COVID-19 Guidance for the public at TVBC Committee meetings

On 7 May we see the end of temporary legislation allowing virtual meetings to be held through the pandemic period to date.  This means that physical meetings will resume from this date and we ask that you follow the guidance outlined below.

Members of the public are encouraged to listen to the audio feed of the meeting through the Council’s website as there will be limited space for the public due to social distancing.  For those Members of the public that have registered to speak at a meeting it is encouraged that you use lateral flow testing before attending a meeting.  You can find your nearest testing centre where you can get a test or collect self-testing kits at https://maps.test-and-trace.nhs.uk/findatestcenter.html

All members of the public in attendance will be asked to leave contact details for the purposes of track and trace.

In the case of planning committee meetings, information will be included about the Covid secure procedures in the letters sent out to interest parties regarding the application coming to committee.

In cases where a member of the public reports sickness due to known or suspected Covid-19 following a committee meeting, a review will follow to consider whether any staff/ Cllrs or the public may have been exposed, and any appropriate follow-up action considered (in consultation with Public Health England where appropriate). 

This risk assessment will be available for the public ahead of the meeting on the council’s website with appropriate communications.

If you feel unwell or have any of the following symptoms, please do not attend:

  • A high temperature

  • A new, continuous cough

  • A loss or change to your sense of smell or taste

When entering and exiting the building all attendees must wear a face-covering until they are seated. A face covering must be worn at all times when not seated, including when using facilities such as the toilets. A one-way system is in place for entry and exit of the building.

An enhanced cleaning regime is in place (cleaning of certain high-frequency touchpoints) and hand sanitiser will be available on entry and exit to the room.

A supply of facemasks will be available upon entry for anyone who has forgotten to bring a face covering.

Sanitiser wipes will be available for those wishing to wipe down their desk and chair upon arrival and/or leaving.

Before the meeting begins the Chairman will be provided with a ‘housekeeping script to advise of procedures that must be adhered to during the meeting and upon the close of the meeting. 

All those in attendance will be seated 2m apart and will be asked to observe 2m social distancing at all times.

Windows will be opened to maintain good ventilation as transmission risks are thought to be lower in well-ventilated spaces.

All those in attendance should minimise the touching of shared equipment, as far as possible and sanitize hands upon entry and exit to minimise the risks associated with other common touch surfaces.  

The sharing of personal equipment (pens, phones, laptops etc.) is to be avoided where possible.  

Participants will have a single microphone each to use. No sharing of microphones will be permitted. The equipment can be cleaned using the wipes provided before use and will be wiped down following the end of the meeting when the equipment is being packed away.

Once the meeting has closed. Attendees will be asked to exit the venue promptly and in an appropriate way to ensure continued social distancing.