Last updated: April 6, 2021 at 6:35 p.m.
On January 4, 2021, Toronto’s Medical Officer of Health issued a Letter of Instruction to all employers in the City of Toronto permitted to be open under the Reopening Ontario Act. Employers permitted to be open are required to take the additional measures set out in this Letter to reduce the spread of COVID-19. Health care providers and health care entities as defined in Section 77.7 of the Health Protection and Promotion Act who are subject to the Chief Medical Officer of Health’s Directives are currently exempt from these instructions.
General Guidance for Community Non-Profit Services
Community Non-Profit Services & Programs COVID-19 Prevention Checklist
Food Banks & Donation Centres
The following guidance is intended to support food banks and donation centres that provide and/or deliver food and other items to members of the community to reduce the risk of COVID-19 transmission. Food banks/donation centres should continue to operate and receive items from community members during this time.
The aim and purpose of this document is to assist individuals and businesses with information related to the Ontario Government’s reopening framework as well as Toronto Public Health requirements to reduce the spread of COVID-19. It is important to know that breaches of some of these directions will constitute offences under provincial regulations or other public health legal requirements. While we aim to provide relevant and timely information, no guarantee can be given as to the accuracy or completeness of any information provided. This guidance is not intended to nor does it provide legal advice and should not be relied upon or treated as legal advice. Users seeking legal advice should consult with a qualified legal professional.
See Making Donations for more information for donors, and clients receiving/ purchasing donated goods. If you are organizing a donation drive, use this checklist for support.
Protective Measures to Keep Everyone Safe
- Stay home when you are sick.
- Keep a two metre/six feet distance from others.
- Wash your hands often, and avoid touching your face with unwashed hands.
- Cough or sneeze into your elbow.
- Wear a mask or face covering when you are in indoor public spaces, as per the City bylaw, and when you cannot maintain a two metre/six feet distance outdoors.
- Clean and disinfect frequently touched objects and surfaces.
Limit Capacity
- Donation drives and events must comply with current provincial gathering limits.
- Food banks and donation centres functioning under normal operations must limit the number of persons in the facility so that:
- the members of the public are able to maintain a physical distance of at least two metres from every other person in the business or facility; and
- the total number of members of the public in the facility at any one time does not exceed 50 per cent capacity.
- This can be calculated by taking the total square metres of floor space accessible to the public and dividing that number by 8.
- Designate and manage entry and exit points to control the number of clients entering the centre. If the maximum number of clients is reached, allow one person in for every person that leaves.
- Schedule appointments with individuals wishing to pick up/drop-off items.
- Stagger arrivals where possible, to reduce congestion.
- Avoid scheduling large volunteer groups from attending the donation centre at the same time.
Practice Physical Distancing
- Plan and modify the layout of your centre to ensure enough space is provided for staff, volunteers and clients to maintain physical distancing.
- Arrange, mark and/or assign workstations to ensure at least two metres/six feet distance between staff and volunteers.
- Design a flow of traffic that encourages one-way movement with prominent signage and/or floor markings.
- Monitor and manage client lines outside and within the centre.
- Operators are required to ensure individuals waiting in line outside their facility maintain physical distancing and wear a mask.
- Post physical distancing signs at all entrances, and throughout the centre.
- Place visual/textural markers spaced at least two metres/six feet apart (e.g. tape on the floor, pylons, signs) to encourage physical distancing and guide clients and visitors.
- Assign staff to monitor lines and to make announcements reminding clients to keep at least two metres/six feet apart and wear a mask.
Use Masks and Face Coverings
- The use of non-medical masks or face coverings is required in all indoor public spaces, as per City of Toronto bylaw and provincial regulations.
- Operators are required to develop a policy on the wearing of masks. Use the Mask By-law Checklist and Sample Policy.
- Educate staff and volunteers on the proper use and disposal of masks.
- Staff must wear appropriate personal protective equipment (PPE) that covers their eyes, nose and mouth if, while providing service in an indoor area, they:
- are required to come within two metres/six feet of another person who is not wearing a mask or face covering; and
- are not separated by plexiglass or other impermeable barrier from a person described above.
Measures for all Workplaces, Organizations & Businesses
Review the Guidance for Employers on Preventing COVID-19 in the Workplace to plan and implement protocols to keep staff and customers safe. Operators must also consider the following:
- Health screening for staff, volunteers and patrons
- Staff and volunteers must be actively screened prior to their shift. Questions can be answered on paper, online or by asking people directly.
- Patrons must self-screen before entering the store. Post signs at store entrances explaining the conditions for entry.
- Managing COVID-19 in the workplace
- In the event that a case of COVID-19 is reported in a staff member or customer, it is not necessary for the store to discard any food that they may have been in contact with.
Create a Safety Plan
Business operators must prepare and make available a safety plan, and the plan must:
- Describe measures/procedures that have been or will be implemented in the business, place, facility or establishment to reduce the spread of COVID-19.
- Include measures for screening, physical distancing, masks, cleaning, disinfecting and personal protective equipment (PPE).
- Be in writing and made available to any person for review, on request.
- Be posted in a visible place to come to the attention of those working or attending the location.
Use the COVID-19 Safety Plan Checklist to develop your safety plan.
Maintain Heating, Ventilation and Air Conditioning (HVAC) Systems
- Increase the introduction and circulation of outdoor air by maximizing the outdoor air ratio of the HVAC system settings, or by opening windows and doors, where possible. Avoid recirculating air.
- Ensure the HVAC system(s) are properly maintained.
- Where provided, use the highest efficiency filters that are compatible with the HVAC system.
- Increase air-exchanges if possible.
- Keep areas near HVAC inlets and outlets clear.
- Seating should be arranged away from areas with high airflow (i.e. not in front of air vents).
- Facilities without HVAC systems should increase ventilation by opening windows and doors. However, do not open windows and doors if doing so poses a safety risk to staff and residents.
- Rooms where ceiling fans are used should have an upward airflow rotation.
- If portable fans are used, limit the blowing of air across people and surfaces by positioning them to provide an upward movement of air.
- There is no evidence for the use of portable air purifiers to prevent the spread of COVID-19. If used, follow the manufacturer’s directions (and possibly the advice of a service professional) to decide where best to place the device. Follow the manufacturer’s instructions on maintenance.
- For more information, review the COVID-19: Transmission, Aerosols and Ventilation fact sheet.
Ensure Safe Procedures for Donations
- Clearly communicate what goods are in need, what is not needed and donation expectations.
- Remind donors that monetary donations by credit card, gift card, cheque, or e-transfer are particularly helpful because they allow organizations to purchase the goods they need, often at better prices, while reducing person-to-person contact.
Donation of Food Items
- Request items that reduce the risk of foodborne illness, such as:
- Non-perishable food items, as they can be kept for a long period of time.
- Pre-packaged food such as cereal, rice or pasta, and canned goods.
- Food products must be in their original/sealed packaging and in good condition. They should not be past the best-before or expiry date.
- Do not accept homemade food donations.
- More information on the safe donation of food is available here.
Donation of Clothing and Other Goods
- Check the donation items to make sure they are in good condition.
- Clothing should be clean, without stains or rips, and all buttons and zippers should be working.
- Electronic goods should be in working order.
- Dishware should not have chips or cracks.
- New or gently used items are preferred.
- Personal care items such as soap, toothpaste and feminine hygiene products should be unused and in their original/sealed packaging.
- Fabrics (e.g. clothing/sheets/towels) should be laundered on high heat settings (wash and dry).
- Household items that are nonporous, such as items made of plastic, porcelain, etc., should be cleaned and disinfected.
- Items that cannot be properly cleaned and disinfected should be isolated for up to seven days.
Picking up or Delivering Donations
- Contact clients in advance to schedule a delivery/pick up time, where possible.
- Pre-bag or box donations into smaller/lighter packages for easier delivery and carrying.
- Avoid entering the client’s home if possible. Deliver or pick-up packages at the front door without entering the home to limit contact.
- Only enter a client’s home if they are unable to carry donation packages into their home.
- When entering a client’s home, where a mask or face covering.
- Avoid touching surfaces in the client’s home.
- Maintain at least a two metre/six feet distance from other people.
- Wash hands often with soap and water for at least 20 seconds, and if soap and water is not available use 70-90% alcohol-based hand sanitizer immediately after the delivery and when contacting frequently touched surfaces.
- Avoid touching your eyes, nose and mouth with unwashed hands.
- Avoid close contact with people who are sick.
- Avoid shaking hands, and use non-physical forms of greeting.
- Cover your cough or sneeze into a tissue. Immediately throw the tissue in the garbage and wash your hands.
- If you don’t have a tissue, sneeze or cough into your sleeve or arm.
- Clean and disinfect frequently touched objects and surfaces (e.g. pens, delivery containers, and surfaces in delivery vehicles).
Communication
- Provide information to staff, volunteers and clients about the new public health measures for your food bank/donation centre through different communication platforms (e.g. webpage, email, automated voice mail message, social media accounts).
- Encourage donors not to donate when they are sick.
- Encourage staff, volunteers and clients to download the COVID Alert app so they can be notified directly if they have been in close contact with someone who was contagious with COVID-19.
- Download and display posters in high visibility areas to promote messages about how to stay safe during the COVID-19 pandemic:
Other Resources
Download this information as a PDF.
Checklist for Safely Organizing a Donation Drive
During the COVID-19 pandemic there is a greater need to support our friends, family and community. Donation drives are one way to give back and help those in need. Organizers should use this checklist to help safely plan and host a donation drive while reducing the risk of COVID-19.
The aim and purpose of this document is to assist individuals and businesses with information related to the Ontario Government’s reopening framework as well as Toronto Public Health requirements to reduce the spread of COVID-19. It is important to know that breaches of some of these directions will constitute offences under provincial regulations or other public health legal requirements. While we aim to provide relevant and timely information, no guarantee can be given as to the accuracy or completeness of any information provided. This guidance is not intended to nor does it provide legal advice and should not be relied upon or treated as legal advice. Users seeking legal advice should consult with a qualified legal professional.
1. Stay Informed
2. Communicate with Staff, Volunteers and Donors
- Clearly communicate the goal of your donation drive, including:
- who the donations are for,
- the type of items you are looking for, and
- how they should be packaged for delivery or pick-up.
- Discourage people from donating items if they or someone in their household is unwell.
- Post the COVID-19 health assessment sign at the entrance of the premises and request that all donors and visitors self-screen prior to entering.
- Post handwashing and respiratory etiquette signs at the entrance and throughout the premises.
- Place physical distancing signs and floor stickers in high-traffic areas to remind individuals to keep two metres/six feet apart from others at all times.
3. Limit Capacity
- Donation drives and events must comply with current provincial gathering limits.
- Cancel or hold virtually all in-person activities that are discretionary.
- Consider an appointment/ registration system for pick-ups and deliveries, if possible.
- Post signs at the entrance of the facility with the maximum number of people permitted in the space at one time.
4. Encourage Physical Distancing
- Encourage everyone to stay two metres/six feet from people outside their household.
- Space workstations/activities at least two metres/six feet apart.
- Keep the volume of recorded music low so that people do not need to speak loudly or lean close to each other in order to be heard. Live music is not permitted.
- Ensure people waiting in lines indoors and outdoors maintain two metres/six feet physical distancing and wear a mask.
5. Promote Proper Hand Hygiene
- Provide hand sanitizer with 70-90% alcohol concentration throughout the space, and encourage staff, volunteers and donors to use it frequently.
- Encourage staff and volunteers to wash their hands with soap and water or hand sanitizer before and after handling donations.
- Avoid shaking hands; use other forms of greeting.
- Avoid touching your eyes, nose and mouth with unwashed hands.
- Train staff/volunteers on proper hand hygiene techniques and respiratory etiquette.
6. Screen Staff/Volunteers & Record Attendance
- Advise staff/volunteers to report illness to their supervisor/manager and to stay home if sick.
- Actively screen all staff/volunteers before starting each shift. Questions can be answered on paper, online, or by asking staff/volunteers directly.
- Advise staff/volunteers who become ill during a shift to go home right away and self-isolate. Instruct them to call Telehealth at 1-866-797-0000, their health care provider or an Assessment Centre to get tested.
- Maintain attendance records of all staff and volunteers, including name, contact information, date and time. This will support contact tracing by Toronto Public Health should the need arise.
- Protect all personal information collected. Keep records for 30 days and then shred.
7. Use Masks or Face Coverings
- Ensure masks/face coverings are worn at all times when indoors, and outdoors when physical distancing is difficult.
- Train staff/volunteers on proper use of masks/face coverings.
- Make personal protective equipment (PPE) available for staff/volunteer use when needed, such as gloves, surgical/medical masks, and eye protection (face shield/goggles).
- Train staff/volunteers on the proper use of PPE.
- Create a designated area away from visitors for staff/volunteers to eat and drink, if necessary. Discourage staff/volunteers from eating and drinking in areas accessible to the public.
8. Enhance Cleaning and Disinfection
- Clean and disinfect high-touch surfaces such as tables, phones, computers, pens, and door handles twice daily or more often as needed.
- Clean and disinfect donation contact surfaces twice daily or more often as needed.
- Clean and disinfect washrooms twice daily or as often as necessary.
- Launder donated fabrics (e.g. clothing/sheets/towels) on high heat settings (wash and dry).
- Clean and disinfect donated household items that are nonporous, such as items made of plastic, porcelain, etc.
- Isolate items that cannot be properly cleaned and disinfected for up to seven days prior to distribution.
9. Increase Ventilation
- Ensure heating, ventilation and air conditioning (HVAC) systems are properly maintained, and replace filters as appropriate.
- Increase ventilation by opening windows and increasing air exchange settings on HVAC systems, if possible.
- Arrange workstations, activities and furniture away from air vents and high airflow areas; direct fans upwards, away from people.
10. Plan for Safe Donation Drop-offs, Pick-ups & Deliveries
- Create a safe location outside for people to drop off donations. Do not use large, enclosed donation bins as there is a risk of people falling in.
- Use contactless drop-off / delivery / pick-up methods, if possible.
- If donations are picked up or delivered, only staff from the same household should ride in the same vehicle.
- Contact clients in advance to schedule a delivery / pick-up time, when possible.
- Prepare smaller bags or box donations for easier carrying and delivery.
- Avoid entering people’s homes. Deliver and / or ask donors to leave the package at front door.
- Wash your hands before and after handling donations.
- Avoid touching your face with unwashed hands.
Download this information as a PDF.