COVID-19 Impacts

Deepwood Neighbors,

COVID-19 has had serious impacts on all of our lives and the following are the alerts from Deepwood HOA vendors as well as some guidance:

Deepwood Guidance:

The Governor of Virginia closed schools for at least the rest of the school year and signed an executive order instituting several mandatory measures for at least 30 days aimed at slowing the spread of the respiratory virus COVID-19 in our state. Businesses not complying with the order will be charged with a class 1 misdemeanor. All Virginians must cease from gatherings of ten people or more and engage in social distancing, keeping six feet from each other to avoid spreading the virus. 
We encourage Deepwood residents to abide by these rules for the health and safety of residents who may have or will contract the virus in order to preserve badly-needed hospital equipment such as ventilators. 
What can I do?

  1. Practice social distancing and ensure your children do the same: stay at least six feet away from anyone who doesn’t live in your house, do not congregate in groups, and avoid areas where more than ten people are present. 
  2. Emphasize the importance of the above for children who are old enough to go outside unsupervised. 
  3. Do not hoard food or supplies. As you’ll see below, grocery stores/pharmacies/home supply stores and the supply lines that support them will remain open and while it is always advisable to have some extra food, hoarding prevents your neighbors from getting what they need. 
  4. If you have medical supplies like gloves or masks and are not sick, strongly consider donating them to a local hospital with an Intensive Care Unit where they are badly needed and will be used to save lives. 
  5. Stay in phone/email contact with your neighbors. They (or you) may need help if unable to go get groceries or vital supplies should they be on quarantine with COVID-19 or self-isolating while awaiting test results or following exposure to someone who has tested positive. 
  6. Keep your trash in bins instead of bags on the street if at all possible, take time to collect your own trash should raccoons get into it, and be patient with our trash service  Trash collectors are terrified of contracting COVID-19 on the job and as such trash companies are likely to be short staffed, delayed in pickups, and justifiably reluctant to go through loose garbage raccoons have scattered. 

The following measures will be in place for businesses for at least 30 days:
-grocery stores, pharmacies, businesses in the supply chain, and other essential businesses outlined below will remain open. 

-restaurants are closed to dine-in service but will remain open with take-out, curbside pickup, delivery options.

-nonessential retail businesses will confine the number of shoppers to 10 or fewer to enable six feet of distancing

-recreation and entertainment businesses such as bowling alleys and theaters are closed
Businesses that must close include:

• Theaters, performing arts centers, concert venues, museums, and other indoor entertainment centers;
• Fitness centers, gymnasiums, recreation centers, indoor sports facilities, indoor exercise facilities;
• Beauty salons, barber shops, spas, massage parlors, tanning salons, tattoo shops, and any other location where personal care or personal grooming services are performed that would not allow compliance with social distancing guidelines to remain six feet apart;
• Racetracks and historic horse racing facilities;
• Bowling alleys, skating rinks, arcades, amusement parks, trampoline parks, fairs, arts and craft facilities, aquariums, zoos, escape rooms, indoor shooting ranges, public and private social clubs, and all other places of indoor public amusement.

Here’s a comprehensive list of businesses considered essential that may remain open during normal hours:

• Grocery stores, pharmacies, and other retailers that sell food and beverage products or pharmacy products, including dollar stores, and department stores with grocery or pharmacy operations;
• Medical, laboratory, and vision supply retailers;
• Electronic retailers that sell or service cell phones, computers, tablets, and other communications technology;
• Automotive parts, accessories, and tire retailers as well as automotive repair facilities;
• Home improvement, hardware, building material, and building supply retailers;
• Lawn and garden equipment retailers;
• Beer, wine, and liquor stores;
• Retail functions of gas stations and convenience stores;
• Retail located within healthcare facilities;
• Banks and other financial institutions with retail functions;
• Pet stores and feed stores;
• Printing and office supply stores; and
• Laundromats and dry cleaners.

Notice from NRP:

NRP / COVID-19 (Coronavirus) Protocol effective 3/16/20 

Dear Directors, 

During this challenging time, we want to assure you that NRP is well equipped to meet the operating needs of the associations we manage. However, as you might expect, it simply cannot be “business as usual”. 

The pandemic experts all have one common theme to their recommended protocols: modify our behaviors in order to reduce the chance of the virus spreading. 

Simply put, we must modify how we accomplish our goals in order to adapt to the challenges brought on by this pandemic. Further, we must do our best to promote the health and safety of our staff, vendors, community members and family members. 

Anyone can be carrying the virus without knowing it; therefore, we must reduce exposure to each other to the greatest extent possible, with an even greater emphasis for those people who might have compromised health conditions. 

With this in mind, we have developed an office wide (both home office and site locations) operating protocol as follows: 

• NRP is well equipped to work remotely with a skeleton staff at our headquarters and onsite offices. A majority of our Managers and support staff will be working remotely, whenever possible, until further notice. If you need to contact your Manager, please use email communications as much as possible. This will allow us to act more efficiently if others need to be brought into “conversations” when necessary. In the event you have an urgent matter to discuss, please call. Your call will be forwarded to your manager. Emergency calls should be called in through the afterhours emergency service as usual when the office is closed. “Emergencies” are defined as a threat to life or property. The afterhours emergency call number is: 703-476-3639 

• Given the suggested protocols from the pandemic experts, NRP’s Partners have decided to prohibit staff from attending meetings in person. If your Board should decide a meeting is imperative, our team will set up and attend virtual conference calls by telephone or video conferencing, whichever you prefer. Please note: The Commonwealth of Virginia has specific laws regarding teleconferencing. If you have questions regarding Board Meeting procedures online or via telephone, you may want to consult your attorney. We understand most of the law firms we work with have recently issued statements regarding this matter. 

• NRP will be discouraging visits to the office. Almost everything people need can be done electronically or by mail. We will try to keep consistent office hours at our headquarters office, but that is certainly based on our ability to maintain enough staff to be able to serve that office. Onsite offices in general will be closed to visitors. If you have something urgent, please email the manager and arrangements will be made as needed. 

• We will be using our company and client websites to communicate NRP information and community specific communications. We may also issue periodic updates via e-mail blasts. 

• Since it is not business as usual, inquiries and requests from the Board and community members will be handled in the order of urgency. People should feel free to contact their manager by email with issues as normal, but they should only expect urgent issues to be addressed in the near term. Non urgent action items will be compiled and handled as time and circumstances permit. 

• It should be expected that the ability and timeliness of vendors to provide services will be affected, as they deal with effects of the pandemic. We will be keeping in touch with your vendors, and update you as needed. 

• For NRP, our “best practices” during this difficult time will include guaranteed pay for all our employees both at headquarters and onsite. They will not be charged “sick time” if they need to call out due to a health concern. We do not want one of our employees bringing an infection to another individual, or family member, that may have a compromised health condition. 

Board/Association Responsibilities 

What responsibilities does the Board/ association have in this pandemic? From a legal point of view, the association’s legal council should be consulted. We will pass on any communication we receive from your attorney. 

Common recommendations include: 

1. Closing common area gathering places of the Association such as gyms, clubhouses and other close contact locations. 

2. Discourage residents from gathering in groups in hallways, etc. 

3. Cancel any community events. 

4. Cancel meetings of the Board unless it is imperative you meet and even then, do not conduct the meeting in person. As mentioned earlier, consider handling necessary Board business by email or virtual meetings and follow attorney guidelines for ratification of actions at the next meeting. NRP can provide technology such that no one needs to be together in a room, while allowing members to listen to those meetings and submit their member forum’s comments/questions electronically during the meeting. I understand that this violates the open meeting provisions technically, but in these extraordinary times, we cannot imagine that a court or the CICB would censure an association for conducting their meetings, which in spirit continues to honor the open meeting requirement. Please also consult your attorney. 

5. When things return to normal, the Board can ratify the actions taken at these special meetings and it will all be fine. 

6. Keep pools closed. 

7. Discontinue any vehicle towing for lack of permits or other reasons that would require someone to come to the NRP offices. The exception would be towing from fire lanes or other situations where safety is impacted. 

8. Board members should be cautious of their word selection when talking to community members about association responsibilities regarding the protection of their health. Association management companies are getting calls from community members wondering what we are doing to protect their health and the Board will most likely get the same inquiries. The fact is community members are the only ones who can protect their own health. CDC guidelines are very clear regarding this concern; every individual must take personal responsibility. Best practices must be followed to avoid getting infected or to avoid infecting others. 

9. You should avoid using words like “providing a safe” or “healthy” space with reference to association responsibilities to its members. Be careful about using words that can imply you are singling them out based on their physical condition or other descriptive trait as you could be violating federal and/or state laws. Best intentions can easily lead a well-meaning Board member down the wrong path. Consulting your attorney and manager together should be your first action if you do not know how to deal with a situation. 

As time goes on and we learn more, we will keep you updated. This is an event most of us have never experienced. Calling it a learning experience is an understatement! But we are in this together and together we will persevere! We thank you in advance for your patience! 

Notice from Bates Trucking Trash Removal:

FAIRFAX CTY CHANGES IN COLLECTION

DUE TO COVID-19

Fairfax County Collections Operations

  1. Support for community clean-ups is suspended.
  2. Bulk/brush and electronic waste collection is suspended.
  3. Yard waste collection is suspended.
  4. Customers who have been provided with trash carts must set-out waste in those carts only.
  5. The creation of new sanitary districts has been suspended.
  6. Support for Operation Stream Shield (litter removal program) is suspended.

For more information about the changes in Fairfax County Collections please check out their website at https://www.fairfaxcounty.gov/publicworks/news/solid-waste-operational-changes-protect-front-line-workers

Any further changes in services will be reported immediately. Thanks for doing business with Bates Trucking.

Bruce A. Bates

Bates Trucking Trash Removal, Inc

www.batestrucking.com

info@batestrucking.com

(301) 773-2069 Corporate Office

Notice from Premier Aquatics:

March 13, 2020

RE: Statement on current recent events involving COVID-19

Dear Valued Customers:

We want to take a moment to contact you in regard to the recent events involving COVID-19. Premier Aquatics has been taking steps to ensure that we have a comprehensive business plan in place to protect our staff, our business and our customers.

Premier Aquatics is actively monitoring the latest information and will comply with all recommendations from the CDC, Local Health authorities, and the US. Department of State.

We have always had staff members who are responsible for cleaning, sanitizing and disinfecting our facility on a continuous basis. Every staff member in our building is assisting in continuous sanitizing and cleaning all public areas including their own personal workspace. We have hand sanitizing (while still available) in the office, retrained our staff on proper hygiene, handwashing techniques, and staying home when sick.

We are also keeping a close eye on the status of International travel for our employees. The current travel ban from Europe for 30-days should not impact our International staff to arrive in time for the upcoming pool season. There is a temporary pause of International Exchange Program due to the COVID-19 virus, once the pause is removed, our current staff will continue to do Embassy interviews and make arrangements for the upcoming pool season. We will keep monitoring the situation on any new restrictions that may come in the future. We are also continuing our hiring of our domestic staff for the upcoming pool season. Unfortunately, we have had to change some dates for lifeguard training classes, hiring events, etc. due to the current situation.

We have been working daily on getting pool facilities ready for the upcoming pool season. We have started the draining of pools, acid wash/cleaning of pools, service work in progress, etc.

We will continue to monitor this fluid situation daily. For 22 years, Premier Aquatics has demonstrated unwavering support to our customers in past situations, and in dealing with the present circumstances, we will continue to use every effort to deliver uninterrupted service to all our customers.