Hillingdon Council Cabinet Member and Officer Decisions
Property Works Programme (PWP) Capital Budget 2020/2021; Security Programme – New Access Control System at the Harlington Road Depot. Release 29
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Democratic Services
Location: Phase II
Ext: 0833
DDI: 01895 250833
My Ref: RD
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. Chairman of the Corporate Services, Commerce
and Communities Policy Overview Committee
c.c. Perry Scott, Director of Infrastructure,
Procurement, Business Improvement,
Communications, Waste Services, and ICT
c.c. Gary Penticost/ Dave Grimshaw, Residents
Services
c.c. Ward Councillors for Brunel
c.c. Conservative and Labour Group Offices
(inspection copy)
Date:
26 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
2020/21; Security Programme – New Access Control System at the Harlington Road
Depot.
RELEASE NO: 29
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 Wednesday 03 February 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.
Ryan Dell
Democratic Services Apprentice
Title of Report: Property Works Programme (PWP) Capital Budget 2020/2021;
Security Programme – New Access Control System at the Harlington Road Depot.
RELEASE NO: 29
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 - 26 January 2021 Page 1
Part I - Public
CAPITAL RELEASE REPORT (January 2021)
DEPARTMENT: Residents Services
SERVICE AREA/ PROGRAMME: Property Works Programme (PWP) Capital Budget
2020/2021; Security Programme – New Access Control System at the Harlington Road
Depot.
RELEASE NO: 29
Cabinet Members Councillor Martin Goddard
Councillor Jonathan Bianco
Cabinet Portfolios Cabinet Member of Finance
Cabinet Member of Property and Infrastructure
Officer Contact Gary Penticost/ 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.
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 £ 44k from the Property Works
Programme 20 20/21 capital budget for the installation of a new
access control systems at the Harlington Road Depot. The budget
includes contingency and project manager's fee.
The works will commence immediately following capital release
approval.
Relevant Policy
Overview Committee
Corporate Services, Commerce and Communities
Ward(s) affected Brunel
Capital Release Report - 26 January 2021 Page 2
Part I - Public
RECOMMENDATION
That the Cabinet Member for Finance and the Cabinet Member for Property and
Infrastructure agree to the following capital release request of £4 4k from th e Property
Works Programme (PWP) Capital Budget 2020/2021; Security Programme – New Access
Control System at the Harlington Road Depot (Appendix A).
Reasons for recommendation
The current system is no longer supported by the Microsoft manufacturer and this lack of support
and compatibility with Microsoft Azure platform creates a level of vulnerability around software
failure and a resultant impact on access and egress control at Harlington Road.
The installation of the same system and a new netw ork connection will allow t he Civic Centre
security team to grant access remotely; both in and out of hours.
Alternative options considered
No other options available as the current system is no longer supported.
Policy Overview Committee comments
None at this stage.
SUPPORTING INFORMATION
The manufacturer no longer supports the existing access control system, and it resides on an ICT
Server that cannot be migrated to the Microsoft Azure Cloud.
This lack of support and compatibility with the Microsoft Azure platform creates a level of
vulnerability around software failure and a resultant impact on access and egress control at
Harlington Road.
The proposal is supported by London Borough of Hillingdon ICT and would allow the ‘old’ server
and client software to be shut down and thereby reduce our risks around using vulnerable
systems.
Installing the same access control system as the Civic Centre can reduce the need to have fixed
security guards on site at the weekend as images can be monitored in the CCTV control room
and access granted via the Civic Centre security team.
Capital Release Report - 26 January 2021 Page 3
Part I - Public
Table 1: Cost Plan
Activity Cost
Budget
Cost
Install new door controllers, HID
readers, computer and software £29,628 £29,628
Installation of point -to-point wireless
network -HRD to Civic Centre. £8,099 £8,099
Commissioning and training Inc Inc
£37,727
Contingency @ 10% £3,773
Project Fee @5.5% £2,075
Total Budget Cost £43,575
Financial Implications
Property Works Programme Budget £3,227k, Previously Released/ Pending Release
£2,310k, Capital Release Requested £44k – 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, £2,310k has been releas ed or is included in a release report in preparation (up to
Release No. 28) from the revised Property Works Programme 2020/21 capital budget.
This report is seeking the release of £44k for the installation of a new Access Control System at
the Harlington Road Depot and the installation of a p oint-to-point wireless network between
Harlington Road Depot and the Civic Centre. The release request is based upon the quoted costs
from the Council’s framework CCTV provider and includes a project contingency of 10% of the
quoted cost, and internal project management fees of 5.5% of the quoted cost.
The remaining £873k 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 our systems are fit for the future and
use technology to deliver savings.
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 £44k for the installation of a
Capital Release Report - 26 January 2021 Page 4
Part I - Public
new access control system a t the Harlington Road Depot and the installation of point -to-point
wireless network between the Harlington Road Depot and the Civic Centre 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.
There are no legal impediments to the Council authorizing this capital release.
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 (by the Leader and Cabinet Member for Finance, Property and
Business Services). No expenditure can be placed or committed by offi cers 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 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 approv ed
budget.
BACKGROUND PAPERS
NIL.
TITLES OF ANY APPENDICES
Property Works Programme (PWP) Capital Budget 2020/2021; Security Programme – New
Access Control System at the Harlington Road Depot. Release No. 29
Capital Release Report - 26 January 2021 Page 5
Part I - Public
APPENDIX A
Property Works Programme (PWP) Capital Budget 2020/2021; Security
Programme – New Access Control System at the Harlington Road Depot.
Release No. 29
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000’s
Approve Hold
More
Information
Required
Harlington
Road
Depot
New Access
Control
System
Install a new access
control system to align
with the Civic Centre
44
Total seeking release 44
Previously released /
pending release
2,310
Budget 3,227
Remaining budget 873
View Decision / Minutes Text
Capital Release Decision Notice – 08 February 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 08 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 2020/21; Security Programme – New Access Control System at the Harlington Road Depot. RELEASE NO: 29 DECISION: FULL APPROVAL That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agree d to the following capital release request of £44k from the Property Works Programme (PWP) Capital Budget 2020/2021; Security Programme – New Access Control System at the Harlington Road Depot (Appendix A of the associated report). REASONS FOR THE DECISIONS MADE The current system is no longer supported by the Microsoft manufacturer and this lack of support and compatibility with Microsoft Azure platform creates a level of vulnerability around software failure and a resultant impact on access and egress c ontrol at Harlington Road. The installation of the same system and a new network connection will allow the Civic Centre security team to grant access remotely; both in and out of hours. ALTERNATIVES CONSIDERED AND REJECTED No other options available as the current system is no longer supported. FURTHER INFORMATION The detailed report relating to this decision is available to view here . Perry Scott, Director of Infrastructure, Procurement, Business Improvement, Communications, Waste Services, and ICT 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 Capital Release Decision Notice – 08 February 2021 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 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 Monday 15 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.