Issue - meetings

To consider a report from the Overview and Scrutiny Panel (Economic Well-Being) outlining their deliberations on the call-in relating to Members IT.

The Cabinet noted the views expressed by the Overview and Scrutiny Panel (Economic Well-Being).

Further to Minute No. 13/84 and with the assistance of a report by the Overview and Scrutiny Panel (Economic Well-Being) (a copy of which is appended in the Minute Book) the Cabinet considered the deliberations of the Panel following its “call in” of the decision made by the Cabinet on the Future of Members IT at its meeting on the 10th April 2014.

Members were advised that the Panel had recognised the need to remove Members’ connectivity to the Council’s network for security purposes and had noted that the Authority had secured two domain names which could be used for Members’ email addresses to create a consistent and professional approach.

With regard to the Cabinet’s decision to withdraw printed agendas and reports for Members meetings, where possible, the Panel had expressed concern with regard to the increased costs which Members might incur when printing documents at home and sought clarification that printed agendas and reports would be provided on request. In response, the Deputy Executive Leader stressed that the arrangements were flexible and those wishing to have a printed agenda would be able to.

On the issue of newly elected or re-elected Members being required to participate in the new scheme, the Panel had felt that the decision should refer to the offer of financial assistance to enable the purchase an iPad. In the discussion that ensued, Executive Councillors reiterated that the minimum requirement for members to participate in the arrangements was the ownership of a desk based PC. Furthermore, the Cabinet felt the recommendations of the Panel were too prescriptive and did not offer the flexibility of the approved scheme.

Having referred to the need to gain Public Services Network compliance, to respond to the support expiry deadline for Windows XP and to improve on Members’ existing IT experience and given the significant savings related to the scheme, the Cabinet

RESOLVED

(a)  that the views expressed by the Overview and Scrutiny Panel (Economic Well-Being) be noted; and

(b)  that the resolution at Minute No 13/84 of the Cabinet meeting held on 21st May 2014 be reaffirmed.

To consider the decision made by the Cabinet on 10^th April 2014 on The Future of Members’ IT, which has been called-in by the Panel, as described in the report by the Head of Legal and Democratic Services.

(Councillor B S Chapman, Executive Councillor for Customer Services, was in attendance for this item).

(Councillors Mrs B E Boddington, J P Morris and R J West were also in attendance for the discussion on this item).

Following the publication of the Cabinet’s Decision regarding the future of Members IT on 11th April 2014, the Panel gave this matter further consideration. The reasons for the Call-In together with the options which were available to the Panel and a summary of their previous discussions on the matter were set out in a report by the Head of Legal and Democratic Services (a copy of which is appended in the Minute Book).

By way of introduction, the Executive Councillor reminded the Panel of the background to the proposals. He referred to the need to gain Public Services Network compliance, to respond to the support expiry deadline for Windows XP and to improve on Members’ existing IT experience. Councillor Chapman then updated Members on the latest developments and the reasons for them. Members were advised that the estimated saving from not providing all Members with laptop/desktop PCs and associated equipment had been re-evaluated at £42k and that there would be additional savings relating to the withdrawal of printed agenda and reports, printers, broadband and consumables. Furthermore, the need to pay for future upgrades/development would be removed.

Having recognised the need to cease their connectivity to the Council’s network for security reasons, Members were informed that the Authority had secured two domain names which could be used for their email addresses to create a consistent and professional approach. The Panel discussed the systems used by neighbouring authorities and the ways in which these operated. The Council would assist Members to set up the most useable system of accessing their emails, tailored to each Councillor’s preferred way of working.

In response to a question by a Member, an update on those issues, which had been raised at the previous meeting, was provided. These included the arrangements for the transition to the new way of working, associated training and support, the encryption of confidential information and testing of file sizes. In terms of the decision to allow iPads to be purchased from Members allowances, it would be possible to offer interest free loans for this purpose. In response to a request that Members should be able to use the Council’s electronic address book from their own equipment, it was reported that while the Council had a high degree of confidence that this would be possible, in the event that this was not the case, alternative ways of providing this information would be investigated.

Some Members reiterated the previously expressed point that the requirement  to provide their own IT equipment would deter potential candidates from standing for election. However, other Members were of the view that, given that the basic allowance payable was currently in the region of £4k per annum, it was reasonable to expect Members to purchase their own equipment over their term of  ...  view the full minutes text for item 111

To consider a report by the IMD Service Manager on the future of IT Support for Members.

Agreed to withdraw Council-funded IT equipment for Members, with continued support only being provided in exceptional circumstances; approved the purchase of iPads from Members allowances; agreed to withdraw, where possible, printed agendas and reports for Members; supported the principle that all Members should use non-HDC (but HDC approved) email addresses for Council business; agreed to withdraw  HDC funded broadband connections; agreed that, with effect from 1st May 2014, it be compulsory for newly elected Members to participate in the iPad scheme. It was also RECOMMENDED to Council that the Members’ IT and telephone support guidelines in the Council’s Constitution be varied accordingly to reflect the above.

The Cabinet considered a report by the IMD Service Manager (a copy of which is appended in the Minute Book) summarising a proposal to withdraw Council funded IT equipment for Members and promote the purchase of iPads from Members allowances.  The proposal had been considered by the Overview and Scrutiny Panel (Economic Well-Being) whose comments were relayed to the Cabinet.

In the discussions that ensued, Executive Councillors were advised that the proposal would enable the authority to achieve savings in the region of £50k and that there would be further savings through the reduction of printed reports.  Having noted the proposal for Members to use non-HDC approved email addresses for Council business Executive Councillors queried whether it would be possible to set up private email addresses for Councillors that easily identified them as a Member of the District Council.  In response, the IMD Service Manager undertook to investigate the matter further.

Executive Councillors concurred with the Overview and Scrutiny Panel that appropriate training and support would be required for all Members prior to implementation and that the WIFI facility within the Civic Suite should be stress tested. Having also referred to transition arrangements, access to the Council’s IT resources within Pathfinder House and current arrangements for funding of broadband connections for Members, the Cabinet

RESOLVED

(a)  that Council-funded IT equipment for Members be withdrawn, with continued support only being provided in exceptional circumstances;

(b)  that the purchase of iPads from Members allowances be approved;

(c)  that, where possible, printed agendas and reports for Members meetings be withdrawn;

(d)  that the principle that all Members should use non-HDC (but HDC approved) email addresses for Council business be supported;

(e)  that HDC funded broadband connections be withdrawn; and

(f)  that, with effect from 1st May 2014, it be compulsory for newly elected Members to participate in the iPad scheme.

It was also RECOMMENDED to Council that the Members’ IT and telephone support guidelines in the Council’s Constitution be varied accordingly to reflect the above.

[In accordance with Council Procedure Rule 25, a request from Councillor K J Churchill to address the Cabinet on this item was declined by the Chairman.]

To receive a presentation by the IMD Service Manager on IT for Members and proposed changes to the current arrangements.

(All Members of the Council have been invited to attend and partake in the discussion on this item).

(Councillor B S Chapman, Executive Councillor for Customer Services, was in attendance for this item).

The Panel received a presentation from the IMD Service Manager on proposed changes to IT provision for elected Members. As part of the presentation, the Panel was advised of current issues surrounding Members IT and that the Council intended to cease providing them with IT equipment and to promote alternative ways of working. Details of the benefits to elected Members, the risks associated with the proposal and the next steps pending approval by the Cabinet were provided. A demonstration then took place of the use of an iPad to access and annotate committee papers.

The Executive Councillor for Customer Services informed Members that withdrawing Council funded equipment would achieve savings in the region of £50k and that there would be further savings through a reduction in printing of paper reports. He explained that the Wi-Fi capabilities within Pathfinder House had been substantially improved and reported on the positive experience of Members at South Cambridgeshire District Council in moving to this type of approach. He also referred to the ‘ease of use' benefits to elected Members in being able to use up-to-date technology and connectivity.

A Member queried whether it would be essential for all Councillors to purchase an iPad or would other similar devices suffice. In response the IMD Service Manager explained that the iPad was recommended because it was more secure; however Members would be able to use their own Android-based tablets if they wished to do so. Reasonable levels of support would be provided for these.

The Panel considered a range of issues relating to the Modern.gov application for accessing and annotating committee papers. Members were informed that it would function on Android and Apple devices and operated on Windows 8. In terms of the practical arrangements associated with using tablets in place of printed Agendas and reports, Members queried whether there would be sufficient memory to access large agendas such as those for the Development Management Panel, whether there was an indexing facility and whether downloading large documents at home might cause them to exceed their personal data limits, which would result in additional costs. In response, the IMD Service Manager agreed to undertake further testing of file sizes. Members also commented on the need to stress test the Wi-Fi facility within the Civic Suite and were assured that Officers would monitor Wi-Fi usage and increase capacity if required.

Having noted that Members would have to provide their own email addresses for Council business, the Panel was advised of the proposed security and encryption arrangements for sending confidential emails and documents to these addresses. Further research and investigation was required. Additional work would also be needed to enable Members to receive confidential committee papers and reports through the Modern.Gov committee management system.

The Panel then discussed the assistance the Council might provide to enable Members to purchase a device. The option of paying through Members allowances over their term of office was  ...  view the full minutes text for item 102