Re Entry Memo

    COVID Building Guidelines
    We are all in this together…from six feet apart
The actions below were created to bring a higher level of comfort to occupants as they re-enter the office building.
Top 6 Things you need to know before reentering the building
1 Upon building entry, a face covering is required in the common areas that are shared with other building occupants.  These areas include the lobby, corridors, elevators, restrooms, deli and building conference room.
2 If any employee is exposed or diagnosed with COVID-19, report it immediately to the Management Office at 847-423-2300 or nkoziol@millbrookrec.com
3 We encourage washing your hands every time you leave and return to your suite.
4 Please practice social distancing throughout the building and your office space.  6 feet apart.
5 Individual offices must also implement their own strategies within their office space.
6 If you feel sick, please stay home.
   
Cleaning
1 High touch areas Continued to be disinfected multiple times throughout the day and evening using Virex or similar disinfectant.
2 Building specifications A supplemental list of new cleaning specifications will be sent under separate cover.
3 Restrooms Bathrooms will be CLOSED for short periods while Day Porter is in the process of cleaning/disinfecting.  1st floor restrooms are open and available as an alternate.
4 Restrooms Garbage cans will be located at the door to drop your glove or paper towel in after touching the handle.
5 Water Fountains Traditional water fountains are temporarily disabled until further notice.  Water bottle fillers are still operational.
6 Tenant space Upon request, additional disinfectant or electrostatic spraying is available for an additional cost.  Please contact our office if you
would like a quote.
7 Tenant space Employees are encouraged to disinfect their own electronics daily including: phone, keyboard, mouse, etc.
8 Tenant space If an employee within a tenant space is diagnosed with COVID-19, a CDC disinfectant cleaning will be required at the tenant's expense.
9 Cleaning Solutions Material Safety Data (MSD) sheets for cleaning disinfectants are available upon request.
     
Social Distancing
1 All Common Areas As stated, face coverings are required in the common areas of the building .  This includes the lobby, corridors, elevators, restrooms, deli and building conference room.
2 Elevator Cabs A limit of two (2) riders will be allowed per cab to allow for social distancing.  Signage has been installed on each floor and in the cabs noting number of allowed occupants.
3 Elevator Lobby Hand sanitizing  stations are installed at first floor elevator lobby for use prior to using the call button.
4 Lobby Seating The lobby should not be used as a waiting area for guests who arrive early for scheduled appointments or to conduct meetings
outside of a tenant suite.  The lobby furniture has been removed to eliminate a high-touch area that cannot be properly cleaned after each use.
5 Deli Closed until further notice
6 Security Desk Safe space screens have been installed.
7 Management Office Safe space screens have been installed at reception desk.  Masks are required for entry by visitors.
8 Conference Rooms Open to 10 people or less due to 6 foot social distancing limitations.  Extra chairs have been removed.  Please reserve on Angus
Work Order Software.
9 Outdoor areas Please ensure you are properly social distancing outdoors.
10 Outdoor areas Limit of 2 people in the smoking enclosure at one time.
     
Vendor Procedures
1 All deliveries and vendors need to enter building thru the loading dock and follow PPE and hand sanitizing procedures.
2 All delivery people and vendors are required to wear a mask in common areas.
3 Revised rules & regulations have been sent to all building vendors and posted in the loading dock.
4 Any vendor working in the building displaying symptoms will be subject to thermal scanning and/or asked to leave the premises.
5 Building Management will not accept or sign for tenant deliveries.  If no one in your suite is available to sign for your deliveries, it will need to be re-
attempted.  Deliveries cannot be left unattended in common areas or on the loading dock.
Building Staff Procedures
1 Engineers Wear a mask and safety glasses at all times and gloves when necessary.
2 Engineers Equipped with touchless body temperature thermometer.
3 Engineers Equipped with hand sanitizer and disinfectant to clean surfaces after work is completed.
4 Engineers Non-essential tenant work orders will be completed when the tenant space has minimal occupancy.
5 Management Team Wear mask at all times when in common areas.
6 Management Team As often as possible, will collaborate virtually.
7 Security Wear a mask at all times when in common areas.
8 Day Porter Wear mask throughout the building and gloves when applicable.
9 All Building Staff Before entering any tenant space, all building staff is instructed to wear a mask.
     
Engineering & Operational Controls
1 HVAC Perform a building purge every morning, when possible, by bringing in 100% outside air and exhausting to exchange air at the start of each business day.
2 HVAC Increase outside air minimum percentages by 10% during mechanical cooling where possible.
3 HVAC Filters are Ever Pak high performance Multi-Pocket MERV 13 filters.
4 Elevator Hand sanitizer stations on first floor elevator lobby. Must apply sanitizer before touching call buttons.
5 Elevator Peak timer settings have been adjusted to increase availability of cabs to first floor during peak times.
6 Elevator Cabs have been programed to sit with doors open in order to reduce touch points.
7 Elevator Cabs will be marked on the floor for total number of occupants allowed per distancing guidelines.
8 Stairwells Stairwells are open for floor access, as an alternative to using the elevators.
9 Loading Dock Hand sanitizer stations are provided, signage is posted requiring each vendor to use sanitizer before entering building.
     
Communication
1 Tenants Please provide these guidelines to all employees and assist us with enforcing the new procedures.
2 Tenants Immediate response and notification is critical if an employee is reported ill.
3 Tenants Report any tenant contact changes or updates to the management office.
4 Landlord Immediate response and notification is critical when a reported exposure or confirmed COVID case is made known.
5 Landlord Full transparency and details will be communicated without violating HIPAA laws.
6 Landlord Millbrook Properties developed these guidelines using credible sources in an effort to provide the most current and accurate
information.  These guidelines can change with time and changes in policy of governmental authorities.
     
Key Assumptions and Information
1 Millbrook Properties will not conduct health screening or thermal scans on individuals entering the building.
2 The use of non-medical face masks in public has been demonstrated to assist in reducing viral spread from asymptomatic individuals.
3 Processes and procedures in office buildings will vary, our efforts may change as tenants and their employees continue to reenter the workplace.
4 Tenants will likely bring workers back to the office gradually.
5 Properly dispose of all PPE in receptacles.
6 The size of elevator cabs eliminates the ability to meet physical distancing protocols without limiting passengers to one or two people.
7 These best practices will be most successful if each tenant implements their own plan.
8 Scientific research to date is not definitive on the effectiveness of implementing additional technologies in HVAC and Water Systems to reduce risks related to COVID-19.
9 The closest COVID testing site to this office building is North Shore Immediate Care Center - Skokie at Old Orchard Woods, 9977 Woods Drive.
   
*Tenant Space Specific Return to Work Guidelines
1 Sick Policy Ensure you have a clear policy to prohibit sick workers from entering the premises and a clear communication plan to address positive cases.
2 Phased occupancy Adopt a phased-in approach to return to work.
3 Employee Screening Determine if you will implement health screening and the roles and responsibilities for the protocol.
4 Cleaning Evaluate and communicate internal cleaning protocols. (i.e. breakrooms, copier/printers, conference rooms)
5 Communication Confirm employee contact info including emergency contact. Implement a clear and frequent communication plan through
return to work phases.
6 Welcome back package Develop a return to work package that outlines landlord and internal protocols.
7 Density Provide extra space by reconfiguring desks and installing barriers in workstations.
8 Social Distance Develop a protocol for movement within your space.
9 PPE Encourage or mandate PPE
* Source BOMA International