Hillingdon Council Cabinet Member and Officer Decisions
School Conditions Building Programme 2021/22 – Harlyn Primary School Emergency Gas Works (Release No 1)
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Democratic Services Location: Phase II Ext: 0693 DDI: 01895 250 693 Ref: CMD 145 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. Peter Elliot-Smith, Residents Services 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 Conditions Building Programme 2021/22 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 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 y ou have made your decision. I will then arrange for the formal notice of decision to be published. Steve Clarke Democratic Services Officer Title of Report: School Conditions Building Programme 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 / Cabinet Member for Property and Infrastructure Capital Release Report – 12 May 2021 Page 1 Part 1 - Public CAPITAL RELEASE REPORT (May 2021) DEPARTMENT: Resident Services SERVICE AREA / PROGRAMME: School Conditions Building Programme 2021/22 RELEASE NO: 1 Cabinet Members Councillor Jonathan Bianco Councillor Martin Goddard Cabinet Portfolios Cabinet Member for Property & Infrastructure Cabinet Member for Finance Officer Contact Peter Elliott-Smith, 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 to carry out urgent works to install a new gas supply pipeline at Harlyn Primary School. Putting our Residents First This report supports the Council objective of : Strong Financial Management. Financial Cost This report seeks the release of £ 33k from the 20 21/22 School Conditions Building Programme budget for the gas main works at Harlyn Primary School and is inclusive of fees and contingency. Relevant Policy Overview Committee Residents, Education & Environmental Services Policy Overview Committee Ward(s) affected Northwood Hills RECOMMENDATION That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agree to the following retrospective capital release request of £33k from the 2021/22 School Conditions Building Programme budget for the funding of the emergency gas main works at Harlyn Primary School and associated costs (Appendix A). Capital Release Report – 12 May 2021 Page 2 Part 1 - Public Reasons for recommendation Due to a gas leak at the school, remedial works are required to bring all three boiler rooms back online to provide the school with sufficient heating and hot water. Alternative options considered Further investigatory works were considered to pinpoint the gas leak, but the associated costs were deemed to potentially be higher than installing a new gas main to boiler house 3. Not carrying out the works would leave the school without heating to approx imately 1/3 of its classrooms and this would cause disruption to the school activities. Policy Overview Committee comments None at this stage. SUPPORTING INFORMATION Background Information Following the initial reports of the gas leak at Harlyn School , emergency works were carried out to ensure the school had hot water and central heating in place for the return of pupils on 8 March 2021. These works consisted of adding isolation valves to supply each of the three boiler houses so that gas supply c ould independently be switched off to each boiler house. Pressure testing was also carried on the gas supply to each of the boiler houses to identify which pipeline was leaking. Following these works and the subsequent testing, two of the three boiler houses were successfully returned to full operation as the testing revealed that the leak was somewhere along the gas pipeline leading to the third boiler house. The school had sufficient heating (supplemented by portable heating units) and access to hot water to fully open on 8 March 2021. The gas line to the final boiler house runs underneath the playground for approximately 45m. Without further testing it is not possible to pinpoint the exact location of the leak within this pipeline. It was necessary to proceed with the proposed works detailed below. Proposed Works A safe route has been identified on site that c ould be used to reroute the gas supply completely bypassing the leaking existing gas pipeline currently feeding the third boiler house. This new pipeline will come from the second boiler house and be routed externally along the roof of the school, this also en sures the gas line will be accessible for future maintenance. This option is considered the most cost effective and efficient solution in bringing boiler house three back into use. Capital Release Report – 12 May 2021 Page 3 Part 1 - Public Costs The estimated costs can be found in T able 1. The school has agreed to contribute towards the costs of the works as set out in the School Contribution Policy. Table 1: Cost estimate for Harlyn School Gas Works Item Estimated Costs (£) Emergency works 9,100 Gas supply rerouting 17,500 Capital programme fees (10%) 2,660 Contingency (15%) 3,990 Total £33,250 Financial Implications Schools Conditions Building Programme 2021/22 Budget £1,550k; Previously Released Nil; Capital Release Requested £33k – 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 the Schools Conditions capital grant and agreed school contributions in line with Council’s policy. The report seeks the retrospective capital release of £33k from the Schools Conditions Building Programme budget for the emergency gas works and gas supply rerouting at Harlyn School which took place in April 2021. The release request of £33k consists of quoted contract works, internal capital programme fees and contingency at 10% and 15% of the quoted contract cost respectively. In line with the Council’s policy, Harlyn School has agreed to the schools contribution of £25k towards the emergency gas works and paid 50% of the contribution, with the remaining 50% to be invoiced as the works have now completed. The remaining £8k of the release request will be funded from the Department of Education Schools Conditions grant. The remaining £1,517k of the S chools 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 The works ensured that the school was fully functional for its users. Capital Release Report – 12 May 2021 Page 4 Part 1 - Public 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 notes that due to the urgent nature of these works, this release approval is sought retrospectively. The works are funded from the School Conditions Building Programme capital budget, financed by the Schools Conditions grant and school contributions. 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 t o 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 Page 5 Part 1 - Public APPENDIX A Schools Conditions Programme (2021/22) – Harlyn School Emergency Gas Works (Release No 1) Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Harlyn School Gas Works Emergency Works 33 Total seeking release 33 Previously released 0 Budget 1,550 Remaining budget 1,517
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Executive Decision Notice – 14 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 CAPITAL RELEASE REPORT (May 2021) DEPARTMENT: Resident Services SERVICE AREA / PROGRAMME: School Conditions Building Programme 2021/22 RELEASE NO: 1 Reference No. CMD 145 Date of decision 14 June 2021 Call-in expiry date 5pm, on 21 June 2021 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) Northwood Hills 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 Finance and the Cabinet Member for Property and Infrastructure agree d to the retrospective capital release request of £33k from the 2021/22 School Conditions Building Programme budget for the funding of the emergency ga s main works at Harlyn Primary School and associated costs. Reason for decision Due to a gas leak at the school, remedial works were required to bring all three boiler rooms back online to provide the school with sufficient heating and hot water. Alternative options considered and rejected Further investigatory works were considered to pinpoint the gas leak, but the associated costs were deemed to potentially be higher than installing a new gas main to boiler house 3. Not carrying out the works would have left the school without heating to approximately 1/3 of its classrooms. This would have caused disruption to the school activities. Classification Public Link to report (if public) Here Relevant Officer contact Peter Elliot-Smith, Infrastructure, Transport & Building Services Executive Decision Notice – 14 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: Monday 21 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