To receive the report of the Senior Corporate Commissioning Manager and the Democratic Services Manager (attached).
Minutes:
Submitted – the
report of the Senior Manager, Democracy and Delivery and the Democratic
Services Manager updating Members on matters relating to information
technology, including the recent changes to the Council’s electronic systems,
further i-pad training and Moderngov.
The Senior Manager
noted that 12 members outside the Cabinet had submitted comments on the changes
to the Council’s electronic systems, which meant that members could only access
their ‘cynghorydd’ e-mails thorough the i-pad. He suggested
that he would contact those members again to establish the nature of their
needs, but if they remained unhappy, that a licence should be provided for
them.
The Senior
Information Technology and Transformation Manager explained the user security
reasons behind the changes to the electronic systems. He also explained that
there would be further consideration given to mobile phone e-mail access, as it
remained unclear how that could be implemented widely without breaching
security rules.
During the discussion,
members referred to some of the difficulties faced as a result of introducing
the new arrangements, including:-
·
Difficulty in responding in writing to a consultation
document
·
No 3G on the i-pad.
·
Was the lifespan of an i-pad
shorter that the lifespan of a computer?
·
The continual development and evolution of the Apple
and Microsoft systems.
·
Difficulty in opening attachments.
·
Unable to use an USB with the i-pad.
·
Eye strain.
In response to a
comment by a member that they had not received prior warning that the change
was going to happen, the Senior Manager, Democracy and Delivery noted that two
messages had been announced via Rhaeadr, the
principle method of communication with members.
Some
dissatisfaction was expressed that members were not allowed to use a second
e-mail account on the Council’s website, but the Senior Manager, Democracy and
Delivery explained that this was being addressed separately, to ensure that the
committee had all the relevant information to hand prior to making a decision.
The managers
responded to some of the difficulties raised, and noted:-
·
There had been extensive investment in training over
the past months in order to extend the use of the i-pads
as far as possible.
·
The new Moderngov App should
eradicate many of the barriers, e.g. documents would be installed directly on
the machine, without needing to be downloaded.
·
The i-pads would certainly
remain until the end of this Council, consideration would need to be given to
what would happen with the new Council in 2017.
·
Although the i-pad could not
do everything, it had excellent functionality.
With regard to a
comment that Cabinet members were treated differently, the Senior Manager,
Democracy and Delivery explained that a business case had been submitted on behalf
of Cabinet members, noting that they required access and the ability to work on
documents etc., due to their specific responsibilities, but that it would also
be possible to respond to cases on behalf of other members.
Some members
expressed their willingness to pay for a licence themselves to gain access to
their e-mails from a computer, but it was explained that this would be contrary
to the guidance of the Independent Remuneration Panel for Wales.
The Democratic
Services Manager provided an update on the pilot scheme to provide further i-pad training with an external expert, and summarised the
observations made by those members who had received the training.
RESOLVED
(a) Members should be provided with access to their e-mails from a
personal computer or laptop (but not from a mobile phone) if required, and a
note would be placed on Rhaeadr with this
information.
(b) To contact the 12 members who had submitted comments on the
changes to the Council’s electronic systems, and respond to any further comments
submitted by members, in order to establish the nature of their needs, and if
they remained unhappy, to provide them with access to their e-mails from a
personal computer or laptop (but not from a mobile phone).
(c) To develop the i-pad training by
·
Offering another formal course for
other members;
·
Developing a team of members who can
offer training and advice to their fellow members;
·
Consider offering ‘pages’ to those
who had seen the app, and who were certain that they would use it;
·
Providing information sheets to
members on how to make best use of the i-pad.
Supporting documents: