Agenda and draft minutes

There were no declarations of interest stated.

To consider the minutes of the previous meeting of this Panel held on 9 February, 2015.

Resolved:               That the minutes of the meeting held on 9 February, 2015 be agreed as a correct record.

To receive a verbal update from the Council’s  ICT Operations and Development Manager.

Prior to the update by the Council’s ICT Operations and Development Manager, the Chair wished to comment on issues that required attention:

(i)             Some Members were still not using the email facility.  These Members needed to be trained in order to access them either on a tablet or a computer.

(ii)            Group Leaders should be made aware of their Members who are not using email.

(iii)           The confidential items and authentication issues need to be resolved in relation to use on the tablets.

(iv)          Work needed to be commenced on the new document structure.

(v)           It needs to be agreed how to deal with documents from outside bodies.

(vi)          Training needs to be given on the advantages, for example cross referencing  in Planning.

(vii)         Proof was required that issues such as being locked out of Modern.Gov are resolved.

The Chair also commented on the recent problem with modern.gov where agendas couldn’t be printed.  The Courier service was scheduled to cease in May but it was felt that this should be put back until the end of June to ensure that the problem with agendas did not happen again.  In addition, the Chair suggested that this Panel convene as soon as possible in the new Municipal Year.

Members felt that with enough warning that the Courier service was ending it could still happen in May.   Anyone who didn’t have their post electronically would be required to collect their mail at least one a week.

The ICT Operations and Development Manager stated that it couldn’t be guaranteed that the system wouldn’t fail again but Modern.Gov would be coming in May to do an upgrade.

Members received a verbal update and presentation on the current situation and next steps regarding tablets and the current provisions offered to Members.

From May, 2015, all newly elected Members would be issued with a tablet and would receive everything electronically.  Returning Members and existing Members would be given the option of using a tablet. From May, 2016 to May 2019, all Members who are elected will be issued with a tablet and receive everything electronically.

Resolved:              (i)       That the report be received.

(ii)       That the Member Development Panel convene in May.

presentation

Members considered a report on the New Member’s Induction programme for 2015.

Members were happy with the content but it was agreed that the day should be split into two half days.

Resolved:               That, subject to the Induction Day being split into two half days, the programme be agreed.

Consideration was given to the Work Plan for the Panel.  The Chair stated that he had done some research on websites and that Newcastle’s could be more pictoral.  He suggested that Maidstone’s website be viewed.  In addition, there should be more on our site regarding tourism.

It was also agreed that the Head of Communications be invited along to discuss the Council’s website.

The Members’ Website would shortly be completed and would allow the Member Training and Development Officer to keep the site fully updated.

Resolved:              (i)       That the information be received.

                               (ii)       That the Work Plan be updated.

                               (iii)      That the Head of Communications be invited to a

future meeting to discuss the Council’s Web Page.

Members expressed their thanks to the Chair for his work in steering the authority to becoming a ‘paperless’ authority and for his hard work whilst chairing the Panel.

The Chair responded and thanked the Members of the Panel for their hard work during the past year.

Resolved:               That the comments be noted.