AGM Guidelines for AGM

Following are the guidelines developed to be able to hold our AGM in person.

The Wilson Seniors’ Advisory Board will follow the following safety plan to reduce the spread of COVID-19 when it holds its Annual General Meeting at the Wilson Lounge and first floor washrooms at the Port Coquitlam Community Centre (PCCC  on  November 4, 2020 from 10:00 AM to 11:30 AM. These procedures are based on recommendations and guidelines issued by the Provincial Health Officer (PHO) updated October 14, 2020, and the City of Port Coquitlam, and will be followed by all members.

The safety plan will be updated whenever modifications to the procedures are required.

PHYSICAL DISTANCING

• At all times members are to maintain physical distancing while using the Wilson Lounge, when interacting with City staff and other members and when moving through facility spaces and common areas.
• Current physical distancing guidelines will be on posted signage in the facility and in the City’s Covid-19 Safety Plans.
• The Wilson Lounge has a designated entrance and exit to minimize contact between members.
• Members are encouraged to use masks when appropriate distancing cannot be maintained.
• All meeting attendees will sit in the seating layout that maintains physical distancing.

GATHERINGS

• Capacity will be limited to the pre-distanced chairs available in the Wilson Lounge. If additional members attend any meeting, members will appropriately physically distance themselves in a designated line up space while they wait for admittance.
• To ensure that physical distancing is maintained, staff and Association members will monitor seating in the Wilson Lounge, as well as any lineups that occur for admittance to meetings.
• Users will only be permitted in the meeting room while there is an available chair or when they may speak at the microphone. Any users not speaking or sitting in designated chairs will be asked to exit the room through the designated exit.
• When physical distancing cannot be maintained, all persons should wear a non-surgical face mask.

FACILITY/SPACE CAPACITY

• The occupancy limit of each area will vary with the size of each space and will not exceed 25 persons. Staff monitoring the entrance and exit of members into and out of the Wilson Lounge will also monitor the occupancy load of the room to ensure that we adhere t occupancy limits.
• The occupancy limit for shared amenities will be posted on signage, including washrooms.

FACILITY ADMISSION AND ACCESS

• Entrance and exit points are one-way only at the Wilson Lounge and are indicated by posted signage and communicated to all users upon arrival.
• Physical distancing markers are placed outside of the facility to ensure physical distancing while waiting to enter.
• The Association will put measures in place to prevent the congregation of members outside the place, we will encourage pre-registration and allowing members enter the facility 15 minutes prior to and throughout the scheduled session.
• Where members need to wait outside the Wilson Lounge for entrance to the room floor markings and signage will be posted in the area (PCCC foyer) to ensure appropriate distancing. Members of the Board and staff will monitor any queuing that occurs in the foyer to ensure adherence to safety standards.
• Washrooms will be available on level 1 for PCCC with signage posted specifying maximum occupancy limits.

HEALTH SCREENING

Before and throughout the meeting, users should self-monitor for symptoms associated with COVID-19 by using the BC Health COVID-19 Symptom Self-Assessment Tool located here: https://bc.thrive.health/. When registering at the front desk to attend the meeting, members will be asked to complete a health check form, which includes the following questions:

1. Are you experiencing symptoms consistent with COVID-19 (refer to the link above for the most up to date list of symptoms)?
2. In the past fourteen (14) days have you been outside of Canada?
3. In the past fourteen (14) days have you been in close contact with anyone who is symptomatic or has been diagnosed with COVID-19?

If users answer ‘yes’ to any of the above questions, display symptoms or do not adhere to the safety protocols in place, they will be asked to leave the facility immediately and call 811 for assistance.  If a participant who becomes ill is unable to leave the facility, they will be escorted to a designated isolation area.

A pre-screening sign with the self-assessment questions will be posted at the facility entrance.

PERSONAL HYGIENE

Members are required to practice the proper “hygiene” protocols which include:

• Maintain required physical distancing.
• Adhere to posted hand washing and physical distancing signage.
• Practice proper “hand hygiene” techniques often, as it is the single-most effective way of reducing the spread of infection. This includes washing and/or sanitizing hands before entering and exiting the facility. 
• Follow proper respiratory etiquette at all times including coughing and sneezing into your elbow and shoulder.
• Avoid touching your face, including eyes, nose or mouth.
• Hand sanitizer will be provided and attendees will be asked to use it when entering the facility.

CLEANING & DISINFECTING

• Staff or Volunteers are required to wipe down high-touch surfaces before and after use with the paper towel and Fantastik spray provided.
• A cleaning schedule as established by the City’s Cleaning Risk Assessment Guidelines and posted in each washroom.
• Pens to complete contract tracing forms will be sanitized after each use.