EXETER CITY COUNCIL
PROPERTY MAINTENANCE SUB-COMMITTEE st1 MAY 2001
PROPERTY MAINTENANCE PROGRESS REPORT 2000/2001
1 PURPOSE OF THE REPORT
1.1 This is the fourth quarterly report of 2000/2001 to detail the financial position of the
present ?6.6m programme of both reactive and planned works, of a property
maintenance and refurbishment nature, financed from Revenue and Capital funds as
approved by Council for the financial year 2000/2001. This amount inclusive of
slippage provisions for schemes initially instigated in 1999/2000.
2.1 The Council approved expenditure, for work of a maintenance and planned project
nature, summarised for 2000/2001, with their respective budgets as;
(a) Housing Reactive Repairs ? 1,900,000
(b) Housing Servicing Contracts ? 212,000
(c) Housing Planned Works ? 1,571,000
(d) Housing Planned Works - Window and
Door Replacement ? 1,185,000
(e) AIM Slippage from 99/2000 ? 280,010
(f) AIM Condition Survey Priority Project ? 287,400
(g) AIM Service Related Priority Programme ? 293,000
(h) AIM Service Contracts ? 185,260
(i) AIM Operational Essentials ? 82,030
(j) AIM Reactive Repairs ? 360,250
(k) Lease Requirements ? 50,000
(l) Service Recharges ? 222,580
Total ? 6,628,530
2.2 Appendix 1 provides a breakdown of the above categories, showing projects,
individual budgets, committed and actual expenditure set against anticipated spend
profiles. On page 18 of the Appendix, the estimated expenditure for 2000/2001 is
summarised in overall terms. This indicates a present predicted underspend of ?25,000 th(as at 29 March 2001), after taking into account likely slippage.
2.3 Appendix 1 further indicates how the present actual expenditure compares with the
profiles made at the beginning of the year. Although, at this time all accounts have not
been closed so final and so accurate end of year costs can not in all cases be given,
where any further explanation is needed with regard to this and other matters, such
additional information is provided in the text below.
2.4 General Maintenance (Reactive works) (Appendix 1 page 1)
If payments arise as predicted at closure of accounts then a saving in the order of some
?141,000 would be made.
2.5 Change of Tenancy (Appendix 1 page 1)
If payments arise as predicted at closure of accounts then, a substantial overspend will
be incurred this financial year. However such overspend will be partly compensated by
the saving expected as outlined above.
In 1999/2000 Change of Tenancies numbered 399, this year they number 417. Costs
incurred show that, from last year, not only have more units been involved but also the
cost per unit incurred is some 60% more expensive than last year. The empty property
standards implemented for the first time this year have clearly had a significant
2.6 Anti condensation (Appendix 1 page 1)
Should the committed amounts of expenditure be confirmed, then an overspend on this
budget will be incurred. The increased costs have arisen from the wet and damp
weather conditions during the winter which have exacerbated condensation problems.
2.7 Flat repairs (Appendix 1 page 1)
This cost centre represents expenditure on communal areas where there are leasehold
flats. If payments arise as predicted at closure of accounts then, a substantial overspend
will be incurred this financial year. However, it is likely that some of this expenditure
will be recovered through leasehold service charges.
2.8 Lift Maintenance (Appendix 1 page 2)
Maintenance costs this year have marginally exceeded the budget amount, due to a
slightly increased amount of repairs needed.
2.9 Aids and Adaptation work (Appendix 1 page 3)
Substantial underspend accrued. Difficulties have been experienced in attracting
contractors to carry out these small works which, by their nature, are individually small
in value also. However, in 2001/2, the procurement process is to be revised using term
contracts in order to attract more interest from contractors and subsequently to bring a
faster throughput of work.
2.10 Fire Precaution Works (Appendix 1 page 4)
Despite the forecasted underspend in 2000/1 the majority of the works will be st March 2001. However there have been problems obtaining access to completed by 31
some properties and this has slowed progress such that full completion of the
programme will not be achieved until after March 2001. So slippage of monies into
2001/2 is required.
2.11 Re-pointing Works(Appendix 1 page 4)
The programme of work has been substantially completed but was earlier delayed due
to the severe wet weather conditions through November and December. Final
completion will now not be achieved until end of April 2001 and so those remaining
payments and other retention payments(to be held for a period of one year thereafter in
respect of possible defects) will require that monies be slipped into the next financial
2.12 Estate Improvements to Fencing(Appendix 1 page 4)
Work is presently in progress but, as above, has been much disrupted due to the severe
wet weather conditions through November and December. Unfortunately it is now
predicted that the completion of the programme is likely to overrun into next financial
year. So, consequently some monies will be required to be slipped into 2001/2 to
complete the programme.
2.13 Residential Doors(Appendix 1 page 5)
Whilst work progresses to completion, again the programme was much disrupted due
to the severe wet weather conditions through the winter. Consequently, despite the
whole of the budget being committed this year, some overrun of the work into 2001/2
will occur. It is presently expected that the programme will be completed by the end of
April 2001, so some slippage of budget into 2001/2 will be required.
2.14 Communal Doors(Appendix 1 page 5)
After much discussion and consultation as to the type and extent of replacement doors
a contract was let for aluminium doors to flats and the like. However, the need for
widespread consultations and the difficulty in finding acceptable contractors for the
supply and installation of aluminium doors and frames delayed the programme.
Nevertheless Interwest Ltd was appointed following the approval given by Housing thCommittee on 13 December 2000. However earlier delays will mean the programme
is now not expected to be fully completed until the end of June 2001, so slippage into
2001/2 is required to be arranged.
2.15 Rennes House Window Replacement Work (Appendix 1 page 5)
As previously reported, the results of a structural survey indicated that faults with the
structure are not serious. To reduce the disruption to tenants it is prudent to ensure
that the most urgent repair work is carried out at the same time as the windows and so
it is important to consider when is the most appropriate time to carry out the works.
So, after investigating the types of windows other Local Authorities have installed in
high rise blocks, a suitable type was selected and accepted by tenants after
consultation. The task then was to examine what manufacturers and contractors can
provide and install the type and specification of the preferred window style. Therefore,
in view of the considerations outlined above, it is proposed that the work be started on
site in the new financial year to combine the urgent repairs and windows programmes
together. As it is presently planned for the work to begin in the Autumn of 2001, it
follows that slippage into 2001/2 will be required.
2.16 Ramm External Drain Slippage from 1999/2000 (Appendix 1 page 6)
A re-design of the planned drain route has had to be carried out due to the
arrangement and complexity of other services at the position in Queen Street where the
new drain connection was to be made. This has delayed the progress such that it is
now planned for revised drainage work to be carried out in May/June 2001,
consequently slippage of monies will be required. Further, whilst present indications
are that, although the work can still be completed within the budget set, the budget
may well not be able to also meet the necessary Highway Agency fees involved.
Consequently some overspend is presently also predicted.
2.17 General Toilet Repair Slippage from 1999/2000 (Appendix 1 page 6)
This budget represented monies carried over from the previous year to complete
various minor refurbishment work at 12 toilet locations. The work comprised, some
sanitary ware replacement, the overhauling of ventilation, general repairs, the fitting of
new vandal resistant cubicle doors and decorations. Although not all payments have
yet been made the works have been completed. The overspend on budget is caused
partly through planned work costing more than envisaged but mainly through late costs
arising from similar 99/2000 work where no budget provision was available this year.
2.18 Paris Street Toilet Repair Slippage from 1999/2000 (Appendix 1 page 6)
This budget was to finance alterations to provide better arrangements for baby change
facilities in these toilets. Unfortunately, as revised toilet layouts have to be widely
consulted upon before implementation and as staff resources were required on more
highly prioritised projects elsewhere, such work could not be carried out this year. As
other improvements were also planned (see Appendix 1 page 11) which could not be
completed for the same reasons, it is now prudent to arrange for slippage of budgets
into 2001/2 so that a comprehensive scheme of redesign and refurbishment can be
completed at the same time.
2.19 Civic Centre Reception Slippage from 1999/2000 (Appendix 1 page 7)
In view of possible decisions yet to be taken concerning a one stop shop it is required
that this budget be slipped into the next financial year.
2.20 1999/2000 Slippage (Appendix 1 page 8)
This budget was set to provide contributions to the final cost of several projects
originally completed in 1999/2000. However the actual contribution needed was
minimal and so consequently a saving of ?42,000 will be accrued.
2.21 Sundry Works Slippage from 1999/2000 (Appendix 1 page 8)
This budget of ?4000 was to cover for remaining payments in respect of Civic Centre
smoke seals to doors and suspended ceiling upgrade, survey work at Bromhams Farm
Changing Rooms and repairs at Alphington Community Arts Centre. All work is now
complete with the costs accrued amounting to more than the budget set aside.
However, some further requests for payments are still expected. If all such payment
requests materialise then this budget will be overspent by some ?7,000.
2.22 Non Housing Access Survey Update (Appendix 1 page 9)
The survey work has been completed for this year. Some relatively minor overspend
accrued due to need to extend the leasehold information held.
2.23 St Georges Hall and Market Electrical Works (Appendix 1 page 9)
Various work involving essential refurbishment and rewiring works to electrical,
emergency lighting and fire alarm installations was planned for this year. The Market
& Hall are in these respects interlinked. However, the presence of asbestos, mainly in
the market area of the building, has meant a re-consideration of the way the works
were planned to be carried out. With the ultimate need to remove the asbestos in the
market, incurring all the resulting costs and disruption before the originally planned
work could proceed, the planned works were delayed in the light of further reports as
to the future use of the facility as a whole. Also, as a budget was set in 2001/2 to
remove the asbestos in the market, the decision to hold the part installation work to
just the Hall at this time was reinforced by the fact that the work would then be able to
be designed to be carried out throughout the whole facility in one phase. This would
avoid undue disruption. Consequently slippage into 2001/2 will be required.
2.24 Mary Arches MSCP Repairs (Appendix 1 page 9)
This budget was set partly for some small repair works but mainly to complete phased
lighting replacement, originally initiated in 1999/2000, to the remaining levels of the
car park. Whilst the repair works will be completed this year, the lighting work will
not. This is because attempts were made to negotiate the further phase of the lighting
replacement with the previous contractor. Disappointingly, the contractor would not
offer a reasonable increase in the rates to those previously tendered. This has meant
delay through having to draft new formal tender documents and organising the full
tender process. Such delay will now mean any lighting contract will not be completed
this financial year and so slippage will need to be arranged. Nevertheless a contractor
has been appointed and work will start on site in April with completion planned in June
2.25 Livestock Centre (Appendix 1 page 10)
This budget is to cover annual programmed maintenance works as recommended by
the consultant’s condition survey report of 1998. Whilst part of the work has been
completed further planned maintenance to existing floor finishes in the main concourse
area has needed additional research work to decide on the best long term solution. This
has delayed progress and so slippage into 2001/2 is required to enable this work to be
2.26 118 Sidwell Street (Appendix 1 page 10)
The concrete repair work to the canopy was completed. However part of the cost was
originally mis-coded and, with the correction, the full cost of the work was found to be
?1,046 more than the budget sum set aside.
2.27 Topsham Museum (Appendix 1 page 11)
Work to replace flat roof and carry out other repairs to walls and rainwater goods all
completed. However final costs were marginally more than budget.
2.28 Paris Street Bus Station (Appendix 1 page 11)
See explanation given in 2.18 above for the need for slippage into 2001/2
2.29 Heavitree Playground Toilet Refurbishments (Appendix 1 page 11)
The work planned was to create a new male, female and disabled facilities from the
existing Gents toilets. The existing male and female toilets had large circulation areas
which attracted mis-users and provided the conditions for vandalism and other abuse.
The creation of smaller cubicle facilities accessed directly from the footpath has
previously been found to reduce abuse and consequently improve community safety.
Unfortunately the supply of anti-vandal doors was delayed by the manufacturer and
operative resourcing problems with the in-house building team chosen to do the work
has further delayed completion. Whilst the Ladies toilets have remained open
throughout the work there has been disruption to the users of the Gents facilities.
Nevertheless, whilst it is now hoped that the work will be completed before the end of
May 2001, monies will need to be slipped into the next financial year.
2.30 Cowick Lane WC Improvements (Appendix 1 Page 12)
Whilst this work has been completed costs will marginally exceed budget because the
cost of re-tiling work has proved more expensive than expected.
2.31 Various Car Park Improvements (Appendix 1 Page 13)
This work involves, providing a skid resistant surface to Civic Centre multi-storey car
park (completed), replacing staff card readers in same car park (likely start early
2001/2), work to widen Triangle car park entrances (start planned for early 2001/2),
work to King William car park fire doors (orders placed and start planned May
2001)and on-going maintenance to lightning conductors. A minor overspend may be
incurred if the costs of replacement card readers meet present estimates. However as
most of the work will be carried out in 2001/2 then slippage will be required.
2.32 Mary Arches MSCP Lift Refurbishment (Appendix 1 Page 13)
When this budget was set, it was to replace lift controls which had become increasingly
unreliable and beyond economic repair. During the design works investigations
revealed that the door mechanisms on each floor had, through wear and tear, reached
the end of their useful life and were also now in need of replacement. An estimate was
sought for the controls and door replacement. However, the estimate received was
twice as much as budget set. Presently a re-examination is being carried out to see
what options can be reasonably proposed to resolve the condition of these unreliable
lifts. When the best option is found other estimates will be sought. Nevertheless, there
will be an inevitable delay in the works such that slippage will have to be arranged and,
further, it is likely that additional budgetary provision will be needed in due course if
the scheme is to proceed. However, should additional finance be needed, a separate
report will be prepared.
2.33 Southernhay Car Park Wall (Appendix 1 page 13)
Scheme to repair car park wall was agreed but the need to negotiate contribution from
adjacent owners towards the repair costs have caused delay such that the work will not
be carried out until next financial year and consequently there will be a need to slip
monies to suit. Agreement as to the value of the contribution towards the cost of repair
has recently been achieved and orders will be placed to proceed with the works as
soon as possible in April 2001.
2.34 Volunteers Monument (Appendix 1 page 13)
These works are complete. However whilst the final cost of the actual repair work fell
within budget, once necessary fees are added the total cost is a little in excess of the set
2.35 St Georges Hall Glazing (Appendix 1 page 14)
This budget was set so that worst area cracked panes of glass in the hall could be
replaced with double glazed units and frames. The existing glazing is in fact too thin
for the purpose and the putty has perished and hardened and the consequent lack of
cushion to allow for thermal expansion and wind pressures has caused these too thin
glazing panels to crack. In view of the potential health and safety risks it was
important that measures be taken to replace the cracked glass as soon as possible.
However despite investigations into various options being explored it is now planned
to carry out this glazing work along with the other refurbishment work, resulting from
removal of asbestos in the whole facility, in order to reduce disruption, closure and
compensation payments to a minimum. Therefore slippage of monies into 2001/2 will
have to be arranged.
2.36 Livestock Fall Arrest (Appendix 1 page 14)
This has been installed but harnesses and personal access equipment has not been
delivered. The installers have also caused leaks causing damage to one of the tenant’s
ceilings below. So final payments withheld pending delivery of equipment and
compensation received for the consequent damage caused. As final payments will now
be made in 2001/2 slippage will be required to finance those payments in the next
2.37 Car Parks Operational Essentials (Appendix 1 page 16)
Overspending is presently shown against this budget. This arises from likely repairs
needed to make good following extensive damage to a wall in Cathedral and Quay car
park caused by a reckless car driver. Attempts are being made to recover financial
damages from the car driver. Should damages not be recovered then the present
predicted overspend will be incurred.
2.38 Unoccupied Property Reactive Work (Appendix 1 page 16)
This budget is to cover those repairs needed to empty properties that could be then let.
This year the cost of such repairs has exceeded the budget.
2.39 Reactive Repairs (Appendix 1 page 17)
This budget is the main fund set to cover all reactive repairs to non-housing buildings.
Presently commitments show overspend will occur. This has partly arisen due to the
need to demolish Belmont Park toilets, which was the subject of a separate report.
However such overspend is compensated by the projected saving on Electrical Testing
Reactive (Appendix 1 page 17).
2.40 Lease Repairs (Appendix 1 page 17)
Many reactive repair items have arisen this year, some more costly than others.
Particular costly problems have arisen and been resolved with 22 North Street (Hat
hire shop) and the Barnfield Theatre. Consequently such unforeseen costs have caused
the budget to be exceeded.
(1) that the progress, financial position and comments on works in 2000/2001, as
detailed above and in Appendix 1 be noted.
HEAD OF CONTRACTS AND DIRECT SERVICES
11 April, 2001
COMMUNITY & ENVIRONMENT DIRECTORATE
Local Government (Access to Information) Act 1985 (as amended)
Background papers used in compiling the report:-