Hillingdon Council Cabinet Member and Officer Decisions
Chrysalis Programme 2023/24 (Release No 3)
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Democratic Services Location: Phase II Ext: 0420 DDI: 01895 250420 CMD No: 855 To: COUNCILLOR EDDIE LAVERY CABINET MEMBER FOR RESIDENTS’ SERVICES COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE c.c. Resident Services’ Select Committee c.c. Neil O’Connor – Place Directorate c.c. Perry Scott – Corporate Director of Central Services c.c. Ward Councillors for Charville and Yiewsley Date: 17 July 2023 Non-Key Decision request Form D Capital Release Report (July 2023) DEPARTMENT: RESIDENT SERVICES SERVICE AREA / PROGRAMME: CHRYSALIS PROGRAMME 2023/24 RELEASE NO: 3 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 Tuesday 25 July 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. Rebecca Reid Democratic Services Apprentice Title of Report: Capital Release Report (July 2023) DEPARTMENT: RESIDENT SERVICES SERVICE AREA / PROGRAMME: CHRYSALIS PROGRAMME 2023/24 RELEASE NO: 3 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 for Finance Capital Release Report – 17 July 2023 Part I – Public Page 1 Capital Release Report (July 2023) DEPARTMENT: RESIDENT SERVICES SERVICE AREA / PROGRAMME: CHRYSALIS PROGRAMME 2023/24 RELEASE NO: 3 Cabinet Members Councillor Eddie Lavery Councillor Martin Goddard Cabinet Portfolios Cabinet Member for Residents’ Services Cabinet Member for Finance Officer Contact Neil O’Connor - Place Directorate Papers with report Appendix A - Capital release requests for approval HEADLINES Summary To seek Cabinet Member approval for the allocation and release of capital funds toward s two 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 £70K 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) Charville, Yiewsley Capital Release Report – 17 July 2023 Part I – Public Page 2 RECOMMENDATIONS 1) That the Cabinet Member for Resident Services approves the allocation of £70k Chrysalis funding for the two new projects as detailed within the body of this report, as part of the asset enhancement programme for 2023/24. 2) That the Cabinet Member for Resident Services and the Cabinet Member for Finance agree to the capital release request of £70k from the 2023/24 Chrysalis Programme budget to fund the two new projects as detailed within the body of the report (Appendix A). Reasons for recommendation 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 14 new projects to greatly improve community assets and resources across the Borough. Repairs to the roof at Charville Community Centre were nominated by the club president in October 2022 on behalf of the Community Centre, the concern being that, unless the deterioration of the roof is addressed, the future of the community centre could be compromised. Accepting the recommendation will enable works to commence on repairing the roof of the Charville Lane Community Centre, where the cost breakdown has been sourced by the Capital Projects team. The refurbishment of the outdoor gym on the west side of Stockley Country Park , replacing the dated and damaged equipment with a new, robust design, was nominated by a local resident on behalf of other residents. Accepting the recommendation will enable refurbishing the outdoor gym with the chosen contractor selected via the Council’s tender process. Alternative options considered The Cabinet Members could decide not to accept the recommendations and either one or both projects requested by residents would not be able proceed. 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. Capital Release Report – 17 July 2023 Part I – Public Page 3 Select Committee comments None at this stage. SUPPORTING INFORMATION Charville Lane Community Centre Roof Works Charville Lane Community C entre was established in the early 1980s and , over the years, has created a thriving hub. U ser groups include Parents & Toddlers groups, Senior Citizens clubs , exercise classes and sports events. The community centre can also be hired out for parties and gatherings. Over the years, the roof has deteriorated, meaning that water is now leaking into the building, a concern during wet weather. The proposal is to carry out roof works to stop the leaking and to allow the community centre to continue to operate as normal. The cost plan has been provided by the Council’s Capital Projects team and includes fees and charges. Table 1: Charville Lane Community Centre Roof Works. Item Cost (£) Roof Works 14,000 Chrysalis Team Capitalisation 1,400 Fees – preliminary surveys and asbestos removal 3,600 Capital Projects Fees 1,400 Contingency 1,400 Total 21,800 Stockley Country Park Outdoor Gym Refurbishment Situated in Yiewsley and on the west side of Stockley Country Park, next to Stockley golf course, is a playing field with a car park, children’s playground, and outdoor gym. The outdoor gym was installed in 2016 and, although well used , has suffered from vandalism over the years. The equipment is also dated. The proposal is to refurbish the outdoor gym with equipment that is more robust but still able to provide opportunities for those looking to keep fit and those who enjoying using this facility. As the value is below the £100k threshold, in accordance with Council’s Standing Orders, acceptance of the tendered works will be sought via an Expenditure Approval Form. Capital Release Report – 17 July 2023 Part I – Public Page 4 Table 2: Stockley Country Park Outdoor Gym Refurbishment Item Cost (£) Outdoor Gym Refurbishment 40,000 Chrysalis Team Capitalisation 4,000 Contingency 4,000 Total 48,000 Financial Implications (Budget £1,370k, Previously Released £759k, Capital Release Requested £70k) – 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. In June 2023, Cabinet approved the re-phasing of £170k released unspent funds from 2022/23 into 2023/24 for schemes completing this year, leaving a revised Chrysalis budget for 2023/24 of £1,370k. The report requests that £70k is allocated and released from the 2023/24 Chrysalis Programme budget for a further two projects as detailed in the body of the report. The cost plans have been calculated from the Council’s Capital Projects team , as well as the Council’s Tender process and includes internal fees and contingencies at 10% each. The remaining £541k 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 detailed within this report will ensure continued access to sporting facilities as well as social opportunities for residents to enjoy and gain mental and physical health benefits. Consultation carried out or required All proposals have been submitted by residents and community groups themselves. Capital Release Report – 17 July 2023 Part I – Public Page 5 CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed the report and concurs with the financial implication set out above, noting that that the recommended action to agree a release of £70k for Charville Lane Community Centre Roof Works and Stockley Country Park Outdoor Gym Refurbishment will be funded from the approved 2023/24 Chrysalis Programme capital budget. Legal Legal Services confirm that the Council is responsible for carrying out this function pursuant to section 19 of the Local Government (Miscellaneous Provisions) Act 1976. Thus, Legal Services confirm that 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 To the best of our knowledge, there are no infrastructure/asset management implications arising from the proposed project in 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 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. TITLE OF APPENDICES Appendix A - Capital release requests for approval Capital Release Report – 17 July 2023 Part I – Public Page 6 APPENDIX A - Capital release requests for approval Chrysalis Programme 2023/24 - Release No 3 Location Project / Expenditure Title Information Funds Release Sought £000s Approve Hold More Information Required Charville Community Centre Charville Ward Charville Community Centre roof works To carry out works to the roof of the community centre to stop it from leaking 22 Stockley Country Park Yiewsley Ward Outdoor gym refurbishment To refurbish he outdoor gym, replacing the existing worn and damaged items with new ones. 48 Total seeking release 70 Previously released 759 Budget 1,370 Remaining budget 541
View Decision / Minutes Text
Executive Decision Notice – 25 July 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 (July 2023)
DEPARTMENT: RESIDENT SERVICES
SERVICE AREA / PROGRAMME: CHRYSALIS PROGRAMME
2023/24
RELEASE NO: 3
Reference No. 855
Date of decision Tuesday 25 July 2023
Call-in expiry date Tuesday 1 August 2023
Relevant Select
Committee
Residents’ Services Select Committee
Relevant Wards Charville, Yiewsley
Decision made
Cabinet Members
making the decision
Councillor Eddie Lavery – Cabinet Member for Residents’ Services
Councillor Martin Goddard – Cabinet Member for Finance
Decision Approved
1) That the Cabinet Member for Resident Services approved
the allocation of £70k Chrysalis funding for the two new projects
as detailed within the body of this report, as part of the asset
enhancement programme for 2023/24.
2) That the Cabinet Member for Resident Services and the
Cabinet Member for Finance agr eed to the capital release
request of £70k from the 2023/24 Chrysalis Programme budget
to fund the two new projects as detailed within the body of the
report (Appendix A).
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 demonstrating how all residents
can play an active part in decisions, making them proud to live in
Hillingdon.
Executive Decision Notice – 25 July 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
In January 2023, the Cabinet Member for Residents’ Services
reviewed all applications for Chrysalis funding received from
residents, community groups and Wa rd Councillors and informally
agreed 14 new projects to greatly improve community assets and
resources across the Borough.
Repairs to the roof at Charville Community Centre were nominated by
the club president in October 2022 on behalf of the Community
Centre, the concern being that, unless the deterioration of the roof is
addressed, the future of the community centre could be compromised.
Accepting the recommendation will enable works to commence on
repairing the roof of the Charville Lane Community Centre, where the
cost breakdown has been sourced by the Capital Projects team.
The refurbishment of the outdoor gym on the west side of
Stockley Country Park, replacing the dated and damaged
equipment with a new, robust design, was nominated by a local
resident on behalf of other residents. Accepting the
recommendation will enable refurbishing the outdoor gym with
the chosen contractor selected via the Council’s tender
process.
Alternative options
considered and
rejected
The Cabinet Members could decide not to accept the
recommendations and either one or both projects requested by
residents would not be able proceed.
If the release of capital funds is not approved, the Chrysalis 2023/24
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.
Classification Part I – Public
Link to associated
report
Report Link
Relevant Officer
contact & Directorate
Neil O’Connor - Place Directorate
Any interest declared
by the Cabinet
Member(s) /
dispensation granted
N/A
Executive Decision Notice – 25 July 2023 Page 3
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
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 Tuesday 01 August 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
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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.
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