Agenda Item No. 4

The Vale of Glamorgan Council


Democratic Services Committee 13th April 2016


Managing Director


ICT Update for Members


Purpose of the Report

  1. To inform Members of any new developments or issues within the ICT service and how they relate to the services provided to them


That Members note the content of the report.

Reasons for the Recommendations

To ensure Members are made aware of any developments to their ICT Service to the wider Council


  1. Minute No 559 of the Democratic Services Committee confirmed that this committee would widen its terms of reference to include responsibility for overseeing the Council's approach to Member Development, that the former Member ICT Working Group be not reappointed and that a further report be presented to this committee on future proposals in respect of ICT for Members and Member's ICT Strategy.
  2. It was also agreed that a Members' ICT update would be a standing item for this committee.

Relevant Issues and Options

  1. Reference was made at the last meeting about ICT Security and Members should be aware that the Council had a security incident in February involving the Libraries whereby a virus was accidentally downloaded from an infected website. This malware encrypted files and the infection was contained within the Libraries which had to be taken off the network for two days. All files were successfully restored from backup.
  2. A contract has been let to introduce free public access wi-fi across Barry Island beach front, which should help improve tourism and possibly the take up of the beach huts, but also to eventually allow members of the public to book the beach huts on line. It is hoped that the system will be available later this month.
  3. At Cabinet on 13th March 2016 a reference from the last Democratic Services Committee relating was considered and it was resolved that the Council should pursue the wider use by Elected Members of tablet computers, specifically in terms of Committee papers and for this to be referred to Cabinet and this Committee for consideration. I will therefore draft and present a report to Cabinet in the next month.
  4. As far as future webcasting or meetings is concerned, Cabinet on 14th March 2016 resolved that the possibility of webcasting more meetings be explored and, again, a report will be submitted to Cabinet and this Committee shortly.
  5. I have been interviewed by Wales Audit Office as part of the on-going Corporate Assessment and ICT support for Members was one of the subjects discussed. The draft report is expected later this month.
  6. A draft ICT Strategy and a draft Digital Strategy has been presented to Corporate Management Team outlining the Council's aims and ambitions for the ICT Service and the use of digital technology to deliver services over the next four years. Once finalised, both documents will be presented to Cabinet for formal adoption.
  7. A number of changes have had to be made to Council systems to accommodate the requirements of the Welsh Language (Wales) Measure 2011 which came into force on the 1st of April. This has included bilingual out of office messages, job titles and e-mail footers as well as a review of all letter heads used by the Council which must also be bilingual. This may have implications for elected Members in their correspondence and communication with constituents.
  8. From 1st April 2016, Council, Cabinet and Committee agendas are also being produced in Welsh.

Legal Implications (to Include Human Rights Implications)

  1. There are no legal implications that arise as a result of this report

Crime and Disorder Implications

  1.   There are no Crime and Disorder implications for this report

Equal Opportunities Implications (to include Welsh Language issues)

  1. There are no equal opportunity implications that arise as a result of this report.

Corporate/Service Objectives

  1. To exercise robust financial management and explore all opportunities to improve efficiency and service quality including collaborative working.
  2. To deliver cost-effective support and service desk function to monitor performance, meet customer needs and communicate effectively.

Policy Framework and Budget

  1.   This report is for information only.

Consultation (including Ward Member Consultation)

  1. No member consultation has taken place.

Relevant Scrutiny Committee

  1.   Corporate Resources Scrutiny Committee.

Background Papers

Report to Democratic Services Committee : 10th February 2016

Contact Officer

David Vining - Head of Strategic ICT

Officers Consulted

Jeff Wyatt - Head of Democratic Services

Responsible Officer:

Rob Thomas - Managing Director