June 15th, 2020
Good Day Everyone,
As we begin to prepare for a new normal in the workplace, we wanted to update you on the steps we have taken to safely prepare the building for your return. Just to be clear, this is a long letter but please take the time to read through it as its filled with important information to keep everyone updated & safe.
Eastman Management has been working diligently on virus spread prevention measures to ensurethe wellbeing of our tenants. We recognize our tenants’ concerns and fears about returning to the workplace and we want to share the steps we are taking to provide a safe operating environment for the return of your staff and customers.
Many of the actions we are taking require the partnership, support, participation and cooperation of our tenant communities and property management team to ensure that the re-entry procedures and requirements outlined below are communicated to your teams and visitors.
Some key points:
· Wearing facial coverings or masks in common areas is required.
· Wearing facial coverings masks within tenant spaces is recommended but the decision to wear masks is up to the tenant in each situation.
· Social distancing requirements will be strongly enforced in all common areas.
· Where feasible, we are making as many areas touchless as we can.
· We are cleaning and sanitizing common areas, door handles, stair railings, elevator buttons, common furniture, common doors, etc. on a frequent basis.
Common Area Daily Sanitization
Building management has cleaned and sanitized all common areas of the building – this includes all high touch surfaces in the atrium, cafeteria, dining seating areas, conference rooms, hallway corridors, door entrances handles/knobs/push bar, elevators, staircases, etc. These areas have been cleaned at a level often referred to as “deep cleaning,” a level that was highly recommended, especially if there was a positive COVID-19 related contamination. Eastman Management decided to do this high-level cleaning as an extra precautionary action to ensure everyone’s safety, not due to any related contamination.
Also, we removed heavy fabric seating and reduced the amount of seating and attempted to separate seating where possible. We will monitor this and make updates as appropriate. All outdoor seating is being wiped down daily. The above common areas as mentioned have all been cleaned and sanitized with recommended sanitizers on a daily basis, 5 days per week, and we will continue to follow this schedule.
Our janitorial staff are following the recommended guidelines on proper cleaning and disinfection of frequently touched surfaces in public spaces and restrooms, as well as increased frequency of cleaning. As more current guidelines are issued, we will modify our cleaning protocols accordingly.
Building Entries & PPE Requirements
To help prevent the spread of this virus, we have installed hand sanitizer stations at most building entries. We have also installed signage to indicate that all tenants/clients/guests are required to wear proper PPE equipment, which is primarily masks, but may include gloves or other equipment as appropriate.
We want to emphasize that the requirement for wearing masks or facial coverings, particularly in common areas, is required for the protection of the health and safety of everyone.
Those that do not comply with the mask wearing policy will be noted and brought to the attention of their Manager/Owner of each office and will be asked to leave the building. Please help us enforce the mask wearing policy by notifying your team and visitors that masks are required in all common areas (i.e. hallways, entryways, bathrooms, cafes, conference rooms) of the building.
Ensure you wear a mask or facial covering in the Café, otherwise they will refuse to offer you food service.
We will be adding “safe distance” signage to all elevators to ensure people comply with safe distancing guidelines. We encourage occupants to use the stairs or enter and ride the elevator car one or two at a time.
Where feasible and if permitted by the Township of Livingston, stair doors are being modified to have “hold open” features that will close automatically in the event of a fire alarm.
Restroom toilets that are not being utilized have been flushed regularly. It is recommended that your coffee/ice and water machines, if applicable, be flushed. If they have not been used for over 30 days, we suggest you contact your service provider. Sinks, toilets, and urinals that are not automatic are being updated with automatic, touchless equipment. In the majority of bathrooms, soap dispensers are being changed to automatic dispensers. Where space in the counter or sink does not permit automatic soap dispensers, we have ordered wall mounted automatic soap dispensers.
We are also exploring options to (a) reduce occupancy or close off every other sink; (b) close off every other urinal; (c) add attachments to the bottom of doors to allow for opening and closing without touching.
Common Conference Rooms
Please be aware, common conference rooms will be used on a limited basis and will follow rules as required in the common areas. The building’s conference room(s)/lounge area must be scheduled with Property Management (Contact us via the following; Slavka Gonda; Slavkag@eastmancompanies) so we can check for availability.
Café and Cafeteria Seating
The café has remained open the entire time with limited service. The café vendor is enhancing service as occupancy is increasing. We have ordered plexiglass for the counters and floor stickers designate safe distancing. Regarding the café’s seating areas, we are continuously monitoring what government regulations are permitting. When restaurants and cafés are allowed to re-open for indoor seating, we will follow current CDC guidelines for distancing and occupancy along with extensive cleaning.
The fitness center is closed until further notice. Once the government allows fitness centers to open, we will monitor how other gyms are operating during the first two weeks. We will then finalize our plan and determine the best ways to provide a safe environment to re-open. This will not apply, however, for the private one-on-one training that occurs and is provided by Nikki Gnozzio of The Junction Body Works.
Air Quality – HVAC Units
Our team has performed a considerable amount of preventative maintenance on the property’s HVAC systems. We have replaced the filters in all HVAC systems and fresh air units. In the coming weeks when the newer MERV 13 filters arrive, where applicable, we will replace the air filters.
As building occupancy increases, we will also be increasing outdoor air flow. The purpose of increased outside air flow is to provide enhanced air exchange dilution of the occupied office spaces.
Building Standards – COVID Spread Protection Measures
We acknowledge the new challenges that are ahead of us, and we appreciate that it has been a huge adjustment period for everyone. We want to make sure, whether you continue to work on site, or when you and your team members return, that the working environment is safe and pleasant. We strongly encourage you, your staff, clients, and guests to follow the directions and guidelines we have put in place. To accomplish this goal, we need your partnership and support in spreading the building’s new social distancing message to all employees, clients and visitors. It is also imperative that you alert Building Management immediately if you are notified that someone in the building has tested positive for the COVID-19 virus. We will do our part to ensure this information will be kept confidential to comply with privacy laws.
Communication – COVID-19 Related
In our efforts to keep you informed, we will continue to issue updates on the latest information we receive regarding COVID-19 prevention. We are fully committed and prepared to handle any new COVID-19 preventative cleaning and sanitization procedures recommended.
Returning to the Building
1. We are asking tenants to keep us informed as to when employees will be returning to the building – whether just a few employees are returning, or if your entire office will be working in the building.
2. If you need any assistance with modifying work areas (i.e.: plastic shielding, sneeze/cough barriers) receptionist area desk, furniture cubes, floor markings etc.), please contact the Property Manager, Shea Nelson (firstname.lastname@example.org) or Property Coordinator, Slavka Gonda (email@example.com) as we have vendor resources that can possibly help you wherever possible.
3. Make sure your staff has masks or facial coverings and sanitizer for your own office space areas. Let us know if you would like assistance to help source these materials. We will gladly assist, but please understand, our stock and availability are changing on a daily basis.
4. Please remind your team members and any visitors to comply with the various requirements we’ve outlined in this letter.
A. Wear face masks or facial covering
B. Social distance
C. Observe elevator occupancy
5. Please make sure sick employees stay home and anyone exposed to the virus quarantines at home per their health care professionals and the CDC recommendations Inform us if anyone that has been on site and deemed to be COVID-19 positive so we can coordinate with your office for a deep cleaning at your cost, as well as, a deep cleaning of all common areas. Again, ALL names and companies will be held in strict confidence.
Please be aware the above information is subject to change depending on State of New Jersey guidelines & mandates. We look forward to having you all return to 70 South Orange Ave! Thank you, and please remain safe and stay healthy.
The Team at Eastman Management