COVID-19 Building Reminders and Rules by Location

Collective Agency’s physical locations are temporarily closed starting at 12am March 25th except for mailing addresses. Collective Agency Videochat is our newest location.

Last updated March 24: Starting all of last week, more members were coming to Collective Agency Videochat than all of the in-person locations combined. Today it was a typical coworking or a busier day at Videochat compared to any of our locations in the previous era.

Everything is updating so fast, so the rules/terms on these pages may be out of date. The “last updated” means the last time these pages are updated. Members are getting emails with the most up-to-date rules/terms, and our Slack channel has even more recent updates.

We’ve also moved all events to online rooms unless otherwise specified (currently all events are online), and there’s a coworking room for members and guests online too.

This page includes:

  • Collective Agency’s physical locations are temporarily closed starting at 12am March 25th except for mailing addresses.
  • Executive Order No. 20-12.
  • Temporary Rules for all 3 physical Collective Agency locations
  • Building updates/reminders:
    • Montavilla
    • Division
    • Downtown
  • Videochat events and coworking

Collective Agency’s physical locations are temporarily closed starting at 12am March 25th except for mailing addresses.

“By Governor’s orders yesterday and confirmed by our real estate lawyer this morning, here’s the *only* ways the physical locations are open until the crisis or these rules are announced ended or changed by the Governor. Starting at midnight tonight:
1. All Collective Agency locations are still open for mail pickup and small enough packages to go in our mail slots (Division has the largest secure mail delivery box). And if you’d like your mail forwarded to you weekly, I can do that too, just email me.
2. For any member who wants to come in to water the plants or do cleaning or pick up things, they may do that; message me to coordinate on schedule.
3a. For any member who does not have the *ability* to get internet connection at home somehow for them to do work (internet through their phone, or any internet company at all):

  • If they don’t have internet yet, they can come in only until they get it ASAP by making an effort ASAP.
  • If they live where there isn’t enough phone signal and no internet provider and no other internet option possible at home, they have to message me and then they can keep coming in until it *is* possible for them to have internet at home.

3b. If they have work like a therapist where some of their clients would need them to be in an office and not at home, they may come in only for those therapist calls, for example. They have to message me if they would do that.

4. Members need to minimize the number of visits for any of the above tasks, and the amount of time they are physically on-site needs to be limited to the minimum amount of time necessary for the above tasks.
[The six-foot rule, other orders/laws for the crisis, and temporary rules for Collective Agency, apply at all times, see below.] 5. If I’m forgetting something, ask me about it before you come in.
6. Distractions at home, lack of comfort at home, not being able to focus at home, being in an ‘essential’ role or industry, etc, are *not* an allowable reason to come in. (We’ve only had two members coming in, since Friday or before, one per location.)
7. From talking with the lawyer, the law is *super*-clear for Collective Agency’s physical locations. When the law changes, that’ll be the new law and I’ll send out an update.
8. Disclaimer: This is not intended as legal advice for anyone’s business, other than setting the rules regarding coming in to Collective Agency’s physical locations.
Videochat and Slack are the new Collective Agency coworking spaces with cozy community. https://collectiveagency.co/zoom/ and https://collectiveagency.slack.com has the info. [More information about that, and upcoming member events at Videochat, was sent out soon after.]”

Executive Order No. 20-12 

was issued the morning of March 23 for the State of Oregon. Here’s what might be the most relevant text for members and Collective Agency (this page is not providing legal advice). There are additional earlier orders too which still apply. Bold is added here:

“Stay Home, Save Lives

1. It is essential to the health, safety, and welfare of the State of Oregon during the ongoing state of emergency that, to the maximum extent possible, individuals stay at home or at their place of residence, consistent with the directives set forth in my Executive Orders and guidance issued by the Oregon Health Authority. To that end… I am am ordering the
following:

a. Non-essential social and recreational gatherings of individuals outside of a home or place of residence (e.g. parties, celebrations, or other similar gatherings and events) are prohibited immediately, regardless of size, if a distance of at least six feet between individuals cannot be maintained. [Gatherings of 25 or more people are prohibited no matter what.]

c. When individuals need to leave their homes or residences, they should at all times maintain social distancing of at least six feet from any person who is not a member of their immediate household, to the greatest extent possible, and comply with the other Social Distancing Requirements Guidance issued by the Oregon Health Authority.

d. Individuals may go outside for recreational activities (walking, hiking, etc.), but must limit those activities to non-contact, and are prohibited from engaging in outdoor activities where it is not possible to maintain appropriate social distancing (six feet or more between individuals).

e. Failure to comply with any of the provisions of this Executive Order constitutes an imminent threat and creates an immmediate danger to public health. Any person found to be in violation of this Executive Order is subject to the penalties described in ORS 401.990. [“Any person knowingly violating any provision of this chapter, or any of the rules, regulations or orders adopted and promulgated under this chapter, shall, upon conviction thereof, be guilty of a Class C misdemeanor [“Under Oregon law, a Class C misdemeanor is punishable by up to 30 days in jail, a fine of up to $1,250, or both.”].“]

Workplace Restrictions

9. …effective March 25, 2020, all businesses and non-profit entities with offices in Oregon shall facilitate telework and work-at-home by employees, to the maximum extent possible. Work in offices is prohibited wherever telework and work-at-home options are available, in light of position duties, availability of teleworking equipment, and network adequacy.

10. When telework and work-from-home options are not available, businesses and non-profits must deisgnate an employee or officer to establish, implement, and enforce social distancing policies, consistent with guidance from the Oregon Health Authority. Such policies also must address how the business or non-profit will maintain social distancing protocols for business-critical visitors.

11. Businesses and non-profits that fail to comply with paragraphs 9 and 10 of this Executive Order will be closed until they demostrate compliance.

Enforcement

23. The directives in this Executive Order are effective statewide.

24. This Executive Order is a public health law… Additionally, any person found to be in violation of this Executive Order is subject to the penalties described in ORS 401.990. [“Any person knowingly violating any provision of this chapter, or any of the rules, regulations or orders adopted and promulgated under this chapter, shall, upon conviction thereof, be guilty of a Class C misdemeanor.”] …
This Executive Order is effective immediately, and remains in effect until terminated by the Governor.

Done at Salem, Oregon this 23rd day of March, 2020.

Kate Brown, Governor.”

Temporary rules for all 3 physical Collective Agency locations

most of these rules were in effect since Wednesday March 18 and some were updated Sunday March 22. See the prior Executive Order and other government rules which take precedence over our rules:

Coming in / before coming in:

1. Decide not to come if you think you might be sick or contagious with any cold or flu, and if you think it is, don’t come in for at least 1 week after all symptoms are
gone, unless it’s diagnosed as COVID-19, in which case get confirmed by a doctor screening again that it is no longer contagious before you come in.
2. As soon as you come into our suite, wash your hands for 20+ seconds with soap and water  (or at Division, use the hand sanitizer unless you wash your hands in the sinks
outside our suite and don’t touch an object directly before entering our suite).

While here:

3. If you have any other kind of cough, sneeze, etc, fully cover your mouth/nose each time with a tissue or your elbow etc just in case.
4. Don’t stand or sit next to each other: keep 6+ feet please. (Updated Friday night: this is the Governor’s order statewide – anywhere outside a household, people need to keep
6+ feet whenever possible (hallways, sidewalks, supermarkets, etc.).
5. Wipe down surfaces you’ve touched at the end of the day, including the phone booth if you’ve used it.
6. Members won’t host any in-person events.
7. Don’t accept mail or packages for other suites in the building for any reason. If you open the door for UPS etc for our suite, stay at least 6 feet away at all times.
8. No guests allowed.

Montavilla-specific additional new rules*:

  • “Decide not to come if you think you might be sick or contagious, or if you’re socializing in-person outside of Collective Agency Montavilla and your
    household.” is now a Community Guideline for Montavilla.**
  • “After two weeks of being within the above terms (or if they’ve been within the above terms since the start of Monday March 16), if someone agrees to these new rules (along with the other terms and the community guidelines), then they can be here in person if they:
    • a) are a member,
    • b) want to be a new member,
    • c) are in a member’s household and come as the member’s guest.”

*temporary = Wording for all these questions is clarified with something like, “The intent is that as soon as it’s clearly safe to do so (whether that’s in a month or a year or whenever), we can
remove these stipulations. These measures will be held in place for the foreseeable future—until the CDC, WHO, and other health organizations agree that COVID is no longer a threat and recommend that such extreme measures are no longer necessary, at which point rules/guidelines [XYZ whatever they’re officially going to be labeled as] will no longer be in effect unless members vote to continue/modify them.”

**”Socializing in-person outside of Collective Agency Montavilla and your household” is something each person at Montavilla will need to be aware of, but there isn’t yet agreement on what that specifically means. It’s similar to “Clean up after yourself” which is an existing guideline; prioritizing it is important, and disagreeing with doing it isn’t within the guidelines, but there isn’t a specific ruleset for the definition and there can be some variability, similar to how someone might want to scrub down their desk after using it, and someone else might want to just clean any crumbs off. Specifically, ‘socializing’ or ‘household’ is open for a broad interpretation based on the ‘very much no’ comment.)

Monday March 23rd there will be a “Stay Safe, Stay Home” order issued by the Mayor and/or Governor. We all need to be within those at all times.

-Alex (503) 915-4769

I’m confident from feedback in the past week that this would all pass the modified consensus process if it was voted on.

Division reminders/updates from the building manager:

1. “Door systems [may] be used to reduce open hours with tenant access by fob or code.” Members have a key code which you might need to access the building anytime; never give the code to someone whom you’re not sure is a member. Message Alex if you don’t know what the code is or which entry has the key code panel. Don’t hold the door for people when you come in unless you’re sure they work in the building.

2. “In the event [Collective Agency or another] Tenant has been informed of a confirmed case of COVID-19 among [a member or employee]:

  1. Provide [building management] with notice that a member of their office (no names or personal information) has been confirmed to have contracted COVID-19 by health authorities.
  2. If possible, provide a relevant date/timeline of recent visit(s) to the Premises.
  3. Follow CDCOHA / WDH guidelines for proper response to the potential outbreak including cleaning/isolation of potential areas of contact within the Premises.

In response to notification to management, [building management] will take the following steps:

  1. Inform building owner, tenants and building vendors of the reported activity within the building. No personal information or rumored activity will be shared. “an employee of a tenant within the building . . . “
  2. Coordinate, with landlord approval, on CDC recommended protocol for deep cleaning and sanitizing of all common area hard surfaces that were likely to have been exposed (elevators, lobby furniture, railings, common area doors, door handles, etc)”

3. “…the contracted maintenance… have informed us of their ongoing attention to hard surface cleaning and relevant use of disinfectants. With that in mind, it is important to acknowledge that routine cleaning will not make every surface safe for every user. Following CDC protocol for proper washing of hands, avoiding touching face and eyes and social distancing are the primary protection against transmission.”

And: “We appreciate the seriousness with which everyone is taking this crisis. … We will need to rely on clear communication and cooperation to come through this difficult time and resume normal operations in the near future.”

Downtown building reminders/updates:

All common areas outside our suite are closed except for elevators and restrooms (showers are closed), and all high touch surfaces outside our suite are being extra cleaned regularly.

Events and Coworking by Videochat:

Collective Agency member events and coworking is at Collective Agency Videochat. It’s as busy there as it was at any of our physical locations in the previous era. We’re focusing on members right now, so talk with you soon! Collective Agency Videochat is open for tours or day trials, and new members. Or email info@collectiveagency.co for a conversation starter. See the old calendar at https://collectiveagency.co/events/ And videochat coworking info is at https://collectiveagency.co/zoom/