Issue - meetings

Report of the Cabinet Member Corporate Services

RESOLVED THAT

1)    the essential and desirable items listed in paragraphs 4.1 and 4.2 are purchased by Cheltenham Borough Council within a total cost of £66,000. 

2)    a sum of £5000 is provisioned for maintenance and support of the system over a 5 year period as follows:
i) £1000 for 2018/19 from the £75K allocated for the capital expenditure
ii) in subsequent years it is proposed to increase the current Municipal Offices maintenance budget by £1000 p.a to cover this either through a transfer from existing budgets or a growth bid. 

3)    the remaining £8Kfrom the £75 K allocated is retained during 2018/19 for additional unforeseen costs and contingencies that may arise during the implementation, and/or later enhancements to be authorised by the Head of Property Services in consultation with the Cabinet Member Corporate Services.

The Cabinet Member Corporate Services introduced the report and explained that there had been intermittent problems with the sound system in the Council Chamber for some time. A project was set up in September 2017 to consider the options for replacing the system and a Cabinet Member working group had been established to help define the priorities. The project aimed to replace the current audio system in the Council Chamber and add additional options dependent on costing, and business case, as well as to prioritise compliance with the requirement to provide assistive listening.  He was confident in the proposed solution which was a result of a thorough tender process in which BP Bastion was successful in terms of both price and quality. The wired system for the Council Chamber would be portable and fit for purpose. The proposal was to also have a wireless system for the Pittville Room. He wished to put on record his thanks to Rosalind Reeves, Democratic Services Manager and Garrie Dowling, Senior Capital Projects Surveyor for their valuable contribution to the process.

A Member asked whether with the new system the council would be fulfilling its duties in facilitating proper access to decision making for the hard of hearing. In response the Cabinet Member confirmed that the new system in the Chamber included assisted listening and there would be a much improved conventional system in the Pittville Room.

Finally, the Leader thanked both the Cabinet Member Corporate Services and the working group for their efforts and highlighted the importance of the council being able to communicate well.

RESOLVED THAT

1)    the essential and desirable items listed in paragraphs 4.1 and 4.2 are purchased by Cheltenham Borough Council within a total cost of £66,000. 

2)    a sum of £5000 is provisioned for maintenance and support of the system over a 5 year period as follows:
i) £1000 for 2018/19 from the £75K allocated for the capital expenditure
ii) in subsequent years it is proposed to increase the current Municipal Offices maintenance budget by £1000 p.a to cover this either through a transfer from existing budgets or a growth bid. 

3)    the remaining £8Kfrom the £75 K allocated is retained during 2018/19 for additional unforeseen costs and contingencies that may arise during the implementation, and/or later enhancements to be authorised by the Head of Property Services in consultation with the Cabinet Member Corporate Services.