Hillingdon Council Cabinet Member and Officer Decisions
Property Works Programme 2020/21: Roofing Programme – Further specialist work required to Salt Dome Roof at New Years Green Lane Civic Amenity Site Release No 34
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Democratic Services Location: Phase II Ext: 0185 DDI: 01895 25 0185 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. Gary Penticost, Residents Services c.c. Ward Councillors for Harefield c.c. Conservative and Labour Group Offices (inspection copy) Date: 06 April 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (April 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme 2020/21: Roofing Programme – Further specialist work required to Salt Dome roof at the New Year ’s Green Lane Civic Amenity Site RELEASE NO: 34 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 14 April 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 2020/21: Roofing Programme – Further specialist work required to Salt Dome roof at the New Year’s Green Lane Civic Amenity Site - Release No 34 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 – 6 April 2021 Page 1 (Part 1 Public) CAPITAL RELEASE REPORT (April 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme 2020/21: Roofing Programme – further specialist work required to Salt Dome Roof at the New Year's Green Lane Civic Amenity Site RELEASE NO: 34 Cabinet Members Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolios Cabinet Member of Finance Cabinet Member of Property and Infrastructure Officer Contact Gary Penticost, 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 objective of strong financial management; supporting 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 £ 16k from the Property Works Programme 20 20/21 capital budget for additional refurbishment works to the salt dome roof at New Year's Green Lane Civic Amenity Site. Relevant Policy Overview Committee Corporate Services, Commerce and Communities Ward(s) affected Harefield Portfolio Member approval Councillor Jonathan Bianco Capital Release Report – 6 April 2021 Page 2 (Part 1 Public) RECOMMENDATION That the Cabinet Member for Finance and the Cabinet Member for Property & Infrastructure agree to the following capital release request of £16k from the Property Works Programme 2020/21: Roofing Programme – Further specialist work required to the Salt Dome Roof at New Year's Green Lane Civic Amenity Site (Appendix A). Reasons for recommendation The condition of the existing salt dome roof at the civic amenity site has resulted in further works required, that were not foreseen in the original scope and cost of work . These further works are required to re-build a larger portion of the domed roof to ensure the Council’s stock of emergency salt is kept dry. Alternative options considered There are no other options available , ba sed on technical advice from our Chartered Building Surveyor. Policy Overview Committee comments None at this stage. SUPPORTING INFORMATION The salt dome at New Year's Green Lane was constructed in 2012 to provide contingency supplies (of road salt) for winter gritting operations. This contingency is made up of some 3,500 tonnes and allows the gritting teams to draw down additional salt if the main stock held at the Harlington Road Depot is depleted. The salt dome is constructed of a self-supporting timber frame that sits on a reinforced concrete ring wall. The concrete ring wall sits on an extended concrete foundation slab that was extended during the construction to a ccommodate the size of the dome. The timber roof is covered with asphalt roofing shingles with a large entrance for access on one side. Following the approval of the works in November 2020, the timber-framed roof of the dome has suffered from further dist ortion, that requires a greater number of the ‘self -supporting’ panels to be removed and replaced. Officers have put a new method statement in place , have secured a fixed price for the completion of work and have minimised the overall budgetary impact by utilising the contingent sum from the original capital release, resulting in a budget requirement of £15,859. Capital Release Report – 6 April 2021 Page 3 (Part 1 Public) Table 1: Cost Plan Activity Budget Cost New Total Cost £86,637 Less existing PO - Release 16 -£63,828 Sub-total Further Release Requested £22,809 Less existing contingency -£6,950 Total Additional Budget Required £15,859 Financial Implications Revised Property Works Programme Budget £3,321k, Previously Released/Pending Release £3,233k, Capital Release Requested £16k – 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. In February 2021, Cabinet accepted a Heritage Grant of £34 k, £60k has been allocated through S106 for Carbon Saving Contributions towards the LED lighting upgrades at Breakspear Crematorium to give a revised budget of £3,321k, funded mainly from Council resources. Previously, £3,233k has been released or is included in a release report in preparation (up to Release No 33) from the revised Property Works Programme 2020/21 capital budget. This report is seek ing the release of £16k for the f urther specialist work required to salt dome Roof at New Year's Green Lane Civic Amenity Site. The release request is based upon the fixed price agreed with Eurodome Limited who were awarded the contract for the original scope of works under a single tender action due to the specialist nature of the works required. The award of contract to Eurodome Limited for the original scope of works was approved on 6 November 2021 with the decision coming into effect on 13 November 2021. The remaining £72k 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 This recommendation will ensure that the contingency salt held in reserve will remain dry and available to the gritting teams' future operations and as a result keep the roads in Hillingdon clear. Capital Release Report – 6 April 2021 Page 4 (Part 1 Public) Consultation carried out or required N/A. 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 £16k for the further specialist work required to salt dome roof at New Year's Green Lane Civic Amenity Site 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 Act 1974. There are no legal impediments to the Council authorising 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 . 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 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 – 6 April 2021 Page 5 (Part 1 Public) APPENDIX A Property Works Programme 2020/21: Roofing Programme – Further specialist work required to Salt Dome Roof at New Year's Green Lane Civic Amenity Site. Release 34 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required New Year’s Green Lane Civic Amenity Site Specialist Works to the Salt Dome Roof Further specialist work required to Salt Dome Timber Framed Roof 16 Total seeking release 16 Previously released / pending release 3,233 Budget 3,321 Remaining budget 72
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Capital Release Decision Notice – 16 April 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 16 APRIL 2021 The Cabinet Member for Finance and the Cabinet Member for Property & Infrastructure have made the following decision today: 1. THE CABINET MEMBER FOR FINANCE AND THE CABINET MEMBER FOR PROPERTY & INFRASTRUCTURE CAPITAL RELEASE REPORT (April 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme 2020/21: Roofing Programme – further specialist work required to Salt Dome Roof at the New Year's Green Lane Civic Amenity Site RELEASE NO: 34 DECISION: FULL APPROVAL That the Cabinet Member for Finance and the Cabinet Member for Property & Infrastructure agreed to the capital release request of £16k from the Property Works Programme 2020/21: Roofing Programme – Further specialist work required to the Salt Dome Roof at New Year's Green Lane Civic Amenity Site (Appendix A of the report). REASONS FOR THE DECISIONS MADE The condition of the existing salt dome roof at the civic amenity site has resulted in further works required , that were not foreseen in the original scope and cost of work . These further works are required to re-build a larger portion of the domed roof to ensure the Council ’s stock of emergency salt is kept dry. ALTERNATIVES CONSIDERED AND REJECTED There are no other options available, based on technical advice from the Council’s Chartered Building Surveyor. FURTHER INFORMATION The report relating to this decision can be found here: Perry Scott, Director of Infrastructure, Procurement, Business Improvement, Communications, Waste Services & ICT Gary Penticost, 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 Capital Release Decision Notice – 16 April 2021 to progress them. You may wish to consult with your relevant Cabinet Member. More information required - Where projects require further information, the Cabinet Members ar e 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, th ese 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 Friday 23 April 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.