Hillingdon Council Cabinet Member and Officer Decisions
Property Works Programme (PWP) Capital Budget 2020/2021; Electrics Programme – Electrical Testing Remedial Works at 17 Corporate Sites - Release No 31
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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. Chairman of the Corporate Services, Commerce and Communities Policy Overview Committee c.c. Ward Councillors for Eastcote and East Ruislip, West Ruislip, Northwood, Uxbridge North, South Ruislip, Charville, Yiewsley, Harefield, Manor, Uxbridge South 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. Conservative and Labour Group Offices (inspection copy) Date: 12 February 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (February 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme (PWP) Capital Budget 2020/2021: Electrics Programme – Electrical Testing Remedial Works at 17 Corporate Sites RELEASE NO: 31 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 Monday 22 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 y ou 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 (PWP) Capital Budget 2020/2021: Electrics Programme – Electrical Testing Remedial Works at 17 Corporate Sites - RELEASE NO: 31 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 – 12 February 2021 Page 1 Part I - Public CAPITAL RELEASE REPORT (February 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme (PWP) Capital Budget 2020/2021: Electrics Programme – Electrical Testing Remedial Works at 17 Corporate Sites RELEASE NO: 31 Cabinet Members Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolios Cabinet Member for Finance Cabinet Member for Property and Infrastructure Officer Contact Gary Penticost and 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 policy of strong financial management. Financial Cost This report seeks the release of £ 148k from the Property Works Programme 2020/21 capital budget for the electrical remedial works at 17 Corporate sites. This results from the electrical test and inspection undertaken in accordance with BS7671 and the Electricity at Work Regulations (1989) and is quoted works using our framework contractor and discounted rates app roved in May 2017 . The works include a contingency and P roject Management fee and will commence immediately following capital release approval. Relevant Policy Overview Committee Corporate Services, Commerce and Communities Ward(s) affected Eastcote and East Ruislip , West Ruislip, Northwood, Uxbridge North, South Ruislip, Charville, Yiewsley, Harefield, Manor, Uxbridge South RECOMMENDATION That t he Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agree to the following capital release request of £ 148k from the Property Works Programme (PWP) Capital Budget 2020/2021 Electrics Programme for electrical testing remedial works at 17 corporate sites (Appendix A). Reasons for recommendation The regulations and British Standard require that all electrical installations be tested over a 5-year period. The Civic Centre and many of the corporate properties are in the process of being tested Capital Release Report – 12 February 2021 Page 2 Part I - Public as part of that requirement and , as a result, the issues found need to be addressed for the buildings to remain compliant with BS7671 and the Electricity at Work Regulations. Alternative options considered No other options available. Policy Overview Committee comments None at this stage. SUPPORTING INFORMATION The fixed wire testing programme is a statutory requirement under the Electricity at Work Act 1989. Many of the corporate buildings have been tested, but some of the remedial works have been delayed by Covid-19. Remedial works range between a simple repair and the capital works that are the subject of t his request and include Residual Current Devices for faster isolation of supply and surge protection equipment that protects Council assets and, therefore, our public services. Table 1: Cost Plan Location Quoted Cost Crematorium Lodge £4,344 Crematorium Cottage 1 £1,685 Crematorium Cottage 2 £1,685 Haste Hill £12,614 Uxbridge Library £9,585 Wren Centre £2,703 Brookfield AEC £16,175 Merrifield House £3,393 RAGC £7,165 Harefield Village Centre £2,468 South Ruislip AEC £8,226 Manor Farm Library £18,124 Ruislip Manor Library £17,761 South Ruislip Library £10,569 Lobster Pot £2,408 Taylors Meadow Pavilion £4,101 Taylors Meadow Toilet Block £6,588 Sub-Total £129,594 Contingency at 10% £12,959 PM Fee at 4.4% £5,702 Total Budget Cost £148,256 Capital Release Report – 12 February 2021 Page 3 Part I - Public Financial Implications Property Works Programme Budget £3,227k, Previously Released/ Pending Release £2,387k, Capital Release Requested £148k – 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, £2,387k has been released or is included in a release report in preparation (up to Release No. 30) from the revised Property Works Programme 2020/21 capital budget. This report is seeking the release of £1 48k for the electrical remedial works at the 17 corporate sites detailed above within Table 1. The release request is based upon the framework contractor quoted cost and includes a project contingency of 10% of the quoted cost, and internal project management fees of 4.4% of the quoted cost. The remaining £ 692k 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 Council is taking steps to ensure the safety of staff, visitors and residents. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed the report and concurs with the financial implications set out above, noting that the recommended action to agree a release of £148k for the electrical remedial works at the 1 7 corporate sites detailed above within Table 1 will be funded from the approved 2020/21 Property Works Programme budget. Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Regulation 3 of the Electricity at Work Regulations 1989. 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 have authored the report. Capital Release Report – 12 February 2021 Page 4 Part I - Public 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 Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure ). No expenditure can be placed or commi tted 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 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 – 12 February 2021 Page 5 Part I - Public APPENDIX A Property Works Programme Capital Budget 2020/21 Electrics Programme: Electrical Testing Remedial Works at 17 Corporate Sites - Release No. 31 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Various Sites Electrical Testing Remedial Works Following the statutory fixed wire test, refurbishment works 148 Total seeking release 148 Previously released / pending release 2,387 Budget 3,227 Remaining budget 692
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Capital Release Decision Notice – 24 February 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 24 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 (February 2021) DEPARTMENT: Residents Services SERVICE AREA/ PROGRAMME: Property Works P rogramme (PWP) Capital Budget 2020/21: Electric Pr ogramme – Electrical Testing Remedial Works at 17 Corporate Sites RELEASE NO: 31 DECISION: FULL APPROVAL That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agreed to the capital release request of £ 148k from the Property Works Programme (PWP) Capital Budget 2020/2021 Electrics Programme for electrical testing remedial works at 17 corporate sites (Appendix A of the report). Reasons for recommendations The regulations and British Standard require that all electrical installations be tested over a 5 -year period. The Civic Centre and many of the corporate properties are in the process of being tested as part of that requirement and, as a result, the issues found need to be addressed for the buildings to remain compliant with BS7671 and the Electricity at Work Regulations. Alternative options considered No other options available. 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 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. Capital Release Decision Notice – 24 February 2021 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 Wednesday 03 March 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.