ESSEX ASSOCIATION OF LOCAL COUNCILS
Weekly Walk Through
12th May 2020 Covid19
Issue No. 5
It is very encouraging to see that despite these unprecedented times, we are able to find ways of celebrating VE Day and keeping safe at home, thank you for all your wonderful good news stories, please keep sending them to us as it really helps to lift all of our spirits.
The EALC is working hard to try and bring you as much information relating to the Coronavirus (Covid-19) as possible with our daily updates, relevant legal information and frequently asked questions. As you are aware this situation is moving very fast and we aim to inform you of any newly emerging information as soon as practically possible.
Stay Save and Best Wishes
Inside this issue: Legal Information Council Meetings Repeated as Important Coronavirus and Cybersecurity EALC Online Training—Phishing Letter to Town and Parish Councils from Robert Jenrick MP Getting Tested
Useful Information EALC Connections Health & Wellbeing Plans Online Forum EALC Achievements
Council Good News Stories Celebrating 75th VE Day Abberton & Langenhoe PC Arkesden PC Little Waltham PC Myland Community Council Saffron Walden TC Ashdon PC Rayne PC Great Notley PC Hempstead PC Debden PC Castle Hedingham PC Great Dunmow TC Epping Upland PC Brightlingsea TC Great Maplestead PC West Bergholt PC
Health & Wellbeing Update Useful Information Covid19 Weekly Walk Through Council Meetings
On 4 April 2020, the government brought The Local Authorities (Coronavirus) (Flexibility of Local Authority Meetings) (England) Regulations 2020 into force to allow local authorities to conduct meetings remotely (including by video and telephone conferencing) for a specified period until May next year.
Things to Remember
The Council must still hold a minimum of 4 Council meetings in a year from 1st April 2020 – 31st March 2021.
In general you should try and keep to your usual approach to meetings and stick to your standing orders as much as you can. The Council should remember this is a usual Council Meeting.
The Chairman of the Council should still chair the meeting.
Council meetings must still be advertised and the public have a right to observe
There is no ‘right way’ to conduct voting in a remote meeting. You will have to find an approach that works best for your Council
Minute taking should be done as usual. The minutes should be agreed at the next meeting and can always be retrospectively signed at the next face-to-face meeting.
Annual Council Meetings
The Annual Parish/Town Council meeting may be postponed until May 2021. There is no requirement to hold an annual meeting. It is up to the Council whether they are able to go ahead as a virtual meeting.
Important Documents Attached
NALC have produced a legal briefing on their interpretation of the regulations.
NALC have produced guidance for Local Councils on how to hold effective remote Council Meetings.
Covid19 Weekly Walk Through Council Meetings Frequently Asked Question Repeated as Important
Are Councils operating business as usual? There is some confusion as to whether the Parish Council ‘should’ hold meetings via a virtual means, is there a duty to do so and to hold them with the public?
It is up to the Councils how they manage their business. Virtual meeting legislation (which includes public participation) has been put through statute to enable Councils to continue to function.
Can you co opt a new Councillor into the Council at this time?
Contact Elections officer in your District & be guided by them to for fill the normal requirements there has been no change in this legislation. Once the Council is given the go ahead to co-opt, the Council has to follow the normal process. The Council must in public (a virtual meeting is fine, as long as the public have the ability of attending and speaking in the public question time) vote on any supplications for co-option. The applicant with an absolute majority will be co-opted
Can a Chairman/Vice Chairman resign?
If the Chairman resigns the Clerk should call a virtual meeting, where the first item of business is to elect a Chairman.
Are Skype meetings ok to use for Council meetings?
The Council may choose any platform it wishes to use.
Clerks experiencing technical issues with older Councillor's who do not have the technology or understand it.
All available support should be provided without breaching social distancing rules. If Councillors are not able to take part in virtual meetings, they could be connected by the Clerk (or any Councillor) ringing them, putting them on loud speaker so they can hear and take part in the meeting. Remember the Council only requires a quorum for the meeting to take place.
What does a Clerk do if a Councillor refuses to attend a Virtual Meeting?
If a Councillor does not wish to take part in a virtual meeting – then the Council would need to note his apologies.
Covid19 Weekly Walk Through Coronavirus and cybersecurity
The two most common risks are:
Viruses — These are malicious software programmes loaded onto the user's computer without their knowledge and performs malicious actions, leading to corruption of data/files, or even altogether disabling the computer.
Phishing — This is the fraudulent attempt to obtain sensitive information such as usernames, passwords and bank details by disguising oneself as a trustworthy entity in an electronic communication
BHIB Councils Insurance has developed cybersecurity tips to help keep Local Councils and their staff to stay secure and keep online data safe.
NEW ONLINE TRAINING PHISHING This is an e-learning course. Registration on this course will last 12 months.
£14 + VAT per delegate
Brief Overview: Phishing is the fraudulent attempt to obtain sensitive information such as usernames, passwords and credit card details by disguising oneself as a trustworthy entity in an electronic communication.
Learning Objectives: This e learning course includes a range of learning activities to help you understand the dangers of phishing attacks. By the end of the course you should be able to: • Understanding the definition and different types of phishing • Explain why phishing attaches are used and how your digital footprint can be exploited for these attacks and for social engineering purposes • Examine the rise of cyber crime and why phishing continues to be a key tool and technique for attacks • Understand the different types of phishing attacks and how the complexity of each one can be completely different • Know the best way to respond to phishing attacks whether at work or at home To Book: Complete the standard EALC booking form and send to [email protected] who will then register you with Nimble. Once processed you will receive joining instructions and your Council will then be issued with an invoice. Useful Information Letter to Town and Parish Councils
On 30 April, Robert Jenrick MP, secretary of state for Housing, Communities and Local Government, wrote a letter to Town and Parish Councils thanking them for their work supporting communities during this pandemic
Getting Tested
The government guidance on getting tested for COVID-19 is available which includes information on who would be regarded as an essential worker and so be prioritised for testing.
On 1 May, Robert Jenrick MP wrote to all local government employees in England thanking them for their support during the pandemic, and outlining how staff can get tested.
Priority for testing patients:
All essential workers including NHS and social care workers with symptoms
Anyone over 65 with symptoms
Anyone with symptoms whose work cannot be done from home (for example, construction workers, shop workers, emergency plumbers and delivery drivers) Anyone who has symptoms of coronavirus and lives with any of those identified above
Additional testing:
Social care workers and residents in care homes (with or without symptoms) both to investigate outbreaks and, following successful pilots, as part of a rolling programme to test all care homes
NHS workers and patients without symptoms, in line with NHS England guidance This means anyone in one of these groups can find out whether they have the virus. Testing is most effective within 3 days of symptoms developing.
Covid19 Weekly Walk Through EALC Connections EALC Connection Forums for Clerks week commencing 11th May as follows: Colchester & Tendring Districts Wednesday 13th May 9.30am-10.30am
Braintree District Wednesday 13th May 1.30pm-2.30pm
Maldon/Basildon/Brentwood/ Rochford/ Southend & Castlepoint Districts Thursday 14th May 10am-11am
Epping & Chelmsford Districts Thursday 14th May 2pm-3pm
Uttlesford District Friday 15th May 2pm-3pm
If you would be interested in joining one of these forums please let us know by email [email protected] & we can then add you on to your District.
Health and Wellbeing Plans Online Forum Thursday 21st May 2020
On Teams start at 10am (log on from 9:50am) till 11am Tutor: Danielle Frost Brief overview of course: Health and Wellbeing plans for the present Covid –19 circumstances are an efficient way of letting residents know what local councils and volunteer groups are doing in the area. They can show where to get advice and highlight to Local Councils where gaps may need to be filled or supported. Learning Objectives: To see the benefits of a Health and Wellbeing Plan to the council and residents. To see how your council links it’s objectives into the 5 key areas of Health and Wellbeing: • Mental Health All booking forms to be sent to • Learning Disabilities [email protected] • Social Isolation • Physical Activity • Weight Management Learn what information is required and how to set one up. Learn how to adapt that plan for the future to help the council to plan, precept and organise funding for future projects. Learning Outcomes: To have a full understanding of what a Health and Wellbeing Plan is and to have a template plan with ideas to be completed outside the forum. Useful Information
EALC achievements during Covid19 Lockdown The EALC wishes to thank our Membership for the support of Chairman, Councillors and Clerks during this difficult period.
Below you will see the achievements of the EALC staff with support of the EALC
Chairman, Vice Chairman, Treasurer and Executive members. Membership fees received 212 Thank you all so much for supporting us during this difficult time and paying your affiliation fees so quickly. Legal enquiries 97 We have responded to 72 requests for information during this period. We are trying to complete all enquiries in a timely manner, please accept our apologies if your enquiry has been delayed.
COVID– 19 Updates 37 During the month we have refined the way we update you. We trust this is useful to you.
EALC Connections for Clerks 10 The Clerk Connection forums enable Clerks to get together share experiences and ask questions 117 Clerks attended. EALC Connections for Chairman and 5 Councillors The Chairman and Councillor Forums have brought members together to exchange views and deal with common issues 76 Chairman and Councillors have attended these. Micro Grants Awarded 10
Grants were awarded to a number of community development projects and to some COVID 19 related projects Emergency Foodbank Fund Awards 34 This is a new fund solely dependent on public donations.
Health & Wellbeing Updates 4 During COVID 19 it is really key for the EALC to keep you updated and help support the development of Health and Wellbeing Plans. Weekly Walk Through Publications 4 Our newest COVID 19 publication – bringing to you good information in every edition.
All figures correct at time of publication
EALC CONTACT
All staff are now remote working from home and can be contacted directly through email. The phone is being diverted to a mobile, which will enable you to contact Pearl Willcox directly for urgent matters. Pearl will then be able to direct all matters to the responsible staff member. Please note the mobile number: 07495 915 912 Council Good News Stories—75th VE DAY
Council Good News Stories Celebrating 75th VE Day During Lockdown 8th - 10th May 2020
It is very encouraging to hear how communities have pulled together in so many ways during these times.
Abberton & Langenhoe Parish Council
photo of a display that Cllr Alan Frost put together and displayed on Abberton Village Green.
Carolyn – Abberton and Langenhoe PC Council Good News Stories—75th VE DAY
Arkesden Parish Council
Arkesden PC was planning to close the road through the village for a street party complete with brass band, kids assault course in the stream, exhibition in the village hall, broadcast of Churchill's speech, tea and cakes (of course) and the pub
open all day!
This has obviously been scaled back to a fairly generic "Stay at Home" street party and the attached flyer was sent round to all households. Hopefully everyone will still join in with the spirit of it - plenty of flags and bunting. Great weather forecast too.
Steve Coltman Clerk
V E Day Celebrations During the current pandemic previously arranged celebrations are unable to take place as planned. If your council is still organising to celebrate this occasion, the EALC would love to publish your pictures of Street Bunting, Teddy Bears and other village pictures to lift the mood. Please can you send all good news stories to [email protected] and we will publish this in the next Weekly Walk Through. Council Good News Stories—75th VE DAY
Little Waltham Parish Council Little Waltham Parish Council have had to postpone the celebration that had been organised in collaboration with the Memorial Hall and Church. The plan was to have a service at the War Memorial and then a celebration with tea, cakes and entertainment at the Memorial Hall which had been greeted with enthusiasm by residents.
A lot of bunting had been purchased for the occasion and now it can not happen the Memorial Hall will still be decorating the hall and residents will be decorating their houses.
The Primary school is making their own bunting to decorate outside the school. I have put 'celebrate at home' resources on the Parish Council Facebook page so people can celebrate at home and Chelmsford City Council will be live streaming a service featuring he Mayor so I have put the link to the event on Facebook. It is hoped that people will participate but from home and the village will still look colourful! Suzanne Walker Clerk to Little Waltham Parish Council
Myland Community Council In Myland, as we are obviously limited in what we can do, so we have publicised the event date and suggested people celebrate in their own gardens – hopefully in sight of their neighbours to mark the occasion. We have a surplus stock of bunting which residents can access and we are asking for a small voluntary donation towards the British Legion. Hopefully the weather will be pleasant and this will mark the occasion in some small way.
Cllr John Stewart Chairman Myland Community Council
Saffron Walden Town Council Saffron Walden Town Council are asking residents to make bunting to go around the town once this is all over we have asked people to send in videos and photos of their home celebrations for remembering VE Day, we will then put all of these together in one video and add it to our website & social media. It will become a little like a video diary of how we celebrated VE Day in Lockdown, I am sure in years to come it will be a little piece of history and local people can look back on. I have already had one email telling us that this family will be celebrating twice, VE Day on the Friday 8th but also the 75th Anniversary of the Liberation of the Channel Islands on Saturday 9th May, his mother was a child there during that time so we will be getting photos from both celebrations. Claire Haddock Bookings Administrator Council Good News Stories—75th VE DAY
Ashdon Parish Council
Ashdon War Memorial Councillor John Thorn
Rayne Parish Council
Link to view the celebrations in Rayne on Friday. Despite technical difficulties with the live broadcast (even after a successful dress rehearsal) some parts were re-recorded https://www.youtube.com/watch? v=H1I8XGY2E1s
Sarah Cocks Rayne Parish Clerk
Great Notley Parish Council
Here in Great Notley the flags have been erected on the flag poles by the War Memorial and a local bugler who usually assists by playing at the Remembrance Day event will be playing the Last Post from her front garden and live streaming it onto the Parish Council Facebook page. How wonderful modern technology is!!
Suzanne Walker Clerk to Great Notley Parish Council
Council Good News Stories—75th VE DAY
Hempstead Parish Council
Celebrations in Hempstead. The area around the war memorial was decorated by members of the Parish Council and residents were invited to come and see the display, whilst respecting social distancing. It was a real success!
Rebecca Cox Parish Clerk
Debden Parish Council Debden celebrated a much pared down version of celebrations on May 8th as follow:
2.30-3pm Residents from Deynes Rd are having a social distance street party in their front gardens for neighbours to have a picnic or raise a glass, with plenty of bunting. Other households throughout the village will be doing a similar thing and many have been decorating their homes, fences and hedges in their gardens with bunting and union jack flags, over the last 2 days. One resident has made an endearing scarecrow of Winston Churchill!
2.55 pm - The 'Last Post' will be played in the village centre by the old pump and opposite the school by local young resident- Isaac Reeve, before the ‘Nation’s Toast to the Heroes of WW2’ at 3pm.
6.55pm the 'Cry of Peace' will be read out by Richard Cawte (Toast Master), in his full red attire, as he travels through the village on the back of a vintage Land Rover suitably decorated with flags and VE day bunting.
Cllr. April Gardner Debden Parish Council
Council Good News Stories—75th VE DAY
Castle Hedingham Parish Council
We had a variety of socially distant events taking place in Castle Hedingham, including: VE Day window from Castle Hedingham Village Shop from our wonderful volunteers who continue to support the community. 11am Raising the Union Flag in St Nicholas Churchyard before the 2 minutes silence 2.45pm A prayer "Tribute to the Millions" from Revd Liz Paxton, Rector of St Nicholas Church on Facebook live 2.55pm The Last Post played by a local young trumpeter from his back garden and after dark, Hedingham Castle lit up red, white and blue - official BDC post content here (and photo attached): Tonight we bathed Hedingham Castle in an array of red, white and blue lights as a symbol of our gratitude to all those who fought at home and abroad during the second world war. The castle has stood for 900 years, through sieges, the civil war, and the world wars. It has burnt, been abandoned, but has always been restored and bounced back.
Claire Waters Parish Clerk
Great Dunmow Town Council
Here’s the links to a couple of videos from the weekend
The Lady Mayor says thank you to the people of Dumow – https://youtu.be/JckfHb2O4YE
And Take Note Essex Concert Band from Great Dunmow play for VE DAY 75 and highlight the shops of Dunmow High Street - https://youtu.be/9j072FUw0cc
Cllr Alan Stratton Council Good News Stories—75th VE DAY
Epping Upland Parish Council
Steph Duffy Parish Clerk
Brightlingsea Town Council
On VE Day Brightlingsea Town Mayor, Councillor Graham Steady, laid a wreath at the War Memorial in Victoria Place on behalf of the Town Council to commemorate those who died in the service of their country during the WWII. The 6.30am ceremony took place after Dereck “ Spud” Murphy, Chairman of the Royal British Legion Brightlingsea Branch, raised the Union Flag. Social distancing rules were observed.
Tracey Town Clerk Council Good News Stories—75th VE DAY
Great Maplestead Parish Council
Despite the cancellation of the big party celebrations planned for the VE75 weekend in May 2020, the parishioners of Great Maplestead were still able to enjoy socially distanced tea parties and marked the occasion in an appropriate fashion. Flags and bunting were displayed on houses and roadsides throughout the village, at 2.55pm parish councillor Martin Elms played a most moving Last Post from a central point in the village which could be heard from a large number of homes across the village. For those unable to hear it and to avoid people gathering to try and hear it, he also produced a pre-recorded video featuring images of the village – it is a very moving film which was well circulated on the day. It will become a beautiful piece of village history. At 3pm villagers were encouraged to toast the nation from their home environments. Many were able to sit in front gardens and see their neighbours from a safe distance, and enjoy a new type of camaraderie. 1940s music could be heard amidst the new lockdown quiet, and photos were shared, via WhatsApp, of people in 1940’s outfits enjoying their afternoon teas/tipples. We all felt together even though we were apart. At 9pm the Queens speech played through loudspeakers in the main residential street of the village, another spine-tingling moment as the broadcast was accompanied by the song of blackbirds calling in the night. The finale of the day was joining in with the nations singalong to We’ll Meet Again. I believe I heard it sung at least 3 times in Great Maplestead! A fitting end to a different, but still special day.
Ann Crisp Parish Clerk
Afternoon tea across the Close
Cllr.Patsy Maile enjoys afternoon tea with Pepsi
Villagers dressed for the occasion Council Good News Stories—75th VE DAY
West Bergholt Parish Council
Everyone obeyed the social isolation rules and made the very best of a day to commemorate the ending of WW2. The bears have been a particular favourite in the village particularly for the younger members. They have changed on every day of the lockdown and were dressed in their finest for VE day. People made the most of the beautiful weather and set up chairs at the front of their gardens enjoying afternoon cream teas and 1940's music.
As is usual for the village are day started with the red arrows fly past which passes directly over the village on the way to Buckingham Palace. To finish the day, BBQ's came out and were lit in the street so that meals could be cooked and washed down with adequate suppliers of good cheer. The street parties were a great success and gave the opportunity for people to catch up on the latest village news and enjoy each others company albeit from a safe distance. Everyone agreed they could not wait until restrictions are lifted and we can hold another street party.
Cllr John Gili-Ross Health & Wellbeing Update
Week commencing 4th May 2020
So, week 8 for us on lockdown and week 7 for everyone else and how are things going? We are having a much better week in some ways and not so much in others. I am tired of cooking! My children have school dinners during school time and normally I’m in the office 3 days a week so I don’t have to make so many meals. Planning, shopping and preparing the meals is becoming a bit of a chore if I’m honest! I think I had visions of trying new recipes and baking every week but in reality, I don’t seem to have the time. Being my children’s parent, teacher and entertainer is a little exhausting to then be a diva in the kitchen. I have made some really great finds though. I have my veg delivered from a local source, my meat from the local butcher and we have fresh fish delivered too. We smile a lot more at the people we see on the street and wave to our neighbours; I hope that doesn’t change. We have made our VE Day celebration bunting and coloured in our posters and we have finally got somewhere near the bottom of the pile of unused birthday and Christmas toys and either made them or played with them.
The downside is that I think we are truly bored of each other. Humans need social interaction and I think this crisis has given me some insight into how damaging social isolation can be. I am not alone but I am lonely and I really miss seeing my family, friends and my work colleagues. We Zoom and What’s app but it is not the same as being with them.
Perhaps now is the time for local councils to make plans to incorporate initiatives to reduce social isolation? You could fund initiatives which allow people to get out and join things, create a befriending service or provide a club where a book is read aloud and discussed followed by tea and a chat. Encourage and support walks in your areas with maps and guided walks, fund a trainer to provide advice on using the outside gym you have, put on themed nights a couple of times a year, Burns Night, a Spring dance or just a meet up with cake. Perhaps now is the time to set out how you will carry on to support those amazing volunteers who are operating within your parish. Communicate with the leaders in your community and ask them what they think is great, what needs added value or what new initiatives they would like to see in the parish? Grow your ideas from their advice. Make a plan, a Health and Wellbeing Plan!
Danielle Frost Health and Wellbeing Officer Useful Information
Essex Coronavirus Action Urgent Food Bank Appeal
Urgent foodbank fundraising page has been set up by Essex County Council due to an increase of people requesting help. https://www.gofundme.com/f/ecafoodbankappeal
Every donation will be held in a bank account in the name of the Essex Association Of Local Councils, in trust on behalf of Essex County Council, ready for direct distribution to local food banks across the county.
COVID-19 UPDATES
Don’t forget all the COVID-19 Updates can be found on the EALC website.
Web address: http://www.ealc.gov.uk/covid-19-updates-/
WEEKLY WALK THROUGH
Don’t forget all previous issues of the Weekly Walk Through can be found on the EALC website.
Web address: http://www.ealc.gov.uk/covid-19-updates-/
Staff Members: Chief Executive Officer Executive County Training Officer Strategic Lead Manager Charlene Slade Pearl Willcox Joy Darby [email protected] [email protected] [email protected] Parish Support & Development Officer Funding Officer Communications Officer Amanda Brown Louise Gambardella Rebecca Sheppard [email protected] [email protected] [email protected]
Sage Administrator 42B High Street Dunmow, Essex, CM6 1AH Health & Wellbeing Officer
Lucy Alston-Nogueira Telephone: 01371 879722 Danielle Frost [email protected] www.ealc.gov.uk [email protected]