p d 17, 2020 s cdphe d 18, 2020 - douglas county, colorado...dannette robberson town of parker...

PREPARED DECEMBER 17, 2020

SUBMITTED TO CDPHE DECEMBER 18, 2020

TABLE OF CONTENTS Section 1 – Program Overview ........................................................................................................................ 3

Section 2 - Program Administration – Administrative Committee ............................................................ 4

Administrative Committee Membership ................................................................................................... 4

Roles and Responsibilities ............................................................................................................................ 4

Subcommittees Roles and Responsibilities ................................................................................................ 5

Administrative Meeting Schedule ............................................................................................................... 5

Program Implementation ............................................................................................................................. 5

Section 3 – Program Phases ............................................................................................................................. 6

Engagement Phase ........................................................................................................................................ 6

Program Interest Phase ................................................................................................................................ 6

Requirement Development Phase .............................................................................................................. 6

Certification Phase ........................................................................................................................................ 7

Program Monitoring Phase .......................................................................................................................... 7

Section 4 – Determination of County and Municipality Resources ........................................................... 9

Program Staff Needs ..................................................................................................................................... 9

Program Costs ............................................................................................................................................... 9

Section 5 – Program Compliance and Enforcement .................................................................................. 10

Section 6 – Letter of Support from Applicable Entities ............................................................................ 11

Appendix A – Program Eligibility Data ....................................................................................................... 13

Appendix B – Staff Workload and Time Scenarios .................................................................................... 14

Appendix C – Subcommittee Plans .............................................................................................................. 16

Branding & Marketing Subcommittee Plan ............................................................................................. 16

Application Development & Data Base Management Subcommittee Plan ....................................... 16

Interest Form and Compliance Checklist Review Subcommittee Plan ............................................... 17

Compliance Checks and Certification Subcommittee Plans ................................................................. 18

Call Center and Enforcement Subcommittee Plan ................................................................................ 18

Appendix D - Local Certification Platform ................................................................................................. 19

Appendix E – Letters ...................................................................................................................................... 40

SECTION 1 – PROGRAM OVERVIEW Douglas County, in collaboration with our municipalities, business community, and Tri-County Health Department, has created the infrastructure in accordance with the State guidelines for a 5 Star Certification Program to certify eligible businesses in Douglas County. The program titled, COVID Best Practices Business Certification Program (Program), is designed to recognize the tenuous circumstances businesses are experiencing as a result of COVID-19 restrictions and who are also willing to invest in additional COVID-19 safety measures. Through the Administrative Committee, the Program will implement a clear path for businesses, especially restaurants, to operate at a sustainable capacity while ensuring compliance with COVID-19 transmission controls and best practices. The Program falls under the direction of the Douglas County Board of County Commissioners and is administered by the County, Tri-County Health Department, municipalities, and Northwest Economic Development Council, Castle Rock Chamber of Commerce, and Douglas County Libraries. The Program is led by the Administrative Committee, which consists of one representative from the above program partners and is responsible for the overall administration of the program. In order to effectively and efficiently manage the Program, the Administrative Committee has established five subcommittees: Branding & Marketing Subcommittee, Application Development & Data Base Management Subcommittee, Application Review Subcommittee, Compliance Checks and Certification Subcommittee, and the Call Center and Enforcement Subcommittee. Each municipality will have three to four staff dedicated to managing the application and business inspections in their jurisdiction. Tri-County Health Department will coordinate with each jurisdiction on technical matters and program implementation consistency. As for unincorporated areas, and likely Larkspur, Douglas County will provide staff to manage these areas along with the support of the local Chambers. In addition, Douglas County will provide supplemental staff to jurisdictions who experience significant workload increases to ensure timely processing and business inspections. Overall the Administrative Committee is responsible for adherence to program implementation and resolution of issues that arise through the application review, compliance checks and certification steps. The Program is structured to ensure adherence to accurate and consistent application of the business checklist, which staff uses to evaluate a business’s eligibility for certification through the Program. In order to ensure that occurs, all Committee and Subcommittee members will be trained on this program plan. Additionally, staff assigned to work on the Program will be trained by TCHD on business certification checklists, including sector specific requirements. The COVID Best Practices Business Certification Program is an active and collaborative effort between the County, municipalities, Tri-County Health Department, and various chambers of commerce to safely and efficiently implement the State’s 5 Star State Certification Program locally. The following application outlines the requirements and structure of the Program.

SECTION 2 - PROGRAM ADMINISTRATION – ADMINISTRATIVE COMMITTEE Per the CDPHE guidance for the 5 Star State Certification Program1

Each county must set up an Administrative Committee responsible for implementing the program. The committee must include the Local Public Health Agency (LPHA) because they are the agency that has jurisdiction over development, compliance, and enforcement of public health orders, but the LPHA should not be primarily responsible for the administration or coordination of the committee. The committee should include other partners like the local Chamber of Commerce, nonprofits, local elected leaders, or industry association members. In addition, members of the community at-large should be a part of the Administrative Committee. Any of these entities may host or provide the day to day operations of the Administrative Committee, so long as the LPHA is a participating member.

ADMINISTRATIVE COMMITTEE MEMBERSHIP “Who will your committee members be?” The COVID Best Practices Business Certification Program Administrative Committee membership consists of the individuals in the table below. When necessary, an Administrative Committee member may delegate their responsibilities to another staff member from their organization.

COVID BEST PRACTICES BUSINESS CERTIFICATION PROGRAM ADMINISTRATIVE COMMITTEE MEMBERSHIP

MEMBER ORGANIZATION

Luanne Lee Douglas County

Jennifer Ludwig Tri-County Health Department

Bill Medina City of Lone Tree

Bob Pasicznyuk Douglas County Libraries

Michael Penny City of Castle Pines

Dannette Robberson Town of Parker

Kristin Read Town of Castle Rock

Pam Ridler Castle Rock Chamber

Amy Sherman Northwest EDC

Tony Spurlock Douglas County Sheriff Office

Megan Davisson Douglas County

ROLES AND RESPONSIBILITIES “What roles will the different entities play?” The structure of the Program’s Administrative Committee is not based on jurisdiction but based on processes within the Program process. The purpose of this is to ensure that there is shared responsibility for Program protocols and processes, while ensuring each entity has enough involvement in the process. The Administrative Committee has established subcommittees (outlined below) to make sure each phase of the Program is structured to ensure program integrity while incentivizing businesses to participate and maintain compliance.

1 https://drive.google.com/file/d/1TDw0BrGTAb4wC9_wB0QG0qzP7MIpNvQt/view

https://drive.google.com/file/d/1TDw0BrGTAb4wC9_wB0QG0qzP7MIpNvQt/view

Members of the Administrative Committee will participate on different subcommittees and shall identify which member of the subcommittee shall report out on subcommittee work at the Administrative Committee meetings.

SUBCOMMITTEES ROLES AND RESPONSIBILITIES

• Branding & Marketing Subcommittee o To develop marketing strategy and materials

• Application Development & Data Base Management Subcommittee o To develop an application and program to be used to track all information with the

ability to share with all administrators

• Application Review Subcommittee o To develop criteria and a process for application submittals

• Compliance Checks and Certification Subcommittee o To define roles and develop checklist, documents, and process

• Call Center and Enforcement Subcommittee o To develop process and identify how enforcement will be managed

ADMINISTRATIVE MEETING SCHEDULE “How often will the committee meet?” The Administrative Committee will meet biweekly for the first four weeks of the Program and reevaluate the necessity of biweekly meetings after four weeks. If the Administrative Committee determines that biweekly meetings are no longer necessary for the functionality of the Program, meetings will be reduced to weekly until the Program is no longer required.

TENTATIVE ADMINISTRATIVE COMMITTEE MEETING SCHEDULE

WEEK MEETING 1 MEETING 2

Please note specific meeting dates are subject to change.

Week of 12/21 December 21 December 23

Week of 12/28 December 28 December 30

Week of 1/4 January 4 January 7




PROGRAM IMPLEMENTATION Each municipality will have three to four staff dedicated to managing the application and business inspections in their jurisdiction. Tri-County Health Department will coordinate with each jurisdiction on technical matters and program implementation consistency. As for unincorporated areas, and likely Larkspur, Douglas County will provide staff to manage these areas along with the support of the local Chambers. Douglas County will provide supplemental staff to jurisdictions who experience significant workload increases to ensure timely processing and business inspections. Overall the Administrative Committee is responsible for adherence to program implementation and resolution of issues that arise through the application review, compliance checks and certification steps.

SECTION 3 – PROGRAM PHASES The Program is structured to ensure businesses can move through the process from enrollment to certification in an efficient and timely manner. The Program is broken down into the following phases, which allow for clear benchmarks for business applicants and an efficient division of responsibility among Program staff. Each phase description includes a purpose description as well as the designated lead subcommittee.

ENGAGEMENT PHASE

• Initiated with State approval of the Program and implementation plan

• This phase runs concurrently with all other phases

• The ending point of this engagement phase will be determined by future COVID-19 restrictions and allowances established by the State

• Purpose o To educate businesses about the benefits of the Program and encourage participation. o To educate the public about the program and develop consumer confidence.

• Subcommittee Lead: Branding and Marketing

PROGRAM INTEREST PHASE

• Initiated when a business submits an interest form and affidavit stating willingness to comply with the certification checklist2

• Steps within this phase include the following: o Assignment of staff liaison based on business jurisdiction o Completion and submission of required documents by the businesses

• Phase is completed when assigned staff liaison notifies the business that their interest form has been received and they are ready to move on to the next steps of the process

• Purpose: o Ensure that the business is committed to participating in the process o Check to ensure the business is eligible for the program and has no previous citations of

non-compliance with the Program requirements o Create relationship that will exist through the process between the assigned staff liaison

and the business

• Subcommittee Lead: Application Development & Data Base Management o Supported by the Branding and Marketing Subcommittee

REQUIREMENT DEVELOPMENT PHASE

• Begins when staff liaison emails the business with the program requirements

• Ends when staff liaison confirms that all requirements have been submitted

• Purpose: To ensure the business is aware of, and has completed, all program requirements

• Subcommittee Lead: Application Review Subcommittee o Supported by the Application Development & Data Base Management Subcommittee

2 See page 4 for sector specific checklists. https://drive.google.com/file/d/1TDw0BrGTAb4wC9_wB0QG0qzP7MIpNvQt/view

https://drive.google.com/file/d/1TDw0BrGTAb4wC9_wB0QG0qzP7MIpNvQt/view

CERTIFICATION PHASE

• Initiated upon confirmation that all necessary documentation is on file for the business

• Staff conducts inspection to confirm that the business has met all checklist requirements

• Ends with the certification of the business, which includes: o Provision of certification materials to the business o Staff liaison updating database with business status o Notification sent to Tri-County Health Department and CDPHE through established

updated process

• Purpose o To confirm that the business meets certification standards through onsite inspection

• Subcommittee Lead: Compliance Checks and Certification Subcommittee o Supported by the Branding and Marketing Subcommittee

PROGRAM MONITORING PHASE

• Begins when a business has been certified through staff liaison inspection

• Includes notification to CDPHE and Tri-County Health Department of any business status changes

• The ending point of this engagement phase will be determined by future COVID-19 restrictions and allowances established by the State

• Purposes: o To ensure that certified businesses remain in compliance with the program requirements o To continue promotion of businesses that have met Program requirements o To maintain consumer confidence in the businesses certified by the Program

• Subcommittee Lead: Call Center and Enforcement Subcommittee o Supported by the Branding and Marketing Subcommittee

CERTIFIED COVID BEST PRACTICES PROGRAM PROCESS FLOW

SECTION 4 – DETERMINATION OF COUNTY AND MUNICIPALITY RESOURCES

PROGRAM STAFF NEEDS Overall it is estimated that there are approximately 1,070 businesses that may be eligible for the program. Utilizing multiple scenarios for how long the application process will take from initial business interest to final certification, it is estimated to require between 1,500 and 3,500 total staff hours. See Appendix D for each of the three scenarios and estimated staff time to process applications. “Will administering this program require new staff?”

Currently, as structured by the Administrative Committee, the Program will not require new staff. The County and municipalities will conduct application reviews and inspections utilizing existing resources. Tri-County Health Department will use existing enforcement mechanisms if necessary. The tables in Appendix B summarizes the estimated range of necessary staff time based on the estimated calculation of the number of eligible businesses by sector.

“Will setting up the program require contracting with other organizations to help conduct compliance and enforcement checks?”

Currently, as structured by the Administrative Committee, the Program will use existing staff and, if necessary, contract with the Douglas County Libraries for staff support on business application and inspections. There are no identified needs in the current Program structure for additional contract support for enforcement checks.

PROGRAM COSTS “What is the Administrative Committee budget and what sources of funding will be used to appropriately resource program needs?”

Currently, as structured by the Administrative Committee, the Program will utilize existing staff resources and no additional funding sources will be appropriated for the Administration of the Program by the County. If there is additional funding required for implementation of the Program, those costs will be evaluated on an as needed basis in the future.

“Who will administer the financial portions of this program?”

Currently, as structured by the Administrative Committee, the Program will not require new funding.

SECTION 5 – PROGRAM COMPLIANCE AND ENFORCEMENT The purpose of the compliance and enforcement component of the Program is to ensure that businesses are adhering to the business checklist and that citizens are confident in the Program’s ability to maintain public health practices. The compliance and enforcement process will utilize the existing structure established within Tri-County Health Department and includes the following steps:

1. Inquiries and Complaints a. Based on final guidance from CDPHE this process may be adjusted accordingly b. Initially taken at call center, or online, run by TCHD

i. If necessary, TCHD to work with specific jurisdiction ii. The appropriate staff will research the complaint and conduct an onsite inquiry

if necessary. iii. If validated, Tri-County Health Department will determine appropriate next

steps and notify the Administrative Committee iv. If the business fails to address a violation for which they received a warning,

the Administrative Committee shall be notified by the appropriate staff of any potential decision to revoke the business’s certification.

v. The Administrative Committee shall meet to discuss the future of the business's certification in light of the violations.

2. Addressing the Potential Issue a. The appropriate party shall contact the business about the complaint and educate the

business on acceptable complaint resolutions. b. In accordance with the CDPHE guidelines the Administrative Committee shall issue

a warning to a business with a substantiated complain through an email. c. If the business does not address the complaint and resolve the issue with 72-hours, as

verified through appropriate measures, the Administrative Committee shall revoke certification a for a non-compliant business.

d. If CDPHE guidelines are amended the Administrative Committee will utilize the TCHD complaint process outlined below:

i. First complaint – Business receives phone call from TCHD within 72-hours to educate and address the concern and is given the opportunity to correct

ii. Second complaint – Upon visual verification of non-compliance, business receives formal written warning from TCHD /specific jurisdiction within 72-hours (standard form for all jurisdictions will be used)

iii. Third complaint may risk certification revocation iv. For all businesses with a verified third complaint, the Administrative

Committee will review and decide if and what formal action may be taken within 72-hours

1. If necessary, TCHD to remove certificate with agreement of the committee

3. If the State guidance allows for an appeal process, the Administrative Committee will work to develop an appeals process.

SECTION 6 – LETTER OF SUPPORT FROM APPLICABLE ENTITIES See Appendix E for the letters of support from the following entities:

1. North Central Hospital Regional 2. Tri-County Health Department 3. Douglas County Board of County Commissioners 4. Douglas County Sheriff Department 5. City of Castle Pines 6. City of Lone Tree 7. Lone Tree Police Department 8. Town of Parker 9. Parker Police Department 10. Town of Castle Rock 11. Castle Rock Police Department 12. Town of Larkspur 13. Castle Rock Chamber of Commerce 14. Northwest Douglas County Chamber and Economic Development Council 15. Douglas County Library District 16. Highlands Ranch Community Association 17. Highlands Ranch Metro District 18. Parker Chamber of Commerce 19. Castle Rock Economic Development Council

APPENDICES

APPENDIX A – PROGRAM ELIGIBILITY DATA

CURRENT LEVEL – RED

Pending Program Approval based on current Dial level

Certified businesses will be able to operate at Orange capacity levels

APPENDIX B – STAFF WORKLOAD AND TIME SCENARIOS The following three pages include estimates of staff time required to process applications from start to finish under three different scenarios.

• Scenario 1 assumes that each application takes an average of 4 hours to complete, from initial submission to final certification.



The following scenarios include the total staff time, in hours, to provide an idea of potential staff time that may be required to complete the precertification process. Note the scenarios are intended for reference purposes only to provide an idea of the potential staff workload associated with this program. WORKLOAD ESTIMATES The following table summarizes the estimated business sector by jurisdiction. Overall it is estimated that there are approximately 1,070 businesses that may be eligible for the program.

SUMMARY OF BUSINESSES BY JURISDICTION – ESTIMATED COUNT

RESTAURANTS BARS CATERERS GYMS INDOOR

VENUES PERSONAL

SERVICES TOTAL

Castle Rock 139 11 1 33 4 61 249

Castle Pines 12 0 0 3 0 6 21

Lone Tree 93 4 2 12 7 40 158

Parker 149 14 1 50 8 79 301

Larkspur 6 2 1 1 1 0 11

Highlands Ranch 113 10 3 42 7 61 236

Remainder of County 43 8 1 20 6 15 93

Total 555 49 9 161 33 262 1,069

Scenario 1 - each application requires on average 4 staff hours to complete

SCENARIO 1 - STAFF HOUR CALCULATION

Percent of Businesses Applying 25% 35% 45% 50% 65% 75%

Castle Rock 249.2 348.8 448.4 498.0 647.6 747.2

Castle Pines 21.2 21.2 21.2 21.2 21.2 21.2

Lone Tree 158.0 158.0 158.0 158.0 158.0 158.0

Parker 301.2 301.2 301.2 301.2 301.2 301.2

Larkspur 11.2 11.2 11.2 11.2 11.2 11.2

Highlands Ranch 236.0 236.0 236.0 236.0 236.0 236.0

Remainder of County 93.2 93.2 93.2 93.2 93.2 93.2

Total Staff Hours 1,070.0 1,169.6 1,269.2 1,318.8 1,468.4 1,568.0

Scenario 2 – each application requires on average 8 staff hours to complete



Castle Rock 498.4 697.6 896.8 996.0 1,295.2 1,494.4

Castle Pines 42.4 42.4 42.4 42.4 42.4 42.4

Lone Tree 316.0 316.0 316.0 316.0 316.0 316.0

Parker 602.4 602.4 602.4 602.4 602.4 602.4

Larkspur 22.4 22.4 22.4 22.4 22.4 22.4

Highlands Ranch 472.0 472.0 472.0 472.0 472.0 472.0


Total Staff Hours 2,140.0 2,339.2 2,538.4 2,637.6 2,936.8 3,136.0

Scenario 3 – each application requires on average 12 staff hours to complete



Castle Rock 747.6 1,046.4 1,345.2 1,494.0 1,942.8 2,241.6

Castle Pines 63.6 63.6 63.6 63.6 63.6 63.6

Lone Tree 474.0 474.0 474.0 474.0 474.0 474.0

Parker 903.6 903.6 903.6 903.6 903.6 903.6

Larkspur 33.6 33.6 33.6 33.6 33.6 33.6

Highlands Ranch 708.0 708.0 708.0 708.0 708.0 708.0


Total 3,210.0 3,508.8 3,807.6 3,956.4 4,405.2 4,704.0

APPENDIX C – SUBCOMMITTEE PLANS

BRANDING & MARKETING SUBCOMMITTEE PLAN

1. Branding a. Douglas County facilitating deliverables of Branding Subcommittee b. Finalize program name: COVID Best Practices Business Certification Program c. Businesses that become certified will have the designation:

Certified COVID Best Practices Business d. Certificate/window sticker for businesses to display

2. Marketing a. Primary-source web page on Douglas County’s website for businesses and the public b. Publication of Certified Businesses c. Communications and outreach to business community via direct marketing, as well

as community outreach via all traditional and digital means d. Link to Certify My Business web page on all partner websites

APPLICATION DEVELOPMENT & DATA BASE MANAGEMENT SUBCOMMITTEE PLAN Application Development & Data Base Management

1. Business fills out an interest form and compliance checklist a. Name of business

i. Address ii. Phone Number

b. Contact name and title i. Phone number ii. Email address (this will be used as the unique Business identifier throughout

the process) c. Business sector (selected from a drop-down menu) d. Jurisdiction (i.e., Parker, Lone Tree, Castle Pines, Larkspur, unincorporated, etc.

selected from a drop down) e. Certifies that the business has read the program overview and is willing to commit

the time necessary to request certification, comply with all requirements, and understands if they do not maintain all the qualifications, they may be at risk of having certification removed. (check box)

f. Business can opt in to get automatic notifications by checking box in SMARTSHEET

g. Why do you want to be enrolled into the program? (select from a drop down) h. How did you find out about the program? (select from a drop down)

2. Assignment of Staff Liaison a. An automated workflow will notify the staff liaison based on:

i. Business Sector ii. Jurisdiction iii. Unincorporated businesses will be managed by the County with support of

the Chambers

Program Engagement Phase:

1. The business owner/manager demonstrates interest in the program. 2. Marketing/Public Communications will post on the Douglas County website: availability of

the program; how to apply; what it means to be part of the program; and what the business receives for participation; as well as the rules, responsibilities, and requirements of the Program.

3. Interest Form Submittal – Link to submit interest form on Douglas County Website (Link connects to SMARTSHEET).

INTEREST FORM AND COMPLIANCE CHECKLIST REVIEW SUBCOMMITTEE PLAN Application Review: Each municipality will be responsible for managing their own area. Unincorporated areas will be handled by Douglas County with the support of the local Chambers.

1. Enrollment Confirmation

a. Staff liaison will review interest form and completion of compliance checklist and confirm acceptance via email (timeline dependent on volume of requests) that contains relevant information.

2. Requirements

a. Completion of the Requirements Form: Once all training and checklist items are complete and implemented, the business completes the Requirements Form (link provided in email), which includes the following:

i. CDPHE Webinar Complete (check box) This will only be used if State requires. ii. Sector specific checklist (check box for each item) - The business implements

all checklist requirements 1. Process 2. Physical layout 3. Signage 4. Customer and employee communication

ii. Business affirmation statement: “I affirm that I have completed all requirements for certification and that my business is and will continue to operate in accordance with the requirements of this program. I further affirm that I am prepared for a certification inspection.” (check box)

3. Enrollment Complete b. Once the email is sent, the enrollment is complete, and the staff liaison will insert the

date complete in SMARTSHEET

COMPLIANCE CHECKS AND CERTIFICATION SUBCOMMITTEE PLANS Compliance Checks & Certification: Each municipality will be responsible for managing their own area. Unincorporated areas will be handled by Douglas County with the support of the local Chambers.

1. This phase begins when the staff liaison sends the enrollment confirmation email and ends when the business has completed all requirements and is certified.

a. Once this form is submitted the staff liaison will be informed in an automatic workflow

b. The staff liaison will insert the date completed in the SMARTSHEET 2. Certification

c. Staff liaison will send an email to the business scheduling an on-site inspection d. The staff liaison will use a predetermined compliance checklist (based off State

requirements) to conduct the inspection e. Deficiencies found during the inspection should be addressed immediately if

possible. If not, a follow-up inspection will be scheduled. f. Once the business passes the inspection, they will receive:

i. A confirmation email ii. Official Certification signage (generated from SMARTSHEET) will be

emailed/presented by local Chamber g. Staff liaison will mark certification complete date in SMARTSHEET h. Each Chamber will act as a point of contact, specifically to let the business know of

approval and present the certification

CALL CENTER AND ENFORCEMENT SUBCOMMITTEE PLAN Call Center & Enforcement:

1. Inquiries/Complaints: a. Taken at call center, or online, run by TCHD

i. If necessary, TCHD to work with specific jurisdiction 2. Addressing the Issue

b. The following is the standard TCHD format for resolving complaints. If feasible, the same format will be applied to businesses certified by the Program. If final State requirements are more stringent, appropriate adjustments will be made to comply.

i. First complaint – Business receives phone call from TCHD within 72-hours to educate and address the concern and given opportunity to correct

ii. Second compliant – Business receives formal written warning from TCHD /specific jurisdiction within 72-hours (standard form for all jurisdictions will be used)

iii. Third complaint may risk certification revocation iv. For all business with third complaint, the Administrative Committee will

review and decide if and what formal action may be taken within 72-hours 1. If necessary, TCHD to remove certificate with agreement of the

committee

APPENDIX D - LOCAL CERTIFICATION PLATFORM The following 21 pages encompass the platform Douglas County will utilize for administration of the Certified COVID Best Practice Program.

Best Practices BusinessCertification Platform Training Guide

Have questions or found a bug? Fill out this form.

Need to get access to the dashboard? Contact your jurisdiction’s certification manager.

Anything else? Give Austin a shout at [email protected]

https://app.smartsheet.com/b/form/3466c7e13a984ba482044cde55917255

Overview of Process

Business submits an interest form

Jurisdiction reviews interest form, sends business acceptance

email with link to checklist form

Business submits checklist form

Jurisdiction reviews checklist form,

schedules inspection

Jurisdiction completes

inspection using inspection form

Business passes inspection –

jurisdiction emails certificate

Failed inspections may get a re-inspection

Staff may work with business to make corrections.

Businesses with prior citations will not advance.

Staff may work with business to make corrections.

When you launch Smartsheet, make sure you are in the “Best Practices Business Program” workspace using the sidebar navigation. Then select “Master Program Dashboard”. Ever get lost? Use the search bar and type in “Master Program Dashboard”

Smartsheet Home Screen

This is home base. Scroll to find all workflows, forms, links, downloads and key metrics.

Master Program Dashboard

These are found at the bottom of the Master Program Dashboard and are auto-updated based on the latest information.

Key Metrics

Found on the program dashboard, use the email templates for each step of the process when interacting with the businesses. All the forms needed for the process can also be found here. There’s also an internal bug reporting form for any issues with the dashboard.

Email Templates & Forms

The workflow is where all applications move through the process. Applications move from 1-6 as they progress in the process. Use these to see where applications are and to move them from one step to the next. The Master Tracking Sheet is where all applications live, no matter where they are in the process.

The Workflow

1. In general, cells highlighted in blue are where you are can record status, dates, and other details to move the application along.2. Use the Comments and Attachments columns on the far-left of each sheet to note any oddities or special notes on an application or to attach additional

documentation.3. If you’re not sure where an application is in process, it can be found in the Master Tracking Sheet.4. Don’t forget to hit save! Ctrl + S or File > Save5. Once the status is changed on each step, it will advance to the next sheet. It’s best to update the status last after completing other changes.

For All Workflow Steps

Business fill out a Business Interest Form.

Before the Workflow Begins…

New business enrollment forms that haven’t been processed go here. They are sorted by jurisdiction and then by date submitted.To complete a business enrollment:1. Assign an admin staff member (under Assigned Admin Staff) to oversee their application through the process.2. Confirm the jurisdiction is correct. If incorrect, change to Not Sure/Not Listed and a county staff person will reassign. 3. Review the application for completion/acceptability, including cross referencing it with the Tri-County Citation List on the dashboard to ensure they have not

received a citation before.4. Send the Enrollment Confirmation Email template to the applicant, including attaching the appropriate Business Checklist PDF. This email includes a link to the

Business Checklist Upload Form. 5. Change the Status to Enrollment Approved – Waiting for Checklist

1. New Business Interest Forms

If an application is not accepted into the program (business type does not qualify, they have received a citation in the past, or other reason) change the status to Not Approved for Program and then leave a comment in the comment section stating the reason. Then be sure to email the business to inform them why their enrollment application was not approved.

1. New Business Enrollment Forms – Not Accepted

After an enrollment is approved but the business has not yet submitted their checklist the application goes here. No action is necessary from staff; however, jurisdictions may decide to send reminders to businesses if they have not sent in their checklists for an extended period. Once a business submits their checklist form the application will move out of this list automatically.

2. Waiting for Business Checklist Submission

Businesses will use the link provided in their confirmation email from the jurisdiction to upload their checklists. Checklists files can be found at https://www.douglas.co.us/certify-my-business/ or will have been attached to their confirmation email.

Business Checklist Upload

https://www.douglas.co.us/certify-my-business/

Submitted checklists will go to the Business Checklist Forms Not Yet Processed sheet underneath the 3. Business Checklist Approval sheet. You’ll need to have both open to complete this step. Use the Business Checklist Forms Not Yet Processed sheet to review the checklist uploaded in the attachments column. There is nothing you need to change on this sheet, it’s just for review.

Once the checklist is ready for approval, go back to the Business Checklist Approval sheet and change the status to Checklist Approved - Scheduling Inspection.

Once the status is updated it will automatically move out of the checklist approval list and the completed checklist form will automatically be archived.

3. Business Checklist Approval

If there is anything that needs to be remedied in the business checklist, email or call the business directly to correct. Document this in the comments section. Once the business has corrected any issues, it’s easiest for the admin staff person to make those changes on their already submitted application instead of having the business resubmit a form. Just be sure to document changes in the comments section. Once approved, change the status to Checklist Approved - Scheduling Inspection.

3. Business Checklist Approval – Remedies

Once the business checklist is approved it will go here to indicate the business should be contacted to schedule an inspection. Staff should:1. Contact the business using the business over email or over the phone to let them know their checklist has been approved and to set up an inspection time.

Each jurisdiction will decide how they want to run this process. 2. Once a date and time are scheduled, input that into the Smartsheet under the Scheduled Inspection Date and Inspection Time (If Provided) columns.3. Assign an inspector to the inspection under Assigned Inspector. 4. Change the status to Inspection Scheduled - Waiting on Inspection Completion & Certification5. If this is their first inspection, ignore the Inspection Failed and Re-Inspection columns.

4. Inspections & Re-Inspections to be Scheduled

Re-Inspections to be scheduled also go to this list. If the inspector fails their inspection, they will reappear in this list with the inspection failed date filled in. Contact the business to schedule a reinspection just like the first inspection. Fill in the Scheduled Re-inspection Date and the Reinspection Time (If Provided) columns and change the status to Re-Inspection Scheduled - Waiting on Re-Inspection.

NOTE: The status for re-inspections needing to be scheduled will still state Inspection Scheduled - Waiting on Inspection Completion & Certification. That’s alright, as long as there is a date in the Failed Inspection Date proceed with rescheduling and then change the status to Re-Inspection Scheduled - Waiting on Re-Inspection as normal.

4. Inspections & Re-Inspections to be Scheduled

This is where scheduled inspections go when they have not been completed yet. Once an inspection form is submitted the application will move off this sheet automatically. No staff changes need to be made on this step.

5. Scheduled Inspections & Re-Inspections

Inspectors should use the Inspection Form on a mobile device web browser or the Smartsheet app to complete the inspection. This ensures the data is captured quickly for processing. If paper forms need to be used for any reason, the forms should be entered into the electronic form when back in the office.

Inspection Forms

Once a business passes their inspection they will go to this list. The admins staff person should also open up the Completed Inspection Forms sheet to verify the inspection was completed accurately and to read the inspector’s notes.

To complete the certification, open the attachments column to download the pre-made certificate. Then use the Certification Approved Email template to send the certificate to the business as an email attachment.

Once the email is sent, change the status on this sheet to Certification Approved & Complete

6. Ready for Certification

In order to keep the process moving quickly, certificates will be generated for businesses the day of their inspection (even if they have not yet passed). The certificate will be stored in the application’s attachments column until it is ready to be sent to the business. This means the certificate may appear in the attachments column before the business is ready to be certified.

Do not send the certificate to the business until they have passed their inspection.

If you go to complete a certification and the certificate is not already generated, a PowerPoint version is downloadable from the dashboard. Download the PowerPoint file, fill in the information, save as a PDF, and then send to the business.

Certificates

There are several Additional Reports that pull-out applications for these purposes:• Public Question Form Submissions allows staff to track and answer questions that come in through the website form.• Current Certified Businesses is for all completed certifications.• Flagged for Re-Evaluation are for any businesses that Tri-County has received complaints about that should be evaluated for certificate revocation. • Businesses Not Approved For Program lists all businesses that were not certified for any reason.• Revoked Certifications is for businesses that had a certification, but it was revoked. • Not Sure – Jurisdiction Assignment Needed is for new applications that need to be assigned to a jurisdiction.

Additional Reports

This is where all the core database data (except for business and inspector checklists) is stored. If you can’t find a business or need to correct any information this is where to go. Many columns are auto-generated or come directly from the enrollment form. Use the “i” icons at the top of each row to see where that information is coming from.

The Master Tracking Sheet

Have questions or found a bug? Fill out this form.

Need to get access to the dashboard? Contact your jurisdiction’s certification manager.

Anything else? Give Austin a shout at [email protected]

https://app.smartsheet.com/b/form/3466c7e13a984ba482044cde55917255

APPENDIX E – LETTERS

1. Hospital from the North Central Hospital Regional 2. Tri-County Health Department 3. Douglas County Board of County Commissioners 4. Douglas County Sheriff Department 5. City of Castle Pines 6. City of Lone Tree 7. Lone Tree Police Department 8. Town of Parker 9. Parker Police Department 10. Town of Castle Rock 11. Castle Rock Police Department 12. Town of Larkspur 13. Castle Rock Chamber of Commerce 14. Northwest Douglas County Chamber and Economic Development Council 15. Douglas County Library District 16. Highlands Ranch Community Association 17. Highlands Ranch Metro District 18. Parker Chamber of Commerce 19. Castle Rock Economic Development Council

Serving Adams, Arapahoe and Douglas Counties www.tchd.org

6162 S. Willow Drive, Suite 100 Greenwood Village, CO 80111-5114 303-220-9200

December 17, 2020 Jill Hunsaker Ryan, Director Colorado Department of Public Health and Environment 4300 Cherry Creek Drive South Denver, CO 80246 Re: Support for Douglas County’s 5 Star State Certification Program Application Dear Director Hunsaker Ryan, Tri-County Health Department (TCHD) supports Douglas County’s application for the Certified COVID Best Practices Business Program, established under the state’s 5 Star State Certification Program. We are committed to working with our partners to ensure the program provides the opportunity for certified businesses to increase capacity, while following the enhanced protocols required and necessary to keep the community safe and open. With attention to the guidance from CDPHE that local public health resources not be diverted to support this program at a time of high levels of community transmission and with the launching of vaccines, our team has been working with the county, municipalities, chambers and economic development organizations to develop a comprehensive program for Douglas County. We have identified staff who have been active participants in the process, including some who will serve as the Administrative Committee and be responsible for implementing and overseeing Douglas County’s program. Aside from our participation on the Administrative Committee, we will be using our existing infrastructure and process for complaints, compliance, and enforcement. We anticipate an initial uptick in compliant volume, but feel it will wane over time and will not detract from our core public health functions. Additionally, TCHD regularly monitors incidence rates, test positivity, and most importantly, hospitalizations. Per data available to us through EMResource, we believe the hospitals meet the eligibility criteria set forth in the 5 Star Statewide Certification Program. Relying on completeness and accuracy of data for current and estimated rates of infection and hospitalizations as well as current hospital challenges in staffing or PPE provided through EMResource as of December 17, 2020, we can confirm that hospitals within Douglas County have sufficient bed capacity to provide their usual and customary care for routine and COVID-19 patients. These hospitals have sufficient supplies of personal protective equipment (“PPE”) to provide their usual level of care standards based on current infection data and have patient transfer agreements in place through the North Central Region for the movement of COVID-19 and non-COVID-19 patients should this be required. However, please note that we cannot speak on behalf of hospitals within its jurisdiction in regards to their individual facility ability to treat anyone requiring care that may present at their facility.

Serving Adams, Arapahoe and Douglas Counties www.tchd.org

6162 S. Willow Drive, Suite 100 Greenwood Village, CO 80111-5114 303-220-9200

For questions about our role in the Douglas County Certified COVID Best Practices Business program, or our compliance and enforcement process please contact Jennifer Ludwig, Deputy Director, at 720-200-1559 or [email protected]. Thank you,

John M. Douglas, Jr., MD Executive Director

mailto:[email protected]

Office of the County Commissioners

www.douglas.co.us

100 Third Street ∙ Castle Rock, Colorado 80104 ∙ 303.660.7401 ∙ Fax 303.484.4344

December 17, 2020

Director Jill Hunsaker Ryan Executive Director Colorado Department of Public Health and Environment

Re: Support for Douglas County’s 5 Star State Certification Program Application

Executive Director Hunsaker Ryan,

The Douglas County Board of County Commissioners respectfully endorses our submission of Douglas County’s application for the Certified COVID Best Practices Business Program, established under the State’s 5 Star State Certification Program. We are committed to working with our partners to ensure the program provides the opportunity for certified businesses to increase capacity while following the enhanced protocols required and necessary to keep the community safe and open. The County has been working with our municipalities, Tri-County Health Department, chambers and economic development organizations to develop a comprehensive program for Douglas County. We have identified staff who have been active participants in the process, including some who will serve as the Administrative Committee and be responsible for implementing and overseeing Douglas County’s program. We are committed to using the County’s tools and resources to encourage and enforce compliance with the Certification Program and associated capacity limits. The County continues to be a committed partner in maintaining the health and well-being of our residents, employees and visitors.

Sincerely,

Abe Laydon Roger A. Partridge Lora L. Thomas Commissioner District I Commissioner District II Commissioner District III

360 Village Square Lane, Suite B Castle Pines, CO 80108

303-705-0200 castlepinesco.gov

December 16, 2020 Jill Hunsaker Ryan, Director

Colorado Department of Public Health and Environment

4300 Cherry Creek Drive South

Denver, CO 80246 RE: Support for Douglas County’s 5-Star State Certification Program Application Dear Executive Director Hunsaker Ryan, The City of Castle Pines fully supports Douglas County’s application for the Certified COVID Best Practices Business Program, established under the State’s 5-Star State Certification Program. We are committed to working with our partners to ensure the program provides the opportunity for certified businesses to increase capacity while following the enhanced protocols required and necessary to keep the community safe and open. The City of Castle Pines has been working with the county, other municipalities, Tri-County Health Department, chambers and economic development organizations to develop a comprehensive program for Douglas County. We have identified staff who have been active participants in the process, including some who will serve as the Administrative Committee and be responsible for implementing and overseeing Douglas County’s program. We are committed to using the City’s tools and resources to encourage and enforce compliance with the Certification Program and associated capacity limits. The City continues to be a committed partner in maintaining the health and well-being of our residents, employees, and visitors. Respectfully, Tera Stave Radloff Mayor

DocuSign Envelope ID: A4EEEEB7-C09A-4E7A-938A-9C5057CCDB00

9220 Kimmer Drive, Suite 100 Lone Tree, Colorado 80124

303-708-1818 www.cityoflonetree.com

December 17, 2020 Jill Hunsaker Ryan, Director Colorado Department of Public Health and Environment 4300 Cherry Creek Drive South Denver, CO 80246 Re: Support for Douglas County’s 5 Star State Certification Program Application Executive Director Hunsaker Ryan, The City of Lone Tree fully supports Douglas County’s application for the Certified COVID Best Practices Business Program, established under the State’s 5 Star State Certification Program. We are committed to working with our partners to ensure the program provides the opportunity for certified businesses to increase capacity while following the enhanced protocols required and necessary to keep the community safe and open. The City of Lone Tree has been working with the county, other municipalities, Tri-County Health Department, chambers and economic development organizations to develop a comprehensive program for Douglas County. We have identified staff who have been active participants in the process, including some who will serve as the Administrative Committee and be responsible for implementing and overseeing Douglas County’s program. We are committed to using the city/town’s tools and resources to encourage and enforce compliance with the Certification Program and associated capacity limits. The city/town continues to be a committed partner in maintaining the health and well-being of our residents, employees and visitors. Sincerely,

Jacqueline A. Millet Mayor

http://www.cityoflonetree.com/

100 N. Wilcox Street, Castle Rock, CO 80104 Phone: 303-660-1374 Fax: 303-660-1024

Office of the Town Council December 17, 2020 Jill Hunsaker Ryan, Director Colorado Department of Public Health and Environment 4300 Cherry Creek Drive South Denver, CO 80246 Re: Support for Douglas County’s 5 Star State Certification Program Application Executive Director Hunsaker Ryan, The Town of Castle Rock fully supports Douglas County’s application for the Certified COVID Best Practices Business Program, established under the State’s 5 Star State Certification Program. We are committed to working with our partners to ensure the program provides the opportunity for certified businesses to increase capacity while following the enhanced protocols required and necessary to keep the community safe and open. The Town of Castle Rock has been working with the county, other municipalities, Tri-County Health Department, chambers and economic development organizations to develop a comprehensive program for Douglas County. We have identified staff who have been active participants in the process, including some who will serve as the Administrative Committee and be responsible for implementing and overseeing Douglas County’s program. We are committed to using the Town’s tools and resources to encourage and ensure compliance with the Certification Program and associated capacity limits. The Town continues to be a committed partner in maintaining the health and well-being of our residents, businesses and visitors. Sincerely,

Jason Gray Mayor Town of Castle Rock

December 16, 2020

Jill Hunsaker Ryan, Director



Denver, CO 80246



The Northwest Douglas County Chamber & EDC fully supports Douglas County’s application for

the Certified COVID Best Practices Business Program, established under the state’s 5 Star State

Certification Program. We are committed to working with our partners to ensure the program

provides the opportunity for certified businesses to increase capacity while following the enhanced

protocols required and necessary to keep the community safe and open.

The Northwest Douglas County Chamber & EDC has been working with the county, municipalities,

Tri-County Health Department, chambers and economic development organizations to develop a

comprehensive program for Douglas County. We have identified staff who have been active

participants in the process, including some who will serve as the Administrative Committee and be

responsible for implementing and overseeing Douglas County’s program.

We are committed to using the tools and resources at our disposal to encourage and enforce

compliance with the Certification Program and associated capacity limits. The Northwest Douglas

County Chamber & EDC continues to be a committed partner in maintaining the health and well-

being of our residents, employees and visitors.

Sincerely,

President & CEO

Northwest Douglas County Chamber & EDC

___________________________________________________________________

December 16, 2020




Denver, CO 80246



The Parker Chamber of Commerce fully supports Douglas County’s application for the Certified COVID

Best Practices Business Program, established under the state’s 5 Star State Certification Program. We are

committed to working with our partners to ensure the program provides the opportunity for certified

businesses to increase capacity while following the enhanced protocols required and necessary to keep

the community safe and open.

The Parker Chamber of Commerce has been working with the county, municipalities, Tri-County Health

Department, chambers and economic development organizations to develop a comprehensive program

for Douglas County. We have identified staff who have been active participants in the process, including

some who will serve as the Administrative Committee and be responsible for implementing and

overseeing Douglas County’s program.

We are committed to using the tools and resources at our disposal to encourage and enforce compliance

with the Certification Program and associated capacity limits. The Parker Chamber of Commerce

continues to be a committed partner in maintaining the health and well-being of our residents, employees

and visitors.

Sincerely,

Kara Massa – Executive Director

19590 E. Mainstreet - Parker, CO 80138 - 303.841.4268 - www.parkerchamber.com

December 17, 2020




Denver, CO 80246



Castle Rock EDC fully supports Douglas County’s application for the Certified COVID Best Practices Business Program, established under the State’s 5 Star State Certification Program. We are committed to working with our partners to ensure the program provides the opportunity for certified businesses to increase capacity while following the enhanced protocols required and necessary to keep the community safe and open. Castle Rock EDC has been working with the county, other municipalities, Tri-County Health Department, chambers, and regional economic development organizations to develop a comprehensive program for Douglas County. We have identified staff who have been active participants in the process, including some who will serve as the Administrative Committee and be responsible for implementing and overseeing Douglas County’s program. We are committed to using the city/town’s tools and resources to encourage and enforce compliance with the Certification Program and associated capacity limits. The city/town continues to be a committed partner in maintaining the health and well-being of our residents, employees and visitors. Sincerely,

Frank Gray President & CEO Castle Rock EDC

p d 17, 2020 s cdphe d 18, 2020 - douglas county, colorado...dannette robberson town of parker...

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