Hillingdon Council Cabinet Member and Officer Decisions
Street Lighting Programme 2021/22 - RELEASE NO: 2
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Democratic Services Location: Phase II Ext: 0692 DDI: 01895 250692 CMD No: 280 To: COUNCILLOR JOHN RILEY CABINET MEMBER FOR PUBLIC SAFETY AND TRANSPORT COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE c.c. All Members of the Public Safety & Transport Select Committee c.c. Perry Scott – Infrastructure, Transport & Building Services c.c. Gurmeet Matharu – Infrastructure, Transport & Building Services c.c. Conservative and Labour Group Offices (inspection copy) Date: 24 September 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (September 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Street Lighting Programme 2021/22 RELEASE NO: 2 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 , 04 October 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: Street Lighting Programme 2021/22 - RELEASE NO: 2 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 Public Safety and Transport / Cabinet Member for Finance Capital Release Report – 24 September 2021 Part 1 - Public CAPITAL RELEASE REPORT (September 2021) DEPARTMENT: Residents Services SERVICE AREA / PROGRAMME: Street Lighting Programme 2021/22 RELEASE NO: 2 Cabinet Members Councillor John Riley Councillor Martin Goddard Cabinet Portfolios Cabinet Member for Public Safety and Transport Cabinet Member for Finance Officer Contact Gurmeet Matharu - 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 following Council objectives of: Our People; Our Built Environment; Strong financial management. Financial Cost This report seeks the release of £125,000 in total from the 2021/22 street lighting capital programme budget. The works will commence upon release of the funds and are due for completion by 31 March 2022. Relevant Select Committee Public Safety & Transport. Ward(s) affected All. RECOMMENDATIONS That the Cabinet Member for Public Safety and Transport and the Cabinet Member for Finance agree to the following capital release request of £125,000 from the Street Lighting capital programme budget 2021/22 for the funding of the Street Lighting column structural testing programme to identify the columns that have reached the end of their useful economic life. (Appendix A). Reasons for recommendations A current major issue is the structural deterioration of the ageing lighting column stock. The vast majority of columns in the Borough are galvanised mild steel which have corroded below ground level. A phased column structural testing programme will help the Council to identify the high-risk columns that could result in damage to property, injury and fatalities , if continued investment is delayed any further. Capital Release Report – 24 September 2021 Part 1 - Public The project consist s of structural testing of approximately 2, 500 steel columns that are recommended to ensure that lighting columns are identified for replacement before they present a danger to road users. The structural testing will verify the structural condition of the columns to minimise the risk of structural failure. This testing result will be utilised to prioritise the 2022 /23 column replacement programme. These works will be undertaken by the Council’s street lighting term service contractor J McCann, and the result will be validated by the Council. This capital scheme will deliver: ● The structural testing will help to identify the high- risk areas to eliminate the risk of catastrophic structural column failure in a timely manner. The consequences of such failure may result in injury, death or damage to property. ● To prepare a prioritise list of Column Replacement Programme 2022/23. ● Improved asset condition – resulting in a significantly reduced risk of failure due to poor condition. ● To ensure that the lighting installed across the Borough is consistent and adheres with current guidance and standards. ● Value-for-money and reduced maintenance costs – reduce the ongoing cost of routine maintenance and non-routine maintenance. Alternative options considered ● To make safe columns identified as defective and in need of replacement by cutting them down without replacement - this would leave roads without street lighting. ● To follow the previous maintenance policy by carrying out reactive maintenance work only without a planned column replacement programme. ● To find alternative funding. Select Committee comments None at this stage. SUPPORTING INFORMATION 1. The cost of the Street Lighting structural Testing programme is to be funded from the capital programme for street lighting improvement. The Street Lighting Column Structural Testing programme of work is estimated to be a total of £125,000. 2. The scope of this contract will include the delivery of: ● Systematic programmed structural testing of street lighting assets. 3. All costs have been calculated using the term service contract contractual rates (J McCann). Table 1: Street Lighting - Street Lighting Column Structural Testing Cost Plan Item Cost (£) Planned column structural testing of 2,500 columns 113,636 Project Contingency 5% 5,682 Street Lighting Engineers Fees 5% 5,682 Total Project Cost £125,000 Capital Release Report – 24 September 2021 Part 1 - Public Financial Implications Budget £720k, Previously Released £595k , Capital Release Requested £ 125k – Appendix A The 2021/22 Capital Programme, approved by Cabinet and Council in February 2021, included a budget of £595k for the Street Lighting Replacement programme funded from Council resources. In June 2021, Cabinet approved the re- phasing of £125k unspent funds from 2020/21 into 2021/22, giving a revised total budget of £720k for 2021/22. This report seeks the release of £125k from the 2021/22 budget to meet the costs of street lighting column testing columns across the Borough to identify the high-risk columns. The testing will be prioritised based on asset information and their age and will inform t he column replacement programme, identifying the columns that need to be replaced. The release request is based on the street lighting term contractor's (J McCann’s) quoted costs and includes a project contingency and internal fees of 5% each of the quoted costs. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities? ● To ensure that the Borough's street lighting is kept in a safe condition thereby minimising the risk of damage or injury to road users. ● To ensure continuity of street lighting by preparing the prioritised column replacement programme where defective units have had to be cut down or to prevent them falling in high winds. ● To improve road safety and perception of safety in the Borough. Consultation carried out or required None required. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed the report and concur s with the financial implications set out above, noting that the recommended capital release for Street Lighting is funded from the 2021/22 approved Capital Programme budget for Street Lighting Replacement. Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 41 of the Highways Act 1980. 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. Infrastructure / Asset Management Capital Release Report – 24 September 2021 Part 1 - Public Infrastructure 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 Leader and Cabinet Member for Finance, Property and Business Services). 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 approv ed budget. BACKGROUND PAPERS NIL. Capital Release Report – 24 September 2021 Part 1 - Public APPENDIX A Appendix A – Street Lighting Replacement Programme 2021/22 (CR No 2) Location Project Information Funds Release Sought £000’s Approve Hold Borough Wide Column Structural Testing Programme Prioritised column structural testing programme to identify the high risk columns 125 Total seeking release 125 Previously released 595 Budget 720 Remaining budget 0