Contact: Colin Hinxman Ext: 7343

1. Summary

1.1. The following decision is sought:

1.2. That the action of the Director of Property, Business and Regulatory Services be endorsed in having negotiated with Philips improvements to the audio and sound system in the Council Chamber at an estimated cost of £42,000, such system to include flexibility for further refinements to be added in due course; and other modest improvements to comfort and arrangements for the effective functioning of the County Council's democratic processes in the Council Chamber be made as opportunities arise.

2. Reasons

2.1. This item was "called-in" by the Policy and Resources Policy Review Committee but following debate no change was made to the Executive Member's decision to proceed with improvements to the Council Chamber sound system. The item was referred to the Buildings, Land and Contracts Panel to give further advice on the subject.

2.2. The system now recommended for approval is supplied by Philips at an estimated cost of £42,000. It is a tried and tested system which can be expanded in future to cover web-cam broadcasting, electronic voting and any other refinements which the County Council may in future wish to include. It incorporates an improved audio system with loop facilities which will be of great help to those with hearing problems. The system was piloted at the County Council's meeting on 28 November 2002.

2.3. If opportunities are taken in the future to expand the system there is also scope for substantially greater use to be made of the Council Chamber to accommodate larger meetings and also for it to be made available to the community. With this in mind it may be possible to transfer meetings currently held in the conference/committee rooms, Ashburton Court, to the Council Chamber; this may have the effect of releasing substantial areas for the purpose of office accommodation. In addition, the Council Chamber, if fitted out with modern electronic equipment and systems, could be used more widely and could generate income for the County Council.

3. Other Options considered and rejected

3.1. Taking no action - rejected as it would leave the Council Chamber as an under-used and outdated facility.

4. Conflicts of Interest declared by the decision maker or a member or officer consulted

4.1. Councillor Thornber declared an interest on the grounds that he receives a small pension as a former employee of Philips, the proposed supplier of the system. This is considered to be so minimal that it does not amount to a personal prejudicial interest.

5. Dispensation granted by the Standards Committee

5.1. Not applicable.

6. Reasons for the matter being dealt with if urgent

6.1. Not applicable

Approved by: (signature) Date: (date of decision)

Councillor T.K. Thornber, C.B.E. 16 January 2003

5dR941202

Section 100 D - Local Government Act 1972 - background papers

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