Service Plan 2013/14. Asset & Facilities Management Services

Transcription

1 Service Plan 2013/14 Asset & Facilities Management Services

2 Section 1: Introduction Asset and Facilities Management Services Mission: Lead Officer: To provide a quality Asset and Facilities Management Service that demonstrates continuous improvement, innovation and a positive customer focus. Ken Gourlay, Head of Asset and Facilities Management Services Priorities The current Council Plan defines the five priorities that the Council will focus upon through to Of these five priorities, Asset & Facilities Management Services is identified as having lead responsibility for: Promoting a Sustainable Society The Service also has a key supporting role in relation to: Growing a vibrant economy Increasing opportunities and reducing poverty and inequality Improving quality of life in local communities These strategic priorities have been cascaded from the Council Plan into the Service Plan. The Service addresses the delivery of these priorities under the following themes, as outlined below: A. Effective Management of Buildings & Property Assets B. Effective Management of Catering, Cleaning & Facilities Management Services C. Working to the Council's "Promoting a Sustainable Society" Agenda D. Effective Management of Service Assets and Resources Taking each of these four themes in turn, this plan sets out: The key challenges ahead in relation to the outcomes we need to deliver What actions we will take to address these challenges and deliver the outcomes Workforce and Financial Information Current performance in the form of the Service scorecard updated with the most recent quarterly/annual results In addition to the theme specific challenges identified over the following pages, Asset & Facilities Management Services faces a number of Service-wide challenges for 2013/14, namely to: Embrace a performance driven, business focussed culture across the Service. Consolidate AFMS Services at Bankhead Central. Maintain the position of provider of choice for client services. Develop an integrated approach to service delivery with clients and diversify our customer base. Continue to examine delivery models. Empower employees and develop their skills to enhance delivery against customer expectations. Develop and adopt a learning organisation culture. Deliver against the Council's Capital Plan. Contribute to the success of the Council Plan Objectives. Rationalise, maintain and improve the Council s assets. The Service has a controllable budget for 2013/14 of 19,174,000. This document was generated from Covalent and all content can be reviewed/updated through this system.

3 Section 2: Strategy Map A. Effective Management of Buildings & Property Assets B. Effective Management of Catering, Cleaning & Facilities Property Services Building Services Management Services C. Working to the "Promoting a Sustainable Society" Agenda A01. Property is Managed Strategically to Support Council Aims and Objectives A07. Fuel Use and Construction Related Waste are Reduced B01. Partnership Health, Wellbeing & Care Objectives are Supported C01. Reduce the Council s Carbon Emissions A02. Property Supports the Needs of the Council, the Community it Serves and Partners A08. Fife s Schools are Maintained in a Condition Conducive to Learning and Development B02. The Number of School Children Enjoying a Nutritional and Sustainable Lunch Increases C02. Provide the lead role in developing a Fife Partnership Climate Change Strategy A03. Property Supports Frontline Service Delivery to Allow Efficient and Effective Services to the Public A09. Fife s Housing Stock Meets the Required Standard B03. Waste & Carbon Emissions Reduction Targets are Supported C03. Progress to Zero Waste Organisation A04. Property is Sustainable, Suitable and Sufficient for its Purpose A10. The Workforce is Skilled to Meet the Needs/Plans of the Service B04. Soft Facilities Management, Cleaning and Staff Catering Services Provided to Council Buildings C04. The Council Discharges it's Public Body Duties Under the Climate Change Act A05. Property is Legally Compliant and Adequately Maintained A11. The Majority of Sub Contracts are Let to Local Businesses B05. Commercial Catering & Cleaning Business Opportunities are Maximised A06. Minimise Resource and Operating Costs and Maximise Value and Capital Receipts D. Effective Management of Service Assets & Resources D01. Provide Excellent Customer Service D02. Enable our Employees to Deliver Quality Services D03.Manage Financial Resources D04. Manage Risk Effectively

4 Section 3: Challenges and Next Steps A. Effective Management of Buildings & Property Assets Business Unit Profiles Building Services provides Fife Council with a 24 hour, 365 days a year repairs, maintenance and construction development service, undertaking all mainstream trade activities and delivering quality works at competitive prices through a best value partnership with Property Services. Property Services is responsible for the procurement and commissioning of all construction related activity being carried out on behalf of the Council. In partnership with Building Services we carry out repairs to the Council's nondomestic buildings as well as minor and major works programmes for the Council's entire property portfolio. Property Services also provides the following services to the Council: Asset Management and Estates service for the Council A Project and Programme Management service for new works Commissioning emergency repairs to non-domestic Council properties via the Emergency Helpdesk A Buildings Maintenance and Management service An Energy Management service Managing Public Private Partnership contracts in Fife Schools Challenges: Meet blue book savings and capture the benefits associated with corporate change programmes including Office and Depot Rationalisation, Mobile /Flexible Working and Workforce Change. Deliver against 200m Council Capital Plan. Work to reduce 130m property maintenance backlog through a combination of property investment and rationalisation. Develop and implement a performance/resource management regime to include development of a single programme office. Seek new business opportunities and identify new work streams Improve customer perception and satisfaction levels. Contribute to the Council s efficiency agenda by implementing efficiency savings whilst improving service standards. Develop and integrate operations and logistics including supplies, stores and printing into a single function within the Service. Fully implement the use of hand held technology to provide a mobile working solution. Contribute to Council and national procurement reviews to enhance the Service's ability to engage local suppliers. Identify new opportunities for sustainable waste disposal or re-use. Completion of works to SHQS standards (by April 2015). Deliver services to the point of need from a central depot (Bankhead). Ensure all site based staff receive the necessary training. Maximise Modern Apprenticeship opportunities. Support the Fife economy by maximising local supplier engagement. 4

5 What we will do to achieve our outcomes in 2013/14: Review and deliver Property Asset Management Plan objectives, monitoring against agreed performance measures, with an annual update report being provided to Committee Create and develop Council Asset Management Group (CAMG) to support delivery of the Property Strategy and Asset Management Plan. Support the creation of a similar group for Fife Partnership. Determine future data management requirements required to support Property Asset Management Plan and ensure systems are fit for purpose Implement a Performance Management Framework in Property Services Review the process for collecting, collating and updating condition survey data with a view to improving efficiency through use of mobile technology Deploy a new Property Review Process Finalise methodology and implement arrangements for Asset Rental Charging and the Surplus Property Account Review and deploy improved access to property data Deliver key Council change programmes (Depot Rationalisation, Office Rationalisation, Building Fife s Future and Future of Leisure) Support delivery of the Council s Customer Management and Training Strategies Improve property accessibility Support delivery of a more sustainable school estate and the CLD property strategy Develop and deploy a Community Asset Transfer Strategy Develop Settlement Asset Plans Review/develop Service Asset Management Plans Proactively support shared property/services opportunities with community and other partners Support development of an Energy Strategy Improve the energy performance and review and improve compliance of Council estate Develop a Property Maintenance Strategy and implement changes to allocation of maintenance budgets consistent with this Deliver the 5 year planned maintenance programme (2013/ /18) Support delivery of the Capital Investment Programme and deliver the Capital Receipts required to support the Capital Investment Plan Deliver a series of energy reduction projects with high impact CO2e savings and direct cost savings Review investment property holdings Manage all waste produced at operational sites through segregation Maximise use of recyclable materials Reduce fleet usage and investigate the use of alternative fuel vehicles and vehicle sharing between Services Extend the scope of Mobile Working to include repairs by appointment Phased transfer of depot operations to Bankhead Manage programmes of maintenance Carry out non-housing emergency repairs efficiently and timeously Deliver Fife Council's Housing Repairs and Investment Strategy and carry out housing repairs efficiently and timeously Offer apprenticeships in line with workforce plans Design contracts in such a way that local businesses are not excluded Theme budget for 2013/14: 797,000 Details of the indicators which will be used to measure performance against the outcomes related to this theme can be found in Appendix A, Theme A. 5

6 B. Effective Management of Catering, Cleaning & Facilities Management Services Business Unit Profile: The Catering, Cleaning & Facilities Service is quality assured under ISO 9001 and is responsible for: Managing council buildings and facilities throughout Fife Cleaning 600 buildings throughout Fife, as well as providing an Industrial Cleaning Service Providing 19,000 meals a day to school pupils, as well as catering in commercial units such as Leisure Centres, Theatres and Staff Restaurants Delivering the Meals on Wheels service. Challenges: Continue to explore and develop new menu concepts to attract pupils to school meals. Develop strategies for maximising business benefits in providing employee and commercial catering. Establish a Service Level Agreement with the Education Service for cleaning. Reduce the carbon account and impact for Catering, Cleaning & Facilities Service whilst still preserving service performance. Work with Transportation & Environmental Services to dispose of the food waste generated in Fife Council premises in more sustainable ways. Remain commercially competitive following adoption of the Council's Living Wage policy. Source suitable local suppliers in an effort to shorten supply chains. What we will do to achieve our outcomes in 2013/14: Identify opportunities to enhance the council's Meals on Wheels service Promote healthy eating objectives Roll out the Soil Association Food for Life Bronze Awards standard to all Fife schools Explore & develop new menu concepts Deliver promotional campaigns within schools Explore further enhancements to payment options Divert food waste from landfill to sustainable alternatives Research and implement sustainable alternatives to chemicals used in cleaning Investigate new ways to reduce environmental impact of disposable packaging (cleaning & food products) Implement measures to reduce fuel consumption Deliver carbon and waste awareness training to staff Review cleaning provision to council buildings in light of budget restraints Review soft FM provision in line with ORP objectives Review catering & cleaning provision in line with customer requirements Review tendering procedures and costs Investigate additional business opportunities for provision of emergency and specialist cleaning Theme budget for 2013/14: 4,590,000 Details of the indicators which will be used to measure performance against the outcomes related to this theme can be found in Appendix A, Theme B. 6

7 C. Leading on the Council s "Promoting a Sustainable Society" Agenda Business Unit Profile: The Sustainability Business Unit is responsible for waste treatment and disposal as well as strategies relating to waste, contaminated land, air quality and carbon management. Challenges: Maintain the profile of climate change mitigation and carbon reduction within the Council. Ensure that the Council discharges it s Public Body Duties under the Climate Change Act. Secure the commitment of the Community Plan partners to the shared development and implementation of a Climate Change strategy. Develop a financial model to facilitate investment in renewable power and zero waste infrastructure. Continue to improve waste management performance in accordance with the Council s Zero Waste Plan and national requirements. Secure a cost effective solution for the treatment of residual waste. Develop new business lines and secure new income streams to meet budgetary requirements. What we will do to achieve our outcomes in 2013/14: Lead on the development and implementation of climate change mitigation and adaptation strategies for Fife Community Planning Partnership Development and implementation of Council Climate Change Public Duty Compliance Plan ( ) Audit Council policies and procedures to identify areas for improvement with respect to climate change mitigation and adaptation Provide support to Service managers to complete carbon impact assessment for all major council programme and projects Continue with the delivery of the Council s energy strategy, with particular reference to the following: o o o Improving the energy efficiency of the council s buildings Progress the development of wind turbines on council land Evaluate and where appropriate, progress the development of sustainable district heating networks Commission an anaerobic digestion plant to produce renewable power and heat from organic waste Optimise the generation of renewable power and heat from landfill gas collection. Roll out the 4 bin service to an additional 40,000 households Commence an options appraisal for further improvements to household waste collection services Support the introduction of a new recycling service to rural properties Finalise proposals for the treatment of unsorted municipal waste per the requirements of the Waste (Scotland) Regulations 2012 Develop climate change and zero waste consultancy services Market waste treatment services to third parties with the objective of improving the competitiveness of Fife based businesses and increasing income Theme budget for 2013/14: 13,787,000 Details of the indicators which will be used to measure performance against the outcomes related to this theme can be found in Appendix A, Theme C. 7

8 D. Effective Management of Service Assets and Resources This theme includes the following areas which support the achievement of all Service outcomes. Provide excellent customer service Enable our employees to deliver quality services Manage financial resources Manage risk effectively Challenges: Achieve savings and efficiencies in line with agreed Council targets. Workforce change. Improve staff attendance in line with agreed Council targets. Capitalising on the use of new technologies with regards to systems and equipment. Enable employees to work smarter, more flexibly, and more efficiently and effectively. What we will do to achieve our outcomes in 2013/14: Work with partner Services to identify customer expectations, measure customer satisfaction and take action to improve customer relations Work with partner Services to investigate new technologies and implement improvements / efficiencies arising from these Invest in skills, equipment, processes and information to provide excellent customer service Manage, develop, motivate and empower Service staff to provide quality services Ensure the Services financial transactions and processes are effectively managed and that accurate financial information is provided in line with Service needs Identify and review risks associated with all actions related to Service strategy and service delivery. Work with the Resources Service to deliver the current Equality and Diversity Scheme outcomes. Details of the indicators which will be used to measure performance against the outcomes related to this theme can be found in Appendix A, Theme D. 8

9 Section 4: Financial and Workforce Information Financial Information: Budget Distribution by Service Plan Work Stream ( 000) 13/14 Budget 14/15 Budget 15/16 Budget Effective Management of Buildings & Property Assets Effective Management of Catering, Cleaning & Facilities Management 4,590 4,556 4,900 Activities related to Sustainability 13,787 13,434 13,850 Total Budget 19,174 17,181 17,838 Revenue Budget 2011/ / / / /16 Breakdown by Subjective ( m) Actual Actual Budget Budget Budget Employee Costs 61,269 60,996 60,096 61,910 63,609 Premises Related Expenditure 7,712 7,668 8,321 7,652 7,820 Transport Related Expenditure 7,762 7,809 7,704 7,796 7,893 Supplies & Services 78,208 78,078 79,699 78,330 78,348 Third Party Payments 8,258 8,578 9,485 10,338 10,651 Transfer Payments Support Services 2,910 2,011 3,424 3,306 3,367 Capital Financing Costs 0 3, Former Ring Fenced Funding Total Expenditure 166, , , , ,048 Income -148, , , , ,569 Service Managed Budget 17,745 21,758 18,346 16,628 17,479 Corporately Managed Budgets 36-6, Net Expenditure 17,781 15,161 19,174 17,181 17,838 Capital Budget ( 000) - Capital Sub-Theme 13/14 Budget 14/15 Budget 15/16 Budget Green Council 6,880 1,470 1,100 Performing Council 15,262 1,974 1,720 Vulnerable People Attainment & Achievement Economic Development

10 Workforce Information: Establishment (Full Time Equivalents) Head of Service 31 st March 2013 Total FTE 1.00 Property Services Total FTE Part-time FTE Full-time FTE Apprentices/ Trainees 0.00 Catering and Cleaning Total FTE Part-time FTE Full-time FTE Apprentices/ Trainees 1.83 Building Services Total FTE 1, Part-time FTE Full-time FTE 1, Apprentices/ Trainees 105 Sustainability Team Total FTE Part-time FTE 1.28 Full-time FTE Apprentices/ Trainees 0.00 Total Establishment Total FTE 2, Part-time FTE Full-time FTE 1, Apprentices/ Trainees

11 Appendix A: Measuring Performance The scorecard below reports current performance for existing indicators being carried forward into 2013/14 and also lists new indicators which are being developed to measure performance against the 2013/14 Service Plan outcomes. Latest Status Key Good Performance - Meeting Target Warning Just Missed Target Alert Off Target No Target/Data Missing Trend Key Improving No change Getting worse No directly comparable historic data available Data indicator showing level of service No Status Long Trend Current year result compared with the average result of the previous four years. Theme A. Effective Management of Buildings & Property Assets - Property Services Service Plan Objective A01. Property is Managed Strategically to Support Council Aims and Objectives A02. Property Supports the Needs of the Council, the Community it Serves and Partners A03. Property Supports Frontline Service Delivery to Allow Effective and Efficient Services to the Public A04. Property is Sustainable, Suitable and Sufficient for its Purpose Performance Indicator Result New Indicator(s) Under Development CPI 144 Percentage of buildings from which the council delivers services that are suitable for, and accessible to, disabled people ECAF PS 240 Percentage of projects where the final account falls within + 5% of the agreed contract sum. ECAF PS 260 % Overall customer satisfaction i) Projects ii) Business As Usual 2012/13 Q1 2013/ /14 Target 30.2% 35% CPI 38 Percentage of Schools assessed as being in Good condition (Bands A & B) 87% 85% CPI 155 Proportion of GIA (Service Accommodation) that is in satisfactory condition (%) SPI 8biii The proportion of operational accommodation that is suitable for its current use. 66.2% Long Trend Quarter 1 Result Short Trend Indicator result due May 2014 Target 42% 65% Target Due 17 th October Indicator result due May 2014 Indicator result due May 2014 Indicator result due May 2014 Target Due 17 th October 82 70% Current Status 11

12 Service Plan Objective A05. Property is Legally Compliant and Adequately Maintained A06. Minimise Resource and Operating Costs and Maximise Value and Capital Receipts Performance Indicator ECAF PS 211 Building energy consumption per m² of building gross internal area. ECAF PS 234 Property Services Running Costs ECAF PS 242 Total annual management costs per m2 Gross Internal Area for operational property ECAF PS 243 Total annual management costs per m2 Gross Internal Area for non-operational property Result CPI 107 Percentage of council-owned houses achieving Scottish Housing Quality Standard /13 Q1 2013/ /14 Target Long Trend Quarter 1 Result Short Trend Indicator result due May 2014 ECAF 3 Management of Asbestos in Council Properties 99% 100% 98% 100% ECAF PS 200 Required maintenance by cost expressed as total value ECAF PS 203 Total repair and maintenance spend ( m) 12.4 ECAF 19 Capital Receipts (millions) from disposal of council assets Target 88.1 Current Status 12

13 Theme A. Effective Management of Buildings & Property Assets - Building Services Service Plan Objective A07. Fuel Use and Construction Related Waste are Reduced A08. Fife s Schools are Maintained in a Condition Conducive to Learning and Development Performance Indicator Result 2012/13 Q1 2013/ /14 Target Long Trend Quarter 1 Result ECAF A07 01 % of Construction Related Waste Diverted From Landfill 90% ECAF A07 02 % Recyclable Waste Diverted From Landfill 85% ECAF A07 03 % of Suitable Materials Recycled/Re-used on Site 10% ECAF A07 04 Number of Vehicles in Use by Building Services 650 ECAF A07 05 Carbon Emissions as a Consequence of Vehicle Use by Building Services ECAF A07 06 Percentage of Building Services Employees Trained in Fuel Efficient Driving Short Trend ECAF 10 Non Housing urgent repairs completed on time 78.16% 77% 66.76% 77% ECAF 11 Percentage of non-housing routine repairs completed on time 76.61% 86% 72.51% 86% ECAF 13 Customer satisfaction - Education projects responses rated as satisfied or very satisfied Target 100% 100% 100% 93% ECAF 7 Percentage of housing void repairs completed on time 95.89% 86% 92.15% 86% Current Status A09. Fife s Housing Stock Meets the Required Standard ECAF 8 Percentage of Emergency Housing Repairs Completed on Time 94.94% 95% 96.32% 95% ECAF 9 Percentage of total housing repairs completed on time 93.11% 96% 94.78% 96% ECAF 12 Customer satisfaction - housing repairs rated good or excellent by tenants 91.4% 93% 86.13% 93% A10. The Workforce is Skilled to Meet the Needs/Plans of the Service A11. The Majority of Sub Contracts are Let to Local Businesses ECAF A10 01 % of Apprentices/Trainees Offered a Fife Council Post on Completion of Their Training 97.5% ECAF A11 01 % Subcontracts Let to Local Businesses 60% 13

14 Theme B. Effective Management of Catering, Cleaning & Facilities Management Services Service Plan Objective B01. Partnership Health, Wellbeing & Care Objectives are Supported B02. The Number of School Children Enjoying a Nutritional and Sustainable Lunch Increases B03. Waste and Carbon Emissions Reduction Targets are Supported B04. Soft Facilities Management, Cleaning and Staff Catering Services Provided to Council Buildings B05. Commercial Catering & Cleaning Business Opportunities are Maximised Performance Indicator Result 2012/13 Q1 2013/ /14 Target CPI 104 Percentage of customers satisfied with Meals on Wheels Service 92.19% 90% ECAF B01 01 Average Number of Meals on Wheels Meals Delivered Per Day APSE PI 34 % of Schools Holding a Food Safety/Health Award APSE PI 35 % of Frontline Staff Trained in Food Nutrition and Health APSE PI 54 % of Schools Offering a Breakfast Service ECAF B01 02 % of Schools Achieving Soil Association Food for Life Bronze Award Standard Long Trend Quarter 1 Result Short Trend Indicator result due May 2014 ECAF 5 School Meal uptake as a percentage of school roll - Primary 43.65% 44% 46.38% 46% ECAF 6 School Meal uptake as a percentage of school roll - Secondary 33.86% 34% 27.9% 37% ECAF B03 01 % of Catering and Cleaning Staff Who Have Received Carbon Awareness Training APSE PI 37 % of Food Sourced From Local (Fife Based) Suppliers ECAF B04 01 Average Number of Square Metres Cleaned Per Hour ECAF B04 02 % of Customers Satisfied with Facilities Management Services Provided ECAF B05 01 Trading Account Surplus/Deficit ECAF B05 02 Food Costs as a % of Revenue ECAF B05 03 Labour Costs as a % of Revenue Target 94% 100% Current Status 14

15 Theme C. Working to the "Promoting a Sustainable Society" Agenda Service Plan Objective Performance Indicator Result 2012/13 Q1 2013/ /14 Target Long Trend Quarter 1 Result Short Trend Target Current Status CPI 48 Total Fife Council Carbon Footprint - Carbon Emissions (tonnes) (* 2012/13 result only includes quarters 1 and 2. Data for quarters 3 and 4 not yet available) 26,156* 98,936 Data available November ,947 C01. Reduce the Council s Carbon Emissions ECAF 48 Total AFMS Carbon Footprint Carbon Emissions (tonnes) (* 2012/13 result only includes quarters 1 and 2. Data for quarters 3 and 4 not yet available) 2,831.2* 9,230 Data available November ,138 C02. Provide the lead role in developing a Fife Partnership Climate Change Strategy C03. Progress to Zero Waste Organisation C04. The Council Discharges its Public Duties Under the Climate Change Act ECAF 177 AFMS Service Carbon Reduction Commitment Expenditure 70, N/A SOA 20 Total carbon footprint for Fife - carbon emissions (thousand tonnes) * Figures provided by the Department of Energy & Climate Change (DECC) CPI 41 The percentage of Household waste collected by the authority during the year that was composted by the authority CPI 42 The percentage of Household waste collected by the authority during the year that was recycled DECC Figures for 2012 Available Jul , SPI 24 Percentage of Household waste composted/recycled 52.1% 56% New Indicator(s) Under Development Indicator result due May 2014 Indicator result due May 2014 N/A 3, % 19% 23.67% 23.15% 33.07% 37% 36% 36.11% Indicator result due May % 15

16 Theme D. Effective Management of Service Assets & Resources Objective Performance Indicator Result 2012/13 Q1 2013/ /14 Target Long Trend Quarter 1 Result Short Trend Target Current Status ECAF 14 Percentage of working days lost through long term sickness (all of AFMS) 3.19% 5.4% 2.96% 2.92% D02. Enable our Employees to Deliver Quality Services D03.Manage Financial Resources ECAF 15 Percentage of working days lost through Sickness Absence - Craft Workers (AFMS) 5.9% 6% 4.9% 4.84% ECAF 139 Average number of working days per AFMS employee lost through sickness absence for : All Other Employees ECAF 140 Total number of days lost through long term sickness absence as a percentage of total working days available for all AFMS employees on a quarterly basis. ECAF 21 Building Services - Significant Trading Organisation Surplus/Deficit (millions) % 3.12% 2.88% 2.92% Indicator result due May 2014 ECAF 152 AFMS Revenue Expenditure vs Budget (%) % 100% % 100% ECAF 153 AFMS Capital Expenditure vs Budget (%) % 95% % 95% 0.00 SPI 23bi Net cost of refuse disposal per premise N/A Indicator result due May 2014 N/A 16

17 Appendix B: Action Plan Theme A. Effective Management of Buildings & Property Assets Property Services Service Plan Outcome Actions to Deliver Service Plan Outcome Action Managed By A01. Property is Managed Strategically to Support Council Aims and Objectives A02. Property Supports the Needs of the Council, the Community it Serves and Partners ECAF A01 01 Review Property Asset Management Plan objectives ECAF A01 02 Deliver Update Report against Property Asset Management Plan actions ECAF A01 03 Create and develop Council Asset Management Group (CMAG) to support delivery of Property Strategy and Asset Management Plan ECAF A01 04 Determine future data management requirements required to support Property Asset Management Plan and ensure systems are fit for purpose. ECAF A01 05 Implement a Performance Management Framework for Property Services ECAF A01 06 Review process for collecting, collating and updating condition survey data with a view to improving efficiency through use of mobile technology. ECAF A01 07 Deploy a new Property Review Process ECAF A01 08 Finalise methodology and implement arrangements for Asset Rental Charging and the Surplus Property Account. ECAF A01 09 Review and deploy improved access to property data ECAF A02 01 Deliver key Council change programmes (Depot Rationalisation, Office Rationalisation, Building Fife's Future and Future of Leisure) Alan Paterson / Alan Paterson Michael O Gorman Alan Paul Action Progress Action Due Risks Associated with Service Plan Outcome 31-Mar-2017 ECAF A01 R01 Dependancy on Corporate Buy-in and Finance Service Support 31-Mar Oct Mar-2017 ECAF A01 R02 Time Required for Enterprise Architecture Review 31-Mar Mar Dec-2013 ECAF A01 R03 Unique Funding Stream to Support Delivery of Plan 31-Mar Mar Mar-2017 Risk Review 17

18 Service Plan Outcome Actions to Deliver Service Plan Outcome Action Managed By A03. Property Supports Frontline Service Delivery to Allow Efficient and Effective Services to the Public A04. Property is Sustainable, Suitable and Sufficient for its Purpose A05. Property is Legally Compliant and Adequately Maintained A06. Minimise Resource and Operating Costs and Maximise Value and Capital ECAF A02 02 Support delivery of the Council's Customer Management and Training Strategies Action Progress Action Due 31-Mar-2015 ECAF A02 03 Improve property accessibility 31-Mar-2016 ECAF A02 04 Support delivery of a more sustainable school estate and the CLD Property Strategy ECAF A02 05 Develop and deploy a Community Asset Transfer Strategy ECAF A02 06 Development of Area Local Community Plans ECAF A03 01 Review/ develop Service Asset Management Plans ECAF A03 02 Proactively support shared property/services opportunities with community and other partners ECAF A04 01 Support development of Energy Strategy ECAF A04 02 Improve the Energy Performance of Council estate ECAF A05 01 Review and improve compliance of Council estate ECAF A05 02 Develop Property Maintenance Strategy ECAF A05 03 Implement changes to allocation of maintenance budget (consistent with property maintenance strategy) ECAF A05 04 Deliver the 5 year planned maintenance programme (2013/ /18) ECAF A06 01 Support delivery of Capital Investment Programme Raymond Johnston Alan Paterson Frank McDonald Alan Paterson 31-Mar Mar Mar-2017 Risks Associated with Service Plan Outcome ECAF A03 R01 Reorganisation of Services 31-Mar-2017 ECAF A03 R02 Emerging Agendas of Different Partner Agencies 31-Mar Mar Mar-2017 ECAF A05 R01Lack of Resource for Hardwire Testing/Recording ECAF A05 R02 Lack of Resource for Refreshing and Developing Additional Contracts 31-Mar-2015 ECAF A05 R03 Lack of BES Survey Info ECAF A06 02 Deliver the Capital Receipts required Michael 31-Mar Mar-2017 ECAF A06 R01 Delays in Release of Former Operational Assets for Disposal Risk Review 18

19 Service Plan Outcome Actions to Deliver Service Plan Outcome Action Managed By Action Progress Action Due Risks Associated with Service Plan Outcome Receipts to support Capital Investment plan O Gorman ECAF A06 R02 Delays in Purifying Offer Conditions Risk Review ECAF A06 03 Deliver a series of energy reduction projects with high impact CO2e savings and direct cost savings. ECAF A06 04 Review investment property holdings Michael O Gorman 31-Mar-2017 ECAF A06 R03 Depressed Property Market with Funding restrictions Inhibit Sales Volume and Values 31-Mar

20 Theme A. Effective Management of Buildings & Property Assets Building Services Service Plan Outcome Actions to Deliver Service Plan Outcome Action Managed By A07. Fuel Use and Construction Related Waste are Reduced ECAF A07 01 Manage all waste produced at operational sites (segregation) Steve Anderson ECAF A07 02 Maximise use of recyclable materials Steve Anderson Action Progress Action Due Risks Associated with Service Plan Outcome ECAF A07 R01 Loss of Local Depot Waste Disposal Options as a Result of the Move to Bankhead Risk Review 03-May-2013 ECAF A07 03 Reduce Fleet Usage by Building Services ECAF A07 04 Extend the scope of mobile working amongst the Building Services workforce Graham Hodgkins Allan Barclay ECAF A07 R02 Building Services' targets for reducing carbon emissions are not met ECAF A07 05 Investigate the use of alternative fuel vehicles and vehicle sharing with other services Graham Hodgkins ECAF A07 R03 CO2 impact of relocating operations to Bankhead ECAF A07 06 Phased transfer of operations to Bankhead John Rodigan ECAF A07 R04 New sources of carbon emissions arise as a consequence of changes in working practices A08. Fife s Schools are Maintained in a Condition Conducive to Learning and Development ECAF A08 01 Manage Programmes of Maintenance. ECAF A08 02 Carry Out Emergency Repairs Efficiently and Timeously Allan Barclay Allan Barclay 30-Sep-2014 ECAF A08 R01 Budget Constraints Do Not Allow for Appropriate Maintenance of Schools 01-Apr May-2013 A09. Fife s Housing Stock Meets the Required Standard ECAF A09 01 Deliver Fife Council's Housing Repairs and Investment Strategy ECAF A09 02 Carry Out Housing Repairs Efficiently and Timeously Allan Barclay Allan Barclay 01-Apr-2016 ECAF A09 R01 Budget Constraints Do Not Allow for Appropriate Maintenance of Housing Stock 30-Sep May-2013 A10. The Workforce is Skilled to Meet the Needs/Plans of the Service ECAF A10 01 Offer apprenticeships in line with workforce plans Alan Hill ECAF A10 R01 Internal Client Spend Reduces Significantly ECAF A10 R02 Workforce Skills Are Not Compliant With Current Legislative Standards 10-May May-2013 A11. The Majority of Sub Contracts are Let to Local Businesses ECAF A11 01 Design Contracts in Such a Way That Local Businesses Are Not Excluded Susan Wilson ECAF A11 R01 Shortage of Local Suppliers Able to Tender for Specialised Contracts ECAF A11 R02 Current Procurement Regulations Limit Ability to Engage Local Suppliers 03-May

21 Theme B. Effective Management of Catering, Cleaning & Facilities Management Services Service Plan Outcome Actions to Deliver Service Plan Outcome Action Managed By B01. Partnership Health, Wellbeing & Care Objectives are Supported ECAF B01 01 Identify Opportunities to Enhance the Council's Meals on Wheels Service Shona Grant Action Progress Action Due ECAF B01 02 Promote Healthy Eating Objectives Keith Breasley Risks Associated with Service Plan Outcome 31-Dec-2014 AFMS CC 008 Loss of SWISS System ECAF B01 R01 Reduction in Meals on Wheels Uptake Risk Review 22-Jan May-2013 ECAF B01 03 Roll Out the Soil Association Food for Life Bronze Awards Standard to All Fife Primary Schools Keith Breasley ECAF B01 R02 Financial Viability of Healthier/More Sustainable Meal Options 10-May-2013 ECAF B02 R01 Greater Risk of Food Safety Failure Due to Increased Use of Fresh/Raw Ingredients 10-May-2013 ECAF B01 04 Pilot Soil Association Food For Life Gold Award Level Delivery in Kirkland Cluster Keith Breasley ECAF B01 R02 Financial Viability of Healthier/More Sustainable Meal Options 10-May-2013 ECAF B02 R01 Greater Risk of Food Safety Failure Due to Increased Use of Fresh/Raw Ingredients 10-May-2013 B02. The Number of School Children Enjoying a Nutritional and Sustainable Lunch Increases ECAF B02 01 Enhance the attractiveness and perception of school meals through High School rebranding ECAF B02 03 Explore Further Enhancements to Payment Options Keith Breasley Shona Grant ECAF B02 R02 Loss of GAE as a Result of School Meals Numbers Decreasing ECAF B02 R03 Additional Workload for Resources/Finance Staff Involved in Processing Additional Payment Methods 20-May Aug-2013 B03. Waste & Carbon ECAF B03 01 Divert Food Waste from landfill to Emissions Reduction Targets Sustainable Alternatives are Supported ECAF B03 02 Research and Implement Sustainable Alternatives to Chemicals Used in Cleaning Angus Thomson Angus Thomson ECAF B03 R01 Failure to Meet Council Carbon Reduction Targets 23-May-2013 ECAF B03 03 Investigate New Ways to Reduce Environmental Impact of Disposable Packaging (Cleaning & Food Products) Keith Breasley ECAF B03 R01 Failure to Meet Council Carbon Reduction Targets 23-May-2013 ECAF B03 04 Implement Measures to Reduce Fuel Consumption Shona Grant ECAF B03 05 Deliver Carbon and Waste Awareness Training to Staff Shona Grant ECAF B03 R02 Training Level Drops Due to Staff Turnover 21

22 Service Plan Outcome Actions to Deliver Service Plan Outcome Action Managed By B04. Soft Facilities Management, Cleaning and Staff Catering Services Provided to Council Buildings B05. Commercial Catering & Cleaning Business Opportunities are Maximised ECAF B03 06 Remove/Disconnect Food Waste Disposal Units From School Kitchens ECAF B04 02 Review Soft FM Provision In Line With ORP Objectives ECAF B04 03 Adapt to Service Requirement Changes Resulting from New Fire and Police Service Arrangements. ECAF B05 01 Review Catering & Cleaning Provision In Line With Customer Requirements ECAF B05 02 Review Tendering Procedures and Costs ECAF B05 03 Investigate Additional Business Opportunities for Provision of Emergency and Specialist Cleaning ECAF B05 04 Review of Management Arrangements Including Commercial Only Team Keith Breasley Frank McDonald; Angus Thomson Angus Thomson Keith Breasley Angus Thomson Shona Grant Angus Thomson Action Progress Action Due Risks Associated with Service Plan Outcome 31-Dec-2015 ECAF B03 R03 Failure to Comply with Legislation Regarding Food Waste Disposal Units ECAF B04 R02 Increase in Service Demand ECAF B04 R01 Police Scotland Chooses to Tender for Catering & Cleaning Services AFMS CC 005 Under Recovery of Charges for Cleaning Services. AFMS CC 007 Reduction in Competitiveness Following Introduction of the Living Wage 30-Apr-2013 Risk Review 23-May Jul Jan

23 Theme C. Working to the Promoting a Sustainable Society Agenda Service Plan Outcome Actions to Deliver Service Plan Outcome Action Managed By C01. Reduce the Council s Carbon Emissions FC 020 A 02 Development and implementation of Council Energy Strategy ( ) FC 020 A 08 Carbon Impact Assessment for all major Council Programme and Projects ECAF C01 01 Wind Developments Chris Ewing Chris Ewing Action Progress Action Due Risks Associated with Service Plan Outcome 31-Dec-2020 FC 020 Environment and Sustainability (Failure to Tackle Climate Change and Meet the Council s Legal Requirements in This Area) Risk Review 26-Jan-2012 C02. Provide the Lead Role in Developing a Fife Partnership Climate Change Strategy C03. Progress to Zero Waste Organisation FC 020 A 03 Development and implementation of Fife Environmental Partnership Climate Change Strategy Chris Ewing ECAF C03 01 Deliver Four Bin Programme Lesley Sugden / Stephanie Newstead ECAF C03 02 Bio Bag Delivery Programme Simon Jeynes ECAF C03 03 Develop and Distribute Collection Schedule Calendars ECAF C03 04 Undertake Waste Analysis Programme ECAF C03 05 Review of Recycling Service ECAF C03 06 Streamline Waste Data Flow Data Collation Systems ECAF C03 07 Set Up an Integrated Management System Paul Doherty Simon Jeynes Stephanie Newstead John Conaghan John Conaghan 29-Jan-2016 FC 020 Environment and Sustainability (Failure to Tackle Climate Change and Meet the Council s Legal Requirements in This Area) FC 020 Environment and Sustainability (Failure to Tackle Climate Change and Meet the Council s Legal Requirements in This Area) ECAF C03 08 Improve Segregation of Recyclates John Conaghan 26-Jan Jan-2012 ECAF C03 09 Expand Landfill Gas Collection, Utilisation Capability and Compost Waste Wood Operations John Conaghan C04. The Council Discharges it's Public Body Duties Under the Climate Change Act ECAF C04 01 Develop Climate Change and Zero Waste Consultancy Services FC 020 A 04 Development and implementation of Council Climate Change Public Duty Compliance Plan (12-15) Ross Spalding Chris Ewing FC 020 Environment and Sustainability (Failure to Tackle Climate Change and Meet the 30-Sep-2013 Council s Legal Requirements in This Area) 26-Jan

24 Service Plan Outcome Actions to Deliver Service Plan Outcome Action Managed By FC 020 A 05 Review policy coverage in response to evolving legislation FC 020 A 06 Develop and implement Climate Change Public Duty communications plan FC 020 A 07 Develop and undertake Public Duty Audits to ensure compliance Chris Ewing Chris Ewing Chris Ewing Action Progress Action Due 31-Dec Jun Dec-2013 Risks Associated with Service Plan Outcome Risk Review 24