Hillingdon Council Cabinet Member and Officer Decisions
Capital Release for Design Services and Surveys (Phase 1) for the Flood Risk Mitigation Measures at Pinn Meadows (Brook Drive), Ruislip (Release No 1)
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Democratic Services
Location: Phase II
Ext: 0636
DDI: 01895 250636
CMD No: 1005
To: COUNCILLOR MARTIN GODDARD
CABINET MEMBER FOR FINANCE
COUNCILLOR EDDIE LAVERY
CABINET MEMBER FOR RESIDENTS’ SERVICES
c.c. All Members of th e Residents’ Services Select
Committee
c.c. Michael Naughton – Place
c.c. Perry Scott – Corporate Director of Place
c.c. Ward Councillors for Ruislip
Date: 22 December 2023
Non-Key Decision request Form D
Capital Release for Design Services and Surveys (Phase 1) for the Flood Risk
Mitigation Measures at Pinn Meadows (Brook Drive), Ruislip (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 04 January 2024 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.
Amy Helps
Senior Technical Support Officer
Title of Report: Capital Release for Design Services and Surveys (Phase 1) for the Flood
Risk Mitigation Measures at Pinn Meadows (Brook Drive), Ruislip (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
Capital Release Report – 22 December 2023 Page 1
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CAPITAL RELEASE REPORT (December 2023)
DEPARTMENT: Place
SERVICE AREA / PROGRAMME: Flood Mitigation at Pinn Meadows (Brook Drive), Ruislip
RELEASE NO: 1
Cabinet Members Councillor Martin Goddard
Councillor Eddie Lavery
Cabinet Portfolios Cabinet Member for Finance
Cabinet Member for Residents’ Services
Officer Contact Michael Naughton – Place
Papers with report Appendix A with capital release requests for approval
HEADLINES
Summary
To seek Cabinet Member approval for the release of capital funds
for the flood risk (phase 1) m itigation measures at Pinn Meadows
(Brook Drive), Ruislip.
Putting our
Residents First
This report supports our ambitions for residents / the Council of:
Be / feel safe from harm and
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 £ 76k for the Phase 1 Flood Risk
Mitigation Measures at Pinn Meadows (Brook Drive), Ruislip. The
works will commence upon release of the funds and are due for
completion October 2024.
Relevant Select
Committee
Residents’ Services
Relevant Ward(s) Ruislip
RECOMMENDATIONS
That the Cabinet Member for Finance and the Cabinet Member for Residents' Services
agree:
1. t o a new flood risk mitigation measures project at Pinn Meadows (Brook Drive);
Capital Release Report – 22 December 2023 Page 2
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2. the reallocation of £68k Flood Alleviation - Bessingby Park Budget towards Pinn
Meadow Flood Mitigation scheme; and
3. the capital release request for £8k and reallocation of £68k of previously released
funding from the Flood Alleviation - Bessingby Park 2023/24 budget to fund the
Phase 1 Flood Risk Mitigation Measures at Pinn Meadows, Brook Drive (Appendix
A)
Reasons for recommendations
Flooding within this area has become too common and , without inter vention, residents will
continue to experience flooding in their homes and park . Resolving this issue will ensure
residents can continue to live and use the park safely.
Alternative options considered
Not to progress with the works will lead to a recurrence of the issue of flooding, which occurs
every year, resulting in ongoing residents’ claims against the Council.
Select Committee comments
None at this stage.
SUPPORTING INFORMATION
Background
The River Pinn flows through Pinn Meadows, Ruislip.
The river has experienced significant flooding issues over the past years, which have been
attributed to erosion and sedimentation issues within the channel. The worst flooding has been
experienced around Brook Drive and between St Martin’s Approach and King’s College Road.
Flooding along the River Pinn has been an ongoing issue that has progressively worsened over
recent years. Officers have put in measures to reduce the flooding in this area; however, Pinn
Meadows is still experiencing localised flooding.
Flooding can be allowed to cover the sports pitches without excavation or remoulding of the
landscape. The flooding ideally needs to be contained within the boundary of Pinn Meadows that
starts at St Martin ’s Approach and ends at K ing’s College Road. This will form Phase One of
several phases, dependant on funding sources and statutory responsibilities.
Capturing rainwater coming from the Thames Water system before it reaches the river would be
appropriate as this has worked well in similar situations. It is thought the flooding is partly driven
by springs that appear in the park and, in some cases, under homes and gardens but will require
Ground Monitoring information and flood design modelling to confirm this. It is envisaged that the
temporary rainwater attenuation will hold back a substantial volume protecting Ruislip from
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flooding. The current schemes cannot work in a real peak flow situation of torrential rainfall in a
very short period, with the most recent significant breach occurring on 20th October 2023. The
previous Employers Agent Metis Consultants are working as the Council ’s Flood Officers and a
direct conflict of interest would exist if they were employed to design the scheme and they have
demonstrated they do not have the in-house resources for the services required. A new consultant
is to be procured to provide a simple and affordable design.
Flooding Area
The exact area of works will be determined once the design is complete.
Phase 1 Proposal
Phase One design works are to be completed winter 2023/24, in advance of the Phase Two long-
term solution construction works.
Costs
Amount requested up to and including design stage:
Item Nr. Item Description Budget (£) Release Request (£)
1 Enabling Works 150,000
Capital Release Report – 22 December 2023 Page 4
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2 External Fees 20,000 20,000
3 Internal Capital Programme
Fees
10,000 10,000
4 Surveys and Investigations 35,000 35,000
5 Potential Asbestos and Site
Contamination
6,000 6,000
6 Project Contingency 15,000 5,000
Total £236,000 £76,000
Financial Implications
Flood Alleviation - Bessingby Park 2023/24 Revised Budget £130k, Previously Released
£104k, Capital Release Requested £8k – Appendix A
The 2023/24 capital programme, approved by Cabinet and Council in February 2023, included a
budget of £105k for the Flood Alleviation - Bessingby Park budget, funded from Council
resources. In June 2023, Cabinet approved the re-phasing of £87k unspent funds from 2022/23
into 2023/24 for schemes completing this year. In December 2023, Cabinet approved the
rephasing of the General Fund capital budgets into next year for works continuing into next year
and this included £62k for Flood Alleviation - Bessingby Park budget; following these approvals
the revised 2023/24 2022/23 Flood Alleviation - Bessingby Park budget as at month 9 is £130k.
The report requests the reallocation and capital release of £76k from the Flood Alleviation -
Bessingby Park budget towards the Pinn Meadows Flood Mitigation scheme. The reallocation of
£68k of previously released funding within Flood Alleviation - Bessingby Park budget is based on
underspend on the Elephant Park Flood Alleviation project. The underspend has been achieved
because of value engineering in the scope of works and some risk items such as asbestos and
ground conditions that were not needed, which was allowed for in the budget.
The cost plan for the project is based on quotations and includes external fees, surveys &
investigation fees, internal capital programme team fees and contingency at 7% and 10%
respectively.
The remaining £18k of the Flood Alleviation - Bessingby Park budget is subject to the capital
release process.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon residents, service users and communities
Without the issue of flooding being properly addressed, residents will continue to experience
flooding and park and Lido users will not be able to access and use park facilities.
Consultation carried out or required
Capital Release Report – 22 December 2023 Page 5
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None at this time.
CORPORATE CONSIDERATIONS
Corporate Finance
Corporate Finance concurs with the financial implications above, noting that the proposed works
will be funded from the 2023- 24 Flood Alleviation – Bessingby Park budget within the General
Fund approved capital programme , and noting that the initial design and surveys at Pinn
Meadows will be funded from Council resources.
Legal
Legal Services confirm that the Council is responsible for carrying out this function pursuant to
section 9 of the Flood and Water Management Act 2010, which requires the Council to develop,
maintain, apply and monitor a strategy for local flood risk management in its area. The Council’s
current strategy, which the Council is responsible for applying, is entitled ‘Local Authority’s Flood
Risk Management Strategy 2015’. Thus, there are no legal impediments to following the
recommendations in this report, namely approving a new flood risk mitigation project at Pinn
Meadows, reallocating budget towards the Pinn Meadow f lood mitigation scheme, and making
the capital release requested for the flood mitigation project. Although, any contract that is entered
into must comply with the Council's Procurement and Contract Standing Orders.
Infrastructure / Asset Management
This report was authored by the Capital Programme Works Service.
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 t o 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 – 22 December 2023 Page 6
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APPENDIX A
2023/24 - Flood Mitigation Works at Pinn Meadows (Brook Drive) Ruislip (CR
1)
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000s
Approve Hold
More
Information
Required
Ruislip
Flood
Mitigation
Works
Pinn Meadows 76
Reallocation of
previously
released funds
(68)
Total seeking release 8
Previously released 104
Budget 130
Remaining budget 18