Hillingdon Council Cabinet Member and Officer Decisions
Christmas Lights 2022 Programme Report
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Democratic Services Location: Phase II Ext: 0420 DDI: 01895 250420 CMD No: 536 To: COUNCILLOR EDDIE LAVERY CABINET MEMBER FOR RESIDENTS’ SERVICES c.c. All Members of the Residents’ Services Select Committee c.c. Haley Thomas, Place Directorate c.c. Perry Scott, Corporate Director of Place Date: 07 July 2022 Non-Key Decision request Form D Christmas Lights 2022 Programme Report 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 15 July 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. James Jones Democratic Services Apprentice Title of Report: Christmas Lights 2022 Programme Report 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 Residents’ Services Cabinet Member Report – Thursday 7 July 2022 Page 1 Part 1 - Public CHRISTMAS LIGHTS 2022 PROGRAMME REPORT Cabinet Member Councillor Eddie Lavery Cabinet Portfolio Cabinet Member for Residents’ Services Officer Contact Hayley Thomas, Place Directorate Papers with report None HEADLINES Summary This report sets out the recommended delivery programme for the 2022 Christmas Lights programme for Cabinet Member approval. Putting our Residents First This report supports the following Council objectives of: Our People; Our Built Environment; Our Heritage and Civic Pride; Strong financial management. Financial Cost £216,186k funded via a combination of Christmas Lighting base budgets and earmarked reserves Relevant Select Committee Residents’ Services Select Committee Relevant Wards All RECOMMENDATIONS That the Cabinet Member for Residents’ Services: 1. Approves the Christmas Lights programme for 2022 as set out within this report at a total anticipated cost of £216,186 including displays and Christmas trees; and 2. Authorises the direct grant awards to the four co mmunity organisations who manage their lighting schemes directly, as set out in the report. Reasons for recommendation Christmas, as well as being about family time and celebration is a critical trading period for town centres and especially the smaller independent businesses within them. The Hillingdon 202 2 Christmas Lights programme is expected to provide a much-appreciated uplift for residents and businesses across all 21 wards within the Borough. The 2022 Christmas Lights programme will be delivered by Event Power Engineering, appointed on a 2+1+1 year contract from August 2021. This tendering exercise has ensured that the overall Cabinet Member Report – Thursday 7 July 2022 Page 1 Part 1 - Public £216,186 anticipated cost of the 2022 Christmas Lights programme, subject to confirm ation of the community contributions, compares favourably with the 2021 actual cost of £222,743. Alternative options considered / risk management The Cabinet Member could decide not to accept the recommendations. This would mean that the Christmas lights programme planned for 2022 would not be implemented as recommended and the subsequent benefits to residents and businesses could not be fully realised. Democratic compliance / previous authority. The contract for the Christmas Lights contract has previously been approved by Members and this report sets out the programme for cabinet Member approval. The Cabinet Member can also authorise expenditure externally for approved initiatives, as per the Council’s Constitution. Select Committee comments None at this stage. SUPPORTING INFORMATION Christmas lighting displays are highly valued and appreciated by residents and businesses, playing an important part of how Christmas is celebrated in town and neighbourhood centres . In 2021, for the first time, 24/7 Christmas lighting schemes were support ed for residents to enjoy and to add sparkle to high streets and shopping parades within all wards across the Borough and this will continue in 2022. Full details of all the lighting schemes to be supported across the Borough are provided in the table below: Christmas Lighting Programme 2022 Council Managed Community Schemes Belmore Parade Harmondsworth Village Ruislip Town Centre Ickenham Blenheim Parade Hayes Bridge Parade Ryefield Avenue Northwood Byron Parade Hayes End Parade Sipson Village Northwood Hills Civic Centre, Uxbridge Hayes Town Centre South Ruislip Ruislip Manor Crescent Parade Hillingdon Circus Sutton Court Road Eastcote Town Centre Kingshill Avenue Uxbridge Town Centre Glebe Estate Kingsway Parade Yeading Lane Parade Harefield Village Marlborough Parade Yiewsley & West Drayton Harlington High Street New Broadway Parade Harmondsworth Road North Hyde Road Cabinet Member Report – Thursday 7 July 2022 Page 1 Part 1 - Public Within the proposed 2022 Christmas Lighting Programme, 28 schemes are directly managed by the Council and four schemes are organised independently by community or business representatives. For these community-led schemes it is requested the Cabinet Member authorise direct grant awards to the organisations (totalling £44,496) as follows: 1) Ickenham - Ickenham Festival - £11,851 2) Northwood - Northwood Residents Association - £9,800 3) Northwood Hills - Northwood Hills Residents Association £7,925 4) Ruislip Manor - Ruislip Manor Chamber of Commerce £14,920 The community-led schemes each appoint their own preferred contractor to deliver the Christmas lighting effects. As a benchmark, the cost for each scheme was compared to an indicative cost provided by the Council’s own contractor, Event Power Engineering, to ensure that best value has been achieved. Traditionally, the Christmas light switch on has acted as a significant event in terms of encouraging greater footfall and local spending, at a time when many small independent retailers are struggling with the competition from online shopping. Christmas 2022 will be the first time that residents and businesses will be able to celebrate Christmas traditions free of Covid -19 restrictions that had been necessary in response to the pandemic. The removal of timers trialled in 2021 gave the opportunity for residents including school children to appreciate the Christmas lights during both the morning and afternoon commute. The benefits of 24/7 Christmas lights achieved from the 2021 trial included: • Boost to residents and h igh street businesses and greater value for money from lighting displays throughout daylight and evening hours. • Evidenced cost avoidance from no night-time scouting and timer repairs. • Environmental v ehicle emission reductions from no regular scouting crews across the Borough. Based on feedback from residents and businesses, 24/7 Christmas lighting is recommended to continue in 2022 and future years. Financial Implications The estimated cost of the 2022 programme, net of expected community partner contributions, is set out in the table below: Christmas Lighting Programme 2022 Cost Event Power Engineering - tendered cost for 28 schemes including support for events 154,445 Grant funding for four Community-led schemes 44,496 Christmas trees (8) 13,025 Barriers and banners for Christmas trees 3,460 Licences and other event costs (including Community partners) 5,370 LBH Highways infrastructure 5,840 Sub-total 226,636 Cabinet Member Report – Thursday 7 July 2022 Page 1 Part 1 - Public Expected partner contributions (subject to confirmation) (10,450) Total 216,186 The base budget in the General Fund for Christmas lighting schemes is £126k, with an additional £104k balance currently available in the Christmas Lights earmarked reserve. Based on the cost schedule set out above, a drawdown of £90k from the reserve will be required to support the estimated cost of the Christmas Lighting Programme for 2022 (leaving a balance of £14k). Funding for Christmas lighting schemes in 2023 and beyond is currently subject to review and will be addressed as part of the Council’s forthcoming 2023/24 MTFF planning process. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon Residents’ Services users and communities Christmas lights in town centres and local parades enhance their attractiveness to residents and shoppers and creates a “feel-good” factor during the season which helps to sustain thriving high streets. The Hillingdon Christmas Lights programme realises many social and economic benefits particularly in terms of support for smaller, independent businesses relying on Christmas shoppers to come out in force and bring some balance to the books after an exceptionally challenging year for residents and businesses alike. Consultation carried out or required Organisers of the community-led Christmas l ighting schemes have been consulted on their arrangements for 2022. Concept designs for each of the 28 schemes directly managed by the Council will be shared and agreed with the relevant Ward Councillors before being confirmed with Event Power Engineering Ltd. to install. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed this report and concurs with the financial implications set out above, noting that the contract to Event Power Engineering Limited for the provision of Christmas lighting displays was approved in 2021 on a 2+1+1 contract. Alongside this, approval is sought for a further £72k to fund the remainder of the Christmas lights programme for 2022. Corporate Finance note that the contract price and the additional £72k can be met from existing budgets within the service budget supported by a drawdown of £90k from specific funds earmarked for this purpose and the £10k expected partner contributions. Cabinet Member Report – Thursday 7 July 2022 Page 1 Part 1 - Public Legal Legal Services confirm that there are no specific legal implications arising from this report. Infrastructure / Asset Management None BACKGROUND PAPERS NIL
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Executive Decision Notice – 26 July 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 CHRISTMAS LIGHTS 2022 PROGRAMME REPORT Reference No. 536 Date of decision Tuesday 26 July 2022 Call-in expiry date 5pm, Tuesday 2 August 2022 Relevant Select Committee Residents’ Services Select Committee Relevant Wards All Decision made Cabinet Members making the decision Councillor Eddie Lavery – Cabinet Member for Residents’ Services Approved That the Cabinet Member for Residents’ Services: 1. Approved the Christmas Lights programme for 2022 as set out within this report at a total anticipated cost of £216,186 including displays and Christmas trees; and 2. Authorised the direct grant awards to the four community organisations who manage thei r lighting schemes directly, as set out in this report. Reason for decision Christmas, as well as being about family time and celebration is a critical trading period for town centres and especially the smaller independent businesses within them. The Hillingdon 2022 Christmas Lights programme is expected to provide a much-appreciated uplift for residents and businesses across all 21 wards within the Borough. The 2022 Christmas Lights programme will be delivered by Event Power Engineering, appointed on a 2+1+1 year contract from August 2021. This tendering exercise has ensured that the overall £216,186 anticipated cost of the 2022 Christmas Lights programme, compares favourably with the 2021 actual cost of £222,743. Alternative options considered and rejected The Cabinet Member could have decided not to accept the recommendations. This would have meant that the Christmas lights programme planned for 202 2 would not have been Executive Decision Notice – 26 July 2022 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk implemented as recommended and the subsequent benefits to residents and businesses could not have been fully realised. Classification Part 1 – Public Link to associated report Report Relevant Officer contact & Directorate Haley Thomas, Place 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, Tuesday 2 August 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. Executive Decision Notice – 26 July 2022 Page 3 This notice is a public document also available to view on the Council's website www.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