Workplace Safety Protocol
Category General News
REBOSA COVID-19 WORKPLACE READINESS GUIDELINES - V2 26052020
WORKPLACE PLAN (Drawn up in line with the Directive by the Minister of Employment and Labour in terms of Regulation 10 (8) of the Regulations issued by the Minister of Cooperative Governance and Traditional Affairs in terms of Section 27 (2) of the Disaster Management Act, 2002 (Act no 57 of 2002)
For
WELGEDACHT PROPERTIES
Company Registration Number - 2009/190317/23
Trading as:
WELGEDACHT PROPERTIES CC
hereinafter referred to as the Company
Number of Employees: 2
Adress:
13 Boschendal Mews
Van Riebeeckshof
Bellville
7530
Dated: 1 June 2020
SECTION A: IN-OFFICE WORKPLACE PLAN
(i) The business will resume operations on 1 June 2020 and will operate on a Monday to Friday between 8:30 - 17:00 and on a Saturday only by appointment.
(ii) To limit the spread of the virus in the workplace, staff members who are able to do so are encouraged to work from home as far as possible. However, to operate the business requires a number of staff at the office to perform essential services. The number of admin staff and Estate Agents that will be working in the office will be working, have therefore been allocated shifts as per the attached schedule (see Annexure A).
(iii) The following steps have been taken to make the workplace COVID-19 ready:
- The office was thoroughly cleaned and disinfected on 29 May 2020 and
- Cleaning and disinfecting of all work surfaces, including kitchen and restrooms/toilets, door handles and shared electronic equipment is scheduled daily to take place prior to work beginning, during the working period and after work hours.
- Cleaning material will be stocked and will be made available in the kitchen.
- The Company has stocked (and will keep stocked) paper towels in the kitchen and bathroom (to dry hands after washing), and regular hand-washing will be required from all staff.
- All fabric towelling has been removed as the use of such for drying hands have been prohibited.
- The Company will provide disinfectant hand soap in the kitchen and bathroom/s and will place hand sanitiser (with an alcohol content of no less than 70% at the entrance of the office as well as at work stations.
- All biometric systems have been deactivated and staff will be responsible for reporting to the Receptionist, who will document their presence at work on the Attendance register.
(iv) A list of staff
(a) who can work from home;
(b) staff who are 60 years or older; and
(c) staff with comorbidities who will be required to stay at home or work from home is attached [Annexure B].
(v) Screening and Social Distancing:
(a) Staff will be screened by temperature reading before entering the business premises.
Any staff member that displays a body temperature of 38 degrees celsius or higher, will be denied access to the office.
(b) Staff will be required to disclose, prior to entry, the absence of any observable symptoms associated with Covid-19, as it relates to fever, cough, sore throat, redness of eyes, shortness of breath (or difficulty breathing) body aches, loss of smell/taste, nausea, vomiting, diarrhoea, fatigue and/or weakness. In the event that a member of staff display/observe any of the aforementioned symptoms, such staff member will be denied access to the office and will be required to take sick leave in accordance with the provisions of the Basic Conditions of the Employment Act. This record will be recorded on Annexure C.
(c) Should any member of staff experiencing any of the aforementioned symptoms whilst at work, the Company will isolate the member of staff, provide him/her with a FFP1 surgical mask and will arrange for the staff member to be transported in a manner that does not place other workers or members of the public at risk either to be self-isolated or for a medical examination or testing; and
c.1 assess the risk of transmission, disinfect the area and the worker's workstation, and refer those workers who may be at risk for screening and take any other appropriate measure to prevent possible transmission;
c.2 ensure that the staff member is tested or referred to an identified testing site;
c.3 place the employee on paid sick leave in terms of section 22 of the BCEA or if the employee's sick leave entitlement under the section is exhausted, make application for an illness benefit in terms of the COVID-19 Temporary Employer Relief Scheme under regulation 10(8) of the Regulations promulgated in terms of section 27(2) of the Disaster Management Act;
c.4 ensure that the employee is not discriminated against on grounds of having tested positive for COVID-19 in terms of section 6 of the Employment Equity Act, 1998 (Act No. 55 of 1998);
c.5 if there is evidence that an employee contracted COVID-19 as a result of occupational exposure, lodge a claim for compensation in terms of the Compensation for Occupational Injuries and Diseases Act, 1993 (Act No. 130 of 1993) in accordance with Notice 193 published on 3 March 2020.7 7 GG 43126 GN193 of 23 March 2020. 10 24.
(d) If a member of staff has been diagnosed with COVID 19, the Company will be obliged to: Rebosa COVID-19 Workplace Readiness Plan 2020 4
d.1 inform the Department of Health and the Department of Employment and Labour; and d.2 investigate the cause including any control failure and review its risk assessment to ensure that the necessary controls and PPE (Personal Protective Equipment) requirements are in place; and
d.3 give administrative support to any contact-tracing measures implemented by the Department of Health.
(vi) Hand sanitisers:
(a) The Company will strategically place hand sanitisers (with an alcohol content of no less than 70%) at the entrance of the office building, and Staff will be required to sanitise their hands on entry and exit from the office.
(b) The Company will, at its expense, supply an adequate supply of hand sanitisers (with an alcohol content of no less than 70%), relative to the number of staff members, throughout the office.
(vii) Social Distancing:
(a) Staff members' work stations have been rearranged to ensure that no member of staff sit less than 1,5 meters apart; alternatively, in spaces where workstations could not be moved to accommodate a distance of more than 1,5 meters, physical barriers have been erected.
(b) Staff have also been informed to keep a physical distance of more than 1,5 meters from their colleagues at all times.
(viii) Fabric Face Masks:
(a) Staff members will be required to wear fabric face masks at all times (when at work as well as during any commute on public transport to and from work). Welgedacht Properties will provide each staff member with two fabric face masks that meet the standards as set out by the Department of Trade, Industry and Competition's guidelines as published on 24 April 2020, and the Company will put appropriate measures in place to arrange for the washing, drying and ironing of cloth masks (where necessary).
(b) Staff members have been trained on the correct procedure of wearing masks and how to safely remove, care for and wash fabric face masks.
(ix) Customer interaction and members of the public:
(a) Customer interactions in Real Estate offices, in general, are limited. Having said that, the following processes have to be adhered to:
- A perspex screen has been erected at Reception;
- Any member of the public will be required to sanitise their hands prior to entry and on exiting the office;
- Only persons wearing face masks will be permitted to enter the office;
- Members of the public will be screened by temperature reading before entering the business premises. Any member of the public that displays a body temperature of 38 degrees celsius or higher, will be denied access to the office.
- Visitors will be required to disclose, prior to entry, the absence of any observable symptoms associated with Covid-19, as it relates to fever, cough, sore throat, redness of eyes, shortness of breath (or difficulty breathing) body aches, loss of smell/taste, nausea, vomiting, diarrhoea, fatigue and/or weakness. In the event that a member of staff display/observe any of the aforementioned symptoms, such visitor will be denied access to the office. This record will be recorded on Annexure C (Visitor Health Record).
- Members of the public will be reminded (should it be necessary) that a distance of 1,5 meters must be kept at all times.
(x) Training and Acceptance:
(a) The Company will ensure that each member of staff has received the appropriate training on the Directives issued on Covid-19 workplace protocol and will require each member of staff to sign this document (and any amendments thereto) in acceptance of these directives.
(b) Any member of staff who has been found to have deliberately acted against the provisions contained herein (as well as any Annexure to this plan) will be subject to the internal disciplinary procedures of the Company as well as the potential penalties as detailed in the Occupational Health and Safety Act (OHS Act) and/or the Consumer Protection Act. Rebosa COVID-19 Workplace Readiness Plan 2020 6
(c) A Department of Health inspector designated in terms of section 28 of OHS Act may perform any of the functions in section 29 of OHSA and exercise any of the powers listed in section 30 of OHS Act in order to monitor compliance with the directives and guidelines set out in the Regulations;
(d) In so far as any contravention of the guidelines constitutes a contravention of an obligation or prohibition under OHS Act, the offences and penalties provided for in section 38 of OHS Act apply;
(e) Each person who is found guilty of an offence in terms of the legislation herein mentioned, may be liable to a fine of R50,000.00 or a maximum of no more than 6 months imprisonment or to both such fine and imprisonment and the Company's directors may, if found liable, be subject to criminal charges.
SECTION B: FOR ESTATE AGENTS MEETING CLIENTS IN PROPERTIES (VALUATIONS, VIEWINGS, INCOMING & OUTGOING INSPECTIONS)
(i) The business will be operational from 1 June 2020, and our operating hours will be between 09:00 and 19:00, Monday to Friday (Saturday and Sunday - viewing by appointment only.
(ii) Estate Agents will be meeting clients at respective properties by appointment only, and the number of Estate Agents representing the Company at such appointment will be limited to a maximum on one at any given time. Showhouses will be prohibited.
(iii) The Company will provide each Estate Agent with hand sanitiser containing no less than 70% alcohol content, free of charge. Estate Agents are required to visibility sanitise their hands (and offer to provide sanitiser to clients) prior to entering and exiting any property.
(iv) Estate Agents will be required to wear fabric face masks at all times. Welgedacht Properties will provide each staff member with two fabric face masks that meet the standards as set out by the Department of Trade, Industry and Competition's recommended guidelines as published on 24 April 2020.
(v) The Company will ensure that each Estate Agent has received the appropriate training on the Directives issued on Covid-19 workplace protocol and will require each Estate Agent to sign documentation accepting and agreeing to said directives. The directives are
Pre-viewing/meeting:
1) Meetings with clients should, as far as possible, be conducted via telephone and/or video call.
2) Any viewings of a property should, as far as possible, be done virtually. Once a Buyer/Tenant has expressed definite interest in a particular property, a physical viewing of the property can be arranged in line with viewing protocols.
3) Clients (current inhabitants of the property) are to be advised that they should, if at all possible, not be present in the property at the same time you take potential clients to view the property. They can however, remain on the property, preferably outside (if possible). Should the Client (current inhabitants of the property) not be able to leave the property, or remain outside, they will be encouraged to remain in one section of the property.
4) Clients (current inhabitant of the property) will be required to sign relevant consent forms prior to viewings/potential clients being brought to their property (refer to Annexure D)
5) All potential clients (Buyers/Tenants) must have received all the safety protocol information prior to the viewing (refer to Annexure E), and must agree to adhere to these protocols at all times.
6) Estate Agents are to ensure that they meet all potential clients at the property (i.e. Estate Agents may not travel with clients in the same vehicle).
7) To ensure optimal ventilation, Clients will be requested to open all doors and windows of the property, prior to the arrival of the Estate Agent and Potential Clients.
At the property:
8) Physical viewings at a property will be kept as brief as possible.
9) Estate Agents shall be required to wear fabric face masks, at all times, whilst conducting property viewings, with the mask being properly secured prior to entering the property.
10) Estate Agents will visibly sanitise their hands prior to entering the client's property, and will be required to visibly sanitise their hands prior to leaving the property.
11) Estate Agents will ensure that the Potential Clients are reminded of the viewing protocol prior to entering the property.
12) No more than two Potential Clients may be taken through the property at a time. Should there be more interested parties (that need to physically view the property),
Estate Agents should request that those parties wait outside (in the vehicle) to observe social distance guidelines.
13) Estate Agents will offer hand sanitiser to Potential Clients prior to entering the property (and on exiting the property) and will ensure the use of it (by the potential client). Clients who refuse to sanitise their hands prior to entry, will not be granted access to the property.
14) Potential clients will be required to wear fabric face masks, and no client will be allowed to enter the property without such.
15) Estate Agents will, prior to entry, disclose to both the Client (current inhabitant of the property) and Potential Client, the absence of any observable symptoms associated with Covid-19, as it relates to fever, cough, sore throat, redness of eyes, shortness of breath (or difficulty breathing) body aches, loss of smell/taste, nausea, vomiting, diarrhoea, fatigue and/or weakness.
16) Estate Agents will enquire whether the Client (current inhabitant of the property and/or the occupants of the property) and Potential Client currently display any of the aforementioned symptoms and/or whether the Client, Potential Client and/or immediate family have been experiencing any of these symptoms 14 days prior to the viewing and/or whether they have been in contact with a confirmed case of Covid-19. Should any Client (or occupants of the property) display any of these symptoms (currently or 14 days prior to the viewing) and/or have been in contact with a confirmed case of Covid-19 14 day prior to the viewing, the Estate Agent and their Potential Clients shall not be permitted to enter the property.
17) Estate Agents and Potential Clients will refrain from making any physical contact with any person and will keep a physical distance of 1,5m from all persons in the property at all times. 18) Estate Agents and Potential Clients will refrain, as far as possible, from touching any surface or object in the property.
19) Estate Agents will carry their own sanitiser and wipes to wipe down any surface or object he/she may have accidentally / unavoidably come contact with.
20) Estate Agents and Potential Clients may not, under any circumstances, use any bathroom facilities in the property.
21) Estate Agents have to capture the details of potential clients who have visited any property in the Company's database, detailing the potential client's name, surname and contact details, as well as the property address, and time and date of viewing.
Concluding Legal Agreements:
22) The details of legal agreements must be recorded electronically and must be sent to potential clients for the purposes of concluding a transaction.
23) Estate Agents must meet with clients virtually (video call) to discuss various aspects of the Legal Agreement, and where possible (and allowable under South African law), must ensure that clients sign these agreements (Mandates, Lease Agreements, etc.) electronically.
24) Where electronic signatures are not legally recognised (i.e. Agreement of Sale of immovable property), Estate Agents are to send the electronic Agreement of Sale to the Buyer and Seller for physical signature. In the event that either or both parties to the Agreement do not have facilities to print and/or scan documentation, the Estate Agent may deliver the physical documentation to the relevant party and request signature (making sure that all details have already been completed electronically, and terms have been discussed and agreed to virtually). In the event of a physical meeting, all hygiene and social distancing measures must be applied (as documented herein).
25) Clients must be informed of the Company's policy as it relates to the completion and signature of legal documentation on showing interest in either employing the Company to market their property, and/or when expressing interest in submitting an offer to purchase and/or lease a property
(vi) The designated COVID-19 Compliance officer for this Company is Rozelle Homann
(a) The designated COVID-19 Compliance officer shall receive training as and when required in order to fulfil his/her functions and shall be responsible to observe the fulfilment of all measures set out herein, and shall ensure compliance with especially the internal and client health and safety measures applicable.
Workplace plan amendments and distribution
The directives contained herein may be updated from time to time in line with changes to legislation or to improve the internal and external processes of the Company. In the case of updates or amendments, the updated version of the Workplace plan (including any Annexures hereto) will be made available to all members of staff, through internal communications.
Record keeping and documentation retention The Company will retain all client and staff Health Records and contact details and other relevant information and the relevant Annexures in paper record format, or electronically.
a. Should the Company receive a court order requiring documents or other information for the use of law enforcement agencies, the Company shall co-operate and assist in complying with the court order.
b. Documents will be kept on file for the required 40 years.
Author: REBOSA
