Hillingdon Council Cabinet Member and Officer Decisions
HRA Works to Stock Programme 2021/2022; Fire Safety Workstream - Replacement of Refuse Chute Extensions at Various Housing Sites - RELEASE NO: 22
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Democratic Services
Location: Phase II
Ext: 0693
DDI: 01895 250693
Ref: CMD 171
To: COUNCILLOR MARTIN GODDARD
CABINET MEMBER FOR FINANCE
COUNCILLOR JONATHAN BIANCO
CABINET MEMBER FOR PROPERTY AND
INFRASTRUCTURE
c.c. All Members of Corporate, Finance & Property
Select Committee
c.c. Perry Scott, Corporate Director of Infrastructure,
Transport & Building Services
c.c.Gary Penticost, Infrastructure, Transport &
Building Services
c.c. Ward Councillors Yeading and Barnhill
c.c. Conservative and Labour Group Offices
(inspection copy)
Date:
18 June 2021
Non-Key Decision request Form D
CAPITAL RELEASE REPORT (JUNE 2021)
DEPARTMENT: Residents Services
SERVICE AREA / PROGRAMME: Housing Revenue Account
Works to Stock Programme 2021/2022 - Fire Safety Workstream -
Replacement of Refuse Chute Extensions at Various Housing
Sites
RELEASE NO: 22
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 Monday 28 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.
Steve Clarke
Democratic Services Officer
Title of Report: Housing Revenue Account Works to Stock Programme 2021/2022 - Fire
Safety Workstream - Replacement of Refuse Chute Extensions at Various Housing Sites
RELEASE NO: 22
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
Cabinet Member Report – 18 June 2021 Page 1
Part 1 - Public
CAPITAL RELEASE REPORT (JUNE 2021)
DEPARTMENT: Residents Services
SERVICE AREA / PROGRAMME: Housing Revenue Account Works to
Stock Programme 202 1/2022 - Fire Safety Workstream -
Replacement of Refuse Chute Extensions at Various Housing Sites
RELEASE NO: 22
Cabinet Member(s) Councillor Martin Goddard
Councillor Jonathan Bianco
Cabinet Portfolio(s) Cabinet Member for Finance
Cabinet Member for Property and Infrastructure
Officer Contact(s) Gary Penticost – 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
for the replacement of refuse chute extensions at various housing
sites.
Putting our
Residents First
This report supports the Council objective of ; Strong Financial
Management.
Financial Cost This report seeks the release of £ 28k from the Housing Revenue
Works to Stock Programme 2021/22 Fire Safety Workstream capital
budget for the r eplacement of refu se chute extensions at various
housing sites. The works will commence in August 2021 following
the approval and budget release.
Relevant Select
Committee
Corporate, Finance & Property Select Committee
Relevant Ward(s) Yeading and Barnhill Wards
RECOMMENDATIONS
That the Cabinet Member for Finance and the Cabinet Member for Property and
Infrastructure agree to the c apital release request of £ 28k from the Housing Revenue
Account Works to Stock P rogramme 2021/22 Fire Safety Workstream capital budget for
the Replacement of refuse chute extensions at various housing sites.
Cabinet Member Report – 18 June 2021 Page 2
Part 1 - Public
Reasons for recommendation
The recommendation to replace the refuse chutes extensions at various housing owned sites to
meet BS1449-1, this requires automatic shut off plates to be installed within the buildings. The
refuse chutes are used by residents to dispose of waste from various floors within the buildings.
The refuse is then stored in a large bin and collected by the LBH refuse team. The refuse chutes
have fire rated hoppers, these are in place to stop the spread of any fire from the internal refuse
bins throughout the bin chutes to additional floors. The Council are required to carry out these
recommendations to be compliant with current regulations.
This capital release is requesting to remove, supply and replace the existing chute shut off plate
with automatic fire shutter plate also incorporating manual shut off factuality for maintenance
purposes. This will improve the fire safety within the blocks listed below:
Table 1: Site Addresses:
Block Street Name Post Code No . Chutes
Cedar House Larch Crescent Hayes UB4 9EA 2
Yealding House Larch Crescent Hayes UB4 9DZ 3
Beech House Larch Crescent Hayes UB4 9DY 3
Greenway House Greenways Hayes UB4 9HL 2
Winnipeg Court Greenway Hayes UB4 9HL 2
Ottawa Court Ayles Road Hayes UB4 9HJ 3
Sutherland Court Ayles Road Hayes UB4 9JX 1
Owen Court Owen Road Hayes UB4 9JZ 2
Phillips Court Ayles Road Hayes UB4 9JU 2
Atlee Court Attlee Road Hayes UB4 9JS 3
Ayles Court Ayles Road Hayes UB4 9JT 2
Officers procured the works via the open tender and the winning contractor were Hard alls
International Ltd. They offer the most competitive price and are compliant in all respects with the
Council's performance specification.
Alternative options considered / risk management
None.
Select Committee comments
None at this stage.
Cabinet Member Report – 18 June 2021 Page 3
Part 1 - Public
SUPPORTING INFORMATION
Fire Risk Assessments were undertaken, these identified several deficiencies with the building.
Deficiencies reported were that the bin chute extension to the automatic fire shutter plate is
required to be replaced to ensure the fire safety within the 11no blocks. In addition to the fire risk
assessments, the location of the bin chutes within the blocks could be a risk as they are
compartmentalised within the same small area as the residents' kitchen doors, By installing the
automatic shut off plate this would stop the spread of fire and smoke and protect the enclosed
landing area for the residents.
There will be appropriate consultation about the proposed works and programme with the
residents prior to commencement.
The breakdown of the costs of the recommended tender, and the overall costs of the installation
of the automatic chute fire closer plates, are shown in Table 1 below.
Table 2: Cost Plan
Project Cost Plan Cost (£)
Works Costs £24,375
Project Contingency (10%) £2,438
FM Management fees (5%) £1,219
Total £28,032
Financial Implications
Revised Budget £ 7,335k, Previously Released/Pending Release £4,086 k, Capital Release
Requested £28k - 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. In June 2021, Cabinet
will be requested to approve re- phasing of £603k from 2020/21 HRA Works to Stock Capital
Programme into the 2021/22 Programme and the forward phasing of £4,370k from 2022/23 HRA
Works to Stock Programme into 2021/22 Programme in relation to the Decent Homes
Programme, this gives a revised capital budget for the Works to Stock Programme of £25,537k.
Within this, the Fire Safety workstream budget is £7,335k.
Previously, £4,086k has been released or is pending release from the Fire Safety workstream for
the replacement and installation of fire doors Phase 17 & 18; Phases 1 to 16 Electrical Fire Safety
Upgrades within general needs dwellings , Triscott House Extra Care Scheme and Sheltered
Housing dwellings; the installation of LED Communal and Emergency Lighting at Whitehall Road
and the Sprinkler Systems within various tower blocks.
This report is seeking the release of £28k from the Fire Safety workstream for the installation of
the automatic chute fire closer plates at various housing sites detailed above in T able 1. The
Cabinet Member Report – 18 June 2021 Page 4
Part 1 - Public
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 £3,221k of the Fire Safety workstream budget will be subject to the capital release
procedure.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon Hillingdon residents, service users and communities
To provide tenants, staff and visitors with a fire safe way to dispose of the waste within the block
and to stop the spread of fire.
Consultation carried out or required
Consultation not required.
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 £28k for the installation of the
automatic chute fire closer plates at various housing sites , detailed above in T able 1, will be
funded from the 2021/22 approved capital programme for HRA Works to Stock, which is funded
from rental income.
Legal
The Borough Solicitor confirms that the Council is responsible for carrying out this function
pursuant to Section 11 of the landlord & Tenant Act 1985.
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 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
Cabinet Member Report – 18 June 2021 Page 5
Part 1 - 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 f unding 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.
TITLE OF ANY APPENDICES
Appendix A with capital release requests for approval.
Cabinet Member Report – 18 June 2021 Page 6
Part 1 - Public
CAPITAL RELEASE APPENDIX A
HOUSING REVENUE ACCOUNT WORKS TO STOCK 2021/22: FIRE SAFETY
WORKSTREAM - REPLACEMENT OF REFU SE CHUTE EXTENSIONS AT VARIOUS
HOUSING SITES. RELEASE 22
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000’s
Approve Hold
More
Information
Required
Cedar House
Yeading House
Beech House
Greenway House
Winnipeg Court
Ottawa House
Sutherland Court
Owen Court
Phillips Court
Atlee Court
Ayles Court
Replacement
of bin chute
extensions
Replacement
of the bin
chute hoppers
in communal
areas
28
Total seeking release 28
Previously released / Pending
release
4,086
Budget 7,335
Remaining budget 3,221
Signed: ______________________________________________
Cabinet Member for Finance / Cabinet Member for Property & Infrastructure
Date: ____________________
View Decision / Minutes Text
Executive Decision Notice – 26 July 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 Notice is hereby given that the following decision(s) have been made today by Cabinet Members at the London Borough of Hillingdon: Title of decision CAPITAL RELEASE REPORT (JUNE 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Housing Revenue Account Works to Stock Programme 2021/2022 - Fire Safety Workstream - Replacement of Refuse Chute Extensions at Various Housing Sites RELEASE NO: 22 Reference No. 171 Date of decision 26 July 2021 Call-in expiry date 5pm, on 02 August 2021 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) Barnhill and Yeading Decision made Cabinet Members making the decision Cllr Martin Goddard - Cabinet Member for Finance Cllr Jonathan Bianco - Cabinet Member for Property & Infrastructure DECISION APPROVED That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agree d to the capital release request of £28k from the Housing Revenue Account Works to Stock Programme 2021/22 Fire Safety Workstream capital budget for the Replacement of refuse chute extensions at various housing sites. Reason for decision The refuse chutes have fire rated hoppers, these are in place to stop the spread of any fire from the internal refuse bins throughout the refuse chutes to additional floors. The Council are required to carry out these recommendations to be compliant with current regulations. Executive Decision Notice – 26 July 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 alternative options were considered. Classification Part 1 - Public Link to associated report Click here. Relevant Officer contact & Directorate Gary Penticost - Infrastructure, Transport and Building Services Any interest declared by the Cabinet Member(s) / dispensation granted N/A Implementation of decision & scrutiny call-in [Internal Use only] When can this decision be implemented by officers? Officers can implement Cabinet Member decision in this notice only from the expiry of the scrutiny call-in period which is: 5pm, on 02 August 2021 However, this is subject to the decision not being called in by Councillors on the relevant Select Committee. Upon receipt of a valid call-in request, Democratic Services will immediately advise the relevant officer(s) and the decision must then be put on hold. Councillor scrutiny call- in of this decision Councillors on the relevant Select Committee shown in this notice may request to call-in this decision. The request must be before the expiry of the scrutiny call-in period above. Councillors should use the Scrutiny Call-in App (link below) on their devices to initiate any call-in request. Further advice can be sought from Democratic Services if required: Scrutiny Call-In - Power Apps (secure) Further information These decisions, where applicable, have been taken under The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012. 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. Democratic Services London Borough of Hillingdon Civic Centre High Street Executive Decision Notice – 26 July 2021 Page 3 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk Uxbridge UB8 1UW