TORBAY HANDBOOK 16/11/06 14:03 Page ofc1 PROPERTY HANDBOOK

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1 TORBAY HANDBOOK 16/11/06 14:03 Page ofc1 PROPERTY HANDBOOK For Torbay Schools Second Edition September 2006

2 TORBAY HANDBOOK 16/11/06 14:03 Page ifc2 Chestnut Primary School Children s Centre From this To this

3 TORBAY HANDBOOK 16/11/06 14:03 Page 1 PROPERTY MANUAL FOR TORBAY SCHOOLS INTRODUCTION Through further delegation of building maintenance and the introduction of devolved formula capital, you now have a much greater stake in the management of your premises. This handbook explains the new partnership between the Local Authority and schools, and sets out our shared responsibilities for the repair, maintenance and development of school buildings. Schools have a statutory duty to perform certain tasks that were previously done by the Local Authority. It is important to ensure that all schools have made adequate arrangements to meet these responsibilities and this handbook has been compiled to assist schools with this process. Apart from establishing our respective roles, the manual provides information, guidance, and support to help you reach decisions about needs and priorities for future investment. The manual has been scrutinised by Officers in the Children s Services Directorate, as well as colleagues from other Directorates, including Property Services. We shall continue to review the content through further consultation, particularly in response to any comments schools may wish to make. The manual will be updated as and when the need arises. Staff in the Children s Services Directorate s Policy and Planning Department will be pleased to help you with any queries arising from the contents of this document. Torbay Council Children s Services Directorate wishes to thank all those who have advertised in this handbook. By doing so they have enabled the publication to be produced and distributed free of charge. Whilst thanking them for making this possible it must be clearly understood that all advertising space was purchased by the advertisers from the publishers, Doble Monk Butler. Torbay Council wishes to advise all readers that neither it, nor the publishers endorse or recommend any products or services contained in this booklet, Torbay Council does not take any legal responsibility for the advice given by any of the advertisers. Published on behalf of Torbay Council by Doble Monk Butler, 19 Westgate Bay Avenue, Westgate-on-Sea, Kent CT8 8AH Telephone: : Fax: PROPERTY HANDBOOK FOR TORBAY SCHOOLS 1

4 TORBAY HANDBOOK 16/11/06 14:03 Page 2 EDEN PARK PRIMARY Amalgamation of the Infant and Junior Schools From this To this 2 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

5 TORBAY HANDBOOK 16/11/06 14:03 Page 3 CONTENTS Chapter Page 1 Division of Responsibilities Revenue & Capital Repairs & Maintenance 5 2 Your Legal Duties Plant & Equipment Testing 19 3 Extended Schools Use of School Premises 25 4 How to Prioritise Works 29 5 Planned Preventative Maintenance 31 6 Directory of Common Building Defects 47 7 Land Issues 63 8 Property Issues 65 9 Asbestos Management Health and Safety in Schools Fire Safety in Schools Insurance Energy Management Repairs & Maintenance Service Level Agreements Schools Asset Management Plan Funding Property Strategy Advisory Group (PSAG) Managing Projects Building Bulletins Sustainable Schools Monitoring of Completed Revenue & Capital Works Accessibility to Schools 115 PROPERTY HANDBOOK FOR TORBAY SCHOOLS 3

6 TORBAY HANDBOOK 16/11/06 14:03 Page 4 Chapter Page 23 School Security Policy and Planning Team Property Services Team Contact Details PROPERTY HANDBOOK FOR TORBAY SCHOOLS

7 TORBAY HANDBOOK 16/11/06 14:03 Page 5 CHAPTER 1 REVENUE AND CAPITAL REPAIRS AND MAINTENANCE: DIVISION OF RESPONSIBILITIES 1.1 LOCAL AUTHORITY AND SCHOOL The recommended division of responsibilities between the Local Authority and schools for the repairs and maintenance of school premises has been drawn up in line with the Department for Education and Skill s (DfES) interpretation of the Chartered Institute of Public Finance and Accountancy s (C.I.P.F.A.) code of practice on revenue and capital expenditure. 1.2 REVENUE REPAIRS AND MAINTENANCE All funding for revenue repairs and maintenance to school premises has been delegated in total to schools through the School Funding Formula. Please refer to the examples of Repairs and Maintenance Works on page 8, which provides examples of repairs and maintenance projects and whether they would be classed as capital or revenue funded. 1.3 CAPITAL REPAIRS AND MAINTENANCE The Local Authority retains capital expenditure (excluding VA schools) for works to school premises, including capital repairs and maintenance. However, for the capital repairs and maintenance element, all work undertaken by the Local Authority is subject to a de-minimis limit. This limit has been set according to the size of the school. Please refer to the table below, which sets out the de-minimis limits. Floor Area (m2) Min. Cost ( ) Floor Area (m2) Min. Cost ( ) Primary & Special Secondary < 500 6,000 < , , , , , , , ,000 PROPERTY HANDBOOK FOR TORBAY SCHOOLS 5

8 TORBAY HANDBOOK 16/11/06 14:03 Page If you do not know the floor area of your school for the purpose of this exercise please us to ask for the information at: policy&planningteam@torbay.gov.uk. Schemes under the de minimis are the responsibility of the school Schemes over the de-minimis are the responsibility of the Local Authority, however this is subject to the necessary funding being available and the scheme being identified as a priority within the Schools Asset Management Plan Statement of Priorities PLEASE BE AWARE THAT THIS ARRANGEMENT DOES NOT PREVENT SCHOOLS FROM UNDERTAKING CAPITAL WORKS THEMSELVES. DEVOLVED FORMULA CAPITAL HAS BEEN GIVEN TO SCHOOLS FOR THAT SPECIFIC PURPOSE. 1.4 VOLUNTARY AIDED SCHOOLS The funding arrangements for premises-related works at Voluntary Aided (VA) schools has been the subject of amendment through the Regulatory Reform Act 2001, which came into force in March The effect of this is that for: REVENUE: All revenue work to the premises is the liability of the LA with the funding subsequently being delegated in total to schools through the School Funding Formula. As a result there is no statutory governing body contribution to revenue work and therefore no need for the DfES to contribute CAPITAL: The governing body is responsible for all buildings, both internal and external. This includes the areas of kitchens, dining rooms etc. that were previously the responsibility of the LA. Playgrounds, perimeter walls, fences and building services now all fall within the responsibility of the school and governing body. The LA, as a result of the reforms, is only liable for playing fields and the buildings on those fields. Capital funding at VA schools has a de-minimis limit of 2, NOTE: Further information regarding the changes in responsibility, grants, funding and other areas of reform are available within the DfES publication - Funding for Premises Related Work at Voluntary Aided (VA) Schools in England (issued April 2002). Further information regarding Capital Funding can be found in The Blue Book Capital Funding for Voluntary Aided (VA) schools in England ( version). This publication is not available in hard copy but can be downloaded from /voluntaryaidedschools Please contact your Diocese regarding expenditure of capital funds at VA schools. 6 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

9 TORBAY HANDBOOK 16/11/06 14:03 Page THE ROLES AND RESPONSIBILITIES OF HEADTEACHERS AND GOVERNING BODIES School premises, like staff and finance, are a major resource to be managed by the Headteacher and Governing Body in order to deliver the maximum benefit towards the development of effective teaching and learning. As a part of this, it is important that all parties involved in premises management within the school are aware of their individual and collective roles and responsibilities The Governing Body should focus on the strategic role of overseeing the use, maintenance, and development of the premises and facilities in order to support the priorities in the school development plan and school improvement in general. The Governing Body should also be aware of legal responsibilities relating to its overall control and use of the premises The Headteacher has day-to-day responsibility for the deployment of staff and financial resources. Premises management is an integral part of this. Both teaching and support staff have a part to play, whether through responsibilities set out in their job description for identifying and reporting building disrepair, or personal responsibilities for health and safety In effect all schools share a common responsibility to effectively manage the buildings they occupy. Essentially, schools and their governing bodies fulfil the role of responsible custodians of the school premises. This involves: ensuring that the site and buildings are managed in an appropriate manner and that users/staff operate in a healthy and safe environment identifying the future premises needs of the school through the school development plan working in partnership with the LA (and, for Voluntary Aided schools, via their Diocesan bodies) to prepare and implement the school-based asset management plan planning, budgeting and managing those works and projects they are responsible for and, where appropriate, making building and facilities available for community use. 1.6 EXAMPLES OF REPAIRS AND MAINTENANCE WORKS TO SCHOOL PREMISES AND IF THEY ARE CAPITAL OR REVENUE FUNDED Note: VA schools should refer to The Blue Book for further information If you cannot find an example similar to your proposed repairs and maintenance scheme, please contact the Policy and Planning Team with the details and they will be able to inform you whether it is revenue or capital funded. PROPERTY HANDBOOK FOR TORBAY SCHOOLS 7

10 TORBAY HANDBOOK 16/11/06 14:03 Page 8 AREA CAPITAL REVENUE (responsibility of the LA (responsibility of schools) subject to the de minimis level) ROOFS Flat Structure. New (not replacement) structure Repair/replacement of small parts of an existing structure Structure. Replacement of all or substantial part of an existing structure to prevent imminent (or correct actual) major failure of the structure Replace small areas of rotten or defective timber, make good minor areas of spalling concrete where reinforcing bars exposed Screed / insulation in a new building/ extension Repair/replacement of screed/ insulation where defective Screed/ insulation. Replacement/ repair of substantially all. Improve effectiveness of insulation Work to improve insulation standards, during work to repair/ replace small areas of roof Finish on new build: replacement of all/ substantially all on existing roof Replacement of roof finish on existing building. Re-coating chippings to improve life expectancy Edge trim/ fascia on new build Repairs/ replacement. Repainting Edge trim/ fascia: replacement of all/substantially all on existing roof Repairs/ replacement. Repainting 8 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

11 TORBAY HANDBOOK 16/11/06 14:03 Page 9 Drainage on new build Clearing out gutters and down pipes. Replacement/ repair/ repainting of/ individual gutters/ pipes Other e.g. flashings, roof-lights on new build. Replacement of all/ substantially all on existing roof Repair/ replacement/ cleaning of individual items Pitched Structure. New (not replacement) structure Repair/replacement of small parts of an existing structure Structure. Replacement of all or substantial part of an existing structure to prevent imminent or correct actual major failure of the structure Replace/ repair small areas of rotten/ defective joists, rafters, purlins etc. Not complete trusses Insulation in a new building/ extension Repair/replacement/ increasing thickness of insulation in an existing roof Insulation. Replacement /repair of substantially all. Improve insulation to current standards Roof finish in a new building/ extension, replacement of all/ substantially all on existing roof Replace missing/ damaged Bargeboards/ fascias in a new building/extension, replacement of all/substantially all on existing roof Repairs/ replacement/ repainting Drainage in a new building/extension Clearing out gutters and downpipes. Replacement/repairs of individual pipes/gutters PROPERTY HANDBOOK FOR TORBAY SCHOOLS 9

12 TORBAY HANDBOOK 16/11/06 14:03 Page 10 ROOFS (cont) Drainage. Replacement of all/ substantially all on existing roof Other e.g. flashings. Roof windows in a new building/ extension, replacement of all/ substantially all on existing roof Repair/ replacement/ cleaning Other Provide new covered link etc. between existing buildings Minor repairs, maintenance to existing covered link Rebuild or substantially repair structure of existing covered link Add porch etc. to existing building Minor repairs, maintenance to existing porch etc. Rebuild or substantially repair structure of existing porch FLOORS Ground Floor Structure and damp proof course in new building Repair/replacement of small parts of an existing structure Structure and damp proof course Replacement of all or substantial part of an existing structure to prevent imminent or correct actual major failure of the structure 10 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

13 TORBAY HANDBOOK 16/11/06 14:03 Page 11 Screed and finish in new build, replacement finishes/ Replacement and repair of screed and wells. General maintenance e.g. re-varnishing wooden floors Replacement of mats of all/ substantially all on existing floor e.g. replacement of most carpets/ tiles in a roof Upper Floors Structure - as ground floor As ground floor Screed and Finish - as ground floor Repairs of finishes/ Replacement as ground floor CEILINGS Top/ only storey Suspension Repair/ replacement (including from water damage and necessary decoration) Membrane fixed Repair/ replacement (including from water damage) Access panels Repair/ replacement Lower storeys Suspension Repair/ replacement Membrane Fixed Repair/ replacement PROPERTY HANDBOOK FOR TORBAY SCHOOLS 11

14 TORBAY HANDBOOK 16/11/06 14:03 Page 12 CEILINGS (cont) All Specialist removal/ replacement of damaged/ disturbed asbestos based materials, planned or emergency Inspection/ air testing Applying sealant coats to asbestos surfaces for protection EXTERNAL WALLS Masonry/ Cladding Structure: Underpinning/ propping for new build Repairs: Preventive measures (e.g. tree removal) External finish on new build Repair/ replacement of small parts of an existing structure (e.g. re-pointing/ re-cladding a proportion of a wall where failure has occurred) External finish on existing build where needed to prevent imminent/ correct actual major failure of the structure (e.g. repointing/ re-cladding work affecting most of a building/ replacement build) Windows and Doors Framing - new build Repair/ replacement of individual frames Repainting frames Framing - structural replacement programme Repair/ replacement of individual windows Repainting frames Glazing - new build Replacing broken glass 12 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

15 TORBAY HANDBOOK 16/11/06 14:03 Page 13 Glazing - Upgrading existing glazing Ironmongery - Improved security Repair/ replacement, upgrading locks etc Jointing (including mastic joints) Internal and external decorations to new build Internal and external decoration (including cleaning down and preparation) to existing building Masonry chimneys Structure Repair/ re-pointing Jointing including expansion and mortar joints/ pointing/ damp proof course INTERNAL WALLS Solid Complete including various internal finishes, linings and decorations Repairs and redecoration to internal plaster/ linings tiles, pin boards etc. Refurbishment and alterations Minor alterations Partitions Complete structure including linings, framing, glazing, decoration etc. Repairs and redecoration Refurbishment and alterations Minor alterations PROPERTY HANDBOOK FOR TORBAY SCHOOLS 13

16 TORBAY HANDBOOK 16/11/06 14:03 Page 14 INTERNAL WALLS (cont) Doors and Screens Framing/ screens/ doors to new buildings including glazing, ironmongery, jointing and internal decorations Internal maintenance and redecoration. Repair/ replacement of defective doors and screens All Glazing to meet statutory health and safety requirements Replacement of broken glass SANITARY SERVICES Lavatories In new buildings provision of all toilet fittings, waste plumbing and internal drainage Repair/ replacement of damaged sanitary ware, fittings, waste plumbing etc. Large scale toilet refurbishment Small areas of refurbishment Provision of disabled facilities, and specialist facilities related to pupils with statements Repair/ replacement of damaged fittings, waste plumbing etc. Kitchens Kitchens in new buildings complete with fittings, equipment, waste plumbing and internal drainage. Internal finishes and decorations Maintain kitchen Cleaning out drainage systems Redecoration Major refurbishment Repairs and minor improvements Large and costly items of equipment Repairs/ replacement parts 14 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

17 TORBAY HANDBOOK 16/11/06 14:03 Page 15 MECHANICAL SERVICES Heating/ hot water Complete heating and hot water systems to new projects, including fuel, storage, controls, distribution, flues etc. General maintenance of boilerhouses Replacement of defective parts. Regular cleaning Safe removal of old/ damaged asbestos boiler and pipe work insulation, where risk to health and safety Energy saving projects Monitoring systems Planned replacement of old boiler/ control systems past the end of their useful life Health and safety issues Replacement of defective parts Emergency replacement of boiler plant/ systems Cold water Provision of cold water services, storage tanks, distribution, boosters, hose reels etc. in major projects Maintenance and repair/ replacement of defective parts such as servicing pipes Annual servicing cold water tanks Gas Distribution on new and major refurbishment Repairs, maintenance and gas safety All servicing Ventilation Mechanical ventilation/ air conditioning to major projects Provision of local ventilation Repair/ replacement of defective systems and units Other Swimming pool and its complete installation, including heat recovery systems Repair/ replacement of parts of plant, pumps and controls Water treatment equipment and all distribution pipe work Simple heat recovery systems Solar heating plant and equipment PROPERTY HANDBOOK FOR TORBAY SCHOOLS 15

18 TORBAY HANDBOOK 16/11/06 14:03 Page 16 ELECTRICAL SERVICES General Main switchgear and distribution in major projects Testing/ replacement of distribution boards Repair and maintenance of all switchgear and interconnecting cables including that in temporary buildings Replacement of obsolete and dangerous wiring systems, including distribution boards All testing, earthing and bonding to meet health and safety regulations All servicing Power Control gear, distribution, fixed equipment, protection etc. All testing, repair and replacement of small items of equipment Lighting Provision of luminaires and emergency lighting Replacement of luminaires, all testing, adjustments and improvements to emergency lighting Other Lightning protection in new build Repair/ replacement Alarm systems, CCTV, lifts/ hoists etc. Repair and maintenance New installation of communication systems, radio/ TV, call, telephone, data transmission, IT etc. and provision in new build Repair/ replacement/ maintenance, including all door access systems 16 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

19 TORBAY HANDBOOK 16/11/06 14:03 Page 17 EXTERNAL WORKS Pavings Provision of new roads, car parks, paths, court, terraces, play pitches, steps and handrails, as part of major project, including disabled access Maintenance and repair Car park and playground markings Miscellaneous Provision of walls, fencing, gates and ancillary buildings as part of major project Maintenance and repair of all perimeter/ boundary/ retaining walls, fencing and gates Drainage Provision of new drains, soakaways, inspection chambers and sewage plant as part of new projects Maintenance and repair of drains, gullies, grease traps and manholes between buildings and main sewers Cleaning of the above and unblocking as necessary Open Air Pools Structure, hygiene/ safety in new build Hygiene, cleaning, maintenance and repairs, including replacement parts Simple energy saving systems School Keepers Houses Structural Safety All other repairs and maintenance PROPERTY HANDBOOK FOR TORBAY SCHOOLS 17

20 TORBAY HANDBOOK 16/11/06 14:03 Page 18 Torquay Grammar School for Girls New Learning Resources Centre 18 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

21 TORBAY HANDBOOK 16/11/06 14:03 Page 19 CHAPTER 2 YOUR LEGAL DUTIES: PLANT AND EQUIPMENT TESTING 2.1 As a result of delegation and the scheme of fair funding you now have responsibility for all those elements of building maintenance covered by statute. Schools must arrange for the listed servicing and testing to be undertaken at the appropriate time and frequency. Any organisation chosen to undertake the works must be recognised by an appropriate industry standards body to secure the safe maintenance and management through competent, trained, and qualified operatives and contractors. Note: A record should be kept of all the statutory servicing undertaken. This should be available for inspection on the school site. 2.2 Failure to have the necessary servicing, testing and maintenance carried out could affect the school s public indemnity insurance cover. You must always obtain a certificate from the contractor to show that the works have been carried out. 2.3 The checklist of tasks that follow at the end of this section are for your guidance. It does not necessarily have to be completed, but you may be asked for evidence that you have complied with each requirement. 2.4 Property Services have set up a number of Service Level Agreements (SLAs) to assist you with these legal duties. These cover a majority of the plant and equipment testing listed below. Please refer to the Repairs and Maintenance SLA No. Column, which shows the SLA number that covers the service testing required. For further information please refer to Chapter For Roman Catholic VA schools, the Diocese of Plymouth s Diocesan School Building Scheme (Condition) includes a contract with an engineering systems maintenance company. This is administered by Vickery Holman to assist with these duties. 2.6 If you have any queries about the levels of servicing etc., please contact a Property Services Officer. Please refer to the contact details listed in Chapter 26 PROPERTY HANDBOOK FOR TORBAY SCHOOLS 19

22 TORBAY HANDBOOK 16/11/06 14:03 Page 20 PLANT AND EQUIPMENT TESTING AND FREQUENCY NO SERVICING AND TESTING FREQUENCY R&M SLA NO. 1 Management of asbestos annual 3 2 Gas soundness testing annual 1 3 Controls annual 1 4 Oil and gas boilers three times a year 1 5 Ventilation six monthly checks 1 6 Gas appliances annual gas safety check not included 7 Gas heating appliances 3 times a year 1 8 Chimneys/ flues annual 1 9 Portable appliance testing various not included 10 Water quality sampling annual 5 11 Water hygiene sampling and risk assessments monthly, six monthly & annually 5 12 Gas catering equipment annual not included 13 Portable fire fighting equipment annual 1 20 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

23 TORBAY HANDBOOK 16/11/06 14:03 Page Fixed electrical wiring testing 5 year test 1 15 Fire alarms quarterly, annual and 5 year tests 1 16 Emergency lighting quarterly 1 17 Lightning conductors every 11 months 1 18 Powered pedestrian doors six monthly checks and annual test 1 19 Passenger lifts three monthly checks 1 20 Powered stair lifts annual 1 21 Passenger lift insurance inspections six monthly checks and certification 1 22 Local exhaust ventilation annual not included 23 Compressors/ pressure vessels and compressed air annual insurance inspection not included PROPERTY HANDBOOK FOR TORBAY SCHOOLS 21

24 TORBAY HANDBOOK 16/11/06 14:03 Page 22 PLANT AND EQUIPMENT SAFETY CHECKS RECORD AND ACTION NAME OF SCHOOL: DfES No: ITEM ITEM FREQUENCY DATE LAST NAME OF NO. COMPLETED COMPANY 1 Management of asbestos annual 2 Gas soundness testing annual 3 Controls annual 4 Oil and gas boilers 3 times a year 5 Ventilation six monthly 6 Gas appliances annual gas safety check 7 Gas heating appliances 3 times a year 22 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

25 TORBAY HANDBOOK 16/11/06 14:03 Page 23 ITEM ITEM FREQUENCY DATE LAST NAME OF NO. COMPLETED COMPANY 8 Chimney / flues annual 9 Portable appliance testing various 10 Water quality sampling annual 11 Water hygiene sampling and risk assessments monthly, six monthly and annually 12 Gas catering equipment annual 13 Portable fire fighting equipment annual 14 Fixed electrical wiring testing 5 year test 15 Fire alarms quarterly, annual and 5 year tests 16 Emergency lighting quarterly PROPERTY HANDBOOK FOR TORBAY SCHOOLS 23

26 TORBAY HANDBOOK 16/11/06 14:03 Page 24 ITEM ITEM FREQUENCY DATE LAST NAME OF NO. COMPLETED COMPANY 17 Lightning conductors every 11 months 18 Powered pedestrian doors six monthly checks and annual test 19 Passenger lifts 3 monthly checks 20 Powered stair lifts annual 21 Passenger lift insurance inspections six monthly checks and certification 22 Local exhaust ventilation annual 23 Compressors/ pressure vessels and compressed air annual insurance inspection (Date) Head Teacher (Signed) 24 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

27 TORBAY HANDBOOK 16/11/06 14:03 Page 25 CHAPTER 3 EXTENDED SCHOOLS: USE OF SCHOOL PREMISES 3.1 INTRODUCTION As a result of the Education Act 2002, schools now have greater opportunities to provide services for the community. An extended school is one that provides a range of services and activities often beyond the school day to help meet the needs of its pupils, their families and the wider community New guidance from the Department for Education and Skills explains more about how schools can provide extended services including childcare, adult education, study support, ICT facilities and community sports programmes and is available at: WHAT IS AN EXTENDED SCHOOL A key way of delivering Every Child Matters, an extended school works with local providers, agencies (and in many cases other schools) to provide access to a core offer of extended services: wraparound childcare 8am-6pm, all year round; parenting and family support a varied range of activities including sport and music clubs; swift and easy referral to specialist services such as speech therapy; community use of facilities including adult and family learning and ICT. 3.3 WHAT ARE THE BENEFITS There is evidence that extended services can help to: improve pupil attendance, self-confidence and motivation and pupil attainment; reduce exclusion rates; better enable teachers to focus on teaching and learning; enhance children's and families access to services. Ofsted will report during school inspections on how extended services are contributing to improved outcomes for children and young people. PROPERTY HANDBOOK FOR TORBAY SCHOOLS 25

28 TORBAY HANDBOOK 16/11/06 14:03 Page USE OF SCHOOL PREMISES BY THIRD PARTY PROVIDERS The governing body of a school generally controls the use of the school premises both during and outside school hours. The exception is where a trust deed allows a person other than the governing body to control the use of the premises, or if a transfer of control agreement has been made At VA and VC schools the property is owned in perpetuity by the Trustees and therefore the Governing Body must seek advice from Diocesan Officers when considering use of the school premises by third parties. There are a range of formal agreements that may be suitable ranging from Transfer of Control Agreements through to Leases and Lease with Development Agreements depending on the circumstances There is a range of policies used by schools ranging from a basic induction process to a Transfer of Control Agreement. What one is used will be determined by a number of factors such as type of activity/service, when and how long they need to use the school premises for etc. Typical policies include: Induction process this seems to apply mainly to use during school hours by other professionals. They are informed about the running of the school, protocols for using shared space, who s who, where they can and cannot go, health and safety etc. Some schools provide a booklet for other users which gives this information and provides master/template forms for use by those supervising activities. Booking form these are frequently used mainly for out of school hours activities such as sports clubs, scouts etc. The form sets out the terms and conditions of use and is a legally binding agreement. The school administration team usually manages bookings. This type of usage falls into two categories: unattended lettings where defined staff (caretaker, responsible adult), opens and close the premises but do not have to be present at all times; and attended lettings where defined staff have to be present at all times. The designation of events into these categories would generally depend on the degree of access by members of the general public and the nature of the groups and their own independent supervision arrangements. Partnership agreement many schools are developing a basic document along the lines of a protocol that sets out the responsibilities of both the school and the third party and is signed by both. Such an agreement minimises the amount of time schools staff have to spend managing third parties using school premises. It also ensures that duties associated with issues such as safeguarding or health and safety are effectively delegated and lines of responsibility are clear, Transfer of Control Agreements Governing bodies can enter into a transfer of control agreement in order to share control of the school 26 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

29 TORBAY HANDBOOK 16/11/06 14:03 Page 27 premises with another body, or transfer control to it. The other body, known as the controlling body will continue the occupation and use of the premises during the times specified in the agreement. Transferring control of the premises to local community groups, sports associations and service providers can enable school facilities to be used without need for ongoing management or administrative time from the school staff. The governing body must obtain the Local Authority s consent before entering into a Transfer of Control Agreement that transfers control during school hours Responsibility for locking up the premises and site security can vary. It is not always a requirement for a caretaker or head teacher to lock and unlock the school premises. This task can, in some areas, be delegated to other responsible adults (usually nominated by the head teacher and approved by governors). 3.5 OTHER PREMISES ISSUES TO CONSIDER Health and Safety Schools will need to consider the impact extended services will have on health and safety. Fire Safety During the setting up of new activities schools need to ensure key fire safety procedures are followed. Disabled Access The Disability Discrimination Act (DDA) 1995 puts legal duties on schools. These will need to be taken into account when planning educational activities outside of the school day. CRB Checks it is mandatory to obtain enhanced criminal record bureau disclosures for all new appointments to the schools workforce and those who have been out of the workforce for more than three months. More detailed information can be found at: PROPERTY HANDBOOK FOR TORBAY SCHOOLS 27

30 TORBAY HANDBOOK 16/11/06 14:03 Page 28 Warberry Primary Mobile Replacement Project 28 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

31 TORBAY HANDBOOK 16/11/06 14:03 Page 29 CHAPTER 4 HOW TO PRIORITISE WORK 4.1 WHY IS IT IMPORTANT TO PRIORITISE WORKS? In the majority of schools there will be more servicing, day to day repair or replacement works needed than can be funded each year. It is important, therefore, to have a system that prioritises work and reflects its importance against agreed and unambiguous criteria. This applies equally at Local Authority and school level to ensure that limited resources are directed towards the most urgent needs The development of the Schools Asset Management Plan (AMP) has produced a valuable resource as the needs of all schools are now assessed on the criteria of Condition, Sufficiency and Suitability. As a part of this AMP process, the LA s Local Policy Statement and Statement of Priorities can offer helpful guidance on the prioritising process. A more detailed explanation of the AMP is set out in Chapter It is a DfES requirement to keep AMP surveys up to date with all works completed by local authorities and schools. The Local Authority must undertake AMP data returns to the DfES on a regular basis. The DfES analyse the data to ensure that the funding allocated has been spent on priority works and it also forms the basis for future funding allocations. Questions are asked by the DfES and local authorities can be audited if it is found that the data is inaccurate, or if the data indicates that few improvements have been made to school premises. 4.2 THE LOCAL AUTHORITY S PRIORITISATION PROCESS The LA s priorities for formulating its annual Capital Repair and Maintenance Programme are: i) Urgent works that will prevent immediate closure of premises and/ or address an immediate high risk to the health and safety of occupants and remedy a serious breach of legislation ii) Essential work that will prevent serious deterioration to the fabric or services and/ or address a medium risk to the health and safety of occupants and/ or remedy a less serious breach of legislation A condition survey has been undertaken for all schools. The surveys identify individual need for repair and maintenance to the fabric of the school buildings following the prioritisation process detailed above. The condition works are split into capital and revenue categories. Schools have delegated responsibility and funding for all the revenue repairs and maintenance and the LA retains responsibility for the majority of capital repairs and maintenance. PROPERTY HANDBOOK FOR TORBAY SCHOOLS 29

32 TORBAY HANDBOOK 16/11/06 14:03 Page PRIORITISING WORKS TO BE UNDERTAKEN BY SCHOOLS All funding for revenue repairs and maintenance to school premises has been delegated in total to schools through the School Funding Formula Schools are allocated Devolved Formula Capital (DFC) for capital improvement work. In addition there are other funding options such as Security and Schools Access Initiative. A more detailed explanation of what funding is available to schools is set out in Chapter Tools that can be used when identifying your school s priority works are: AMP Condition Survey AMP Suitability Survey AMP Net Capacity AMP Security Survey AMP DDA Survey The Premises Development Plan or Post-OFSTED Action Plan Other criteria that can be used when identifying your school s priority works are: significant measurable impact on rising standards improvement to teaching accommodation future savings on energy costs accommodation can be renewed or refurbished to accommodate new initiatives. For example, community rooms or after school clubs 30 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

33 TORBAY HANDBOOK 16/11/06 14:03 Page 31 CHAPTER 5 PLANNED PREVENTATIVE MAINTENANCE 5.1 As a result of delegation and the scheme of Fair Funding, schools now have responsibility for all those elements of building maintenance covered by statute as previously mentioned. 5.2 The day to day maintenance of buildings can be defined as work undertaken in order to keep, restore or improve the facility, with preventative maintenance being work carried out at pre-determined levels and intended to reduce the possibility of an item not meeting an acceptable standard. 5.3 Preventative maintenance, when undertaken in a phased and programmed manner, can reduce the volume of day to day and more costly reactive and responsive repairs. By introducing a planned approach to maintenance, the building asset will be preserved, disruption will be minimised and a financial benefit achieved. 5.4 The regular inspection of a building s general condition can, at an early stage, identify defects which, when left, could incur more costly remedial works. 5.5 The following schedule has been compiled to help schools plan and implement a cyclical maintenance programme that can help prolong the durability of buildings, plant and equipment and reduce reactive repairs. 5.6 The implementation of a room defects report format can assist in developing a strategy for not only addressing the day to day repairs that maybe required, but can also contribute to a planned maintenance approach to maintenance needs. 5.7 The Roman Catholic VA Schools that are members of the Diocese of Plymouth s Diocesan School Building Scheme (Condition) currently have their building maintenance managed by Vickery Holman Limited, in accordance with the Diocese of Plymouth publication: Diocesan School Building Scheme (Condition) Information for Heads and Governing Bodies Scheme and School PROPERTY HANDBOOK FOR TORBAY SCHOOLS 31

34 TORBAY HANDBOOK 16/11/06 14:03 Page 32 Element Maintenance Activity Frequency Comments A. Structure and Constructional Items Floor, stairs and landings Check and inspect damaged floors or trip hazards, especially in floor finishes. weekly Defective tiles, lifting edges, joints to sheet materials Roof coverings Periodic inspection and ad hoc repairs monthly Inspect pitched and flat roofs from ground level or suitable upper floor window and report defects and/or damage likely to cause failure in or water ingress Periodic inspection of gutters, roof outlets, drain pipes etc. 6 monthly or more frequently as required Inspect and remove debris, leaves etc. Clear/clean gullies and report any blockages and/or defects Windows and doors Periodic inspection of locks/ security, and ad hoc repairs weekly Check operation of opening mechanisms, closers and fittings generally Integrity of glazing and vision panels daily Check glazing and protective films for damage. Report damage in glass integrity 32 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

35 TORBAY HANDBOOK 16/11/06 14:03 Page 33 Glazing risk assessment as required Seek specialist risk assessment for glass and glazing under Regulation 14, Workplace Regulations (H&S) 1992 External walls ceilings, partitions and cladding Periodic inspection and ad hoc repairs monthly Inspect wall surfaces externally and internally, check and report defects and/or damage Note: be aware of asbestos-containing materials Miscellaneous structures (e.g. outbuildings) Periodic inspection and ad hoc repairs monthly Inspection of miscellaneous structures, check and report defects and/or damage Lightning protection Periodic inspection and ad hoc repairs every 11 months Inspect and test lightning tapes and earthing pits Report defects and/or damage. Seek specialist advice PROPERTY HANDBOOK FOR TORBAY SCHOOLS 33

36 TORBAY HANDBOOK 16/11/06 14:03 Page 34 Element Maintenance Activity Frequency Comments B. Decorations Internal and external decorations Periodic inspection Note: Set up rolling programme of painting works, with circulation areas being painted more often annually Inspect internal and external finishes, including tiling, masonry and paint-work Report major defects and/or serious damage Kitchen walls above 2 metres require cleaning every 12 months (link with fan and canopy cleaning), additionally paint kitchens every three years C. Water and Drainage Water supply systems Periodic inspection and ad hoc repair of cold water supply and distribution pipework annually A service contract to check pipework for leaks and stop valves for correct operation could be set up Periodic inspection and ad hoc repairs to pumps, cold water storage tanks and insulation annually Suitable service contract to check pumps & equipment Chlorinate cold water down service and anti legionella disinfecting of pipe work Drain and clean cold water storage tank 34 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

37 TORBAY HANDBOOK 16/11/06 14:03 Page 35 Periodic inspection and repair/ replacement of sanitary fittings, taps, wastes, traps and fittings monthly Inspect sanitary ware, check and report defects and/or damage Check auto-flushing systems for correct operation Waste pipes and above ground drainage Periodic inspection to check for blockages 6 monthly Inspect drains, gullies, manhole chambers etc. and report need for rodding, jetting or cleaning Kitchens clean out grease traps 3 monthly Down pipe and gutters Periodic inspection 6 monthly or more frequently during Autumn and/or location Clear leaves and offsets to prevent ingress and dampness D. Mechanical Services Heating installation Servicing of boilers, controls, burners and associated pumps, pipes and equipment within boiler house 6 monthly Service installation prior to heating season and minor service in spring Servicing hot water calorifiers, pumps, controls and pumps, within the boiler house 6 monthly Service installation prior to heating season and minor service in spring PROPERTY HANDBOOK FOR TORBAY SCHOOLS 35

38 TORBAY HANDBOOK 16/11/06 14:03 Page 36 Element Maintenance Activity Frequency Comments D. Mechanical Services (cont) Heating installation Period inspection of pipes, valves, insulation and general surfaces within boiler house monthly Inspect boiler house surfaces, check and report defects/damage Cleaning and servicing of boiler flues and chimneys annually Specialists to check operation clean and repair prior to heating season Pressure testing of gas pipework annually Service contract to test integrity of gas supply pipework as part of boiler service Check and service heat emitters, convectors etc. (School to do) annually Check integrity, fixings, valve operation Drain, clean and inspect calorifiers through examination 2 yearly Service contract to inspect, examine and overhaul Air conditioning and ventilation Service and clean plant, equipment and duct work. Internal surfaces of ductwork inspect and possible clean annually Service contract to inspect plant, equipment and report defects 36 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

39 TORBAY HANDBOOK 16/11/06 14:03 Page 37 Oil and gas fired heaters Service direct oil and/or gas fired heaters including remote boilers i.e. caretaker's house annually Service contract to inspect equipment prior to heating season Sewerage pumps and chambers Service foul water pumps, storage vessels etc. and periodically de-sludge monthly Inspect and service equipment in accordance with manufacturer s recommendations Oil supply pipes and tanks School to visually inspect. Periodic inspection and test annually Service contract to inspect, check operation of valves etc. and report Kitchen equipment Service gas cooking equipment, water softeners, water boilers etc. annually Service kitchen equipment and check safety valves Clean and service kitchen canopy annually Degrease canopy filters and clean stainless steel hood Annual service of fan motor and duct work Swimming pools Test ph level of water and chemically treat water daily Check water content and carry out daily maintenance Keep records daily PROPERTY HANDBOOK FOR TORBAY SCHOOLS 37

40 TORBAY HANDBOOK 16/11/06 14:03 Page 38 Element Maintenance Activity Frequency Comments D. Mechanical Services (cont) Periodic inspection and check/adjust heating plant, filtration and associated pipe work weekly Carry out normal maintenance including backwashing of pool filters and plant Service plant and equipment 6 monthly Carry out two major services in summer and spring each year Electrical fixed wiring annually Service contract for inspection/test and report Fire fighting equipment Check condition and operation of fire blankets, extinguishers, fixed hoses and valve weekly Periodic inspection of tamper proof seals and check equipment in good order Service fire-fighting equipment annually Service contract to inspect, test and replace defective equipment Fume cupboards and other low electrical voltage Periodic inspection and testing of fume cupboards including extractor fans and duct work annually or more frequently Test fume cupboard performance, physical condition and service pipe connections 38 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

41 TORBAY HANDBOOK 16/11/06 14:03 Page 39 Workshop machinery Test and service workshop machinery, brazing hearths etc. monthly Service mechanical plant and machinery to technology and workshop areas E. Electrical Services Fixed equipment Periodic inspection and testing of fixed plant and machinery i.e. lathes, woodwork machines, kilns etc. annually Service contract for inspection/test fixed plant and equipment, and report Periodic servicing of all kitchen equipment and white goods i.e. ovens, ranges, refrigerators etc. annually Service contract for inspection/test fixed plant and equipment, and report School equipment related to curriculum activity Portable equipment testing and maintenance of equipment register for all electrical items of a portable nature annually Service contract to update equipment register, test and certify all items of portable equipment Lift installations Periodic inspection and servicing of lift motors, hydraulics, controls switchgear monthly Service contract for maintenance and servicing of passenger lifts and platform lifts in accordance with manufacturer s instructions and recommendations PROPERTY HANDBOOK FOR TORBAY SCHOOLS 39

42 TORBAY HANDBOOK 16/11/06 14:03 Page 40 Element Maintenance Activity Frequency Comments E. Electrical Services (cont) Servicing hoists, lifting aids, barriers and electric door motors etc. 6 monthly Service contract to test, maintain electric motors hydraulics and controls Powered stair lifts Periodic inspection and servicing of motor etc. annually Service contract for maintenance and servicing all as above Fire alarm Audible fire alarm test weekly Can be carried out by premises manager or nominated representative General test of fire alarm system 3 monthly Test fire alarm and fire procedures Servicing fire alarm system, including panel, call points, detectors etc. annually Service contract to inspect and test fire alarm system and issue certificate Test and commission integral fire alarm, and emergency lighting system and battery back up annually Service contract to test and reset fire alarm system and issue certificate annually (required where public licence in operation) 40 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

43 TORBAY HANDBOOK 16/11/06 14:03 Page 41 Security system Periodic inspection and testing of security system 6 monthly Service contract for testing and maintenance of security system including detectors, cameras, panels etc. Emergency lighting Periodic inspection and testing of the emergency lights daily Self-contained fitting checking maintained. Fitting lamps lit. Charging LEDs illuminated monthly Monthly check can be carried out by premises manager or nominated representative 6 monthly & annually Service contract for testing and inspection for 6 month and annual checks F. Furniture, Fixtures and Fittings Fixed sports and gymnasium equipment Periodic inspection and ad hoc repairs 6 monthly Service contract with manufacturers or specialist supplier to check, inspect and repair defects/damage PROPERTY HANDBOOK FOR TORBAY SCHOOLS 41

44 TORBAY HANDBOOK 16/11/06 14:03 Page 42 Element Maintenance Activity Frequency Comments F. Furniture, Fixtures and Fittings (cont) External play equipment Periodic inspection and ad hoc repairs to children's play equipment and adventure areas monthly Can be undertaken by premises manager or nominated representative. Specialist supplier to be contacted for repairs as required Kitchen equipment Inspect folding table/chair units daily Can be carried out by premises manager or nominated representative Annual inspection by supplier/ manufacturer Pest control Periodic inspection and eradication of vermin as required Check for signs of vermin and seek specialist advice G. External Works / Caretaker s House Playgrounds, car parks, roads and footpaths General inspection, maintenance and surface treatment as required Maintain hard surfaces and walkways in safe condition and request ad hoc repairs as necessary 42 PROPERTY HANDBOOK FOR TORBAY SCHOOLS

45 TORBAY HANDBOOK 16/11/06 14:03 Page 43 Inspect kerbs, channels, verges, line marking etc. and ad hoc repairs as required Generally maintain perimeters of hard surfaces, clean channels and maintain line markings as required Ground generally Normal ground maintenance weekly Ground maintenance for grass cutting, planting and flower bed maintenance etc. Fences, boundary walls and gates Periodic inspection and ad hoc repairs as required Check gates for correct operation Inspect and maintain boundary walls, fences etc. in safe condition and request ad hoc repairs as required H. Below Ground Drainage Foul drainage Periodic inspection of all manhole/access chambers annual Check for clear running location and fit of access covers/doors Grease and refit seals as appropriate Clear soil and debris from channels Note condition of pointing, broken covers and other obvious defects and arrange remedial work PROPERTY HANDBOOK FOR TORBAY SCHOOLS 43