Hillingdon Council Cabinet Member and Officer Decisions
HRA Works to Stock Programme 2021/22 Fire Safety Workstream: Installation of Communal and Emergency Lighting at Whitehall Road - RELEASE NO 10
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Democratic Services Location: Phase II Ext: 0692 DDI: 01895 250 692 Ref: CMD 147 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 Social Care, Housign and Public Health Policy Overview Committee c.c. Gary Penticost, Residents Services c.c. Conservative and Labour Group Offices (inspection copy) Date: 13 May 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (May 2021) DEPARTMENT: RESIDENTS SERVICES SERVICE AREA / PROGRAMME: Housing Revenue Account Works to Stock Programme 2021/22 Fire Safety Workstream : Installation of Communal and Emergency Lighting at Whitehall Road RELEASE NO: 10 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 Friday 21 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. Neil Fraser Democratic Services Officer Title of Report: Housing Revenue Account Works to Stock Programme 2021/22 Fire Safety Workstream : Installation of Communal and Emergency Lighting at Whitehall Road RELEASE NO: 10 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 – 13 May 2021 Page 1 (Part 1 Public) CAPITAL RELEASE REPORT (May 2021) DEPARTMENT: RESIDENTS SERVICES SERVICE AREA / PROGRAMME: Housing Revenue Account Works to Stock Programme 2021/22 Fire Safety Workstream : Installation of Communal and Emergency Lighting at Whitehall Road RELEASE NO: 10 Cabinet Members Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolios Finance 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. This is for the installation of LED Communal and Emergency Lighting at Whitehall Road. Putting our Residents First This report supports the Council objective of strong financial management. Financial Cost This report seeks the release of £35k from the 2021/22 Fire Safety workstream within the Housing Revenue Account Works to Stock Programme 2021/22 capital budget for Installation of LED Communal and Emergency Lighting at Whitehall Road. The project manager is John Phillips. The works will commence upon release of the funds and are due for completion by 09/2021. Relevant Policy Overview Committee Social Care, Housing and Public Health. Ward(s) affected Brunel. RECOMMENDATIONS That the Cabinet Member for Finance, and the Cabinet Member for Property and Business Services, agree to the following capital release request of £35k from the Fire Safety workstream within the Housing Revenue Account Works to Stock Programme 2021/22 capital budget for the funding of the Installation of LED Communal Lighting System at Whitehall Road. (Appendix A) Capital Release Report – 13 May 2021 Page 2 (Part 1 Public) Reasons for recommendation Fire risk assessments have identified that the Council does not comply with the mandatory requirement to provide emergency lighting in communal areas of residential low and medium rise blocks. Whitehall Road has been identified as a site that is deemed to require emergency lighting. In addition, t he Electrical Installation Condition Report confirmed significant defects on the electrical installation and, in order to ensure the electrical installations are in a satisfactory condition to ensure compliance with BS7671, a complete upgrade of the system is recommended. Alternative options considered No other options for carrying out these works were considered. Policy Overview Committee comments None at this stage. SUPPORTING INFORMATION Fire Safety Risk assessments were undertaken; these identified a number of deficiencies with the building. The proposed works include the replacement of emergency and communal lighting with a low energy high efficiency lighting system. This will safeguard the residents by ensuring that, in the event of a fire breaking out within the building, the means of escape will have lighting at required levels to enable effective escape. The Council stated that it would award a contract for these works to the "most economically advantageous tender" received if it complied in all respects with its requirements. Table 1: Cost Plan - Installation of LED Communal Lighting Item Cost (£) Tendered Works for Whitehall Road 29,972 Total Tendered Works 29,972 Project Contingency (15%) 2,997 Internal Fees (5%) 1,499 Total Project Cost 34,468 Capital Release Report – 13 May 2021 Page 3 (Part 1 Public) Financial Implications Budget £4,624k, Previously Released / Pending Release £957k, Capital Release Requested £35k – Appendix A The 2021/22 HRA Capital Programme, approved by Cabinet and Council in February 2021 includes a capital budget for the Works to Stock programme of £11,661k. Within this, the Fire Safety workstream budget is £4,624k. Previously, £957k has been released or is pending release from the Fire Safety workstream for the remaining element of the replacement and installation of fire doors for Phase 18, which consists of 18 low and medium rise general needs housing blocks expected to be completed in 2021/22 along with Phase 15 and 16 Electrical Fire Safety Upgrades within an additional 715 general needs dwellings. This report is seeking the release of £35k from the Fire Safety workstream for the installation of LED Communal and Emergency Lighting at Whitehall Road. The release request is based upon the most economically advantageous tender received for the works and includes a project contingency of 10% of the tendered cost, and internal project management fees of 5% of the tendered cost. The remaining £3,632k of the Fire Safety workstream budget will be subject to the capital release procedure. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities? To provide tenants with adequate means of escape in the event of mains failure or fire. Improved general lighting within communal areas and reduction in energy costs with the introduction of LED lighting. There is an anticipated energy saving of 50% per fitting on f uture energy costs on a like for like basis, with addi tional benefit of Carbon reduction and further cost savings due to automatic emergency lighting monthly maintenance checks reducing physical visits required by engineer from a minimum of 12 to zero per annum. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed the report and concurs with the financial implications set out above, noting that the recommended action to agree the release of £35k for the installation of LED Commu nal and Emergency Lighting at Whitehall Road will be funded from the 2021/22 approved capital programme for HRA Works to Stock, which is funded from rental income. Capital Release Report – 13 May 2021 Page 4 (Part 1 Public) Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 4 of the Defective Premises Act 1972. 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. 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 – 13 May 2021 Page 5 (Part 1 Public) APPENDIX A Housing Revenue Account Works to Stock Programme 2021/22: Fire Safey Workstream - Installation of LED Communal Lighting System at Whitehall Road. Release 10 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Whitehall Road Fire Safety, Emergency Lighting Works Installation of Communal LED Lighting system 35 Total seeking release 35 Previously released 957 Budget 4,624 Remaining budget 3,632
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Executive Decision Notice – 24 May 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 HRA Works to Stock Programme 2021/22 Fire Safety Workstream: Installation of Communal and Emergency Lighting at Whitehall Road - RELEASE NO 10 Reference No. CMD 147 Date of decision 24 May 2021 Call-in expiry date 5pm, on Tuesday 01 June 2021 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) Brunel Decision made Cabinet Members making the decision Cllr Martin Goddard, Cabinet Member for Finance Cllr Jonathan Bianco, Cabinet Member for Property and Infrastructure DECISION APPROVED That the Cabinet Member for Finance, and the Cabinet Member for Property and Infrastructure, agree to the following capital release request of £35k from the Fire Safety workstream within the Housing Revenue Account Works to Stock Programme 2021/22 capital budget for the funding of the Installation of LED Communal Lighting System at Whitehall Road. Reason for decision Fire risk assessments have identified that the Council does not comply with the mandatory requirement to provide emergency lighting in communal areas of residential low and medium rise blocks. Whitehall Road has been identified as a site that is deemed to require emergency lighting. In addition, the Electrical Installation Condition Report confirmed significant defects on the electrical installation and , in order to ensure the electrical installations are in a satisfactory condition to ensure compliance with BS7671, a complete upgrade of the system is recommended. Executive Decision Notice – 24 May 2021 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk Alternative options considered and rejected No other options for carrying out these works were considered. Classification Public Link to report (if public) Public Report Relevant Officer contact Gary Penticost, Infrastructure, Transport & Building Services 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: 5pm, Tuesday 01 June 2021 …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