Long Term Maintenance Policy (Rev.2)
Residential
Introduction
Long Term Maintenance (LTM) is non-routine work usually of a value in excess of £10 000 and
required when building or engineering elements
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

have failed
are in imminent danger of failing
no longer comply with statutory requirements
Remedial works may not always be on a “like for like” basis when alternative solutions will give
more value for money solutions in terms of future maintenance and/or utility costs. Wherever
possible such works should be incorporated into existing/proposed capital and improvement
schemes so as to further reduce costs and minimise disruption.
Annual condition surveys provide the data allowing potential projects to be identified. Surveys are
undertaken by construction and/or engineering professionals supplemented by input from
accommodation site managers. Information is collated on a database (which allows enough
flexibility for updates as required) and used to prepare the 5 year accommodation LTM plan and
generates comprehensive property condition reports for the residences portfolio.
The reports are also used to return information to the Higher Education Statistics Agency (HESA)
about the overall condition of the residential estate and the costs to return the whole of the
residential estate to a category B (see category definitions).
It is the aim of Newcastle University’s Accommodation and Hospitality Service to maintain 80% of
the estate in condition A or B, this target is reviewed annually.
Each financial year a 5 year draft plan is produced so that the plan is ongoing; as a working
document it can then be regularly updated to reflect any new issues or opportunities that arise.
The Accommodation Strategy and Improvement Life Cycle schedules will be key components of
the plan.
Monitoring and reviews of projects is done through financial and progress reports being presented
to the Steering Group that meets on a monthly basis and can make any decisions as appropriate.
Condition Survey
The condition survey database consists of 3 groups, these being
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Functional Suitability
Physical Condition
Fire, Safety and Statutory
Approved by LTM and Services’ Major Projects Steering Group
18.10.2011
All the above have further sub groups to allow for a thorough assessment of the physical condition
and legislative compliance of the property. This assessment is carried out annually by Estates
Maintenance, Accommodation & Hospitality Services’ improvements surveyor or Halls Managers.
As already highlighted the survey can be conducted whenever and the plan updated as
necessary.
Appendices 1 & 1b list the sub groups for the database main groups and the priority definitions
used to accurately forecasting budget costs needed to ensure that buildings/residences meet
agreed standards i.e. condition A or B.
M.E. Hunter
Director Accommodation and Hospitality Services
S. Lynn
Head of Maintenance
ESS
31.08.2011
Approved by LTM and Services’ Major Projects Steering Group
18.10.2011
Appendix 1 – Physical Condition Sub-Groups
Structure
Ceilings
Doors
Drainage
Ducts and Basements
Domestic Water
Boilers
Floors
Other
Roads, Paths and Yards,
Showers and Toilets
Windows
Roof
Walls
Lighting and Power
Electrical Distribution
Heating
Lifts
Ventilation and Air Conditioning
Fire, Safety and Statutory Sub-Groups
Asbestos
Fire Safety
Emergency Lighting
Health, Safety and Other
Legionella
Fixed electrical testing
Appendix 1b - Priorities 1 – 9
Priority 1 Essential for safety reasons. Cannot justify doing other work ahead of this.
Priority 2 -
Essential for legislative reasons. High risk to University if not dealt with.
Priority 3 -
Needed to bring plant or facility back into use. Improves utilisation/efficiency. Or
slightly lower legislative priority than 2
Priority 4 -
Highly unreliable, regular failure of plant or fabric. Drain on resources keeping it
going. Disruptive to operation of University
Approved by LTM and Services’ Major Projects Steering Group
18.10.2011
Priority 5 -
Poor condition. Creates poor impression. Low safety risk
Priority 6 -
Identified as Desirable - Very High. Would be done if finance was available.
Priority 7 -
Identified as Desirable - High. Would be done if finance was available.
Priority 8 -
Identified as Desirable - Medium. Would be done if finance was available.
Priority 9 -
Identified as Desirable - Low. Cost to improve to condition B.
Approved by LTM and Services’ Major Projects Steering Group
18.10.2011