UNIVERSITY OF LEICESTER ESTATES USERS FORUM. Minutes of meeting held on 9 November 2010

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1 UNIVERSITY OF LEICESTER ESTATES USERS FORUM Present: Minutes of meeting held on 9 November 2010 Tim Yates Estates & Facilities Management Division (Convenor) Stuart Lyon Physics and Astronomy Richard Sansom Genetics Julian Jones Engineering Department Bill Hickin Geography Department Wendy Fergusson IT Services John Landamore Computer Sciences Jeff Woodall Estates & Facilities Management Division Duncan Langford Rebecca Vickerman Safety Services Office Safety Services Office Jonathan Westgate School of Education Clare Haringman Finance Mel Habreile BioCentre Paul Ayto Geology Rob Davies Library In attendance: Jamie Whitehouse Russell Knifton Christina Cazalet Barbara O Neill Barbara Lloyd Alan Willcocks Peter Liepins Danielle Jackson Angela Cantrill Nicola Main Pandora Bol Peter Benson Jan Rowland France Stone Helen French Stefan Hyman Louise Taylor Lynne Robertson Estates & Facilities Management Division Criminology School of Social Work Corporate Affairs and Planning Museum Studies CPP Cardiovascular Sciences School of Historical Studies Vaughan College, Lifelong Learning ViceChancellor s Office Estates & Facilities Management Division Psychology Residential and Commercial Services Residential and Commercial Services Welfare (SSDS) Electron Microscope Lab Institute of Lifelong Learning Central Teaching Unit Grant Charman, Colin Hide, Karen Bignold, Chrispal Anand, Lorraine Saddington, Graham Middleton, Mike Queally, Barbara Wright and Kathryn Woodford (Minutes Secretary) 1. Apologies Apologies for absence were received from Paul Goffin (Estates & Facilities Management Division), Denise Martin (Sociology), Malcolm Rae (Cancer Studies and Molecular Medicine), Angela Hullait (Modern Languages), Lesley Barnett (Biology), Sally Munton (Cancer Studies and Molecular Medicine), Chris Gooch (ITS AVS), Liz Perry (Timetabling & Room bookings), Peter Thorley (Press Office), Rachel Godfrey (Archaeology & Ancient History). Holly Morton (Law) Barbara J O'Neill (Division of Corporate Affairs and Planning), Linda Stirk (Staff Development), Clare Winfield (Department of Cancer Studies & Molecular Medicine); Peter Thorley (Press Office), Tara Tate (Estates and Facilities Management Division) 2. Minutes of the last Meeting The minutes of the meeting held on 22 June 2010 were approved as a true and accurate record. 3. Matters arising Environmental The Group noted that Second Byte had been awarded the computer Recycling Contract. Any queries or questions to contact Phil Ball, Waste Officer (Ex 1434) pb174@le.ac.uk. 1

2 The Group noted that Jamie Whitehouse was the new Gardens Manager and the leading developer of the Botanic Gardens. 4. Customer Survey The Group received a report from Karen Bignold on an Estates and Facilities Management Customer Survey. The Group noted that an Estates and Facilities Management Customer Survey had been conducted in order to provide evidence for improvement for the future. An online survey was developed targeting Departmental Contacts and Heads of Departments but which was also available for all Staff and Students to complete. Aspects of Communication, Quality, Costs and Individual Services were asked. There were 232 responses which were in response to likes, dislikes, contacting staff and staff helpfulness within Estates. Survey areas covered all EFMD services but only the ones that highlighted areas of concern were discussed; namely Maintenance, Signage, Cleaning, Sports and Recreation, Keys and Access cards. The Group noted that whilst there were many negative comments there were some very nice compliments for staff and services. Actions to be taken would be the provision of a service desk and to develop process reviews across maintenance, portering and security and redirecting of resources to areas of concern. The Group noted that departmental communication and contact with Estates was essential and any concerns, queries or issues with the website to contact Karen Bignold. An opportunity to provide feedback would be available on the website. Another survey would be conducted in 2011 to assess changes and improvements. The full presentation can be viewed at: 5. Travel Plan and Parking The Group received a report from Tim Yates on parking and noted that the Travel Plan was up and running. The Group noted work is now ongoing to implement the various initiatives within the University Travel Plan which has now been formally launched to staff and students at Big Green Week at the end of October. To date the following specific work in support of the Plan is taking place: Alternative Travel Information Big Green Week has provided an opportunity to introduce a range of alternative travel options to staff and students and a Green Travel Map has been launched along with Staff and Student Travel Options Booklets. Details are at the link: Parking Permits The introduction of the new parking permit scheme has been postponed until September 2011 because of Estates staff unavoidable absence during the software development and testing phase. Therefore from January 2011 until September 2011 existing staff parking permits will be renewed using the current allocation system and 2010 permit prices. Parking Spaces Although we will regain a number of car spaces once the CRF facility opens in early 2011, the leases on the De Montfort Car Park and Commercial Square Car Park have been renewed for another 12 months to cope with the overflow of cars on Main Campus. This will also enable staff displaced by the redevelopment of FJB South Wing Car Park to park, albeit offsite. Parking Enforcement Parking enforcement is permitted within the University Parking Regulations but we are reviewing the enforcement options to include the issue of civil parking notices. Entrance 1 Works The planned improvement works to Entrance 1 over the period November 2010 February 2011 will have a major impact on the traffic flow through the University Campus. The works will require a one way system to be implemented with traffic entering Main Campus at Entrance 1 and departing by Entrance 2 along Mayors Walk. Visitor parking on Campus will be very restricted to enable staff to park. Conclusions 2

3 Parking on University sites will become more restricted as demand continues to outweigh the supply of parking spaces. The Travel Plan provides a range of management initiatives to reduce single car occupancy dependency and enable the University to meet the demands of those who require parking, due to medical conditions, business use or equality issues or by distance travelled and lack of viable alternatives. John Landamore questioned the lack of disabled badges displayed in vehicles outside the Engineering Building, College House and the Attenborough Building. The Group agreed to liaise with the Head of Security to consider enforcement. Christina Cazalet questioned the availability of discounted train tickets in particular Birmingham (Cross Country trains). The Group agreed for Tim Yates to liaise with Sandra Lee. Bill Hickin questioned when the parking at De Montfort Hall would end. The Group noted that extra space at CRF would create alternative parking when parking expires at De Montfort Hall. The lease for De Montfort would last until 2 nd March It was noted of possible parking at Dry Dock/Nixon Court. 6. Sports Facility Development The Group received a report from Colin Hide on the Sports Facility Development. The Group noted that an extension to the Sports Hall on Manor Road was being developed which would consist of a small swimming pool, Sauna, Spa Gym etc. The planning application was submitted in the Spring of 2010 but was withdrawn as the Oadby Council would not defer the application to enable planning conditions agreed between the residents representatives and the University to be incorporated into a Section 106 agreement. The Oadby & Wigston Borough Council and the residents had recently approved the agreement and a draft had been signed by both parties. The planning application would be submitted in January The scheme would be on site in May 2011 and due to complete Easter 2012 subject to planning. Colin Hide stated that he would welcome any comments, feedback, thoughts about sports through the Customer Survey website. 7. Environmental Issues The Group received a report from Chrispal Anand on Environmental Issues. The Group noted that for the Big Green week, 1335 carbon footprints calculations were made. The Big Green Week exhibition would be held in December 2010/January The Group noted that a new waste contract would start in January Waste Officer (Phil Ball) contact pb174@le.ac.uk / environment@le.ac.uk The Group noted that 1M Green Fund had been received from Salix funding. The Group noted that CRC was no longer a revenueneutral scheme, but a carbon tax for University. For any information on energy contact Acting Energy Manager (Chrispal Anand) contact cpa4@le.ac.uk / carbon@le.ac.uk Green Impact Award Scheme 2 At least 18 schemes for the scheme this year have signed up. For more information contact Tobie Roffey on x2849 / tjr13@le.ac.uk / environment@le.ac.uk John Landamore asked for an update on CHP. Grant Charman explained that University had committed funding to its first Combined Heat and Power (CHP) project which was in the final design stages in Summer Heat would be used to heat all of the buildings at the main campus that are connected to these boiler houses in CWB and MSB. It would also produce a saving of 10% of carbon emissions and would work towards reducing our footprint by 60% by Grant Charman explained that he was preparing a paper for City Council District Heating Network Scheme. The full presentation can be viewed at: pdf 3

4 8. Major Projects Progress Report The Group received an update from Grant Charman on Major Projects Progress report. The Group noted the following: The Percy Gee Building was open and completed on time for Fresher s Week and for the O 2 Academy Opening. The East Wing Refurbishment would complete in November The planning permission had been approved for the Cardiovascular Research Centre. Tenders had been received and was on budget. The project was planned to commence in January 2010 and would complete in June Nixon Court was on site. The CRF Project would complete in January 2011 and an extra five months for Engineering Commissioning. The Group noted that the Landscaping and paving outside the FJB were making progress and ongoing. Gate 1 entrance would commence on 15 th November All three projects would complete in early February The Podium (including 300 spaces for cycle storage) would commence after the Summer exams in June 2011 and complete in December Capital Programme from 2010/11 The Group received an update on the Capital Programme from 2010/11 from Grant Charman. The Group noted that the Capital Programme was agreed at the Financial Forecast Committee, Joint Finance Committee and Strategy Policy and Resources Committee. Estates had met with the Council on 12 th July The projects that had been put forward in the Capital Programme included: Replacement of the failing ductwork around the site. Improvements to the new road at Gate 3 and the Bennett Building (behind Charles Wilson Building). The provision of combined heat and power energy units. Infrastructure for ITS. Various land purchases. The initial phase of the Charles Wilson Building Refurbishment (initial 5million). Paul Ayto questioned what level would the new road at Gate 3 be built. The Group noted that the project was governed by a PIT and it was agreed to liaise with Geoff Green, the PIT Chair. Jonathan Westgate questioned progress with Eddie s Coffee bar at North Campus. The Group were informed that the tender return date would be the end of December The project would commence at the end of Spring 2011 and Eddie s café would open early September Jonathan Westgate highlighted that the term commences earlier in the School of Education. Grant explained that most the funding for the projects relied on the HEFCE funding which at the moment was uncertain. Paul Goffin would be meeting a HEFCE representative this week Planned Maintenance Programme Update The Group received a report from Grant Charman on the 2010 Planned Maintenance Programme. The Group noted that for 2010/11 there were no new works for projects that started last year and that this year s budget was taken up with last year s budget. The Group noted that Adrian windows would commence in 20011/12. The Group noted that the power break down that occurred across the University main campus was due to a fault in the junction box which was only three years old. This was emphasized as a one off and unlikely to reoccur. Alan Wilcox questioned whether the energy generators were connected with the failure of the IT systems. It was agreed to report the issue to the VCAC on 15 th November

5 11. Summer Programme of Works The Group received a report from Grant Charman on the Summer Programme of works and noted that over fifty projects were completed over three months. The Group noted that Grant Charman would produce a report of projects which would be circulated with the minutes. The full programme can be viewed at Any Other Business Barbara Lloyd questioned why the University appointed external consultants to evaluate the refurbishment work which had taken place to School of Education now Museum Studies. The Group noted that this was a HEFCE regulation. 13. Date of Next Meeting The next meeting is being held on March 22 nd 2011 in the Council Chamber, Fielding Johnson Building. Duration of Meeting: 1 hour. 5