Hillingdon Council Cabinet Member and Officer Decisions
Chrysalis Programme 2024/25 - Capital Release (Release No 2)
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Democratic Services Location: Phase II Ext: 0185 DDI: 01895 250185 CMD No: 1229 To: COUNCILLOR EDDIE LAVERY CABINET MEMBER FOR RESIDENTS’ SERVICES COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE c.c. All Members of th e Residents’ Services Select Committee c.c. Neil O’Connor – Place Directorate c.c. Karrie Whelan – Place Directorate c.c. Ward Councillors for Eastcote, Pinkwell, Ruislip, Uxbridge, West Drayton, Wood End Date: 27 September 2024 Non-Key Decision request Form D Capital Release Report (September 2024) DEPARTMENT: RESIDENTS’ SERVICES SERVICE AREA / PROGRAMME: CHRYSALIS PROGRAMME 2024/25 RELEASE NO: 2 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 Monday 7 October 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. Liz Penny Democratic Services Title of Report: CHRYSALIS PROGRAMME 2024/25 - RELEASE NO: 2 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 – 27 September 2024 Page 1 Part I – Public Capital Release Report (September 2024) DEPARTMENT: RESIDENTS’ SERVICES SERVICE AREA / PROGRAMME: CHRYSALIS PROGRAMME 2024/25 RELEASE NO: 2 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 with capital release requests for approval HEADLINES Summary To seek Cabinet Member approval for the allocation and release of capital funds for seven projects outlined within this report through the Chrysalis Programme 2024/25. 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 £373k from the Chrysalis Programme 202 4/25 budget. The works will commence upon release of the funds and are due for completion by the end of March 2025. Relevant Select Committee Residents’ Services Select Committee Relevant Ward(s) Eastcote, Pinkwell, Ruislip, Uxbridge, West Drayton, Wood End RECOMMENDATIONS That the Cabinet Member for Residents’ Services and the Cabinet Member for Finance: Capital Release Report – 27 September 2024 Page 2 Part I – Public 1. A pprove the seven new projects detailed within the body of this report as part of the asset enhancement programme for 2024/25 and the total allocation of £373k Chrysalis funding for this; 2. A gree to the capital release request of £373k from the 2024/25 Chrysalis Programme budget to fund the seven projects detailed within the body of the report (Appendix A). Reasons for recommendations 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 2024, the Cabinet Member for Resident s’ Services reviewed all applications for Chrysalis funding received from residents, community groups and Ward Councillors and informally agreed 10 new projects to greatly improve community assets and resources across the Borough. Alternative options considered The Cabinet Members could decide not to accept the recommendations and therefore either some or none of the seven new projects would be able to proc eed. Improvements which have been requested by residents and Ward Councillors cannot then be realised. If the release of capital funds is not approved, the Chrysalis 202 4/25 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. Select Committee comments None at this stage. SUPPORTING INFORMATION Bourne Farm Playing Fields Drainage system Bourne Farm is home to Sandgate Youth Football Club, a charity established in 1969. The club now have over 250 members, all aged under 18, and around 40 volunteers. The club and facilities are often used for community and sport events. The site is also open to the public and is a popular place for dog walkers and groups using the site for a recreational game of football. The site suffers Capital Release Report – 27 September 2024 Page 3 Part I – Public from poor drainage and can become very wet in areas of the field. This has resulted in games being called off and extra money spent on keeping the pitches up to a safe and usable standard. The proposal is to install a drainage system to help remove the excess of water from the pitches and create a safer playing surface that can be used more throughout the year. The cost plan has been calculated through the Council’s tender process whereby an open tender process was conducted with a total of three bids received, with the proposed contract award to Fieldform with an estimated cost of £79,996. Within the tender process, the project was deemed as Low Risk and a Failure Score of 11 or above was required. Fieldform has a Dun & Bradstreet (D&B) Failure Score of 89, which is above the required threshold Failure Score of 11, so is acceptable in accordance with the Council’s Supplier Risk Protocols Table 1: Bourne Farm Playing Fields Drainage system Item Cost (£) Drainage system 79,996 Contingency 8,000 Fees 8,000 Total £95,996 Bessingby Park Complex Bessingby Park Complex is made up of three adjoining green spaces: Bessingby Park, Pine Gardens and Cavendish Park. The parks feature numerous sports facilities including tennis courts, football pitches, bowls greens and a grass cricket square. Those with children can enjoy two playgrounds, it is popular with dog walkers and is also as popular cut-through. Refurbishing the entrances There are three main entrances, with the main entrance being framed with a set of ornate gates at the Bessingby end. The proposal is to clean up the post s, rails, and gates and to replace the worn and dated chain link fencing with hoop topped railings. This work will not only make the entrance more welcoming but also increase the lifespan of the gates and posts. The cost plan has been calculated through the contractor’s schedule of rates. Table 2: Refurbishing the entrances Item Cost (£) Bessingby Park entrance refurbishment 11,410 Pine Gardens entrance refurbishment of existing gates and fencing refurbishment 14,860 Cavendish Park entrance refurbishment 1,970 Fees 2,824 Total £31,064 Capital Release Report – 27 September 2024 Page 4 Part I – Public Path improvements The well used linear path is showing signs of wear. This will only worsen and lead to the increased risk of trips and falls. There are also speed humps on the paths and a steep slope, making it difficult for those less mobile. Unauthorised vehicles have been seen using the Whitby Road entrance, using the site as a shortcut. The proposal is to refurbish the paths, creating a smarter, safer environment for those visiting the park and improve accessibility for those less mobile, and to redesign the entrance at Whitby Road to reduce the speed of unauthorised vehicles, thus making it less appealing for them to use this route and also easier to detain them if required. The cost plan has been calculated through the contractor’s schedule of rates Table 3: Path improvements Item Cost (£) Bessingby Park path refurbishment 20,362 Pine Gardens path refurbishment 16,076 Cavendish path refurbishment 10,995 Fees 4,743 Total £52,176 Churchfield Gardens The park now known as Churchfield Gardens was transferred to the then Ruislip- Northwood Urban District Council in 1927. The land was preserved for use as a public garden open space, recreation, or pleasure ground. Today, Churchfield Gardens is a vibrant, welcoming park adjacent to Ruislip High Street. The park incorporates flower beds, tennis courts, a children’s playground and outdoor gym. It is well serviced by a footpath network which allows access for all. Entrance improvements There are two main entrances into Churchfield Gardens. The proposal is to refurbish the entrance by installing new height barriers, each one including the name of the park in a bold gold font , to clean and apply a fresh undercoat and topcoat of black paint to the main ornate gates and to refurbish the fencing, including applying a preservative to extend the lifespan of the wooden fencing. This will create a smarter and more welcoming appearance for those visiting the park. The cost plan has been calculated through the contractor’s schedule of rates Table 4: Entrance improvements Item Cost (£) Entrance improvements 22,655 Fees 2,266 Total £24,921 Capital Release Report – 27 September 2024 Page 5 Part I – Public Fassnidge Park Fassnidge Park was originally a memorial park which Kate Fassnidge created for her late husband in the gardens of their Uxbridge home. In the 1920s , she handed it over to the then Uxbridge District Council. The park incorporates a bandstand, bowls green, outdoor gym, playground, skate park, splash pad, tennis courts, ball courts and café. There is also a circular path and CCTV. Hanging basket posts and entrance refurbishment There are seven ornamental hanging basket posts situated on the green around the bandstand. They are now starting to look worn, with visible rust, dirt and faded patches of paint. Where some of them were planted near to trees, the trees have grown, and the branches are shading out the hanging baskets. The proposal is to sand down and repaint the hanging posts, as well as relocate the ones beginning to be shaded out by the trees. This will not only improve the aesthetics but will also ensure the longevity of the hanging basket posts. Leading into Fassnidge Park is a set of ornate metal gates. The proposal is to have the gates taken away to be sandblasted and have a fresh undercoat and topcoat of black paint applied. This will create a smarter and more welcoming appearance for those visiting the park and extend the longevity of the gates. The cost plan has been calculated through the contractor’s schedule of rates Table 5: Hanging basket posts and entrance gate refurbishment Item Cost (£) Refurbishment of seven hanging basket posts & entrance gate improvements 10,839 Fees 1084 Total 11,923 The Closes The Closes was transferred to what is now London Borough of Hillingdon (LBH) ownership in 1924 and 1926 and the land was preserved for use as a public open space, or recreation ground. The site incorporates a car park, children's playground, tennis court, outdoor gym, and a recreational field. There are three main entrances into The Closes, two pedestrian and one vehicular. Entrance improvements The proposal is to refurbish the entrances, creating a positive and lasting first impression of a welcoming and pleasant environment. Works will include new fencing within the car park to improve safety and to smarten up the area, and to repaint the posts and barriers and to install new signage which display the parks name in a bold gold font. The cost plan has been calculated through the contractor’s schedule of rates Capital Release Report – 27 September 2024 Page 6 Part I – Public Table 6: Entrance improvements Item Cost (£) Entrances refurbishment 68,000 Fees 6,800 Total £74,800 Bulb planting at Barra Hall Park, Bessingby Park Complex, Churchfield Gardens, Fassnidge Park and The Closes Bulbs require minimal maintenance yet greatly improve the aesthetics of any park or garden and will continue to flower for many years. The proposal is to plant swathes of bulbs throughout the five parks that we are investing in. The five parks are Barra Hall, Bessingby, Churchfield Gardens, Fassnidge and The Closes. Not only will this raise levels of pride and wellbeing amongst those visiting the parks, but it will also increase biodiversity and improve the aesthetics of the open spaces for years to come. The cost plan has been obtained through competitive quotes Table 7: Bulb planting at Barra Hall Park, Bessingby Park Complex, Churchfield Gardens, Fassnidge Park and The Closes Item Cost (£) Bulb Planting 75,000 Fees 7,500 Total £82,500 Financial Implications Chrysalis Budget £2,228k, Previously Released £1,009, Capital Release Requested £ 373k – Appendix A The 202 4/25 capital programme, approved by Cabinet and Council in February 2024 , has a budget of £1,500k for the Chrysalis Programme, funded from Council resources . In June 2024, Cabinet approved the re-phasing of £728k released unspent funds from 2023/24 into 2024/25 for schemes completing this financial year, leaving a revised Chrysalis budget for 2024/25 of £2,228k. The report requests that £373k is allocated and released from the 2024/25 Chrysalis Programme budget for the seven projects detailed in the body of the report. The cost plans for the projects have been calculated from the Council term contractor schedule of rates within the highways and fencing / gating term contracts as well as from quotes received. Where necessary the cost plans include internal fees and contingencies. The remaining £846k of the Chrysalis Programme 2024/25 budget is subject to the allocation and capital release process. Capital Release Report – 27 September 2024 Page 7 Part I – Public 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 themselves. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance have reviewed this report and concur with the Financial Implications set out above, noting that the proposed schemes will be funded from the 2024/25 Chrysalis Programme budget, financed by Council resources. Legal Legal Services confirm that the Council is responsible for this function pursuant to various statutory provisions: Section 19 of the Local Government (Miscellaneous Provisions) Act 1976 in respect of the drainage system at Bourne Farm Section 164 of the Public Health Act 1875, and sections 10 and 12 of the Open Spaces Act 1906 in respect of refurbishing and improving the entrances at Bessingby Park Complex, Churchfield Gardens , Fassnidge Park and The Closes , path improvements at Bessingby Park Complex, refurbishing the hanging basket pots at Fassnidge Park, and bulb planting at Barra Hall Park, Bessingby Park Complex, Churchfield Gardens, Fassnidge Park and The Closes Section 17 of the Crime and Disorder Act 1998 in respect of path improvements at Bessingby Park Complex in light of the current unauthorised vehicle use Section 40 of the Natural Environment and Rural Communities Act 2006 in respect of bulb planting at Barra Hall Park, Bessingby Park Complex, Churchfield Gardens, Fassnidge Park and The Closes Capital Release Report – 27 September 2024 Page 8 Part I – Public Thus, there are no legal impediments to following the recommendations set out in this report, although any contract that is entered into must also comply with the Council’s Procurement Standing Orders. 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 – 27 September 2024 Page 9 Part I – Public CAPITAL RELEASE REQUEST Chrysalis Programme 2024/25 - Release No 2 Location Project / Expenditure Title Information Funds Release Sought £000s Approve Hold More Information Required Bourne Farm Playing Fields Pinkwell Ward Drainage system installation To install a drainage system to assist Sandgate Youth Football Club 96 Bessingby Park Complex Eastcote Ward Refurbishing the entrances To improve the main entrances leading into the open space 31 Bessingby Park Complex Eastcote Ward Path improvements To improve accessibility around the path network 52 Churchfield Gardens Ruislip Ward Entrance improvements To improve the main entrances leading into the open space 25 Fassnidge Park Uxbridge Ward Hanging basket posts and entrance gate refurbishment To refurbish the existing infrastructure to improve their aesthetics and longevity 12 The Closes West Drayton Ward Entrance improvements To improve the main entrances leading into the open space 74 Barra Hall Bessingby Park complex Churchfield Gardens Fassnidge Park Bulb planting Planting bulbs within the five open spaces as mentioned, to improve biodiversity and improve the aesthetics 83 Capital Release Report – 27 September 2024 Page 10 Part I – Public The Closes throughout the late winter/ early spring Total seeking release 373 Previously released 1,009 Budget 2,228 Remaining budget 846
View Decision / Minutes Text
Executive Decision Notice – 10 October 2024
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 (September 2024)
DEPARTMENT: RESIDENTS’ SERVICES
SERVICE AREA / PROGRAMME: CHRYSALIS
PROGRAMME 2024/25
RELEASE NO: 2
Reference No. 1229
Date of decision Thursday 10 October 2024
Call-in expiry date Thursday 17 October 2024
Relevant Select
Committee
Residents’ Services Select Committee.
Relevant Wards Eastcote, Pinkwell, Ruislip, Uxbridge, West Drayton, Wood End
Decision made
Cabinet Members
making the decision
Councillor Martin Goddard – Cabinet Member for Finance
Councillor Eddie Lavery – Cabinet Member for Re sidents’
Services
Decision Approved
That the Cabinet Member for Residents’ Services and the
Cabinet Member for Finance:
1. A pproved the seven new projects detailed within the
body of the report as part of the asset enhancement
programme for 202 4/25 and the total allocation of
£373k Chrysalis funding for this;
2. A greed to the capital release request of £373k from the
2024/25 Chrysalis Programme budget to fund the
seven projects detailed within the body of the report.
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
Executive Decision Notice – 10 October 2024
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
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 2024, the Cabinet Member for Resident s’ Services
reviewed all applications for Chrysalis funding received from
residents, community groups and Ward Councillors and
informally agreed 10 new projects to greatly improve community
assets and resources across the Borough.
Alternative options
considered and
rejected
The Cabinet Members cou ld have decided not to accept the
recommendations and therefore either some or none of the
seven new projects would be able to proc eed. Improvements
which have been requested by residents and Ward Councillors
cannot then be realised.
If the release of capital funds is not approved, the Chrysalis
2024/25 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
Here
Relevant Officer
contact & Directorate
Neil O’Connor – 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 Thursday 17 October 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.
Executive Decision Notice – 10 October 2024
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
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.
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