Hillingdon Council Cabinet Member and Officer Decisions
Property Works Programme (PWP) Capital Budget 2020/2021; Boilers Programme – Replace Boilers and Air Heaters/Coolers - Release 26
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Democratic Services Location: Phase II Ext: 0693 DDI: 01895 250693 My Ref: SC To: COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE COUNCILLOR JONATHAN BIANCO CABINET MEMBER FOR PROPERTY AND INFRASTRUCTURE c.c. All Members of Executive Scrutiny Committee c.c. Perry Scott, Director of Infrastructure, Procurement, Business Improvement, Communications, Waste Services and ICT c.c. Chairmen of the Corporate Services, Commerce and Communities Policy Overview Committee c.c. Ward Councillors for Ickenham, Manor, Uxbridge North, West Ruilsip and Yiewsley c.c. Gary Penticost, Residents Services c.c. Dave Grimshaw, Residents Services c.c. Conservative and Labour Group Offices (inspection copy) Date: 18 January 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (JANUARY 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme (PWP) Capital Budget 2020/2021; Boilers Programme – Replace Boilers and Air Heaters/Coolers RELEASE NO: 26 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 Tuesday 26 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. Steve Clarke Democratic Services Officer Title of Report: Property Works Programme (PWP) Capital Budget 2020/2021; Boilers Programme – Replace Boilers and Air Heaters/Coolers – Release No 26 Decision made: Reasons for your decision: (e.g. as stated in report) Capital Release Report - 18 January 2021 Part I - Public Alternatives considered and rejected: (e.g. as stated in report) Signed ………………………………………………………Date…………………….. Cabinet Member for Finance / Cabinet Member for Property and Infrastructure Capital Release Report - 18 January 2021 Part I - Public CAPITAL RELEASE REPORT (JANUARY 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme (PWP) Capital Budget 2020/2021; Boilers Programme – Replace Boilers and Air Heaters/Coolers RELEASE NO: 26 Cabinet Members Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolios Finance Property and Infrastructure Officer Contact Gary Penticost, Residents Services Dave Grimshaw, Residents Services Papers with report Appendix A with capital release requests for approval HEADLINES Summary To seek Cabinet Member approval for the release of capital funds to replace failing air conditioning units and boilers at seven corporate sites. Putting our Residents First This report supports the Council’s strategy for improving the way the council operates by providing operational assets that are compliant and fit for purpose. Financial Cost This report seeks the release of £ 22k from the Property Works Programme 2020/21 capital budget for the replacement of failing air conditioning units and boilers at seven corporate sites. The works will commence immediately following capital release approval. Relevant Policy Overview Committee Corporate Service, Commerce and Communities Ward(s) affected Ickenham, Manor, Uxbridge North, West Ruislip, and Yiewsley RECOMMENDATION That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agree to the following capital release request of £22k from the Property Works Programme (PWP) capital budget 2020/2021 for the replacement of failing air conditioning units and boilers at seven corporate sites (Appendix A). Capital Release Report - 18 January 2021 Part I - Public Reasons for recommendation The assets are all at the end of their serviceable life and need to be replaced to maintain the resilience of on-site IT services and to provide heating throughout the location for our residents. Alternative options considered No other options available. Policy Overview Committee comments None at this stage. SUPPORTING INFORMATION 1. The boiler and air conditioning assets set out in the table below are at the end of their serviceable life and need to be replaced. 2. Cooling to the IT rooms is essential for the equipment to operate. 3. Heating is required to enable the continued use of the amenity. Table 1: Cost Plan Activity Quoted Price Budget Cost Breakspear Crematorium Office IT Room £4,231.78 £4,232 Ruislip Manor Library IT Room £2,771.67 £2,772 North Hillingdon Adult Education Centre £1,954.83 £1,955 Breakspear Crematorium North IT Room £2,560.18 £2,560 Brookfield Adult Education Centre £2,857.35 £2,857 Ickenham Library IT Room £4,469.37 £4,469 Yiewsley Library IT Room £3,634.35 £3,634 Total Budget Cost £22,480 Financial Implications Property Works Programme Budget £3,227k, Previously Released/Pending Release £2,102k, Capital Release Requested £22k – Appendix A The 2020/21 capital programme, approved by Cabinet and Council in February 2020, included a budget for the Property Works Programme (PWP) of £2,878k. Cabinet, in June 2020, approved the re-phasing of £349k of the unspent 2019/20 budget into 2020/21, to give a revised budget of £3,227k, funded from Council resources. Capital Release Report - 18 January 2021 Part I - Public Previously, £2,102k has been released or is included in a release report in preparation (up t o Release No 2 5) from the revised Property Works Programme 2020/21 capital budget. This report is seeking the release of £22k for the replacement of failing air conditioning units and boilers at seven corporate sites as detailed above in table 1. The release request is based upon quoted costs. The remaining £1,103k of the PWP 2020/21 budget will be allocated to projects as and when required, subject to the capital release procedure RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities The knowledge that the Council is taking steps to ensure the assets on our estate remain in good condition and enable, where required, residents to utilise the facility. Consultation carried out or required Consultation not required. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed this report and concurs with the financial implications set out above, noting that the recommended action to agree a release of £22k for the replacement of failing air conditioning units and boilers at seven corporate sites as detailed above in table 1 will be funded from the 2020/21 approved Property Works Programme capital budget. Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 2 of the Health and safety at Work etc Act 1974. Thus, there are no legal impediments to the capital release being autho rised, although any contract that is entered into must comply with the Council's Procurement and Contract Standing Orders. Infrastructure / Asset Management Asset Management officers authored the report. Capital Release Protocol The release of all capital funds, and certain revenue funds, held by the Council is to be made by a formal democratic decision. No expenditure can be placed or committed by officers until this formal approval is given by Democratic Services. Release of funds must be for identified projects only and strictly not for the general release of funds for projects to be identified at a later date. No block releases of capital or funding will be allowed, except if authorised by the Capital Release Report - 18 January 2021 Part I - Public Leader of the Council in advance to Corporate Finance . The release of funds will only be made if previous Council, Cabinet or Cabinet Member agreement has been given to the project and only if there is an approved budget. BACKGROUND PAPERS NIL. Capital Release Report - 18 January 2021 Part I - Public APPENDIX A Property Works Programme (PWP) Capital Budget 2020/2021; Boilers Programme – Replace Boilers and Air Heaters/Coolers – Release No 26 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Various Sites Replacement of obsolete heating and cooling assets Several assets are at the end of their serviceable life and need to be replaced 22 Total seeking release 22 Previously released / pending release 2,102 Budget 3,227 Remaining budget 1,103
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Capital Release Draw-Down Decision Notice – 11 February 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 11 FEBRUARY 2021 The Cabinet Member for Finance, and the Cabinet Member for Property and Infrastructure have made the following decision today: 1. THE CABINET MEMBER FOR FINANCE AND THE CABINET MEMBER FOR PROPERTY AND INFRASTRUCTURE CAPITAL RELEASE REPORT (JANUARY 2021) DEPARTMENT: Residents Services SERVICE AREA/ PROGRAMME: Property Works Programme (PWP) Capital Budget 2020/2021; Boilers Programme – Replace Boilers and Air Heaters/Coolers DRAW-DOWN RELEASE NO: 26 DECISION: FULL APPROVAL That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agreed to the capital release request of £ 22k from th e Property Works Programme (PWP) capital budget 2020/2021 for the replacement of failing air conditioning units and boilers at seven corporate sites as shown in Appendix A to the associated report. REASONS FOR THE DECISIONS MADE The assets are all at the end of their serviceable life and need to be replaced to maintain the resilience of on-site IT services and to provide heating throughout the location for residents. ALTERNATIVES CONSIDERED AND REJECTED None. FURTHER INFORMATION The detailed report relating to this decision can be found here. Perry Scott, Director of Infrastructure, Procurement, Business Improvement, Communications, Waste Services and ICT Gary Penticost, Residents Services Dave Grimshaw, Residents Services 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. • 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 Capital Release Draw-Down Decision Notice – 11 February 2021 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 Thursday 18 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.