Issue - meetings

The Committee considered a joint report of the Chief Officer (Resources) and Chief Officer (Governance). The Chief Officer (Resources) presented the report, and responded to a number of questions from Councillors. The ICT Manager also responded to Members’ questions.

A range of issues were discussed, including

·        Information security and data protection

·        Freedom of information requests

·        ‘Bring your own device’

·        How to manage public expectations regarding response times

·        The possibility of providing phones for Councillors in addition to a laptop or tablet

·        Officers’ access to Councillors’ emails

·        Councillors’ differing approaches to contact with their constituents

During the discussions, the issue of what constituted ‘council business’ was raised and it was felt that a definition of that term would be helpful.

Wording for a proposition which expressed that it was ‘preferable’ for Councillors to use their Council email address was proposed but not seconded.

Councillor Whitaker, seconded by Councillor Brown, proposed the two recommendations set out in the report. Councillor Mace proposed a third point. This was accepted as a friendly addendum.

Resolved:

(1)     That the continuation of the existing policy based on best practice be endorsed, whereby members’ council email addresses must be used for any council business conducted via email, rather than personal email addresses being used.

(2)     That it be noted that officers will be instructed, when corresponding with members by email, to use a member’s council email address only.

(3)     That Members be reminded of the definition of the types of data to be protected as “council business” under resolution (1), with examples.