Hillingdon Council Cabinet Member and Officer Decisions
School Conditions Building Programme 2021/22 - Additional Roofing Works Consultant & Associated Costs at Whiteheath Junior School - RELEASE NO: 6 - PART II
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Democratic Services Location: Phase II Ext: 0692 DDI: 01895 250692 My Ref: CMD 351 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. Peter Elliot-Smith, Infrastructure, Transport and Building Services c.c. Perry Scott, Corporate Director for Infrastructure, Transport and Building Services c.c. Ward Councillors for West Ruislip c.c. Conservative and Labour Group Offices (inspection copy) Date: 16 December 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (November 2021) DEPARTMENT: Resident Services SERVICE AREA / PROGRAMME: School Conditions Building Programme 2021/22 RELEASE NO: 6 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 Friday 24 December 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: School Conditions Building Programme 2021/22 - Release No 6 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 – 16 December 2021 Page 1 (Public – Part 1) CAPITAL RELEASE REPORT (November 2021) DEPARTMENT: Resident Services SERVICE AREA / PROGRAMME: School Conditions Building Programme 2021/22 RELEASE NO: 6 Cabinet Members Councillor Jonathan Bianco Councillor Martin Goddard Cabinet Portfolios Property & Infrastructure Finance Officer Contact Peter Elliott-Smith, Infrastructure, Building Services & Transport 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 appoint lead consultant for works associated with Whiteheath Junior School a dditional roofing, from the School Conditions programme. Putting our Residents First This report supports the Council objective of strong financial management. Financial Cost This report seeks the release of £ 15k from the 20 21/22 School Conditions Building Programme budget for the pre-construction fees for White heath Roofing additional works and is inclusive of capital programme team fees and contingency. Relevant Select Committee Corporate, Finance and Property. Ward(s) affected West Ruislip. RECOMMENDATION That the Cabinet Member for Finance and Cabinet Member for Property and Infrastructure agree to the capital release request of £1 5k from the School Conditions Building Programme 202 1/22 budget for the consultation works at Whiteheath Junior School Additional Roofing (Appendix A). Capital Release Report – 16 December 2021 Page 2 (Public – Part 1) Reasons for recommendation Due to an existing consultant and contractor on-site carrying out similar works at present it would be more economic and practical to consider undertaking the works as a contract variation to the existing contracts. Alternative options considered Alternatives considered were less extensive repairs however, due to the complete removal of tiles being required on these options, the associated costs mean a full replacement of the roof is most economic to ensure the leaks are resolved. Select Committee comments None at this stage. SUPPORTING INFORMATION Following phase 3 flat roof works associated with Whiteheath Junior School, there has been newly identified age-related damage on a number of pitched roofs. Damage was previously unforeseen, leaks have been identified due to perished roof felt, significant moss ingress and age-related wear around associated roof lights. Water ingress and the degrading roof condition also presents poor conditions for children within the school. In addition to this the school kitchen’s flat roof has several defects including water ingress and associated internal repairs which are in need of attention. In order to progress the project , the variation of RAM consultancy as external consultants is required. This will allow the prepar ation of the works specification for the roofing works to be undertaken. The associated costs in relation to the release of capital funds for the consultancy are detailed in Table 1 below: Costs There will be no school contribution for this project , as it is deemed to be an extension to the original Whiteheath Junior School roof project. Table 1: Cost Estimate for Additional Roof Works Item Estimated Costs (£) Seeking Release (£) Remaining Budget (£) Construction Costs 190,000 0 190,000 External Costs (Consultants) 9,750 9,750 0 Building control and Planning Fees 3,000 3,000 0 Capital programme fees (8%) 15,200 1,000 14,200 Contingency (10%) 19,000 1,000 18,000 Total £236,950 £14,750 £222,200 Capital Release Report – 16 December 2021 Page 3 (Public – Part 1) Financial Implications Schools Conditions Building Programme 2021/22 Budget £3,322k; Devolved to Schools £67k; Previously Released £1,338k; Capital Release Requested £15k – Appendix A The 2021/22 revised programme budget for the Schools Conditions Building Programme totals £3,322k, including £1,772k rephasing from the 2020/21 budget. This is funded from capital grant and agreed school contributions in line with Council’s policy. The total revised budget includes £67k that is devolved to schools. The report requests the capital release of £15k from the Schools Conditions Building Programme budget for the consultants & associated fees costs towards additional roof works at Whiteheath Junior School. The cost plan is based on quotes and includes internal fees & contingency at £1k respectively. Total forecast costs for the additional works are £237k inclusive of the £15k requested in this report. The original roof works at Whiteheath Junior School had a budget of £201k, including project school contribution of £24k. The project is expected to complete in 2021/22. There will be no school's contribution for the additional works as it is deemed an extension of the original Whiteheath Junior School roof project. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities Works will ensure that the school is fully functional and safe for its users. Consultation carried out or required Consultation and agreement of works with the school in line with School Contribution Policy. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance concurs with the financial implications in this report, noting that the proposed works will be funded from the School Conditions grant, with no impact on Council resources. Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 16 of the Education Act 1996. T hus, 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 Report – 16 December 2021 Page 4 (Public – Part 1) 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. 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. Capital Release Report – 16 December 2021 Page 5 (Public – Part 1) APPENDIX A School Conditions Programme 2021/22 – Additional Roofing Works Consultant & Associated Costs at Whiteheath Junior School (Release No 6) Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required West Ruislip Consultant & Associated Costs Whiteheath Junior School Additional Roofing Works 15 Total seeking release 15 Previously released 1,338 Devolved to schools 67 Budget 3,322 Remaining budget 1,902
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Executive Decision Notice – 24 December 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 School Conditions Building Programme 2021/22 RELEASE NO: 6 Reference No. 351 Date of decision Friday 24 December 2021 Call-in expiry date 5pm, on Wednesday 5 January 2022 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) West Ruislip Decision made Cabinet Members making the decision Councillor Jonathan Bianco - Cabinet Member for Property and Infrastructure Councillor Martin Goddard - Cabinet Member for Finance That the Cabinet Member for Finance and Cabinet Member for Property and Infrastructure agreed to the capital release request of £15k from the School Conditions Building Programme 2021/22 budget for the consultation works at Whiteheath Junior School Additional Roofing (Appendix A of the report linked below). Reason for decision Due to an existing consultant and contractor on-site carrying out similar works, it was deemed more economic and practical to consider undertaking the works as a contract variation to the existing contracts. Alternative options considered and rejected Alternatives considered were less extensive repairs however, due to the complete removal of tiles being required on these options, the as sociated costs mean t a full replacement of the roof was the most economical way to ensure the leaks are resolved. Classification Part I - Public Link to associated report Link to report found here. Relevant Officer contact & Directorate Peter Elliott-Smith, Infrastructure, Building Services & Transport Any interest declared by the Cabinet Member(s) / dispensation granted N/A Executive Decision Notice – 24 December 2021 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk 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 Wednesday 5 January 2022 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