Issue - meetings

To consider a report of the Service Manager – Communications and Engagement.

The committee received a report of the Service Manager – Communications and Engagement, which provided an overview of aspects of Dorset Council’s external communications work.  This included the protocol for notifying ward councillors of communications relevant to their ward, an overview of how the council used social media and work to reach younger people.

Councillors considered the issues arising from the report and during discussion the following points were raised:

·            The importance of notifying and consulting with ward councillors where possible, before media releases were put out in their area

·            A comment was made with regard to the reference in the council’s Media Protocol to councillors acting as spokespeople for Dorset Council and that some councillors may have differing views on what the council was doing.  The Service Manager agreed that the wording would be looked at

·            Consideration of training for councillors in dealing with the media

·            Detail provided of the work undertaken with town and parish councils in partnership with the Dorset Association of Parish and Town Councils

·            The importance of the role of town and parish councils in this area should be strengthened in the council’s documents.  This would be reviewed

·            Communications provided with regard to highways issues and an understanding that sometimes these had to be sent out quickly.  The Portfolio Holder for Highways, Travel and Environment noted that information was included on the Travel Dorset part of the council’s website.  He would also speak to the Service Manager as to whether notifications in this area could be improved, in particular for planned works

·            Information provided on the 5-stage process for issuing media releases

·            Information on work undertaken to engage with younger people.  The Service Manager noted she was happy to look into further ways to promote this area

·            The council continued to look for ways to improve engagement with residents

·            Detail provided of how activity across the Communications and Engagement Team was monitored.