| Item | Description | Resolution |
|---|---|---|
| PART 1 - PUBLIC | ||
| OS 13/020 |
Declarations of interest. |
There were no declarations of interest made in accordance with the Code of Conduct. |
| OS 13/021 |
Minutes |
RESOLVED: That the Minutes of the meeting of the Overview and Scrutiny Committee held on 11 June 2013 be approved as a correct record and signed by the Chairman. |
| MATTERS FOR RECOMMENDATION TO THE CABINET | ||
| OS 13/022 |
Media and Communications - Here & Now |
The report of the Chief Executive presented the conclusions of the review carried out by the scrutiny review group into the benefits of Here & Now against alternative communication methods and the current associated costs of producing a quarterly newspaper. Reference was made to the impact of producing Here & Now on the resources within the Media and Communications Team, technological advances since Here & Now had been in publication, changes in relation to the Council's interaction with local media organisations together with an appraisal of alternative methods of communication. Consideration was given to the recommendations of the review group and an equality impact assessment of the proposed change in approach from printed copies of Here & Now. Members stressed the importance of ensuring that all groups throughout the Borough received Council information in a format appropriate to their needs. Some suggestions were made regarding future ways of communicating with residents, for example in liaison with parish councils. Members were invited to advise the officers of further ideas for information dissemination. In the meantime thanks were recorded to the staff involved in the production of Here & Now for all their hard work over the years. RECOMMENDED: That the following recommendations be approved: (1) due to the high costs of production and distribution of Here & Now, the limitations of the long lead in time and the diversion of the staff resources in the Media team, and the need for the Council to identify cost savings to meet the targets set out in the Medium Term Financial Strategy, Here & Now be discontinued from April 2014; (2) an exit strategy for Here & Now be prepared and reported to the appropriate Advisory Board setting out proposals for dealing with future Council publicity, press and media relations based on the following strands: (a) the need to free up the Council's media resources to establish closer and proactive relationships with local media and to enable them to provide increased support to Members and service managers across the Council on all media issues; (b) to explore opportunities to direct resources towards the use of new technology including online/social media and to undertake more targeted marketing to residents and others to get the right messages out to residents in the most appropriate format; (c) appropriate training on the use of online/social media be organised for Members and staff; (3) the equalities impact assessment of the change in approach, set out at Annex 1 to the report, be noted; and (4) consideration be given to additional engagement with local media, for example, by organising a future visit to the Kent Messenger radio studio to learn more about the technology used and any opportunities for the Council to further enhance its ability to communicate with residents. *Referred to Cabinet |
| OS 13/023 |
Council Agendas, Printing and the Increased Use of I.T. |
The report of the Chief Executive presented the findings of the scrutiny review group which had assessed the potential cost savings and benefits that could be achieved if Members and senior managers were issued with tablet devices and the printing of committee agendas and reports within the Reprographics team ceased. It was noted that the replacement of the current committee management system, E-Genda, with Modern.Gov would facilitate this process. Members raised a number of questions regarding potential legal constraints on the complete replacement of printed copies of summonses to meetings and agenda papers which would be investigated by the officers. It was also requested that the ease of use of the Wifi in the committee suite be improved to facilitate the use of tablets. RECOMMENDED: That (1) in the light of the potential financial savings to be made, as set out in the report, and subject to the resolution of any legal issues, the change from printed Council papers be supported in principle subject to the following: (a) on an exceptional basis only, printed agendas continue to be supplied to those Members who require them; (b) more significant documents that sometimes accompany agenda papers (for example annual statements of accounts, local plan publications) continue to be made available in hard copy; (c) a time limited transitional period be established during which printed agendas continue to be made available to allow Members to become familiar with the use of new technology; (d) the training for Members on the use of the new technology be made available via practical sessions involving small groups; (e) Management Team explore any additional savings to be made via the available new technology; (2) the Management Team establish an officer review group to assess the potential impact of such a change on the remit and role of the Reprographics Section, including the possibility that the section could undertake further commercial printing work, printing for local community groups and/or shared services with other councils in order to generate additional income. This would need to include a review of printing charges for external work; and (3) a Capital Plan evaluation be undertaken regarding the purchase of tablets as a fast track item and the results of this evaluation be reported to the Cabinet alongside these recommendations. *Referred to Cabinet |
| DECISIONS TO BE TAKEN BY THE COMMITTEE | ||
| OS 13/024 |
Future Scrutiny Review Work Programme |
Further to Minute OS 13/018, the report of the Chief Executive set out a new review programme for future topics. It was suggested that the next two issues to be addressed by informal review groups drawn from the membership of the Overview and Scrutiny Committee should deal with policies for concessionary fees and charges and housing investment. RESOLVED: That (1) the approach adopted to future scrutiny reviews as set out in the report be endorsed; and (2) informal review groups be established to investigate Concessionary Fees and Charges and Housing Investment. |
| MATTERS FOR CONSIDERATION IN PRIVATE | ||
| OS 13/025 |
Exclusion of Press and Public |
There were no items considered in private. |