Issue - meetings

Report requesting additional capital funding to carry out the replacement of the roofing covering to the pavilion and provide additional insulation.

Following consideration, the Committee unanimously resolved to:

(1)      Approve additional funding of £105,000 from the Capital Receipts Reserve, to enable the Poole Road Pavilion Re-Roofing project to proceed at an estimated cost of £255,000.

(2)      Request that internal audit look at this particular procurement to allay any Members’ concerns around it.

The Committee received a report requesting additional capital funding to carry out the replacement of the roof covering to the pavilion and provide additional insulation.

The following matters were considered:

a)            Variance between manufacturer’s estimate and tendered prices. Members of the committee queried why the tendered prices for this work were significantly higher than that estimated by the manufacturer, and why they were within a small range of variance. In response the Senior Surveyor informed the Committee that the general market trait at present was that the price of tenders had increased due to high energy and transportation costs. The Senior Surveyor informed the Committee that in this specific case, the manufacturer’s estimate provided to the Council had been too low, which had led to the tenders being above the anticipated cost. The Senior Surveyor also informed the Committee that for the majority of projects, tenders were received below the initial estimate.

b)            Audit requirements. In response to a question from a member of the Committee, the Head of Finance informed the Committee that he was confident that the auditor would not have issue with the regard to the works as long as it was properly approved by the Committee. The Head of Finance informed the Committee that this item had been presented to it for consideration due to the material change in the cost of the works, to enable the Committee to consider whether it wished to progress with the scheme, and to ensure that there was a solid audit trail in place.

c)            Contingency. In response to a question from a member of the Committee, the Senior Surveyor informed the Committee that the additional funding requested by the report included an amount for a contingency, legal fees and management of the contract.

d)            Amendment to recommendation - Audit review. The Vice Chair proposed and Councillor Alison Kelly seconded an amendment to the recommendations of the report to add an additional recommendation as follows:

 “Request that internal audit look at this particular procurement to allay any Members’ concerns around it.”

Following consideration, the Committee unanimously resolved to:

(1)      Approve additional funding of £105,000 from the Capital Receipts Reserve, to enable the Poole Road Pavilion Re-Roofing project to proceed at an estimated cost of £255,000.

(2)      Request that internal audit look at this particular procurement to allay any Members’ concerns around it.

Following the Committee’s decision, it noted the following information from officers:

The Interim Director of Corporate Services informed the Committee that the Internal Auditor’s work programme was set a year in advance and that this matter would be included in the programme for 2024-25.

The Senior Surveyor informed the Committee that the procurement had been undertaken through the Council’s procurement portal and in accordance with the Council’s Standing Orders.