Agenda item

The Committee considered the following report:

“1.0     Purpose of Report or Summary of Main Issues

1.1       The Council’s Capital programme is a rolling programme of investment which either improves the existing Council facilities or provides new Council facilities. This report highlights the status of projects under the Programme along with projects recommended to be moved Stages.

2.0       Recommendations

2.1        The Committee is asked to –

            Proposed movements

·         agree that the Replacement Service Yard – Falls Park/City Cemetery project is moved to Stage 3- Committed on the Capital Programme.  It is however recommended that this is held at Tier 0 – Schemes at Risk pending planning approval and the tender return price at which stage the final budget will be brought back to Committee.  Members are further asked to agree that the necessary procurement processes be initiated as required with contracts to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver

·         In agreeing the above Members are asked to note that the redevelopment and relocation of the Service Yard is required to facilitate the HLF – City Cemetery project and that not progressing this will jeopardise the HLF funding. It should also be noted that the existing service yard has been in place for over 20 years and is no longer fit for purpose.

Any project which is being moved from Stage 2 to Stage 3 under the Capital Programme is required as part of the Council three stage approval process to complete an Outline Business Case (OBC).  Members are asked to note that the OBC for the above project has been completed and reviewed internally.

Project Update – Replacement of the Service Yard –

Falls Park/City Cemetery

Members will be aware that in November 2017 they were advised that the Council had received funding of £1.67m from the Heritage Lottery Fund towards a £2.3m redevelopment and upgrade of the City Cemetery. The HLF funding will enable the Council to restore the City Cemetery’s historic features, raise awareness of its rich heritage and reconnect people to it as a useable green space. This project is currently a Stage 3 – Committed project on the Capital Programme.  Members are asked to note that, as part of the HLF processes, organisations must receive an ‘Approval to Proceed’ sign-off before works can be commenced.  Members are asked to note that this has recently been received for the City Cemetery project.

Members will be aware that an integral part of the HLF City Cemetery upgrade project is the development of a new visitor centre close to the cemetery entrance. Due to the scarcity of suitable sites for this visitor centre, the site of the current service yard was agreed as only viable option for the location of the new centre.  It should be noted that if the visitor centre does not proceed then this will jeopardise this element of the HLF funding and will also compromise the overall project and limit its benefits for local people and visitors.

From an operational perspective C&NS have confirmed that a service yard is required on the Falls Park/City Cemetery site.  This Service Yard services both the park and the wider area and approx. 15 staff are based out of the site. Given the ongoing operational requirements and to ensure that no HLF funding is lost it is necessary to redevelop and relocate the existing service yard. The existing service yard in the City Cemetery has been in place for over 20years and the buildings on the site are no longer ‘fit for purpose’. Detailed investigations were undertaken into potential alternative locations for the Service Yard and a number of options were identified.  After consideration of these options the preferred location for the new Service Yard is on area behind the Foxes Lodge site. This area is currently not used for anything and was previously used as a Service Yard. This site is in close proximity to the current service yard, is already secured with a perimeter wall, is adjacent to the site boundary and is covered by CCTV. Staff have been consulted and are happy with both the proposed new location and the proposed designs for the new Yard.  Subject to agreement it is envisaged that the Service Yard will be relocated in late Autumn with work to commence on the Visitor Centre following this.

It is therefore recommended that the Replacement Service Yard – Falls Park/City Cemetery project is moved to Stage 3- Committed on the Capital Programme.  It is however recommended that this is held at Tier 0 – Schemes at Risk pending planning approval and the tender return price.  At this stage the final budget will be brought back to Committee for sign-off and confirmation that it is within the affordability limits of the Council. This will ensure that there is no loss of funding from HLF and that the HLF can be delivered as originally intended.  It will also ensure continuity of provision from a service and operational perspective and replace an asset which is no longer fit for purpose.

Members are further asked to agree that the necessary procurement processes be initiated as required with contracts to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver.

3.1       Financial and Resource Implications

            Financial –- Replacement Service Yard – Falls Park/City Cemetery – held at ‘Tier 0 -Scheme at risk’ pending planning approval and satisfactory tender return. At this stage the final budget will be brought back to Committee for sign-off and confirmation that it is within the affordability limits of the Council

Resources – Officer time to deliver as required

3.2       Equality or Good Relations Implications/

Rural Needs Assessment

All capital projects are screened as part of the stage approval process.”

The Committee adopted the recommendations.