News‎ > ‎

Pavilion

posted 16 Jul 2019, 04:10 by Clerk

Q) Which Councillors are responsible for delivering the Pavilion project?

A) The Parish Council is collectively responsible for delivering the project. As with any other project, no individual Councillor has an active role in project managing the Pavilion scheme on a day to day basis which is why the Council employs external specialists to undertake this role, and any executive or scheme administration function is discharged via the Clerk’s Office. Councillors receive updates and reports either via the Clerk’s Office or direct from external advisers and makes decisions and seeks other advice as necessary.

 

Q)  Why was the contract procured in individual packages?

A)  HPC took advice from the lead architect on the recommendation of parcelled packages of work. 

 

Q) The budget has increased by £115k from £315k to £430k - where has this increase come from and who is going to pay? Is the funding from FF and Veolia secure?

A)  HPC has had two roofing and cladding contractors pull out, one after several months of negotiation and before signing a contract and one after signing. This has caused delays as well as increased material costs partly due to the re-evaluation of the roofing specifications. HPC has met with the newly proposed roofing and cladding contractor and this revised budget is up-to-date and estimated to finish the build, although the costs for the internal fit are not based on up-to-date quotes. HPC are ready to instruct the new contractor with the aim to have a sealed, wind and water tight building by the end of this year and then to finish internals during the next financial year, all subject to imminent confirmation from the FF that they commit to support the project over this and the next financial year. The £430k is an estimated full outturn cost and HPC has yet to set a revised budget from the original £315k.

 

Q) With the risk of further delays and escalating costs, where will the funds come from?

A) Reserves will recover in the next financial year. There are also some finishes within the build that can be delayed and will not hinder the use of the facility.

 

Q) Would HPC be willing to reconsider any aspect of cost-saving re-design, particularly of the complex roof, if recommended by the new architect/contractor? Any savings could be put towards maintenance.

A) Yes, if there is an opportunity to redefine costs, HPC will consider this if the cost saving is significant enough.  The internal specification of the building has to meet the FF criteria. In terms of maintenance, this will be minimal in the initial year due to it being a new build whilst the cost of vandalism has spiralled due a number of acts of ASB in the playing field.  The Police have been asked to make regular visits to the playing fields to tackle this current problem.  Ultimately new digital CCTV surveillance systems will give a better response coverage of the fields and vandalism will be deterred by use of a dedicated CCTV cameras on the Pavilion.

 

Q) Is there any chance HPC can withdraw the residual funds down from the FF? 

A) HPC needs the FF to confirm their commitment over this and the next financial year before proceeding. HPC are committed to closing the building this year with internal fits in the next financial year. It was suggested to HPC by the FF that there may be the opportunity of obtaining further funding from them but this is currently with the FF Directors and HPC is waiting for their response of commitment to that already agreed so it can proceed with the build. If they are minded not to support the project any longer, then that this puts HPC in a difficult situation. The reserves currently stand at £184k of which £60k is already allocated to the Pavilion as part of the £160k originally agreed. To complete the building this year a further £100k would be needed.

 

Q) Why didn't HPC use the Football Foundation's framework and matrix for establishing the project's sustainability? 

A) There was no mention of a 'framework' to HPC by the FF.

 

Q) In light of taking the project forward with damage limitation, have the right inspections and certifications been carried out on the previous contractors (independent of the architect) and will references and financial checks be carried out on any future contractor appointments?

A)  Inspections and certifications of previous contractor’s work falls under the role of the project architect – HPC will ensure these are in place. In terms of any future contractors appointments the appropriate checks will be made.

 

Q) A lot of money has been spent on this 'boys only' facility when the money could have been invested in the preferred Community Centre - a facility available for all. Will the building be available for general use and when?

A) Football is a sport increasingly engaged in by girls as we’ve seen on the enormous success of the current Woman’s World Cup as well as older people and with extra demands from current and future housing developments in Hagley, it is expedient to have this facility and the capacity for our children and community needs. It will be a community use facility with changing rooms. It will be available for hire by other sports teams although HPC does need to remain committed to the fixtures of the football club as part of the conditions of the FF grant. There is a meeting room which will be available for hire by community groups and can be used for HPC meetings as well potentially cutting annual rental costs for HPC when the lease on 74a Worcester Rd expires in 2021. The FF would not make a grant towards the community centre and the community centre did not have formal plans prepared at the time. Parking for the Pavilion will be on the shopper's car park.

 

Q) When will the new architect and design & build contractor be on board and has the contract with the old architect been cancelled?

A) HPC is currently in dispute with the outgoing architect and HPC is actively seeking a number of avenues to resolve this. Under the RIBA code of conduct a new architect cannot be appointed until the contract with the existing architect is legally dissolved. 

 

Q) Is there a revenue budget for the Pavilion?

A) There is no formal revenue budget built into the overall 2019/20 accounts. This is due to the fact that the project is all Capital costs until it is completed.  There will be a revenue budget prepared based on the income stream from the regular use of the football club and from the hire of the facility against the general running costs of the building; but a schedule of rates has not yet been drawn up. It is HPC's intention to make a surplus from this facility.

 

 

Q) Why don’t HPC give regular updates on the Pavilion?

A) The Pavilion has been a regular item on the agenda for 2 years. Updates are given at each meeting. Substantive items are added to the agenda where there is a discussion and decision required by council. The minutes are then available via the HPC website, the library and the HPC office.

 

If you have any further questions, please contact the clerk at clerk@hagleyparishcouncil.gov.uk. The clerk will endeavour to answer any questions as soon as possible but any responses will be managed around current workloads.

If you have a Freedom of Information request this should be submitted as such to clerk@hagleyparishcouncil.gov.uk . You will receive a response within 20 working days.

 

Comments