Issue - meetings

1.  It be agreed to proceed to tender for the works contract for Beckenham Library at an estimated value of £1.4m;

2.  Authority be delegated to the Director of Housing, Planning, Property and Regeneration in consultation with the Portfolio Holder for Renewal, Recreation and Housing, to award the works contract for Beckenham Library, estimated value £1.4m, as long as the winning tender is affordable within the Operational Property Review library programme budget;

3.  The information on works to Crofton Roman Villa and the request as set out in paragraph 3.19 to utilise the OPR budget for this site as match funding towards bids for grants to improve the information on site and improve visitor experience be noted; and,

4.  Authority to the Director of Corporate Services and Governance to enter into and manage legal matters relating to these works to allow works to progress.

Report HPR2023/050

The report provided an update on the library works programme, and information on repairs to Crofton Roman Villa. To enable the library works programme delivery pace to continue the Portfolio Holder and Executive were asked to agree to approve and delegate authority to enter into the contracts required to take forward repairs at Southborough and Beckenham libraries.

The report had been scrutinised by the Renewal, Recreation and Housing  PDS Committee at its meeting on 5 September 2023 and the Committee had supported the recommendations.

RESOLVED: That

1.  It be agreed to proceed to tender for the works contract for Beckenham Library at an estimated value of £1.4m;

2.  Authority be delegated to the Director of Housing, Planning, Property and Regeneration in consultation with the Portfolio Holder for Renewal, Recreation and Housing, to award the works contract for Beckenham Library, estimated value £1.4m, as long as the winning tender is affordable within the Operational Property Review library programme budget;

3.  The information on works to Crofton Roman Villa and the request as set out in paragraph 3.19 to utilise the OPR budget for this site as match funding towards bids for grants to improve the information on site and improve visitor experience be noted; and,

4.  Authority be delegated to the Director of Corporate Services and Governance to enter into and manage legal matters relating to these works to allow works to progress.

Report HPR2023/050

The report provided an update on the library works programme and repairs to Crofton Roman Villa.

In response to a question from a Member, the Assistant Director: Culture and Regeneration advised that the budget of £1.4M for repair works to Beckenham Library did not include the cost of providing a temporary library facility.  Temporary library facilities would be put in place for Beckenham, Orpington and Chislehurst libraries due the significant works required, and Ward Councillors would be approached to help identify suitable venues in their area, such as vacant shop units.  A specific budget had been allocated to each library within the library works programme and should any library require works costing more than the funds allocated, additional funding would be sought so that other libraries were not disadvantaged.  Another Member queried whether a current and future needs analysis had been undertaken to inform the library works and the Assistant Director: Culture and Regeneration clarified that this was not a development scheme but was focused on repairs and minor alterations.  In response to a query from a Committee and Ward Member, the Assistant Director: Culture and Regeneration was pleased to announce that the works on St Paul’s Cray Library had been delivered on time and under budget and further details of costings would be provided to the Committee following the meeting.

In relation to the plans for Crofton Roman Villa, the Assistant Director: Culture and Regeneration explained that whilst the monument itself was in good condition, the building that housed it was in a poor state of repair.  Crofton Roman Villa was the only Roman villa open to the public in the London area and was a popular visitor attraction with schools.  It was proposed to use the existing budget for the Crofton Roman Villa site as match-funding to apply for grants to further enhance the on-site facilities and visitor experience at no additional cost to the Local Authority, and a further report would be presented to the Committee for consideration prior to any works commencing on-site.

A Member asked whether reinforced autoclaved aerated concrete (RAAC) had been used in the construction of Bromley libraries.  The Assistant Director: Culture and Regeneration advised that recent condition surveys had found no evidence of RAAC but that specific RAAC surveys were being commissioned.

RESOLVED: that the Portfolio Holder be recommended to:

·  Delegate authority to the Director of Housing, Planning, Property and Regeneration to award the library works multi-disciplinary consultancy contract at an estimated value of £800k;

·  Agree that the works at Southborough Library proceed to tender at an estimated value of £490k;

·  Delegate authority to the Director of Housing, Planning, Property and Regeneration to award the works contract for Southborough Library, given how close the estimated value is to the £500k threshold, as long as the winning tender is affordable within the Operational Property Review budget; and,

·  Recommend the Council’s Executive:

·  Agree to proceed to tender for the works contract for Beckenham Library at an estimated value of £1.4m;

·  Delegate authority  ...  view the full minutes text for item 27