Issue - meetings

This report provides:

• a progress update on the current (previously approved) financial year 2025-26 planned maintenance programme;
• and requests approval for next year’s planned maintenance programme for the financial year 2026-27.

Following consideration, the Committee unanimously resolved:

(1)       To note the progress and anticipated spend at the end of the current year 2025-26 as shown in Appendix 1 to the report.

(2)       To note the additional emergency works raised and carried out in the 2025-26 planned maintenance programme.

(3)       To approve the 2026-27 planned maintenance programme at an estimated cost of £757,000 as set out in Appendix 2 to the report, to be funded from planned maintenance budgets and the Planned Maintenance Reserve.

(4)       To nominate and authorise the Head of Property and Regeneration to make changes within the 2026-27 planned maintenance programme to cover unforeseen matters (such as tender price variances) of up to, but not exceeding £20,000 per change, in accordance with Financial Regulations and Contract Standing Orders.

(5)       To agree to transfer the unspent budgets back to the Planned Maintenance Reserve at the end of the 2026-27 financial year.

The Committee received a report providing a progress update on the current (previously approved) financial year 2025-26 planned maintenance programme and requesting approval for the planned maintenance programme for the financial year 2026-27.

The following matters were considered:

a)             Fire risk assessments. In response to a question from a Member, the Building Services and Facilities Manager informed the Committee that the majority of actions relating to fire risk assessments were for the Town Hall, as these had not been undertaken due to the intention to sell the site. Following the decision not to sell the site, these works had commenced. The Committee was informed that actions identified within fire risk assessments were not always completed within 1 year, due to the complexity of the works involved.

b)             Bourne Hall Garages. In response to a question from a Member, the Building Services and Facilities Manager informed the Committee that works to the garages were not required at the current time as the roof of the garages was still in sufficiently good condition.

c)             Auriol Pavillion intruder alarms. In response to a question from a Member, the Building Services and Facilities Manager informed the Committee that works to the alarm had been undertaken within the past few years and that no further works were required at present.

d)             Community & Wellbeing Centre External decorations. In response to a question from a Member, the Building Services and Facilities Manager informed the Committee that external decoration works should be completed every 5 years and were not a high cost item.

e)             CCTV replacement. In response to a question from a Member, the Building Services and Facilities Manager informed the Committee that this related to systems in Council premises.

f)               Scheduling of Playhouse works. In response to a question from the Vice-Chair, the Building Services and Facilities Manager informed the Committee that works to Epsom Playhouse would be scheduled at a time to ensure that they did not impact upon shows to be held at the venue.

Following consideration, the Committee unanimously resolved:

(1)       To note the progress and anticipated spend at the end of the current year 2025-26 as shown in Appendix 1 to the report.

(2)       To note the additional emergency works raised and carried out in the 2025-26 planned maintenance programme.

(3)       To approve the 2026-27 planned maintenance programme at an estimated cost of £757,000 as set out in Appendix 2 to the report, to be funded from planned maintenance budgets and the Planned Maintenance Reserve.

(4)       To nominate and authorise the Head of Property and Regeneration to make changes within the 2026-27 planned maintenance programme to cover unforeseen matters (such as tender price variances) of up to, but not exceeding £20,000 per change, in accordance with Financial Regulations and Contract Standing Orders.

(5)       To agree to transfer the unspent budgets back to the Planned Maintenance Reserve at the end of the 2026-27 financial year.