Issue - meetings

To consider the attached report of the Strategic Director (Operations and Commercial).

This report was considered by Cabinet at its meeting on 12 April 2021.

The Head of Commercial Services presented the report on the Approval of Use of Kearsney Abbey Contingency Fund.

The report sought approval to finance the overspend on the Kearsney Abbey and Russell Gardens Heritage Lottery Project from contingencies allocated in the Medium-Term Financial Plan to facilitate the completion of the project. The extra costs had arisen due to contractor delays; the impact of the covid pandemic; additional works to listed building fabric and landscape due to ground conditions and ecology; and contractor workmanship issues. It was expected that the income from the site would repay the cost of the contingency funding over time.

The lessons learnt from the project would be retained for the future and the results of the audit would be considered by the Governance Committee in due course. In the case of the impact of the covid pandemic it was pointed out to members that in normal circumstances no risk register would make provision for the impact of a global pandemic.

In response to a question concerning why there had not been a full structural survey undertaken prior to the works it was stated that with any conservation building the full extent of the work required was often not known until the works commenced.

Members expressed concerns over the inspection history of the building and the wider issue of general asset maintenance was discussed. The Strategic Director (Operations and Commercial) advised that the Council was managing its assets in accordance with the Medium-Term Financial Plan and that the Council had always been transparent about the resource constraints it faced.

RESOLVED: That it be recommended to Cabinet

(a)  That decision CAB109 be endorsed and that the overspend on the Kearsney Abbey and Russell Gardens project be financed from contingencies identified in the Medium-Term Financial Plan, namely £250,000 from a specific contingency established for this project, and £100,000 from general contingencies.

(b)  That an investigation be undertaken as to why the project was not sufficient in respect of the pre-project survey data.

(c)   That the worst- and best-case scenarios be provided in respect of the costs for the project.

(d)  That the Council’s asset maintenance programme be added to the work programme.

To consider the attached report of the Strategic Director (Operations and Commercial).

Responsibility: Portfolio Holder for Environment and Corporate Property

It was agreed that the overspend on the Kearsney Abbey and Russell Gardens project be financed from contingencies identified in the Medium-Term Financial Plan, namely £250,000 from a specific contingency established for this project, and £100,000 from general contingencies.