** Please note that the appendix to the report will be circulated separately from the main agenda pack as it is A3 **
Exempt Report of Director of Resources
Minutes:
The Board considered a report of the Director of Resources which sought agreement on recommendations to the Executive for the Capital Programme for 2013-14 to 2016-17.
The Chairman opened the discussion with a brief resume of the work that the Board had undertaken to review the capital bids for 2013-14. The bids received were reviewed at an informal budget scrutiny meeting on 24 September 2012 and had been scored using a standard score card taking into account:
- Drivers (compulsory/legal; highly recommended; or desirable)
- Strategic Objectives (direct and significant to a strategic objective; indirect; or, not applicable)
- Consultation Priority
- Impact on performance or service deliver
- Organisation risk
- Efficiency (positive revenue with figures provided)
Executive Lead Members and Heads of Service had attended the second informal budget scrutiny meeting on 2 October 2012 to provide the Board with additional information on a number of bids and respond to any queries raised by Board members.
In considering the bids the Board agreed that it was important to take account of the score including the reason for the proposed capital expenditure, how the money was allocated by quarter and any requirements in future years.
The Board agreed that the following bids which all had with a score of 24 or more should be recommended to the Executive for inclusion in the capital programme 2013/14: Bid 7 Cherwell Community Centre – Roof Covering Replacement; Bid 17 Units 6 & 7 Thorpe Way – Replacement Roof Covering; Bid 19 D & PS Access Audit 2012; Bid 23 Bicester Sports Village Phase 2; Bid 26 Stratfield Brake Repair Works; Bid 36 Vehicle Replacement 2013/14; Bid 30 Mandatory Disabled Facilities Grants; Bid 34 Recycling Bank Replacement 2013/14; Bid 38 Vehicle lifting equipment; Bid 40 Microsoft Licensing; Bid 41 Desktop PC Replacement; Bid 44 Visualfiles Upgrade; Bid 43 Server Replacement Package; Bid 2 23 & 24 Thorpe Place – Replacement Roof Lights; Bid 45 Financial System Upgrade;
Members were satisfied with the information and justification for each of these bids however it was noted that there were a number of bids relating to the replacement of items which would have a limited life span and therefore require repair or replacing again as well as . Members commented that due to the limits on the capital pot consideration should be given to services building up funds to cover future replacements and ongoing costs.
Members also agreed that Bid 37 – Wheeled bin replacement scheme; Bid 8 – Works in Connection with Condition Survey; Bid 24Kidlington and Gosford Leisure Centre Astro Turf Replacement; Bid 25 North Oxfordshire Academy Track Refurbishment; and, Bid 29 Discretionary Housing Grants should be recommended for inclusion in the Capital Programme 2013/14.
The Board agreed that two bids should be recommended for inclusion in the 2013/14 Capital Programme subject to conditions: Bid 32 - Kidlington Pedestrian Scheme – Phase 2, subject to negotiation and agreement being reached with Kidlington Parish Council for the ongoing maintenance of the bollard; and, Bid 21 - Community Facilities Grant Scheme, subject to an appropriate policy for the scheme being established, a requirement that any bids over £2000 must have, as a minimum, matched funding and that the Lead Member approve grants.
Members agreed to defer consideration of the following bids: Bid 3 - Replacement Air Conditioning Plant to Main Chamber, Bodicote House; Bid 10 - Highfield Depot – Proposed Redevelopment of Office and Welfare Facilities; 1 - Planning and Building Control replacement of ICLIPSE (Northgate); Bid - 35 - Thorpe Lane Hard Standing Depot; Bid - 39 - Corporate – Electronic Document and Records Management System (EDRMS); and, Bid 42 - Joint Intranet (CDC and SNC) to allow for further information to be presented to the Board in due course.
It was agreed that the following bids should not be recommended for inclusion in the Capital Programme 2013/14: Bid 33 - Bartec expansion; Bid 5 - Replacement CCTV and Intruder Systems District Wide; Bid 22 - CDC and SNC Customer Services Desktop as a Service (DaaS); Bid 27 - Town Centre Visitor Information; and, Bid 6 - Lighting to Main Chamber, Bodicote
The Board agreed that the following bids did not met the capital requirements and should therefore not be included in the 2013/14 Capital Programme: Bid 4 - Bradley Arcade – Promenade Deck Repairs to Shops; Bid 9 - Stable Restaurant Alterations; Bid 11 - Repairs to Lighting Protection at Bodicote House and Banbury Bus Station; Bid 12 - External / Internal Painting; Bid 13 - Retained Land Backlog Maintenance; Bid 14 - Street Furniture; Bid 16 - Unit 18 Thorpe Way - clearance of unit; Bid 18 - Unit 6 & 20 Thorpe Place – Improvements; Bid 28 - CDC Community Development Strategy; Bid 28 - Cherwell Allocations Review and Implementation; and, Bid 31 - Work-in-default.
Resolved
(1) That the recommendations, conclusions and comments relating to the Capital Budget be submitted to the Executive for consideration as part of draft 1 of the 2012/13 budget.