Hillingdon Council Cabinet Member and Officer Decisions
Property Works Programme Capital Budget 2021/2022; Fire Safety Works Programme - Installation of LED Communal and Emergency Lighting to Reduce Carbon Emission at Charville Lane Childrens Home - RELEASE NO 6
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Non-Key Decision request Form D CAPITAL RELEASE REPORT (July 2021) DEPARTMENT: Residents Services SERVICE AREA/ PROGRAMME: Property Works Programme Capital Budget 2021/2022; Fire Safety Works Programme - Installation of LED communal and emergency lighting to reduce carbon emission at Charville Lane Children’s Home RELEASE NO: 6 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 19 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. Steve Clarke Democratic Services Officer Democratic Services Location: Phase II Ext: 0693 DDI: 01895 250693 Ref: CMD 219 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. Alana Martin, Infrastructure, Transport & Building Services c.c. Ward Councillors for Charville c.c. Conservative and Labour Group Offices (inspection copy) Date: 09 July 2021 Title of Report: Property Works Programme Capital Budget 2021/2022: Fire Safety Works Programme - Installation of LED communal and emergency lighting to reduce carbon emission at Charville Lane Children’s Home - Release No: 6 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 – 09 July 2021 Page 1 Part 1 - Public CAPITAL RELEASE REPORT (July 2021) DEPARTMENT: Residents Services SERVICE AREA/ PROGRAMME: Property Works Programme Capital Budget 2021/2022: Fire Safety Works Programme - Installation of LED communal and emergency lighting to reduce carbon emission at Charville Lane Children’s Home RELEASE NO: 6 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 and 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 £ 33k from the Property Works Programme 20 21/22 capital budget for the Installation of LED communal and emergency lighting to reduce carbon emission at Charville Lane Children’s Home. The works will commence following the approval and budget release. Relevant Select Committee Corporate, Finance and Property Select Committee Relevant Ward(s) Charville RECOMMENDATIONS That the Cabinet Member for Finance and the Cabinet Member for Property and Infrastructure agree to the following Capital release request of £ 33k from the Property Works Programme capital budget 20 21/22 for the installation of LED communal and emergency lighting to reduce carbon emission at Charville Lane Children’s Home. Cabinet Member Report – 09 July 2021 Page 2 Part 1 - Public Reasons for recommendation The recommendation is to upgrade the LED communal and emergency lighting to Charville Lane Children’s Home, a C ouncil owned children’s home. The installation of LED communal and emergency lighting will provide users with adequate means of escape in the event of a main s failure or emergency, should the property need to be evacuated. This will also reduce the energy costs with the introduc tion of LED lighting. The C ouncil are required to carry out these recommendations to be compliant with current regulations. The building does not currently have suitable emergency lighting installed . Following the replacement, every light fitting within the building will be replaced to emergency lighting across all rooms including the 16 bedrooms. The current emergency lighting would not provide sufficient lighting levels in the event of an emergency or mains failure to enable the staff and children to evacuate safely or provide a safe working environment if they remain. Officers procured the works via the open tender and the winning contractor were PFL Limited. They offer the most competitive price and are compliant in all respects with the C ouncil's performance specification. The contract is to be awarded following Cabinet Member approval. Alternative options considered / risk management None. Select Committee comments None at this stage. SUPPORTING INFORMATION Due to the severity of the service users' disabilities, full evacuation would be extremely difficult and timely in the event of e lectrical mains failure, therefore, the proposed works will supply nine hours of lighting within the home on completion. Fire Risk Assessments were undertaken and these identified several deficiencies with the building. Deficiencies reported were that additional communal lighting and emergency lighting were required. The proposed works include the installation of LED communal and emergency lighting to Charville Lane Children’s Home will provide additional communal lighting and emergency lighting. This will safeguard the resident s by ensuring that, in the event of an emergenc y or mains failure, the residents will be provided with an adequate means of escape. There will be appropriate consultation about the proposed works and programme with the users prior to commencement. The installation of the Commulite LED intelligent emergency lighting system will assist to reduce the Council’s Carbon footprint and will reduce the energy consumption in the Borough. Using the estimated energy consumptions of the existing luminaires and the energy consumption of Commulite Luminaires, it is estimated that there will be a 50% saving in energy. Cabinet Member Report – 09 July 2021 Page 3 Part 1 - Public The cost breakdown of the recommended tender, and the overall costs of the installation of the LED communal and emergency lighting, are shown in Table 1 below. Table 1: Cost Plan Project Cost Plan Cost (£) Works Costs £28,916 Project Contingency (10%) £2,892 FM Management fees (5%) £1,446 Total £33,254 Financial Implications Property Works Programme Revised Budget £2,574k (Pending S106 Allocation requested in a separate Cabinet Member report), Previously Released/Pending Release £923k, Capital Release Requested £33k – 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 to give a revised budget of £2,541k, funded from Council resources. There is currently a separate Cabinet Member Report in process to request an allocation of £33k from the S106 Carbon Saving Contributions for the installation of the carbon reducing LED communal and emergency lighting at Charville Lane Children’s Home. Th is will increase the Revised Property Works Programme Budget to £2,574k Previously, £ 923k has been released or is included in a release report in preparation (up to Release No.5) from the Property Works Programme 2021/22 capital budget. This report is seeking the release of £33k for the installation of the carbon reducing LED and emergency lighting within the communal areas at Charville Lane Children’s Home. 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 £1,618 k of the PWP 2021 /22 budget will be allocated to projects as and when required, subject to the capital release procedure. Cabinet Member Report – 09 July 2021 Page 4 Part 1 - Public RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon residents, service users and communities To provide tenants, staff and visitors with adequate means of escape in the event of mains failure or fire within Charville Lane Children’s Home. Improved emergency and general lighting within communal areas and reduction in energy costs with the introduction of LED lighting. Consultation carried out or required There will be appropriate consultation about the proposed works and programme with the residents prior to commencement. 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 £33k for the installation of the Carbon Reduc ing LED and emergency lighting within the communal areas at Charville Lane Children’s Home will be funded from the 2 021/22 approved Property Works Programme capital budget. Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 17 of the Children Act 1989. 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 offi cers 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. Cabinet Member Report – 09 July 2021 Page 5 Part 1 - Public TITLE OF ANY APPENDICES Appendix A with capital release requests for approval. Cabinet Member Report – 09 July 2021 Page 6 Part 1 - Public CAPITAL RELEASE APPENDIX A Property Works Programme Capital Budget 2021/22: Installation of Carbon Reducing LED lighting within the communal areas at Charville Children’s Home - Release No 6 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Charville Lane Children’ s Home Install LED Lighting Installation of LED communal and emergency lighting within the communal areas 33 Total seeking release 33 Previously released 923 Budget 2,574 Remaining budget 1,618
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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 Capital Budget 2021/2022: Fire Safety Works Programme - Installation of LED communal and emergency lighting to reduce carbon emission at Charville Lane Children’s Home RELEASE NO: 6 Reference No. 219 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) Charville 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 Membe r for Finance and the Cabinet Member for Property and Infrastructure agree d to the Capital release request of £33k from the Property Works Programme capital budget 2021/22 for the installation of LED communal and emergency lighting to reduce carbo n emission at Charville Lane Children’s Home. Reason for decision The decision is to upgrade the LED communal and emergency lighting to Charville Lane Children’s Home, a Council owned children’s home. The installation of LED communal and emergency lighting will provide users with adequate means of escape in the event of a mains failure or emergency, should the property need to be evacuated. This will also reduce the energy 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 costs with the introduction of LED lighting. The Council are required to carry out these recommendations to be compliant with current regulations. Alternative options considered and rejected None. 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 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