CMHA Kelowna Covid-19 Safety Plan
Employers must develop a COVID-19 Safety Plan. To develop your plan, follow the six-step process described at COVID-19 and returning to safe operation.
This planning tool will guide you through the six-step process. Each step has checklists with items you need to address before resuming operations. You may use this document, or another document that meets your needs, to document your COVID-19 Safety Plan.
Employers are not required to submit plans to WorkSafeBC for approval, but in accordance with the order of the provincial health officer, this plan must be posted at the worksite. This Safety Plan can also be completed from any mobile device using the COVID-19 Safety Plan app.
Step 1: Assess the risks at your workplace
The virus that causes COVID-19 spreads in several ways. It can spread in droplets when a person coughs or sneezes. It can also spread if you touch a contaminated surface and then touch your face.
The risk of person-to-person transmission increases the closer you come to other people, the more time you spend near them, and the more people you come near.
The risk of surface transmission increases when many people contact the same surface and when those contacts happen over short periods of time.
Involve workers when assessing your workplace
Identify areas where there may be risks, either through close physical proximity or through contaminated surfaces. The closer together workers are and the longer they are close to each other, the greater the risk.
- We have involved frontline workers, supervisors, and the joint health and safety committee (or worker health and safety representative, if applicable).
- We have identified areas where people gather, such as break rooms, production lines, and meeting rooms.
- We have identified job tasks and processes where workers are close to one another or members of the public. This can occur in your workplace, in worker vehicles, or at other work locations (if your workers travel offsite as part of their jobs).
- We have identified the tools, machinery, and equipment that workers share while working.
- We have identified surfaces that people touch often, such as doorknobs, elevator buttons, and light switches.
Step 2: Implement protocols to reduce the risks
Select and implement protocols to minimize the risks of transmission. Look to the following for information, input, and guidance:
- Review industry-specific protocols on worksafebc.com to determine whether any are relevant to your industry. Guidance for additional sectors will be posted as they become available. If protocols are developed specific to your sector, implement these to the extent that they are applicable to the risks at your workplace. You may need to identify and implement additional protocols if the posted protocols don’t address all the risks to your workers.
- Frontline workers, supervisors, and the joint health and safety committee (or worker representative).
- Orders, guidance, and notices issued by the provincial health officer and relevant to your industry.
- Your health and safety association or other professional and industry associations.
Different protocols offer different levels of protection. Wherever possible, use the protocol that offers the highest level of protection. Consider controls from additional levels if the first level isn’t practicable or does not completely control the risk. You will likely need to incorporate controls from various levels to address the risk at your workplace.
First level protection (elimination) — Limit the number of people in your workplace where possible by implementing work-from-home arrangements, establishing occupancy limits, rescheduling work tasks, or other means. Rearrange work spaces to ensure that workers are at least 2 m (6 ft.) from co-workers, customers, and members of the public.
Second level protection (engineering controls) — If you can’t always maintain physical distancing, install barriers such as plexiglass to separate people.
Third level protection (administrative controls) — Establish rules and guidelines, such as posted occupancy limits for shared spaces, designated delivery areas, cleaning practices, and one-way doors and walkways to keep people physically separated.
Fourth level protection (PPE) — If the first three levels of protection aren’t enough to control the risk, consider the use of masks. Ensure masks are selected and cared for appropriately and that workers are using masks correctly.
First level protection (elimination): Limit the number of people at the workplace and ensure physical distance
- We have established and posted an occupancy limit for our premises. Public Health has advised that the prohibition on gatherings of greater than 50 people refers to “one-time or episodic events” (weddings, public gatherings), and is therefore not intended to apply to workplaces. However, limiting the number of people in a workplace is an important way to ensure physical distancing is maintained. [Public Health has developed guidance for the retail food and grocery store sector that requires at least 5 square meters of unencumbered floor space per person (workers and customers). This allows for variation depending on the size of the facility, and may be a sensible approach for determining maximum capacity for employers from other sectors that do not have specific guidance on capacity from Public Health.]
- In order to reduce the number of people at the worksite, we have considered work-from-home arrangements, virtual meetings, rescheduling work tasks, and limiting the number of customers and visitors in the workplace.
- We have established and posted occupancy limits for common areas such as break rooms, meeting rooms, change rooms, washrooms, and elevators.
- We have implemented measures to keep workers and others at least 2 meters apart, wherever possible. Options include revising work schedules and reorganizing work tasks.
Measures in Place
WORKING OFFSITE & REMOTELY
Where possible, all employees who are able to work from home are encouraged and set up to do so.
504 Sutherland Ave
– Finance (Financial Controller & Payroll)
– HR (HR Coordinator)
– Operations (Operations Coordinator)
– Homelessness Services (Some case managers)
– Wellness Development (Wellness Coaches)
– Learning & Development (Facilitator & Manager)
– Fund Development (Specialist & Manager)
CHANGES TO WORK SCHEDULES
– A flexible work schedule is also encouraged to create a staggered a safe return to work level for staff.
CHANGES TO HOW TASKS ARE DONE
– Setting up and implementing Zoom organizationally to allow for virtual meetings and trainings.
OCCUPANCY LIMITS FOR EMPLOYEES
– Posted occupancy signs outside of common areas (kitchens, shared common areas, boardrooms)
– Moving employees out of shared offices if they are not 2 meters apart
– Google docs set up to manage attendance:
LIMITING OR PROHIBITING VISITORS
1. Administrative building is closed to walk in traffic
2. If there is a scheduled meeting, the following protocol occurs:
- Prior to entering the building, a staff member performs the following steps:
1. meets the guest outside
2. asks the guest COVID screening questions *any indicator questions that are COVID positive, that guest is declined to enter building
3. signs in the guest on the COVID contact tracing sheet
- Once inside, the guest must sanitize their hands
- The guest who enters the building is seated in the reserved meeting room
3. There is no seating allowed at the front reception area
4. A designated “hot desk” is set up with cleaning protocols posted so staff can safely distance opposed to being in a shared office
WELLNESS DEVELOPMENT CENTRE (WDC) PROGRAMS
1. The WDC is offering virtual programs one day a week – Thursdays with strict COVID protocols in place:
- Prior to entering the building, a staff member performs the following steps:
1. meets the participant outside
2. asks the participant COVID screening questions *any indicator questions that are COVID positive, that participant is declined to enter building
3. takes participants temperature and records *if a temperature is over 37.9 degrees Celsius, that participant is declined to enter building
4. signs in the participant on the COVID contact tracing sheet
- Once inside, a participant must sanitize their hands
- Participants and staff must wear masks
- Only 12 people in the WDC at one time to allow for 6’ distancing
- Once seated, participants must remain in their spots, unless they are using the washroom, or leaving the WDC
- Only activities that can be done seated are being implemented:
3. Dice game
- All activities that require items that are ‘touched’ by a participant, are sanitized before they are used again
Second level protection (engineering): Barriers and partitions
✔We have installed barriers where workers can’t keep physically distant from co-workers, customers, or others.
✔ We have included barrier cleaning in our cleaning protocols.
✔ We have installed the barriers so they don’t introduce other risks to workers (e.g., barriers installed inside a vehicle don’t affect the safe operation of the vehicle).
504 SUTHERLAND AVE.
– Barrier at front reception
– Barrier in finance office where 2 meters of distancing is not achievable between coworkers
Third level protection (administrative): Rules and guidelines
✔ We have identified rules and guidelines for how workers should conduct themselves.
✔We have clearly communicated these rules and guidelines to workers through a combination of training and signage.
MEASURES IN PLACE
- COVID-19 Information, Direction & Policy created and disseminated to all staff, along with being posted on employee portal. *Attached to this document
- All staff must adhere to the occupancy limits in place for shared / common spaces
- All staff must do a Staff Screening Assessment at the beginning of each shift to ensure they are not attending or entering a building if they are exhibiting symptoms of COVID 19
- A “Staff Portal” web page has been created and updated regularly with information and guidelines pertaining to COVID 19
- Staff kitchen has been modified with all dishes, reusable cloths, food for purchase being removed. Staff must supply and clean their own personal dishes, to be kept at their desk.
- Using single-use (disposable) products – PPE available for all staff if they require it.
- CMHA Kelowna purchase of cloth / reusable masks for all staff
- CMHA Kelowna purchase of hand sanitizer for each staff member
- Cleaning protocols in place for wiping down any space or items touched after use
- Cleaning supplies in each shared space where staff may have contact with surfaces (ie. tables / chairs)
- Homelessness Services Team is in their own pod with barriered desks, as they are in community and work solely together, minimizing risk of broad transmission throughout the workplace and limiting contact when they go into community.
Fourth level protection: Using masks (optional measure in addition to other control measures)
✔ We have reviewed the information on selecting and using masks and instructions on how to use a mask.
✔ We understand the limitations of masks to protect the wearer from respiratory droplets. We understand that masks should only be considered when other control measures cannot be implemented.
✔ We have trained workers in the proper use of masks.
MEASURES IN PLACE
- We have identified that masks, gloves & gowns be worn by:
1. Homelessness Services team / case managers who go into community and are in direct contact and or their belongings with a client during a move,
2. Outreach team who is in community
- We have identified that masks are to be worn at all times during programs on Thursdays by both participants and staff.
- We are strongly encouraging all staff to wear a mask when they are up from their desks and walking through the common spaces
- We have signage posted on our front door encouraging the use a mask for guests
TASKS THAT MASKS ARE MANDATORY
– Close contact with community members who appear unwell
– Any ‘moves’ of clients will require that the HS team
Implement effective cleaning and hygiene practices
✔ We have reviewed the information on cleaning and disinfecting surfaces.
✔ Our workplace has enough handwashing facilities on site for all our workers. Handwashing locations are visible and easily accessed.
✔ We have policies that specify when workers must wash their hands and we have communicated good hygiene practices to workers. Frequent handwashing and good hygiene practices are essential to reduce the spread of the virus. [Handwashing and Cover coughs and sneezes posters are available at worksafebc.com.]
✔ We have implemented cleaning protocols for all common areas and surfaces — e.g., washrooms, tools, equipment, vehicle interiors, shared tables, desks, light switches, and door handles. This includes the frequency that these items must be cleaned (number of times per day) as well as the timing (before and after shift, after lunch, after use).
✔ Workers who are cleaning have adequate training and materials.
✔ We have removed unnecessary tools and equipment to simplify the cleaning process — e.g., coffee makers and shared utensils and plates
- Contracted cleaners for all housing, clinical and administrative sites have been increased.
- Cleaning protocols for staff are posted in all spaces:
1. Common / Communal areas
- All touch points will be cleaned by each person after every use, with government approved cleaning products throughout the day.
- All kitchen dishes, cloths, food and utensils have all been removed.
Step 3: Develop policies
Develop the necessary policies to manage your workplace, including policies around who can be at the workplace, how to address illness that arises at the workplace, and how workers can be kept safe in adjusted working conditions.
Our workplace policies ensure that workers and others showing symptoms of COVID-19 are prohibited from the workplace.
✔ Anyone who has had symptoms of COVID-19 in the last 10 days. Symptoms include fever, chills, new or worsening cough, shortness of breath, sore throat, and new muscle aches or headache.
✔ Anyone directed by Public Health to self-isolate.
✔ Anyone who has arrived from outside of Canada must self-isolate for 14 days and monitor for symptoms.
✔ Visitors are prohibited or limited in the workplace.
✔ First aid attendants have been provided OFAA protocols for use during the COVID-19 pandemic.
✔ We have a working alone policy in place (if needed).
✔ We have a work from home policy in place (if needed).
✔Ensure workers have the training and strategies required to address the risk of violence that may arise as customers and members of the public adapt to restrictions or modifications to the workplace. Ensure an appropriate violence prevention program is in place.
Our policy addresses workers who may start to feel ill at work. It includes the following:
✔ Sick workers should report to first aid, even with mild symptoms.
✔ Sick workers should be asked to wash or sanitize their hands, provided with a mask, and isolated. Ask the worker to go straight home. [Consult the BC COVID-19 Self-Assessment Tool, or call 811 for further guidance related to testing and self-isolation.]
✔ If the worker is severely ill (e.g., difficulty breathing, chest pain), call 911.
✔ Clean and disinfect any surfaces that the ill worker has come into contact with.
Step 4: Develop communication plans and training
You must ensure that everyone entering the workplace, including workers from other employers, knows how to keep themselves safe while at your workplace.
✔ We have a training plan to ensure everyone is trained in workplace policies and procedures.
✔ All workers have received the policies for staying home when sick.
✔ We have posted signage at the workplace, including occupancy limits and effective hygiene practices. [A customizable occupancy limit poster and handwashing signage are available on worksafebc.com.]
✔ We have posted signage at the main entrance indicating who is restricted from entering the premises, including visitors and workers with symptoms.
✔ Supervisors have been trained on monitoring workers and the workplace to ensure policies and procedures are being followed.
Step 5: Monitor your workplace and update your plans as necessary
Things may change as your business operates. If you identify a new area of concern, or if it seems like something isn’t working, take steps to update your policies and procedures. Involve workers in this process.
✔ We have a plan in place to monitor risks. We make changes to our policies and procedures as necessary.
✔ Workers know who to go to with health and safety concerns.
✔ When resolving safety issues, we will involve joint health and safety committees or worker health and safety representatives (or, in smaller workplaces, other workers).
Step 6: Assess and address risks from resuming operations
If your workplace has not been operating for a period of time during the COVID-19 pandemic, you may need to manage risks arising from restarting your business.
✔ We have a training plan for new staff.
✔ We have a training plan for staff taking on new roles or responsibilities.
✔ We have a training plan around changes to our business, such as new equipment, processes, or products.
✔ We have reviewed the start-up requirements for vehicles, equipment, and machinery that have been out of use.
✔ We have identified a safe process for clearing systems and lines of product that have been out of use.