Hillingdon Council Cabinet Member and Officer Decisions
Street Lighting Replacement Programme 2021/22 - RELEASE NO 1
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Democratic Services Location: Phase II Ext: 7655 DDI: 01895 27 7655 Ref: AT CMD No: 153 To: COUNCILLOR JOHN RILEY CABINET MEMBER FOR PUBLIC SAFETY AND TRANSPORT COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE c.c. All Members of Executive Scrutiny Committee c.c. Perry Scott – Corporate Director, Infrastructure, Transport & Building Services c.c. Poonam Pathak – Infrastructure, Transport & Building Services c.c. Chairman of the Public Safety & Transport Select Committee c.c. Conservative and Labour Group Offices (inspection copy) Date: 26 May 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (May 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Street Lighting Replacement 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 Friday 4 June 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: Street Lighting Replacement 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 Public Safety and Transport Capital Release Report – 26 May 2021 Part 1 Public CAPITAL RELEASE REPORT (May 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Street Lighting Replacement Programme 2021/22 RELEASE NO: 1 Cabinet Members Councillor John Riley Councillor Martin Goddard Cabinet Portfolios Cabinet Member for Public Safety and Transport Cabinet Member for Finance Officer Contact Poonam Pathak – Infrastructure, Transport & Building 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. Putting our Residents First This report supports the Council objective of strong financial management. Financial Cost This report seeks the release of £595k in total from the 2021/22 street lighting column replacement capital budget. The works will commence upon release of the funds and are due for completion by 31 March 2022. Relevant Select Committee Public Safety & Transport Select Committee Ward(s) affected All RECOMMENDATIONS That the Cabinet Member for Public Safety and Transport and the Cabinet Member for Finance agree to the following capital release request of £ 595k from the Street Lighting Replacement Programme 202 1/22 capital budget for the funding of replacing lighting columns that have reached the end of their useful economic life and column painting. (Appendix A). Reasons for recommendations A current major issue is the structural deterioration of the ageing lighting column stock. The vast majority of columns in the Borough are galvanised mild steel which have corroded below ground level. A phased column replacement programme was previously not undertaken for many years resulting in a high risk of structural failures if continued investment is delayed any further. Capital Release Report – 26 May 2021 Part 1 Public The project consists of the prioritised based replacement of lighting columns that have reached the end of their life expectancy. The priority is determined from structural testing and inspections. The 2021/22 replacement programme of 436 columns is based on the results from the structural testing of 2500 columns undertaken in 2019. The project also consists of the lighting column painting. These works will be undertaken by our street lighting term service contractor J McCann. This capital scheme will deliver: ● Improved asset condition – resulting in a significantly reduced risk of failure due to poor condition. ● To ensure that the lighting installed across the B orough is consistent and adheres with current guidance and standards. ● Value-for-money and reduced maintenance costs – reduce the ongoing cost of routine maintenance and non-routine maintenance. ● The structur al testing will help to identify the high- risk areas to eliminate the risk of catastrophic structural column failure in a timely manner. The consequences of such failure may result in injury, death or damage to property. Alternative options considered ● To make safe columns identified as defective and in need of replacement by cutting them down without replacement - this would leave roads without street lighting. ● To follow the previous maintenance policy by carrying out reactive maintenance work only without a planned column replacement programme. ● To find alternative funding. Select Committee comments None at this stage. SUPPORTING INFORMATION 1. The cost of the column replacement programme is to be funded from the capital programme for street lighting improvement. The column replacement programme of work is estimated to be a total of £2,876k phased across the five years 2019 to 2024. 2. The scope of this contract will include the delivery of: ● Prioritise based column replacement programme. ● Painting of columns to prolong the life of the asset. 3. All costs have been calculated using the term service contract contractual rates (J McCann). 4. Lighting in all roads for planned 2021 /22 column replacements is compliant therefore only one for one column replacement is assumed. Capital Release Report – 26 May 2021 Part 1 Public Table 1: Street Lighting - Column Replacement Cost Plan Description Cost (£) Planned column replacement of 436 including discount (2.5%) No columns from 2019 testing results of 2500 columns (Appendix B). 509,766 Column painting 36,240 Street Lighting Engineers Fees 24,497 Project Contingency 24,497 Total Project Cost £595,000 Financial Implications Street Lighting Replacement Programme Budget £595k, Previously Released Nil, Capital Release Requested £595k – Appendix A The 2021/22 Capital Programme approved by Cabinet and Council in February 2021 includes a budget of £595 k for the Street Lighting Replacement programme funded from Council resources. This report seeks the release of £ 595k from the 2021 /22 budget to meet the costs of replacing lighting columns across the Borough that have reached their useful economic life and the column painting thereof. The replacements will be prioritised based on information from results of structural inspection and the testing of lighting columns. The release request is based on the street lighting term contractor's (J McCann’s) quoted costs and includes a project contingency and internal fees of approximately 5% each of the quoted costs. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities? ● To ensure that the B orough's street lighting is kept in a safe condition thereby minimising the risk of damage or injury to road users. ● To ensure continuity of street lighting by installing replacement columns where defective units have had to be cut down or to prevent them falling down in high winds. ● To improve road safety and perception of safety in the Borough. Consultation carried out or required None required. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed the report and concur with the financial implications set out above, noting that the recommended capital release for Street Lighting is funded from the 2021/22 approved Capital Programme budget for Street Lighting Replacement. Capital Release Report – 26 May 2021 Part 1 Public Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 41 of the Highways Act 1980. 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 officers authored the 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 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 – 26 May 2021 Part 1 Public APPENDIX A Appendix A – Street Lighting Replacement Programme 2021/22 Location Project Information Funds Release Sought £000’s Approve Hold More Information Required Borough Wide Column Replacemen t Including Column Painting Replacement of street light columns that have reached the end of their life expectancy 595 Total seeking release 595 Previously released 0 Budget 595 Remaining budget 0
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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: Residents Services SERVICE AREA / PROGRAMME: Street Lighting Replacement Programme 2021/22 RELEASE NO: 1 Reference No. CMD 153 Date of decision 14 June 2021 Call-in expiry date 5pm, on 21 June 2021 Relevant Select Committee(s) Public Safety & Transport Select Committee Relevant Ward(s) All Decision made Cabinet Members making the decision Councillor John Riley - Cabinet Member for Public Safety and Transport Councillor Martin Goddard - Cabinet Member for Finance DECISION That th e Cabinet Member for Public Safety and Transport and the Cabinet Member for Finance agree to the following capital release request of £ 595k from the Street Lighting Replacement Programme 20 21/22 capital budget for the funding of replacing lighting columns th at have reached the end of their useful economic lif e and column painting. (Appendix A). Reason for decision A current major issue is the structural deterioration of the ageing lighting column stock. The vast majority of columns in the Borough are galvanised mild steel whi ch have corroded below ground level. A phased column replacement programme was previously not undertaken for many years resulting in a high risk of structural failures if continued investment is delayed any further. The project consists of the prioriti sed base d replacement of lighting columns that have reached the end of their life expectancy. The priority is determined from structural testing and inspections. The 202 1/22 replacement programme of 436 columns is based on the results from the structural testing of 2500 columns undertaken in 2019 . The project also consists of the lighting column painting. 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 These works will be undertaken by our street lighting term service contractor J McCann. This capital scheme will deliver: • Improved asset condition – resulting in a significantly reduced risk of failure due to poor condition. • To ensure that the lighting installed across the Borough is consistent and adheres with current guidance and standards. • Value-for-money and reduced maintenance costs – reduce the ongoing cost of routine maintenance and non- routine maintenance. • The structural testing will help to identify the high- risk areas to eliminate the risk of catastrophic structural column failure in a timely manner. The consequences of such failure may result in injury, death or damage to property. Alternative options considered and rejected • To make safe columns identified as defective and in need of replacement by cutting them down without replacement - this would leave roads without street lighting. • To follow the previous maintenance policy by carrying out reactive maintenance work only without a planned column replacement programme. • To find alternative funding. Classification Public Link to report (if public) Here Relevant Officer contact Poonam Pathak – 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: 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. Executive Decision Notice – 14 June 2021 Page 3 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk 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