Hillingdon Council Cabinet Member and Officer Decisions
School Condition Building Programme 2021/22: Latent Defect Remedial Works on Schools (Release No 2)
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Democratic Services Location: Phase II Ext: 7655 DDI: 01895 27 7655 My Ref: AT 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, Transport and Building Services c.c. Chairman of the Residents, Education & Environmental Services Policy Overview Committee c.c. Bobby Finch, Infrastructure, Building Services & Transport c.c. Conservative and Labour Group Offices (inspection copy) Date: 12 May 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT May 2021 DEPARTMENT: Resident Services SERVICE AREA / PROGRAMME: School Condition Building Programme 2021/22 Latent Defect Remedial Works on Schools RELEASE NO: 2 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 Thursday 20 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. Anisha Teji Democratic Services Officer Title of Report: School Condition Building Programme 2021/22 Latent Defect Remedial Works on Schools RELEASE NO: 2 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 May 2021 (Part 1 Public) CAPITAL RELEASE REPORT May 2021 DEPARTMENT: Resident Services SERVICE AREA / PROGRAMME: School Condition Building Programme 2021/22 Latent Defect Remedial Works on Schools RELEASE NO: 2 Cabinet Members Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolios Cabinet Member for Finance Cabinet Member for Property and Infrastructure Officer Contact Bobby Finch, 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. Putting our Residents First This report supports the Council objective of strong financial management. Financial Cost This report seeks the release of £ 85k from the 2021/22 School Conditions Building Programme budget for the latent defect remedial works at 3 schools. The works will commence upon release of the funds and are due for completion by Oct 2021. Relevant Policy Overview Committee Residents, Education & Environmental Services Policy Overview Committee Ward(s) affected Uxbridge North, West Drayton and Heathrow Villages RECOMMENDATIONS That the Cabinet Member for Financ e and the Cabinet Member for Property and Infrastructure agree to the following capital release request of £ 85k from the School Conditions Building Programme 2021/22 budget for latent defect remedial works at Hermitage Primary School, Cherry Lane Primary School and West Drayton Academy (Appendix A). Capital Release Report – 12 May 2021 (Part 1 Public) Reasons for recommendation Failure to address the latent defect issues within the school will lead to further damage to the schools’ buildings if left unaddressed. Alternative options considered No alternative has been considered as these works are required to maintain the buildings. Policy Overview Committee comments None at this stage. SUPPORTING INFORMATION Background Following an increase in the number of school places required in the B orough from 2010, a programme of primary school expansions started to ensure that there were sufficient places for all residents who wanted to send their child to a London Borough of Hillingdon maintained school. There have been four phases to date the largest of which was Phase 2 which took place between 2012 to 2015 and consisted of the expansion of 19 schools. There were multiple contractors procured to carry out the expansion works across the 19 schools one of which was Lakehouse Contracts. Following the sale of Lakehouse Contracts to Mapps Group it was renamed Sureserve PLC which has subsequently gone into administration. Sureserve PLC (Lakehouse) worked on the expansion at Cherry Lane School, West Drayton Academy and the rebuild and expansion of Hermitage Primary School. There have been several latent defects with the construction works identified, some of which, the contractor had committed to rectifying prior to going into administration. Officers have carried out a thorough review of the works required which have been summarised below. As the Council is no longer able to get the defects rectified through the original contractor, these works are to be funded from the School Condition Building Programme budget. Summary of latent defects Cherry Lane Primary School • Ventilation system louvers modification to stop water ingress Hermitage Primary School • Roof remedial works to prevent further leaks Capital Release Report – 12 May 2021 (Part 1 Public) • Additional firestopping • Drainage works to prevent further ground movement West Drayton Primary School • Roof edge protection modification to unblock gullies and correct height: • Remedial works to prevent dips in Multi-Use Games Area (MUGA) playing surface Costs This report seeks the release of £ 85k in capital funds from the School Condition Programme 2021/22 budget as shown in the table 1 below. The approval to appoint the contractors to carry out the outlined works , except for the roof works at Hermitage, will be via the Expenditure Approval Form process. The roof works at the Hermitage will be more than £50k so will require a separate Cabinet Member Report once the works have been procured Table 1: Cost Plan School Description Estimate (£) Seeking Release (£) Cherry Lane Primary Ventilation Louvers (works) 4,000 4,000 Hermitage Roof 120,800 20,000 Fire stopping (works) 16,600 16,600 Drainage (works) 16,600 16,600 West Drayton Roof edge protection (works) 4,000 4,000 MUGA (works) 9,000 9,000 Internal Fees 15,500 6,320 Contingency 18,500 8,480 Total 205,000 85,000 Financial Implications Schools Conditions Building Programme 2021/22 Budget £1,550k; Previously Released / Pending Release £33k; Capital Release Requested £85k – 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 School Conditions capital grant and agreed school contributions in line with Council’s policy. The report requests the capital release of £85k from the Schools Conditions Building Programme budget for remedial works at Cherry Lane, Hermitage and West Drayton schools. The cost plan for the schools is based on estimated costs of £205k in total including internal fees and contingency. A further release request will be submitted for the roof works at Hermitage school following completion of the tender process. Capital Release Report – 12 May 2021 (Part 1 Public) The schools contribution policy is deemed not applicable in this situation as the remedial works relate to latent defects aris ing from the previous expansions at these schools and these would normally be rectified by the contractor at no cost to the Council . H owever, in this case the contractor has gone into liquidation and this is no longer possible. A claim has been submitted to the liquidator to recover costs, however, it is very uncertain what will be able to be recovered. The remaining £1,432k of the Schools Conditions Building Programme 2020/21 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? To provide the residents with school buildings that are safe and operational. Consultation carried out or required None required. CORPORATE CONSIDERATIONS Corporate Finance Corporate finance concurs with the financial implications in this report, noting that the proposed works will be funded from the School Conditions grant, 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 Infrastructure / Asset Management authored this 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 Capital Release Report – 12 May 2021 (Part 1 Public) 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 May 2021 (Part 1 Public) APPENDIX A Schools Conditions Programme 2021/22 - Schools Latent Defect Remedial Works - Release No 2. Location Project / Expenditur e Title Information Funds Release Sought £000’s Approve Hold More Information Required Cherry Lane Primary School Latent defect remedial works Ventilation louvers remedial works 4 Hermitage Primary School Roof, drainage and firestopping remedial works 53 West Drayton Academy Roof and MUGA remedial works 13 Internal project management fees 6 Project contingency 9 Total seeking release 85 Previously released / pending release 33 Budget 1,550 Remaining budget 1,432
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Executive Decision Notice – 10 June 2021 Page 1 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk OFFICIAL EXECUTIVE DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES Title of report School Condition Building Programme 2021/22 Latent Defect Remedial Works on Schools RELEASE NO: 2 Reference No. CMD 144 Date of decision 10 June 2021 Call-in expiry date 5pm, on 17 June 2021 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) Uxbridge North, West Drayton and Heathrow Villages Decision made Cabinet Members making the decision Councillor Martin Goddard - Cabinet Member for Finance Councillor Jonathan Bianco - Cabinet Member for Property and Infrastructure DECISION That the Cabinet Member for Financ e and the Cabinet Member for Property and Infrastructure agree to the following capital release request of £85 k from the School Conditions Building Programme 2021/22 budget for latent defect remedial works at Hermitage Primary School, Cherry Lane Primary School and West Drayton Academy (Appendix A). Reason for decision Failure to address the latent defect issues within the school will lead to further damage to the schools ’ buildings if left unaddressed. Alternative options considered and rejected No alternative has been considered as these works are required to maintain the buildings. Classification Public Link to report (if public) Here Relevant Officer contact Bobby Finch, Infrastructure, Building Services & Transport Executive Decision Notice – 10 June 2021 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk Decision implementation Where required, these decisions have been taken under The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012. Officers can implement this decision from: Thursday 17 June 2021– from 5pm …unless this is called in by the relevant Select Committee set out above. Officers will be notified of any call-in received. Further information This is the formal notice by the Council of the above executive decision, including links to the reports where applicable. If you would like more information on this decision, please contact Democratic Services on 01895 250636 or email: democratic@hillingdon.gov.uk. Circulation of this decision notice is to a variety of people including Members of the Council, Corporate Directors, Officers, Group Secretariats and the Public. Copies are also placed on the Council’s website. London Borough of Hillingdon Civic Centre High Street Uxbridge UB8 1UW