hi team,...2020/04/17 · hi team, we are definitely building momentum with our new ways of working...

Hi Team, We are definitely building momentum with our new ways of working which is fantastic and reflected in our strong performance results. Before we go any further, I’m pleased to confirm that Infrastructure still has zero confirmed COVID-19 cases. It definitely feels like the current situation is stabilising and we are achieving the outcomes that we had set out to achieve by finding different ways of working. Our focus is changing, from reacting to changes in governmental direction and advice, to commencing planning for different potential scenarios and how we may phase recovery from the current situation. As important as it is to minimise potential risks associated with the spread of COVID-19, it is equally as important to be prepared for if/when an employee experiences flu-like symptoms at work or is instructed to self-isolate due to being in “close contact” with a suspected case of COVID-19. To ensure everyone is aware of what the process is for these two scenarios we have outlined them in detail below. Please make sure you take the time to read through each scenario and speak to your Line Manager if you have any questions. At any time if you are in doubt about what to do in a COVID-19 related situation, please call the Safety Hotline on 0435 466 654 and they will be able to assist. Scenario 1: An employee experiences flu-like symptoms at work

1. Employee to let their Line Manager know immediately.

2. If symptoms are consistent with flu-like symptoms, the unwell employee is to be sent straight home and

asked to contact their Doctor/medical clinic as soon as possible and keep their Line Manager updated.

- If on site: the unwell employee is to drive themselves back to the depot in the MTM vehicle they arrived

in, leave the car at the depot and drive home. If a non-driver please call a taxi/Uber to get back to the

depot/home.

# Once returned to the depot the vehicle will be given a full deep clean by an external cleaner prior to

anyone else using it.

- If in depot/building: the unwell employee is to go straight home.

# Building/Depot will receive a full deep clean by an external provider once the unwell employee leaves.

3. All remaining team members will be advised that an unwell employee has been sent home and an

assessment will be made to determine if anyone has been in “close contact” with that staff member

over the past 24 hours. If so, they will be asked to self-isolate until the results of any test is known. If

the test result is negative or the doctor deems no test is required any “close contact” team members will

be allowed to return to work.

4. All remaining team members need to continue with planned work and will be notified as soon as results

from the unwell team member are known.

Scenario 2: An employee is instructed to self-isolate as a result of being in “close contact” with a suspected case of COVID-19

1. Employee to let Line Manager know immediately and advise if the “close contact” was someone from

Metro.

2. Line Manager to let fellow team members know the individual has been instructed to self-isolate due to

being in “close contact” with a suspected case of COVID-19 and that they will be remaining in isolation

until a result is provided. If the test has a negative result the individual will be able to return to work.

3. Line Manager will provide updates to the team as soon as they are available.

It is important to note in any scenario if you have any queries, concerns or need clarification of the process, call the Safety Hotline on 0435 466 654 and they will be able to assist.

Training Update Infrastructure continues to maintain that no face-to-face classroom training will be allowed. We have been working with the Metro Academy to ensure the TTSA and TFPC refresher courses can be provided online. These have been launched this week on the “Platform”. Next week there are plans to also launch online courses for TVO and ASB. We are also finalising the arrangements for First Aid and CPR training to eliminate face-to-face training and hope to announce the outcome next week. The following week we will be discussing with the Academy what arrangements can be put in place for the Lookout Course for some of our recent starters. This will be announced as soon as available. In the meantime, please continue to cancel any face-to-face classroom training, and we will update you with alternative arrangements as soon as possible. If any expiries are likely to occur prior to the training being completed, please contact Lisa Young or Kevin Morrison to seek approval for extensions. How to access documents without Citrix access We know the limited number of Citrix licenses is causing frustration for some team members. If you don’t have access to Citrix there is a way for you to access documents (in a read-only capacity) on The Depot including INX, ARMS and RosterOn although unfortunately you won’t be able to add or update any information. Controlled Documents on the Depot (not in J: drive) can be accessed via the “Web” App on your MTM mobile phones. What you need to know…

1. Open the “Web” app on MTM mobile phone to access “The Depot”.

Note: “Web” app should be preloaded on all MTM iPhones and iPads. Alternatively the “Web – Workspace ONE” app can be downloaded from the MTMAppStore.

2. Once you are in The Depot, Controlled Documents are located at their usual location: Tools>Policies and

Procedures.

3. You can search and open Controlled Documents as if you are on The Depot.

4. Once you open the document, you can download the document by:

a. Send the file to “Microsoft Teams”, or

b. Download documents onto your phone (e.g. “Copy to Books”) and email the document to

yourself.

Since Tuesday we have had two new questions submitted that you will find in the attached Frequently Asked Questions (FAQs). If you have any additional questions you’d like answered, you can submit them via https://app.sli.do/event/4xlbbhfy. Metro’s full list of Frequently Asked Questions is also available on the Metro Coronavirus website here. Thanks for another great week. Please keep well and stay safe. Regards, Jasper and Kevin. Jasper Milligan Kevin Morrison Head of Infrastructure Management Head of Infrastructure Safety

https://app.sli.do/event/4xlbbhfy

https://www.metrotrains.com.au/covid-19-faq/

Issue 8 Released on 17 April 2020

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Infrastructure FAQs: COVID-19

This document will be updated as the situation evolves and attached to each COVID-19 Infra Update

from Jasper and Kevin. If there are additional questions you have, please send them to


New questions received Should we be restricting the use of vehicles by different shifts, e.g. day shift to afternoon shift? Or how are we expected to disinfect the fabric seats in cars? Restriction of vehicles between shifts has been considered and implemented where practicable to do so. Where a vehicle is also incorporated in the shift changeover it is to be disinfected by the outgoing shift. The main areas are those where people constantly touch, such as steering wheel, indicator levers, etc. Fabrics can be sprayed with sanitiser or spray disinfectant, such as Glen 20. How can we ensure we can access E-Gate without touching the pin pad for entry? We have spoken to the security guards and they have agreed that if you enter E-Gate via Footscray Road and show your MTM pass to the security guard they will open the boom gate for you. The entrance at Dynon Road continues to remain open.

COVID-19

What is a coronavirus and COVID-19 and where did it originate? Coronaviruses are a large family of viruses known to cause respiratory infections. These can range from the common cold to more serious diseases such as Severe Acute Respiratory Syndrome (SARS) and Middle East Respiratory Syndrome (MERS). This new coronavirus originated in Hubei Province, China and the disease caused by the virus is named COVID-19. The “-19” refers to the fact that the disease was first discovered in 2019. How is this coronavirus spread? COVID-19 is most likely to spread from person-to-person through:

Close contact with a person while they are infectious or in the 24 hours before their symptoms appeared.

Close contact with a person with a confirmed infection who coughs or sneezes.

Touching objects or surfaces (such as door handles or tables) contaminated from a cough or sneeze from a person with a confirmed infection, and then touching your mouth or face.

What are the symptoms of COVID-19? The symptoms of COVID-19 are similar to other colds and flus and include:

fever

sore throat

cough

tiredness

difficulty breathing



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Many people who contract coronavirus (COVID–19) will suffer only mild symptoms. Elderly people and those with pre-existing medical conditions may experience more severe symptoms. While coronavirus is of concern, it is important to remember that most people displaying these symptoms are likely suffering with a cold or other respiratory illness – not coronavirus. How can we help prevent the spread of coronavirus? Practising good hand and sneeze/cough hygiene and keeping your distance from others when you are sick is the best defence against most viruses. You should:

Wash your hands frequently with soap and water, before and after eating, and after going to the toilet.

Cover your cough and sneeze, dispose of tissues. Use alcohol-based sanitiser or wipes or disinfectant to wipe down common surfaces, such as

door handles, hand rails, steering wheels, keyboards, shared tools or equipment. If unwell, avoid contact with others. Exercise personal responsibility for physical distancing measures (stay more than 1.5 metres

from people). Who is most at risk of coronavirus? There are three groups who are most at risk of coronavirus (COVID-19):

overseas travellers

those who have had close contact with a confirmed case of COVID-19

the elderly - particularly those with pre-existing medical conditions. What happens if I have a confirmed case of COVID-19? If you have a confirmed positive case of COVID-19 please contact your manager and let them know. You will then need to isolate until at least 10 days have passed since the onset of symptoms, and there have been no symptoms for at least 3 days. Someone I live with or a workmate is getting tested for COVID-19. Should I self-isolate and get tested as well? If a household member or work colleague is a suspected case, you may need to be isolated. This will be determined by your public health unit on a case-by-case basis. Your public health unit or your team leader will contact you if you need to isolate. What do I do if I have been in ‘close contact’ with a confirmed case of COVID-19? If you have been in close contact with a confirmed case of coronavirus, you should contact your line

manager, isolate at home, monitor your health and seek medical advice if key symptoms develop. How do I identify the common symptoms associated with COVID-19 and how do I differentiate them from cold or flu symptoms? The below table provides guidance for what to look for when identifying the common symptoms associated with COVID-19 and how to differentiate them from cold or flu symptoms.


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What do I do if I develop symptoms? If you believe you have been exposed to, or have COVID-19, you should phone the National Coronavirus Helpline (1800 020 080) for advice. If you are unwell you should contact your line manager, isolate at home, monitor your health and seek

medical advice if key symptoms develop.

Do not come into work.

_____________________________________

COVID-19 virus based on information from the Department of Health

and Human Services (DHHS)

What is the correct amount of physical separation? Where possible you need to keep a full arm-span (about 1.5 metres) between yourself and other people. This distance guideline has been put in place to protect you from anyone who potentially sneezes or coughs in your direction, which is the primary route of exposure. How do you define ‘close contact’? ‘Close contact’ means having face-to-face contact for more than 15 minutes with someone who has a confirmed case of coronavirus (COVID-19), or alternatively sharing a closed space with them for more than two hours. Short term exposure within the physical separation distance, such as going to common toilets, is not considered a significant risk, as it does not meet the above criteria.

_____________________________________

COVID-19 Team Infrastructure information


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There is so much information on physical distancing and close contact. How is Infrastructure using this information to develop the physical distancing strategies that have been put in place? To avoid physical distancing or close contact 100% of the time in a work environment is difficult to achieve. Therefore, we have taken a risk-based approach to develop the specific measures we have put in place. Physical distancing The advised separation distance of 1.5m has been provided to reduce risk if a person was to cough or sneeze in their direction. A separation of 1.5m has been advised as the safe distance to ensure potential exposure to airborne fluids which could be transmitted from coughing or sneezing. It is recommended that this should be maintained for as much as reasonable achievable, however, the guideline from DHHS is that personnel exposed to a confirmed or a suspected case for more than 2 hours should be classified as close contact. Face-to-face interaction Face-to-face interaction between individuals is not recommended for more than 15 minutes, as the virus can be transmitted through direct contact with bodily fluids (e.g. from kissing) or diffused into the breathing zone of another individual. Both the US Occupational Safety and Health Association (OSHA) and Australian Institute of Occupational Hygienists (AIOH) define the breathing zone as 30cm from the nose or mouth in a hemispherical direction (i.e. half a sphere in front of the face). Therefore, face to face close contact is defined as within 30cm of the front or side of the face for greater than 15 minutes.

How do physical distancing and face-to-face interaction apply to employees travelling in vehicles together? What is the maximum number of people allowed to travel in a vehicle together? Sitting directly shoulder to shoulder, such as three people travelling in the back seat, should be avoided, as this would be interpreted as face-to-face contact.


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Sitting in the front passenger seat next to the driver is acceptable as long as it isn’t for a period of

more than 2 hours as that would be considered ‘close contact’. Wherever possible, the configuration

for two people travelling in a vehicle shall be the driver with the passenger in the back seat diagonally

opposite the driver, to achieve maximum separation.

Therefore, based on the guidance above it is acceptable to have up to the driver and a front seat

passenger and two additional passengers in the back of the vehicle, leaving the middle seat between

the back seat passengers free. This formation is not considered as close contact as long as passengers

are in the vehicle for less than two hours. In most cases we are achieving better than this

configuration.

Why aren’t MTM providing P2 masks to employees as a preventive measure? Individuals who are healthy do not need to wear a mask. Whilst the use of masks can help to prevent transmission of disease from infected patients to others, masks are not currently recommended for use by healthy members of the public for the prevention of infections like coronavirus. Given the high demand of P2 masks for the medical profession and in line with DHHS

recommendations we will only be providing P2 masks for those jobs that require this form of

protection. This would include such activities as welding, asbestos removal, lead paint removal, etc.

Can I wear my a P2 mask that I supply? If you would like to supply your own mask to wear whilst working Infrastructure will not object to them being worn. Experts say a person can have COVID-19 for several days before the symptoms appear. What is Metro doing to keep employees safe? A person is only infectious in the 24 hours prior to symptoms appearing. This is why the physical distancing procedures and practicing good hygiene are so critical to be implemented by everyone all of the time. I travel in a work vehicle in a restricted space with work colleagues in ‘close contact’ for more than 15 minutes. How can I be sure I am safe? DHHS defines ‘close contact’ as having face-to-face contact for more than 15 minutes with someone who has a confirmed case of coronavirus (COVID-19). As long as employees are segregated, i.e. not shoulder to shoulder, this is considered as acceptable in accordance with the current guidance material. What is happening with training? Currently there is no face-to-face training taking place, in accordance with our separation objectives, including TFPC face-to-face training. Testing of the TFPC refresher training online module is currently taking place and will be available soon. A notice from Metro Academy regarding the requirements to complete this is expected to be provided in the coming week. First Aid face-to-face training has also been cancelled. The Metro Academy is current reviewing on-

line options for delivery and will be announced as soon as this is finalised.

We are also pursuing options to conduct HV Operator Training remotely. I have my Rail Medical booked in. Should I attend?


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There is currently no legal provision for ONRSR to approve any exemption from the medical

requirements of the National Transport Commission’s (NTC) National Standard for Health Assessment

of Rail Safety Workers.

As a result all Rail Medicals will continue as usual with no exception at this stage, with strict processes in place to ensure there is a reduced risk of COVID-19 exposure.

Staff will be directed to a Sonic HealthPlus Clinic which are Occupational Health Clinics. Therefore, unlike general medical practitioner clinics, they are attended only by people for pre-employment medicals, etc., not for any other purpose such as treating those that are unwell.

Sonic HealthPlus have strict clinical practice guidelines they have introduced to reduce the exposure of COVID-19 to staff and patients that include having your temperature taken upon arrival and completing a brief questionnaire to ascertain whether the medical can proceed.

In the event that the individual is deemed at risk then they will be turned away from the clinic and the Medicals Team will be advised. The CMO will then review the medical file to make appropriate recommendations In respect of the status and any required next steps.

Please be aware that if you have to attend the medical and you don’t want to attend the Flagstaff

location there are also Clinics in Laverton and Dandenong that provide ample parking if you would

prefer to attend a location outside of the CBD.

What measures are in place for performing Infrastructure Maintenance Representative (IMR) duties? Access to signal boxes shall be restricted as much as possible, which means we may have to use alternative ways to communicate and collaborate with them. The Network Operations Signalling group will only enforce the use of an IMR if it is for an operationally critical fault, or for a safety critical inspection where the result of non-completion will result in either a line closure or speed restriction. Please be aware that if there is a practical alternate method of protection available we must attempt to use this in the first instance. All other interactions outside of the above mentioned criteria must be done via phone or email,

including the taking out of occupations.

I have personal requirements that I need to deal with outside of work. What should I do? We understand that everyone has different personal situations outside of work. If you are impacted

by the Victorian school holidays being brought forward or any other family-related situation as a result

of COVID-19 please let your manager know straight away. We want to make sure we can support you

during this time whilst also putting plans in place to ensure we can continue to provide our essential

service.

We heard that additional hand sanitiser and wipes are available – where are they? These products are in high demand globally and are extremely hard to source. Thankfully, we have had a supply of much sought after hand sanitiser delivered to MTM which has

been distributed across the network, so it should be in depots/work locations. We are continuing to

source as many supplies from alternative sources, but this is proving to be problematic.


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When they do arrive please remember these products are very hard to get so it is important we use

them responsibly and leave them at work for all to use.

What do I do if no sanitiser is available? Sanitising products are in high demand globally and it is likely that supplies will run out over the coming

weeks. Where sanitising wipes are not available or in short supply use any antibacterial “spray and

wipe” product. Where hand sanitiser is not available ensure you wash your hands with soap and warm

water for at least 20 seconds. In fact any foaming product will be satisfactory, including dishwashing

liquid.

Who at Infrastructure can work from home? Due to the nature of the work that we perform in Infrastructure, there will only be a small proportion of Infra team members who will be able to work from home. These people will be contacted by their manager. Although it will only be a small number of our team, it is important that wherever possible they work from home to limit unnecessary interactions with the rest of the team. This will reduce the potential risks posed by COVID-19 for our people who are critical in ensuring we continue to help deliver the essential service of public transport for the people of Melbourne. Over the weekend of 29/30 March the Government enforced a two person maximum at outdoor gatherings. How does this impact us and the work we do? The two person maximum is for the general public at outdoor gatherings and does not apply to workers in essential services. As the work we do is considered critical business we are exempt from this, however we continue to utilise our physical distancing measures and have consistent teams working together to minimise the risks of group interactions. We are continuing to review and adapt these measures accordingly to make sure they align with the changing restrictions. The Government has also suggested those over 70, individuals over 60 with chronic illnesses and indigenous team members over 50should remain at home. How is MTM supporting these individuals or family members who are required to support them? If you meet the above criteria or any other family-related situation (such as sick, elderly or immune-challenged family members that are at high risk of potentially being impacted as a result of COVID-19) which would result in you not being able to come to work, please let your manager know as soon as possible and discuss with them your circumstances and options. We want to make sure we can support you during this time. How am I supposed to limit potential risk of COVID-19 when I am constantly sharing tools with fellow work colleagues? We understand that often when you are working there is a need to share tools. When this occurs it is important that you wipe down the tools with sanitiser, alcohol wipes or similar after use to ensure they are safe for the next person using the piece of equipment. What happens if I have a COVID-19 related question/issue and am unable to contact my manager? As always we encourage you to reach out to your manager if you have any questions or concerns around your safety in relation to COVID-19 or any other matter. However:

if it is a complex issue and you require additional support, or

if it is out of hours and you are unable to contact your manager but you require assistance

with issues as they come to hand,


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the Infra Safety hotline have been created. The number is 0435 466 654 and can be contacted 24/7

for support and advice from a Safety team representative.

What is MTM doing about additional cleaning? We have extended the services of ISS (our cleaning provider) to include disinfecting desks, keyboards, door handles, hand rails, etc. In addition, from 25 March ISS has commenced performing additional overnight and weekend cleaning. In addition, ISS has confirmed their staff will now announce themselves as they enter all buildings and depots. This will ensure MTM employees are aware they are in the building/depot and provide MTM employees with the opportunity to practice social distancing where possible. If you have examples in which the above measures are not occurring or if you require further cleaning

please email Adam McKelvie via email [email protected] detailing the location,

specific area within the location, time required for cleaning to take place and the type of clean

required.

MTM is encouraging social distancing but how can we do that when people arrive early for their shift? All employees need to ensure they are not arriving at the depot/building before their shift start time.

Please respect the shift that comes before you and avoid the depot until your start time. Similarly,

please depart your depot immediately upon completion of your shift. Some shift start/finish times

have been modified to provide this level of segregation.

Why can’t we take our MTM vehicles home during this time to minimise physical interaction? We are currently working through the logistics of this on a team-by-team basis to see if it is practical

and does not affect others who may use the same vehicle(s).

If we can take our MTM vehicles home can we go directly to site to avoid going to the depot unnecessarily? This is being worked through on a team-by-team basis to determine if practical.

How do we know how many people should be in a room/kitchen space? We are currently in the process of putting up signs to advise the number of people that is

recommended to be in each crib room at one time. We will also be removing chairs to ensure the

number of chairs reflect the number of people allowed in the space at any one time. In addition to

this, we are in the process of providing markings on the floor in the kitchen areas to indicate

appropriate physical distances whilst using the space.

Can we place reminders up in the toilets to make sure people are washing their hands for the correct period of time? Yes. We are in the places of putting up posters in all toilets as a reminder to ensure everyone is

washing their hands for 20 seconds using soap and then drying hands with paper towels where

possible.

How can I support work colleagues who appear to have a heightened level of anxiety as a result of COVID-19? At this time it is important that we continue to keep the conversations going. If someone appears to need some extra support there are things you can do to support them. It is important that we take

mailto:[email protected]


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the time to listen, stay connected and have meaningful conversations with our work mates. If you are concerned about a work colleague please speak to your manager or your Infrastructure Peer Supporters listed below.

Name Team Contact number

Kym Arbid Electrical Networks 0434 601 429

Jarod Bishop Signals 0411 239 087

Beau Bryant Signals 0434 600 598

Lara Coughlan Electrical Networks 0499 001 293

Alan Conrau Electrical Networks 0412 207 978

Christine Davies Structures 0423 758 921

Rhiannon Dawes Electrical Networks 0414 503 135

Ross Dillon Electrical Networks 0423 616 515

Simon Robbins Signals 0411 239 187

Lou Gigliuto Structures 0438 557 016

Jens Hald Facilities 0438 470 254

Gavin Thomas Electrical Networks 0417 529 848

Peter Willis Signals 0434 601 683

I see a lot of people are wearing latex gloves in the community. Is this an extra precaution we should be taking at MTM? Latex gloves are porous, and therefore after 15 – 30 minutes of use, depending on the conditions, they will contain moisture from the hands naturally sweating. Given COVID-19 is attracted to moisture, this can be dangerous and a path for contamination if worn for a long period of time. We are looking at providing disposable gloves for vehicles when conducting short term tasks, such as filling up with fuel, but they must be disposed of immediately following completion of the task. With physical distancing recommendations should we be interacting with MTM employees from different depots/disciplines? Interactions with other staff and depots in the field can still be conducted with physical distancing measures put in place. This may mean keeping at least 1.5m apart, having conversations via the phone, etc. Infrastructure put in place that Depot to Depot and Building to Building interactions shall not continue, except in the event of an emergency. What is the current process to extend individual’s qualifications before they expire? TFPC, TTSA and TVO Training is currently being transferred into on-line formats which will be available soon. If your training is about to expire, please contact Kevin Morrison, Head of Infrastructure Safety, and he will facilitate an extension if required. We also continue to work with the Academy to develop on-line training options for other courses such as First Aid and CPR. Infrastructure now has a letter to assist employees if questioned by authorities or the general public

in relation to the work we do being considered by the Australian government as essential. What

about contractors who do essential work on our behalf, how will we be supporting them?


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Our Hire Desk and Procurement team are currently working with our suppliers, encouraging them to

provide similar letters for their employees to use.

Why are all MTM vehicles not equipped with hand sanitisers? Sanitising products are in high demand globally. We are doing all we can to source additional supplies,

however, based on demand it is likely that supplies will run out over the coming weeks. Where

sanitising wipes are not available or in short supply you can utilise an antibacterial “spray-and-wipe”

product. Where hand sanitiser is not available ensure you wash your hands with soap and warm water

for at least 20 seconds. In fact any foaming product will be satisfactory, including dishwashing liquid.

Update: Sanitiser Products have been provided to vehicles. If you have not received this, contact your

line manager or the safety department.

What is Infrastructure doing to reduce the number of employees in vehicles? We are currently working to reallocate as many vehicles as possible to our frontline teams. So far we have reallocated 36 vehicles to field staff and we are in the process of allocating more over the coming days. Update: We have been able to achieve a maximum of 2 people per vehicle by relocating other vehicles across the business or hiring additional vehicle where required.