Hillingdon Council Cabinet Member and Officer Decisions
Library Refurbishment Programme (Capital Release No. 8) - West Drayton Library and Eastcote Library / Property Works Programme 2021/2022: Condition Works at various Libraries (Release No15)
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Democratic Services Location: Phase II Ext: 0692 DDI: 01895 250692 My Ref: CMD 318 To: COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE COUNCILLOR JONATHAN BIANCO CABINET MEMBER FOR PROPERTY AND INFRASTRUCTURE COUNCILLOR SUSAN O’BRIEN CABINET MEMBER FOR FAMILIES, EDUCATION AND WELLBEING c.c. All Members of the Corporate, Finance and Property Services Select Committee c.c. Sundeep Kapur, Residents Services c.c. Perry Scott, Corporate Director for Infrastructure, Transport and Building Services c.c. Conservative and Labour Group Offices (inspection copy) Date: 11 November 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (November 2021) DEPARTMENT: RESIDENT SERVICES SERVICE AREA / PROGRAMME: LIBRARY REFURBISHMENT PROGRAMME RELEASE NO: 8 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 (Ex ecutive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 notice period does not apply. You should take a decision on or after Friuday 19 November 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 y ou 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: LIBRARY REFURBISHMENT PROGRAMME RELEASE NO: 8 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 / Cabinet Member for Families, Education and Wellbeing Capital Release Report - 11 November 2021 Page 1 PART I - Public CAPITAL RELEASE REPORT (November 2021) DEPARTMENT: RESIDENT SERVICES SERVICE AREA / PROGRAMME: LIBRARY REFURBISHMENT PROGRAMME RELEASE NO: 8 Cabinet Members Councillor Jonathan Bianco Councillor Martin Goddard Councillor Susan O’Brien Cabinet Portfolios Property and Infrastructure Finance Families, Education & Wellbeing Officer Contact Sundeep Kapur, Resident Services Papers with report Appendices A1 and A2 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 £ 98k from the 202 1/22 Library Refurbishment Programme budget for West Drayton Library and Eastcote Library. In addition, the report seeks the release of £198k for works at various libraries from the Property Works Programme 2021/22 capital budget. Relevant Select Committee Corporate, Finance and Property. Ward(s) affected West Drayton and Eastcote RECOMMENDATIONS That the Cabinet Member for Property and Infrastructure, Cabinet Member for Finance and Cabinet Member for Families, Education & Wellbeing: 1. Agree to the following capital release request of £98k from the Library Refurbishment Programme for the refurbishment of West Drayton Library and Eastcote Library (Appendix A1); and 2. Agree to the following capital release request of £1 98k from the Property Works Programme budget 202 1/22 for works at Ickenham Library, Manor Farm Library, Oak Farm Library, Ruislip Manor and Eastcote Library (Appendix A2). Capital Release Report - 11 November 2021 Page 2 PART I - Public Reasons for recommendations Appointing a contractor for the refurbishment works at the Council libraries will ensure that these community facilities, which are valued by residents, remain in good condition. Alternative options considered The Council could choose not to progress with the refurbishment works. Select Committee comments None at this stage. SUPPORTING INFORMATION Background The Council completed a programme of library refurbishments works in 2014. The programme consisted of the refurbishment or rebuilding of all 17 libraries. As the libraries are vital and a well- used service for residents of all ages, it is now considered necessary to undertake further refurbishment works to ensure that libraries continue to remain as valued community facilities into the next decade. The works for the proposed current programme will consist of the refurbishment works at 11 libraries. The exact scope of works for the refurbishment works will vary for each library. However, the works will typically involve items such as new floor and wall coverings, upgrades to toilet facilities and updates to the signage. The release of capital funds has already been approved for Ruislip Manor, Charville, Harefield, Yeading, South Ruislip, Manor Farm , Oak Farm, Hayes End and Ickenham libraries. This report is seeking approval to: 1. release funds from the Library Refurbishment Programme budget for West Drayton Library and Eastcote Library refurbishment works. 2. release funds of £198k for condition works required at other libraries, which would include additional planned maintenance works and any identified remedial works. Costs The contractor's original tender value is based on the cost of fully designed refurbishment works for the first two libraries in the programme to provide a cost per square metre with a schedule of rates for each component of the works. This was then applied to the floor areas for the remaining libraries for the programme to get the total contract sum. As the full designs for the refurbishment works for the rest of libraries are developed, the rates will be applied to these libraries, therefore the actual cost of the overall contract will be revised as each library is completed. It should be noted that not all the work items are being carried out on some of the future library refurbishments may not be extensive as those on the previous libraries. Capital Release Report - 11 November 2021 Page 3 PART I - Public This report is seeking release from the Library Refurbishment Programme budget for West Drayton Library and Eastcote Library refurbishment works. C apital release requests w ere prepared for further libraries throughout the programme once the designs ha d been completed and costs are confirmed for each individual library. Table 1 sets out the estimated cost plan for the library refurbishment programme. This is the final release request for the programme. Table 1: Libraries Refurbishment Programme Estimated Cost Plan Items Original Cost Estimate Previously Released Seeking Release Construction works (Greyline Builders Ltd) 2,647,135 1,844,665 132,443 ICT cabling reconfiguration works and removal and storage and equipment 54,400 54,400 -18,844 Removal and storage: books and furniture 60,000 60,000 62,960 Consultant (Architectural Design Services) 195,000 225,000 -36,784 Consultant (M&E Services) 30,000 Consultant (CDM Principal Designer) 9,563 9,563 -2,550 Capital Programme Works Service Fees 59,561 59,561 51,335 BT, Asbestos Survey and CCTV 34,687 Planning and Building Control 2,000 2,000 -2,000 Contingency 264,714 153,012 -123,012 Total 3,322,373 2,408,201 98,235 Additional Planned Maintenance and Condition Works Whilst each library is closed, the opportunity will be taken to undertake any planned maintenance works that are required as well as any identified historic remedial works. This report also seeks the release of a further £198k to close out these condition works. The works will be undertaken by the same works contractor appointed to carry out library refurbishment works. Table 2: Planned Maintenance and Condition Works Project Cost Plan Cost (£) Structural Works (Ickenham Library) 8,304 Listed Building Electrical Lighting (Manor Farm Library) 45,000 Unanticipated additional roofing repairs works (Oak Farm Library) 35,000 External Repairs to Entrance (Eastcote Library) 15,000 Ruislip Manor – Alterations to flooring 30,000 Electric Door for the Childrens Area (Eastcote Library) 15,000 Window Replacement (Eastcote Library) 50,000 Total 198,304 Capital Release Report - 11 November 2021 Page 4 PART I - Public Financial Implications Libraries Refurbishment Programme Revised Budget £ 2,532k, Previously Released £2,408k, Capital Release Requested £98k – Appendix A1 The original total capital programme budget, approved by Cabinet and Council in February 2019, included a budget for the Libraries Refurbishment Programme amounting to £3,000k funded from Council resources. A total of £ 2,064k expenditure was incurred in prior years on the refurbishments of several libraries, with funding of £468k re-phased from 2020/21 to complete the rest of the programme, (of which £344k was already released.) Previously, £2 ,408k has been released from this programme for design services and refurbishment of Ruislip Manor, Charville, Harefield, Yeading, South Ruislip, Manor Farm , Oak Farm, Hayes End and Ickenham libraries. Approval was also obtained for the contract award for the refurbishment works for the whole programme to Greyline Builders Ltd. This report seeks the capital release of a further £98 k in total for West Drayton Library and Eastcote Library refurbishment works to complete the programme. Property Works Programme Revised Budget £2,634k, Previously Released/Pending Release £1,358k, Capital Release Requested £198k – Appendix A2 The 2021/22 capital programme, approved by Cabinet and Council in February 2021, included a budget for the Property Works Programme (PWP) of £1,152k. Cabinet, in June 2021, approved the re-phasing of £1,389k of the unspent 2020/21 budget into 2021/22. £33k allocation from the S106 Carbon Saving Contributions of £33k for Charville Lane Children’s Home Lighting Upgrades and £60k for Breakspear Crematorium were approved on 26 July 2021 with the decision coming into effect on 2 August 2021. This gives a revised budget of £2,634k, funded mainly from Council resources Previously, £1,358k has been released or is included in a release report in preparation (up to Release No.14) from the Property Works Programme 2021/22 capital budget. This report seeks the release of £ 198k from the PWP 2021 /22 budget for the additional works required at Ickenham, Manor Farm, Oak Farm , Ruislip Manor and Eastcote libraries that were outside the scope of the tendered works for the libraries refurbishment programme. These works will be carried out by the main contractor for the libraries refurbishment programme. The remaining £1, 078k of the PWP 2021 /22 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? The refurbishment of the Council libraries will ensure that these community facilities, which are valued by residents, remain in good condition into the next decade. Capital Release Report - 11 November 2021 Page 5 PART I - Public CORPORATE CONSIDERATIONS Corporate Finance The recommended capital release of £ 98k for the refurbishment of West Drayon and Eastcote libraries will be funded from the approved capital budget for the Libraries Refurbishment Programme. There are additional condition works at several libraries totalling £198k to be funded from the 2021/22 approved revised Property Works Programme capital budget. Both programmes are financed by Council resources. Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 7 of the Public Libraries and Museums Act 1964. 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 authored this 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 and other relevant Cabinet Members). 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 - 11 November 2021 Page 6 PART I - Public APPENDIX A1 Libraries Refurbishment Programme 2019/20-2023/24: The Refurbishment of the London Borough of Hillingdon Libraries Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required West Drayton Library and Eastcote Library Libraries Refurbishment Programme Main contract works and associated costs 98 Total seeking release 98 Previously released 2,408 Revised Budget 2,532 Remaining budget 26 Capital Release Report - 11 November 2021 Page 7 PART I - Public APPENDIX A2 Property Works Programme Budget 202 1/22 Release No 15: Planned Maintenance and Condition Works at Manor Farm, Oak Farm, Ruislip Manor and Eastcote Libraries Location Project / Expenditure tle Information Funds Release Sought £000’s Approve Hold More Information Required Manor Farm, Botwell, Oak Farm, West Drayton and Eastcote Library Libraries Maintenance and Condition Works Building condition works 198 Total seeking release 198 Previously released/Pending release 1,358 Budget 2,634 Remaining budget 1,078