SIR Branch 102 COVID-19 Response and Reopening Plan 

                                         May 14, 2020

The purpose of this Plan is to identify actions the Branch Executive Committee (BEC) will perform to keep the Branch and our members informed and engaged during this unprecedented lockdown. As State, County and City health directives begin to relax the existing social distancing guidelines that impact SIR approved activities, this Plan will be amended to reflect those changes.

 

As we are allowed to resume some activities, please note that to safeguard the health of all members no Branch 102 member shall be allowed to participate in a SIR approved activity/function if they have a fever, cough, are sneezing or if they are generally not feeling well.

 

BEC Actions

 

  • The BEC shall participate in a monthly conference call to conduct required administrative oversight functions. The conference call “meeting” will be held on the second Tuesday of each month starting at 10:00 AM and will be hosted by the Big Sir. Attendance shall be recorded and meeting minutes will be produced and distributed. Will consider using Zoom or a similar social media platform for future BEC video-meetings.

 

  • As the need arises, small groups of BEC members may participate in a video or tele-conference meeting to discuss Branch related business.

 

  • The RAMP Committee Chairman and Golf Chairman will jointly monitor, on an ongoing basis, relevant changes to current health and social distancing requirements to determine the impact on golf and other approved Branch activities.

 

  • Recommended changes to Branch operations and activities deemed significant and immediate in nature, shall be provided to the BEC as soon as practicable instead of waiting until the next scheduled BEC conference call. In turn, an impromptu conference call may be held to discuss the recommended change(s) and a vote, if appropriate, shall be taken. BEC approved changes to the Response and Reopening Plan shall be submitted to the Area 3 Governor for approval prior to implementation.

 

  • The Big Sir will provide email notification to all Branch members of the approved changes to the Plan.

 

Communication with Members

 

  • The Big Sir shall provide email notification to each Branch member at least once per month, providing informational updates on the status of the COVID-19 impact on Branch functions, including the formal status of the next scheduled monthly luncheon.

 

  • Each month, select BEC members shall provide a written article to the Newsletter Editor for publishing and posting on the sir102.com website.

 

  • At the beginning of each month, the Big Sir will send a Happy Birthday email to the “birthday boys” who have a valid email address on file.

 

  • At least every two weeks, each BEC Officer and Chairman may send a brief email to all SIR 102 members, through the Little Sir, with an update in their particular area. If nothing of significance has changed since the previous email, other items of common interest may be shared with the membership. This process shall continue even after we begin holding luncheon meetings again as some Branch members may not come back to lunch right away over fear of getting infected.

 

  • The State SIR approved Response and Reopening Plan shall be posted to the Branch 102 website and continuously updated with relevant changes. Each Branch member shall receive an email copy of the approved Plan as well as instruction to routinely monitor the website for up-to-date information.

 

Monthly Luncheons

 

  • Luncheons and in-person meetings shall not take place for at least 30 days after social distancing requirements are removed by appropriate governmental agencies; and, the Branch shall be in possession of a completed Form 63 approved by the State SIR Insurance Chairman prior to the preparation and serving of food at the luncheon.

 

  • Luncheons and in-person meetings shall not take place if appropriate governmental agencies recommend groups exceeding 50 people not congregate.

 

  • Luncheons and in-person meetings shall not take place if appropriate governmental agencies recommend large groups involving people over the age of 60 not congregate.

 

  • The Little Sir, at his discretion, may provide summary information of a guest speaker’s presentation or may direct the membership to where interesting information may be accessed. 

 

Member Activities

 

Book Swap: Shall not resume for at least 30 days after social distancing requirements are removed by appropriate governmental agencies.

 

Book Club: Shall not resume for at least 30 days after social distancing requirements are removed by appropriate governmental agencies.

 

Cribbage: Shall not resume for at least 30 days after social distancing requirements are removed by appropriate governmental agencies.

 

Wine Tasting at a Member’s Home: Shall not resume in-person for at least 30 days after social distancing requirements are removed by appropriate governmental agencies. Will consider using Zoom or a similar social medial platform for smaller groups participating in this activity.

 

Group Travel Opportunities: Shall not resume for at least 30 days after social distancing requirements are removed by appropriate governmental agencies.

 

Ladies Day Picnic:

  • Shall not take place until social distancing requirements are removed by appropriate governmental agencies, and

 

  • The Branch shall be in possession of a completed Form 64 approved by the State SIR Insurance Chairman prior to the caterer preparing and serving food at the event.

 

Christmas Holiday Party:

  • Shall not take place until social distancing requirements are removed by appropriate governmental agencies, and

 

  • The Branch shall be in possession of a completed Form 64 approved by the State SIR Insurance Chairman prior to the caterer preparing and serving food at the event.

 

In-State Golf Tournaments:

  • Shall not resume for at least 30 days after social distancing requirements are removed by appropriate governmental agencies, or

 

  • May resume golf at courses open for play. Players must comply with all golf related health directives in effect in the county in which the event is being held to include, but not limited to, one player per cart, no touching of flag poles, no using of golf ball cleaning equipment on the course, and practice social distancing between players (at least six feet).

 

Out-of-State Golf Tournaments:

  • Shall not resume for at least 30 days after social distancing requirements are removed by appropriate governmental agencies in the state in which the event is to be held, or

 

  • May resume golf at courses open for play in another state. Players must comply with all golf related social distancing requirements in effect in the state in which the event is being held.

 

Administrative Requirements

 

Carmichael Elks Lodge:

 

  • The Big Sir shall maintain open lines of communication with the Carmichael Elks Lodge regarding the expected reopening of the Lodge to accommodate monthly SIR 102 meetings and luncheons and to schedule a meeting with a Lodge Officer to discuss and execute a new agreement. SIR 102 meetings and luncheons shall not resume until a new signed agreement with the Carmichael Elks Lodge is in place.

 

  • The Big Sir shall review relevant Sir policies and procedures especially Policy 6, Alcohol Policy and Policy 16a, Providing Food and Sir Functions to assist in developing a new agreement with the Carmichael Elks Lodge.

 

State Sir Board Liaison:

 

  • The Big Sir shall provide assurance to the State Sir Board that all members of the BEC have reviewed and understand their respective fiduciary responsibilities.

 

  • The Big Sir shall obtain the  Area 3 Governor’s written approval before implementing any provision or revision of the Branch 102 Response and Reopening Plan.

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