Burnham-on-Sea & Highbridge Town Council

23rd November 2020 F&R Report 5.5

Purpose of report: to provide 3 quotes for the provision of telephone and broadband

Background

The Town Council’s current contract for telephone, broadband and Wi-Fi solution ends in January. The current provision has not been effective in adapting to a different way of working and has caused some operational difficulties. We are unable to easily manage where the calls to the office and the Princess Theatre are directed to and there is no facility to transfer a call. The current mobile app is useful but requires staff to use their personal mobile phones & has limitations. The call quality/connection isn’t reliable.

Financial implications (see attachment) and options

£595.08 a month current provision = £21422.88 over 36 months

£260 a month, £705 set up fee provider A = £10065 over 36 months

£182 a month, £782.50 set up fee provider B = £7334.50 over 36 months

£226 a month, £1200 set up fee provider C = £9325.20 over 36 months

Policy implications

Financial Regulations 10.3 All members and officers are responsible for obtaining value for money at all times. An officer issuing an official order shall ensure as far as reasonable and practicable that the best available terms are obtained in respect of each transaction, usually by obtaining three or more quotations or estimates from appropriate suppliers.

Options

The need for an actual desk phone has changed and a softphone application can be installed on all laptops and workstations. This means staff will be able to access the main phone system wherever they are working. Headsets replace the need for actual phones and these can be used for video calls too.  Calls can be transferred when answered and there is the ability to record calls for training and quality purposes.

The background portals from all of these providers allow us to manage how are calls are handled. A main line auto attendant can be put in place so that callers can select the right department. There is the ability to change the main answer messages at a click of a button and answerphone facilities for everyone. There is call reporting and analytic information available on each option.

Each contract is based on a 36-month term.

Options A and B offer mobile apps as standard for each user.

Option A cannot support the current Wi-Fi provision at the Princess so new access points would need to be installed and paid for at £60 a month, included in the price.

Option B cannot support the current Wi-Fi provision, but the company offers an option to set it up with its router for a one off fee of £82.50.

All the options can adapt to staffing numbers and the additional options, such as call recording can be changed throughout the term, if and when needed.

I have had demonstrations on all of the systems and they are all user friendly.

It is recommended that the Council changes its phone system to that offered by option B. It is the cheapest overall and it provides everything that the Council offices require.

5.5-Telephone-contract-comparison-figures.pdf

Report author:          Sally Jones

Report Date:               9th November 2020

Records Retention Schedule

Financial Risk Management Policy - March 2023

Grant Application Kings Coronation Form

The Coronation of His Majesty King Charles III will take place on Saturday 6th May 2023, with an additional bank holiday on Monday 8th May 2023.

We are keen to hear from groups/organisations in Burnham-on-Sea and Highbridge that are looking to celebrate the Coronation. The Town Council has £1500 available to allocate to events being organised to celebrate the Kings Coronation. The maximum grant to be allocated per event will be £500.

You must meet the following criteria for your application to be considered:

– The event will be open to all members of the public

– The event will be free of charge

– The event will take place within the Coronation weekend

– The event will take place within Burnham on Sea or Highbridge

 

Applications will close on Monday 6th March at midday. 

Your organisation and contact details

What happens next....
Applications will be considered at the Finance and Resources Committee Meeting on Monday 13th March 2023. You will be notified after this date whether your application has been successful.
Burnham & Highbridge Town Council takes your privacy seriously and will only use your personal information for the purposes of contacting you about this grant. The Council’s privacy notice can be found here.

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