As the pandemic hit last year, it became clear that normal council meetings and typical elections were going to have to change before residents could contribute their views in major decision-making processes.
Caroline Nash of Stratford District Council's Democratic Service team explains how it had to quickly adopt remote meetings and run COVID-safe elections to ensure the public could properly engage with democratic processes during the pandemic.
"When the pandemic first took hold in March 2020, all council meetings were put on hold, meaning that a large part of day-to-day work quickly came to a stop for our team.
"Some of the team were moved over to help the council deliver food parcels to vulnerable people during the early stages of the pandemic whilst the rest of the team continued to provide support for councillors and the wider council.
"But from around mid-April onwards, when it became clear that temporary Regulations would be put in place to allow for virtual meetings, we started to look at how we could implement virtual meetings to make decisions and so that the public could still contribute, albeit virtually.
"The main challenges were making sure all councillors had access to reliable technology so they could participate in meetings, and ensuring there was a clear way for the public to contribute in decision-making meetings.
"We made sure all councillors had good laptops and coached them on how to use Microsoft Teams effectively so debate could be as seamless as possible.
"Our public participation scheme was adapted and members of the public were offered a dedicated number to call to make their comments during meetings instead of having to sit through an entire meeting before it was their turn to speak.
"There were teething problems - but it didn't take long for us to ease into the new processes, and after a few weeks the system worked very well.
"Even when restrictions were lifted, virtual meetings were useful because it meant the public didn't have to sit in long meetings before making a contribution, and attendance from councillors also improved.
"Face-to-face meetings resumed on May 7, and we would have liked to have continued with the option for either councillors or the public to attend virtually. Unfortunately, the council is not legally allowed to do this.
"And meetings with the full council had to take place in Stratford Playhouse due to the council chamber being too small to accommodate all 36 councillors and adhere to social distancing rules - although this will change from July 19 when those restrictions hopefully end.
"The resumption of face-to-face meetings was just a day after the elections, and although the district council did not have its own elections, it administered the most complex set of elections this Council has ever seen; the Police and Crime Commissioner election, Warwickshire County Council elections and four Neighbourhood Planning Referendums.
"When it was confirmed the elections were going ahead in May, we had to quickly identify polling stations that were able to accommodate voters in a COVID-safe way, which meant some stations we had always used could not be used this time around.
"Further issues were caused in having to hire COVID marshals for each polling station - 86 in total - and even things like ordering the correct amount of hand sanitiser and how many pencils to order. We had planned for the worst and hoped for the best.
"We also had to prepare for an anticipated rise in postal votes this year from people who did not wish to attend in person.
"And the team then had the huge task of the verification of votes on the Thursday night after the polls had closed, the count for the County Council elections on the Friday, and the Police and Crime Commissioner count on the Monday, all while adhering to COVID safety rules.
"So, it's fair to say Democratic Services have worked through one of the most complex periods for a very long time. But in a way, it has helped us. We have found more efficient ways of working, and have shown that virtual meetings are possible and can prove more accessible for some attendees.
"If government legalisation was to change, it is likely we would aim to bring back some virtual elements so people can make the choice of attending in person or remotely.
"And it's important to say that throughout all of this, the team have been absolutely superb. They have worked so hard to ensure Stratford-on-Avon District's residents have been able to engage with the democratic process in an incredibly challenging time.
"It is of paramount importance that people can have their say on major decisions and in elections, and I'm proud to say we were able to allow the public to continue to do so in one of the toughest periods for our team."
