MEETING OF DÚN LAOGHAIRE-RATHDOWN COUNTY COUNCIL 5 TH JULY Report of the Organisation, Procedure and Protocol Committee held on 23 rd June 2010

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1 MEETING OF DÚN LAOGHAIRE-RATHDOWN COUNTY COUNCIL 5 TH JULY 2010 Report of the Organisation, Procedure and Protocol Committee held on 23 rd June 2010 The following are the minutes of the Organisation, Procedure and Protocol Committee meeting held on 23 rd June These minutes are scheduled for the approval at the Organisation, Procedure and Protocol Committee meeting to be held on 9 th September 2010 and are before the Council for noting. Tony Pluck Director of Corporate Services and I.T.

2 DUN LAOGHAIRE RATHDOWN COUNTY COUNCIL Minutes of the Organisation, Procedure and Protocol Committee held in the, County Hall, Dún Laoghaire, Co. Dublin on Wednesday, 23 June 2010 at 2.30 pm PRESENT Councillors: Councillors: Bhreathnach, Niamh Boyhan, Victor Hand, Pat Horkan, Gerry Humphreys, Richard Joyce, Tom McCarthy, Lettie O'Callaghan, Denis O'Keeffe, Gearoid Saul, Barry Smyth, Carrie Ward, Barry An Cathaoirleach, Councillor Lettie McCarthy presided. Apologies were received from Councillor Baker, Marie, Boyd Barrett, Richard and Marren, Donal OFFICIALS PRESENT Tony Pluck (Director of Corporate Services & IT), Bernie Gilligan (Senior Executive Officer), Declan McCulloch (Senior Executive Officer), Pamela Graydon (Senior Staff Officer), Torry Schellhorn (Senior Staff Officer) and Bob Nolan (System Analyst) OP/19/10 Minutes of Previous Meeting Minutes of Organisation, Procedure & Protocol Committee meeting held on 25 th March, It was proposed by Councillor P. Hand, seconded by Councillor B. Ward and RESOLVED: That the Minutes of Organisation, Procedure and Protocol Committee held on 25 th March, 2010 be ADOPTED and APPROVED. OP/20/10 Calendar of Meetings The following draft Calender of Meetings, copies of which had been circulated to the members was CONSIDERED. SEPTEMBER DECEMBER 2010 DRAFT CALENDAR OF MEETINGS FOR PERIOD SEPTEMBER TO DECEMBER 2010

3 Monday, 6 September Tuesday, 7 September DATE MEETING/FUNCTION VENUE TIME CLOSING DATE Wednesday, 8 September Thursday, 9 September Friday, 10 September Dún Laoghaire Area Committee (P&T) Dundrum Area Committee (EWH) Organisation, Procedure & Protocol Committee Transportation SPC 23/08/ /08/ /08/ /08/2010 Monday, 13 September County Council 30/08/2010 Tuesday, 14 September dlr Leisure Services Library Road 3.30pm Wednesday, 15 September Deputations: In Private Session To Be Confirmed 2.15pm Thursday, 16 September Housing SPC 25/08/2010 Friday, 17 September Monday, 20 September Planning SPC 27/08/2010 County Dublin VEC 6.00pm Tuesday, 21 September Regional Health Forum Dublin Regional Authority Tullamore 2.30pm 6.30pm Wednesday, 22 September Water & Waste SPC 31/08/2010 Thursday, 23 September Dún Laoghaire VEC 6.30pm Friday, 24 September County Development Board To Be Confirmed To Be Confirmed Monday, 27 September Dún Laoghaire Area Committee (EWH) Dundrum Area Committee (P&T) Tuesday,28 September Wednesday, 29 September Thursday, 30 September Friday, 1 October 13/09/ /09/2010 Monday, 4 October Tuesday, 5 October Wednesday, 6 October Thursday, 7 October Friday, 8 October Dún Laoghaire Area Committee (P&T) Dundrum Area Committee (EWH) 20/09/ /09/2010 Monday, 11 October County Council 27/09/2010 Tuesday, 12 October Wednesday, 13 October Deputations: In Private Session To Be Confirmed 2.15pm Thursday, 14 October Friday, 15 October Monday, 18 October County Dublin VEC 6.00pm Tuesday, 19 October Wednesday, 20 October Thursday, 21 October Friday, 22 October Regional Health Forum Dublin Regional Authority Naas 3.00pm 6.30pm Monday, 25 October Tuesday, 26 October BANK HOLIDAY Wednesday, 27 October Dún Laoghaire Area Committee (EWH) Dundrum Area Committee (P&T) Thursday, 28 October Dún Laoghaire VEC 6.30pm Friday, 29 October 12/10/ /10/2010

4 Monday, 1 November Tuesday, 2 November DATE MEETING/FUNCTION VENUE TIME CLOSING DATE Wednesday, 3 November Thursday, 4 November Friday, 5 November Dún Laoghaire Area Committee (P&T) Dundrum Area Committee (EWH) 15/10/ /10/2010 Monday, 8 November County Council 22/10/2010 Tuesday, 9 November Wednesday, 10 November Deputations: In Private Session To Be Confirmed 2.15pm Thursday, 11 November Friday, 12 November Monday, 15 November County Dublin VEC 6.00pm Tuesday, 16 November Wednesday, 17 November Thursday, 18 November Friday, 19 November Regional Health Forum Dublin Regional Authority Tullamore 2.30pm 6.30pm Monday, 22 November Dún Laoghaire Area Committee (EWH) Dundrum Area Committee (P&T) Tuesday, 23 November Wednesday, 24 November Thursday, 25 November Dún Laoghaire VEC 6.30pm Friday, 26 November 08/11/ /11/2010 Monday, 29 November Tuesday, 30 November dlr Leisure Services Library Road 3.30pm Wednesday, 1 December Organisation Procedure & Protocol Committee Environment, Culture & Community SPC 17/11/ /11/2010 Thursday, 2 December Planning SPC 10/11/2010 Friday, 3 December Monday, 6 December Tuesday, 7 December Wednesday, 8 December Dún Laoghaire Area Committee (P&T) Dundrum Area Committee (EWH) 22/11/ /11/2010 Thursday, 9 December Transportation SPC 17/11/2010 Friday, 10 December Monday, 13 December County Council 29/11/2010 Tuesday, 14 December Dublin Regional Authority 6.30pm Wednesday, 15 December Water & Waste SPC 22/11/2010 Thursday, 16 December Housing SPC 23/11/2010 Friday, 17 December County Development Board To Be Confirmed To Be Confirmed Monday, 20 December County Dublin VEC 6.00pm Tuesday, 21 December Regional Health Forum Naas 3.00pm Wednesday, 22 December Thursday, 23 December Dún Laoghaire VEC 6.30pm Friday, 24 December CHRISTMAS EVE Monday, 27 December Tuesday, 28 December Wednesday, 29 December Thursday, 30 December Friday, 31 December NEW YEARS EVE

5 Yet to inform of Dates of Meetings: Audit Committee Joint Policing Committee Dún Laoghaire Theatre Board Dlr Properties County Enterprise Board It was proposed by Councillor N. Bhreathnach, seconded by Councillor T. Joyce and AGREED that the times would revert to normal. Monday, 6 September Tuesday, 7 September REVISED CALENDAR OF MEETINGS FOR PERIOD SEPTEMBER TO DECEMBER 2010 DATE MEETING/FUNCTION VENUE TIME CLOSING DATE Dún Laoghaire Area Committee (P&T) Dundrum Area Committee (EWH) Wednesday, 8 September Thursday, 9 September Organisation, Procedure & Protocol Committee Transportation SPC Friday, 10 September 3.30pm-4.30pm 23/08/ /08/ /08/ /08/2010 Monday, 13 September County Council 5pm-8pm 30/08/2010 Tuesday, 14 September dlr Leisure Services Library Road 3.30pm Wednesday, 15 September Deputations: In Private Session To Be Confirmed 2.15pm Thursday, 16 September Housing SPC 25/08/2010 Friday, 17 September Monday, 20 September Planning SPC 27/08/2010 County Dublin VEC 6.00pm Tuesday, 21 September Regional Health Forum Dublin Regional Authority Tullamore 2.30pm 6.30pm Wednesday, 22 September Water & Waste SPC 31/08/2010 Thursday, 23 September Dún Laoghaire VEC 6.30pm Friday, 24 September Monday, 27 September Tuesday,28 September Wednesday, 29 September Thursday, 30 September Friday, 1 October Dún Laoghaire Area Committee (EWH) Dundrum Area Committee (P&T) 13/09/ /09/2010 Monday, 4 October Tuesday, 5 October Wednesday, 6 October Thursday, 7 October Friday, 8 October Dún Laoghaire Area Committee (P&T) Dundrum Area Committee (EWH) 20/09/ /09/2010 Monday, 11 October County Council 5pm-8pm 27/09/2010 Tuesday, 12 October Wednesday, 13 October Deputations: In Private Session To Be Confirmed 2.15pm Thursday, 14 October Friday, 15 October Monday, 18 October County Dublin VEC 6.00pm Tuesday, 19 October Wednesday, 20 October Thursday, 21 October Friday, 22 October Regional Health Forum Dublin Regional Authority Naas 3.00pm 6.30pm

6 DATE MEETING/FUNCTION VENUE TIME CLOSING DATE Monday, 25 October Tuesday, 26 October BANK HOLIDAY Wednesday, 27 October Dún Laoghaire Area Committee (EWH) Dundrum Area Committee (P&T) Thursday, 28 October Dún Laoghaire VEC 6.30pm Friday, 29 October 12/10/ /10/2010 Monday, 1 November Tuesday, 2 November DATE MEETING/FUNCTION VENUE TIME CLOSING DATE Wednesday, 3 November Thursday, 4 November Friday, 5 November Dún Laoghaire Area Committee (P&T) Dundrum Area Committee (EWH) 15/10/ /10/2010 Monday, 8 November County Council 5pm-8pm 22/10/2010 Tuesday, 9 November Wednesday, 10 November Deputations: In Private Session To Be Confirmed 2.15pm Thursday, 11 November Friday, 12 November Monday, 15 November County Dublin VEC 6.00pm Tuesday, 16 November Wednesday, 17 November Thursday, 18 November Friday, 19 November Regional Health Forum Dublin Regional Authority Tullamore 2.30pm 6.30pm Monday, 22 November Tuesday, 23 November Wednesday, 24 November Dún Laoghaire Area Committee (EWH) Dundrum Area Committee (P&T) Thursday, 25 November Dún Laoghaire VEC 6.30pm Friday, 26 November 08/11/ /11/2010 Monday, 29 November Tuesday, 30 November dlr Leisure Services Library Road 3.30pm Wednesday, 1 December Organisation Procedure & Protocol Committee Environment, Culture & Community SPC 3.30pm-4.30pm 17/11/ /11/2010 Thursday, 2 December Planning SPC 10/11/2010 Friday, 3 December Monday, 6 December Tuesday, 7 December Wednesday, 8 December Dún Laoghaire Area Committee (P&T) Dundrum Area Committee (EWH) 22/11/ /11/2010 Thursday, 9 December Transportation SPC 17/11/2010 Friday, 10 December Monday, 13 December County Council 5pm-8pm 29/11/2010 Tuesday, 14 December Dublin Regional Authority 6.30pm Wednesday, 15 December Water & Waste SPC 22/11/2010 Thursday, 16 December Housing SPC 23/11/2010 Friday, 17 December

7 DATE MEETING/FUNCTION VENUE TIME CLOSING DATE Monday, 20 December County Dublin VEC 6.00pm Tuesday, 21 December Regional Health Forum Naas 3.00pm Wednesday, 22 December Thursday, 23 December Dún Laoghaire VEC 6.30pm Friday, 24 December CHRISTMAS EVE Monday, 27 December Tuesday, 28 December Wednesday, 29 December Thursday, 30 December Friday, 31 December NEW YEARS EVE Yet to inform of Dates of Meetings: Audit Committee Joint Policing Committee Dún Laoghaire Harbour Board? Dún Laoghaire Theatre Board Dlr Properties County Enterprise Board OP/21/10 Manager's Business (a) Update on Council Website The following report, copy of which had been circulated to the Members, was CONSIDERED: Background A Steering Group consisting of staff from Corporate Services and ITC was established to progress the redesign and future development of the Council s website. The team meets on a weekly basis, and includes staff from both the Communications Office and ITC. Progress to date: While progress is listed below, it should be noted that up until June , a Work to Rule instruction was in effect. Impact Trade Union had instructed their members not to use the CMS (Website Content Management System), which had adversely affected the timeframe for completion of the new website. The work to rule issue has, as of June 16, been resolved. A new DLR Parks website section see A new Poetry Now website was launched this year see New Additions to the Library Service Website (e.g. Global Newspapers online, e- Books, downloadable audiobooks and podcasts) see The Council launched an emergency blog service ( this year (a blog is a running commentary web-based media service) to keep the public updated on breaking news. This was very successful during the Water Crisis and DLRCC received very positive feedback from the public on this new service. All major events including the popular dlr events programme are published on the web banner on the homepage of and on

8 Maps of DLR and the Development Plan Maps are now available as interactive maps (see ) The DLR arts office website section was updated this year (see ) A staff survey was undertaken last year. 158 staff from every Department in the Council and representing a range of grades completed the survey. The findings confirmed many of the issues already identified by ITC and the project team as priorities for the Council s new site, and a report on the findings was brought to the management team. A website visitor survey was publicised in the DLR Times and made available on Council website last year. There was limited response to this, but feedback did confirm that our approach is the correct one. For example, respondents sought improved search facility on site; comprehensive listing of services which are not necessarily organised by Department because of the difficulty associated with figuring out which Department handles which services/etc. Website Usage statistics are now being reviewed on a weekly basis by the project team with a view to identifying trends. This information has assisted the team in agreeing priorities for web layout and future content. Summary Stats for May ,894 visits to the Council s website in May 2010, with approximately 150,000 of these to the Council s Library page, and 31,000 to the main Council page (with the remaining clicking through directly to specific pages on the Council s site). The five most popular pages were: the County Development Plan, Affordable Housing, Vacancies, statement on the Council withdrawing from waste service, and Council meeting minutes. New homepage content guidelines have been circulated to staff all requests for information to be placed on the Council s homepage are to be sent to webcontent@dlrcoco.ie, which is reviewed by both Comms Office and ITC. Comms Office are now responsible for agreeing what information is placed on homepage, and ITC Technical guidelines were prepared by the project team on how Departments can make their PDF documents/reports more web - friendly, and ultimately more customer friendly. These were circulated to all staff. New homepage and departmental page design has been agreed by project team. New website design agreed with Communications Review Group, and the design has been inputted into the content management system, Site Manager. Web team has met with Council Departments to (1) agree content which will fit in new design template and (2) identity staff from each Department / Section to take a lead in inputting content into Site Manager. ITC has run training in the use of Site Manager, the Content Management System, for all staff responsible for inputting content into the new site, and the majority of these staff members have availed of the training. To date, suggestions from Councillors, staff, and other stakeholders in relation to the website have been taken on board, implemented where practicable, and this will continue to be the case going forward.

9 Next Steps: Testing of new site with a view to launching later this year. It was proposed by Councillor Richard Humphreys, and AGREED to take the following motion by Councillor Richard Humphreys in conjuction with this item: That the review of the Council website be completed promptly; that the practice of frames be removed so that each page has its own URL; and that the website be configured to display properly across the suite of browsers (rectifying the problem that the webcast index points do not work in some browsers). The following reply by the Manager, copy of which had been circulated to Members was CONSIDERED: The Council is in the process of replacing the current website with a new design. The new design is not a frames-based one. While some of the progress on the new website is listed below, it should be noted that due to the Work to Rule instruction that was in place for a last few months, Impact Trade Union had instructed their members not to use the CMS (Web site Content Management System), which has delayed the timeframe for completion. However this work can now restart as a result of the outcome of the ballot on the Croke Park Agreement. Here is a list of some of the items that have been progressed on the new website which are not frames based New DLR Parks web site section see A New Poetry now web site was launched this year see New Additions to the Libraries Web site e.g. Global Newspapers online, E Books, download audiobooks and podcasts see The Council launched a blog service this year (a blog is a running commentary web media service) to keep the public updated on braking news. This was very successful during the recent Water Crisis. All DLR Events are published on the website (see Maps of DLR and the Development Plan Maps are now available as interactive maps (see The DLR arts web site section was updated this year (see The new Web design will be tested with the most popular browsers. The webcasting system is provided to us by Public-I who maintain the system on their own servers. With regard to the webcast of Council meetings, and the problem with index points not working in some browsers, the Company (Public-I) advise that they make every effort to accommodate all browsers such as Internet Explorer, Firefox, Chrome, Safari, Opera etc. The system is in widespread use in the UK and the company regularly test all the Internet browsers. They are happy that the majority of users can fully access the site but they have no control over software that users install on their PC s that may affect their browser s behaviour. They will continue to monitor the performance of their site against all new browsers updates and releases to ensure as many users as possible can access their site Following discussion, during which it was AGREED to promote the Aertel Page in the DLR Times, the reports were NOTED. OP/22/10 Cathaoirleach's Business: Councillor L. McCarthy

10 It was NOTED that there was no business under this heading. OP/23/10 Amendment of Standing Order 8 It was proposed by Councillor Richard Humphreys Proposal: Councillor R. Humphreys: That Standing Order 8 of Standing Orders for Strategic Policy Committees be amended by deletion of one item and the substitution therefor of three items, and by the deletion of one strategic policy issue and the substitution therefor of three motions for decision by the Committee or strategic policy issues. The following report of the Manager, copy of which had been circulated to the Members was NOTED: The purpose of SPCs is to provide members with the opportunity for an early and more indepth input into the Local Authority s policy development process in partnership with local sectoral interests and to consider matters connected with the formulation, development, monitoring, and review of policy and to advise the authority accordingly. Given the two hour duration of these meetings which are held quarterly and having discussed the proposal with the relevant directors, it is recommended that there be no increase in the amount of business on the agenda. It should be noted that Strategic Policy Committees cannot decide on policy. Their role is to advise the Council on policy. OP/24/10 Availability of Planning Enforcement Files It was proposed by Councillor Niamh Bhreathnach: That specific Planning Enforcement files are available at Planning Committee meetings if requested by a Councillor. The following report of the Manager, a copy of which had been circulated to the Members was NOTED: In accordance with the Planning & Development Act 2000, the planning authority is required to keep a register in relation to all enforcement cases. This register, which is available for public inspection includes full details of warning letters / enforcement notices issued by the planning authority. It also includes all managers orders pertaining to enforcement cases. A Councillor is fully entitled to ask a question or put down a motion at the Area Committee meeting in relation to enforcement issues. It is the practice of the planning department to give a detailed comprehensive response in relation to all enforcement issues where questions / motions are submitted by the elected representatives. A significant number of enforcement cases end up in court and in view of the legal issues surrounding the enforcement process, it is considered that it will be inappropriate to make planning enforcement files available at the planning committee meetings. The Data Protection Act 1988 (amended 2003) requires a public body to ensure the privacy of individuals with regard to personal data. Planning enforcement files often contain information of a personal and sensitive nature. It is the duty of the local authority to protect the identity of any individual who submits information in confidence.

11 It is our policy to withhold personal information in relation to any enforcement file in accordance with the relevant freedom of information / data protection legislation. In the event of a request from a member of the public to obtain planning enforcement information, it is our policy and practice to give the information that is contained in the planning enforcement register. In view of the above, it is not proposed to have enforcement files available at planning committee meetings in the same way as planning applications are available. OP/25/10 Disposal of Confidential /Sensitive Documentation It was proposed by Councillor V. Boyhan: That the Manager put in place a policy to ensure that confidential/sensitive documentation no longer required by the Council is disposed of by its employees, Councillors or its agents in an appropriate manner and can the Manager circulate this policy/obligation within the Organisation as a matter of priority. The following report of the Manager, copy of which had been circulated to the Members was CONSIDERED: The Manager has a records management and retention policy for records under his control and it has been made available to all staff. The policy was drawn up with reference to the National Retention Policy for Local Authority Records to meet the specific need of DLR Council. The policy includes guidelines for the appropriate storage and disposal of documents. Documents held by Councillors or the Council s agents are not under the Managers control and are not therefore covered by the policy. There is a mobile shredder in the County Hall that is available to Councillors. This can be sourced from Corporate Services on request. Following discussion the report of the Manager was AGREED. OP/26/10 Manager's Orders It was proposed by Councillor B. Ward: That the Manager s Orders be made available to Councillors by on a weekly basis. The following report of the Manager, copy of which had been circulated to the Members was CONSIDERED: Manager s Orders are made available at each meeting of the Council as required under Section 151 (4) of the Local Government Act If Manager s Orders are to be ed to Councillors on a weekly basis they will have to be sent in PDF format which will require all orders to be scanned. There are security concerns and possibly data protection implications in ing the orders, for example it would be a requirement to encrypt each . Following discussion it was AGREED to amend the proposal as follows: That a schedule of the Managers Orders accompany the Orders from each Department at the monthly Council meeting. The amended proposal was AGREED. All Departments will be requested to comply. OP/27/10 Roll call at Council Meeting

12 It was proposed by Councillor R. Humphreys: That when taking any roll call vote at a meeting of the Council, the roll call shall be in alphabetical order but commencing at the name after the first name of the previous roll call vote held at a meeting of the Council. The following report of the Manager, copy of which had been circulated to the Members was CONSIDERED: Schedule 10 of the Local Government Act, 2001 reads as follows: 12 (1) Each member present at a meeting of a local authority shall have a vote unless prohibited from voting by this or any other enactment. (2) All acts of a local authority which are reserved functions or questions duly coming or arising before a meeting of a local authority shall be determined (a) by a majority of the votes of the members present and voting, or (b) where there is an equality of votes, by a second or casting vote of the person chairing the meeting (which person shall have and may choose to exercise such a vote). (3) This paragraph is without prejudice to the other provisions of this Act (including provisions required to be included in standing orders by virtue of paragraph 16) or of any other enactment, requiring either the presence of a specified number or proportion of the members or that a specified number or proportion should vote in favour for the doing of any particular act. (4) Nothing in this paragraph shall be read as prohibiting a local authority from setting out in standing orders the procedures and methods of voting including when a roll call vote is to be taken. Standing Orders does not prescribe the procedures and methods of taking roll call votes. It is not clear if the motion relates to full Council business only or if the procedure is to be extended to Area Committees, S.P.C. There is a likelihood of confusion if the roll call begins with a different name and runs across a number of meetings and committees. An alternative is to introduce electronic voting similar to that in operation in Dáil Éireann which has considerably reduced the time taken for each vote. Following discussion, the Manager s REPORT was NOTED. OP/28/10 Progress Report on O.P. & P Meetings since June It was proposed by Councillor V. Boyhan: That the Manager provide a brief progress report on all actions agreed /arising from meetings of the Organisation, Procedure and Protocol Committee since June. The following report of the Manager, copy of which had been circulated to Members, was NOTED:

13 Subject Number Subject Number Area Committees Webcasting 21 Address Supplied - Agendas 36 Website 16 Minutes Paperless System Transfer of Business 35 Broadband 1, 9 Carbon Footprint 2 Cathaoirleach/Leas Cathaoirleach 6, City Channel 23 Conferences 31 Councillors 15, 17 19, 20 County Council Provision of Statute and Section 29 Reaching Council Business 10 Supply of Council Replies 26 County Hall Carpark 4 25 Data Protection 32 Dún Laoghaire Baths 13 Flagpole Local Government Auditors Report 5 Management Team 3 Marked Register 18 Meetings - General Unimplemented Motions 33 Modern Gov 7 Naming of New Roads 30 Out of Office Replies/Voic 8 Press 22 Press Releases 14 Standing Orders 12 INDEX OP&P Follow Ups No. Date Minute No. Subject Decisions/Comments Status 1. 21/09/ 2. 21/09/ OP/10/09 (a) Broadband It was AGREED to bring a report back to a future meeting of the OP&P. OP/10/09 (b) Carbon Footprint Cllrs AGREED to transfer money to DLR s Tree Planting Programme to offset carbon footprints for any foreign Training Seminars attended by the Elected Members.

14 No. Date Minute No. Subject Decisions/Comments Status 3. 21/09/ 4. 21/09/ 5. 21/09/ 6. 21/09/ 7. 21/09/ 8. 21/09/ 9. 01/10/ /10/ /10/ /10/ /10/ /10/ OP/11/09 OP/12/09 OP/13/09 OP/14/09 OP/15/09 OP/16/09 Contact Details for Management Team Access to County Hall Carpark Local Government Auditors Report Protocol & Procedures for Attendance of An Cathaoirleach at Events/ Functions New IT System for Council Meetings Out of Office Replies/Voic Cllrs AGREED that a list of names and contact details for each member of the Management Team will be publicly displayed in County Hall and the Dundrum offices. It was AGREED to examine the reserving of a section of the carpark in the afternoon of Council meeting days for Councillors. it was AGREED to contact the Local Government Auditor and request an electronic copy of the report for the Council s website It was AGREED to amend Protocol to include section for An Leas Cathaoirleach. It was AGREED to proceed with individual training for the Elected Members on the new Electronic Meetings System. It was AGREED to issue an to all staff requesting that when taking leave the automatic out of office reply on and voic be used. OP/18/09 (a) Broadband It was AGREED that the Council would cover costs up plus VAT per month for broadband for Cllrs with split-billing arrangement with Eircom and for all other Cllrs would recoup the broadband costs, to a maximum per month plus VAT. OP/19/09 OP/21/09 OP/22/09 OP/23/09 OP/25/09 Reaching of Business at Council Meeting Flagpole to Fly European Union Flag Proposal to Amend Standing Orders Dún Loaghaire Baths Sub- Committee Press Release/Stateme nts It was AGREED that this would be a matter for An Cathaoirleach and that a Special Meeting of the Council would be held before Christmas to deal with outstanding motions. It was AGREED to consider the provision of an additional flagpole to fly the E.U. flag having obtained information on the protocol of flying the E.U flag. It was AGREED to amend Standing Order No. 21. It was AGREED to refer the proposal to the DL Area Committee. It was AGREED that the Communications Office will issue all Press Releases to Councillors by , in advance of circulation to the Press. Backdated Press Releases can be viewed on the Council's website. SEE NUMBER 31 SEE NUMBER 28

15 No. Date Minute No. Subject Decisions/Comments Status /10/ /10/ /10/ /10/ /10/ /12/ OP/26/09 OP/27/09 OP/28/09 OP/29/09 OP/30/09 OP/35/09 Representations by Councillors Information/Acc essibility on Council s Website Correspondence from Councillors Marked Register from Local Elections Councillors Full Names on Minutes Representations by Councillors It was AGREED to investigate concerns raised by the Members and to circulate an update of the situation by to the Members in due course. The update report was NOTED. An will issue to all staff advising them to adhere to the policies and procedures in place. Marked registers for 4 areas have been scanned and circulated to all who requested them, remaining two areas will be scanned & circulated when received. It was AGREED to use Councillors full names on the attendance list for all meetings. Report circulated at OP&P mtg 02 December SEE NUMBER 20 SEE NUMBER 24 ONGOING /12/ /12/ /12/ /12/ /12/ OP/37/09 OP/39/09 OP/40/09 OP/41/09 OP/42/09 Recording of Meeting Record of Press Attendance Broadcasting of Monthly Council Meetings (City Channel) Information/Acc essibility on Council s Website Weekend Access to Council Carpark It was AGREED to broadcast all meetings in the i.e. Area Committee, County Council and Strategic Policy Committee (when they are being held in the Chamber) and to update the Group Leaders regularly on tender process and negotiations. It was AGREED to keep a record of the press attending meetings. It was also AGREED to move the press table to the area of the chamber outside the door to the Cathaoirleach s parlour. It was AGREED to check the terms of the contract with Public-i and to report back to a future meeting of the Organisation Procedure and Protocol meeting. The update report was NOTED. Motion was AGREED. It was also AGREED to provide a carparking space for An Cathaoirleach. ONGOING Awaiting tenders The cost of broadcasting the Council meetings on the City Channel is approximatel y 1,200 per meeting exclusive of VAT. There is no provision made in the 2010 budget for this service. SEE NUMBER 37

16 No. Date Minute No. Subject Decisions/Comments Status /12/ OP/43/09 Supply of Replies to All Questions It was AGREED to forward replies to outstanding questions to all Cllrs /12/ OP/44/09 Paperless System at Area Committees It was AGREED to extend paperless meetings to Area Committees. ONGOING /12/ /12/ /12/ /03/ /03/ /03/ 2010 OP/45/09 OP/48/09 OP/49/09 OP/4/10(a) Flagpole to Fly European Union Flag Provision of Statute and Section Naming of New Roads Circular from DOEHLG regarding Conferences and Training The flagpole outside County Hall is damaged and will be replaced in order to fly the European Flag. It was AGREED to forward the proposal to all Depts to include statute and section concerned for all Headed Items at Council meetings which propose an action under a statutory power. It was AGREED to inform the Transportation Dept that prior to naming of new roads, the proposed names, in both official languages, would be brought to Elected Members for approval. It was AGREED that a member of the IT Dept would contact all Cllrs regarding IT Training. OP/4/10(b) Data Protection It was AGREED to advertise for Residents Associations to submit their details on a database on an annual basis. OP/10/10 Unimplemented Motions It was AGREED to bring a report back at Septembers meeting of OP&P. ONGOING Quotations received, it is hoped to proceed with installation shortly. ONGOING All Cllrs contacted by Secretariat, Introduction I.T. Course to be held on 29 June 2010, Modern Gov training will roll out in July & August on an individual basis for those available, Modern Gov training will continue into Sept and possibly Oct. ONGOING ONGOING - proposal agreed at meeting circulated to all Depts, report will be

17 34. 25/03/ /03/ 2010 OP/11/10 OP/13/10 Area Committee Minutes Area Committee - Transfer of Business It was AGREED to inform Depts not to photocopy minutes for Area Committee meetings. One copy of minutes will be available at the meeting. It was AGREED to transfer Water & Waste business to the Environment, Culture & Community, and Housing Area Committee. brought to Sept 2010 mtg

18 No. Date Minute No. Subject Decisions/Comments Status /03/ /03/ 2010 OP/14/10 OP/15/10 Area Committee - Agendas: Address Supplied Information/ Accessibility Council s Website on It was AGREED to forward withheld addresses in relation to motions to all Cllrs following the circulation of the agenda. Addresses will be supplied to Cllrs in relation to questions on request. The update report was NOTED. OP/29/10 Representation of all Religious Denominations It was proposed by Councillor R. Humphreys: That bearing in mind the reply to Question A12 on 13 Jan 2010 to the effect that only 3 denominations were invited to the opening of Benildus Avenue, and no non-christian denominations were so invited, it shall be a requirement for future such events that all religions or denominations operating within the County shall be invited to such an event, and any participating religion or denomination shall be advised of the pluralistic nature of the event. The following report of the Manager, copy of which had been circulated to Members was CONSIDERED: It has been the practice in this Council to have a formal blessing as part of road opening ceremonies. Recognising that Christianity is still the dominant religion in the County invitations to participate in the blessing are usually extended to Ministers from the main Christian denominations operating in the area served by the new road. It would simply not be feasible to invite representatives of all religions or denominations operating within the County as is being suggested by the Councillor. If the current approach is considered inappropriate then consideration should be given to the following options: 1. Ending the practice of having religious blessings associated with Council events or 2. limiting invitations to one representative of the Christian faiths and one representative of non Christian faiths operating in the area. Following discussion, it was AGREED to report back to the September meeting of the Organisation, Procedure and Protocol Meeting as a headed item. OP/30/10 I.T Training It was proposed by Councillor V. Boyhan: That the Manager make arrangements for I.T. training and an introduction to the e-gov system. The following report of the Manager, copy of which had been circulated to Members was NOTED:

19 An Introduction to Computers Course, including word, file management, internet and will be run on Tuesday, 29th June in the from 9am to 5pm. This course will be given by Mr. Eamonn Doyle from the IPA. Following on from this, Ms. Niamh Browne, Systems Analyst, I.T. Department will provide any further assistance that may be required to enable Councillors use the Modern.Gov system. OP/31/10 Provision of ipads for Councillors It was proposed by Councillor V. Boyhan: That the Manager consider providing Councillors with ipads to assist them with their Local Government work. The following report of the Manager, copy of which had been circulated to Members was CONSIDERED. The ipad has yet to be launched in Ireland and as such the IT Department has not had an opportunity to assess it to see 1. What business benefits it might provide to functions and business of the Council 2. Does it meet DLR IT security standards Following discussion the Manager s REPORT was AGREED. OP/32/10 I.T. Passwords It was proposed by Councillor R. Humphreys: That the Manager report on whether staff are required to change their password to any or all of the Council s computer systems every 60 days, and if so whether they are prohibited from recycling passwords, and if so that the Manager take steps to change these extremely cumbersome, counterproductive (because frequently changing passwords cannot be remembered and thus must be written down, compromising security) and user-unfriendly requirements so that passwords need not be changed more frequently than annually. The following report of the Manager, copy of which had been circulated to Members was NOTED: The Council in line with best practice in the ICT sector has always had a password policy in place on it s IT network and it s ICT systems. Passwords are crucial in helping protect Council data from access by unauthorised individuals both internally and externally (hackers). Last year, an External Audit on IT security was undertaken, at the request of the Council s Internal Audit Section, by Mazars Consulting who are experts on IT security. In their reports they strongly recommended that all IT systems have a strong password policy applied to them. The recommendations of this audit were also brought to the Councils Audit Committee. Some of the Council s systems do force staff to change their password every 60 days and do prevent the regular recycling of passwords. This password policy is in line with good practise and was agreed with Mazars Consulting during their audit. OP/33/10 Conclusion of Meeting The meeting concluded at p.m.