The ending of the temporary legislation on the 7th May which allowed remote (virtual) meetings means Annual Council will now need to be conducted in person. As Covid19 restrictions still apply the Council has a continuing legal duty to protect elected members and officers from the risk of infection. For this reason, our physical meetings will need to be conducted a little differently, at least until the rules change again on the 21st June.
The Government guidance remains that social distancing should be followed at 2m, or 1m with additional risk mitigations, where 2m is not viable.
Unfortunately, it is simply not possible to achieve either 2m or even 1m separation in the Council Chamber and so we intend to use the Conferencing Space on the Ground Floor of the Civic Offices. Whilst we are still unable to achieve 2m in this space, we can achieve 1m+.
This is permissible under Government guidance, but to comply it does mean that some additional measures are necessary. Specifically;
· We are unable to provide desks for this meeting, as the space isn’t large enough, but as this is Annual Council, hopefully this will not cause a problem.
· The chairs will need to able arranged ‘theatre style’, side by side in rows, with gaps to move around, so that members aren’t facing each other.
· We politely request that members wear masks when accessing and exiting the building, unless they have a valid reason not to, and only remove their mask whilst seated.
· Please enter via the sliding doors under the link bridge.
· We are unable to provide catering or any opportunity for social interaction after the meeting and request that members exit as quickly as possible once the meeting has finished.
· Only absolutely necessary participants should physically attend, that’s the elected members and a reduced number of officers. All other officers and the public can still join or observe virtually, but no members of the public or guests will be allowed to attend in person.
· Please do not share pens or papers or other objects. We have a small number of individual wired microphones sufficient for the Chairman, group leaders and a few others. Other members will be provided with a roving wireless microphone either available on a boom, so that the microphone doesn’t need to be handled or if handled, sanitised by a member of staff after each usage.
· All members can help to protect each other by only asking to speak when necessary and reducing the duration of speeches to the minimum. The Chairman may ask members when speaking to stand briefly to identify themselves and then speak from a seated position to reduce the potential spread of particles.
· Additional hand sanitiser will be available and positioned around entrances and exits.
· And, if at all possible, please carry out your own Lateral Flow Covid19 test at home immediately prior to the meeting, and do not attend if the result is positive.
It is important that we closely observe the Government Guidance as we wish to ensure the safety of all elected members in attendance. Until the rules change these measures are essential for everyone’s safety.
Finally, we will have a limited number of staff situated in and around the building to assist members and ensure the meeting runs safely.