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RAUNDS TOWN COUNCIL

EVENTS COMMITTEE

Minutes: 27th October 2020: Start Time 7.30pm

NB: The meeting was held via Zoom video link. Details of the meeting and a link enabling members of the public to join the meeting were published on the Town Council website. The meeting was held in compliance with Regulation 5 (2) of the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020

PRESENT Cllr H Howell (Chairman), Cllr S Hughes, Cllr R Levell, Cllr O Curtis, Mr K Dunkley,

1 member of the public

IN ATTENDANCE Ms Kate Houlihan; Town Clerk (Minutes) Mrs Emma Williams; Assistant to the Clerk

337.20 To Receive apologies for Absence. Apologies were received from Cllr L Wilkes

RESOLVED to note the apology

338.20 Notification of requests from members of the public to address the meeting in compliance with adopted protocol.

NONE RECEIVED

339.20 Notification of members questions in compliance with the councils standing orders.

NONE RECEIVED

340.20 Declarations of Interest. COMMITTEE MEMBERS ARE REMINDED THAT IF THEY HAVE EITHER A DISCLOSABLE PECUNIARY INTEREST OR OTHER INTEREST IN ANY ITEM THEN THEY SHOULD DECLARE THE INTEREST AND IN THE CASE OF A PECUNIARY ITEM LEAVE THE MEETING FOR THAT ITEM

NONE RECEIVED

341.20 Minutes: confirm the minutes of the Events Committee meeting held on Tuesday 29 September 2020.

RESOLVED that the minutes of the meeting held on 29 September 2020 be confirmed as a true record.

342.20 Events: To receive an update on the virtual Halloween event being run by Raunds Town Council.

Cllr Howell reminded members that it had been previously agreed to hold a virtual fancy dress competition.

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A flyer was being sent to all households in promoting the competition as shown in Appendix 1.

It was agreed that prizes would be allocated depending on the number of entrants.

Judging will be arranged with the Mayor and Chairman of the Events committee.

Ken Dunkley reminded everyone that he would erect a screen at the Town Hall showing Halloween cartoons, (this was weather dependent) this was just for fun for anyone passing by the Town hall and would not be promoted prior to the event to avoid any social gathering.

RESOLVED to note arrangements for Halloween

343.20 Remembrance Sunday: To receive an update on all arrangements for Remembrance Sunday, in line with the latest Government Guidance.

Cllr Howell shared the guidance (Appendix 2) that was issued on 15 October 2020 with members of the committee.

Following detailed discussion, it was…

RESOLVED that the Remembrance Sunday event would go ahead in line with the guidance. Timings would be confirmed with those invited to attend.

In addition to the event itself it was agreed that:

• The bollard covers • Banners • And Poppy display would all be displayed within the Town.

344.20 : To consider arrangements for Armistice Day.

It was noted that a small event would be held in line with the relevant government guidance at the time.

RESOLVED to note that an event would be held to mark Armistice Day.

345.20 Christmas Events:

a) To consider arrangements for the Christmas Lights.

The lighting displays would go ahead as normal although there would not be the normal switch-on event.

NOTED

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b) To consider infrastructure i.e. the lighting display.

Improvements were being made to the lighting displays including additional trees being lit on Saxon Hall Bank, the infrastructure was being put in place for this.

NOTED

c) To receive an update on arrangements for a Grotto.

Following the presentation from Northpole Productions in September, the Clerk and Chairman of the Committee had met with them at the proposed venue and finalised details.

The cost of the grotto would be £2,500, this included staffing for the event, the event would be socially distanced and managed in Covid secure manner.

RESOLVED to appoint Northpole Productions to design, install, manage and dismantle the grotto at the Snooks, Raunds.

d) To consider support for the “Light Up Raunds Competition”

RESOLVED that the Events Committee support the event by offering prize money of up to £200

There being no further business the meeting concluded at 20.02

Approved: ....………….…………..……....…..…………………..…. (Town Mayor)

Meeting date: ...... 10 2020…...... …. (Council)

Approved: ....…………....………………………………………….….. (Chairman)

Meeting date: ..…...... 24 November 2020...... ……(Committee)

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Appendix 1 – Halloween Competition Flyer

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Appendix 2 – Remembrance Sunday

From .gov.uk –

This note sets out how Remembrance Sunday activities can take place in line with current COVID-19 restrictions and requirements in England.

As of 14 September, there are new legal requirements which apply to Remembrance Sunday events. Other information contained in this note is based on existing guidance, and has been brought together to aid those organising local activities for Remembrance Sunday. The COVID Alert Levels, across all tiers, provide for a specific exception for Remembrance Sunday events for participants and spectators, provided appropriate precautions are undertaken by the event organiser.

It is important to consider other local restrictions which may apply in your area, when planning events. You can find out whether additional measures apply in your area.

Who can organise a Remembrance Sunday event?

Local authorities in England can organise outdoor Remembrance Sunday events at a public or , if you complete a COVID-19 risk assessment and take all reasonable measures to limit the risk of transmission of the virus. You must also take into account the national guidance on outdoor events, including all cleaning and hygiene precautions.

Where necessary, you should engage with neighbouring businesses, transport operators and local transport authorities to assess any risks to the local area of increased visitors from other locations and apply additional mitigations if needed.

What can a Remembrance Sunday event involve?

The Remembrance Sunday event at the National Cenotaph will be adjusted this year to ensure the event is as safe as possible. Local events should be adapted to reflect the same principles. They should:

• short and focussed on wreath laying, with a reduced march past or parade only if social distancing can be maintained • take advantage of opportunities for wreath layers to represent wider groups • take precautionary measures as set out in the performing arts guidance for any small, military bands • not involve communal singing • keep numbers to a minimum, focussing attendance on those wishing to lay wreaths (more information on who can attend below) • take reasonable steps to minimise wider public viewing, encouraging the public to observe the rule of 6 when spectating • observe social distancing at all times

Who can attend a Remembrance Sunday event?

Event organisers should keep numbers to a minimum. For the avoidance of doubt, the following people are legally permitted to attend events to commemorate Remembrance Sunday as participants. Attendees should observe social distancing at all times.

• people attending as part of their work (such as local councillors, local faith leaders, the local MP) • people attending in a voluntary capacity on behalf of a recognised organisation • members of the armed forces • veterans of the armed forces, and/or their representatives or carers

Members of the public are legally permitted to stop and watch the event as spectators, but must observe the rule of 6 and social distancing rules. Event organisers should take reasonable steps to ensure the public attend alone, or do not mix in groups larger than 6 when in an outdoor public space (unless they are from one household/support bubble).

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The guidance on shielding and protecting the most seriously clinically vulnerable has recently changed, please ensure you take this into account when planning events.

Test and Trace

Event organisers must take reasonable steps to record the contact details of those attending (including those present in a working capacity, and members of the public who stop to spectate).

Event organisers must keep a temporary record of attendees for 21 days, in a way that is manageable, and assist NHS Test and Trace with requests for that data if needed. This could help contain clusters or outbreaks. Further detail can be found in the current Test and Trace guidance.

Those responsible for organising events, and businesses working on an event site, must also keep records of staff working patterns for a period of 21 days.

Many organisations already have systems for recording their attendees. You can find details of how to maintain records.

There is also an NHS App which can be used to log in attendees.

It should be noted that those found not to be compliant with these regulations may be subject to financial penalties.

Please note the legal requirement on recording contact details does not extend to Places of Worship, however it is strongly advised that recording is put in place where possible.

Communal Worship

Remembrance Sunday services are traditionally part of communal worship. Places of worship remain open for communal worship services for as many people as can be safely accommodated.

Whilst engaging in an activity in the place of worship or surrounding grounds, all parties should adhere to social distancing guidelines at all times, even within a group of 6. This means people should be 2 metres apart or more than 1 metre apart as well as taking extra steps to stay safe (such as wearing face coverings) to reduce the risk of transmission.

It is important that risks are managed sensibly and in line with wider Places of worship guidance, and that services conform with the COVID Local Alert Level restrictions.