Club Management Committee

Ensure all members are aware of the plan and are compliant with its requirements.

Vice President

Audit compliance to the plan at all Club activities. Ensure the plan complies with State Government regulations. Take responsibility as the key communication point for COVID-19 information to the Club.

Event and Activity Co-ordinators

Ensure that appropriate attendance records are kept and that attendees comply with the requirements of the plan.

Club Members

In order to participate in Club meetings and activities members are required to be fully vaccinated against the COVID-19 Virus unless a lawful exemption applies and written evidence of such be provided to the Vice President.

Be aware of their responsibilities under the Club’s plan and comply with the requirements of the plan.

Communication 

Provide name of nominated person responsible as the key communication point for COVID-19 information. Describe how they will stay informed of the latest advice on restrictions and how to stay safe.

The Club Vice President is the nominated person responsible as the key communication point for COVID-19 information to the Club. The Vice President will regularly check the current status of Victorian State Government restrictions as set out on https://www.coronavirus.vic.gov.au and initiate amendments to the plan if required. We will adhere to the State Governments requirements and those of venue managers.

Describe how you will communicate your COVID Safe plan to members.

A copy of this plan will be emailed or posted to every member of the Club. The plan will be explained to members at a General Meeting of the Club and members will be advised of any changes by inclusion in the Newsletter, email or by letter.

A copy of this plan will be provided to each new member on induction.

Members will be advised not to attend if, within the last 14 days they:

• Have had COVID-19
• Have been unwell with any flu-like symptoms, including fever (night sweats or chills) or respiratory symptoms e.g. shortness of breath, cough or sore throat
• Have had a COVID-19 test and not yet received the result
• Have been instructed to quarantine or isolate and have not yet finished the 14 days
• Have travelled from any other country or from any area of Australia where there is community transmission of COVID-19.

A nominated “greeter” will ask people as they enter the venue whether the above issues apply.

What methods will you apply to collect and store participant registration/ attendance.

We will record the name and contact details of every member who attends each activity of the Club, together with the start and finish times for each event. We will record the name and contact details of all visitors and guests, together with their arrival and departure times. The Secretary (or a nominated delegate) will be responsible for recording this information for General Meetings of the Club. A designated person shall be responsible for recording the information at other events (e.g. the Activity Co-ordinator for Chatterbox, the Activity Co-ordinator for meetings of the Card Group etc.) Such records shall be retained for a period of 12 months (for Insurance).

For attendance at meetings and activities all members will be required to use the Venue’s QR code.  The Club’s QR Code will be made available should the venue not provide one, such as Picnic, Barbeques, etc.

What are your strategies to ensure your members and visitors are following your COVID Safe plan? What action will you take if people do not follow this?

The Activity Organiser will monitor compliance with the requirements of this plan (or in his/her absence, a designated person) at each Club event. People who refuse to comply with the requirements of this plan will be asked to leave immediately by the President or by a member of the Committee.

Hygiene

Provide and promote good hygiene.

Good hygiene practices shall be discussed at the first General Meeting where members physically attend and members will be reminded where appropriate.  Attendees will be requested not to greet each other physically and to limit the spread of germs. The Vice President (or a nominated delegate) will ensure that there is hand sanitiser at each entrance to the venue and attendees will be asked to sanitise as they enter and leave. We will also ensure that there is sanitiser provided on the Activities and Official tables. We will provide the sanitiser if it is not provided by the venue manager.

Where possible: enhance airflow by opening windows and adjusting air conditioning.

Where practicable, windows or doors will be left open to assist with air flow.  Where available, fans will also be used.

Physical distancing and limiting attendance

Outline how you will limit the number of attendees permitted in the space to meet social distancing or other requirements.

We will ensure that we have no more people in any room than allowed according to Government density limit or a lower limit if required by the venue manager. Depending on the level of restrictions, members and guests may need to be requested to make a booking to attend. Visitors who turn up without making a booking will be allowed to attend only if it is apparent that allowable density limits will not be exceeded.

What measures will you implement for managing physical distancing.

We will comply with the regulations as set out by the Venue in accordance with the Government regulations.  

Speakers, Guests and Visitors

Describe how you will communicate your COVID Safe plan to speakers, guests and visitors.

In order to speak at Club meetings and activities guest speakers are required to be fully vaccinated against the COVID-19 Virus unless a lawful exemption applies and to comply with all current Victorian State Government regulations as they apply to COVID-19.

Speakers, guests and visitors will be asked if, within the last 14 days they:

• Have had COVID-19
• Have been unwell with any flu-like symptoms, including fever (night sweats or chills) or respiratory symptoms e.g. shortness of breath, cough or sore throat
• Have had a COVID-19 test and not yet received the result
• Have been instructed to quarantine or isolate and have not yet finished the 14 days
• Have travelled from any other country or from any area of Australia where there is community transmission of COVID-19.

If so, they will be asked not to attend the activity.

Describe how you will minimise risks from interaction with speakers.

We will determine what requirements the speaker has and suggest the use of digital distribution of information rather than handouts.

Trips, outings and events

Describe how you will assess the risks associated with trips, outings and other events.

When an overnight trip is being planned, a risk assessment will be carried out by the Event Co-ordinator or the Committee, including the requirements for the wearing of face masks and maintaining social distancing. The PSPL Risk Assessment Checklist will be utilised for this. Transport to and from the activity will be included in the risk assessment. Activities must be approved by the Committee in the light of the risk assessment. 

For day trips, outings and other events, members will be required to follow all guidelines in accordance with current restrictions imposed by the Victorian Government and any conditions imposed by the venue owner.  

Describe how you will mitigate the risks associated with trips, outings and events.

Appropriate action will be taken, based on the issues identified in the risk assessment. Key considerations will be maintaining social distancing, wearing masks inside if required, use of hand sanitiser and advising members that they will be required to provide proof of vaccination as required by venues being visited and/or any modes transport being used Members will be required to show proof of vaccination for entry to venues.

Food Handling

Describe how you will manage the risks associated with the consumption of food and drink.

Follow Government guidelines.

Finance

Describe how you will accept payments for membership and activities.

Members will be encouraged to make payments by EFT either on line directly into the Club’s account.

Cash payments will be allowed but only with the correct amount in a sealed envelope. If an error has been made and a refund is required, this will be made only by EFT transfer to the member’s bank account.

Describe how you will make payments for goods and services.

Wherever practicable, payments will be made by EFT, either from the Club’s account direct to the provider or by re-imbursement to a Club member following payment by them by EFT or credit/debit card.