Decision Request Form INDIVIDUAL CABINET MEMBER DECISION

Transcription

1 To: COUNCILLOR RAY PUDDIFOOT - LEADER OF THE COUNCIL Democratic Services Location: 3E/05 Civic Centre, Uxbridge Telephone Ext: 0472 Ref: CP0809 COUNCILLOR JONATHAN BIANCO - CABINET MEMBER FOR FINANCE, PROPERTY AND BUSINESS SERVICES c.c. Relevant Cabinet Member(s) c.c. Members of Executive Scrutiny Committee c.c. Relevant POC Chairmen c.c. Relevant Director(s) c.c. Project Lead Officers c.c. Corporate Finance and Finance Officers c.c. Conservative and Labour Group Offices (electronic copy only) Date: 23 December 2011 Decision Request Form INDIVIDUAL CABINET MEMBER DECISION MONTHLY CAPITAL RELEASE REPORTS DECEMBER 2011 (BATCH A) ******************************************************************************** DEPARTMENT: Various SERVICE AREA: Various - decisions made individually 1. Urgent Works at Eastcote House Gardens ( 150k) 2. Community Safety / CCTV Phase 1 ( 145k) 3. Development of the Rural Activities Garden Centre ( 239k) 4. ICT Council s Single Development Plan: Electronic Document Management and Workflow ( 212k) 5. ICT Council s Single Development Plan: Resource Allocation ICT System Tool ( 35k) 6. ICT Council s Single Development Plan Desktop ICT Solutions ( 178k) Dear Cabinet Members Attached are reports requesting that decisions be made by you both as individual Cabinet Members to release capital funds. This decision request is on the Forward Plan. You should take a decision on or after Thursday 5 January 2012 in order to meet Constitutional requirements about the publication of decisions that are to be made. You are kindly requested to make a decision on whether you wish to approve, hold or require further information on a request for capital release. You can indicate your decision on the release of capital by marking and signing the duplicate yellow memo and appendix supplied. Please return it to me when you have made your decision. I will then arrange for the formal notice of decision to be published, along with the appendix. Please note that your decision may be subject to call-in and therefore any release of capital funds will not be actioned until 5 working days after your decision has been published, unless it has been deemed urgent and agreement received as per the Constitution. Regards NIKKI O HALLORAN Democratic Services Manager

2 Title of Report: MONTHLY CAPITAL RELEASE REPORT DECEMBER 2011 (BATCH A) Decisions made: As set out on the attached appendix Reasons for your decision : (e.g. as stated in report) Alternatives considered and rejected : (e.g. as stated in report) Signed Date.. Leader of the Council / Cabinet Member for Finance, Property and Business Services

3 MONTHLY CAPITAL RELEASE DECISION REPORT (December 2011) DEPARTMENT: Planning, Environment, Education and Community Services SERVICE AREA: Urgent Works at Eastcote House Gardens Cabinet Members Cabinet Portfolios Officer Contact Papers with report Councillor Ray Puddifoot Councillor Jonathon Bianco Leader of the Council/ Cabinet Member for Finance, Property and Business Services Sarah Harper - Planning, Environment, Education and Community Services Appendix A: Full Capital Release Request HEADLINE INFORMATION Purpose of report Contribution to our plans and strategies Financial Cost Relevant Policy Overview Committee Ward(s) affected Portfolio Cabinet Member Portfolio Cabinet Member Approval Received To seek Cabinet Member approval for the release of Capital Funds on projects submitted to Corporate Finance in the past month. Contributes to the Sustainable Communities Strategy and Council Plan Corporate objectives including: Maintain local heritage; Ensure the heritage and natural environment are protected and enhanced. Expand cultural and sports activities. Extend opportunities for older people to participate in leisure, recreational and cultural activities. Work in partnership to maximise the effective use of resources. Reduce anti-social behaviour This report seeks the release of 150,000 for urgent works at Eastcote House Gardens, Eastcote, funded from the Environmental Asset Projects 2011/12 budget. The project manager is Adele Arthur. The project is to start in January 2012 and finish in November Residents and Environmental Services Eastcote and East Ruislip Councillor Keith Burrows December 2011 Cabinet Member Report December 2011 (Batch A) 1 of 6

4 RECOMMENDATION That the Leader of the Council and the Cabinet Member for Finance, Property and Business Services agree to the following capital release request of 150k from the Environmental Assets 2011/12 budget for the funding of urgent works to the Stables, Dovecote and Walled Garden at Eastcote House Gardens. (Appendix A) PLEASE NOTE: A duplicate of Appendix A is attached to the YELLOW decision request form so that the Cabinet Member can indicate for each scheme, whether project approval is granted, sign it and return it to Democratic Services for publication along with the standard yellow form. Reasons for recommendation The buildings at Eastcote House Gardens are in poor condition and works are urgently required to secure and improve them to a weather tight and safe condition. Alternative options considered If no works are undertaken, the Stables, dovecote and walled garden will continue to deteriorate, until such time as it is no longer safe for them to be occupied. INFORMATION Supporting Information A Management Plan for Eastcote House Buildings and Gardens, jointly funded by English Heritage and prepared by external consultants, was completed in This was subject to public consultation and the resultant plan, which also contains outline proposals for the improvement of the site, was considered by Cabinet in September This document forms the basis of an application for a grant from the Heritage Lottery Fund (HLF), to develop a phased project to improve the park, and upgrade the existing historic structures to provide community and educational facilities. The application was submitted in August this year and, if successful at this stage and the next, following project development, it is anticipated that works could start on site before late In the meantime, the buildings are in poor condition and works are urgently required to secure and improve them to a weather tight and safe condition. Such action will enable them to remain in use until funding for the improvement of the entire site is agreed. Following requests from the Eastcote House Gardens Steering Group and The Friends of Eastcote House Gardens, the Leader of the Council visited the site in August 2010 and agreed that these urgent works could be funded from the Hillingdon Improvement Programme Environmental Assets budget. Officers have now prioritised and costed these urgent works to the walled garden, dovecot and former stables. The estimated cost for this work is 150k, detailed in the table below: Cabinet Member Report December 2011 (Batch A) 2 of 6

5 Section Preliminaries, Fees, CDM, surveys etc 20,550 Additional costs - Health and Safety Protection for the Public etc 11,150 Contingency on fees and surveys 4,850 Work to the Garden Walls 48,750 Work to the Dovecote 31,350 Work to the Stables 17,500 Security Improvements 3,250 Contingency on construction costs 12,600 Total 150,000 The necessary investigative and ensuing urgent works will be subject to tender and normal Council procurement procedure. External contractors with experience of working on listed buildings and specialist staff with traditional bricklaying skills will be approached. It is anticipated that tender documents will be sent out in the next few weeks with expressions of interest being considered during late December or January It is anticipated that the contract will be awarded later that month. Effect on Residents, Service Users & Communities The effect of the recommendation would be to address the urgent works needed to make the listed structures stable, wind and waterproof and to hold the structures whilst the funding application to HLF is pursued. The works to the buildings would also deter the vandalism and address some of the safety issues which have affected the site in recent years. The work would improve the appearance of the site in the short term and the permanent repairs to the walled garden would provide The Friends of Eastcote House Gardens with more certainty with regards to undertaking more extensive and permanent planting there. Financial implications (Budget 2,000k, previously released 89k, Capital Release Requested 150k) Appendix A A Council resourced budget of 2,000k for various Environmental Asset Projects was approved by full Council on 24 February Previously 89k of funding has been released from this budget for the following projects: Environmental Assets Programme 2011/12 Allocated projects Budget 000's release request 000's date released Released to date 000's remaining budget 000's Little Britain Modular toilet block Jun Little Britain Waste Water Treatment System Jun Ruislip Lido Rain Shelters Jun Eastcote house gardens Cabinet Member Report December 2011 (Batch A) 3 of 6

6 Environmental Assets Programme 2011/12 Allocated projects Budget 000's release request 000's date released Released to date 000's remaining budget 000's Rural activities Centre unallocated /12 projects total This report seeks the release of capital funding of 150k for the urgent works at Eastcote House Gardens. The Hillingdon Improvements Programme (HIP) Panel agreed that this project be funded from the Environmental Asset capital budget. This would leave 1,761k to be allocated to other Environmental Asset capital projects in the 2011/12 HIP programme, which will be subject to further capital release submissions. CORPORATE IMPLICATIONS Corporate Property and Construction Comments The Head of Corporate Property and Construction agrees with the contents of this report. Corporate Finance Comments Corporate Finance has reviewed this report and concurs with the budgetary position set out above, noting that the nature of works recommended would require financing from capital receipts, rather than Prudential Borrowing. Should the current application for Heritage Lottery Funding be successful, this will be included in the General Fund Capital Programme and subject to capital release at a later stage. Legal Comments Decisions on the release of monies for all capital projects is delegated to the Leader jointly with the Cabinet Member for Finance, Property and Business Services. This is contained at Article 7.08 paragraph (e) 12 of the Cabinet Scheme of Delegations of the Council Constitution. Under the Provisions of section 111 of the Local Government Act 1972, a local authority has the power to do anything which is calculated to facilitate, or is conducive or incidental to, the discharge of any of their functions. The work carried out in accordance within this Capital Programme would fall within the range of activities permitted by Section 111. Councillors are advised that the financial figures provided in this report are estimates of the cost of work. Final costs will only be calculated once a compliant procurement process is followed and a relevant tender accepted. The release of funds is sought in order to begin the procurement process for the works. It is confirmed that the acceptance of a tender will be reported to Councillors in the form of a Cabinet Member Report or a Cabinet Report dependant on the value of the works to be undertaken. Cabinet Member Report December 2011 (Batch A) 4 of 6

7 CAPITAL RELEASE PROTOCOL The release of all capital funds held by the Council is to be made by a formal decision (by the Leader and Cabinet Member for Finance, Property and Business Services). No expenditure can be placed or committed by officers until this formal approval is given by Democratic Services. Release of funds must be for identified projects only and strictly not for general release of funds for projects to be identified at a later date. No block releases of capital will be allowed, except if authorised by the Leader of the Council in advance to Central Finance. The release of funds will only be made if previous Council, Cabinet or Cabinet Member agreement has been given to the project and only if there is an approved budget. No contract should be signed until clearance is given to the release of capital funds by way of the formal decision-making process detailed below. Cabinet Member Report December 2011 (Batch A) 5 of 6

8 Appendix A Capital Release Request Environmental Projects 2011/12 Eastcote House improvement works to Stables, Dovecote and Walled Garden Location information Funds Release Sought 000 s Approve Hold More Information Required Eastcote House, Eastcote Urgent works to the Stables, Dovecote and Walled Garden. 150 Total seeking release 150 Previously released 89 Budget 1,911 Remaining budget 1,761 Please tick the boxes to indicate whether you approve, wish to hold, or require further information on this capital release request. A YELLOW duplicate is provided of this appendix for you to sign and return to Democratic Services along with the standard yellow form. Signed: Date: Cabinet Member Report December 2011 (Batch A) 6 of 6

9 MONTHLY CAPITAL RELEASE DECISION REPORT (December 2011) DEPARTMENT: Planning, Environment, Education and Community Services SERVICE AREA: Community Safety / CCTV Phase 1 Cabinet Members Cabinet Portfolio Officer Contact Papers with report Councillor Ray Puddifoot Councillor Jonathan Bianco Leader of the Council / Cabinet Member for Finance, Property and Business Services Ed Shaylor - Planning, Environment, Education and Community Services Appendix A with capital release requests for approval HEADLINE INFORMATION Purpose of report Contribution to our plans and strategies Financial Cost Relevant Policy Overview Committee Ward(s) affected Portfolio Cabinet Member Portfolio Cabinet Member Approval Received To seek Cabinet Member approval for the release of Capital Funds on projects submitted to Corporate Finance in the past month. Safer Borough This report seeks the release of 145k from the 230k budget for for the 2011/12 CCTV programme for the additional CCTV systems in parks, digital conversion of existing public space CCTV. The project manager is Ed Shaylor; the project commences on release of the funds and completes in June Residents and Environmental Services All Councillor Douglas Mills December 2011 RECOMMENDATION That the Leader of the Council and the Cabinet Member for Finance, Property and Business Services agree to the capital release requests of 145k from the 2011/12 CCTV Programme budget for additional CCTV systems in parks and digital conversion of existing public space CCTV. (Appendix A) Cabinet Member Report December 2011 (Batch A) 1 of 4

10 PLEASE NOTE: A duplicate of Appendix A is attached to the YELLOW decision request form so that the Cabinet Member can indicate for each scheme, whether project approval is granted, sign it and return it to Democratic Services for publication along with the standard yellow form. INFORMATION Reasons for recommendation Funding is required for: 1. 50k: For 4 mobile wireless CCTV units and associated infrastructure for use in parks and green spaces to provide additional flexible and high quality CCTV in hotspots for tackling anti-social behaviour if it occurs. The existing provision, whilst still functioning, cannot be relocated easily to respond to rapidly changing situations k: To Install poles and electricity supplies in three open spaces (Ruislip Lido; Shenley Park; Coney Green - selected as they have little or no existing CCTV coverage) to enable deployment of mobile CCTV if the need arises k for digital conversion of CCTV camera systems in Yiewsley and West Drayton, to bring projected revenue savings of 6500 p.a. through reduced dependence on rented fibre optic cables. This revenue saving will offset the increased maintenance costs for the new cameras in project 1. A sum of 35,000 is available from Section 106 funds to offset the cost of this project. This will be subject to a separate allocation report. Alternative options considered The Council could decide not to upgrade parks CCTV, but this is not recommended as the Council would then not have the benefit of an additional flexible resource to deal with anti-social behaviour hotspots. The Council could decide not to implement the conversion project, but this is not recommended, as the Council may not then be able to achieve savings from reducing the rental costs of fibre optic cable links. Effect on Residents, Service Users & Communities These improvements will further improve the safety of residents and reduce the opportunity for crime and disorder. Financial implications (CCTV 2011/12 Budget 230k, Capital Release Requested 145k) Appendix A A Council resourced budget of 230k for the 2011/12 CCTV programme was approved by full Council on 24 February Initially funded from Council resources. As noted above, 35,000 is available from Section 106 to allocate towards the funding of this project subject to a separate report. This report seeks the release of 145k for various CCTV projects as detailed above. This leaves 85k to be allocated to other CCTV projects which will be subject to the capital release procedure. Cabinet Member Report December 2011 (Batch A) 2 of 4

11 Corporate Property and Construction Comments The proposed project has no property implications. Corporate Finance Comments Corporate Finance has reviewed this report and concurs with the financial implications set out above, and notes that there is S106 that could be allocated to finance this scheme. Legal Comments Decisions on the release of monies for all capital projects are delegated to the Leader jointly with the Cabinet Member for Finance, Property and Business Services as contained at Article 7.08 paragraph (e) 12 of the Cabinet Scheme of Delegations of the Council Constitution. Under the Provisions of section 111 of the Local Government Act 1972, a local authority has the power to do anything which is calculated to facilitate, or is conducive or incidental to the discharge of any of their functions. The work carried out in accordance within this Capital Programme would fall within the range of activities permitted by Section 111. Councillors are advised that the financial figures provided in this report are estimates of the cost of work. Final costs will only be calculated once a compliant procurement process is followed and relevant tenders accepted. The release of funds is sought in order to begin the procurement process for the works. It is confirmed that the acceptance of a tender will be reported to Councillors in the form of a Cabinet Member Report or a Cabinet Report dependant on the value of the works to be undertaken. Capital Release Protocol The release of all capital funds held by the Council is to be made by a formal decision (by the Leader and Cabinet Member for Finance, Property and Business Services). No expenditure can be placed or committed by officers until this formal approval is given by Democratic Services. Release of funds must be for identified projects only and strictly not for general release of funds for projects to be identified at a later date. No block releases of capital will be allowed, except if authorised by the Leader of the Council in advance to Central Finance. The release of funds will only be made if previous Council, Cabinet or Cabinet Member agreement has been given to the project and only if there is an approved budget. No contract should be signed until clearance is given to the release of capital funds by way of the formal decision-making process detailed below. Cabinet Member Report December 2011 (Batch A) 3 of 4

12 2011/12 CCTV Programme Phase 1 Appendix A Capital Release Request Location Project information Funds Release Sought 000 s Various within Purchase of new mobile cameras 50 Parks CCTV Hillingdon Installation of new poles and electricity supplies 20 Installation of wireless devices and associated works Cabling works to side of building for wireless antenna Wireless Transmission System for 13 cameras 13xCamera Telemetry Receivers & Video Encoders West Drayton Digital Client & Server Software and Licences for 13 cameras and Yiewsley conversion Client Workstation including 3 viewing monitors 75 Control Joystick & Keypad Administration Server Storage Devices Labour; project management; commissioning Total seeking release 145 Previously released /12 CCTV Budget 230 Remaining budget 85 Approve Hold More Information Required Please tick the boxes to indicate whether you approve, wish to hold, or require further information on this capital release request. A YELLOW duplicate is provided of this appendix for you to sign and return to Democratic Services along with the standard yellow form. Signed: Date: Cabinet Member Report December 2011 (Batch A) 4 of 4

13 MONTHLY CAPITAL RELEASE DECISION REPORT (December 2011) DEPARTMENT: Planning, Environment, Education and Community Services SERVICE AREA: Development of the Rural Activities Garden Centre Cabinet Members Cabinet Portfolios Officer Contact Papers with report Councillor Ray Puddifoot Councillor Jonathan Bianco Leader of the Council / Cabinet Member for Finance, Property and Business Services Mohamed Bhimani Planning, Environment, Education and Community Services Appendix A with capital release requests for approval HEADLINE INFORMATION Purpose of report Contribution to our plans and strategies Financial Cost Relevant Policy Overview Committee Ward(s) affected Portfolio Cabinet Member(s) Portfolio Cabinet Member Approval Received To seek Cabinet Member approval for the release of Capital Funds on projects submitted to Corporate Finance in the past month. The project meets the aims and objectives of the following key Council strategies and plans: Sustainable Community Strategy, Disabled People s Plan, Sustain Prosper and Renew, Disabilities Commissioning Plan This report seeks the release of 239k for the development of the Rural Activities Garden Centre. The project manager is Mohamed Bhimani. The project starts January 2011 and is scheduled to finish by the end of March Education & Children s Services and Social Services, Health & Housing Yiewsley/All Councillor David Simmonds - Education and Children s Services Councillor Philip Corthorne - Social Services, Health and Housing December 2011 RECOMMENDATION That the Leader of the Council and the Cabinet Member for Finance, Property and Business Services agree to the following capital release requests of 239k from the Environmental Assets 2011/12 budget for funding of the development of the Rural Activities Garden Centre programme. (Appendix A) Cabinet Member Report December 2011 (Batch A) 1 of 5

14 PLEASE NOTE: A duplicate of Appendix A is attached to the YELLOW decision request form so that the Cabinet Member can indicate for each scheme, whether project approval is granted, sign it and return it to Democratic Services for publication along with the standard yellow form. INFORMATION Reasons for recommendation To implement the decision made by Cabinet on 28 July 2011 where officers were instructed to action the Project Plan to develop the Rural Activities Garden Centre as a multi use site. This was to ensure a sustainable future for the Centre and enable residents with learning difficulties, disabilities and mental health issues to engage in appropriate training, volunteering and supported employment activities. Alternative options considered None, as the development of the Rural Activities Garden Centre has been authorised by Cabinet. Supporting Information The Rural Activities Garden Centre (RAGC) is currently a day service for people with learning disabilities, providing horticultural skills and opportunities to socialise and meet others. The Centre currently operates as a garden centre, selling the plants and produce grown by the trainees and giving gardening advice. Poultry is reared on site and eggs are sold. The site offers many opportunities to provide a multi use facility that will serve the community and benefit residents. It is capable of being developed to offer training for life and employment skills and to prepare some people for onward employment. It could provide opportunities for individuals to develop and gain a variety of skills on an individual basis or as part of a team, to build confidence, develop expertise and work tolerance and to then move on to other opportunities. To maximise and develop the site so that it can change to deliver the above proposals, some improvements will be required to the accommodation element of the buildings as described below with approximate capital costs. As all buildings are of a modular type, it is possible to make changes within the footprint of the existing site to provide the additional facilities described below. Some areas might have to be reconfigured which will be possible, especially as parts of the site are laid to grass or are underutilised which presents significant opportunities for change. Estimated Financial Costs of Implementing the Development Proposals: Teaching space with adequate DDA compliant toilet and hand washing 100k facilities (inc demolition costs)* 10 extra ordinary parking spaces plus 10 DDA compliant spaces 37k Café/Mess room* 45k Extended retail area* 20k Fixtures fittings furniture etc* 10k Signage directional and on site* 5k Cabinet Member Report December 2011 (Batch A) 2 of 5

15 Design Fees,surveys,statutory fees(planning & Building control) 22K Total 239k *includes project contingencies Financial implications (Budget 2,000k, previously/pending release 283k, Capital Release Requested 239k) Appendix A A Council resourced budget of 2,000k for various 2011/12 Environmental Asset Projects was approved by full Council on 24 February Previously 133k of funding has been released from this budget, with a further 150k pending release, as detailed below: Environmental Assets Programme 2011/12 Allocated projects Budget 000's release request 000's date released Released to date 000's remaining budget 000's 10/11 project Little Britain CCTV December Little Britain Modular toilet block June Little Britain Waste Water Treatment System June Ruislip Lido Rain Shelters June Eastcote house gardens 150 pending Rural activities Centre unallocated /12 projects total It is proposed to fund 239k for the improvement works at the Rural Activities Centre project from 2011/12 Environmental Asset Projects, as there is no other specific funding to support the scheme. This would leave 1,478k to be allocated to other Environmental Asset capital projects in the 2011/12 HIP programme, which will be subject to further capital release submissions. CORPORATE IMPLICATIONS Corporate Property and Construction Comments The Head of Corporate Property and Construction agrees with the contents of this report. Corporate Finance Comments Corporate Finance has reviewed this report and concurs with the budgetary position set out above, noting that the Environmental Assets budget is funded from Council Resources with revenue financing costs borne by the General Fund. As reported to Cabinet in July 2011, there may be scope for additional income generation at the Rural Activities Centre to support on-going revenue costs associated with this development. Cabinet Member Report December 2011 (Batch A) 3 of 5

16 Legal Comments Decisions on the release of monies for all capital projects are delegated to the Leader jointly with the Cabinet Member for Finance, Property and Business Services. This is contained at Article 7.08 paragraph (e) 12 of the Cabinet Scheme of Delegations of the Council Constitution. Under the Provisions of section 111 of the Local Government Act 1972, a local authority has the power to do anything which is calculated to facilitate, or is conducive or incidental to, the discharge of any of its functions. The work carried out in accordance within this Capital Programme would fall within the range of activities permitted by Section 111. Councillors are advised that the financial figures provided in this report are estimates of the cost of work. Final costs will only be calculated once a compliant procurement process is followed and a relevant tender accepted. The release of funds is sought in order to begin the procurement process for the works. It is confirmed that the acceptance of a tender will be reported to Councillors in the form of a Cabinet Member Report or a Cabinet Report dependant on the value of the works to be undertaken. CAPITAL RELEASE PROTOCOL The release of all capital funds held by the Council is to be made by a formal decision (by the Leader and Cabinet Member for Finance, Property and Business Services). No expenditure can be placed or committed by officers until this formal approval is given by Democratic Services. Release of funds must be for identified projects only and strictly not for general release of funds for projects to be identified at a later date. No block releases of capital will be allowed, except if authorised by the Leader of the Council in advance to Central Finance. The release of funds will only be made if previous Council, Cabinet or Cabinet Member agreement has been given to the project and only if there is an approved budget. No contract should be signed until clearance is given to the release of capital funds by way of the formal decision-making process detailed below. Cabinet Member Report December 2011 (Batch A) 4 of 5

17 Environmental Projects 2011/12: Rural Activities Garden Centre Appendix A Capital Release Request Location Project information Rural Activities Garden Centre Implementation of improvement Proposals to Carry out improvement works as detailed in the body of the report Funds Release Sought 000 s Total seeking release 239 Previously / pending release 283 Budget 2,000 Remaining budget 1, Approve Hold More Information Required Please tick the boxes to indicate whether you approve, wish to hold, or require further information on this capital release request. A YELLOW duplicate is provided of this appendix for you to sign and return to Democratic Services along with the standard yellow form. Signed: Date: Cabinet Member Report December 2011 (Batch A) 5 of 5

18 MONTHLY CAPITAL RELEASE DECISION REPORT (December 2011) DEPARTMENT: Planning, Environment, Education and Community Services SERVICE AREA: ICT Council s Single Development Plan: Electronic Document Management and Workflow Cabinet Members Cabinet Portfolios Officer Contact Papers with report Councillor Ray Puddifoot Councillor Jonathan Bianco Leader of the Council / Cabinet Member for Finance, Property and Business Services Steve Palmer - Planning, Environment, Education and Community Services. Appendix A with capital release requests for approval HEADLINE INFORMATION Purpose of report Contribution to our plans and strategies Financial Cost Relevant Policy Overview Committee Ward(s) affected Portfolio Cabinet Member Portfolio Cabinet Member Approval Received To seek Cabinet Member approval for the release of Capital Funds on projects submitted to Corporate Finance in the past month. Business Improvement Design - Electronic Document Management and workflow can provide the foundation for redesigned services that improve performance and deliver savings. ICT Strategic Priority - Enable more agile working solutions across the Council, working smarter with hot-desk and mobile working. Procurement - Rationalising existing EDM contracts around the council. This report seeks the further release of 212k from the 1million 2011/12 ICT Single Development Plan (SDP) budget for the Electronic Document Management (EDM) Project. The project manager is Darryl Wallace. The project starts January 2012 and finishes December Corporate Services and Partnerships All Councillor Jonathan Bianco and Councillor Scott Seaman-Digby December 2011 Cabinet Member Report December 2011 (Batch A) 1 of 8

19 RECOMMENDATION That the Leader of the Council and the Cabinet Member for Finance, Property and Business Services agree to the following capital release requests of 212k for funding of the Electronic Document Management Project from the 2011/12 ICT SDS programme budget. (Appendix A) PLEASE NOTE: A duplicate of Appendix A is attached to the YELLOW decision request form so that the Cabinet Member can indicate for each scheme, whether project approval is granted, sign it and return it to Democratic Services for publication along with the standard yellow form. INFORMATION Reasons for recommendation The recommendation is to supply a corporate electronic document management (EDM) solution. This solution will enable implementation of the EDM and workflow project which was supported by HIP Steering Group in October Alternative options considered Do nothing. This option is not recommended for the following reasons: The benefits from capturing, processing and storing documents electronically will not be realised. Storage and retrieval costs will rise for an increasing number of documents and the Oasis off-site storage contract will need renewal beyond April The Council will continue with current silo back scanning arrangements. Current scanning does not confirm to BS10008:2008. Customers won t be able to view relevant documents online. Procure individual EDM systems, on a service by service basis. This option is not recommended for the following reasons: A corporate solution will: o Be more cost effective and create more savings than buying disparate systems o Rationalise contracts with one supplier o Enable termination of the off-site storage contract The recommended corporate solution comes with value added extras: o A version upgrade for business areas already using the software is included in the price o Flexible bespoke workflow for all areas of business that can be developed by our inhouse Transformation Team as part of BID o Barcode outbound mail, standard letter templates, MFD licenses o A Corporate electronic filing cabinet o Data Base Administration included within existing contract Other separate EDM solutions may not: o Have retention and destruction of document rule functionality o Be able to integrate fully with back office systems o Have flexible workflow that can be developed and amended in-house Cabinet Member Report December 2011 (Batch A) 2 of 8

20 Utilise the new Cloud based system being implemented for office applications. This option is not recommended as it will not fulfil the Council s functional requirements for an EDM system in the following ways: No workflow functionality No integration and scheduling with back office database systems No integration with existing EDM systems No automated retention and destruction of documents functionality No BS10008 compliance No bar-coding of outbound mail If the Council moves to using cloud based applications solutions in other areas, there may still be a need for EDM for document storage and compatibility issues will need to be addressed. Supporting Information EDM Project - 212k Benefits: Electronic document management reduces the cost of capturing, storing, finding and sharing information across the organisation. Workflow can provide the foundation for re-designed services that improve performance and deliver savings, as demonstrated by the Benefits and Housing Services. Improve our customer s experience through faster processing and easy access to information. Creating a paperless office and the ability to access all necessary documents where there is an Internet connection. Improved information sharing both across the Council and with stakeholders. Enable more agile working solutions across the Council, working smarter with hot-desk and mobile working. Rationalising existing EDM contracts around the Council. Ensure compliance with BS10008:2008, providing legally admissible documents and implement the Council s retention and destruction of documents policy. Reduced storage requirements and enable the exit from the Oasis contract. Benefit Measure Baseline Target Target date FTE cost of carrying FTE cost out this activity Reduced cost of logging and scanning mail Reduce the cost of on site paper document processing and storage Cost of secure document destruction Annual cost of secure destruction 16K 5 x FTE SCP4 ( 22K each) April 12-44K pa April 13-66K pa April K pa 8K (50%) reduction in destruction April April 2013 Cabinet Member Report December 2011 (Batch A) 3 of 8

21 Benefit Measure Baseline Target Target date Cost of off-site paper April document retrieval 2013 Off-site paper document storage and retrieval cost reduced 60K per annum cost Reduced by 12K in year one Contract terminated by April 2013 BS10008:2008 compliance Council s retention and destruction of documents policy compliance Faster processing of service requests where the required supporting evidence is provided Improve transparency of service request processing Customers receive their original documents back faster Set out in BSI Evidential weight and legal admissibility of electronic information specification Set out in the retention and destruction of documents policy Time taken for document images to be available to back office service assessment officers, partners and contractors Customers and other stakeholders can access images of documents they have submitted in relation to service requests online Time taken to scan and post back customers original documents performance performance To be supplied by service areas as they adopt EDM as part of the BID programme. Not currently recorded Not currently recorded All service areas adopting EDM comply with BS10008 Retention schedule in section 2.5 of policy incorporated into EDM system Document images available for back office processing within one working day of receipt Document images available for customer viewing within one working day of receipt Original documents posted back to customer within one working day of receipt April 2013 April 2013 April 2013 April 2013 April 2013 Project Drivers: Legislative need to Ensure compliance with BS10008:2008, providing legally admissible documents and implement the Council s retention and destruction of documents policy. Ensure the Council does not retain documents longer than is required therefore open to prosecution and a resultant fine. Costs increasing cost of hard copy storage on-site and off-site. Reduce the cost of processing and searching for hard copy documents. Rationalise scanning occurring disparately across the organisation. Reduce the support and maintenance costs for scanners and the need to purchase more scanners. In the medium term, also reduce the cost of handling the post. Efficiencies as part of BID, re-engineer processes and, where appropriate, apply workflow. This would also facilitate new ways of working by enabling officers to access information Cabinet Member Report December 2011 (Batch A) 4 of 8

22 electronically whilst out in the field to support decision-making leading to improvements in service delivery to residents. Effect on Residents, Service Users & Communities Electronic document management will improve our customer s experience of dealing with the Council through: Faster processing of service requests where documentary evidence is required Faster return of customer documents and confirmation we have received them Customer access to view images of the documents they have provided Reduced incidence of misplaced documents Sharing of documents between offices / teams (one council) Financial implications (Budget 1,000k, Previously released / requested 517k, Capital Release Requested 212k) Appendix A The 2011/12 MTFF Capital Programme agreed by Council on 24 February 2011, included 1,000k for the ICT Council s Single Development Plan (SDP) budget 2011/12. Funded initially from Council resources. Previously 517k has been released or requested from the 2011/12 1 million budget. This report requests that a further 212k is released from this budget for Electronic Document Management system, part of the Civic Enterprise implantation project as detailed in the table below. ICT Council s Single Development Plan is allocated as follows: ICT Projects 2011/12 Budget 000 s Current Release 000 s Previously released/ requested 000 s Remaining 000 s Civica Enterprise implementation Civica Flare Application Onyx CRM system upgrade Onyx Management Reporting Tool PADA/staff development system E Benefits Desk top solution implementation Replacement of Active Directory Migration tools & service ecaf Development (Family intervention Project) Resource Allocation System un-allocated funding 6 6 Totals 1, Cabinet Member Report December 2011 (Batch A) 5 of 8

23 The costs of the Electronic Document Management system are as follows: Item Costs 5 year Software License 137k Technical Consultancy 75k Total 212k The remaining 271k is allocated to further ICT projects within the ICT Council s Single Development Plan for 2011/12, which will be subject to the capital release procedure. The annual support and maintenance costs for this system will be met from existing revenue budgets. CORPORATE IMPLICATIONS Corporate Property and Construction Comments The proposed project has no property implications. Corporate Finance Comments Corporate Finance has reviewed this report and concurs with the financial implications set out above, noting that this project is to be contained within the ICT Single Development Plan budget approved in February 2011, on-going financing costs of which will initially cost the General Fund approximately 17k per annum. On-going support and maintenance costs will be borne by existing ICT revenue budgets. Legal Comments Decisions on the release of monies for all capital projects are delegated to the Leader jointly with the Cabinet Member for Finance, Property and Business Services. This is contained at Article 7.08 paragraph (e) 12 of the Cabinet Scheme of Delegations of the Council Constitution. Under the Provisions of section 111 of the Local Government Act 1972, a local authority has the power to do anything which is calculated to facilitate, or is conducive or incidental to the discharge of any of its functions. The work carried out in accordance within this Capital Programme would fall within the range of activities permitted by Section 111. Councillors are advised that the financial figures provided in this report are estimates of the cost of work. Final costs will only be calculated once a compliant procurement process is followed and a relevant tender accepted. The release of funds is sought in order to begin the procurement process for the works. It is confirmed that the acceptance of a tender will be reported to Councillors in the form of a Cabinet Member Report or a Cabinet Report dependant on the value of the works to be undertaken. CAPITAL RELEASE PROTOCOL The release of all capital funds held by the Council is to be made by a formal decision (by the Leader and Cabinet Member for Finance, Property and Business Services). Cabinet Member Report December 2011 (Batch A) 6 of 8

24 No expenditure can be placed or committed by officers until this formal approval is given by Democratic Services. Release of funds must be for identified projects only and strictly not for general release of funds for projects to be identified at a later date. No block releases of capital will be allowed, except if authorised by the Leader of the Council in advance to Central Finance. The release of funds will only be made if previous Council, Cabinet or Cabinet Member agreement has been given to the project and only if there is an approved budget. No contract should be signed until clearance is given to the release of capital funds by way of the formal decision-making process detailed below. Cabinet Member Report December 2011 (Batch A) 7 of 8

25 Appendix A Capital Release Request ICT Council s Single Development Plan: 2011/12: Electronic Document Management Project (2011/12) Location Project information Funds Release Sought 000 s Civic Centre EDM and Workflow Supply of EDM and Workflow system and technical System consultancy for system build and integration. 212 Total seeking release 212 Previously released / requested 517 Budget 1,000 Remaining budget 271 Approve Hold More Information Required Please tick the boxes to indicate whether you approve, wish to hold, or require further information on this capital release request. A YELLOW duplicate is provided of this appendix for you to sign and return to Democratic Services along with the standard yellow form. Signed: Date: Cabinet Member Report December 2011 (Batch A) 8 of 8

26 MONTHLY CAPITAL RELEASE DECISION REPORT (December 2011) DEPARTMENT: Planning, Environment, Education and Community Services SERVICE AREA: ICT Council s Single Development Plan: Resource Allocation ICT System Tool Cabinet Members Cabinet Portfolios Officer Contact Papers with report Councillor Ray Puddifoot Councillor Jonathan Bianco Leader of the Council / Cabinet Member for Finance, Property and Business Services Steve Palmer - Planning, Environment, Education and Community Services. Appendix A with capital release requests for approval HEADLINE INFORMATION Purpose of report Contribution to our plans and strategies Financial Cost Relevant Policy Overview Committee Ward(s) affected Portfolio Cabinet Member Portfolio Cabinet Member Approval Received To seek Cabinet Member approval for the release of Capital Funds on projects submitted to Corporate Finance in the past month. Transforming Adult Social Care by offering personalisation and meeting the target that 30% of people receiving adult social care are in receipt of Self Directed Support (SDS). This report seeks the further release of 35k from the 1million budget for the 2011/12 ICT Single Development Plan (SDP), for the Resource Allocation ICT System Tool (RAS). The project manager for the Self Directed Support is Farooq Abbasi. The project will complete in January Corporate Services and Partnerships All Councillor Jonathan Bianco December 2011 RECOMMENDATION That the Leader of the Council and the Cabinet Member for Finance, Property and Business Services agree to the following capital release requests of 35k for the funding of the Resource Allocation ICT System Tool (RAS) from the 2011/12 ICT SDS programme budget. (Appendix A) Cabinet Member Report December 2011 (Batch A) 1 of 6

27 PLEASE NOTE: A duplicate of Appendix A is attached to the YELLOW decision request form so that the Cabinet Member can indicate for each scheme, whether project approval is granted, sign it and return it to Democratic Services for publication along with the standard yellow form. INFORMATION Reasons for recommendation A major part of the work is to commission a simplified assessment document and a Resource Allocation System (RAS), requires an investment of 35,000. Obtaining this RAS tool for calculating personal budgets will considerably help to progress this project and give Hillingdon a working live SDS system with an integrated RAS by early Alternative options considered For some time now, the Transformation Board in Social Care, Health and Housing (SCH&H) has been reviewing the options for how to move forward with Self Directed Support (SDS) and Integrated Adult System (IAS) called Protocol provided by Liquidlogic, our social care system. There is no current fully operational SDS version of IAS Protocol and we have been working with Liquidlogic (the supplier) to try to develop one. However, this has not proved fruitful and they do not seem to be able to develop what LBH require within the time scale needed. The Transformation Board has therefore agreed to pursue other options and to look at what is currently available elsewhere from other suppliers. We have adopted the principle that whatever we go with must: Be developed already and evidenced as working Link to our existing IT systems Have simplicity at its heart Allow control of budgets within this authority This solution is the only one identified that integrates with our electronic care management system and provisions SDS in a timely manner consistent with our processes. It will enable and positively assist in: Reducing financial pressure arising from expenditure on traditional services Quicker handling and decisions related to care plans Greater accuracy of assigning personal budgets Reduced reworking Not to proceed with this option would result in the RAS process needing to be developed separately which, to date, has been unsuccessful. The selected RAS system is currently used by 26 councils serving in excess of 20% of the adult population. This will enable LBH data to be tested against the national norm to identify out of ordinary results and assist in future fine tuning of the RAS. Cabinet Member Report December 2011 (Batch A) 2 of 6

28 Supporting Information Local Authority Social Care Services have been implementing a major Transformation project for the last three years entitled Self Directed Support (SDS). This is a key change for local authority social care service users. The requirements of SDS or that a service user will, in future, be offered a support planning process rather than a care planning process. Under the old care planning process, a local authority would identify the needs of an individual and then identify the services and levels of those services to meet the requirements of the care plan. Under SDS, the local authority works with the service user to identify their support needs. Those support needs are then translated into a budget amount or personal budget enabling the service user to then procure services from a directory of services to meet the agreed outcomes within their support plan. This system puts control into the hands of the service users to identify the services and levels of services that best suits their needs and service outcomes. Clearly, this system needs a method that converts the service outcomes into a budget for an individual whilst enabling the local authority to keep overall control of its budgets. The RAS is the tool that does this. Under this radical change for social care services, the Government has set challenging timescales and milestones under the Putting People First programme. The final milestone for local authorities is to ensure that, by April 2013, all service users of adult social care services are in receipt of a personalised budget. The RAS is a major part of our requirements to achieve this milestone. The RAS therefore needs to be built and calibrated to ensure it fits within our policy requirements, but also allocates sufficient resources to an individual to meet their support needs and outcomes, whilst keeping the authority within budget. This proposed system will enable officers to deliver a fully calibrated RAS within the required timescales that is integrated into the existing IT system, thus creating an efficient system within an otherwise complicated process. The outcome will be a fully operational system that provides transparency for staff and service users. Effect on Residents, Service Users & Communities The target is to provided 30% of people receiving adult social care with self-directed support and enable increased choice and control over their care. Financial implications (Budget 1,000k, previously released / requested 482k, Capital Release Requested 35k) Appendix A The 2011/12 MTFF Capital Programme agreed by Council on 24 February 2011, included 1,000k for the ICT Council s Single Development Plan (SDP) budget 2011/12, funded initially from Council resources. Previously 482k has been released or requested from the 2011/12 1 million budget. This report requests that a further 35k is released from this budget for the resource allocation system project as detailed in the table below. ICT Council s Single Development Plan is allocated as follows: Cabinet Member Report December 2011 (Batch A) 3 of 6