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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 25/05/2004
Technology Facilities



Summary & Purpose
The Chief Officer Group requested that a report be considered by the Executive that seeks agreement on a number of issues that have emerged regarding the provision of IT and phone facilities to members.

Quality of Life Implications
Natural Resource Use
Pollution Prevention and Control
Biodiversity and Nature
Local Environment
Social Inclusion
Safe Communities
Local Economy
Natural
Resource Use
Pollution
Prevention and Control
Biodiversity
and Nature
Local
Environment
Social
Inclusion
Safe, Healthy
and Active
Communities
Local
Economy
N/A
N/A
N/A
N/A
N/A
N/A
N/A



E-Government implications:

There are no direct e-government implications but members’ use of IT improves communication links with the Council's IT systems.

Resource and legal implications:

The cost of members’ phone lines and calls to Waverley systems was 6,800 in 2002/03 and 9,350 in 2003/04. The 2004/05 budget is 9,400 which is set to cover this increase in usage. Other financial implications are included in the report.

The Facilities Currently Offered

1. All members are offered the following facilities:-

- PC or laptop
- Software (Microsoft Office, Lotus Notes and virus protection)
- Printer
- Telephone line for PC use including rental and usage for internet*
- Toners/cartridges
- Paper and other stationary

* If members decline the telephone line to their Council PC, the cost of their calls to Waverley’s systems via their own phone line can be paid by the Council using the dial back line.

In addition, members of the Executive are offered Broadband access on the basis that Executive members have been the highest users of the internet. Mobile phones are provided to the Leader, Deputy Leader and Shadow Leader.

The Current Take-up of Facilities

2. The current cost of broadband facilities for Waverley members is 30 per month plus a one-off charge of 80. Waverley currently pays for broadband for 7 of the 9 Executive members.

3. Currently, 25 members use their own phone line to connect to the Council’s system. No member on a standard Waverley-provided line currently has costs in excess of 360, which is the annual cost of broadband. Whilst one or two members are close to this amount, most members are well below.

Issues to be Considered

4. The Executive is requested to agree a policy on the following key issues so that future provision of member’s telephone facilities is consistent and adequate budget provision can be made:-

(i) Should Waverley provide reimbursement of an amount equivalent to a standard line rental for those members that choose to use their own phone line to connect with Waverley systems?

(ii) Where a member uses their own line to use the Internet on Council business, should this be reimbursed?

(iii) Should Broadband access continue to be offered only to Executive members, or should other members be included, either on the grounds of their position or if their current costs exceed the costs of broadband?

(iv) If a member moves house, should Waverley pay for the cancellation and installation charges of their Waverley phone lines?

(v) What should happen if the Executive membership changes and broadband is no longer required?

Financial Implications

5. Currently, the cost of a standard phone rental is approximately 160 per year. If standard rentals are reimbursed to all members who currently use their own phone line to link with the Internet through Waverley’s call back line, the total additional cost would be 4,000 per year.

6. If broadband facilities are offered to additional members, the annual cost will be approximately 360 per member.

Recommendation

It is recommended that the Executive agree on a policy for the key issues identified in paragraph 4 above.



Background Papers (DoF)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.



CONTACT OFFICER:

Name: Graeme Clark Telephone: 01483 523236

E-mail: grclark@waverley.gov.uk


comms/executive/2004/2005/010