• Agenda item
  • Agenda item

    To receive the report of the Head of Democratic Services providing Members with an update in respect of the Digital Democracy Fund.

    Minutes:

    Through his report the Head of Democratic Services provided Members with details of the Welsh Government Digital Democracy Fund, and the succeful 3 bids taken forward by RCT.

     

    Members were reminded that to enable the Council to undertake the new and statutory required approach to meetings, a new webcasting system had been procured, which had been funded through the Council’s 2020/21 Budget, following support provided previously by the Democratic Services Committee.  Additional funding has also been sought from Welsh Government in respect of further advancements with webcasting equipment through the Digital Democracy Fund.

     

    Members were provide with the details of the 3 bids submitted, the rationale for each of the bids and the progress to date in respect of each of the projects taken forward resulting from the successful funding received.

     

    In respect of Bid 1, Members were advised of additional funding secured to further the webcasting and hybrid provision so that the Council’s ‘Committee Room 1’ could be utilised as a further meeting room with such built in technology.  It is believed that often smaller Committee room settings blend themselves better to some of the discussions taken forward in respect of Scrutiny and smaller committees. Work is currently undergoing with Public in respect of the equipment needed to facilitate such meetings. In addition a speaker management system has also been procured for the Council Chamber to assist the Chair in the smooth running of hybrid meetings within the Council Chmaber.  This is seen as a welcome investment to help and support Committee Chairs in the important role that they play.

     

    Bid 2 concentrated on the development of an online voting system, again to support Members trough the hybrid meeting approach to Members. The introduction of such a system would ensure accessibility and equality without any discrimination for those outside of the Council Chamber. 

     

    Members were advised that since the application for the bid further work had been undertaken in respect of voting arrangements.  Possibilities include using the bilingual voting app within the Modern Gov system which is utilised by Members to view Committee papers, the use of ‘polls’ within the zoom platform, using the public I voting system within the Council Chamber and of course the current system of a Committee roll call.  It was advised that the Head of Democratic Services will be working with Members of the Democratic Services Committee and Group Leaders to discuss the best approach to take in respect of these developments.

     

    The final bid related to the support and provision that could be provided to Town and Community Council’s to assist them in their roll out of hybrid meetings as required by the Local Government & Elections Act 2021. 

     

    It was advised that the Council has already supported one of the Councils Community Councils by providing digital advice and support at their first hybrid meeting, reviewing the arrangements in place and producing digital options for consideration, which was discussed at a meeting of the Clerks on the 27th July.  Each Community Council was asked to consider their requirements going forward as to how the Council could best support them digitally.  Since then each Community Council has come forward with requests for support packages to be in place which the Council Business Unit are currently processing with a view to splitting the funds equally between each of the Councils signed up to the Charter, and then compliment this with corporate IT support over the coming year to facilitate practical implementation.

     

    The Head of Democratic Services concluded his report by advising that although the funding was well received, it should be noted that this was one off funding and further funding arrangements in relation to some of the projects would need to be considered for sustainability of the projects.

     

    The Chair thanked the Head of Democratic Services for submission of the successful bids and the work undertaken to achieve success with 3 bids, which the Head of Democratic Services advised was not witnessed in other Authorities.

     

    Other Members of the Committee commented on the excellent new facilities within the Council Chamber which they felt further promoted the welsh language through the bilingual opportunities provided for and spoke of the benefits of the hybrid system, allowing flexibility for Members. A query was raised in respect of the ongoing cost of the webcasting provision and the Head of Democratic Services confirmed that the one off funding received through the digital democracy fund and the Council’ base budget was utilised for initial procurement and installation of the system but did not cover future annual costings.

     

    Following discussions, it was RESOLVED:

    1.    To acknowledge the advancements made with webcasting and hybrid meetings by the Council and the future use of the digital democracy fund to assist in these advancements

    2.    To acknowledge the support provided to Community and Town Councils with the roll out of hybrid meetings.

     

    Supporting documents: