SOR INTERNAL EMPLOYEE PAGE
CORONAVIRUS/ COVID-19
Nov. 16, 2020 - Response to rising COVID cases in NC
Team,
Good morning! It's been a minute since we got some COVID-specific updates out to you all. Thankfully, things had been in a relative steady state here at SOR and in NC over the past few months.
As community spread of the virus trends up here in NC, we want to tune up our policies here at SOR accordingly. For the sake of the individuals in our "circles" who are statistically at higher risk for worse experiences with COVID, we ask that you all comply with the revised policies below.
1) If you have meetings with anyone inside a closed room, masks are required unless you have 100% consent from all participants to not wear masks. Be cognizant of the dynamics at play among all individuals and ensure genuine consent when running these meetings. The responsibility falls on those in leadership positions.
2) Masks are required in the breakroom 100% of the time. I've walked in there plenty over the last couple months without a mask when no one is in there, made a cup of coffee, and then had people walk in to go to the restroom. Not a good look on me! Sorry about that. It's a simple thing, so please do it.
3) Morning ops team meetings will continue in the open warehouse bay to ensure compliance with the Governor's recently-announced restrictions on gatherings over 10 people in confined spaces. With open bay doors and parking changes, we'll be able to hold those meetings and remain in compliance.
4) 10 people max in any indoor room, breakroom included. We're not going to have a bouncer at the door but please just be cognizant of this rule when entering.
5) "Comfort matching" team members when riding in the same vehicle to and from job sites. Just like indoor meetings, we ask that there is 100% consent among the individuals riding together to go without a mask. If not, mask up.
We've been really fortunate to have no reported cases of COVID here at SOR, and it'd be great to keep it that way for the sake of our colleagues, the friends/family of our colleagues, our clients, the local healthcare workers, and our community. Masks aren't perfect but they have been proven to be helpful. Yes, COVID is not the only scary thing floating around in the world. But, if we take some steps to spread out cases over a longer timeline, we won't overload the healthcare system and we'll help buy some time for a vaccine to get developed, manufactured, and distributed.
Yours,
Tyler
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C. Tyler Graybeal
Co-Owner, President
Team,
Good morning! It's been a minute since we got some COVID-specific updates out to you all. Thankfully, things had been in a relative steady state here at SOR and in NC over the past few months.
As community spread of the virus trends up here in NC, we want to tune up our policies here at SOR accordingly. For the sake of the individuals in our "circles" who are statistically at higher risk for worse experiences with COVID, we ask that you all comply with the revised policies below.
1) If you have meetings with anyone inside a closed room, masks are required unless you have 100% consent from all participants to not wear masks. Be cognizant of the dynamics at play among all individuals and ensure genuine consent when running these meetings. The responsibility falls on those in leadership positions.
2) Masks are required in the breakroom 100% of the time. I've walked in there plenty over the last couple months without a mask when no one is in there, made a cup of coffee, and then had people walk in to go to the restroom. Not a good look on me! Sorry about that. It's a simple thing, so please do it.
3) Morning ops team meetings will continue in the open warehouse bay to ensure compliance with the Governor's recently-announced restrictions on gatherings over 10 people in confined spaces. With open bay doors and parking changes, we'll be able to hold those meetings and remain in compliance.
4) 10 people max in any indoor room, breakroom included. We're not going to have a bouncer at the door but please just be cognizant of this rule when entering.
5) "Comfort matching" team members when riding in the same vehicle to and from job sites. Just like indoor meetings, we ask that there is 100% consent among the individuals riding together to go without a mask. If not, mask up.
We've been really fortunate to have no reported cases of COVID here at SOR, and it'd be great to keep it that way for the sake of our colleagues, the friends/family of our colleagues, our clients, the local healthcare workers, and our community. Masks aren't perfect but they have been proven to be helpful. Yes, COVID is not the only scary thing floating around in the world. But, if we take some steps to spread out cases over a longer timeline, we won't overload the healthcare system and we'll help buy some time for a vaccine to get developed, manufactured, and distributed.
Yours,
Tyler
--
C. Tyler Graybeal
Co-Owner, President
June 24, 2020
Hi, Team.
I know the mask mandate is unpopular and I know some mini muffins don't make it more popular. But, it's not an option to simply ignore it. When you are in Raleigh (including the warehouse) or Knightdale and not 6+ feet apart, you need to have a mask on your face. You do NOT have to wear it when outside and 6+ feet away from teammates and pedestrians. Details on page 3 of the attached.
Thank you for your cooperation as we all do unpopular and uncomfortable things to keep one another safe.
A new set of masks has arrived and they are in the break room with the muffins to be doled out tomorrow morning. If you're a lead tech whose teammate is meeting on site, please pick up their mask for them (and a couple of muffins if you're nice!) Remember that you can refill hand sanitizers and clean your steering wheels with Lysol wipes, etc. - anything you need to keep up with the COVID-19 protocols that are still very much necessary (NC's cases are surging right now).
We know everyone is so tired of the vigilance required during a pandemic. We are too and we appreciate the effort to always do the right thing, even when it's not preferred. Thank you.
Crystal Whittenton
SOR's response to COVID-19 mitigation:
https://www.southernoutdoorrestoration.com/covid-19.html
HR Manager
Business Process Manager
PO Box 30994
Raleigh, NC 27622
Hi, Team.
I know the mask mandate is unpopular and I know some mini muffins don't make it more popular. But, it's not an option to simply ignore it. When you are in Raleigh (including the warehouse) or Knightdale and not 6+ feet apart, you need to have a mask on your face. You do NOT have to wear it when outside and 6+ feet away from teammates and pedestrians. Details on page 3 of the attached.
Thank you for your cooperation as we all do unpopular and uncomfortable things to keep one another safe.
A new set of masks has arrived and they are in the break room with the muffins to be doled out tomorrow morning. If you're a lead tech whose teammate is meeting on site, please pick up their mask for them (and a couple of muffins if you're nice!) Remember that you can refill hand sanitizers and clean your steering wheels with Lysol wipes, etc. - anything you need to keep up with the COVID-19 protocols that are still very much necessary (NC's cases are surging right now).
We know everyone is so tired of the vigilance required during a pandemic. We are too and we appreciate the effort to always do the right thing, even when it's not preferred. Thank you.
Crystal Whittenton
SOR's response to COVID-19 mitigation:
https://www.southernoutdoorrestoration.com/covid-19.html
HR Manager
Business Process Manager
PO Box 30994
Raleigh, NC 27622
This page is for SOR employees. We have a separate external page for clients.
Previous Memos and Communications (most recent on top)
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June 18, 2020
Late last night, we received notice of a proclamation going into effect in Raleigh and Knightdale. The proclamation relates to when masks are required and is in effect as of 4 PM on Friday, June 19, 2020. At our warehouse in Raleigh, and on job sites and work locations in Raleigh and Knightdale, we will be strictly adhering to this proclamation. In other localities, we will encourage optional mask use. All employees must have their masks with them and immediately available at any time on every work day in order to be prepared. The company has provided two reusable masks per employee already, and will work to provide two more as soon as possible. You may use SOR-provided masks or your own as long as they adhere to the proclamation. In the meantime, have a clean mask or face covering as listed in the proclamation immediately available while working. We appreciate your extra effort to keep the team - and yourself - safe during these trying times. Read the full text of the proclamation here. |
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Download the flyers we have posted at the warehouse and emailed to all employees relating to the mask requirements here.
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Message from Marcel
REMINDER: PROPER MASK USAGE VIDEO
WASHING YOUR REUSABLE MASKS
June 5, 2020
SOR,
I miss seeing everyone consistently at the warehouse. It has been a couple weeks since I got a message out to everyone.
We have a lot to be thankful here at SOR, but we also need to be eyes wide open to the systemic injustice that led to the murder of George Floyd. I want us to be a unified team of individuals that actively counters racism in all of its forms in the context of our work, our community, and our country.
As a result of a long track record of excellent work from an excellent team, SOR has grown each year for the last 8 years. We are a leader in our industry and our community, and we have the opportunity to enact lasting change in many areas given our position. I'm hopeful that social justice can be one of those areas.
Yours,
Tyler
--
C. Tyler Graybeal
Co-Owner, President
I miss seeing everyone consistently at the warehouse. It has been a couple weeks since I got a message out to everyone.
We have a lot to be thankful here at SOR, but we also need to be eyes wide open to the systemic injustice that led to the murder of George Floyd. I want us to be a unified team of individuals that actively counters racism in all of its forms in the context of our work, our community, and our country.
As a result of a long track record of excellent work from an excellent team, SOR has grown each year for the last 8 years. We are a leader in our industry and our community, and we have the opportunity to enact lasting change in many areas given our position. I'm hopeful that social justice can be one of those areas.
Yours,
Tyler
--
C. Tyler Graybeal
Co-Owner, President
June 2, 2020
RETURNING TO NORMAL OPERATIONS IN PHASES
Dear Team,
As the state of North Carolina resumes its phased reopening plan, SOR has remained operating with our Level 5 social distancing protocols. Because the safety of our employees is paramount, we did not want to rush to make any changes. One step you witnessed us undertaking was a survey of all employees’ comfort level relating to protocol changes. This first phased “return to normal” protocol is based upon those responses.
All Level 5 measures remain in place with the following changes:
Operations Team Members:
Corporate Team Members:
Corporate staff will continue working from home as feasible. When you choose to come in, please minimize crowding and ask about comfort levels if you intend to work in the same room as another. All staff are to choose hours to avoid significant overlap with Operations Team members. Additional staff members may make them feel uncomfortable and we want to avoid crowding or congregating as much as possible for the sake of all.
Existing guidelines remain in place:
By continuing to review and tweak our protocols, our hope is that we can find the right balance of safety and comfort level for all. Please do not hesitate to speak up should you have suggestions, concerns, or questions. No one is an expert on how to operate during a pandemic, but we’re all in this together and together, we will figure it out.
Thank you,
Tyler Graybeal, President
Garrett Dysart, Director of Operations
Crystal Whittenton, Human Resources Manager
RETURNING TO NORMAL OPERATIONS IN PHASES
Dear Team,
As the state of North Carolina resumes its phased reopening plan, SOR has remained operating with our Level 5 social distancing protocols. Because the safety of our employees is paramount, we did not want to rush to make any changes. One step you witnessed us undertaking was a survey of all employees’ comfort level relating to protocol changes. This first phased “return to normal” protocol is based upon those responses.
All Level 5 measures remain in place with the following changes:
Operations Team Members:
- Employees may choose whether to meet at the warehouse/ ride together or not.
- Employees who are not comfortable meeting at the warehouse or riding together may continue meeting at job sites. However, some rules apply:
- The employee must notify his OM and Crystal no later than Sunday (each week) for the upcoming week so that the gas subsidy may be applied.
- Employees make this choice for a full week – you cannot ride together one day and meet on site the next. (Exception: The week of June 2 can be a partial week.)
- All employees who will share a vehicle must agree and if any do not, that person can ride separately, no questions asked. Each person has a different comfort level for different reasons and we respect them all.
- Clock in using the ipad or your phone, but do not rely upon manual/ emailed/ texted notifications. You must clock in/out correctly using Paycor.
- No more than two employees in a pressure washing truck, no more than three in a gutter van with a separate seat in the back.
- Staggered arrival times to prevent large groups:
- Gutter crews meeting at the warehouse arrive at 6:45 AM.
- Pressure washing crews meeting at the warehouse arrive at 7:00 AM.
- Gather necessary items efficiently and move on to the jobsite so as to prevent unnecessary congregation. SOR has provided masks and encourages their use at the warehouse.
- EVERY TEAM MEMBER must give additional attention to sanitizing high-touch areas. Doorknobs, the iPad, gas pumps, etc. must be sanitized many times daily and every team member is obligated to pitch in to this effort daily without additional reminders.
Corporate Team Members:
Corporate staff will continue working from home as feasible. When you choose to come in, please minimize crowding and ask about comfort levels if you intend to work in the same room as another. All staff are to choose hours to avoid significant overlap with Operations Team members. Additional staff members may make them feel uncomfortable and we want to avoid crowding or congregating as much as possible for the sake of all.
- Avoiding the warehouse before 8:30 AM and after 2:30 PM provides the best distance.
Existing guidelines remain in place:
- Zoom/ Google Hangout/ Join.Me instead of face-to-face meetings
- Sanitize doorknobs and high-touch areas when coming to the warehouse
- Do not come to the warehouse if experiencing symptoms or have had a possible exposure/ known exposure to any virus
By continuing to review and tweak our protocols, our hope is that we can find the right balance of safety and comfort level for all. Please do not hesitate to speak up should you have suggestions, concerns, or questions. No one is an expert on how to operate during a pandemic, but we’re all in this together and together, we will figure it out.
Thank you,
Tyler Graybeal, President
Garrett Dysart, Director of Operations
Crystal Whittenton, Human Resources Manager
We learned today that customers are approaching vehicles of Floating and Associate Techs to inquire as to what they are doing/ why they are there. Each OM is providing these dashboard flyers to help customers keep their distance. Please continue parking in a courteous fashion. Thank you for all you're doing to help keep each other safe during these times!
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Click the file to the right to download the 3 page PDF. Use the PDF containing your OM's name and number. Thank you!
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May 15, 2020 Message to Team SOR
SOR,
Happy Friday to all!
I wanted to get a message out to everyone in the continued absence of being able to see all of you.
As you'll see in the video, I reference what happened with Ahmaud Arbery (a young African American man who was shot and killed in Georgia earlier this year).
I want to be very honest with you all about my limited experience and perspective on the issues present in the story of Ahmaud Arbery. At the same time, I also want to be open with you regarding my willingness to learn from and be taught by those who experience those issues daily so that I can grow in my understanding there.
At SOR, we don't settle and we are not content with "just OK." I want us to bring that same dedication to excellence when it comes to the ways that we can influence and impact our community/society. I don't intend to put the work and burden of educating me on our team, but I do want to create space for our employees to know that they can speak up and be heard.
My door is always open,
Tyler
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C. Tyler Graybeal
Co-Owner, President
Direct: 919.622.1347
Tyler@SouthernOutdoorRestoration.com
SOR,
Happy Friday to all!
I wanted to get a message out to everyone in the continued absence of being able to see all of you.
As you'll see in the video, I reference what happened with Ahmaud Arbery (a young African American man who was shot and killed in Georgia earlier this year).
I want to be very honest with you all about my limited experience and perspective on the issues present in the story of Ahmaud Arbery. At the same time, I also want to be open with you regarding my willingness to learn from and be taught by those who experience those issues daily so that I can grow in my understanding there.
At SOR, we don't settle and we are not content with "just OK." I want us to bring that same dedication to excellence when it comes to the ways that we can influence and impact our community/society. I don't intend to put the work and burden of educating me on our team, but I do want to create space for our employees to know that they can speak up and be heard.
My door is always open,
Tyler
--
C. Tyler Graybeal
Co-Owner, President
Direct: 919.622.1347
Tyler@SouthernOutdoorRestoration.com
May 6, 2020 - Preparing for North Carolina's phase one (SOR remains under the same Level 5 Social Distancing protocols until further notice.)
The following information is for the state. Remember that much of the situation with coronavirus is unchanged: we still don't have widespread or free testing, we still don't have a vaccine, and we still need to exercise the greatest of cautions to ensure that we don't get infected or infect others.
The following information is for the state. Remember that much of the situation with coronavirus is unchanged: we still don't have widespread or free testing, we still don't have a vaccine, and we still need to exercise the greatest of cautions to ensure that we don't get infected or infect others.
April 30, 2020
Hi, everyone! As we continue to place enormous focus on sanitation and avoiding COVID-19, we also must remember our ever-present safety protocols. One that I will continue to remind everyone about is that hot weather is coming soon.
Because of COVID-19 shortages, we are able to procure fewer bottles of water, less frequently, and with more effort. Therefore, it is really important that everyone get in the habit of bringing and using sanitary refillable water bottles. Staying hydrated is very important- especially for those on roofs. Masks may make you feel hotter as well. We know it's tough to manage, so getting yourself into good habits now will serve you well as we head into warmer temperatures.
Remember to immediately report new symptoms (or exposure to a known COVID-19 patient). Here are the most common symptoms that pop up before the full onslaught of symptoms. Please make sure you're communicating immediately and honestly. Thank you.
Hi, everyone! As we continue to place enormous focus on sanitation and avoiding COVID-19, we also must remember our ever-present safety protocols. One that I will continue to remind everyone about is that hot weather is coming soon.
Because of COVID-19 shortages, we are able to procure fewer bottles of water, less frequently, and with more effort. Therefore, it is really important that everyone get in the habit of bringing and using sanitary refillable water bottles. Staying hydrated is very important- especially for those on roofs. Masks may make you feel hotter as well. We know it's tough to manage, so getting yourself into good habits now will serve you well as we head into warmer temperatures.
Remember to immediately report new symptoms (or exposure to a known COVID-19 patient). Here are the most common symptoms that pop up before the full onslaught of symptoms. Please make sure you're communicating immediately and honestly. Thank you.
April 27, 2020
Dear ops team,
Our delivery of masks arrived this morning and the hand sanitizer arrived Saturday. Brittany and I ironed SOR logos onto the masks so they would look less intimidating (we ordered light grey and blue but they called and said all they had was black or nothing). My son helped fill the little bottles with the gallon bucket of hand sanitizer. These items were not easy to procure, so this email is important:
1) Do not throw away the hand sanitizer bottles. They are refillable. There is a worldwide shortage on these bottles and any lids that fit, so we cannot risk wasting them. Please bring them back to the warehouse for a refill from the gallon jug. It's natural/ unscented and it's not sweet-smelling at all, but it works and we need it. Specs attached if you want to know more.
2) Do not throw away your mask or lose your mask. You may want to mark it somehow so no one mixes it up with theirs.
I suspect we'll all be wearing masks periodically for a long while, so if you find your own masks, it will likely be useful to you to have multiples so you're not doing laundry every night.
3) Learn how to properly use/ wear a mask. This video shows you what you need to know. You undo any help the mask gives you if you touch the front of the mask and then touch your face.
https://www.youtube.com/watch?v=yLuEwwGhBxI
Simple tips:
Wash hands prior to touching mask
Don't touch the front of the mask
Hold the mask by the ear loops only
Once you've worn it, you treat it as contaminated
Toss it straight into the wash when you enter your home - don't leave it around or let family members touch it
CDC use of cloth masks:
https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html
Remember that many areas are instituting mandatory masks. Durham, for example, has a rule that if you might not be able to have perfect social distancing (ex: at a doctor's appointment), you must wear a mask.
We have a very limited supply of masks and sanitizer. It took us a month to get them from anywhere. Let's be sure to treat them like the valuable resource they are. After all, they keep our most valuable people more safe! Thank you!
Crystal Whittenton
SOR's response to COVID-19 mitigation:
https://www.southernoutdoorrestoration.com/covid-19.html
HR Manager
Business Process Manager
PO Box 30994
Raleigh, NC 27622
Dear ops team,
Our delivery of masks arrived this morning and the hand sanitizer arrived Saturday. Brittany and I ironed SOR logos onto the masks so they would look less intimidating (we ordered light grey and blue but they called and said all they had was black or nothing). My son helped fill the little bottles with the gallon bucket of hand sanitizer. These items were not easy to procure, so this email is important:
1) Do not throw away the hand sanitizer bottles. They are refillable. There is a worldwide shortage on these bottles and any lids that fit, so we cannot risk wasting them. Please bring them back to the warehouse for a refill from the gallon jug. It's natural/ unscented and it's not sweet-smelling at all, but it works and we need it. Specs attached if you want to know more.
2) Do not throw away your mask or lose your mask. You may want to mark it somehow so no one mixes it up with theirs.
I suspect we'll all be wearing masks periodically for a long while, so if you find your own masks, it will likely be useful to you to have multiples so you're not doing laundry every night.
3) Learn how to properly use/ wear a mask. This video shows you what you need to know. You undo any help the mask gives you if you touch the front of the mask and then touch your face.
https://www.youtube.com/watch?v=yLuEwwGhBxI
Simple tips:
Wash hands prior to touching mask
Don't touch the front of the mask
Hold the mask by the ear loops only
Once you've worn it, you treat it as contaminated
Toss it straight into the wash when you enter your home - don't leave it around or let family members touch it
CDC use of cloth masks:
https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html
Remember that many areas are instituting mandatory masks. Durham, for example, has a rule that if you might not be able to have perfect social distancing (ex: at a doctor's appointment), you must wear a mask.
We have a very limited supply of masks and sanitizer. It took us a month to get them from anywhere. Let's be sure to treat them like the valuable resource they are. After all, they keep our most valuable people more safe! Thank you!
Crystal Whittenton
SOR's response to COVID-19 mitigation:
https://www.southernoutdoorrestoration.com/covid-19.html
HR Manager
Business Process Manager
PO Box 30994
Raleigh, NC 27622
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From the CDC via this webpage: https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html
How to Wear a Cloth Face Covering
Cloth face coverings should--
CDC also advises the use of simple cloth face coverings to slow the spread of the virus and help people who may have the virus and do not know it from transmitting it to others. Cloth face coverings fashioned from household items or made at home from common materials at low cost can be used as an additional, voluntary public health measure.
Cloth face coverings should not be placed on young children under age 2, anyone who has trouble breathing, or is unconscious, incapacitated or otherwise unable to remove the mask without assistance.
The cloth face coverings recommended are not surgical masks or N-95 respirators. Those are critical supplies that must continue to be reserved for healthcare workers and other medical first responders, as recommended by current CDC guidance.
Should cloth face coverings be washed or otherwise cleaned regularly? How regularly?Yes. They should be routinely washed depending on the frequency of use.
How does one safely sterilize/clean a cloth face covering?A washing machine should suffice in properly washing a face covering.
How does one safely remove a used cloth face covering?Individuals should be careful not to touch their eyes, nose, and mouth when removing their face covering and wash hands immediately after removing.
How to Wear a Cloth Face Covering
Cloth face coverings should--
- fit snugly but comfortably against the side of the face
- be secured with ties or ear loops
- include multiple layers of fabric
- allow for breathing without restriction
- be able to be laundered and machine dried without damage or change to shape
CDC also advises the use of simple cloth face coverings to slow the spread of the virus and help people who may have the virus and do not know it from transmitting it to others. Cloth face coverings fashioned from household items or made at home from common materials at low cost can be used as an additional, voluntary public health measure.
Cloth face coverings should not be placed on young children under age 2, anyone who has trouble breathing, or is unconscious, incapacitated or otherwise unable to remove the mask without assistance.
The cloth face coverings recommended are not surgical masks or N-95 respirators. Those are critical supplies that must continue to be reserved for healthcare workers and other medical first responders, as recommended by current CDC guidance.
Should cloth face coverings be washed or otherwise cleaned regularly? How regularly?Yes. They should be routinely washed depending on the frequency of use.
How does one safely sterilize/clean a cloth face covering?A washing machine should suffice in properly washing a face covering.
How does one safely remove a used cloth face covering?Individuals should be careful not to touch their eyes, nose, and mouth when removing their face covering and wash hands immediately after removing.
April 23
Masks and PPE information:
https://www.cdc.gov/coronavirus/2019-ncov/hcp/using-ppe.html
https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html
https://www.smh.com/blog/mask-wearing-101-how-to-use-re-use-a-face-mask
https://www.cdc.gov/coronavirus/2019-ncov/hcp/using-ppe.html
https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html
https://www.smh.com/blog/mask-wearing-101-how-to-use-re-use-a-face-mask
April 17, 2020
Dear Team,
Effective immediately, if you are out for any reason from a scheduled shift, you will need to get specific clearance from me to return to work. You may not just come to a jobsite or the warehouse the following day. Unfortunately, this step is just another necessity in the time of COVID-19.
As there are so many varying symptoms and ways this particular virus can present, and because we don't ever want to increase the risk that anyone will require healthcare for any reason right now, this is a necessity.
So, to be very clear: if you need to call out for a day, or if you leave a jobsite due to illness, you must get permission from me in writing prior to returning to work. This is true whether the reason you were out is due to something you feel might be a virus or not.
We appreciate your cooperation and hope that everyone will be understanding that new and changing policies and protocols are necessary as we work to keep everyone as safe as possible.
Crystal Whittenton
Dear Team,
Effective immediately, if you are out for any reason from a scheduled shift, you will need to get specific clearance from me to return to work. You may not just come to a jobsite or the warehouse the following day. Unfortunately, this step is just another necessity in the time of COVID-19.
As there are so many varying symptoms and ways this particular virus can present, and because we don't ever want to increase the risk that anyone will require healthcare for any reason right now, this is a necessity.
So, to be very clear: if you need to call out for a day, or if you leave a jobsite due to illness, you must get permission from me in writing prior to returning to work. This is true whether the reason you were out is due to something you feel might be a virus or not.
We appreciate your cooperation and hope that everyone will be understanding that new and changing policies and protocols are necessary as we work to keep everyone as safe as possible.
Crystal Whittenton
Dear Team,
David Spickard summarized the concerns and questions from the team and we have put together a video (linked below) of company leadership providing additional context and responses. We wanted to make the video thorough but not overly lengthy. Therefore, we also want to supplement it with written elements so no item goes unaddressed or seems glossed over. Please feel free to reach out with further questions or any need for clarification.
Summary of information within the videos:
Crystal Whittenton
SOR's response to COVID-19 mitigation:
https://www.southernoutdoorrestoration.com/covid-19.html
HR Manager
Business Process Manager
PO Box 30994
Raleigh, NC 27622
www.SouthernOutdoorRestoration.com
David Spickard summarized the concerns and questions from the team and we have put together a video (linked below) of company leadership providing additional context and responses. We wanted to make the video thorough but not overly lengthy. Therefore, we also want to supplement it with written elements so no item goes unaddressed or seems glossed over. Please feel free to reach out with further questions or any need for clarification.
Summary of information within the videos:
- THANK YOU for submitting questions. We want to communicate with everyone and it's difficult right now so your willingness to speak up helps everyone.
- We are all (every employee at SOR) doing our best to keep SOR operational while also being safe, and we all (especially company leadership) fully recognize that none of us are experts in this scenario, but we will continue to do our best and communicate openly on all policies and changes.
- The company is reviewing protocols and the new realities, protocols, regulations, etc. every two weeks, because that is how quickly the world is changing.
- The top priority is safety, always first and foremost.
- Much of our commercial revenue will take a hit, especially retail-related work. But our HOA work should remain somewhat steady and it's important to continue serving those customers with excellence. We recognize that there is added pressure to this now that everyone is home and watching you.
- Hazard pay is not being implemented at SOR. We commit to doing all we can to minimize risk and keep fulfilling our goal of steady, uninterrupted paychecks every Friday.
- Gas subsidies were implemented for associate and floating techs who used to ride along but who now drive to the job site. This helps support social distancing and is a requirement for us to operate legally right now.
- Two weeks of bag lunches are being provided to ops team members in an attempt to minimize techs' exposure to others out in the field (i.e. by avoiding drive throughs). This is being provided at no cost to the employee for the time being but is not a permanent change.
- We keep you up to date on what workers in North Carolina are supposed to do/ allowed to do: Work with social distancing, no more than 5 in a group, 6+ feet apart, immediately isolate if symptomatic, wash hands, etc. Our protocols are constantly changing to meet these needs and we appreciate you keeping up with them.
- The new parking availability has solved one of the remaining issues of trucks being too close.
- Microfiber towel bleach cleaning kits are being made available now that our supply of Lysol/ Clorox wipes is starting to run low. We are lucky to have bleach and water readily available!
- We have finally been able to order cloth masks and hand sanitizer (amidst worldwide shortages) but neither item is delivered yet. (We will provide them IMMEDIATELY upon receipt).
- We have a contingency plan if an employee is diagnosed with COVID-19 and the full plan is online under point 1 here: http://www.southernor.com/internal
- All employees are needed to remember and implement all social distancing and sanitizing protocols at all times, and are called upon to remind one another if someone happens to forget. The HOA folks at home will notice if you forget even for a moment, and we don't want you risking your health or the health of others by forgetting to social distance.
- Tyler's message is one of pride in the company and in our employees. It's safe to say we're all happy to have employment and steady paychecks in a state where 500,000 people have filed for unemployment in the past month. Team SOR has seen easier days of course, but we're all working together to make sure we come out on the other side of this, and that is something to be proud of!
Crystal Whittenton
SOR's response to COVID-19 mitigation:
https://www.southernoutdoorrestoration.com/covid-19.html
HR Manager
Business Process Manager
PO Box 30994
Raleigh, NC 27622
www.SouthernOutdoorRestoration.com
Hello, Team! We have a short video for you to view today (also, your OMs will text it to you per usual for convenience).
Additionally, we wanted to thank you all for submitting questions and feedback to David Spickard. We have a meeting with him tomorrow and will ensure we consider and respond to all items he brings forth. We'll plan to have a response video available for review by the end of this week.
Please don't feel like the window for asking questions has closed - please do continue to bring up any questions, concerns, or ideas for things that could be considered. Each new day looks different than the one before it and we're trying to be flexible with changing protocols, knowing that they may change again soon enough. Thank you all for your work in trying to stay on top of them all.
Additionally, we wanted to thank you all for submitting questions and feedback to David Spickard. We have a meeting with him tomorrow and will ensure we consider and respond to all items he brings forth. We'll plan to have a response video available for review by the end of this week.
Please don't feel like the window for asking questions has closed - please do continue to bring up any questions, concerns, or ideas for things that could be considered. Each new day looks different than the one before it and we're trying to be flexible with changing protocols, knowing that they may change again soon enough. Thank you all for your work in trying to stay on top of them all.
March 30, 2020
Dear Ops Crews,
Last week was a test run of these new protocols and this week, they must be in place. Contact me immediately if you're struggling with any of this or lost your password, etc. because you will definitely need it.
To reiterate:
We are all making changes to our routines and we're all doing what we can to keep the team up and running - and safely! If you have questions or suggestions, email Garrett or me. We will continue to make changes as necessary as this situation unfolds.
Thank you all for placing importance on these protocols. We all need to be flexible and willing to change at any moment to ensure we stay in compliance and therefore are allowed to continue operating. Changed protocols for meeting on site, clocking in remotely, etc. are the methods allowing us to do this right now and we are very thankful for your cooperation.
Crystal Whittenton
Dear Ops Crews,
Last week was a test run of these new protocols and this week, they must be in place. Contact me immediately if you're struggling with any of this or lost your password, etc. because you will definitely need it.
To reiterate:
- Everyone must be checking their work email daily on work days (preferably more than once). Those who are not are missing crucial information that endangers their ability to know where to go, how to work, how to clock hours, etc. Contact me today if you need to reset your password. Email me any time or text me during reasonable hours at 919-819-8860.
- Lead Techs:
- The night before work, check (on google maps or waze) how long it takes to drive to the job site from the warehouse. Decide how much time you need at the warehouse to organize your truck/ van and keep it to a minimum to reduce the number of people at the warehouse. Then back into your arrival time at the warehouse from there.
- For example, if it takes 20 minutes to drive to the job site and 20 minutes to ready your supplies for the day, you'd get to the warehouse at 7:20AM. Doing this allows us to stagger LTs so you're not congregating at the shop in groups.
- Please be on time to the job site. ATs/FTs are clocking in at precisely 8 AM on the job site, and they won't be able to do much if you're not there with the truck/ equipment at that time.
- Please stay in communication with your OM (or Garrett if your OM is out). If you aren't sure of your job site or have an issue, speak up proactively- we rely so much on you and your leadership!
- The night before work, check (on google maps or waze) how long it takes to drive to the job site from the warehouse. Decide how much time you need at the warehouse to organize your truck/ van and keep it to a minimum to reduce the number of people at the warehouse. Then back into your arrival time at the warehouse from there.
- Associate and Floating Techs:
- If you have lost the Paycor Scheduling password we provided you, you must contact me today. Phillip can also assist you.
- You are to be clocking in on the job site at 8 AM using Paycor Scheduling app
- You are to be clocking out at the job site once done for the day prior to driving home.
- Those who have been clocking in/out at home or other locations will receive an email from me that requires a reply so we can make the needed adjustments. Because we run payroll on Mondays or Tuesdays, I need your reply right away.
- You are to be meeting on the job site and not riding with other employees (remember: the stay-at-home order requires that we stay 6 feet apart to continue operations)
- The following things are not permitted:
- ATs and FTs clocking in at the warehouse/ relying on LTs for transportation
- Emailing your hours in lieu of using the Paycor Scheduling app
- Clocking in/out at home, on the road, etc.
- Riding together at the job site or for lunch in vehicles that do not allow 6 feet of separation
- If you have a concern or issue that does not permit you to fulfill these protocols, you must reach out to your OM today and fully explain the situation so we can all try to reach a solution.
We are all making changes to our routines and we're all doing what we can to keep the team up and running - and safely! If you have questions or suggestions, email Garrett or me. We will continue to make changes as necessary as this situation unfolds.
Thank you all for placing importance on these protocols. We all need to be flexible and willing to change at any moment to ensure we stay in compliance and therefore are allowed to continue operating. Changed protocols for meeting on site, clocking in remotely, etc. are the methods allowing us to do this right now and we are very thankful for your cooperation.
Crystal Whittenton
March 26 memo from Tyler
SOR Team message from Tyler: March 23
March 20, 2020 - Level 3 Social Distancing
Dear Team,
To further encourage social distancing, SOR will temporarily reduce the time technicians spend together in the warehouse and in vehicles. We will implement this protocol starting Monday, March 23.
1) ONLY Lead Techs will be coming into the warehouse each morning.
2) Lead techs will clock in at the warehouse and ready the trucks and head to the jobsite with the arrival time at the site being 8am.
3) Associate techs and Floating techs will drive directly to the job site and meet the Lead Tech there.
4) Expectations are that the LT and the AT meet at the jobsite at 8am. OMs and LTs will communicate jobsite address the evening before.
5) Continue social distancing between crew members while working together (i.e. during lunch, etc.)
The following will need to be strictly adhered to in order for us to continue this. We need the full team to provide honest and ethical times with clock ins to ensure we can all keep working as long as it is safe and feasible to do so.
A) ATs and FTs will be temporarily permitted to clock in via the Paycor Scheduling app. More information will be sent to ATs with instructions and guidelines via email from Phillip (each email individually). If you already had a Paycor password, use this new one instead.
B) ATs and FTs will be given temporary gas subsidies of $30 per week for driving their personal vehicles to and from work sites. As always, fueling of personal vehicles at the warehouse is not permitted, so we are instead providing a gas subsidy in their paychecks.
Floating technicians will receive job assignments from OMs each evening in preparation for the following day.
ATs & FTs: If you do not have transportation to the job site, you must contact your OM immediately with details. We cannot guarantee we can work around any and all hurdles, but we will do our best in these difficult times.
If we all stay healthy and prevent an outbreak at the warehouse, we anticipate being able to continue staying open and servicing jobs. Therefore, it's highly important that the distance and sanitizing protocols be followed. Stay 4-6 feet apart from any other person, wash hands frequently (at a minimum, when arriving at the warehouse and upon leaving), sanitize high-touch surfaces, and do not come to work if experiencing symptoms (call your OM immediately).
Crystal Whittenton
Dear Team,
To further encourage social distancing, SOR will temporarily reduce the time technicians spend together in the warehouse and in vehicles. We will implement this protocol starting Monday, March 23.
1) ONLY Lead Techs will be coming into the warehouse each morning.
2) Lead techs will clock in at the warehouse and ready the trucks and head to the jobsite with the arrival time at the site being 8am.
3) Associate techs and Floating techs will drive directly to the job site and meet the Lead Tech there.
4) Expectations are that the LT and the AT meet at the jobsite at 8am. OMs and LTs will communicate jobsite address the evening before.
5) Continue social distancing between crew members while working together (i.e. during lunch, etc.)
The following will need to be strictly adhered to in order for us to continue this. We need the full team to provide honest and ethical times with clock ins to ensure we can all keep working as long as it is safe and feasible to do so.
A) ATs and FTs will be temporarily permitted to clock in via the Paycor Scheduling app. More information will be sent to ATs with instructions and guidelines via email from Phillip (each email individually). If you already had a Paycor password, use this new one instead.
B) ATs and FTs will be given temporary gas subsidies of $30 per week for driving their personal vehicles to and from work sites. As always, fueling of personal vehicles at the warehouse is not permitted, so we are instead providing a gas subsidy in their paychecks.
Floating technicians will receive job assignments from OMs each evening in preparation for the following day.
ATs & FTs: If you do not have transportation to the job site, you must contact your OM immediately with details. We cannot guarantee we can work around any and all hurdles, but we will do our best in these difficult times.
If we all stay healthy and prevent an outbreak at the warehouse, we anticipate being able to continue staying open and servicing jobs. Therefore, it's highly important that the distance and sanitizing protocols be followed. Stay 4-6 feet apart from any other person, wash hands frequently (at a minimum, when arriving at the warehouse and upon leaving), sanitize high-touch surfaces, and do not come to work if experiencing symptoms (call your OM immediately).
Crystal Whittenton
March 19, 2020 email to all
Dear Team,
News came out last night that a version of the bill proposed in the House was passed by the Senate and signed into law. It is referred to as the Families First Coronavirus Response Act (FFCRA). The full text of the law is linked at the bottom of this email for those interested.
In this email, I will summarize this law. There are two sections that apply and I've separated them below, one pertaining to family leave (if you're not able to work due to caring for a child) and one pertaining to sick leave. The basic thing you need to know is that, as per our earlier memo, if you cannot work due to being diagnosed with COVID-19 or due to being the only childcare for a child who had been attending a school or daycare that is now closed due to COVID-19, please contact your OM first and then me. We do not expect you to be able to navigate this on your own. We can assist. We also ask for patience, because as a company with fewer than 50 employees, we have not had or implemented FMLA, so we are implementing new procedures with only two weeks' notice.
(Note that you may have also seen an announcement from NC Governor Roy Cooper. I have seen people getting that state-wide information confused with the FFCRA. Governor Cooper's information applies to unemployment benefit expansion, so I am leaving out that information as I am writing to people who are employed.)
DIVISION C—EMERGENCY FAMILY AND MEDICAL LEAVE EXPANSION ACT
Effective date: Effective April 2, 2020; the law expires on December 31, 2020
Eligible Employee: Any full-time or part-time employee that has been on the employer’s payroll for 30 calendar days.
Reasons for FMLA Leave: Eligible employees are entitled to take up to 12 weeks of FMLA leave for “a qualifying need related to a public health emergency.” This qualifying need is limited to circumstances where an employee is unable to work (or telework) to care for a minor child if the child’s school or place of child care has been closed or is unavailable due to a public health emergency.
Benefit: The first 2 weeks of leave are unpaid. The remaining 10 weeks are paid at 2/3 of the employee’s regular rate, for the number of hours the employee would otherwise be scheduled to work (with a maximum payment of $200 per day).
Restoration to Position after Leave Ends: Emergency FMLA leave is job-protected, meaning the employer must restore an employee to the same or equivalent position upon their return to work.
DIVISION E—EMERGENCY PAID SICK LEAVE ACT
Effective date: Effective April 2, 2020; the law expires on December 31, 2020
Eligible Employee: Unlike the emergency FMLA requirements, an employee is immediately eligible for paid sick leave (there is no 30 calendar day requirement)
Reasons for Sick Leave: Employers are required to provide paid sick leave to an employee who is unable to work or telework because:
https://www.congress.gov/bill/116th-congress/house-bill/6201/text
Dear Team,
News came out last night that a version of the bill proposed in the House was passed by the Senate and signed into law. It is referred to as the Families First Coronavirus Response Act (FFCRA). The full text of the law is linked at the bottom of this email for those interested.
In this email, I will summarize this law. There are two sections that apply and I've separated them below, one pertaining to family leave (if you're not able to work due to caring for a child) and one pertaining to sick leave. The basic thing you need to know is that, as per our earlier memo, if you cannot work due to being diagnosed with COVID-19 or due to being the only childcare for a child who had been attending a school or daycare that is now closed due to COVID-19, please contact your OM first and then me. We do not expect you to be able to navigate this on your own. We can assist. We also ask for patience, because as a company with fewer than 50 employees, we have not had or implemented FMLA, so we are implementing new procedures with only two weeks' notice.
(Note that you may have also seen an announcement from NC Governor Roy Cooper. I have seen people getting that state-wide information confused with the FFCRA. Governor Cooper's information applies to unemployment benefit expansion, so I am leaving out that information as I am writing to people who are employed.)
DIVISION C—EMERGENCY FAMILY AND MEDICAL LEAVE EXPANSION ACT
Effective date: Effective April 2, 2020; the law expires on December 31, 2020
Eligible Employee: Any full-time or part-time employee that has been on the employer’s payroll for 30 calendar days.
Reasons for FMLA Leave: Eligible employees are entitled to take up to 12 weeks of FMLA leave for “a qualifying need related to a public health emergency.” This qualifying need is limited to circumstances where an employee is unable to work (or telework) to care for a minor child if the child’s school or place of child care has been closed or is unavailable due to a public health emergency.
Benefit: The first 2 weeks of leave are unpaid. The remaining 10 weeks are paid at 2/3 of the employee’s regular rate, for the number of hours the employee would otherwise be scheduled to work (with a maximum payment of $200 per day).
Restoration to Position after Leave Ends: Emergency FMLA leave is job-protected, meaning the employer must restore an employee to the same or equivalent position upon their return to work.
DIVISION E—EMERGENCY PAID SICK LEAVE ACT
Effective date: Effective April 2, 2020; the law expires on December 31, 2020
Eligible Employee: Unlike the emergency FMLA requirements, an employee is immediately eligible for paid sick leave (there is no 30 calendar day requirement)
Reasons for Sick Leave: Employers are required to provide paid sick leave to an employee who is unable to work or telework because:
- the employee is subject to a federal, state, or local quarantine or isolation order related to COVID-19;
- the employee has been advised by a health care provider to self-quarantine because of COVID-19;
- the employee is experiencing symptoms of COVID-19 and is seeking a medical diagnosis;
- the employee is caring for an individual subject or advised to quarantine or isolation;
- the employee is caring for a son or daughter whose school or place of care is closed, or child care provider is unavailable, due to COVID-19 precautions; or
- the employee is experiencing substantially similar conditions as specified by the Secretary of Health and Human Services, in consultation with the Secretaries of Labor and Treasury.
- Full-time employees: 80 hours at their regular rate of pay. However, when caring for a family member (for reasons 4, 5, and 6 above), sick leave is paid at two-thirds the employee’s regular rate.
- Part-time employees: the number of hours that the employee works, on average, over a 2-week period
https://www.congress.gov/bill/116th-congress/house-bill/6201/text
Southern Outdoor Restoration sent out communications regarding the company's stance and mitigation efforts relating to COVID-19 on Sunday, March 15. Operations team members were provided extra leeway and flexibility if they could not attend work due to childcare concerns or illness. Corporate team members were told to work from home, providing additional social distancing. Clients were advised of our plans and that things might change as the situation evolves, and we'll be in communication with any changes.
