The Corporate Lead Officer for Customer Contact presented a report to
the committee, outlining the proposed ICT equipment to be provided to
Members. It was noted that as a result
of the COVID-19 pandemic, there has been a significant shift towards a more
digital way of working corporately, in school and with the Council which is a
continuation of a journey set out several years ago to work in a digital, as
opposed to a paper based approach. Hybrid equipment is currently being
installed in the Council Chambers which will facilitate a flexible approach,
reducing travelling time and costs for Councillors and Staff, however Members
would require a laptop to access the hybrid solution as it cannot be accessed
via Android or Apply applications.
It was proposed that Members are offered the same provisions as council
staff, namely a Windows laptop, and
two 24" screens. Office 365 account
would be installed providing Word, Excel and access to e-mails. Members would
also be able to install Office 365 on up to 5 other devices, for use from their
personal mobile devices. Members would
be required to sign an acceptable usage agreement for personal use of
equipment, within reason. It was noted
that this proposal conforms to the necessary security requirements, ensuring
improved cyber resilience and ensuring all Members are compliant with GDPR.
Printing facilities would be provided at Canolfan Rheidol and Penmorfa,
due to the cost of providing and operating personal printers, and Members would
be able to send documents to the post-room for printing and posting. It was noted that appropriate training would
be provided on issued devices with support provided via the ICT service desk.
Members noted that i-pads are
useful for working in the community, in order to be able to show documents to
residents that may not otherwise be able to access the internet, and for
attending meetings from alternative locations, other than at home. Members also asked whether the Council was
offering a secure i-pad platform to Officers, which has not been offered to
Members. Officers noted that alternative
solutions are being considered and tested for cyber security, however there was
also a need to ensure that Members are able to access the hybrid system.
Members noted that it can be useful to download and print Council
papers, especially when chairing a meeting. Officers confirmed that two large
screens would be provided which facilities the reading of documents on one
screen whilst following the meeting on another.
Members also noted that it is impracticable to travel in order to
print. Officers reminded Members of the
Council’s commitment to reducing paper many years ago, noting that Officers
personal printers have been completely eliminated.
Members asked whether alternative tablets could be used e.g. Microsoft
Tablets. It was confirmed that
specialist tablets can be extremely costly and that Members would need to
identify funding to meet additional costs.
Members noted that the paper was written from the perspective of an
Officer which did not recognise the needs of Councillors, which requires more
flexibility. Members were also advised
that ultimately it is their decision as to whether to accept the advice of
Officer in relation to cyber security.
Following discussion it was RESOLVED:
that following the election, new Members would
be issued with the same equipment that was provided by current Members in
January when i-pads were de-commissioned;
to refer the matter for discussion by Council
during the next administration.