Hillingdon Council Cabinet Member and Officer Decisions
Civic Centre Works Programme (CCWP) budget 2020/21: Refurbishment of the civic centre mezzanine area to enable the relocation of services. Release 9
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Democratic Services Location: Phase II Ext: 0693 DDI: 01895 250693 My Ref: SC 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, Procurement, Business Improvement, Communications, Waste Services and ICT c.c. Chairman of the Corporate Services, Commerce and Communities Policy Overview Committee c.c. Jenny Evans, Residents Services c.c. Bobby Finch, Residents Services c.c. Ward Councillors for West Drayton and Uxbridge South c.c. Conservative and Labour Group Offices (inspection copy) Date: 01 April 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (April 2021) DEPARTMENT: Infrastructure, Building Services & Transport SERVICE AREA / PROGRAMME: Civic Centre Works Programme (CCWP) B udget 2020/21: Refurbishment of the Civic Centre Mezzanine Area to Enable the Relocation of Services RELEASE NO: 9 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 Tuesday 13 April 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. Steve Clarke Democratic Services Officer Title of Report: Civic Centre Works Programme (CCWP) B udget 2020/21: Refurbishment of the C ivic Centre Mezzanine Area to Enable the R elocation of Services Release No 9 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 – 01 April 2021 Part 1 - Public CAPITAL RELEASE REPORT (April 2021) DEPARTMENT: Infrastructure, Building Services & Transport SERVICE AREA / PROGRAMME: Civic Centre Works Programme (CCWP) B udget 2020/21: Refurbishment of the Civic Centre Mezzanine Area to Enable the Relocation of Services RELEASE NO: 9 Cabinet Members Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolios Cabinet Member for Finance Cabinet Member for Property and Infrastructure Officer Contact Jenny Evans, Residents Services Bobby Finch, Residents Services Papers with report Appendix A with capital release requests for approval HEADLINES Summary To seek approval for the release of capital funds to carry out the internal fit -out works of the Civic Centre mezzanine which will enable services that are currently delivered elsewhere to be relocated to the Civic Centre. Putting our Residents First This report supports the Council objective of : Strong Financial Management. Financial Cost This report seeks the release of £596k from the Civic Centre Works Programme (CCW) 2020/2021 capital budget for the internal fit-out works of the Civic Centre Mezzanine. The works will commence upon the release of funds. Relevant Policy Overview Committee Corporate Services, Commerce and Communities Policy Overview Committee Ward(s) affected West Drayton and Uxbridge South RECOMMENDATIONS That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agree to the following capital release request of £596 from the Civic Centre Works Programme (CCW) 2020/2021 capital budget for the Mezzanine Floor Fit-Out Works at the Civic Centre. (Appendix A) Reasons for recommendation The Abacus Family Centre is located on the proposed site for the new sports and leisure facility in West Drayton. As a result, there is a requirement to relocate the services that are currently run Capital Release Report – 01 April 2021 Part 1 - Public from the centre. To ensure best use of the updated mezzanine area at the Civic Centre , consideration has also been given to move other services into the refurbished area. Relocating these services will ensure that the services can continue to be used by residents. Alternative options considered Other possible locations were considered for the Abacus Family Centre; however, the proposed location was deemed to be the most suitable. Policy Overview Committee comments None at this stage. SUPPORTING INFORMATION Background Approval to proceed with the new sports and leisure facility was approved by the Cabinet in March 2019. The proposed site for the sport and leisure facility is at the junction of Harmondsworth Road and Rowlheys Place. As the Abacus Family Centre building i s located within this proposed site , the services run from the building will need to be relocated to another site prior to construction works on the sport and leisure centre commencing. It is proposed that the services run out of the Abacus Family Centre are relocated to the unused mezzanine area in the Civic Centre in Uxbridge. To make the best use of the mezzanine, other services will also be moved into the refurbished and updated area. Proposed works This report seek s the release of capital funds required to complete the fit -out works in the mezzanine, new partitions, new ceilings and LED lighting, the fitting out of each family contact room, treatment rooms, kitchen and WC areas, conference rooms and staff areas, as well as a refurbishment of the existing public reception area, and staff entrance from the car park. Cabinet approved the appointment of a contractor to carry out these works on 18 March 2021. Costs The estimated costs for the works are set out in table 1 below. This report is seeking the release of £596k in capital funds from Civic Centre Works Programme (CCW) 2021/22 budget. Table 1: Estimated Budget for Works to the Civic Centre Mezzanine Item Estimated Costs (£) Previously Released (£) Seeking Release (£) Enabling Works £123,212 £259,151 £569,853 Main Fit-Out Works £705,792 Allowance for FFE £25,000 £0 £25,000 Consultancy Fees £21,300 £40,643 (£19,343) Site Investigation Surveys £5,000 £31,620 (£26,620) Statutory Approval £2,550 £2,550 £0 Capital Release Report – 01 April 2021 Part 1 - Public Capital Programme Works Service Fee £45,596 £22,799 £22,797 Contingency £41,450 £16,839 £24,611 Total £969,900 £373,602 £596,298 Financial Implications 2020/21 Budget £5,156k, Previously Released/Pending Release £1,914 k, Capital Release Requested £596k - Appendix A The 2020/21 capital programme, approved by Cabinet and Council in February 2020, included a budget for the Civic Centre Works Programme (CCW) of £2,828k. I n June 2020 , Cabinet approved the re-phasing of £2,328k of the unspent 2019/20 budget into 2020/21, to give a revised budget of £5,156k, funded from Council resources. Previously, £1,914k has been released from the revised CCW 2020/21 programme capital budget. This report is seeking the release of £596k for the fit- out works in the mezzanine as well as a refurbishment of the existing public reception area, and staff entrance from the car park. The release request is based upon the costs provided by the contractor appointed and approved by Cabinet on the 18 March 2021 to carry out these works and includes an element for FFE, consultancy fees and contingency. The remaining £2,646k of the CCW 2020/21 capital budget will be allocated to projects as and when required subject to the capital release procedure. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities? Relocating these services will ensure that the services run out of the building can continue to be made available for residents. Consultation carried out or required No formal consultation is required. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed this report and concurs with the financial implications set out above, noting that the recommended action to agree a release of £596k for the fit-out works in the mezzanine as well as a refurbishment of the existing public reception area, and staff entrance from the car park will be funded from the 2020/21 approved Civic Centre Work Programme Capital Budget. Capital Release Report – 01 April 2021 Part 1 - Public Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 2 of the Health and Safety at Work etc Act 1974 Act. 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 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 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 – 01 April 2021 Part 1 - Public APPENDIX A Civic Centre Works Programme (CCWP) Budget 2020/21: Refurbishment of the Civic Centre Mezzanine to Enable the Relocation of Services Release 9 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Civic Centre, Uxbridge Civic Centre Mezzanine Refurbishment Refurbishment works to allow additional services to move into the Civic Centre 596 Total seeking release 596 Previously released 1,914 Budget 5,156 Remaining budget 2,646
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Capital Release Decision Notice – 28 April 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 28 APRIL 2021 The Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure have made the following decision today: 1. THE CABINET MEMBER FOR FINANCE AND THE CABINET MEMBER FOR PROPERTY AND INFRASTRUCTURE CAPITAL RELEASE REPORT (April 2021) DEPARTMENT: Infrastructure, Building Services & Transport SERVICE AREA / PROGRAMME: Civic Centre Works Programme (CCWP) Budget 2020/21: Refurbishment of the Civic Centre Mezzanine Area to Enable the Relocation of Services RELEASE NO: 9 DECISION: FULL APPROVAL That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agree d to the capital release request of £596k from the Civic Centre Works Programme (CCW) 2020/2021 capital budget for the Mezzanine Floor Fit -Out Works at the Civic Centre. REASONS FOR THE DECISIONS MADE The Abacus Family Centre is located on the proposed site for the new sports and leisure facility in West Drayton. As a result, there is a requirement to relocate the services that are currently run from the centre. To ensure best use of the updated mezzanine area at the Civic Centre, consideration has also been given to move other services into the refurbished area. Relocating these services will ensure that the services can continue to be used by residents. ALTERNATIVES CONSIDERED AND REJECTED Other possible locations were considered for the Abac us Family Centre; however, the proposed location was deemed to be the most suitable. FURTHER INFORMATION The report relating to this decision can be found here. Perry Scott, Director of Infrastructure, Procurement, Business Improvement, Communications, Waste Services and ICT Jenny Evans, Residents Services Bobby Finch, Residents Services 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. • 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 Capital Release Decision Notice – 28 April 2021 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. These decisions, unless called in, will come into effect from 5pm on Thursday 6 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.