PART 1
(OPEN TO THE PUBLIC)
ITEM NO.
REPORT TO THE LEAD MEMBER OF DEVELOPMENT SERVICES
TITLE : Refurbishment of the Civic Centre Reception Area
RECOMMENDATIONS :
That the report is noted and that quotations can be obtained for the refurbishment of
the reception area.
EXECUTIVE SUMMARY :
This report provides details on the proposed refurbishment to the Civic Centre
reception area and a drawing has been provided to visually illustrate the scheme.
BACKGROUND DOCUMENTS :
(Available for public inspection) N/A
ASSESSMENT OF RISK: Low
THE SOURCE OF FUNDING IS
The Planning Delivery Grant
LEGAL ADVICE OBTAINED Yes, Pauline Lewis
FINANCIAL ADVICE OBTAINED Yes (Group Accountant, out stationed in Development
Services)
CONTACT OFFICER : Jonathan Till x3604
WARD(S) TO WHICH REPORT RELATE(S) N/A
KEY COUNCIL POLICIES Procurement Strategy
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DETAILS:
Refurbishment of the reception area
at the Civic Centre in Swinton
It has become apparent that there is a need to refurbish the reception area at the Civic
Centre to comply with the DDA legislation and meet the requirements of the new corporate
identity.
Background
Prior to November 2002 two separate reception desks operated from the main foyer area of
the Civic Centre building, one desk was operated by Corporate Services and the second by
Development Services.
Development Services agreed to take over responsibility from Corporate Services in
November, 2002 and had the task of combining the two receptions into one.
Work was undertaken to remove the partition wall between the two receptions to create one
large area, this was the only building adaption work undertaken.
Short term improvement
It was recognised that some short-term improvements could be achieved and these have
now been carried out, however it has now come to the point where the reception area needs
to be refurbished to meet the expectations of its customers.
Improvement
Installation of a plasma
screen
Installation of a computer
for public use
Installation of a computer
for planning/public use on
the reception desk
Installation of a coffee
machine
Provision of racking for
leaflets
Toys and books
Improved seating
Benefit
To display power point presentations to the public
To help the public access planning records, Utility
information and the Councils web site
To display planning applications and produce location
plans for the public
To provide refreshments
To display information in a logical and easily
retrievable way
To help parents with young children
To help customers who have problems with low
seating
Rationale for refurbishment of the reception area
To improve the services we provide and create a positive impression to our customers it is
essential to refurbish the reception area, the current desk is over thirty feet in length and the
customers still migrate to the original reception desks for their enquiries.
To avoid customer confusion it is imperative that the reception area is re designed to provide
a welcoming and functional environment that meets their expectations and demands.
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Key objectives
There are a number of key objectives that have been identified that need to be achieved
when providing a functional reception area and these have been taken into account within
the design.

It is important to provide a smaller reception desk where the receptionist can greet
customers, the new design will enable the reception staff to work generically and provide
a working environment that is pleasant to work in, at the moment there is a clear
demarcation of duties due to the physical size of the desk and the staff are not working
efficiently. Computer systems will be duplicated to allow the reception staff the facility to
access to all systems.

It is important to create a welcoming environment and this will be achieved through the
use of better seating and lighting. Tables are required to enable customers and staff to
view plans comfortably within the reception area and this facility will be provided in the
new layout.

At the moment one computer has been provided for the use of the general public, this
facility has proved to be extremely useful and there is a need to install further computers
in the reception area. The refurbishment will be an opportunity to locate all the
computers and the job application service within one designated area to provide a better
use of space and provide work stations for the customers.

The storage of deliveries had been an ongoing problem, all deliveries are signed for by
the reception staff and left in the main reception area awaiting collection from the
recipients, the number of deliveries can build up causing an unsightly appearance within
the reception area. The solution would be to convert the small meeting room adjacent to
the reception area into a storage area for deliveries. There have been concerns that the
loss of this meeting room would have an impact however meeting room three, currently
used for storage could be converted back to a meeting room.

The reception area is used for displays through out the year by different parties, an area
would be designated for display purposes which would be out of the way of the walk way
but would still be in a prominent position.

Seating for disabled customers with low tables will be identified and the access points to
the reception area will conform to the DDA Act.

The décor and carpets would be refurbished to provide a clean and inviting environment.
Consultation
A design has been created for the refurbishment of the reception area which is attached for
information which meets all of the above criteria. The Property and Development Division
have been consulted with a view to security and the Planning Division have been consulted
with their views concerning the planning function. Simon Malcolm (Head of Marketing and
Communications) and Councillor David Lancaster have been kept informed of
developments.
Conclusion
The improvement to the reception area is necessary if we wish to improve the way we
deliver our services, the reception area creates an impression with the customer and this
needs to be positive, the way to achieve this is to ensure that the customer can access the
services they require with the minimum of fuss and that the experience is pleasant.
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The estimated cost of the improvements is £45,000 and this will be funded through the
Planning Delivery Grant.
MALCOLM SYKES
Director of Development Services
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