Hillingdon Council Cabinet Member and Officer Decisions
Highways Structural Programme 2023-24 Allocation, Reallocation and Capital Release (Report No 3) (SU)
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Democratic Services Location: Phase II Ext: 0185 DDI: 01895 25 0185 CMD Ref: 1047 To: COUNCILLOR IAN EDWARDS LEADER OF THE COUNCIL COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE COUNCILLOR JONATHAN BIANCO CABINET MEMBER FOR PROPERTY, HIGHWAYS AND TRANSPORT c.c. Property, Highways & Tr ansport Select Committee c.c. Gurmeet Matharu – Place Directorate c.c. Ward Councillors for Hilling don East, South Ruislip, Uxbridge, West Drayton and Yeading Date: 19 February 2024 Special Urgency Non-Key Decision request Form F Permission to seek an immediate decision & waive scrutiny call-in requested HIGHWAYS STRUCTURAL PROGRAMME 2023/24 - ALLOCATION, REALLOCATION AND CAPITAL RELEASE DEPARTMENT: Place SERVICE AREA/ PROGRAMME: Highways Structural Programme 2023-24 REPORT NO: 3 Attached is a special urgency 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. Reason for special urgency The reasons for urgency are to enable essential highways improvement works to be completed before the end of the financial year 2023/24 and ensure the Council can maximise the budget it has to improve local roads. You can therefore sign this decision from today and your decision will take immediate effect, subject to call-in being waived 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. Liz Penny Democratic Services Officer Title of Report: Highways Structural Programme 2023-24 - REPORT NO: 3 Decision made: Reasons for your decision: (e.g. as stated in report) Alternatives considered and rejected: (e.g. as stated in report) Permission to seek to waive any scrutiny call-in: Yes / No (please indicate) Signed ………………………………………………………Date…………………….. Leader of the Council / Cabinet Member for Finance / Cabinet Member for Property, Highways and Transport Capital Release Report – 19 February 2024 Page 1 Part I – Public HIGHWAYS STRUCTURAL PROGRAMME 2023/24 - ALLOCATION, REALLOCATION AND CAPITAL RELEASE DEPARTMENT: Place SERVICE AREA/ PROGRAMME: Highways Structural Programme 2023-24 REPORT NO: 3 Cabinet Members Councillor Ian Edwards Councillor Jonathan Bianco Councillor Martin Goddard Cabinet Portfolios Leader of the Council Cabinet Member for Property, Highways and Transport Cabinet Member for Finance Officer Contacts Gurmeet Matharu – Place Directorate Papers with report Appendix A – Capital allocation and reallocation Appendix B – Reserve list of schemes requesting approval HEADLINES Summary To seek Cabinet Member approval for allocation, reallocation and release of capital funds for Highways Structural Works. Putting our Residents First This report supports the Council Strategy 2022-2026 objectives of: An efficient, well-run, digital-enabled Council working with partners to deliver services to improve the lives of all our residents Safe and Strong Communities. Financial Cost The report seeks the allocation , and release of £354k from the Department for Transport (DfT) capital grant and r eallocation of £170K previously released Highways Structural Works 202 3/24 capital budget for carriageway resurfacing works at various locations in the Borough. Relevant Select Committee Property, Highways and Transport Select Committee Relevant Wards Hillingdon East, South Ruislip , Uxbridge, West Drayton and Yeading RECOMMENDATIONS That the Leader of the Council, in conjunction with the Cabinet Member for Property, Highways and Transport and the Cabinet Member for Finance approve: 1. T he allocation and reallocation of £524k for resurfacing carriageways Capital Release Report – 19 February 2024 Page 2 Part I – Public 2. The capital release request of £354k and the reallocation of £170k of previously released funding from the 2023/24 Highways Structural Programme budget for the resurfacing of carriageways (Appendix A) 3. The reserve list of schemes to drawdown from should additional funding become available from underspends on completed schemes (Appendix B) Reasons for recommendations On 04 October 2023, the Government announced £8.3 billion of additional highways maintenance funding over the period 2023 to 2024 of which Hillingdon has been allocated £354k. This funding is in addition to local transport funding from the last Spending Review and in addition to what local authorities were expecting in future. Officers recommend that Cabinet Members accept and release this grant to support the Highways Structural Works 2023/24 programme. Appendix A contains a list of resurfacing schemes that are to be funded from D epartment for Transport (DfT) grant funding and reallocation of previously released funds to improve road surface condition and limit deterioration of the fabric of the Borough's highways asset, which could have resulted in serious failure of roads, footways, verges, highway drainage, and street furniture, as well as to improve the serviceabili ty of the highway network (for example, the visual appearance, ride quality, and structural integrity of the roads and pavements). Following the approval of this report , the schemes listed in Appendix A will be planned and implemented by the Council's term contractor. Should additional savings be made within the programme after the approved schemes are completed, the reserve list schemes will be prioritised for resurfacing, as detailed in Appendix B. Alternative options considered / risk management There are no alternatives due to the level of deterioration as delaying these schemes would place additional pressure on the Council’s financial resources if permanent repairs were not implemented in a timely manner. In many instances, any delay of this programme may also have safety implications with a possible consequent impact on the Public Liability Insurance budget. Democratic compliance and previous authority Cabinet Members are authorised constitutionally to release capital funds for such works. It has been advised by the s ervice area that there is an urgent need to reallocate some underspends on previously approved highways work this financial year and a dditionally make use of new Government funding. The reason for urgency is to enable essential highways improvement works to be completed before the end of the financial year 2023/24 and ensure the Council can maximise the budget it has to improve local roads. It will be for the Leader of the Council to determine whether special urgency provisions in the Constitution are authorised to enable this. Capital Release Report – 19 February 2024 Page 3 Part I – Public Select Committee comments None at this stage. However, the Committee have been undertaking an in- depth review more generally into the Council’s road and pavement resurfacing programme and will present their findings to Cabinet in due course. SUPPORTING INFORMATION All costs in Table 1 below have been calculated using the schedule of rates contained in the Council's Highways term contract. The cost of the carriageway resurfacing programme is to be funded partially from the DfT grant (£354k) and Highways Structural Works and Renewal Works of which the funds have al ready been released. The resurfacing programme of work is estimated to be a total of £524k, as detailed in Appendix A and Table 1 below. Table 1: 2023/24 Highways Carriageway Resurfacing Cost Plan Item Cost (£) Cost of Works 505,194 Less: Contractor Discounts (21,471) Sub Total 483,723 Engineers’ Fees 16,091 Contingency 24,186 Total Project Cost £524,000 Financial Implications Highways Structural Programme 2023-24 Revised Budget £7,354k; Previously Released £6,999k, Capital Release Requested £354k – Appendix A The 2023/24 revised capital programme includes a budget of £7,000k for the Highways Structural Programme, funded from Council resources. In October 2023, the Department of Transport (DfT) awarded the Council £708k highways grant for two financial years 2023/24 and 2024/25. T he first grant payment of £354k was received in February 2024. The total revised budget for 2023/24 Highways Structural Programme has increased to £7,354k. In February 2024, a recommendation is being presented to Cabinet to accept the DfT highways grant. The report requests the allocation, reallocation and capital release of £ 524k from the Highways Structural Programme budget towards carriageway resurfacing works as detailed in Appendix A. The reallocation of £170k of previously approved released funding within the Highways Structural Programme is based on underspends on competed schemes and unutilised contingency. The release of £524k for the highway works includes the term contractor’s quoted costs, internal fees and project contingency at approximately 5% each of the contractor work costs. Capital Release Report – 19 February 2024 Page 4 Part I – Public The release request is netted down to £354k by the proposed reallocation of £170k of previously approved released funding within the 2023/24 Highways budget reflecting on highways schemes that have completed. Recommendation 3 seeks approval of the reserve list of schemes to draw down against should further underspends be achieved on completed schemes as detailed in Appendix B. The approval of the allocation, reallocation capital release will enable works to be progressed. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon residents, service users and communities The carriageway resurfacing and footway improvement programme contains schemes to limit the deterioration of the fabric of the Borough’s highway s asset that can result in serious failure of roads, footways, verges, highway drainage and street furniture and improve the serviceability of the highway network for the benefit of residents and other road users. Consultation carried out or required Consultation is not required for Highway Structural works. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed this report and concurs with the financial implications above, noting that the proposed highway structural works will be funded from the approved capital budget for Highways Structural Programme 2023/24 recommended for release total £524k funded from both the DfT grant of £354k and £170k Council resources. Legal Legal Services confirms that the Council is responsible for maintaining those highways maintainable at public expense for which it is the highway authority; this is pursuant to section 41 of the Highways Act 1980. Thus, there are no legal impediments to the requested capital release being authorised, although any contract that the Council is party to (such as the term contract to be used for the highway works) must comply with the Council's Procurement and Contract Standing Orders. Infrastructure/ Asset Management Infrastructure/ Asset Management officers have authored the report. Capital Release Protocol The reallocations of all capital funds, and certain revenue funds, held by the Council is to be made by a formal democratic decision (by the Cabinet Member for Finance and other relevant Cabinet Members). 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 general release of funds for projects to be identified at a later date. No block releases of Capital Release Report – 19 February 2024 Page 5 Part I – Public capital 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 – 19 February 2024 Page 6 Part I – Public APPENDIX A Highways Structural Programme 2023-24 (Release No 3) Location (Ward) Project / Expenditure Title CW – Carriageway Information Funds Release Sought £ Approve Hold More Information Required LONG LANE (HILLINGDON EAST) CW FROM RYEFIELD AVENUE TO WINDSOR AVENUE 245,913 ROCKINGHAM ROAD (UXBRIDGE) CW FROM WATERLOO ROAD TO RIVERSIDE WAY 90,189 ST MARTINS CLOSE (WEST DRAYTON) CW ST MARTIN'S CLOSE - FROM ST MARTIN'S ROAD TO END 8,849 ST MARTINS ROAD (WEST DRAYTON) CW ST MARTIN'S ROAD - FROM MILL ROAD TO END 43,005 CHIPPENDALE WAYE (UXBRIDGE) CW CHIPPENDALE WAYE - FROM PARK ROAD RBT TO MONTAGUE ROAD 98,590 BOURNE COURT (SOUTH RUISLIP) CW FROM STATION APPROACH TO END 18,648 All Locations Carriageway & Footway Resurfacing Contractual Volume Discount (21,471) All Locations Carriageway & Footway Resurfacing Engineers Fees 16,091 Capital Release Report – 19 February 2024 Page 7 Part I – Public All Locations Carriageway & Footway Resurfacing Contingencies 24,186 Reallocation of underspends on previously released Highways funds (170,000) Total seeking release 354,000 Previously released 6,999,451 Budget 7,353,900 Remaining budget 449 Capital Release Report – 19 February 2024 Page 8 Part I – Public APPENDIX B – RESERVE LIST Location (Ward) Works Details Amount £ A4007 ST JOHNS ROAD (UXBRIDGE) CW Resurfacing FROM RIVERSIDE WAY TO ST JOHN’S CLOSE 30,614 HELMSDALE CLOSE (YEADING) CW Resurfacing FROM BERRYDALE ROAD TO END 19,194
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Executive Decision Notice - 21 February 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 HIGHWAYS STRUCTURAL PROGRAMME 2023/24 - ALLOCATION, REALLOCATION AND CAPITAL RELEASE DEPARTMENT: Place SERVICE AREA/ PROGRAMME: Highways Structural Programme 2023-24 REPORT NO: 3 Reference No. 1047 Date of decision Wednesday 21 February 2024 Call-in expiry date SPECIAL URGENCY N/A – This decision comes into immediate effect Relevant Select Committees Property, Highways & Transport Select Committee Relevant Ward Hillingdon East, South Ruislip, Uxbridge, West Drayton and Yeading Decision made Cabinet Members making the decision The Leader of the Council , in conjunction with the Cabi net Member for F inance and the Cabinet Member for Property, Highways and Transport APPROVED That the Leader of the Council, and on behalf of the Cabinet Member for Property, Highways and Transport and the Cabinet Member for Finance, approved: 1. The allocation and reallocation of £524k for resurfacing carriageways; 2. The capital release request of £354k and the reallocation of £170k of previously released funding from the 2023/24 Highways Structural Programme budget for the resurfacing of carriageways; and 3. T he reserve list of schemes to drawdown from should additional funding become available from underspends on completed schemes. Reason for decision On 04 October 2023, the Government announced £8.3 billion of additional highways maintenance funding over the period 2023 to 2024 of which Hillingdon has been allocated £354k. Executive Decision Notice - 21 February 2024 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk This funding , received only recently, is in addition to local transport funding from the last Spending Review and in addition to what local authorities were expecting in future. Officers recommend that Cabinet Members accept and release this grant to support the Highways Structural Works 2023/24 programme. Appendix A of the report contains a list of resurfacing schemes that are to be funded from Department for Transport (DfT) grant funding and reallocation of previously released funds to improve road surface condition and limit deterioration of the fabric of the Borough's highways asset, which could have resulted in serious failure of roads, footways, verges, highway drainage, and street furniture, as well as to improve the serviceability of the highway network (for example, the visual appearance, ride quality, and structural integrity of the roads and pavements). Should additional savings be made within the programme after the approved schemes are completed, the reserve list schemes will be prioritised for resurfacing, as detailed in Appendix B of the report. Alternative options considered and rejected There are no alternatives due to the level of deterioration as delaying these schemes would place additional pressure on the Council’s financial resources if permanent repairs were not implemented in a timely manner. In many instances, any delay of this programme may also have safety implications with a possible consequent impact on the Public Liability Insurance budget. Classification Part I – Public Link to associated report Report Relevant Officer contact & Directorate Gurmeet Matharu – 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? This decision was taken under special urgency procedures in the Council Constitution and deemed urgent by the Leader of the Council. Executive Decision Notice - 21 February 2024 Page 3 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk The reasons for urgency are to enable essential highways improvement works to be completed before the end of the financial year 2023/24 and ensure the Council can maximise the budget it has to improve local roads. Agreement that the matter was urgent and could not have been reasonably deferred, along with the waiver of the scrutiny call -in period, was also granted by the Chairman of the Property, Highways and Transport Select Committee. THIS DECISION THEREFORE COMES INTO IMMEDIATE EFFECT. 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 & Executive Directors, Officers 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