Hampshire County Council Executive Member - Education 14ctober 2004 East Hants Special School, Bordon 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 a new school will enable a comprehensive facility for children with special education needs. Aim 5 - improving services: all users of the proposed new facilities will benefit from the proposals.

1	Summary
1.1	Following the decision to review and reorganise special school provision in East Hampshire, it was agreed at the May 2003 School Organisation Committee to replace the existing Meadow School (MLD) in Bordon and Whitedown School (SLD) in Alton with a single new school.
1.2	The new school will be located on the site of the existing Meadow School and will provide educational facilities for 120 children, aged between 2 and 19 years, with special education needs. In order to achieve the amalgamation of the two schools, some pupils will be integrated within mainstream schools and resourced provision will be provided at Mill Chase Community School and at two primary schools in the area. Consultation with these primary schools is underway.
1.3	It is proposed that part of the playing field of Mill Chase Community School, which adjoins the Meadow School site, be released in order that the new building can be constructed, which will enable the school to continue to operate. In exchange for the area of land, improvements are proposed for the playing fields which will include levelling, improving drainage and re-seeding. This will significantly increase the usage and extend the available season of the playing field.
1.4	The estimated cost of this scheme is £6.184m, excluding fees. Funding of £4,464m, excluding fees, has been secured from the DfES Targeted Capital Fund, which is the maximum amount allowed under the Targeted Capital Fund rules. The remainder of the funding will be achieved through the capital receipt from the future sale of the Whitedown School site, along with contributions from the Education Capital Programme, capital repairs and other existing Landlord resources. It should be noted that this estimate includes the cost of a sprinkler system which will be fitted to the new building in accordance with the risk-assessed Sprinkler Policy.
1.5	Following detailed consultations with the Headteachers and Governors of Meadow School, Whitedown School and Mill Chase Community School, the Director of Property, Business and Regulatory Services has progressed the design work and a design solution has been agreed with the schools and the County Education Officer. 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 £6.184m excluding fees.
2	Enabling Works
2.1	Essential enabling works commenced at the end of the 2004 summer term to provide a new access and car park to the east of the existing Meadow School site. The new car park will provide 37 spaces and facilitate coach access to/from the school site to alleviate the current street parking pressure on Mill Chase Road. Other works will include extension of the existing play court and provision of new site perimeter fencing; relocation, within the site, of a double temporary classroom and surface water drainage works associated with the new car park. These works will enable the existing car park to the west of the site to be vacated and allow the main works to commence in 2005. The works were successfully concluded before the School returned in September 2004.
3	Scope of the Works
3.1	It is proposed to construct a single-storey school comprising two connecting buildings. The entrance block will be located to the northern end of the site and will link to the teaching block to the south via a glazed link. The new school will be positioned around the existing Meadow School and upon completion the existing redundant Meadow School building will be demolished. This area will then be landscaped to create a large secure outdoor play area at the centre of the school site.
3.2	The entrance block will contain the reception, staff and administration offices, therapy rooms, hall, kitchen, hydrotherapy pool, changing rooms, music and play rooms. A glazed link will incorporate a library and will lead into the teaching block. This block will contain all classrooms from reception age to leavers, including Profound and Multiple Learning Difficulties (PMLD) resource rooms. Also included are science, technology, food technology, art and life skills classrooms. Full details of the proposed accommodation can be found in the attached design project appraisal.
3.3	It is intended that the entrance block be available for use by the community out of school hours. The design of the school and grouping of accommodation will allow the teaching block to be securely separated from the entrance block when it is not being used.
3.4	The school currently has insufficient parking facilities and a lack of pedestrian/cycle routes and public transport links. It is therefore intended to provide a new car park to the northern end of the site, adjacent Mill Chase Road. The car park will incorporate a one way system and a pick-up /drop-off area and will provide staff and visitor parking along with a pedestrian link from Mill Chase Road. These proposals will enable a safe passage for all pupils, staff and visitors arriving at the site.
3.5	External landscaping of the site will be undertaken in stages. The initial enabling phase of work will incorporate the new parking facilities referred to in paragraph 2.1. The principal works will comprise the creation of an outdoor dining space adjacent the dining hall; a fenced and gated minibus parking area which will be used by delivery and service vehicles; a dedicated reception age play area and sensory garden; a lower years play area; a library garden and staff seating area; an upper years play area; a leavers' skills garden and a winter garden.
3.6	The final phase of external works will be completed when the Meadow School is demolished and will encompass the creation of a new grass pitch and a hard surfaced multi-use games court. An existing basketball court will be resurfaced and a new adventure play area created by using existing play equipment. Although the site will undergo significant re-landscaping, the existing mature trees to the southern and eastern boundaries will be retained where possible.
3.7	Experience of the recent successfully completed Special Schools projects at Osborne School in Winchester (formerly Lankhills Special School) and Shepherds Down in Compton, as a result of an earlier re-organisation, have been built on in formulating the detailed brief for the new school.
3.8	The new school building is in a low-lying area where the water table is known to be high. A drainage system has been designed to discharge into the local infrastructure network in accordance with early negotiations with the statutory authorities and the Environment Agency. It should be noted that a final response has not yet been received from the statutory authorities due to problems with the existing off-site infrastructure which is not related to the redevelopment of the school. There is still a potential risk associated with this uncertainty. A financial allowance has been identified in the cost plan at this stage, but there is no guarantee that the current proposal will be acceptable to the Environment Agency.
4	Procurement
4.1	It is intended to procure this contract with a preferred contractor under the Framework Agreement and the Contractor, Mowlem, has been appointed following a best value selection process. The Contractor has now joined the team to work with us to develop buildability, construction initiatives and competitively tender the necessary sub-contract works. This course of action was agreed at the February 2004 meeting of the Executive Member - Policy and Resources.
4.2	The enabling works package was negotiated with Mowlem to ensure the 2004 programme.
5	Funding and Timing
5.1	The estimated cost of this scheme is £6.184m, excluding fees. Funding of £4.464 excluding fees, has been secured from the DfES Targeted Capital Fund. The remaining funding will be secured from the future sale of the Whitedown School site, capital repairs, Education Capital Programme contribution and other existing Landlord resources to provide total funding of £6.184m, excluding fees, for this scheme.
5.2	A proportion of the funding is from the future sale of the Whitedown site which can be declared surplus to requirements. The current estimate is included in the funding reconciliation and the project will benefit up to the maximum value of the receipt. Further reconciliation of the anticipated receipt and scheme costs will be undertaken immediately prior to letting a contract.
5.3	The project implementation spans three financial years and therefore allows contributions to be made and managed over time to realise the best solution for the school and community.
5.4	The Project Appraisal is being brought forward in advance of the funding being added to the Education Capital Programme. It is anticipated that this will be done in January 2005. This Appraisal therefore is subject to the future recommendation being agreed by the Executive Member for Education. This is in line with the decision made by Cabinet in July 2004 to add the scheme to the County Council's Capital Programme for 2005/06. Members are being asked to approve the Project Appraisal for the scheme subject to the funding being formally added to the Capital Programme in due course. The level of funding from P&R will be subject to the the final capital receipt from the Whitedown School site - as indicated in the capital repairs report elsewhere on the agenda.
5.5	Subject to the necessary approvals it is anticipated that the main construction work will commence on site during March/April 2005 and be completed at Easter 2006. The final phase of work to demolish the existing Meadow School and complete the external works will be completed by September 2006. The programme will be subject to a successful reconciliation of funding and the contractual price at the beginning of 2005.
6	Consultation with Local Member
6.1	Councillors Filer and Ludlow, local Members for the areas, are being consulted on this scheme and their comments will be included as part of the final report.

Conclusion
These proposals will provide a purpose designed facility which replaces inadequate accommodation and provides the opportunity to improve the educational environment for children with special education needs in East Hampshire.
Recommendation
That the Executive Member - Education advises the Executive Member - Policy and Resources that:
1	the project appraisal for the East Hants Special School, at an estimated cost of £6.184m, excluding fees, be approved;
2	the contribution from Policy and Resources capital repairs budget be determined once the capital receipt from Whitedown School is known.

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

School Organisation Committee reports - 2003

Executive Member Education reports - 2003 and 2004.

HAMPSHIRE COUNTY COUNCIL DRAFT

BUILDING DESIGN PROJECT APPRAISAL

EXECUTIVE MEMBER - EDUCATION

14 OCTOBER 2004

BUILDINGS, LAND AND CONTRACTS PANEL

19 OCTOBER 2004

EXECUTIVE MEMBER - POLICY AND RESOURCES

11 NOVEMBER 2004

PROJECT:	EAST HANTS SPECIAL SCHOOL, BORDON
	NEW complex learning difficulties SCHOOL
COMMENCEMENT DATE	MARCH / APRIL 2005
COMPLETION DATE:	EASTER 2006 - Building Works SEPTEMBER 2006 - Completion of External Works
	(includes main contract, demolition of Meadow School and external works)
PLANNED YEAR OF START IN ACCORDANCE WITH CAPITAL PROGRAMME:		2005/ 06

RECOMMENDATION:

That the building design project appraisal for the new East Hants Special School scheme be approved.

1. FINANCE

Capital Expenditure	Current Estimate @1Q05 £'000	Capital Programme £'000
Buildings	6,184	4,464
Fees	742	536
Land to be purchased	-	-
TOTAL	6,926	5,000

* 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 2005/06 (TCF)	4,464	536	5,000
b) Capital Programme 2005/06	212	25	237
2. From Other Resources:
a) Policy and Resources (05/06 and 06/07)*
b) Policy and Resources Capital 05/06*	335	40	375
c) Capital Receipt - from sale of Whitedown	446	54	500
d) Policy and Resources NDS Condition 04/05 and 05/06	96	12	108
e) Policy and Resources Fire Precaution 04/05 and 05/06	61	7	68
TOTAL	5,614	674	*6,288

* The contribution from Policy and Resources and the final balancing of the shortfall will be determined once the capital receipt from the sale of Whitedown School is known.

Anticipated Devolved Capital allocations £'000

2003/04 -13

2004/05 29

2005/06 30

TOTAL 46

Landlord Funded Work connected with this Scheme

A contribution of £96,000, excluding fees, will be made from the Policy and Resources 2004/05 and 2005/06 NDS Condition fund towards infrastructure improvements to drainage and services.

A further contribution of £61,000, excluding fees, will be made from the Policy and Resources 2004/05 and 2005/06 Fire Precautions budget towards a sprinkler system for the new building.

Value of Land already acquired for this Project

Although part or the whole of the Meadow School site could be disposed of independently, the site is subject to countryside policies in the Local Plan and the Local Planning Authority is likely to resist granting consent for valuable alternative uses. Its current value to the County Council is based on its existing educational use, the land having been acquired at historic cost.

Building Cost per m²

Net Cost = £1,479 per m², excluding abnormals of £139 per m² for piling and dewatering.

Gross Cost = £2,061 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	-70	Nil	Nil	345	275
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 new school will be in the order of £16,380 per year or £5.70 per m².

(b) Maintenance Costs

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

2. STATEMENT OF NEED/JUSTIFICATION FOR PROJECT

Following the decision to review and reorganise special school provision in East Hampshire, it was agreed at the May 2003 School Organisation Committee to replace the existing Meadow School (MLD) in Bordon and Whitedown School (SLD) in Alton with a single new school.

The new school will provide 120 places for pupils (aged 2-19 years) with learning difficulties.

3. DETAILS OF SITE

LOCATION

The new school will be located at Mill Chase Road, Bordon.

ADJOINING LAND AND BUILDINGS

The site is bounded by Mill Chase Road to the north with housing beyond. To the west are the playing fields of Mill Chase School and to the east and south are fields.

AREA INCLUDING COMPARISON WITH LOCAL/NATIONAL STANDARDS

The total site area of the existing Meadow School site is 2.87 acres (1.16 hectares). There are no DfES guidelines on the overall size of site for special schools.

PLANNING POSITION

Planning permission for these proposals has been granted.

SUITABILITY FOR PROJECT

These proposals have been agreed with the Headteacher and Governors of the Meadow, Whitedown and Mill Chase schools as being the most suitable, economic and practical solution to rationalising special school provision in East Hampshire. The new school will be a purpose designed first class facility for children aged from 2 to 19 years, with special education needs.

RESULTS OF TRIAL BORE HOLES

A site investigation was undertaken at this site in December 2003 and revealed the ground conditions to be made ground over granular, medium dense River Terrace Deposits overlying soft to very stiff Sandgate Formation. Groundwater was encountered in the trial pits at depths varying between 0.6 and 1.8 metres below ground level.

It is proposed that piled foundations will be used with suspended floor slabs.

ACCESS

The vehicular and pedestrian access point to the new school will be from Mill Chase Road to the north of the school site.

The vehicular entrance will be located to the northeast of the school with a one way system to allow the contractor to be safely managed. A drop-off and disabled parking zone will allow easy access to the building. Cars will exit the site to the northwest of the school, back onto Mill Chase Road.

Pedestrian access will be provided from Mill Chase Road to enable safe passage to the main school entrance. This entrance will be located on the northern elevation of the entrance block where two sets of automated security doors will lead visitors to the main school reception.

A second gated pedestrian access point will be provided to the western boundary of the school site.

COMMENTS ON SITE LAYOUT

The site currently comprises the Meadow School which is positioned centrally, with hard play and grassed sports areas to the south and southwest. The site is bounded by trees and significant mature oak trees line the southern boundary.

The existing site layout will be significantly changed by these proposals. The new school will lie partly on the existing site and partly on the area of land released from Mill Chase School. The teaching block will form a line of accommodation to the south of the site, adjacent the line of trees. The entrance block to the north of the site will form the frontage to the school from Mill Chase Road. A new grass pitch, hard surfaced games areas and adventure playground will be formed on the site of the existing Meadow School following its demolition.

MAINS SERVICES POSITION

It will be necessary to upgrade the existing gas, water and telecoms supply to the site, all of which will be brought from the mains supply on Mill Chase Road. The electrical transformer will be upgraded to meet the additional loads. Improvements will be made to the existing drainage system.

MAINTENANCE IMPLICATIONS

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

LANDSCAPE PROPOSALS

Phase one of the landscaping proposals will provide:

· new car park (with one way system, drop-off/pick-up area and disabled parking zone)

· pedestrian route from Mill Chase Road

· reception aged play area

· sensory garden

· lower years play/outdoor teaching area

· upper years play/outdoor teaching area

· leavers skills garden

· winter garden

· library garden and staff seating area

· minibus parking area

· service/delivery road and parking area (with bin stores)

· ramps and pathways around the site

· external store

· gas/electrical meter housing

Upon completion of the new school and demolition of the Meadow School, phase two of the landscaping proposals will provide:

· grass pitch

· multi-use games court

· resurfaced play court

· ramps and pathways

· security fencing

· planting of trees and shrubs to the whole site

The landscaping proposals represent a development plan and provision of the enhanced external facilities will be subject to securing all the necessary funding.

4. THE PROPOSED BUILDING/RATIONALISATION/CONVERSION

TYPE OF PROJECT, LAYOUT AND FACILITIES PROVIDED

It is proposed to construct a new single-storey school comprising two connecting buildings. The northernmost or entrance block will provide the following accommodation:

· main entrance

· reception / administration office

· foyer (with seating)

· Headteacher's office

· Deputy Headteacher's office

· hall/dining

· hall store

· servery

· kitchen

· kitchen store

· hydrotherapy pool

· pool changing

· pool plant room and store

· music room

· music store

· physiotherapy room

· medical inspection room

· psychologist's room

· audio/visual room

· therapy/family room

· soft play room

· pupil and staff toilets

· pupil changing room

· staff shower room

· cleaner's store

· caretaker's store

· sprinkler plant room

· main plant room

The southern or teaching block will provide:

· reception classroom

· reception kitchenette

· reception quiet room

· infant classroom

· two junior classrooms

· six secondary classrooms

· leavers class base

· life skills classroom

· two PMLD resource classrooms

· PMLD hygiene rooms

· art classroom

· art store

· food technology classroom

· technology classroom

· science classroom

· ICT classroom

· staff room

· two calm rooms

· two group rooms

· pupil and staff toilets

· accessible bathroom

· wheelchair store

· cloak areas

· stores.

The glazed link which will connect the two buildings will accommodate the library.

PLACES PROVIDED

The new school will provide places for 120 pupils.

PRESENT/REDUNDANT BUILDINGS AND FUTURE USE

The existing Meadow School was constructed in the 1970's and is of a SCOLA design. Also on this site are two garages, external stores and a shed. All existing permanent structures on this site will be demolished following the construction of the new school.

TEMPORARY BUILDINGS

There are currently two double temporary classrooms on this site located in the southeast corner. The temporary classrooms will be required by the Meadow school until completion of the new school, when they will be removed.

SITUATION ON SITE AND ENVIRONMENTAL IMPACT

The site has many large and mature trees to its boundaries and it is intended that no significant specimens will be lost. The building will sit in the newly landscaped site and will remain sheltered by existing trees on site. A small amount of playing field will be lost to this development by Mill Chase School, however, the proposed improvements to the remainder of the playing fields will enable greater use of the area, especially during winter months.

TYPE OF CONSTRUCTION, FINISH AND APPEARANCE

The new school will be generally of brick construction with areas of timber cladding. Pitched roofs will have a metal standing seam covering. All external doors and windows will be powder coated aluminium.

ACCESSIBLE FACILITIES

The building will be totally accessible and ramps will be provided to exit/ entrance points where necessary. Accessible and highly-serviced hygiene accommodation will be provided to serve the specialist nature of the pupils.

HEATING AND VENTILATION SYSTEMS

A new gas heating system will serve a combination of under floor heating and radiators throughout the school.

A supply and extract ventilation system will be provided to the pool area and ICT room. Mechanical ventilation will serve the kitchen and extract ventilation will serve all wc's, showers, hygiene rooms, science and food technology classrooms.

SPRINKLER SYSTEM

A fire risk assessment and consultation with Hampshire Fire and Rescue Service has been undertaken. The assessment concludes that the risk of loss or damage to property from fire is medium. Therefore it is recommended that a property protection sprinkler system is installed.

HEALTH AND SAFETY

A designer's risk assessment and a Health and Safety Plan, in accordance with Regulation 15 of the Construction, Design and Management Regulations 1994, have been undertaken for the proposed scheme.

ENERGY EFFICIENCY OF BUILDING

The estimated annual energy consumption for the new building will meet that required by current Building Regulations.

ALTERNATIVE STANDARDS OF PROVISION CONSIDERED

These proposals have been subject to over two years of consideration as part of the review and rationalisation of specialist school provision in East Hampshire. The new 120 place school, along with resourced places in Mill Chase School and two primary schools, will enable a quality learning environment to provide educational opportunities for children with special educational needs.

CAR PARKING

The proposed new car park to the northern end of the site adjacent Mill Chase Road will provide 72 parking bays for use by staff and visitors and also by the community for out-of-hours use. A drop-off and disabled parking zone will be provided. A dedicated minibus parking area will be created to the western elevation of the school.

CONSULTATIONS

The following have been consulted during the development of the project: Headteacher and Governors of the schools, County Education Officer, Environment Department, Access Officer, local County Councillor, Sport England, the Environment Agency.

5. THE BUILDING DEVELOPMENT

The new school has been carefully designed to meet the specialist requirements of a school which will cater for pupils aged between two and 19 years, with special education needs. Consideration has been given to the complexities of the organisation of such a school during every stage of the design.

6. BUILDING MANAGEMENT

CLEANING

Existing arrangements will apply.

CATERING

Existing arrangements will apply.

7. FURNITURE AND EQUIPMENT

Funding will be provided from the Education Department's Capital Programme, likely to be supplemented by school funding.

8. STAFFING

No change.

9. FEES

Architectural Services } Property, Business and

Quantity Surveying } Regulatory Services

Electrical and Mechanical Engineering } White, Young and Green

Structural Engineering } WSP

Acoustic Engineering } Arup Acoustics

Drainage Engineering } WSP