Mississippi Valley Orchestra COVID-19 Preparedness Plan
Updated September 16, 2020
Mississippi Valley Orchestra (MVO) is committed to providing a safe and healthy environment for MVO staff and musicians, hereafter referred to as Participants. To ensure that, we have developed the following Preparedness Plan in response to the COVID-19 pandemic and set up a Rehearsal Safety Team (RST) to execute the plan. While RST is responsible for implementing this plan, other Participants have an equally important part to play. Our goal is to mitigate the potential for transmission of COVID-19 at MVO activities, and that requires full cooperation across the entire organization. Only through this cooperative effort can we establish and maintain the safety and health of MVO participants. MVO’s conductor, staff, and the RST have our full support in enforcing the provisions of this plan.
The COVID-19 Preparedness Plan is administered by MVO’s RST, who maintains the overall authority and responsibility for the plan. However, MVO staff and Participants are equally responsible for supporting, implementing, and complying with all aspects of this COVID-19 Preparedness Plan.
Our participants, volunteers, and employees are of the utmost importance to us. We are serious about the safety and health of the MVO community. Input has been sought from MVO’s board of directors, staff, health professionals, musicians, and other arts organizations. Planning efforts include a measured and controlled reentry to program activities.
MVO’s COVID-19 Program Preparedness Plan follows the industry guidance developed by the State of Minnesota, available at the Stay Safe Minnesota website (https://staysafe.mn.gov), which is based upon Centers for Disease Control and Prevention (CDC) and the Minnesota Department of Health (MDH) recommendations for COVID-19, and Minnesota’s relevant and current executive orders. It follows CDC and MDH guidelines related to COVID-19 and addresses:
MVO has reviewed and incorporated the industry recommendations for music organizations provided by the State of Minnesota for the development of this plan. Our plans will operate within the flexibility outlined in the industry recommendations to minimize the risk of transmission as participants return to in-person MVO activities. These include:
Ensure sick employees and participants stay home and prompt identification and isolation of sick persons
Employees and participants have been informed of and asked to self-monitor for signs and symptoms of COVID19. The following policies and procedures are being implemented to assess employees’ and participants’ health status prior to entering the program location, and for employees to report when they are sick or experiencing symptoms:Staff and musicians will be required to complete an Online Health Declaration Form prior to every MVO activity, including weekly rehearsals.
Social distancing
Social distancing of at least six feet will be implemented and maintained between individuals at program sites through the following engineering and administrative controls:
Hygiene and source controls
Basic infection prevention measures are being implemented at program sites through the following measures:
Building and ventilation protocols
Operation of the building in which program activities take place, includes necessary sanitation, assessment and maintenance of building systems, including water, plumbing, electrical, and heating, ventilation and air conditioning (HVAC) systems. Ventilation protocols vary and will be determined by each independent program site. MVO will partner with each venue in pursuit of maximizing optimal conditions regarding fresh air circulation and limiting air recirculation. These efforts will be supported by the fact that program locations have been moved to venues with multiple large rehearsal rooms with tall ceilings, allowing for greater air flow, space, and separation. MVO also ensures that program venues have no other users at least 4 hours prior to MVO’s activities.
Cleaning and disinfection protocols
Regular housekeeping practices are being implemented by program venues obtained by MVO and will include daily cleaning and disinfecting of high-touch surfaces, activity spaces, and restrooms. Appropriate and effective cleaning and disinfecting supplies will be provided by program venues, with additional supplies purchased by MVO for use during program activities. These are available for use in accordance with product labels, safety data sheets and manufacturer specifications, and are being used with required personal protective equipment for the product.
Communications and training practices and protocol
This COVID-19 Program Preparedness Plan was shared with participants and staff by email on September 17, 2020 and posted to MVO’s website. Necessary information for participants will be provided in September 2020 and training will be provided to the RST on an ongoing basis. Additional communications and updates to this plan will be ongoing via email. This plan has been certified by the MVO board and will be updated as necessary.
Appendix A
**Note: resources linked on the following pages are subject to change frequently. For most current information please check the websites for these sources directly.
General
Centers for Disease Control and Prevention (CDC): Coronavirus (COVID-19) – www.cdc.gov/coronavirus/2019-nCoV
Minnesota Department of Health (MDH): Coronavirus – www.health.state.mn.us/diseases/coronavirus
State of Minnesota: COVID-19 response – https://mn.gov/covid19
Businesses
CDC: Resources for businesses and employers – www.cdc.gov/coronavirus/2019-ncov/community/organizations/businesses-employers.html
CDC: General business frequently asked questions – www.cdc.gov/coronavirus/2019-ncov/community/generalbusiness-faq.html
CDC: Building/business ventilation – www.cdc.gov/coronavirus/2019-ncov/community/guidance-businessresponse.html
MDH: Businesses and employers: COVID-19 – www.health.state.mn.us/diseases/coronavirus/businesses.html
MDH: Health screening checklist – www.health.state.mn.us/diseases/coronavirus/facilityhlthscreen.pdf
MDH: Materials for businesses and employers – www.health.state.mn.us/diseases/coronavirus/materials
MDH: Music Activities and Performances During COVID-19 – https://www.health.state.mn.us/diseases/coronavirus/musicguide.pdf
Minnesota Department of Employment and Economic Development (DEED): COVID-19 information and resources – https://mn.gov/deed/newscenter/covid/
Minnesota Department of Labor and Industry (DLI): Updates related to COVID-19 – www.dli.mn.gov/updates
Federal OSHA – www.osha.gov
Handwashing
MDH: Handwashing video translated into multiple languages – www.youtube.com/watch?v=LdQuPGVcceg
Respiratory etiquette: Cover your cough or sneeze
CDC: www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html
CDC: www.cdc.gov/healthywater/hygiene/etiquette/coughing_sneezing.html
MDH: www.health.state.mn.us/diseases/coronavirus/prevention.html
Social distancing
CDC: www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html
MDH: www.health.state.mn.us/diseases/coronavirus/businesses.html
Housekeeping
CDC: www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facility.html
CDC: www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/disinfecting-your-home.html
CDC: www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html
Environmental Protection Agency (EPA): www.epa.gov/pesticide-registration/list-n-disinfectants-use-againstsars-cov-2
Workers exhibiting signs and symptoms of COVID-19
CDC: www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/steps-when-sick.html
MDH: www.health.state.mn.us/diseases/coronavirus/basics.html
MDH: www.health.state.mn.us/diseases/coronavirus/facilityhlthscreen.pdf
MDH: www.health.state.mn.us/diseases/coronavirus/returntowork.pdf
State of Minnesota: https://mn.gov/covid19/for-minnesotans/if-sick/get-tested/index.jsp
Training
CDC: www.cdc.gov/coronavirus/2019-ncov/community/guidance-small-business.html
Federal OSHA: www.osha.gov/Publications/OSHA3990.pdf
MDH: https://www.health.state.mn.us/diseases/coronavirus/basics.html
The COVID-19 Preparedness Plan is administered by MVO’s RST, who maintains the overall authority and responsibility for the plan. However, MVO staff and Participants are equally responsible for supporting, implementing, and complying with all aspects of this COVID-19 Preparedness Plan.
Our participants, volunteers, and employees are of the utmost importance to us. We are serious about the safety and health of the MVO community. Input has been sought from MVO’s board of directors, staff, health professionals, musicians, and other arts organizations. Planning efforts include a measured and controlled reentry to program activities.
MVO’s COVID-19 Program Preparedness Plan follows the industry guidance developed by the State of Minnesota, available at the Stay Safe Minnesota website (https://staysafe.mn.gov), which is based upon Centers for Disease Control and Prevention (CDC) and the Minnesota Department of Health (MDH) recommendations for COVID-19, and Minnesota’s relevant and current executive orders. It follows CDC and MDH guidelines related to COVID-19 and addresses:
- ensuring sick participants and employees stay home and prompt identification and isolation of sick persons;
- social distancing – individuals must be at least six-feet apart;
- hygiene and source controls, including face coverings;
- building and ventilation protocols;
- cleaning and disinfection protocols; and
- communications and training practices and protocols.
MVO has reviewed and incorporated the industry recommendations for music organizations provided by the State of Minnesota for the development of this plan. Our plans will operate within the flexibility outlined in the industry recommendations to minimize the risk of transmission as participants return to in-person MVO activities. These include:
- Limiting participant group sizes
- Utilizing larger rehearsal spaces with significant square footage and ceiling height and sufficient ventilation
- Reducing length of rehearsals
- Maintaining social distancing
- Requiring face masks for all individuals and coverings for wind/brass instruments
- Requiring health screening steps for all staff and participants
Ensure sick employees and participants stay home and prompt identification and isolation of sick persons
Employees and participants have been informed of and asked to self-monitor for signs and symptoms of COVID19. The following policies and procedures are being implemented to assess employees’ and participants’ health status prior to entering the program location, and for employees to report when they are sick or experiencing symptoms:Staff and musicians will be required to complete an Online Health Declaration Form prior to every MVO activity, including weekly rehearsals.
- No one may attend in-person activities if they are ill or have symptoms of any kind, COVID-19-related or otherwise (fever of 100° F or above, sore throat, cough, shortness of breath, new loss of taste or smell, etc.), or if they have a suspected or confirmed active case of COVID-19.
- No one may attend in-person activities if they have been in contact with someone who has a suspected or confirmed active case of COVID-19.
- If an individual experiences COVID-19 symptoms during an MVO activity, they will immediately report to onsite staff for record and leave the activity.
- Musicians will notify MVO General Manager Mary Madson ([email protected]) immediately if they develop COVID-19-like symptoms and/or have a suspected or confirmed case of COVID-19.
- MVO will support contact tracing efforts through clear and prompt reporting of known COVID-19 to musicians, staff, and program venues, while respecting the privacy of individuals and applicable HIPAA requirements.
- A record of attendance will be taken from each activity to facilitate tracing efforts if necessary.
- In the event of a confirmed case of COVID-19 within an MVO sub-group, rehearsals for that group may be suspended depending on the timeline of possible transmission and incubation periods. These decisions will be further informed by MDH and CDC guidance and will be taken on a case by case basis.
- MVO is waiving all attendance policies to encourage participants to stay home when ill.
- MVO has leave policies that promote staff staying at home when they are sick, when household members are sick, or when required by a health care provider to isolate or quarantine themselves or a member of their household.
Social distancing
Social distancing of at least six feet will be implemented and maintained between individuals at program sites through the following engineering and administrative controls:
- MVO will uphold strict social distancing measures at in-person activities to ensure a minimum of 6 feet is maintained between all individuals.
- Upon arrival at the program site and before entering the dedicated activity space, each individual must check in at the welcome table to sanitize hands, verify that a health screening survey was submitted in advance, and have a temperature check.
- After checking in, musicians must carry all of their own belongings and proceed directly to their preassigned seat.
- Signage will mark entrances, spacing, and directional flow to limit contact and minimize congregating.
- Individuals must maintain a 6-foot distance between each other at all times.
- Orchestra layouts will be configured to ensure at least 6 feet between musicians. There will be no stand partners sharing stands.
- Musicians will come to rehearsal with their own music stands, stand lights, and pencils. MVO will not provide equipment on-site.
- Sheet music will be distributed digitally for the musicians to print out prior to rehearsals. Musicians are required to take and bring their own sheet music to each activity thereafter.
- To minimize the number of individuals at activities, only MVO musicians and a limited number of staff will be allowed inside program facilities.
- There will be no break during rehearsals.
- Individuals are prohibited from gathering in groups in any areas.
- Individuals are prohibited from using each other’s personal protective equipment, phones, or rehearsal equipment such as music stands, music, pencils, instruments, and accessories.
- Musicians are asked to use bathrooms at home beforehand, but may use restrooms one at a time if needed during a program activity.
- After rehearsal, musicians must carry all of their own belongings and proceed directly to the exit. Conversation, if any, should be conducted outside of the building at safe distances.
Hygiene and source controls
Basic infection prevention measures are being implemented at program sites through the following measures:
- Participants are instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, and especially prior to attending a MVO activity.
- Upon arrival and before entering the activity space, each individual must check-in at the welcome table for a temperature check; anyone with a fever of 100° F or higher will not be allowed into the activity space and will be asked to go home.
- MVO will provide hand sanitizer at the welcome table.
- In accordance with MN executive order 20-81, all individuals attending any in-person MVO activity will be required to bring and properly wear a mask
indoors at all times, even while playing an instrument or conducting. - Participants will be asked to provide their own masks, but MVO will have extra disposable masks on hand if needed.
- MVO will provide staff and the RST with surgical masks which are not to be shared with others. Disposable gloves will be available for use on equipment that cannot be safely disinfected. Gloves are to be disposed of after use of this equipment.
- MVO’s mask policy will be enforced by staff. Those not abiding by the guidelines will be removed from the MVO activity and asked to leave.
- All staff and participants are instructed to cover their mouth and nose with their sleeve or a tissue when coughing or sneezing and to avoid touching their face, in particular their mouth, nose and eyes, with their hands. They should dispose of tissues in the trash and wash or sanitize their hands immediately afterward.
- Food and beverages will not be allowed at program sites, except for bottled water which individuals may bring on their own.
Building and ventilation protocols
Operation of the building in which program activities take place, includes necessary sanitation, assessment and maintenance of building systems, including water, plumbing, electrical, and heating, ventilation and air conditioning (HVAC) systems. Ventilation protocols vary and will be determined by each independent program site. MVO will partner with each venue in pursuit of maximizing optimal conditions regarding fresh air circulation and limiting air recirculation. These efforts will be supported by the fact that program locations have been moved to venues with multiple large rehearsal rooms with tall ceilings, allowing for greater air flow, space, and separation. MVO also ensures that program venues have no other users at least 4 hours prior to MVO’s activities.
Cleaning and disinfection protocols
Regular housekeeping practices are being implemented by program venues obtained by MVO and will include daily cleaning and disinfecting of high-touch surfaces, activity spaces, and restrooms. Appropriate and effective cleaning and disinfecting supplies will be provided by program venues, with additional supplies purchased by MVO for use during program activities. These are available for use in accordance with product labels, safety data sheets and manufacturer specifications, and are being used with required personal protective equipment for the product.
Communications and training practices and protocol
This COVID-19 Program Preparedness Plan was shared with participants and staff by email on September 17, 2020 and posted to MVO’s website. Necessary information for participants will be provided in September 2020 and training will be provided to the RST on an ongoing basis. Additional communications and updates to this plan will be ongoing via email. This plan has been certified by the MVO board and will be updated as necessary.
Appendix A
**Note: resources linked on the following pages are subject to change frequently. For most current information please check the websites for these sources directly.
General
Centers for Disease Control and Prevention (CDC): Coronavirus (COVID-19) – www.cdc.gov/coronavirus/2019-nCoV
Minnesota Department of Health (MDH): Coronavirus – www.health.state.mn.us/diseases/coronavirus
State of Minnesota: COVID-19 response – https://mn.gov/covid19
Businesses
CDC: Resources for businesses and employers – www.cdc.gov/coronavirus/2019-ncov/community/organizations/businesses-employers.html
CDC: General business frequently asked questions – www.cdc.gov/coronavirus/2019-ncov/community/generalbusiness-faq.html
CDC: Building/business ventilation – www.cdc.gov/coronavirus/2019-ncov/community/guidance-businessresponse.html
MDH: Businesses and employers: COVID-19 – www.health.state.mn.us/diseases/coronavirus/businesses.html
MDH: Health screening checklist – www.health.state.mn.us/diseases/coronavirus/facilityhlthscreen.pdf
MDH: Materials for businesses and employers – www.health.state.mn.us/diseases/coronavirus/materials
MDH: Music Activities and Performances During COVID-19 – https://www.health.state.mn.us/diseases/coronavirus/musicguide.pdf
Minnesota Department of Employment and Economic Development (DEED): COVID-19 information and resources – https://mn.gov/deed/newscenter/covid/
Minnesota Department of Labor and Industry (DLI): Updates related to COVID-19 – www.dli.mn.gov/updates
Federal OSHA – www.osha.gov
Handwashing
MDH: Handwashing video translated into multiple languages – www.youtube.com/watch?v=LdQuPGVcceg
Respiratory etiquette: Cover your cough or sneeze
CDC: www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html
CDC: www.cdc.gov/healthywater/hygiene/etiquette/coughing_sneezing.html
MDH: www.health.state.mn.us/diseases/coronavirus/prevention.html
Social distancing
CDC: www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html
MDH: www.health.state.mn.us/diseases/coronavirus/businesses.html
Housekeeping
CDC: www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facility.html
CDC: www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/disinfecting-your-home.html
CDC: www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html
Environmental Protection Agency (EPA): www.epa.gov/pesticide-registration/list-n-disinfectants-use-againstsars-cov-2
Workers exhibiting signs and symptoms of COVID-19
CDC: www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/steps-when-sick.html
MDH: www.health.state.mn.us/diseases/coronavirus/basics.html
MDH: www.health.state.mn.us/diseases/coronavirus/facilityhlthscreen.pdf
MDH: www.health.state.mn.us/diseases/coronavirus/returntowork.pdf
State of Minnesota: https://mn.gov/covid19/for-minnesotans/if-sick/get-tested/index.jsp
Training
CDC: www.cdc.gov/coronavirus/2019-ncov/community/guidance-small-business.html
Federal OSHA: www.osha.gov/Publications/OSHA3990.pdf
MDH: https://www.health.state.mn.us/diseases/coronavirus/basics.html