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The Vale of Glamorgan Council

Cabinet Meeting: 25 January, 2016

Report of the Leader

Capital Monitoring Report for the period 1st April to 30th November 2015

Purpose of the Report

  1. To advise Cabinet of the progress on the 2015/16 Capital Programme for the period 1st April 2015 to 30th November 2015 and to request changes to the capital programme.

Recommendation

  1. That Cabinet approve the following changes to the Capital Programme.
  • Penarth Library Damp Proofing - The scheme is renamed 'Penarth Library Damp Proofing and Lift Works'.
  • Llantwit Learning Community - An increase in the Llantwit Learning Community budget by £41,479 to be funded from the SEWSCAP Framework share out.
  • Overboarding Ceilings - A virement of £97k to the Sandstone Repairs budget.
  • Victoria Primary External Refurbishment Works - A virement of £50k to the Sandstone Repairs budget.
  • St Helen's Infant School Works - An increase in the 2015/16 Capital Programme of £28,531 to be funded by a contribution from the school.
  • Broad Street Crossing - A virement of £109k to the Asset Renewal Structures budget.
  • Additional Highways/Environmental Improvements - A virement of £27k to the Asset Renewal Structures budget.
  • Pedestrian Cycle Improvements at Ffordd Y Millenium - A virement of £69k to the Broad Street Crossing scheme.
  • Barry Regeneration Area Partnership - A virement of £41k to the Tackling Poverty Improve Health and Play Opportunities at George Street Play Area scheme.
  • Marketing & Disposal of Nells Point - The carry forward £33.5k into the 2016/17 Capital Programme.
  • Paget Road Open Space Play Facility - The carry forward of £149k into the 2016/17 Capital Programme.
  • Feasibility Studies in Penarth Including the Esplanade - The carry forward of £49k into the 2016/17 Capital Programme.

Reason for the Recommendation

  1. To allow schemes to proceed in the current or future financial years.

Background

  1. On 16th November 2015, Cabinet approved the Amended Capital Programme for 2015/16 (minute no C2974).

Relevant Issues and Options

  1. Appendix 1 details financial progress on the Capital Programme as at 30th November 2015.
  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 Development

  1. Penarth Library Damp Proofing - As part of the original bid it was stated that works will need to be carried out to the lift to allow the damp proofing to be undertaken. To ensure easier identification of works it is requested that this scheme is renamed 'Penarth Library Damp Proofing and Lift Works'.
  2. Llantwit Learning Community - The South East Wales Schools Capital Working Group Framework (SEWSCAP) is used to procure works for schools. The SEWSCAP1 framework expired in April this year and has been replaced by the second iteration SEWSCAP2. Fees have been collected from contractors appointed under the framework during this time in order to fund the management of the framework. Now the framework has finished, the interim accounts have been produced. All costs associated with managing SEWSCAP1 have been accounted for and the Framework Board has agreed that the surplus fees collected should be distributed back to the Local Authority users of the framework during the framework term. The basis for repayment to authorities was based upon the spend of each organisation. The Vale of Glamorgan Council has received £41,479 as their share. It is requested that the Llantwit Learning Community budget is increased by £41,479, with funding being used towards the main works carried out within the Learning Community.
  3. Overboarding Ceilings - The scheme budget totals £720k and was allocated to these urgent works from the original Victorian Schools allocation by Emergency Powers in July 2015. These works are now complete and the total required budget is £623k. It is requested that the £97k underspend is vired to the Sandstone Repairs budget. The sandstone repairs scheme also forms part of the overall urgent works to Victorian Schools.
  4. Victoria Primary External Refurbishment Works - The scheme budget totals £270k and was allocated to these urgent works from the original Victorian Schools allocation by Emergency Powers in July 2015. These works are now complete and the total required budget is £220k. It is requested that the £50k underspend is vired to the Sandstone Repairs budget. The sandstone repairs scheme also forms part of the overall urgent works to Victorian Schools.
  5. St Helen's Infant School Works - This is a new scheme which will be funded by the school. It is for works to form a new office, a new storeroom and to enlarge a classroom at St Helen's Infant School. It is requested that the 2015/16 Capital Programme is increased by £28,531.
  6. Rhws Primary Guttering - Emergency Powers have been used to increase the scheme budget by £22k due to additional costs associated with health and safety requirements. In addition, the scope of works increased to renew the guttering to the complete school in a single phase instead of the original planned two phases, thereby reducing the overall site set up costs. This has been funded from within the existing Education Capital Programme from underspends on various schemes.
  7. Llanfair Demountable - Emergency Powers have been used to increase the scheme budget by £69k due to additional works that were identified during the course of the project which resulted in increased costs e.g. demolition of redundant accommodation, works in connection with drainage and external services, hard/soft landscaping, play equipment. This has been funded from within the existing Education Capital Programme from underspends on various schemes.

Social Services

  1. Flying Start Grant - Emergency Powers have been used to approve the inclusion into the 2015/16 Capital Programme of a £9.5k grant from Welsh Government for works at the Flying Start Butterflies Playgroup. The works will consist of significant refurbishment to the toilets and food preparation areas.

Environment & Housing

  1. Penarth Pier Supports - Emergency Powers have been used to vire £25k from the Structures Asset Renewal budget which has not yet fully been committed to the Penarth Pier Supports Budget. The additional budget is required as the contractor and designer have identified additional works which will need to be undertaken to protect and maintain the longevity of the structure.
  2. Broad Street Crossing - The scheme cost is lower than expected and anticipated to cost £110k. It is requested to vire £109k of the £219k budget to the Asset Renewal Structures budget. This funding will be utilised at Leckwith Bridge to address a long standing safety issue to the general public, further feasibility studies at the bridge across B4265 at St Athan and to undertake structural assessments of existing structures in line with asset management protocols.
  3. Additional Highways/Environmental Improvements - The budget has not yet been fully committed, it is therefore requested to vire £27k to the Asset Renewal Structures budget to enable the works stated in the above paragraph to be fully carried out.
  4. Culverhouse Cross to St Athan Bus Priority Scheme - Emergency Powers have been used to approve the inclusion into the 2015/16 Capital Programme of a £506k grant from Welsh Government to deliver bus priority measures at Barry Docks Link Road roundabout and at various bus stop locations along the corridor.

Managing Director and Resources

  1. Pedestrian Cycle Improvements at Ffordd Y Millenium - It would not be feasible to carry out this scheme and comply with the time constraints set out in the S106 agreement. It is therefore requested to vire £69k to the Broad Street Crossing scheme where works will commence shortly. The total budget for Broad Street Crossing will be £219k.
  2. Barry Regeneration Area Partnership - As part of this scheme £41k has been allocated to fund the George Street Play Area resurface pedestrian links. This is a continuation of the works under the Tackling Poverty Scheme. To ensure continuity and to enable a more co-ordinated approach to delivery it is requested to vire £41k from Barry Regeneration Area Partnership scheme to the Tackling Poverty Improve Health and Play Opportunities at George Street Play Area scheme.
  3. Marketing & Disposal of Nells Point - Negotiations for this scheme are taking longer than originally anticipated and it is therefore requested to carry forward £33.5k into the 2016/17 Capital Programme.
  4. Paget Road Open Space Play Facility - Further consultation works need to be undertaken before this scheme can commence. It is requested that £149k is carried forward into the 2016/17 Capital Programme.
  5. Feasibility Studies in Penarth Including the Esplanade - This scheme is currently at the constraints collection stage, feasibility will be commissioned in 2016/17, it is therefore requested to carry forward £49k into the 2016/17 Capital Programme.
  6. Additional Schemes for Community Facilities - A Delegated Authority has been approved to allocate £21.5k of the £27k budget for boiler and electrical works to Barry Island, Cwm Talwg, St Francis and St Nicholas Community Centres.

Variance between Actual Spend to date and Profiled Spend

  1. Cabinet have previously agreed that further information would be provided where schemes have a value of over £500k and show a variance of 20% or more between actual spend and the profile. The following schemes meet this criteria as amendments to programming/sequencing of works has resulted in actual expenditure that is less than the initial spend profile : Penarth Learning Community, Llantwit Learning Community and Modular Building Resiting Ysgol Dewi Sant. The budgets for these schemes are currently being re-profiled for the remainder of the year and changes will be reported as part of the ongoing capital monitoring process. This does not adversely affect the final cost of the project

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. In future, the Cabinet and Scrutiny Work Programmes will reflect this arrangement. This report does not require Ward Member consultation.

Relevant Scrutiny Committee

  1. All.

Background Papers

None.

Contact Officer

Victoria Lloyd

Capital Accountant

Officers Consulted

All Directors

Responsible Officer:

Carys Lord

S151 Officer

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