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COVID safety measures for meetings that are open to the public

Guidance note for attending Committee meetings in the Council Chamber following Government Guidance 14 July 2021 (updated 20 August 2021) – “Events and attractions – working safely during Coronavirus (COVID-19) – Guidance – GOV.UK”

Do you have any COVID-19 Symptoms?

If the answer to this question is yes you should not attend a meeting. In this situation you should stay at home and follow the Government guidelines on reporting this and following the self-isolation rules.

(Councillors and Staff due to attend meetings will be reminded of this requirement via email ahead of the meeting)

Contact tracing

The NHS QR Code for COVID-19 App is displayed at the front entrance to the Council Offices at Daneshill House. For those who do not have the App or do not have a smartphone available, a physical sign in sheet will be provided in case of the need to contact trace those attending the meeting.

Confirmation of COVID Status

Members of the Council, officers and members of the public attending a meeting should present an NHS COVID pass, COVID Vaccination Card or confirmation of a negative COVID test on arrival (please note that this is requested but is not mandatory).

Wearing of Face Masks

Face masks are to be worn when moving around the building but can be removed when seated in the Council Chamber. A supply of face masks will be available for those who don’t have one.

Designated seating plan for the Council Chamber

Copies of a seating plan with designated seats for Members and officers and the public gallery area will be available prior to each meeting.

co2 Monitor

A co2 monitoring machine is being used at all meetings open to the public to monitor the levels of co2 in the Council Chamber. This data will be collected in order to inform the need for any further safety measures at future meetings should readings indicate that further remedial measures are required to mitigate the co2 levels (i.e. potentially restricting the number of persons allowed in the Council Chamber or increasing the air flow).

Cleaning down of surfaces and touch points

Surfaces and touch points will be cleaned down prior to and following meetings – (sanitiser wipes and signage will be placed at seating where multiple members / officers may use the same seating area at a meeting – we are all encouraged to use the wipes prior to and after use of the area).

Availability of hand sanitiser

Hand sanitiser will be provided in the Council Chamber and disinfectant surface wipe dispensers will be available on either side of the Chamber.

Air flow in the Council Chamber

Air flow handling will be set to maximum during meetings (this is relevant to the flow of air in the Council Chamber, not the temperature that the air conditioning is set to).