Hillingdon Council Cabinet Member and Officer Decisions
Property Works Programme (PWP) Capital Budget 2020/2021; Electrics Programme – Breakspear Crematorium Electrical Remedial Works and Carbon Reduction Upgrade of Lighting to LED - RELEASE NO 32
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Democratic Services
Location: Phase II
Ext: 0833
DDI: 01895 25 0833
My Ref: RD
CMD No: 161
To: COUNCILLOR MARTIN GODDARD
CABINET MEMBER FOR FINANCE
COUNCILLOR JONATHAN BIANCO
CABINET MEMBER FOR PROPERTY AND
INFRASTRUCTURE
c.c. All Members of Executive Scrutiny Committee
c.c. Perry Scott - Corporate Director, Infrastructure,
Transport and Building Services
c.c. Corporate, Finance and Property Select
Committee
c.c. Gary Penticost/ Dave Grimshaw, Residents
Services
c.c. Ward Councillors for West Ruislip
c.c. Conservative and Labour Group Offices
(inspection copy)
Date:
28 May 2021
Non-Key Decision request Form D
CAPITAL RELEASE REPORT (May 2021)
DEPARTMENT: Residents Services
SERVICE AREA / PROGRAMME: Property Works Programme (PWP) Capital Budget
2020/21; Electrics Programme – Breakspear Crematorium Electrical Remedial Works
and Carbon Reduction Upgrade of Lighting to LED
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 Tuesday 08 June 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.
Ryan Dell
Democratic Services Apprentice
Title of Report: Property Works Programme (PWP) Capital Budget 2020/21; Electrics
Programme – Breakspear Crematorium Electrical Remedial Work s and Carbon Reduction
Upgrade of Lighting to LED 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)
Signed ………………………………………………………Date……………………..
Cabinet Member for Finance / Cabinet Member for Property and Infrastructure
Capital Release Report - 25 May 2021 Page 1
Part I - Public
CAPITAL RELEASE REPORT (May 2021)
DEPARTMENT: Residents Services
SERVICE AREA/ PROGRAMME: Property Works Programme (PWP) Capital Budget
2020/2021; Electrics Programme – Breakspear Crematorium Electrical Remedial Works and
Carbon Reduction Upgrade of Lighting to LED.
RELEASE NO: 32
Cabinet Members Councillor Martin Goddard
Councillor Jonathan Bianco
Cabinet Portfolios Cabinet Member of Finance
Cabinet Member of Property and Infrastructure
Officer Contact Gary Penticost/ Dave Grimshaw, Residents 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.
To associate electrical remedial works with an LED lighting upgrade
to reduce our energy consumption and carbon footprint.
Putting our Residents
First
This report supports the Council’s strategy for improving the way the
Council operates by providing operational assets that are compliant
and fit for purpose.
Financial Cost This report seeks the release of £ 158k from the Property Works
Programme 20 20/21 capital budget for the refurbishment of the
electrical switchgear and the replacement of all the internal and
external light fittings with LED to reduce Carbon Emission at
Breakspear Crematorium. The budget includes contingency and
project manager's fee.
The works will commence immediately following capital release
approval.
Relevant Select
Committee
Corporate, Finance and Property
Capital Release Report - 25 May 2021 Page 2
Part I - Public
Ward(s) affected West Ruislip
RECOMMENDATION
That the Cabinet Member for Finance and the Cabinet Member for Property and
Infrastructure agree to the following capital release request of £158 k from the Property
Works Programme (PWP) Capital Budget 2020/2021; Electrics Programme –
Refurbishment of the Electrical Switchgear and the Replacement of all internal and
external light fittings with LED to reduce Carbon Emission at Breakspear Crematorium
(Appendix A).
Reasons for recommendation
The electrical equipment needs to be upgraded following the recent statutory inspection, as
required by BS7671 and the Electricity at Work Act.
Modelling has shown that by replacing the 600 light fittings with LED equivalent, we can reduce
the consumption by 56% and save £11,400 per annum and reduce our carbon footprint by
19.18 tonnes of CO2 per annum.
The saving in energy cost will repay the capital expenditure in 9 years.
Alternative options considered
The electrical remedials are a statutory requirement and the lighting is obsolete and represents
an opportunity to save energy, money and carbon and give the site some enhanced lighting.
Select Committee comments
None at this stage.
SUPPORTING INFORMATION
Following a survey of the top 20 energy consumers on the corporate estate, Breakspear
Crematorium was the third highest consumer; with most of the energy being consumed by the
existing lighting.
Undertaking these lighting works will allow us to model the energy and carbon opportunity across
the remaining corporate sites.
The electrical remedials are a statutor y requirement but delivered through our framework
contractor are subject to a 23% discount on the National Housing Federation Rates.
To drive best value and to minimise disruption to the residents and staff, it is prudent to combine
both electrical activities and deliver the works with our framework contractor.
Table 1: Cost Plan
Capital Release Report - 25 May 2021 Page 3
Part I - Public
Activity Cost Budget Cost
Electrical Remedials
Breakspear Crematorium Chapels £33,099.71 £33,100
Breakspear Crematorium Lodge Office £4,344.21 £4,344
Breakspear Crematorium Cottage 1 £1,685.37 £1,685
Breakspear Crematorium Cottage 2 £1,685.37 £1,685
Sub-total £40,814
Contingency at 5% (Quoted price) £2,041
PM Cost at 5.25% £2,143
Electrical Total £44,998
LED Lighting Upgrades
LED upgrades and new Luminaires £93,293.18 £93,293
Allowance for out of hours working £9,500.00 £9,500
Sub-total LED £102,793
Contingency at 5% (Quoted price) £5,140
PM Cost at 5.25% £5,397
LED Total £113,330
Total Budget Cost £158,328
Financial Implications
Revised Property Works Programme Budget £3,321k (Pending S106 Allocation requested
in a separate Cabinet Member r eport), Previously Released/ Pending Release £ 3,075k,
Capital Release Requested £158k – Appendix A
The 2020/21 capital programme, approved by Cabinet and Council in February 2020, included a
budget for the Property Works Programme (PWP) of £2,878k. Cabinet, in June 2020, approved
the re-phasing of £349k of the unspent 2019/20 budget into 2020/21. In February 2021, Cabinet
accepted a Heritage Grant of £34k , to give a revised budget of £3,261k, funded mainly from
Council resources.
There is currently a separate Cabinet Member Report in process to request an allocation of £60k
from the S106 Carbon Saving Contributions towards the LED lighting upgrades at Breakspear
Crematorium. This will increase the Revised Property Works Programme Budget to £3,321k.
Previously, £3,075k has been released or is included in a release report in preparation (up to
Release No. 32) from the revised Property Works Programme 2020/21 capital budget.
This report is seeking the release of £158k for the refurbishment of the electrical switchgear and
the replacement of all internal and external light fittings with LED to reduce c arbon emission at
Breakspear Crematorium. The release request is based upon the quoted costs from the Council’s
framework electrical provider and includes a project contingency of 5% of the quoted cost, and
internal project management fees of 5.25% of the quoted cost.
The remaining £88 k of the PWP 2020/21 budget will be allocated to projects as and when
required, subject to the capital release procedure.
Capital Release Report - 25 May 2021 Page 4
Part I - Public
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon residents, service users and communities
Adopting the recommendation to this report will enable the continuation of the required
maintenance to corporate properties and allow them to, as a minimum, remain functional and safe
for Hillingdon's residents, service users and staff.
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 £ 158k for the refurbishment of
the electrical switchgear and the replacement of all internal and external light fittings with LED to
reduce carbon emission at Breakspear C rematorium will be funded from the 2020/21 approved
Property Works Programme capital budget.
Legal
The Borough Solicitor confirms that the Council is responsible for carrying out this function
pursuant to section 214 of the Local Government Act 1972.
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 Cabinet Member for Finance). 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.
TITLES OF ANY APPENDICES
Appendix A with capital release requests for approval
Capital Release Report - 25 May 2021 Page 5
Part I - Public
APPENDIX A
Property Works Programme (PWP) Capital Budget 2020/2021; Electrics
Programme – Breakspear Crematorium Electrical Remedial Works and
Carbon Reduction Upgrade of Lighting to LED. Release No. 32
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000’s
Approve Hold
More
Information
Required
Breakspear
Crematorium
Electrical
Remedials
and Upgrade
of Lighting to
LED
Refurbishment of
the electrical
switchgear and the
replacement of all
internal and
external light fittings
with LED to reduce
carbon emission
158
Total seeking release 158
Previously released /
pending release
3,075
Budget 3,321
Remaining budget 88
View Decision / Minutes Text
Executive Decision Notice – 12 October 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 (October 2021) DEPARTMENT: Residents Services SERVICE AREA/ PROGRAMME: Property Works Programme (PWP) Capital Budget 2021/2022; Electrics Programme – Breakspear Crematorium Electrical Remedial Works and Carbon Reduction Upgrade of Lighting to LED. RELEASE NO: 11 – updated 2020/2021 Release No 33 Reference No. 161 Date of decision 12 October 2021 Call-in expiry date 5pm, on 19 October 2021 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) West 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 Finance and the Cabinet Member for Property and Infrastructure agree to the following capital release request of £158k from the Property Works Programme (PWP) Capital Budget 2021/2022; Electrics Programme – Refurbishment of the Electrical Switchgear and the Replacement of all internal and external light fittings with LED to reduce Carbon Emission at Breakspear Crematorium. Reason for decision The electrical equipment required upgrading following a recent statutory inspection, as required by BS7671 and the Electricity at Work Act. Modelling had also shown that by replacing the 600 light fittings with LED equivalent, the Council could reduce Executive Decision Notice – 12 October 2021 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk energy consumption by 56% and save £11,400 per annum and reduce its carbon footprint by 19.18 tonnes of CO2 per annum. Alternative options considered and rejected The electrical remedials are a statutory requirement and the lighting was obsolete and represented an opportunity to save energy, money and carbon and give the site some enhanced lighting. Classification Part 1 - Public Link to associated report The associated officer report can be found here. Relevant Officer contact & Directorate Gary Penticost, Infrastructure, Transport and Building Services Dave Grimshaw, 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 19 October 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 – 12 October 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