Long Term Maintenance Policy
Non – Residential (Rev.2)
Introduction
Long Term Maintenance (LTM) is defined as work of a non-routine nature generally costing £10,000
or more, which is required where building or engineering elements have failed, are in imminent danger
of failing, or no longer comply with legal requirements. Replacement works are not necessarily carried
out on a like for like basis where it can be demonstrated that alternative solutions will give lower
future maintenance or utility running costs. Where possible remedial work should dovetail into other
capital and improvement schemes to take advantage of the potential to reduce costs and minimise
disruption.
Potential Long Term Maintenance projects are identified via a process of condition surveys carried out
by construction and engineering services professionals, elemental assessment of each building is
carried out bi-annually; however the survey can be updated at any time to reflect changes in the status
of an element. The condition survey assessment is held on a database which is used to prepare a five
year LTM plan as well as generating reports on the condition of the estate.
The reports are used to return information to the Higher Education Statistics Agency (HESA) about
the overall condition of the estate and the costs to return the whole of the estate to a category B (see
category definitions).
It is the aim of Newcastle University’s Estate Support Service to maintain 85% of the estate in
condition A or B, this target is reviewed annually.
A draft five year plan is prepared at the beginning of each financial year in order to maintain the five
year period, however the plan may be regularly adjusted as new problems and opportunities are
identified. The draft plan is checked by the LTM Steering Group and a final plan presented to FMBSG
usually during September. Once the plan is approved any changes to the plan must be agreed by
Steering Group.
Regular financial and progress reports on each project making up the annual plan are presented to
Steering Group, which meets on a monthly basis where any proposed adjustments to the “in year” plan
are discussed.
Condition Survey
The Condition Survey Database contains three main groups, Functional Suitability, Physical Condition
and Fire, Safety and Statutory, of these three groups Functional Suitability, Fire Safety and Statutory
and Physical Condition currently have sub-groups which formulate the condition survey, Space
Utilisation and Energy Performance are measured using other methods.
Whilst Functional Suitability and Physical Condition are linked it does not necessarily follow that a
building which is in good physical condition is also functionally suitable and vice versa.
In order to assess the physical condition and legislative compliance of the estate a number of subgroups or elements are listed on the database under these headings (see appendix 1), each sub-group or
element is assessed by the Maintenance Team every six months, however should the need arise the
condition survey can be updated at any time and an amendment made to the five year plan is submitted
to the LTM Steering Group.
Approved by LTM and Services’ Major Projects Steering Group
18.10.2011
The Maintenance Team use the EMS category definitions as a basis for assessment and the aim of the
condition survey is to define the budget costs to return the estate to condition A or B. An explanation
of the definitions can be found below.
EMS Condition Category Definitions
Category A
As new.
Category B
Serviceable. Nothing needs to be done other than minor day to day repairs.
e.g. A roof which is preventing water penetration apart from one or two slipped or
broken slates
Category C
Operational. Requires major repair or upgrading within a reasonably short period.
e.g. A roof where it is obvious that frequent repairs have been carried out, but the
condition is continuing to deteriorate, indicating that it is approaching the end of its life.
Category D
Inoperable. Unsafe or at risk of immediate breakdown.
e.g. A roof which is no longer weatherproof, and water is penetrating and causing
increasing damage to other elements of the building, structure and installations
If an element is assessed as not in condition A or B the cost to carry out the remedial works and a
priority for the work to be carried out is assigned (see appendix 1b). Only those repairs which will cost
in excess of £10k will be included in the condition survey as it is assumed that low cost repairs will be
funded from the recurrent maintenance budget.
While it is the intention to deal with tasks in priority order there are often issues which delay or bring
forward projects, for example in some years projects may be brought forward from the following
years, to dovetail with planned capital or improvement schemes and where a property may be subject
to disposal or may be unoccupied projects may be deferred.
Whilst projects may be deferred for a period, if a building is occupied the University has a legal
responsibility to maintain the building in a safe condition, high priority projects will only be removed
from the list when the reason for the deferral is actually progressing.
Some projects on the main database may require a separate business case and in this case alternative
sources of funding may be requested, particularly larger projects such as window replacement or recladding of high rise buildings.
For planning purposes it has been assumed that circa £3 million per annum will be available for LTM
projects and the five year plan is developed to this budget.
Due to the large scale of some of the works and the very tight time window between the end of exams
and the end of the financial year it is inevitable that both the construction works and the cost of some
projects may run into the next financial year hence the importance of forward planning and the ability
to re-programme projects.
S. Lynn
Head of Maintenance
ESS
27.09.2011
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
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. Would be done if finance was available.
Approved by LTM and Services’ Major Projects Steering Group
18.10.2011