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Agenda Item No 8

The Vale of Glamorgan Council

 

Corporate Performance and Resources Scrutiny Committee : 18th October 2016

 

Report of the Managing Director

 

Capital Monitoring Report for the period 1st April to 31st  August 2016

 

Purpose of the Report

  1. To advise Scrutiny Committee of the progress on the 2016/17 Capital Programme for the period 1st April to 31st August 2016 and to provide an update on the Victorian Schools scheme.

Recommendations

It is recommended :-

  1. That Committee note the requirement to carry forward the following budgets into 2017/18:-
  • Colcot School - Carry forward budget of £125k.
  • ICT Infrastructure - Carry forward budget of £400k.
  • Fferm Goch - Carry forward budget of £47k.
  • Five Mile Lane - Carry forward budget of £5.397m.
  1. That Committee note the following changes to the 2016/17 Capital Programme:-
  • Digital Highway in Sheltered Accommodation - Include a new scheme for £31k, funded £25k from Welsh Government grant and £6k from revenue contributions to capital.
  • Safe Routes to Communities - Increase the budget by £74k funded from s106 monies.
  • Penlan Cycle/Footway - Increase the budget by £4k funded from s106 monies.
  • Alps Depot - Include a new scheme for £35k funded from the Visible Services Reserve.
  • Romilly Mess Room - Include a new scheme for £75k funded from the Visible Services Reserve.
  • Wordsworth Park - Include a new scheme for £75k funded from s106 monies.
  • Play Area Upgrade - Increase the budget by £200k funded from Visible Services reserves.
  • Play Area Upgrade - Increase the scheme at Cwrt Y Vil by £18k funded from S106 monies.
  • Barry Regeneration Partnership - Vire £54k to the Castleland Renewal Area budget for Gladstone Gardens.
  • Tackling Poverty - Vire £70k to the Barry Regeneration Partnership for Harbour Road Car Park Cycleway scheme
  1. That Members note the progress on the Victorian Schools scheme.

Reasons for the Recommendations

  1. To allow schemes to be undertaken in future years.
  2. To allow schemes to proceed in the current financial year.
  3. To provide members will information on the Victorian Schools scheme as requested.

Background

  1. Council on the 2nd March 2016 minute no 884 approved the Capital Programme for 2016/17 onwards.

Relevant Issues and Options

  1. Appendix 1 details financial progress on the Capital Programme as at 31st August 2016.
  2. For all schemes where it is evident that the full year's budget will not be spent during the year, the relevant officers are required to provide an explanation for the shortfall and this shall be taken to the earliest available Cabinet.
  3. Appendix 2 provides non-financial information on capital construction schemes with a budget of over £100k. Where a budget shown in Appendix 1 is more than £100k but is made up of several schemes that individually are less than £100k, the scheme is not included in Appendix 2.

Learning and Skills

  1. Colcot Primary - Alternations to the heating system, improvements to the external fencing and demolition of a demountable were carried out during the summer holidays, with some further internal improvements to be undertaken prior to year end. However, another part of the scheme which was to create a new car park was not able to be undertaken during the summer holidays and will now have to be carried out in the summer of 2017. It has therefore been requested that £125k is carried forward into 2017/18.

Social Services

  1. ICT Infrastructure - This funding is to implement an all Wales scheme which is to enable the interfacing of a range of different systems across local authorities and NHS organisations. The system has been procured and is in the process of being rolled out across Wales. The system will be implemented in the Vale of Glamorgan during 2017/18 and therefore it has been requested that the £400k budget is carried forward to 2017/18.

Environment & Housing

  1. Digital Highway in Sheltered Accommodation - A grant application has been made to Welsh Government to allow the installation of broadband into three sheltered accommodation schemes namely Crawshay Court, Youldon House and Longmeadow Court. In addition, computers workstations will be installed. It has been requested that £31k is included in the capital programme, with £25k being funded by grant and the £6k matchfunding being made via a revenue contribution to capital from the housing budget.
  2. Safe Routes to Communities - It has been requested that the Port Road Cycle Way budget is increased by £44k and a new scheme is included under this heading at the value of £30k for cycle counters. Both will be funded from s106 monies.
  3. Penlan Cycle/Footway - It has been requested that this scheme is increased by £4k, funded from s106 monies.
  4. Office Alterations - As part of the closure of the 2015/16 accounts, funding was set aside for office alterations. It has therefore been requested that £35k is included in the capital programme for works to the Alps and Court Road Depots and £75k for works to Romilly Park Mess Room.
  5. Fferm Goch - Initial works have been undertaken on this scheme e.g. site visit and topographical survey, however, this scheme has now been prioritised for project implementation to be undertaken in 2017/18. It has therefore been requested that £47k is carried forward into 2017/18.
  6. Wordsworth Park - It has been requested that a new capital scheme is included in the programme for an upgrade of Wordsworth Park utilising s106 funding of £75k.
  7. Play Area Upgrade - As part of the closure of the 2015/16 accounts, funding was set aside for upgrading play areas. It has been requested that £200k is included in the capital programme for the following schemes :-

- Penarth Cliff Top                                 - £100k

 - Peterswell Road Barry                - £75k

- Cwrt Y Vil, Penarth                                - £25k

  1. Play Area Upgrade - In addition to the above, it has been requested that £18k is included in the programme for upgrading/replacing play equipment and surfacing at Cwrt Y Vil Playing Fields utilising s106 funding of £18k.

Managing Director and Resource

  1. Barry Regeneration Partnership - There is a budget of £54k included in the Barry Regeneration Programme for works to be undertaken at Gladstone Gardens. In addition, there is also a budget for works to the garden of £303k held under the Castleland Renewal Area budget. The work is being procured as one scheme and therefore it has been requested that the budgets are merged and that £54k is vired from the Barry Regeneration budget to the Castleland Renewal Area budget.
  2. Tackling Poverty - Late additional grant funding was received from Welsh Government in the previous year and was used to fund the Barry Parks Enhancement Programme. These schemes were to be funded from Council sources and therefore budget is now available to be used for other purposes. It has therefore been requested that £70k is vired to the Barry Regeneration scheme to be utilised for the Harbour Road Car Park Cycleway scheme.
  3. Five Mile Lane - This is a £25.8m scheme which will be undertaken over several years. The original programme had anticipated that land purchases would be undertaken this year. However there have been delays in bringing forward the Compulsory Purchase Orders and therefore it is unlikely that land will be purchased this financial year. It has therefore been requested that £5.397m is carried forward into 2017/18.

Victorian Schools - Update

  1. The Corporate Performance and Resources Committee on 20th September 2016 requested an update on the progress of the Victorian Schools capital scheme.
  2. Cabinet approved funding of £3.2M between 2015/16 and 2017/18 to support works to 22 Victorian Schools to address the health and safety issues with lath and plaster ceilings and deterioration of external masonry.
  3. Following the collapse of ceilings to a number of schools, Property Section undertook a full inspection of all schools suspected to have lath and plaster ceilings. This inspection confirmed that a significant number of original lath and plaster ceilings were cracked and could collapse. Suspended ceilings are installed in the majority of schools which prevents continuous monitoring of the lath and plaster ceilings above and increased the risk of unexpected collapse.
  4. Following a tender process, a programme of emergency over-boarding of lath and plaster ceilings commenced in April 2014 and was completed in September 2015. The works involved removing all furniture from the room then dismantling the existing suspended ceilings, lighting and fire detection installation. Plasterboard or insulation board was securely fixed to the timber joists to hold the lath and plaster ceiling in place. Finally the suspended ceiling, lighting and fire detectors were replaced. This was carried out during holiday periods or term time if there was sufficient space within the school to decant children to alternative rooms while the works were being carried out.
  5. An assessment was made of all lath and plaster ceilings to prioritise the schools to be over-boarded. During the over-boarding process, following a risk assessment, a small number of rooms were not over-boarded due to operational needs of the school or the difficulty in gaining access in the timescale available. These outstanding low risk rooms are to be completed when the higher priority external repairs have been completed.
  6. A specialist stonework consultant has completed a full inspection of all 22 schools to provide a detailed schedule of stonework repairs along with budget estimates for the required works. During this inspection all loose stonework was removed from the buildings.
  7. The surveys highlighted urgent repairs to six schools including to a chimney, a gable wall and high level coping stones. These emergency repairs have all been completed.
  8. When the stonework inspections were carried out, it was noted that high level elements of the school buildings such as flat roofs, guttering, rainwater downpipes, lead work, timber fascia's and soffits were also in poor condition. It is proposed to address significant areas of disrepair while the access scaffolding is in place to complete the stonework repairs.
  9. External consultants are being appointed to project manage this scheme with the aim of appointing contractors in March 2017 for works to start during Easter 2017. The project will be split between a number of contractors to ensure that the high priority repairs are completed as early as possible and all works are completed by March 2018.
  10. Specialist stonework consultants have completed a detailed photographic inspection of the external stonework of the schools from high level access hoists. These surveys have identified the emergency repairs detailed above and will be used to prioritise external repairs to Victorian Schools.

Resource Implications (Financial and Employment)

  1. There are no direct financial implications of this report.

Sustainability and Climate Change Implications

  1. There are no sustainability and climate change implications.

Legal Implications (to Include Human Rights Implications)

  1. There are no legal implications.

Crime and Disorder Implications

  1. There are no crime and disorder implications.

Equal Opportunities Implications (to include Welsh Language issues)

  1. There are no equal opportunity implications.

Corporate/Service Objectives

  1. Effective monitoring assists in the provision of accurate and timely information to officers and Members and in particular allows services to better manage their resources.

Policy Framework and Budget

  1. This is a matter for executive decision.

Consultation (including Ward Member Consultation)

  1. Each Scrutiny Committee will receive a monitoring report on their respective areas, which will consider the relevant information relating to the respective Scrutiny Committee. This report does not require Ward Member consultation.

Relevant Scrutiny Committee

  1. All.

Background Papers

None.

Contact Officer

Julie Perrott

Capital Accountant

Officers Consulted

All Directors.

Responsible Officer:

Rob Thomas

Managing Director

 

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