Agenda item

(Technology & Support Services Portfolio Holder) To consider the attached report (C-033-2016/17).

(1)        That the Five Year Planned Maintenance Programme 2016/17 to 2020/21 for Operational and Commercial Properties be approved; and

(2)        That the Capital and Revenue budget requirements for essential and planned maintenance works at the Civic Offices, other Operational Buildings and Commercial property for the five year period 2016/17 to 2020/21 be approved (Appendices 1 and 2 of the report refer), including:

            (a)        Capital growth bids of:

                        (i)         £659,000 in 2018/19;

                        (ii)        £394,000 in 2019/20; and

                        (iii)       £292,000 in 2020/21; and

            (b)        Revenue growth bids of:

                        (i)         £45,240 in 2019/20; and

                        (ii)        £122,150 in 2020/21.

The Portfolio Holder for Technology & Support Services presented a report on the Planned Maintenance Programme for the Civic Offices, commercial property and other operational buildings during the period 2016/17 to 2020/21.

The Portfolio Holder stated that the Planned Maintenance Programme provided a structured way of ensuring that the Council’s property assets were properly maintained and improved to meet Health and Safety requirements, statutory regulations, contractual obligations in respect of leases for commercial premises, customer demands and the long term protection and value of the Council’s assets. In addition to the Planned Maintenance Programme approved for 2016/17, the Facilities Management Team (FM) had also been engaged in implementing day-to-day routine maintenance and servicing works as well as a number of additional projects, including:

·                 office alteration works at the Civic Complex funded by and on behalf of other Directorates following the Senior Management Restructure;

·                 investigating options for extending the existing reception area at the Civic Offices out towards the rear of the building as part of the Transformation Programme to facilitate the inclusion of payment machines and additional reception staff;

·                 the provision of a new electrical control panel to allow the computer suite and the Civic Offices to be switched independently and allow Engineers to switch and work on main switchboards without the need to shut down the central computer service; and

·                 organising the moving of staff and equipment from the Langston Road Depot to the new depot at Oakwood Hill and continuing to undertake fit out works in the offices and workshops.

The Portfolio Holder reported that key projects for the future included:

·                 the provision of a new generator at the Civic Offices which would have the capacity to fully power the whole site in the event of loss of power from UK Power Networks;

·                 the replacement of the existing air conditioning units in computer suite 2 which were at the end of their operating life; and

·                 completely overhauling the main roof over the listed building at the museum following the identification of defects during recent refurbishment works, to ensure that the building was watertight for many years to come.

In order to fulfil the proposed Programme, the Portfolio Holder sought approval for capital growth bids of £659,000 in 2018/19, £394,000 in 2019/20, and £292,000 in 2020/21; and revenue growth bids of £45,240 in 2019/20, and £122,150 in 2020/21.

Decision:

(1)        That the Five Year Planned Maintenance Programme 2016/17 to 2020/21 for Operational and Commercial Properties be approved; and

(2)        That the Capital and Revenue budget requirements for essential and planned maintenance works at the Civic Offices, other Operational Buildings and Commercial property for the five year period 2016/17 to 2020/21 be approved (Appendices 1 and 2 of the report refer), including:

            (a)        Capital growth bids of:

                        (i)         £659,000 in 2018/19;

                        (ii)        £394,000 in 2019/20; and

                        (iii)       £292,000 in 2020/21; and

            (b)        Revenue growth bids of:

                        (i)         £45,240 in 2019/20; and

                        (ii)        £122,150 in 2020/21.

Reasons for Decision:

A proactive approach to Facilities Management had been taken for all operational buildings and commercial property to ensure that:

            (a)        the buildings and their infrastructure would be maintained to an appropriate level    meeting  health and safety, statutory regulations and contractual obligations;

            (b)        the buildings and their infrastructure would be brought to a standard to comply       with EU statutory regulations;

            (c)        the risk of unreliability and failure of critical systems, services and building fabric     was reduced;

            (d)        good financial management through forecasting was maintained; and

            (e)        performance standards/indicators were maintained or improved upon.

Other Options Considered and Rejected:

To do nothing; however, this would lead to a deterioration of building fabric and systems which could result in a risk to the health and safety of staff and the public, loss of service and income, increased future management liability, reduced property asset value, breach of legal obligations in respect of commercial leases and contract requirements. There was also a risk that the buildings and infrastructure might not meet future needs of the Council.

To defer action until fabric, systems or equipment failed; however, this would cause varying degrees of disruption depending on the extent of failure and/or systems involved and the time scale for the procurement and rectification of the defect. Depending on the nature of the failure, it could also lead to damage to other parts of the building fabric or services or loss of income. This option would also lead to requests for supplementary finance at the time and have a negative effect on performance standards. The performance of the Council’s operations and functions could be compromised.