Firm Update and COVID-19 Protocols
We are Open for Business and Here to Serve You!
Dear Clients, Colleagues and Friends:
We know that the Coronavirus is probably all you can think about. We’ve been thinking a lot about it too. So let’s talk about it and what it means for you and for us. We appreciate a few minutes of your time to review this memo.
If there is one thing we have learned about the Coronavirus situation in the US, it’s that it is fluid and completely unprecedented. During Christmas, none of us could have imagined that come March there would be block long lines to get into Costco, 20 shopper limits at Trader Joe’s and people fighting over toilet paper at Walmart. Even less that March Madness, Coachella and entire sports seasons would be cancelled, schools and businesses would be shuttered, and that global travel would be suspended. And yet here we are, living every one of these things.
Being Prepared, Control and Peace of Mind
We humans find comfort in having control over our environment – particularly during times of chaos and turmoil. Recently, many have found that sense of control in buying toilet paper, cereal or hand sanitizer. One meaningful way to gain control in your life, however, is to ensure that your personal and financial affairs are in order.
One of the things we’ve learned from the spread of the Covid-19 virus is the importance of being prepared. We all know we should be, but for many, it’s not until we are faced with something like a pandemic or a natural disaster that we act.
But that’s what the Law Office of Eden Rose Brown, LLC and Oregon Probates, LLC are here for. For the past 30 years we have helped our clients, their advisors and their loved ones navigate life’s transitions with calm, careful, mindful planning. We’ve been with you through bad times and good times and we can help you navigate whatever the situation brings in the weeks and months to come, helping provide you with peace of mind and a bit of normalcy during a period of unprecedented uncertainty.
Open for Business
Our office is open by scheduled appointment, virtually or in office. We are here to serve you and to help you get your financial and personal affairs in order and your legal questions answered.
While Oregon has a smaller number of confirmed cases than Washington or California, we recognize how quickly this virus can affect communities and the result that unpreparedness has on businesses. That is why we are taking every measure possible to ensure the health and safety of our staff members and clients, and to meet our commitments to you. Please know that we have a current plan of action and protocols in place should the situation escalate and that we are ready to continue providing our full range of estate planning services while remaining in compliance with state and federal regulations.
COVID-19 Protection Protocols:
Phone and Video Conferencing: To allow you to stay at home, we have installed a Zoom line for videoconferencing for both new and existing client meetings, as well as for our monthly Family Matters Workshop. Facetime is also available for those of you with Apple devices. If you have never used these technologies before, we will be happy to walk you through how to set them up and use them. Of course, phone calls and emails are always available.
Document Signings: While estate planning matters are moving forward on the same timeline as before, we have become more creative about our document signing ceremonies. Unlike some states, Oregon law requires “wet” signatures and in-person witnessing of wills, trusts and similar legal documents. To adapt those rules to current times, and to get your documents in place and in effect as efficiently as possible, we provide several options to formally execute your legal documents. The option selected will depend on your preference, as well as the type of documents to be signed (for example, some documents only require a notary, others require witnesses). If you have a signing ceremony scheduled in the next two months, please review the following options:
**Option A: Comprehensive Video Review and Drive-In Signing: This option allows you to thoroughly review your estate planning documents by video with your signing attorney. You would then drive to our office (Portland or Salem), where you would sign your documents in the comfort and safety of your car, with your witnesses and/or notary watching through the window. Hand sanitizer and gloves would be used to transfer documents to help limit virus transmission.
**Option B: Drive-In Signing with Future In-Office Comprehensive Review: Same as Option A, but this is a quick signing in your vehicle with a comprehensive, in-office review scheduled for a later date when face-to-face meetings are again allowed. While our signing ceremonies are typically comprehensive meetings where we review all your documents with you before you sign them, with this option we will not be able to thoroughly review the documents with you for obvious reasons, but your documents will be legally binding and in place. We will meet with you again to review them carefully after all contagion concerns have passed. You will be able to make corrections and changes at that future meeting at no additional charge.
**Option C: Office Vestibule Signing with Video Review or Future In-Office Review: This is similar to Options A and B, but weather permitting you would sign your documents in the exterior vestibule of our office, on a signing table that’s been cleaned and sanitized, with new signing pens for you to take with you. We could have a comprehensive video review prior to the signing or an in-office review at a later date, whichever you prefer.
**Option D: Comprehensive Video Review and At-Home Signing: If you are housebound and unable to drive or be transported to our office, we will make arrangements to bring your documents and our signing team to your home after a comprehensive review by video-conference. We will leave documents at your doorstep with a new, sanitized signing pen for you to keep. We can be available by phone during the signing, and will stand at least 6’ away from your door. The signing team can witness your signatures either through a glass entry door or from a safe distance from your doorstep. We will then take your documents back to our office and complete the witnessing and notary process.
**Option E: At Home Signing with Future In-Office Review: Same as Option D, but with a comprehensive in-person review scheduled at a later date.
After reviewing your options, please call us to arrange your signing ceremony process.
Enhanced Sanitation and Hygiene: If you do come to our office in person, rest assured that we clean and sanitize our office surfaces, including door handles, telephones, tables, cabinets, computers, keyboards and counters multiple times throughout the day. Every office and meeting room has a large bottle of hand sanitizer readily available and visible. We will use cotton gloves to prepare your documents and a different set of gloves to transfer your documents to you. Gloves are heat sterilized after each use.
Staff Protocols: We are not a high traffic, high volume office. We have a large, modern building that provides significant personal space for every staff member.
- Our entire team is briefed and provided a written memo on ongoing CDC and Oregon health requirements and recommendations;
- While there may be at least one person at the Salem office during business hours, the majority of our team will be working from home during the length of the Executive Order. They will avoid the office entirely if they or a family member exhibit signs of illness or simply don’t feel well;
- We have cancelled travel to all conferences and educational events and seminars;
- Person to person communication and contact is restricted to phone, video conference and email as much as possible;
- If staff must meet in person, we observe 6’ distances at all times;
- Staff use of common areas is limited, and sanitized after each use;
- We work hard to stay healthy so we can do our best work for you, and we will do everything within our power to continue to do so.
Responding to the Changing Situation
We believe that every client is a member of our family and we are concerned and care about each and every one of you. We continue to monitor the situation closely – with your safety and the safety of our team as our top priority – and we will modify our protocols as necessary to maintain and ensure safety.
We Are Here For You!
Rest assured that we remain fully committed to providing you with control over this aspect of your lives, despite the uncertainty we face today. If you, your family or someone you know wants to address their estate planning and it is causing them concern and some extra stress, we are here to help get it done. Likewise, if a friend or loved one becomes incapacitated or dies, we are here for you. We want to make sure everyone feels empowered and encouraged to complete their personal planning, to set up smooth, efficient mechanisms to manage a loved one’s affairs during incapacity, and to administer their loved one’s estate after death. When we are home-bound, life is slower, and we have extra time to think mindfully and thoughtfully about the legacy we wish to leave, it’s a great time to get one’s planning in place. Peace of mind is priceless; We look forward to continuing to be of service to you and your family during this unusual time.
Stay safe and healthy,
Eden Rose Brown and the LOERB Team
March 24, 2020
Firm Update and COVID-19 Protocols
We are Open for Business and Here to Serve You!
Dear Clients, Colleagues and Friends:
We know that the Coronavirus is probably all you can think about. We’ve been thinking a lot about it too. So let’s talk about it and what it means for you and for us. We appreciate a few minutes of your time to review this memo.
If there is one thing we have learned about the Coronavirus situation in the US, it’s that it is fluid and completely unprecedented. During Christmas, none of us could have imagined that come March there would be block long lines to get into Costco, 20 shopper limits at Trader Joe’s and people fighting over toilet paper at Walmart. Even less that March Madness, Coachella and entire sports seasons would be cancelled, schools and businesses would be shuttered, and that global travel would be suspended. And yet here we are, living every one of these things.
Being Prepared, Control and Peace of Mind
We humans find comfort in having control over our environment – particularly during times of chaos and turmoil. Recently, many have found that sense of control in buying toilet paper, cereal or hand sanitizer. One meaningful way to gain control in your life, however, is to ensure that your personal and financial affairs are in order.
One of the things we’ve learned from the spread of the Covid-19 virus is the importance of being prepared. We all know we should be, but for many, it’s not until we are faced with something like a pandemic or a natural disaster that we act.
But that’s what the Law Office of Eden Rose Brown, LLC and Oregon Probates, LLC are here for. For the past 30 years we have helped our clients, their advisors and their loved ones navigate life’s transitions with calm, careful, mindful planning. We’ve been with you through bad times and good times and we can help you navigate whatever the situation brings in the weeks and months to come, helping provide you with peace of mind and a bit of normalcy during a period of unprecedented uncertainty.
Open for Business
While our building is temporarily closed to the public in compliance with our governor’s recent Executive Order, we are still here to serve you and to help you get your financial and personal affairs in order and your legal questions answered.
While Oregon has a smaller number of confirmed cases than Washington or California, we recognize how quickly this virus can affect communities and the result that unpreparedness has on businesses. That is why we are taking every measure possible to ensure the health and safety of our staff members and clients, and to meet our commitments to you. Please know that we have a current plan of action and protocols in place should the situation escalate and that we are ready to continue providing our full range of estate planning services while remaining in compliance with state and federal regulations.
For those of you who already have existing appointments, we are not cancelling them, we are just changing the logistics to comply with CDC and Oregon Health protocols.
COVID-19 Protection Protocols:
Phone and Video Conferencing: To allow you to stay at home, we have installed a Zoom line for videoconferencing for both new and existing client meetings, as well as for our monthly Family Matters Workshop. Facetime is also available for those of you with Apple devices. If you have never used these technologies before, we will be happy to walk you through how to set them up and use them. Of course, phone calls and emails are always available.
Document Signings: While estate planning matters are moving forward on the same timeline as before, we have become more creative about our document signing ceremonies. Unlike some states, Oregon law requires “wet” signatures and in-person witnessing of wills, trusts and similar legal documents. To adapt those rules to current times, and to get your documents in place and in effect as efficiently as possible, we provide several options to formally execute your legal documents. The option selected will depend on your preference, as well as the type of documents to be signed (for example, some documents only require a notary, others require witnesses). If you have a signing ceremony scheduled in the next two months, please review the following options:
**Option A: Comprehensive Video Review and Drive-In Signing: This option allows you to thoroughly review your estate planning documents by video with your signing attorney. You would then drive to our office (Portland or Salem), where you would sign your documents in the comfort and safety of your car, with your witnesses and/or notary watching through the window. Hand sanitizer and gloves would be used to transfer documents to help limit virus transmission.
**Option B: Drive-In Signing with Future In-Office Comprehensive Review: Same as Option A, but this is a quick signing in your vehicle with a comprehensive, in-office review scheduled for a later date when face-to-face meetings are again allowed. While our signing ceremonies are typically comprehensive meetings where we review all your documents with you before you sign them, with this option we will not be able to thoroughly review the documents with you for obvious reasons, but your documents will be legally binding and in place. We will meet with you again to review them carefully after all contagion concerns have passed. You will be able to make corrections and changes at that future meeting at no additional charge.
**Option C: Office Vestibule Signing with Video Review or Future In-Office Review: This is similar to Options A and B, but weather permitting you would sign your documents in the exterior vestibule of our office, on a signing table that’s been cleaned and sanitized, with new signing pens for you to take with you. We could have a comprehensive video review prior to the signing or an in-office review at a later date, whichever you prefer.
**Option D: Comprehensive Video Review and At-Home Signing: If you are housebound and unable to drive or be transported to our office, we will make arrangements to bring your documents and our signing team to your home after a comprehensive review by video-conference. We will leave documents at your doorstep with a new, sanitized signing pen for you to keep. We can be available by phone during the signing, and will stand at least 6’ away from your door. The signing team can witness your signatures either through a glass entry door or from a safe distance from your doorstep. We will then take your documents back to our office and complete the witnessing and notary process.
**Option E: At Home Signing with Future In-Office Review: Same as Option D, but with a comprehensive in-person review scheduled at a later date.
After reviewing your options, please call us to arrange your signing ceremony process.
Enhanced Sanitation and Hygiene: If you do come to our office in person, rest assured that we clean and sanitize our office surfaces, including door handles, telephones, tables, cabinets, computers, keyboards and counters multiple times throughout the day. Every office and meeting room has a large bottle of hand sanitizer readily available and visible. We will use cotton gloves to prepare your documents and a different set of gloves to transfer your documents to you. Gloves are heat sterilized after each use.
Staff Protocols: We are not a high traffic, high volume office. We have a large, modern building that provides significant personal space for every staff member.
- Our entire team is briefed and provided a written memo on ongoing CDC and Oregon health requirements and recommendations;
- While there may be at least one person at the Salem office during business hours, the majority of our team will be working from home during the length of the Executive Order. They will avoid the office entirely if they or a family member exhibit signs of illness or simply don’t feel well;
- We have cancelled travel to all conferences and educational events and seminars;
- Person to person communication and contact is restricted to phone, video conference and email as much as possible;
- If staff must meet in person, we observe 6’ distances at all times;
- Staff use of common areas is limited, and sanitized after each use;
- We work hard to stay healthy so we can do our best work for you, and we will do everything within our power to continue to do so.
Responding to the Changing Situation
We believe that every client is a member of our family and we are concerned and care about each and every one of you. We continue to monitor the situation closely – with your safety and the safety of our team as our top priority – and we will modify our protocols as necessary to maintain and ensure safety.
We Are Here For You!
Rest assured that we remain fully committed to providing you with control over this aspect of your lives, despite the uncertainty we face today. If you, your family or someone you know wants to address their estate planning and it is causing them concern and some extra stress, we are here to help get it done. Likewise, if a friend or loved one becomes incapacitated or dies, we are here for you. We want to make sure everyone feels empowered and encouraged to complete their personal planning, to set up smooth, efficient mechanisms to manage a loved one’s affairs during incapacity, and to administer their loved one’s estate after death. When we are home-bound, life is slower, and we have extra time to think mindfully and thoughtfully about the legacy we wish to leave, it’s a great time to get one’s planning in place. Peace of mind is priceless; We look forward to continuing to be of service to you and your family during this unusual time.
Stay safe and healthy,
Eden Rose Brown and the LOERB Team
March 24, 2020
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