Hillingdon Council Cabinet Member and Officer Decisions
School Conditions Building Programme 2021/22 – Grange Park Infant and Junior School, Hillside Infant School Refurbishment Works (Release No 3) - PART II
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Democratic Services
Location: Phase II
Ext: 0185
DDI: 01895 250185
My Ref: LP
To: COUNCILLOR JONATHAN BIANCO
CABINET MEMBER FOR PROPERTY AND
INFRASTRUCTURE
COUNCILLOR MARTIN GODDARD
CABINET MEMEBR FOR FINANCE
c.c. All Members of Executive Scrutiny Committee
c.c. Perry Scott, Corporate Director of Infrastructure,
Transport & Building Services
c.c. Chairman of Residents, Education and
Environmental Services Policy Overview Committee
c.c. Peter Elliot Smith, Infrastructure, Building
Services & Transport
c.c. Ward Councillors for Northwood Hills / Charville
c.c. Conservative and Labour Group Offices
(inspection copy)
Date:
11 May 2021
Non-Key Decision request Form D
CAPITAL RELEASE REPORT (May 2021)
DEPARTMENT: Resident Services
SERVICE AREA / PROGRAMME: School Conditions Building Programme 2021/22
RELEASE NO: 3
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 19 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 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: School Conditions Building Programme 2021/22 - Release No: 3
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 Property and Infrastructure / Cabinet Member for Finance
Capital Release Report – 11 May 2021 Page 1
(Public – Part 1)
CAPITAL RELEASE REPORT (May 2021)
DEPARTMENT: Resident Services
SERVICE AREA / PROGRAMME: School Conditions Building Programme 2021/22
RELEASE NO: 3
Cabinet Members Councillor Jonathan Bianco / Councillor Martin Goddard
Cabinet Portfolios Property & Infrastructure / Finance
Officer Contact Peter Elliott-Smith, Infrastructure, Building Services & Transport
Papers with report Appendix A with capital release requests for approval
HEADLINES
Summary
To seek Cabinet Member approval for the release of capital funds
to undertake feasibility studies surveys and appointment of multi -
disciplined consultants on refurbishment works associated with
Grange Park Infant, Grange Park Junior, and Hillside Infant School
Putting our
Residents First
This report supports the Council objective of strong financial
management.
Financial Cost This report seeks the release of £ 55k from the 20 21/22 School
Conditions Building Programme budget for the pre-construction
fees for refurbishment works at Grange Park Infant and Junior
Schools and Hillside Infant School and is inclusive of capital
programme team fees and contingency.
Relevant Policy
Overview Committee
Residents, Education and Environmental Services Policy Overview
Committee
Ward(s) affected Northwood Hills, Charville
RECOMMENDATION
That the Cabinet Member for Finance and Cabinet Member for Property and Infrastructure
agree to the following capital release request of £55k from the 2021/22 School Conditions
Building Programme budget for the funding of pre-construction cost for works at Grange
Park Infant, Grange Park Junior and Hillside Infant Schools.
Capital Release Report – 11 May 2021 Page 2
(Public – Part 1)
Reasons for recommendation
Due to age related wear, presence of damaged asbestos, discontinued spare parts, and facilities
in poor working condition , refurbishment works are required to minimise the risk of health and
safety related issues currently present at three schools. Elevated levels of damage could
potentially cause school closures due to either power outages or health and safety risks.
Alternative options considered
Due to the presence of asbestos within Hillside and a plant room with discontinued spare parts
the only alternative is to n ot carry out the works ; this would leave the school s with deteriorating
structural and mechanical issues which if left could potentially cause increased costs in repairs
and a potential increasing health and safety risk.
Policy Overview Committee comments
None at this stage
SUPPORTING INFORMATION
Background Information
The works to Grange Park Infant and Junior Schools and Hillside Infant School will form part of
the School Conditions Programme 2021/22 Phase 4.
Grange Park Junior – Toilet and external lighting works
Due to ongoing leaks and age-related wear a number of the school’s toilet facilities are in need
of refurbishment. The existing scope is to fully refurbish the junior school toilets and consultants
will be expected to produce a schedule of condition to eva luate all toilets and identify
improvements across the school.
Included in these works are the supply of external lighting, the school field entrance area is poorly
lit and to ensure adequate lighting and accessibility for pupils and parents, fixed lighting is to be
installed with an external electrical source situated near the school play area.
Grange Park Infant & Junior – Boiler Room Refurbishment Works
Due to age related wear, water damage and discontinued spare parts , the boiler system room
that supplies both schools is in need of a full system replacement including the control elements.
The boiler room is currently subject to water damage due to water ingress within the boiler room
which will also be addressed as part of these proposed works.
Hillside Infant School – External building refurbishment and Asbestos panel removal
Damaged asbestos panelling on the external structure of Hillside Infant School requires removal
in line with health and safety requirements and considerable refurbishment works. Works
Capital Release Report – 11 May 2021 Page 3
(Public – Part 1)
proposed are to safely remove and dispose of all timber framed asbestos panels on the external
elements of the school. The panels are to be replaced with a more suitable product; works would
include the replacement of worn and damaged windows also present in the framework area.
Costs
This report is seeking the release of the pre -construction costs for each of the projects . The
schools have agreed to contribute towards the costs of the works as set out in the School
Contribution Policy.
Table 1: Cost Plan for the 3 Schemes
Description
Grange Park
Junior,
Toilet &
Lighting
Grange Park
infant &
Junior, Boiler
Room
Hillside Infant,
External
building
refurbishment
Total
Feasibility Studies / Surveys £5,000 £5,000 £5,000 £15,000
External Consultancy Fees £3,750 £13,750 £14,750 £32,250
Capital programme fees £1,000 £1,375 £1,475 £3,850
Contingency £1,000 £1,375 £1,475 £3,850
Total £10,750 £21,500 £22,700 £54,950
Financial Implications
Schools Conditions Building Programme 2021/22 Budget £1,550k; Previously Released /
Pending Release £118k; Capital Release Requested £55k – Appendix A
The 2021/22 capital programme approved by Cabinet and Council in February 2021 included a
budget of £1,550k for the Schools Conditions Building Programme funded from a combination of
Schools Condition capital grant and agreed school contributions in line with Council’s policy.
The report seeks the approval of the capital release of £55k from the Schools Conditions Building
Programme budget towards preconstruction fees for the refurbishment work at Grange Park
Infant, Grange Park Junior and Hillside Infant School.
The release request of £55k consists of quoted consultancy costs, survey/ feasibility costs, capital
programme team fees and contingency. Construction costs are uncertain until the consultant
defines the scope of works and are tendered. Indicat ive estimates are that construction works
will be in the region of £300k in total for the three schemes.
In line with Council’s policy, written agreement has been received from Grange Park Junior
School, Grange Park Infant School and Hillside Infant School for the schools’ contribution towards
the projects. The amounts are yet to be calculated which is dependent on the total value of the
project. Once tenders for the main works come back and have been analysed, the amount of the
schools’ contribution will be calculated. Final written and signed agreement from the school will
be sought before commencement of any works.
Capital Release Report – 11 May 2021 Page 4
(Public – Part 1)
The remaining £1,377k of the Schools Conditions Building Programme 2021/22 budget will be
allocated to schools subject to the capital release process.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon residents, service users and communities
Works to ensure that the school is fully functional and safe for its users.
Consultation carried out or required
Consultation and agreement of works with the school in line with School Contribution Policy.
CORPORATE CONSIDERATIONS
Corporate Finance
Corporate finance concurs with the financial implications above, noting that the three schemes
will be funded from a combination of Schools Condition grant and schools’ contributions, with no
impact on Council resources.
Legal
The Borough Solicitor confirms that the Council is responsible for carrying out this function
pursuant to Section 16 of the Education Act 1996, 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
This report is authored by Infrastructure / Asset Management.
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 – 11 May 2021 Page 5
(Public – Part 1)
APPENDIX A
School Conditions Programme 2021/22 – Grange Park Infant and Junior
School, Hillside Infant School Refurbishment Works (Release No 3)
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000’s
Approve Hold
More
Information
Required
Grange
Park
Junior
School
Toilet and
external
lighting works
Multidisciplinary
consultant fees,
Principal Designer,
Internal Fees, Site
Surveys
11
Grange
Park
infant &
Junior
School
Boiler Room
Refurbishment
Multidisciplinary
consultant fees,
Principal Designer,
Internal Fees, Site
Surveys
21
Hillside
Infant
School
External
building
refurbishment
and Asbestos
panel removal
Multidisciplinary
consultant fees,
Principal Designer,
Internal Fees, Site
Surveys
23
Total seeking release 55
Previously released / pending release 118
Budget 1,550
Remaining budget 1,377
View Decision / Minutes Text
Capital Release Decision Notice – 20 May 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 20 MAY 2021 The Cabinet Member for Property & Infrastructure and the Cabinet Member for Finance have made the following decision today: 1. THE CABINET MEMBER FOR PROPERTY & INFRASTRUCTURE AND THE CABINET MEMBER FOR FINANCE CAPITAL RELEASE REPORT (May 2021) DEPARTMENT: RESIDENT SERVICES SERVICE AREA / PROGRAMME: School Conditions Building Programme 2021/22 RELEASE NO: 3 DECISION: FULL APPROVAL That the Cabinet Member for Finance and Cabinet Member for Property and Infrastructure agreed to the capital release request of £55k from the 2021/22 School Conditions Building Programme budget for the funding of pre-construction cost for works at Grange Park Infant, Grange Park Junior and Hillside Infant Schools. REASONS FOR THE DECISIONS MADE Due to age related wear, presence of damaged asbestos, discontinued spare parts, and facilities in poor working condition , refurbishment works are required to minimise the risk of health and safety related issues currently present at three schools. Elevated levels of damage could potentially cause school closures due to either power outages or health and safety risks. ALTERNATIVES CONSIDERED AND REJECTED Due to the presence of asbestos within Hillside and a plant room with discontinued spare parts the only alternative is to n ot carry out the works; this would leave the school s with deteriorating structural and mechanical issues which if left could potentially cause increased costs in repairs and a potential increasing health and safety risk. FURTHER INFORMATION For more information regarding this decision, click here Perry Scott, Director of Infrastructure, Procurement, Business Improvement, Communications, Waste Services and ICT Peter Elliot Smith, Infrastructure, Building Services & Transport 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. Capital Release Decision Notice – 20 May 2021 • 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 Thursday 27 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.