Hillingdon Council Cabinet Member and Officer Decisions
Capital Release Parking Improvements 2023/24 –Structural works, refurbishment and disabled access improvements at Blyth Road Car Park – Release No 3
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Democratic Services
Location: Phase II
Ext: 0833
DDI: 01895 25 0833
CMD No:1000
To: COUNCILLOR JONATHAN BIANCO
CABINET MEMBER FOR PROPERTY, HIGHWAYS
AND TRANSPORT
COUNCILLOR MARTIN GODDARD
CABINET MEMBER FOR FINANCE
c.c. All Members of th e Property, Highways and
Transport Services Select Committee
c.c. Carmel Hynes – Place Directorate
c.c. Perry Scott – Corporate Director of Place
c.c. Ward Councillors for Hayes Town
Date: 22 December 2023
Non-Key Decision request Form D
CAPITAL RELEASE REPORT (December 2023)
DEPARTMENT: Place Directorate
SERVICE AREA / PROGRAMME: Parking Improvements – Blyth Road Car
Park Refurbishments
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 Thursday 4 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.
Rebecca Reid
Democratic Services Apprentice
Title of Report: CAPITAL RELEASE REPORT (December 2023)
DEPARTMENT: Place Directorate
SERVICE AREA / PROGRAMME: Parking Improvements – Blyth Road Car Park Refurbishments
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 Property, Highways and Transport / Cabinet Member for Finance
Capital Release Report 22 December 2023 Page 1
Part 1 – Public
CAPITAL RELEASE REPORT (December 2023)
DEPARTMENT: Place Directorate
SERVICE AREA / PROGRAMME: Parking Improvements – Blyth Road Car Park
Refurbishments
RELEASE NO: 3
Cabinet Members Councillor Jonathan Bianco
Councillor Martin Goddard
Cabinet Portfolios Cabinet Member for Property, Highways and Transport
Cabinet Member for Finance
Officer Contact Carmel Hynes – Place Directorate
Papers with report Appendix A - Capital release requests for approval
HEADLINES
Summary
To seek Cabinet Member approval for the release of capital funds
from the Parking Improvements Capital Budget 2023/24 to
undertake improvement and refurbishment works to meet current
Standards & Regulations at Blyth Road Car Park, Hayes, UB3 1RX
Putting our Residents
First
Delivering on the
Council Strategy
2022-2026
This report supports our ambition for residents / the Council of:
Be / feel safe from harm
This report supports our commitments to residents of:
Safe and Strong Communities
Financial Cost This report seeks the release of £ 162k from the 2023/24 Parking
Improvements Capital Budget to fund re furbishment works,
pedestrian access and shutter replacement costs at Blyth Road Car
Park, Hayes, UB3 1RX. The works will commence upon release of
the funds and are due for completion by March 2024.
Relevant Select
Committee
Property, Highways and Transport Select Committee
Relevant Ward(s) Hayes Town
Capital Release Report 22 December 2023 Page 2
Part 1 – Public
RECOMMENDATION
That the Cabinet Member for Property, Highways & Transport and Cabinet Member for
Finance agree to the capital release request of £162 k from the 2023/24 Parking
Improvements Capital Budget to progress the necessary refurbishment works, including
structural, safety & access improvements at Blyth Road Car Park, Hayes, UB3 1RX
(Appendix A).
Reasons for recommendation
Following a condition review of Blyth Road Car Park, it was identified that improvement works
were required to ensure compliance with the current Regulations and Safety Standards and Lease
requirements.
The car park needs to be compliant with current standards to enable safe operational use . The
scope of works includes concrete repairs to soffits, unblocking of drains, replacement of shutter
door, pedestrian access, line marking, treatment of floors and decoration of walls and ceilings.
Alternative options considered
Not progressing is not an option as this would be in breach of the Council’s repair responsibilities
under the lease.
Works are required to make the public car park safe and secure to use.
Select Committee comments
None at this stage.
SUPPORTING INFORMATION
Current condition of Blyth Road Car Park
The car park does not meet current safety standards and regulations.
Access from the car park is difficult for users and does not comply with Part M of Schedule 1 to
the Building Regulations 2010. The existing p edestrian access cannot be accessed easily by
users with disabilities or wheelchair users as there is a high step.
The existing shutter does not comply with current r oller shutter legislation or safety standards.
There is a requirement to ensure effective measures are in place to detect any means of failure
in the suspension of vertically moving doors, avoiding crush or entrapment.
The floors were observed to be greasy and wet upon visit. It was noted that the existing drains
are blocked. It is a health and safety requirement to ensure that slip resistance is suitable.
The existing finishes, w alls, ceiling and soffits require concrete repairs and decorations. The
flooring requires some joint replacement and deep cleaning.
Capital Release Report 22 December 2023 Page 3
Part 1 – Public
Council officers propose the following works:
A) R oller shutter to meet current standards.
B) Providing accessible routes to the car park, including the moving of street lighting columns
and highways work.
C) Repairs & finishing to ceilings, floors and walls. This includes concrete repairs.
D) Deep cleaning of floors, re-marking of car park bays and providing slip-resistant treatment
to the floors.
E) Anti-pigeon treatment to overhead pipes.
F) Drain clearance.
No works to services have been considered. Parking Services have confirmed that this is being
progressed separately.
Capital Release is sought to progress the appointment of existing C ouncil suppliers for the
following works:
• Line marking £15k
• Floor repairs & treatments £15k
• Fencing £8k
• Pedestrian access & signage £12k.
Officers are currently procuring the following work packages:
• Roller shutter door £14k (estimated)
• Concrete repairs £12k (estimated)
• Finishing works £50k (estimated)
All the remaining work packages are expected to be under £10k.
Upon funds be ing made available, EAFs will be progressed for a pprovals for the individual
packages of works.
Programme
Upon release of funds, officers will progress EAFs for the appointment of contractors for concrete
works, fencing works, treatment of floors, line marking and finishing works as these works are not
reliant on landlord or planning approvals.
The car park will be required to be closed for the duration of the works. It is anticipated that this
will be a six-week period.
Capital Release Report 22 December 2023 Page 4
Part 1 – Public
The Council’s architect is liaising with Planning regarding the improvement works required to the
existing access used by pedestrians. It is intended to improve this by line marking and changing
current arrangements for traffic flow by installing a yield line for vehicular traffic. The ground floor
car park is not owned by the Council and alterations to the existing structure are not feasible.
If a planning permission application is required for pedestrian access, it is expected to be made
in December 2023.
The Property & Estates team is currently progressing landlord’s consent and licence for some of
the works as required under the terms of the lease.
Costs
The estimated costs can be found in the following table:
Item Estimated Costs
(£)
Capital Release
Previously
Released (£)
Capital Release
Requested (£)
Construction Costs 150,400 0 150,400
External Costs 10,453 10,453 0
Surveys & investigations 2,250 2,250 0
Statutory Approvals and Legal
Fees 2,003 2,003 0
Capital Programme fees 12,032 8,294 3,738
Contingency 7,520 0 7,520
Total £184,658 £23,000 £161,658
Financial Implications
Parking Improvements Budget 2023/24 £491k; Previously Released £151k; Capital Release
Requested £162k - Appendix A
The 2023/24 capital programme approved by Cabinet and Council in February 2023 included a
budget of £155k for Parking Improvements, funded from Council resources. In June 2023,
Cabinet approved the re- phasing of £336k budget from 2022/23 into 2023/24 , including £40k
released funds towards a scheme completing this year, leaving a revised Parking Improvement
budget of £491k for 2023/24.
This report requests that £162k is released from the 2023/24 Parking Improvements budget for
Blyth Road car park refurbishment work s. The release request includes some quotations from
the Council’s Highways term contract and the fencing & gating term contract, and the remainder
is based on estimates, where quotations will be sought at a later date. The cost plan for the project
includes main works, capital programme team fees and contingency at 5% of the works cost.
Once quotations are sought , the contractors will be appointed subject to informal Member
approval via expenditure approval forms following the release of funds.
Capital Release Report 22 December 2023 Page 5
Part 1 – Public
The remaining £178 k of the Parking Improvements 2023/24 budget is subject to the capital
release process.
Based on current run rates, the closure of Blyth Road car park during the anticipated six -week
period whilst works are progressed would result in the loss of c.£7k of pay and display income.
However, Parking Services will redirect motorists to alternative Council car parks in the area, such
that mitigation of the income loss is expected. Any net impact will be assessed and managed
within the Parking Services revenue monitoring position.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon residents, service users and communities
Improvements to the public car park will ensure it meets the current standards for use by residents
and those requiring access to services in Hayes Town.
Consultation carried out or required
Initial communications have taken place with the l andlord regarding the works. Further
consultations will take place as the design is progressed.
CORPORATE CONSIDERATIONS
Corporate Finance
Corporate Finance concurs with the above financial implications, noting that the proposed works
will be funded from the £491k Parking Improvements capital budget, financed by Council
resources.
Legal
Legal Services confirm that the Council is responsible for carrying out this function pursuant to
sections 32 (power to acquire and maintain land for parking) and 34 (power to provide access to
parking premises from a highway) of the Road Traffic Regulation Act 1982 and section 2 of the
Occupiers’ Liability 1957.
Pursuant to regulation 4 of the Building Regulations, the work at the car park, as new building
work within the meaning of regulation 3, must comply with the relevant Part(s) contained within
Schedule 1 of the 2010 Regulations. In particular, Part M, which is referred to in this report,
provides that reasonable provision to gain access to the building will need to be ensured by the
new building work.
There are no legal impediments to the Council authorising the capital release, although any
contract that is entered into must comply with the Council's Procurement and Contract Standing
Orders.
Capital Release Report 22 December 2023 Page 6
Part 1 – Public
Infrastructure / Asset Management
The above proposal does not impede, and is in line with, future plans and strategies from an
Estates / Asset Management direction. Consent for any works requiring freeholder’s consent will
be sought, arranged and approved via Surveyors in the Estates team before any works
commence.
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.
APPENDIX A – CAPITAL RELEASE REQUEST FOR APPROVAL
Parking Improvements 2023/24 Budget – Blyth Road Car Park Refurbishment Works
(Release No 3)
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000s
Approve Hold
More
Information
Required
Blyth
Road Car
Park,
Hayes
Refurbishment
Works Construction 162
Total seeking release 162
Previously released 151
Budget 491
Remaining budget 178
View Decision / Minutes Text
Executive Decision Notice – 15 January 2024 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 (December 2023)
DEPARTMENT: Place Directorate
SERVICE AREA / PROGRAMME: Parking Improvements –
Blyth Road Car Park Refurbishments
RELEASE NO: 3
Reference No. 1000
Date of decision Monday 15 January 2024
Call-in expiry date Monday 22 January 2024
Relevant Select
Committee
Property, Highways and Transport Select Committee
Relevant Wards Hayes Town
Decision made
Cabinet Members
making the decision
Councillor Jonathan Bianco - Cabinet Member for Property,
Highways and Transport
Councillor Martin Goddard – Cabinet Member for Finance
Decision Approved
That the Cabinet Member for Property, Highways &
Transport and the Cabinet Member for Finance agree d to
the capital release request of £ 162k from the 2023/24
Parking Improvements Capital Budget to progress the
necessary refurbishment works, including structural,
safety & a ccess improvements at Blyth Road Car Park,
Hayes, UB3 1RX (see Appendix A to the report).
Reason for decision Following a condition review of Blyth Road Car Park, it was
identified that improvement works were required to ensure
compliance with the current Regulations and Safety Standards
and Lease requirements.
The car park needs to be compliant with current standards to
enable safe operational use. The scope of works includes
concrete repairs to soffits, unblocking of drains, replacement of
shutter door, pedestrian access, line marking, treatment of floors
and decoration of walls and ceilings.
Alternative options
considered and
rejected
Not progressing with the works is not an option as this would be
in breach of the Council’s repair responsibilities under the lease.
Works are required to make the public car park safe and secure
to use.
Classification Part I – Public
Executive Decision Notice – 15 January 2024 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
Link to associated
report
Report
Relevant Officer
contact & Directorate
Carmel Hynes – Place 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?
Officers can implement Cabinet Member decision in this notice
only from the expiry of the scrutiny call-in period which is:
5pm on Monday 22 January 2024
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
Executive Decision Notice – 15 January 2024 Page 3
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
UB8 1UW