Agenda item

The Chairman invited Councillor Nowlan to present an update on the technology and infrastructure improvements being explored across the Council’s systems and services.

Councillor Nowlan thanked the Mayor’s Secretary and the Office Manager for their comprehensive report covering audio visual equipment, telephony, internet connectivity and democratic services software.

Members noted the phased implementation plan proposed within the report, which aims to improve connectivity, communications, administrative efficiency and public engagement through a programme of technology upgrades.

Members discussed the importance of future-proofing the Council’s technology infrastructure, particularly in light of ongoing connectivity issues and the increasing reliance on cloud-based services. It was noted that poor internet performance currently impacts productivity and operational efficiency.

Members noted that Fibre to the Premises (FTTP) was identified as the preferred connectivity solution. However, officers advised that availability at the Guildhall could not be confirmed until a formal application had been submitted.

Members agreed that, should FTTP not be available, alternative dedicated internet solutions should be explored to provide improved reliability and speed.

During the discussion of the meeting Councillor Stoyel gave his apologies and left the meeting.

Members reviewed the recommendations for each proposed company appointment and discussed the associated costs, benefits and service provisions.

The Town Clerk advised that funding for audio visual and PA equipment falls within the remit of the Services Committee. Members considered a recommendation to utilise funding from the EMF Website Budget Code to enable priority technology improvements to proceed without delay, with a report to be submitted to the next Services Committee meeting seeking the necessary budget virement.

The Town Clerk further recommended that the Office Manager, in consultation with Councillors Nowlan and Bickford, be authorised to undertake a full tender process for improvements to the acoustics within the Long Room, should this be required.

Members noted that a further report and recommendation would be presented to the Policy and Finance Committee in September.

Following a unanimous vote, it was proposed by Councillor B Samuels, seconded by Councillor Nowlan and RESOLVED;

1.  To delegate authority to the Office Manager/Assistant to the Town Clerk to implement the phased technology improvements identified within the report;

2.  To award the contract for the Long Room audio-visual solution to Company C at a capital cost of £8,946.79;

3.  To award the contract for the portable PA systems to Company B at a capital cost of £2,158.21;

4.  To award the contract for the telephone system to Company C at a capital cost of £3,230.00 and an annual cost of £2,081.28;

5.  To award the contract for internet provision to Company C at a capital cost of £125.00 and an annual revenue cost of £3,300.00, subject to the availability of Fibre to the Premises (FTTP);

6.  To award the contract for Democratic Services Software to Company B, with implementation to commence in January 2027 to facilitate a managed transition, at a capital cost of £2,995.00 and annual cost of £3,395.00;

7.  To allocate the associated costs across budget codes 6208 PF Subscriptions, 6287 PF EMF Website (interim budget code), 6300 PF Telephone, Internet and Mobile;

8.  To RECOMMEND to the September Services Committee to vire associated costs from budget code 6414 GH Equipment Guildhall to 6287 EMF Website to support the various upgrades;

9.  To provide delegated authority to the Officer Manager / Assistant to the Town Clerk, working with Councillors Bickford and Nowlan, to develop the Long Room acoustic specification and obtain quotations or undertake a full formal tender process, where required under the Town Council’s Financial Regulations, reporting back at a future meeting with recommendations.