Agenda item

Final Reports of the Reduction in Printing and Postage Task Group

To present the Task Group’s Final Reports for consideration (the following Task Group reports are enclosed):

 

a)    Committee Agendas;

b)    External Printing;

c)    Officer Agenda Printing.

Minutes:

Consideration was given to the report of the Shared Executive Manager Governance, which requested that the Panel consider for approval the final report of the Reduction in Printing and Postage Task Group.

 

The Policy Development Panel had established the Task Group on 5 July 2016, and the following scope had been agreed:

 

·         To review the use of printed materials and postage regarding committee agendas

·         To review the use of printed material produced by the South Holland Centre

·         To review the use of printed materials produced in relation to electoral information, council tax and business rates

·         To review the use of printed materials by officers

·         To formulate a policy

·         To make recommendations for reduction in use of printed material

 

Three separate reports were produced by the Task Group, covering the following areas:

 

·         Printing and Postage of Committee Agenda Packs

·         Printing and Postage of External Items

·         Printing of Officer Agenda Packs

 

A summary of the Task Group’s findings, conclusions and recommendations for each of these areas was included within each of the reports provided to members.

 

Considering was given to each of the reports, and the following issues were raised:

 

Printing and Postage of Committee Agenda Packs

 

·         Members were in favour of the recommendations.  However, in view of the fact that, as a result of the recommendations,  more reliance was to be placed on digital options, it should be ensured that IT available to members was reliable and worked as it should.

·         The Panel requested that an additional recommendation be added – That where possible, agendas and associated reports be produced in black and white in order to reduce the cost of colour printing.

 

Printing and Postage of External Items

 

·         Upon discussion, it was clear that improvements were in the pipeline however, it was necessary to ensure that any digital solutions were robust before being promoted to users.

 

Printing of Officer Agenda Packs

 

·         Members were in favour of the recommendations.

 

AGREED:

 

That the final reports of the Reduction of Paper and Postage Task Group be approved for presentation to the Cabinet as follow:

 

Printing and Postage of Committee Agenda Packs

 

That the following recommendations be agreed:

 

a)    That further training should be provided to members and officers on the use of the Mod.Gov application to review and annotate agendas;

 

b)    That Meeting Rooms 1 and 2, plus the Council Chamber, should have fixed projectors or display equipment installed, and that use of these becomes commonplace within all meetings;

 

c)    That as part of the ICT refresh, collaboration software is deployed (e.g. Microsoft Lync) to enable individuals in any location to be able to share information or video conference between their devices;

 

d)    That from 1 May 2017:

 

·         Recipients should opt-in to receive paper copies of agendas;

·         Any agendas being posted are send second class;

·         Planning agendas are not automatically printed for those not on the Committee;

·         Democratic Services no longer produce spare copies of agendas for members use or copies for officers use;

·         The full Council agenda is reduced in size by including electronic links to committee minutes; and

 

That the following recommendation be added:

 

e)    That where possible, agenda and associated reports be produced in black and white in order to reduce the cost of colour printing.

 

Printing and Postage of External Items

 

That the following recommendations be agreed:

 

f)     That South Holland District Council actively pursues an online/paperless approach for Council Tax and Business Rate bills;

 

g)    That further investigation is required on how the eCitizen service can be configured to provide a more positive user experience;

 

h)   Further integration is required between the My Council and eCitizen service to provide a single customer logon; and

 

i)     That the South Holland Centre investigates implementing an up to date online booking system that offers better reporting/customer management and works across all types of web browser or device.

 

Printing of Officer Agenda Packs

 

That the following recommendations be agreed:

 

j)      That Portfolio Holders and senior managers encourage all areas under their control to move to a paperless agenda;

 

k)    That internal meeting rooms should have fixed projectors or display equipment installed, and that use of these becomes commonplace within all meetings;

 

l)     That a selection of internal meeting rooms have video conferencing equipment capable of connecting to external locations, or individuals using video/audio capability of their own devices;

 

m)  That as part of the ICT refresh, collaboration software is deployed (e.g. Microsoft Lync) to enable individuals in any location to be able to share information or video conference between their devices; and

 

n)      That from 1 May 2017, recipients should opt-in to receive paper copies of agendas.

Supporting documents: