A presentation and discussion
with regard to current communications in the Shadow Dorset Council and future
communications in the Dorset Council.
Minutes:
The committee received a
presentation with regard to current communications in the Shadow Dorset Council
and future communications in the Dorset Council. The presentation covered:
·
Programme
communications
·
Communications
timeline
·
Different
audiences including those directly affected (employees and elected members),
those with a close interest in the programme e.g. town and parish councils,
stakeholders e.g. business community, media and the wider community
·
Dorset Council
preparations including branding and various communication channels and the
Dorset Council communication campaign
Members considered the issues
arising from the presentation and during discussion the following points were
raised:
·
In response to a
question, members were informed that it was hoped to use existing pages on
sites such as Twitter and Facebook with renaming and branding to be
undertaken. Work was ongoing and there
were some current issues that needed to be resolved. Information on the updated pages would be
provided at the appropriate time
·
A point was made
that it was felt that there had not been enough communication with town and
parish councils. A comment was also made
with regard to the Communications Task and Finish Group which had been
suspended
·
In response, the
Leader of the Shadow Council, Councillor R Knox, noted that there had been an
ongoing Communications and Engagement Workstream
which included members from all 6 councils.
A lot of effort had been put in to ensure engagement with various
audiences including town and parish councils.
Communications had been undertaken with the Dorset Association of Town
and Parish Councils (DAPTC) with the Leader and Chief Executive of the Shadow
Council attending meetings, regular contact with the Chief Executive and
Chairman of the DAPTC and the production of a regular newsletter. There was also a responsibility on
councillors to ensure effective two way communications with town and parish
councils in their area. The availability
of information on social media was also recognised and an example provided of
useful information provided in the recent period of snow
·
A comment was
made that some parish councils in the east of the area did not feel that they
had been engaged with and that this had been raised at a DAPTC meeting
·
A comment was
made that councillors had a duty to engage with town and parish councils in
their area in addition to the work being undertaken by the DAPTC. Examples were provided of parish councils and
areas where it was felt that information was being disseminated and where people
felt well informed
·
A comment was
made as to whether there was a feeling that some parish councils felt that they
were not sufficiently involved or part of the decision making process in the
programme as opposed to not receiving communications?
·
In response to a
question, it was confirmed that communications were being undertaken through
local media. In respect of BBC Radio
Solent, work was being undertaken in respect of editorial in this area
·
Information
provided to councillors from the Shaping Dorset Council Programme Team could be
disseminated out by councillors. The
point was noted that Dorset County Councillors may receive confidential
information which could not be passed on
·
A question was
raised as to whether parish councils who were not members of the DAPTC would
receive relevant information? It was
hoped that these councils would be receiving information from some source
·
Future
communications in respect of the Dorset Council would be for the council to
determine. A comment was made that
arrangements in the Shadow Council were good
·
A question was
raised with regard to the Intranet for the Dorset Council and it was noted that
interim arrangements would be put in place until this would be available from
October. A request was made for this
issue to be looked at by the committee at their next meeting and for this to
include information on IT linked to this issue
·
The March meeting
of the committee would also include discussion on the consultation on
transition arrangements
·
A copy of the
presentation would be circulated to members.