An Extraordinary Meeting Of The Reading Room Committee – 6th July 2020 10:30am


  1. An extraordinary meeting of the Reading Room Committee is called for Monday 6th July 2020 at 1030 am to be held in the Reading Room. Attendance will be limited to a maximum of 12 people to allow for self-distancing.
  1. Agenda. The agenda is:
  • Discussion of the implications of the re-opening of the Reading Room and Children’s Play Area in view of the threat posed by the coronavirus.
  • Endorsement of the Draft Risk Assessment.
  • To produce a list of measures to be introduced to minimise the risk for users of the Reading Room and the Children‘s Play Area.
  • Any other business.
  1. Draft Risk Assessment. A Draft Risk Assessment and Guidelines document is attached.

Hilly Dobson – 1st July 2020

Parish Councillor &
Response Coordinator
Mobile: 07942864354


  1. Draft Risk Assessment and Guidelines.



  1. Introduction.
  • With effect of the 4th July 2020 the Government has allowed the reopening of village halls and playgrounds. As a community we not only have to follow the Government’s regulations and guidelines, but we also have a duty of care to those who will have access to both our Reading Room and to the Children’s Play Area.
  • This document provides a basis for discussion and amendment by the Reading Room Committee and may be offered for comment by the wider community.
  1. Risk. The risk factor being considered here is that posed by the coronavirus which as far as is known is principally spread by:
  • Touch and close contact due to respiratory droplets.
  • Contaminated surfaces.
  1. People at Risk. The people who may be placed at risk by the reopening of these amenities are:
  • The users.
  • The cleaners.
  1. Measures that may Mitigate the Risk.
  • Personal distancing – currently 1 metre.
  • Washing of hands.
  • Use of sanitiser.
  • Wearing of disposable gloves.
  • Wearing of face coverings.
  • Disinfection of surfaces.
  • Floor markings.
  • Information and direction boards.
  1. Recommendations for Discussion.
  • Reading Room.
  1. Keeping the whole venue closed except for specific village events where special measures would be put in place.
  2. Limit the number of people that may assemble at any one time. Exceptions may be for private events where attendees are members of the same household and members of so called ‘bubbles’.
  3. Limit the frequency at which the venue may be used eg once per week.
  • Closing of certain areas including:
  1. The kitchen.
  2. The book shelves.
  3. A toilet cubicle.
  • Limit the use of tables and chairs to those requested for a specific event.
  • Signs for:
  1. Entrance and exit – front and back doors.
  2. Use and the provision of sanitiser.
  3. Toilets – one person only.
  4. Reminders eg self-distancing.
  5. Floor markings/arrows when necessary.
  6. Closed areas.
  • Maintenance of a list of attendees for contact tracing.
  • Cleaning. After each usage it must be considered that the Reading Room is potentially contaminated. It will therefore need to be cleaned before/after each use. To this end the following are required:
  1. Names of volunteers to assist with the cleaning.
  2. A check list of what is to be cleaned with signature to confirm cleaning has been carried out.
  3. Advice on PPE.
  4. Advice on when the venue should be cleaned after an event.
  5. Instructions for the users/hirers to record what has been used and to leave items used out for cleaning and not put away.
  6. Provision of anti-bacterial cleaning agents.
  • Children’s Play Area.
  1. The children’s play area includes:
  • Swings.
  • Slide.
  • Benches X 2.
  • Waste bin.
  1. The area has already been cleaned, disinfected and a sign has been put up advising users to wash their hands. Points to be considered are:
  • Should the area be cleaned/disinfected on a regular basis?
  • Should the table-benches be included within this facility?
  • Cleaning/Disinfecting. If regular cleaning/disinfecting is recommended then measures similar to cleaning the Reading Room will be required.
  1. Conclusion.
  • The Government’s easing of lockdown does not mean that the coronavirus has gone away or become any less dangerous. It is therefore vital that decisions made are carefully considered to get the measures that will be introduced as correct as is possible to keep our community safe.
  • It is recommended that whatever decisions are made that the measures decided upon should be reviewed on a regular basis.

Hilly Dobson 1st July 2020

Parish Councillor &

Response Coordinator

Mobile: 07942864354

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