Replacement of High on the Civic Campus Cllr Hayley Eachus, Cabinet Member for Regulatory Services and Environment

Report to Portfolio Holder report for decision Ward(s): All Key Decision: Routine Matter For Decision Papers relied on: None

Foreword - Cllr Hayley Eachus, Cabinet Member for Regulatory Services and Environment

The team are seeking release of £98,000 from the capital programme for the replacement of two transformers located in Deanes building. The transformers supply electricity to both Deanes and Parklands building. One of the transformers has developed a serious oil leak and is at risk of failing. Such a failure could have a catastrophic impact on the council’s ability to operate and deliver its services to the residents of Basingstoke & Deane, and may result in a prolonged shut down of the civic offices.

I therefore fully support the release of the capital money to replace this important part of the buildings infrastructure.

Recommendation to Cabinet Member:

. The Portfolio Holder is asked to approve the release of £98,000 from the capital programme to fund the replacement of two high voltage electricity transformers.

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Background, corporate objectives and priorities

This report accords with the council’s Policy and Budget Framework and supports the development of an effective and efficient council.

Glossary of terms

Term Definition SLT Senior Leadership Team FM Facilities Management SSE Scottish and Southern Electricity

Main considerations

1 Executive Summary

1.1 One of the transformers which supply electricity to Deanes building has developed a serious oil leak and is in urgent need of replacement.

1.2 A second has a minor oil leak and should also be programmed for replacement.

1.3 This report recommends replacing both transformers and the Portfolio Holder for Regulatory Services and Environment is asked to release £98,000 from the capital programme to fund this work.

2 Introduction

2.1 Mains electricity is supplied from the National Grid to the Civic Offices at 11,000 volts.

2.2 Incoming mains electricity enters Deanes building through the basement room. Located in the switch room are two transformers which step down the mains electricity to a lower voltage so that it can be distributed and used in Deanes and Parklands buildings.

2.3 The two transformers are over 40 years old having been installed at the time Deanes building was constructed. They have reached the end of their economic life.

2.4 One of the transformer has developed a serious oil leak which FM have tried to repair without success. The oil leak is of serious concern and now makes replacement of this transformers urgent.

2 of 6 3 Critical Service

3.1 Mains electricity to Deanes and Parklands building is supplied through the transformers.

3.2 Transformer number 1 supplies power to Parklands building and Deanes lifts. Transformer number 2 which is the transformer with the serious oil leak supplies power to Deanes building.

3.3 If number 1 transformer fails Parklands building and Deanes lifts will be without power.

3.4 If number 2 transformer fails Deanes building will be without power.

3.5 An emergency generator is situated outside of Deanes building. In the event of a mains power failure the generator will supply electricity to Deanes building only. There is no emergency generator to support Parklands building.

3.6 In the event of a prolonged a temporary generator can be hired to supply Parklands building.

3.7 Any interruption in the electricity supply to either building will have a major impact on the operation of the council and its services.

4 Health, Safety and Environmental Concerns

4.1 An electrical transformer is a device that changes electrical energy. It can be used to either step down or step up the voltage.

4.2 The key component parts of a transformer are its core, the windings and the insulating material. As electricity passes through the core and the primary and secondary windings waste heat is produced as the voltage is changed.

4.3 In order to dissipate the waste heat, the core and windings are immersed in oil (the insulating material). The oil is circulated around the transformer. Hot oil is removed from the top of the transformer and passes through external cooling fins on the side of the transformer. The cooled oil is then returned to the bottom of the transformer and the process starts again.

4.4 The oil leak in number 2 transformer means that the transformer is not being cooled as efficiently as it was designed to. If the transformer is not cooled sufficiently there is a serious risk that the transformer will overheat.

4.5 There is a serious risk of a fire caused by a transformer which has overheated.

4.6 A fire in the switch room is likely to cause considerable damage to the electrical infrastructure which supports both Deanes and Parklands buildings. The resultant disruption to the council’s normal operations is likely to be considerable.

3 of 6 4.7 FM are monitoring the oil level in number 2 transformer on a weekly basis and have imposed further restrictions on who may access what was already a controlled area.

4.8 FM have arrange for SSE, who maintain our high voltage equipment, to top up the oil in the transformer at regular intervals until it can be replaced.

4.9 The transformers sit on top of a concrete trench. The trench is filled with sand and shingle.

4.10 Oil which is leaking from the transformers is seeping into the trench. From the observations which FM are able to make it appears that the oil is being contained within the trench.

4.11 There is a risk that if the transformer is not replaced oil will eventually permeate through the concrete and contaminate the . Such contamination could result in the council being prosecuted for breaching environmental law.

5 Replacement Works

5.1 FM and Property Services are working with our high voltage maintenance contractor SSE Contracting.

5.2 The transformer’s oil level is being monitored and a top up of oil has been scheduled for 7 April.

5.3 It is estimated that the replacement works for the transformers will take a week. During this time the incoming electrical supply will need to be isolated.

5.4 In order to allow the civic offices to continue to function during this period of shut down period, FM are proposing to hire a temporary generator capable of running both buildings.

5.5 During this period of shut down SSE are also proposing to replace their switch gear which supports our site. This will avoid the need for a further power down to our buildings. The cost of replacing the switch gear will be met by SSE.

5.6 The contaminated sand and shingle will be removed from site and disposed of by our contractor as part of these works.

6 Corporate Implications

6.1 Legal

None

6.2 Financial

6.3 The estimated cost of the replacement transformers is £98,000. It is anticipated that the work will be carried out in 2018/19.

4 of 6 6.4 The work is considered to be capital expenditure and, if approved, can be funded from a council office provisions budget of £1.89 million, of which £299,500 is included in the capital programme for 2018/19.

6.5 Portfolio holder approval is sufficient to release the budget from council office provisions into the main capital programme.

6.6 In addition there is a one-off cost of £18,000 to hire temporary generators to provide electricity to the site whilst the replacement transformers are commissioned and this will be funded from within existing Council offices revenue budgets.

6.7 Risk Management

6.8 A risk assessment has been completed in accordance with the council’s risk management process. This has identified that a failure of transformer number 2 is highly likely and the impact of such a failure would have a critical impact on the council’s operation. The residual risks that cannot be fully minimised by existing or planned controls or additional procedures.

6.9 Equalities Implications

6.10 There are no identified implications

6.11 Consultation and Communication

6.12 Property Services have been consulted about the proposed works. Property Services have appointed an independent high voltage consultant to advise the council about the scope of the works.

6.13 IT Services have been advised of the necessity and scope of the works and the likely impact these works will have on the IT infrastructure.

6.14 Staff and councillors will be advised of the works and of the possibility of interruptions to the in advance of the work staring.

6.15 HR Implications

6.16 None

7 Conclusion

7.1 Both transformers are 40 years old and at the end of their economic life.

7.2 Number 2 transformer has a critical oil leak. There is a very real risk of this transformer failing.

7.3 Should the transformer fail there is a serious risk of death or serious injury to members of staff, contractors or members of the public. Structural damage to Deans building and the electrical infrastructure of both buildings is highly likely.

7.4 The council’s operation would be seriously impacted by such a failure. The resultant disruption to the council’s operation is likely to be prolonged.

5 of 6 7.5 The council may be exposed to a risk of prosecution under environmental protection legislation if it fails to contain and stop the oil leak. .

7.6 Both transformers in Deanes should be replaced at the earliest opportunity.

Date: 2018 Decision taken by: Cllr Hayley Eachus

Lead officer Head of HR and Organisational Development Maurice Sheehan Facilities Manager Tel. 01256 845286 Report author [email protected] Version Final Dated 22 March 2018 Status Open It is considered that information contained within this report do not contain exempt information under the meaning of Schedule 12A of Confidentiality the Local Government Act 1972, as amended, and therefore can be made public.

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