Hillingdon Council Cabinet Member and Officer Decisions
ICT Equipment, Furniture & General Equipment 2020/21 - DRAW-DOWN RELEASE NO: 13
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Democratic Services
Location: Phase II
Ext: 0185
DDI: 01895 250185
My Ref: LP
To: COUNCILLOR MARTIN GODDARD CABINET
MEMBER FOR FINANCE (DESIGNATE)
c.c. All Members of Executive Scrutiny Committee
c.c. Paul Whaymand, Corporate Director
c.c. Michelle Kenyon, Procurement
c.c. Conservative and Labour Group Offices
(inspection copy)
Date:
14 January 2021
Non-Key Decision request Form D
CAPITAL RELEASE DRAW-DOWN REPORT (January 2021)
DEPARTMENT: Finance
SERVICE AREA / PROGRAMME: ICT Equipment, Furniture & General Equipment
2020/21
DRAW-DOWN RELEASE NO: 13
Dear Cabinet Member
Attached is a report requesting that a decision be made by you as an individual Cabinet
Member. Democratic Services confirm that this is not a key decision , as such the Local
Authorities (Executive Arrangements) (Meetings and Access to Information) (England)
Regulations 2012 notice period does not apply.
You should take a decision on or after Friday 22 January 2021 in order to meet
Constitutional requirements about publication of decisions that are to be made. You may
wish to discuss the report with the Corporate Director before it is made. Please indicate your
decision on the duplicate memo supplied, and return it to me when you have made your
decision. I will then arrange for the formal notice of decision to be published.
Liz Penny
Democratic Services Officer
Title of Report: ICT Equipment, Furniture & General Equipment 2020/21 - Release
No 13
Decision made:
Reasons for your decision: (e.g. as stated in report)
Alternatives considered and rejected: (e.g. as stated in report)
Signed ………………………………………………………Date……………………..
Cabinet Member for Finance (Designate)
Capital Release Draw-down Report – 14 January 2021 Page 1
Part I - Public
CAPITAL RELEASE DRAW-DOWN REPORT (January 2021)
DEPARTMENT: Finance
SERVICE AREA / PROGRAMME: ICT Equipment, Furniture & General Equipment 2020/21
DRAW-DOWN RELEASE NO: 13
Cabinet Members Councillor Martin Goddard
Cabinet Portfolios Cabinet Member for Finance (Designate)
Officer Contact Michelle Kenyon, Procurement
Papers with report Appendices A1 and A2 with capital release drawdown requests for
approval
Appendix B with urgent items from the previously approved
contingency allocations
HEADLINES
Financial Summary To approve the draw-down of capital and revenue funds for
previously agreed capital programme decisions. This report seeks
the release of £4,189 from the Corporate Technology and
Innovation Programme 2020/21 capital budget for ICT equipment
and £53,264 from the Equipment Capitalisation - General 2020/21
and capital budget for furniture and general equipment. The
purchases will be made upon the release of funds.
Previous Decision
History
The first capital release for this programme was previously
approved formally by Members on 28 February 2020 for
subsequent drawdown, where full information was provided on the
programme, reasons for decisions and alternative options
considered.
Ward N/A
RECOMMENDATIONS
That the Cabinet Member for Finance (Designate):
1) agrees the release of £4,189 for ICT Equipment from the Corporate Technology and
Innovation Programme 2020/21 capital budget as set out in Appendix A1 of this
report;
2) agrees the release of £53,264 for General Equipment and Furniture from the
Equipment Capitalisation - General 2020/21 capital budget as set out in Appendix
A2; and
3) notes the £5,715 of equipment expenditure authorised using the Urgent
Contingency Allocations as set out in Appendix B.
Capital Release Draw-down Report – 14 January 2021 Page 2
Part I - Public
PLEASE NOTE: Appendices A1, A2 and B are attached to the decision request form so that the
Cabinet Member can indicate for each scheme, whether project approval is granted and return it
to Democratic Services for publication.
Capital Release Draw-down Report – 14 January 2021 Page 3
Part I - Public
APPENDIX A - Draw-down of capital for previously agreed programmes
Appendix A1 – Corporate Technology and Innovation Programme 2020/21
Release No 13
Ref Item /
Quantity Information
Funds
Release
Sought
£’s
Approve Hold
More
Information
Required
ICT EQUIPMENT
ICT EQUIPMENT CONTINGENCY TOP-UP REQUEST
ICT
Equipment
Contingency
Top up
request
Reimbursement of
urgent purchases as
itemised in Appendix B
below
4,189
Total seeking release 4,189
Previously released / pending release 202,270
Budget 278,000
Remaining budget 71,541
Capital Release Draw-down Report – 14 January 2021 Page 4
Part I - Public
Appendix A2 – Equipment Capitalisation - General Equipment and Furniture
2020/21 Release No 13
Ref Item /
Quantity Information
Funds
Release
Sought
£’s
Approv
e Hold
More
Information
Required
GENERAL EQUIPMENT
ERF 2839 Double bed
x1
4 Hatton Grove
Replacement Double
divan bed
300
ERF 2840 Office chairs
x20
Office Chairs
Replacements and
specific DSE
requirements
2,500
ERF 2802 Compost Bins
x210
BSU/Main Stores
Compost bins 220LTR
complete with lid and
hatch
3,255
ERF 2803
A3 laminator
x1
Step on 45L
Container bins
x3
Step On
68LContainer
Bins
x3
South Ruislip Early
Years Centre
Laminator is to replace
the broken one we
currently have
Step on container bins,
as per health and
safety regulations
170
138
ERF 2805 Dewalt Combi
Drill
x1
Green Spaces
Cordless Dewalt
Combi drill with two
batteries
215
ERF 2806 Bulk Bins for
commercial
waste
operations
Waste Services
1100 litre refuse
containers
x30
1100 litre recycling
containers flat lid
22,220
Capital Release Draw-down Report – 14 January 2021 Page 5
Part I - Public
x30
1280 litre refuse
containers
x15
940 litre refuse
containers unlidded
x10
940 litre refuse
containers lidded
x10
ERF 2807 Food waste
and kitchen
caddies
Waste Services
Replenish current
stock levels
9,627
ERF 2808 Dishwasher
x1
Uxbridge Children
Centre
Replacement required
350
ERF 2809 Petrol saws
x2
Highways
The current ones are
old and are costing
money to repair. These
are over 7 years old
1,008
ERF 2810 Laminator
x1
Libraries
Laminator required to
fulfill laminating needs
at Ruislip Manor
Library including
laminating posters and
display materials
94
ERF 2813 Ukuleles
x100
Green Spaces, Sport
and Culture
Following on the
success of ukuleles
this term, schools have
requested lessons
1,650
ERF 2814 Steel Shovels
x25
BSU/Main Stores
Open mouth number 2
all metal shovel
187
ERF 2815 Rest Centre
Supplies
Emergency
Management and
Response
425
Capital Release Draw-down Report – 14 January 2021 Page 6
Part I - Public
Single flock
size air beds
x10
Travel pillows
x10
Air pumps
(240v) x4
Rubber torches
x10
First aid kits x
10
Travel kettle
(230v) x4
Head torches
(12 LED) x3
Replenish stock for the
rest centre
ERF 2828 220 litre
Compost
Converters
x 210
BSU/Main Stores
Items are required for
the waste Division for
an ongoing project to
supply tenants,
schools and other
sections to convert
green waste to
compost.
3,255
ERF 2830 Pedal Bin
x1
Yiewsley Library
30 litre blue lid pedal
bin to replace broken
item in staff toilets
54
ERF 2831 Outer Bin
x30
BSU/Main Stores
Black bin outer
120 litre cover
2,970
ERF 2832 Springback
traffic cylinder
with sleeve
(bollard)
x10
Highways
10 x springback traffic
cylinder bollards for
maintenance works for
Ryefield Avenue
scheme.
49
ERF 2833 Padlocks
x75
Green Spaces
25 x RADAR Locks
25 x No. 10 locks
25 x No.14 locks
763
ERF 2837 Mobile Hand
Wash Station
x1
Child and Family
Development Service
A new mobile sink is
needed to replace the
current one which did
374
Capital Release Draw-down Report – 14 January 2021 Page 7
Part I - Public
not pass it's recent
PAT test at Barra Hall
Children's Centre
ERF 2838 Douwe Egberts
Excellence
Compact
Touch Coffee
Machine
x1
Hayes End Library
Douwe Egberts
Excellence Compact
Touch coffee machine
will be used at Hayes
End Library to provide
coffee and hot drinks
to members of the
public.
2,110
ERF 2843 Desk Risers
x2
Accordance with DSE
Assessment Outcomes
24
GENERAL EQUIPMENT CONTINGENCY TOP-UP REQUEST
Ref Item /
Quantity Information
Funds
Release
Sought
£’s
Approv
e Hold
More
Information
Required
FURNITURE
FURNITURE CONTINGENCY TOP-UP REQUEST
Furniture &
General
Equipment
Contingency
Top up request Reimbursement of
urgent purchases as
itemised in Appendix B
below
1,526
Total seeking release 53,264
Previously released 308,835
Budget 765,000
Remaining budget 402,901
Capital Release Draw-down Report – 14 January 2021 Page 8
Part I - Public
APPENDIX B
Items Approved by Corporate Directors from Previously Released
Contingencies 2020/21
FURNITURE - URGENT ITEMS FROM CONTINGENCY
Ref Item /
Quantity Information Amount
£’s
ERF
2841
Adapt 650
Ergonomic
Chairs
x2
Puk Wrist
rests
x4
Adjustable
Tilting
Footrest
x1
Microbreak
(body)
software
x1
Back Support
x1
Safeguarding, Partnership and
Quality Assurance
A workplace assessment has
been completed by Access to
Work. It has been assessed as
requiring the items specified in-
order to minimise the effect of
her disability at work.
1,526
Total 1,526
Capital Release Draw-down Report – 14 January 2021 Page 9
Part I - Public
ICT EQUIPMENT - URGENT ITEMS FROM CONTINGENCY
Ref Item / Quantity Information Amount
£’s
2818 Phillips LED
Monitors x16
Manor Farm Library Refurbishment 1,698
2771 Printer and
convertor
The printer is to replace a faulty printer
connected to the Microfiche.
228
2822 Penguin
Ambidextrous
Vertical Mouse x1
Equipment required as a result of a
DSE assessment.
71
2836
Dragon Pro 15
Monoaural headset
USB SpeechaAir
2Dock No SW C-
Pen Reader
Portable Text-to-
speech Scanner
Read & Write
Single User - 1
year
licence(Win/Mac)
As a result of a DSE Assessment
1,150
Serial cards for the
cash office x3
Required urgently by the cash office to
connect their new devices to
specialised printers
84
2842
ICT Equipment Urgently required for the Waste
Service.
958
Total 4,189
View Decision / Minutes Text
Capital Release Draw-Down Decision Notice – 26 January 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 26 JANUARY 2021 The Cabinet Member for Finance has made the following decision today: 1. THE CABINET MEMBER FOR FINANCE CAPITAL RELEASE DRAW-DOWN (January 2021) DEPARTMENT: Finance SERVICE AREA / PROGRAMME: ICT Equipment, Furniture and General Equipment 2020/21 DRAW-DOWN RELEASE NO: 13 DECISION: FULL APPROVAL That the Cabinet Member for Finance: 1. agreed the release of £4,189 for ICT Equipment from the Corporate Technology and Innovation Programme 2020/21 capital budget as set out in Appendix A1 of th e associated report; 2. agreed the release of £53,264 for General Equipment and Furniture from the Equipment Capitalisation - General 2020/21 capital budget as set out in Appendix A2 of th e associated report; and 3. noted the £5,715 of equipment expenditure authorised using the Urgent Contingency Allocations as set out in Appendix B of the associated report. REASONS FOR THE DECISIONS MADE The recommendations seek approval for the release of funds for discretionary expenditure on ICT equipment, furniture, and general equipment. ALTERNATIVES CONSIDERED AND REJECTED To not agree certain items of expenditure, agree part of the request or request further information. FURTHER INFORMATION For more information regarding this decision, click here. Paul Whaymand, Corporate Director Michelle Kenyon, Procurement NOTES FOR OFFICERS ACTIONING CAPITAL RELEASE DECISIONS (APPROVAL / HOLD / MORE INFORMATION / NO DECISION YET): • Approved - Where project approval has been given, these funds will be released by corporate finance in due course. Capital Release Draw-Down Decision Notice – 26 January 2021 • On Hold - Where funding for projects have been put on hold by the Cabinet Members, then these cannot be progressed at this current time and no capital funds will be released to progress them. You may wish to consult with your relevant Cabinet Member. More information required - Where projects require further information, the Cabinet Members are still yet to make their formal decision – it is therefore effectively in suspension. If you wish your project(s) to proceed then you should provide further details about them to Corporate Finance. DECISION AUTHORITY & IMPLEMENTATION Where required, these decisions have been taken under The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012. These decisions, unless called in, will come into effect from 5pm on Tuesday 02 February 2021. This is the formal notice by the Council of the above decisions. If you would like more information on any of the decisions, please contact Democratic Services on 01895 250636. The right hand column indicates the name of the officer(s) responsible for implementing / following up the decision in each case. Circulation of this decisions sheet is to a variety of people including Members of the Council, Corporate Directors, Officers, Group Secretariats and the Public.