Hillingdon Council Cabinet Member and Officer Decisions
Housing Revenue Accounts Works to Stock Programme 2021/22: Communal Heating Workstream - Replacement of Communal Boilers at Ascott Court Sheltered Housing Scheme, Eastcote Capital Release No 32
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Non-Key Decision request Form D CAPITAL RELEASE REPORT (August 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Housing Revenue Account Works to Stock Programme 2021/22: Communal Heating Workstream - Replacement of Communal Boilers at Ascott Court Sheltered Housing Scheme, Eastcote RELEASE NO: 32 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 Wednesday 01 September 2021 in order to meet Constitutional requirements about publication of decisions that are to be made. You may wish to discuss the report with t he 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 2021/22: Communal Heating Workstream - Replacement of Communal Boilers at Ascott Court Sheltered Housing Scheme, Eastcote - RELEASE NO: 32 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: 0692 DDI: 01895 250692 Ref: CMD 264 To: COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE COUNCILLOR JONATHAN BIANCO CABINET MEMBER FOR PROPERTY AND INFRASTRUCTURE c.c. All Members of Corporate, Finance and Property Select Committee c.c. Kayleigh Richardson, Corporate Director of Infrastructure, Transport & Building Services c.c. Gary Penticost, Infrastructure, Transport and Building Services c.c. Ward Councillors for Northwood Hills c.c. Conservative and Labour Group Offices (inspection copy) Date: 23 August 2021 Signed ………………………………………………………Date…………………….. Cabinet Member for Finance / Cabinet Member for Property and Infrastructure Cabinet Member Report – 23 August 2021 Page 1 Part I - Public CAPITAL RELEASE REPORT (August 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Housing Revenue Account Works to Stock Programme 2021/22: Communal Heating Workstream - Replacement of Communal Boilers at Ascott Court Sheltered Housing Scheme, Eastcote RELEASE NO: 32 Cabinet Member(s) Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolio(s) Cabinet Member for Finance Cabinet Member for Property & Infrastructure Officer Contact(s) Kayleigh Richardson, Residents Services Papers with report Appendix A with capital release requests for approval HEADLINES Summary This report seeks Cabinet Member approval to recommendations to approve the capital release for the replacement of the communal boilers at Ascott Court, Eastcote. Putting our Residents First This works are consistent with the Council’s strategy for providing property assets that are fit for purpose and sufficient and suitable for the provision of services to the public. The works will also lead to a reduction in corporate risk. Financial Cost This report seeks the release of £19k from the Communal Heating Workstream within the Housing Revenue Account Works to Stock Programme 2021/22 capital budget for the replacement of the communal boilers and associated works at Ascott Court Sheltered Housing Scheme, Eastcote . The works will commence upon the release of funds and are due for completion thereafter. Relevant Select Committee Corporate Services, Commerce and Communities. Relevant Ward(s) Northwood Hills. RECOMMENDATIONS That the Cabinet Member for Finance and Cabinet Member for Property & Infrastructure agree to the capital release requests of £1 9k from the Communal Heating workstream within the Housing Revenue Accounts Works to Stock Programme 2021/22 capital budget Cabinet Member Report – 23 August 2021 Page 2 Part I - Public for the replacement of the communal boiler s and associated works at Ascott Court Sheltered Housing Scheme, Eastcote. (Appendix A) Reasons for recommendation The existing boiler plant at the Ascott Court is now increasingly difficult to maintain due to unavailability of spare parts, rendering the plant uneconomical to repair and effectively obsolete. One boiler on site has already been isolated and non- operational. Industry standards suggest that with regular servicing and maintenance, communal boilers have a typical life expectancy of around 15-20 years. Alternative options considered / risk management Continue to maintain the plant with whatever spares are available and / or have bespoke parts manufactured. This may see the plant inoperative whilst parts are found or manufactured, leaving vulnerable people without heating or hot water for extended periods of time. Select Committee comments None at this stage. SUPPORTING INFORMATION 1. Ascott Court is a Sheltered Housing Scheme. Ascott Court is connected to a communal heating system incorporating a gas fired boiler plant providing heating and hot water. Two boilers are offline due to internal leaks and the part being unavailable for a repair. 2. The Council aims to replace the boilers urgently as the heating system is running on one boiler, if the remaining boiler was to fail the building would be without heating and hot water. 3. It is proposed to replace these existing non- condensing boilers with an efficiency rating of 79.9% with modern high efficiency condensing gas fired boilers which are A rated at 95.6% efficient. A quotation has been received from the existing term gas maint enance contractor and the cost for the provision of these works is £16,590. 4. The overall cost of the project at this Sheltered Housing Scheme is shown in Table 1 below. Table 1: Ascott Court Replacement communal boilers Cost Plan Item Project Cost (£) Ascott Court - Replacement Communal Boilers 16,590 Project Contingency (10%) 1,659 Internal Fees (5%) 830 Total Project Cost 19,079 Financial Implications Cabinet Member Report – 23 August 2021 Page 3 Part I - Public Revised Budget £797k, Previously Released/Pending Release £259k, Capital Release Requested £19k - 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 Communal Heating workstream budget is £797k. Previously, £259k has been released or pending release from the Communal Heating workstream for various communal heating projects at Darrell Charles Court, Rober ts Close, James Court, Peter Fagan House, Triscott House, Barr Lodge and Wallis House. This report is seeking the release of £19k f or the installation of the replacement high efficiency condensing gas fired communal boilers and associated works at Ascott Court Sheltered Housing Scheme, Eastcote. The release request is based upon the quoted costs from the Council’s term contractor for gas maintenance and includes a project contingency of 10% of the quoted cost, and internal project management fees of 5% of the quoted cost. The remaining £519k of the Communal Heating workstream budget will be subject to the capital release procedure. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon residents, service users and communities? The boiler replacement works and associated equipment will eliminate the risk of not being able to supply sufficient services in the event of a failure. This will have a beneficial ongoing effect on the health and welfare of the residents at this location. Consultation carried out or required None required. 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 £19k for the installation of the replacement high efficiency condensing gas fired communal boilers and associated works at Cabinet Member Report – 23 August 2021 Page 4 Part I - Public Ascott Court Sheltered Housing Scheme, Eastcote, will be funded from the 2021/22 approved capital programme for HRA Works to Stock, which is ultimately funded from HRA rental income. Legal The Borough Solicitor c onfirms 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. 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 general release of funds for projects to be identified at a later date. No block releases of capital 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 proj ect and only if there is an approved budget. No contract should be signed until clearance is given to the release of capital funds by way of the formal decision-making process detailed below. BACKGROUND PAPERS NIL. Cabinet Member Report – 23 August 2021 Page 5 Part I - Public CAPITAL RELEASE APPENDIX A Housing Revenue Accounts Works to Stock Programme 2021/22: Communal Heating Workstream - Replacement of Communal Boilers at Ascott Court Sheltered Housing Scheme, Eastcote Release No 32 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Ascott Court, Sheltered Housing Scheme, Eastcote Replacement of Communal Boilers Installation of the replacement communal boilers and associated works at Ascott Court, Eastcote 19 Total seeking release 19 Previously / Pending released 259 Budget 797 Remaining budget 519
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Executive Decision Notice – 02 September 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 (August 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Housing Revenue Account Works to Stock Programme 2021/22: Communal Heating Workstream - Replacement of Communal Boilers at Ascott Court Sheltered Housing Scheme, Eastcote RELEASE NO: 32 Reference No. 264 Date of decision 02 September 2021 Call-in expiry date 5pm, on 09 September 2021 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) Northwood Hills 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 Cabinet Member for Property & Infrastructure a gree to the capital release requests of £1 9k from the Communal Heating workstream within the Housing Revenue Accounts Works to Stock Programme 2021/22 capital budget for the replacement of the communal boilers and associated works at Ascott Court Sheltered Housing Scheme, Eastcote. (Appendix A) Reason for decision The existing boiler plant at the Ascott Court is now increasingly difficult to maintain due to unavailability of spare parts, rendering the plant uneconomical to repair and effectively obsolete. One boiler on site has already been isolated and non- operational. Industry standards suggest that with reg ular servicing and maintenance, communal boilers have a typical life expectancy of around 15-20 years. Executive Decision Notice – 02 September 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 Continue to maintain the plant with whatever spares are available and / or have bespoke parts manufactured. This may see the plant inoperative whilst parts are found or manufactured, leaving vulnerable people without heating or hot water for extended periods of time. Classification Part 1 - public Link to associated report Report Relevant Officer contact & Directorate Kayleigh Richardson, 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 09 September 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. Executive Decision Notice – 02 September 2021 Page 3 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk Democratic Services London Borough of Hillingdon Civic Centre High Street Uxbridge UB8 1UW