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Agenda Item No

 

The Vale of Glamorgan Council

 

Cabinet Meeting: 23rd July, 2012

 

Report of the Cabinet Member for Leisure, Parks, Culture and Sports Development

 

Alexandra Gardens Community Centre

 

Purpose of the Report

1.             To update Cabinet on the replacement of the Alexandra Gardens Community Centre.

2.             To seek approval for an exception to Contract Standing Order 9.2 so as to permit acceptance of a tender in excess of £300,000 under delegated authority.

Recommendation

1.             That Cabinet note the contents of the report.

2.             That the Director of Finance, ICT and Property, in consultation with the Leader and Cabinet Member for Corporate Resources and the Director of Development Services, be granted delegated authority to accept the successful tender provided total project costs can be contained within the approved budget.

Reason for the Recommendation

1.             To advise on the significant progress being made with the planned replacement of the Alexandra Gardens Community Centre.

2.             To put in place a process that will facilitate tender acceptance during the summer recess and help ensure that the centre becomes operational at the earliest opportunity.

Background

3.             Cabinet Minute C1474 (19th October, 2011) stated: 

(1)          That the existing Alexandra Gardens Community Centre be demolished as                soon as possible.

(2)          That the estimated cost of £50,000 for the demolition be included in the                         current capital programme, funded from the miscellaneous buildings fund.

(3)          That the Director of Development Services works in partnership to secure                     funding for a potential rebuild of Alexandra Gardens Community Centre.  

4.             The building was subsequently demolished and funding was sought for a replacement building.

Relevant Issues and Options

5.             A project planned to replace the community centre was subsequently established by the Council's Property Section with an estimated cost of £400,150.  Consultation also took place with the existing management committee to approve the design.

6.             A sum of £300,000 was allocated from the Council's capital programme for 2012/13 and a grant of £100,150 was subsequently obtained from the Barry Regeneration Fund.

7.             Planning permission for the new building was approved on 6th March 2012 (reference 2012/00160/PND).

8.             The project is presently out to tender with a submission deadline of 25th July 2012. The current draft planned programme indicates execution of a formal contract in early August with completion of site works due in November 2012.

9.             Contract Standing Order 9.1 grants Chief Officers delegated authority to accept tenders up to a maximum value of £300,000 with Contract Standing Order 9.2 stipulating that the decision regarding acceptance of tenders in excess of this amount lies with Cabinet. It is anticipated that the lowest compliant tender for this project will exceed £300,000.

10.        Due to the summer recess, the next Cabinet meeting to which a report seeking tender acceptance in compliance with Contract Standing Order 9.2 could be submitted is that of 3rd September 2012. This would result in a delay of approximately 5 weeks to the draft programme referred to in item 8 above and mean it unlikely that the facility would be available to host events over the Christmas and New Year period.  

11.        To permit the centre to become operational at the earliest opportunity, approval is sought for the Director of Finance, ICT and Property, in consultation with the Leader and Cabinet Member for Corporate Resources and the Director of Development Services, to be granted delegated authority to accept the successful tender provided total project costs can be contained within the approved budget.   

Resource Implications (Financial and Employment and Climate Change, if appropriate)

12.        As detailed in the report funding for the replacement building has now been secured at a cost of £400,150.00.  (Based on Property Section QS estimate dated 3td August, 2011.)

Legal Implications (to Include Human Rights Implications)

13.        The previous community centre on the site was subject to a registered lease under which the Council had responsibility to maintain and repair the premises.  The new building will be subject to the same registered lease. 

Crime and Disorder Implications

14.        Community centres can play a role in reducing crime and disorder.

Equal Opportunities Implications (to include Welsh Language issues)

15.        There are no equal opportunities implications relating to this report.

Corporate/Service Objectives

16.        The Council is committed to providing quality community facilities wherever possible.

Policy Framework and Budget

17.        This is a matter for executive decision by Cabinet.

Consultation (including Ward Member Consultation)

18.        Ward Member to be consulted.

Relevant Scrutiny Committee

19.        Economy and Environment.

Background Papers

Tender documents for new Alexandra Gardens Community Centre.

 

Contact Officer

Dave Knevett, Operational Manager Leisure and Tourism

 

Officers Consulted

Operational Manager Property

Legal Services Committee Reports

Finance, ICT and Property

Community Development Officer

 

Responsible Officer:

Mr. Rob Thomas, Director of Development Services.