Hillingdon Council Cabinet Member and Officer Decisions
Civic Centre Works Programme (CCWP) Capital Budget 2021/2022; Contingency Budget – Specialist Furniture and Access Controls for the Mezzanine Children’s Contact Centre - RELEASE NO 2
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Democratic Services Location: Phase II Ext: 0833 DDI: 01895 250833 My Ref: CMD 288 To: COUNCILLOR JONATHAN BIANCO CABINET MEMBER FOR PROPERTY AND INFRASTRUCTURE COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE c.c. All Members of the Corporate, Finance and Property Select Committee c.c. Gary Penticost, Infrastructure, Transport and Building Services c.c. Perry Scott, Corporate Director for Infrastructure, Transport and Building Services c.c. Ward Councillors for Uxbridge South c.c. Conservative and Labour Group Offices (inspection copy) Date: 27 September 2021 Non-Key Decision request Form D Civic Centre Works Programme (CCWP) Capital Budget 2021/2022; Contingency Budget – Specialist Furniture and Access Controls for the Mezzanine Children’s Contact Centre RELEASE NO: 2 Dear Cabinet Member Attached is a report requesting that a decisi on 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, 5 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. Jack Roberts Democratic Services Apprentice Title of Report: Civic Centre Works Programme (CCWP) Capital Budget 2021/2022; Contingency Budget – Specialist Furniture and Access Controls for the Mezzanine Children’s Contact Centre 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 Property and Infrastructure / Cabinet Member for Finance Capital Release Report – 27 September 2021 Page 1 (Part 1 – Public) CAPITAL RELEASE REPORT (September 2021) SERVICE AREA / PROGRAMME: Civic Centre Works Programme (CCWP) Capital Budget 2021/2022; Contingency Budget – Specialist Furniture and Access Controls for the Mezzanine Children’s Contact Centre RELEASE NO: 2 Cabinet Members Councillor Jonathan Bianco Councillor Martin Goddard Cabinet Portfolios Cabinet Member for Property and Infrastructure Cabinet Member for Finance Officer Contact Gary Penticost, 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 Council Objective of Strong Financial Management. Financial Cost This report seeks the release of £ 38k from the Civic Centre Works Programme 20 21/22 capital budget to supply specialist weighted furniture designed specifically for use in health and social care settings and additional door entry controls for foster parents and families. The furniture and controls will be provided within the new children’s services contact centre in the Civic Centre Mezzanine Offices. The costs include a contingency and project management fee and will be progressed following capital release approval. Capital Release Report – 27 September 2021 Page 2 (Part 1 – Public) Relevant Select Committee Corporate, Finance & Property Select Committee. Ward(s) affected Uxbridge South. RECOMMENDATION That the Cabinet Member for Property and Infrastructure and the Cabinet Member for Finance, agree to the following capital release request of £38k from the Civic Centre Works Programme (CCWP) Capital Budget 2021/2022; Contingency Budget – specialist furniture and access controls for the Mezzanine Children’s Contact Centre (Appendix A). Reasons for recommendation As part of the Mezzanine o ffices’ refurbishment project, specialist furniture is required for the Children’s Contact Centre. This furniture is durable and weighted. It is specifically designed to be used in health and social care settings and to minimise the opportunity for it to be misused. The access controls and intercom will enable foster carers and parents to be given access to the Mezzanine car park and the corridor to the Mezzanine without the need for a swipe access card. Alternative options considered No other options available. Select Committee comments None at this stage. SUPPORTING INFORMATION 1. The furniture for use in health and social care needs to be durable. 2. This furniture is weighted to avoid misuse and as a result will enhance the safety of the new Mezzanine Contact Centre. 3. The furniture will be sourced from a supplier that is recognised for this type of furniture. 4. The access controls will be sourced from our framework contractor. 5. The access controls and associated intercom will allow foster parents and/ or families to access and exit the Mezzanine car park without an ID/swipe card. Capital Release Report – 27 September 2021 Page 3 (Part 1 – Public) Table 1: Cost Plan Item Budget Cost Pineapple social care furniture £25,000 Car Park entry intercom £3,255 Air Lock/Knife Arch door entry system £4,583 Additional Panic Strip £1,672 Sub-Total £34,510 Contingency 5% £1,726 Project Management Fee 4.2% £1,449 Total Budget Cost £37,685 Financial Implications Civic Centre Works Programme Revised Budget £1,928k, Previously Released / Pending Release £988, Capital Release Requested £38k. Appendix A The 2021/22 capital programme, approved by Cabinet and Council in February 2021, included a budget for the Civic Centre Works Programme (CCWP) of £604k. In June 2021, Cabinet approved the re-phasing of £1,324k of the unspent 2020/21 budget into 2021/22, to give a revised budget of £1,928k, funded from Council resources. Previously, £988k has been released from the revised CCWP 2021/22 programme capital budget. This report is seeking the release of £38k for the supply of specialist weighted furniture designed specifically for use in health and social care settings and additional door entry controls for foster parents and famili es within the new children’s services contact centre in the Civic Centre Mezzanine Offices. The release request for the specialist furniture is based upon quoted costs from the supplier that is recognised for this type of specialist furniture. The access controls cost is based upon quoted costs from the Council’s framework contracto r. Also included is a project contingency of 5 % of the quoted costs and internal project management fees of 4.2% of the quoted costs. . The remaining £9 02k of the CCWP 2021/22 capital budget will be allocated to projects as and when required, subject to the capital release procedure. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities? This furniture is specifically designed for use in the health and social care environments and will provide robust, durable and safe furniture for this specialist environment. The access controls and intercom will allow reception staff to give access to the mezzanine car park for those that are just visiting the centre. Capital Release Report – 27 September 2021 Page 4 (Part 1 – Public) Consultation carried out or required N/A. 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 £38k for the supply of specialist weighted furniture designed specifically for use in health and social care settings and additional door entry controls for foster parents and families within the new children’s services contact centre in the Civic Centre Mezzanine Offices, will be funded from the 2021/22 approved Civic Centre Work Programme Capital Budget. Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 2 of the Health and Safety at Work etc Act 1974. 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 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 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 t o 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 – 27 September 2021 Page 5 (Part 1 – Public) APPENDIX A Civic Centre Works Programme (CCWP) Capital Budget 2021/2022; Contingency Budget – Specialist Furniture and access controls for the Mezzanine Children’s Contact Centre - Release No 2 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Civic Centre - Mezzanine Specialist Furniture and access controls Purchase of furniture that is durable and weighted and specifically designed to be used in health and social care settings and additional door entry controls for foster parents. 38 Total seeking release 38 Previously released / pending release 988 Budget 1,928 Remaining budget 902
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Executive Decision Notice – 06 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 Civic Centre Works Programme (CCWP) Capital Budget 2021/2022; Contingency Budget – Specialist Furniture and Access Controls for the Mezzanine Children’s Contact Centre RELEASE NO: 2 Reference No. 288 Date of decision 6 October 2021 Call-in expiry date 5pm, on 13 October 2021 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) Uxbridge South Decision made Cabinet Members making the decision Cllr Jonathan Bianco - Cabinet Member for Property & Infrastructure Cllr Martin Goddard - Cabinet Member for Finance DECISION APPROVED That the Cabinet Member for Property and Infrastructure and the Cabinet Member for Finance, agree d to the capital release request of £38k from the Civic Centre Works Programme (CCWP) Capital Budget 2021/2022; Contingency Budget for specialist furniture and access controls for the Mezzanine Children’s Contact Centre (Appendix A of the linked report). Reason for decision As part of the Mezzanine offices’ refurbishment project, specialist furniture is required for the Children’s Contact Centre. This furniture is durable and weighted. It is specifically designed to be used in health and social care settings and to minimise the opportunity for it to be misused. The access controls and intercom will enable foster carers and parents to be given access to the Mezzanine car park and the corridor to the Mezzanine without the need for a swipe access card. Executive Decision Notice – 06 October 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 None. Classification Part I - Public Link to associated report Link to report. Relevant Officer contact & Directorate Gary Penticost, Infrastructure, Transport & 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 13 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. 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 – 06 October 2021 Page 3 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk