Minutes:
The Head of Legal and Democratic Services circulated a copy of the Protocol on the use of Social Media in formal meetings to all councillors as requested at the Committee meeting on 24 July 2013. The Protocol provided guidance to members and others on the use of social media in formal meetings of the County Council, its Committees and Cabinet.
In support of the Protocol and to provide more general advice/guidance to members with regard to the use of social media, a social media guidelines document had been created for members.
Members were asked whether there were any other matters with regard to the use of social media that they would wish to include in either the Protocol on the use of social media or the social media guidelines document.
In the ensuing debate, the following principal points were raised:
(a) The Principal Marketing and Communications Officer explained that the Council had corporate accounts for the Twitter/Facebook social media sites which members of the public used to obtain information about the Council. Social media was a very useful means of communication for the Council. Members were encouraged to participate in social media because it allowed them to communicate with particular groups of residents who were IT literate. Members of the Communications Unit were available to help set up accounts and provide general advice and guidance to Members on the use of social media
(b) Concerns had been raised at a recent meeting of the Members Advisory Group about pop-up advertisements that appeared on screen whilst members accessed social media sites. The Principal Marketing and Communications Officer explained that advertisements on social media sites were generated by general activity of all users on these sites. They did not reflect the personal use of the member and it was not an issue that members should be concerned about. The Communications unit monitored advertisements on these sites and could provide screenshots for Members to show examples of the type of advertisements that might be expected
(c) Members should use their common sense when communicating on social media sites bearing in mind that such sites were open to public scrutiny. Members should always be careful not to cause any offence. The Head of Legal and Democratic Services added that Members should also be aware of the risk from publicising defamatory statements through social media as they were in the public domain
(d) In relation to the Twitter site in particular, Members should be aware that any comments made could be 'retweeted' to other people. There had been recent national high profile examples which highlighted the dangers of doing so
(e) It would be beneficial for members to receive a seminar on the use of social media. The Communication Unit would drive this but the Head of Legal Services would be invited to attend to provide a legal and Code of Conduct context
(f) Following the Arrow Valley East by-election, the newly elected councillor should receive guidance on the use of social media as part of his/her induction programme
RESOLVED that a seminar be arranged for all councillors to provide guidance on the use of social media.