Hillingdon Council Cabinet Member and Officer Decisions
Property Works Programme (PWP) Capital Budget 2020/2021; Structural Works Programme – Refurbishment of Manor Farm Great Barn Roof Timbers - Release 27
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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
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. Chairman of the Corporate Services, Commerce
and Communities Policy Overview Committee
c.c. Ward Councillors for Eastcote and East Ruislip
c.c. Gary Penticost/ Dave Grimshaw, Residents
Services
c.c. Conservative and Labour Group Offices
(inspection copy)
Date:
19 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; Structural Works Programme – Refurbishment of Manor Farm Great Barn
Roof Timbers - RELEASE NO: 27
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) (Englan d)
Regulations 2012 notice period does not apply.
You should take a decision on or after Wednesday 27 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: Property Works Programme Capital Budget 2020/2021; Structural Works
Programme – Refurbishment of Manor Farm Great Barn Roof Timbers - Release No. 27
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 / Cabinet Member for Property and Infrastructure
Capital Release Report – 19 January 2021 Page 1
(Part 1 Public)
CAPITAL RELEASE REPORT (January 2021)
DEPARTMENT: Residents Services
SERVICE AREA / PROGRAMME: Property Works Programme (PWP) Capital Budget
2020/2021; Structural Works Programme – Refurbishment of Manor Farm Great Barn Roof
Timbers.
RELEASE NO: 27
Cabinet Members Councillor Martin Goddard / Councillor Jonathan Bianco
Cabinet Portfolios Finance / Property and Infrastructure
Officer Contact Gary Penticost, Dave Grimshaw
Papers with report Appendix A with capital release requests for approval
HEADLINES
Summary To seek Cabinet Member approval for the release of capital funds.
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 £ 27k from the Property Works
Programme 20 20/21 capital budget for the refurbishment of 7
Arcade Brace Timbers and further investigations in the Great Barn,
Manor Farm . The figure includes a contingency and project
management fee. The works will commence immediately following
capital release approval.
Relevant Policy
Overview Committee
Corporate Service, Commerce and Communities
Capital Release Report – 19 January 2021 Page 2
(Part 1 Public)
Ward(s) affected Eastcote & East Ruislip
RECOMMENDATION
That the Cabinet Member for Finance and the Cabinet Member for Property and
Infrastructure agree to the following capital release request of £ 27k from th e Property
Works Programme (PWP) Capital Budget 2020/2021; Structural Works Programme –
Refurbishment of Manor Farm Great Barn Roof Timbers (Appendix A).
Reasons for recommendation
A specialist team of consultants experienced in historic timber structures has recommended these
works are undertaken following a detailed survey March 2020 at the Manor Farm Great Barn.
Alternative options considered
No other options available
Policy Overview Committee comments
None at this stage.
SUPPORTING INFORMATION
1. The Medieval Barn is of historic interest and part of an iconic complex.
2. A detailed survey was undertaken after an Arcade Brace came loose in March 2020.
3. The survey included an overall structural summary report, a condition report from a specialist
structural engineer and Microdrill Assessment report for Death Watch Beetle activity.
4. The reports concluded that Death Watch Beetle activity had been present in 7 Arcade Brace
Joints and, therefore, they needed to be made structurally sound.
5. Further activity and defects were noticed during the survey, b ut they are of a lower priority
and will be surveyed in detail during these works and a report produced.
6. The works are proposed to be undertaken by McCurdy & Co Ltd, under a single tender action.
McCurdy & Co Ltd are specialist in the field and who replaced the Arcade Brace in March
2020.
7. The works will include detail drawings for future reference and meet any requirements from
English Heritage.
Capital Release Report – 19 January 2021 Page 3
(Part 1 Public)
Table 1: Cost Plan
Activity Quoted Cost
Refurbish 7 Arcade Braces and affix
new Tenon Joints £11,800
Fit additional collars to upper Clasp
Purlins. Replace two Aisle Purlins.
Carry out further investigations to the
roof and weatherboards.
£11,988
Sub-Total £23,788
Contingency @ 10% £2,379
Project Fee @ 4.4% £1,047
Total Budget Cost £27,214
Financial Implications
Property Works Programme Budget £3,227k, Previously Released/Pending Release
£2,124k, Capital Release Requested £27k – 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.
Previously, £2,124k has been released or is included in a release report in preparation (up to
Release No 26) from the revised Property Works Programme 2020/21 capital budget.
This report is seeking the release of £27k for the refurbishment of 7 Arcade Brace Timbers and
further investigations in the Great Barn, Manor Farm. The release request is based upon the
proposed contractor’s quoted costs and includes a project contingency of 10% of the quoted costs
and internal project management fees of 4.4% of the quoted costs.
The remaining £1,076k 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 iconic assets on the Manor Farm
Complex are being maintained ensures residents can continue to make use of and enjoy this
important building.
Capital Release Report – 19 January 2021 Page 4
(Part 1 Public)
Consultation carried out or required
None 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 £27k for the refurbishment of 7
Arcade Brace Timbers and further investigations in the Great Barn, Manor Farm 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 Occupiers Liability Act 1957. Thus, there are no legal impediments
to the capital release being authorised, 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 Leader of the
Council in advance t o 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 – 19 January 2021 Page 5
(Part 1 Public)
APPENDIX A
Property Works Programme (PWP) Capital Budget 2020/2021; Structural
Works Programme – Refurbishment of Manor Farm Great Barn Roof
Timbers. Release 27.
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000’s
Approve Hold
More
Information
Required
Great
Barn,
Manor
Farm
Refurbish
Arcade
timbers
The Arcade timbers
have been damaged by
Death Watch Beetles
27
Total seeking release 27
Previously released /
pending release
2,124
Budget 3,227
Remaining budget 1,076
View Decision / Minutes Text
Capital Release Decision Notice – 02 February 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 02 FEBRUARY 2021 The Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure have made the following decision today: 1. CABINET MEMBER FOR FINANCE AND 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: Structural Works Programme – Refurbishment of Manor Farm Great Barn Roof Timbers RELEASE NO: 27 DECISION: FULL APPROVAL That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agreed to the capital release request of £ 27k from th e Property Works Programme (PWP) Capital Budget 2020/2021; Structural Works Programme – Refurbishment of Manor Farm Great Barn Roof Timbers REASONS FOR THE DECISIONS MADE A specialist team of consultants experienced in historic timber structures has recommended these works are undertaken following a detailed survey March 2020 at the Manor Farm Great Barn. ALTERNATIVES CONSIDERED AND REJECTED No other options available. FURTHER INFORMATION The detailed report relating to this decision is available to view here. Gary Penticost / 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 Decision Notice – 02 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, wil l come into effect from 5pm on Tuesday 09 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.