Health and Safety Policy

SAFETY PLAN
COVID-19 ALERT LEVEL 2             

The COVID-19 controls for work and workplaces are:

·         ensure people with COVID-19 symptoms stay off the premises.

·         maintain physical distancing.

·         enable good hygiene practices.

·         keep track of people that enter the premises.

·         Wash your hands. Wash your hands. Wash your hands.

 

Key points about Alert Level 2:

·         All businesses can open if they can do it safely. This will help to get people back to work.

·         COVID-19 is still out there. Play it safe.

·         Alternative ways of working encouraged where possible.  

This safety plan outlines the best practices that South Pacific Pictures will maintain in order to keep workers, and all those affected by the work they undertake, safe and healthy as work resumes under COVID-19 Alert Level 2.  

The goals of this plan are to:

·         Keep workers and the wider community healthy and safe by preventing the spread of COVID- 19.

·         Apply relevant guidance from the Ministry of Health and other Government agencies to our environment.

·         Encourage a safe and respectful work environment and good communication between all workers.

·         Sit alongside our usual health and safety controls to ensure we are safe at work.  

Information provided in this Safety Plan is based on recommendations sourced from WorkSafe, Site Safe, Screen Safe, Ministry of Health and World Health Organisation.  

For more information on COVID-19 – please visit www.covid19.govt.nz and www.health.govt.nz

 

CONTACT TRACING 

Contact tracing will continue during Alert Level 2. You will be required to sign in at your designated entry point and sign out at that same point upon departure. If you leave to go out during the day, you are to sign out and back in again. Your production team will advise further details on where you will sign in.  

All entry points including the main gates at both Tolich and Winston will continue to be accessible only by using your security card.  

Upon entry, all cast, crew, and essential workers who are there to carry out regulatory maintenance (e.g. plumbers, electricians, air conditioning technicians, IQP providers) are to sign in with the appointed point of contact (“receptionist”) at each of the designated entries. Sign in registers will be recorded by one person (nominated by production) where possible – do not pass the documents around and if possible, use the excel template supplied by Melanie Jones. You are also required to sanitise your hands both on entry and exit of the building.  

We are currently looking at an electronic sign in using your mobile phone and hope to have this system up and running soon.

Couriers will be recorded by electronic security access logs at Tolich Place and are to be recorded on the visitors register by other productions. All deliveries required for work will be received by the receptionist. No personal deliveries and no personal visitors will be permitted.  

When registering, you will be required to complete the following information:

·         Name

·         Phone number

·         Licence plate number

·         Time of Entry

·         Time of Exit

·         Confirmation that you have completed a Covid-19 Declaration  

·         Confirmation of who you travelled to work with

·         What company you are from (maintenance contractors and extras only)  

When leaving the premises during Level 2 within the working day, please keep details of your whereabouts in either your phone notes app or in a journal. This will enable quick and easy contact tracing if necessary. Please continue to follow the government Level 2 guidelines when away from work.    

Maintenance contractors may need to work in areas to repair or maintain equipment. You may be asked to stay out of the area they are working in and if the works can’t be carried out without vacating the area, the maintenance contractor will adhere to the requirements in this Safety Plan which will be communicated to them prior to them entering our premises. They will also be required to supply their Safety Plan and a Covid- 19 Declaration so that South Pacific Pictures are satisfied the contractor is adhering to best and safe practice as outlined by the Ministry of Health.               

1 This information is being collected for the purposes of health and safety and will be held and used in accordance with the Privacy Act 1993 and the requirements of the Ministry of Health.      

 

PHYSICAL DISTANCING 

For our workplace, WorkSafe guidelines and the government's Covid-19 Alert Level 2 Order 2020, require:  

·         1 metre separation between people so far as is reasonably practicable

·         To the extent that we cannot operate without physical contact, or close proximity, between people, such as hairdressing, we must:

(a) ensure that all people who enter the workplace remain 1 metre away from each other (to the greatest extent practicable), except for workers and the people they are required to have physical contact with, or close proximity to, in order to carry out the relevant activities; and

(b) keep records to enable contact tracing of people who enter the workplace.

·         If less than 1 metre, implement control measures such as: reduce time in close proximity and minimise contact to the extent possible

·         Good hygiene practices

·         Hand sanitising/cleaning

·         Frequent cleaning of workspaces including between occupancy by different groups

·         Keep groups contained and don't mix groups (e.g. cast and crew from one production must not mix with other productions; no visitors on site)

·         Enquire about people's health and refuse access if necessary

·         Keep a record of people who are present - robust contact tracing records must in place As stated in the ScreenSafe Alert Level 2 guidelines:

·         Limited close contact tasks can be undertaken between film production roles: physical interactions on set, stunts, makeup and hair

·         After implementing appropriate controls, limited close contact tasks can occur with extras, day players and casual crew.  

Teams

Teams should be kept as small as possible to ensure we can adhere to physical distancing requirements. Producers and Line-Producers will make the decision on who is in what team and have records of who is in each team. As a general rule, if you are not part of the studio crew, please do not enter the studio without the express permission of the 1^st AD.  

Travel to and from work

We expect all staff to travel to and from work individually, in their own private vehicle. Please advise us if that is not possible for you.  

Cast

During Alert Level 2, all cast should remain separate from the crew and practice physical distancing while not shooting. Dressing rooms and Campervans can be shared as long as physical distancing can be maintained. Screensafe guidelines regarding intimacy scenes are still to be published and will be updated and communicated as soon as they are available.  

Extras

Productions are to have a small number of trusted and regular Extras in required scenes. Between scenes and while waiting off set, they will be required to stay in the Extras Waiting Room. Extras will be required to keep to the physical distancing requirements.      

Meetings (Internal & External)

During Level 2, all meetings with outside organisations are required to be held remotely (e.g. Teams, Zoom, FaceTime) for the time being. For internal meetings attendees must be kept to a minimum number and maintain physical distancing. Rooms should be well ventilated to allow fresh air circulation. Hold meetings in open areas where possible.  

Eating Arrangements

See new section on FOOD & CATERING below.  

Toilet Facilities

Physical distancing rules apply to the use of shared facilities including toilets. Wash your hands before and after using the facilities. In toilets where there are say, two or three cubicles, the cubicle wall itself is sufficient for physical distancing. When you are standing at the basins washing your hands, please maintain physical distancing. This may mean standing back and waiting for someone to wash and dry their hands before you step up to the basin.  

Working from Home

At Alert Level 2, alternative ways of working are encouraged where this is possible and agreed with your HOD. If you are working from home, this must also be carried out in accordance with relevant health and safety requirements. Please contact our Health and Safety Manager if you would like any advice on setting up your work-from-home environment so you can work safely.  

Locations

Councils permitting filming activities will require productions to identify and manage the risk associated with Covid-19 to an acceptable level. Consider concerns location owners may have about the risk of Covid-19.

All off-site locations are required to have a Health & Safety representative on site. Managing risk on location will include but is not limited to – contact tracing, having adequate hand washing stations and sanitizer available, adequate surface cleaners available for cleaning of high touch points

  

HYGIENE & CLEANING 

Hand Washing

Wash hands regularly. There are portable hand washing stations set up in each studio. If unable to wash your hands, please sanitise them regularly.  

Coughing Etiquette

Cough or sneeze into your elbow to minimise the spread of droplets – see Protect Yourself And Your Workmates Against COVID-19.

Kitchens

See new section on FOOD & CATERING below.  

Daily Regular Cleaning

Common touch points (e.g. stairwell railing, door handles, taps, benches, security access keypads, alarm pads) should be done regularly by office based workers. Your production may choose to nominate someone to do this.  

Sanitising Personal Work Stations/Equipment

Desk based crew are to disinfect with wipes or spray, their desks, pens, keyboard, mouse, phone and anything else on their desks they use regularly at the beginning and end of each day.  

Studio based crew are to disinfect their equipment (if safe to do so – e.g. lights are not safe to disinfect regularly if hot or plugged into a power source so should only be set up and dismantled by the same person

–  this would apply to camera department, sound etc.)

Art department should disinfect props that are regularly handled by cast and crew with wipes or spray where able to do so.  

Make-up crew are to sanitise all surfaces and utensils after attending to each actor. Consider the size of each room when working on cast as to how many can physically distance safely.

Wardrobe crew will arrange normal cleaning of costumes.  

Toilet and Shower Facilities

Sanitise and/or wash your hands before and after using the toilets. If you use the showers the common touch points and the floor of the shower will need to be sanitised after use with the provided surface spray. Production have stocks of surface sanitiser if it runs out.

Work Vehicles

Where you need to use a work vehicle a log will be kept by Production to record who has used the car. Sanitise or wash your hands before and after travelling. Open the windows to keep air circulation going or have air- conditioning set to fresh air. If sharing a vehicle, wipe down the common touch areas of the vehicle after each use (steering wheel, handbrake, gear stick, dashboard, handles, etc. and wash hands before and after using the vehicle). Do not use work vehicles to transport family or those in your bubble outside of work hours.      

PPE (Personal Protective Equipment)

The Makeup and Wardrobe departments are not required to wear personal protective equipment (PPE) like masks. If you choose to wear a mask or gloves, please do so. We have stock available for your use. Please see following advice on correct use of masks and gloves.

Disposing of PPE and Cleaning rags/cloths

There are designated bins throughout production and in the studio for the disposal of these items.  

Returning Home After Work

To stop the possible spread of Covid-19, it is recommended that when you return home after work, you take all the necessary precautions to ensure that you and everyone in your home bubble are safe.    

Commercial Cleaning

At the end of each day, our regular cleaners will enter the building and include these additional measures, along with the normal regular cleaning processes:  

·   Touch points sanitised:

o   All Door handles

o   Security keypads

o   Hand rails

o   Taps

o   Benches

·         Toilets sanitized

·         Kitchens sanitised

·         Bins marked “Covid Waste” with used masks/wipes/anything used to sanitise, emptied.   

Stock

If you are running low on Sanitiser, Wipes, Cleaning Products, Rags, Paper towels, please advise the production office immediately and it will be replenished for you.

 

FOOD & CATERING 

Kitchens

Crew and art kitchens are fully functional under Level 2, however strict hygiene practices must be maintained. Hands are to be washed or sanitised on entry and exit. Wipe down surfaces with supplied spray and cloths before and after using them. Include high touch points - fridge door handle, coffee machine, microwave, taps, drawers, benchtops. Please consider others when preparing your food and ensure it requires minimal prep.  

Cafeteria

The Cafe at Tolich Place will be closed during Level 2, and will be reviewed after two weeks. Before using the cafe for any other purpose, please check with Melanie Jones before you do so to ensure there are no clashes. If you do use the café for rehearsals/meetings or similar, you will be required to sanitise all surfaces before and after use.  

Unit

Unit can prepare drinks and food but they must be individually packaged and handed out by only the Unit crew. Unit Crew are required to use strict hygiene practices at all times.   

Catering

Off-site catering are required to adhere to the guidelines specifically for the hospitality industry within their kitchen facilities. It is up to the individual production to sight their caterer’s safety plan. Depending on your production, if M/T, Lunch & A/T are provided, food will be individually packaged and handed out by the catering company or Unit to the crew. There will be no buffet style catering. Catering are required to use strict hygiene practices at all times.

 

HEALTH AND WELLBEING 

DECLARATION

Accompanying this document is a document entitled “Covid-19 Health Declaration”. You are required to fill out this form and return it to your Line-Producer prior to starting work at all Alert Levels until further notice. If you answer yes to any of the questions, do not come in to work and call your Line Producer or our Health and Safety Manager to discuss next steps. You may also need to confirm your health status on an ongoing basis, as reasonably required.  

ARE YOU FEELING PHYSICALLY UNWELL?

You must stay home if you are unwell. The receptionist may take your temperature when you enter the building. Thermal thermometers are available from production if you would like to check your temperature during the day. Every day before you leave your house to come to work, you are required to do a “self check” following the steps on the Personal Health Flowchart. 

If you have any concerns about your health, age or any underlying conditions please check with your GP or Healthline.

If you have an underlying condition which increases the risk associated with contracting Covid-19, please discuss this with your HOD, Line-Producer or SPP Health & Safety Manager, Melanie Jones.  

Check the Ministry of Health website for up-to-date symptoms and protocols: https://www.health.govt.nz/our-work/diseases-and-conditions/covid-19-novel-coronavirus/covid- 19- novel-coronavirus-health-advice-general-public

Currently recognised symptoms are one or more of the following: a cough; a high temperature (at least 38°C); shortness of breath; sore throat; sneezing and runny nose; temporary loss of smell.  

SUSPECTED OR CONFIRMED CASE OF COVID-19 AT WORK?

We will follow the guidelines set out in the document entitled Suspected or Confirmed Case of Covid- 19 at Work or as updated by the Ministry of Health – and will follow the advice of Public Health Officials.  

ARE YOU OKAY?

These are strange and unprecedented times and it is completely normal to be feeling a raft of emotions – stress, fear and anxiety, sadness, loss – so many feelings. Some will be overwhelming and you need to know, you are not alone! If you need some help, a chat or some guidance on where to get help, talk to someone you trust who may be able to point you in the right direction. Here are some links to available resources:  

Helplines

·          Need to talk? (1737 – free call or text)

·          The Depression Helpline (0800 111 757)

·          Healthline (0800 611 116)

·          Lifeline (0800 543 354)

·          Samaritans (0800 726 666)

·          Youthline (0800 376 633)

·          Alcohol Drug Helpline (0800 787 797)  

Websites

https://www.health.govt.nz/your-health/services-and-support/health-care-services/mental-health- services/mental-health-services-where-get-help

https://www.depression.org.nz/         
https://www.likeminds.org.nz/       
https://www.sparx.org.nz/
https://www.auntydee.co.nz/    
      

COMMUNICATION & REVIEW

 

This document will continue to evolve - we need all cast and crew to have a say in our plan and we encourage your input. The plan will be reviewed regularly by the Producers and Head Office Team based on new information from governing bodies and input from you all. When changes or updates to this plan are made, the updated information will be communicated to you via email or will be attached to your daily callsheet. Printed copies can also be provided by your production office at your request.

Daily health and safety briefings will be held at the start of each work day.  

Safe and recommended practice posters will be placed on the walls around the building. Take a moment to have a look at them. If you require any guidance or training, please let your HOD know who will arrange for training to be organised by South Pacific Pictures Healthy and Safety Manager, Melanie Jones.  

Screensafe now have Worksafe endorsed Covid-19 Protocols for the NZ Screen Sector and you are encouraged to read them:

https://screenguild.co.nz/resources/ScreenSafe%20COVID-19%20Protocols_V1.1-WSNZendorsed.pdf These guidelines are being updated as Alert Levels change, please visit www.screensafe.co.nz and register for updates.

Please communicate your suggestions or concerns to your HOD, Line-Producer or one of the following, by way of email, phone call, text or in person:

Your HOD, Line-Producer, Producer:
See your crew list or ask a crew member for contact details

 

Download the document HERE