Issue - meetings

(Portfolio Holder for Asset Management & Economic Development) To consider the attached report (C-078-2013/14).

(1)        That a scheme to install photovoltaic solar panels to two roof elevations of the Civic Offices complex be progressed in 2014/15, provided this could be achieved within the load factors identified in the structural survey;

(2)        That the necessary remedial works/replacement works to the roofs of the main Civic and Conder buildings be carried out as part of the solar panel scheme;

(3)        That the solar panels and associated equipment be purchased by the Council as this option provided the best rate of financial return on the investment, together with ongoing savings on energy costs and income from the feed in tariff;

(4)        That British Gas be appointed to provide a ‘turn key’ solution for the supply and installation of the solar panels under a framework agreement in accordance with contract standing orders;

(5)        That Contract Standing Orders be waived in relation to seeking competitive quotations and Stace LLP be appointed as Project Manager for the solar panels project, including the remedial roof works and roof covering replacement works; and

(6)        That approval be given to make all necessary planning and building regulations applications to enable this project to proceed.

The Portfolio Holder for Asset Management & Economic Development presented a report on the feasibility study for the installation of solar panels at the Civic Offices.

The Cabinet was reminded that it had requested a feasibility study into the installation of photovoltaic solar panels at the Civic Offices when it had considered the Planned Preventative Maintenance Programme at its meeting on 21 October 2013. The Feasibility Study had included options, budget costs, payback periods and the benefits to the Council to enable a decision to proceed or not with this project to be made.

The Portfolio Holder reported that if the Cabinet agreed to proceed with the solar panels project then, based on current data, the Council would generate an estimated 43,914 kWh of energy per annum, which would offset the equivalent of 23,230kg of CO₂ per annum. Outright purchase of the solar panels and associated equipment offered a more beneficial solution than system rental and the total cost of the project was estimated to be £79,689. It was expected that the Council would achieve a simple payback period of eight years on a life expectancy of 20 years for the panels, and receive an estimated average return of 12.1% on its capital investment.

The Portfolio Holder stated that replacement/remedial works to the roofs of the Civic Offices and Condor Building would have to be undertaken, irrespective of whether the solar panels project proceeded or not. This was estimated to cost £139,428 including project management fees. The combined estimated project cost for the installation of the solar panels and the replacement/remedial roof works was £219,117. Adequate budget provision existed for this project and therefore no additional financial provision or supplementary estimates would be required. It was recommended that British Gas be appointed to provide a turn key solution for the supply and installation of the solar panels, and that Stace LLP be appointed to undertake the management of the project, including the remedial works. Finally, approval was sought to make all the necessary planning and building regulation applications for the project.

When asked whether the Council had considered solar panels for heating water as well as electricity, the Assistant Director of Corporate Support Services (Facilities Management & Emergency Planning) explained that the Council had only considered photovoltaic panels. It was confirmed that the Private Mobile Radio system would be kept, but the aerials would be relocated to a better position which would improve the visual appearance of the Conder Building roof.

Decision:

(1)        That a scheme to install photovoltaic solar panels to two roof elevations of the Civic Offices complex be progressed in 2014/15, provided this could be achieved within the load factors identified in the structural survey;

(2)        That the necessary remedial works/replacement works to the roofs of the main Civic and Conder buildings be carried out as part of the solar panel scheme;

(3)        That the solar panels and associated equipment be purchased by the Council as this option provided the best rate of financial return on the investment,  ...  view the full minutes text for item 145

(Asset Management & Economic Development Portfolio Holder) To consider the attached report (C-038-2013/14).

(1)        That the five-year Planned Maintenance Programme 2014-2018 for operational and Commercial Properties be approved;

(2)        That, as outlined in Appendix 1 of the report, progress with the capital and revenue works approved for 2013/14 be noted;

(3)        That, as outlined in appendix 2 of the report, the following levels of expenditure be approved for 2014/15:

            (a)        Capital expenditure in the sum of £962,000, which represented an increase of £5,000;

            (b)        District Development Fund expenditure in the sum of £160,000, which        represented an increase of £111,000;

            (c)        Continuing Services Budget expenditure in the sum of £118,000, as           previously agreed; and

            (d)        Housing Revenue Account expenditure in the sum of £6,500, as     previously agreed;

(4)        That, as outlined in Appendix 3 of the report, the current projected levels of expenditure during the period 2015/16 to 2017/18 be noted;

(5)        That, as outlined in Appendices 4 and 5 of the report, the Capital and Revenue spending profiles during the five-year period 2013/14 to 2017/18 be noted;

(6)        That a bid for District Development Funding in the sum of £20,000 be made for 2014/15 to use as a contingency for emergency works on unappropriated land;

(7)        That, in relation to the capital costs of works to the Industrial Units at Oakwood Hill, authority be delegated to the Asset Management & Economic Development Portfolio Holder to investigate alternative costs for the roofing and determine, in consultation with the Leader of the Council, the contribution the tenants should make to the cost incurred by the Council for complete roof renewal;

(8)        That the Asset Management & Economic Development Cabinet Committee be requested to investigate the establishment of ‘Sink Funds’ for commercial properties, to be funded via the Annual Service Charge to commercial tenants, and report back to the Cabinet on their findings; and

(9)        That a detailed feasibility study into the installation of Solar Panels at the Civic Offices be conducted during 2013/14, with a detailed report on the outcome submitted to a future meeting of the Cabinet to determine whether the project should be implemented during 2014/15.

The Portfolio Holder for Asset Management & Economic Development presented a report on the five-year Planned Maintenance Programme for the Civic Offices, Other Operational Buildings and Commercial Property for the period 2014 to 2018.

The Portfolio Holder informed the Cabinet of the progress made with the works that had been approved for 2013/14, which was detailed in Appendix 1 of the report. The capital expenditure for the year was anticipated to be £511,180, with £402,500 carried forward to 2014/15. The revenue expenditure for the year was estimated to be £305,330, with £78,360 carried forward to 2014/15. In addition to the approved programme, a number of additional projects had been undertaken during 2013/14:

·         recovery from the internal flooding incident in June 2013;

·         some office alterations subsequently requested by Directorates;

·         cable installation for the Wi-Fi network within the Civic Offices;

·         redesign of the interview booths in the Cashiers area of the Civic Offices; and

·         refurbishment of Homefield House to improve its energy efficiency.

The Portfolio Holder highlighted Appendix 2 of the report, which detailed the proposed levels of funding for 2014/15: capital expenditure of £962,000 which would represent an increase of £5,000 to the level previously approved; District Development Fund expenditure of £160,000, which represented an increase of £111,000; Continuing Services Budget expenditure of £118,000 and Housing Revenue Account expenditure of £6,500 – both of which had been previously agreed. It was intended to commence the phased replacement of the original ‘tilt & turn’ windows installed when the new Civic Offices was built 25 years ago. Spare parts were becoming increasingly difficult to obtain and the windows required increasing maintenance with age. The estimated capital cost of this was £135,000 in 2014/15 and £160,000 in 2015/16; however, this work would generate a revenue saving of £49,000 as the planned resealing work would not now be required.

The Portfolio Holder drew the Cabinet’s attention to Appendix 3 of the report, which detailed the current projected levels of expenditure for the period 2015/16 to 2017/18; and Appendices 4 and 5 of the report, which listed the capital and revenue budget spending profiles for the full five-year period. Each of the proposed projects within the Programme had been assigned to one or more of seven categories, to indicate the reason(s) for undertaking the works, as previously requested by Members. A number of the projects would see a return for the Council on its investment, through savings on energy consumption or reduced maintenance costs.

The Portfolio Holder highlighted the issue of un-appropriated land, as there had been a requirement to carry out urgent works on land owned by the Council but which was not clearly assigned to a particular Directorate over the previous 18 months. Examples included Cholera Brook in Waltham Abbey and Central Parade in Loughton High Road. To overcome this problem, a District Development Fund growth bid of £20,000 was proposed to be used as a contingency fund to deal with incidents on un-appropriated land in the future.

The Portfolio Holder reminded the Cabinet that the  ...  view the full minutes text for item 76