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 28
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Non-Key Decision request Form D
CAPITAL RELEASE REPORT (JULY 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: 28
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 16 July 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 2021/2022 -
Fire Safety Workstream - Replacement of Refuse Chute Extensions at Various
Housing Sites - RELEASE NO: 28
Democratic Services
Location: Phase II
Ext: 0692
DDI: 01895 250692
Ref: CMD 217
To: COUNCILLOR JONATHAN BIANCO
CABINET MEMBER FOR PROPERTY AND
INFRASTRUCTURE
COUNCILLOR MARTIN GODDARD
CABINET MEMBER FOR FINANCE
c.c. All Members of Corporate, Finance & Property
Select Committee
c.c. Perry Scott, Corporate Director of Infrastructure,
Transport and Building Services
c.c. Gary Penticost – Infrastructure, Transport &
Building Services
c.c. Ward Councillors for Pinkwell, Uxbridge South,
Townfield, Yeading, Heathrow Villages and Barnhill
c.c. Conservative and Labour Group Offices
(inspection copy)
Date:
8 July 2021
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
Cabinet Member Report – 08 July 2021 Page 1
Part 1 - Public
CAPITAL RELEASE REPORT (JULY 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: 28
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 £ 20k 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) Pinkwell, Uxbridge South, Townfield, Yeading, Heathrow Villages
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 £ 20k 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 – 08 July 2021 Page 2
Part 1 - Public
Reasons for recommendation
The recommendation is to replace the refuse chutes extensions at various housing owned sites
to meet BS1449-1 and 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.
Cabinet Members will recall a recent similar capital release request last month from various
different housing sites in Hayes (release no. 22).
This capital release relates to other properties and 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. of chutes
129-129 St Dunstan's Hayes UB3 4LX
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate
131 – 137 St Dunstan's Hayes
UB3 4LX
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate
1 – 72 The Gouldings Uxbridge UB8 1LR
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate.
1 - 48
Fitzgerald House Hayes
UB3 3PW
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate. Renew 20 No
Fire rated refuse hoppers
1 - 12 Nightingale House, Croyde Hayes UB3 4EN
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate. Renew 2 No
Fire rated refuse hoppers
1 - 6 Devonshire Way Hayes UB4 0JA
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate
31-42 Devonshire Way Hayes UB4 0JA
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate
Cabinet Member Report – 08 July 2021 Page 3
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1 – 16 Sydney Court, Perth Avenue Hayes UB4 9LW
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate
1 – 18 Parkside Barra Hall Hayes UB3 2BB
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate.
294 - 300 Addison Way Hayes UB3 2DL
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate.
1 - 96
Melbourne House Chute A Hayes UB4 9LJ
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate. Renew 10 No
Fire rated refuse hoppers
1 – 96 Melbourne House Chute B Hayes UB4 9LJ
Renew 10 No Fire rated refuse
hoppers
1 – 16 Moston Close Hayes UB3 4LP
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate. Renew 6 No
Fire rated refuse hoppers
1 – 6 Hilton Close Uxbridge UB8 2QJ
Renew 10 No Fire rated refuse
hoppers
38 – 66
The Glebe West Drayton UB7 9JF
Renew 2 No Fire rated refuse
hoppers
125 - 127
Cranford Drive Hayes UB3 4LG
Renew 1 No Fire Shutter door,
complete with discharge section
and cut off plate. Renew 8 No
Fire rated refuse hoppers
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 – 08 July 2021 Page 4
Part 1 - Public
SUPPORTING INFORMATION
Bin Chute servicing was 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 16 blocks. In addition to the bin chute
servicing, 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 £17,465
Project Contingency (10%) £1,747
FM Management fees (5%) £873
Total £20,085
Financial Implications
Revised Budget £7,335k, Previously Released/Pending Release £4, 441k, Capital Release
Requested £20k - 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
approved the 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, £4,441k 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 17 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
the Sprinkler Systems within various tower blocks and the installation of the automatic chute fire
closer plates at various housing sites.
Cabinet Member Report – 08 July 2021 Page 5
Part 1 - Public
This report is seeking the release of £20 k from the Fire Safety workstream for the installation of
the automatic chute fire closer plates and fire rated refuse hoppers at various housing sites
detailed above in Table 1. The r elease 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 £2,874k 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 £20k for the installation of the
automatic chute fire closer plates and fire rated hoppers at various housing sites, detailed above
in Table 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.
There are no legal impediments to the Council authorizing this capital release.
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
Cabinet Member Report – 08 July 2021 Page 6
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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.
TITLE OF ANY APPENDICES
Appendix A with capital release requests for approval.
Cabinet Member Report – 08 July 2021 Page 7
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 28
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000’s
Approve Hold
More
Information
Required
16 No located
around Borough
Replacement
of bin chute
extensions
Replacement
of the bin
chute hoppers
in communal
areas
20
Total seeking release 20
Previously released / Pending
release
4,441
Budget 7,335
Remaining budget 2,874
View Decision / Minutes Text
Executive Decision Notice – 20 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 (JULY 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: 28 Reference No. 217 Date of decision 20 July 2021 Call-in expiry date 5pm, on 27 July 2021 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) Pinkwell, Uxbridge South, Townfield, Yeading, Heathrow Villages and Barnhill 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 to the capital release request of £20k from the Housing Revenue Account Works to Stock Programme 2021/22 Fire Safety Workstream capital budget for the Replacement of refu se chute extensions at various housing sites. Reason for decision The recommendation is to replace the refuse chutes extensions at various housing owned sites to meet BS1449- 1 and this requires automatic shut off plates to be installed within the buildings. The Council is required to carry out these recommendations to be compliant with current regulations. Executive Decision Notice – 20 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 None. Classification Exempt from publication That this report be declared as exempt from publication as it involves the disclosure of information in accordance with Section 100(A) and paragraph 7 of Part 1 of Schedule 12 (A) to the Local Government Act 1972 (as amended), in that the report contains information relating to any action taken or t o be taken in connection with the prevention, investigation or prosecution of crime and that the public interest in withholding the information outweighs the public interest in disclosing it. 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 27 July 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. Executive Decision Notice – 20 July 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. Democratic Services London Borough of Hillingdon Civic Centre High Street Uxbridge UB8 1UW