Decision details

Decision details

Video Conference Suites

Decision Maker: Executive Director (Communities & Customers) (Interim)

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


To pilot the adoption of fixed video conference facilities in rooms across Council offices for both internal and commercial use. The revenue sum of £37,000 has been allocated for this work.

Reasons for the decision:

Potential benefits include:


·       Reduced travel, improved carbon footprint, lower travel costs between offices and for off-site meetings with partners, vendors and customers

·       Optimised attendance

·       Less printing

·       Increased productivity  - less travel time

·       Employee attraction/retention

·       More inclusive for remote workers – face to face

·       Greater inclusion of staff with disabilities

·       Humanise conversations (video v audio)

·       Provide educational opportunities in groups

·       Integrated with existing laptop/smart phone capabilities at no extra cost

·       Improved security with visibility of who is on-line

·       Could assist with public attendance at Council buildings of disadvantaged members of the public.

·       Allows access to internal and external contacts

·       Review previous meetings to assist with note taking, governance etc

·       Provides commercial opportunities for Town Hall events management.


Alternative options considered:

The option of doing nothing would result in the Council foregoing the potential advantages.

Signed off by senior officers:

Approval by: Interim Executive Director, Communities & Customers; Head of Law & Governance; and Head of Financial Services.


Publication date: 19/03/2020

Date of decision: 18/11/2019