Hillingdon Council Cabinet Member and Officer Decisions
Civic Centre Works Programme (CCWP) Capital Budget 2021/22: Fire Safety Programme - Fire Prevention Works - RELEASE NO 4
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Democratic Services Location: Phase II Ext: 0693 DDI: 01895 250693 My Ref: CMD 357 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. Conservative and Labour Group Offices (inspection copy) Date: 13 January 2022 Non-Key Decision request Form D CAPITAL RELEASE REPORT (JANUARY 2022) DEPARTMENT: Infrastructure, Transport and Building Services SERVICE AREA / PROGRAMME: Civic Centre Works Programme (CCWP) Capital Budget 2021/22: Fire Safety Programme - Fire Prevention Works RELEASE NO 4 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 21 January 2022 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. Steve Clarke Democratic Services Officer Title of Report: Civic Centre Works Programme (CCWP) Capital Budget 2021/22: Fire Safety Programme - Fire Prevention Works - Release No 4 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 – 13 January 2022 Page 1 Part 1 - Public CAPITAL RELEASE REPORT (JANUARY 2022) DEPARTMENT: Infrastructure, Transport and Building Services SERVICE AREA / PROGRAMME: Civic Centre Works Programme (CCWP) Capital Budget 2021/22: Fire Safety Programme - Fire Prevention Works RELEASE NO 4 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 - 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 £23k from the Civic Centre Works Programme Fire Safety Programme 2021/22 capital budget to complete improvement works to the Civic Centre sprinkler system. The figure includes a contingency and project management fee. The works will commence immediately following capital release approval and using the Council’s framework contractor. Relevant Select Committee Corporate, Finance & Property Select Committee Capital Release Report – 13 January 2022 Page 2 Part 1 - Public 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 £23k from the Civic Centre Works Programme (CCWP) Capital Budget 2021/22; Fire Safety Programme for improvements to the sprinkler system. (Appendix A) Reasons for recommendation Following a 25-year inspection of the sprinkler heads it has been recommended that the existing sprinkler heads are changed to ensure they operate correctly and are fully compliant. Alternative options considered No other options available as the works are a legal requirement. Select Committee comments None at this stage. SUPPORTING INFORMATION The Council has two sprinkler systems that cover the mezzanine and basement car parks. The main sprinkler tank is located near the basement car park exit shutters. The sprinkler heads have reached the end of their life span and require replacement. The pumps and controls have both previously been upgraded. Table 1: Cost Plan Works Cost £ Replacement of 780 sprinkler heads 19,500 Subtotal 19,500 Project Managers Fee 5% 975 Contingency 10.5% 2,048 Total £22,523 Capital Release Report – 13 January 2022 Page 3 Part 1 - Public Financial Implications Civic Centre Works Programme Revised Budget £1,928k, Previously Released / Pending Release £1,188k, Capital Release Requested £23k. 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 giv e a revised budget of £1,928k, funded from Council resources. Previously, £1,188k has been released from the revised CCWP 2021/22 programme capital budget. This report is seeking the release of £23k for the improvements to the sprinkler system and new fire extinguishers in the Civic Centre detailed above within Table 1. The release request is based upon quoted cost and includes a project contingency of 10.5% of the quoted cost, and internal project management fees of 5% of the quoted cost. . The remaining £717k 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 By undertaking these works, staff and visitors to the Civic Centre will benefit from an effective fire preventive system. Consultation carried out or required Consultation not required. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed the report and concurs with the financial implications set out above, noting that the recommended action to agree a release of £23k for the improvements to the sprinkler system , detailed above within Table 1, will be funded f rom the approved 2021/22 Civic Centre Works 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. Capital Release Report – 13 January 2022 Page 4 Part 1 - Public 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 to Corporate Finance. The rel ease 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 – 13 January 2022 Page 5 Part 1 - Public APPENDIX A - Capital release requests for approval Civic Centre Works Programme (CCWP) Capital Budget 2021/2022; Fire Safety Programme for improvements to the sprinkler system. Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Civic Centre Fire improvement works Sprinkler system head replacement 23 Total seeking release 23 Previously released / pending release 1,188 Budget 1,928 Remaining budget 717
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Executive Decision Notice – 21 January 2022 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 (JANUARY 2022) DEPARTMENT: Infrastructure, Transpo rt and Building Services SERVICE AREA / PROGRAMME: Civic Centre Works Programme (CCWP) Capital Budget 2021/22: Fire Safety Programme - Fire Prevention Works RELEASE NO 4 Reference No. 357 Date of decision Friday 21 January 2022 Call-in expiry date 5pm, on Friday 28 January 2022 Relevant Select Committee(s) Corporate, Finance & Property Select Committee Relevant Ward(s) Uxbridge South Decision made Cabinet Members making the decision Councillor Martin Goddard – Cabinet Member for Finance Councillor John Riley – Cabinet Member for Public Safety & Transport APPROVED That the Cabinet Member for Property and Infrastructure and the Cabinet Member for Finance agreed to the following capital release request of £23k from the Civic Centre Works Programme (CCWP) Capital Budget 2021/22; Fire Safety Programme for improvements to the sprinkler system. Reason for decision Following a 25 -yearly inspection of the sprinkler heads , it was recommended that the existing sprinkler heads were changed to ensure they operate correctly and were fully compliant. Alternative options considered and rejected No other options available as the works are a legal requirement. Executive Decision Notice – 21 January 2022 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk Classification Part I – Public Link to associated report Report found here. Relevant Officer contact & Directorate Gary Penticost - 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 Friday 28 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