Date	Subject/Action	Actioned by	Status
30 July ‘20	Item 5:  Local Outbreak Plan Kellie Williams: To update the Plan for the August 2020 publication to include the responsibilities for businesses and residents.	Kellie Williams	Complete No further action 24 Aug 2020 Yasmin Bhandal liaising with Maureen Mandirahwe to include the changes required for sign off by Cynthia Folarin 18 September 20 Responsibilities for businesses outlined in action cards and business letters as a more direct route. Comms plan has focus on resident responsibility. These are better vehicles to share the responsibilities. 24 Sept 2020 Local Outbreak Engagement Plan is being updated with final published version available by the end of September 2020
30 July ‘20	Item 6:  Terms of Reference Kirstine Berry:  Update Terms of Reference · Update Board Core Membership table o Remove Superintendent Felicity Parker and add Chief Inspector Andrew Cranidge as the Thames Valley Police representative. o Confirm Fiona Slevin-Brown as the East Berkshire CCG representative o Confirm Philip Cook as the Involve representative Under Membership, · Update the text to read: “3. In the event of a localised ward incident, attendance at the Board can be extended to include: · The relevant ward councillors who will be the public face of engagement and communication with their local communities. · Any identified local experts or community based persons with local knowledge. Under Ways of Working, Normal Operation of the Board · Update point 3 to read: “3.  Papers will be published 2 days in advance of any public meeting on Bracknell Forest Council’s website.  Questions can be submitted from the public 2 days in advance of the meeting and an answer will be provided, in writing if appropriate.” Under Ways of Working, In the event of an outbreak Point 4 · Include the CCG representative. Under Ways of Working, In the event of an outbreak Update the text to read: “4.  The chairman, BFC officers, the Clinical Commissioning Group (CCG) representative, and the Executive Member for Children and Young People or Executive Member for Adult Services, Health and Housing (depending on the outbreak setting) will meet as a strategic response group daily, 7 days a week if required, to ensure full and effective liaison with the local Gold command.  The full board will meet weekly in public. 5.  Papers will be published 2 days in advance of any public meeting on Bracknell Forest Council’s website, with updates published when available.  Questions can be submitted from the public up to 1 hour in advance of the meeting and an answer will be provided, in writing if appropriate.”  Appendix 1, Sample Agenda for Outbreak Engagement Board · Update with the approved draft agenda adding to include a review of the Action Log by exception at each meeting.	Kirstine Berry 03 August 2020	Complete No further action
30 July ‘20	Item 6:  Terms of Reference Alayna Razzell:  To consider how to publicise the Board and communicate how members of the public can engage.	Alayna Razell	Complete No further action 27 Aug 2020 How members of the public can submit questions and engage with the Board is being considered as part of the engagement workshop.  Once that has been decided the process will be publicised. 24 September 2020 Publicity about the Local Outbreak Engagement Board will be sent to residents at the beginning of October 2020 in the form of a hard copy print magazine. 18 November 2020 Advertised on social media and in Town &Country Extra. Information in Town &Country hard copy (to be delivered from Dec 3)
30 July ‘20	Item 7: National and Local Covid-19 Status Kirstine Berry: To update the table Headline figures for this week (27 July 2020) to reflect a data change to read: Total Number of Deaths (1 March to 17 July) 70 To publish the change as a supplementary agenda item to the website.	Kirstine Berry 31 July 2020	Complete No further action
30 July ‘20	Item 7: National and Local Covid-19 Status Cynthia Folarin: To describe, closely associated with the tables in future reports that ‘blank’ entries represent supressed data where numbers are small.	Cynthia Folarin	Ongoing No further action
30 July ‘20	Item 8:  Communications Update at a National and Local Level Alayna Razzell and Tessa Lindfield to develop a number of statements that can be utilised quickly without the need for lengthy approvals in the event of an outbreak.	Alayna Razzell	Complete 25 Aug 2020 Top line holding statements drafted and will be shared with other Berkshire Local Authorities once approved. 24 September 2020 Statements are drafted and are with Tessa and colleagues for approval and sign off. 22 October 2020 Statements have been prepared but the situation has moved on. This specific action is now closed
30 July ‘20	Item 8:  Communications Update at a National and Local Level Alayna Razzell to develop a communications plan to reach non English speaking residents.	Alayna Razzell	Complete No further action 25 Aug 2020 Communications officer allocated to this project, working with the council’s engagement team. Work carried out since last LOEB – social media posts advising on alternative formats; digital news pieces on alternative formats/ translated guidance; working on getting faith leaders and community organisations being filmed to reach specific groups with safeguarding advice; using illustrations in comms rather than words. 24 September 2020 Engagement work to identify and target certain communities where infection rates are high and testing rates are low has been done and a targeted action plan developed. 18 November We have created this webpage on translated resources which signpost to all those that are available via PHE: https://www.bracknell-forest.gov.uk/health-and-social-care/coronavirus-information-and-support/coronavirus-translated-guidance Nepalise translations currently available have been added to the translated resources page on our coronavirus support section of the website. The webpage/ resources have been promoted on social media, Town & Country Extra, public health e-newsletter and will also go in the printed edition of T&C (Dec).  The link has also been shared with partners, including Involve, The Ark and the education team.  Our engagement team has shared it with Sandhurst Town Council and the Nepalese Societies and check what else they feel would be helpful too.
30 July ‘20	Item 8:  Communications Update at a National and Local Level All board members to notify the Board of any ‘false or fake news’ so that it can addressed and countered with accurate information.		01 March 2022 Ongoing There were no reports from Board members of any specific false or fake news stories since the last meeting.
27 August 20	Item 5:  National and Local Covid-19 Status Dr Jonas Thompson-McCormick To provide the Board with data that shows the number of tests for Covid-19 carried out within Bracknell Forest. (Private)	Dr Jonas Thompson-McCormick	Complete No further action
27 August 20	Item 6:  Communications and Engagement Update at a National and Local Level All Board members to discuss the possibility of producing a printed communications piece to bridge the gap between the production dates of Town & Country magazine between July and November.	Board members	Complete No further action
10 September 20	Arising from the meeting, Kellie Williams and Abby Thomas to revisit and redraft the Terms of reference to make them more agile and responsive in the event of an outbreak.	Kellie Williams and Abby Thomas	Complete No further action
22 October 2020	Item 9 Communications and Engagement Update at a National and Local Level All Board members to provide Alayna Razzell and the communications team with contact details of anyone who would be willing to share their Covid-19 story as a case study about how Covid-19 has affected them.		01 September 2021 Complete The communications and marketing team used a small number of case studies to help with health protection and vaccination messages during the first 18 months of the pandemic. The shared public health team and/or NHS colleagues will provide further/ relevant case studies as we go in to the first autumn/ winter period without restrictions in place and the BFC team will share anything else relevant that partners have produced.
01 December 2020	Item 4 New National Restrictions Kellie Williams to enquire with the Public Health shared team if the data on slide 10 that shows the number of deaths in Bracknell that relate to Covid-19 could be replicated for Slough as a comparison; in addition to any data that is publicly searchable on the Public Health Dashboard. Public Health Berkshire | COVID-19 Dashboard (berkshirepublichealth.co.uk)	Kellie Williams	12 January 2021 Complete No further action The information requested is not comparable.
15 December 2020	Item 5 Communications and Engagement Update at a National and Local Level Alayna Razzell to increase the strength of messaging and adopt a more directive tone in local communications materials to highlight the importance and legal requirement for the public to comply with self-isolation rules.  In addition to investigate if local social media opinion leaders could become involved to amplify the messages.	Alayna Razzell	8 Jan 21 Complete No further action. Messages have been strengthened to use instructional language e.g. ‘You must stay at home.’ ‘It is a legal requirement to self-isolate not a request.’ Contact made with We Love Bracknell (WLB) at the time of the Tier 4 announcement – WLB admins happy to help where they can. BFC posts regularly shared to WLB/ WLW/ WL Binfield/ Crowthorne Chaos/ WLBF/ WLCV community groups.
23 December 2020	Item 4 National and Local Covid-19 Status Charlotte Pavitt to seek clarification on the South African variant as mentioned in today’s press briefing, and the impact in Bracknell Forest.		03 September 21 Complete No further action Public Health England have established processes in place to regularly monitor all available data tracking Covid-19 variants and monitor and respond as necessary.
23 February 2021	Item 6 Public Participation Following the LOEB meeting of 2 February 2021 supplementary questions were received from members of the public relating to the vaccinations programme. The supplementary questions were: “How many (in numbers) vaccinations to date have been given in Bracknell Forest out of a total of the groups 1-9 that they have to vaccinate in the Borough? The weekly Dept of Health reports were mentioned but it was not evident how to drill down to Borough or CCG level. Can it be advised where or how that information can and will be provided to the public?” Fiona Slevin-Brown to provide a response to these questions for publication.	Sarah Bellars and Fiona Slevin-Brown	24 February 2021 Complete No further action The public information is at a system level and can be found via this link https://www.england.nhs.uk/statistics/statistical-work-areas/covid-19-vaccinations/
16 March 2021	Item 7 Public Participation A question was received from a member of the public who asked to be referred to as Service User M.  Following the meeting the full question submitted was published as supplementary papers to the agenda. Abby Thomas to provide a full response to the question.	Question withdrawn by Service User M	17 March 2021 Closed No further action Following the meeting, the question was withdrawn and no further action was required.
06 April 2021	Item 5 Roadmap out of lockdown and the local response in Bracknell Forest. Charlotte Pavitt to update the Bracknell Forest Rapid Testing website content to include disposal instructions for Community Collect Lateral Flow Tests (LFTs).	Charlotte Pavitt	19 April 2021 Complete No further action The public website has been updated with the required instructions. Rapid testing for COVID-19 | Bracknell Forest Council (bracknell-forest.gov.uk)
30 November 2021	Kellie Williams to investigate with health colleagues who were not on the call at today’s Board meeting as to why the vaccination centre at Waitrose Sports Centre in Bracknell does not routinely show on the NHS digital vaccination booking system as an option to enable people to book digitally, but that walk-in vaccinations are available. Kellie Williams to then provide feedback to the Board.	Kellie Williams	21 December 2021 Complete. No further action Kellie Williams advised that slots at the Waitrose Sports Centre are ringfenced for local residents and as such all bookings for the vaccination site are arranged via GPs. Therefore, they don’t appear on the National Booking System (NBS).
04 January 2022	Item 4.  National and Local Covid-19 Status Shamarke Esse to look at slide 10 in the Covid-19 Vaccinations in Berkshire in the Berkshire Weekly Covid-19 Briefing 4 January 2022 presentation, with specific focus on the chart that covers ‘Estimated population coverage for dose 3/booster by LA and age group’, and the Under 50 data column, to see if that category of data can be further broken down in order to assess if there is any intelligence to inform where communications could be refocussed and strengthened to improve vaccination uptake rates.	Shamarke Esse	01 Feb 22. Complete. No further action Shamarke presented the broken down data during the Covid 19 Briefing on slide 12.
04 Jan 2022	Item 5. Communications and Engagement Update at a National and Local Level It was described how there are unconnected sources of information and gaps of information that relate to vaccination availability and testing options in the Borough. It was stated that it would be useful to have an accurate, up to date, real time, single point of truth source for all of the information relating to testing and vaccinations. Cllr Marc Brunel-Walker to provide evidence of what the issue looks like and the main sources of information being shared/used to Alayna Razzell which Alayna Razzell can then use to liaise with Clinical Commissioning Group colleagues to identify if integrated comms can be created as single information source.	Alayna Razzell	01 March 2022 Complete No further action A real time tracker for COVID testing and vaccination centre queues was investigated to see if anything was available centrally or locally at the time the query was raised, but no such system existed.   The stocking situation was so fluid that a real time tracker would not have been reliable enough and would have caused frustration.  A decision was taken to promote the various ways people could get tests, including home delivery, and current status reporting and updates provided when our community collect sites had run out, so people didn’t have a wasted journey. In terms of vaccinations, whilst we had promoted the walk-in vaccination option, we also promoted how to book a vaccination so people could turn up at a specific allotted time.
04 Jan 2022	Item 6. Public Participation A question for the Board was received from a member of the public.  During the meeting both the question and written response were read out. Following the meeting the question and response texts were published as supplementary papers to the agenda. The member of the public was thanked for submitting the question.	Kirstine Berry	05 January 2022 Complete No further action
01 March 2022	Item 7.  To review, by exception, the ongoing Action Log for the Local Outbreak Engagement Board, approve an updated Terms of Reference (V6) and a revised meeting schedule (V6) It was agreed at the meeting, in response to the changing landscape of Government guidance; to retain the next meeting date for LOEB of 05 April 2022 and defer the approval of the updated Terms of Reference and revised meeting schedule to that meeting. Kirstine Berry to defer these items to the next LOEB agenda.