Hillingdon Council Cabinet Member and Officer Decisions
Housing Revenue Accounts Works to Stock Programme 2021/22: Communal Heating Work-Stream: Replacement of Communal Boilers at Fairlie House, High Rise Building, Uxbridge Capital Release (Release No 37)
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
Democratic Services Location: Phase II Ext: 0833 DDI: 01895 250833 My Ref: CMD 295 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 Services Select Committee c.c. Gary Penticost, Infrastructure, Transport and Building Services c.c. Kayleigh Richardson – 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: 05 October 2021 Non-Key Decision request Form D Housing Revenue Accounts Works to Stock Programme 2021/22: Communal Heating Work -Stream – Replacement of Communal Boilers at Fairlie House, High Rise Building, Uxbridge RELEASE NO: 37 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, 13 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: Housing Revenue Accounts Works to Stock Programme 2021/22: Communal Heating Work-Stream – Replacement of Communal Boilers at Fairlie House, High Rise Building, Uxbridge RELEASE NO: 37 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 – 05 October 2021 Page 1 (Part 1 - Public) CAPITAL RELEASE REPORT (September 2021) SERVICE AREA / PROGRAMME: Housing Revenue Accounts Works to Stock Programme 2021/22: Communal Heating Work-Stream – Replacement of Communal Boilers at Fairlie House, High Rise Building, Uxbridge RELEASE NO: 37 Cabinet Members Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolios Cabinet Member for Finance Cabinet Member for Property and Infrastructure Officer Contact Gary Penticost – Infrastructure, Transport and Building Services Kayleigh Richardson – 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. Putting our Residents First This report supports the Council objective of strong financial management. Financial Cost This report seeks the release of £384k from the Communal Heating workstream within the Housing Revenue Accounts Works to Stock Programme 2021/22 capital budget for the replacement of communal boilers at Fairlie House, High Rise Building, Uxbridge. The works will commence upon award of contract and the release of funds and are due for completion by end of December 2021. Relevant Select Committee Corporate, Finance and Property Services Ward(s) affected Uxbridge South RECOMMENDATION That the Cabinet Member for Finance and Cabinet Member for Property and Infrastructure agree to the capital release requests of £ 384k from the Communal Heating work -stream within the Housing Revenue Accounts Works to Stock Programme 2021/22 capital budget Capital Release Report – 05 October 2021 Page 2 (Part 1 - Public) for the replacement of communal boilers at Fairlie House, High Rise Building, Uxbridge (Appendix A). Reasons for recommendation The existing boiler plant at this site is now increasingly difficult to maintain due to unavailability of spare parts, rendering the plant room uneconomical to repair and effectively obsolete. Industry standards suggest that, with regular servicing and maintenance, communal boilers have a typical life expectancy of around 15-20 years. The boilers at this site are 25+ years old, operating beyond their serviceable life, outmoded, and inefficient when compared to modern equipment. Alternative options considered None at this stage. Select Committee comments None at this stage. SUPPORTING INFORMATION 1. Fairlie House is a high-rise building. The boiler plant room is located 2 floors beneath ground within The Pavillions shopping centre car park, beneath Fairlie House. The boiler plant room serves heating and hot water to Fairlie House and The Gouldings with a total of 144 dwellings. 2. The Council aims to replace the boilers urgently as the heating system is running on one boiler and will not cope with the demand of the winter period. If the remaining boiler was to fail , the buildings would be without heating and hot water for a long period of time so emergency action could be taken. 3. It is proposed to replace the 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 maintenance contractor and the cost for the provision of these works is £334,245. 4. The overall cost of the project is shown in Table 1 below. Table 1: Fairlie House Replacement communal boilers Cost Plan Item Project Cost (£) Fairlie House - Replacement Communal Boilers 334,245 Project Contingency (10%) 33,425 Internal Fees (5%) 16,712 Total Project Cost 384,382 Capital Release Report – 05 October 2021 Page 3 (Part 1 - Public) Financial Implications Revised Budget £797k, Previously Released / Pending Release £278k, Capital Release Requested £384k – 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 the 2021/22 Programme in relation to the Decent Homes Programme. In July 2021 Cabinet approved the forward phasing of £2,920k from 2022/23 and 2023/24 HRA Works to Stock Programme into the 2021/22 Programme in relation to the Electrical Fire Safety Upgrades within general needs dwellings, this gives a revised capital budget for the Works to Stock Programme of £28,607k. Within this, the Communal Heating workstream budget is £797k. Previously, £278k has been released or pending release from the Communal Heating workstream for various communal heating projects at Darrel Charles Court, Roberts C lose, James Court, Peter Fagan House, Triscott House, Barr Lodge, Wallis House and Ascott Court. This report is seeking the release of £384k for the installation of the replacement high efficiency condensing gas fired communal boilers and associated works at Fairlie House, High Rise Building, Uxbridge. 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 £135k of the Communal Heating workstream budget will be subject to the capital release procedure. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon 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 £384k for the installation of the Capital Release Report – 05 October 2021 Page 4 (Part 1 - Public) replacement high efficiency condensing gas fired communal boilers and associated works at Fairlie House, High Rise Building, Uxbridge 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 confirms that the Council is responsible for carrying out this function pursuant of 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 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. Capital Release Report – 05 October 2021 Page 5 (Part 1 - Public) CAPITAL RELEASE APPENDIX A Housing Revenue Accounts Works to Stock Programme 2021/22: Communal Heating Workstream - Replacement of Communal Boiler at Fairlie House, Uxbridge Release No 37 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Fairlie House Replacement Communal Boilers Replacement of communal boilers at Fairlie House, Uxbridge 384 Total seeking release 384 Previously / Pending released 278 Budget 797 Remaining budget 135
View Decision / Minutes Text
Executive Decision Notice – 11 November 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 Housing Revenue Accounts Works to Stock Programme 2021/22: Communal Heating Work-Stream – Replacement of Communal Boilers at Fairlie House, High Rise Building, Uxbridge Reference No. 295 Date of decision 11 November 2021 Call-in expiry date 5pm, on Thursday 18 November 2021 Relevant Select Committee(s) Corporate, Finance and Property Relevant Ward(s) Uxbridge South Decision made Cabinet Members making the decision Councillor Martin Goddard – Cabinet Member for Finance Councillor Jonathan Bianco – Cabinet Member for Property and Infrastructure APPROVED That the Cabinet Member for Finance and Cabinet Member for Property and Infrastructure agreed to the capital release requests of £384k from the Communal Heating work-stream within the Housing Revenue Accounts Works to Stock Programme 2021/22 capital budget for the replacement of communal boilers at Fairlie House, High Rise Building, Uxbridge (Appendix A of the linked report). Reason for decision The existing boiler plant at this site was increasingly difficult to maintain due to unavailability of spare parts, rendering the plant room uneconomical to repair and effectively obsolete. Industry standards suggest ed that, with regular servicing and maintenance, communal boilers had a typical life expectancy of around 15-20 years. The boilers at this site were 25+ years old, operating beyond their serviceable life, outmoded, and inefficient when compared to modern equipment. Alternative options considered and rejected None at this stage. Classification Part 1 - Public Executive Decision Notice – 11 November 2021 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk Link to associated report Link to associated report. Relevant Officer contact & Directorate Gary Penticost – Infrastructure, Transport and Building Services 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 18 November 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