April 10 Update

 

Stein Industries is now in day twenty-six of our “Work from Home” and “Modified Assembly, Shipping and Warehouse Schedules”.  We, as an organization, have embraced this new style of work and have continued to successfully operate our businesses, maintain communications and service our customers.  We also want to commend each division as each has managed to identify and “pivot” to solutions that solve real life problems that the virus has caused for our customers. Whether it be switches for ventilators in the medical community from E-Switch; new protection shields and merchandising solutions in grocery and retail from Airflo and Carlson; or transportation of essential equipment around the country from Ten, we are staying close to our customers, listening and bringing impressive solutions to the marketplace.  Well done!!

 

Today’s update will provide additional information and tools that will help us navigate through this unprecedented time.  The Governor has extended the shelter in place policies through May 4th so we will continue our efforts to support this plan with our “Work From Home” and “Modified Assembly, Shipping and Warehouse Schedules” to align with this timing.

 

We are proud of Minnesota and the results to date of the statewide efforts.  Our organization plays a role in the daily efforts to implement social distancing and keep separation from others to slow the spread of COVID-19 while at the same time maintaining a basic level of economic productivity.  We each play a role and only together as an organization and community will we be able to overcome this virus and work our way back to the “new normal” in the coming months.

 

Updates & Information:

 

• Governor Walz April 8th Update:

  • Extending Work From Home to May 4th;

  • Minnesota has remained flat - best in the nation but must continue to be vigilant.  This allows medical community to prepare for peak expected mid-May but could continue to push out further into June or July;

  • Testing will continue;

  • Social distancing is the only solution at the moment; social distancing is working, and we must continue to be relentless in implementation;

  • These are still very challenging times but are moving in the right direction;  

  • Governor Walz will continue to review data models and only open the State up again when it makes sense and is safe for the people of Minnesota.

 

• Work from Home and Modified Warehouse Plans:

  • We are extending our work from home and modified warehouse plans through May 4th to align with the Governor’s executive order.  We will continue to monitor State and local communications for any updates and requirements that impact this plan.

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• Masks:

  • The CDC has now recommended the use of cloth mask coverings in public settings where social distancing measures are difficult to maintain.  This is particularly important as asymptomatic individuals can still pass the virus to others.

  • We have now provided masks to all employees and their families and recommend use per the suggestions and guidelines of the CDC.  Please let us know if you need additional masks and we will provide.

  • We will also be donating a significant number of masks, and all our N95 masks to the medical community and our local hospitals.

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• Illness Tracking Reminder:

  • We are asking that you continue to communicate any illness to your manager so we can track illness and time outside the office.  This information is important and relevant to HR in that understanding the health of our employees is critical information relevant to State programs and the Emergency Leave Act.

 

• VPN Connections:

  • We are noticing some common themes that are happening with connections to our VPN as it relates to our 2-Factor Software Duo.  The VPN will disconnect if you are inactive on your computer for 2 hours, your active session lasts more than 10 hours, or if your computer goes into power savings mode, sleep, or inactive mode.  The next time the computer wakes up or if you bump the keyboard or mouse to activate the computer, the VPN may try to connect again, which will activate another Duo request to activate the connection.  This has probably caught some users by surprise especially if you left your computer on instead of logging off.  Remember, only approve the VPN connection if you are sitting in front of your computer and trying to connect to the Stein network.  Our recommendation to reduce this occurrence is to log off your computer at the end of the day when you are finished working.

 

• Time and Attendance Approval:

  • In order to track any employee affected by COVID-19, we recommend you use the following new codes for time cards and payroll as needed:

• FF-PSL-EE (Families First Paid Sick Leave, Employee's Own Illness)

• FF-PSL-FAM (Families First Paid Sick Leave, Family Member)

• FF-FMLA (Families First FMLA)

• Furlough (If this is selected, it acts as an ‘Unpaid Absence’)

If any of the codes are selected, you need to add the number of hours in the time card the employee is out (needed for both non-exempt & exempt).

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• KnowBe4 – Information and Reminders:

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Reminders:

 

• Watch for Symptoms:

  • The most common symptoms of the COVID-19 virus are fever, cough and shortness of breath.  Watch for these symptoms each day.

 

• Emergencies:

  • Dial 911 in the event of an emergency - if you are having trouble breathing, chest pains, new confusion or an inability to rouse, or bluish lips or face.

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• Requirement to Disclose:

  • Stein Industries requires that employees must notify us if they have the symptoms or have a confirmed case of COVID-19.  

  • If you have symptoms or a positive diagnosis, inform HR immediately at:  jengen@stein-industires.com

 

• Stein Industries Updates:

  • This update, along with all previously posted information, will remain on the Stein Coronavirus website:  www.stein-industries.com/coronavirus  

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• Direct Email:

  • The direct email link to the Stein Industries Task Force for non-emergency matters is up and functioning:  covid@stein-industries.com  

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The continuing effort and commitment from Stein Industries employees to persevere through this time has been extraordinary. It is an amazing demonstration of what this organization can do when we come together and put our minds towards a common goal. And our goal remains in place - to service our customers and maintain our relationships at the same level of communications, expertise and energy as if we are all in the office and warehouses as usual! 

 

Wishing everyone in the Stein Industries family a joyous and safe holiday weekend!!

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March 31 Update

 

Stein Industries is now in day sixteen of our “Work from Home” and “Modified Assembly, Shipping and Warehouse Schedules”. We are continuing to operate our businesses, maintain communications with our supply chain and most importantly service our customers. The Coronavirus Task Force continues to meet regularly to share specific issues and best practices.

 

Today’s update will provide the latest information related to travel and work from home and provide additional tools that may help us navigate through this unprecedented time. The Coronavirus Task Force continues to be impressed with how this organization has pulled together, made significant work style transitions and continues to operate at a high level.

 

We also want to highlight two products that we are proud to say the Stein Industries family of companies are providing that are contributing to the fight against COVID-19 and the spread of the virus. E-Switch is providing power switches to a Nihon Kohden Ventilator that is used in hospitals from Los Angeles to New York:

 

Nihon Kohden NKV-550

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Airflo just introduced the COVID-19 Protection Shield to help grocery cashiers, pharmacists and other service works provide customer service while implementing social distancing:

 

COVID-19 Protection Shield

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We are proud of our organizations for their daily efforts and for all that we are doing to adapt and support our communities in any way we can. It appears from the data and forecasts that the next several weeks will be critical and that all of us need to continue our efforts to maintain social distancing and keep separation from others to slow the spread of COVID-19. We each play a role and only together as an organization and as a community will we be able to overcome this the virus and work our way back to life as we know it should be lived.

 

Here are the updates for the week:

 

Updates & Information:

 

• Travel Ban - We are extending our travel ban that includes all international and domestic business travel through April 30th. This includes local trips to customers or suppliers that are non-essential or business critical. We will review the travel ban on April 30th to determine plan of action going forward regarding business travel.

 

• Work from Home and Modified Warehouse Plans – We are extending our work from home and modified warehouse plans through April 30th. We will continue to monitor State and local communications for any updates and requirements that impact this plan.

 

• Illness Tracking – We are asking that you continue to communicate any illness to your manager so we can track illness and time outside the office. This information is important and relevant to HR in that understanding the health of our employees is critical information to prevent the passing of COVID-19 but also relevant to state programs that reimburse the company under the emergency leave act.

 

• Masks – Out of care and kindness we are continuing to have suppliers send us masks from China for distribution to employees, their families and our local medical community. We understand there are several theories on use of masks and ultimately this remains a personal decision. In the coming weeks however, we do expect to proactively send via mail each of our employees a batch of masks for their families to use or provide to their local community. We will send these to your address on file with HR. We will also be donating a significant number of masks, particularly the N95 levels to the medical community and our local hospitals.

 

• 401K – Qualifying Distributions – Please see information below that was provided by Fidelity and related to qualifying distributions related to Coronavirus:

 

QUALIFYING CORONAVIRUS-RELATED DISTRIBUTIONS (QCDs): In its current form, the Coronavirus Aid, Relief, and Economic Security (CARES) Act would allow participants to take penalty-free withdrawals of up to $100,000 for those who meet certain criteria related to the coronavirus (COVID-19). These include adverse financial consequences as a result of being quarantined, furloughed, laid off or having work hours reduced; being unable to work due to a lack of child care as a result of COVID-19; or closing or reducing hours of a business owned or operated by the individual due to COVID-19.

 

Important to note:

 

Plan Withdrawals:

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• Waives the 10% early withdrawal penalty for individuals impacted by the Coronavirus (up to $100,000).

  • Income taxes from these distributions can be spread over three years;

  • 20% Federal income tax withholding is not required;

  • Participants can recontribute / repay the funds to the 401(k) plan within three years without regard to the annual contribution limit.

 

Plan Loans:

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• Increases the maximum loan limit for qualifying individuals to $100,000 or 100% of vested account balance for loans taken within 180 days of enactment.

  • For a qualified participant that already has loan(s) outstanding, payments may be delayed by up to one year, even if it extends the total repayment period to greater than five years.

 

Temporary Waiver of Required Minimum Distributions (RMD):

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• Any RMD to be made in 2020 is waived.

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(Congress may consider additional measures in the coming days and weeks.)

 

SAFE HARBOR HARDSHIP WITHDRAWALS: Under regulations issued in September 2019, a new safe harbor was created for hardship withdrawals due to a Federal Emergency Management Agency (FEMA)-declared major disaster. Accordingly, if FEMA declares a major disaster in a state as a result of COVID-19, a safe harbor hardship withdrawal would be available for 401(k) or 403(b) plans to cover a participant’s expenses and losses (including loss of income) provided that their home or workplace is located in an area designated by FEMA for individual assistance.

 

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• KnowBe4 - Reminders and Information:

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• HSA - Updates from HealthEquity:

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Update Reminders:

 

• Watch for Symptoms: The most common symptoms of the COVID-19 virus are fever, cough and shortness of breath. Watch for these symptoms each day.

• Emergencies: Dial 911 in the event of an emergency - if you are having trouble breathing, chest pains, new confusion or an inability to rouse, or bluish lips or face.

• Requirement to Disclose: Stein Industries requires that employees must notify us if they have the symptoms or have a confirmed case of COVID-19. If you have symptoms or a positive diagnosis inform HR immediately at:              jengen@stein-industries.com

• Stein Industries Updates: This update along with all previously posted information will remain on the Stein Coronavirus website:  www.stein-industries.com/coronavirus

• Direct E-mail: The direct e-mail link to the Stein Industries Task Force for non-emergency matters is up and functioning:  covid@stein-industries.com  

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The effort and commitment we have seen from Stein Industries employees has been extraordinary. The daily communications that remain so critical to our businesses and community are continuing. It is an amazing demonstration of what people can do when they come together and put their minds towards and for a common goal. And our collective goal remains in place - to service our customers and maintain our relationships at the same level of communications, expertise and energy as if we are all in the office and warehouses as usual!

 

March 26 Update

 

Stein Industries is now in day eleven of our “Work from Home” and “Modified Assembly, Shipping and Warehouse Schedule” implementation. We are overwhelmed with pride as to how this organization has handled the transition and embraced our new work routines.  We are continuing to operate our businesses, communicate with our supply chain partners and most importantly service our customers. The Coronavirus Task Force continues to meet regularly to share specific issues and best practices.  

 

Today’s update will provide more information on COVID-19, address several questions that have been asked and provide additional information related to our plans related to the new “stay at home” order from Governor Tim Walz. We also want to address the questions that have come in relation to staff and hour reductions in the most direct and straightforward manner possible. Our management team is looking at every scenario on a division by division bases to determine the economic impact that COVID-19 virus is having on our industries and markets that we participate. Our desire of course is to manage through without staff reductions but the economic reality of revenue declines for months if not quarters may force us to make difficult staffing decisions. You have our commitment that we will be direct, transparent and straightforward and we will do everything we can to support any individual that is impacted by changes that may come. 

 

We also want to take a moment and thank the employees of Stein Industries for all that you are doing for the businesses while also taking the Coronavirus seriously. The data over the past eleven days for our state has been better than many areas of the country and we should be proud of the role we are playing in balancing business & economic productivity with the social distancing requirements that are consistent with the goals established by Governor Walz.  

 

Here are the Updates for the Week:

 

Updates & Learnings:

 

• Minnesota “Stay Home” Executive Order – on Wednesday March 25th Governor Walz announced a “stay home” order to Minnesota for the period March 27th – April 10th. The impact on Stein Industries will be as follows:

 

• E-Switch - will continue to operate as an essential business as certified by several medical supply companies that have issued us letters declaring our product essential to their production of ventilators and other relevant equipment.

 

• AirFlo Merchandising Systems - will continue to operate as an essential business as broadly certified by the Produce Marketing Association (PMA). A certification letter has been provided that can be utilized by employees that conduct food business and support grocery stores as also reflected in the executive order issued by the Governor.

 

• Ten Logistics – will not be impacted by the executive order as all operations are currently being conducted by at home workers. With that said, logistics is an important element of the country’s economic engine and is also called out in the executive order as it moves the many products that must get to their destinations so essential and critical business can be conducted nationwide.

 

• Carlson Fixtures – at this time, Carlson Fixtures will not be considered an essential company. All those employees able to work from home will continue to do so, serving customers with information, quotations, inventory reports, week touch base calls and all other activity. From an assembly, warehouse and shipping perspective we will not be able to run our regular hours and operations during the 3/27 – 4/10 period.  
  
  Management will be working in the coming days to determine a schedule and plan of action impacting warehouse personnel that allows us to accomplish the “musts” like emptying arriving containers while also respecting the executive order issued by the Governor.

 

• Stein Corporate – Stein Industries Corporate will continue to operate as an essential business as it is fully aligned with the essential divisions providing daily, weekly, monthly information & critical support to each operating unit.

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• COVID-19 Symptoms – detailed below is a chart from the WHO and Center for Disease control that provides a comparative analysis of symptoms from colds, flu & allergies:

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• Illness Tracking – each of the division managers and supervisors have established illness tracking spreadsheets to track illness and time outside the office. This information is important and relevant to HR in that understanding the health of our employees is critical information to prevent the passing of COVID-19 but also relevant to state programs that reimburse the company applicable time utilized under the emergency leave act that we are implementing. Please notify your manager or supervisor if you are ill and managers please utilize the spreadsheets to ensure we are tracking illnesses and time outside the office appropriately.

 

• Masks – due to the care and kindness of several or our suppliers we have received over 1,000 masks from China for distribution to employees and their families. We understand there are several theories on use of masks in protecting against COVID-19 and we have provided one article below discussion the effectiveness of wearing masks. Currently, use of masks in our facilities is optional but know that your Presidents and managers have them available for you and your family if you would like them. Also note that any extra masks, particularly the N95 levels, will be donated to local doctors and medical facilities in our community.

Wearing a face mask is certainly not an iron-clad guarantee that you won’t get sick – viruses can also transmit through the eyes and tiny viral particles, known as aerosols, can penetrate masks. However, masks are effective at capturing droplets, which is a main transmission route of coronavirus, and some studies have estimated a roughly fivefold protection versus no barrier alone, although others have found lower levels of effectiveness. If you are likely to be in close contact with someone infected, a mask cuts the chance of the disease being passed on. If you’re showing symptoms of coronavirus, or have been diagnosed, wearing a mask can also protect others. So, masks are crucial for health and social care workers looking after patients and are also recommended for family members who need to care for someone who is ill – ideally both the patient and caregiver should have a mask. – The Guardian Web Site.

 

 

• 401K Investments – in this time of uncertainty there are many questions that come up from employees regarding personal 401K investments and what is best thing to do. As a matter of practice, Stein Industries management is not allowed to provide investment advice however we do have resources available that can. Please contact:

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Ross Dahlof                                                                      Scott Lichter

Investment Advisor                                                           Investment Advisor

952-653-1071                                                                   952-653-1077

rdahlof@christensengroup.com                                        slichter@christensengroup.com

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Spencer Rose

Investment Advisor

952-653-1047

srose@christensengroup.com

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Stein Industries Plan Information:

 

• Name - Stein Industries, Inc. 401(k) & Profit-Sharing Plan

• Plan Number - 12261

• To update or make changes to investments or plan contributions,employees should contact Fidelity via the following options:

  • Online - www.401k.com

  • Phone - 1-800-835-5097

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• Password Changes – consistent with our Cybersecurity policies, company passwords need to be changed on a regular basis. The timing of the changes will continue even as many are working from home. Please see instructions to change password remotely: 

 

1. Start your PC.

2. Don’t open any programs.

3. Log into the Stein VPN (using Watch Guard) with your current password.

4. Once you’re logged in, press Ctrl-Alt-Del 

5. A screen will appear – select Change Password.

 

 

 

 

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You will have to enter your current password, and then enter your new password:

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Once your new password is accepted, follow the Mitel Phone System instructions that have been

provided to you and update your Mitel password, so you can receive voice mail in Outlook.

Also remember if you receive email on our phone or other approved devise, your e-mail password

will need to be updated in each device as well.

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• Frequently Asked Questions: 

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• How are we protecting employees still working in our facilities – steps implemented to protect employees working in our facilities include; elimination of all non-essential visitors, minimizing contact between individuals within the office, eliminating warehouse personnel from coming to the front office, daily cleaning, authorizing managers to implement rotating shifts and to alter hours as needed, providing gloves and masks to all employees who want them. 

 

• How are we handling employees that are “high risk” to COVID-19 exposure – if an employee self identifies as “high risk” to COVID-19 exposure and is unable to work from home we are providing an extra 80 hours/10 workdays at no loss of wages to the employee under the emergency leave policy. All other accrued PTO time is also available for use if the employee is taking time off away from work. 

 

• How are we handling a situation where employees don’t feel comfortable coming in even if the company is open under an “essential company” designation - employees that choose to voluntarily stay home while we are still operating will not be penalized and will be able to utilize PTO for as many days as they have available. At this time, voluntary time away from work will not qualify for extra hours under the emergency leave policy.

 

• If employees are required to stay home, will there be compensation – in the event of a “stay home” or complete shut-down determined by either the Stein Task Coronavirus Task Force or by the State of MN, employees, under the emergency leave policy, will be eligible for an extra 80 hours/10 workdays at no loss of wages to the employee. We are also continuing to  examine the many state and federal programs that are now in various stages of approval to determine employer/employee options.

 

• How will various time off situations impact health care benefits -  Stein Industries is currently reviewing the state and federal programs to determine the best way to address health care benefits if an employee is not working due to one of the many scenarios possible. We are committed to working through the different scenarios and having a clear direction for each situation as state and federal programs become finalized.

 

Update Reminders:

 

• Watch for Symptoms: The most common symptoms of the COVID-19 virus are fever, cough and shortness of breath.  Watch for these symptoms each day.

 

• Emergencies - dial 911 in the event of an emergency - if you are having trouble breathing, chest pains, new confusion or an inability to rouse, or bluish lips or face.

 

• Requirement to Disclose – Stein Industries requires that employees must notify us if they have the symptoms or have a confirmed case of COVID-19. If you have symptoms or a positive diagnosis, inform HR immediately at:  jengen@stein-industries.com

 

• Stein Industries Updates – this update along with all previously posted information will remain on the Stein Coronavirus web site:  www.stein-industries.com/coronavirus

 

• Direct Email – the direct email link to the Stein Industries Task Force for non-emergency matters is up and functioning:  covid@stein-industries.com  

 

 

Thank you again to all Stein Industries employees for your commitment and efforts as we navigate through this extraordinary time. Communication remains the blood lines of our organizations and we encourage you to keep your President and managers up to speed with any information, issues related to the business and please be proactive with suggestions and ways we can improve. Our collective goal remains in place - to service our customers and maintain our relationships at the same level of communications, expertise and energy as if we are all in the office and warehouses as usual! 

 

March 19 Update

 

Stein Industries is now in day four of the “Work From Home” and “Modified Assembly, Shipping and Warehouse schedule” rollout.  The Coronavirus Task Force continues to meet daily via Zoom to review the rollout, share best practices and understand specific issues that need to be addressed. Today’s update will cover several learnings and action items that have come up from the initial rollout as well as address plans relative to cleaning our facilities and what specific actions we will be taking if we have an employee identified with a positive COVID-19 diagnosis. We want to thank the employees of Stein Industries; for taking the Coronavirus seriously, for handling the work transitions with efficiency and for demonstrating a professionalism that reflects positively on our internal teammates, our suppliers, our extended sales networks and most importantly our customers:

 

Updates & Learnings:

 

• Printing at home – each division President has worked with those requesting to print at home to determine a plan of action for each scenario. For those approved to print at home, a reminder that all documents printed should be considered private and confidential and all existing user and confidentiality policies of the company apply. We also ask that if you are printing at home, you save all printed documents and bring them to the office for shredding when we get past the Coronavirus restrictions.

 

• ADP Clock In/Out Remotely - employees are now able to clock in/out from any device that has internet connection including cell phones and I-Pads. Managers will also be able to approve timecards from any internet connection.   Remember, employees still required to submit PTO if they are taking time as a personal day. For the employees working in the warehouses, please continue to clock in/out from the time clock in the warehouses.

 

• ADP Digital Pay Statements - between the dates of March 23rd and March 31st, direct deposit pay statements will transition from paper to digital based. Digital will become the default delivery setting for pay.  You can still access a copy of your pay statements by going to ADP – Myself – Pay – Pay Statements and click on ‘View Check’ below the copy of your check.  

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• Tech Support – a huge acknowledgment to Steve and the IT group for having the vision and plan to prepare Stein Industries and our network for remote connections, VPN’s, multifactor security authentications and the bandwidth that is required for a large at home workforce. This week the team is working tirelessly to get and keep us up and running and they remain committed to supporting our employees in any way they can. To this end, please use your judgement when reaching out for help into the late evening hours.  If it is an emergency, they will be glad to help - but if it can wait until the morning please consider this as an option. The standard practice, if able to connect via the VPN, remains to fill out an IT Service Request. They are committed to helping all and will be back to you with the help you need just as soon as possible.

 

• Expense Checks – while personal expenses will most likely be limited due to travel ban, any personal expenses approved through Concur will have checks mailed to you at the home addresses on file with human resources.

 

• Email Etiquette – with our large at home work force our email activity seems to have increased dramatically.  Please consider these email tips to increase efficiency:

 

• One person in the TO:  they will then know they own the answer.

• CC only those that are critical to the information.

• Eliminate REPLY ALL “thank you”.

• Utilize clear and consistent SUBJECT LINES.

• Avoid changing SUBJECT LINES which upsets the string

 

• Office Etiquette – currently we continue to have a staff in our buildings either permanently or on a rotating schedule.  When in the office please be respectful of others personal space and try and maintain a six-foot separation.   Gathering in groups of multiple people should be minimized and only hold meetings in larger conference  areas where people can spread out to accommodate the six-foot spacing.   Ideally you would use Zoom for virtual meetings – a very effect communications tool that many are now using to hold meetings and maintain daily and effective communications.

 

• Office Voice Mail – the entire office has now had their office voice mail linked and transferred to their email.  If you would have any questions or need help utilizing this function, please fill out an IT Service Request and they will get with you as soon.

 

• Clean Desk Policy – considering the current situation and in anticipation of additional cleaning needed, the next time employees are in the office we ask that they clean off their desk surfaces before leaving for the day.  This will help immensely in the instance that we do have a positive diagnosis in the building and a “deep clean” is necessary.

 

Additional Updates & Plans:

 

• Watch For Symptoms:   The most common symptoms of the COVID-19 virus are fever, cough and shortness of breath.  Watch for these symptoms each day.

 

• Resources Available for Care/Questions Regarding The Virus - If you are experiencing any of the symptoms listed above, stay home and contact the state health hotline  (1-800-657-3903) or your health care provider.  Due to overwhelming strain on our medical facilities and emergency rooms, the CDC is recommending that people with mild symptoms who suspect COVID-19 utilize Telemedicine options as much as possible.  If you are currently covered under Allina Health Aetna, you can utilize the Telemedicine option via www.onlinevisit.allinahealth.org or call (1-888-984-3638).   If you utilize a different health care provider, you can check with that plan’s website or contact alternative resources such as www.OnCare.org for more information and options.  Deductibles related to Telemedicine visits due to the COVID-19 are being waived for the next 60 days.

 

• Emergencies - dial 911 in the event of an emergency - if you are having trouble breathing, chest pains, new confusion or an inability to rouse, or bluish lips or face.

 

• Requirement to Disclose – Stein Industries will implement a strict requirement that employees must notify us if they have the symptoms or have a confirmed case of COVID-19.   If you have symptoms or a positive diagnosis inform HR immediately.

 

• Time Off For COVID-19 - relative to time off and related pay for a positively diagnosed employee, we have enacted an emergency leave policy that will provide up to 80 hours/10 workdays at no loss of wages to the employee.   An emergency leave is defined as days in which an individual is unable to work due to one of four qualifying reasons related to COVID-19:

 

• The employee has a current diagnosis of COVID-19.

• The worker is quarantined (including self-quarantine due to potential exposure) at the instruction of a health care provider, employer or government official.

• The worker is caring for another person who has COVID-19 or who is under a quarantine related to COVID-19.

• The worker is caring for a child or other individual who is unable to care for themselves due to the COVID-19 related closing of their school, childcare facility or other care program.

 

• Cases of COVID-19 – Stein Industries plans on taking the following actions for suspected (symptoms but no test) and confirmed COVID-19 cases with employees:

 

1. If an employee is exhibiting symptoms that fit within the framework established for COVID-19 -we will send them home and request they get checked or, if the employee notifies us that they have tested positive  - for both cases we would mandate a self-quarantine of 14 days. 

2. Shut down the area(s) where the affected employee was working or would’ve had contact with (i.e. breakroom, bathroom, etc.).

3. Anyone who had contact with that person or been exposed to a transmission from that person should be notified (without specifying the name of the impacted employee) and be sent home for self-quarantine of 14 days.

4. Deep clean and sanitize areas prior to re-opening area(s) for activity.

 

• Office Cleaning Plan – Stein Industries uses Marsden Services for our office cleaning.  Marsden is a top tier building services company with over 52 locations across the USA.  The current office cleaning plan includes preventative cleaning at the end of each day.

 

• Preventative Cleaning Scope - LEVEL ONE DISINFECTION - Normal EPA Approved disinfectants are used to sanitize critical items that come into contact with skin. This would include shared articles that our staff would touch on any given day, including but not limited to the following:

 

1. Door handles                                                        7. Remotes

2. Light Switches                                                      8. Microwave Buttons & Handles  

3. Cabinet Handles                                                  9. Handrails

4. Refrigerator Handles                                          10. Telephones

5. Restroom Fixtures                                              11. Breakroom countertops & tables

6. HVAC Control Buttons                                        12. Conference room tables

 

• Scope of Cleaning if Confirmed Case In Our Facilities – in the case where we have a confirmed Covid -19 case in one of our buildings we will coordinate a cleaning plan with the CDC or utilize State level directives.  We suspect it would include a 24-hour shut down and “deep clean” that would include the following:

 

LEVEL THREE - DISINFECTION

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High-level EPA approved disinfectants on all critical and non-critical items that would come into contact with either mucous membrane skin contact or non-intact skin. These disinfectants are generally only found in EPA Approved, hospital grade, healthcare settings to kill endospore-forming bacteria that can cause infection to spread. Sporicidal disinfectant products are traditionally used in surgical centers or in facilities susceptible to dangerous micro-organisms. The process of this disinfecting would most likely be full agitation along with some fogging/spraying of disinfectant in cloth material on chairs, and other furniture fixtures and partitions. High-level disinfectant products are typically of the following compounds: Bleach, Hydrogen Peroxide, Peracetic Acid, Hypochlorite or Glutaraldehyde.  All items in level one cleaning are included in level three and we suspect additional Items that would be sanitized would include:

 

a. Windowsills                                                              e.  Presentation Boards

b. Vertical metal on Partitions                                      f.   All Cabinet Surfaces

c. Door Frames                                                            g.  Wall Surfaces

d. Various Desk Surfaces                                             h. Some hard surface ceiling

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• We will continue to post all Stein Industries updates and information to the previously established Coronavirus web site:  www.stein-industries.com/coronavirus  

 

• We have also established a new direct email link to the Stein Industries Task Force to be used by employees for open communications and feedback of non-emergency matters.  The email is covid@stein-industries.com  where you can 1) make suggestions  2) provide feedback  3) issue concerns that you may have.

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Thank you again to all Stein Industries employees for your perseverance through this critical  time in our organization.  Communication is important and we encourage you to keep your President and managers up to speed with any information, issues related to the business and also utilize the new direct email address if you would like to make suggestions, provide feedback or relay any issues to the Task Force directly.

 

Our collective goal remains in place - to service our customers and maintain our relationships at the same level of communications, expertise and energy as if we are all in the office and warehouses as usual.  Thank you for your understanding and patience during this unprecedented time for our organization and community.  

 

March 16 Update

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As the Coronavirus situation continues to unfold quickly, the Stein Industries task force met Sunday afternoon, March 15th and made several important decisions.   Effective immediately, Stein Industries will be taking critical steps to support the nations efforts to slow the advancement of the Coronavirus.  The new actions below will be explained in detail be each division President and at Corporate your Department Manager first thing Monday morning March 16th:

 

New Actions & Plans:

 

• Stein Industries will be moving to a “Work From Home” program with implementation starting Monday March 16th.   This program will impact employees whose job positions and responsibilities are able to successfully be completed while working at home.   This is currently an optional but recommended program that will continue for the next 15 days and be reviewed again on March 31st.   The purpose of this program is to minimize contact between workers and reduce the chance of Coronavirus spread.

 

• Each division President and Corporate manager have been given broad authority to implement this program, determine to what degree each employee is able to work at home and to determine when they are required to be in the office.   They will work hand in hand with Corporate departments to implement a plan that allows us to continue running our businesses and servicing the needs of our customers while also respecting the need for separation among workers to slow the advancement of the Coronavirus.

 

• In respect to our Assembly, Shipping and Warehouse operations, this week the Presidents will be working with our Operation & Warehouse Managers to implement rotating work schedules and potentially modified hours to effectively create separation between workers and minimize the chance of the virus spreading.  Our goal is to continue operations to serve our customers but also respect the need to prevent the advancement of the Coronavirus.

 

• While the above steps will help to prevent the advancement of the virus within our organization it does not replace the need for each one of us to be vigilant and engage in good hygiene practices while at work and at home, especially regular hand washing, for 20 seconds with soap and water (optimal), or if water is not available, using alcohol-based hand sanitizers.  

 

• Importantly, and a critical reminder, if you are feeling ill, have a sore throat, temperature, or have cold or flu-like symptoms do not come to work.  Contact your care provider and determine the correct plan of action to address your specific symptoms.

 

• It is also important to heed the advice of experts and those countries that have already been through the many stages of the virus to minimize social interactions and to avoid large groups of people.   It is inconclusive at this point as to whether a person must have the symptoms of the virus to be contagious so minimize interactions over the next several weeks with all people, those with symptoms or those without symptoms will be critical for our local community and our nation to overcome the Coronavirus.

 

• To this point above, when it is possible you should try and maintain 6’ between individuals.  We are asking Presidents and managers to minimize large group meetings and begin using Zoom, telephones and conference calls to communicate even between departments when possible.     

 

• Regarding time management we will be working with ADP to set up the ability for employees to clock -in while working remote.  Until this is set up, we ask that you set up a system to manually track time.  It is also our expectation and intention to have everyone earn a full 40 hours regardless of rotations or if modified hours requested by management are less than 40 hours.   We should continue to record in and out for lunch and keep standard availability to a normal schedule.  Overtime, which should be minimal must still be approved by Managers.   If you have any questions related to hours, pay, or specific situations, speak with your division President, Manager or HR.   

 

• Regarding a situation where we have an employee that is diagnosed positively for COVID-19, we will be following specific recommendations and actions required by the CDC.   This will include notification to other employees as well as potentially cleaning areas where the worker was active.   Relative to time off and related pay for a positively diagnosed employee,  we have enacted an emergency leave policy that will provide up to 80 hours/10 workdays at no loss of wages to the employee.   An emergency leave is defined as days in which an individual is unable to work due to one of four qualifying reasons related to COVID-19:

 

• The employee has a current diagnosis of COVID-19.

• The worker is quarantined (including self-quarantine due to potential exposure) at the instruction of a health care provider, employer or government official.

• The worker is caring for another person who has COVID-19 or who is under a quarantine related to COVID-19.

• The worker is caring for a child or other individual who is unable to care for themselves due to the COVID-19 related closing of their school, childcare facility or other care program.

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• For those employees participating in the “Work From Home” program, laptops will be provided for your use at home.   It is understood that use of the equipment and use of data through this equipment will be consistent with all existing user and confidentiality policies of the company.   It is also our expectation that you connect to Stein Industries network though the approved VPN and Multifactor approval methods provided and approved only by the Stein Industries IT department.   If you have any questions or need help with the set up or usage of this equipment please contact DJ McClain at mobile 763-498-1465 or Steve Cromer at mobile 612-803-7735.

 

• Cell phone information that was made available has been added to OUTLOOK for several Stein Industries employees.  It would be ideal if the leadership teams at each division exchanged cell phone numbers and each employee had the cell phone number of their manager.

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Continuing Actions:

 

• We are working with our cleaning service to make sure that common areas such as restrooms, conference rooms & lunchrooms are being thoroughly cleaned and disinfected daily.  We are also exploring options if we need a “deep clean” or have circumstances we need additional cleaning services.

 

• Travel ban remains in place including all international and domestic business travel.   This includes local trips to customers or suppliers that isn’t essential or business critical.  We will review the travel ban on 3/31/2020 to determine plan of action going forward regarding business travel.

 

• We are asking any employee who has or will travel personally to places designated by the CDC as at high risk for COVID-19, effective at the time of departure or return, or who knowingly has been exposed to others who have traveled to such locations to self-quarantine for 14 days.

 

• For others who are traveling outside the Minneapolis area personally or have visitors from outside the area, we ask that you apply good judgement, try to avoid areas of high coronavirus incidence.   Please consider your fellow workers and  if concerned talk to your supervisor or human resources before returning to the office.

 

• Visitors to our buildings will be restricted to those who provide essential services including mail delivery, office supplies, cleaners, building maintenance, truck drivers, blanket wrappers & lumpers.  Non-essential visits from customers, suppliers, vendors and non-employees are to be avoided.

 

• Food deliveries to the buildings will be allowed but please arrange to meet the delivery driver at the door of your building and don’t bring them into the lobbies.

 

• We will not be utilizing or bringing in new temporary workers to the buildings.  No new temps should be brought into our facilities until further notice.

• We have postponed the Twins Home Opener celebration until a later date in the year where we can still have it catered by an outside service and all gather and interact without increasing risk of exposure.

 

• We have set up a web site:   www.stein-industries.com/coronavirus where all updates and information will be posted and remain posted until it is determined that we as an organization and community are past the threat and issues related to the virus.

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The Stein Industries task force will meet on a regular basis and will work though issues that come up as we implement the Work From Home and Rotating/Modified Shift Warehouse plans.   Communication is critical and we ask that you consistently keep your President and Managers up to speed with any issues, challenges as well as offer any ideas and suggestions as to how to make this plan work better.   Our goal is to service our customer with same level of expertise and energy as if we are all in the office and warehouse as usual.    We know we have the people, the desire and the ability to execute this plan effectively.   We will come through this terrible pandemic and be a better company for it.  Thank you for your understanding and patience during this unprecedented time for our organization, the community and our nation.

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March 12 Update

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The World Health Organization has now declared the COVID-19 outbreak a Pandemic.  Minnesota is currently in containment mode and as such we, at Stein Industries, are continuing our efforts and plans to protect our workplace in the event of an infectious disease outbreak.  We understand concerns about COVID-19 are top of mind and we want to share information about how we are responding as well as resources that are available for testing and care.

 

Current Actions:

 

• Stein Industries has formed a task force that includes all Corporate Managers and each Division President.  We will be meeting weekly to address the latest developments and will increase these meetings as needed.   Following each meeting and Stein Industries Coronavirus Update will be issued to the full company.

 

• We are continuing to encourage employees to engage in good hygiene practices while at work and at home, especially regular hand washing, for 20 seconds with soap and water (optimal), or if water is not available, using alcohol-based hand sanitizers.

 

• Reminder, that if you are feeling ill, have a sore throat, temperature, or have cold or flu-like symptoms do not come to work.  Contact your care provider and determine the correct plan of action to address your specific symptoms.

 

• We are working with our cleaning service to make sure that common areas such as restrooms, conference rooms & lunchrooms are being thoroughly cleaned and disinfected daily.  

 

• We are expanding our travel ban to include all international and domestic business travel.   This includes local trips to customers or suppliers that isn’t essential or business critical.  We will review the travel ban on 3/31/2020 to determine plan of action going forward regarding business travel.

 

• We are asking any employee who has or will travel personally to places designated by the CDC as at high risk for COVID-19, effective at the time of departure or return, or who knowingly has been exposed to others who have traveled to such locations to self-quarantine for 14 days.

 

• For others who are traveling outside the Minneapolis area personally or have visitors from outside the area, we ask that you apply good judgement, try to avoid areas of high coronavirus incidence.   Please consider your fellow workers and  if concerned talk to your supervisor or human resources before returning to the office.

 

• Visitors to our buildings will be restricted to those who provide essential services including mail delivery, office supplies, cleaners, building maintenance, truck drivers, blanket wrappers & lumpers.  Non-essential visits from customers, suppliers, vendors and non-employees are to be avoided at least until 3/31/2020 when we will re-evaluate.

 

• Food deliveries to the buildings will be allowed but please arrange to meet the delivery driver at the door of your building and don’t bring them into the lobbies.

 

• We will not be utilizing or bringing in new temporary workers to the buildings.   If already in place temps can continue to come in, but no new temps should be brought into our facilities until it is reviewed and determined in the future.

 

• We will postpone the upcoming Twins Home Opener celebration until a later date in the year where we can still have it catered by an outside service and all gather and interact without increasing risk of exposure.

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• We have also set up a web site:   www.stein-industries.com/coronavirus where all updates and information will be posted and remain posted until it is determined that we as an organization and community are past the threat and issues related to the virus.

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Testing and Care Information:

 

For employees who are currently enrolled in Stein’s health plan, Aetna has chosen to waive all copays for telemedicine and diagnostic testing related to the virus for the next 90 days.

 

• For the next 90 days, Allina Health Aetna (AHA) will offer zero co-pay telemedicine visits for any reason.  AHA members should use telemedicine as their first line of defense in order to limit potential exposure in physician offices.  Cost sharing will be waived for all video visits through the CVS MinuteClinic app, Aetna-covered Teledoc offerings and in-network providers delivering synchronous virtual care (live videoconferencing).

• Through Aetna’s Healing Better program, members who are diagnosed with COVID-19 will receive a care package containing CVS over-the-counter medications to help relieve symptoms.  The package will also include personal and household cleaning supplies to help keep others in the home protected from potential exposure.

• Through existing care management programs, Aetna will proactively reach out to members most at risk for COVID-19.  Care managers will walk members through what they can do to protect themselves, where to get information on the virus and where to go to get tested.

• For those who are covered under alternate health plans, please contact your insurance provider to find out more about what is available. 

• Kare 11 recently ran a story regarding M Health Fairview which may be offering curb side service at four M Health Fair view locations.  You will need to call ahead (1-855-324-7843) for details regarding eligibility and availability.    

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As this coronavirus situation continues to unfold, the Stein Industries task force will be meeting as needed and will be discussing issues and strategies that may include; alternatives related to remote work options, rotating work teams, various warehouse strategies, options for extended paid leave, impact of school closing on workforce, various mobile communication tools, potential information “hot lines” and all other related topics associated with the coronavirus . 

 

We are committed to consistent and open communications and will continue to update you on a weekly basis and post to the www.stein-industries.com/coronavirus site as we receive new information.   Thank you for your understanding and partnership in this unprecedented time in our organization and community.   If you have any other questions or concerns, please contact the Stein Industries Human Resources Department.

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March 2 Update

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We understand that our employees, suppliers and customers may have questions and concerns about the new coronavirus, now called COVID-19.  Be assured we are monitoring this situation and will be taking precautionary steps in the event the spread of this virus becomes a local concern.  This global situation is changing daily, so please know we will continue to update as information becomes available from the Center for Disease Control (CDC) and other state or local agencies. 

 

Right now, most organizations are in the prevention stage of managing a potential outbreak. Consistent with the CDC and Allina Health Web site we are recommending the following simple, everyday habits to help prevent the spread of illness throughout our company and community:

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• As always, company personnel should stay home if they are feeling ill, have a fever of 100 degrees or more, or are exhibiting cold or flu-like symptoms. 

• Avoid touching eyes, nose or mouth. 

• Cover coughs and sneezes. Use a tissue then properly dispose of the tissue. When a tissue is not available, cough or sneeze into your elbow, not your hands.

• Wash hands for 20 seconds under clean, running water to help prevent the spread of germs. Use hand sanitizer if hand washing is not possible.

• Do not share water bottles, other drink containers or utensils. 

• Avoid close contact with people who are sick.

• Clean and disinfect frequently touched objects and surfaces (i.e.: door handles and railings). 

• Currently Stein Industries is not authorizing/approving any travel to China, Korea, or any of Asia and Europe.  We will continue to monitor the situation daily and determine if additional restrictions are needed in the future. 

• Anyone planning travel internationally or domestically should review the recommendations posted on CDC's Travel Health Notices and keep an eye on the news for updates on this evolving situation.

• For additional information about the New Coronavirus, please read below information recently published in the FAQ’s on the Allina Health Aetna member sign in web site.

 

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You can find more information on COVID-19 at these links:

• https://www.cdc.gov/coronavirus/2019-ncov/index.html

• https://www.who.int/emergencies/diseases/novel-coronavirus-2019

• https://www.cdc.gov/coronavirus/2019-ncov/about/steps-when-sick.html

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