June 18, 2020

Pandemic Response Procedure

In the unlikely event of a local contagious outbreak or a pandemic (the “Virus”), the Company will develop, implement, and distribute a safe work policy that is to be followed by all.

Our Pandemic Emergency Contact is Patti Matheis 905-767-4861 patti@matheisteam.com

If any staff member or visitor is exhibiting symptoms related to the Virus, then the following steps shall be taken: 

Step 1: Any staff member or visitor who was to self-isolate or who has any symptoms of the Virus must immediately leave the office if they are at an office.

Step 2: If the staff member has not previously been directed to self-isolate, then they must take the self-assessment questionnaire: https://covid-19.ontario.ca/self-assessment If the screening confirms that the staff member is not required to self-isolate, then they may continue to work at the office. Pursuant to s. 50.1 of the Employment Standards Act, the Company may still require that the staff member take an unpaid leave of absence or temporarily work remotely.

Step 3: If the staff member has completed the self-assessment and they are required to self-isolate, then they should take all steps recommended by the government. This may include contacting tele-health, contacting their physician, or seeking immediate medical attention.

If a staff member is directed to self-isolate or tests positive for the Virus, the following steps shall be taken:

Situation A: A staff member is directed to self-isolate or tests positive for the Virus, but was not at the office within the past 14 days:

  1. The staff member must take all steps required by the government, which may include contacting tele-health, contacting their physician, or seeking immediate medical attention.
  2. The staff member must contact either of the Emergency Contacts above to provide them with reasonably required information, including but not limited to information related to:
    1. Any direction they were told to give to others by Public Health or another government agency.
    2. Status of testing (if applicable).
  • Whether they are able to work remotely and to address workflow planning.
  1. When their self-isolation will end.
  1. The staff member must continue to notify the Emergency Contacts of the ongoing status.

Situation B: A staff member was at the office within the last 14 days and is directed to self-isolate, but has not yet been tested:

  1. The staff member must take all steps required by the government, which may include contacting tele-health, contacting their physician, or seeking immediate medical attention.
  2. The staff member must contact either of the Emergency Contacts above to provide them with reasonably required information, including but not limited to information related to:
    1. Any direction they were told to give to others by Public Health or another government agency.
    2. Status of testing.
  • Specific dates they were in the office in the last 14 days.
  1. Individuals with whom they may have interacted with in the workplace in the last 14 days, and in particular, those with whom physical distance was not maintained.
  2. Areas of the office where they have been (i.e. kitchen, printer, etc.) in the last 14 days.
  3. Specific files which they have been working on/touching in the last 14 days.
  • Whether they are able to work remotely and to address workflow planning.
  • When their self-isolation will end.
  1. The staff member must continue to notify the Emergency Contacts of the ongoing status.
  2. The Emergency Contacts will arrange a meeting with the relevant managers and directors in order to discuss the matter and develop a communication.
  3. Staff members will be informed of the situation, if and as required, subject to reasonable and required privacy restrictions (as determined by the Company).
  4. All notified staff members must take the self-assessment. Further, they must continue to monitor for symptoms (including taking their temperature on a daily basis).
  5. Any surface that was touched by the person in the last 24 hours will be disinfected. Any document that was touched by the person in the last 24 hours shall remain untouched for a further 24 hours.

Situation C: A staff member was at the office within 14 days of their visit and has tested positive for the Virus:

  1. The staff member must take all steps required by the government, which may include contacting tele-health, contacting their physician, or seeking immediate medical attention.
  2. The staff member must contact either of the Emergency Contacts above to provide them with reasonably required information, including but not limited to information related to:
    1. Any direction they were told to give to others by Public Health or another government agency.
    2. Specific dates they were in the office in the last 14 days.
    3. Individuals with whom they may have interacted with in the workplace in the last 14 days, and in particular, those with whom physical distance was not maintained.
    4. Areas of the office where they have been (i.e. kitchen, printer, etc.) in the last 14 days.
    5. Specific files which they have been working on/touching in the last 14 days.
    6. Whether they are able to work remotely and to address workflow planning.
    7. When their self-isolation will end.
  3. The staff member must continue to notify the Emergency Contacts of the ongoing status.
  4. It is understood that within 24 hours, Public Health will contact the Company and relevant staff to advise as to how to proceed.
  5. The Emergency Contacts will arrange a meeting with the relevant managers and directors in order to discuss the matter, develop a communication, and implement a cleaning plan.
  6. Staff members will be informed of the situation, subject to reasonable and required privacy restrictions (as determined by the Company).
  7. All staff members must take the self-assessment. Further, they must continue to monitor for symptoms (including taking their temperature on a daily basis).
  8. The office will be temporarily closed in order to allow for it to be professional disinfected.

If Public Health orders the temporary closure of the office due to a case of the Virus or if the Company decides to temporarily close the office as a result of a concern about the Virus in the workplace, the following steps will be taken:

  1. The Emergency Contacts will make an office wide announcement that the office is closed, effective immediately, and that everyone should leave in a calm manner.
  2. The Emergency Contacts will send out an email to all of the staff and to the landlord that the office has been closed.
  3. Once everyone has exited the workplace, all doors will be closed, and signage posted on the door confirming “EMERGENCY OFFICE CLOSURE – DO NOT ENTER”.
  4. The Emergency Contacts will contact a cleaning company to perform an emergency cleaning of the office in its entirety.
  5. All staff will be provided with any updates via email.
  6. The Emergency Contacts will initiate call forwarding until the office reopens.
  7. The Office Manager (or a substitute) will retrieve mail every day until the office reopens.
  8. The office will not reopen until permission granted by Public Health (if the closure was ordered by them) and when approved by the Company.