Agenda item

Members considered a report that sought Members approval to amend the current Members ICT Guidance and Internet Usage Policy.

Officers advised that the policy had been revised following the introduction of the voluntary paperless programme which allowed Members to take up the option of accessing their Council papers electronically, via a mobile tablet device, if they agreed to stop receiving hard copies of the relevant meeting documentation. Members discussed whether a protocol was required for Social Media and it was agreed that while a protocol was not necessary further guidance would be of assistance to returning and newly elected Members. Following the 2017 Local Government Elections.

Members stated that it was a requirement that all Council meeting places should allow access to WiFi so thatmobile devices  can be used on WiFi rather than mobile data which could incur increased costs. Officers stated that work was ongoing within Margam Crematorium and it should be available shortly. Further progress was noted in relation to Margam Park and that CADW had allowed for facilities to be attached to the flagpole as opposed to the castle walls, it was further noted that this would allow WiFi at the Orangery which would also improve facilities for business conferences at the venue.

It was agreed that there should be two strands of iPad training one on general iPad usage including Good Software and Modern. Gov training, with another for Chairs of Committees and how mobile tablet devices should best be used when Chairing formal meetings.

Officers suggested that due to the limited use of the photocopying facilities within the Members room in Port Talbot Civic Centre that the current equipment be removed at the end of the current contract.  . Members commented that there are occasions when use of a self-service photocopier has proven beneficial particularly if they are attending late meetings when they may require copies of documents out of normal working hours.

Resolved:

·         Develop Social Media Guidelines for Elected Members ;

·         Provide specific training for the use of mobile tablet devices and software  in relation to general usage  as well as assisting in Chairing formal meetings.

·         Photocopier/Scanner to be retained within Port Talbot Civic Centre Members Room for use of Elected Members.