Safety Protocols

October 29, 2021

COVID-19 SAFETY PLAN

To Whom It May Concern

The Chilliwack Arts & Cultural Centre Society operates the Chilliwack Cultural Centre under a Management, Operating, and Maintenance Agreement with the City of Chilliwack.

On May 25th 2021 the British Columbia Provincial Health Office released British Columbia’s four stage Restart Plan. Stage One began on May 25th, Stage Two began on June 15th, and Stage Three began on July 1st 2021. Throughout Stage Three there have been additional orders; on August 25th a Province Wide Mask Order and on September 13th a Province Wide Vaccine Status Order

Effective September 28, 2021 the British Columbia Provincial Health Office and the Fraser Health Authority implemented regional restrictions for the East Fraser Valley, which includes Chilliwack.

Stage Three and the Regional Restrictions allow for indoor organized gatherings for up to 50 people or 50% capacity of a space, whichever is greater, with this COVID-19 Safety plan in place.  Additionally, the Gathering and Events Public Health Order allows for classes for adult art and craft classes provided “every participant … remains seated, unless movement is necessary for the purpose of the event.”

For our purposes the definition of “an event is a gathering of more than 10 for social, entertainment, dancing, choral, musical, theatrical, recreational, arts or crafts or business purposes, a wedding reception or a funeral not at a funeral home; a ticketed … concert, theatrical production, dance or symphony performance, festival, conference, …but does not include a program for children or youth, or workers at a workplace when engaged in their work activities.”

As the number of persons indicated above includes any adult “child or youth, who attends an event, but does not include an organizer, event staff, official, performer…or any other person who is acting in an official or service capacity” the Chilliwack Arts & Cultural Centre Society will continue to operate the HUB International Theatre and Rotary Hall Studio Theatre for performances and events. It is possible to rent either space for events provided a comprehensive COVID-19 Safety Plan is submitted to the Acting Manager for approval.

This document will address each of the areas of programming separately, but the following items will be included in all programming areas.

  • Public access to the Cultural Centre will be limited to the front doors.
    • Signage will be placed on the Cultural Centre front doors with the following information:
      • Anyone entering the Cultural Centre will be required to wear a face mask, with their mouth and nose covered.
        • Masks with a clear plastic window are acceptable provided the cloth around the mask fits to contain any droplets
      • Anyone entering the Cultural Centre will be required to use the provided hand sanitizer or be wearing the provided disposable gloves.
      • Anyone entering the Cultural Centre will need to sign in with their name and contact phone number.
      • Anyone entering the Cultural Centre will be asked to follow respectful social distancing practices of keeping a minimum of six feet social distance from any persons that are not in their personal social isolation bubble.
      • Members of the public may not enter the building if they are displaying any of the following new or worsening symptoms:
        • Fever of 100.4 degrees (38 degrees Celsius) or more
        • Chills
        • Cough
        • Loss of sense of smell or taste
        • Difficulty breathing
        • Sore Throat
        • Loss of appetite
        • Extreme fatigue or tiredness
        • Headache
        • Body aches
        • Nausea or Vomiting
        • Diarrhea
      • Additionally, members of the public for whom any of the following is true must also refrain from entering the facility:
        • Have been identified by Public Health as a close contact of someone with COVID-19
        • Have been told to isolate by Public Health
  • Starting September 13, 2021 all Chilliwack Cultural Centre visitors, aged 12 years and older, will be required to show proof of vaccination to enter the facility to attend events at The Centre where expected capacity will exceed 10 people.
    • In addition to showing proof of vaccination, visitors aged 19 and older must show Government Issued ID. Youth aged 12 to 18 do not need to show ID, and do not need a parent with them to show their vaccine card. Parents may show a vaccine card on behalf of their children.
    • Every BC Vaccine Card has a unique QR code that will be scanned by staff using the SMART Health Card app. This code will only list the visitor’s name and vaccination status. Absolutely no personal health information is collected or stored.
    • When entering the front door of the Chilliwack Cultural Centre a staff member will greet a visitor to check their BC Vaccine Card and ID, and ensure that the visitor has a mask.
    • Exceptions to this are visitors who are attending programming for children or youth
  • Patrons to the O’Connor Group Art Gallery do not need to have their BC Vaccine Card scanned UNLESS they are there for a scheduled meeting or event that will have more than ten people.
  • Delivery people dropping off a package do not need to be scanned in, unless they need to go beyond the Box Office.
  • Staff members will be scheduled to operate this function as events warrant
  • A table will be placed immediately in front of the main doors with the following items:
    • Additional signage identifying the requirement that all persons entering the Cultural Centre have face coverings
    • A box of cloth non-medical face masks, each packaged separately in a disposable zip-lock bag.
    • A disposal bin for used cloth non-medical face cloths
    • Hand Sanitizer

 

  • Effective September 28, 2021, by order of the Provincial Health Officer and Fraser Valley Health Authority, masks are required in all public indoor settings for people ages 5 and older. This includes the Chilliwack Cultural Centre.
    • All visitors entering the Chilliwack Cultural Centre of age 5 years and older must wear a mask at all times. Exemptions to this include:
    • Visitors 8 years old and under;
    • A visitor who is unable to wear a face covering because of
      • A psychological, behavioral, or health condition, or
      • A physical, cognitive, or mental impairment;
    • A visitor who is unable to put on or remove a face covering without the assistance of another person;
    • Important: A visitor who claims to be medically exempt from the Mask Order is not required to prove it. We take them at their word and move on.
    • Masks with a clear plastic window are acceptable provided the cloth around the mask fits to contain any droplets.

 

  • If a visitor is exempt they will be offered a paper bracelet to wear, so they are not questioned repeatedly.
  • Performers and presenters for shows and events may qualify for an exception to the Mask Order if they remain at least two meters from the other performers and the person(s) attending the event OR there is a physical barrier between them and the other performers and the person(s) attending the event. This must be covered in the event’s COVID-19 Safety Plan that will be submitted to the Acting Manager.
  • The Centre’s concession will remain closed for the duration of the mask order.
  • Each member of the public must sign in at The Centre Box Office upon arrival. They are required to wear a non-medical face mask and use the hand sanitizer after signing in. The face mask must be worn at all times, covering the mouth and nose.
  • The used cloth non-medical face masks will be laundered after each use using commercial laundry detergent, and repackaged into a new, sealed, zip-lock bag.
  • Sign in sheets will be retained for a period of not less than 30 days in the event that they are needed by Fraser Health for contact tracing.
  • Staff access to the Cultural Centre will be limited to the North-West emergency exit or the Stage Door.
    • Staff should not enter the building through lobby doors unless a specific arrangement has been made with the Acting Manager.
    • Staff who enter through the Stage Door need to proceed directly to the North-West emergency exit.
    • A table has been placed at the North-West emergency exit which has the following:
      • A selection of non-medical face masks (washed after each use)
      • A bin to collect used non-medical face masks for laundering
      • A sign in/out clipboard
      • Pen
      • Clock
      • Hand sanitizer
      • Box of disposable gloves
  • Each staff member must sign in upon arrival, and sign out upon leaving. They are required to use the hand sanitizer.  They are required to wear a non-medical face mask and use the hand sanitizer after signing in.
  • Masks may be removed by staff members at their desks as long as clear social distancing of not less than six feet is strictly observed, or if the staff member is separated from other workers by a physical barrier, or if they are alone in a room.
  • The used non-medical cloth face masks will be laundered after each use using commercial laundry detergent.
  • In/out sheets will be retained in the event that they are needed by Fraser Health for contact tracing.
  • All staff are encouraged to wash their hands regularly for periods of not less than 20 seconds using generous amounts of soap and hot water, especially after blowing their nose, coughing, sneezing, using the washroom, and before eating or preparing food.
  • In addition to regular hand washing we have provided hand sanitizer stations in the box office, art gallery, front door, and at the cash counting desk in the facility office. Staff are to use hand sanitizer after touching customer cash and/or credit/debit cards.
  • Staff emptying garbage cans and recycling bins must wear disposable gloves, and are not to use their hands, even with gloves, to remove any individual items from garbage cans or recycling bins
  • The following items are to be disinfected at the start of the day by the building maintenance staff with particular care given to those devices that are used by multiple people daily:
    • Keyboards
    • computer mice
    • telephone keypads
    • telephone receivers
    • telephone headsets
    • adding machines and calculators
    • elevator buttons
    • security keypads
    • photocopier keypad
    • door knobs
    • light switches
    • credit card/debit terminal
    • ATM keypad
    • stairwell handrails
    • Box office counter
    • Concession counter
    • Cultural Centre office counter
    • Academy of Music office counter
    • lobby video monitors remotes (on/off button for any lobby video monitors that don’t have remotes)
  • Staff are to use hand sanitizer after un-jamming the photocopier
  • The shared food table will be suspended until further notice. Staff and volunteers are not to share food items at work.
  • Anyone under the direction of the provincial health officer to self-isolate must follow those instructions
  • Anyone who has arrived from outside of Canada, or who has been in contact with a confirmed COVID-19 case, will be required to self-isolate if directed to do so by the Health Authorities.
  • Anyone that begins to feel sick while at work is to immediately inform their supervisor and leave work. If the symptoms include fever, chills, cough, shortness of breath, sore throat, or painful swallowing, that staff member will be required to self-isolate at home for a minimum of 10 days. If the staff member is showing signs of distress, 9-1-1 is to be called.
  • Anyone who becomes sick should must use the self-assessment tool at https://thrive.health/covid19 , contact their doctor or call 811 for direction on COVID-19 testing and contact tracing requirements.
  • Work from home safety plans have been completed by all staff that are working from home, and any future staff members that are working at home will be required to submit a work from home safety plan that addresses the questions identified in Worksafe’s May 12, 2020 Version 1 Guide to reducing the risk of COVID-19. These plans will include the following:
  • Protocols for the staff member evacuating from their home to a safe location if needed, and how they can contact their supervisor in case of emergency.
  • Safe work practices and how the staff member will report any work-related incidents or injuries.
  • Communication protocols and procedures for check-ins if the staff member is working alone or in isolation
  • Any requirements the staff member may have for education and training related specifically to working at home.
  • Ergonomic considerations. Setting up a safe workspace at home will be different for everyone, but there are some common risks. As your employer, we need to ensure that our staff members adequately identify and control unsafe conditions and activities that may cause injury or illness.  Some factors to consider include the following:
    • Environment (e.g., asbestos, mold, tobacco smoke)
    • Electrical Safety
    • Ergonomics
    • Slips, Trips, and falls
    • Violence
    • Working alone
  • All employees have been given copies of our Pandemic Policy and are required to meet all expectations within the policy.
  • Multiple sets of instructions for effective hygiene practices are included by every sink in the Cultural Centre including all washrooms, janitorial sinks, kitchen sinks, craft studio sinks, technical staff sinks. We have created separate signage aimed at both adults and children.

In addition to the above universal enhanced protocols, the following Protocols have been set for each of the areas being reopened:

Those employees that are required to have level one first aid have been provided with the WorkSafe BC document Occupational First Aid Attendants protocols during the COVID-19 pandemic.  These employees include:

  • All Janitorial Staff
  • All Box Office Staff
  • All Front of House Staff
  • All Technical Theatre Staff

This document can also be accessed at https://www.worksafebc.com/en/resources/health-safety/information-sheets/ofaa-protocols-covid-19-pandemic?lang=en

CENTRE BOX OFFICE

  • Plastic barrier shields have been installed at the Box Office to separate patrons from staff
  • Staff are to sanitize the counter, telephones, and computer keyboards every hour
  • Patrons will be encouraged to use touchless payment systems whenever possible.
  • Credit card/debit terminal will be sanitized after each use.
  • Staff will not touch patrons’ credit/debit cards if at all possible
  • Staff will use hand sanitizer immediately after touching patrons’ credit/debit cards, punch cards, or cash.
  • Staff will use hand sanitizer immediately after receiving mail, newspapers, or other deliveries. 
  • When there are two or more staff members in the Box Office, masks must be worn

O’CONNOR GROUP ART GALLERY

  • The number of patrons in the gallery will be limited to forty guests and one volunteer or staff person to ensure “careful social contact”. This space has a rated occupancy of 115 persons.
  • A volunteer will be stationed in the gallery to ensure the Chilliwack Cultural Centre’s COVID-19 Safety Plan is being followed
  • We will institute a no touching policy for the art
  • The desk that the Gallery Volunteer sits at will be sanitized after each volunteer’s shift.
  • Patrons to the O’Connor Group Art Gallery do not need to have their BC Vaccine Card scanned UNLESS they are there for a scheduled meeting or event that will have more than ten people.

CLAY AND CERAMICS OPEN STUDIO

  • Masks must be worn by everyone in the clay studio
  • Staff will wear gloves when handling clay pieces before they enter the kiln
  • Registration and scheduling for Open Studio slots are handled at the Centre Box Office
  • Payment, sign-in, and punch cards will be handled exclusively by the Centre Box Office
  • It must be remembered that those working in the clay studio are working with different thicknesses of mud. The work with the clay (mud) is done explicitly by hand, and as such patrons’ hands are typically covered in mud.  It is extremely unlikely that anyone working in the clay studio will touch their mouth, nose, or eyes with muddy hands – it is just something that you learn very quickly not to do.
  • Tools and artwork in progress will not be shared.
  • Volunteers and patrons should clean tools in the usual manner

ADULT ARTS & CRAFTS PROGRAMS

  • Classes will be held in the studio most appropriate to the needs of the class, weighing activity and patron numbers.
  • Staff, instructors, and students must all wear masks.
  • A hand sanitation station will be set up in the space for the staff member, instructors, and students.
  • Tools and artwork in progress will not be shared.
  • Volunteers and patrons should clean tools in the usual manner

CHILLIWACK ACADEMY OF MUSIC – INDIVIDUAL LESSONS.

  • Cleaning and hygiene
    • Spray bottles of sanitizer are in each studio for cleaning door handles, chairs, tables, musical instruments, and any other tool or equipment that is handled.
    • All instruments, chairs, door handles, and other equipment must be sanitized before and after each student.
    • There will be a 15-minute break between each student to allow time for sanitizing the studio and equipment used.
    • Staff and faculty must wash their hands upon arriving at work, after eating, using the washroom, and using communal equipment.
    • Faculty must sanitize the photocopier before and after use.
    • Faculty must sanitize the photocopier room door handle before and after use.
    • Staff and faculty must bring utensils and dishes to eat with. The faculty kitchen is closed to all activity with the exception of handwashing because of the high risk of transmission.
  • Maintaining physical distance
    • Only five teachers will be allowed in the music school at a time.
    • Parents will be asked to remain in their cars to drop off their students outside, and stay in their cars to pick up their students outside.
    • If the student needs assistance to attend lessons, the teacher will assess each situation and provide assistance safely, or ask the student to stay home if assistance cannot be provided safely.
    • Teachers and staff will maintain a distance of six feet between others wherever possible.
    • Studios that are too small to allow six feet of distance will remain closed.
    • Teachers will wear face masks to protect their students, Cultural Centre staff, and themselves.
    • Lessons may be attended only by the teacher and student. Visitors are prohibited at this time.
    • Anyone with symptoms of COVID-19 including fever, chills, cough, shortness of breath, sore throat and painful swallowing, must self-isolate at home for a minimum of 10 days
    • Anyone under the direction of the provincial health officer to self-isolate must follow those instructions.
    • Anyone who has arrived from outside of Canada, or who is a contact of a confirmed COVID-19 case, to self-isolate for 14 days and monitor for symptoms.
  • Anyone who starts to feel ill while at work, should notify students and staff before leaving, when safely home. Staff will assist in notifying other students as needed.

 

HUB INTERNATIONAL THEATRE & ROTARY HALL STUDIO THEATRE – PUBLIC PERFORMANCES

TICKETING

  • All events must be ticketed through The Centre Box Office. Non-reserved seat events will not be allowed.
  • Our goal is to use 100% of the allotted space for 50% of the capacity, thus ensuring spacing between groups.
  • Arts Management’s Theatre Manager ticket seating program has been set to leave at least one seat between groups.
  • Groups of audience members that form a social distancing pod of six or less people may be seated together.
  • Groups of audience members that form a social distancing pod of more than six people must be split up so that no audience group is larger than six persons.
  • In the HUB International Theatre:
    • There will be a maximum of one wheelchair patron plus two attendants seated in the each of the row F house left and house right special needs seating areas.
    • There will be a maximum of three wheelchair patrons plus two attendants seated in the row S house left, house centre, and house right special needs seating areas.

FACILITY ACCESS BY AUDIENCE MEMBERS

  • The Cultural Centre will open to the public for performances in the HUB International Theatre and Rotary Hall Studio Theatre at least one hour prior to curtain time.
  • Audience members will be greeted by a staff member who will verify their BC Vaccine Card, as described above.
  • Upon arrival, audience members will be required to wear face coverings (non-medical disposable masks will be available for those that do not have them). They must keep their mask on even when seated in the theatre.
  • Upon arrival, each audience member will be required to fill out a form for contact tracing by Fraser Health. These forms will be kept for a minimum of 30 days.
    • This form will include the audience member’s name and contact phone number
    • A declaration stating that:
      • They have not been outside of Canada in the last 14 days
      • That they have not had contact with anyone with a confirmed case of COVID-19 in the past 14 days.
      • That they are not under the direction of the Provincial Health Officer to self-isolate.
      • That they are not experiencing any of the following symptoms.
        • Fever of 100.4 degrees (38 degrees Celsius) or more
        • Chills
        • Cough
        • Shortness of Breath
        • Sore Throat
        • Painful Swallowing
      • Audience members that cannot declare that all of the above are true may not enter the theatre, and will be entitled a full credit for their ticket purchase for themselves and the members of their party.
      • The doors to the auditorium will also open 30 minutes prior to curtain time rather than the normal 20 minutes. This is being done to limit the amount of socializing that happens in the lobby.

USHERS

  • The number of ushers will not be reduced. Ushers are assigned seats.
  • Usher Emergency Evacuation protocols will not be impacted by this plan.
  • Ticket taking ushers are to use hand sanitizer regularly after handling customer tickets.
  • Programs will not be provided for events. We will display bio boards where appropriate in lieu of programs, and program content will be added to the event’s webpage where appropriate. This will allow audience members to access program information on their personal devices.

COATCHECK, CONCESSION, BAR, AND MERCHANDISING

  • Coatcheck, concession, bar, and merchandising will not be available while the Province Wide Mask Order is in place, in order to limit socializing in the lobby.
  • Audience members will be allowed to bring their own clear plastic bottles of water into the theatre. Opaque water bottles will not be allowed.  We will provide complimentary clear plastic bottles of water for those that are in need of water during the performance.
  • We will not be providing the complimentary water station for the time being, but will make clear plastic bottles of water available for those in need.

LOBBY WASHROOMS

  • Our main lobby washrooms are designed to handle an audience of 800 in a 15-minute window. We do not anticipate any need to limit the number of people using the washrooms.

AUDITORIUM ACCESS

  • Audience members are to proceed directly into the auditorium once they have completed their declaration.
  • All audience members will enter the Auditorium through the door designated on their ticket.
  • Whenever possible, we will eliminate intermissions and aim for 75 minute performances.
  • A minimum of two hours will be given between shows on multiple performance days to allow the theatre seat arms to be disinfected.

COMMUNICATION WITH TICKET PURCHASERS

  • Ticket purchasers will be sent an email in advance of the performances letting them know the following:
    • The front door opening time
    • That there will not be a concession, bar, coatcheck, or merchandising, but they are able to bring a clear (see-through) water bottle from home.
    • How to access the online program if there is one
    • Whether or not there will be an intermission
    • The requirement to wear a face covering for the duration of the performance
    • The requirement for each member of their party to sign in with their name and phone number for contact tracing by Fraser Health.
    • That audience members that meet any of the following will not be allowed to attend the performance, and are entitled to a full credit for their ticket purchase for themselves and the members of their party:
      • They have been outside of Canada in the last 14 days
      • That they have had contact with anyone with a confirmed case of COVID-19 in the past 14 days.
      • That they are under the direction of the Provincial Health Officer to self-isolate.
      • That they are experiencing one or more of the following symptoms.
        • Fever of 100.4 degrees (38 degrees Celsius) or more
        • Chills
        • Cough
        • Shortness of Breath
        • Sore Throat
        • Painful Swallowing

 

This document is a living document and will be updated as new information and health orders arise.

Our reopening guidelines have been developed using WorkSafeBC’s COVID-19 And Returning To Safe Operations Guide and WorkSafeBC’s Arts and Cultural Facilities: Protocols for returning to operation guide. Our Joint Health and Safety Committee will work together with the managers and staff of different departments to identify appropriate solutions to address any unanticipated issues that may arise.  At all times, directions from the Provincial Health Office, Fraser Health, Worksafe BC, the Ministry of the Attorney General, and City of Chilliwack will be followed, provided such directions are not in conflict with directions from the Liquor and Cannabis Regulation Branch, Fraser Health, applicable Public Health Orders, Fire and Building Code Regulations, or WorkSafe BC.  At times, this may mean that our reopening plan will need to be tweaked to ensure that it follows all regulations, orders, and guidelines.  We are working with Actsafe (the not-for-profit health and safety association supporting British Columbia’s arts and entertainment industries). We are using both Actsafe and the COVID-19 Task force to ensure that we have the most up to date information to develop future plans for the reopening of Chilliwack Cultural Centre

We were initially informed that our reopening plan would need to be submitted to WorkSafe BC for approval, however WorkSafe BC is now directing that all reopening plans be submitted to Fraser Health.  On May 11, 2021, Fraser Health sent a letter to Arts, Culture and Recreation Facility Operators saying that they will not review, provide guidance on and/or approve reopening plans.

It should be pointed out that the letter from Fraser Health identifies “the risk of COVID-19 transmission in arts, culture and recreation facilities is low and Fraser Health supports the operation of these facilities at this time.”

Respectfully submitted

Theresia Reid
Acting Manager of the
Chilliwack Cultural Centre
________________________________________________________________________

 

RESOURCES

GENERAL PREVENTION
Government of BC: Self Assessment Tool:
https://bc.thrive.health/covid19

 

ActSafe Health Declaration:
Worker Declaration Form (actsafe.ca)

 

Worksafe: Selecting and Using Masks:
Step 3 of BC’s Restart: Communicable disease prevention – WorkSafeBC

 

Worksafe: Instructions on how to use a mask:
Prevent the spread of communicable disease: How to use a mask | WorkSafeBC

 

Government of BC: Key Steps to safely operating and reducing COVID-19 transmission:
The page you are looking for cannot be found. – Province of British Columbia (gov.bc.ca)

 

INDUSTRY SPECIFIC GUIDELINES

Audience Services Guidelines
Microsoft Word – Audience Services Guidelines 20200528 V1.docx (actsafe.ca)

 

Rehearsal Guidelines
https://www.actsafe.ca/wp-content/uploads/2020/06/Rehearsals-Guidelines-20200610.pdf

 

Performer/Client Guidelines
Homepage – Actsafe Safety Association for Arts & Entertainment Industries

 

Industry Relaunch Framework
Homepage – Actsafe Safety Association for Arts & Entertainment Industries

 

Live Event Relaunch Reference
LIVE EVENT RELAUNCH REFERENCE (actsafe.ca)

 

Worksafe: Performing Arts Sector Protocols for returning to work:
Performing arts : protocols for returning to operation. (leg.bc.ca)

 

Cleaning & Disinfecting Surfaces
Step 3 of BC’s Restart: Communicable disease prevention – WorkSafeBC

 

ADDITIONAL RESOURCES FOR EMPLOYEES
OFAA protocols during COVID

OFAA protocols during the COVID-19 pandemic: A guide for employers and occupational first aid attendants | WorkSafeBC

 

Violence Prevention Program resources
https://www.worksafebc.com/en/health-safety/hazards-exposures/violence

 

Worksafe: Administration of First Aid during Covid-19 Information:
https://www.worksafebc.com/en/health-safety/create-manage/first-aid-requirements

BC GOVERNMENT COVID-19 ORDERS
https://www2.gov.bc.ca/gov/content/health/about-bc-s-health-care-system/office-of-the-provincial-health-officer/current-health-topics/covid-19-novel-coronavirus

 

ANY QUESTIONS
Questions about any part of this document or about implementing any part of this plan should be directed to Theresia Reid, the Chilliwack Cultural Centre’s Acting Manager.  Our goal is to have the best possible resources for our staff and the community while we are dealing with the current pandemic.  If you think of things that are missing from this plan but should be included, please let me know ASAP

 

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