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Coronavirus Information and Updates
The Highlands at Pittsford

March – December, 2020

To:              All Residents

From:          Lloyd Theiss

Date:          December 17, 2020

Re:             COVID/Operational Update

It is hard to believe that Christmas is next week!  We all know that the upcoming holidays will look and feel different for most of us this year.  Once again, we encourage you to stay put for Christmas and New Year’s and enjoy the wonderful holiday meals prepared for you by our HAP cooks.  The Cultural Programming team also has a few surprises up their sleeves to help make the holiday season as cheerful as possible. 

Holiday Meal Schedule:  The holiday menu will be featured on your regular weekly menu.  Please note that we are not able to honor special requests for food items that are not listed on the holiday menu.

Christmas Eve 12/24/2020:  Enjoy a nice dinner, delivered to your home at the usual delivery times, 4:30 p.m. or 5:30 p.m.

Christmas Day 12/25/2020:  Your special mid-day dinner will be delivered to your home at either 12:30 p.m. or 1:30 p.m. 

New Year’s Eve 12/31/2020:  Enjoy a nice dinner, delivered to your home at the usual delivery times, 4:30 p.m. and 5:30 p.m.  Ring in the New Year with sparkling wine shooters!

New Year’s Day 1/1/2021:  Your special mid-day dinner will be delivered to your home at either 12:30 p.m. or 1:30 p.m.

Apartments:  You will be called on Wednesday 12/23 for your Christmas Eve & Day dinner orders.  You will be called on Wednesday 12/30 for your New Year’s Eve & Day dinner orders.

Cottages:  Please call 641-6374 to place your dinner orders by 12:00 noon on 12/24 (for Christmas Eve & Day) and by 12:00 noon on 12/31 (for New Year’s Eve & Day).

Meal Deliveries:  Please keep in mind that our Dining Team is currently delivering more than 150 dinners per night while also serving the Laurelwood residents in their dining room.  Although the delivery times are designed to start at approximately 4:30 and 5:30 p.m., despite our best efforts, we may not be able to deliver your meal at those exact times.  Also, we are unable to deliver past 6:00 p.m.  Thank you for understanding.

New Director of Fine Dining:   I am pleased to announce that we have filled our Director of Fine Dining position.  Our recruitment efforts garnered a lot of interest with over 30 resumes submitted.  After careful consideration, we invited four strong candidates to interview for the position and from there we narrowed it down to our top two choices for another round of interviews.

Our final selection offer was accepted by Andy Trepanier.  Andy has nearly 20 years of senior living experience, including St. Ann’s Community at Chapel Oaks and, most recently, Cloverwood.  Andy has taken on additional operational tasks at Cloverwood over the years; his background makes him well suited to hit the ground running when he starts on January 4, 2021.  We look forward to welcoming Andy to the HAP Team!

Media Room Update:  The Media Room will reopen on Friday, December 18th.  Only 1 person is permitted in the room at a time.  Please wear a mask and use the hand sanitizer provided before and after using the equipment.  HAP staff will be responsible for cleaning/sanitizing the equipment and other surfaces in the Media Room.

In-house Mailroom:  You are reminded that the in-house mailroom reopened on Wednesday, December 16th.  Unless you have been asked to quarantine, please plan to come to the mailroom to pick up your HAP mail.  Remember to wear a mask and follow social distancing protocols.

Housekeeping:  We are pleased to announce that regular housekeeping services will resume for apartment residents on Monday, December 21st.  Look for a housekeeping memo on the shelf outside your apartment door with details.

COVID Vaccines:  Walgreens pharmacy has reached out to me with an offer to host COVID-19 immunization clinics at HAP in the coming weeks.  Due to New York State restrictions, the availability of vaccines is limited to skilled nursing facilities at the present time.  We have learned that the residents and staff at The Highlands Living Center will receive vaccines on Monday, December 21st and at The Highlands at Brighton on Monday, January 4th.  We anticipate that New York State will allow pharmacists to immunize seniors at places like Laurelwood and The Highlands at Pittsford soon after the first of the year.  As soon as we know more about the immunization process here, we will of course let you know.  Good news is on the horizon!

As we see the trucks full of Pfizer’s vaccine rolling out from the plant on the news, and anticipate others following suit, we know that there is a light at the end of the tunnel.  But we can’t celebrate a victory just yet.  We must continue to mask, social distance, and be even more vigilant than ever when it comes to best practices.  Let’s all do our part to keep the holiday season safe from COVID.

LT:ef

To:              Hahnemann Square Residents                   cc:  Cottage Residents

From:          Lloyd Theiss                                                     

Date:          December 10, 2020

Re:             COVID-19 Update

It has been more than two weeks since we learned that our first resident had tested positive for COVID.  While we are not out of the woods yet, I am encouraged to say that seven of our initial COVID-positive residents have come through their 14 day quarantine period in good health.  The remaining positive cases will finish their quarantine period on Thursday, December 17th.  These residents continue to work closely with their doctors and family to monitor their health conditions.

I had mentioned that we had three staff members on leave after testing positive.  After 14 days, the first employee has been retested (per New York State mandate) with a negative result.  They will return to work at the beginning of next week.  The other two are asymptomatic and will be retested at the end of next week.   

Looking ahead, I am optimistic about the near future and I would like to give you signs of hope for next week.  Assuming that health affairs continue to improve, both within HAP and the greater community, the following amenities will open up again for you effective Wednesday, December 16th:

Wellness Center:  At this time, the Wellness Center in Hahnemann Square will reopen for apartment residents only.  This includes both the Exercise Room and the Pool.

  • Only 1 resident may be in the Exercise Room at a time.  Couples from the same household may work out together but social distancing will apply.  Masks must be worn at all times.  Wipe down equipment thoroughly with the disposable sanitary supplies provided before and after each use.
  • Residents wishing to use the Exercise Room must sign up in advance on the clipboard near the entrance to that room.  Unfortunately, the Resident Portal cannot be used to sign up for the Exercise Room at this time.
  • Pool hours of operation are 8:00 a.m. to 8:00 p.m.  If you are swimming at your leisure, you do not need to sign up in advance but you should always plan to swim with a buddy. 
  • There should never be more than 2 people in the pool at the same time.  Social distancing will apply in the pool.  Masks are obviously not required while in the pool but should be worn before entering and after exiting the pool.
  • “Swim by Appointment” is also available on Mondays, Wednesdays, and Fridays from 12:30 to 2:00 p.m.  This option assures you a guaranteed swim time and Robin can hook you up with a buddy if you do not already have one.  Sign up for “Swim by Appointment” on the Resident Portal.
  • The Exercise Room in the Hahnemann Club is open to Cottage residents only.  The protocols previously outlined to the cottagers last week remain in effect.

Highland Styles Beauty Salon:  The salon will reopen.  Michelle or Nicole will call the usual clients on Monday or Tuesday of next week to schedule appointments starting on Wednesday, December 16th.  Only 1 stylist/1 resident will be permitted in the salon at a prescheduled time.  Masks are required. 

Lilac Shoppe:  The Lilac Shoppe will reopen on Wednesday; hours of operation are 11:30 a.m. to 1:30 p.m.  Doretta will assist 1 shopper at a time inside the shop.  Please plan to enter through the door across from the Bistro.  

You can still call the shop at 641-6329 and leave a message to order stock sundry items.  Upon request, items can be delivered to your home at/around 1:30 p.m. on Wednesdays and Fridays, or you can make arrangements with Doretta to pick them up during shop hours.  Please note: There will be no Lilac Shoppe deliveries on Christmas Day or New Year’s Day.

Dining:  Out of an abundance of caution, we are planning to keep the Dining Rooms closed through the end of the year.  The Dining Team will prepare and deliver a special holiday meal to your home for Christmas and New Year’s.  More information to follow.

In-House Mailroom:  Starting next Wednesday, the in-house mailroom will reopen.  With the exception of those who have been asked to quarantine, all other residents should plan on picking up their in-house mail.  HAP staff will deliver in-house mail to those in quarantine; it will be placed on the shelf outside your apartment.

Common Rooms:  With the exception of the Club Room, all other common rooms in Hahnemann Square will remain closed until further notice.  The Club Room will remain open for grab-and-go breakfast items only.  Cottage residents can still partake of grab-and-go items in the Hahnemann Club.

Transportation:  Transportation to Wegmans will resume on Thursday, December 17th and will continue once a week with departure times at 9:00 a.m., 10:00 a.m., and 11:00 a.m.  Please refer to the Cultural Programming Calendar for weekly departure dates and sign up on the Resident Portal.  Please note:  We will not transport to Wegmans on Thursday, December 24th, however, transportation to Wegmans will be available on Tuesday, December 22nd instead.  We are not resuming transportation to Sunday church services at this time.

Housekeeping:  Until further notice, apartment residents will continue to receive light housekeeping services, as previously outlined in my memo dated December 4, 2020.  The housekeeper will come once a week to tidy up your bathroom, wipe down your countertops, and empty your trash.  Residents who have been asked to quarantine will not receive these services until they are out of quarantine.

Finally, I would like to take a moment to discuss HAP’s “quarantine” process and what it means to you.  In the event you are asked to quarantine, you must stay within the confines of your apartment for 14 days.  The only exception would be if you need to leave for an essential service, such as a doctor’s appointment.  If you are asked to quarantine we will discuss the details of your specific circumstances and help you arrange for essential services.  Your meals and mail will be delivered to you; we will still respond to all Health Calls. 

Meanwhile, for all other residents, when you are not in your apartment we ask that you always wear your mask; that you keep your distance from others; and that you socialize as little as possible.  Those of you who have planned social engagements outside of The Highlands, i.e., lunch with friends at a restaurant, may want to consider rescheduling for a time when it is deemed safer to gather.

We are all hearing that they are getting close to approving and distributing a vaccine.  As part of the URMC System, I am sure we will be hearing more on this soon.  As soon as I know something definitive, I will certainly share that information with you.  Until then, keep the faith and stay safe – and rest assured that more information will soon follow!

LT:ef

To:             Hahnemann Square Residents               cc:  Cottage Residents

From:         Lloyd Theiss                                                   

Date:          December 3, 2020

Re:             COVID-19 Update

The results are in following three days of COVID testing on all our independent apartment residents.  I am going to be straightforward and tell you the cold, hard facts.   Again we cannot panic, but the reality of the situation certainly reinforces just how widespread the problem is and how fast it arose.

  • Out of the 149 apartment residents tested, there are currently 20 positive cases.
  • Aside from a few cases where the resident is feeling “cold-like” symptoms, everyone else was surprised by their positive test results.  They have communicated with us that they are OK at this point.
  • All these residents were immediately asked to isolate and will remain in their apartments for at least 14 days.
  • We will be working closely with these independent residents and their families as they monitor their symptoms and needs.
  • If you do become symptomatic, you should contact your primary care physician (PCP) immediately.  While we were fortunate to be able to test everyone the first time around with assistance from the University of Rochester Medical Center, all future COVID tests will have to be arranged through your PCP. 
  • On Sunday, I reported to you that we had one staff member with a positive COVID test.  Since then, we have had two other staff members test positive.  Two of these employees had worked together last week.  They have been placed on leave for at least 14 days. 
  • Given the number of positive cases, we will be reviewing the housekeeping amenities for the apartments to determine how best to provide that service in a safe manner for all.

I know you are hearing every day of positive cases increasing in Monroe County; 614 yesterday alone.  I cannot stress enough the seriousness of this matter and that it is absolutely vital that you follow all protocols previously established.  In order to get this under control EVERYONE SHOULD ISOLATE in their apartment as much as possible.

As the situation and related practices across our region are changing almost hourly, I will update you as soon as I know more.  Meanwhile STAY IN YOUR APARTMENT.

LT:ef

To:              All Apartment Residents                            cc: Cottage Residents

From:          Lloyd Theiss                                                     

Date:          Sunday, November 29, 2020

Re:             COVID-19 Update

With new COVID cases increasing every day (515 yesterday alone) and over 2,500 active cases in Monroe County, the prediction of a surge in the COVID virus has become a reality.  Despite being nearly COVID free for the last eight months, this invasive virus has now pierced our safety zone resulting in numerous positive cases in the HAP community.

While this is unfortunate and of great concern for our community as a whole, we must not panic.  Instead, we will pull together and implement the safety plan that I have outlined below.  Please remember that I am not able to disclose personal details and information; instead I have summarized the circumstances as precisely and concisely as possible.

  • On the 24th and 25th I communicated to you that we had two positive cases pertaining to residents living in the apartments.  One resident is now residing with their family and the other is quarantined to their apartment.  I understand both are doing well.
  • Since that time, working internally with URMC Department of Infectious Diseases, we have done our best to contact trace all the residents who may have been in contact with these two positive cases.
  • On Thursday, Nov. 26th, in unison with URMC Labs, we tested 10 additional residents from the contact trace list.  Out of those 10, four additional positive cases surfaced.  All cases are asymptomatic.  Out of an abundance of caution all 10 residents have been asked to quarantine. 
  • Adding to the scale of the situation, on Friday, Nov. 27th, I received notice from Employee Health that one of our staff members tested positive following their mandatory weekly testing. Through contact tracing, we are confident that this employee did not have contact with any of the positive resident cases nor were they involved in the dining operation in any way.  This employee is now on leave and will not return to work until properly cleared. 

As we pride ourselves on our affiliation with the University of Rochester Medical Center, once again, they are proving to be an invaluable resource to us all.  Over the last few days, leaders from various departments within URMC have guided me in developing a plan to combat and contain the further spread of the virus.  As you can imagine, with so many variables involved, this has been an enormously challenging task.  As part of this, a major hurdle is that, as an independent living senior community, URMC is limited in the actions that they can take on your behalf.  I am, however, grateful to inform you that URMC Labs will be providing us with the resources to COVID test every resident living in the apartments!  The testing process will start tomorrow, Monday Nov. 30th and continue through Wednesday Dec. 2nd.  The lab results will be expedited with the goal being to have all the results in by Friday, Dec. 4th.  This will give us a better understanding of how widespread the issue is and to plan the next course of action.  The testing process is quick, easy and painless.  It is NOT the invasive deep nasal test but rather a simple swab around the inside of each nostril.  It is the same test that we administer to our staff every week.  The process takes no more than a minute or two per test and will be performed right in your apartment. There is nothing you need to do to prepare for the test; you don’t even have to get out of bed! The process will be as follows:

  • Starting tomorrow morning, Nov. 30th at 8:30, Russell and I will be teaming up with two URMC nurses guiding them to each of your apartments starting on the first floor. Russell, along with one nurse, will start at apartment 101 continue down the hall; I will accompany the other nurse starting at apartment 152. 
  • On Tuesday, Dec. 1st, we will repeat the same process on the second floor with Russell starting in apartment 201 and I will start in apartment 251 and we will work our way through the second floor.  
  • On Wednesday, Dec. 2nd, we will start the process on the third floor.  Russell will start in apartment 301 and I will start in apartment 351 and we will continue throughout the third floor until all residents are tested. 

Testing is being done this way to avoid overwhelming the lab.  If we are able to expedite the testing process we certainly will.  When we have all the results you will be notified of the outcome, whether positive or negative.

Meanwhile we require that you all stay in your apartment unless it is absolutely essential that you leave for reasons such as a doctor’s appointment.  Dining will continue to call you daily for your meal order to be delivered in the evening.   You can also call the Lilac Shoppe for limited sundry items that you may need.   

I know this is a lot to take in all at once but you must have faith that we will get through this together as long as we ALL follow the established protocols.  We must be patient with each other and know we are here for you every step of the way.   Please contact me at 641-6372 if you have any pressing concerns about the testing process and call your primary care physician if you have any medical concerns. 

This too will pass and all will be OK!

To:             All Residents

From:         Lloyd Theiss

Date:          November 25, 2020

Re:             COVID-19 Update

Within an hour of delivering last night’s COVID update to you, I received a call from a resident’s family regarding their parent. Apparently this resident left campus on Saturday, November 21st and traveled out-of-state to be with their daughter.  As a safeguard, this resident took a COVID test on Thursday the 19th before leaving New York State.  The resident learned of their positive test result yesterday, November 24th.

The good news is that this resident is not on campus and will not be allowed to return for at least two weeks; they must have a negative COVID test before returning.  This morning we will further contact trace to see who this person was in contact with over the last week.

The bad news is that this leaves me with no other choice but to shut down all non-essential services at HAP effective immediately.  At this point in time, here’s what it means to you:

  1. The Oneida Room is closed as of today and until further notice.  All meals will be delivered to your cottage or apartment.  The Dining team will be calling you each morning to take your order for that day.  Delivery times will be either 4:30 p.m. or 6:00 p.m.
  2. Thanksgiving dinner will be delivered to your home on Thursday, November 26th at either 2:00 p.m. or 3:30 p.m.
  3. All bake sale orders will be delivered to your home sometime today.
  4. The Lilac Shoppe is closed until further notice.  You can call the shop at 641-6329 and leave a voice message to order stock sundry items.  Items will be delivered to your home at/around 1:30 p.m. on Wednesdays and Fridays.
  5. The beauty salon, Highland Styles, is closed until further notice.
  6. The exercise rooms in both Hahnemann Square and the Hahnemann Club are closed until further notice.  This includes the pool.
  7. All community rooms are closed until further notice with the exception of the Club Room.  The Club Room will remain open for grab-and-go breakfast items only.
  8. Group gatherings of any kind will not be permitted; this includes card playing.  All in-person committee meetings, discussion groups, and open forums are on hiatus until further notice.
  9. The in-house mailroom is closed until further notice. HAP staff will deliver all in-house mail to your home. You should still plan to pick up your U.S. Mail from your locked box as usual.
  10. HAP will provide transportation to essential medical appointments only. Transportation to Wegmans and church services will not be available until further notice.
  11. Only essential health and wellness caregivers will be allowed to enter the building and only if they have been preapproved. HAP administration will determine who is essential.
  12. Residents are permitted to enter and exit at the key pads using their fobs as long as they have not left the campus. If you leave the campus you must come to the front entrance to have your temperature taken.
  13. All other exterior doors leading from the stairwells will be locked and key fobs will be deactivated.
  14. If you have a ground floor apartment do not allow anyone other than yourself to access your apartment via that means.

This memo is brief as the goal is to have it to you ASAP this morning.  More details will follow. 

With the information we currently have thus far, we feel the risk of exposure to our residents and staff is minimal but we will certainly be in touch with anyone who we determine has had direct exposure.  Meanwhile, we will take the maximum precautions to assure your health and safety. 

Please stay calm and just follow our rules. I know we will get through this together.

LT:ef

To:             All Residents

From:         Lloyd Theiss

Date:          November 24, 2020

Re:             COVID-19 Update

I am sorry to dampen your holiday spirits but I must inform you that we have our first resident with a positive COVID test result.  Having mild cold-like symptoms, this resident met with their doctor on Friday, November 20th and they were tested at that point.  The positive test result was received today.  Aside from a pesky cough, the resident remains in good health and spirits.  They will be quarantined in their apartment for at least two weeks before they are tested again, hopefully producing a negative test result at that time.

With strict protocols in place, we have been able to contact trace where this resident has been and with whom.  I can assure you that their exposure to the general population, residents and staff alike, was extremely limited.  If it is determined that they had any direct contact with another resident or staff member for an extended period of time, the resident and/or staff member will be notified immediately. 

While there is no need to panic, I trust this is a reality check for everyone, especially for those considering leaving our campus for Thanksgiving or during the holiday season.  What drives this home for me is that I know this resident and I can attest to the fact that they have been very cautious, wore a mask, and seldom left the campus.  But somehow, someway, they still contracted the virus.  This exemplifies just how contagious COVID can be.  

I commend this resident for following all proper procedures.  Upon identifying the symptoms, they immediately isolated and then communicated the situation to me.  These are the exact steps we implemented back in March.  Add to this process the requirement to wear a mask, stay socially distant and wash your hands often, and we have a successful defense strategy to keep COVID-19 at bay. 

As hard as it is to do, we must stay apart to do our part.  Please feel free to contact me at 641-6372 or lloyd_theiss@urmc.rochester.edu should you have any questions or concerns, and know that your safety, well-being, and privacy are our top priorities. 

LT:ef

To:              Cottage Residents

From:          Lloyd Theiss

Date:          November 19, 2020

Re:             COVID-19 and Operational Update

Nine months ago when the COVID crisis first started I was so thankful that we were able to enjoy the 2019 holiday season (and HAP’s 25th anniversary celebration) unencumbered by the pandemic.  Never did I imagine we would enter into the 2020 season of festivities still trying to navigate the COVID maze.  But here we are and, as tired as we are of these circumstances, we must remain vigilant in our safeguards.  I am so very thankful that we remain COVID free, both residents and staff, and so very determined to stay that way through the coming holidays and into the New Year. 

To do that we need everyone’s cooperation and renewed commitment.  I don’t need to remind you that our surrounding area is seeing a significant increase in COVID cases.  Each day I go online fearing that additional governmental restrictions have been implemented.  I am thankful that, as of this date and time, we have not been mandated to enforce further limitations on our community BUT, to stay that way, we must all continue to do our part to stay apart. 

The visitation policy attached to this update is basically the same as what was sent out to you in a memo dated June 17, 2020.  The policy will remain in effect at least through the remainder of this year.  The one caveat, and it’s a big one, is that anyone from outside New York State wanting to visit you in your cottage must first fully comply with the current NYS Travel Restrictions which are copied verbatim from the website:  https://coronavirus.health.ny.gov/covid-19-travel-advisory.  The Governor’s overview is on the back of the attached list of HAP protocols regarding cottage visitors.  When you call the Hospitality Desk to get your visitor preapproved, someone from administration will call you back to ask some questions and guide you through the process.

Please feel free to bring up any questions you may have at the Cottage Zoom Meeting on Friday, November 20th at 10:30 a.m.

With Thanksgiving only a week away, this is a perfect time to reflect on the many, many blessings we still have in our lives despite the inconveniences that COVID has caused us.  I am thankful to all of you for your cooperation and understanding during these unprecedented times, and to our staff members who have worked tirelessly and diligently to keep us safe through this health crisis. 

Happy Thanksgiving to you all!

LT:ef 

To:              Hahnemann Square Residents

From:          Lloyd Theiss

Date:          November 19, 2020

Re:             COVID-19 and Operational Update

Nine months ago when the COVID crisis first started I was so thankful that we were able to enjoy the 2019 holiday season (and HAP’s 25th anniversary celebration) unencumbered by the pandemic.  Never did I imagine we would enter into the 2020 season of festivities still trying to navigate the COVID maze.  But here we are and, as tired as we are of these circumstances, we must remain vigilant in our safeguards.  I am so very thankful that we remain COVID free, both residents and staff, and so very determined to stay that way through the coming holidays and into the New Year. 

To do that we need everyone’s cooperation and renewed commitment.  I don’t need to remind you that our surrounding area is seeing a significant increase in COVID cases.  Each day I go online fearing that additional governmental restrictions have been implemented.  I am thankful that, as of this date and time, we have not been mandated to enforce further limitations on our community BUT, to stay that way, we must all continue to do our part to stay apart. 

With the holidays fast approaching, I thought it would be a good time to review our COVID-19 policies and procedures as they relate to non-residents coming into Hahnemann Square (see attached).  With the exception of your preapproved health and wellness caregivers, HAP’s no visitor policy remains in effect.  Without exception, all non-residents entering the building must first be approved by HAP administration.  The decision to approve will be based in large part on current New York State mandates.

These policies will remain in effect at least through the remainder of this year.  As hard as it may be to stay put for Thanksgiving, we strongly encourage you to remain here and enjoy the wonderful Thanksgiving Meal prepared for you by our HAP cooks.  If you do choose to celebrate the holiday off campus, remember that you are increasing your risk of exposure; please follow all COVID safety protocols. 

Thanksgiving is the perfect time to reflect on the many, many blessings we still have in our lives despite the inconveniences that COVID has caused us.  I am thankful to all of you for your cooperation and understanding during these unprecedented times, and to our staff members who have worked tirelessly and diligently to keep us safe through this health crisis. 

Happy Thanksgiving to you all!

LT:ef 

To:              All Residents

From:          Lloyd Theiss

Date:          November 12, 2020

Re:             COVID-19 and Operational Update

Here I am again with the second COVID memo in one week.  I am sorry to be a downer, but it is time to get serious again!  The good news is that we continue to be COVID free at HAP, both residents and staff.  The bad news is that it seems to be increasingly more difficult to stay that way.  However, I am determined to beat the odds and, with EVERYONE’s help, together we will do just that.  So here’s what we need to do to refocus:

  • Wear your mask, wash your hands, and keep your distance.  This applies at all times and in all places.  And bring that mask up over your nose.
  • Stay put and stay on campus as much as possible.  Every time you venture out, you increase the risk of coming in contact with the virus and potentially bringing it back into our safe “bubble”.
  • Apartment residents who leave the campus for any reason must come to the main entrance to be temperature checked at the HAP Hospitality Desk before proceeding to their apartment.  This is required even if your apartment has direct access to the outside. 
  • Anyone entering Hahnemann Square to see you must first be approved by either Jeanette Stephens or me if they are not already on record.  This includes caregivers and wellness visits.  Remember, we are still closed to outside visitors without proper screening and authorization.

Dining:

  • Please follow the dining safety measures that I outlined in my memo dated November 9, 2020.  Keep in mind, however, that these are subject to change at any time based on Governor Cuomo’s mandates for our region and New York State.  We will, of course, keep you apprised of any changes. 
  • Remember to show up on time for your dinner reservation.  This means you should not arrive more than 5 minutes before or after your assigned time and do not congregate outside the dining room.
  • Remember to wear your name tag when coming to dinner in the Oneida Room.  It helps our newest residents and our new wait staff members get to know you better.

Thanksgiving Meal, Thursday, November 26th

  • Thanksgiving Dinner will be served in the Oneida Room from 1:00 to 4:00 p.m. 
  • Reservations are required.  Please make your reservation on the Resident Portal or with the HAP staff person who calls daily.  Cottage residents call 641-6374. 
  • Remember that the maximum number of residents allowed to dine together at a table is four.  If you would like to be seated with specific tablemates, please have those names ready when making your reservation.  No outside guests permitted.
  • Meal delivery service is also an option for your Thanksgiving meal; the delivery time is 2:00 p.m.

Help with the Resident Portal:

  • We hope you will visit the “Help Kiosk” that will be set up outside the Community Center, in the Pub area, next week.
  • Volunteers will be helping residents learn how to use the Resident Portal to make dinner reservations and sign up for activities and events using the digital calendar.
  • The Kiosk will be staffed Monday, November 16th thru Friday, November 20th from 9:00 a.m. to 1:00 p.m.

Amendment to Residency Agreement:

  • If you have not already done so, please remember to sign and date the Amendment to your Residency Agreement (provided to everyone in late October) and return it to the HAP Hospitality Desk.
  • If you have any questions, please contact Elizabeth Nessle at 641-6324.

Employee Appreciation Fund:

  • The co-chairs of the 2020 Employee Appreciation Fund drive (David Bradway, Peter Dillon, and Anne Woods) have asked me to provide a friendly reminder:  The last day to contribute to the fund is Sunday, November 15th.
  • As of today, we have contributions totaling $103,708 which is just shy of the Resident Council’s goal of $110,000.  Your generosity has been tremendous!

At this season of Thanksgiving, gratitude can be found in the smallest of blessings.  Today, I am thankful that the State mandate to close all dining operations by 10:00 p.m. does not impact us!

Oh wait – did I already mention – wear your mask, wash your hands, and keep your distance.  This applies at all times and in all places.

Wishing you all a healthy and blessed day. 

LT:ef

To:              All Residents

From:          Lloyd Theiss

Date:          November 9, 2020

Re:             COVID-19 and Operational Update

I am sorry to report that, in the last four weeks, Monroe County’s 7-day average positivity rate for COVID-19 has increased from .77% to 3.635%.  As a result of these “COVID Clusters”, the Governor has tightened safety restrictions in numerous geographical areas; Pittsford is one of these areas and is now in a “Yellow Zone”.  This means we must follow additional precautionary measures immediately.  With regard to dining operations, the following safety procedures must be strictly followed:

  • The maximum number of residents allowed to dine together will be four seated at two tables pushed together.
  • All other tables will only allow for two residents to be seated together at one time.
  • Please be prompt in coming to the dining room at your assigned time; this means no more than 5 minutes before or after your assigned time.
  • There should not be more than 10 people at any one time in the art gallery area leading into the dining room.  When in this area you should maintain at least 6 feet between you and any other resident.
  • If this area is too congested, please find a seat in the Music Room or other common area. 
  • MASKS MUST BE WORN AT ALL TIMES while entering and exiting the dining room.  You can remove your mask only while seated at your table during the meal process.
  • You must sit in the area where the greeter asks you to sit.  The Oneida Room and smaller dining rooms are closely monitored to ensure proper spacing and pacing to limit the number of diners in any one area at any given time. 
  • When entering and exiting the dining room, please do not stop to socialize.

These safeguards are in place for everyone’s well-being and if you want to continue to enjoy the dine-in experience, they must be followed.  If not, you may be asked not to come to the dining room or we may be forced to close the dining room again and revert back to meal deliveries only.  I trust that no one wants to go back there so please adhere to the rules and we will all be OK.

Thank you for your cooperation.

LT:ef

To:              All Residents                                  

From:          Lloyd Theiss

Date:          October 1, 2020

Re:             COVID-19 and Operational Update

On September 14th, I notified you that we had another employee test positive for COVID-19.  Like the two positive cases that came before, this employee quarantined at home for 14 days and was asymptomatic.  They have since tested negative and returned to work.  This is only our third case out of over 2,500 tests.  As mandated by the State, we continue to test every employee once a week.  We believe that Governor Cuomo will extend his executive order requiring testing beyond October 4th.  Stay tuned. 

Dining:

All dinner deliveries are now being done between 4:30 and 5:15 p.m.  As an alternative, when you place your dinner order, you can request a later time if you are willing to pick up your dinner at the HAP Hospitality Desk between 6:00 and 6:30 p.m.

Continuing to align with current New York State guidelines for indoor dining, you will soon see a reconfiguration of some of the dining tables in the Oneida Room.  A 4-top (square) table will accommodate 2 or 4 residents.  Parties of 4 will no longer be required to position themselves around two square tables pushed together.  We will also start to offer a limited number of 6-top tables.

We are pleased to announce a Sunday Brunch on October 25, 2020.  Brunch will be served in the Oneida Room from 11:00 a.m. to 2:00 p.m. or your meal can be delivered at 2:00 p.m.  This will replace regular dinner service on October 25th.  Reservations are required; details to follow.

Here is the new dining schedule through October 25th.  As we routinely have open tables, remember that you can let your daily caller know if you’d like to come to the dining room on an additional day.

Thurs Oct 1
Apt 100-212
Fri Oct 2
Apt 213-305
Sat Oct 3
Apt 306-352
Sun Oct 4
Apt 100-212
Mon Oct 5
Apt 213-305
Tues Oct 6
Apt 306-352
Wed Oct 7
Apt 100-212
Thurs Oct 8
Apt 213-305
Fri Oct 9
Apt 306-352
Sat Oct 10
Apt 100-212
Sun Oct 11
Apt 213-305
Mon Oct 12
Apt 306-352
Tues Oct 13
Apt 100-212
Wed Oct 14
Apt 213-305
Thurs Oct 15
Apt 306-352
Fri Oct 16
Apt 100-212
Sat Oct 17
Apt 213-305
Sun Oct 18
Apt 306-352
Mon Oct 19
Apt 100-212
Tue Oct 20
Apt 213-305
Wed Oct 21
Apt 306-352
Thurs Oct 22
Apt 100-212
Fri Oct 23
Apt 213-305
Sat Oct 24
Apt 306-352
Sun Oct 25
Brunch for all
11:00 – 2:00

Flu Shot Update:

By all accounts, the Flu Shot Clinic held at HAP on Monday, September 28th went very smoothly and was well attended.  A total of 142 independent living residents participated in the clinic.

  • If you did not get your flu shot here, it is not too late!  Call your primary care physician to schedule your vaccine or plan on getting it at Wegmans Pharmacy, Walgreens, CVS, or other walk-in clinic.
  • Remember that most seasonal flu activity occurs between October and May.  Since it appears that the flu season will converge with COVID-19 this year, it is more important than ever to call Jeanette Stephens at 641-6304 if you develop flu-like symptoms.  These symptoms may include fever, cough, sore throat, runny or stuffy nose, body aches, headache, chills and fatigue.  It is also possible to be infected with the flu and have respiratory symptoms without a fever.   

2020 Employee Appreciation Fund:

You will soon be receiving information about how to contribute to this year’s Employee Appreciation Fund.  We are pleased to have the following Resident Council Representatives heading up the charge:  David Bradway, Peter Dillon, and Anne Woods.

Steps for Alzheimer’s Update:

We would like to thank everyone who participated in our COVID-friendly Steps for Alzheimer’s event last week!  The weather surely cooperated and many of you were able to get outdoors and walk around the campus. 

  • The total number of recorded steps (residents and staff) was 846,942. 
  • We raised a grand total of $483 for the Alzheimer’s Association.  This includes the proceeds from the sale of raffle tickets along with miscellaneous donations.
  • The winner of the Echo Show smart display is our receptionist, Elaine Macca!

Our “team” was small but mighty this year and we are nonetheless pleased to have raised funds that will advance the mission of the Alzheimer’s Association.

It’s hard to believe we are welcoming October!  A new month; a new page; a new chapter!  And there’s always pumpkin spice to make everything nice!

LT:ef

September 14, 2020

Coronavirus (COVID-19) Update to Laurelwood Residents and Families:

We are sorry to inform you that we have had another employee test positive for the coronavirus this past weekend.  The good news is that this individual has not worked in Laurelwood and, therefore, the risk of exposure to our residents is very slim.  The employee has been removed from duty and will remain out of work for a minimum of 14 days and then must test negative for the virus before being allowed to work within our community.  All employees continue to be tested weekly for the virus.  This has allowed us to detect the virus early, thus catching it before it spreads to others in The Highlands’ community.

Read More

To:              All Residents                                  

From:          Lloyd Theiss

Date:          September 11, 2020

Re:             COVID-19 and Operational Update

I am pleased to report that all employee COVID-19 tests have come back negative since we reported the one positive case three weeks ago.  Governor Cuomo has extended his executive order requiring testing until at least October 4, 2020. 

Dining:

Change:  Effective Monday, September 14th, HAP staff will no longer be able to deliver lunches to your home.  If you order lunch, you should plan to pick it up in the Lilac Shoppe (Monday through Friday); on the weekends, pick up at the Hospitality Desk.  In all cases, the pickup time is 12:00 to 1:00 p.m.

Here is the new dining schedule through the end of September.  Keep in mind that, although you have priority dining on your designated day, that doesn’t mean you cannot come on another day too.  Please let your daily caller know if you’d like to come to the dining room on an additional day.

Sat Sept 12
Apt 306-352
Sun Sept 13
Apt 100-212
Mon Sept 14
Apt 213-305
Tues Sept 15
Apt 306-352
Wed Sept 16
Apt 100-212
Thurs Sept 17
Apt 213-305
Fri Sept 18
Apt 306-352
Sat Sept 19
Apt 100-212
Sun Sept 20
Apt 213-305
Mon Sept 21
Apt 306-352
Tues Sept 22
Apt 100-212
Wed Sept 23
Apt 213-305
Thurs Sept 24
Apt 306-352
Fri Sept 25
Apt 100-212
Sat Sept 26
Apt 213-305
Sun Sept 27
Apt 306-352
Mon Sept 28
Apt 100-212
Tues Sept 29
Apt 213-305
Wed Sept 30
Apt 306-352

Common Rooms:

  • The Meditation Room is now open.  Only one person is permitted in the Meditation Room at a time.
  • We are adding a third table (and 4 more chairs) in the Social Room for card playing.  You are reminded that you must make a reservation by calling Margaret at 641-6387.  No exceptions. 

Test of the Fire Safety System

On Tuesday, September 15th and Wednesday, September 16th, technicians from Lantek will be onsite to perform a test of the fire safety system (Hahnemann Square).

  • You will see flashing strobe lights, and you will hear the fire alarm horns and the public address announcement, in the hallways and common areas.  Do not be concerned; this is only a test.
  • In addition, the technician will come around to all apartments to perform the necessary testing inside your home.  Rest assured that the technicians will undergo screening at the Hospitality Desk.

Flu Shots:

Reminder:  The annual Flu Shot Clinic will be held in the Community Center on Monday, September 28, 2020.  If you have not already done so, please:

  • Bring your completed immunization interest form to the Hospitality Desk on/before September 21.
  • Call Ellie Forgach at 641-6379 to schedule an appointment for your flu shot.

Scams:

It appears that scammers are not taking a break during the COVID pandemic!  As incredible as it sounds, they are using a number of scare tactics directly related to the coronavirus to rip off the public.  For example, if you receive a call about contract tracing and the caller starts talking about money, hang up immediately.  Please call Lloyd at 641-6372 to report a suspected scam.  Here are a couple other scams that have been reported to us recently:  

  • Apple iCloud phone scam:  The scam attempts are coming in the form of fake iCloud calls – some of which look like they really are from Apple.  Do not be tricked into giving up your user iCloud name and password.  Scammers could access your banking and social media apps, pictures, texts, and other personal information.
  • Utility scams:   Rather than claiming you owe money, utility scammers might say that you’ve overpaid and ask for a bank account or credit card information to make a “refund”.  Others may try to solicit personal information in the name of signing you up for a government program that reduces energy bills.  In all cases, hang up!  Remember that all utilities (except telephone, cable, and internet) are included in the monthly service fee that you pay to HAP.

November 3rd Presidential Election:

  • We are pleased to report that the Hahnemann Club (in the cottage community) has been approved as a polling place for the November 3rd Presidential Election. 
  • HAP will provide transportation to the Hahnemann Club (from Hahnemann Square) for those who wish to vote in person.  More information will follow about transportation logistics.
  • Even if you wish to vote in person, it is still a good idea to send in an Absentee Ballot Application.  That way, you could still vote by Absentee Ballot if something came up that prevented you from voting in person on November 3rd.
  • If you were one of the few residents who sent in their Absentee Ballot Application and received a letter from the Monroe County Board of Elections saying it could not be processed, unfortunately, you will need to resubmit your application; there should be no issues the second time around.  The HAP Hospitality Desk has extra copies of the Absentee Ballot Application form.

At the risk of sounding like a broken record, thank you again for your continued patience and support.

LT:ef

To:              All Residents                                  

From:          Lloyd Theiss

Date:          August 27, 2020

Re:             COVID-19 and Operational Update

I am pleased to report that all employee COVID-19 tests conducted since the one positive result last weekend have come back negative.  We have every reason to believe that our Governor will extend his executive order requiring testing beyond September 4, 2020.  We are also taking this opportunity to reinforce our face mask policy with all HAP staff and residents.

Face Masks

Based on a number of comments as of late, some people are concerned that many of us have become lax with regard to face masks.  The Resident Council has asked that we review our policy to ensure consistency across the board.

  • Indoors:  Everyone(residents, non-residents, and staff) should wear a face mask at all times when they are in the common areas in Hahnemann Square.  This means that residents should put on their mask whenever they step out of their apartment. 
  • Masks must be worn (and remain in place) during committee meetings and other small group gatherings regardless of 6-feet distancing.  Masks must also be worn to and from the dining room.
  • Outdoors: If you are able to maintain a distance of 6-feet, you do not need to wear a mask while outdoors.  If you are sitting closer than 6-feet, you should put on your mask.
  • Wear your mask correctly for maximum protection:
    • It should cover your nose and mouth at all times and fit securely under your chin and snugly against the sides of your face.  Don’t pull the mask down below your chin or allow it to hang from one ear.
    • Don’t touch your mask and, if you do, wash your hands or use hand sanitizer to disinfect.  Handle only by the ear loops or ties. 

Dining:

  • We are in the final stages of implementing our new point-of-sale software system, FullCount.
  • HAP wait staff will soon be taking your meal orders at your dining table using a touch screen tablet and orders are immediately sent to the kitchen. 
  • As with any new system, there is a bit of a learning curve.  Although our dining team members have been trained on the new system, we ask for your patience as we get everyone up to speed after going live.
  • More information will follow on how residents can use the system as a reference tool.

Here is the new dining schedule for the next two weeks:

Sat Aug 29
Apt 213-305
Sun Aug 30
Apt 306-352
Mon Aug 31
Apt 100-212
Tues Sept 1
Apt 213-305
Wed Sept 2
Apt 306-352
Thurs Sept 3
Apt 100-212
Fri Sept 4
Apt 213-305
Sat Sept 5
Apt 306-352
Sun Sept 6
Apt 100-212
Mon Sept 7
Labor Day
Delivery only:
1:00 or 2:30 p.m.
Tues Sept 8
Apt 213-305
Wed Sept 9
Apt 306-352
Thurs Sept 10
Apt 100-212
Fri Sept 11
Apt 213-305

In-House Mailroom:

  • The in-house mailroom will reopen on Monday, August 31.  Apartment residents should plan to come to the in-house mailroom to pick up HAP-generated mail.  Staff will no longer deliver your memos, flyers, etc. to the shelf outside your apartment door.
  • For social distancing, only one person should be in the mailroom at a time.
  • The in-house mailroom will be routinely cleaned and sanitized.

Lilac Shoppe:

  • Change effective August 31:  We are no longer able to deliver items to your apartment or cottage. 
  • You can still call Doretta at 641-6329 to place an order, however, you will need to pick up your items outside the shop in the Bistro hallway between 10:30 a.m. and 1:30 p.m. Monday thru Friday.
  • The Lilac Shoppe is open Monday thru Friday from 11:30 a.m. to 1:30 p.m. for in-person shoppers.  We will continue to allow just one resident in the shop with Doretta at a time.   Seating is available in the Bistro hallway for shoppers waiting their turn to enter.
  • Plan to bring your own reusable shopping bag(s).

Flu Shots:

  • The annual Flu Shot Clinic will be held in the Community Center on Monday, September 28, 2020.  The vaccines (senior dose) will be administered by Wegmans Pharmacy.
  • New this year:  In the interest of safety, only 6 residents will be allowed to enter the Community Center at one time (at 10-minute intervals).  Therefore, we will be asking everyone to call in advance to schedule a timeslot.
  • New this year:  Instead of filling out the usual consent form, everyone will be required to complete an immunization interest form ahead of time.  Wegmans will streamline operations this year by pre-labeling the consent forms.  Look for a memo next week with all the details.

November 3rd Presidential Election:

  • All registered voters should have received an Absentee Ballot Application in the U.S. Mail from the Monroe County Board of Elections.  If you wish to vote by Absentee Ballot, you must complete the application and mail it back to the Board of Elections in the postage paid return envelope provided.
    1. Since the applications are preprinted with the voter’s name, address, phone number, and date of birth, simply direct your attention to line #6 and check one of those two boxes.
    2. If you want your ballot sent to an address other than the one that already appears on the form, complete line #7.
    3. Sign and date your application on line #8.
  • You should return your application ASAP to avoid delays; it must be received by October 27, 2020.  Ballots will be mailed beginning in October.
  • You can still choose to vote in person.  Election Day is November 3, 2020 and soon you will receive a notification in the mail stating your polling location. 
  • We have every reason to believe that The Hahnemann Club will be approved by the Board of Elections as your polling place; we are still working out the details with them. 
  • Keep in mind that, if approved, The Hahnemann Club will be the voting site for approximately 838 registered voters in this election district.  Even with COVID precautions in place, you may want to cast an Absentee Ballot to avoid the crowd and waiting in line.
  • If you need assistance, or have questions or concerns, you can call Lloyd at 641-6372.  You can also check the website monroecounty.gov/elections or call 585-753-1550.

September will mark six months that we have been dealing with the COVID crisis.  We have certainly pulled together as a community and avoided any major issues.  Once we move past the uncertainty surrounding the reopening of schools in September, I am hopeful that the future will be much more optimistic.  I see the light and, hopefully, you do too!

LT:ef

To:              All Residents

From:          Lloyd Theiss

Date:          July 30, 2020

Re:             COVID-19 and Operational Update

According to the weather channel, when we first announced the closing of our community on March 21st, it was 30 degrees and cloudy in Rochester.  The weather then was certainly indicative of the dark days that lay ahead due to the looming COVID pandemic.  Today, four months later, it is sunny and 80 degrees and, once again, I believe this foretells a more promising future!  While we are not out of the woods yet, and we must remain diligent in following our cautious protocols, all indicators give us confidence that we can continue to ease certain restrictions in a safe manner.  With that said, this memo outlines positive changes we are making towards reaching a “new normal”.   

Dining Operations:

We hope those of you who have been coming to the dining room are enjoying your experience and perhaps you will encourage your neighbors to give it a try.  While the dine-in and delivery options will continue as designed, we are pleased to be able to make some changes with regard to seating in the dining room that will result in a more intimate experience.

  • While we will continue to space tables 6-feet apart, we will no longer require residents to sit 6-feet apart from each other at the same table.  Effective Friday, July 31st, 2 residents can be seated at a square table and 4 at a round table.
  • On your designated dine-in day (see below), you are free to invite a friend or neighbor; please make those arrangements with your dining partner ahead of time.  If you dine with a friend on a different day, you can still dine-in on your assigned day.
  • A staff member will continue to call you each morning.  You can also call Dining on your own at 641-6374, option 2, to let us know if you are planning to dine-in or to place your delivery order; plan to leave a voicemail message.
  • On your dine-in day, plan to arrive 5 minutes before your reservation time (and no earlier).
  • We are adding an additional seating time at 6:15 p.m.
Sat Aug 1
Apt 306-352
Sun Aug 2
Apt 100-212
Mon Aug 3
Apt 213-305
Tues Aug 4
Apt 306-352
Wed Aug 5
Apt 100-212
Thurs Aug 6
Apt 213-305
Fri Aug 7
Apt 306-352
Sat Aug 8
Apt 100-212
Sun Aug 9
Apt 213-305
Mon Aug 10
Apt 306-352
Tues Aug 11
Apt 100-212
Wed Aug 12
Picnic 1:00-3:00
Details to follow
Thurs Aug 13
Apt 213-305
Fri Aug 14
Apt 306-352

Wellness Center:

  • The maximum number of people permitted in the exercise rooms (both Wellness Center and Hahnemann Club) will increase to 4 (up from 2) effective immediately.
  • Continue to wipe down equipment thoroughly with the disposable sanitary supplies provided before and after each use.
  • Please wear a face mask unless you are exercising alone.
  • Whenever possible, maintain a distance of 6-feet from one another in the exercise rooms.

Social Room:

  • The Social Room will reopen on Monday, August 3rd for card playing.  2 tables and 8 chairs will be available for use.
  • Residents must make a reservation by calling Margaret Leyden at 641-6387.  No exceptions.
  • All residents must wear a face mask while in the Social Room.
  • Wash your hands or sanitize before and after playing cards.
  • We are asking residents to sanitize the tables and chairs before and after use.  Cleaning products will be available in the Social Room.

Media Room:

  • The Media Room will reopen on Monday, August 3rd.  No more than 2 residents are permitted in the room at the same time.
  • All residents must wear a face mask while in the Media Room.
  • Wash your hands or sanitize before and after using the equipment. 
  • HAP staff will be responsible for cleaning/sanitizing the equipment in the Media Room.

Lilac Shoppe:

  • Beginning next week, Doretta will open both doors to the Lilac Shoppe, however, residents should still plan to enter through the door across from the Bistro.
  • All other operations remain the same.  The shop is open for in-store shopping Monday thru Friday from 11:30 a.m. to 1:30 p.m.  Only 1 person is permitted in the shop with Doretta at a time and face masks are required.
  • Phone orders are still being accepted; leave a voicemail message at 641-6329 and specify delivery (Wednesday or Friday) or pickup (Monday thru Friday).

Marketing:

  • The Marketing team continues to come up with creative ways to showcase our community with virtual tours.  They are also offering in-person tours in apartments that have a ground level entrance.  If you know someone who may want to learn more about life at The Highlands at Pittsford, please put them in touch with Ann Julien at 641-6388.

Flu Shots:

  • The annual Flu Shot Clinic will be held at The Highlands on Monday, September 28, 2020.  The vaccines will be administered by Wegmans Pharmacy again this year.
  • IL residents should plan to receive their vaccine between 8:00 a.m. and 12:00 noon.  More information will follow in early September as we are still working on the logistics.

In closing, keep a positive mindset and know that better days are ahead of us!  Please let us know if we can help in any way.

LT:ef

To:              All Residents

From:          Lloyd Theiss

Date:          June 25, 2020

Re:             COVID-19 and Operational Update

I am pleased to report that the one positive COVID test result that we reported to you 10 days ago appears to be an isolated incident.  Our employees have been tested twice since then and all results have come back negative.  The one employee continues to be asymptomatic and, after being tested at an offsite location in the coming week, will be permitted to return to work if his/her test result is negative.  Pursuant to the Governor’s executive order, HAP employees will continue to be tested once a week through July 9, 2020.

With that said, I am happy to announce that we are now ready to begin our phased reopening of the dining room on Monday, June 29, 2020.  I will repeat much of what was said in my previous memo dated June 12, 2020.  If these protocols are followed and prove to be successful, in due time, we will carefully and cautiously expand the dining operations.  We ask that you please be patient in the meantime; our staff is doing the best they can under these unprecedented circumstances.  I assure you that this will not be HAP’s “new normal”; the situation is temporary until we are able to increase capacity.

Bon Appétit and a special thank you to the entire Dining Department!

  • Oneida, Conesus, Honeoye, and Seneca dining rooms will reopen for dinner starting on Monday, June 29th.  Hours of operation:  5:00 to 7:00 p.m.
  • Due to the fact that we are reducing our capacity to ensure a safe dining experience, you will come to the dining room every fourth day based on the schedule shown on page 2 (and 3) of this memo. 
  • Your designated dine-in day is based on the location of your apartment; all cottages are assigned the same dine-in day.  The schedule has been carefully designed to ensure that everyone has an equal opportunity to enjoy their meal in the dining room.
  • You do not need to call to make a reservation.  A staff member will continue to call you each morning.
  • If it is your designated dine-in day, the staff member will confirm that you wish to come to the Oneida Room and assign you an arrival time.
  • On all other days, the staff member will take your meal delivery order.  Choose between 2 delivery times:     4:30 p.m. or 5:30 p.m.
  • Meal delivery is always an option if you choose not to come to the Oneida Room on your designated dine-in day.
  • Tables and chairs have been reconfigured to ensure that proper social distancing is maintained.  Only 2 residents per table, please.
  • Arrival times will be carefully orchestrated so that only 10 residents are arriving every 15 minutes (5 tables) between the hours of 5:00 and 6:00 p.m.  We will not be turning tables over.
  • Please plan to arrive on time.  To avoid congregating outside the dining room, do not arrive more than 5 minutes before your designated reservation time.
  • No walk-ins please and NO GUESTS.
  • Couples will of course be seated at the same table and do not need to sit 6-feet apart.  Regardless of their proximity, however, a third person will not be seated with a couple.
  • All others can expect to be seated with someone who may not be their customary dining partner.  This could be the perfect opportunity for you to become better acquainted with one of your neighbors!
  • Although we would like to honor your requests for specific dining partners, we cannot guarantee that at the present time.  Once we have mastered the logistics of this new scenario, we may be able to revisit this.
  • Beer and wine can be ordered at the table.  In celebration of our ‘grand reopening’, these beverages will be offered at happy hour pricing for a limited time only.
  • Before entering the dining room, you must get your temperature checked and cleanse your hands with the alcohol-based sanitizer provided.
  • You MUST wear a face mask when you enter and exit the dining room.  You are of course permitted to remove the mask after you are seated at your table.    
  • All HAP staff are required to wear a mask in the dining room.
  • Menus will be disposable and silverware will be wrapped in your napkin.
  • Your personal To-Go containers are not permitted.
  • Walkers are not permitted in the dining room.
  • Rest assured that all tables and chairs will be thoroughly sanitized and disinfected after dinner service each night.  Your walker will also be disinfected before it is returned to you.
  • The Bistro and Bakery will remain closed until further notice.
Mon June 29
Apt 100-212
Tues June 30
Apt 213-305
Wed Jul 1
Apt 306-352
Thurs Jul 2
Cottages
Fri Jul 3
Apt 100-212
Sat Jul 4
4th of July Delivery only
Sun Jul 5
Apt 213-305
Mon Jul 6
Apt 306-352
Tues Jul 7
Cottages
Wed Jul 8
Apt 100-212
Thurs Jul 9
213-305
Fri Jul 10
Apt 306-352
Sat Jul 11
Cottages

This is yet another way to look at the dine-in schedule:

Apartments 100 to 212:      June 29, July 3, July 8

Apartments 213 to 305:      June 30, July 5, July 9

Apartments 306 to 352:      July 1, July 6, July 10

All Cottages:                         July 2, July 7, July 11

Here are a few other operational updates and/or reminders:

St. Louis Church

  • St. Louis Church is now open for public mass with limited attendance.  Because we feel that attendance at weekday mass will be significantly less than the weekend congregations, we will start by providing transportation to the 11:00 a.m. mass on Wednesday, July 1, 2020.
  • Thereafter we will provide transportation to the 11:00 a.m. mass on Fridays beginning July 10th.  The dates will appear in your program calendar.
  • The bus will depart at 10:30 a.m.  Space on the bus is limited and you must call the Hospitality Desk at 586-7600 to sign up for a ride.
  • Masks must be worn at all times on the HAP bus and in the church, except when you are receiving Holy Communion.  Hand sanitizing must occur upon entering the church.
  • Social distancing guidelines must be followed on the HAP bus and in the church.
  • Restrooms will not be open and the congregation will not be singing hymns or responses.
  • Collection baskets will not be passed.
  • Visit the website stlouischurch.org for a full list of precautions.
  • Unfortunately, St. Louis Church is the only area church open for in-person gatherings at this time.

Highland Styles

  • Nicole and Michelle have thoroughly enjoyed seeing many of you over the last couple weeks.  If you have not heard from the salon yet, please call 641-6332 to schedule your hair appointment.  They don’t want to miss anyone!

LT:ef

To:              All Residents

From:          Lloyd Theiss

Date:          June 12, 2020

Re:             COVID-19 and Operational Update

A very Happy Friday to everyone!  It is the end of another safe and successful week.  All things remain positive here as all COVID testing continues to be negative!

Statewide COVID stats continue to trend in the right direction and, as a result, the Governor has allowed our region to enter into Phase III of the reopening plan.  That means restaurants can open for both inside and outside dining.  Of course this comes with numerous restrictions including limiting the maximum capacity in all dining rooms to 50%.  This certainly works for us and I am pleased to report that we will start implementing the gradual reopening of our dining room operations effective Monday, June 15, 2020. 

Dan and his team have developed a very detailed plan that will follow the State guidelines.  In some ways, our plan may be even more restrictive than the State’s as we will err on the side of caution in everything we do.  Basically, it means you will be offered the opportunity to dine in the Oneida Room once every fourth day.  On the other days we will continue to offer meal deliveries with no changes to the current process.  Your designated dine-in evening will be based on the floor or cottage in which you live.  If these protocols are followed and prove to be successful, in due time, we will carefully and cautiously expand the dining operations.  We ask that you please be patient in the meantime; our staff is doing the best they can under these unprecedented circumstances.  I assure you that this will not be HAP’s “new normal”; the situation is temporary until we are able to increase capacity.

Attached are the details of our phased reopening.  Bon Appétit and a special thank you to the entire Dining Department. 

  • Oneida, Conesus, Honeoye, and Seneca dining rooms will reopen for dinner starting on Monday, June 15th.  Hours of operation:  5:00 to 7:00 p.m.
  • Due to the fact that we are reducing our capacity to ensure a safe dining experience, you will come to the dining room every fourth day based on the schedule shown on page 2 (and 3) of this memo.  The schedule has been carefully designed to ensure that everyone has an equal opportunity to enjoy their meal in the dining room.
  • You do not need to call to make a reservation.  A staff member will continue to call you each morning
  • If it is your designated dine-in day, the staff member will confirm that you wish to come to the Oneida Room and assign you an arrival time.
  • On all other days, the staff member will take your meal delivery order.  Choose between 2 delivery times:     4:30 p.m. or 5:30 p.m.
  • Meal delivery is always an option if you choose not to come to the Oneida Room on your designated dine-in day.
  • Tables and chairs have been reconfigured to ensure that proper social distancing is maintained.  Only 2 residents per table, please.
  • Arrival times will be carefully orchestrated so that only 10 residents are arriving every 15 minutes (5 tables) between the hours of 5:00 and 6:00 p.m.  We will not be turning tables over.
  • Please plan to arrive on time.  To avoid congregating outside the dining room, do not arrive more than 5 minutes before your designated reservation time.
  • No walk-ins please and NO GUESTS.
  • Couples will of course be seated at the same table.  All others can expect to be seated with someone who may not be their customary dining partner.  This could be the perfect opportunity for you to become better acquainted with one of your neighbors!
  • Although we would like to honor your requests for specific dining partners, we cannot guarantee that at the present time.  Once we have mastered the logistics of this new scenario, we may be able to revisit this.
  • Before entering the dining room, you must get your temperature checked and cleanse your hands with the alcohol-based sanitizer provided.
  • You MUST wear a face mask when you come to the dining room.  You are of course permitted to remove the mask after you are seated at your table.  Please put the mask back on as you are leaving your table and exiting. 
  • All HAP staff are required to wear a mask in the dining room.
  • Menus will be disposable and silverware will be wrapped in your napkin.
  • Your personal To-Go containers are NOT PERMITTED.
  • Walkers are NOT PERMITTED in the dining room.
  • Rest assured that all tables and chairs will be thoroughly sanitized and disinfected after dinner service each night.  Your walker will also be disinfected before it is returned to you.
  • The Bistro and Bakery will remain closed until further notice.
Sun June 14
Meal Delivery Only
Mon June 15
Apt 100-212
Tues June 16
Apt 213-305
Wed June 17
Apt 306-352
Thurs June 18
Cottages
Fri June 19
Apt 100-212
Sat June 20
Apt 213-305
Sun June 21
Father’s Day Delivery Only
Mon June 22
Apt 306-352
Tues June 23
Cottages
Wed June 24
Apt 100-212
Thurs June 25
213-305
Fri June 26
Apt 306-352
Sat June 27
Cottages
Sun June 28
100-212
Mon June 29
Apt 213-305
Tues June 30
Apt 306-352

This is yet another way to look at the dine-in schedule:

Apartments 100 to 212:      June 15, June 19, June 24, June 28

Apartments 213 to 305:      June 16, June 20, June 25, June 29

Apartments 306 to 352:      June 17, June 22, June 26, June 30

All Cottages:                         June 18, June 23, June 27, July 1

Here are a few other operational updates and/or reminders:

  • In general, you should be wearing a face mask if you cannot maintain a 6-feet distance from others.  Here at HAP, we ask you to wear a mask whenever you are in the common spaces in Hahnemann Square or at the Hahnemann Club.
  • Please be sure your face mask covers your nose, mouth, and chin.
  • If you are visiting with someone outdoors and you are able to maintain a distance of 6-feet or more, you do not need a mask.
  • For your convenience, we have placed additional picnic tables near Key Pads I and II and in the area near the underground garage, and we invite you to enjoy a bite to eat at one of these tables (first come; first served). If you are simply visiting at the table but not eating, you are encouraged to wear a mask since the tables are not big enough to allow for 6-feet distancing.
  • Please refrain from eating in the Bistro courtyard area.  This is unsettling for the Laurelwood residents who are required to follow much stricter guidelines.
  • Depending on the size of the room, we may be able to accommodate groups than 10 larger (e.g., Book Club, Current Events Group) as long as 6-feet distance is maintained.  Contact Margaret at 641-6387 to inquire about this.
  • The in-house mailroom will remain closed until further notice.  Other common rooms such as the social room, media room, and activities room will also remain closed.
  • Based on the testing results in our region of New York State to date, the Governor has decided that employees at nursing homes, assisted living residences, and adult care facilities only need to be tested once a week effective immediately (down from twice-a-week previously mandated in May).  To the best of our knowledge, this will continue through mid-July.

While New York State may have been criticized for being overly cautious, it has indeed paid off.  Meanwhile, other states that have been less diligent in their behaviors (social distancing and wearing of masks) are now suffering the consequences and are seeing a spike in COVID cases.  We have come so far and have been so successful – let’s continue to be New York Strong and New York Safe.  

To:              All Residents

From:          Lloyd Theiss

Date:          June 5, 2020

Re:             COVID-19 and Operational Update

More good news!  Based on the Governor’s New York Forward Reopening Plan as it relates to in-store retail businesses, we are pleased to announce a “soft” reopening of the Lilac Shoppe effective Monday, June 8, 2020.  The new protocols are outlined below:

In-store Shopping:

  • Open for in-store shopping Monday thru Friday.
  • New hours until further notice:  11:30 a.m. to 1:30 p.m.
  • Only 1 resident will be permitted in the shop with Doretta at a time.
  • Everyone will be required to wear a mask. 
  • Please enter the shop through the door in the Bistro hallway.
  • Seating will be available in the Bistro hallway for shoppers waiting their turn to enter.  Chairs will be placed 6-feet apart; follow social distancing guidelines at all times.
  • Please allow Doretta to assist you in selecting items for purchase.  We are trying to keep handling of items (picking up/putting down) to an absolute minimum.
  • Plan to bring your own reusable shopping bag(s).
  • Please do not linger in the shop after you have made your purchase.
  • No cash transactions permitted at this time.  All purchases will be charged to your account.
  • Existing policy of no refunds/no returns remains in effect.
  • Rest assured that shop surfaces will be disinfected regularly.
  • No in-store check cashing services at this time.  Come to the Hospitality Desk if you want to cash a check and someone from the Business Office will assist.
  • Doretta will do her best to gather your items and manage orders in a timely fashion; please be patient if you have to wait a bit.  Also, keep in mind that the exact item you want may not be available.

Phone Orders:

  • You can still call the shop at 641-6329 to place your order over the phone.  If you get the answering machine, leave a message and Doretta will call you back.
  • Pre-ordered items can still be delivered to your home upon request.  Delivery days remain the same: Wednesday & Friday starting at 1:30 p.m.
  • Effective Monday, you will have the option of picking up your pre-ordered items outside the shop in the Bistro hallway during shop hours (Monday thru Friday, 11:30 a.m. to 1:30 p.m.).  Doretta will guide you as to what pick-up time would be best.  Plan to bring your own reusable bag(s).

Here are a few additional updates and/or reminders:

Revised Quarantine Policy:

  • Residents returning to HAP after being away from the campus overnight or longer (e.g., hospital, family stay, vacation, summer home) will need to quarantine inside their home for 5 days (formerly 14 days).  This also applies to new residents moving in.
  • You should not come out into the common areas while you are in quarantine.
  • On the 6th day, please report to the Hospitality Desk to have your temperature checked.  If your temperature is less than 100 degrees, your quarantine period will end.

Transportation:

  • Now that more physicians’ offices are reopening, we are seeing an increase in transportation requests to scheduled medical appointments.  As you know, medical appointments always take priority over non-medical appointments.
  • Many offices are asking patients to wait in their car until they receive the OK to enter the building; this is adding additional time to our drivers’ schedules.
  • Currently we have little availability to accommodate non-medical appointments.  While non-medical appointments may be considered, they cannot be guaranteed.
  • Transportation to Wegmans will be available on Thursdays starting June 11th.
    • Departure times are: 9:00 a.m., 10:00 a.m., 11:00 a.m. 
    • Space on the HAP bus is limited due to social distancing; you must call the Hospitality Desk at 586-7600 to sign up for a ride.
    • Rest assured that we will clean/disinfect the interior of the bus between each shopping trip.

Barber:

  • We are pleased to announce that Tim, our barber, will be providing services in the salon on Saturday, June 13th.  The gentlemen who have received services from Tim in the past will receive a call asking if they want to be scheduled.  Tim has limited availability for others; please call 641-6332 to inquire.

We have another week of employee COVID testing under our belt and I am pleased to report once again that everyone tested negative!    

As our thoughts turn to summer vacations and family gatherings, I remind you that whatever you expose yourself to ‘out there’ you are ultimately bringing back to all of us ‘in here’.  After all our hard work, now is not the time to be lax.  Please continue to follow the established social distancing protocols and wear a mask if you are not able to maintain a distance of 6-feet.  The Governor has also recommended that we do not gather in groups greater than 10.  Our efforts to date have been stellar and I could not be more proud or thankful! 

LT:ef

To:             All Residents and Staff

From:         Lloyd Theiss

Date:          May 29, 2020

Re:             COVID-19 and Operational Update

As we welcome in a new month, I am pleased to share with you some good news about Phase II of the New York Forward Business Reopening Plan.  I encourage you to visit the website https://esd.ny.gov/nyforward-faq to learn more.

Based on the Governor’s Executive Orders confirmed today, here is our interpretation regarding the businesses permitted to reopen in Phase II in our region of the State:

  • All business activities where the core function takes place within an office setting;
  • All real estate activities;
  • All in-store non-essential retail businesses;
  • All vehicle sales, leases, and rental activities;
  • Retail rental, repair, and cleaning activities;
  • Professional services such as beauty salons and barbershops. 

Furthermore, the following businesses remain closed:

  • Shopping Malls with 100,000 or more square feet of retail space;
  • Dine-in and on-premise restaurants or bar service;
  • Large gathering/event venues;
  • Gyms and fitness centers;
  • Video lottery and casino gaming facilities;
  • Movie theaters;
  • Places of public amusement.

With the State’s Phase II plans officially unveiled, we are now in a position to more realistically firm up and roll out our own phased-in approach to services here at The Highlands.  Please remember that two of the biggest factors preventing further spread of this virus are 1) physical distancing of at least 6 feet; and 2) avoiding large group gatherings.  These two parameters will be at the forefront as we develop future policies and procedures.

As we look forward with enthusiasm and optimism, I have summarized (on pages 2 and 3) the most pertinent initiatives that we are currently working on:

Highland Styles:  Nicole and Michelle have been working diligently behind the scenes to put together a plan to safely reopen the salon in accordance with New York State guidelines.  Stay tuned for an announcement about a firm reopening date.

  • Only 1 stylist/1 resident will be permitted in the salon at a prescheduled time.
  • Stylists and residents will be required to wear a mask.
  • Nicole or Michelle will contact you to schedule an appointment and explain payment arrangements.  Do not come to the salon to request an appointment.
  • To start, only haircuts/styles will be provided; perms and colors to follow at a later date.
  • You will be asked to wait your turn in the sitting area directly outside the salon; do not congregate in this space.
  • Please do not linger in the salon after your service is complete.
  • Just as our employees do, Nicole and Michelle will participate in regular COVID-19 testing.

Life Enrichment/Transportation:

  • HAP will continue to provide essential transportation, i.e., scheduled medical appointments.  Transportation to non-medical appointments may be considered but cannot be guaranteed.
  • Our goal is to begin Wegmans shopping trips the week of June 8th.  More information to follow.
    • There will be three departure times (9:00, 10:00, 11:00 a.m.) one day a week only. 
    • In order to safely distance on the HAP bus, each trip will be limited to no more than 5 residents and sign-up will be required. 
  • Life Enrichment will begin distributing a weekly calendar.  Look for your programming calendar on your shelf for the week of May 31 to June 6.
  • A number of Zoom lectures and fitness classes will be announced in the weekly calendar.

Resident Committees:

  • We plan to resume resident committee meetings in June.  Committee members will receive notification through the in-house mail next week.
  • All committees will meet in the Oneida Room; members will be asked to space themselves 6-feet apart.

Pool Update:

  • Effective immediately and until further notice, the pool and spa are closed for routine maintenance.

COVID-19 Testing for Private Caregivers:

  • We are currently looking into the feasibility of offering COVID-19 testing for private caregivers employed by our residents in independent living. 
  • This would be in addition to the routine screening (temperature checks) currently conducted at the time of each visit.
  • Our ability to test caregivers will depend in large part on the costs associated with testing and the availability of test kits. 
  • There may be a charge involved that would ultimately be passed on to the caregiver or resident.  More information to follow.

I am pleased to report that approximately 75 HAP employees were tested for COVID-19 last week and everyone tested negative!  Testing will continue (twice a week) for the foreseeable future.  All initial qualms have gone by the wayside and testing is going very well.  Our new mantra is:  Be negative; Be positive!

In closing, I want to thank you for all the positive support and many accolades.  The HAP Team continues to show our SPIRIT values in everything they do.  Way to go team!

LT:ef

To:              All Residents

From:          Lloyd Theiss

Date:          May 15, 2020

Re:             Coronavirus (COVID-19) Update & Staff Testing Information

It is hard to believe that it is now two full months since we officially put The Highlands on “pause” and 10 weeks since COVID-19 started to become a real concern for us.   In this time we have all pulled together as a team, taking all the necessary precautions to keep us safe and COVID-free.  Our combined diligence continues to pay off as we have NO active cases on our campus, including The Highlands Living Center.  Kudos to all of us!!!

Further good news is that, effective today, New York State will be implementing the first of a four phased plan to gradually reopen our state.  The first part allows construction and manufacturing to restart their operations.  While this has little impact on us, it is a positive step in the right direction.  If key COVID indicators continue to be met, the other phases of the plan will be implemented in 15 day increments.  Phase II (early June) includes Professional Services such as beauty salons and Phase III (mid-June) includes restaurants and dining operations.  If all goes well, The Highlands will also follow the timing of these phases as we segue into a new normal.

So what does this mean for our community today?  For the time being, we will continue to strictly adhere to the mandates established by the New York State Department of Health and all internal policies that we have implemented for cottage and apartment life at The Highlands.  To remind us all, we have summarized and attached our “COVID Policies” to this memo and expect that everyone will adhere to them. (You can view the Policies and Procedures here.)

New to the list of protocols, you will notice the section “Wellness Caregivers”.  The longer we isolate ourselves, the more evident it becomes that we all need social stimulation.  Please review this section and call Jeanette Stephens at 641-6304 if we can help you in any way.  (See the “Wellness Caregivers” section of the Policies and Procedures here.)

While we are all making the best of a very difficult situation, we must not become complacent nor forget that this disease still has its sights set on our seniors.  I am sure you have heard on the news that many nursing homes have fallen prey to COVID-19 and the lives of many seniors have been lost. 

In order to protect our most vulnerable population, the New York State Department of Health, through an Executive Order, has mandated that all staff working in assisted living communities and skilled nursing facilities must be tested twice a week for COVID.  This will apply to every employee working on this campus; testing will start next week and will likely continue through the middle of June. 

The test involves nasal swabbing which is an easy, pain-free process and completely different from the deep, nasopharyngeal swab that you might have heard about.  The results come back within a few days.  Only staff with positive results will be notified by our Occupational Health Manager and proper protocols will be followed. 

This will be an unsettling time for all of us to say the least.  But I also know that once we become comfortable with the process, we will feel relieved to know that we have control of the situation rather than the situation controlling us. 

I know we are all growing weary of this but, when it gets you down, please remember how blessed we have been thus far; that we are making progress; and there is still so much to thankful for.  I am thankful for all of you; for the terrific team we have at The Highlands; and for the privilege I have to safeguard this wonderful community.

Stay well and may you be blessed. 

LT:ef

Please review the COVID-19 Policies and Procedures.

To:              All Residents

From:          Lloyd Theiss

Date:          April 30, 2020

Re:             COVID-19 and Operational Update

Friday, May 1st marks exactly six weeks since we officially put The Highlands on “pause”.  I am sure I am not alone when I say it feels like six years.  As challenging as it has been for all of us, it continues to produce the results we have all worked so hard to achieve.  I am pleased to report that, as of this date, we continue to be COVID-free throughout our campus, including The Highlands Living Center!  So much to be thankful for and so many to thank.

Just as we took many steps to secure our campus in March, we will take an even more methodical approach to SLOWLY morph into a “new normal” at the appropriate time and pace.  As I mentioned in my last memo, we will stay the course at least until May 15th when the current “New York Pause” as set by our Governor expires.  In the meantime, I will be working closely with the HAP directors to develop a “phased approach” to ensure that we can provide services and amenities in a safe, sustainable manner for all.  The first priorities will include dining, transportation, cultural programming, the Lilac Shoppe and, of course, our Highlands Styles salon!  On that note, I have been in touch with the salon operator, Nicole Porretta.  Nicole and her sister are both doing well with no health issues to report and they are anxious to resume operations.  When the Governor decides it is appropriate to safely reopen salons in New York State, Highland Styles will reopen and individual appointments will be scheduled to provide a safe and controlled environment; more information to follow.  I’m sure you are all looking forward to a stylish spring coif as much as the stylists are looking forward to seeing you!   

Meanwhile, a few other points that bear mentioning:

  • You are reminded of our “No Tipping” policy.  Before you know it, the Resident Council will be planning the annual Employee Appreciation Fund drive which is the most equitable way to recognize all staff for their hard work, dedication, and commitment.
  • While many organizations have found it necessary to furlough some of their employees, I am pleased and proud to report that none of our full-time or part-time employees have experienced a disruption to their employment status.  They have been able to continue working their designated number of hours throughout these troubling times.  Those who had some downtime in their regular departments are helping with other tasks such as delivering newspapers and packages, taking temperatures, or sanitizing surfaces in our common areas.  Many of our per diem wait staff members are still serving in Laurelwood and helping with meal deliveries.    
  • Thanks to support from the URMC system, we have a new supply of disposable masks.  You can ask for one at the Hospitality Desk or in the parlor where they are doing temperature checks.  You should be wearing a mask whenever you venture out of your apartment or cottage, and especially where social distancing is difficult.  If you choose to wear a disposal mask, use your best judgment in determining when to replace; this will depend on how often you wear it.  Remember that the reusable cloth masks we provided can be washed.
  • When you are wearing your mask, please consider also wearing your name tag.  With the mask covering more than half our face, it is often difficult to determine who’s who. 
  • While there is currently no shortage of dining supplies or ingredients, the availability of certain brands and varieties can vary from one day to the next and may result in some changes to the menu from time to time.  For example, with all the restaurants using to-go containers we are not able to get the three compartment containers at this time.  On occasion, we may need to use Styrofoam containers.  I remind you that Styrofoam is not recyclable here and must be thrown out with your trash.
  • Due to popular demand, the mobile book cart that was in the Media Room is now back in circulation; the new (temporary) location is the Club Room.
  • As previously announced through the in-house mail, it will soon be time to elect new representatives to the Resident Council for the 2020-2022 term.  Ballots will be distributed on Monday, May 4th and the voting period runs from May 5th to May 12th.  If you have not already done so, we hope you will check out the candidate photos on display near the U.S. Mailboxes. 
  • The podiatrist, Dr. Ronald Gmerek, is still providing on-site foot care in the Wellness Center during this time.  He is seeing only Highlands’ residents and following all recommended safety precautions.  Please call Pam Pierri at Laurelwood (641-6340) to schedule an appointment.
  • We are still taking candidates for the HAP Hero tributes appearing on our Facebook page.  If you haven’t already done so, check out The Highlands Facebook page and give our heroes a “like” and feel free to share!  Call Ann Julien (641-6388) to tell us who your HAP Hero is.
  • Starting Monday, May 4th, watch for our new TV ad that features our residents giving a nod to our HAP Heroes.

Mother’s Day

As you know, Mother’s Day is coming up on Sunday, May 10th and it is shaping up to be another challenging ‘coronavirus holiday’ with social distancing measures still in effect.  Where there is a will, there is a way and our dining department will do their best, as they did for Easter, to make it a very special day. 

  • Look for your menu on the shelf outside your door the week of May 4th (cottage residents in your info-tube).  We’ll be featuring some special menu items for the Mother’s Day meal.
  • The dining team will take your Mother’s Day meal order (along with your Saturday dinner order) when they call you on Saturday, May 9th.  We will not be making calls on Mother’s Day.
  • You will be asked to choose a delivery time of either 1:00 p.m. or 2:30 p.m. for your Mother’s Day meal delivery.
  • Look for some special treats in your delivery bag. 12 lucky residents will find an envelope containing a special message.  These prize winners will receive a complimentary bottle of wine!
  • You are reminded that visitors are not permitted to enter the building.  As hard as it may be, families should not come to The Highlands to see mom nor should they take her off campus.    Love can be expressed in a multitude of ways and family members are encouraged to think “creatively” about ways to connect with their mothers while they must remain apart.  We assure you that we will do our very best to make Mother’s Day special here at The Highlands. 
  • If you would like to have additional meals during this time when you are not able to get to the grocery store with ease, keep in mind that Dining Gift Cards are available for purchase at the Hospitality Desk in denominations of 10 meal points.  They are a really good value at 10 points for $70.

I think that catches us up for now and, in about 10 days or so, I will be back in touch with another update.  With things continuing to change by the hour, and with no detailed plan yet for reopening the state and/or our region, I only want to share with you the facts that you need to know to stay safe in our little corner of the world.

Please continue to keep the faith and stay positive as we have so much to be thankful for.  I thank God each day that we are all healthy; that we are all able share this safe haven; that we have a terrific team to support us; and that we can work together in harmony as a community, for the community.  I know that if we stay ever humble, and mindful and worthy of our many blessings, all will soon be well again.   

LT:ef    

To:              All Residents

From:          Lloyd Theiss

Date:          April 22, 2020

Re:             COVID-19 and Operational Update

I am sure you have heard that last week the Governor extended the New York Pause policy keeping all non-essential businesses closed through May 15th.  At HAP we are using these governmental mandates to guide us as we set and adjust our internal policies in an effort to ward off the COVID virus. With this said, I want to inform you that we will continue to adhere to the stringent policies that we have put in place to keep this disease at bay.  Although this means at least another 30 days in captivity, I am pleased and proud to inform you that our diligence is working and, as of this date, there are no signs of COVID on our campus.  This includes cottage and apartment residents, Laurelwood residents, all staff, and the entire Living Center community.

While this is amazing, it is not totally surprising to me for I see each day how hard we are working as individuals and collectively as a community to keep everyone safe. Although it appears that the curve seems to be flattening across the state, this is no time to let down our guard.  We MUST continue to follow the rules and work together.  In so doing, “We will be COVID free.”

Given the fact that our April Resident Meeting has been canceled, I will use this opportunity to fill you in on a number of fronts and to answer a few questions that have been asked of me:

  • The annual collection of your confidential documents for proper disposal will be postponed until further notice.  This includes the collection of electronics and used clothing.
  • A few clarifications on the proper disposal of the packaging used to deliver your meals:  1) Paper bags can be recycled; 2) The plastic clamshell containers (black bottoms) that contain your main meal can be rinsed and recycled; 3) The clear plastic containers that hold your salad are NOT recyclable and should be placed in with your garbage.  The same is true for all Styrofoam and to-go soup containers; throw them away.  Remember, when in doubt, throw it out. 
  • Remember that no more than two people should be using the equipment in the exercise rooms (Hahnemann Square & Hahnemann Club) at the same time.  Obviously these areas can accommodate more than two but this is not the time to loosen these restrictions.
  • Remember to wear your masks when in any common areas of the community, i.e., Hahnemann Square & Hahnemann Club, and also when leaving the campus for any reason.  This a MUST.
  • Residents returning to HAP after being away for extended periods of time (i.e., those on the away list) will be asked to self-quarantine for 14 days.  This is strictly for the safety and well-being of everyone.  It DOES NOT mean there is any suspected COVID. 
  • The only people visiting HAP should be personal caregivers on an as needed basis only.  These caregivers should be registered with Jeanette Stephens.
  • The guest apartments continue to be unavailable for reservation until further notice.
  • You are reminded that HAP staff is unable to deliver medications to your apartment or cottage home.  You (or your caregiver) are required to pick up & sign for all prescriptions at the Hospitality Desk.
  • If you have mail for your HAP neighbor, please bring it to the Hospitality Desk and a staff member will deliver it for you.  Until further notice, do not use the in-house mailroom.
  • Thank you for your many cards, emails, and phone calls expressing your appreciation for all that the HAP Team is doing to keep us safe.  They are all AMAZING and I am both proud & privileged to have their support and dedication.  We are now giving four SPIRIT awards every week rather than four per month so please keep those SPIRIT nominations coming; they mean so much. 
  • Please check out our HAP Facebook page to see the many HAP Heroes who have been recognized by our residents.  I thank all the residents who have worked with our team to acknowledge our staff for going above and beyond during this difficult time. 
  • You may remember that the plan was to break ground for the new Memory Care Neighborhood at Laurelwood at the beginning of April.  This project is on hold until the COVID crisis passes.  Hopefully we will be back on track later this summer.  The nicer weather will allow us to catch up on lost time.
  • With the hope that restrictions will ease up a bit in the coming weeks, we will be working together to outline what a “new normal” might look like for our community as a whole.  While group activities & dining gatherings will likely be smaller, it is absolutely essential that we find safe ways for our residents to be interactive & engaged outside the confines of their apartments & cottages. 
  • If you have to leave the HAP campus, please remember to be safe!  Whatever you expose yourself to, you will be bringing it back with you to our community.  Remember to: Maintain social distance; Wear your mask; Wash your hands; Stay at home; Communicate with us immediately if you have any flu-like symptoms.

In closing, I want to thank everyone – residents and staff alike – for your unwavering support and resolve to see us safely through this crisis.  I am truly honored to be part of this community.  It is said that “FAITH is being sure of what we hope for and certain of what we cannot see.”  For me, thanks to all of you, I have complete FAITH; I hope we will continue to be COVID free but, whatever happens, I am certain that we will get through it together.  I hope you too keep the Faith, for together “We will be COVID Free!”

LT:ef

 To: All Residents 

From: Lloyd Theiss 

Date: April 15, 2020 

Re: Coronavirus (COVID-19) 

Ask and you shall receive!!!! 

On Tuesday April 14th, I was chairing the monthly Pittsford Chamber of Commerce meeting via Zoom, a video conferencing/online meeting service. The Chamber’s liaison to the Village of Pittsford, Dan Keating, was in attendance. As our meeting wrapped up, Dan asked me what the Village might be able to do for The Highlands at Pittsford during this pandemic. Without hesitation, “find 170 reusable masks for my residents” was my now seemingly abrupt response. 

Within minutes after the meeting, I received a call from Kendra Evans, the daughter-in-law of our resident, Mary Ann Evans. Kendra, an active, well-informed Pittsford resident, was calling at Dan’s request to inquire about our need for face masks. Armed with additional details from me, Kendra immediately reached out to her community network and connected with Impact Earth. A Rochester-based company, Impact Earth’s mission is to reduce single-use packaging thus diverting such materials from landfills. 

Again, moments later, I received another call from Kendra stating that 170 reusable masks would be delivered to HAP tomorrow. Tomorrow is now today, and today I am very pleased to provide every resident with their own reusable mask compliments of Kendra, her network of colleagues, and Impact Earth

Inside each environmentally-friendly paper bag, along with your mask, you will find washing and care instructions. While you do not need to wear this mask when you are in your apartment or cottage home, per the new NYS Executive Order, you are required to wear your mask any time you are in public spaces both on and off our campus. You see our staff being so diligent in wearing their masks throughout their workday so we now respectfully require the same from each of you. 

I would also like to thank the Town of Pittsford and Supervisor Bill Smith for the masks that were provided to you on April 2nd. These masks were made available through a donation from the Chinese-American Community here in Pittsford. 

Regardless of the source – the Town, the Village, the URMC System, the Highlands staff, our residents – it is the continued collaborative support like this that will see us through this crisis and together, yet separated, “We will be COVID free!!” 

Reminders: 

  • Residents returning to their home after an extended period of time away from the campus, i.e., those residents on the away list, will need to quarantine themselves for 14 days. Meals will be delivered to the apartment or cottage but no other services will be provided and access to common areas is prohibited. 
  • With the exception of private caregivers and family members acting as caregivers, no other visitors are permitted to enter Hahnemann Square. These individuals must enter the building at the main entrance and have their temperature checked at each visit. 
  • Jeanette Stephens, Resident Services Advocate, should be made aware of any arrangements you have made with caregivers. She can be reached at (585) 641-6304. 

Unfortunately, we are canceling the Resident Meeting scheduled for Monday, April 27th. In lieu of a meeting, we will provide you with a written update on operations next week, including answers to questions that have filtered through the Resident Council. 

Remember…

Identify the symptoms. 

Isolate if any symptoms appear. 

Communicate with us immediately regarding symptoms. 

Wear you masks! 

Wash your hands! 

LT:ef 

 To: All Residents 

From: Lloyd Theiss 

Date: April 9, 2020 

Re: Coronavirus (COVID-19) 

Well we’ve gone from glorious sunshine and nearly 60 degrees earlier this week to snow flurries today! But I’m sure you will agree that any week without COVID-19 at The Highlands is a good week and I’m happy to report that is the case! Again, thank you for everything you are doing! 

I wanted to provide a brief update before the holiday weekend and also remind you of a few things: 

  • Assuming the nice weather will return, you should feel free to go for a walk on the HAP grounds. If you are going out for a walk, you can exit and reenter at either of the two key pads or at the main entrance and you do not need to be screened when you come back in the building. For your safety, please do not walk past the Laurelwood front circle. The back lot is frequented by large delivery trucks and these vehicles have huge blind spots around all four sides, making it difficult for drivers to see pedestrians, especially if they are backing up. 
  • If you leave The Highlands campus, however, you are required to be screened (have your temperature checked) at the Hospitality Desk immediately upon return. 
  • Any resident who has been away for an extended period of time, e.g., our snowbirds, must self-isolate in their cottage or apartment for 14 days upon return, regardless of whether he/she has made the return trip by car or plane. The 14-day quarantine will also be required for all new move-ins until further notice. 
  • Starting this weekend, you will see a Director working on both Saturday and Sunday. The Directors have graciously agreed to flex their schedules to increase the presence of management on the weekends. 
  • As you know, the Media Room is closed until further notice. As a result, the mobile book cart will not be available until we decide to reopen that room. Please do not leave books on the floor outside the Media Room. 

On a sunny afternoon earlier this week, several residents (and the Easter Bunny) positioned themselves at the fork in the road on Hahnemann Trail with a big THANK YOU banner and treats for the staff members who were coming and going at change-of-shift time. Please visit our HAP Facebook page to see this heartfelt display of gratitude; it was truly a bright spot this week! Our Facebook page will continue to feature our HAP Heroes. If you would like to speak about your own HAP Hero, please contact Ann Julien at 641-6388. 

I wish you a Blessed Easter and a Happy Passover! 

LT:ef 

To:              All Residents

From:          Lloyd Theiss

Date:          April 2, 2020

Re:             Coronavirus (COVID-19)

Let me start out by saying that our diligence in taking the necessary precautions to ward off the COVID virus is paying off.  As of this day and time we do not have any confirmed cases tied to The Highlands, our residents, or our staff.  Thank you for everything you are doing!

If there’s one thing I’ve learned over the past few weeks, it’s that trying to predict the elements of COVID-19 is a bit like trying to predict our Rochester weather – challenging indeed and the outcome is seldom as predicted.  As we turn the calendar over to a brand new month, I forecast that conditions may be stormy for the next 30 days but brighter days are ahead.  To help us prepare for what might be rough weather, we are going to batten down the hatches a bit more at HAP. 

With Easter Sunday fast approaching (April 12), I’m sure I don’t need to remind you that the holiday will look a little different this year as a result of shelter-in-place orders and closed churches and restaurants.  Although we are not in a position to tell you that you cannot spend Easter with your family in their home, we strongly discourage you from doing so.  We are making every effort to provide you with a nice Easter experience here at HAP.   

Easter Meal:

  • Look for your menu on the shelf outside your door the week of April 6th (cottage residents in your info-tube).  We’ll be featuring some special menu items for the Easter meal.  A Seder meal will be offered on Wednesday, April 8th, along with printed blessings to help make your Seder experience more meaningful.
  • The dining team will take your Easter meal order (along with your Saturday dinner order) when they call you on Saturday, April 11th.  We will not be making calls on Easter Sunday.
  • You will be asked to choose a delivery time of either 1:00 p.m. or 2:30 p.m.
  • Look for some special Easter treats in your delivery bag, including plastic eggs filled with candy. 12 lucky residents will find an egg containing a special message. These prize winners will receive a complimentary bottle of wine!
  • Keep in mind that many local churches are live streaming Sunday morning worship and prayer services through their individual websites or Facebook.  You can contact your church or temple for details; Margaret also has some information about local live streams and video recordings.
  • While we strongly suggest that you stay right here, if you do decide to leave the campus on Easter Sunday you will need to be screened at the HAP Hospitality Desk upon return.

Meal Deliveries:

  • Effective immediately, meal deliveries will not include person-to-person contact.  HAP staff will simply ring your doorbell and leave your delivery bag outside your door.
  • To make the meal delivery process less labor intensive, further refinements are under consideration.  Details to follow. 

Face Masks:

  • Many of you have asked us for face masks.  In response to these requests, we are issuing each resident one mask only at this time. 
  • Please note that we do not have an unlimited supply and we are unable to guarantee a replacement mask.  If you choose to wear it, we suggest that you do so only when you are in the HAP common areas or if you go to a public place off campus, like Wegmans.     
  • Additionally, you will now see all staff members wearing a face mask when they are in the common areas of the community.  This is simply an additional precaution.

Key Pad Reminder:

  • If your apartment is in close proximity to either of the two key pads, you may enter and exit there if you leave the building to take a walk or get a breath of fresh air.  If you leave our campus, you are required to have your temperature checked at the Hospitality Desk immediately upon return.
  • The key pad entrances should not be used by your private caregivers, companion aides, or dog walkers.  These individuals are required to enter and exit Hahnemann Square at the main entrance.  At every visit, they must sign in at the Hospitality Desk, have their temperature checked, and later sign out.  

Exercise Room Reminder:

  • Unfortunately, we are seeing more than two people at a time using the equipment in the exercise rooms (both Hahnemann Square & Hahnemann Club). 
  • As previously stated, there should be no more than two people in those rooms at the same time. 
  • If you are coming to the exercise room and consistently finding two people in there upon arrival, you can contact Robin Gallagher (641-6316) to help you with scheduling.
  • Remember to wipe the equipment down thoroughly after each use.

Lilac Shoppe:

  • You can call the Lilac Shoppe at any time and leave a voice message to order essential items.  The phone will be checked for voice messages off and on throughout the week (Monday-Friday only).
  • Orders will be filled on a first-come, first-served basis to the extent possible, based on the availability of your requested item at Wegmans or within existing stock in the Lilac Shoppe.
  • You are reminded that essential items include:  bread, juice, milk, coffee & creamer, laundry soap, hand/bar soap, body wash, shampoo, toothpaste, mouthwash, toilet paper, paper towels, tissues, and incontinence products.
  • Items will be delivered to your home at/around 1:30 p.m. on Wednesdays and Fridays only.
  • Since our primary focus right now is providing you with items deemed essential, we apologize in advance that we may not be able to honor your special requests.

Does anyone remember the old Party Line?

  • Would you like to connect with the important people in your life with a group chat over the telephone?  Think about your dining tablemates; your Club Room friends; or the people who put “happy” in your Happy Hour. 
  • Call Margaret Leyden (641-6387) or Elizabeth David (641-6344) to let us know who will participate.  We will set up the call for a specific date and time and provide you with the information you need to connect with all parties over the phone.  There is no fee involved.
  • Video chatting with Skype or FaceTime is another way to stay in touch with your friends and family; Elizabeth David would be pleased to help you with this technology.

SPIRIT Program:

  • We are enhancing the SPIRIT program to better recognize the HAP staff for going above and beyond to keep our community safe and healthy. 
  • Management will select at least 4 SPIRIT winners every week until further notice (instead of 4 winners per month); each will be rewarded with the usual $25 bonus.  Nominees will still be honored with ENJOY candy.
  • Please take the time to nominate our dedicated staff members who continue to come to work every day to help you through these challenging times.    

HAP Heroes:

  • Please visit our HAP Facebook page to learn more about our HAP Heroes!  These endearing vignettes showcase our residents’ appreciation for our various staff members during this unprecedented time.
  • If you would like to let us know about your own HAP Hero, please contact Ann Julien at 641-6388 and she will set up a mutually convenient time to videotape you.

You all know how beautiful our campus is in the spring when everything starts to bud and you should feel free to go for a walk and take it all in.  Let’s trust in the magic of new beginnings!

LT:ef                   

To:             All Residents

From:         Lloyd Theiss

Date:          March 25, 2020

Re:             Coronavirus (COVID-19)

New Protocol:

Effective immediately, we are deactivating the number pad entry system at the key pad entrances.

This is being done as an additional precaution to dissuade non-residents from entering at these locations. 

You are reminded that all non-residents (private caregivers, companion aides, and others) are required to enter Hahnemann Square at the main entrance & participate in our screening process which includes a temperature check.

Residents are still permitted to enter and exit at the key pads using their key fobs. 

It has come to our attention that a number of caregivers who are unfamiliar to us have been observed in Hahnemann Square.  This is a good time to remind you of our policy regarding private caregivers.  It is vital to the smooth operation and overall safety of the community that our Resident Services Advocate, Jeanette Stephens, RN, is informed about the services you choose to bring into your home.  When you share this information with Jeanette it is kept in confidence and used only to maintain the safety of our community.  Jeanette will collect essential information about your caregiver and provide an orientation packet.  Jeanette can be reached at 641-6304.  For more information on HAP’s protocols for private caregivers, please refer to pages 39-41 of your Resident Handbook.

LT:ef

To:              All Residents

From:          Lloyd Theiss

Date:          March 20, 2020

Re:             Coronavirus (COVID-19)

While it may seem like a long time ago, it has only been a month since we had that wonderful celebration commemorating our community’s 25th anniversary.  We are so fortunate that the current climate did not dampen our spirits when we gathered to rejoice with grateful hearts.  As I look back on the sentiments I shared with you that night, I realize they could not ring more true than they do today.    I quote: 

“As I think back on the continuous evolution that we have made as a community over the years, it is clear that one of our greatest strengths is our ability to adapt to the changing environment around us.  Change is not easy but it is one of the few certainties in life and a reality that we as a community have always embraced.

Our ability to adapt to the times is not the result of one thing we do but it is everything we do.  It is all of us working together as a community for the community.  It is learning from the past and enjoying the present but always with an eye to the future.

We have stood the test of time; we’ve seen the highs and lows; the booms and busts; the good, the bad, and the ugly.  By working together, as a community for the community, we have gotten stronger with each passing year.” . . .     

No one could have predicted the challenges that we face today – as a community, as a country, as the world.  I feel a great deal of responsibility for the health and well-being of our community – for residents and staff alike – and I thoroughly understand that some of you are frightened, apprehensive, and/or anxious.  But as the past has proven, if we continue to work together as a community for the community, I have complete faith that we will persevere and get through these difficult times together and in good health

Unfortunately, we must make changes to adapt to the uncertain and ever-changing environment around us.  To that end, we are taking what might be perceived by some as drastic measures to assure the continued good health and safety of our entire community.  While these measures are not optimal, they will be mandatory.  We stress again that no one here is currently showing any signs or symptoms of COVID-19 and we trust that these new mandates will keep it that way. 

Therefore, the following rules WILL BE ENFORCED effective Saturday, March 21, 2020:

Dining:

  1. Effective after the close of dinner on Friday, March 20th and until further notice, the main dining rooms are closed to congregate dining. 
  2. The Bistro and Bakery are closed.
  3. All meals (your choice of lunch, dinner or both) will be delivered to your individual apartment or cottage home.  Your meal will not be delivered to another resident’s home.
  4. You do not need to call in your meal orders.  Each day between 9:00 and 11:00 a.m., a HAP staff member will call you to take your order and ask about your general health and well-being. 
  5. Please be prepared to state your order when you are called.
  6. An abbreviated menu will be provided.  All meals (lunch and dinner) are 2 points each. 
  7. Keep in mind that your dining service package, based on our meal points system, will still apply.
  8. Meal deliveries will start at the following times.  Keep in mind that these are starting times, not exact delivery times, and the volume will be very high.  Patience is a virtue!
    Lunch:   1 delivery time only starting at 12:30 p.m. This will begin on Monday, March 23.
    Dinner:  2 delivery times starting at 4:30 p.m. and 6:00 p.m. This will begin on Saturday, March 21.
    Note:  We will cap the first delivery time (4:30) at approximately 70 meals.
  9. All brown paper delivery bags should be placed in the recycling bin.

Entrances and Common Areas:

  1. All exterior doors leading from the stairwells will be locked.  The doors at the two key pads will remain open as well as the main entrance of course.  You are likely to see the presence of HAP staff at the key pads during the day in an effort to monitor entry more closely.
  2. All non-residents are REQUIRED to enter Hahnemann Square at the main entrance & participate in our screening process which includes a temperature check.
  3. The same rules apply to apartment residents who leave the building for personal reasons and ALL cottage residents entering Hahnemann Square.
  4. After passing a temperature check, all non-residents will be issued a sticker that should be applied to a visible spot on their clothing before they proceed past the Hospitality Desk.  If we notice someone without a sticker, they will promptly be redirected to the Hospitality Desk for screening.
  5. We are strongly discouraging residents from gathering together in numbers greater than 4.
  6. The Highland Styles beauty salon will close after business on Saturday, March 21.
  7. Also closed:  Activities Room, Media Room, Meditation Room, Social Room, Woodworking Shop. If other common areas are closed, a sign will be posted on the door.
  8. The Club Room and the Hahnemann Club will remain open for grab-and-go breakfast items.  Please enjoy these items in your apartment or cottage. 
  9. In many of the common areas, e.g., the Club Room, you may see that the chairs have been removed to dissuade residents from congregating in those places.

Library: 

  1. The library will remain open and you will still follow the same procedures for checking out books and returning them. 
  2. We are adding a small selection of DVDs and jigsaw puzzles that you are free to borrow; simply follow the guidelines posted in the library. 
  3. All borrowed items will be wiped down and returned to their proper place by HAP staff.

Lilac Shoppe: 

The Lilac Shoppe is closed, however, we have made provisions, to the extent possible, to try to provide you with several essential items

  1. Essential items are defined as:  bread, juice, milk, coffee & creamer, laundry soap, hand/bar soap, body wash, shampoo, toothpaste, mouthwash, toilet paper, paper towels, tissues, and incontinence products. 
  2. Quantities may be limited and, in all cases, requests are subject to availability of items at any given time.
  3. To place your order, call the Lilac Shoppe (641-6329) between 10:30 a.m. and 1:30 p.m.
  4. HAP staff will deliver your order (Monday thru Friday only) starting at 1:30 p.m.
  5. If you need to cash a check, please come to the Hospitality Desk and someone from our Business Office would be happy to provide this service.

Wellness Center:

  1. The fitness room is closed.  All fitness classes are canceled until further notice.
  2. The exercise room will remain open with some new guidelines.  No more than two people should be working out at the same time.  Stay 6-feet away from the other person in the room.
  3. Wipe the equipment down thoroughly after each use.
  4. The Hahnemann Club exercise room will remain open; the same guidelines apply.
  5. The pool will remain open.  No more than two people should be in the pool at the same time.  Stay 6-feet away from the other person in the pool.
  6. UR Medicine Labs will continue to provide blood draw services for residents on Tuesday mornings in the Wellness Center beginning at 7:30 a.m.  No change to procedures.    

Programming, Transportation, Hospitality:

  1. All programming is canceled until further notice.
  2. The sing-along with HAP residents (previously announced in lieu of chorus) will not take place.
  3. No changes to HAP transportation at the present time.  Our drivers will still take you to doctor’s appointments and various other personal appointments if deemed necessary.
  4. If you decide it is essential to use HAP transportation, call the Hospitality Desk at 586-7600 to submit a transportation request.  Remember to cancel if your plans change.
  5. HAP staff will deliver all packages.  You will no longer receive a call notifying you of package arrivals.
  6. Prescription protocols will remain the same.  You (or your designee) will still report to the Hospitality Desk to pick up and sign for prescriptions.
  7. Newspapers will be delivered to the shelf outside your apartment door by HAP staff (those with personal subscriptions).
  8. No changes to mail delivery from U.S. Postal Service.  You will still come down to your individual boxes to collect your U.S. mail.
  9. HAP staff will deliver all in-house mail to the shelf outside your apartment door.  There is no reason for you to come to the In-house Mailroom at this time. 
  10. No changes to cottage mail delivery procedures.

Housekeeping:

  1. There will be no changes to housekeeping services at this time.  Housekeepers will continue to wear face masks and gloves when they enter each apartment and cottage.
  2. Rest assured that the water in the mop bucket is being changed after each apartment cleaning.
  3. Residents returning to their home after air (or cruise) travel will not receive housekeeping services until after the required isolation period.
    – Domestic air travel:  You are required to stay in your home for 5 days upon return.
    – International air travel & cruises:  You are required to stay in your home for 14 days upon return.
  4. You will see housekeepers and miscellaneous other HAP staff members continuously wiping down surfaces (e.g., elevator buttons, railings, etc.) in the common areas.

Information Technology:

  1. All organized computer classes, e.g., Tech Time, iPhone/iPad, are canceled.  Keep in mind that the Media Room is closed.
  2. Crystal and Jeremy are still available to assist with some of your technology needs in your apartment or cottage home.  Call the IT Office at 641-6308 to schedule an appointment.
  3. We understand that staying connected with loved ones is very important during these challenging times.  HAP staff is available to help you with video calling/Skyping.  If you need help with this technology, call Elizabeth David at 641-6344 to ask for assistance and set up an appointment time.

I’ve run out of creative ways to thank you all for your patience and understanding so I will leave you with this:  “Burdens become light when cheerfully borne.”

LT:ef          

To: Residents

From: Lloyd Theiss

Date: March 18, 2020

Re: Coronavirus (COVID-19)

Kudos to the residents who joined us in the dining room last night and followed the protocols outlined in my March 16th memo. From all accounts, things appeared to run smoothly with regard to pacing and spacing in the dining room and we will continue with this plan until further notice. You are reminded of the following guidelines:

  • If you choose to come down to the dining room for dinner, you MUST call ahead to make a reservation (641-6374).
  • Choose one of the following times: 5:00, 5:20, 5:40, 6:00, 6:20 or 6:40. We will seat 20 residents every 20 minutes with no exceptions.
  • When you choose your seating time, please let us know if you would like this to be your standing time going forward. If yes, you will not need to call every day. If you establish a standing reservation and your plans change, please call to cancel.
  • If you would like to flex your seating time from one day to the next, you will need to call in your reservation every day.
  • There is a limit of two residents per table.
  • Meal delivery is available as an option to dining in. Call 641-6374 to place your order.

Important New Protocol:

The decision to add the following precaution was based on recommendations from a number of sources and is in effect immediately:

  • EVERYONE entering Hahnemann Square at the main entrance with the intent of going beyond the hospitality desk will be screened.
  • This will now include all cottage residents as well as apartment residents who are returning to the building after being out for personal reasons.
  • The screening includes a temperature check (conducted at the time of each entry) and a brief written questionnaire (completed one time only). Each time you enter the receptionist will ask if any of your answers to the six questions have changed.

You are reminded that all HAP updates can be found on our website at www.highlandsatpittsford.org. Simply click on COVID-19 UPDATES (in red) that appears in the green banner at the top of the page. You can also encourage your family members to visit our website to keep up-to-date.

Thank you all for your continued cooperation.

LT:ef

To: All Residents 

From: Lloyd Theiss 

Date: March 16, 2020 

Re: Coronavirus (COVID-19) 

As you know, the scenario with regard to COVID-19 is changing on an almost hourly basis. First and foremost, please try to stay calm in the days and weeks ahead. There are no cases of the virus on The Highlands at Pittsford campus. However, we are taking additional precautions to help us reduce the potential for the COVID-19 virus to enter our community. The following protocols will go into effect on Tuesday, March 17th and will continue until further notice. 

Visitors 

1. With the exception of private caregivers and companion aides, no visitors are permitted to enter Hahnemann Square. This includes your family members and all other guests. No one from outside our community will be permitted to join you for dinner or visit with you in your apartment. We ask that you communicate this to family members and other potential visitors. 

2. At the present time, we are not restricting visitors to the cottage homes, however, those visitors will not be allowed to enter Hahnemann Square for dinner or other reasons. 

3. Private caregivers and companion aides MUST enter Hahnemann Square at the main entrance. These individuals must sign in at the Hospitality Desk and the receptionist will take a temperature reading each time they enter the building. Any caregiver with a temperature of 100 degrees or higher will not be permitted to enter. Residents need to have a backup plan in case their caregiver cannot provide care. 

4. The two guest apartments will not be available for reservation until further notice. Existing reservations will be canceled. 

5. There will be limited access at the key pad entrances (with key fobs) in the near future. 

6. The annual test and inspection of the personal safety system (a service provided by technicians from Special Care Systems) originally scheduled for this week and next has been postponed. 

7. For the time being, our marketing team will not be offering apartment tours to prospective residents. 

 Dining 

1. In an effort to minimize the number of people congregated at the same time, everyone (regardless of the size of your party) must call to make a reservation (641-6374) if they wish to have dinner in the dining room. 

2. You will be asked to choose one of the following times: 5:00, 5:20, 5:40, 6:00, 6:20 or 6:40. The dining team will not deviate from the protocol of seating 20 residents every 20 minutes. 

3. If your desired timeslot is fully reserved, you will be offered the next available timeslot. 

4. Everyone must have a reservation. Do not come to the check-in kiosk and say “I will wait for the next available opening.” 

5. No more than 2 residents will be seated together at the same table. 

6. The Community Table will not be available. 

7. The Bistro will be open as usual. Lunch is served: Wednesday, Thursday, Friday. Dinner: Wednesday, Thursday, Friday, Saturday. Reservations will be limited to 20 per night. No more than 2 residents will be seated together at the same table. 

8. Residents who prefer not to come to the dining room can have their meals delivered to their apartment or cottage. Call 641-6374 between the hours of 9:00 a.m. and 4:00 p.m. to place your meal delivery order. To the extent possible, deliveries will be made between 4:30 and 5:15 p.m. but please be patient as the demand may be higher than usual. 

Programs and Outings 

1. All off-campus outings are canceled until further notice. 

2. All programs scheduled to take place at HAP that involve visitors/presenters from the greater Rochester community are canceled. 

3. The general rule of thumb for HAP resident gatherings will be no more than 25 in a congregate setting. You may also see social distancing implemented in many group settings; we will try to increase the physical space between people to avoid spreading illness. 

4. Pool: Available for open swim only and no visitors are permitted in the pool. All aquatic classes are canceled. 

5. Fitness Classes: Robin will continue to conduct classes as scheduled but social distancing will apply. 

6. Beauty Salon: Operators have been informed that no more than 3 residents should be in the salon at the same time. Services will not be provided to patrons from outside HAP. Laurelwood residents will not receive services in the salon. Operators have been instructed to wear masks. 

7. The Pittsford Highlands Chorus will be modified so that it is a sing-along with HAP residents only; piano accompaniment will be provided by HAP residents. 

8. In keeping with the no more than 25 guideline, the following events are canceled: Wednesday Happy Hour; Newcomers’ Meet and Greet; Resident Meeting. Other events may be modified as deemed necessary. 

9. HAP will no longer provide transportation on Tuesday and Thursday to Wegmans in Country Club Plaza. The Lilac Shoppe will make every effort to have some essential items on hand for purchase. 

10. HAP will no longer provide transportation to Sunday church services. 

11. If you decide it is essential to use HAP transportation, call the hospitality desk at 586-7600 to submit a transportation request. Remember to cancel if your plans change.

Laurelwood 

1. With the exception of those with specific medical needs, all visitation into Laurelwood has been suspended. 

2. The door between the Bakery and the Hearth Room will remain closed. Independent living residents should refrain from entering Laurelwood. 

3. Laurelwood residents will not participate in activities scheduled in Hahnemann Square; IL residents will not participate in activities scheduled in Laurelwood. 

Staff Precautions: 

1. Effective immediately, all HAP staff will have a temperature reading prior to starting their shift each and every day. Anyone with a temperature of 100 degrees or higher will be sent home/not allowed to work. 

2. Employees are also required to complete a brief screening form that asks them to identify any flu-like symptoms (for themselves & their immediate family members), to tell us about recent travel, etc. 

3. All staff working in any capacity at Laurelwood will be required to wear a face mask. You may also see some staff members wearing a mask when they enter your apartment or cottage home. If you see a staff member wearing a mask, it does not mean they are sick. 

Other Considerations: 

1. Resident common areas such as the Club Room, Media Room, Library, and Fitness Room will remain open. Keep in mind that these are higher traffic areas and handwashing (or sanitizing) is strongly encouraged. 

2. U.S. mail and newspaper deliveries will continue without any changes. 

3. Dr. Howd will not be seeing any patients in her Laurelwood office unless it is an urgent situation. Patients should contact Dr. Howd’s main office at 276-0830 with all questions and concerns. 

4. Please check your in-house mail daily to keep abreast of all COVID-19 updates from HAP. As you know, things change day-by-day and even hour-by-hour. Updates will also be posted on our website at www.highlandsatpittsford.org. 

5. Keep in mind that you are free to make your own decisions about driving yourself here and there. If you decide to leave the campus for personal reasons, just remember that you reside in a community setting and your decisions may ultimately impact others. 

Once again, I remind you that HAP is staying abreast of all recommendations from the CDC, the Department of Health, and the University of Rochester Medical Center. 

Please understand that these difficult times call for difficult measures. I will conclude with the message I started this memo with: Stay Calm. 

And one final thought: These are trying times for everyone; please treat others – your HAP neighbors and staff – with kindness and understanding. We are all in the same boat and we’re all doing the best we can to navigate these unfamiliar waters. 

LT:ef

Saturday March 14, 2020 as of 11 AM

To All Family and Friends of our Laurelwood Residents

RE: Revised protocols for Laurelwood – Assisted Living

While there are no signs of the COVID-19 virus on our campus, the Department Of Health has implemented a number of new mandates for assisted living communities such as Laurelwood.

  • Effective immediately with the exception of those with specific medical needs, all visitation into Laurelwood has been suspended.  Laurelwood staff will be able to respond to specific questions.
  • All staff MUST have their temperature taken before their shift starts.  Anyone having a fever of 100 degrees or higher will not be allowed to work. 
  • All staff working in Laurelwood will be required to wear facemasks.

Again these are precautions that we will follow for the health and wellness of our entire community.  Thank you for your understanding and cooperation. 

Lloyd Theiss
Executive Director

March 13, 2020

Dear Laurelwood Family Member:

RE:   Coronavirus (COVID-19)

First and foremost, we want to assure you that the health and well-being of your loved one is our primary concern at Laurelwood. To that end, we have already put a number of precautions in place which we are sharing with you in the enclosed memorandums.  We are following all recommendations from the Centers for Disease Control and Prevention (CDC), the Department of Health, and the University of Rochester Medical Center and we are keeping abreast of all new information as it becomes available.

As of this writing, we are not transporting Laurelwood residents to any events being held in the greater Rochester community.  We are still providing transportation to doctor’s appointments and various other personal appointments.

We will continue to post updated information on our website: www.highlandsatpittsford.org.

Should you have any questions, feel free to contact me (641-6372) or our Resident Services Advocate, Jeanette Stephens, RN (641-6304).

Sincerely,

Lloyd Theiss
Executive Director

LT:ef

To:              All Residents

From:          Lloyd Theiss

Date:          March 12, 2020

Re:             Coronavirus (COVID-19)

With the announcement last night about COVID-19 having been identified here in Monroe County, we are taking additional precautions regarding this virus.  Above all else, we want to reassure you that your safety and well-being is our greatest concern.  The protocols outlined below were thoughtfully designed to help us reduce the potential for the COVID-19 virus to enter our community while also giving you the freedom to make many of your own choices and decide what level of risk you are willing to assume.

Visitors

  1. Effective immediately, all visitors are strongly encouraged to enter the building at the main entrance. 
  2. All visitors entering HAP and Laurelwood will be required to fill out a Visitor Screening Form at the hospitality desk.  The form asks the visitor to identify any flu-like symptoms, to state if they have had contact with someone who has a confirmed diagnosis of COVID-19, and to tell us about recent travel and/or participation in crowded settings.  All information collected will be handled confidentially and depending on the responses visitors may be denied entry.
  3. The doors to the buildings will be unlocked during the following hours: 

    Hahnemann Square:
    Weekdays:  8:00 a.m. to 8:00 p.m.
    Weekends:  9:00 a.m. to 8:00 p.m.

    Laurelwood:  8:00 a.m. to 8:00 p.m. – 7 days/week (subject to change depending on staff availability at the hospitality desk)

  4. At all other times, the doors will be locked and visitors will need to use the wall-mounted telephone to request admittance.
  5. We ask that you communicate these guidelines to family members and other potential visitors.

Programs and Outings

  1. If an event is canceled in the greater Rochester community, HAP will also cancel participation in that event (e.g., RPO).
  2. If the event in the greater Rochester community is not canceled, HAP will participate and transportation will be provided as planned.
  3. For programs scheduled to take place at HAP, we will allow 1 to 2 individuals from outside the community to present here as scheduled (e.g., UofR speaker).  These individuals will be required to follow the visitor guidelines outlined above.
  1. We are canceling all events where community groups greater than 2 were expected (e.g., Young School of Irish Dance).
  2. At all times, we encourage you to self-manage your decisions about what level of risk you are willing to assume when choosing what activities you will participate in.
  3. If you are signed up for HAP transportation and decide to cancel your plans, please call the hospitality desk at 586-7600 to let us know.

Dining

  1. For the time being, we are limiting outside (dining) guests to 2 per apartment/cottage.  Your guests will be required to follow the visitor guidelines outlined on page 1 of this memo.
  2. Until further notice, Saturday Breakfasts and Sunday Brunches are canceled.  This is effective with the March 14th and March 22nd events. 
  3. Regular dinner service (5:00 to 7:00 p.m.) will resume on March 22nd in lieu of Sunday Brunch.
  4. Happy Hour will continue as scheduled, however, we are reevaluating the self-serve food stations that you are accustomed to.  You are likely to see changes in the way food is presented at Happy Hour and various other events.
  5. In an effort to help you plan accordingly for the Easter holiday, a plated meal will be served from 11:30 a.m. to 2:00 p.m. for residents only.  You are welcome, of course, to enjoy a holiday meal with your family at their home or, if appropriate, at a nearby restaurant.

Effective immediately, a routine internal screening process will be implemented for all HAP staff.  Our employees are committed to staying home if they are feeling ill.

On a final note, any residents returning from travel outside the U.S. will be required to contact Jeanette Stephens (641-6304) immediately upon return so that proper internal screening can be conducted. 

Again, I remind you that HAP is staying abreast of all recommendations from the CDC, the Department of Health, and the University of Rochester Medical Center.  As you know, the COVID-19 scenario changes day-by-day and even hour-by-hour, locally, nationally, and internationally.  Rest assured that all changes in HAP operations are driven by our commitment to ensure a safe and healthy environment for our residents and staff.

LT:ef

To:              All Residents

From:          Lloyd Theiss

Date:          March 11, 2020

Re:             Coronavirus (COVID-19)

To follow-up on yesterday’s information session, we want to make you aware of a number of steps we are implementing to help reduce the potential for the COVID-19 virus to enter our community.  These steps are based, in large part, on recommendations from the Centers for Disease Control and Prevention (CDC).  As of today’s date, there are no cases in Monroe County, which would of course include The Highlands at Pittsford, Laurelwood, and The Highlands Living Center. 

Below are some examples of how you can help us reduce the potential for the virus while protecting yourselves and our residents.  These guidelines are not much different from the ones we have shared with you in the past with regard to preventing the common flu.

  1. Identify:  Watch for symptoms of respiratory illness:  Fever, Cough, Shortness of Breath
  2. Isolate:  If you are feeling sick, stay in your apartment or cottage.  Do not come to the dining room; do not attend happy hour, programs, or other group gatherings.
  3. Communicate:  Notify Jeanette Stephens immediately (641-6304) if you develop flu-like symptoms.
  4. You can call dining at 641-6374 to request that meals be delivered to your apartment or cottage while you are ill.
  5. Practice proper hand washing hygiene.  Clean your hands before and after interaction with other residents and their environment with an alcohol-based hand sanitizer that contains 60-95% alcohol.  Hand sanitizer dispensers are located throughout the common areas and may be available for purchase in the Lilac Shoppe, to the extent possible.  Washing hands with soap and water for at least 20 seconds is always the best method.
  6. Cough or sneeze into the crook of your elbow.  If you cough or sneeze into a tissue, throw the tissue away immediately and wash your hands.
  7. For the time being, you may want to refrain from shaking hands or hugging.
  8. HAP employees have been told to stay home if they are feeling sick.

Although we understand that connecting with loved ones is very important, family members and friends should not visit The Highlands if:

  1. they have any symptoms of respiratory illness.
  2. they have had contact with someone with a confirmed diagnosis of COVID-19 in the last 14 days, or with someone who is under investigation for COVID-19.
  3. they have had international travel within the last 14 days to countries with sustained community transmission (China, Iran, South Korea, Italy).
  4. they reside in a community where community-based spread of COVID-19 is occurring.
  5. they have been on a cruise ship in the past 14 days or participated in other settings where crowds are closely confined.

Rest assured that The Highlands is following the recommendations of the CDC, the Department of Health, and the University of Rochester Medical Center and we are staying up-to-date with all recommendations.   

We have posted signs on our entryway doors to notify visitors of the symptoms of COVID-19 with a request that visitors refrain from entering the building if they are experiencing these symptoms.  We will use the same guidelines listed above in our efforts to determine which program presenters, vendors, etc. will be permitted to enter our buildings.  Please be aware that we may need to make changes to the Program Calendar based on our determinations.  Ensuring that our residents are in a safe and healthy environment is our greatest concern. 

We will let you know if COVID-19 is identified in Monroe County and, at that time, we will communicate our plan for next-level precautions.  In the meantime, should you have any questions, feel free to contact me (641-6372) or Jeanette (641-6304).  For additional information, visit the CDC’s coronavirus disease information page at https://www.cdc.gov/coronavirus/2019-ncov/

Above all, remain calm – and thank you for your continued support in helping us maintain a healthy environment.

LT:ef

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