Hillingdon Council Cabinet Member and Officer Decisions
ICT Equipment, Furniture and General Equipment 2021/22 - RELEASE NO 1
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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
c.c. All Members of Executive Scrutiny Committee
c.c. Paul Whaymand, Corporate Director
c.c. Michelle Kenyon, Procurement
c.c. Conservative and Labour Group Offices
(inspection copy)
Date:
4 May 2021
Non-Key Decision request Form D
CAPITAL RELEASE DRAW-DOWN REPORT (May 2021)
DEPARTMENT: Finance
SERVICE AREA / PROGRAMME: ICT Equipment, Furniture and General Equipment
2021/22
DRAW-DOWN RELEASE NO: 1
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 12 May 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: ICT Equipment, Furniture and General Equipment 2021/22 - Release
No. 1
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
Capital Release Draw-Down Report – 4 May 2021 Page 1
Part I - Public
CAPITAL RELEASE REPORT (May 2021)
DEPARTMENT: Finance
SERVICE AREA / PROGRAMME: ICT Equipment, Furniture and General Equipment
2021/22
RELEASE NO: 1
Cabinet Members Councillor Martin Goddard
Cabinet Portfolios Cabinet Member for Finance
Officer Contact Michelle Kenyon, Procurement
Papers with report Appendices A1 and A2 with capital release draw-down requests for
approval
Appendix B with urgent items from the previously approved
contingency allocations
HEADLINES
Financial Summary To approve the draw -down of capital funds from the ICT, General
Equipment and Furniture Equipment budget s 2021/22. This report
seeks the r elease of £69,986 from the Corporate Technology and
Innovation Programme 202 1/22 capital budget for ICT Equipment
and £18,506 from the Equipment Capitalisation - General 2021/22
capital budget for furniture and general equipment. The purchases
will be made upon the release of funds.
Previous Decision
History
This is the first capital release for this programme in 2021/22 with
subsequent release approvals to be sought via capital release
drawdowns.
RECOMMENDATIONS
That the Cabinet Member for Finance:
1) agrees the release of £69,986 for ICT equipment from the Corporate Technology and
Innovation Programme 202 1/22 capital budget as set out in Appendix A1 of this
report;
2) agrees the releas e of £18,506 for General Equipment and Furniture from the
Equipment Capitalisation - General 2021/22 capital budget as set out in Appendix
A2; and
3) notes the £52,138 of equipment expenditure authorised using the Urgent
Contingency Allocations as set out in Appendix B.
Capital Release Draw-Down Report – 4 May 2021 Page 2
Part I - Public
SUPPORTING INFORMATION
1. Cabinet, in January 2016, agreed additional expenditure controls on three specific areas
of the Council’s budget:
1. Furniture
2. ICT Equipment
3. Other general equipment (excluding social care client equipment)
2. Capital budgets for these classes of expenditure have been continued in the 2021/22
capital programme, thus formalising the change in accounting policy to capitalise these
items, and service departments need to fully justify each item of expenditure and plan
ahead in terms of the items their service will require over a period of time to maintain
effective service delivery to residents.
3. Corporate Procurement receives requests for these classes of expenditure and
undertakes to challenge them, before seeking internal approval from Corporate Directors
prior to submitting a capital release report for consideration.
4. Urgent contingency allocations of £10k were approved for the 2020/21 financial year from
each of the ICT equipment and general equipment capital budgets, as well as £5k from
the furniture capital budget. These funds are for emergency items of expenditure that
cannot be foreseen or planned in the usual way and any use of it is signed-off by
Corporate Directors. However, such spend is reported retrospectively to the Cabinet
Member for Finance in subsequent capital release reports, enabling further scrutiny.
Refreshed contingency allocations for the new 2021/22 financial year are requested in
this release report.
5. It is proposed that, as for 2020/21, subsequent capital release requests for ICT
equipment, furniture and general equipment will be in the draw-down report format.
Financial Implications
Corporate Technology and Innovation Programme Budget 2021/22 £114k, Previously
Released Nil, Capital Release Requested £69.9k - Appendix A1
The 2021/22 capital programme approved by Cabinet and Council in February 2021 includes a
capital budget for the Corporate Technology and Innovation Programme of £114k, funded from
Council resources.
The report requests the release of £69.9k from this budget for the purchase of ICT equipment
including the re-establishment of the £10k urgent contingency budget for 2021/22.
If there are purchases included which upon review do not meet the Council's criteria for
capitalisation, these will be met from the ICT revenue budgets.
The ICT urgent equipment contingency was overdrawn by £40,930 mainly due to the urgently
required replacement of the Uninterruptible Power Supply (UPS) unit following a power failure in
Uxbridge that resulted in no network connectivity for a number of hours. The urgent purchase of
this equipment will prevent this happening again.
Capital Release Draw-Down Report – 4 May 2021 Page 3
Part I - Public
The remaining £44k of the Corporate Technology and Innovation Programme budget is subject
to the release process.
Equipment Capitalisation - General Budget 2021/22 £612k, Previously Released Nil,
Capital Release Requested £18.5k - Appendix A2
The 2021/22 capital programme approved by Cabinet and Council in February 2021 includes a
capital budget for Equipment Capitalisation - General of £612k, funded from Council resources.
The report requests the release of £18.5k from this budget for the purchase of general
equipment and furniture including the re-establishment of the urgent contingency budget for
equipment (£10k) and furniture (£5k) for 2021/22.
If there are purchases included which upon review do not meet the Council's criteria for
capitalisation, these will be met from revenue budgets.
The remaining £593.5k of the Equipment Capitalisation - General budget is subject to the
release process.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon residents, service users and communities
The recommendations in this report will maintain strengthened accountability for the Council's
expenditure decisions, protecting Council Tax payers and Council tenants.
Consultation carried out or required
None required.
CORPORATE CONSIDERATIONS
Corporate Finance
Corporate Finance has reviewed this report and the financial implications outlined above, noting
that the release sought through this report is funded from existing budgets and does not
represent an increase in planned expenditure.
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 authorised, although any contract that is entered into
must comply with the Council's Procurement and Contract Standing Orders.
Infrastructure / Asset Management
There are no asset management implications arising from this report.
Capital Release Protocol
Capital Release Draw-Down Report – 4 May 2021 Page 4
Part I - Public
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 Draw-Down Report – 4 May 2021 Page 5
Part I - Public
APPENDIX A - Draw-down of capital for previously agreed programmes
Appendix A1 – Corporate Technology and Innovation Programme 202 1/22
Release No. 1
Ref Item /
Quantity Information
Funds
Release
Sought
£’s
Approve Hold
More
Information
Required
ICT EQUIPMENT
67 Monitors
X 80
Keyboards
X 80
Mice
X80
Various ICT Equipment
required for
the upcoming Library
Refresh programme
9,056
ICT EQUIPMENT CONTINGENCY TOP-UP REQUEST
ICT
Equipment
Contingency
Top up
request
Reimbursement of
urgent purchases as
itemised in Appendix B
below
50,930
ICT
EQUIPMENT
CONTINGENC
Y
Initial set-
up for
2021/22
Re-establishment of
urgency contingency for
ICT Equipment for the
2020/21 financial year.
This fund will be for
emergency items of
expenditure that cannot
be foreseen or planned
in the usual way and
any use of it will be
signed-off by Corporate
Directors. However,
such spend will be
reported retrospectively
to the Cabinet Member
for Finance in a
subsequent report,
enabling further
scrutiny.
10,000
Total seeking release 69,986
Previously released / pending release 0
Budget 114,000
Remaining budget 44,014
Capital Release Draw-Down Report – 4 May 2021 Page 6
Part I - Public
Appendix A2 – Equipment Capitalisation - General Equipment and Furniture
2021/22 Release No. 1
Ref Item /
Quantity Information
Funds
Release
Sought
£’s
Approve Hold
More
Information
Required
GENERAL EQUIPMENT
ERF
66
Shredder
X 1
Libraries
To replace broken
equipment
90
ERF
58
Metal Pick
heads
X 5
BSU Stores
Pick head 3.2kg
chisel
1000v pick handle
72
ERF
55
Crockery and
Cutlery items
Grassy Meadow
Court and Dementia
Resource Centre
Due to general wear
and tear, the original
supply of items
provided at the
opening of the
service has depleted
and requires
restocking. The items
need to meet an
agreed standard as
approved by the
Stirling Award for
excellence in design
for people with
dementia.
1,981
ERF
39
Imesco Infrared
Thermometer
Music Service
In order to help
safely restart
Saturday Music
School an Infrared
Thermometer is
required to ascertain
whether participants
are within the safe
temperature range to
be permitted to
45
Capital Release Draw-Down Report – 4 May 2021 Page 7
Part I - Public
partake in the school.
ERF
27
Laminator
X1
Shredder
X1
Direct Care Provision
To replace broken
items
110
GENERAL EQUIPMENT CONTINGENCY TOP-UP REQUEST
Furniture &
General
Equipment
Contingency
Top up request
Reimbursement of
urgent purchases as
itemised in Appendix
B below
892
General
Equipment
Contingency
Initial Set-Up
for 2021/22
Re-establishment of
urgency contingency
for Equipment for the
2021/22 financial
year. This fund will
be for emergency
items of expenditure
that cannot be
foreseen or planned
in the usual way and
any use of it will be
signed-off by
Corporate Directors.
However, such
spend will be
reported
retrospectively to the
Cabinet Member for
Finance in a
subsequent report,
enabling further
scrutiny.
10,000
FURNITURE
FURNITURE CONTINGENCY TOP-UP REQUEST
Furniture &
General
Equipment
Contingency
Top up request Reimbursement of
urgent purchases as
itemised in Appendix
B below
316
Furniture
Contingency
Initial Set-Up
for 2021/22
Re-establishment of
urgency contingency
for Furniture for the
2021/22 financial
year. This fund will
Capital Release Draw-Down Report – 4 May 2021 Page 8
Part I - Public
be for emergency
items of expenditure
that cannot be
foreseen or planned
in the usual way and
any use of it will be
signed-off by
Corporate Directors.
However, such
spend will be
reported
retrospectively to the
Cabinet Member for
Finance in a
subsequent report,
enabling further
scrutiny.
5,000
Total seeking release 18,506
Previously
released/Pending release
0
Budget 612,000
Remaining budget 593,494
Capital Release Draw-Down Report – 4 May 2021 Page 9
Part I - Public
APPENDIX B
Items Approved by Corporate Directors from Contingencies 2021/22
FURNITURE - URGENT ITEMS FROM CONTINGENCY
Ref Item /
Quantity Information Amount
£’s
45
Single bed
frame
X 1
Single bed
mattress
X 1
Direct Care Provision
To replace broken items
316
Total
316
EQUIPMENT - URGENT ITEMS FROM CONTINGENCY
Ref Item /
Quantity Information Amount
£’s
ERF
52
Adapt 660
chair with
integrated
lumbar
support and
4D arm rests
and neck
curve
Phlor anti-
fatigue mat
Customer Contact Centre
Items required due to DSE Assessment
892
Total
892
ICT EQUIPMENT - URGENT ITEMS FROM CONTINGENCY
Ref Item /
Quantity Information Amount
£’s
ERF
40
ICT
Equipment
Supply & Delivery of new APC Symmetra PX 64KW
scalable to 96KW - Unit UPS (Uninterruptible Power
Supply) Unit to provide instant power to the
Council's network infrastructure & server room in an
emergency / power cut scenario
49,972
ERF
37
ICT
Equipment
2 x 55" TV's and Stands
To allow live monitoring of new Waste Services
application by supervisors at Harlington Road Depot
958
Total
50,930
View Decision / Minutes Text
Capital Release Decision Notice – 14 May 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 14 MAY 2021 The Cabinet Member for Finance has made the following decision today: 1. THE CABINET MEMBER FOR FINANCE CAPITAL RELEASE REPORT (May 2021) DEPARTMENT: Finance SERVICE AREA / PROGRAMME: ICT Equipment, Furniture and General Equipment 2021/22 RELEASE NO: 1 DECISION: FULL APPROVAL That the Cabinet Member for Finance: 1) agreed the release of £69,986 for ICT equipment from the Corporate Technology and Innovation Programme 2021/22 capital budget as set out in Appendix A1 of the report; and 3) noted the £52,138 of equipment expenditure authorised using the Urgent Contingency Allocations as set out in Appendix B of the report. DECISION: TO BE FINANCED BY OTHER MEANS: That the Cabinet Memb er for Finance did not appr ove recommendation 2) - the releas e of £18,506 for General Equipment and Furniture from the Equipment Capitalisation - General 2021/22 capital budget as set out in Appendix A2 of the report. This expenditure is to be financed by other means. REASONS FOR THE DECISIONS MADE The recommendations seek approval for the release of f unds for discretionary expenditure on ICT Equipment, Furniture and Gen eral Equipment. ALTERNATIVES CONSIDERED AND REJECTED Recommendations 1) and 3) were fully approved. Recommendation 2 was not approved and is to be financed by other means. FURTHER INFORMATION For more information regarding this decision, click here Paul Whaymand, Corporate Director Michelle Kenyon, Procurement NOTES FOR OFFICERS ACTIONING CAPITAL RELEASE DECISIONS (APPROVAL / HOLD / MORE INFORMATION / NO DECISION YET): Capital Release Decision Notice – 14 May 2021 • 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 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. The agreed decisions, unless called in, will come into effect from 5pm on Friday 21 May 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.