Hillingdon Council Cabinet Member and Officer Decisions
Chrysalis Programme 2023/24 - Release No 1
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Democratic Services Location: Phase II Ext: 0185 DDI: 01895 250185 CMD No: 789 To: COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE COUNCILLOR EDDIE LAVERY CABINET MEMBER FOR RESIDENTS’ SERVICES c.c. All Members of the Residents’ Services Select Committee c.c. Neil O’Connor – Place Directorate c.c. Perry Scott – Corporate Director of Place c.c. Ward Councillors for Ickenham and South Harefield, Ruislip, South Ruislip, West Drayton, Wood End Date: 2 May 2023 Non-Key Decision request Form D Capital Release Report (May 2023) DEPARTMENT: RESIDENTS’ SERVICES SERVICE AREA / PROGRAMME: CHRYSALIS PROGRAMME 2023/24 RELEASE NO: 1 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 Thursday 11 May 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 y ou 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: Chrysalis Programme 2023/24 - Release No: 1 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 Residents’ Services Cabinet Member Report – 2 May 2023 Part I – Public Capital Release Report (May 2023) DEPARTMENT: RESIDENTS’ SERVICES SERVICE AREA / PROGRAMME: CHRYSALIS PROGRAMME 2023/24 RELEASE NO: 1 Cabinet Members Councillor Martin Goddard Councillor Eddie Lavery Cabinet Portfolios Cabinet Member for Finance Cabinet Member for Residents’ Services Officer Contact Neil O’Connor - Place Directorate Papers with report Appendix A with capital release requests for approval HEADLINES Summary To seek Cabinet Member approval for the allocation and release of capital funds for six new projects under the Chrysalis Programme 2023/24. 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: A Green and Sustainable Borough Financial Cost This report seeks the allocation and release of £294K from the Chrysalis Programme 2023/24 budget. The works will commence upon release of the funds and are due for completion by the end of March 2024. Relevant Select Committee Residents’ Services Select Committee Relevant Ward(s) Ickenham and South Harefield, Ruislip, South Ruislip, West Drayton, Wood End RECOMMENDATIONS That the Cabinet Member for Residents’ Services approves the total allocation of £294k Chrysalis funding for the six new projects as detailed within the body of this report, as part of the asset enhancement programme for 2023/24. Cabinet Member Report – 2 May 2023 Part I – Public 2. That the Cabinet Member for Resident s’ Services and the Cabinet Member for Finance agree to the capital release request of £294k from the 2023/24 Chrysalis Programme budget to fund the six new projects as detailed within the body of the report. (Appendix A) Reasons for recommendations Hillingdon Council is striving to be the greenest London Borough, to protect and enhance the environment, and to provide a brighter prospect for future generations. Chrysalis, the Council’s asset enhancement initiative, funds projects ranging in scale from £5,000 to £100,000 for local initiatives that matter to residents. Residents are encouraged to make suggestions for Chrysalis funding as the most effective way for local people to identify environmental and community safety projects and demonstrating how all residents can play an active part in decisions, making them proud to live in Hillingdon. In January 2023, the Cabinet Member for Resident s’ Services reviewed all applications for Chrysalis funding received from residents, community groups and Ward Councillors and informally agreed 15 new projects to greatly improve community assets and resources across the Borough. The recommendations will enable works to commence on six projects where contractor schedule of rates and/or competitive quotes have been sourced. Alternative options considered The Cabinet Members could decide not to accept the recommendations and either some, or none of the six new projects would not proceed and realise the improvements which have been requested by residents and Ward Councillors. If the release of capital funds is not approved, the Chrysalis 202 3/24 programme cannot be effectively and efficiently progressed as planned and the Chrysalis contribution towards delivery of the Council Strategy 2022-2026 may not be achieved. Select Committee comments None at this stage. SUPPORTING INFORMATION 1. Stafford Road Open Space path improvements Stafford Road Open Space is a Green Flag awarded site, situated between Ickenham and South Ruislip, with several trails including a Public Right of Way. Parts of the route are no longer consistently accessible , due to erosion and weather conditions. These sections can become dangerous and almost impassable at certain times of the year which has also impacted on the surrounding flora as walkers endeavour to navigate around the eroded parts. The proposal is to Cabinet Member Report – 2 May 2023 Part I – Public install a hard standing path along 150 metr es of the route, creat ing a continuous year -round usable path at Stafford Road Open Space. The cost plan has been calculated from the Council’s Highways term contractor schedule of rates including fees and contingencies. Table 1: Stafford Road Open Space path improvement Item Cost (£) Installation of 150m of hardstanding path 21,000 Chrysalis Team Fees 2,100 Highways Engineer Fees 2,100 Contingency 10% 2,100 Total £27,300 2. Celandine Route, Ruislip Golf Course to Woodville Gardens path improvements The Celandine Route is a 12 mile walk from Pinner to Cowley which passes through many of the Borough’s open spaces. Over the years, sections of this route have been resurfaced with a hard standing, but this is not consistent throughout the route. The section of the route from Woodville Gardens towards Ruislip Golf Course can be almost impassable at certain times of the year. The proposal is to construct a hard standing path from the end of Woodville Gardens connecting to the existing hardstanding path within the golf course and creating a route that is accessible and usable throughout the year. The cost plan has been calculated from the Council’s Highways term contractor schedule of rates including fees and contingencies. Table 2: Celandine Route, Ruislip Gardens to Woodville Gardens path improvements Item Cost (£) Installation of 320m hardstanding path 32,000 Chrysalis Team Fees 10% 3,200 Highways Engineer Fees 3,200 Contingency 10% 3,200 Total £41,600 3. Rabournmead Drive wildflower, bulbs, and tree planting Rabournmead Drive is located between the B orough boundary and the railway line in South Ruislip and includes a small open space with a circular path for residents to enjoy. The proposal is to plant wildflowers, a few trees and seasonal bulbs, which require little maintenance, to increase biodiversity and improve the aesthetics of the open space and create more year -round interest. The cost plan has been obtained through competitive quotes obtained by Green Spaces and the term contractors schedule of rates. Cabinet Member Report – 2 May 2023 Part I – Public Table 3: Rabournmead Drive wildflower, bulbs, and tree planting Item Cost (£) Wildflowers, trees and bulbs. 10,000 Chrysalis Team Fees 10% 1,000 Contingency 10% 1,000 Total £12,000 4. Stafford Road Allotment perimeter fencing improvements Stafford Road Allotment is situated along the service road to the rear of Stafford Road and is surrounded by woodland and open fields. There are over 70 plots on site. The current chain link fence along the side and rear of the site is worn and damaged in places and this, allied with the location, makes the site vulnerable to break ins as well as damage from foxes and other animals. The proposal is to replace the chain link fencing with palisade fencing powder coated in green, to match existing fencing at the front of the site. A gate will also be installed at the rear to allow Green Spaces to access land which they manage behind the allotments. The cost plan has been calculated from the fencing and gating term contractor schedule of rates including contingencies. Table 4: Stafford Road Allotment perimeter fencing improvements Item Cost (£) New fencing and gate for Stafford Road Allotment 60,000 Chrysalis Team Fees -10% 6,000 Contingency 2,000 Total £68,000 5. Stockley Recreation Ground playground refurbishment The playground at Stockley Recreation Ground, across from Mulberry Parade in West Drayton , currently predominately caters for older children. A request has been received to introduce toddler friendly equipment and to introduce a trim trail, to create a facility that caters for a wider age range, offers extra variety and promotes physical fitness. Mulberry Parade itself is scheduled for public realm improvements in 2023/4 and the playground improvements will complement this. The cost plan has been calculated from the playground refurbishment term contractor schedule of rates including fees and contingencies. Cabinet Member Report – 2 May 2023 Part I – Public Table 5: Playground refurbishment at Stockley Recreation Ground Item Cost (£) Refurbishment of Stockley Recreation Ground playground 89,000 Chrysalis Team Fees - 10% 8,900 Contingency 1,100 Total £99,000 2. R osedale Bowls Club rewiring of the clubhouse Rosedale Park Bowls Club was established in 1992, with the amalgamation of Hayes Park Bowls Club and Rosedale Ladies Bowls Club. Members of the club range from their early 20’s to 90 years old, including members with disabilities. They host teams from other clubs as well as holding annual competitions. Over the years , issues have arisen with the electrics, creating problems within the clubhouse and compromising the CCTV which overlooks Rosedale Park. The proposal is to rewire the electrics within the clubhouse to bring it up to modern standards. The cost plan has been provided by the Council’s Capital Projects team and includes fees and charges. Table 6: Rosedale Bowls Club rewiring of the clubhouse Item Cost (£) Rewiring the clubhouse 26,000 Chrysalis Team Fees - 10% 2,600 Surveys and Asbestos removal 12,450 Capital Programme Team Fees 2,600 Contingency 2,600 Total £46,250 Financial Implications Chrysalis Budget 2023/24 £1,200k, Previously Released £200k, Capital Release Requested £294k – Appendix A The 2023/24 capital programme, approved by Cabinet and Council in February 2023, included a budget of £1,200k for the Chrysalis Programme, funded from Council resources . The £1,000k budget is the allocation for 2023/24 whilst the £200k is previously released funds rephased from 2022/23 into 2023/24 for schemes completing in 2023/24. The report requests that £294k is allocated and released from the 2023/24 Chrysalis Programme budget for the six projects detailed in the body of the report. The cost plans for the projects are based on schedule of rates within the approved highways, fencing / gating and playground t erm contracts. The cost plans for Rabournmead Drive and Rosedale Bowls club are based on quotations. All the projects include internal fees and contingencies at approximately 10% each. Cabinet Member Report – 2 May 2023 Part I – Public The remaining £706k of the Chrysalis Programme 2023/24 budget is subject to the allocation and capital release process. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities Hillingdon Council is committed to making the Borough a cleaner, greener and safer place. Chrysalis, the Council’s asset enhancement initiative, funds projects ranging in scale from £5,000 to £100,000 for local initiatives that matter to residents. Residents are encouraged to make suggestions for Chrysalis funding, and this is an effective way for local people to identify environmental and community safety projects that are on Council land. The projects as detailed within this report collectively will achieve greater access to green spaces and sporting facilities for residents to enjoy and gain health benefits. Consultation carried out or required All proposals have been submitted by residents themselves. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance concurs with the financial implications above, noting that the proposed schemes will be funded from the 202 3-24 Chrysalis Programme budget, partly financed by neighbourhood CIL. Legal The Borough Solicitor confirms that all the projects mentioned in this report are eligible for funding under the Chrysalis Scheme. 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. Planning The Chrysalis Programme is funded from developer contributions towards green spaces and recreation facilities through the Community Infrastructure Levy (CIL) . The S106 Monitoring & Implementation Officer has checked and confirmed that the Council do not currently hold any S106 contributions that could legitimately be allocated towards the projects as detailed within 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 Cabinet Member Report – 2 May 2023 Part I – Public 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. Cabinet Member Report – 2 May 2023 Part I – Public APPENDIX A Chrysalis Programme 2023/24 - Release No 1 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Stafford Road Open Space, (Ickenham and South Harefield) Path improvements To improve sections of path along Stafford Road Open Space 27 Woodville Gardens to Ruislip Gardens, Celandine Route, (Ruislip) Path improvements To improve the section of path from Woodville Gardens to Ruislip Gardens 42 Rabournmead Drive, (South Ruislip) Greening To plant trees, bulbs, and wildflowers 12 Stafford Road Allotment, (South Ruislip) Fencing work Replacing the perimeter fence around the side and rear of the site and installing a gate at the rear 68 Stockley Recreation Ground (West Drayton) Playground refurbishment To refurbish the playground to install play equipment aimed at toddlers 99 Rosedale Bowls Club, (Wood End) Rewiring the clubhouse To rewire the clubhouse to bring it up to modern standards 46 Total seeking release 294 Previously released 200 Budget 1,200 Remaining budget 706
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Executive Decision Notice – 24 May 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 (May 2023)
DEPARTMENT: RESIDENTS’ SERVICES
SERVICE AREA / PROGRAMME: CHRYSALIS
PROGRAMME 2023/24
RELEASE NO: 1
Reference No. 789
Date of decision Wednesday 24 May 2023
Call-in expiry date Thursday 1 June 2023
Relevant Select
Committee
Residents' Services Select Committee
Relevant Wards Ickenham and South Harefield, Ruislip, South Ruislip, West
Drayton, Wood End
Decision made
Cabinet Members
making the decision
Councillor Martin Goddard – Cabinet Member for Finance
Councillor Eddie Lavery – Cabinet Member for Residents'
Services
Approved
1. That the Cabinet Member for Residents’ Services
approved the total allocation of £294k Chrysalis
funding for the six new projects as detailed within the
body of the
report, as part of the asset enhancement
programme for 2023/24.
2. That the Cabinet Member for Residents’ Services and
the Cabinet Member for Finance agreed to the capital
release request of £294k from the 2023/24 Chrysalis
Programme budget to fund the six new projects as
detailed within the body of the report.
Reason for decision Hillingdon Council is striving to be the greenest London
Borough, to protect and enhance the environment, and to
provide a brighter prospect for future generations. Chrysalis, the
Council’s asset enhancement initiative, funds projects ranging
in scale from £5,000 to £100,000 for local initiatives that matter
to residents.
Residents are encouraged to make suggestions for Chrysalis
funding as the most effective way for local people to identify
environmental and community safety projects and
Executive Decision Notice – 24 May 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
demonstrating how all residents can play an active part in
decisions, making them proud to live in Hillingdon.
The recommendations will enable works to commence o n six
projects where contractor schedule of rates and/or competitive
quotes have been sourced.
Alternative options
considered and
rejected
The Cabinet Members could have decided not to accept the
recommendations and either some, or none of the six new
projects would not proceed and realise the improvements which
have been requested by residents and Ward Councillors.
Classification Part 1 - Public
Link to associated
report
Report
Relevant Officer
contact & Directorate
Neil O’Connor – Place Directorate
Any interest declared
by the Cabinet
Member(s) /
dispensation granted
N/A
Implementation of decision & scrutiny call-in
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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 Thursday 1 June 2023
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.
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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.
Executive Decision Notice – 24 May 2023 Page 3
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
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