Hillingdon Council Cabinet Member and Officer Decisions
Property Works Programme (PWP) Capital Budget 2021/2022; Structural Programme - Further Works to the timber structure at Manor Farm Great Barn - RELEASE NO 7
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Non-Key Decision request Form D CAPITAL RELEASE REPORT (July 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme (PWP) Capital Budget 2021/2022; Structural Programme – Further Works to the timber structure at Manor Farm Great Barn. RELEASE NO: 7 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 1 9 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 Corpo rate 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. Liz Penny Democratic Services Officer Title of Report: Property Works Programme (PWP) Capital Budget 2021/2022; Structural Programme – Further Works to the timber structure at Manor Farm Great Barn – Release No: 7 Decision made: Reasons for your decision: (e.g. as stated in report) Democratic Services Location: Phase II Ext: 0185 DDI: 01895 250185 Ref: CMD 218 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 Eastcote and East Ruislip c.c. Conservative and Labour Group Offices (inspection copy) Date: 09 July 2021 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 - 9 July 2021 Page 1 (Part 1 - Public) CAPITAL RELEASE REPORT (July 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Property Works Programme (PWP) Capital Budget 2021/2022; Structural Programme – Further Works to the timber structure at Manor Farm Great Barn. RELEASE NO: 7 Cabinet Members Councillor Jonathan Bianco Councillor Martin Goddard Cabinet Portfolios Cabinet Member for Property and Infrastructure Cabinet Member for Finance Officer Contact 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. 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 Property Works Programme 20 21/22 capital budget , for further works to the structure of the Great Barn , Manor Farm . The figure includes a contingency and project management fee. The works will commence immediately following capital release approval. Relevant Select Committee Corporate, Finance & Property Select Committee Capital Release Report - 9 July 2021 Page 2 (Part 1 - Public) Ward(s) affected Eastcote & East Ruislip RECOMMENDATION That the Cabinet Member for Property and Infrastructure and the Cabinet Member for Finance agree to the following capital release request of £ 20k from the Property Works Programme (PWP) Capital Budget 202 1/2022; Contingency Fund – Further Works to the timber structure at Manor Farm Great Barn (Appendix A) Reasons for recommendation As part of the previously approved Capital Release and subsequent works, due to additional issues with the timber structure, these works are required to maintain the stability of the structure and treat an area where Death Watch Beetle Larvae have been found. These works will help ensure the amenity can be enjoyed by our residents and continue to operate as a wedding venue, a revenue stream for the Council. Alternative options considered No other options available. Select Committee comments None at this stage. SUPPORTING INFORMATION 1. The Medieval Barn is of historic interest and part of an iconic complex. 2. A detailed survey was undertaken after an Arcade Brace came loose in March 2020. 3. The survey included an overall structural summary report, a condition report from a specialist structural engineer and Microdrill Assessment report for Death Watch Beetle activity. 4. The reports concluded that Death Watch Beetle activity had been present in 7 Arcade Brace Joints and therefore they needed to be made structurally sound and further intrusive inspections undertaken. 5. During the works outlined above, further structural issues were found once the weatherboards were removed from the external façade. 6. The defects found on the North and South Gable Ends need ed to be rectified immediately and instruction for these works has already been given by the officer managing the works. 7. The recommendation is that the additional works are undertaken by McCurdy & Co Ltd, under a single tender action. 8. McCurdy & Co Ltd are specialist in the field and are well known by Historic England. Capital Release Report - 9 July 2021 Page 3 (Part 1 - Public) 9. The works will include detailed drawings for future reference and meet any requirements from Historic England. 10. NB – It should be noted that further ; non-urgent works will be required to the external areas of the Barn next year. Table 1: Cost Plan Activity Quoted Cost South Gable End Emergency Stabilisation £2,432 South Gable - install new oak Mid-Rail and metallic restraints. North Gable - Mid-Rail mortice strapping and Scarf works £8,547 Arcade Post Mortice refurbishment £675 Death Watch Beetle Borotreatment insecticide £625 Historic England Surveyor Fees £4,833 Timber Scientist Fees £750 Sub-Total £17,862 Contingency @ 10% £1,786 Project Fee @ 4.4% £786 Total Budget Cost £20,434 Financial Implications Property Works Programme Revised Budget £2,574k, Previously Released/Pending Release £956k, Capital Release Requested £20k – Appendix A The 2021/22 capital programme, approved by Cabinet and Council in February 2021, included a budget for the Property Works Programme (PWP) of £1,152k. Cabinet, in June 2021 approved the re-phasing of £1,389k of the unspent 2020/21 budget into 2021/22. £33k allocation from the S106 Carbon Saving Contributions is in the process of being requested, to give a revised budget of £2,541k, funded mainly from Council resources. Previously, £956k has been released or is included in a release report in preparation (up to Release No.6) from the Property Works Programme 2021/22 capital budget. This report is seeking the release of £20k for the further works required to strengthen the stability of the timber structure at Manor Farm, Great Barn. The release request is based upon the tendered costs and includes a project contingency of 10% of the tendered cost, and internal project management fees of 5% of the tendered cost. The remaining £1,598k of the PWP 2021/22 budg et will be allocated to projects as and when required, subject to the capital release procedure. Capital Release Report - 9 July 2021 Page 4 (Part 1 - Public) RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities The knowledge that the Council is taking steps to ensure the iconic assets on the Manor Farm Complex are being maintained so that current residents and those in the future can enjoy th is structure. Consultation carried out or required N/A 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 £20k for the further works required to strengthen the stability of the timber structure at Manor Farm, Great Barn will be funded from the 2021/22 approved Property Works Programme capital budget. Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 2 of the Occupiers Liability Act 1957. 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 (by the relevant Cabinet Members). 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 ide ntified 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 agree ment has been given to the project and only if there is an approved budget. Capital Release Report - 9 July 2021 Page 5 (Part 1 - Public) BACKGROUND PAPERS Nil. Capital Release Report - 9 July 2021 Page 6 (Part 1 - Public) APPENDIX A Property Works Programme (PWP) Capital Budget 2021/2022; Contingency Fund – Further Works to the timber structure at Manor Farm Great Barn. Release 7 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Great Barn, Manor Farm Structural Timber Works The timber structure of the barn needs to be strengthened to keep the buildings integrity 20 Total seeking release 20 Previously released / pending release 956 Budget 2,574 Remaining budget 1,598
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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 : Property Works Programme (PWP) Capital Budget 20 21/2022; Structural Programme – Further Works to the timber structure at Manor Farm Great Barn. RELEASE NO: 7 Reference No. 218 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) Eastcote and East Ruislip 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 Property and Infrastructur e and the Cabinet Member for Finance agree d to the capital release request of £20k from t he Property Works Programme (PWP) Capital Budget 2021/2022; Contingency Fund – Further Works to the timber structure at Manor Farm Great Barn (see Appendix A of the report) Reason for decision As part of the previously approved Capital Release and subsequent works, due to additional issues with the timber structure, these works are required to maintain the stability of the structure and trea t an area where Death Watch Beetle Larvae have been found. 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 These works will help ensure the amenity can be enjoyed by our residents and continue to operate as a wedding venue, a revenue stream for the Council. Alternative options considered and rejected None. Classification 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 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. If you would like more information on this decision, please contact Democratic Services on 01895 250636 or email: democratic@hillingdon.gov.uk. 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 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