Top

Top

Agenda Item No 6

The Vale of Glamorgan Council

 

Scrutiny Committee (Corporate Resources): 15th  March 2016

 

Report of the Managing Director

 

Capital Monitoring Report for the Period 1st April 2015 to 31st  January 2016

 

Purpose of the Report

  1. To advise Scrutiny Committee of the progress on the 2015/16 Capital Programme for the period 1st April 2015 to 31st January 2016.

Recommendations

  1. That this Committee notes the following changes to the 2015/16 and 2016/17 Capital Programme.
  • Llantwit Learning Community - The carry forward of £560k into the 2016/17 Capital Programme.
  • Penarth Learning Community - The carry forward of £100k into the 2016/17 Capital Programme.
  • Modular Building Resiting Ysgol Dewi Sant - The carry forward of 157k into the 2016/17 Capital Programme.
  • Sandstone Repairs - The carry forward of £110k into the 2016/17 Capital Programme.
  • Barry Comprehensive School Internal and External Refurbishment Works - The carry forward of £95k into the 2016/17 Capital Programme.
  • St Brides Expansion - The carry forward of £32k into the 2016/17 Capital Programme.
  • Penarth Library Damp Proofing and Lift Works - The carry forward of £6k into the 2016/17 Capital Programme.
  • Cartref Porthceri Electrical Upgrade - The carry forward of £36k into the 2016/17 Capital Programme.
  • Southway Electrical Upgrade - The carry forward of £44k into the 2016/17 Capital Programme.
  • Cartref Porthceri Subsidence - The carry forward of £15k into the 2016/17 Capital Programme.
  • Rhoose Road Health and Safety Works - The carry forward of £24k into the 2016/17 Capital Programme.
  • Social Services Lift Refurbishments - The carry forward of £19.5k into the 2016/17 Capital Programme.
  • Dinas Powys to Cardiff Corridor Bus Priority Measures - Increase the 2015/16 Capital Programme by £15k to be funded by a contribution from the Road Safety Revenue budget.
  • Coldbrook Flood Management - The carry forward of £149k into the 2016/17 Capital Programme.
  • Broad Street Crossing - To vire and carry forward £41k into the 2016/17 Capital Programme to the Asset Renewal Highway Structures Budget.
  • Additional Highways/Environmental Improvements - To vire and carry forward £32k into the 2016/17 Capital Programme to the Asset Renewal Highway Structures Budget.
  • Asset Renewal - The carry forward of £90k into the 2016/17 Capital Programme.
  • Parks and Grounds Maintenance Asset Renewal - The carry forward of £12k into the 2016/17 Capital Programme.
  • Vehicles Renewal Fund - The carry forward of £1,200k into the 2016/17 Capital Programme.
  • Housing Improvement Programme - The carry forward of £1m for Common Parts and £200k for WHQS Environmental Improvements into the 2016/17 Capital Programme.
  • Barry Regeneration Partnership Project Fund - The carry forward of £57k into the 2016/17 Capital Programme.
  • Barry Regeneration Partnership Project Fund/Tackling Poverty - The carry forward £50k from the Barry Regeneration Partnership Project Fund into the 2016/17 Capital Programme and vire to the Tackling Poverty Scheme. The carry forward of £49k from the Tackling Poverty Scheme into the 2016/17 Capital Programme. In 2016/17 vire £60k from the Barry Regeneration Partnership Project Fund to the Tackling Poverty scheme. It is also requested to carry forward £72k from the 2015/16 Barry Regeneration Partnership Project Fund into the 2016/17 Capital Programme.
  • Five Mile Lane Road Improvements - The carry forward of £400k into the 2016/17 Capital Programme.
  • Marketing & Disposal of Nell's Point - The carry forward of £16k in to the 2016/17 Capital Programme.
  • Footpath Improvements Cowbridge - The carry forward of £64k into the 2016/17 Capital Programme.
  • Penarth Cycle Parking Project - The carry forward of £25k into the 2016/17 Capital Programme.
  • Pedestrian Crossing across Thompson Street/Holton Road - The carry forward of £24k into the 2016/17 Capital Programme.
  • Maximising the employment potential of the Glamorgan Heritage Coast - Increase this scheme budget by £21k, of which £6k is to be funded by a grant from The Big Lottery and £15k is to be vired from the Regeneration Fund scheme.
  • Castleland Renewal Area/Penarth Renewal Area - Request to vire £85k of this budget to Penarth Renewal Area in 2015/16 and also carry forward the balance of £125k into the 2016/17 Capital Programme.
  • DDA adaptations to Council Buildings - The carry forward of £99k into the 2016/17 Capital Programme.
  • Marketing & Disposal of Part of Cowbridge Livestock Market - The carry forward of £50k into the 2016/17 Capital Programme.
  • Demolition of Block at Court Road Depot - The carry forward of £48k into the 2016/17 Capital Programme.
  • Unix Infrastructure Refresh - The carry forward of £200k into the 2016/17 Capital Programme.

Reasons for the Recommendations

  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 31st January 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 Development

  1. Ysgol Bro Morgannwg Kitchen Roof Renewal - A Delegated Authority Request has been used to bring forward £80k from the 2016/17 Education Asset Renewal budget into the 2015/16 Capital Programme to give a total budget of £330k in the 2015/16 Capital Programme. The reason for bringing forward the funding is that weather permitting the scheme is anticipated to be completed this financial year.
  2. Llantwit Learning Community - Works on site are currently underway however it is anticipated that this scheme will underspend in 2015/16 by £560k. The reason for the underspend is due to a slightly delayed start on site, adverse weather conditions during the ground works and the re-programming of the refurbishment works to existing accommodation so that they are undertaken during the summer holidays. This will afford more time and avoid potential for disruption of school activities. It is requested to carry forward £560k into the 2016/17 Capital Programme.
  3. Penarth Learning Community - It is requested to carry forward £100k into the 2016/17 Capital Programme due to outstanding works and fees which will be carried out next financial year and the release of retention monies which is not due for payment until 2016/17.
  4. Colcot Primary Unit Roof and Internal Refurbishment - Following discussions with the school it was agreed that works would include internal refurbishment of the unit in addition to the renewal of the roof, an additional £60k was required to carry out these works. Emergency Powers have been used to increase this scheme budget by £60k to be funded by a revenue contribution from the school. The scheme name has been changed to ' Colcot Primary Unit Roof and Internal Refurbishment'.
  5. Modular Building Resiting Ysgol Dewi Sant - The installation of the demountables at Fairfield and Llangan are complete however the remaining car park works at Fairfield are planned to be undertaken in the school summer holidays in order to minimise disruption to the school. It is therefore requested to carry forward £157k into the 2016/17 Capital Programme.
  6. Sandstone Repairs - Further investigation works are still on-going to identify the full scope of the required repairs to stone works and external elevations. It is therefore requested to carry forward £110k into the 2016/17 Capital Programme in order for the works to continue next financial year.
  7. Barry Comprehensive School Internal and External Refurbishment Works - The tender process for this scheme had been delayed in order to achieve better design information, this has resulted in slippage to the programme of works. It is therefore requested to carry forward £95k into the 2016/17 Capital Programme.
  8. St Brides Expansion - The planning application for this scheme has been submitted and approved. No expenditure is anticipated this financial year due to the need to complete the statutory process to establish the new nursery. It is therefore requested to carry forward £32k into the 2016/17 Capital Programme.
  9. Penarth Library Damp Proofing and Lift Works - The order has been placed for the lift refurbishment works, however, Listed Building Consent is required before the damp proofing works can be carried out. Total expenditure this year is anticipated to be £22k and it is therefore requested to carry forward £6k into the 2016/17 Capital Programme.

Social Services

  1. Cartref Porthceri Electrical Upgrade - A virement request was made as part of the last monitoring report. This has now been approved and orders will be placed by the end of February with works commencing in March. The work will extend into April as the property will still be occupied while works are being carried out, it is therefore requested to carry forward £36k into the 2016/17 Capital Programme.
  2. Southway Electrical Upgrade - A virement request was made as part of the last monitoring report. This has now been approved and orders will be placed by the end of February with works commencing in March. The work will extend into April as the property will still be occupied while works are being carried out, it is therefore requested to carry forward £44k into the 2016/17 Capital Programme.
  3. Cartref Porthceri Subsidence - This scheme has been delayed due to a number of Property staffing resource issues which are currently being addressed. This scheme has now been programmed to take place in the new financial year. It is requested to carry forward £15k into the 2016/17 Capital Programme.
  4. Rhoose Road Health and Safety Works - This scheme has been delayed due to a number of Property staffing resource issues which are currently being addressed. This scheme has now been programmed to take place in the new financial year. It is requested to carry forward £24k into the 2016/17 Capital Programme.
  5. Social Services Lift Refurbishments - Orders have been placed for Ty Dyfan and Cartref Porthceri and works are anticipated to be complete by the end of the financial year. Works to the lift at Southway have been delayed due to issues regarding the fire proofing of the lift shaft which will need to be investigated before the scheme can commence. It is therefore requested to carry forward £19.5k into the 2016/17 Capital Programme.

Environment & Housing

  1. Weycock Cross to Barry Comprehensive Road Resurfacing - The budget for this scheme is £40k, however it is no longer feasible for these works to be carried out this financial year due to concerns that the weather conditions are not suitable for the surface treatment works that have been programmed to take place. Emergency Powers have therefore been used to vire the £40k budget to the Sully Road Resurfacing scheme as urgent resurfacing works are necessary between Redland Road and St Cyres Comprehensive School.
  2. 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 £572,517 increase in grant from Welsh Government to deliver bus priority measures including a bus lane and active travel infrastructure.
  3. Dinas Powys to Cardiff Corridor Bus Priority Measures - This scheme was funded by Welsh Government grant in 2014/15 however £15k of works is due to be paid in 2015/16. Discussions are being held with Welsh Government to obtain further grant funding, however if this is unsuccessful, a £15k contribution will be made to capital from the Road Safety Revenue budget. It is requested to increase the Capital Programme by £15k.
  4. Coldbrook Flood Management - Works have required reprogramming following delays obtaining various consents and licences, it is therefore requested to carry forward £149k into the 2016/17 Capital Programme.
  5. Broad Street Crossing - The scale of this scheme has been reduced from a signal controlled crossing to a crossing with build outs and as a result this scheme will underspend. It is requested to vire and carry forward £41k into the 2016/17 Capital Programme for inclusion in the Asset Renewal Highway Structures Budget. This funding will be utilised at Leckwith Bridge to address long standing safety issues.
  6. Additional Highways/Environmental Improvements - This scheme is anticipated to cost £91k due to the change in works originally programmed at Trinity Street. This will result in an underspend of £32k. It is therefore be requested to vire and carry forward £32k into the 2016/17 Capital Programme for inclusion in the Asset Renewal Highway Structures Budget. This funding will be utilised at Leckwith Bridge to address long standing safety issues.
  7. Asset Renewal - £104k of the Asset Renewal Highway Structures budget is allocated to fund works at Leckwith Bridge. The feasibility study for this scheme is in hand and will be concluded early in the new financial year. The procurement of the netting works has revealed a relatively limited sized market for such specialised work and a higher than expected estimated cost. The netting works, if implemented, would be a hindrance to any repair/strengthening works subsequently undertaken and would require removal at extra cost. In view of the probable short useful life of the netting works and their high cost, it has been proposed to defer implementation until the findings of the feasibility study are available when a more appropriate, cost effective and longer term course of action can be followed. It is therefore requested to carry forward £90k into the 2016/17 Capital Programme.
  8. Parks and Grounds Maintenance Asset Renewal - The Playground Maintenance Software Scheme and Tree Maintenance Software scheme both have a budget of £6k in the 2015/16 Capital Programme. Investigations are still on-going into suitable systems and it is therefore requested that £12k of this budget is carried forward into the 2016/17 Capital Programme.
  9. Vehicles Renewal Fund - An analysis of waste vehicles is currently taking place. As a result, the Council is not purchasing certain waste vehicles until this analysis is complete and the Council's requirements are known. It is therefore requested to carry forward £1,200k into the 2016/17 Capital Programme.
  10. Housing Improvement Programme - Common Parts and WHQS Environmental Improvement schemes are anticipated to underspend by £1m and £200k respectively due to a shortage of staff resources which have resulted in the schemes being delayed. It is therefore requested to carry forward the above amount into the 2016/17 Capital Programme.

Managing Director and Resources

  1. Coastal Access Improvements - Emergency Powers have been used to approve the inclusion into the 2015/16 Capital Programme of a £33.7k increase in grant from Natural Resources Wales to carry out works to Sully Playing Fields. These works include preparation of the site including clearance of existing vegetation and provision of an edged path.
  2. Llys Steffan - Emergency Powers have been used to approve the inclusion of £12k into the 2015/16 Capital Programme to replace play equipment at Llys Steffan play area in Llantwit Major. This budget is to be funded from s106 monies.
  3. Barry Regeneration Partnership Project Fund - It has been approved by Delegated Authority that £13,327 of the unallocated original budget in 2015/16 for this scheme be allocates as follows:-
  •   £3,327 Main Street/Victoria Gardens Area Improvements - Stage 1 feasibility and concept design
  • £9,950 Main Street/Victoria Gardens Area Improvements - Stage 2 detailed design
  1. Barry Regeneration Partnership Project Fund - Of the original 2015/16 budget allocation, £57k remains uncommitted. It is therefore requested to carry forward this amount into the 2016/17 Capital Programme in order to carry out further regenerations schemes in next financial year. Of the £57k, £9k will be allocated to part fund a Regeneration Officer Post in the Economic Development Unit to reflect their input into the capital programme.
  2. Barry Regeneration Partnership Project Fund/Tackling Poverty - At Cabinet on the 13th July 2015, £600k was added to the Capital Programme for the Barry Regeneration Partnership Scheme. The £600k was allocated over financial years 2015/16 and 2016/17. £528k of this budget has been allocated as follows: -

Scheme

2015/16 £'000

2016/17 £'000

Barry Island Western Shelter Lighting

8

42

Barry Island Interpretation Tourist Information Centre and WIFI

35

15

Victoria Gardens Area Improvements (Phase 3)

0

60

Improve Health and Play Opportunities (George Street)

49

0

Cowbridge Street/Bridge Street Play Area Refurbishment

50

0

Eastern Approach (Cardiff Road) Gateway Improvements

0

100

BSC Improvements

10

0

Cadoxton Moors Public Open Space

7

8

Gladstone Park

5

49

Porthkerry County Park Interpretation Programme

0

30

Hunt Place Play Area Refurbishment

0

60

Total

164

364

     

 

Emergency Powers have been used to approve the inclusion into the 2015/16 Capital Programme of a £158k increase in grant from Welsh Government for the Tackling Poverty Vibrant and Viable Places Programme. The grant is to be used to fund the following schemes, which were originally planned to be funded from the Barry Regeneration Partnership Project Fund as detailed in the above table.

  • Victoria Gardens Improvements £60k (2016/17)
  • George Street Play Area Improvements £48k (2015/16)
  • Cowbridge/Bridge Street Play Area Improvements £50k (2015/16)

        This will release £99k of Council funding in 2015/16 which is requested to be carried forward into 2016/17 Capital Programme and added to the Tackling Poverty scheme, to be used as match funding. £50k of this funding is currently held under the Barry Regeneration heading and £49k has previously been transferred to the Tackling Poverty heading. There will also be a release of £60k of Council funding in 2016/17. It is requested that this is vired to the Tackling Poverty scheme, again to be used as match funding. Of the original £600k allocation which was approved to be spent over the 2 financial years 2015/16 and 2016/17, £72k remains unallocated. It is also requested to carry forward this balance into the 2016/17 Capital Programme to the Barry Regeneration Partnership Project Fund scheme.

  1. Five Mile Lane Road Improvements - There have been delays while assessing the procurement options for this scheme. As this grant is approved over several years it is requested that £400k is carried forward into the 2016/17 Capital Programme.
  2. Marketing & Disposal of Nell's Point - External legal advice may be required before this scheme can progress and therefore it is requested to carry forward £16k in to the 2016/17 Capital Programme.
  3. Footpath Improvements Cowbridge - There are outstanding land issues to be resolved and therefore, this scheme will not be undertaken until 2016/17. It is requested to carry forward £64k into the 2016/17 Capital Programme.
  4. Penarth Cycle Parking Project - Works for this scheme have been delayed until April 2016 as the Highways Department are focusing resources on undertaking grant funded works that require completion prior to 31st March 2016. It is requested to carry forward £25k into the 2016/17 Capital Programme.
  5. Pedestrian Crossing across Thompson Street/Holton Road - There is a hold on this scheme until next financial year as the Highways Department are focusing resources on undertaking grant funded works that require completion prior to 31st March 2016. It is therefore requested that the S106 budget of £24k is carried forward into the 2016/17 Capital Programme.
  6. Maximising the employment potential of the Glamorgan Heritage Coast - The total cost of this scheme is anticipated to be £119k, however, due to additional unforeseen ground works and additional licences that had to be purchased, the Big Lottery Fund have approved that the Council can vire £6k from the Big Lottery revenue grant into the Capital scheme to fund part of this additional work. It is requested to increase this scheme's budget by £21k, of which £6k is to be funded by a grant from The Big Lottery and £15k is to be vired from the Regeneration Fund scheme held under the Resources heading.
  7. Castleland Renewal Area/ Penarth Renewal Area - Following the tender process in the Castleland Renewal Area the cost of the contracts have been lower than the estimated costs of the project, this has resulted in £210k of uncommitted budget. It is requested to vire £85k of this budget to the Penarth Renewal Area due to additional works required to the roofs. It is also requested to carry forward the balance of £125k into the 2016/17 Capital Programme in order for works to continue in the renewal area next financial year.
  8. DDA adaptations to Council Buildings - £99k of this budget will be uncommitted in the 2015/16 Capital Programme. It is therefore requested to carry forward £99k of this budget into the 2016/17 Capital Programme in order for further DDA works to be carried out in the new financial year.
  9. Marketing & Disposal of Part of Cowbridge Livestock Market - This scheme has had to be reprofiled due to the complex and challenging nature of the project. It is therefore requested to carry forward £50k into the 2016/17 Capital Programme.
  10. Demolition of Block at Court Road Depot - This scheme is progressing however part of the works to the new build will not be carried out until the new financial year, also retention monies will be required to be paid in 2016/17. It is requested to carry forward £48k into the 2016/17 Capital Programme.
  11. Unix Infrastructure Refresh - The scheme is going out to tender in February 2016 and therefore is unlikely to commence this financial year. It is requested to carry forward £200k into the 2016/17 Capital Programme.

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:-
  2. Llantwit Learning Community - A valuation covering works undertaken in January 2016 has been carried but has not yet been processed on the financial ledger, resulting in actual expenditure that is less than the initial spend profile. 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. 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:

Rob Thomas, Managing Director

 

Share on facebook Like us on Facebook