BOROUGH OF POOLE

COMMUNITY SUPPORT AND EDUCATION SCRUTINY COMMITTEE

4 DECEMBER 2006

The meeting commenced at 7.00 pm and finished at 9.25 pm.

Present:

Councillor Wilson (Chairman)

Councillors Belcham, Brooke (substitute for Councillor Meachin), Clements (substitute for Councillor MrsMoore), MrsHillman, Montrose (substitute for Councillor Rampton), Smith and MissWilson

Diocesan Representatives

Mr K Newman

Also Present

Councillor Woodcock

Members of the public: 0

  1. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors Bulteel, MrsButt, Meachin, MrsMoore and Rampton and Keith Newman

  1. MINUTES

RESOLVED that the Minutes of the Meeting held on 14 November 2006 be confirmed as a correct record and signed by the Chairman.

  1. DECLARATIONS OF INTEREST

Councillor Woodcock declared a Prejudicial interest as a Governor of Old Town First School and left the Meeting.

  1. OLD TOWN FIRST SCHOOL AND NURSERY – EXTENSION PROJECT – COST AND BUILDING REGULATIONS

The Committee considered the Report of the Strategic Director (Children’s Services relating to a review of the decision to proceed with phase 2 building works at Old Town First School prior to final agreement to contract.

The Head of Building Consultancy Service and the Principle Surveyor (Building Consultancy) with the aid of a presentation giving details of recent changes to Building Regulations Part L and the implications for the Old First School and Nursery extension project;

  • Building Regulations are national standards to secure health, safety and convenience
  • Since 2002 revised 2006 to help meet Kyoto Agreement targets
  • Aimed at reducing CO2 UK amongst European highest emitters
  • In line with Government documents, EU Directives and Sustainability Acts
  • Chronology of changes in requirements and Transitional arrangements
  • Poole variation on Policy agreed following Local Economic Overview Group
  • Where works start on site prior to 1 October 2006 the old 2002 edition of the Regulations can be used, provided that a contract has been in place prior to 1 April 2006
  • Start of erection of a building usually constitutes: -
  • Excavation of a strip foundation or pad foundation
  • Digging out & preparation of ground for a raft foundation
  • Vibroflotation, piling, boring for piles or driving piles
  • Approved Documents
  • Types of Building Works
  • New build
  • Extensions
  • Material change of use
  • Controlled items
  • Demonstrating Compliance – 5 Criteria
  • Criterion 1 – calculated predicted CO2 emission
  • Criterion 2 – Controls and Meters – ensuring efficiency and monitoring actual use
  • Criterion 3 – control of solar heating
  • Criterion 4 – consistency of build with plans
  • Criterion 5 – efficient use of building
  • Consequential Improvements
  • Regulation 17D states:-
  • (1) Applies to a building with a total useful floor area of over 1000m2 where the proposed building work includes:-
  • a) Extension or
  • b) the initial provision of any fixed building services or
  • c) an increase to the installed capacity of any fixed building services
  • 2) … such work to be carried out to ensure compliance with Requirements of part L – schedule 1
  • 3) This regulation shall not require anything to be done that is not technically, functionally and economically feasible
  • To comply with Regulation 17D) – not only do the main ‘principal works’ have to comply but also improvements in energy efficiency of the whole building
  • Reasonable provision for consequential improvements
  • Extensions – L2B
  • Where the extension has a total floor area that is both:
  • a) Greater than 100m2 AND
  • b) Greater than 25% of the floor area of the existing building
  • Then the work should be regarded as a new building and the guidance in AD L2A followed

In response to Members’ questions the Head of Building Consultancy Service and the Principle Surveyor (Building Consultancy) stated that;

  • Although the methodology upon which it was based was tried and tested, the computer model used in calculating the compliance with Building Regulations was still under development but it compared the use of gas and electricity with comparative costings
  • The roof of the existing building was not insulated and maximum benefit was obtainable by reducing heat loss through the roof (35%)
  • It is the intention of the revised Regulations that the reduction of the CO2 footprint is indicated by the relative costs
  • Under the revised Regulations the extension, due to its size, was treated as a new building rather than as an extension
  • The establishment of foundations was considered ‘significant commencement’. It common practice in the industry for steps to be taken in this manner.
  • The Building Consultancy was not able to implement the revised Regulations until the Government published guidance documents
  • Regulations set minimum standards developers, including the Council, could exceed these minimum standards
  • In respect of the Old Town First School it was established that;
  • The Contract was in place by 1April 2006
  • Works had commenced before 1October 2006

The Strategic Director (Children’s Services) outlined the procurement procedure relating to Partnership projects;

  • Overall budget agreed by Members in open Committee
  • Tender on basis of profit margin of contract and design costs leading to appointment of Partner (For Old Town First School this was Raymond Brown) committing Council.
  • Partner costs all aspects of project and presents final cost of project which forms final contract for project

Members expressed the view that the Council should act as an example in sustainable development and education of school children in issues linked with Global Warming.

The Strategic Director (Children’s Services) stated that the decision to commence works was determined by the wish to avoid additional delay and the resultant increased cost. He gave work of considerable works that had been undertaken to the existing building in recent years including full window replacement with uPVC double glazed units.

In response to Members’ questions the Strategic Director (Children’s Services) stressed that;

  • there were competing demands at schools across the Borough as identified in the eight year expenditure plan. No commitments could be made for additional expenditure beyond that identified at this time.
  • The remaining anticipated lifetime of the existing boilers at the school meant that it was unlikely to be economically justifiable to replace them as part of this project
  • Unusually in this project the Council had been able to obtain an agreed set cost for the project as the Partner had confidence in the design. This was not usually the case and led to uncertainty regarding final costs.

All Members united in stressed that in considering the Old Town First School Project it they accepted totally the necessity of proceeding to avoid delay it was not intended that the project be further delayed. It was recognised that there was a strong need for the development at the school.

In response to a Member’s suggestion that an organisation such as the Carbon Trust or Energy Saving Trust could assess the impact of not matching the standards under the revised Regulations, it was stated that the designing architect would be able to provide such information utilising the computer modelling software.

RECOMMENDED that

  1. the officer’s decision to proceed with the work be supported.
  1. the delay in the project be noted
  1. Service Provision Scrutiny and Audit Committee be requested to review the Council’s procurement process for capital projects
  1. A further Report be made to this Committee and provided to the Service Provision Scrutiny and Audit Committee relating to the environmental impact of not complying with the requirements of the latest Building Regulations Part L.
  1. WAYS OF WORKING

The Committee considered the report of the Chairman relating to ways to manage the work of the Committee and agreement to the forward plan for its work.

The Chairman stressed that the intention was to concentrate the work of the Committee on areas of highest priority whilst monitoring those of lower priority.

During discussion, Members felt that agenda with a limited number of items enabled better scrutiny of issues to take place and supported the proposals while recognising that the Scrutiny Working Party would be reporting in the near future and that further changes in the Committee Structure might result.

RESOLVED that

  1. a new way of structuring the agenda for the Committee’s meetings be agreed to ensure that no more than a manageable number of substantial items for enquiry are taken at each meeting. Other items to be for information only.
  1. deputed Committee Members meet with officers for further information when information reports prompt the need for further enquiry.
  1. working parties are formed as and when Members of the Committee wish explore an issue in greater depth than is possible during a meeting.
  1. the forward plan proposed be agreed and its further agreement to be managed by the Chair with an updated plan at each Committee for information.
  1. officers present to a future Meeting an outline programme of forthcoming inspections, noting that school’s receive only three days notice and so cannot be included.

Chairman

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