Hampshire County Council

Special Educational Needs Panel Item

15 October 2002

Winchester Early Years Centre

Report of the County Education Officer and the Director of

Property, Business and Regulatory Services

1

Summary

1.1

This report updates Panel members on developments which have taken place since the last meeting on the 14 May 2002 when members advised the Executive Member for Education that the detached Westgate School site on Bereweeke Road be selected as the preferred option; that detailed proposals be prepared to form a basis for applications for statutory approvals and funding from the DfES, and that further discussions take place with school governors, Winchester City Council and local residents with a view to the submission of the necessary planning application. These recommendations were subsequently agreed by the Executive Member.

1.2

The report focuses upon the bid for the Winchester Early Years Centre to be designated an Excellence Centre by the DfES; the development of a pre-school at Winnall Primary School; consultations which have taken place with local residents and other groupings; progress on outline design proposals and the funding strategy for the project.

1.3

The Panel members are asked to advise the Executive Member of the progress made on negotiations with the DfES and the outcome of ongoing communications with local residents and interested parties and to agree that the feasibility proposals, currently concluded, should now proceed to the preparation of a detailed Planning Application and future Project Appraisal for consideration by the Executive Members for Education and Policy and Resources.

2

Negotiations with the DfES

2.1

On 19 July 2002 a meeting was held at which officers from the Education Department and the Directorate of Property, Business and Regulatory Services had an opportunity to discuss with HMI Bradley (adviser to the DfES on Early Excellence Centres) and with a consultant architect, proposals produced by the project architect for the Early Years Centre in Winchester. Discussion also took place on the submission of further information to the DfES within a time frame allowing for a Ministerial announcement in October on the outcome of bids made for Early Years Centres to be designated Early Excellence Centres.

2.2

HMI Bradley and the consultant architect expressed very considerable satisfaction with the Early Years Centre proposals. They were so impressed with the way in which the scheme had evolved that they expressed a wish for the DfES to work with Hampshire County Council to produce a document of good practice for national distribution.

2.3

HMI Bradley asked that further information be provided by the early autumn in order that his advice to the Minister could be finalised by the end of September. A successful outcome to the County Council`s bid would generate £715,000 in capital expenditure with an additional, relatively small, amount from revenue.

2.4

In discussions on the funding strategy for the Centre, the funding shortfall was made clear and the DfES representatives asked for an assurance that the County Council would be able to make up the funding shortfall as this would be a pre-requisite to any advice on whether or not the bid should be recommended to the Minister. Further information on the project`s funding is given in Section 8.

2.5

In order to progress this development and to maximise the opportunity to achieve success in the bid, the Executive Member for Education has agreed that the County Education Officer should write to HMI Bradley to confirm that he should work on the assumption that the scheme would be appropriately funded. As stated in section 8, most of the funding will be generated by capital receipts, in particular of Greenacres School in Andover Road and Gordon House in Gordon Road, Winchester.

3

Winnall Nursery - Current Status of Development

3.1

During the summer term, officers had two meetings with the headteacher and chair of governors of Winnall Primary School. They welcomed the proposal to establish pre-school provision on the school site. Governors have given their support in principle. Subject to approval by the Executive Member for Education, funding has been identified for the project from provision in the capital programme for Nursery Education in Disadvantaged Areas (NEDA) and NDS Modernisation; discussions are under way to progress a site feasibility study.

3.2

The Executive Member for Education is convening a meeting of interested parties in response to concerns expressed by Winnall Community Centre at possible implications of the establishment of the Winnall School pre-school provision for the St John`s playgroup relocated to refurbished premises at the Centre.

4

Consultations

4.1

Following the meeting of the Special Educational Needs Panel on 14 May 2002 and the selection of the Bereweeke Road playing field as the site for the new Early Years Centre, a Public Meeting was held at the temporary St Bede School on 11 June 2002 to consult directly with the local residents on this proposal. The meeting was chaired by Councillor Don Allen and also attended by County Councillors Brian Dash and Phrynette Dickens. Officers made initial presentations explaining the principal design issues to be addressed and the reasons behind the decision to select the Bereweeke Road site. Residents then sought explanation and clarification on the following issues:

· Why the County Council was proposing development of the Early Years Centre when assurances had been given to restore the site to playing field use

· Loss of open space

· Traffic and parking implications

· Interest in the site by Peter Symonds College

· Other alternative sites for the Centre

· Whether the County Council proposed any further development on the site, including the relocation of the County Music Service.

· The potential for restrictions on future development.

4.2

Residents were advised that the proposed use of the site was for an Early Years Centre only and that the County Council would consider entering into a legal agreement preventing the introduction of any further uses for a fixed period of time.

4.3

There were strongly expressed criticisms as well as constructive comments, particularly on how, if the scheme should proceed, its impact might be minimised.

4.4

In addition, a number of separate meetings were held with individual residents who directly adjoin the Bereweeke Road site, to hear and discuss their particular concerns, prior to developing the feasibility study.

4.5

Follow-up meetings have been held with the same residents prior to this meeting of the Special Educational Needs Panel on 15 October 2002 to present to them the outline proposals that have now been developed, in response to their earlier individual concerns. In due course, this will be followed by another Public Meeting to present the scheme to a wider audience using further developed drawings and prior to the submission of any planning application.

4.6

Consultations have been carried out with the County Surveyor on parking and access issues, together with similar liaison with officers from the County Planning Department. There was acceptance, in principle, that the parking and vehicular access requirements of the Centre differed from the recently published Highways Authority Standards. This is due to the special nature of the users and their particular needs.

4.7

Discussions have taken place at senior officer level between Winchester City Council and the Head of Estates Practice, discussing this project in the context of the City Council's Local Plan and other potential County Council developments in the City, such as the new SEN facilities at the Lankhills and Shepherds Down Schools.

4.8

Initial contact has been made with Sport England regarding the proposed re-use of the playing field land, in their capacity as a statutory consultee at Planning Application stage. This will be followed up shortly with the submission of a draft supporting statement, in advance of the Planning Application, to put the case for the change of use of this playing field. Similar approaches are to be made shortly with the National Playing Fields Association. This consultation and the recently revised provisions of Planning Policy Guidance Note 17 would lead to formal objections at the planning stage. It will be important that the overall benefits to the City, which were highlighted at the residents` meeting, are considered when the planning application is determined alongside other planning considerations such as the loss of (underused) playing fields.

4.9

The Westgate School governors will continue to be kept informed of progress as the design develops for the Bereweeke Road site. This site is the detached part of the school playing fields and was previously little used but which they have resolved to make available for another education use for which no other viable site has been identified within the Winchester area. Facilities for sport have been significant enhanced by development on the Westgate School main site through recent work.

5

Outline Design Proposals

5.1

Since the agreement by the Panel and Executive Member to proceed with the feasibility study, plans have been developed and attached to this report are drawings illustrating the current stage. The study has concluded that the site is ideal for a facility of this nature and that there is ample area for the building, access and parking arrangements together with external play areas that will complement the building. A high standard of education provision for the children can be accommodated throughout. The following paragraphs describe the arrangements in more detail.

5.2

A new single vehicular access is proposed for the EYC in the centre of the site, its position determined by achieving the visibility splays required in either direction along Bereweeke Road for exiting traffic. Whilst achieving the technical highway requirements, this also places the entry point in front of the Peter Symonds' student house and away from the privately owned properties on the south of Bereweeke Road, addressing some of the concerns raised during the consultation process.

5.3

An access drive leads from this new entrance, around and up past the building along the eastern side of the site to a turning circle and parking area located in the north-east corner, away from residential properties, again in response to concerns raised during the consultation process. A drop-off `lane' is included along the driveway, in addition to staff and visitor parking, to ensure parents are able to drop-off children safely on site, directly adjacent to the building, without parking on Bereweeke Road. It is proposed that all vehicular drop off and parking is accommodated within the site and off the local road network.

5.4

The building is set back to the rear half of the site, with open grassed areas and a line of trees and shrubs presenting a new landscaped frontage to Bereweeke Road. An inner line of trees demarks the extent of the main external children's play area, positioned on the south side of the new building.

5.5

T-shaped in plan, aligned east-west across the site, the new building broadly comprises a group of four main playrooms facing south; a suite of therapy, staff and multi-purpose rooms facing north; and an entrance hall, parents room, offices and multi-purpose drop-in room facing the access drive and parking to the east. Whilst the main child-focussed external areas are to the south of the building, the new landscaped area to the north presents an opportunity for some adult external areas for training purposes and occasional functions. Please refer to the attached Concept Plan diagram, together with the Internal Floor Plan on Drawing Nos. P4178/002, 003.

5.6

It is anticipated that the new building will be of traditional materials and will have a pitched roof to fit in with the location and nature of adjacent buildings within the area.

6

Future Development of the Design

6.1

Subject to the recommendations of the Panel, the Director of Property, Business and Regulatory Services will develop the design, preparing a scheme design for a full Planning Application. Detailed drawings will be prepared illustrating form, materials and elevations on which local residents, Members and other interested parties will be consulted prior to the formal submission of any application.

7

Costs

7.1

A feasibility cost plan has been prepared based on these outline proposals, indicating a total estimated construction cost of £2.6m, including fees, when projected to third quarter 2003 (the estimated tender date and start on site). Necessary furniture and equipment costs are estimated at an additional £80,000. The estimated cost/m² is comparable to other recent County Council educational projects of a similar scale and type. It is proposed to review the cost of the project at key future stages, in parallel with the sources of funding. The potential value of the capital receipts that make up a significant portion of the funding will also be reviewed in parallel with this.

7.2

The costs of the removal of the existing temporary hard-standings, playgrounds and bus loop and subsequent reinstatement work are to be funded separately.

8

Funding

8.1

Funding for the project would need to come from a range of sources. It is estimated that a total of £2.450m will be available from the following sources:

(1) Receipts from land sales and lease surrender

(2) DfES contribution (subject to the outcome of current bid)

(3) Charitable contribution from Friends of Medecroft with whom discussions are continuing

(4) Medecroft devolved capital (current and future years).

8.2

Even with the above contributions there would still be an estimated shortfall of about £230,000, which is within 10% of the total estimated cost. This shortfall is considered to be bridgeable and will be kept under review as the scheme is progressed. There are several recent precedents for this approach, e.g. the replacement of the John Hanson Secondary School, Andover and Lankhills School, Winchester, which have been funded substantially from capital receipts. If a shortfall did remain, either in any one year or over the life of the project, it would need to be met as a priority from the Education capital programme.

9

Programme

9.1

It should be noted that the County Council`s ability to deliver the project is still subject to the grant of planning consent. It is anticipated that, following further consultations and the development of the design of the project, a Planning Application will be submitted later this year. Whilst the planning application is progressing through the formal process, including consultations, the Director of Property, Business and Regulatory Services will develop the detailed design and production information. During this period also, the planning position and necessary documentation for marketing the two sites earmarked for capital receipts will continue to be prepared. The extent and timing of the capital receipts will be dependent upon planning permissions to be granted by Winchester City Council. Approval to the disposals will be sought from the Executive Member Policy and Resources in due course.

9.2

Subject to the successful outcome of the Planning Application, it is currently anticipated that work could start on site during the summer of 2003, with the completion of construction currently targeted for the summer of 2004. This would enable an opening of the new centre in the autumn of 2004.

9.3

It will be necessary for the existing St Bede nursery class to be moved back to temporary accommodation on their original St Bede site until the opening of the new centre. The Bereweeke Road site is also occupied by temporary buildings housing the Hampshire Music Service administrative accommodation. Action is in hand to identify a suitable permanent location for this service and it is intended that it will be moved from Bereweeke Road in 2003.

Recommendation(s)

That the Executive Member be advised:

1

of the progress made on negotiations with the DfES and the outcome of on-going communications with local residents and interested parties.

2

that the feasibility proposals should now be progressed to the preparation of a detailed Planning Application and future Project Appraisal for consideration by the Executive Member Policy & Resources.