FM Forum – 6 February 2014
Summary of Discussion Points and Actions
Discussion Point
Main summary
Introduction
Liz Kitchener, Head of Strategic FM opened the FM Forum and welcomed
members.
Living Wage
Daniel Tomlinson, from the Oxford University Student Union (OUSU), delivered
a brief presentation on the Living Wage (LW). He set out how from the 1st of
May 2014 the LW will be set at £7.65/hour. He spoke of how the national LW
Campaign is increasing in prominence and how the Oxford LW Campaign is
now working with the University on increasing the numbers of staff contracted
out paid a LW, given that all directly employed staff are, already on this pay rate.
He encouraged those attending to consider moving contracted out staff to the
LW and pointed out that departments that do this can expect a big public thankyou from the campaign.
FM Update
Liz Kitchener, Head of Strategic FM gave an overview as follows:

Actions
Three new members of staff within Estates FM were introduced to the
Forum:
o
Sally Rutty, started this February as FM Contracts Manager. Based
at the Malthouse, Sally is managing the catering, cleaning and waste
management contracts for the University.
o
Sarah King, joined in January of this year as Central FM Services
Manager based at Wellington Square. Sarah has responsibility for the
delivery of the Facilities Helpdesk, Mailroom, Reprographics,
NB: all slides from the meeting are available on the FM website)
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FM Forum – 6 February 2014
Discussion Point
Main summary
o
Actions
Messengers and Central Records.
Rob Connolley started in January as Senior Facilities Manager at the
ROQ site. Rob is responsible for the delivery of FM services across
the ROQ site, primarily the Andrew Wiles and Radcliffe Humanities
buildings.

Chris Lewis update – Members reports of experiences had been gathered
and discussed with Chris Lewis Security. Two meetings have taken place
already, ensuring that there was an open dialogue about the needs of the
University and performance.

The FM Forum were advised that there would be a communication to the
FM Forum regarding a number of changes, including additional members of
CLS staff who were supporting the University; a University customer service
email address and a number of other changes. Chris Lewis Security will be
invited to attend the next Forum.

The Estates Termly Bulletin was introduced to the Forum. The bulletin aims
to help customers understand the full scope of the diverse remit of Estates
Services and the services they offer by keeping you informed about their
progress on key initiatives and projects, both strategic and operational. The
Bulletin will be added to members’ mailing list and is on line.
NB: all slides from the meeting are available on the FM website)
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FM Forum – 6 February 2014
Discussion Point
Main summary
Actions
OU Non-Hazardous
Waste
Liz Kitchener, Head of Strategic FM gave an update as follows:

Contract has been awarded to Select Environmental Services. Contract
start date 7th April 2014. The contract will operate on a pay by weight
basis, providing a financial incentive to the University to reduce the
amount of waste disposal and lowering the University’s overall costs.
Please note for hazardous waste managed by the Safety Office, is
unchanged.

Ian Adamson, Select’s University Account Manager, gave a presentation
covering details about Select’s services, their technology, colour-coding
of bins and then finished with explaining about site audit forms and
contact information for departments. Slides will be available on this
website.

Mobilisation Plan – Spreadsheets will be circulated to all departments to
capture data in relation to department’s requirements including number
of bins and current collection dates.

Communication Plan – A communication will be sent out on 13th
February 2014 indicating details of the contract and containing site audit
forms for all departments to complete. Further communication re pricing
and waste types will be issued during March.
NB: all slides from the meeting are available on the FM website)
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FM Forum – 6 February 2014
Discussion Point
Main summary
FM Training
Lisa Hofen, Deputy Head of Strategic FM
Actions
LH reported that there would shortly be an invitation to members of the BIFM
FM Training Working Group. She said that some work had been carried out
regarding training and development, including consultation with the Safety
Office. She suggested that the BIFM Training Working Group should be
expanded to a general FM Training Working Group. As such, Julie Black will FM Training Working Group
attend the relevant parts of the FM Training Working Group.
LH noted that she had invited Mark Nicholas, Group Account Member from the
BIFM to speak to the FM Forum about membership. This was to ensure that
people understood the benefits of the training, and how it could support facilities
managers. She also said that the current level of BIFM membership via the
Group Membership was very low, and that she would be conducting a short FM BIFM Survey
survey to engage the FM Forum to ascertain the reasons for this, and identify
next steps (including consideration whether to continue with the Group
Membership Scheme). The BIFM Group Membership scheme provides access
to reduced cost of membership and also reduced training costs via Quadrilect.
Any Other Business
Nothing to report.
Proposed Agenda
Items for Next
Meeting
Chris Lewis Presentation
Presentation by Lesley Nesbitt, Crime Prevention Design Adviser, Security
Services
NB: all slides from the meeting are available on the FM website)
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FM Forum – 6 February 2014
Discussion Point
Main summary
Forthcoming Dates:
Event:
Date:
Time:
Location:
Actions
Strategic FM to send electronic
invitation
FM Forum
15th May 2014
Noon – 2.00pm
TBC
NB * Lunch will be provided, so please confirm your attendance
NB: all slides from the meeting are available on the FM website)
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