Decision Reference Number: WPCC4-0013
Lead Officer: Nathan Moore – Head of Business Operations
Chief Officer approval: ACC David Gardner
Date: 27/06/24
Status: Non-confidential
Decision summary:
The completion of the estate condition surveys has helped to better inform the capital programme and plans for works in the medium term. This decision notice seeks approval for the revisions to the 2024/25 budgeted capital programme as outlined in tables 1 to 7 inclusive, in order that these projects can now proceed. and these will now replace the previous details included in the 2024/25 approved budget.
Approval to proceed with the Year 1 Projects identified on the Warwickshire Police Estates Capital Programme 5 Year Plan (Version J).
I confirm that my register of interests declaration is up to date and that none of my interests preclude me from making this decision.
Signature: P.Seccombe
Date: 15.07.2024
Supporting information
1. Background information
In January 2024, a project was commissioned to establish the condition of all freehold buildings across the Warwickshire Police Estate. The timing of the condition survey work did not coincide with 2024/25 budget setting and the estates capital programme was therefore prepared using the best information available at the time.
In February 2024, Rider Levett Bucknall (RLB) secured the project via a competitive tender and were appointed to complete Condition Surveys of all freehold buildings. The scope of works included:
- Surveys of the building fabric and internal finishes (visual inspection only)
- Surveys of all mechanical and electrical services (visual inspection only)
- Measured surveys – to generate accurate floor plans for all freehold sites
- Aerial photography – to review the condition of buildings from above
In March 2024, the findings were presented as detailed work schedules and written reports. These were then reviewed and verified by the Facilities Managers and Estates Team. Works were grouped by project, priority and delivery strategy to enable the findings to be presented as a 5 Year Plan.
The projects included in this decision notice, if approved, will now represent the 2024/25 capital estates budgeted programme of works. They are in line with the totality of the 2024/25 capital estates budget, as previously approved, but also include slippage from 2023/24. The specific projects also align with the year 1 Warwickshire Police Estates Capital Programme 5 Year Plan (Version J) of works.
Future details of the 5 year programme, including any ‘potential capital projects’ over the next 5 years, will be approved either via the 2025/26 budget setting process and/or as part of future decision notices where appropriate.
2. List of additional information attached as appendices
Refer to Warwickshire Police – Estates Capital Programme – Rev J
3. Expected benefits
The Condition Surveys have identified maintenance and improvement works required across the Warwickshire Police freehold estate. The 5 Year plan has grouped these works into projects, to enable efficient and cost effective delivery on site. By delivering these project over the next 5 Years, the overall condition of the freehold estate will be improved and maintained – to the benefit of all end users.
4. Impact of not approving the application
Delays to critical projects across the freehold estate, and continued disrepair of finishes and systems in key buildings.
5. Costs (including any identified savings)
Year 1 projects carried over from 2023/2024
Table 1: Included for reference to ensure all yr 1 spend is conveyed in this DN
| Title | Budget £ | Description |
| Leek Wootton External Transformation Project – Design works and surveys/fees | £200,000 | Refer to separate completed and PCC signed DN |
| Leek Wootton Sports Pavilion roofing replacement | £95,010 | Refer to separate completed and PCC signed DN |
| Leek Wootton Boiler Project | £583,500 | Refer to separate completed and PCC signed DN |
| Leek Wootton Stoneworks Project | £1,200,000 | Refer to separate completed and PCC signed DN |
| Greys Mallory Refurbishment | £191,000 | Refer to separate completed and PCC signed DN |
| Subtotal | £2,269,510 |
Year 1 projects to be commissioned, as identified on RLB Condition Surveys:
Table 2 – Alcester Police Station – Year 1 Works
| Title | Budget £ | Description |
| Garage roof | £20,308 | Replacement of the existing garage roofing |
| Store | £3,140 | Removal of existing store and bracing to steel gate |
| Subtotal | £23,448 |
Table 3 – Bedworth Police Station – Year 1 Works
| Title | Budget £ | Description |
| Generator | £47,100 | Replace the critical services diesel generator as end of life |
| Subtotal | £47,100 |
Table 4 – Greys Mallory Police Station – Year 1 Works
| Title | Budget £ | Description |
| Generator | £39,250 | Replace the critical services diesel generator as end of life |
| Boiler room | £55,000 | Replace existing boilers, pumps, flues and hot water cylinder as end of life. Currently operating on one of two boilers, 1 out of 4 pumps due to failures and obsolete components |
| Subtotal | £94,250 |
Table 5 – Rugby Police Station – Year 1 Works
| Title | Budget £ | Description |
| Generator | £47,100 | Replace the critical services diesel generator as end of life |
| Air Conditioning | £628,000 | Significant replacement of the air conditioning system throughout the building. Most areas have had no air conditioning for 5+ years due to failures. Portable hire units are utilised in part whilst other areas have sustained user complaints. The internal temperatures are extremely warm during peak weather conditions. |
| Kitchen | £11,775 | Replacement kitchen on the 1st floor due to poor condition. |
| Subtotal | £686,875 |
Table 6 – Stratford Police Station – Year 1 Works
| Title | Budget £ | Description |
| Lift | £86,350 | Replace the passenger lift which is past its design life and continues to go into fault |
| Switchgear | £101,651 | Replace the main electrical switchboard which is significantly past its life expectancy. Existing panel has obsolete components and is in need of complete replacement. |
| Subtotal | £188,001 |
Table 7 – Leek Wootton Headquarters – Year 1 Works
| Title | Budget £ | Description |
| Woodcote House
Electrical switchgear |
£31,400 | Replace the main LV panel which is now past its design life and is obsolete |
| Woodcote House
Heating pipework ground and 1st floor |
£16,657 | Replacement radiators and pipework to the ground and 1st floor system due to age and condition |
| Woodcote House
Ground floor toilets |
£56,520 | Full refurbishment of the toilets on the ground floor |
| Woodcote House
1st floor toilets |
£11,775 | Full refurbishment of the toilets on the 1st floor |
| Stables block
Toilets |
£31,400 | Full refurbishment of the toilets and introduction of a shower within the stables block |
| 60s block Air Conditioning | £16,485 | Replace AC condensers x3 on the roof |
| Subtotal | £164,237 |
The total cost of planned works in 2024/25 (table 2 – table 7) is £1,203,911. These costs will form part of the detailed projects included within the 2024/25 capital programme. All details are summarised in the financial summary below.
Financial Summary
Year 1 projects carried over from 2023/2024 (table 1): £2,269,510
Year 1 projects to be commissioned, (tables 2-7): £1,203,911
Total Anticipated ‘planned’ Capital Spend in Year: £3,473,421
North Lodge budget provision (WPCC3-0120 – addendum)* £106,000
2024/25 capital programme (including slippage from 2023/24) £4,402,000
‘Unallocated’ capital programme budget 2024/25 £822,579
Training block redevelopment (WPCC4-0011)** £763,312
Remaining unallocated capital programme budget £59,267
* North Lodge total budget provision is £215,491 as per the previous decision notice. However some of these costs were financed during 2023/24, and only £106,000 of the budget remains to be financed in 2024/25.
**Decision notice WPCC4-011 outlined that the total cost of works is anticipated to be £763,312. The decision notice outlined that £500,000 would be financed from within the existing capital programme budget along with a further £263,312 cost of works being underwritten from reserves. The decision notice approval has resulted in the additional £263,312 being included as budget in the financial summary above. However, although the decision notice includes some underwriting from reserves, it also outlines that if alternative financing becomes available in year, this will be redirected to this project, and will be used to finance the remaining costs, in lieu of a draw down from reserves.
Additional PV and EV potential works are also earmarked in the 2024/25 capital programme at a cost of £34,382 and £59,500 respectively. These works do not currently form part of the approved capital programme or works identified in this decision notice. These will therefore need to be subject to a future decision notice, to seek separate approval.
6. Equality considerations
A number of the works commissioned will bring benefits to everyone using the capital. They should not cause detriment to any individual, although considerations will need to be made in to ensure that the impact of the work itself does not impact unreasonably on any particular individuals
7. Legal comments
None identified
8. Social or Environmental considerations
The OPCC has a duty of care to provide safe facilities for police staff and visitors.
9. Publication
Information in this form is subject to the Freedom of Information Act 2000 (FOI Act) and other legislation. Unless the information provided is covered by an exemption, the information contained in the form will be published on the Warwickshire PCC website.
Comments from the Treasurer
Reconciliation of the various projects to the 5 year capital programme (version J) budget has been undertaken. Whilst there are a number of variations to previous versions and the capital programme budget approved in February 2024, the summary financial position is outlined clearly in this decision notice. The 2024/25 capital programme budget includes slippage from 2023/24, the additional financing for the training block roof reserve draw down, as previously approved and as a result the totality of funding remains fully financed.
Comments from the Chief Executive and Monitoring Officer
This agreed capital programme will deliver improvements to the estates as identified in the condition survey, maintaining the assets the PCC owns.
