately launch and begin accepting applications from low income households under the Canada Housing Benefit Program.

In addition to help, the City of Regina is deferring property tax payments to September 30, 2020.  The Administration will work with the Federal and Provincial Governments to look at what other programs could be available for low-income households that experience financial hardship from the COVID-19 pandemic.  A report regarding this matter will be brought back to Council following discussions.

Essential Supplies

Agencies are facing a critical shortage of supplies, especially masks, gloves, gowns, sanitizer and disinfectant. Administration is working through its supply channels to secure access to additional materials.

Child and Youth Engagement

With the closure of schools and programming the issue of child and youth engagement needs to be explored.  These discussions have started, and we will be looking to our other partner municipalities to see how they are dealing with this issue.

Cost implications of a number of these measures are not yet known, Administration should have more information in the coming days. In addition to the direct and in-kind support of the City, emergency funding could also be provided from the Province on a flow through basis through the City’s Community Investment Grant Program to local organizations that provide support to homeless and vulnerable residents.

The City of Regina takes the health and safety of our employees and residents very seriously. 

As a preventative measure to help slow the rate of COVID-19 infection in Regina and protect vulnerable populations, including seniors and people with compromised immune systems, City of Regina owned and operated facilities were closed to the public at the end of business on March 16, 2020.

Starting on March 15, 2020, impacted staff were advised and alternative work arrangements were introduced and continue to be explored. Our priorities have been discussing working from home options with employees who have a pre-existing medical condition and who are at high risk for becoming ill. We also encouraged employees who have enabling technology and are not working in or supporting essential services to work from home.

Over the course of this week, we have migrated over 300 of approximately 770 of our administrative and professional staff to work from home. Working from home is enabled by our organization being an early adopter of Office 365 technology and the introduction of tablets and laptops, coupled with remote access and robust cyber security measures. Each day, we continue to migrate additional staff to work from home.

We have approximately 2030 employees working to provide important services that our residents and community rely on every day. It remains our priority to ensure the following critical services are maintained:

·         Fire & Protective Services

·         Transit Services

·         Garbage & Recycling Collection

·         Water & Sewer Services

·         Landfill Operations

·         Winter Maintenance

·         Cemetery Services 

Through the course of this week, we have limited the number of employees working and coming into contact with the public by reducing contact through the closure of City owned buildings and facilities, as well as developing building entry protocol for contractors and vendors deemed essential. At the start of the week, we limited the number of interactions our employees have in residents’ homes and introduced protocol procedures prior to entry. By Monday, March 23, 2020 these interactions will be limited to public health and safety matters.

The City has implemented the following measures to keep our employees and residents healthy and safe:

Education Strategies

·         Provided information regarding proper coughing/sneezing etiquette, hand washing, including wall posters, e-bulletins in the elevator, and information on City Connect

·         COVID-19 Updates/Bulletins (recent information regarding developing news)

·         Employee Handbook (resources, contacts, travel restrictions, compensation and leave information)

·         Supervisor Handbook (resources, contacts, questions and answers)

·         Enhanced access and provision of Personal Protective Equipment (PPE) for employees (gloves, masks, hand wipes, iso-gel)

·         Reduction in service in some areas reducing risk of exposure

Prevention Strategies

·         Increased cleaning of facilities, vehicles and equipment (for example, enhanced cleaning of City buses, venues, high touch areas)

·         Social distancing (for example, postponed training, use of technology for meetings, employees working from home)

·         Increased vigilance regarding potential exposures (for example, early identification/assessment of potentially sick or travelling employees, use of isolation)

·         Closure of City owned buildings and facilities

·         Developed building entry protocol signage for contractors and vendors and home entry protocol procedures for our citizen interactions 

Support

·         Access to entitlements while sick or potentially sick; therefore, encouraging employees to remove themselves from the workplace when sick and eliminating the urgency to return to work before they are well.  Sick notes are not required

·         Providing compensation support for employees required to self-isolate as a result of new direction from the Public Health Agency of Canada (paid leave for the duration of the isolation period)

·         Providing compensation support to employees while they make arrangements for childcare as a result of school or day care closures (five days paid leave)

·         Providing short term compensation continuation for casual and other employees impacted by the closure of city facilities (shifts scheduled for two weeks will be compensated)

The City has continued to assess operational requirements on a continual basis as the pandemic evolved. We have been adjusting our operating practices and policies multiple times daily as new information becomes available. Our contingency plans continue to be fluid to adjust to this ever changing situation.

By Monday, March 23, 2020, it is expected the majority of our employees not providing or supporting critical services will be working from home or will have been sent home. We have suspended recruitment and staffing. Deployment across all City operations is under consideration, including providing services to the most vulnerable in our community.

Prepared by: Jim Nicol, City Clerk