Agenda Item No: Report No:

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Agenda Item No:


Report
No:


Report Title:

Asset Management


Maintenance Programme for the
Non Housing Property Portfolio

Report To:

Cabinet

Date:

7 June 2004

Lead Councillor:

Councillor Ann De Vecchi

Ward(s) Affected:

All

Report
By:

Director of Finance and Community Services

Contact Officer(s):

David Heath ( Chief Internal Auditor) and Stephen Jump
(Financial Services Manager)


Purpose of Report:


To seek Cabinet approval for a programme of backlog maintenance for the no
n
-
housing property portfolio to align with the Council’s Medium Term Financial
Strategy.

Officers Recommendation(s):

1

To approve the programme of backlog maintenance for non
-
housing properties
for the period 2004/05 to 2006/07 as detailed at paragraph 4.2
.


Reasons for Recommendations

1

The Council is committed to the effective management of its property assets as
detailed in both the Asset Management Plan and Capital Strategy. A
programme of maintenance is required to ensure that the condition of p
roperties
does not deteriorate and they are performing as intended and operating
efficiently.

2

Surveys of the Non Housing Property Portfolio

2.1

A detailed survey of the non
-
housing property portfolio was completed in
June 2003 by Hamson Partnership to identify

maintenance requirements.
The survey included most of the property assets where the Council has a
repairing liability. A number of property assets have also been surveyed
separately as follows:

(a)

Car parks which were not part of the grounds of a building


surveyed by the Property Services Section

(b)

Southover Grange


a historical survey undertaken by an
independent surveyor

(c)

Mechanical and Electrical equipment and plant at the Leisure
Centres

(d)

Newhaven Fort


surveyed by an independent surveyor

2.2

The surveys have

identified backlog maintenance, where required, for
each property. The value of the backlog maintenance for each property
was reported to Cabinet at its meeting of the 15 October 2003 in the
report entitled, “Annual report on the Non Housing Property Port
folio and
Property Performance Indicators”.

2.3


During 2003/04 some properties have been the subject of maintenance
expenditure or are no longer used. The impact of this is to reduce the
backlog maintenance requirement. These include the following:

(a)

Salts Recr
eation Ground


Café (fully refurbished)

(b)

Rifle Club
-

Brook Street (demolished)

(c)

Martello Tower (Majority of works completed. Options for
funding the remainder of maintenance costs are being
considered).

(d)

Chapel Street toilets (Closed permanently)

(e)

Newhaven F
ort (Maintenance work has been undertaken, which
has funded by a Lottery Grant).

(f)

Eight car parks in Lewes (maintenance completed)

3

Resources available for Backlog Maintenance for the period 2004/05 to
2006/07

3.1

To respond to the backlog maintenance identified

by the Hamson and
other surveys a planned programme of maintenance is necessary. It is
recommended that this is for a three year period to align with the
Council’s Medium Term Financial Strategy.

3.2

The maintenance work that can be addressed in each year is

dependent
upon the funds that are identified in the General Fund Capital
Programme (GFCP). The revised capital programme for 2004/05 is
reported to the Cabinet elsewhere on this agenda. The GFCP has
identified a total of £2,015,000 for addressing backlog
asset
maintenance in the period 2004/05 to 2006/07. In addition, capital
receipts of £275,000 will be available in 2004/05 for addressing backlog
asset maintenance as shown in Table 1 below.

3.3

The GFCP also provides a £50,000 annual budget for works to cor
porate
buildings over the three year period. This will be use to address current
as oppose to backlog maintenance.




Table 1: Analysis of funds available for asset maintenance for the period 2004/05 to


2006/07
.

Backlog Asset Maintenance

200
4/05

£

2005/06

£

2006/07

£

Total

£

General Fund Capital Programme
(backlog asset maintenance)

253,000


631,000

1,131,000

2,015,000

Capital receipts expended this year *

275,000



250,000

Total funds available for backlog
asset maintenance

528,000

631,00
0

1,131,000

2,265,000

Current Maintenance





General Fund Capital Programme
(works on corporate buildings)


50,000

50,000

50,000

150,000


* work to this value will only be placed once the capital monies have been received.


4

Programme of backlog asset m
aintenance for the period 2004/05 to
2006/07

4.1

The years in which the maintenance is undertaken have been decided
upon by taking account of items identified as priorities by Cabinet and
condition and priority levels identified within the Hamson and other
sur
veys.

4.2

Current items identified as priorities by Cabinet are as follows:

(a)

Addressing backlog maintenance in the public toilets (£97,095
identified by the Hamson survey)

(b)

Fort Road Sports Park (£138,750)

(c)

Southover Grange (£88,000). £67,000 identified by the
Southover Grange Sub Committee at its meeting of
1

November 2003 for immediate work needed for the safety of
the building fabric and its users. A further estimated £21,000 for
an integrated fire alarm and safety/security system for the
building. Cabinet ag
reed that funds be set aside for these works
at its meeting of the 18 November 2003.

(d)

£25,000 agreed by Cabinet at its meeting of the 24 March 2004
to address backlog maintenance at Leisure Centres.

(e)

Remaining priorities identified by the Hamson Survey.


5

Ass
essment of Risk

5.1

If Cabinet does not agree a programme of maintenance then there is
likely to be further deterioration of the Council’s non
-
housing property
assets, requiring significantly higher levels of expenditure than that
identified within this report
. The agreement of a comprehensive
programme of maintenance will mitigate this risk providing a low level of
residual risk.

Financial Appraisal

6

The cost of the backlog maintenance programme over each of the three years
to 2006/07 and the likely resources a
vailable are summarised in Table 2 below.

Table 2: Costs of backlog maintenance compared to the resources available to 2006/07
.


2004/05

£

2005/06

£

2006/07

£

Total

£

Resources available

528,000

631,000

1,131,000

2,265,000

Costs of backlog maintenance

50
0,745

631,889

694,649

1,827,283


7

The programme will be carried out on a rolling basis whereby any unused
resources at the end of the year are rolled forward to fund backlog repairs in the
next year.

8

The resources available are subject to capital receipts
from land sales.

9

Work will not be commissioned until the capital receipts are in the bank.

Environmental Implications

10

I have completed the Environmental Implications Questionnaire and there are
no significant effects as a result of these recommendations.

B
ackground Papers

11

Asset Management Plan and Capital Strategy.

Appendices

12

None.