Hillingdon Council Cabinet Member and Officer Decisions
Highways Structural Programme 2024/25 (Release No 3)
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Democratic Services
Location: Phase II
Ext: 7655
DDI: 01895 277655
CMD No: 1269
To: COUNCILLOR STEVE TUCKWELL
CABINET MEMBER FOR PLANNING, HOUSING &
GROWTH
COUNCILLOR MARTIN GODDARD
CABINET MEMBER FOR FINANCE &
TRANSFORMATION
c.c. All Members of the Corporate Resources and
Infrastructure Select Committee
c.c. Gurmeet Matharu, Place Directorate
c.c. Karrie Whelan, Corporate Director of Place
Date: 5 December 2024
Non-Key Decision request Form D
CAPITAL RELEASE REPORT (December 2024)
DEPARTMENT: Place
SERVICE AREA/ PROGRAMME: Highways Structural Programme 2024/25
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 Monday 16 December 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.
Anisha Teji
Democratic Services
Title of Report: Highways Structural Programme 2024/25 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 Planning, Housing and Growth/Cabinet Member for Finance and
Transformation
Capital Release Report – 6 December 2024 Page 1
Part I – Public
CAPITAL RELEASE REPORT (December 2024)
DEPARTMENT: Place
SERVICE AREA/ PROGRAMME: Highways Structural Programme 2024/25
RELEASE NO: 3
Cabinet Member(s) Councillor Steve Tuckwell
Councillor Martin Goddard
Cabinet Portfolio(s) Cabinet Member for Planning, Housing & Growth
Cabinet Member for Finance & Transformation
Officer Contact(s) Gurmeet Matharu, Place Directorate
Papers with report Appendix A – Release of HS2
HEADLINES
Summary
This report seeks Cabinet Member approval for the capital release
of £517k from the 2024/25 Highways Structural Programme.
Putting our
Residents First
This report supports the following Council objectives of:
Our People; Our Built Environment; and Strong Financial
Management.
Financial Cost The report seeks the release of £517k from the Highways Structural
Programme for the resurfacing of part of Harvil Road carriageway.
Relevant Select
Committee
Corporate Resources and Infrastructure Select Committee
Relevant Ward(s) Ickenham and South Harefield
RECOMMENDATION
That the Cabinet Member for Planning, Housing & Growth and the Cabinet Member for
Finance & Transformation agree to the capital release of £517,335 for resurfacing a section
of Harvil Road, Ickenham and South Harefield from the 2024/25 Highways Structural
Programme budget.
Reasons for recommendation
The report seeks the release of funds received from HS2 to resurface part of Harvil Road
carriageway, as detailed in Appendix A.
Officers conducted a detailed study on the condition and deterioration of the HS2 traffic
movements along Harvil Road. This study formed the basis for a bid to HS2, seeking a substantive
contribution towards the reconstruction of the carriageway. The aim was to safeguard the integrity
of the Borough's highways infrastructure, which could have otherwise been subject to significant
Capital Release Report – 6 December 2024 Page 2
Part I – Public
deterioration, including potential failures in the road surface, verges, highway drainage, and
related features. The project is designed to improve the serviceability of the highway network,
including enhancing the visual appearance, rideability, and structural integrity of the roads and
pavements.
Following a series of meetings with HS2, an agreement was reached for HS2 to contribute
£517,335 towards the estimated total cost of £990,667. The balance will be met by the project
contingency within the current 2024/25 Highways Structural Programme.
The proposal has been approved by the Cabinet Member for Planning, Housing & Growth. It will
be scheduled for implementation by the Council’s term contractor. This approach ensures that
the road improvement works can proceed as promptly as possible, subject to the necessary traffic
orders and permits for working on the highway.
Alternative options considered/ risk management
There are no viable alternatives due to the extent of deterioration as delaying the scheme may
result in the closure of Harvil Road and the return funding received from HS2. This would place
additional pressure on the Council's financial resources particularly if permanent repairs are not
carried out in a timely manner.
In many cases, any delay in this programme could also raise safety concerns, potentially leading
to an impact on the Public Liability Insurance budget.
Select Committee comments
None at this stage. However, the Committee has undertaken an in-depth review more generally
into the Council’s road resurfacing programme.
SUPPORTING INFORMATION
The costs in Table 1 have been calculated using the schedule of rates outlined in the Council's
Highways term contract.
The cost of this scheme will be funded from the HS2 funding of £517,335 as detailed in Table 1
below.
Capital Release Report – 6 December 2024 Page 3
Part I – Public
Table 1: Harvil Road Renewal Works Cost Plan
Item Cost (£)
Cost of Works 497,629
Less: Contractor Discounts (39,810)
Sub Total (£) 457,819
Engineers’ Fees (8%) 36,625
Contingency (5%) 22,891
Total Project Cost (£) 517,335
Financial Implications
Highways Structural Programme 2024/25 Revised Budget £10,090k; Previously Released
£9,573k; Capital Release Requested £517k – Appendix A
The 2024/25 capital programme, approved by Cabinet and Council in February 2024, included a
budget of £9 ,000k for the Highways Structural Works Programme, funded from Council
resources. In June 2024, Cabinet approved the rephasing of £219k of unspent released budget
from 2023/24 in to 2024/25 towards schemes completing this financial year. Furthermore, the
Department of Transport (DfT) awarded a grant of £354k for principal roads, which was received
in June 2024. F inally, in July 2024, HS2 agreed to contribute £517k for Harvil Road works as
compensation for damage to the carriageway , which has increased the budget giving a total
revised Highways Structural Works Programme budget for 2024/25 of £10,090k.
The report seeks the capital release of £517k from the Highways Structural Works Programme
Budget, as detailed in Appendix A, for resurfacing carriageway works at Harvil Road.
The release of £517k includes the term contractor’s quoted costs, internal fees based on 8% and
project and contingency at 5% on the contractor works cost after contractor discounts. These
contractual discounts consist of the Timely Release Discount (or Forward Planning Discount) of
3.75% for works being made available to the contractor prior to August. This enables the supplier
to build a greater amount of certainty into their internal programming. There is also the Volume
Discount of 4.25% for consolidating work requirements rather than issuing multiple small task
orders, applying when a task order of greater than £500k is placed (see Appendix for details).
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon Hillingdon residents, service users and communities
The carriageway resurfacing improvement programme for part of Harvil Road will 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
N/A
Capital Release Report – 6 December 2024 Page 4
Part I – Public
CORPORATE CONSIDERATIONS
Corporate Finance
Corporate Finance has reviewed this report and concurs with the budgetary position set out
above, noting that the £517k proposed highway structural works for Harvil Road will be funded
from the approved Capital Budget for Highways Structural Works and is fully funded by the HS2
contribution.
Works recommended for release total £51 7k, including externally contracted works costs (after
contractor discounts), internal project management fees, and project contingency.
Legal
Legal Services confirm that the Council, as a highway authority, is responsible for carrying out
this function pursuant to section 41 of the Highways Act 1980.
Thus, there are no legal impediments to the Council authorising the capital release recommended
in this report, although any contract that is entered into by the Council, such as the term contract
under which the resurfacing works on Harvil Road are to be carried out, must comply with the
Council's Procurement Standing Orders, which were last updated effective 11 July 2024.
Infrastructure/ Asset Management
Infrastructure/ Asset Management officers authored the 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 (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 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 – 6 December 2024 Page 5
Part I – Public
APPENDIX A - RELEASE REQUEST FOR APPROVAL
Highways Structural Works Programme 2024/25 (Release No 3)
Location
(Ward)
Project /
Expenditure
Title
CW –
Carriageway
Information
Funds
Release
Sought
£
Approve Hold
More
Information
Required
Harvil Road
(ICKENHAM
AND SOUTH
HAREFIELD)
CW
Resurfacing works
from HS2 site part
way towards
Swakeleys Road
497,629
Timely Release
Discount (18,661)
Contractual
Volume Discount (21,149)
Engineers Fees 36,625
Contingencies 22,891
Total seeking release 517,335
Previously released 9,573,000
Budget 10,090,335
Remaining budget 0
View Decision / Minutes Text
Executive Decision Notice – 24 January 2025
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 2024/25
RELEASE NO: 3
Reference No. 1269
Date of decision Friday 24 January 2025
Call-in expiry date Friday 31 January 2025
Relevant Select
Committee
Corporate Resources & Infrastructure Select Committee
Relevant Wards Ickenham and South Harefield
Decision made
Cabinet Members
making the decision
Councillor Steve Tuckwell – Cabinet Member for Planning,
Housing & Growth
Councillor Martin Goddard - Cabinet Member for Finance and
Transformation
Decision Approved
That the Cabinet Member for Planning, Housing & Growth
and the Cabinet Member for Finance & Transformation
agreed to the capital release of £ 517,335 for resurfacing a
section of Harvil Road, Ickenham and South Harefield from
the 2024/25 Highways Structural Programme budget.
Reason for decision The report sought funds from HS2 to resurface Harvil Road. A study
on HS2 traffic deterioration led to a bid, resulting in HS2 contributing
£517,335. The remaining cost would be covered by the 2024/25
Highways Structural Programme. Approved by the Cabinet Member,
the project aimed to improve road integrity and appearance
Alternative options
considered and
rejected
Delaying the scheme due to severe deterioration could close
Harvil Road and return HS2 funds, straining the Council's
finances. Timely repairs are crucial to avoid safety concerns and
potential impacts on the Public Liability Insurance budget.
Classification Part 1- Public
Link t o associated
report
Here
Relevant Officer
contact & Directorate
Gurmeet Matharu – Place Directorate
Executive Decision Notice – 24 January 2025
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
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 Friday 31 January 2025
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.
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