Hampshire County Council Executive Member - Education Item 9 December 2004 South Baddesley CE (C) Primary School, Lymington Report by the Director of Property, Business and Regulatory Services

Contact: Steve Clow Ext: 7858 e-mail: [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 hall, classroom, staffroom and car park will have an immediate benefit for the school and also the local community who will have use of the new hall. Aim 5 - improving services: all users of the proposed new facilities will benefit from these proposals.

1	Summary
1.1	South Baddesley CE (C) Primary School is a relatively small school with some 101 pupils on roll between the ages of four and ten. The school lies within the Pylewell Estate, located near to the coast and the Lymington River. The buildings are leased from the Pylewell Estate by the County Council.
1.2	The school has no hall of its own and currently pays a license fee to use the Pylewell Hall. This hall is located across a road from the school building and cannot, for safety reasons, be accessed independently by children which puts additional pressure on the available space within an already compact school site. The hall is sub-standard and does not permit effective delivery of the national curriculum. Furthermore all PE equipment must be manually carried to and from the hall due to the lack of appropriate storage; toilets are at an upper level and only accessible via stairs, and due to the configuration of the building all school meals must be moved up and down stairs from the kitchen to the hall. This arrangement does not meet the requirements of DDA.
1.3	The school currently has two temporary buildings on site including a classroom and a staff room. The proposals are to construct a new extension to provide a replacement classroom and staffroom to allow the temporary buildings to be removed from site. A new hall will be provided along with a new car park to serve both the school and hall. The hall will be available for independent use by the Community. The school currently has no parking provision on site and cars are usually parked on the road or in the small makeshift car park related to the Pylewell Hall building. The estimated cost of the proposals is £825,000, excluding fees. It is proposed to tackle the project in two phases because of the restricted nature of the site and to enable costs to be spread over a number of financial years.
1.4	The Director of Property, Business and Regulatory Services has progressed the design of the proposed additional accommodation and the purpose of this report is to outline the design proposals and seek approval to the attached design project appraisal.
2	Scope of the Works
2.1	The proposals will include the construction of a two storey extension to adjoin the north east corner of the building to provide a classroom on the ground floor and a staffroom and store on the first floor. The extension will match, as closely as possible, the existing building originally built in 1850, with facing brickwork under a pitched roof with slate tile covering. This extension, along with the removal of the two temporary buildings from the site will form phase one of the project.
2.2	Phase two of the project will see the construction of the new hall, to be independently sited further north and east from the main school, due to the significant constraints of the site. The building will provide a hall of 120m2 along with a kitchen, stores, WC and accessible toilet facilities.
2.3	This second phase of work will also provide a new car park and vehicular entrance to serve the school and new hall. External works will include the provision of a new pedestrian entrance from the southern elevation of the site; improvements to the main school entrance to define the area and improve the approach to the school; paving and planting of the existing external courtyard; construction of pathways to link the school, new entrance, hall and car park; creation of new play areas for the reception classroom.
3	Lease arrangements
3.1	The school buildings are currently leased by the School Trustees and have seven years remaining on the current lease. The Director of Property, Business and Regulatory Services is currently undertaking negotiations, on behalf of the Trustees, to renew the lease for a minimum of 50 years and has agreed Landlord consent to the proposed development. Further negotiations are in hand with the adjoining tenant farmer to surrender approximately one acre of land to the rear of the school. This land will then form part of the lease and will enable the new hall and car park to be constructed. A minimum lease agreement of fifty years is considered appropriate given the capital investment by the County Council.
4	Funding and Timing
4.1	Subject to the necessary approvals it is anticipated that tenders will be invited during January 2005 and work for phase one will commence on site during March 2005 and be completed during August 2005.
4.2	Phase two of the work is proposed for the 2006/07 financial year and a detailed programme of work will be agreed nearer the time. All funding in phase two of this project is subject to the inclusion in the appropriate capital programme and agreement from the Executive Member's Education and Policy and Resources.
4.3	The current estimated cost of the complete scheme is £825,000, excluding fees. Phase one can be fully funded with contributions from Education, Policy and Resources Capital Programme and money from the school. Agreement to the funding sources for phase two of the scheme will be required from future years capital programme. This will allow time to review the estimate and funding for the subsequent phase nearer the time of letting this contract.
4.4	Funding for phase one is available from the following sources: Phase 1 £ Education Capital Programme 04/05 - Staff Workplaces 47,000 School 53,000 Policy and Resources Capital Repairs 04/05 200,000 Policy and Resources Capital Repairs 04/05 (Boiler replacement) 25,000 Sub-Total 325,000
4.5	The cost of phase two is currently estimated to be £500,000, excluding fees, at current prices. It is proposed that this can be funded from the Education capital programme in a future year (anticipated to be 2006/07) for the provision of a new hall together with contributions from the Policy and Resources capital programme and the school. This would be subject to final agreement by the Executive Members Education and Policy and Resources at the appropriate time.
5	Consultation with Local Member
5.1	Councillor Ken Thornber, the local Member for this area, fully supports the proposals for the school.
Conclusion
These proposals will provide permanent teaching and staff accommodation to replace the temporary buildings on site. A new hall will enable effective delivery of the national curriculum and the hall will be available for Community use. New car parking and improved pedestrian facilities will greatly enhance the site.
Recommendation
That the Buildings Land and Procurement Panel advises the Executive Member for Policy and Resources that the design project appraisal 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

Buildings, Land and Procurement Panel

30 November 2004

Executive Member - Policy and Resources

9 December 2004

Executive Member - Education

9 December 2004

Project:	South Baddesley Primary School, Lymington
	Phase 1 - New Classroom and Staffroom Phase 2 - New Hall and Car Park
Commencement date:	Phase 1 - March 2005 Phase 2 - April 2006
Completion date:	Phase 1 - August 2005 Phase 2 - October 2006
Planned year of start in accordance with Capital Programme:		2004/05

Recommendation:

That the building design project appraisal for the South Baddesley Primary School scheme be approved.

1 Finance

Phase 1 Capital Expenditure	Current Estimate £'000	Capital Programme £'000
Buildings	325	47
Fees	36	8
Land to be purchased	_	_
Total	* 361	55

* 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.

Financial Provision for Phase 1	Buildings £'000	Fees £'000	Total cost £'000
1 From own Resources:
a) Capital Programme 04/05 (as above)	47	8	55
b) School	53	1	54
2 From Other Resources:
a) P&R Capital Repairs 04/05	200	24	224
b) P&R Capital Repairs 04/05 - Boiler replacement	25	3	28
Total	325	36	361

Building Cost - Phase 1 - Classroom extension - Net Cost = £ 1,636 per m²

- Gross Cost = £1,872 per m²

Phase 2 Capital Expenditure	Current Estimate £'000	Capital Programme £'000
Buildings	500	0
Fees		0
Land to be purchased	_	_
Total		0

Financial Provision for Phase 2	Buildings £'000	Fees £'000	Total cost £'000
1 From own Resources:
a) Capital Programme 06/07 **
b) School
2 From Other Resources:
a) P&R Capital Repairs 06/07 **
Total

** subject to inclusion of funding in appropriate financial year and approval of the Executive Member's Education and Policy and Resources.

Building Cost - Phase 2 - New Hall - Net Cost = £1,413 per m²

- Gross Cost = £1,760 per m²

Devolved Capital allocations £'000

Bal at 31/03/04 28,400

2004/05 17,600

2005/06 18,200

Total 64,200

Landlord funded work connected with this scheme

Funding of £225,000, excluding fees, has been added to phase one of this contract from the Policy and Resources Capital Repairs budget 2004/05. Future funding will be sought from the Policy and Resources Capital Repairs budget 2006/07 and added to phase two of the contract, subject to the agreement of the Executive Member Policy and Resources.

Value of land already acquired for this project

The whole of the school site is held by School Trustees on a lease terminating in 2011. Negotiations are in hand with the Landlord to agree a surrender of the existing lease and the grant of a new 50 year lease, which will include additional land at the rear of the site, together with consent to undertake the proposed school development works.

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	48	48
Unit cost (£) (e.g. per place)	-	-	-	-	-
% variation to Committee's budget	-				-
Number of additional Staff (fte)	-				-

Energy costs

The estimated annual energy consumption for the new accommodation will meet that required by current Building Regulations. It is anticipated that the increase in fuel cost for the school will be in the order of £3.90 for each m² of new accommodation.

2 Details of site and existing infrastructure

Location/adjoining land and buildings

The school is located within the Pylewell Estate, South Baddesley, Lymington. There are two residential properties directly to the north-east and north-west of the school building and beyond are the schools hard and soft play areas. Across a road and to the west is the Pylewell Hall, currently leased by the County Council for use by the school. Beyond the site perimeter is Pylewell Estate land which is mostly open countryside with occasional farm and residential dwellings.

Area including comparison with local/national standards

The total site area is 1.250 acres (0.506 hectares). The DfES guideline for a school of this size is 1.744 acres (0.706 hectares).

Access

The site is extremely constrained and fronts directly onto a road through the village. The playing fields and play courts are linked to the building only by a small `neck' of land between two neighbouring properties.

There is currently no vehicular access to this school site and cars are normally parked on the road to the west of the school. Pedestrian access is via the main entrance to the southern elevation.

As part of these proposals a new vehicular entrance will be created from the south and will lead to a newly created car park. A new courtyard will be formed at the existing main entrance to the building to emphasise the entrance and create a welcoming approach to the school. A new pedestrian entrance will be established to the southern boundary of the site which will allow direct access to the proposed new hall, to be positioned to the north east of the main school building.

Existing buildings and temporary buildings

The original school was constructed in 1850. A small flat roof extension was added in the early 1960's and two extensions in the 1990's have created new office accommodation and a classroom and library/link.

There are currently two temporary buildings on this site; the first is a single temporary classroom, in fair condition, the second is a temporary staffroom in a good condition. Both of the temporary buildings will be removed from the site upon completion of the works.

Two external stores, located to the north of the school buildings will be demolished to make way for the proposed new accommodation.

Results of trial boreholes

Knowledge of the foundations constructed for the recent extension in 1997 has been used in the development of this project. The foundations for the classroom and library/link extension which lie in close proximity to the proposed new classroom and staffroom extension are traditional concrete strip footings, one metre deep.

It is proposed that similar traditional strip footings will be used in the construction of the new extension.

The proposed new hall will be located further north and east of the main school building due to the existing site constraints and it is anticipated that additional trial bore holes will be dug in this area to determine the ground conditions in this location.

Mains services position

It is proposed to remove the existing oil fired boiler from the school and replace it with a new gas boiler. The gas system will be more efficient than the existing oil system and will allow the removal of oil storage tanks and the ongoing requirement to fill and service this equipment.

All other mains services will be adapted, as necessary, to serve the proposed new accommodation.

3 Scope of the Project

Type of project, layout and facilities provided

The proposals to provide a new school hall, classroom and staffroom and car park will be undertaken in two phases, which will allow the school to continue to operate effectively during the construction period.

Phase 1

An extension to the north east corner of the school building will be constructed to provide a classroom, with stores, an accessible wc, on the ground floor and a staff room and store on the first floor. The school site is compact and restricted and to enable the new accommodation to remain in close proximity to the existing accommodation the extension will be built on the reception class play area. This will be re-provided directly north of the new extension. Also included will be the provision of a new store for the adjoining neighbouring house to replace a store which will be demolished to make way for the proposed extension. Upon completion of phase one the temporary classroom and staffroom will be removed from site to enable the next phase of construction to proceed.

Phase 2

Phase two will provide a new hall and car park. The hall building will include a new kitchen, kitchen store, staff toilet, accessible toilet, two large equipment stores, caretakers office, external store and plant room. The new hall will be positioned to the north and east of the main school. New pathways will link the two buildings and the proposed new car park and pedestrian routes. Further details of the new car park and proposed landscaping can be found elsewhere in this report.

Places provided

This project will provide 30 replacement places in phase one and nil in phase two.

4. The Proposed Building

Type of construction, finish and appearance

The classroom extension has been designed to match the existing building to which it will adjoin. The pitched roof will have a slate covering, timber windows will be painted white and brickwork will be selected to match the existing facing bricks.

The hall has been designed in a traditional form with steeply pitched, hipped roofs covered in plain tiles. The external walls will be a combination of facing brickwork and timber boarding.

Accessible facilities

The classroom extension will be constructed to maintain level access throughout the ground floor of the school building. The new hall also has level access and an accessible toilet will be included in both buildings.

Heating and ventilation systems

The existing oil heating system will be replaced with a gas system which will serve the whole school via radiators. The new hall will have under-floor heating served from a separate boiler plant. Ventilation to the new accommodation will be by natural means, with the exception of the kitchen and toilets, which will have mechanical extract ventilation.

Fire risk assessment

In consultation with the Hampshire Fire and Rescue Service, a fire risk assessment concludes that this is a low fire risk category building. Therefore a sprinkler system will not be installed.

Health and safety

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

5 External Works

Car parking

The proposed new car park will be located to the east of the school buildings and will serve both the school and new hall. The entrance to the car park will allow good visibility onto the road and separating it from the main pedestrian entrance will maximise safety. The car park will provide nineteen car parking bays.

Landscape proposals

Landscaping associated with this scheme will include:

- paving and planting to the existing main school entrance

- reconfiguration of external courtyard to allow maintenance access

- re-provision of early years play area

- new pedestrian entrance to school site

- new pathways to link from pedestrian entrance to new hall / car park

- new play area to north of hall

- fence screening of car park from neighbouring property

- low level planting to new hall and car park

Situation on site and environmental impact

The new hall will be at the lower part of the site and, along with the hipped roof design of the hall, will reduce the apparent scale of the building.

The classroom/staffroom extension will screen the 1960s flat roof extension which will only be visible from within the central courtyard.

The proposed location of the hall and car park will not affect any mature trees. The car park will be screened from the school and neighbouring property to maintain the open and natural setting of the school.

6 Planning

A formal detailed planning application will be submitted to the Director of Environment during November 2004.

7 Building management

Existing arrangements will apply to cleaning, catering, local management and maintenance arrangements.

Separate community use of the school hall will be possible and could be managed during school hours, which would not compromise the security of the school.

8 Furniture and equipment

From the Education Furniture and equipment budget in the appropriate financial year.

9 Professional resources

Architectural Services } Property, Business and Regulatory

Quantity Surveying } Property, Business and Regulatory

Electrical and Mechanical Engineering } White, Young and Green

Structural Engineering } Property, Business and Regulatory

10 Consultations

The following have been consulted during the development of the project: Headteacher and Governors of the school, County Education Officer, Environment Department, Access Officer, local County Councillor, Pylewell Estate, neighbouring residents.