Hillingdon Council Cabinet Member and Officer Decisions
Property Works Programme 2022/2023; Structural Workstream: Remedial Renovation works at Southlands Art Centre Capital Release 18
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Democratic Services Location: Phase II Ext: 0185 DDI: 01895 250185 CMD No: 669 To: COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE COUNCILLOR JONATHAN BIANCO CABINET MEMBER FOR PROPERTY, HIGHWAYS & TRANSPORT c.c. All Members of th e Property, Highways and Transport Select Committee c.c. Neena Singh – Place Directorate c.c. Perry Scott – Corporate Director of Place c.c. Ward Councillors for West Drayton Date: 06 January 2023 Non-Key Decision request Form D CAPITAL RELEASE REPORT (January 2023) DEPARTMENT: Place Directorate SERVICE AREA / PROGRAMME: Property Works Programme 2022/2023: Structural Workstream: Remedial Renovation Works at Southlands Art Centre RELEASE NO: 18 Dear Cabinet Members, 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 Monday 16 January 2023 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. Liz Penny Democratic Services Officer Title of Report: Property Works Programme 2022/2023: Structural Workstream: Remedial Renovation Works at Southlands Art Centre - RELEASE NO:18 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, Highways & Transport Capital Release Report – 6 January 2023 Page 1 (Part 1 Public) CAPITAL RELEASE REPORT (January 2023) DEPARTMENT: Place Directorate SERVICE AREA / PROGRAMME: Property Works Programme 2022/2023: Structural Workstream: Remedial Renovation Works at Southlands Art Centre RELEASE NO: 18 Cabinet Members Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolios Cabinet Member for Finance Cabinet Member for Property, Highways & Transport Officer Contact Neena Singh, Place Directorate 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 cover the cost of the remedial renovation works at the Southlands Arts Centre. Putting our Residents First This report supports the Council objective of strong financial management. Putting our Residents First Delivering on the Council Strategy 2022-2026 This report supports our ambition for residents / the Council of: Enjoy access to green spaces, leisure activities, culture and arts This report supports our commitments to residents of: Safe and Strong Communities Financial Cost This report seeks the release of £22k from the Property Works Programme Capital Budget 2022/23 for remedial renovation works to the Southlands Arts Centre. The works will commence upon release of the funds. Relevant Select Committee Property, Highways & Transport Relevant Ward(s) West Drayton Capital Release Report – 6 January 2023 Page 2 (Part 1 Public) RECOMMENDATIONS That the Cabinet Member for Financ e and the Cabinet Member for Property, Highways & Transport agree to the following capital release requests of £22k from the Property Works Programme Capital budget 2022/23 for the remedial renovation works at the Southlands Arts Centre works. The release is inclusive of project fees as set out in the report . (Appendix A). Reasons for recommendation The Southlands Arts Centre is a Grade II Listed Building. Following an attempted break in and vandalism of the Southlands Art Centre, a survey was undertaken by officers to review the building renovation works required in order to prevent deterioration of the building structure and ensure the site is secure. Alternative options considered An option of not continuing with the works was considered; however, this would mean that there could be a risk the centre could be further vandalised. In addition, this is a building that is used by the wider community and these works would restore the building back to its former standard. Select Committee comments None at this stage. SUPPORTING INFORMATION Background The Southlands Arts Centre is leased by the Council to the Yiewsley and West Drayton Arts Council. Following reports of an attempted break in and vandalism at Southlands Art Centre, a condition survey was undertaken by officers and consultants which highlighted the different areas of building works required resulting from the damages due to vandalism and water damage. The works include replacement of broken windows and casements, remedial works to exit door on ground floor to restore to original standard. There also needs to be remedial work to damage that has occurred to the external lead flashing that was caused by the attempted break in which has subsequently caused rainwater to enter the building a nd remedial works to ensure that the site remains secure. A schedule of works was prepared, and a procurement exercise was undertaken to find a contractor to carry out the works that is experienced in working on a GRADE ll* listed building. 17 contractors were invited to provide quotes for the works ; however, only one contractor has provided a tender response. The tender issued represents good value for money and is in line with expected market rates for renovation works. The cost plan is outlined in Table 1 below. Capital Release Report – 6 January 2023 Page 3 (Part 1 Public) Table 1. Cost Plan Description Requested Release (£) Construction Works 18,244 Capital Programme Team Fees (10%) 1,824 Contingency (10%) 1,824 Total 21,892 This report requests the release of £21,892 funds to progress the renovation works to Southlands Art Centre. Financial Implications Revised Property Works Programme Budget £2,375k (Pending Section 106 requested in a separate Cabinet Member Report), Previously Released/Pending Release £1, 761k, Capital Release Requested £22k – Appendix A The 2022/23 capital programme, approved by Cabinet and Council in February 2022, included a budget for the Property Works Programme (PWP) of £1,677k. In July 2022, Cabinet approved the rephasing of £530k from the 2021/22 PWP Capital Programme into the 2022/23 capital programme. In August 2022 an allocation of £111k from the s106 Carbon Saving Contributions towards the installation of the Commulite LED intelligent 24v communal emergency lighting system at the Grainge’s Car Park in relation to the carbon savings associated the project was approved by the relevant Cabinet Members. This gives a revised capital budget for the PWP 2022/23 capital programme of £2,318k, which is funded mainly from Council resources. There is currently a separate Cabinet Member Report in process to request an allocation of £2,878 for Blyth Road Car Park and £53,779 for Cedars Car Park from the S106 Carbon Saving Contributions towards the intelligent 24v communal emergency lighting systems being a more innovative and advanced system to the current LED emergency lighting system. The new system will reduce the demand on the national grid and reduce the burden on public money through a reduction in energy demand and maintenance arrangements. This will increase the Property Works Programme budget to £2,375k. Previously, £1,761k has been released or is included in a release report in preparation (up to Release No 17) from the PWP 2022/23 capital budget. This report seeks the release of £22k for the remedial renovation works required at Southlands Art Centre resulting from the damages due to vandalism and water damage. The release request is based on the costs received from the one contractor who provided a tender response and includes a project contingency of 10% of the tendered costs and internal project management fees of 10% of the tendered costs. Capital Release Report – 6 January 2023 Page 4 (Part 1 Public) It is proposed to offer a contract to the one contractor who provided a tender response as t he tender issued represents good value for money and is in line with expected market rates for renovation works. As the estimated cost of £18k falls below £100k and, in accordance with the Council’s Constitution, approval of the tender will be sought through the Expe nditure Approval Form process once release of the fund has been approved. The remaining £592k of the PWP 2022/23 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 local community in West Drayton will continue to have access to the Arts Centre in a deprived community. Consultation carried out or required None at this stage. 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 £22k for the remedial renovation works required at Southlands Art Centre resulting from the damages due to vandalism and water damage will be funded from the approved 2022/23 Property of Works Programme capital budget. Legal Legal Services confirms that the Council as Landlord has a duty to ensure that their commercial property is safe for their Tenant and anybody else using it. 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 are the authors of this report. Planning The project expenditure in this report is ineligible for financing from planning obligations , i.e. balances received from Section 106 agreements. Capital Release Report – 6 January 2023 Page 5 (Part 1 Public) The reason for ineligibility is because the project does not fit the criteria of any S106 agreements with existing unallocated balances. 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 – 6 January 2023 Page 6 (Part 1 Public) APPENDIX A Property Works Programme 2022/23: Structural Workstream – Remedial Renovation Works at Southlands Art Centre Capital Release 18 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Southlands Art Centre, West Drayton Remedial Renovation works at Southlands Art Centre Remedial Renovation works and associated project management costs resulting from the damage due to vandalism and water damage 22 Total seeking release 22 Previously released 1,761 Budget 2,375 Remaining budget 592
View Decision / Minutes Text
Executive Decision Notice – 16 January 2023 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 2023)
DEPARTMENT: Place Directorate
SERVICE AREA / PROGRAMME: Property Works
Programme 2022/2023: Structural Workstream: Remedial
Renovation Works at Southlands Art Centre
RELEASE NO: 18
Reference No. 669
Date of decision Monday 16 January 2023
Call-in expiry date Monday 23 January 2023
Relevant Select
Committee
Property, Highways and Transport Select Committee
Relevant Wards West Drayton
Decision made
Cabinet Members
making the decision
Councillor Martin Goddard – Cabinet Member for Finance
Councillor Jonathan Bianco - Cabinet Member for Property,
Highways and Transport
Approved
That the Cabinet Member for Financ e and the Cabinet
Member for Property, Highways & Transport agreed to the
capital release requests of £ 22k from the Property Works
Programme Capital budget 2022/23 for the remedial
renovation works at the Southlands Arts Centre works. The
release is inclusive of project fees as set out in the report.
Reason for decision The Southlands Arts Centre is a Grade II Listed
Building. Following an attempted break in and vandalism of the
Southlands Art Centre, a survey was undertaken by officers to
review the building renovation works required in order to prevent
deterioration of the building structure and ensure the site is
secure.
Alternative options
considered and
rejected
An option of not continuing with the works was considered ;
however, this would mean that there could be a risk the centre
could be further vandalised. In addition, this is a building that is
used by the wider community and these works would restore the
building back to its former standard.
Classification Part 1 – Public
Link to associated
report
Report
Relevant Officer
contact & Directorate
Neena Singh, Place Directorate
Executive Decision Notice – 16 January 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
Any interest declared
by the Cabinet
Member(s) /
dispensation granted
N/A
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Officers can implement Cabinet Member decision in this notice
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Monday 23 January 2023
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