Rolling Maintenance Programme BABM Workshop 11 November 2014

Aim Introductions Objectives The purpose of this workshop is to set out the broad process by which the School maintenance needs are identified, managed, monitored and reported on. The School is the custodian of the building asset and has the ultimate responsibility for ensuring a Maintenance Regime is undertaken which involves the repair (both planned and unplanned) and routine servicing of the buildings and associated plant. Consequences if not implemented Safety of pupils staff and visitors is impaired Defective structure arises Legal consequences in long term Insurance jeopardised The workshop will look at the following Definition / Content / Approach/ Implementation

The Problem Group Session Definition of problem and scale Schools Represented Type of School Age of School Current Issues Frustrations Report

Risk Management Management of asset maintenance is essentially a risk management process, in that assets should be maintained to a standard that will contain, to an appropriate and acceptable level, the risks associated with:- Loss of utilisation and functionality with regard to service delivery Efficient operation of the facility Security of both the asset and the users Health and Safety of the users Preservation of the asset’s market value Image and reputation of the School and Council

Strategy In satisfying these risk criteria the strategy will take into account:- Surveys on asset condition and records of maintenance history to inform decisions on future maintenance needs. The effect of deferment of maintenance on the condition of the premises and future maintenance programmes. Corporate priorities for improvement (where they affect premises). Any proposals for review or affecting future use of the premises including the Building Schools for the Future programme. Opportunities to increase the effectiveness of proposals through top-up funding from elsewhere (e.g. contributions from schools of devolved capital).

Management Policy Maintenance costs represent a significant proportion of the total costs of owning and operating a building over its lifetime (perhaps twice the initial capital cost), therefore it is important that an effective maintenance management policy is developed and implemented to ensure that the above risks are properly managed and value for money is achieved. This policy must be underpinned by tacit acceptance of two fundamental characteristics of asset maintenance:- Planned preventative maintenance is work carried out on a planned basis to reduce the risk of excessive breakdown incidents and to preserve the asset and prolong its useful economic life. It is carried out to reduce the level of reactive maintenance. This category also includes routine regular servicing of equipment Reactive maintenance involves the repair of broken down components on failure which cannot be deferred, and therefore are carried out “on demand” to maintain service delivery.

Definitions CategorySub-CategoryDefinition Planned maintenance Term MaintenanceThe actions performed to prevent failure by providing systematic inspection and monitoring to detect and prevent incipient deterioration or failure and includes testing to confirm correct operation. Planned MaintenanceMaintenance work performed as a result of significant deterioration or failure, to restore an asset to its required condition standard Backlog MaintenanceMaintenance that has been deferred on a planned or unplanned basis Reactive Maintenance Routine and Breakdown MaintenanceUnplanned and reactive maintenance actions performed to restore an asset to operational condition, as a result of an unforeseen failure Incident MaintenanceUnplanned maintenance actions to restore an asset to an operational or safe condition as a result of property damage resulting from storms, fire, forced entry and vandal damage.

School Numbers There are some 74 schools in North Somerset providing education for some 28,000 pupils. Specifically there are :- Primary Schools 61 Secondary 10 Special Schools 03 Others Independent 05 Academy’s 05 The Schools are categorised With regard to County Maintained, Foundation and Voluntary Controlled Schools, individual Governing Bodies are responsible for all response maintenance, cyclical maintenance and individual items of planned maintenance costing less than the capital de minimis of £10,000. Items of planned capital maintenance (costing over £10,000) are the responsibility of the North Somerset Council. The Council has no maintenance responsibilities for Voluntary Aided schools, this resting with the DfES, Voluntary Promoters or Governing Bodies depending on the particular work stream.

Responsibility Maintained and Voluntary Controlled schools Responsibility for repairs and maintenance is split between the Local Authority and the individual governing bodies according to the Scheme for Delegation. In broad terms this split is:- The governing body are responsible for reactive maintenance, regular maintenance/inspection of plant and equipment and planned maintenance of a cyclical nature such as redecoration. Planned maintenance of limited extent (e.g. re-roofing of part of a block rather than the whole block) is included. The Local Authority is responsible for planned capital maintenance of other than planned maintenance of a limited extent. Voluntary Aided Schools Voluntary Aided Schools are linked to various bodies:- Roman Catholic Diocese. Diocese of Bath and Wells The responsibility for repairs and maintenance lies with the DfES, the Diocesan authorities or Governing Bodies depending on the work involved. Responsibility for compliance Various regulations apply to the repair and maintenance of premises. In some cases (e.g. schools with delegated budgets) the task of arranging statutory inspection and testing has been given to premises managers, governing bodies or management committees. In the case of Voluntary Aided Schools the governing body is responsible for all matters relating to compliance with statutory requirements.

The Burden

Maintenance Items Building Fabric Roof / Walls / Floors / Foundations / External works Elements Doors / Windows/ Rainwater Goods / Furniture /Decoration Programmes Health & Safety / Asbestos / Legionella / Electrical / Mechanical / Fire Alarm Testing / Glass / Kitchens Extraordinary Items Floods / Blockages / Collapse

Statutory Obligati ons Statutory Obligations: North Somerset Council’s primary obligations regarding property that it has to be meet by law or regulations of statutory bodies or health and safety guidelines are: Electrical Systems safety, (NICEIC) Gas Systems safety (Gas Safe) Water Safety. Asbestos Management: Fire Safety: Lift Safety: Hoist and lifting equipment Glass Building Fabric Others

Application All School locations Current working patterns Assistance from North Somerset Council Potential of collective working Avoid re-inventing the wheel Funding

Stages Condition Survey Analysis Scheduling Pricing Estimates Implementation Monitoring Update + Correct Extraordinary items

Contractor Individual or collective Framework agreement Schedule of rates Schedule of work Standard clauses and descriptions Local contractors Help elsewhere

Way Forward Set up programme Test and compare provisions with others Technical input Implement Monitor Adjust and adapt

Summary  Aim  The Problem  Risk Management  Strategy  Management policy  Definitions  School Numbers  Responsibility  Building Stock  Statutory Obligations  Application  Stages  Contractor  Way forward  AOB

Contact David Wakely Dip Arch RIBA Chartered Architect The Studio 39 Monks Hill Worlebury Weston-super-mare Somerset BS22 9RQ Tel Mobile