Hillingdon Council Cabinet Member and Officer Decisions
Capital Release for Consultancy Services for the Flood Risk Management Measures at Bessingby, Pine Gardens and Field End Parks, Ruislip - Release No 1
Report Document
Can't see the PDF? Download Report
Decision / Minutes Document
Can't see the PDF? Download Minutes
Text extracted from PDFs
View Report Text
Non-Key Decision request Form D
CAPITAL RELEASE REPORT (July 2021)
DEPARTMENT: Infrastructure, Transport and Building Services
SERVICE AREA / PROGRAMME: Capital Programme Works Service / Flood
Risk Measures at Bessingby, Pine Gardens and Field End Parks, Ruislip
RELEASE NO: 1
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 02 August 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.
Steve Clarke
Democratic Services Officer
Title of Report: Capital Programme Works Service / Flood Risk Measures at
Bessingby, Pine Gardens and Field End Parks, Ruislip – Release No 1
Decision made:
Reasons for your decision: (e.g. as stated in report)
Alternatives considered and rejected: (e.g. as stated in report)
Democratic Services
Location: Phase II
Ext: 0693
DDI: 01895 250693
Ref: CMD 234
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 and Building Services
c.c. Michael Naughton, Residents Services
c.c. Conservative and Labour Group Offices
(inspection copy)
Date:
23 July 2021
Signed ………………………………………………………Date……………………..
Cabinet Member for Finance / Cabinet Member for Property and Infrastructure
Capital Release Report – 23 July 2021 Page 1
Part 1 - Public
CAPITAL RELEASE REPORT (July 2021)
DEPARTMENT: Infrastructure, Transport and Building Services
SERVICE AREA / PROGRAMME: Capital Programme Works Service / Flood Risk Measures
at Bessingby, Pine Gardens and Field End Parks, Ruislip
RELEASE NO: 1
Cabinet Members Councillor Martin Goddard
Councillor Jonathan Bianco
Cabinet Portfolios Cabinet Member for Finance
Cabinet Member for Property and Infrastructure
Officer Contact Michael Naughton – 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
for the funding of the Bessingby, Pine Gardens and Field End Parks,
Ruislip Flood Risk Alleviation and Management works.
Putting our
Residents First
This report supports the Council objective of Strong Financial
Management.
Financial Cost This report seeks the release of £ 83k from the 20 21/22 general
capital contingency budget for consultancy services for the flood risk
management measures at Bessingby, Pine Gardens and Field End
Parks, Ruislip . The Phase 1 design and survey works will
commence upon release of the funds and are due for completion by
October 2021.
Relevant Select
Committee
Corporate, Finance and Property Select Committee
Ward(s) affected Cavendish
RECOMMENDATION
That the Cabinet Member for Financ e and the Cabinet Member for Property and
Infrastructure agree to the following capital release request of £83k from the general
capital contingency budget for the funding of the Bessingby, Pine Gardens and Field End
Parks, Ruislip Flood Risk Alleviation and Management works. (Appendix A)
Capital Release Report – 23 July 2021 Page 2
Part 1 - Public
Reasons for recommendation
Flooding within this area has become too common and without intervention local r esidents will
continue to experience flooding in their homes and park users will not have regular access the
park. Resolving this issue will ensure residents can continue to live safely and park users can
use the facilities.
Alternative options considered
Not to progress with the works, this would lead to a recurrence of the issue of flooding which
occurs every year resulting in on-going residents’ claims against the Council.
Select Committee comments
None at this stage.
SUPPORTING INFORMATION
Background Information
In December 2020, the Council’s Flood & Water Management Specialist was informed of a flood
risk concern at Bessingby Park due to a significant discharge of rainwater flowing from the Park
and Thames Water storm water drainage pipes which led to serious flooding of the properties to
the southern boundary of the Park.
Bessingby Park, Pine Gardens and Cavendish Park are one combined recreation ground in
Ruislip, bordered by W hitby Road and Field End Road. In December 2020, after torrential rain ,
some homes in Whitby Road were flooded; without some form of control this is likely to happen
again.
There were two key factors. The first being, the Thames Water storm drain was blocked allowing
rainwater to discharge on to the recreation areas, this included some sewage from combined
rainwater and sewage system connected to adjacent homes.
Secondly, t he surface of the parks and recreation areas are predominantly short grass on
impervious clay, meaning that there was nothing to delay the collection of the rainwater as it
flowed naturally towards the lowest point. Over many years natural drainage channels and field
system ditches have been lost, and the rainwater flooded people homes.
Phase 1 Proposal
The works to alleviate the flooding are planned to be conducted in two separate phases. Phase
One is for the Design, Survey and Investigation Works to test the feasibility and provide reliable
cost information. This will allow engagement with Thames Water to repair the blocked rainwater
drains and request they provide part funding for the flood mitigation scheme.
Capital Release Report – 23 July 2021 Page 3
Part 1 - Public
Phasing is required to ensure effective cost control, the successful completion of the landscaping
works such as the recreation of flood water storage ponds, before wider environmental
improvements are completed such as planting orchards . Feasibility and design, including
consultation, ecology surveys, searches for underground services and ground investigation, are
essential to provide an effective and safe solution.
Phase 2 Proposal
Civil engineering implementation, for example installing additional holding ponds, drainage and
earthworks, and ducting for additional lighting. This could be provided by existing term
contractors, ensuring rapid delivery of the overall works by Spring 2022, depending on the value
and complexity of the works.
There is a longer -term aspiration for a Phase 3 , that will include a broad range of regeneration,
environmental and ecological improvement works to the parks.
Phase One costs
Item Cost
Estimate (£0)
Previously
Released
(£0)
Seeking
Release (£0)
External Fees 34,000 0 34,000
Internal Capital Programme Fees 12,000 0 12,000
Surveys and Investigations 20,000 0 20,000
Potential Asbestos and Site Contamination 13,000 0 13,000
Project Contingency 3,750 0 3,750
Total 82,750 0 82,750
Risks and Issues
Proper flood risk assessment and design is required to ensure the flooding cannot recur.
Ecological concerns may cause delays if the surveys are not completed in the Spring and Summer
of 2021 ; Natural England may have to issue permits if protected species are found. The
implementation of the flood mitigation works will have implications for the long-term maintenance
of the park, and different ways of land management such as more vegetation and reduced grass
cutting.
Financial Implications
2021/22 General Capital Contingency Budget £1,500k, Previously Released £0k, Capital
Release Requested £83k) – Appendix A
The first phase of the flood mitigation scheme is estimated to cost £83k and is not included in the
approved capital programme, with the flood risk having been identified in December 2020. The
scheme is proposed to be a general capital contingency item in 2021/22 for which the budget is
£1,500k per annum and is currently fully unallocated.
Capital Release Report – 23 July 2021 Page 4
Part 1 - Public
Phase one is for investigative surveys and design and also includes internal project management
fees. External consultant approval will be via an Expenditure Approval Form (EAF).
Once phase one is complete, officers may seek a contribution from Thames Water towards the
flood mitigation measures to be implemented in phase two , which would reduce the cost from
Council resources. However, it is not yet certain whether they will agree to part funding and to
what level at this stage, and it will depend on which elements of the remedial measures being
investigated are determined to be their responsibility.
A cost estimate for phase two will be prepared once phase one surveys and design work is
complete and subsequent capital release approval sought. As phase two is planned to be carried
out later in 2021/22, this potentially will require to be a further call on the 2021/22 general
contingency budget.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon residents, service users and communities
Without the issue of flooding being properly addressed, residents will continue to experience
flooding and park users will not be able to access and use park facilities such as the football
pitches, which are used regularly by local clubs such as Bessingby FC.
Consultation carried out or required
None at this time.
CORPORATE CONSIDERATIONS
Corporate Finance
Corporate Finance notes that there is no specific budget in the approved 2021/22 General Fund
capital programme for these flood mitigation measures, and that the funds required for these
phase one works can be allocated from the 2021/22 general capital contingency budget of
£1,500k, with potentially further funding for phase two remedial measures.
Legal
The Borough Solicitor confirms that the Council is responsible for carrying out this function
pursuant to Section 19 of the Local Government (Miscellaneous Provisions) Act 1976. 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.
Capital Release Report – 23 July 2021 Page 5
Part 1 - Public
Infrastructure / Asset Management
Asset Management will be conducting the works which have been commissioned by the
Planning/Flood and Water Management team. The Green Spaces team were contacted but the
works were out of scope for their team.
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
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 – 23 July 2021 Page 6
Part 1 - Public
APPENDIX A
Flood Risk Management Measures at Bessingby, Pine Gardens and Field End Parks,
Ruislip
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000’s
Approve Hold
More
Information
Required
Bessingby,
Pine
Gardens
and Field
End Parks,
Ruislip
Flood Risk
Management
Measures
Phase one
investigative surveys
and design work
83
Total seeking release 83
Previously released 0
General Contingency
Budget
1,500
Remaining budget 1,417
View Decision / Minutes Text
Executive Decision Notice – 03 August 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: Infrastructure, Transport and Building Services SERVICE AREA / PROGRAMME: Capital Programme Works Service / Flood Risk Measures at Bessingby, Pine Gardens and Field End Parks, Ruislip RELEASE NO: 1 Reference No. 234 Date of decision 03 August 2021 Call-in expiry date 5pm, on 10 August 2021 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) Cavendish 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 C abinet Member for Property and Infrastructure agree d to the capital release request of £83k from the general capital contingency budget for the funding of the Bessingby, Pine Gardens and Field End Parks, Ruislip Flood Risk Alleviation and Management works. Reason for decision Flooding within this area has become too common and without intervention local residents will continue to experience flooding in their homes and park users will not have regular access the park. Resolving this issue will ensure residents can continue to live safely and park users can use the facilities. Alternative options considered and rejected Not to progress with the works, this would lead to a recurrence of the issue of flooding which occurs every year resulting in on- going residents’ claims against the Council. Executive Decision Notice – 03 August 2021 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk Classification Public. Link to associated report Link to report Relevant Officer contact & Directorate Michael Naughton - 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 10 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 Uxbridge UB8 1UW Executive Decision Notice – 03 August 2021 Page 3 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk