Hampshire County Council Buildings, Land and Procurement Panel Item 7 25 May 2004 Minstead Rural Study Centre, Lyndhurst Report by the Director of Property, Business and Regulatory Services

Contact: Steve Clow Ext: 7858 email: [email protected]

How the conclusion in this report fits with the Corporate Strategy This scheme will impact on the delivery of all Corporate Aims, focusing most immediately on: Aim 1 - maximising life opportunities: the proposal to provide new residential accommodation and make improvements to the Centre will enable many children of Hampshire to experience the educational / residential environment. Aim 2 - stewardship of the environment: these proposals embrace sustainable living and environmental awareness. Aim 5 - improving services: all users of the proposed new facilities will benefit from these proposals.

1	Summary
1.1	Minstead Rural Study Centre is a residential centre which offers courses to primary school aged children to promote environmental issues and awareness. The Centre lies in a rural location, to the west of the village of Minstead in the New Forest.
1.2	The accommodation at the Centre currently consists of an original Victorian Schoolhouse, a temporary classroom, temporary office accommodation and smaller individual structures, including a toilet block, garage and sheds. These buildings no longer provide the accommodation required to serve the needs of the Centre and it is proposed to make improvements to bring the Centre up to current standards.
1.3	Bids have been made under the New Opportunities Fund (NOF) and the SEED Challenge Initiative to secure funding for the proposed development. Both of these bids are yet to be determined and a decision is expected in the near future. In addition to this, funding has been made available in the 2004/05 Capital Programme, and contributions have been made from the Centre and from New Forest District Council. Full details of the funding are shown in paragraph 4.1 of this report.
1.4	The Director of Property, Business and Regulatory Services has progressed the design work and a design solution has been agreed with the Centre and the Director of Education. The purpose of this report is to outline the design proposals and seek approval to the attached building design project appraisal, at an estimated cost of £888,000, excluding fees.
2.	Scope of the Works
2.1	The proposals are to create a new residential accommodation building, extend the existing Victorian Schoolhouse, make improvements to external areas and access arrangements and to demolish and remove the existing temporary buildings from site.
2.2	The proposed residential accommodation building will be of a single-storey construction and located to the north east of the existing Schoolhouse. The accommodation will provide beds for 32 children in two large dormitories and four staff in three dedicated staff bedrooms. Ancillary accommodation will include pupil wc's, showers, drying rooms, staff wc's and showers, laundry room and a community/social room with kitchenette. The building will be totally accessible to pupils and staff with physical disabilities. An accessible wc/shower room will also be provided. A covered walkway will be constructed to the southern elevation of the building. A sprinkler system will be provided in the new residential building following a detailed fire risk assessment shared with Hampshire Fire and Rescue Service.
2.3	The two-storey Schoolhouse is of a traditional construction and incorporates features common to the Victorian period. It is intended to demolish two small single-storey flat roofed sections of the building, which were additions to the original building, to make way for the proposed extension. The single-storey extension will provide a new main entrance with a lobby, reception area and Manager's office. A second entrance to the rear of the building will be created with a lobby / circulation space leading to the main building and to new male and female children's wc's, and an accessible wc. A staff wc, food store and external store will also be included in the new extension. In the existing building the two dormitories will be stripped out and redecorated to provide two classrooms. The existing dining room will be slightly enlarged and roof lights added in a new adjoining access corridor.
2.4	Part of this scheme is to re-shape the existing landscape of the site to improve accessibility. This will encompass the creation of three car parking spaces, one of which will be a disabled parking bay, one space for the Centre Manager and one visitor parking bay. The site slopes from the south to the north and it is therefore intended to provide an accessible ramp to the eastern end of the building, with steps to the southern entrance of the new residential building. Existing external hard play areas will be reinstated and resurfaced and new signs will be added around the site.
2.5	Further external works will include the diversion and burial of an overhead power cable that runs along the eastern boundary of the site and the demolition and removal of an existing temporary classroom, temporary office, toilet block, oil tank and garage. A new rainwater harvesting tank will be supplied.
2.6	It should be noted that the Centre focuses strongly on environmental awareness and promotes sustainable living. This scheme has been identified as a pilot project and a range of sustainability initiatives will be incorporated. It is therefore intended, where possible, to incorporate the Centre's objectives into the design and construction of the new accommodation. This will be achieved by using locally sourced materials and labour; to use energy-conserving materials and alternative energy sources; to conserve and re-use water and to analyse the use of materials through Life Cycle analysis. Further details can be found in the attached design project appraisal.
3.	Procurement
3.1	Because of the unique nature of this project, it is intended to procure this contract with a preferred contractor under the Framework Agreement. It is proposed that the work will be undertaken by Mowlem Building, who are local to the Study Centre. This course of action will enable contractor involvement in terms of design development, procurement and programme planning. This contractor has the local knowledge required for determining local supplier sources to meet the sustainable construction brief. Sub-contract packages will be competitively tendered to ensure value-for-money is maintained.
4.	Funding and Timing
4.1	The majority of the funding for this scheme will come via the New Opportunities Fund (NOF) and the SEED Challenge Initiative. Both are subject to the outcome of bids which are currently being considered. Subject to success of these bids, the funding for these proposals will be as follows (excluding fees): £ New Opportunities Fund (NOF) 442,000 SEED Challenge Initiative 174,000 Capital Programme 2004/05 153,000 Minstead Rural Study Centre 93,000 New Forest District Council (NFDC) 26,000 TOTAL 888,000
4.2	Subject to the necessary approvals it is anticipated that negotiations will be undertaken during June 2004, work will commence on site during October 2004 and be completed during October 2005.
5 5.1	Consultation with Local Member Councillor M J Kendall, local Member for this area, supports the proposals within this project appraisal.

Conclusion
This scheme will provide residential accommodation and enable improvements to the site as a whole that will provide residential and educational facilities and community accommodation that meets current standards and regulations.
Recommendation
That the Buildings, Land and Procurement Panel advises the Executive Member - Policy and Resources that the project appraisal for the proposed scheme at Minstead Rural Study Centre, at an estimated cost of £888,000, excluding fees, and the proposed procurement method, be approved.

Section 100 D - Local Government Act 1972 - background papers

The following documents disclose facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of this report.

NB the list excludes:

1 Published works

2 Documents which disclose exempt or confidential information as defined in the Act.

TITLE LOCATION

Architect's plans PMIS file

Building Profile Reports TMH

HAMPSHIRE COUNTY COUNCIL

BUILDING DESIGN PROJECT APPRAISAL

EDUCATION BUILDINGS ADVISORY GROUP

27 APRIL 2004

EXECUTIVE MEMBER - EDUCATION

13 MAY 2004

BUILDINGS, LAND AND CONTRACTS PANEL

25 MAY 2004

EXECUTIVE MEMBER - POLICY AND RESOURCES

10 JUNE 2004

PROJECT:	MINSTEAD RURAL STUDY CENTRE
	NEW RESIDENTIAL BUILDING, EXTENSION TO EXISTING SCHOOLHOUSE AND DEMOLITION OF TEMPORARY BUILDINGS
COMMENCEMENT DATE:	OCTOBER 2004
COMPLETION DATE:	OCTOBER 2005
PLANNED YEAR OF START IN ACCORDANCE WITH CAPITAL PROGRAMME:		2004/ 05

RECOMMENDATION:

That the building design project appraisal for the Minstead Rural Study Centre scheme be approved.

1. FINANCE

Capital Expenditure	Current Estimate £'000	Capital Programme £'000
Buildings	888	153
Fees	111	23
Land to be purchased	_	_
TOTAL	* 999	176

* The means by which the difference between the Current Estimate and the Capital Programme allocation is to be met is shown in the table below.

Furniture and Equipment: subject to the County Education Officer's assessment of need with the Headteacher, together with the availability of funding, a furniture and equipment allocation will be made from the block vote in Education's Capital Programme in the appropriate financial year.

Financial Provision for Total Scheme	Buildings £'000	Fees £'000	Total Cost £'000
1. From own Resources:
a) Capital Programme 2004/05 (as above)	153	23	176
b) SEED Challenge 04/05 * *	174	26	200
c) New Opportunities Fund (NOF) * *	442	51	493
d) Rural Study Centre	93	7	100
2. From Other Resources:
a) New Forest District Council (NFDC)	26	4	30
TOTAL	888	111	999

** Subject to the successful outcome of SEED Challenge/NOF bid and approval by the Executive Member, Education.

Landlord Funded Work connected with this Scheme

There is no Landlord funded work to be undertaken as part of this scheme.

Value of Land already acquired for this Project

The land forming the site of the development is an integral part of the campus and is incapable of disposal in isolation. The land was acquired at historic cost and its current value to the County Council is as part of the ground of the establishment.

Building Cost per m² - Net cost - Dormitory = £1,821 per m²

- Victorian Extension = £1,750 per m²

- Gross cost - Dormitory = £2,140 per m²

-Victorian Extension = £1,805 per m²

Revenue Implications

	(a) Employees £'000	(b) Other £'000	(a+b) Net Current Expenditure £'000	(c) Capital Charges £'000	(a+b+c) Total Net Expenditure £'000
Revenue Implications Additional+ /Reductions	Nil	Nil	Nil	53	53
Unit cost (£) (e.g. per place)	-	-	-	-	-
% variation to Committee's budget	-				-
Number of additional Staff (fte)	-				-

(a) Energy Costs

It is anticipated that the additional increase in fuel cost for the Study Centre will be in the order of £6.89 per m².

(b) Maintenance Costs

The detailed design and choice of materials will minimise future maintenance liability.

2. STATEMENT OF NEED/JUSTIFICATION FOR PROJECT

The accommodation at the Centre currently consists of an original Victorian Schoolhouse, a temporary classroom, temporary office accommodation and smaller individual structures, including a toilet block, garage and sheds.

These buildings no longer provide the accommodation required to serve the needs of the Centre and it is proposed to make improvements to bring the Centre up to current standards.

3. DETAILS OF SITE

LOCATION

Minstead Rural Study Centre is located in a rural location to the south west of the village of Minstead.

ADJOINING LAND AND BUILDINGS

The Centre is bounded by fields and trees to all sides. Some residential housing exists to the south of the site and Minstead village lies to the north east.

AREA INCLUDING COMPARISON WITH LOCAL/NATIONAL STANDARDS

The total site area is 5.14 acres (2.08 hectares). There are no local/national standards for this type of site.

PLANNING POSITION

Planning permission for these proposals has been granted.

SUITABILITY FOR PROJECT

These proposals have been agreed with the Centre Manager as being the most suitable in providing new residential accommodation, teaching and administration facilities. The demolition and removal of existing temporary buildings and improvements to the external areas and access arrangements will provide a safer and more user friendly environment whilst maintaining the Centre's environmental ethos.

RESULTS OF TRIAL BORE HOLES

A site investigation has been undertaken at this site and has revealed the ground conditions to be topsoil overlying highly shrinkable clay.

Foundations for the residential accommodation will be piled concrete to a depth of approximately 6m with pre cast concrete staddle stones to bring the building to the required floor level.

Foundations for the extension to the Victorian building will be traditional concrete trench fill foundations.

ACCESS

The vehicular and pedestrian access point to the Centre is from the road to the southern elevation of the site, which is gated from the roadway.

The proposed extension to the Schoolhouse building will provide a new main entrance to the western elevation of the building with a second new entrance to the northern elevation. The existing residential entrance to the southern elevation will remain.

These proposals will not affect the existing vehicular access arrangements.

COMMENTS ON SITE LAYOUT

This site, of some five acres, is sloping and rises from the south to the north. The buildings are clustered at the southern end of the site with various environmental study areas including a sensory / herb garden, natural ponds, a bog, a maze, stone circle, moon circle, heath and stone wall, compost heaps, mud and thatch roundhouse and more, located at the opposing end of the site. The site has many trees within its boundaries and is screened from all aspects.

The site layout will change considerably with the demolition and removal of two temporary buildings, garage and toilet block, followed by, the extension of the original building to its northern elevation and construction of the proposed new residential building further to the north.

MAINS SERVICES POSITION

The existing oil tank will be removed and a new Low Pressure Gas (LPG) tank will be placed at the southern end of the site to serve new low energy boilers.

The existing electrical supply to the site is two phase and this will be upgraded to a three phase supply to meet additional loads. A new main intake switchboard, sub-main cables and distribution boards are proposed.

MAINTENANCE IMPLICATIONS

The site will continue to be maintained in accordance with current County Council standards.

LANDSCAPE PROPOSALS

Minimal landscaping is proposed for this project due to the natural setting and existing trees already on this site.

It is proposed to plant one new tree and provide some low level planting to the area adjacent to the proposed new residential accommodation building.

Hard landscaping will include the reinstatement and re-surfacing of a play area, a new ramp and walkway to the residential accommodation building to link the buildings and define areas.

4. THE PROPOSED BUILDING/RATIONALISATION/CONVERSION

TYPE OF PROJECT, LAYOUT AND FACILITIES PROVIDED

New residential building

The proposed single-storey building will provide:

· two dormitory rooms (sleeping up to 32 children)

· two staff bedrooms (sleeping up to three staff)

· one accessible staff bedroom (sleeping one)

· community/social room

· kitchenette

· drying rooms

· laundry room

· pupil wc's/showers

· staff wc's/showers

· one accessible wc/shower

· plant/sprinkler pumps room

· covered walkway to southern elevation

Victorian Schoolhouse

Two small flat roof extensions will be demolished to make way for an extension to the northeast elevation of the original building, which will provide:

· main entrance/lobby

· reception

· Manager's office

· male/female pupil wc's

· accessible wc

· staff wc

· lobby/circulation

· external store

· food store

The existing dining room will be slightly enlarged and roof lights added to the adjoining access corridor. The existing dormitory rooms will be converted into two classrooms.

PLACES PROVIDED

The Centre will provide accommodation for a maximum of 32 children.

PRESENT/REDUNDANT BUILDINGS AND FUTURE USE

There are a number of temporary and small permanent buildings currently on this site which create a disjointed site layout. The proposal to demolish a permanent garage and toilet block, along with the two small extensions to the Schoolhouse, will enable the construction of purpose-designed buildings to better meet the requirements of the Centre.

TEMPORARY BUILDINGS

There are currently six temporary buildings on this site. A temporary classroom and temporary office, both of which are in a poor condition, three sheds and a greenhouse. The classroom and office will be relocated to the front of the site for the duration of the works in order to make way for the new accommodation. A temporary toilet block will also be positioned in this area. All three temporary buildings will be removed from site upon completion of the works. It should be noted that the cost of hiring and siting the temporary toilet block will not form part of this contract and will be funded separately from these works by the Director of Education.

SITUATION ON SITE AND ENVIRONMENTAL IMPACT

In keeping with the Centre's environmental ethos, consideration to the environment has been incorporated into the design solution for the Centre. All aspects of the proposed design will contribute towards the Centre's objective for sustainability and environmental education.

It is intended to use materials from sustainable or renewable sources wherever practical. The building will be highly insulated with natural or recycled products and locally sourced materials and coppiced timber will be used where possible. The building will incorporate solar panels to provide heating of hot water and rainwater will be recycled.

The location of the new accommodation has been chosen to minimise the loss of trees on site and the buildings will remain sheltered and enclosed by the many remaining trees on this site.

TYPE OF CONSTRUCTION, FINISH AND APPEARANCE

The new residential building will be a locally sourced sustainable hardwood arched timber frame and floor beams with hardwood / softwood external walls and recycled insulation. The roof will be a timber structural frame with a timber shingle covering.

The Schoolhouse extension will be facing brick/block cavity wall construction to match the existing building. The pitched roof will have a tile covering to match existing.

ACCESSIBLE FACILITIES

The new residential building will be totally accessible and dedicated accessible staff, wc and shower facilities will be included. An audible/visible emergency alarm will be fitted in the accessible wc/shower room. Due to the sloping site a ramp will be provided to the western end of the building. An external covered walkway running along the southern elevation will be linked to the entrance ramp.

A new accessible wc will be provided in the main Schoolhouse and level access will be maintained where the new accommodation adjoins the existing building.

Dedicated pathways, new signage and distinct entrances will all improve the accessibility of this site.

HEATING AND VENTILATION SYSTEMS

The residential building will be served by a new low-energy LPG boiler with under floor heating throughout. Solar panels will provide hot water. Natural ventilation will be maintained with mechanical extract ventilation to all wet areas.

The existing boiler in the Schoolhouse will be replaced / converted to provide heat via radiators. Mechanical and extract ventilation will be provided to all wet areas in the new extension.

SPRINKLER SYSTEM

Following a detailed Fire Safety Risk Assessment and consultation with Hampshire Fire and Rescue Service, a sprinkler system will be incorporated into the new residential building.

ENERGY EFFICIENCY OF BUILDING

The residential building will have low-energy heating systems, will be highly insulated and low-energy, high-efficiency lighting will be incorporated.The estimated annual energy consumption for the new building will meet that required by current Building Regulations.

ALTERNATIVE STANDARDS OF PROVISION CONSIDERED

These proposals offer a practical, economic and sustainable solution to meet the requirements of the Study Centre.

CAR PARKING

The Centre operates successfully on the basis of no vehicles on site, with the exception of one parking space for the Centre Manager and a garage. It is proposed to demolish the garage and provide one accessible parking bay and two visitor spaces.

CONSULTATIONS

The following have been consulted during the development of the project: Centre Manager, County Education Officer, Environment Department, Access Officer, local County Councillor.

5. THE BUILDING DEVELOPMENT

The building has been designed with sustainability and environmental awareness at every stage. The building will sit comfortably in its environment, will enhance the existing site and will, in itself, be a demonstration and learning project for all visitors to the site.

6. BUILDING MANAGEMENT

CLEANING

Existing arrangements will apply.

CATERING

Existing arrangements will apply.

7. FURNITURE AND EQUIPMENT

Will be supplied from the Centre's own resources.

8. STAFFING

Will be supplied from the Centre's own resources.

9. FEES

Architectural Services } Property,

Quantity Surveying } Business and

Electrical and Mechanical Engineering } Regulatory Services.

Structural Engineering } Services.