URL: https://reigate-banstead.moderngov.co.uk/ieDecisionDetails.aspx?ID=1227

Decision Maker: Head of Community Partnerships

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: No

Purpose: On 7 May 2025, the Council’s Executive agreed to progress the Horley Community Centre Modernisation Project. A delegated decision was given to the Head of Community Partnerships in consultation with the Portfolio Holder for Community Partnerships, the Portfolio Holder for Finance, Assets and Governance and the Chief Finance Officer, to be authorised to “make any necessary changes to the scope and timeline of the project provided that it does not require any additional funding from the Council’s approved Capital Programme”. The Executive delegation requires consultation with the Portfolio Holder for Community Development and Prosperity and the Portfolio Holder for Finance and Assets. They were duly consulted on the proposed change of scope across a series of meetings which concluded on 10 February 2026. The proposal to change the scope of the project to support its delivery within the budget allocation and agreed programme timeline was endorsed by the Portfolio Holders. A copy of the presentation given, is attached. Consultation with the officer level Critical Projects Board (CPB) that includes representatives from the Finance and Legal teams took place at their meeting of 4 March 2026 and via email and was agreed on 13 February 2026. A copy of the options appraisal provided to CPB is attached. The Chief Finance Officer, Lisa Nyon, confirmed her agreement on 16 February 2026. Explain the reason(s) for the decision. The change to scope has been determined in light of the following considerations. Budget. The project has a defined budget allocation agreed at Executive of £2.2m (£2.3m with CIL inflation included); after completing and costing the concept design for the fully scoped project the cost estimate for the construction works was in the region of £2.2m with the total project cost rising to £2.9m, circa £600k above the approved budget allocation. In order to bring the project back within the budget envelope a process of rationalisation, scope review and value engineering has taken place to reduce the estimated works costs to £1.8m and total project costs to £2.3m, with contingency utilised to allow the project to remain within the approved budget envelope. 10% overall contingency has been retained plus an allowance for construction inflation. Timeline. This approach enables the Council to deliver the project within the agreed programme timeline to enter into a main contract in June 2026 and commence works in summer 2026. Appointing the contractor in February under a Pre-Construction Services Agreement will support the Council in refining the construction costs and to work with the contractor to better define construction costs. This is with a view to replacing the contingency utilised to date by specifying cost plan items that currently have provisional sums against them and market testing avoids delays briefing them at a later stage. Quality and community value. The change of scope continues to deliver community benefit through improvements to the layout, look and feel of the Centre and the increase in the number of hireable spaces. Moving from a comprehensive remodelling to a simplified rationalisation still enables the Council to offer a more diverse range of affordable activities through the delivery of additional rooms over and above the existing provision.

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Date of Decision: February 27, 2026