Agenda item

RESOLVED that (1) the recommendations of the review as outlined at paragraphs 2.1.6 and 2.2.2 of the report be endorsed,

(2) monitoring by Scrutiny Committee takes place over a twelve month period via the PERFORM system with an update report to Scrutiny Committee at the end of the monitoring period.

Executive considered a detailed report presented by Councillor Rita Turner, Vice Chair of Customer Services Scrutiny Committee, in relation to the Committee’s Review of Members ICT & Support and ICT Service Delivery.

The initial aim of the review was to ascertain the impact of the pandemic on ICT Service delivery and review the effectiveness of Member ICT equipment and support provision.  However, the review was re-started in 2022/23 with the aim refocused on Member ICT equipment and support.

The following issues were identified for investigation:

·         Remote support for Member iPads

·         Member ICT Equipment

·         Member ICT Support

·         Creation of a Member ICT Working Group

·         Chamber/Meeting Room ICT equipment

Following discussion at Scrutiny Committee on 20^th March 2023, of the evidence gathered via officer reports and site visits completed, Members agreed the following recommendations that:

·         the necessary works are completed in the Chamber to upgrade the power supply.  This would future proof the space enabling all those in attendance to access power and accommodate the move to use of electronic devices for committee papers.  This would also likely be required should alternative speaker/chamber systems be purchased.  As per a quote supplied at Appendix 1.

·         consideration be given to providing additional access to ERIC (Intranet) either via an extranet link or additional on-site PC/Laptop provision for Members.

·         the roll-out of Microsoft Teams access for Members be delivered as a priority action post-election, to ensure that new Members had improved connectivity to officers.

·         additional boosters be installed within the Arc to secure a more efficient WIFI service, particularly in proximity to the ground floor Member areas and meeting rooms.

·         a Member ICT Working Group be created and added to the Meeting Schedule for 2023/24.  (This has been added to the Schedule approved at Council in March 2023.)

·         a review of the Chamber and Meeting room ICT equipment takes place post-election, based on the evidence gathered, in conjunction with the Member ICT Working Group, Assistant Director for ICT Services and the Governance & Civic Manager.  This should incorporate as a minimum a replacement microphone system and an improved projector system within the Council Chamber.

·         a review of Members ICT Equipment provision takes place post-election in conjunction with the new Member ICT Working Group.

·         where a decision be made to remain with iPads as the preferred Member device, that the option be made available for either the 10.9” or 12.9” screens to accommodate those requiring a larger screen size.  Furthermore that a case and charger be provided as standard with the option of a keyboard if required.

·         an ICT Support drop-in session be made available at all Council meetings.  (This was initially trialled at Council in February and March 2023.)

·         consideration be given to a revised approach to Member ICT Training, both face-to-face and online, to ensure Members remain able to use their ICT equipment effectively.

Moved by Councillor Duncan McGregor and seconded by Councillor Sandra Peake

RESOLVED that (1) the recommendations of the review outlined at 2.1.6 and 2.2.2. be endorsed,

            (2) monitoring by Scrutiny Committee takes place over a twelve month period via the PERFORM system with an update report to Committee at the end of the monitoring period.

(Scrutiny and Elections Officer)

Reasons for Recommendation

The Scrutiny Committee have put together 13 recommendations, as outlined at paragraph 2.1.6 and 2.2.2 of the report, which will hopefully assist the Council in improving equipment provision and support to Members and the operation of meeting spaces within a modern post-Covid environment.

The Alternative Options and Reasons for Rejection

Executive could choose not to endorse the recommendations of the review, where they feel the course of action recommended is beyond the delivery capacity of the Authority.