COVID-19 Detailed Safety Procedures at Elmhirst’s Resort

Updated: November, 2021

ELMHIRST’S RESORT COVID-19 VACCINATION POLICY

Purpose:

Elmhirst’s Resort is committed to the health and safety of every team member. To ensure the safest work environment and continue in our commitment to all team members, we consider vaccination as a key element in the protection from the hazard of COVID-19. Elmhirst’s Resort adopts this policy to protect the health and well-being of our team members and guests.

Throughout the COVID-19 pandemic we have implemented numerous safety protocols to keep our team and guests safe, including workplace health screening, heightened cleanliness protocols, mandatory masking, hygiene practices, social distancing and providing PPE as needed. We offer a ‘pay your way to vaccination’ and flexibility in scheduling to support team members receiving the vaccination.

Full vaccination against COVID-19 is one of the best ways to protect our team and guests. The Delta variant of the coronavirus is more contagious, with greater risk for severe illness and hospitalization. Compelling data demonstrates higher incidence of COVID-19 among unvaccinated individuals. It is important for all of our team that can be vaccinated to be fully vaccinated in order to protect themselves against serious illness from COVID-19 as well as to provide indirect protection to others.

Vaccination Requirement

Subject to the qualifications below, we hope each employee will consider being vaccinated against COVID‑19. Vaccination includes any subsequent dose, booster or boosters that may be required or recommended by the Ministry of Health.

Notwithstanding our preference as outlined above, an employee may elect to refuse vaccination and will not be disciplined for this decision. However, if an employee refuses to be vaccinated due to personal choice, an employee must comply with the alternate measures as recommended by Peterborough Public Health and Occupational Health and Safety Act to reduce the potential for COVID-19 transmission in the workplace. This will include the strict continued use of personal protective equipment, workplace distancing, screening and regular rapid antigen testing or other measures deemed necessary by Elmhirst’s Resort.

Proof of Vaccination

Each employee vaccinated is encouraged to provide proof of vaccination to Elmhirst’s Resort, by providing it to Joan Tammaro/Human Resources or Debbie Spencer/Facility Compliance Manager. As noted above, “vaccination” includes any subsequent dose, booster or boosters that may be required or recommended by the Ministry of Health.

All vaccination records will be securely stored and information on vaccination status will not be disclosed to any third party without employee consent.

Accommodation

Despite any other provision in this policy, Elmhirst’s Resort will comply with its duty to accommodate under the Ontario Human Rights Code. A team member who requires accommodation in relation to this policy is asked to advise Joan Tammaro and provide all required documentation.

General Covid-19 Safety Policies:

Elmhirst’s Resort is committed to the health & safety of our team. We are complying with all Peterborough Public Health, Public Health Ontario and Public Health Agency of Canada recommendations.

Each department has established their own best practices and revised standard operating procedures.

The following general safety principles are in place for all employees:

• Each team member must wear a face mask at all times. If they do not have one a disposable mask will be provided.
• Disposable gloves are available to all staff members.
• Alcohol hand sanitizer at all work sites. Frequent thorough hand washing with hot soapy water, avoiding touching of the face, and covering sneezes/coughs with arm or sleeve is the beast health protection.
• Quat 44 (an industrial grade disinfectant) will be available at all work sites.
• Increased cleaning from the housekeeping department for all high touch surfaces in public areas
• Daily temperature checks prior to punching in—employees with a temperature above 37.8 ˚C will be asked to go home.
• Training in department specific health and safety revisions for all staff.

All team members are expected to:

• Put their specific department’s policies into practice and be committed to Elmhirst’s health & safety’s goals for the protection of fellow team members and guests.
• Be responsible for their own safety as well as the safety of their colleagues (safety is everyone’s job!).
• Work in a safe and healthy manner maintaining their workplace in a clean and orderly state.
• Identify, report and help rectify any health and safety dangers and reduce related risks.
• Immediately report any incidents or accidents or if you become sick or have been exposed to COVID-19.
• Employees will use the front entrance of the main building at all times. Go directly to the front desk for screening and temperature desk prior to punching in.
• Follow assignments of vehicle use for outside team members; follow staff restrictions for outbuilding access.

Specific Procedures by Department

Rooms Division-Housekeeping- Covid-19 Procedures

Overview:

• All unused linens in a cottage are to be assumed to be dirty when cleaning and replaced with fresh ones.
• Prior to the housekeepers cleaning cottage, the cottage will have been disinfected with a pump sprayer sprayer.
• Upon entering cottage bathroom and kitchen fixtures and surfaces should be sprayed down with cleaner—let cleaner sit for a minimum, of 30 second.

Stripping Beds

• When you strip a bed, first remove the top sheet and put soiled sheet directly into laundry bag. Remove duvet and place on luggage rack (NOT ON THE FLOOR).
• Ensure bottom flat sheet in on bed. Now remove pillow cases, place pillow on luggage rack and the dirty pillow case in the center of bed. Once all pillow cases have been removed, take the corners of the fitted sheet off and wrap all soiled linens together in fitted sheet. Place fitted sheet in laundry bag.
• Duvet cover(s) must be sprayed with pump sprayer prior to re-making beds
• Towels are to be kept in a separate laundry bag from the sheets.
• All countertops/ shelves should be wiped down. Repeat process on all bedrooms in cottage.

Kitchens:

• To reduce the risk of contamination we will be limiting the number of tea sugar and sweetener left in each cottage (2 tea bags, 6 sugars, 6 sweeteners).
• Any unused packets must be disposed of rather than reused.
• Unused Coffee can be wiped down with Oxivir and reused.
• Ensure appliance handles and surfaces are disinfected using Oxivir.
• Cleaning rags are to be changed after each cottage—rags are not to be reused

Bathrooms:

• Unused Soaps/Shampoo/moisturizers should be wiped down with Oxivir.
• The blow dryer, Kleenex boxes, and packaged toilet paper rolls should also be wiped down.
• Hand Towel/ Bathmats should only be set out once all surfaces have been sprayed with Oxivir.
• Cleaning rags are to be changed after each cottage—rags are not to be reused

Living Room:

• The living room is considered a “communal space” within the cottage—as such all surfaces and touch points must be disinfected.
• All dusting is to be done with a damp cloth (Oxivir)
• All paper products should be removed from cottage including resort promotional material.
• Mop water must be as hot as possible, and 2 TBSP’s of bleach must be added to the water (in addition to the soap).
• Mop head will be changed after each cottage to prevent the transmission of germs—the soiled mop heads to be put in clear plastic garbage bag and laundered daily.

Laundry:

• All housekeepers must wear a face mask while in the laundry room when physical distancing is not possible, wash hands immediately after handling soiled linens.
• Folding table must be wiped down using Oxivir upon entering the laundry building.
• Soiled linens will remain in laundry bags until they are being washed.
• Laundry Bins are to be disinfected prior to use and at the end of your shift
• Washing machines should be filled to 85% of their capacity (DO NOT OVERFILL MACHINES), and all washing must be done on a “towel” setting.
• All bins are to be packed with 2 laundry bags. (1 for towels, 1 for bed linens).

I have read and understand the contents of the operational policies, working conditions and procedures in this document. I acknowledge that I have received my copy.

 

Front Office Division- Front Office: Covid-19 Procedures

In order to provide our staff the safest working environment, below are the list of updated procedures for Elmhirst’s Resort.

General Overview:

• Front and Back office staff will be the only people in your working space
• Facemasks should be worn any time you are not able to maintain a 6 foot separation between you and a co-worker.
• Diligent hand washing and cleaning of all high touch surfaces will be required.
• Work station must be cleaned prior to any shift/staffing changes.
• Staff will be required to have their temperatures checked daily prior to punching in—the front desk team will be responsible for taking temperatures of all staff members. Staff members with a temperature above 37.8 should be sent home immediately and their manager advised.
• Your work station must be fully disinfected prior to your departure when working the closing shift—leaving a sanitized working space for the morning shift.

Guest Relations:

• The guest laundry will now be available by appointment only and can be scheduled by calling the front desk. In the event change is required, a charge will be posted to the guests account, and the change will be bagged and left in the guest laundry for the guest.
• Waterfront recreation equipment will be available by appointment only, and equipment will be sanitized between each user. Appointments available between 9:30 and 5:00 daily and can be booked by calling the front desk.
• Any guests who need to enter the main building will be required to wear a mask—if they do not have one, the resort will provide them with one from the front desk.
• PFDs will be delivered to guests’ cottages prior to their arrival. Front desk will compile a list based on the completed registration cards returned for each cottage
• 1 PFD per guest will be issued (information on appropriate size of PFD should be provided by front desk as well).

 

Food and Beverage Division- Covid-19 Procedures

To create the safest environment possible for our guests and team members, we will adhere to the following standard operating procedures in the kitchen, dining room and service area at Elmhirst’s Resort:

Back of House (kitchen)

Opening / Beginning of shift:

• All staff self screen and temperature check on arrival, including time in and out, records are kept for contact tracing
• All staff are expected to arrive with a clean uniform and mask, masks and eye protection required while working in the kitchen
• All staff must wash hands thoroughly at the beginning of their shift
• Opening cook will ensure that all hand wash stations are stocked and ready go, will also ensure that there are gloves and hand sanitizer accessible to all kitchen staff
• Opening cook will ensure that all spray sanitizer bottles are full and ready to use

General Operations:

• All kitchen staff are expected to maintain social distance while at work
• Hand washing is required between all kitchen tasks and also any time re-entering the kitchen
• Gloves and Hand sanitizer easily accessible at all times
• Gloves required for handling garbage
• All equipment and frequently touched surfaces to be sanitized often, (Quat Ammonia)
• Gatherings of staff are discouraged in the kitchen to keep from overcrowding
• Staff are tested with rapid tests at least twice a week
• Breaks are staggered to maintain social distancing
• All equipment and high touch surfaces sanitized at the end of the night before closing so they are clean and ready for the next day

Front of House (dining room and service areas)

Opening

• Make sure all hand sanitizers are filled for front of house
• Make sure Spray Sanitizers are filled
• Make sure there are clean rags with the spray sanitizers and for polishing
• Make sure hand wash station is fully stocked and set up
• Make sure you are wearing a clean uniform and mask
• Make sure you fill out the staff screening at from desk
• Make sure there are gloves ready for clearing if needed
• Complete Opening IAudit

Operations

• Maintain social distancing from other staff members
• Stagger break times
• Sanitize often especially high touch areas
• Frequent hand washing
• Wipe off and sanitizes tables, chairs, and all items on tables after guest leave
• Single use condiments
• All take-out orders will be in disposable containers
• Vaccine screening and contact tracing

Closing

• Clean and sanitize all high touch areas
• Clean and sanitize all tables, chairs and everything on top of table that have been used

 

Waterfront and Maintenance Departments- Covid-19 Procedures

General Health and Safety Guidelines:

• Maintain your personal physical distancing at all times between yourself and staff and guests.
• Staff must always practice diligent hand hygiene.
• A store of facemasks, rubber gloves and hand sanitizer will be available in the gas house.
• Hand sanitizer will be available in maintenance vehicles.
• Use face mask and gloves in all guest service situations (but definitely visit and spread joy from a distance!)

Personal Flotation Devices (PFDs):

• Guests will have PFDs placed on their cottage deck prior to arrival and must have them when engaging in activities at the waterfront.
• Guests are to leave their PFDs on their deck upon departure.
• Do not provide PFDs at the waterfront. PFDs returned to waterfront must be disinfected using pump sprayer and left to air dry for a minimum of 24 hours.

Tubing:

• Activities will be done by appointment only at scheduled times.
• Teams from the same cottage will pair up for towing of tubing (for example parents and siblings, siblings with siblings).
• Sanitize boat with pump sprayer prior to session.
• Moor tube to dock and sanitize prior to opening of session.
• Welcome the guests by name and with a smile. Even with a mask on your eyes will smile!
• Demonstrate how to moor tube on return to dock.
• Review hand signals
• Guests will assist themselves to get on and off the tube.
• Follow standard routes and do not tip the tube under any circumstances. Guests may not enter the boat under any circumstance.
• Wear mask and gloves on ski dock and in boat, maintain physical distance from guests at all times.
• Sanitize ski dock gate, railings, stairs and tube with pump sprayer after each appointment (an appointment can have multiple trips if the guests are all from the same cottage and at session close.

Equipment use (canoes, kayaks, SUP’s, and rental boats):

• Sanitize all equipment with a pump sprayer at the beginning of each shift.
• Guests must reserve equipment in advance and the front office will provide information about which equipment is going to which guest at what time.
• Ensure equipment is at the water’s edge with paddles ready to launch before the guest arrives.
• Use a mask and gloves and maintain physical distance when greeting guest, performing dockside checklists, and boat inspections, and when sanitizing equipment after guest use. Always smile and greet the guest by name.
• Notify front office if guest does not return on schedule.
• Inform front office if conditions make it difficult for the guests to use equipment on their own and the reservations can be postponed. You can notify front desk when/if conditions improve. Remember the guests have to be self-sufficient.
• Ask the guest to pull the equipment on the beach (don’t forget please and thank you).
• Sanitize equipment with pump sprayer when guest returns.

Performing Maintenance Duties In and Around Cottages:

• Maintenance staff will be assigned a single vehicle. Lysol wipes and a pump sprayer will be provided at the shop to disinfect shared use vehicles, tractors and equipment.
• Use gloves and mask when gathering garbage.
• If required to perform maintenance duties in an occupied cottage (these will be limited to emergencies only) gloves, N95 mask (or equivalent) and face shield must be obtained from the shop and put on prior to entering cottage. Maintain physical distance in cottage while performing maintenance tasks. Use hand sanitizer in vehicle, avoid touching your face and wash hands thoroughly upon return to the shop.

Please note: if the repair demands contact with surfaces you deem hazardous please notify the front office so alternative action or mitigation can be used to protect staff health and safety. Always err on the side of caution.

Help Us Help You…..

• Maintenance staff will be assigned each day to do a detailed inspection of cottages being cleaned including but not limited to proper functioning of all appliances, windows and doors, domestic hot water, furnace, television, stereo, BBQ, bed frames, and structural stability of deck, railings and docks. These checks must be completed PRIOR to the final electro-static fogging of the cottages. Once fogging has been completed no one except the guest should enter the cottage.
• We won’t have to fix the cottages with guests in them if they are ready before they arrive.

Spa@Elmhirst’s Department- Covid-19 Procedures

General Health and Safety Guidelines:

• Your attire should be freshly laundered every day.
• Maintain your personal physical distancing at all times between yourself and staff and guests.
• Staff must always practice diligent hand hygiene.
• A store of facemasks, rubber gloves and hand sanitizer will be available in the Spa for staff and guests to use as required.
• Hand sanitizer will be available in the Spa if immediate handwashing is impossible.
• Use face mask and gloves in all guest service situations (but definitely visit and spread joy from a distance!)
• The Spa entrance doors should remain propped open to optimize air flow and ventilation.
• High touch areas such as doorknobs, switches, and furniture should be sanitized using Quato 44 every 2 hours.
• Bathrooms must be inspected and sanitized every time it is used.
• Please follow these rules for handling used linens: used linens should be loaded immediately into a laundry bag. Keep contact to a minimum, do not shake the linens, and tie the close the bag tightly right away.
• Take laundry bag to front office at the end of the day or when full (whichever comes first).

Greeting Guests:

• All guests will be admitted through the exterior door outside the Spa entrance.
• Please greet guests warmly and with a smile; even with a mask on your eyes will smile. Please try and use the guest’s name.
• All guests much receive a temperature check outside the building before entering from a temporal thermometer in the Spa. 

Guests who have a temperature above 37.5 C may not enter the building. Guests from off-site must be sent home and encouraged to get tested. Please inform the front office at once if a cottage guest received a failed temperature check.

• Guests must wear a mask to enter the building; masks are available in the spa for guests who don’t have one.
• There is a sign in sheet which required the guest to fill in all information fields.
• The Spa attendant must record the guest’s temperature plus responses to four health related questions.
• The time of guest entry and departure must be recorded.
• After the guest has completed sign in and their treatment area is ready, they may enter the building.
• Guests should use hand sanitizer immediately upon entering building.
• Escort the guest there while maintaining physical distance for yourself and from other guests and staff.

Observe these precautions during the treatment:

• Ensure guests maintain a minimum 2-meter physical distance from other guests when in the spa at all times.
• Massage rooms must be ventilated for a minimum of 30 minutes in between treatments.
• Keep partition in place between staff and guests during manicures.

Gardens and Grounds Covid-19 Procedures

General Health and Safety Guidelines:

• Maintain your personal physical distancing at all times between yourself and staff and guests.
• Staff must always practice diligent hand hygiene.
• A store of facemasks, rubber gloves and hand sanitizer is available in the office or at the shop should you need it.
• Hand sanitizer will be available in maintenance vehicles.
• Use face mask and gloves in all guest service situations (but definitely visit and spread joy from a distance!)

Gardening and Grounds Staff Procedures

• Increase cleaning and disinfecting on commonly touched surfaces like taps, baskets, buckets and (water) hose nozzles, tables, etc.
• Schedules will include safe distances practices i.e.: working in designated gardens and grounds individually
• If you have your own gardening supplies and tools bring them to the work site. Otherwise we will assign your own tools to you.
• If you are sharing tools, equipment or vehicles, sanitize before and after use all high touch areas like steering wheel, seatbelts, handles, leaf blower, lawn mowers handle, etc. A pump sprayer with disinfectant is available for this purpose.
• Change out of work clothing at the end of each shift and wash them.
• Wear gloves and wash hands thoroughly before and after use.

Recreation Department Covid-19 Procedures

General Health and Safety Guidelines:

• Always maintain your personal physical distancing between yourself and staff and guests.
• All recreation equipment will be sanitized.
• Staff must always practice diligent hand hygiene.
• Use face mask in all guest service situations.

Activities:

• Activities will be done by appointment only at scheduled times. Check with the front desk for sign ups.
• Guests will have signed a digital waiver to participate.
• All materials needed for each guest to participate, will be given to them at the start of the activity and ready to use.
• Activities such as Saddle Club; all equipment will be sanitized before and after use. One family at a time will be riding and using the helmets.
• Establish clear visuals for guests and staff to follow during activity.
• Where appropriate, safely work/meet in outdoor spaces.
• Try to encourage guests to bring their own equipment or sign up to use our equipment at a designated time to avoid sharing equipment between guests not from the same cottage and to allow ample time to sanitized borrowed equipment.
• Surfaces the guests touch must be disinfected prior to and after each time of activity.
• Wear gloves when preparing materials needed for activities.