Hillingdon Council Cabinet Member and Officer Decisions
Civic Centre Transformation – Project Management and Administration Support - RELEASE NO: 1
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Democratic Services
Location: Phase II
Ext: 0692
DDI: 01895 250692
CMD No: 795
To: COUNCILLOR MARTIN GODDARD
CABINET MEMBER FOR FINANCE
COUNCILLOR JONATHAN BIANCO
CABINET MEMBER FOR PROPERTY, HIGHWAYS
AND TRANSPORT
c.c. All Members of the Property, Highways and
Transport Select Committee
c.c. Perry Scott – Corporate Director of Place
c.c. Ward Councillors for Uxbridge
Date: 15 May 2023
Non-Key Decision request Form D
CAPITAL RELEASE REPORT (April 2023)
DEPARTMENT: Place
SERVICE AREA/ PROGRAMME: Civic Centre Transformation – Project
Management and Administration Support
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 Tuesday 23 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 you have made your decision. I will then
arrange for the formal notice of decision to be published.
Ryan Dell
Democratic Services Officer
Title of Report: Civic Centre Transformation – Project Management and Administration
Support 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 Property, Highways and Transport
Capital Release Report – 15 May 2023 Page 1
Part I - Public
CAPITAL RELEASE REPORT (April 2023)
DEPARTMENT: Place
SERVICE AREA/ PROGRAMME: Civic Centre Transformation – Project Management and
Administration Support
RELEASE NO: 1
Cabinet Members Councillor Martin Goddard
Councillor Jonathan Bianco
Cabinet Portfolios Cabinet Member for Finance
Cabinet Member for Property, Highways and Transport
Officer Contact Perry Scott – 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.
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:
A Digital-Enabled, Modern, Well-Run Council
Financial Cost This report seeks the release of £ 123k from the 2023/24 Civic
Centre Transformation Programme capital budget for the project
management and administration support to enable delivery of the
Civic Centre Transformation programme.
Relevant Select
Committee
Property, Highways and Transport Select Committee.
Relevant Ward Uxbridge.
RECOMMENDATIONS
That the Cabinet Member for Finance and the Cabinet Member for Property, Highways and
Transport agree to the following capital release requests of £123k from the Civic Centre
Transformation Programme 202 3/24 capital budget for the Project Management and
Administration Support to enable delivery of the Civic Centre Transformation programme.
(Appendix A)
Capital Release Report – 15 May 2023 Page 2
Part I - Public
Reasons for recommendation
Following Members approval to proceed with the redevelopment of the Civic Centre and its
surrounding land, it is recommended that a Project Lead and Administration Support is required
to enable the management and co-ordination of the cross service, multi-workstream Civic Centre
Transformation Capital Project.
Alternative options considered
External or agency staff but it is more beneficial to the project to have internal staff who know our
systems, teams, managers in order to progress matters efficiently and accurately.
Select Committee comments
None at this stage.
SUPPORTING INFORMATION
The re- development of the Civic Centre and its surrounding land is a cross -service, multi -
workstream transformation project.
The project includes the following workstreams: -
Planning and development for the disposal of three potential residential sites.
The disposal of the three potential plots will assist with cross- funding the works required within
the Civic Centre.
Civic Centre refurbishment and space planning
This entails the r e-design to the physical layout of the main building to release two floors (8
quadrants) for external rental opportunities or to reduce operating costs and to reconfigure two
floors to provide a new improved office layout for the existing Civic Centre workforce.
The redesign and refurbishment the Middlesex Suite to accommodate Uxbridge Library which will
complement the Uxbridge Family Hub location.
Redesign and refurbish reception, link and north wing to house lettable office space and a public
café.
Essential works to the Civic Centre
Significant works are required to the Civic Centre prior to the refurbishment programme:
• The updating/ replacement of the building’s pneumatic building management system
(BMS) and as a minimum to replace five critical controllers.
• The installation of a new fibre optic network spine to the building to enable each quadrant
to benefit from new automatic controllers and sensors for lighting and heating.
• The installation of an additional interface to the main controller to interrogate faults and
heating, cooling or energy consumption issues.
Capital Release Report – 15 May 2023 Page 3
Part I - Public
• Other works including asbestos management, LED lighting installation, window
improvements, roof repairs, works to boilers, chiller pipework and lifts.
Project Management for the Civic Centre Project
The Project Lead and Administration support will project manage the cross- service, multi -
workstream transformation project. This will include the co-ordination of the workstreams and the
project leads , overseeing the refurbishment, staff moves, archiving, letting arrangements for
areas of the building including marketing and seeking additional letting opportunities.
Table 1 Estimated Costs for Project Management and Administration Support
Programme Cost plan £'000
Project Lead 79
Administration Support 44
Total 123
Financial Implications
2023/24 Budget £12,000k, Previously Released £N IL, Capital Release Requested £123k –
Appendix A.
The 2023/24 capital programme, agreed by Cabinet and Council in February 2023, i ncluded a
budget for the Civic Centre Transformation Capital Programme of £12,000k.
This report is seeking the release of £123k for the Project Lead and Administrative Support to
enable the project management and co- ordination of the cross -service, multi -workstream
transformation project. The release request is based upon calculated salary costs for 2023/24.
The remaining £11,877k for the Civic Centre Transformation 2023/24 Capital Programme will be
subject to the capital release procedure.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon residents, service users and communities
The planned refurbishment and use of the Civic Centre supports the delivery and co-location of
services to residents. It also supports a modern workplace for staff.
Consultation carried out or required
No formal consultation is required
.
CORPORATE CONSIDERATIONS
Corporate Finance
Corporate Finance has reviewed the report and concurs with the financial implication set out
above, noting that the recommended action to agree a release of £123k for the Project Lead and
Capital Release Report – 15 May 2023 Page 4
Part I - Public
Administrative Support to enable the project management and co-ordination of the cross service,
multi workstream transformation project will be funded from the approved 2023/24 Civic Centre
Transformation Programme capital budget.
Legal
Legal Services confirms there are no specific legal implications arising from the capital release
being authorised. Whenever necessary legal advice is given in relation to specific issues as they
arise to ensure that the Council always meets its legal obligations.
Infrastructure/ Asset Management
Asset Management are the authors of this report.
Planning
1. The project expenditure in this report is ineligible for financing from planning obligations ,
i.e. balances received from Section 106 agreements.
2. 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 – 15 May 2023 Page 5
Part I - Public
APPENDIX A
Civic Centre Transformation Capital Programme 2023/24. Release No1
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000’s
Approve Hold
More
Information
Required
Civic
Centre
Civic Centre
Transformati
on
Project Management
and Administration
Support for the
redevelopment of the
Civic Centre and
surrounding Land
123
Total seeking release 123
Previously released 0
Budget 12,000
Remaining budget 11,877
View Decision / Minutes Text
Executive Decision Notice – 25 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 (April 2023)
DEPARTMENT: Place
SERVICE AREA/ PROGRAMME: Civic Centre
Transformation – Project Management and Administration
Support
RELEASE NO: 1
Reference No. 795
Date of decision Thursday 25 May 2023
Call-in expiry date Friday 02 June 2023
Relevant Select
Committee
Property, Highways and Transport Select Committee
Relevant Wards Uxbridge
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 Finance and the Cabinet
Member for Property, Highways and Transport agree d to
the following capital release requests of £123k from the
Civic Centre Transformation Programme 2023/24 capital
budget for the Project Management and Administration
Support to enable delivery of the Civic Centre
Transformation programme. (Appendix A of the associated
report)
Reason for decision Following Members approval to proceed with the redevelopment
of the Civic Centre and its surrounding land, it is recommended
that a Project Lead and Administration Support is required to
enable the management and co-ordination of the cross service,
multi-workstream Civic Centre Transformation Capital Project.
Alternative options
considered and
rejected
External or agency staff but it is more beneficial to the project to
have internal staff who know our systems, teams, managers in
order to progress matters efficiently and accurately.
Classification Part I - Public
Link to associated
report
Here
Relevant Officer
contact & Directorate
Perry Scott – Place Directorate
Executive Decision Notice – 25 May 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
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 02 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.
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