Agenda item

To note the outcomes of action points arising from previous meetings.

102.1  The Director of Policy and Resources provided a verbal update on the latest position on the webcasting of City Council meetings. He advised that the City Council had commenced discussions with Civica and that the preferred option of the council was to facilitate meeting recordings through the Modern Gov application as this had been identified as the best value and most effective option. He further explained that the City Council would be one of a number of pilot councils testing the software over the coming months.

102.2  The Chair, Councillor Pullen, asked for an estimated timeframe as to when the webcasting of meetings was likely to be in place. The Cabinet Member for Performance and Resources, Councillor Hannah Norman, advised that she had recently discussed the matter with members of the IT team during a Performance Portfolio meeting and had stressed the importance of moving webcasting forward. She confirmed that a provisional timetable would be circulated to Members when available.

102.3  Councillor Norman noted that there were challenges with the acoustics of the Civic Suite in North Warehouse which would make installing alternative streaming equipment very expensive. She advised that the Modern Gov option would involve webcasting council meetings through the camera on individual Members’ laptop machines.

102.4  Councillor Hilton raised concerns that Members might not be visible through laptop cameras as many Members chose to stand up when making speeches at Council meetings. Councillor Norman responded that options such as laptop stands were being considered.

102.5  In response to a further query from Councillor Hilton regarding the webcasting budget, Councillor Norman confirmed that it was likely to be between £25k and £30k. The Director of Policy and Resources further explained that the City Council would be receiving a discount from Civica on the full cost of the streaming software as it was a pilot scheme, and that the package included provision to record 72 meetings. Councillor Norman pointed out that with this package, there would therefore be the potential to webcast other meetings outside of full Council.

102.6  Councillor Wilson queried how members of the public would be able to view the meeting recordings. Councillor Norman advised that members of the public would be able to view meetings via a link on the City Council website.

102.7  Councillor Wilson commented that the City Council was one of two of the Gloucestershire Councils which did not have webcasting facilities in place and noted that he was pleased that a concept had been identified. Councillor Norman reiterated that she had made it clear to colleagues in the IT Team that webcasting should be a key focus, however recovery from the cyber incident which the City Council experienced in December 2021 had taken priority.

102.8  The Chair reiterated his request for a timescale for meeting webcasting which Councillor Norman stated she was not in a position to provide at the moment.

102.9  In response to a further query from the Chair, Councillor Norman confirmed that she would be willing to make enquiries and provide an indicative timescale to Overview and Scrutiny Committee Members at a future meeting. She noted that it was important to ensure that the correct Officers were consulted and invited to the meeting to assist with Members’ questions, and it was agreed that the update would take the form of a stand-alone agenda item.

102.10          Councillor Hilton asked whether an options appraisal had taken place and expressed the view that Members should have sight of the analysis of the options which were considered for webcasting. Councillor Norman noted that the IT Service Manager had undertaken an appraisal looking at a range of options, and that the outcome of that options appraisal was that the Modern Gov solution was the most cost-effective. It was agreed that follow-up enquiries would be made with Officers with a view of sharing the options appraisal with Overview and Scrutiny Committee Members. Councillor Norman reiterated that it was important to be mindful of the council’s budget for this facility.

RESOLVED – That the Overview and Scrutiny Committee NOTE the update.