Agenda item

To consider a report by the Monitoring Officer (copy enclosed) presenting a draft Social Media Protocol for Members and employees of the Council.

The Monitoring Officer (MO) submitted a report (previously circulated) presenting the draft Social Media Protocol for Members and employees of the Council for consideration.

The MO detailed the reasoning behind the production of a single Social Media Policy relevant to different users of social media based on work already undertaken in the Council and taking into account previous guidance issued.  The draft Policy had been developed by the Corporate Communications Team with input from officers involved in safeguarding as well as standards issues.  It consisted of a General Policy document giving general advice and was supported by appendices giving specific advice for the use of social media in different circumstances and in particular included specific guidance drawn up for elected Members by the Welsh Local Government Association (WLGA).

In view of the excellent guidance produced by the WLGA it was decided to insert the guidance in its entirety as an appendix to the policy document.  The MO guided members through the policy document and elaborated upon the areas of the WLGA guidance for councillors in terms of –

·        the benefits of social media and how to use it effectively

·        etiquette and style of communicating

·        support from the Council and general responsibilities

·        social media and council meetings

·        golden rules when using social media

·        possible pitfalls and how to avoid them

·        the law and Code of Conduct

Members welcomed the policy as a means of providing advice and guidance when using social media and were eager for the documents to be shared with City, Town and Community Councils.  The Committee was also keen that the following points be emphasised to councillors and included in members’ training –

·        a potential breach of the social media guidance could constitute a breach of the Code of Conduct

·        the golden rules when using social media as detailed within the guidance

·        the potential negative perception of using social media in council meetings.

Councillor David Jones felt there would be merit in including reference in the policy to the fact that the Adjudication Panel for Wales had received cases involving the use of social media and had imposed sanctions on councillors as a result.  He also questioned reference in paragraph 5.4 of the policy to Members’ duty to report any breaches of code by other Members.  The MO agreed reference could be made to the Adjudication Panel for Wales.  He also advised that the Ombudsman had confirmed he would not consider any member in breach if they used the local resolution procedure and he would reword that paragraph accordingly.  The Deputy Monitoring Officer highlighted reference within the policy (Appendix C, paragraph 11) to support and action taken by the employer in particular cases as a result of their work.  She advocated greater clarity within the document in view of the different levels of support provided to employees and elected Members.  The Committee agreed that issue should be addressed within the policy document.

The Committee also discussed the advantages and disadvantages of social media and speculated on its take up by members and the impact of webcasting of future council meetings.  Despite some concerns over the pitfalls of social media its value in engaging and communicating with residents online and reaching large numbers of people who would not be engaged through more traditional methods was recognised.  The MO advised that the policy would be reported to the Corporate Governance Committee and Cabinet for approval.

RESOLVED that –

(a)       subject to Members’ comments and observations above, the draft Social Media Policy be endorsed;

(b)       the Monitoring Officer be asked to circulate the WLGA guidance for councillors on social media to City, Town and Community Councils drawing particular attention to the points raised by the Committee above and advising of the availability of the Social Media Policy on the Council’s website following its approval, and

(c)        a report back on the amendments to the draft Social Media Policy as a result of members’ comments be submitted to the Committee’s next meeting.