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
Category
Planned
maintenance
Sub-Category
Definition
Term Maintenance
The 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 Maintenance
Maintenance work performed as a result of significant
deterioration or failure, to restore an asset to its required
condition standard
Backlog Maintenance
Maintenance that has been deferred on a planned or
unplanned basis
Routine and Breakdown Maintenance
Unplanned and reactive maintenance actions performed
to restore an asset to operational condition, as a result
of an unforeseen failure
Incident Maintenance
Unplanned 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.
Reactive
Maintenance
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 Obligations
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
01934 429098
07889 314959