Hillingdon Council Cabinet Member and Officer Decisions
Property Works Programme 2021/22 – Windows Programme – Replace Windows at No 3 Colham Road Release No 35
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Democratic Services Location: Phase II Ext: 0833 DDI: 01895 25 0833 My Ref: RD 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. Chairmen of the Corporate Services, Commerce and Communities, and Social Care, Housing and Public Health Policy Overview Committees c.c. Gary Penticost/ Dave Grimshaw, Residents Services c.c. Ward Councillors for Brunel c.c. Conservative and Labour Group Offices (inspection copy) Date: 06 April 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (March 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme 2020/21: W indows Programme – Replace Windows at No 3 Colham Road RELEASE NO: 35 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 Wednesday 14 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 y ou have made your decision. I will then arrange for the formal notice of decision to be published. Ryan Dell Democratic Services Apprentice Title of Report: Property Works Programme 2020/21: Windows Programme – Replace Windows at No 3 Colham Road. Release No 35 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 - 06 April 2021 Page 1 Part I - Public CAPITAL RELEASE REPORT (March 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme 2020/21: Windows Programme – Replace Windows at No 3 Colham Road RELEASE NO: 35 Cabinet Members Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolios Cabinet Member for Finance Cabinet Member for Property and Infrastructure Officer Contact Gary Penticost/ Dave Grimshaw, 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. Putting our Residents First These works are consistent with the Council’s strategy for Putting our Residents First by maintaining our residential care facilities. Financial Cost The capital release requested amounts to £ 11k form the Property Works Programme 2020/21 capital budget for the replacement of 8 windows at 3 Colham Road Residential Care Home. Relevant Policy Overview Committee(s) Corporate Services, Commerce and Communities Social Care, Housing and Public Health Ward(s) Brunel Portfolio Member approval Councillor Jonathan Bianco Capital Release Report - 06 April 2021 Page 2 Part I - Public RECOMMENDATION That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure approve the capital release request of £11 k from Property Works Programme 2020/21 capital budget for the replacement of 8 windows at 3 Colham Road, Residential Care Home (Appendix A). Reasons for recommendations The existing wooden windows are in poor condition and can no longer be fully opened. Alternative options considered There are no other options for these 8 windows; further replacements will be tendered. Policy Overview Committee comments None at this stage. SUPPORTING INFORMATION No 3 Colham Road provides support and accommodation for up to 13 people who have a range of needs, including learning and physical disabilities. The service is made up of four lodges within the one building, with each service user having their own room. Several wooden windows have deteriorated over time and can no longer be opened sufficiently, reducing the amount of fresh air in the room . Temporary air vents have been installed to allow more fresh air to enter the room, but the permanent solution is to replace these windows, complete with Trickle Vents and window restrictors. This will ensure compliance with the Health and Social Care Act 2008. A breakdown of costs is provided in Table 1 below: - Table 1: Cost Plan Activity Quoted Cost Install 8 No UVPC Windows £9,765 Sub-Total £9,765 Contingency @ 10% £977 Project Fee @5% £537 Total Budget Cost £11,279 Financial Implications Revised Property Works Programme Budget £3,321k, Previously Released/ Pending Release £3,249k, Capital Release Requested £11k – Appendix A The 2020/21 capital programme, approved by Cabinet and Council in February 2020, included a budget for the Property Works Programme (PWP) of £2,878k. Cabinet, in June 2020, approved Capital Release Report - 06 April 2021 Page 3 Part I - Public the re-phasing of £349k of the unspent 2019/20 budget into 2020/21, in February 2021 Cabinet accepted a Heritage Grant of £34k, £60k has been allocated through S106 for Carbon Saving Contributions towards the LED lighting upgrades at Breakspear Crematorium to give a revised budget of £3,321k, funded mainly from Council resources. Previously, £3,249k has been released or is included in a release report in preparation (up to Release No. 34) from the revised Property Works Programme 2020/21 capital budget. This report is seeking the release of £11k for the replacement of 8 windows at 3 Colham Road Residential Care Home to ensure compliance with the Health and Social Care Act 2008. The release request is based upon quoted costs and includes a project contingency of 10% of the quoted cost, and internal project management fees of 5% of the quoted cost. The remaining £61k of the PWP 2020/21 budget will be allocated to projects as and when required, subject to the capital release procedure. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon residents, service users and communities The replacement of these windows will enable the windows to be opened safely and will provide access to more fresh air for the Service Users. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed this report and concurs with the financial implications set out above, noting the recommended action to agree a release of £11k for the replacement of 8 windows at 3 Colham Road Residential Care Home to ensure compliance with the Health and Social Care Act 2008 will be funded from the 2020/21 approved Property Works Programme capital budget. Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to section 11 of the Landlord and Tenant Act 1985. There are no legal impediments to the Council authorizing this capital release. Infrastructure / Asset Management Asset Management and Development Team are the authors of 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 Capital Release Report - 06 April 2021 Page 4 Part I - Public 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 - 06 April 2021 Page 5 Part I - Public APPENDIX A Property Works Programme 2021/22 – Windows Programme – Replace Windows at No 3 Colham Road Release No. 35 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required No 3 Colham Road Replace Windows Replace obsolete windows to increase ventilation 11 Total seeking release 11 Previously released 3,249 Budget 3,321 Remaining budget 61
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Capital Release Decision Notice – 19 April 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 19 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 (March 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme 2020/21: Windows Programme – Replace Windows at No 3 Colham Road RELEASE NO: 35 DECISION: FULL APPROVAL That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure approve d the capital release request of £11k from Property Works Programme 2020/21 capital budget for t he replacement of 8 windows at 3 Colham Road, Residential Care Home (Appendix A of the associated report). REASONS FOR THE DECISIONS MADE The existing wooden windows are in poor condition and can no longer be fully opened. ALTERNATIVES CONSIDERED AND REJECTED There are no other options for these 8 windows; further replacements will be tendered. 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 Gary Penticost/ Dave Grimshaw, 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 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. Capital Release Decision Notice – 19 April 2021 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 Monday 26 April 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.