COVID-19 guidelines


COVID-19 guidelines header

Managing the risks of COVID-19 for PICA Group’s customers and staff

COVID-19 has changed many aspects of our homes, communities and businesses.

At PICA Group, we are committed to supporting the communities in which we operate as we strive to provide continuity of service. The health, safety, and wellbeing of our customers and staff is essential and our number one priority.

To manage the impact and spread of COVID-19 in our communities, we have introduced a range of procedures. We will continually reassess our processes as we aim for a post-COVID world and increasing levels of normalcy.

PICA Group has a COVID-19 taskforce who, as a working group, strategise in line with government advice to formulate a back to branch and office plan. We will update customers with any actions or procedures that may impact them and outline how we will provide support and the same level of service.

We seek your understanding and flexibility, as we endeavour to support you during the COVID-19 pandemic.

Continuing service precautions

We continue to manage the risk of COVID-19, through restricting face-to-face meetings held at customer properties, off-site locations, within our branches and offices. As an alternative, we have introduced ‘virtual meetings’ via videoconference, teleconference, phone or email to facilitate meetings, important decision making, and support.

All visitation to our branches and offices are by appointment. Please contact your branch or strata manager to make an appointment.

At this stage, the majority of our offices are being supported by remote working solutions. When our remote working solutions change, we will update our customers.

What PICA Group brands do these changes apply to?

  • Body Corporate Services (BCS)
  • All Strata Services
  • Kemps Petersons
  • Dynamic Property Services
  • Estate Managers
  • GK Strata Management
  • NSW Strata Management
  • Robinson Strata Management
  • Somerville Strata Management
  • Sydney Company Title Management
  • Building Facilities Management Solutions
  • Mason & Brophy Strata Management

Can committees and owners still hold meetings?

Yes. While we recommend making alternate arrangements such as virtual meetings, owners and committees can still hold face-to-face meetings. Your manager won’t physically attend at this stage, however, we can arrange for their attendance via video conference, phone or other means.

PICA Group has made a significant investment in technology to enable quality of services. Where appropriate, our online voting module will enable a convenient channel for our customers to participate in virtual meetings.

Should you choose to have a face-to-face meeting, you will need to make sure your meeting doesn’t breach the maximum number of people allowed to gather. You’ll also have to maintain social distancing for the duration of your meeting. As restrictions change, the number of people allowed will flux, be sure to check with your relevant state body.

How do I contact my manager to arrange virtual meetings or seek help?

Nothing has changed with how you communicate with us. All our phones and communication lines are open. You can contact us the same way you usually do.

What should committees and owners do if they decide to go ahead with meetings?

While we recommend postponing unnecessary meetings, we have outlined some measures that should be taken if committees and owners do decide to go ahead. It is important to remember, when it comes to community living, all owners have a duty of care to make sure their property is a safe environment that doesn’t pose a potential risk to health and safety.

If the meeting must go ahead, we recommend you:

  • Arrange for the meeting to be held ‘virtually’ via video conference, phone, or email
  • Check social distancing and gathering restrictions – your meetings can’t have more people than your state government is allowing
  • Ensure all meeting room tables are wiped clean with disinfectant before and after
  • Make hand sanitizers available
  • Make sure the meeting room is well ventilated

Changes to building and facilities management services

Where we operate as the building and facilities manager, our staff will remain on-site.

Our staff will continue protocols which restrict entry to their office, and this will include heightened personal hygiene and social distancing procedures.

Moving forward and back to branches

In March 2020, PICA Group established a COVID-19 taskforce of senior and executive-level staff from across the business. The working group implemented safety and continuity of service protocols to benefit customers and staff.

The group now work on a ‘return to local branches and offices’ strategy that aligns with government roadmaps and easing of restrictions. We will continue to provide the same level of care, service, and support while reaching a new state of normalcy.

Our return to local branches and offices strategy is critically important, highly detailed, and incorporates several steps. We will provide details on moving forward, how this will impact customers, and any reassessment of these strategies via email.

Where can I find more information?

You should only obtain updates on COVID-19 from reputable sources. For the latest information, visit the Australian Government’s Department of Health.

We recommend you read the Australian Government’s three-stage roadmap to a COVIDSAFE Australia, and support the management of COVID-19 by downloading the app, COVIDSafe.

If you have questions about COVID-19, you can contact your state or territory public health agency:

National Coronavirus Hotline: 1800 020 080

COVID-19: Community Living

COVID-19 updates and tips for managing community living

COVID-19 Toolkit

Toolkit

Your COVID-19 community living toolkit.

StrataFAQ

Questions

Ask your strata property related questions at StrataFAQ.com.au