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Proposed Alterations to West Door and Access at St Magnus Cathedral

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Proposed Alterations to West Door and Access at St Magnus Cathedral Item: 5 Special General Meeting of the Council: 14 January 2021. Proposed Alterations to West Door and Access at St Magnus Cathedral. Joint Report by Executive Director of Education, Leisure and Housing and Executive Director of Development and Infrastructure. 1. Purpose of Report To consider a revised Stage 2 Capital Project Appraisal in respect of proposed alterations to the West Door and access at St Magnus Cathedral. 2. Recommendations The Council is invited to note: 2.1. That, on 26 November 2019, the Policy and Resources Committee recommended: • That the Stage 2 Capital Project Appraisal in respect of proposed alterations to the West Door and access at St Magnus Cathedral be approved. • That proposed alterations to the West Door and access at St Magnus Cathedral be added to the capital programme for 2019/20 onwards, at a gross capital cost of £180,000. 2.2. That the project has been delayed as a result of the COVID-19 lockdown period which has hampered and delayed the issue and return of tenders. 2.3. That, during preparation of the tender documents, additional repair works to the leaking west gable wall and minor repairs, together with a survey of the west stained glass window, estimated at £48,000, have been identified that are now included in the scope of the tendered works. 2.4. That the tender prices returned for the works significantly exceed the budget estimates of £180,000 for the works, with the project budget now recommended to be increased to £304,000. Page 1. 2.5. That The Society of the Friends of St Magnus Cathedral has agreed to increase its contribution to the works to £256,000, to meet, in full, the costs associated with proposed alterations to the West Door and access at St Magnus Cathedral. 2.6. That a budget shortfall of £48,000 has therefore been identified that requires to be funded before the works can proceed. 2.7. That one potential source of funding for the additional cost not covered by The Society of the Friends of St Magnus Cathedral is the Cathedral Fabric Fund which has an available balance of £128,516. It is recommended: 2.8. That the revised Stage 2 Capital Project Appraisal in respect of proposed alterations to the West Door and access at St Magnus Cathedral, attached as Appendix 1 to this report, be approved. 2.9. That the existing provision within the General Fund capital programme in respect of the proposed alterations to the West Door and access at St Magnus Cathedral be increased by £76,000, from £180,000 to £256,000. 2.10. That essential maintenance works, comprising repairs to the leaking west gable wall and other minor repairs, together with a survey of the west stained glass window, be added to the Corporate Asset Maintenance Programme for 2021/22, at a cost of £48,000, to be funded by a contribution from the Cathedral Fabric Fund. 3. Background 3.1. The existing Cathedral vestibule was constructed as part of the improvements undertaken around 1920 to 1921. While the doors are currently operational, they are extremely heavy and have the potential to cause an accident to the unwary user. The desk unit containing the light switches and public announcement equipment was installed to a design by Ferrey and Mennim, Cathedral Architect, around 1983/84. Page 2. 3.2. Access to the Cathedral is via the external plat and steps, with disabled access provided via a small door on the south side of the Nave. It is envisaged that, when the proposed work is completed, the main Cathedral entrance will become accessible to all. 3.3. The Society of the Friends of St Magnus Cathedral has had an ambition to replace the existing vestibule and doors in order to enhance the entrance of the Cathedral which led to the proposals that have been developed. 4. Tender Process 4.1. At its meeting held on 26 November 2019, the Policy and Resources recommended: • That the Stage 2 Capital Project Appraisal in respect of proposed alterations to the West Door and access at St Magnus Cathedral, be approved. • That proposed alterations to the West Door and access at St Magnus Cathedral be added to the capital programme for 2019 to 2020 onwards, at a gross capital cost of £180,000. 4.2. The tender budget was based on removing the existing vestibule, constructing a glazed timber frame and associated services. Additional essential works associated with the new vestibule have been identified consisting of repairs to the leaking west gable wall by removing the existing pointed joints and repointing internally and externally along with minor repairs and a survey to the west stained glass window. These repair works are estimated at £48,000. As this element of the works are classed as revenue, rather than capital, it is proposed that the works be added to the Corporate Asset Maintenance Programme with funding sought from the Cathedral Fabric Fund. 4.3. During the final design being completed close to the tender being released, the Engineer felt that, without further investigation to the existing slab, it would be necessary to specify installation of a new concrete slab below the proposed structure. There is an ambition that the proposed steel frame can be reduced and remove the requirement of the curved steel element, this however remains to be finally determined. 4.4. The combination of changed final specification and the changed market conditions, with a healthy local workload for contractors and substantial material price hikes on the back of COVID-19 shortages and Brexit fears, has seen the tender prices submitted for this project being significantly greater than originally estimated in 2019. Page 3. 4.5. Given the changes outlined above, a revised Stage 2 Capital Project Appraisal is attached as Appendix 1 to this report. 5. Corporate Governance This report relates to the Council complying with its governance and financial process and procedures and therefore does not directly support and contribute to improved outcomes for communities as outlined in the Council Plan and the Local Outcomes Improvement Plan. 6. Financial Implications 6.1. The tender exercise together with an increased scope of works has resulted in a revised project budget of £304,000 which is £124,000 more than the approved budget. 6.2. The Society of the Friends of St Magnus Cathedral has very generously agreed to increase their contribution up to a maximum of £256,000, which leaves a budget shortfall to cover identified revenue repairs of £48,000. 6.3. It would be possible to meet the budget shortfall from the Cathedral Fabric Fund which has an available balance of £128,516. Utilisation of the Cathedral Fabric Fund is recommended as the source of funding to make up the £48,000 budget shortfall. 7. Legal Aspects Section 95 of the Local Government (Scotland) Act 1973 requires the Council to make arrangements for the proper administration of its financial affairs. As part of this, the Council is expected to have regard to economy, efficiency and effectiveness in its use of resources. 8. Contact Officers James Wylie, Executive Director of Education, Leisure and Housing, extension 2433, Email [email protected]. Gavin Barr, Executive Director of Development and Infrastructure, extension 2301, Email [email protected]. Peter Diamond, Head of Education (Leisure, Culture and Inclusion), extension 2436, Email [email protected]. Clare Gee, Cultural Services Manager, extension 2716, Email [email protected] Page 4. Ian Rushbrook, Capital Programme Manager, extension 2713, Email [email protected]. 9. Appendix Appendix 1: Revised Stage 2 Capital Project Appraisal – Proposed Alterations to the West Door and Access at St Magnus Cathedral . Page 5. Appendix 1. Capital Project Appraisal – Stage 2 Capital Programme: General Fund Client Service: Education, Leisure and Housing Project Name: Proposed Alterations to West Door and Access at St Magnus Cathedral 1. Background The existing vestibule was constructed as part of the improvements undertaken around 1920 to 1921. It is noted that while the doors are currently operational, they are extremely heavy and have the potential to cause an accident to the unwary user. The desk unit containing the light switches and public address (PA) equipment was installed following a design by Ferrey and Mennim, Cathedral Architect, around 1983 to 1984. Due to the weight issues with the internal doors, very often a door leaf is wedged open which does cause problems on windy days with draughts being generated. In the past, leaving doors open has caused issues with changes in pressure and resulted in some of the glazing suffering damage in other sections of the Cathedral. Access to the Cathedral is via the external plat and steps, with disabled access provided via a small door on the south side of the Nave. It is envisaged that when this work is completed, the Cathedral entrance will become accessible to all. The Society of the Friends of St Magnus Cathedral has had an ambition to replace the existing vestibule and doors in order to enhance the entrance of the Cathedral which has led to the proposals that have been developed. 2. Proposal The proposal is to remove the existing vestibule and the desk area located at the West Door. This would then be replaced with a new glazed oak screen with automatic doors which will improve the visual entrance to the Cathedral and to also allow easy access to the Cathedral, all as detailed on the plans attached as Annexes 3 to 6. For larger functions, such as weddings, funerals and other civic ceremonies, the proposed new set of double glazed doors would be provided in line with the central aisle, as shown on Annexes 3 and 4.
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