PHASED PLAN

FOR ESSENTIAL BUSINESS AND OFFICE USE

Covid Image

CORONAVIRUS PREVENTION

COVID-19, a novel form of the coronavirus, is highly contagious and can cause severe sickness and death. Federal, state and local authorities have placed various restrictions on the movement and interaction of people in order to mitigate the spread of the disease. This has significantly decreased the spread of the disease in the Bay Area.

We are planning a Phased Office Opening Plan in order to support our agents while still complying with state orders.

All Essential Businesses are strongly encouraged to remain open. But all businesses are directed to maximize the number of personnel who work from home. Essential Businesses and Outdoor Businesses may only assign those personnel who cannot perform their job duties from home to work outside the home.

As real estate activity begins to expand, Venture Sotheby’s International Realty agents will have an increasing need to access offices and staff support. We are committed to providing this assistance to agents, while working to mitigate health risks. The purpose of this document is to provide a specific plan of action to expand use of offices in phases, consistent with the reopening of the state and improvements in the containment, testing and cure of the disease.

Note – this document is based on an initial assessment and plan. The office use policies may change as the environment and risks change.

PHASED PLAN FOR OFFICE USE & REOPENING

For Offices in California

Venture Sotheby’s International Realty will be reopening offices in phases. These phases may advance or retreat depending on the governmental actions related to the California’s Pandemic Resilience Roadmap, as well as the company business need and the condition of the staff & agents using the facilities. As a result, the timing is a moving target and the plan needs to be flexible to respond to changes in the environment.

PHASE 1 2 3 4
THRESHOLD May 4, 2020 SIP restriction in place limiting essential business activity to minimal and remote levels Infection abates further, business demand grows, social distancing measures working SIP adjusted to open additional businesses, risk of infection diminishes, fewer restrictions on work SIP fully lifted
ESTIMATED TIMING May 4-May 30th estimated May 18th Or as soon as practicable June or later as Health Orders and Business dictates June to December as Health Orders and Business dictates 2021 as Health Orders and Business dictates
ACTION Reopen office for limited use under safety guidelines and mandate to provide minimum basic operations and to work remotely when possible. Limited to agents only, no children, guests, pets. Clients admitted only by appointment and wearing all PPE. Offices opened for limited use under safety guidelines and mandate to provide minimum basic operations and to work remotely when possible. Limited to agents only, no children, guests, pets. Clients admitted only by appointment and wearing all PPE. Return staff to work as feasible observing social distancing requirements. Staggered schedule or relocation to other spaces for those without private offices. Clients admitted to offices. Business returns to “new normal” with minor modifications.
OFFICES Pleasanton Only Pleasanton Fremont Pleasanton Fremont All Offices functional, workplace under minimal restriction.

For Offices in Hawaii

Venture Sotheby’s International Realty will be reopening offices in phases. These phases may advance or retreat depending on the governmental actions related to the Governors orders as well as the company business need and the condition of the staff & agents using the facilities. As a result, the timing is a moving target and the plan needs to be flexible to respond to changes in the environment.

PHASE 1 2 3 4
THRESHOLD May 7, 2020 SIP restriction in place limiting essential business activity to minimal and remote levels Infection abates further, business demand grows, social distancing measures working SIP adjusted to open additional businesses, risk of infection diminishes, fewer restrictions on work SIP fully lifted
ESTIMATED TIMING May 7-May 31st estimated June or later as Health Orders and Business dictates June to December as Health Orders and Business dictates 2021 as Health Orders and Business dictates
ACTION Reopen offices for limited use under safety guidelines and mandate to provide minimum basic operations and to work remotely when possible. Limited to agents only, no children, guests, pets. Clients admitted only by appointment and wearing all PPE. Offices opened for limited use under safety guidelines and mandate to provide minimum basic operations and to work remotely when possible. Limited to agents only, no children, guests, pets. Clients admitted only by appointment and wearing all PPE. Return staff to work as feasible observing social distancing requirements. Staggered schedule or relocation to other spaces for those without private offices. Clients admitted to offices. Business returns to “new normal” with minor modifications.
OFFICES Waimea Kailua Kona Waimea Kailua Kona Waimea Kailua Kona All Offices functional, workplace under minimal restriction.

AGENT & STAFF RESPONSIBILITIES

Agents are welcome to perform critical tasks that are best completed in the Office at the offices which are opened and staffed. This includes:

  • Use of office equipment, eg. copiers/scanner, laminator,
  • Picking up mail and marketing materials
  • Shared Computers – 6 foot distance and 20 min. max when others are waiting
  • Open Desk Area – 6 foot distance and 40 min max when others are waiting
  • Private Offices - Limited Essential Work with fully closed doors

However, they must do their part to help keep people safe. To ensure all cleaning and safety procedures are followed, they should only perform tasks at staffed offices. Before agents, or staff enters a Venture Sotheby’s International Realty office, they must:

  1. Agree to NOT enter the property if they are showing signs of sickness
  2. Wear a mask at all times
  3. Wear new disposable gloves or wash hands when entering the office or use hand sanitizer
  4. Maintain a 6-foot distance (minimum) from others at all times
  5. Help by wiping surfaces at personal workstations, desks, offices that are touched before and after use (cleaning supplies will be available but we recommend you bring your own)
  6. Acknowledge that guests, pets, and children are NOT permitted to enter the Office.
  7. Acknowledge that clients are to be permitted into the office by appointment only and must abide by the PPE requirements at all times.
  8. Keeping the office free of more than 10 people at a time.

PHASE 1 & 2 KITCHENS & FOOD

  • The Kitchen Room may be used when it is the location for the scanner/copier to perform those essential functions.
  • Do not use kitchen facilities as this increases risk to staff. Agents may bring their own food for consumption on the premises and should properly dispose of items.
  • Do not cook, prepare, or share food.
  • No coffee or tea may be prepared in the offices at this time. You may bring your own drinks in disposable containers. Please dispose of them properly - for safety purposes, staff will not clean up after you.
  • Staff who lunch-break onsite may use the microwave and refrigerator and should wipe these down after each use.

OFFICE PROTECTIONS

Venture Sotheby’s International Realty will take the following measures to reduce risk of virus transmission:

  • Post the required PPE and Safety Protocols sign at the entrance of the office
  • Place markers on the floor in the following locations to ensure a minimum 6-foot distance is observed.
    • In front of the front desk
    • At each copy machine
  • Require agents and staff to wear masks in the office.
  • Require agents and staff to wash hands or use gloves when touching items in the office. The CDC has found that gloves can give a false sense of security and may make you MORE likely to contaminate yourself. This is because they can make you less careful about hand hygiene and touching your face.
  • Provide for office use - disinfectant spray, paper towels, toilet paper and hand soap. Staff to confirm the stock daily and to maintain inventory in a location where they cannot be taken.
  • Open Office and Touchdown computer use require a 6 foot distance between open desk and touchdown station use.
  • Signage will be placed throughout offices to clarify expectations and remind people to abide by them.
  • Visits from guests, pets, and children are prohibited to minimize exposure.
  • Recommend that agents who share an office or work as a team stagger use of space unless they are cohabiting in the same household.
  • In advance of reopening, staplers, pens, and other small equipment is limited to allow for easy management of cleaning.
  • Brochures, printed materials etc. have been removed from unlocked locations to limit transferable surfaces.

MAIL, PRINTED MATERIALS AND PACKAGES

Regarding packages, printed materials and mail:

If you are concerned about possible surface contamination of a package, consider these steps:

  • Wash your hands frequently with soap and water
  • Use hand sanitizer when soap and water are not available
  • Avoid touching your face, eyes, nose or mouth
  • Risk is reduced if packaged materials have been in transit and/or storage for more than 48 hours since the last human contact

STAFF SAFETY & DAILY RESPONSIBILITIES

Venture Sotheby’s International Realty is dedicated to minimizing your risk while working from a company office. We have taken several steps to help protect you. Some of these steps are mandatory actions that you must take when entering the property and during your workday.

Make sure you are showing no signs of sickness before reporting to work. If you are, or you have been exposed to someone who has Covid-19, do not enter the property.

In the morning

  • Put on a mask before entering the office – masks are to be worn all day. You may bring your own mask from home.
  • Wash hands as soon as you enter and every two hours
  • Disinfect your workspace (desk phone, keyboard, commonly touched areas)
  • Disinfect staplers and office supply equipment
  • Disinfect agent shared computers, touchdowns, copiers, staplers and supply equipment

In the morning, mid-day, and end of day disinfect

  • Copiers, scanners, touchdowns or equipment
  • Door knobs – Entrance doors, bathroom doors, conference room doors, office doors
  • Conference room tables and chair arms when used
  • Staplers and office supply equipment
  • Any cabinet or drawers used

At the end of each day,

  • Confirm there are sufficient quantities of:
    • Soap & Hand sanitizer
    • Toilet paper & Paper towels
    • Disinfectant spray
    • Masks for clients or agents that otherwise don’t have their own
  • Disinfect your workspace (desk phone, keyboard, commonly touched areas)
  • Disinfect staplers and office supply equipment
  • Disinfect agent shared computers, touchdowns, copiers, staplers and supply equipment

All Staff are to:

  • Agree to NOT enter the property if they are showing signs of sickness.
  • Wear a mask at all times.
  • Wash hands as soon as they enter the property and every two hours at minimum.
  • Maintain a 6-foot distance (minimum) from others at all times.

IF THERE IS AN INFECTION

If an agent or staff member receives a COVID-19-positive test, they should self-quarantine for 14 days and follow medical advice. Staff to provide doctor’s notice before returning to work.

If anyone who has entered the office is later confirmed to have a COVID-19-positive test, that office will be shut down and inaccessible to all people for at least 72 hours to allow for natural deactivation of the virus. Afterward, janitorial staff will perform a comprehensive disinfection of all common surfaces.