YMCA of the Triangle

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FOR YOUTH DEVELOPMENT
FOR HEALTHY LIVING
FOR SOCIAL RESPONSIBILITY

COVID-19 Employee Resource Hub

Updated: April 3 at 11:45 a.m.

Welcome to the YMCA of the Triangle Employee Resource Hub.

As members of our team, your health, safety and welfare are top priorities for us. 

Together, as we navigate through this rapidly evolving situation, we will continue to make decisions with vigilance and a strong determination to serve our community. 

Your service and dedication make our YMCA the organization it is. Our Y is not a place. It is a collection of all of us, joined together committed to improving lives and strengthening the community. We are proud to serve alongside you.

We are working to provide for and support all our employees during this challenging time. Please check back here often for the latest updates. 

Thank you for your partnership, your patience, your trust and your support as we ensure the health of each other, our Y and our community. 

Stay well,

Tracy Howe
Chief Operations Officer

Joanne Burden
Sr. Vice President of Human Resources 

MAINTAINING A HEALTHY ENVIRONMENT

The YMCA of the Triangle has been following updates from the Centers for Disease Control and Prevention (CDC), the World Health Organization (WHO), the State of North Carolina and local health departments. We are actively monitoring the situation and have developed action plans and specific efforts to maintain a healthy environment across all our YMCAs for when we resume normal operations.

Currently, we have enhanced our cleaning protocols to give focused attention to all surfaces, equipment and common areas. We are actively reinforcing the preventative measures outlined by the CDC and ensuring that hand sanitizing stations and wipes to clean equipment continue to be available in all our facilities and office locations. In youth programs, we are reminding parents of our Youth Program Illness Policy and are appropriately incorporating CDC preventative measures.

Health officials continue to advise us on the importance of being vigilant in our efforts to prevent the spread of illness. We can all immediately continue to support a healthy Y and community by following these common-sense precautions:

TRAVEL

All YMCA travel to professional conferences, retreats and trainings (non-essential business travel) is suspended through April 30. At this time, all exceptions to this require authorization from the COO and/or the CEO.

Personal travel by all staff members to locations outlined by the CDC as high-risk areas (Level 2 and Level 3) is strongly discouraged. If you or someone in your household visit/visited a high-risk area as outlined by the CDC or has been exposed to an individual with the Coronavirus, we ask that you immediately report this to Joanne Burden in Human Resources.

SUPPORTING STAFF HEALTH

One of the best ways to support the health of our workplace, and community, is to stay at home if you feel ill. With public health officials estimating that COVID-19 may be able to survive on surfaces for an extended period of time, our individual and collective efforts to keep our workspaces neat and clean is critical. Beyond the enhanced cleaning protocols we have put in place, we also ask that everyone wipe down their work area and common work surfaces daily.

Health officials have also determined that older adults (60+), those with suppressed immune systems and those who suffer from chronic disease are at higher risk from serious illness due to the Coronavirus. If you are a staff member in one of these categories and have questions or concerns about your health and our workplace, please contact your direct supervisor or Association Human Resources. We want to work with you individually to ensure your health.

As always, we respect all team member’s decisions to protect their health. If requested, and possible, we will assign work that can be performed remotely. If there is not an opportunity to work remotely, then full-time team members must use available benefit time or choose to take unpaid leave. If you have any specific questions, please contact Human Resources.

As a reminder, all YMCA employees (full and part-time) have access to our Employee Assistance Program. To learn more about the program, click here. If you have any questions about our assistance program, please contact Human Resources at (919) 719-9622.

OPERATIONS & PROGRAMS

Based on continued recommendations from the CDC, state and local health officials and area health departments we must extend our temporary suspension of all YMCA facility access and programs through April 30 for members.

YMCA facility operations and major programs have changes and suspensions. 

View Program Changes

We are also working closely with local school systems, other partners and our high-risk demographic groups to support the health and safety of our members and participants. 

Staff FAQs

Here are the latest staff frequently asked questions. If have any additional questions, please contact your Department Head or Branch Executive Director.  

How is the YMCA of the Triangle making decisions to return to normal operations?
The YMCA of the Triangle Executive Leadership Team is meeting regularly to discuss the latest updates with our national office, Ys across N.C. and information from state and local health departments.

Currently, as mandated by our state, we have temporarily suspended Y facility access through April 30 and youth programs until May 15. Our strong intent is to return to normal operations as soon as possible. But as you can imagine, there are still many unknowns.

How often will I be updated on our Y’s operations?
At this time, we are committed to providing staff with updates at least every Friday by noon. Be sure to keep checking this Employee Resource Hub.

Will I be paid while the Y has suspended operations?
At this point in time, the YMCA of the Triangle has committed to the following for full-time team members.

Full-time team members (hourly and exempt)

During April and May, all full-time team members must take two weeks of unpaid leave. Some full-time team members will take unpaid leave for a more extended period of time. This was the hardest decision for us to make, but it is essential due to the impact it will have on our YMCA over the next two months. We will coordinate this as an organization to balance our current support efforts, critical decisions that will likely occur over the next two months and work to prepare for the summer. Updates will be provided.

I thought the YMCA of the Triangle was well-positioned financially to handle this crisis.
Given the mandated suspension of operations by Governor Roy Cooper, we are currently not generating revenue to the degree we were before these events unfolded. As you can imagine, YMCAs across our country are struggling with the same issues we are. While we are currently positioned well financially to move through this crisis, there are still many unknowns ahead – particularly with our ability to deliver overnight camps and summer programming. As such, we are taking prudent action now to ensure the long-term sustainability of the Y. We realize the impact of the measures we’ve taken and how deeply they will affect our full workforce. They were very difficult decisions to make. But we must take these proactive steps now to ensure our Y’s future.

I’m a full-time hourly employee, what does this mean for my schedule?
Beginning on April 6, we will no longer be bringing staff members hours to a full schedule (40 hours). Full-time hourly employees will only be paid for the hours they worked/are assigned work. Beyond that they must take paid time off.

Do I have to begin taking paid time off?
Over the next eight weeks, all full-time team members who do not have assigned, deliberate work or are a part of our community support programs must begin taking paid time off. Your supervisor will be in touch with assignments, options and updates.

What about the YMCA of the Triangle’s contribution to my retirement fund?
On Monday, March 30, the Executive Committee of our Board of Directors, approved a relief option from the YMCA Retirement Fund. Per this option, with the pay period beginning on May 18, our Y will reduce our contribution to the YMCA Retirement Fund from 12% to 1% for all full-time employees until the end of September.

Can I apply for a hardship withdrawal or loan from my retirement savings?
Yes. Visit the Y Retirement Fund for more information and the application.

Can I make changes to my own personal contribution to my retirement savings?
Yes. You can make these changes through KENY.  You can also connect to the Y Retirement Fund as well. If you have additional questions, contact Human Resources.

What about my health benefits?
Benefit packages remain in place. However, if you are a full-time team member and enrolled in the Health Savings Account (HSA) plan, you will not receive the second deposit into your account on April 10. You can change your voluntary HSA contribution amount. As we evaluate our benefit package, we will keep you updated. 

Can full-time employees file for unemployment if they are still an “active employee” during their two weeks of unpaid leave or during extended periods of unpaid leave?
Yes. During your unpaid leave, full-time employees can file for unemployment through the State of North Carolina. On March 17, 2020, Governor Roy Cooper issued an executive order that lifts some restrictions on unemployment benefits to assist workers unemployed due to COVID-19 and those who are employed but will not receive a paycheck. Additionally, it adds benefit eligibility for those out of work because they have the virus or must care for someone who is sick.

How do I find out how much paid time off I have available?
Full-time team members can log into KENY to review their paid time off balance. Staff should also consider re-visiting our vacation policy on Y Share to understand that vacation time is accrued for each full month worked in the calendar year. Balances in the vacation and sick categories reflect the estimated time earned for a full year. Taking all vacation time now will prevent staff members from having time available later in the year.

What if I don’t feel comfortable coming to YMCA Camp Hope or performing assigned tasks?
At this time, given recent stay-at-home mandates issued by local governments, the YMCA of the Triangle is considered an essential organization in support of our community. Work will continue to be done in designated branches and at the Association Resource Center.

Currently, we are providing critically needed child care for medical personnel at YMCA Camp Hope in select branches. To deliver this work, our full-time youth development staff have been designated essential personnel to provide this care. This takes precedent over all other assignments current or planned. As you can imagine, we continue to receive requests to expand this program and provide additional resources.

We are continuing to explore how best our Y might support these initiatives. Other full-time team members may be asked to support this work as it develops.

We respect all team members' decisions to protect their health. If requested, and possible, we will assign work that can be performed remotely. If there is not an opportunity to work remotely, then full-time team members must use available benefit time (floating holidays or vacation) or choose to take unpaid leave. If they have any specific questions, they should contact Human Resources.

What if I am not feeling well or have a staff member who is sick?
In ALL cases, staff who are sick will be asked to contact Human Resources, self-quarantine and not report to work. If you are full-time staff member, you can take advantage of working remotely (if possible) or use the benefits that we offer (vacation time, sick time, floating holidays). In some instances, FMLA will apply, providing use of the sick time bank.

How do employees reach the YMCA of the Triangle’s Employee Assistance Program?
As a reminder, all YMCA employees (full and part-time), have access to our Employee Assistance Program. This program includes counseling, legal support and resources and financial support and resources.

For YMCA Supervisors

Does my staff member have to report to work?
At this time, given recent stay-at-home mandates issued by local governments, the YMCA of the Triangle is being considered an essential organization in support of the community. Some work will continue to be done in designated branches and at the Association Resource Center.

We respect a team member’s decision to protect their health. If requested and possible, we will assign work that can be performed remotely. If there is not an opportunity to work remotely, then full-time team members must use available benefit time or choose to take unpaid leave. If they have any specific questions, they should contact Human Resources.

Full-time hourly team members will be assigned deliberate work as best we are able. Those staff members will need to clock in and out for their work assignments. The work will be directed by their immediate supervisor. At times, the supervisor may not be able to provide a full week’s work, causing the full-time hourly team members to work less than 40 hours in a week. Beginning on April 6, we will no longer be bringing staff members hours to a full schedule (40 hours). Full-time hourly employees will only be paid for the hours they worked/are assigned work. Beyond that, they must take paid time off.

Please watch this explanation video that goes over the entering process.

Part-time team members

Unfortunately, given our current extended suspension, we have no engagement or scheduled work opportunities for part-time team members. Therefore, we will not be able to pay part-time team members beyond March 29. On April 10, part-time employees will be paid for the hours they would have normally been scheduled to work from March 23 through March 29. This was not an easy decision for our Executive Leadership Team to make and they realize how it impacts our part-time team. The length of our suspension mandated by the state and the breadth of our full and part-time team led us to this difficult decision. Our hope is that we can welcome you back as soon as possible.

When will part-time team members get their last paycheck?
You will receive your last check on Friday, April 10 for the week of March 23 through March 29 – for the hours you were scheduled to work that week.

Can part-time employees file for unemployment if they are still an “active employee” of the YMCA of the Triangle?
Yes. Part-time employees can file for unemployment through the State of North Carolina. On March 17, 2020, Governor Roy Cooper issued an executive order that lifts some restrictions on unemployment benefits to assist workers unemployed due to COVID-19 and those who are employed but will not receive a paycheck. Additionally, it adds benefit eligibility for those out of work because they have the virus or must care for someone who is sick.

Will part-time staff have to reapply to a position?
No. We will reach out to our part-time team members when we are in a position to begin offering programs and/or resume operations at our facilities.

Who should part-time team members talk with at the YMCA of the Triangle if they have questions?
Part-time team members should first connect with their supervisor and then contact Human Resources if they have additional questions.

How do employees reach the YMCA of the Triangle’s Employee Assistance Program?
As a reminder, all YMCA employees (full and part-time), have access to our Employee Assistance Program. This program includes counseling, legal support and resources and financial support and resources. They can learn more about the program, click here.

Human Resources Contacts and Support 

If you have any additional questions, please reach out to our Human Resource Team appropriately for your branch. 

Pat White
Kraft, Taylor, Northwest Cary, Ingram, Kerr and Finley 

Penny Carroll
Association Programs Branch, Alexander, Southeast Raleigh and Poole 

Patsy Holmes
Durham, Chapel Hill and Chatham

Morgan Stephens
Association Resource Center, Camp Sea Gull, Camp Seafarer and Camp Kanata 

Joanne Burden
Sr. Vice President of Human Resources 

Keeping A Healthy Spirit

The YMCA has always worked to build the spirit, mind and body of our community. In the midst of the challenges that we are facing as a result of this health crisis, we are still called to live out our Mission, Cause and Values.

When challenges arise, we discover who we are, and sometimes, we grow into who we should be.  

To support the spirit and mind of you, our YMCA staff, we want to share words of encouragement and messages to nourish your spirit and mind.

This first one comes from James White, executive vice-president of organizational relations.

 

Watch James' Message: Self-care
 

Check out all of James' messages on YouTube.

 

INFORMATION & RESOURCES

Like you, we are closely monitoring updates from the following public health experts.

Unemployment Benefits

How to apply for unemployment benefits:

You can apply for benefits online 24 hours a day, seven days a week. If you need help, contact N.C. Department of Commerce Employment Security Customer Call Center at (888) 737-0259, Monday through Friday, from 8 a.m. to 4:30 p.m.

Here's where you can submit an application

More information can be found on the FAQ page.

Unemployment Letters

Part-time Staff Letter

Full-time Staff Letter

Full-time Staff Letter (reduced hours)

Important steps for filing:
The process for filing unemployment can be challenging. Before you apply, here's what you need. After completing personal and demographic information, you will be asked to select the reason employment ended. You should select #2 “A Reduction of Hours due to Coronavirus." You may also need to look for "Capital Area Young Men's Christian Association" instead of The YMCA of the Triangle Area.

Additional information can be found here. (PDF)