To seek the committee’s views on the communication strategy with associated communication protocol for the period 2016-2019 and consider whether to make any recommendations to inform cabinet’s consideration of the strategy.

The committee was asked to consider the communication strategy with associated communication protocols for the period 2016-2019 and whether to make any recommendations to inform cabinet’s consideration of the strategy.

The cabinet member – economy and corporate services introduced the report.  He commented on the importance of ensuring that the council’s priorities and values were clearly communicated and understood.  He observed that if the council was to move all offline transactions onto a website platform it could save up to £7m per year in transaction costs.

The Communications Manager gave a presentation, a copy of which had been circulated with the agenda papers.  In discussion the following principal points were made:

·        The Communications Manager acknowledged that not all residents had internet access and would wish to use that method of communication.  She also confirmed that the accessibility of the website would be tested to ensure that it complied with relevant standards.  Focus groups and user testing would be taking place.

·        The use of a chat facility was to be encouraged taking into account how an operator’s time can most effectively be used.  The Communications Manager commented that there were plans for a chat facility to be introduced after the initial phase of website development.

·        Clarification should be provided as to how it is intended to implement the “spend within our means” approach outlined in section 3 of the strategy at appendix 1 to the report at p41 of the agenda papers:  “making tough but necessary choices which will include ceasing to provide some services and working with communities to help them run services important to them”;

·        The opportunity for the community to interact on-line quickly and easily should be fully explored;

·        It was requested that clarification be provided on what was meant when the documentation referred to “the Council” as the term was currently sometimes applied to Members as a whole sometimes to officers and at other times to the administration or the executive.  It was important that it was clear on whose behalf communications were being issued.

·        Some dissatisfaction was expressed about the working protocols for elected members.  It was suggested that these were unduly restrictive and implied the exercise of a centralised control over all communications.  The assistant director communities replied that the various representational roles of members were recognised and the protocol was not intended to inhibit members in fulfilling those roles.  Members proposed that the communication protocols should be subject to further consideration and a further report on them made to the Committee;

·        The wording of paragraph 5.13 of appendix 2 to the report relating to the access of the press to premises be reviewed and clarified.

RESOLVED: 

That      (a)     the communication protocols be subject to further clarification and consideration and a further report on them made to the Committee; and

              (b)     that, subject to a above, the following recommendations be made to inform cabinet’s consideration of the strategy communication strategy with associated communication protocols for the period 2016-2019:

·        the use of a chat facility on the website should be pursued taking into account how an operator’s time can most effectively be used;

·        the opportunity for the community to interact on-line quickly and easily should be fully explored;

·        clarification be provided as to how it is intended to implement the “spend within our means” approach outlined in section 3 of the strategy at appendix 1 to the report at p41 of the agenda papers:  “making tough but necessary choices which will include ceasing to provide some services and working with communities to help them run services important to them”;

·        the wording of paragraph 5.13 of appendix 2 to the report relating to the access of the press to premises be reviewed and clarified.