Hillingdon Council Cabinet Member and Officer Decisions
SPECIAL URGENCY: School Place Planning – Wood End Park Academy - RELEASE NO: 2
Report Document
Can't see the PDF? Download Report
Decision / Minutes Document
Can't see the PDF? Download Minutes
Text extracted from PDFs
View Report Text
Democratic Services
Location: Phase II
Ext: 0693
DDI: 01895 250693
CMD Ref: 779
To: COUNCILLOR IAN EDWARDS
LEADER OF THE COUNCIL
COUNCILLOR SUSAN O’BRIEN
CABINET MEMBER FOR CHILDREN, FAMILIES
AND EDUCATION
COUNCILLOR MARTIN GODDARD
CABINET MEMBER FOR FINANCE
c.c. All Members of the Children, Families and
Education Select Committee
c.c. Babatunde Balogun – Children and Young
People’s Services
c.c. Julie Kelly – Executive Director of Children and
Young People’s Services
c.c. Dan Kennedy – Corporate Director of Central
Services
Date: 21 April 2023
Special Urgency Non-Key Decision request Form F
Permission to seek an immediate decision & waive scrutiny call-in requested
CAPITAL RELEASE REPORT (April 2023)
DIRECTORATE: Children and Young People’s Services
SERVICE AREA / PROGRAMME: School Place Planning – Wood End
Park Academy
RELEASE NO: 2
Attached is a special urgency 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.
Reason for special urgency
The reason for urgency is due to the tight construction time-frame to create the new ASD unit
for pupils with SEND at Wood End Park Academy. Later delivery could mean that SEND
pupils will not have places available and it would also potentially have an impact on the Safety
Valve Agreement with the Department for Education.
A request to waive the scrutiny call -in on this item has also been given to the Chairman of
the Children, Families and Education Select Committee.
You can therefore sign this decision from today and your decision will take immediate
effect, subject to call-in being waived
Steve Clarke
Democratic Services Officer
Title of Report: School Place Planning – Wood End Park Academy - Release No: 2
Decision made:
Reasons for your decision: (e.g. as stated in report)
Alternatives considered and rejected: (e.g. as stated in report)
Permission to seek to waive any scrutiny call-in: Yes / No (please indicate)
Signed ………………………………………………………Date……………………..
Leader of the Council / Cabinet Member for Finance / Cabinet Member for Children, Families
and Education
Special Urgency Cabinet Member Report – 21 April 2023
Part 1 - Public
CAPITAL RELEASE REPORT (April 2023)
DIRECTORATE: Education & SEND
SERVICE AREA / PROGRAMME: School Place Planning – Wood End Park Academy
RELEASE NO: 2
Cabinet Members Councillor Ian Edwards
Councillor Martin Goddard
Councillor Susan O’Brien
Cabinet Portfolios Leader of the Council
Cabinet Member for Finance
Cabinet Member for Children, Families and Education
Officer Contact Babatunde Balogun, Children’s Services Directorate
Papers with report Appendix A – Capital Release Request for Approval
HEADLINES
Summary To seek Cabinet Member approval for the release of capital funds
to create a new ASD unit for 24 pupils at Wood End Park Academy.
Putting our
Residents First
Delivering on the
Council Strategy
2022-2026
This report supports our ambition for residents / the Council of:
An efficient, well-run, digital-enabled council working with partners
to deliver services to improve the lives of all our residents
This report supports our commitments to residents of:
Safe and Strong Communities
Financial Cost This report seeks approval to increase the allocation for the Wood
End SEND project by £474k and the capital release of £1,695k from
the SEND Places capital b udget for the pre-construction and
construction phase of the work to establish a new Autism Spectrum
Disorder (ASD) unit at Wood End Park Academy.
Relevant Select
Committee
Children, Families and Education Select Committee
Wards affected All
Special Urgency Cabinet Member Report – 21 April 2023
Part 1 - Public
RECOMMENDATION
That the Leader of the Council, in conjunction with the Cabinet Member for Finance and
Cabinet Member for Children, Families and Education:
1. Note the cost increase to the Wood End SEND project by £474k from £1,337k to
£1,811k; and,
2. Approve the capital release request of £1,695k from the 2023/24 Schools SRP/SEND
capital programme budget (Appendix A).
Reasons for the recommendations
The Local Authority‘s approval of the increased project cost will trigger the appointment of the
preferred contractor to carry out building works. Approval of capital release will ensure the
continuation of the work to create a new ASD unit for 24 pupils at Wood End Park Academy. This
capital release requests the release of funds for the pre-construction and construction phase of
the scheme.
Alternative options considered
The Local Authority agreed to provide funding for a scheme to create a 24 place ASD unit at
Wood End Park Academy and the delivery of project will be managed by The Park Federation
Academy Trust. The project is linked to the DSG Safety Valve Programme.
Democratic compliance / previous authority
This report is deemed urgent in order to provide SEND places required and a tight construction
programme to deliver this by the Academy. Late delivery could mean that SEND pupils will not
have places available and it would also potentially have an impact on the Safety Valve Agreement
with the Department for Education. The Leader/Cabinet Member for Finance have the authority
to release the necessary capital funds.
Select Committee comments
None at this stage.
SUPPORTING INFORMATION
Wood End Park Academy is one of the schools included in the DSG Safety Val ve Programme;
its objective is to increase the number of SEND places within the Borough. The Academy Trust
and the Council have agreed to establish a 24 place ASD unit by adapting a standalone block on
the school site. The project is f ully funded by the l ocal authority and the Academy Trust is
responsible for delivering the project. The Academy Trust will incur the expenditure initially and
will be re imbursed by the Council in phases as the scheme progresses. Due to the amount of
Special Urgency Cabinet Member Report – 21 April 2023
Part 1 - Public
funds required during the construction phase, the Academy Trust has requested for a 30%
contract advance to manage payment to the contractor and avoid delays to the programme.
The new ASD unit was due to open at the start of September 2023 Autumn term but due to delays
to the programme the estimated completion date is October 2023. The LA and the Academy Trust
have agreed a contingency plan to keep learners in their current settings until the building works
is complete. The pre- construction phase of the scheme commenced in September 2022 and
concluded in March 2023 with the selection of a preferred contractor.
The outcome of the tendering process resulted in an increased project cost of £1,810,738.80.
The 2022/23 budget for the project was £1,337k, additional funding of £473,738.80 is required to
meet the needs of the project. The increase in project cost is due to market conditions and
inflation. The Academy Trust requires the LA’s approval of the increased project cost before
confirming the appointment of the preferred contractor.
Item
Previous
Cost
Estimate
(£)
Previously
Released
(£)
Latest
Cost
Estimate
(£)
Seeking
Release
(£)
Total
Release
(£)
Fees & Surveys 126,427 51,066 132,517 81,451 132,517
Furniture, Fixtures &
Equipment 47,500 0 60,000 60,000 60,000
Construction & enabling
works 1,011,420 65,000 1,472,702 1,407,702 1,472,702
Contingency 151,713 0 145,520 145,520 145,520
Total 1,337,060 116,066 1,810,739 1,694,673 1,810,739
A capital release request of £116,066 was previously approved in January 2023 for stage 4 fees
and enabling works. This capital release is for the pre-construction (stage 1 -3) and construction
phase of the project.
Financial Implications
SEND/SRP Place s Programme Budget £25,331k including prior years; Previously
Released/Pending Release £13,737k; Capital Release Requested £1,695k – Appendix A
Total confirmed Special Provision Capital Fund/High Needs Provision capital grants from the
Department for Education from 2018/19-2023/24 amount to £25,331k of which £3,132k has been
spent in prior years on various schemes, with a remaining revised budget of £22,199k from
2022/23 onwards.
Special Urgency Cabinet Member Report – 21 April 2023
Part 1 - Public
Previously £116k was released in 2022/23 from the Special Educational Needs budget for fees
to undertake design and enabling works to establish a new Autism Spectrum Disorder (ASD) unit
at Wood End Park Academy. This release request of £1,695k, consisting of tendered main
contract costs, consultancy costs, furniture & equipment, capital programme team fees and
contingency, will enable the works to start immediately for completion in Autumn 2023, which has
been delayed from a Summer 2023 completion.
Increasing SEND places provision is required as part of the Safety Value Agreement with the DFE
to deliver DSG revenue savings of £2,444k a year by 2025/26 and is conditional for the additional
High Needs Capital Grant allocation of £6,962k approved by the D FE in June 2022. The Wood
End Academy ASD unit will provide 24 new places.
Discussions are taking place with the DfE on the available capital funding for delivering the new
SEND provision in the Safety Valve Agreement. There has been significant cost inflation across
the construction sector since the cost estimates used in the bid for additional high needs capital
funding was made in February 2022, this has resulted in a substantial funding gap. To ensure the
new provision can be delivered within the agreed timescales, and without further delay to the
original Summer 2023 completion, officers need to proceed with the release of funds to Wood
End Academy to enable the construction works to be completed by Autumn 2023.
Project contingency has been set at 10% to reflect the possibility of unforeseen complexities that
could arise when undertaking adaptation works that may not become apparent until after works
have commenced.
This is an academy led project and officers have agreed to release funds in advance to the school
for the construction phase, beginning with a 30% advance payment. Thereafter, release of funds
to the school will be based on the contractor’s cashflow forecast.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon residents, service users and communities
The 24 places created in the ASD unit are critical in supporting the London Borough of Hillingdon’s
DSG safety valve agreement with the Department for Education (DfE) where there is a significant
focus on the development of local, specialist places.
Consultation carried out or required
Wood End Park Academy carried out a public consultation about establishing a new ASD unit on
school site from 9 September to 7 October 2022. The outcome of the consultation was positive.
Special Urgency Cabinet Member Report – 21 April 2023
Part 1 - Public
CORPORATE CONSIDERATIONS
Corporate Finance
Corporate finance concurs with the above financial implications, noting that proposed works at
Wood End Park Academy will provide 24 ASD places, and is included within the DSG safety valve
agreement supporting the Council’s DSG recovery programme. While overall project costs have
increased from earlier estimates, the business case for this investment in additional SEND places
remains robust. Total project costs are able to be financed from confirmed High Needs Provision
capital grant, although engagement with the Department for Education is ongoing to maximise
available funding.
Legal
Legal Services confirms that the Council is responsible for carrying out this function pursuant to
Section 16 of the Education Act 1996. There are no legal impediments to the Council authorising
the capital release, although any contract awarded must comply with the Council's Procurement
standing orders.
Infrastructure / Asset Management
The Estates Department confirms that progressing with the release of these funds to move
forward with this development does not conflict with any asset management plans nor impede on
any work that we are proposing to take place.
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.
Special Urgency Cabinet Member Report – 21 April 2023
Part 1 - Public
APPENDIX A – CAPITAL RELEASE REQUEST FOR APPROVAL
Schools Special Resource Provision (SRP) – SEND Places Budget 2022/23
to 2027/28 £25,331k
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000’s
Approve Hold
More
Information
Required
Wood
End Park
Academy
SEND Places
ASD Unit Construction phase 1,695
Total seeking release 1,695
Previously released 13,737
Budget 25,331
Remaining budget 9,899
View Decision / Minutes Text
Executive Decision Notice – 21 April 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 (April 2023) DIRECTORATE: Education & SEND SERVICE AREA / PROGRAMME: School Place Planning – Wood End Park Academy RELEASE NO: 2 Reference No. 779 Date of decision Friday 21 April 2023 Call-in expiry date SPECIAL URGENCY N/A – This decision comes into immediate effect Relevant Select Committee(s) Children, Families and Education Select Committee Relevant Ward(s) All Decision made Cabinet Members making the decision The Leader of the Council, and on behalf of the Cabinet Member for Finance and the Cabinet Member for Children, Families and Education APPROVED That the Leader of the Council, and on behalf of the Cabinet Member for Finance and the Cabinet Member for Children, Families and Education: 1) Noted the cost increase to the Wood End SEND project by £474k from £1,337k to £1,811k; and, 2) Approved the capital release request of £1,695k from the 2023/24 Schools SRP/SEND capital programme budget. Reason for decision The Local Authority‘s approval of the increased project cost will trigger the appointment of the preferred contractor to carry out building works. Approval of capital release will ensure the continuation of the work to create a new ASD unit for 24 pupils at Wood End Park Academy. This capital release requested the release of funds for the pre-construction and construction phase of the scheme. Executive Decision Notice – 21 April 2023 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk Alternative options considered and rejected The Local Authority agreed to provide funding for a scheme to create a 24 place ASD unit at Wood End Park Academy and the delivery of project will be managed by The Park Federation Academy Trust. The project is linked to the DSG Safety Valve Programme. Classification Part I – Public Link to associated report Report Relevant Officer contact & Directorate Babatunde Balogun - Children’s Services Directorate 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? This decision was taken under special urgency procedures and deemed urgent by the Leader of the Council. The reason for urgency was to minimise delay of much needed SEN places in Borough. Agreement that the matter was urgent and could not have been reasonably deferred, along with the waiver of the scrutiny call-in period, was also granted by the Chairman of the Children, Families & Education Select Commitee. THIS DECISION THEREFORE COMES INTO IMMEDIATE EFFECT. 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 & Executive Directors, Officers 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