Decision Maker:

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Date of Decision: February 3, 2025

Purpose:

Content: 10.1 The current lease agreement for the public computers in Sheffield’s libraries will end in February 2025. We have a solution which will enable us to maintain provision through 2025/2026, which includes an upgrade to Windows 11.   We are proposing a new approach to future provision based on learning from our customers and trialling the use of technologies as we replace broken or obsolete equipment. This approach covers the provision of digital equipment and software and associated services, including the public Wi-Fi.     10.2 RESOLVED UNANIMOUSLY: That the Communities, Parks and Leisure Policy Committee approves the development of a mixed approach in each Council library and the volunteer run libraries (who continue to use the Council’s public computers and related infrastructure supported by the Council’s IT Service). This will reflect customer needs and usage and will include: ·       maintaining and upgrading existing equipment, ·       trialling different types of equipment as well as ·       leasing and/or buying new equipment as part of a rolling programme.     10.3 Reasons for Decision     10.3.1 Without this decision, and approval of the budget pressure at full Council, the provision of the public computers in Sheffield’s libraries is likely to deplete and fail to meet the needs of our communities. This would put us at risk of failing to meet our statutory requirements.     10.3.2 In making the decisions to develop a mixed approach to equipment and develop an ongoing rolling programme, we aim to meet the changing needs of customers and create flexibility as habits and technology changes.     10.4 Alternatives Considered and Rejected     10.4.1 Alternative Option 1: We do not offer public computers in our libraries It is important to meet the expectations of our statutory duty. The results of the recent survey and computer usage, highlights that we need to offer public computers in our library to meet the needs of library users. However, to meet this need we do not need to offer as many computers as the current offer.   If there were no computers for public use in our computers, this could partly be mitigated by continuing to have free Wi-Fi     10.4.2 Alternative Option 2: We lease all new computers for public use on the Peoples Network This option would mean entering into another 4-year lease agreement costing in the region of £200,000.   Advantages ·       Simple to achieve following a tried and tested processes ·       New and reliable machines with Windows 11 installed.   Disadvantages ·       Not affordable on a like for like replacement as we also need to install new Wi-Fi infrastructure and offer other options ·       Many of the current computers on lease are still fully functioning with high satisfaction rates. This option would see these machines being returned to the supplier. ·       This option commits us to a cycle of replenishment every four years. The costs associated with this mean that the range of options for customers will be more limited and with no flexibility in this time frame.