Issue - meetings

The report notes progress on 2016/17 Planned Maintenance Programme and requests approval for the 2017/18 Planned Maintenance Programme.

The Committee:

(1)          Noted the position and progress upon the 2016/17 planned maintenance programme;

(2)          Noted the changes made to the 2016/17 planned maintenance programme approved under officer delegated authority;

(3)          Approved the transfer of slippage in the 2016/17 planned maintenance programme at year end to the Property Maintenance Reserve in order to fund completion of the Programme;

(4)          Approved the proposed 2017/18 planned maintenance programme;

(5)          Approved the release of £24,000 from the Property Maintenance Reserve to fund the shortfall in the 2017/18 planned maintenance programme.

A report was presented to the Committee which set out progress on the 2016/17 Planned Maintenance Programme and which sought approval of the 2017/18 programme.

The report highlighted that, as at 1 April 2016 the Property Maintenance Reserve stood at £239,000.  A sum of £169,000 had been released from the reserve in year to fund the completion of the 2015/16 programme, resulting in a residual balance of £70,000.  A forecast underspend of £133,000 had been identified to be transferred to the reserve at the end of 2016/17 and it was anticipated that the balance on the reserve would be £203,000 as at 31 March 2017.

There was provision of £210,000 for Planned Maintenance within the approved 2017/18 Revenue Estimates.  The proposed allocation of funding to individual schemes for 2017/18 collectively exceeded the approved budget by £24,000.  If the Committee was minded to approve additional funding of £24,000 from the Property Maintenance Reserve, in addition to any 2016/17 slippage carried forward, this could be met from the balance on this reserve.  The schemes included for 2017/18 were all classified as 1A essential works in the updated 10 year property plan.  These schemes were as follows:

·                     Alexandra Recreation Ground: damp proofing works

·                     Auriol Pavilion: new boiler and associated works

·                     Cox Lane Centre; external decoration and window replacement

·                     Ashley Centre car park: health and safety works to staircases & replacement of height restriction sign

·                     Town Hall: upgrade of controllers to the BMS management system

·                     Bourne Hall: provision of air conditioning in first floor office

·                     Cemetery Chapel: external decoration of soffits and fascia

·                     Harriers Centre: internal and external redecoration

·                     Bourne Hall Lodge: additional works required to roof insulation by Building Control

·                     Various emergency repairs to walls and fences throughout Borough

·                     Various emergency repairs to hard surface pathways, roads and car parks owned by the Borough Council

·                     Various regulatory works: remedial electrical works/5 yearly inspections; remedial works following fire risk assessments, minor energy efficiency works, water efficiency works and asbestos re-inspections.

It was further noted that in year changes to the 2016/17 programme had been necessitated by higher than anticipated costs following tender via the new procurement system in relation to external decoration works at the Harriers Centre (an additional £12,000) and additional essential health and safety concrete repairs at the Ashley Centre car park (an additional £11,000).

Accordingly, the Committee:

(1)          Noted the position and progress upon the 2016/17 planned maintenance programme;

(2)          Noted the changes made to the 2016/17 planned maintenance programme approved under officer delegated authority;

(3)          Approved the transfer of slippage in the 2016/17 planned maintenance programme at year end to the Property Maintenance Reserve in order to fund completion of the Programme;

(4)          Approved the proposed 2017/18 planned maintenance programme;

(5)          Approved the release of £24,000 from the Property Maintenance Reserve to fund the shortfall in the 2017/18 planned maintenance programme.