Agenda item

To receive the Final Report of the Task Group. (To follow)

On 20 November 2018 the Committee established the Communications with Councillors Task Group in order to review the experience of elected Members with internal communications across the council and make recommendations to ensure that communications received take into account expectations of Members and assist them in undertaking their roles as effectively as possible.

The Task Group met with the Cabinet Member, officers as detailed in the report, reviewed relevant documentation and surveyed all Members for their views on how they accessed information, what communications they received and issues relating that information and communication.

A statement was received from Councillor Trevor Carbin, Chairman of the Communication with Councillors Task Group, presenting the Final Report of the Task Group. In particular he noted available training sessions for Members on making best use of existing digital solutions to improve their own communications skills and how they receive communications.

The Committee discussed the Final Report, noting its suggestions for information and procedural updates for various methods of or policies for communication. These were accepted as useful recommendations for improving usage of current systems and methodologies, although some members considered that the council needed to be more proactive in exploring and taking advantage of newer, more integrated digital solutions such as Microsoft Sharepoint and Teams, which allowed for enhanced access to and notification of relevant information and events for Members.

It was noted that although not all Members were as experienced utilising digital solutions for communication as others, with the ongoing Covid-19 situation there was a need for Members to personally improve their skills for the many pre-meeting, briefing and other meetings they attended with the council and with other groups and individuals.

The Committee therefore endorsed the report but wished to additionally focus on the need for adoption of new ways of working and exploration of updated methods of receiving and access communications in the future.

At the conclusion of discussion, it was,

Resolved:

1)    That the Cabinet Member for Communications, Communities, Leisure and Libraries considers implementing the following recommendations:

a)    Updating the Council’s Media Protocol 2015 via:

-        Including an up-to-date and accurate internal structure chart

-        Detailing how an individual councillor can seek assistance for media/press enquiries.

b)    For emails circulated to all Wiltshire Councillors (e.g. delegated decision notices) to have the relevant division title listed first in the email’s subject line.

c)    For the Council’s Directory to be updated by individual officers and managers to ensure accuracy.

d)    For the planning notification circulated to a Parish Clerk to also be sent to the relevant division member(s) (where appropriate).

e)    To encourage all members to attend the Council’s Digital Hints and Tips sessions, to learn how to make the most of the technology available to them.

f)      The Executive response, or an additional report, to include details about the current plans and opportunities being considered for enhancing councillor’s and officers’ digital communications.

2)    Information and guidance on managing and joining remote meetings to be circulated to all councillors as a matter of urgency.