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COVID-19 Policies & Procedures

COVID-19 Protocols & Procedures

Summer 2021
Introduction

This document provides interim guidance for preventing the transmission of COVID-19 to Cox Bay Beach Resort employees and guests.

To limit the spread of COVID-19, the Provincial Health Officer has issued Orders that impact the hospitality industry. These orders outline conditions and provide specific direction regarding the services provided at Cox Bay Beach Resort. This document will outline new measures put into place across all departments and will be revised as needed based on provincial and district direction.

This document applies to all employees. This document is fluid and will be updated as we progress in our reopening of Cox Bay Beach Resort.

General Information

COVID-19 is spread through large liquid droplets when a person infected with COVID-19 coughs or sneezes. The virus in these droplets can enter through the eyes, nose or mouth of another person if they are in close contact with the person who coughed or sneezed. COVID-19 is not transmitted through particles in the air and is not something that can enter the body through the skin.

The symptoms of COVID-19 are similar to other respiratory illnesses, including the flu and the common cold. These symptoms include cough, sneezing, fever, sore throat and difficulty breathing. People infected with COVID-19 may experience little or no symptoms, with illness ranging from mild to severe.

People who are contacts of a confirmed COVID-19 case, meaning they have been or could have been exposed to the virus, but do not have symptoms, are required to self-isolate. Self-isolation means staying home and avoiding situations where you could come in contact with others. Isolated individuals may NOT use any common areas or implements and will be accommodated accordingly to ensure isolation.

Practice diligent hand hygiene at all times by washing with plain soap and water for at least 20 seconds.

Practice cough etiquette by coughing into your elbow or covering your mouth and nose with a disposable tissue when you sneeze. Immediately dispose of used tissues and wash your hands.

At all times you must maintain a physical distance of two metres from others.

Do not touch your eyes, nose or mouth with unwashed hands. Do not share food, drinks, utensils, cigarettes or other smoking devices.

Staff will be required to notify their manager/supervisor should they be feeling any symptoms such as: fever, coughing, sneezing, or difficulty breathing. They will be required to conduct a self-assessmentat https://bc.thrive.health/ or to contact 8-1-1 and seek medical advice regarding their symptoms. A COVID-19 test will be required for anyone experiencing symptoms, subject to testavailability within the community.

If positive, or suspected of being positive, you must stay at home and self quarantine for the time period recommended by B.C. Health to avoid spreading illness to others.

Current Closures On Site & Guest Information

Our property contains 40 completely self-contained units with all amenities that can ensure a self-sufficient stay. This includes full kitchens, dishwashers and private laundry facilities within each suite. We have many additional cleaning measures and protocols in place to ensure that we are operating by the guidelines laid out by the ministry of health and ensuring safety of all of our staff, owners and guests alike.

Some of our common facilities have re-opened, but with new protocols for their use. Our outdoor hot tub, fitness facility, common lounge and look-out have all re-opened daily from 9:00am – 7:00pm, but are on a first come first serve basis, with only one party or “bubble” using a space at any given time. Guests will be given a newly sanitized key for the space they are using, a time allotment will be given and guests will be asked to return the key once the time has commenced. As per COVID-19 regulations, we will be sanitizing our hot tub between each guests use. Our guest BBQ’s will remain available for use during reception hours. These have been positioned in a safe distance apart to allow for physical distancing. Hand sanitizer and sanitizing wipes will also be available for guest use at these locations and a regular sanitizing scheduled has been implemented. The common lounge area is the only space that can be booked in advance from 7pm – 9pm, again for exclusive use of one “bubble”.

Our property has a gate at the main entry, which remains closed unless a vehicle is gaining entry – current guests will have a code in which they can use to access the property. Arriving guests must buzz through, which will notify us of their arrival and allow us to prepare for their check-in with additional physical distancing and sanitizing pre-cautions in mind.

We will be operating our office with a maximum occupancy of two guests at any given time. All interactions will be encouraged to be via telephone or text. A plexi-glass barrier has been installed on the desk to ensure protection for our front end staff.

Signage and appropriate offerings such as hand sanitizer is available and encouraged upon entry. Current reception hours of 8:00a.m. – 9:00p.m. daily. All items such as movies, rain gear, board games, beach toys, books and magazines will be un-available for guest use.

The office has implemented a contactless check-in and check-out process and will encourage this for all reservations.

We will notify our guests of our additional safety measures in advance of their arrival via a pre-arrival email, also asking the guests to advise management and postpone their stay without penalty if anyone in their party is feeling ill or showing symptoms.

Guests will also be notified that housekeeping services during occupation of a suite (stayover service) will not be offered, instead additional supplies can be requested and dropped outside of their unit doors throughout hours of operation 8:00am - 9:00pm.

Additional signage regarding physical distancing, COVID-19 prevention, etc. is posted throughout the property.

Staff will diligently monitor the property to ensure physical distancing is being followed by guests while on site.

Additional Measures By Department

Housekeeping

  • Housekeeping will use recommended disinfectant cleaners and provide additional and more thorough sanitizing of guests suites in between use.
  • All soft linen items within suites which are not easily laundered will be removed (throw pillows and throw blankets, area rugs, baskets and placemats).
  • Room strippers will be required to wear protective coveralls when performing their duties.
  • Housekeeping staff will be recommended to wear masks and gloves while cleaning units.
  • All un-sanitizible items such as magazines and books within the units will be removed.
  • All dishware, regardless of if used by previous guests will be run through dishwasher for each new guest.
  • No stayover service or cleaning services will be offered during occupation of a unit. Additional amenities and linens as well as cleaning supplies can be delivered to outside the unit for guest use – A list of available items by request will be provided inside each suite.
  • Clean rags to be used for each surface to avoid cross contamination.
  • All area rugs removed from within suites as to ensure better cleaning of hard flooring.
  • Sanitization of carpets and couches will be performed between departing and arriving guests.
  • No late check-outs or early check in’s will be possible to allow for adequate sanitation of units.
  • Staff will not be permitted to touch guest belongings i.e. assistance with luggage.
  • Staff will be recommended to wear a mask when within 6 feet of a guest unless in open outdoor air.
  • Housekeeping staff time cards moved to the Housekeeping room to limit the number of people in the reception area.

Maintenance

  • Maintenance will require guests to vacate the room for them to gain entry to complete any repairs required. It will be suggested that the guest departs the room for at least one hour. If maintenance is not finished by the time they return, the guest is asked to wait until the maintenance employee departs the room.
  • All tools and work areas will be regularly cleaned and sanitized daily.

Front Desk

  • Hours of operation reduced to 8:00am -9:00pm daily.
  • Housekeeping staff time cards moved to the Housekeeping room to limit the number of people in the reception area.
  • Only front desk & maintenance staff time cards will be in the back office area.
  • Front desk staff will fully sanitize the office and deep clean the bathroom at the beginning and end of their shift including all high touch points and surfaces with disinfectant.
  • Room keys, POS machines, pens, and countertops will be sanitized after each guest/staff contact has been made.
  • Sanitized pens are available for guest use at the desk.
  • Guests will be advised to contact front desk via phone or text message whenever possible.
  • Only 2 guests permitted in the reception area at a time. Stickers installed on entry at each door to advise of distancing measures.
  • Hand sanitizer available for guests and staff at all times.
  • Front desk to communicate with all back end staff via radio or phone only unless face to face is necessary.
  • Encouraged contactless checkout for all guests on their departure date.
  • Contactless check-in encouraged and available to all guests via pre-arrival email.

General

  • We do not offer any F&B services of any sort on our property.
  • Our staff will be provided with PPE to perform their duties.
  • Our staff will be advised to notify us of any symptoms they may be having and to not come into work, to follow self-assessment tool, as well as reach out to local health authorities to receive a test if available. Staff must wait for negative results before returning to work.
  • Up-dated “sick” procedures for staff have been put in place.
  • We will not accept bookings for guests who are looking to “self-isolate” or who are experiencing any symptoms in advance of arrival.
  • All staff will be provided information, guidelines and up-dates on the COVID-19 situation on a regular basis by Management.
  • Additional signage will be placed throughout the property and staff areas advising on physical distance protocol and hand washing/safety measures.
  • Hand sanitizer stations will be available at reception and BBQ areas, as well as at facilities as if/when they re-open.
Guests Feeling Ill
  • Any guest exhibiting signs of sickness such as fever, coughing, sneezing, or difficulty breathing should stay away from public areas until their symptoms have subsided. If symptoms occur, please notifiy the Front Desk immediately.
  • A mask should be worn to prevent the spread of germs. If the guest does not have a mask, one will be provided to them.
  • Hands should be washed often.
  • If it becomes known that the guests have been exposed to the COVID-19 virus, quarantine and containment strategies will take place on a case by case basis after consulting with local health authority.
  • Guest is asked to remain in self-quarantine in resort suite.
  • Disinfect all surfaces of any potential areas the guest or persons of contact have entered except for the guest room.
  • Guest room is not to be serviced for the duration of the stay.
  • Managers will contact the guest via phone and ensure they have adequate personal hygiene supplies delivered daily to their suite. These deliveries are to be left outside the door of the room, followed by a phone call to the guest informing them of the drop off.
  • Guests are encouraged to follow BCCDC and health professional advice for the latest medical advice and reference documents such as the self assessment tool and when to call 8-1-1.
Workers Feeling Ill
  • Any staff with COVID-19 like symptoms such as sore throat, fever, coughing, sneezing or difficulty breathing should be tested for COVID-19. If a test is not available, they should self-isolate at home for a minimum of 10 days, or as recommended by the BCCDC or health professional until their symptoms are completely resolved.
  • Staff members are to seek medical advise; use a self assessment tool (https://bc.thrive.health/) or call 8-1-1.
  • A new staff ‘Sick Procedure’ has been created and implemented to help staff and management determine seriousness of illness and the next steps required in assessing the illness (an outline will be provided to all staff).
  • Disinfect all surfaces of any areas the staff member experiencing symptoms was in contact with or potentially contacted.
  • For staff calling in to report illness, advise staff to stay home and seek medical attention; use a self assessment tool (https://bc.thrive.health/) or call 811.
  • Staff members experiencing symptoms are allowed to return to work upon completion of a 10 day self isolation or recommended by the BCCDC or until their symptoms are completely resolved.
  • If quarantine is recommended a fully self contained unit will be made available to the worker.
  • Workers should not come to work if:
    • They have travelled internationally. In these cases they must remain away from the workplace for at least 14 days and complete the recommended 14 day self-isolation period.
    • They live in the same household as a confirmed or clinical COVID-19 care where the infected party is self isolating.
Staff Resources & Online Tools

Cox Bay Beach Resort Management would like to encourage all staff to stay informed and up to date on current COVID-19 information. The links below have been sourced from the BCCDC and WorkSafe BC to be used at staff leisure

Occupational Health & Safety Policy

Cox Bay Beach Resort is committed to providing a healthy and safe work environment for its workers and preventing occupational illness and injury. To express that commitment, we issue the following policy update on occupational health and safety.

As the employer, Cox Bay Beach Resort is responsible for the health and safety of its workers.

Cox Bay Beach Resort will make every effort to provide a healthy and safe work environment. We are dedicated to the objective of eliminating the possibility of injury and illness.

Supervisors and managers will be trained and held responsible for ensuring that workers, under their supervision, follow this policy. They are accountable for ensuring that workers use safe work practices and receive training to protect their health and safety. Supervisors also have a general responsibility for ensuring the safety of equipment and facility.

Cox Bay Beach Resort, through all levels of management, will cooperate with the Joint Occupational Health & Safety Committee and workers to create a healthy and safe work environment.

The workers of Cox Bay Beach Resort will be required to support this organisation’s health and safety initiative and to cooperate with the Joint Occupational Health & Safety Committee and with others exercising authority under the applicable laws.

It is the duty of each worker to report to the supervisor or manager, as soon as possible, any hazardous conditions, injury, accident, or illness related to the workplace. Also, workers must protect their health and safety by complying with applicable Acts and Regulations and following policies, procedures, rules, and, instructions as prescribed by Cox Bay Beach Resort.

Cox Bay Beach Resort will, where possible, eliminate hazards and, thus, the need for personal protective equipment. If that is not possible, and where there is a requirement, workers will be required to use safety equipment, clothing, devices, and materials for personal protection.

Cox Bay Beach Resort recognises the worker’s duty to identify hazards, and supports and encourages workers to play and active role in identifying hazards and to offer suggestions or ideas to improve the health and safety program.

Cox Bay Beach Resort encourages its workers to use online resources developed and recommended by WorkSafe BC and the BCCDC to ensure all staff are both mentally and physically healthy through the ongoing COVID-19 pandemic.

This policy has been developed in cooperation with the Joint Occupational Health & Safety Committee.

Communicable Disease and/or Illness Policy

The purpose of this policy is to provide direction to employees of Cox Bay Beach Resort in preparing for and responding to communicable diseases and illnesses that may threaten the safety of its employees and guests.

For the purposes of this policy, ‘communicable disease or illness’ means an infectious disease or illness transmissible by an infected individual via direct or indirect means.

For the purposes of this policy, our staff include: all current employees, contractors working on site who agree to submit to the processes under this policy, anyone residing on site, visitors, owners and guests.

Management will provide all staff members, owners and guests the best information possible and adopt prudent public health and health care practices. Cox Bay Beach Resort will follow the medical advice and direction from the appropriate medical authorities (Regional Medical Health Officer, BC Centre for Disease Control, and Health Canada).

Individuals who have or suspect they may have a communicable disease or illness are required to report their concerns to the local health professionals and senior management at Cox Bay Beach Resort.

Cox Bay Beach Resort will reasonably accommodate individuals affected with a communicable disease or illness without putting other staff, guests or owners on the property at unnecessary risk. This may include excusing an employee from their duties with the intent that they quarantine themselves for a given period of time.

Pursuant to the Freedom of Information and Protection of Privacy Act, Cox Bay Beach Resort will take all reasonable steps to protect the privacy of individuals who have a communicable disease or illness. In administering this policy, Cox Bay Beach Resort will not disclose the identity of any individual who has a communicable disease or illness, except as authorized or required by law. Cox Bay Beach Resort may be required to disclose personal information if there is a risk of significant harm to the health or safety of the public or a group of people or if requested by the medical health officer or designate under the Public Health Act.

Cox Bay Beach Resort will keep informed of the recommendations on travel from Health Canada and educate and inform the staff, owners and guests as needed.

Cox Bay Beach Resort will follow any applicable WorkSafe BC requirements.