Property Services Guidance - G010 Property Management Handbook NCC Community Schools

Transcription

1 Property Services - G010 Property Management Handbook NCC Community Schools This document provides information to help Northamptonshire County Council s Community Schools manage building projects, maintain their premises and remain statutory compliant. It is intended that schools use the handbook as a guide to their responsibilities in managing their premises and then use the contacts provided to obtain any further information needed from the LGSS Property Services team and/or seek to appoint LGSS to carry out the works on the School s behalf. Issue 3a (July 2014) Written by James Thorpe (Standards, Governance and Commercial Manager) e: [email protected] t: Approved by James Wheeler (Head of Property Services) e: [email protected]

2 DOCUMENT VERSION CONTROL Version, Date & Author Description Date for Review Issue 1 January 2003 Earliest issue on file. - Issue 2 January 2010 Issue 3 July 2014 James Thorpe Issue 3a July 2014 James Thorpe Update. (possibly also updated in 2012 but not referenced). Wholesale review and reformat of document, update of legislation, best practice and contact details, etc. - January 2015 Minor amendments and corrections following Issue 3. January 2015 July 2014 (Issue 3a) Page 2 of 186

3 PREFACE LGSS Property Services The environment in which education is delivered conveys messages and affects the self-esteem and well being of its occupants. Effective property management of schools encompasses a wide range of duties and responsibilities, many of which are placed on Head teachers and Governors. This Handbook has been developed to assist Head teachers and Governors of Community Schools in recognising and undertaking their responsibilities. It is intended to be an information source and a point of reference on the many issues concerning property management of school buildings. This Handbook has been written with the intention of minimising technical terminology. However, it should be recognised that there are many issues covered and often technical and regulatory requirements may require interpretation or further information. For this reason a comprehensive list of contacts has been provided in Part J stating key personnel who are referred to in the text throughout the Handbook. It should be noted that where legislation, standards and guidance references are included in this document, these get revised from time to time and the School should check that they are still current before relying on them, especially before commencing on a project. The latest versions should be used at all times. Property Services are happy to offer advice but often a check on Google can tell you if there is a revision to a specific reference. LGSS Property Services are available to carry out any or all property maintenance, statutory compliance works and soft services on behalf of the school, if the school so wishes. As a not for profit council shared service organisation, we believe that we can offer these services at a competitive rate to the school, plus giving the school access to the wider FM Helpdesk provision. Furthermore, it helps to retain and strengthen the depth of knowledge in Property Services, and the authority as a whole. Examples of typical services are available on the following page or you can [email protected] with your requirements and we will pull together the most cost-effective solution to meet your needs. This Property Management Handbook has been developed for Head teachers and Governors of Community Schools. If you have any comments or suggestions in regard to the contents or future information you would like to see included, please contact the Construction Project Manager in Property Services, listed in Part J2.3. July 2014 (Issue 3a) Page 3 of 186

4 LGSS PROPERTY SERVICES SHARING A VESTED INTEREST IN EDUCATIONAL PROPERTY What Can We Do For You? LGSS Property Services are a Local Government team of Professionally Qualified staff offering a full suite of technical and project support services to assist you with effective value for money property management. Either by entering into a service agreement or using our services ad-hoc, our teams will ensure that your Regulatory & Legislative, Property and Project requirements are met and offer you peace of mind. We provide access to wide range of property services contracts, which have been refined and tested through the robust public sector procurement process, to ensure the sustainability and future proofing of your asset. Below is a sample of the services available to you, with indicative fees. To build an agreement to suit your needs, or obtain access to the full range of services on offer, please [email protected] where we will be happy to discuss your requirement. Services We Can Offer You Education accommodation initial design and feasibility Construction Project Management DfE Building Condition Surveys Developing project briefs in line with establishment objectives, government guidance, and building bulletins. Developing specifications on behalf of clients to enable successful delivery of projects. A range of professional services including: Project Procurement support, Design Team Management, Construction Project Management support (RIBA stage support) and advice relating to FF&E and educational matters. We can also work with schools to develop a long term Forward Maintenance Plan (FMP) based on their Building Condition Survey data. A detailed Building Condition Survey provides an assessment of physical property conditions. The survey will identify deficiencies and maintenance issues and provide a clear understanding of the current POA POA (Indicative 1-2%* of Works contract) 0.75* per M² July 2014 (Issue 3a) Page 4 of 186

5 condition of operating systems and facilitate an informed decision making process for matters of forward maintenance planning and Capital investment. The survey meets the requirements of DfE Condition Assessment. Building Standards Consultancy Property Term Maintenance & Statutory Inspections Facilities Services A wide range of technical support services to assist with ensuring that schools comply with the plethora of legislation and standards associated with the design, construction, commissioning, operation, maintenance and decommissioning of buildings. A range of fully managed periodic maintenance and inspections for critical building services including but not limited to: electrical, heating and plumbing, fire, lifts mechanical, structural, and air conditioning. All of these building systems have the potential to cause harm and are integral to increasingly onerous and wide ranging legislative and regulatory duties on the occupier. The services are provided by LGSS s own frameworks and are designed to provide schools with the assurance that their statutory and regulatory compliance risks are properly managed. A range of fully managed services necessary to the operation of all buildings including but not limited to: cleaning, security, waste, grounds maintenance and pest control. We are committed to provide schools with firstclass facilities services, allowing them to concentrate on their core educational activities. The services are available via LGSS s own frameworks and are designed to provide clients with convenient services at exceptional value for money. 294 per day POA POA July 2014 (Issue 3a) Page 5 of 186

6 Energy and water management DECs and EPCs Asbestos Surveys Management Monitoring and Targeting of utilities consumption to enable comparative benchmarking and the development of energy reduction initiatives. Professional advice and support to ensure the most efficient and effective use of energy and water commodities. including attending site meetings (to a maximum of 3 hours per annum including travel time - thereafter the standard hourly rate will apply). Provision, and renewal, of Display Energy Certificates and Energy Performance Certificates. Provision of a school Asbestos Management Plan and Policy. Maintenance of schools asbestos information and records. Enable schools to comply with general duties under the Health and Safety at Work Act 1974 and associated regulations including the Control of Asbestos Regulations Management of refurbishment / demolition surveys, including attending site meetings (to a maximum of 3 hours per annum including travel time - thereafter the standard hourly rate will apply).site visits and additional consultancy work on any other asbestos related matter, including the provision of asbestos management training (up to 10 people maximum), may be arranged on request and charged at the additional hourly rate. Annual cost 320* Additional support - 40 per hour or 294 per day POA Annual cost 650* Additional support - 40 per hour or 294 per day July 2014 (Issue 3a) Page 6 of 186

7 Radon Management Procurement Services Provision of a school Radon Management Policy and Plan. Management of an appropriate radon testing regime including provision and analysis of monitors and site visit (up to 3 hours per annum including travel time thereafter the standard hourly rate will apply). Maintenance of schools radon information and records, access to telephone and advisory services, project management of radon mitigation works, including attendance at site meetings (to a maximum of 3 hours per annum thereafter the standard hourly rate will apply) LGSS Procurement, in partnership with ESPO, are now offering the following procurement services for schools: Access to multiple contracts. Procurement health-checks. Technical advice on tendering and contracting. Support on all Procurement issues. The aim of the service is to support schools in achieving best value in their purchasing, along with saving time by using NCC and ESPO contracts which already fully satisfy the requirements of competitive tendering etc. Annual cost 310* Additional support - 40 per hour or 294 per day For full details, please see the Information for Schools section of the NCC website * Price indicated is a guide and will depend on size and complexity of the property / project. July 2014 (Issue 3a) Page 7 of 186

8 LGSS STRATEGIC ASSETS What Can We Do For You? The LGSS Strategic Assets team compliments the work of Property Services by managing the Council s property portfolio through acquisition, occupation and finally, disposal. Staffed by qualified surveyors and highly experienced individuals, Strategic Assets are responsible for ensuring that: The Council has sufficient property to meet its operational requirements. Relationships with landlords, tenants and other landowners are properly managed and recorded. Properties are used in accordance with legal and planning constraints. Below is a sample of the services available to you. To build an agreement to suit your needs, or obtain access to the full range of services on offer, please [email protected] where we will be happy to discuss your requirement. Services We Can Offer You Rating Third Party occupation Caretakers Houses Each property will have a rateable value which is then multiplied by the commercial rate in the pound to arrive at your rates bill. We routinely challenge rateable values where we believe they have been assessed incorrectly often resulting in substantial rebates. Sharing premises with third parties should be properly recorded to avoid complications and ensure adequate recovery of costs. We can advise on the appropriate process and put agreements in place. Leases of caretaker s houses will need renewing or rents reviewed at regular intervals. We can advise on current market rents and agree terms with tenants. POA POA POA July 2014 (Issue 3a) Page 8 of 186

9 Boundary disputes, tree preservation orders, easements and restrictive covenants There may be restrictions on the use of property or encroachment from neighbours. We can advise on the appropriate action in most dispute situations. POA * Prices are dependant on the complexity of your site and will need to be assessed individually. July 2014 (Issue 3a) Page 9 of 186

10 CONTENTS DOCUMENT VERSION CONTROL... 2 PREFACE... 3 LGSS PROPERTY SERVICES SHARING A VESTED INTEREST IN EDUCATIONAL PROPERTY... 4 WHAT CAN WE DO FOR YOU?... 4 SERVICES WE CAN OFFER YOU... 4 LGSS STRATEGIC ASSETS... 8 WHAT CAN WE DO FOR YOU?... 8 SERVICES WE CAN OFFER YOU... 8 PART A - INTRODUCTION A1 PURPOSE OF DOCUMENT A2 DEPARTMENT FOR EDUCATION A3 PROPERTY SERVICES RESPONSIBILITIES A4 SCHOOL S RESPONSIBILITIES (HEAD TEACHERS AND GOVERNORS) A5 ASSET MANAGEMENT PLAN (AMP) PART B SCHOOL PREMISES OPERATION & HEALTH AND SAFETY B1 HEALTH AND SAFETY MANAGEMENT OF PREMISES B2 WORKPLACE HEALTH, SAFETY AND WELFARE REGULATIONS B3 FIRE SAFETY B4 ELECTRICITY AT WORK B5 GAS SAFETY B6 WATER MANAGEMENT (LEGIONELLA) B7 CONTROL OF ASBESTOS B8 MONITORING OF RADON GAS B9 MANAGEMENT OF TREES AND ECOLOGY ON SCHOOL PREMISES B10 LIFTING OPERATIONS/EQUIPMENT REGULATIONS AND PRESSURE VESSELS B11 CONSTRUCTION DESIGN AND MANAGEMENT REGULATIONS PART C - PROPERTY MAINTENANCE C1 FUNDING FOR SCHOOL BUILDINGS C2 HEAD TEACHERS AND GOVERNORS RESPONSIBILITIES C3 TERM MAINTENANCE AND INSPECTION CONTRACTS C4 INSURANCE INSPECTIONS FOR HIGH RISK EQUIPMENT PART D SCHOOL PREMISES MANAGEMENT D1 PROPERTY INSURANCE D2 CONTROL OF ASSETS D3 ACTIVITIES REQUIRING A LICENCE OR PERMIT PART E SCHOOL PREMISES ASSET MANAGEMENT E1 RATING E2 OCCUPATION BY THIRD PARTIES AND EXTENDED SCHOOL USE E3 CARETAKERS HOUSES E4 DISPOSAL OF SCHOOL PREMISES July 2014 (Issue 3a) Page 10 of 186

11 PART F SCHOOL MANAGED PROJECTS F1 GENERAL REQUIREMENTS F2 USE OF CONSULTANTS F3 CONSENTS, TECHNICAL SUPPORT AND STATUTORY REQUIREMENTS F4 DESIGN AND CONSTRUCTIONAL STANDARDS PART G TENDERING AND CONTRACT PROCEDURES G1 LGSS PROCUREMENT SERVICES G2 PRINCIPLES OF PROCUREMENT G3 GENERAL G4 SELECTION AND APPOINTMENT OF CONSULTANTS AND CONTRACTORS G5 TENDERING AND CONTRACT REQUIREMENTS PART H ENERGY MANAGEMENT, ACCESSIBILITY AND SECURITY H1 ENERGY MANAGEMENT H2 ENERGY PERFORMANCE AND DISPLAY OF ENERGY CERTIFICATES H3 ACCESSIBILITY REQUIREMENTS IN AND AROUND BUILDINGS H4 PERSONAL SECURITY CHECKS ON CONTRACTORS H5 GENERAL SECURITY IN AND AROUND SCHOOLS H6 CLOSED CIRCUIT TELEVISION (CCTV) REQUIREMENTS H7 ICT MANAGEMENT PART J LIST OF CONTACTS J1 BUILDINGS AND CAPITAL DEVELOPMENT J2 PROPERTY SERVICES & STRATEGIC ASSETS J3 OTHER DIRECTORATE SERVICES PART K HOW TO OBTAIN PLANS OF THE SCHOOL SITE/BUILDINGS APPENDIX 1 - QUICK REFERENCE GUIDE FOR ROUTINE MONITORING, INSPECTIONS AND MAINTENANCE APPENDIX 2A - AMP INFORMATION SHEET: FULL PROJECT NOTIFICATION APPENDIX 2B - SCHOOL MANAGED PROJECT COMPLETION/CANCELLATION NOTIFICATION APPENDIX 3 - SUMMARY OF THE PARTY WALL ETC ACT APPLICATION KEY POINTS APPENDIX 4 - LIST OF DFE BUILDING BULLETINS APPENDIX 5 - HOT WORKING RULES IN SCHOOL BUILDINGS INTRODUCTION: BEFORE WORK STARTS WHILST WORK IS IN PROGRESS AFTER THE WORK APPENDIX 6 - MANAGEMENT OF SCHOOL CARETAKERS HOUSES THE MANAGEMENT OF THE PROPERTY OPTIONS FOR THE PREMISES ONLY STAFF EMPLOYED BY NORTHAMPTONSHIRE COUNTY COUNCIL WILL BE APPROVED TENANTS PROPOSED TENANCIES AND ANY CHANGE OF USE MUST BE NOTIFIED TO STRATEGIC ASSETS July 2014 (Issue 3a) Page 11 of 186

12 RENT REVENUES PROPERTIES THAT REMAIN EMPTY APPENDIX 7 - OCCASIONAL USE OF THE SCHOOL HALL AS A PLACE OF ENTERTAINMENT LICENSING REQUIREMENTS GENERAL ARRANGEMENTS SPECIFIC SAFETY AND FIRE ARRANGEMENTS STAGE PORTABLE FIRE FIGHTING EQUIPMENT FRONT OF HOUSE PORTABLE FIRE FIGHTING EQUIPMENT - BACKSTAGE PORTABLE FIRE FIGHTING EQUIPMENT GENERAL FIRST AID LIGHTING PUBLIC AREAS MEANS OF RAISING THE ALARM STAGE ELECTRICS HEATING AND VENTILATION SANITARY ACCOMMODATION PERFORMANCE SAFETY MANAGEMENT APPENDIX 8 METER READING AND WEB BASED MONITORING GUIDE HOW TO READ YOUR UTILITY METERS ELECTRICITY METERS GAS METERS WATER METERS USING THE WEB BASED MONITORING SYSTEM - SYSTEMSLINK SYSTEMSLINK GENERAL INFORMATION LOGGING IN TO SYSTEMSLINK ADDING NEW METER READINGS VIEW PREVIOUS METER READINGS SITE REPORTS PROFILE REPORTS FREQUENTLY ASKED QUESTIONS APPENDIX 9 ESTABLISHING A LOCAL SAFETY MANAGEMENT SYSTEM WRITING A SCHOOL SAFETY POLICY TABLE A - ORGANISATIONAL CHART (LARGE SCHOOL) TABLE B - ORGANISATIONAL CHART (SMALL SCHOOL) APPENDIX 10 - WORKPLACE SAFETY INSPECTION CHECKLIST APPENDIX 11 - MANAGING TRAFFIC SAFETY ON SCHOOL SITES WHO IS THIS GUIDE FOR? WHY DO YOU NEED TO MANAGE TRAFFIC SAFETY? WHAT ARE SCHOOLS RESPONSIBILITIES? WHAT HELP WILL THE COUNTY COUNCIL GIVE? RISK ASSESSMENT POSSIBLE CONTROL MEASURES BUSES SUPERVISION July 2014 (Issue 3a) Page 12 of 186

13 SIGNS SPEED CONTROL VEHICLE ACCESS AND PARKING PARENTS CARS STUDENTS VEHICLES PEDESTRIAN ROUTES SCHOOL TRAVEL PLAN AFTER THE RISK ASSESSMENT IS COMPLETE APPENDIX 12 - DOOR SAFETY IN SCHOOLS BACKGROUND SUBSEQUENT ACTION TAKEN ACTION REQUIRED SELF ASSESSMENT GUIDE FOR FINGER PROTECTION ON DOOR HINGES SUPPLIERS OF FINGER PROTECTION DEVICES FOR DOOR HINGES APPENDIX 13 - FIRE RISK ASSESSMENT GUIDANCE FOR MANAGERS USING THIS RISK ASSESSMENT GUIDE APPENDIX 14 - ARSON PREVENTION CHECKLIST APPENDIX 15 - PONDS / WATER FEATURES APPENDIX 16 - A QUICK GUIDE FOR CLIENTS UNDER THE CDM REGULATIONS HAVING CONSTRUCTION WORK DONE? WHAT HAPPENS IF I DON T COMPLY WITH MY CLIENT DUTIES? July 2014 (Issue 3a) Page 13 of 186

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15 PART A - INTRODUCTION A1 Purpose Of Document A1.1 General LGSS Property Services, on behalf of Northamptonshire County Council, have developed this Handbook. It has been compiled for Head teachers and Governors of all Community Schools. It identifies, under sectional headings, matters relating to the management of school premises including maintenance, adaptation, alteration, accessibility, energy, health and safety etc. It describes the School s responsibilities under relevant statutory legislation and offers guidance when undertaking any activity that affects the property. In addition, it provides information on support services available from Property Services and other services of Northamptonshire County Council. 1. Part B provides information on the duties of schools for a range of on-going premises related health and safety issues and essential maintenance requirements for plant and equipment. In addition, guidance is included to assist schools when planning construction work. 2. Part C of the document sets out the responsibilities of the Department for Education (DfE), Property Services and Schools with regard to the maintenance of the school premises and management of the delegated and devolved funding. 3. Part D provides information on the general management issues relating to the general management of the premises and assets. 4. Part E provides information on the general management issues relating to agreements for lettings and occupation by a third party to ensure effective management of assets. 5. Part F covers School Managed Projects and sets out guidance and procedures to be followed when considering adaptations, alterations and extensions to the premises. The guidance and procedures should also be followed for installation and modification to services, i.e. IT equipment, alarms, mechanical, electrical etc. 6. Part G provides information on tendering and contract procedures and assists with selecting competent consultants and contractors and monitoring of contractors whilst working on school premises. 7. Part H provides information and guidance on matters relating to effective energy management, accessibility for disabled persons, general security issues relating to schools, requirements imposed on CCTV use and details on ICT management. July 2014 (Issue 3a) Page 15 of 186

16 8. Part J provides contact information and details about the services available from Property Services and/or Northamptonshire County Council, including who to contact for assistance with emergencies, design and procurement of maintenance and improvements works, support for facilities management etc. 9. Part K details how to obtain a set of 1:200 scale layout plans of the school buildings. These are a copy of the plans held by Strategic Assets. They may be useful when planning projects, carrying out works and submitting applications for School Managed Projects. 10. Appendices - referred to throughout the Handbook including Health and Safety Procedures and a list of current DCFS DfE Building Bulletins that give advice on a number of issues ranging from environmental design to area requirements and design guidance for specific areas of the curriculum. A2 Department For Education A2.1 Policy Framework and Setting Standards 1. The DfE set the policy framework and context for Asset Management Plans (AMPs), setting national criteria and providing guidance. This includes how to manage and measure improvements of school buildings. 2. In disseminating information and good practice, the DfE will respect the priorities of Local Authorities where they are demonstrably based on sound and robust AMPs 3. The DfE will seek to increase national funding in order to ensure that the needs identified in the AMPs can be addressed A3 Property Services Responsibilities A3.1 General 1. Northamptonshire County Council, as the Local Authority (LA), has a key role to play in ensuring the effective management of school buildings. In regard to property management issues, Property Services will be responsible for: - Developing policies, priorities and action plans. Coordinating and consulting with schools on the Asset Management Plan prioritisation process. Ensuring that schools understand their roles and responsibilities and that prioritisation of funding allocation is fair and transparent. Advising schools on good practice. Developing, where required, technical standards such as asbestos management, heating, fire management etc. Monitoring schools management of projects and their custodianship of premises. July 2014 (Issue 3a) Page 16 of 186

17 A3.2 Monitoring Arrangements Preparing the statutory Schools Access Strategy Provision of premises related health, safety and environmental advice. 1. In addition to the above and as part of the arrangements to satisfy Northamptonshire County Council s responsibilities retained under the Fair Funding provisions, Property Services will put in place effective means of confirming through monitoring that Community Schools have developed appropriate strategies for the management of their delegated responsibilities in accordance with Northamptonshire County Council s standards and in line with the Asset Management Plan. 2. With specific regard to property matters, Property Services will, through systems for the monitoring of health and safety, undertake regular Building Management Audits (BMA). The BMA is currently undertaken at Community Schools on a 3-year cycle by Property Services and includes the assessment of the following items; Management and Record Keeping Contract Management Inspections and Monitoring Electrical Services Mechanical Services In-House Maintenance 3. The BMA findings are provided direct to individual schools for action as appropriate and are used by Northamptonshire County Council and Property Services as part of its monitoring and review arrangements. A4 School s Responsibilities (Head Teachers And Governors) A4.1 General 1. The Head teacher and governing body are responsible for ensuring the good stewardship of school buildings and that the requirements described in this Handbook are met. However, by statute, individual Governors are not personally liable in respect of anything done in good faith in the spending of their delegated budget for the purposes of the school, having followed the advice and requirements outlined in this Handbook. 2. The following is a summary of the key property management issues that are the responsibility of the school: - To work with the Local Authority in the continuing development of the Asset Management Plan. Prioritise maintenance within available budgets and using the school s AMP and Development Plan. July 2014 (Issue 3a) Page 17 of 186

18 A4.2 School Managed Projects To employ competent Property Advisers to ensure that work is carried out to an acceptable standard and complies with statutory requirements. To manage repair and improvement projects and budgets allocated for these to acceptable standards. To prepare local arrangements for the school for managing health and safety risks including security and fire safety. To produce the statutory School Access Plan 1. In order to ensure that work is executed to an acceptable standard, schools are required to obtain the approval of the Head of Property Services for any proposed work which affects the building structure or services including planned expenditure on the following items: New buildings and extensions Remedial works to the structure of the building Alterations and refurbishments Re-roofing Replacing windows Installation of new boilers Replacement of the major components in a heating system Partial or total rewiring Installation of IT cabling, intruder alarms and similar services 2. Refer to Part F for the relevant procedures to be followed that shall apply equally to planned maintenance work as well as to adaptations and extensions. A4.3 Failure to discharge health and safety responsibilities 1. In the following cases, the LA, through Property Services may, after notification to the school, undertake essential work that the governing body has failed to carry out, and charge the relevant cost to the school s budget share: Health and safety work, or capital expenditure for which Northamptonshire County Council is liable, where funds have been delegated to the governing body for such work. Making good defects in building work funded by capital spending from the School s budget share. Work necessary to safeguard the fabric of the building and to ensure the continuing availability of the premises for use by the School. 2. Governing bodies are required to have due regard to duties placed on Northamptonshire County Council in relation to health and safety. 3. It is a legal requirement that governing bodies disclose to the Insurance Team, or the School s insurance provider (if different), all material information that could affect the policy of insurance that covers the School. July 2014 (Issue 3a) Page 18 of 186

19 A5 LGSS Property Services Asset Management Plan (AMP) A5.1 Introduction 1. Northamptonshire Education AMP mission statement is to: Provide a framework for the optimum utilisation of all new and existing assets, all capital and revenue funds (irrespective of source) in line with the agreed aims and objectives, ensuring overall best value and continuous improvement in educational standards from investment in school buildings A5.2 Aims of AMP 2. Targeting spending to provide a well-maintained school environment, sufficient pupil places and a suitable accommodation for the curriculum delivery play a key role in helping to raise educational standards. The Northamptonshire Education AMP provides the required information and sets out criteria to achieve the agreed local and national aims and objectives in respect of the school buildings. 3. The physical fabric of the learning environment conveys messages and affects the self-esteem and well being of its occupants. Our schools should aim to reflect the principles and values taught in them. Adopting a structured and planned approach to the management of building maintenance and improvement has a positive effect on the morale and motivation of both pupils and staff. 4. DfE, OfSTED and Education Services consider the implementation of the Asset Management Plan as essential in ensuring that the resources available for school buildings are used in the most effective way. 1. The principal aim of the Northamptonshire Education AMP is to set out the information needed and the criteria used to make decisions about spending on school premises, which will help achieve the following aims: Raise standards of educational attainment in all categories of schools. Provide sustainable and energy-efficient buildings. Provide innovative design reflecting the future needs of ICT-based education. Increase community use of school facilities. Maximise value for money. Ensure efficient and effective management of new and existing capital assets. July 2014 (Issue 3a) Page 19 of 186

20 A5.3 Objectives of AMP 1. The main objectives of the Northamptonshire Education AMP are to: Provide an agreed basis for local decisions on spending priorities and to link with other plans of Northamptonshire County Council Help the development of partnership projects Provide assurance to stakeholders that capital projects are soundly based and represent good value for money Provide school accommodation in accordance with the principles of Best Value. A5.4 Scope and elements of AMP 1. The AMP covers all maintained schools from all three categories in the new framework: Community, Foundation and Voluntary schools. These include nursery, primary, secondary, special education, as well as joint-use provision. 2. The AMP covers all capital and revenue spending on school premises. Education Services retain the responsibility for monitoring schools and ensuring that buildings meet educational needs. The AMP will show, over a period of time, how schools are maintaining and managing their buildings. 3. The AMP process identifies the approaches to balancing initial capital expenditure against running costs. Under-investment at the outset can often lead to disproportionately high recurrent expenditure over the life of the building. Similarly, under-spending on essential recurrent items such as planned maintenance can result in more expensive unplanned repairs at a later date. A5.5 Elements of Education AMP A5.5.1 Condition 1. Condition needs focus on the physical state of premises to ensure their safe and continuous operation and other requirements that may involve building regulations and other non-statutory provisions. 2. Establishing the condition of school premises is necessary to enable repairs and maintenance works to be estimated, prioritised and planned. Condition information helps inform strategic decisions on a larger scale (County-wide & DfE), as well as the management of individual school budgets. This enables the targeting of the resources where they are most needed. Schools are expected to use the resulting information in preparation of their school improvement programmes and prioritisation of works carried out from devolved and delegated premises-related funding. 3. Condition surveys are carried out at least every three years and cover all Community Schools in Northamptonshire. They provide systematic and July 2014 (Issue 3a) Page 20 of 186

21 A5.5.2 uniform information on the condition of premises and identify the maintenance needs over a five-year planning period. The surveys are updated annually to take account of improvement works or any deterioration in the condition. Improvements resulting from maintenance and refurbishment works are recorded through the School Managed Projects procedure detailed in Part F, whilst any further deterioration is considered only when requested by schools. Suitability 1. Suitability is defined as how well school premises meet the needs of pupils, teachers and other users and contribute towards raising educational standards and levels of achievement. Suitability assessments are concerned with the number and characteristics of each type of internal space and external areas. Assessments also deal with some aspects of health and safety requirements (relating to building layout). 2. Suitability assessments are carried out jointly between the Head teacher, Governor representative and the Strategic Assets team. Northamptonshire County Council and the DfE, to inform decisions on prioritisation of improvement works related to the shortfall or unsuitability of premises in meeting the curriculum delivery, use the resulting information. Schools are expected to use the resulting information in preparation of their school improvement programmes and prioritisation of works carried out from devolved and delegated premises-related funding. In conjunction with condition surveys, suitability assessments help target resources where they can have the greatest effect in raising standards and maximising value for money. Suitability assessments can be updated on request to reflect the changes in pupil numbers and curriculum changes. A5.5.3 Sufficiency 1. With the implementation of the New Framework for Schools, Northamptonshire County Council retains the statutory responsibility to ensure the sufficient supply of school places. 2. An annual review of the existing level of demand for school places based on the current MOE (more open enrolment) formula is carried out and published in the School Organisation Plan (SOP), together with a detailed forecast of demand for places covering a four year period. 3. A new method of assessing the capacity of primary and secondary schools was introduced as a third final strand of the AMP process. Sufficiency assessment represents a different way of measuring the capacity of schools covering both number of the pupil places available and the total overall area of the buildings and grounds. July 2014 (Issue 3a) Page 21 of 186

22 A5.6 Roles and responsibilities under AMP A5.6.1 General 1. Northamptonshire County Council have overall responsibility for preparing the Education AMP, which is developed through partnership with Head teachers, Governors and Diocesan Boards. The AMP reflects the needs and priorities of individual schools and aligns them with the Council s plans and strategic objectives. 2. Responsibility for managing building works in schools is consistent with the pattern of ownership and the respective delegated responsibilities set out in Fair Funding and the Code of Practice on LA / School Relations. A5.6.2 A5.6.3 Role of Northamptonshire schools (Governors and Head teachers) 1. Northamptonshire schools play a vital part in the preparation, review and maintenance of the AMP through undertaking the following tasks: Identifying school priorities for the AMP in the context of their School Development Plan (SDP) and making clear what outputs, either physical or educational, will be achieved in meeting those priorities Contributing to the development of County - wide priorities Acting as responsible custodians of premises Planning, budgeting and managing projects for which they are solely responsible including those covered by devolved or formula funding and those which are self-financed, all in accordance with the AMP priorities and aims Assessing the contribution that capital investment makes to the attainment of pupils Co-operating in the preparation of the AMP Role of Property Services 1. Northamptonshire County Council undertake the main duties involved in the preparation, review and maintenance of the AMP through the following activities: Developing policies, priorities and action plans as part of its statutory role in supplying school places, creating specialist units, planning and delivering the annual capital programme etc. Preparing and obtaining agreement to a Council-wide policy statement on AMP roles, responsibilities, scope etc. Treating schools in all categories fairly Maintaining a dialogue with schools and other partners about the link between investments and outputs, both physical and educational, and how this informs priorities and agreeing and monitoring delivery of outcomes July 2014 (Issue 3a) Page 22 of 186

23 Planning, budgeting and managing projects for which the authority is solely responsible, including those in nursery schools, complementary education centres. Giving advice and being responsible for information collection (a significant issue in ensuring consistency) Monitoring the carrying out of governing body responsibilities and making clear how good stewardship by schools is rewarded (i.e. when maintenance programmes are appropriately funded and managed) Compiling and disseminating information relating to school buildings including promoting sustainable development. Promoting local partnerships Brokering agreements amongst the relevant parties (schools, dioceses etc.) Integrating, where applicable, plans for schools with those of other Authority and Council services Planning in order to ensure the efficient and effective use of new and existing assets Providing the necessary information on inputs and outputs, and cooperating with the DfE in appraising the local processes. July 2014 (Issue 3a) Page 23 of 186

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25 PART B SCHOOL PREMISES OPERATION & HEALTH AND SAFETY B1 Health And Safety Management Of Premises B1.1 School Policy and Organisation 1. Northamptonshire County Council is the Employer in Community Schools and therefore has overall responsibility for health, safety and welfare, as defined under the Health and Safety at Work Etc Act Responsibility for implementation of health and safety, including management of premises, is placed on school governing bodies by delegation of duties to ensure schools operate within a safe and healthy environment. The governing body influences the overall management and culture of the school and is required to take responsibility for the health and safety policy. 2. All schools are expected to have in place an effective health and safety management system that has been initiated and approved by the school governing body. It must properly address all aspects of health and safety, including property issues that should be managed on behalf of the School and what the School can expect to be undertaken by others. Northamptonshire County Council Health and Safety Team have prepared detailed guidance in a document entitled Safety Policy and Safety Management Systems in Non- PFI Schools. This document is contained in Appendix The governing body should ensure that an adequately trained Responsible Person is appointed for health and safety matters who has the duty of carrying out or arranging a risk assessment of their premises. They must also implement and maintain appropriate and adequate fire safety measures to minimise the risk to life from fire - see section B3 Fire Safety for more detailed information. 4. In respect to property related risks, the school s AMP will be a means for recording and prioritising work to school premises. It should however be recognised that defects and problems reported, do not detract from the obligation of schools to manage health and safety. 5. When school managed projects are undertaken it is the responsibility of the school to ensure they satisfy health and safety requirements, and that the procedures contained within Part F of this document are followed. 6. When equipment is purchased, either new or second-hand, it is the responsibility of the school to ensure that its installation and use conforms to health and safety requirements and the manufacturer s recommendations. 7. The Governors should consider the costs of implementing the Health and Safety Policy relating to property and equipment. Sufficient funds for implementation should be set aside and where necessary applications made to through the AMP process. July 2014 (Issue 3a) Page 25 of 186

26 8. Northamptonshire County Council Health and Safety Team are available to provide advice and guidance on all matters relating the health and safety and contact details are included in Part J3.3. B1.2 Principal health and safety legislation relating to property 1. The Health and Safety at Work Etc Act 1974 and Regulations made under it set minimum standards that apply to and must be implemented in Community Schools by governing bodies. In regard to property these include the following: Workplace (Health, Safety and Welfare) Regulations 1992 L24 (Second edition) Published 2013 Lighting, ventilation, temperature, glazing, traffic routes etc. Regulatory Reform (Fire Safety) Order 2005 Ensuring provision of suitable arrangements for fire safety and evacuation. Electricity at Work Regulations 1989 Maintenance of safe fixed and portable electrical equipment. Gas Safety (Installation and Use) Regulations 1998 Installation and maintenance of safe gas equipment. Control of Substances Hazardous to Health 2002 Water management to reduce risks from Legionella and LEV systems. Control of Asbestos Regulations 2012 Asbestos containing materials in the school building are monitored and maintained in a safe condition. Ionising Radiation Regulations 1999 Ensuring radon levels in buildings do not exceed stated levels. Lifting Operations and Lifting Equipment Regulations 1998 Ensuring that passenger lifts and other lifting devices are maintained and subjected to statutory inspections at specified intervals. Construction (Design and Management Regulations 2007 Ensuring that all construction work in schools is properly planned, uses competent duty holders and is notified to the HSE where required. B1.3 Monitoring Property Management 1. Within each school there shall be arrangements for evaluating the effective implementation of property management. Schools should therefore: Establish suitable and sufficient arrangements for carrying out health and safety inspections. It is recommended that these take place by a designated person at 6 weekly intervals to tie-in with school terms. on inspections is contained in Appendix 10. Ensure accidents, or incidents with the potential to cause harm, are reported to Northamptonshire County Council s Health and Safety Team stating, where appropriate, problems with property or equipment. July 2014 (Issue 3a) Page 26 of 186

27 2. Property Services will undertake Building Management Audits, at least every 3 years, to assess compliance with legislation and schools should assess the results of the Building Management Audits and implement recommendations, where the school is responsible. 3. It is recommended that each school establish a Safety Committee made up of staff, management and governors, covering all aspects of the schools operation, including health and safety related to premises. 4. Where applicable, Union appointed Safety Representatives should be invited to attend Safety Committee meetings and site safety inspections and be provided with copies of all policy documents. 5. Under the Education and Inspections Act 2006, Northamptonshire County Council are entitled to a right of access to a school to conduct any essential health and safety inspection, which includes the purpose of gathering information to enable exercising of its functions. B2 Workplace Health, Safety And Welfare Regulations B2.1 General Requirements B2.2 Traffic Management 1. The Workplace Health, Safety And Welfare Regulations 1992 L24 (Second edition) Published 2013 set minimum standards on a range of general issues including temperature, ventilation, lighting, sanitary conveniences, drinking water etc. Requirements are generally met in the design of buildings and occupants should generally be comfortable in regard to general issues identified above. Further information on the standards, if required can be obtained from the Health and Safety Team in Part J There is a significant safety risk where vehicles and pedestrians are present. This situation often arises in school entrances and car parking areas. To minimise risks, schools should consider: Physical separation with bollards or barriers. Restricting vehicular traffic at times of high pedestrian movements. Ensuring effective signs and road markings are in place. Supervision is present at times of high movements. 3. It is the School s responsibility to manage traffic and pedestrian conflict, where significant risk is present. Managing Traffic Safety on School Sites is included at Appendix 11 to assist schools. If further information is required, the Health and Safety Team should be contacted (see Part J3.3). July 2014 (Issue 3a) Page 27 of 186

28 B2.3 Safety Glazing B2.4 Door Safety 1. Glazing shall be of a safety material or be protected against breakage where necessary for reasons of safety. Additionally glazing must be marked to make it visually apparent where there is a risk of collision due to the presence of the glazing not being obvious. These requirements apply to existing glazing as well as glazing in new buildings. 2. All Community Schools were subject to a glazing inspection between 1993 and 1996 and high-risk areas of glazing should have been replaced with safety glazing, protected with film or access restricted in close proximity. 3. When it is necessary to replace existing glazing due to breakage schools must determine the appropriate specification for replacement glazing assessed on the level of risk and having regard to current standards. 4. When replacing existing glazing, schools must also have regard to critical situations and take account of other safety issues, for example glazing in fire resisting elements or glazing protecting a change in level. 5. Glazing to stairway enclosures, in compartment and other fire resisting walls should have been specified as fire resisting. In many locations this will be wired glass, in recent buildings special fire resisting glass (not wired) might have been used. This may not be readily identifiable. Until recently wired glass meeting safety-glazing standards was not available. A special wired safety glass is now obtainable. Replacement glazing should be specified to meet fire resistance and safety requirements as appropriate. 6. In existing buildings there may be non-fire-resisting elements glazed in wired glass. It is possible that, historically, such glazing was specified in the belief that, if the glazing were broken, the wires would retain the broken glass and provide some degree of safety. If it is necessary to replace such glazing, and it is considered that safety glazing is required, then an appropriate safety glass should be specified, as wired glass is not considered to be safety glass. 1. There are safety risks to very young children of finger injuries in doors. Effective education of children to avoid the risk is considered good practice; however where nursery and reception children are present in high numbers throughout the school day, the precaution of installing finger guards is recommended. 2. All Community primary schools should have finger guards fitted in nursery and reception areas where doors present a significant risk. 3. Primary schools should have undertaken a risk assessment to consider where door guards may be required. Door Safety in Schools is a guidance note July 2014 (Issue 3a) Page 28 of 186

29 prepared by Northamptonshire County Council Health and Safety Team to assist schools in this task and is contained in Appendix Further advice or information on door safety and finger guard provision may be obtained from the Northamptonshire County Council Health and Safety Team (see Part J3.3). B3 Fire Safety B3.1 General B3.2 Fire Risk Assessment 1. To manage the risks from fire in buildings and to ensure the safe evacuation of the school in the event of an alarm being raised, the school will need to carry out a suitable and sufficient fire risk assessment, ensure that buildings have appropriate means of escape, equipment is provided and maintained, to enable safe evacuation and that training is regularly undertaken of the evacuation drill. 2. All Community Schools should have a copy of The Management of Fire Precautions folder provided by Northamptonshire County Council Health and Safety Team. This contains details on the issues schools should consider in relation to fire management and also used to record the inspections and maintenance regimes the schools can follow to ensure equipment is maintained in appropriate condition. 3. The following information summarises the more detailed provisions referred to in The Management of Fire Precautions folder. 1. A Fire Risk Assessment procedure has been developed by Northamptonshire County Council Health and Safety Team for use by schools and is contained in Appendix 13. Schools may record the findings of the risk assessment by using the Appendix. 2. An Arson Prevention Check List produced by the Northamptonshire County Council Health and Safety Team has also been included in Appendix 14. This provides guidance to schools on what actions should be considered and taken to minimise the risk of arson, which is potentially the highest risk of fire starting. 3. The School s completed Fire Risk Assessment should be retained in Management of Fire Precautions folder. Northamptonshire County Council Health and Safety Team can provide guidance for schools on completion of the Assessment. The assessment should be reviewed at least annually or following any incident or changes to the building. July 2014 (Issue 3a) Page 29 of 186

30 B3.3 Fire Management Responsibilities 1. Community Schools should have in place the following systems in relation to fire safety management covered within The Management of Fire Precautions folder: An appointed, and trained, Responsible Person to be responsible for the building s Fire Safety. An up to date Fire Risk Assessment (See B3.2). An appointed competent person to develop and implement the Fire Safety Plan following the Risk assessment. Appointed Fire Wardens responsible for clearing their specified areas. Training staff in the evacuation procedure. Ensuring practice drills are undertaken at least on a termly basis (3 times/year). Making special arrangements to accommodate disabled or special needs people. Ensuring visitors are informed, on arrival, of fire evacuation plans where appropriate. Ensuring escape routes are clearly marked and kept clear of obstructions. Managing areas of ignition sources (kitchens, science labs, hot works etc). Investigating all incidences of unwanted alarms or damage and taking measures to reduce recurrence. B3.4 Routine Fire Inspections of buildings and equipment 2. The school will have been constructed to comply with the Building Regulation requirements applicable at the time of construction in relation to fire safety. However, standards change and current building regulation requirements are different in buildings constructed many decades ago. It is important to undertake inspections in buildings to ensure fire compartmentation of the building(s) and safe exit routes are maintained: Fire door integrity. Operation of self closers and automatic release doors. Efficient operation of fire exit doors. No breaches of fire resistant construction. Functioning, and regular testing, of emergency lighting. Operation and testing of alarm call points. Fire extinguishers are in place, are appropriate to the fire risks in the area, regularly tested (and are in date) and functional. Exit routes are clearly marked and remain clear and free from obstructions. Sufficient fire exit signs are in place and conspicuous. July 2014 (Issue 3a) Page 30 of 186

31 Where fitted, sprinklers are maintained (four times per year, or as recommended by the installer). Where fitted, fire detection equipment is maintained. 3. The Management of Fire Precautions folder should set out the procedures and records of inspections and tests should be retained. B4 Electricity At Work B4.1 Fixed Electrical Testing 1. Fixed electrical systems in Community Schools are required to be maintained to ensure they operate safely. Schools are responsible for implementing an inspection and testing routine and should carry out inspections at least every 5 years. 2. The 5 year interval must be reduced in higher risk areas such as theatres and kitchens. Initially it is advised that annual inspections of these higher-risk areas are carried out, however this can be extended on the advice of a competent person subject to inspection results. Schools must cross-reference or retain test results in Part K of this Handbook. 3. A competent contractor must be appointed to undertake the inspections, who is either, National Inspection Council of Electrical Installation Contracting (NICEIC) Approved and/or Institute of Electrical Engineers (IEE) approved. B4.2 Portable Appliance Testing and User Inspections 1. Schools must undertake an inspection and testing regime that complies with guidance from the Health and Safety Executive: Maintaining portable electrical equipment HSG107 (Third edition) Publuished The intervals for inspection depend on the type of equipment (earthed, double insulated) and the environment it is used in. 2. Most organisations adopt a regime of annual testing for all portable electrical appliances over 12 months old. However the annual intervals may be extended for low risk equipment and depending on results of testing over a period of time. 3. A competent contractor with suitable testing facilities must carry out portable appliance testing. 4. Any identified faulty equipment from the inspection process must be taken out of service immediately and repaired prior to further use, or replaced. 5. Schools must cross-reference or retain test results from portable appliance testing 6. It should be recognised that to supplement the above testing regime, those that use portable appliances should carry out visual inspections on a daily basis. The School should put in place a reporting of faults or defects system July 2014 (Issue 3a) Page 31 of 186

32 to ensure appliances are immediately taken out of use and disposed of or replaced. 7. Personal equipment should not be connected to the school electricity supply. Any personal equipment that is bought into the school, whether for school use or not, must be tested in accordance with the above regime. B5 Gas Safety B5.1 General Requirements 1. Gas installations present health and safety risks associated with carbon monoxide poisoning and explosions. All gas appliances therefore are required to be correctly installed and maintained as determined by the above Regulations. 2. Schools are required to ensure the following duties are therefore undertaken for every gas appliance: Ensure gas fittings and flues are maintained in a safe condition; Gas appliances must be serviced in accordance with manufacturer s instructions. If these are not available then services must be undertaken annually unless advised otherwise by a Gas Safety Engineer. Ensure an annual safety check is carried out on each gas appliance. Ensure all installation, maintenance and a Gas Safety registered engineer undertakes safety checks. Retain a record of each safety check for at least 5 years. 3. A Gas Safety Engineer should always carry a card that identifies their business registration number and personal licence number. The card will contain a photo of the Engineer. The reverse of the card will detail what kind of gas work the Engineer is registered to carry out. B5.2 Gas escape and Emergency Situations 1. If there is a smell of gas or a suspected gas escape, or a carbon monoxide leak, Schools should immediately carry out the following: Open all doors and windows in the area. Shut off the gas supply at the meter control valve. If gas continues to escape call the Gas Emergency free phone on Ensure any investigation and repair is carried out by a Gas Registered Engineer. July 2014 (Issue 3a) Page 32 of 186

33 B6 LGSS Property Services Water Management (Legionella) B6.1 Health risks from Legionella 2. The COSHH Regulations include requirements to protect people from harm associated with biological organisms. In water systems used within buildings there is a recognised risk associated with Legionella bacteria in water systems. The risk to people is from inhalation of water released as a spray containing the bacteria. That complies with guidance from the Health and Safety Executive Legionnaires' disease. The control of Legionella bacteria in water systems. Approved Code of Practice and guidance on regulations (4th edition 2013). 3. The risk of Legionella in water systems is significantly reduced if they are maintained in a clean sealed system and water temperature is controlled outside a range of 20 to 43 degrees centigrade. Within this stated range the Legionella bacteria quickly proliferate. 4. To ensure risks are managed, a school must have a specific water management assessment carried out by a competent contractor in accordance with the Approved Code of Practice L8 entitled The Control of Legionella Bacteria in Water Systems. 5. A regular and routine water management system should be developed and included within the assessment. This should include details on how schools, or their contractor, should monitor temperatures at outlets and undertake cleaning at specific outlets at specified intervals. 6. Water Management Log Books, including the original assessment and the results of the routine inspections, should be retained by the school. B6.2 Safety Risks from Ponds and Water Features 1. Many schools enjoy water features; however they do present risks that require effective management. 2. There is no legislation concerning ponds etc, however the school should carry out a risk assessment and physical and supervisory measures introduced as appropriate. To aid schools, Northamptonshire County Council Health and Safety Team have developed guidance and a copy is contained at Appendix 15. B6.3 Local Exhaust Ventilation Systems 1. Where schools have installed local exhaust ventilation systems, such as fume cupboards or other types of extraction to capture hazardous substances, it will be necessary to ensure a competent person carries out annual inspections. 2. In addition to the statutory annual inspections required by the COSHH Regulations, procedures will need to be in place to ensure effective design and selection of LEV systems, appropriate instructions for safe and effective use July 2014 (Issue 3a) Page 33 of 186

34 and regular routine inspections and monitoring to ensure efficiency is maintained. B7 Control Of Asbestos B7.1 Introduction and General Requirements relating to Asbestos 1. Many school buildings have within them asbestos containing materials (ACMs) ACMs are more likely to be present in buildings constructed or refurbished between 1950 and Although asbestos was used prior to 1950 it was used in fewer materials, although it was not banned for general use in building materials until Site Supervisors, parent helpers, carpenters, electricians, plumbers and other construction workers may be at risk if ACMs are disturbed when alterations, refurbishment, repairs or maintenance work is carried out. Occupants of the buildings will also be placed at risk if there is disturbance of ACMs and fibres are released into the environment. 3. In existing buildings, where ACMs are likely to be present, the Head teacher or an appointed representative should know, and act on, the following: The location of ACMs. The form of ACMs (ceiling tiles, partition board etc.). The condition of ACMs. Provide the asbestos information to anyone carrying out maintenance work on the premises, before they start any works on site. Keep all records up to date. This information will be contained in what is known as an Asbestos Management Plan. B7.2 Asbestos Survey Information 1. All Community Schools in Northamptonshire were surveyed between 1985 and 1992 to identify ACMs. These surveys were visual only (no samples were taken and analysed to confirm the presence of asbestos) and covered those areas accessible at the time. Concealed locations such as roof voids and ducts were not surveyed. 2. It was recognised the contents of the above survey information could not be relied upon, and therefore from 2001 all Community Schools were subjected to a further more detailed survey to meet the requirements of Health and Safety Executive guidance. The surveys, currently held by Community Schools (where ACMs are present), have been based on visual assessment with representative bulk samples collected and analysed to determine the presence (or not) of asbestos. This type of survey is commonly known as an Asbestos Management Survey. July 2014 (Issue 3a) Page 34 of 186

35 3. The Asbestos Management Survey information held by schools can be relied upon to positively identify ACMs, for the purpose of day-to-day management. However, if refurbishment or building work is planned that may involve disturbance to hidden locations where ACMs may still be present, i.e. penetration of walls with composite construction, breaking into ducts etc, then an Asbestos Refurbishment/Demolition Survey is required to be undertaken. B7.3 Asbestos Containing Materials in Buildings: NCC Policy and Procedures 1. This document should be held at all Community Schools built before 1985, unless the school has written confirmation from Property Services that a survey has been undertaken and no ACMs were found to be present. This written information, if held, should be retained by the school for inspection by anyone carrying our works to the property. 2. The document provides guidance on managing the day-to-day risks from ACM s, identifies management responsibilities and details procedures to be followed when planning projects. 3. The document should contain the Asbestos Management Survey, which should be utilised to effectively manage the ACM that are present within the school. 4. Head teachers are responsible for ensuring that the requirements contained within the above document are followed and that the asbestos survey information is updated as and when appropriate. Any request for interpretation or advice on this document should be directed to the Asbestos and Radon Manager in Property Services identified in Part J2. 5. In addition to the asbestos survey information held at schools, Property Services maintains an Asbestos Register. The Asbestos Register comprises asbestos survey information from all establishments. Any request to replace missing information should be made to the Asbestos and Radon Manager. B7.4 Emergency Arrangements 1. Where the presence of asbestos is suspected (this may be on the survey information or otherwise), and it has been, or is likely to be, disturbed in an uncontrolled manner or it has become damaged, the Asbestos and Radon Manager in Property Services must be contacted as soon as possible by telephoning ( or ). He will arrange for the following to be undertaken: Assess the risk from the damage/disturbance. Sample if necessary to identify asbestos presence. Advise or take action depending on the findings. Arrange for an air test and visually inspect treated areas if appropriate. 2. ACMs that are in a dangerous or potentially dangerous condition shall be removed, or in exceptional circumstances encapsulated or sealed. The July 2014 (Issue 3a) Page 35 of 186

36 Asbestos and Radon Manager, following inspection, will provide advice and guidance. 3. Depending upon the nature and severity of the emergency, there may be a charge for this service from LGSS. However, this should not preclude contact being made promptly. B7.5 Planned disturbance associated with remedial, alteration or refurbishment work 1. It is essential that careful preliminary investigations take place to determine whether any proposed works are likely to affect existing materials/products containing asbestos. If ACMs are identified it will be necessary to develop a strategy for dealing with the situation. Those responsible for managing the work must ensure that effective procedures are in place for managing this potentially high-risk activity. In the first instance advice should be sought from the Asbestos and Radon Manager in Property Services, details in Part J2. 2. Any costs associated with asbestos related work arising from remedial, refurbishment or alteration work on School Managed Projects will be the responsibility of the School. As costs can often be substantial it is essential to establish these at an early stage. Assistance should be obtained from the Asbestos and Radon Manager, who will be able to offer, in many instances, cost effective methods for managing the risks. 3. Further details of the required procedures are provided in Asbestos Containing Materials in Buildings Policy and Procedures, held by the School. B7.6 Updating and on-going management of asbestos information 1. Head teachers are reminded that any changes to the asbestos survey information should be referred to the Asbestos and Radon Manager in Property Services, to enable updating of the centrally held Asbestos Register. B8 Monitoring of Radon Gas B8.1 General requirements for radon gas 1. Radon is a radioactive gas that may be present in the ground below buildings. Where it occurs in high concentrations and enters into a building, it can pose a risk to health for occupants who are subject to high exposure over long periods. Precautions against exposure to radon in buildings are necessary in some Northamptonshire schools. B8.2 Radon Monitoring and Mitigation 1. Radon levels have been assessed and are subject to on going monitoring in all Community Schools. Normally monitoring is carried out over a three-month July 2014 (Issue 3a) Page 36 of 186

37 period, during the winter. The action level for school buildings, above which mitigation measures are considered necessary, is 400 Bq m3. 2. Community Schools have been measured for radon levels from 1992, by the Property Services Team. Where radon levels above the action level were recorded, mitigation work was carried out. This was generally by installation of an extract fan(s) and ducting to extract air from below the ground floor thereby reducing the amount of radon penetrating the building. 3. Where extraction fans have been installed it the responsibility of the school to check the extract fan on a termly basis to ensure that it is working effectively. Property Services has provided schools with an inspection checklist and record sheet. 4. Schools that have had mitigation works carried out and those with measured radon readings between 200 and 400 Bq m3 are subject to re-testing at 3 year intervals. Such testing is the responsibility of the School but can be arranged through Property Services as a chargeable service. 5. Other premises are tested at 10-year intervals. Such testing is the responsibility of the School but can be arranged through Property Services as a chargeable service. 6. New buildings should be monitored within 18 months of completion. Such monitoring is the responsibility of the School but can be arranged through Property Services as a chargeable service. 7. Radon measurement for all schools are held centrally by Property Services and further information or advice is available from the Asbestos and Radon Manager in Property Services; Part J2. Any measurement and test results/records from works arranged by the school directly must be copied to Property Services for retention in the property file. B8.3 Radon mitigation in new buildings and extensions 1. Consideration must be given to the need for radon precautions in the design of new buildings or extensions. The level and type of protection necessary, if any, will depend on the level of risk and the building design. 2. Those undertaking the design of new buildings should comply with the requirements of the Building Regulations, and more specific information on levels of radon protection can be made available from the Asbestos and Radon Manager in Property Services; Part J2. B9 Management Of Trees And Ecology On School Premises B9.1 Management of Trees 1. Before carrying out any work to, on or around trees, it is essential that the impact on Tree Preservation Orders and Planning/Development rules is July 2014 (Issue 3a) Page 37 of 186

38 B9.3 Ecological Impact assessed. Please contact the Development Control department for further advice in this matter before any works are commenced. Their contact details are included in Part J Section Before carrying out any works involving construction and/or demolition or the possible disturbance of protected species (e.g. bats, newts and other species), it would be necessary to carry out an environmental/ecological impact study. Please contact the Development Control department for further advice in this matter before any works are commenced. Their contact details are included in Part J Section 3.1. B10 Lifting Operations/Equipment Regulations And Pressure Vessels B10.1 General 1. In the case of schools that have opted into Northamptonshire County Council s Property Insurance Scheme, the Insurance Company will inspect the following equipment on the stated intervals: Pressure vessels/air receivers 12months or defined by competent person Hoists and lifting gear 12months if not used by people Passenger Lifts or lifting gear 6 months Teaching gas installations 12 months 2. These inspections are minimum requirements and additional inspections and maintenance may be organised by those responsible for equipment. B11 Construction Design And Management Regulations B11.1 General Requirements 1. All construction work can be dangerous and the risk is significantly increased within a school environment. Even the smallest projects require effective planning and risk assessment to identify responsibilities for working areas and to implement suitable controls. B11.2 Construction Works and the application of the CDM Regulations 1. The Construction (Design & Management) Regulations 2007 (CDM Regulations) apply to all construction projects, regardless of time scale and whether or not notification to the Health and Safety Executive is required. 2. The CDM Regulations require notification is made to the Health and Safety Executive if a project involves construction work where any one of the following statements are applicable: July 2014 (Issue 3a) Page 38 of 186

39 The construction phase will be longer than 30 days. The construction phase will involve more than 500 person days of work. 3. The regulations require that clients procuring the works appoint, at the outset of the design works, a CDM-Coordinator to advise and guide them through their responsibilities under the Regulations. These duties are extensive and only a competent person or organisation with professional experience of construction and health and safety related to construction would be able to undertake the tasks required. 4. The term construction work is widely defined in the CDM Regulations and includes maintenance, rewiring and redecoration in addition to work that would generally be understood to be construction work such as alteration works, extensions, demolitions and new buildings. 5. It should be noted that under the CDM Regulations designers are required to give adequate regard to health and safety matters as specified in the Regulations for all construction projects. Under Regulation 11 (Designers Duty Holders responsibility) a residual risk register is required where risks cannot be fully designed out. 6. The CDM Regulations place duties on all those involved in construction projects including Clients, Designers and Contractors. The Regulations also place duties on the CDM-Coordinator and the Principal Contractor. 7. For the purposes of the CDM Regulations, the duties of the Client will generally be placed on the School. Further advice is provided in Appendix 16, which covers Client responsibilities. B11.3 School Managed Projects 1. For construction projects managed by schools the Client for the purposes of the CDM Regulations will be the school governing body. Property Services have set out guidance in relation to specific CDM Regulation requirements in the following clauses. 2. It is the responsibility of the Client to appoint a CDM Coordinator who is competent and has allowed adequate resources to carry out their health and safety responsibilities for the project. Appendix 4 of the CDM Approved Code Of Practice details the criteria for a two stage competency assessment. It is unlikely that school caretakers/site supervisors or other school staff will have sufficient training and experience to be considered as competent for this role. A competent CDM-Coordinator, once appointed, should be able to advise and guide the governing body on all aspects of health and safety relating to the project. July 2014 (Issue 3a) Page 39 of 186

40 Failure to appoint CDM-C, or indeed any Duty Holder, automatically results in the Client assuming responsibility. 3. It is the responsibility of the Client to appoint Designers and Contractors who are competent and have allowed adequate resources to carry out their health and safety responsibilities for the project. Advice on assessing competence is contained in Part G2 of this Handbook. 4. For projects carried out in school term time it essential to ensure that measures are included to safeguard the health and safety of pupils, staff and visitors. The following are examples of issues that should be addressed and included within the Principal Contractors Health and Safety Plan: Physical separation of the contractors work/site area from internal and external areas occupied by the school. Management of the contractors access to and from the work/site area to avoid conflict with pupils staff etc at school arrival and departure times and to separate the contractors traffic from areas used by the school. Maintenance of adequate means of escape in case of fire. Maintenance of the fire alarm system at all times of occupancy. 5. The CDM Regulations require a Health and Safety File of the project is provided to the Client on completion of the construction work. The Health and Safety File is required to provide information that will assist the School or other persons maintaining and using the building or carrying out future construction work. The File should be retained on the premises and made available for inspection by those who need it. July 2014 (Issue 3a) Page 40 of 186

41 PART C - PROPERTY MAINTENANCE C1 C2 Funding For School Buildings The Financial Management Handbook details the current funding mechanisms for schools. This document can be found at: ces/schlfin/pages/finhandbook.aspx Head Teachers And Governors Responsibilities C2.2 General 1. The Head teacher and Governors of all Community Schools are responsible for the maintenance of all of the school premises and site. This includes any mobile buildings, caretaker s houses, swimming pools and all external areas including access roads, playgrounds, fences and boundary and retaining walls. Such work will include: All day-to-day and planned maintenance such as repairing or recovering roofs, replacing failed boilers, rewiring, renewing damaged or dilapidated fences, rebuilding unsafe or collapsed boundary or retaining walls, resurfacing playgrounds, etc. Ensuring that the building complies with various statutory regulations including those in regard to fire, environmental issues, safety glazing, asbestos regulations, etc. Arranging, monitoring and retaining records of the results of a variety of regular inspection and servicing contracts see Part C3. 2. Schools must ensure that defects are rectified in order to prevent damage to property or injury to persons using the premises. 3. A number of adjoining schools share common features such as heating boilers, access drives, incoming services, fencing and boundary walls, etc. In such cases the cost of repairing or replacing such items need to be shared on an agreed equitable basis 4. This responsibility includes fulfilling their duties under the AMP and utilising devolved and delegated funds in accordance with the agreed AMP priorities. 5. Under no circumstances will a school be permitted to close as a result of a lack of funding for essential maintenance work. Unavoidable expenditure may therefore be incurred on items that, if not dealt with immediately, would lead to the closure of all or part of a school, for example: Boiler/heating system replacements. Electrical rewiring of discrete blocks. Major roofing failures. July 2014 (Issue 3a) Page 41 of 186

42 Similar major breakdowns/structural repairs. C3 Term Maintenance And Inspection Contracts C3.1 Statutory and General Requirements 1. Certain mechanical and electrical equipment and installations are required by statute to be inspected and maintained on a regular basis. Records of the inspections and any resulting actions must be held on the premises. 2. There is an over-riding general requirement, under equipment and premises related health and safety legislation, that the workplace and work equipment are maintained in safe working order and in good repair. Accordingly, it is recommended that certain items of equipment etc are inspected, cleaned and serviced at regular intervals in order to ensure optimum performance and freedom from breakdowns. 3. To assist schools in understanding their obligations, the regular term maintenance and inspection contracts, together with other related inspections are scheduled in a quick reference guide, which is contained in Appendix 1. C3.2 Tendered Inspection Services Available to Schools 1. Property Services has selected, through appropriate procurement methods, contractors to undertake a range of statutory inspections following competitive tendering processes and careful assessment. Utilisation of the inspection services is available to schools at the appropriate cost. Schools are however, responsible for direct appointment of these contractors and making payments. Further information can be made available to schools on request. Please refer to the appropriate contact in Property Services in Part J2. 2. Schools not wanting to take advantage of the services referred to above for statutory inspections organised by Property Services may make their own arrangements. Further information on requirements and obligations may be obtained from the appropriate Property Services contact provided in Part J2. C3.3 Asbestos Information for Contractors 1. Many schools have asbestos containing materials. In addition to the school s responsibility to monitor the condition of these on a regular basis, such products can be disturbed when maintenance work is undertaken. It is therefore essential that pre inspections be undertaken by a responsible person and that maintenance contractors are provided with information from the asbestos survey, where appropriate. Areas should be inspected on completion of work where asbestos is known to be in the vicinity of the works. July 2014 (Issue 3a) Page 42 of 186

43 C4 LGSS Property Services Insurance Inspections For High Risk Equipment C4.1 Insurance Requirements 1. Schools, which have opted into Northamptonshire County Council s Property Insurance Scheme, will have the following equipment inspected on a regular basis by the Insurance Company: Pressure vessels/air receivers. Hoists, lifts and lifting gear (fixed to the structure). Hoists and lifting gear (portable). Gas installations used for teaching purposes. 2. These inspections are minimum requirements and additional inspections and maintenance may be organised by those responsible for equipment. 3. Schools are responsible for identifying to the Insurance Team and the Insurance Company s Inspector all items of equipment within the above categories. In particular new items and items which have been removed from service require identification. Any items that are obsolete or require maintenance must be removed from service immediately. 4. An Inspection Report will be forwarded to the school by Property Services and list any items of maintenance required. This certificate must be retained and made available to the Insurance Inspector on request. In addition, any items of maintenance noted as being required must be executed immediately in order to ensure that insurance cover is maintained. 5. Schools that arrange their own insurance should check the procedure required by their proposed Insurers in regard to the inspection of equipment. 6. Further advice in respect to Insurance Requirements can be found in the Financial Management Handbook available at g/services/schlfin/pages/finhandbook.aspx any queries should be directed to the Insurance team whose contact details can be found in Part J3.2. Comment [j1]: Check with Insurance Dept July 2014 (Issue 3a) Page 43 of 186

44 July 2014 (Issue 3a) Page 44 of 186

45 PART D SCHOOL PREMISES MANAGEMENT D1 Property Insurance D1.1 General 1. It is the responsibility of Head teachers and Governors to ensure that a valid insurance policy is in place to cover all the buildings and their contents that it either owns or is responsible for. 2. Further details can be found in the Financial Management Handbook available at g/services/schlfin/pages/finhandbook.aspx D2 Control Of Assets D2.1 Inventory of Movable Assets 1. In accordance with standard Northamptonshire County Council policy, schools are required to maintain an inventory of all movable non-capital assets with a capital value over 100 or desirables under Schools are at liberty to record assets in a manner which best suits them. Inventory books suitable for this purpose can be obtained by contacting Audit and Schools Finance or schools may wish to use the SIMS Equipment Register. D2.2 Disposal of Moveable Assets 1. Schools may dispose of moveable assets except in cases where the asset was purchased with non-delegated funds. The proposed disposal of moveable assets purchased with non-delegated funds shall be referred to the Strategic Capital Project Delivery Team. 2. The disposal of all assets must be recorded correctly in the school s inventory. 3. Income from the sale of assets may be retained in accordance with the Scheme for Financing Schools. Details on the retention of income are set out in Section 5 of the Scheme. D3 Activities Requiring A Licence Or Permit D3.1 General 1. Schools using their premises for a variety of events (public entertainment, theatre use, sale of alcohol etc) should consider if the activity requires a licence. Advice with regard to this is available from the local council. Costs can be significant and therefore early discussions are recommended. July 2014 (Issue 3a) Page 45 of 186

46 2. A Premises Licence will effectively make the applicant the licensee for the duration of the event and therefore liable for any infringement in the legislation. 3. On receipt of an application for a Premises Licences, an inspection of the premises may be carried out to assess the suitability for public use. 4. Every application for a Public Licence must be advertised and public notices displayed for 28 days. Notices are also served on a full list of Authorities (Police, Fire Service, Environmental Health etc). 5. Often, local councils, in considering the application will require plans and information on a range of premises related issues. D3.2 Use of the School Hall for Entertainment 1. Use of the School s hall for occasional school related entertainment, such as a Christmas Show for parents, does not require a licence, as parents are not deemed to be members of the public. 2. Health, safety and welfare issues will however require careful assessment of the risks involved. To assist schools in managing health and safety requirements when performances are held, the Health and Safety Team have developed guidance entitled Occasional Use of the School Hall as a Place of Entertainment. This is contained at Appendix 7. Further information can be obtained from the Health and Safety Team as identified at Part J3.3. July 2014 (Issue 3a) Page 46 of 186

47 PART E SCHOOL PREMISES ASSET MANAGEMENT E1 Rating E1.1 Non-Domestic Rates 1. Each individual school will be charged with the amount of rates, which is in their budget share in respect of the continued use, and occupation of the school. 2. In some schools there are additional or secondary facilities, which may be separately assessed for rating purposes even though they fall within the school curtilage. Although these may not primarily be used for school purposes, they will be charged to the school unless there exists any other contractual agreement between Education Services and/or the school with a third party which alters the responsibility for payment. 3. Any correspondence, requests for property information, etc, received from The District Valuer or Valuation Officer should be forwarded as soon as practicable to Strategic Assets Team. E2 Occupation By Third Parties And Extended School Use E2.1 Agreement to Third Party Occupation 1. Schools that wish to grant the use of any part of their premises or site to a third party such as playgroups, after school clubs, youth groups etc. should seek advice from the Strategic Capital Project Delivery Team prior to agreeing any such use. 2. All use of schools by a third party must be covered by a formal agreement that will usually be a lease or a licence. Schools should consult with the Strategic Assets Team for advice on the appropriate type of agreement. 3. Full details are available in Section 6 of the Financial Management Handbook, which is available at g/services/schlfin/pages/finhandbook.aspx E2.2 Formal Agreements for Third Party Use 1. A lease to occupy school premises can only be granted by Northamptonshire County Council. Schools should seek advice from the Strategic Assets Team before entering into discussions concerning a lease to occupy school premises. 2. Full details are available in Section 6 of the Financial Management Handbook, which is available at g/services/schlfin/pages/finhandbook.aspx July 2014 (Issue 3a) Page 47 of 186

48 E3 LGSS Property Services Caretakers Houses E3.1 Scheme of Delegation 1. The responsibility for caretakers /site supervisors houses is defined in the Scheme of Delegation for Management of School Caretakers /Site Supervisors Houses (See Appendix 6). E3.2 Alternative Uses 1. When a caretaker s/site supervisor s house becomes vacant the Governing Body may wish to consider alternative uses. The options available are detailed in the Scheme of Delegation (See Appendix 6). E4 Disposal Of School Premises 1. Any proposal to dispose of any part of the school premises shall be referred to the Heads of Property Services and Strategic Assets, by to [email protected] 2. All disposals must be approved by Cabinet July 2014 (Issue 3a) Page 48 of 186

49 PART F SCHOOL MANAGED PROJECTS F1 General Requirements F1.1 Scope 1. This part of the Handbook sets out the policy requirements for schools in relation to School Managed Projects. A School Managed Project is one where the School Governors are deemed to be the Client and/or Employer and have overall responsibility for the works. School Managed Projects may include new build structures, extensions, internal modifications, refurbishments, works to services (IT installations, alarms, electrical, mechanical etc), demolition and items of strategic maintenance work aligned to school s conditions 1-3. F2 Use Of Consultants F2.1 Appointment of Consultants 1. The management of building projects or substantial strategic maintenance work will normally require the expertise of construction professionals in relation to: Design. Compliance with statutory and other requirements. Financial control. Tendering process. Contractual management. Inspection of the work in progress. Safeguarding health and safety. Contractor liaison. F2.2 Consultant Key Duties on Larger Projects 2. When carrying out all but the smallest building projects, the expertise of an appropriate construction professional will always be required to carry out the following key steps and ensure effective use of resources: - Feasibility Study: Checking whether the project is feasible and providing an early estimate of cost, together with the identification of any legal constraints and impacts on third parties. The cost, duration and successful execution of a project will depend on good advice at this stage. Specification: Produce a written technical specification for the work to be carried out, including contract conditions. Obtaining necessary planning approval, buildings control consents and Party Wall Act consents. July 2014 (Issue 3a) Page 49 of 186

50 Tender: Tender the project to an appropriate number of contractors. In addition to meeting legal procurement requirements, the Northamptonshire County Council Standing Orders and Financial Controls may also be applicable. Evaluation of Tenders and Award of Contract: Checking that the tenders are valid and accurate and recommending a contractor with whom to let the contract. Site Management: Regular visits to site to check the progress and quality of work and to deal with any project variations. Handover: Accept the finished project, snagging and checking that all commissioning and testing has been carried out. Finance: Checking invoices and accounts are valid, accurate and reflect the work that has been completed, and recommending the value of payments. F2.3 Competent Appointments 1. School governing bodies have a responsibility to ensure, so far as is reasonably practicable, that they appoint competent persons or organisations to work on their behalf. The appointment of appropriately qualified construction professionals will be necessary for all but the smallest projects. F3 Consents, Technical Support And Statutory Requirements F3.1 Northamptonshire County Council Monitoring 1. School Managed Projects must not be carried out without an Approval in Principle letter being issued by Property Services. 2. Construction work must not commence until the school has received written approval. If construction works do commence before approval, this is done so at the financial, planning and governance risk of the Governors of the school. 3. An AMP information sheet: School Managed Projects must be submitted to the Construction Project Manager in Property Services Strategic Capital Project Delivery team for each proposed project. 4. Submissions must be made using the online form available at ng/services/buildings/pages/projects.aspx on completing the form can also be found on the web page. 5. The procedure requires the submission of a completed and authorised form, as detailed in F3.1.3, along with appropriate supporting information, as detailed July 2014 (Issue 3a) Page 50 of 186

51 on the form. For small projects the completed form and a floor plan showing the location of the work should be sufficient. For projects that may impact on the site itself, e.g. adventure trail, outdoor covered area etc, a site plan must be included. 6. Schools will initially receive comments on the basis of the submitted form. Schools should allow a minimum of 10 working days from receipt of the initial submission to written approval. Schools should note this might be considerably longer during busy periods such as summer holidays and where additional information has been requested of the school in order for full technical assessment to be made. F3.2 Planning Approval 1. Northamptonshire County Council is the Planning Authority for all community schools and voluntary controlled schools, (for academy or independent schools the local District is the Planning Authority). Planning permission is normally required for: New buildings, extensions or structures which exceed 200m 3 or 4m in height. Fencing 1m or higher adjacent to a highway or 2m or higher elsewhere. Changes of use of land or buildings to educational use (e.g. former caretaker s houses). New or improved access onto classified roads. 2. Special approval requirements apply to: Listed buildings. Buildings and trees within conservation areas. Trees subject to Tree Preservation Orders. 3. Contact the NCC Development Control Manager by to [email protected] for clarification as to whether planning approval is required or for any other advice on the planning implications of any development proposals. Applications for planning approval must be made direct by the school. The school is responsible for all costs associated with the planning application. F3.3 Building Regulations 1. Schools must satisfy themselves, or seek appropriate advice, prior to any works commencing whether Building Regulations approval is required. 2. The Building Regulations cover: The erection or extension of a building. Provision or extension of certain services or fittings (e.g. drainage, heating appliances, sanitary fittings) and electrical installations. July 2014 (Issue 3a) Page 51 of 186

52 Material alteration of a building or certain services or fittings. An alteration is material if it can result in non-compliance in relation to structure, fire safety or access and facilities for disabled people. Work required as a result of a material change of use. Insertion of insulating material into a cavity wall. Underpinning. Replacement of window(s), doors, roof lights. Replacement of heating or hot water systems (substantial replacement). Replacement of lighting systems (serving more than 100m²). Replacement of air conditioning or mechanical ventilation systems. 3. It may be difficult to determine whether the Building Regulations apply to proposed work. If there is any doubt the school should contact the relevant Local Authority Building Control Office under the Northamptonshire Partner Authority Scheme for advice. 4. Where Building Regulation approval is required it is the responsibility of School Governors to ensure that approval is obtained, this can be done by the architect or, in the case of minor work, the contractor. 5. For all projects, A Full Plans application can be made under the Northamptonshire Partner Authority Scheme using the Building Control County Group Agreement to either Northampton or Wellingborough Local Authority Building Control office who will check the application and pass or reject the plans. Northampton Borough Council covers the Northampton, Daventry and South Northamptonshire Districts. Borough Council of Wellingborough covers the Wellingborough, East Northamptonshire, Corby and Kettering Districts. 6. Site inspections will be carried out by the District/Borough within which the property resides. The Building Control Officer will inspect the work at set stages during construction to ensure compliance and a final certificate of approval will be issued by them on completion of the works. 7. At the Full Plans application stage the Local Authority Building Control office will consult any appropriate authority, including the Fire and Rescue Service, so schools do not need to do so. However, there may be circumstances where it is appropriate to consult the Fire and Rescue Service where Building Regulation approval is not required. 8. The Local Authority Building Control office will make a charge for the Plans application and for the site inspections. The charges are on a sliding scale according to the value of the work. Details of charges and application forms can be obtained from the Northampton or Wellingborough Local Authority Building Control office. July 2014 (Issue 3a) Page 52 of 186

53 F3.4 Construction (Design and Management) Regulations The Construction (Design and Management) Regulations 2007 (CDM) apply to most construction projects, including maintenance, rewiring and decoration. More detailed information on the application of the Regulations is contained in Appendix It is a requirement of the CDM Regulations that the Client, which will be the Governing Body for School Managed Projects, appoints a CDM Coordinator (CDM-C) at the outset of the design on projects expected to exceed either 30 days of construction work or involve more than 500 person days of construction work. The CDM-C should guide and advise on all issues relating to the project health and safety and ensure the requirements of the Regulations are complied with. 3. The CDM-C is required to notify the Health and Safety Executive of the project on the prescribed form (F10), prior to the works starting. If the appointment is not made, the Regulations state that the Client assumes the responsibilities of the CDM-C and may be liable to prosecution in the event that duties are not appropriately discharged. The F10 form and guidance can be found at 4. Further details on the requirements of the CDM Regulations are contained in Appendix 16 F3.5 Party Wall Etc Act The Party Wall Act 1996 provides a framework for preventing disputes in relation to work affecting: An existing Party Wall or structure. New buildings at or astride the boundary line between properties. Excavations within 3 or 6m of a neighbouring building, depending on the depth of the hole or foundations. 2. The Act requires those who intend to carry out building work to notify owners and occupiers in good time before any work is started. 3. Schools proposing to carry out work that may fall within the scope of the Act must give adjoining owners notice at least 2 months before the planned starting date for the works. There are three types of notice and schools should satisfy themselves which notice is required. 4. Further advice on the Party Wall Act 1996 is contained in Appendix 3. F3.6 Procedures at Completion 1. The Strategic Assets team must be notified on completion of a School Managed Project. This is by submission of the Completion Form contained at Appendix 2b. July 2014 (Issue 3a) Page 53 of 186

54 2. Schools must provide as-built drawings of the project, in an agreed format for record purposes and so the Asset Management Plan can be updated. The changes may, for smaller projects, be identified by the school on 1:200 layout plans and attached to the Completion Form contained at Appendix 2b. 3. If the project falls within notification under the Construction (Design and Management) Regulations 2007, a copy of the health and safety file of the project is provided to the school and must be retained on site. Further details on the requirements of the CDM Regulations are contained in Appendix 16. F4 Design And Constructional Standards F4.1 Department for Education Requirements 1. There are prescribed minimum standards for facilities applicable to schools, which are set out in the Education (School Premises) Regulations Compliance with the Regulations is a statutory requirement and building projects must meet the standards. Further information is available on the DfE Website Building projects must also conform to the guidance prescribed in the Building Bulletins (see Appendix 4). F4.2 Northamptonshire County Council Requirements 1. LGSS Property Services require any alteration or development to comply with statutory regulations, British Standards and other good practice guidance documents as a minimum standard. 2. LGSS Property Services has developed policies, procedures and guidance which schools are strongly recommended to follow for School Managed Projects, these include: Safety glazing. Radon. Asbestos. Perimeter fencing. Replacement windows and external doors. Electrical installations. Re-roofing: flat roofs. Mechanical services replacements. 3. Extensions and new buildings generally should be designed to achieve a minimum design life of 60 years. So far as is practicable materials/products should minimise future maintenance. Provisions shall be included in building designs to enable the cleaning and maintenance of elements/equipment. July 2014 (Issue 3a) Page 54 of 186

55 PART G TENDERING AND CONTRACT PROCEDURES G1 LGSS Procurement Services 1. LGSS Procurement, in partnership with ESPO, are now offering the following procurement services for schools: Access to multiple contracts. G2 Procurement health-checks. Technical advice on tendering and contracting. Support on all Procurement issues. The aim of the service is to support schools in achieving best value in their purchasing, along with saving time by using NCC and ESPO contracts which already fully satisfy the requirements of competitive tendering etc. 2. For details, please see the Information for Schools section of the NCC website Principles Of Procurement Comment [j2]: To review with Procurement G2.1 Introduction 1. Obtaining Value for Money when entering into contracts is an underlying principle, although the complexity of the procurement procedures that must be followed will vary according to the value and risk. The splitting of contracts to avoid these principles or rules is not permitted. G2.2 Fair and Equal Competition 1. Schools have a duty in law to avoid any form of behaviour or conflict of interest that might distort or restrict competition, or make a contract award subject to the risk of being challenged. 2. Schools must take care in compiling lists of tenderers and in preparing tender documentation, as well as in the conducting of post-tender clarification and/or negotiation meetings. Decisions must be recorded in writing. 3. Schools need to be aware of the key piece of legislation in relation to equality and diversity, this is The Equalities Act 2010 which replaces the Race Relations and the Disability Discrimination Acts. G2.3 Sustainable Procurement 1. Sustainable procurement offers the opportunity to encourage and work collaboratively with contractors to adopt practices that minimise environmental and social impacts. Schools must consider minimising the impact on the environment whilst also acquiring goods, works and services at a July 2014 (Issue 3a) Page 55 of 186

56 G2.4 Supporting Local Businesses competitive rate. Schools are required to consider ways of procuring more resource and energy efficient alternatives and pay particular regard to the relevant environmental policies. Further guidance is provided on the Procurement Web Site under policies. 1. Schools should use their purchasing power to work with small and minority businesses wherever possible where this provides equal or better Value for Money than alternatives. However it must also be noted that the EU public procurement legislation requires procurement not to discriminate, favour or show bias. 2. Schools should carefully review the required specifications of any contract to ensure that small and medium sized enterprises are not being disadvantaged (or favoured) in their ability to tender for goods, works or services. G3 General G3.1 Contracts for Building Projects 1. Building contracts by their nature are complicated and raise particular problems. The following notes are intended to assist Head teachers and Governors in dealing with such contracts as efficiently and economically as possible, whilst providing adequate safeguard against loss or other impropriety. 2. Where schools are required to ensure competency, compliance with regulations or membership of a specific body, they are advised to obtain appropriate written documentation if available. 3. In addition to issues relating to standards referred to in Part C; there are a number of other Northamptonshire County Council and statutory requirements and regulations affecting building contracts that must be observed. Amongst the main ones are the following: NCC Constitution and Rules of Procedure. The Construction Industry Tax Deduction Scheme. The Housing Grants Construction and Regeneration Act 1996, Part II Construction Contracts ( The Construction Act ). EU Public Procurement Regulations and any updated remedies. The effect of these and the way in which they should be dealt with are explained in more detail in Part D4. July 2014 (Issue 3a) Page 56 of 186

57 G4 LGSS Property Services Selection And Appointment Of Consultants And Contractors G4.1 Consultants G4.2 Contractors 1. The need to appoint competent professional consultants of the appropriate discipline on all but the smallest and simplest construction projects is referred to in Part F. When selecting such consultants the school governors must ensure the following: The conditions of engagement and service required are clearly set down in writing. The fee basis on which the consultant is appointed is clearly defined. This includes determining a weekly, daily or hourly rate. Schools should be aware that many consultants organisations have not published recommended fee scales for a number of years. It is now accepted practice to negotiate substantial discounts from fee scales. The total duration of the Consultant s expected time should also be considered whether this is their working hours in any one day and their working days in any one week and the envisaged total amount of time expected to work with the School. The consultant has a current professional indemnity insurance policy covering a sufficient value. Please seek the advice of LGSS Procurement on this contact details are in Part J Section 3.5. The selection of a consultant is evaluated on its competency relevant to the School s requirements. This may involve consideration of: Experience from previous similar projects. Qualifications and membership of professional body. Numbers employed internally and from other sources. Technical facilities available to staff. 1. When selecting contractors to undertake construction work the School Governors must satisfy themselves with regard to the following: The contractor has provided written confirmation that a current Public Liability insurance policy is in force and covering a sufficient value. Please seek the advice of LGSS Procurement on this contact details are in Part J Section 3.5. Verify that the contractor is registered with HMRC and ascertain whether payments made should be Gross or under Deduction. For contractors that have worked for Northamptonshire County Council, this will already have been done and confirmation or further advice can be obtained from the Senior Finance Assistant in Property Services. July 2014 (Issue 3a) Page 57 of 186

58 2. The contractor is assessed and deemed to be competent to undertake their duties. This may involve considering: The Company Health and Safety Policy. Examples of developed procedures or project health and safety plans. People employed to carry out their work, their skills and training. Experience from previous similar projects. 3. There are a number of additional requirements in respect of contractors for certain types of specialist work, as follows: Work to gas installations it is a legal requirement that all contractors and persons working on gas installations must be Gas Safe Registered. Work to electrical installations it is a Property Services policy that all electrical work be carried out in accordance with the latest British Standard BS 7671 Requirements for Electrical Installations (also known as the IEE Wiring Regulations), and by a competent person. Registration by the NICEIC or membership of ECA is considered to demonstrate proof of competence. Work to asbestos generally, only contractors licensed by the Health and Safety Executive may be used for work to or in connection with asbestos containing materials. Further details are contained in the Asbestos Policy and Procedures document. Hot working should be carried out in accordance with the Hot Working Rules in School Buildings contained at Appendix 5. G5 Tendering And Contract Requirements G5.1 Tendering and Contract Procedures Please seek the advice of LGSS Procurement on the current recommended procedures to comply with both NCC and Statutory requirements contact details are in Part J Section 3.5. G5.2 Insurance Requirements and Monitoring Contracts 1. The school is required to notify the Exchequer Manager - Insurance prior to the commencement of any project that affects the existing premises. Initially this should be by , using the contact details in Part J3.2, with relevant documentation. The notification is a requirement of Northamptonshire County Council s Insurers and ensures, where appropriate, that suitable insurance cover is maintained for the building during project works on site. a. If the School procures its own insurance directly, they should check the requirements of the policy/policies. 2. During the progress of the work, if a consultant is not employed, the Head teacher or a competent person appointed by him/her must monitor all stages July 2014 (Issue 3a) Page 58 of 186

59 G5.3 Contract payments of the contract and report to the Governors immediately if material problems occur. In particular, it is essential to check that all necessary precautions to ensure the health and safety of pupils, staff and visitors have been put in place and are being observed at all times. Frequently this may necessitate written methods of working, taking account of the risks involved in carrying out the project, being obtained from the contractor. 1. The Head teacher must keep a contract register showing the state of account of each contract between the school and the contractor together with any other payments and the related professional fees. The contract register must include the certificate date, amount of payment, VAT amounts, liquidated and ascertained damages levied, if any and cumulative totals throughout. 2. On all contracts exceeding four or five weeks duration, the contractor is likely to request interim payments on account. If the RIBA or a similar standard certificate form is not used, the following information must be included in any requisition for payment: To whom payment is being made. The certificate date. The certificate amount. Previously certified amounts. The retention amount. Value Added Tax. Net payment. The person certifying. 1. The certifying officer, architect, engineer or other consultant should ensure that the contractor s final account is submitted promptly and must produce to the Governors a detailed statement of accounts, together with all relevant back-up documents, not later than 28 days before the final certificate is issued. This requirement must be clearly stated in any contract entered into with consultants. 2. If accounts are to be submitted outside school term time, arrangements must be made to ensure payments are made within the terms of the contract. The implications of non-payment, under the terms of the Construction Act, may be the cessation of work. 3. Northamptonshire County Council s Chief Internal Auditor may, as considered necessary, examine any documents, records and accounts relating to a contract and will be entitled to receive such information and explanation as he/she requires. July 2014 (Issue 3a) Page 59 of 186

60 G5.4 Freedom of Information and Data Protection Acts 1. Schools have specific obligations under the above Acts regarding disclosure of information and have an obligation to record and maintain accurate records relating to contracts and comply with requests made under these Acts. 2. Any queries received by schools regarding Freedom of Information or Data Protection should be referred to the Data Protection/FOI Team at Northamptonshire County Council identified in Part J During tender processes, tenderers must be informed that they should state if any information supplied by them is confidential or commercially sensitive or should not be disclosed in response to a request for information made to the school. Tenderers should state why they consider the information to be confidential or commercially sensitive. This will not guarantee that the information will not be disclosed but will be examined in the light of the exemptions provided under the Act. July 2014 (Issue 3a) Page 60 of 186

61 PART H ENERGY MANAGEMENT, ACCESSIBILITY AND SECURITY H1 Energy Management H1.1 General Requirements 1. The Local Policy Statement (LPS) within the Asset Management Plan outlines clear targets and objectives for the Environmental Strategy. These targets include the reduction in CO2 emissions through energy saving initiatives, and reduction in water consumption by ensuring that all water management devices are efficient and of an appropriate standard that comply with relevant regulations. 2. Schools have an important responsibility for the efficient use of energy and water within their buildings. A good premises management regime will assist in keeping costs down and can reduce energy costs significantly. H1.2 Schools Responsibilities 1. Schools have a significant contribution to make in reducing the energy used in their buildings. They can develop a culture of efficient energy use by undertaking some or all of the following: a. Good housekeeping Turn of lights when not in use. Ensure outdoor lighting is switched off during daylight. Set thermostats correctly to provide the required temperature. Turn off computers, monitors, printers and copiers outside school hours. b. Regular maintenance Regular servicing of boiler plant to ensure efficient combustion. Regular cleaning of fan convector filters. Clean windows to maximise daylight. Clean lamps and luminaries regularly. Lubricate door closers and ensure effective draught proofing. c. Water efficiency Be alert to water leaks. Install flow control devices in toilets and change batteries every 2 years. Prompt repair of dripping taps. Fit push or spray taps. d. Heating and hot water Ensure there is free air circulation around all radiators and they are not obstructed by furniture or displays. Check all pipes are insulated. July 2014 (Issue 3a) Page 61 of 186

62 H1.3 Energy advice for schools Eliminate unnecessary operation of boilers at weekends and during holidays and ensure time clocks are accurately set to reflect school hours. If your buildings are heated above 19 centigrade, costs rise by approximately 8% for every 1 centigrade of overheating. e. Management Utilise built-in power management systems. When purchasing new equipment look for the energy star rating. Educate and encourage staff and pupils to conserve and offer ideas. Designate a responsible person to promote good practice. 1. Specialist energy efficiency, water conservation and sustainability advice is available from Property Services to support Governors and School staff in these particular aspects of property management. Please see the contact details in Part J2. 2. From time to time centrally funded and third party funded grants are available to supplement school investment and Property Services can advise on these and offer support. H1.4 Monitoring energy and water consumption 1. Regular monitoring of energy and water consumption is an important part of local premises management. Schools are required to take local meter readings on not less than a monthly basis. Advice on meter reading is contained in Appendix 8. By taking monthly readings it will enable schools to: Validate suppliers invoices (many of which are based solely upon estimated readings). Identify unusual patterns of use and thus prompt investigation and corrective action. Calculate annual consumptions and performance indicators. 2. Each school must submit to the Property Services on a monthly basis, the local meter readings for their school using the web based monitoring system. Details regarding the system are contained in Appendix 8. This information will assist the Property Services to: Support schools should any problems arise. Validate investment in energy and water efficiency measures. Identify consumption trends and calculate indicators at a corporate level. H1.5 Purchasing energy and water supplies 1. Northamptonshire County Council, in conjunction with the Central Buying Consortium (CBC) has entered into a series of bulk supply contracts for July 2014 (Issue 3a) Page 62 of 186

63 electricity, natural gas and fuel oils within the competitive energy market. The CBC is one of the largest local authority purchasing consortia arranging multisite contracts for 10 County Councils and 9 Unitary Councils and deals with all issues relating to EU procedures and tenders. Experience has shown that their prices are extremely competitive. 2. Since 1993 all Northamptonshire County Council establishments, together with a number of Foundation Schools, have participated in the CBC contracts and it is proposed that this process should continue. Unless Property Services are advised to the contrary, in writing, it will be assumed that schools wish to continue to participate in the centrally negotiated contracts. Schools should note that there is no additional charge for this service as the costs are recovered through a small administrative premium included in the fuel prices. 3. In the case of water supplies there is no similar competitive market for schools. However, Anglian Water does offer a selection of published tariffs and schools should check to ensure that they are being supplied on the most appropriate one; again Property Services can offer advice on these. H2 Energy Performance And Display Of Energy Certificates H2.1 General 1. Public buildings, including schools that exceed 500 square metres in floor area are included within the Regulations for Display of Energy Certificates (DECs). These Regulations are about promoting the improvement of energy performance of buildings and it is the occupier i.e. the School Governors that hold the duty under the Regulations. A penalty charge of 500 can be levied for failure to display a certificate and 1000 for not having a valid Advisory Report. Trading Standards are the enforcing authority. 2. The Regulations apply to any building over 500 square metres, so a school that has 3 blocks each over the specified area would each require a certificate and report. If a site had 2 buildings each 300 square metres, then they would not come within the scope of the Regulations. H2.2 Display Energy Certificates 1. A DEC shows the energy performance of the building and is based on the actual energy consumption recorded annually. Where the building has a total useful floor area of more than 1,000m², the DEC is valid for 12 months. Where the building has a total useful floor area of between 500m² and 1000m², the DEC and advisory report are valid for 10 years. A rating between A to G is given, where A is the lowest carbon dioxide emissions (best) and G is the highest carbon dioxide emissions (worst). July 2014 (Issue 3a) Page 63 of 186

64 H2.3 The Advisory Report H2.4 Energy Assessor 2. The operational rating is based on the energy consumption from 12 months meter readings and is compared to a typical (hypothetical) benchmarked building. 3. The DEC should be displayed clearly to members of the public, for example school reception areas, and be no smaller than A3 in size. 4. The DEC must contain: - The Operation Rating as determined by the government approved method. The Asset Rating (reference to the way it is built rather than used). Previous 2 years Operational Rating (where available). Reference value or benchmark. 1. In support of the DEC, an Advisory Report must be prepared with recommendations to improve energy performance of the building. The Advisory Report is valid for a 7-year period. 2. The Advisory Report enables the School to identify what may be done to improve, for example, building management, building services, etc therefore reducing energy consumption and carbon dioxide emissions. 3. The Advisory Report categorises the list of recommendations, by payback period as follows: - Short term payback (up to three), for example building energy management measures. Medium term payback (three to seven years), for example upgrading building services. Long term payback (more than 7 years), for example low and zero carbon technologies. 4. The advice provided in the Advisory Report is intended for information only. Schools would be expected to inform the Building and Capital Development Team of any proposals that affect the building through the School Managed Projects process. 1. An Energy Assessor, who is accredited by an approved body and placed on the national register, must be appointed to carry out the assessment. The Energy Assessor will use an approved tool to calculate the Operation Rating and produce the DEC and the Advisory Report from information gathered in line with the approved methodology. The Advisory Report may entail a site survey or be based on knowledge of the building. Schools can appoint an Energy Assessor for non-domestic premises from the national website at Unfortunately the search July 2014 (Issue 3a) Page 64 of 186

65 H2.5 Air Conditioning Systems H2.6 Further Information criteria do not enable postcode or area radius and so various random searches may be required to obtain a local assessor. Typically costs for a small primary school of approximately 1000 square metres would be in the region of 500 to 800 for the DEC and the Advisory Report. 1. Air conditioning systems over 12kW must be inspected to ensure they are appropriately maintained and managed in order that they do not consume too much energy. Some schools may have systems exceeding this output capacity and will therefore need to comply with the inspection requirements. 2. An accredited energy assessor must undertake the assessment. 3. Inspections must be undertaken at intervals of not less than 5 years. 1. Further information and advice on improving the energy efficiency of buildings is contained in a particularly useful document that can be downloaded entitled A guide to Display Energy Certificates and Advisory Reports for public buildings - it can be accessed from the following link H3 Accessibility Requirements In And Around Buildings H3.1 General Requirements 2. It is unlawful, under the Equalities Act 2010 for Schools and Local Authorities (LAs) to discriminate against disabled pupils. Schools should not treat disabled pupils less favourably and should make reasonable adjustments to ensure disabled pupils are not placed at a disadvantage. 3. In addition the Special Educational Needs and Disability Act 2001 (SENDA) and the Special Educational Code of Practice 2001 (SEN) require schools to meet the special educational needs of individual children who may have disabilities. Under this legislation, children s progress should be monitored and statements of special educational need children must be educated in mainstream schools unless this is *incompatible with parents or the efficient education of other children. 4. The term disability covers Any physical or mental impairment which has a substantial and long term adverse effect on the ability to carry out normal day to day activities. This includes physical, sensory, mental and learning disabilities including temporary conditions if these last more than 12 months. July 2014 (Issue 3a) Page 65 of 186

66 5. The requirements on educational service providers to provide access under the Equalities Act and SENDA are not simply about access to buildings. They are about access to services. In terms of educational establishments, that means ensuring that equal access to education is available to all. For example, constructing a new ramp or installing a lift to improve access to a part of a building may not be the best solution. Using a different building or area to provide the service may result in a more effective solution. 6. New building works refurbishment work must meet the requirements of the Building Regulations Parts K and M, the Approved Document and BS8300 whichever is the most stringent. All areas in and around Schools, where it is reasonable to do so, should be subject to improvements that will enhance physical access for all. 7. The Strategic Capital Project Delivery Team has developed an Accessibility Strategy in consultation with schools and other stakeholders. Further guidance and advice can be found in Building Bulleting and on the Government web site at and H3.2 Requirements of Schools 1. Under the SENDA duties Schools and LAs are required to plan for the following: a. Increasing access for disabled pupils to school curriculum. b. Improving access to the physical environment of schools. c. Improving delivery of written information to disabled pupils. 2. Schools should have an Access Plan that identifies all issues that are potential barriers to access. It is not necessary to remove all barriers but to develop plans to ensure that they do not hinder access to services both immediately, where possible, and on an on-going basis. A sample Access Plan is contained in the document stated in H The Access Plan should feature in the Governor s annual report. A copy of the Access Plan should also be sent to Property Services. This Plan may be monitored by Strategic Capital Project Delivery Team and inspected by OfSTED. The requirement for an Access Plan has been in place since March 2003 and should be reviewed annually. 4. In order to improve accessibility to services there is considerable scope for schools to discuss access requirements with pupils and staff and every opportunity should be taken to reach mutually acceptable access strategies. There are also many organisations that can provide advice on access issues and a list is provided within the document referred to in H July 2014 (Issue 3a) Page 66 of 186

67 5. Governing bodies are deemed to be the responsible and liable body under both the Equality Act and SENDA and claims can be pursued by individuals in the event of non-compliance. 6. It is important for governors, teaching and administrative staff to understand the varied needs of those with disabilities and ensure that school management, maintenance and alterations improve access wherever possible. Within the document referred to in H3.1.6 is a list of useful publications with details on how these may be obtained. 7. Further information or advice on issues relating to accessibility requirements can be obtained by contacting Property Services - details are in Part J2. H4 Personal Security Checks On Contractors H4.1 General 1. Many Contractors are required to undertake work on school premises. There should be procedures in place to ensure the safety of children, so far as is reasonably practicable, from contact brought about by those working on school premises. 2. The following are guidelines that have been recommended by the DfE and should be adopted by Community Schools to control the interface between contractor s operatives and children: Contractors, where appropriate, should have the site area of their works clearly defined and segregated from general access. Contractors visiting schools to carry out repairs, servicing or other shortterm work should be escorted to their working areas and appropriately monitored during their presence on site. Those undertaking works on school sites shall be instructed not to encourage or enter into communication with students. H4.2 Disclosure Information 1. Generally it will not be necessary, providing the above procedures are followed, to obtain disclosure information from the Criminal Records Bureau, for operatives working on site. 2. There may be situations that fall outside the scope of the above and in these circumstances a risk assessment should be carried out to determine what other measures may be appropriate. 3. If circumstances dictate (due to regular unsupervised use of contractors or extended contracts where a level of interface may be unavoidable) it may be appropriate to obtain disclosure information for operatives. Further advice may be obtained by contacting the Health and Safety Team in Part J3.3. July 2014 (Issue 3a) Page 67 of 186

68 H5 LGSS Property Services General Security In And Around Schools H5.1 General 1. There is no model solution to problems with security on school premises. Every school is different and its needs should be assessed accordingly. Whilst human behaviour is a primary factor, the type and condition of buildings, location and site layout are of significant importance. 2. If there is no evidence of history in a school of a threat to children and staff and incidence of damage or vandalism are rare, then it is reasonable to assume that security measures need not be extreme. However, certain standards should be regarded as a minimum provision for every school and these include: - No person should be able to enter a school building without knowledge and consent of a person in authority. Children and staff are not placed at significant risk by being isolated from others. There is an agreed and workable action plan to deal with foreseeable incidents or threats. H5.2 Advice on security requirements 1. Specialist information is available is available from the Local Crime Prevention Office on the Secured by Design website. This initiative has been set up by the police to provide guidance on how to establish and maintain a safe and secure environment in schools and is particularly helpful when planning new buildings and refurbishments. Further details can be found on the website at 2. Crime prevention advice on integrated security systems such as CCTV, Access control, security fencing and property marking can be obtained from the Local Crime Prevention Office. However, if CCTV systems are to be used, schools need to be aware of the strict controls necessary and reference should be made to the following sections. H6 Closed Circuit Television (CCTV) Requirements H6.1 General Requirements 1. Where schools operate CCTV systems it will be necessary to satisfy the legal requirements of the Data Protection Act, the Police and Criminal Evidence Act and other relevant legislation. This will require ensuring that data security, evidence admissibility and civil liberties are not compromised. 2. Responsibility for the operation and administration of a school CCTV system must be identified and key appointments will need to be made of the Data Controller, System Manager and System Operators. July 2014 (Issue 3a) Page 68 of 186

69 H6.2 The Data Controller H6.3 The System Manager 1. The Data Controller takes ultimate responsibility for determining the purposes for and the manner in which data is processed, and for ensuring that processes are in place to prevent unauthorised disclosure of captured data. 2. It is appropriate that the Data Controller should be the Head teacher or a delegated person within the School where CCTV Equipment has been located. The responsibilities of the Data Controller should include: Defining the purpose of the CCTV Installation The likely purposes of the installations in this project will be to prevent and detect crime and to apprehend and prosecute offenders. Schools may also decide that CCTV data will be used to assist in the management of pupil behaviour. Informing others of the purpose of the CCTV Installation Schools should decide what level of notification is appropriate depending upon the defined purpose. Options will range from displaying signage at entrances (guidance on signage is available) to notifying parents that data will be captured. Deciding how long CCTV data will be retained The digital hard drives installed at the Secondary Schools will automatically record all data captured and after a set period will automatically over-write old data. Schools can decide to erase data at an earlier stage or alternatively to download data to some other recording media to retain data for longer periods. Controlling access to data Given the nature of CCTV data, it is highly likely that personal data (images of persons) and possibly sensitive personal data (e.g. persons committing crimes). Data controllers will therefore be responsible for ensuring that access to, and disclosure of, recorded images is restricted and carefully controlled. H6.4 The System Operators 1. Acting under the direction of the Data Controller, the System Manager will be responsible for the management and maintenance of the physical system. This person will ensure that best practice is adhered to, that records are auditable and that data is made available in accordance with legal requirements. 1. The system operators have day-to-day access to and control of the system. They must comply with instructions from the Data Controller or System Manager to ensure that the data under their control is not compromised. The system operators should be formally appointed and aware of their obligations and responsibilities. Due to the nature of the equipment installed in most July 2014 (Issue 3a) Page 69 of 186

70 H6.5 CCTV System Operations H6.6 Security Procedures H6.7 Incident Reporting cases it will be possible to suitably control access to the CCTV data by means of password protection. 1. The majority of the day-to-day operation of the system will require a good deal of input from the System Operators. Suitable regular checks should be in place to ensure that: All cameras are functioning correctly. Camera views are correct and do not infringe upon inappropriate areas. All multiplexing, recording and monitoring equipment is set properly. Tapes, disks or other recording materials are properly inserted and functioning. Used tapes, disks and other recorded media are passed to the data controller for safe storage. All documentation handed over is complete and up to date. Systems are not left logged on while operators are not in attendance. 1. Operators must at all times be aware that they have access to restricted data and that they must not communicate any information to persons other than the system Owner, Manager, Data Controller or persons authorised by them. Access to the CCTV Equipment should be restricted at all times to prevent unauthorised access to data. This can be achieved through the use of password protection. The Data Controller should put procedures for the changing of passwords in place. 1. When an incident occurs, the Operator, Manager or Controller should: Operate camera and screen controls to ensure that the appropriate footage has recorded, having due regard for the privacy of individuals not committing an offence. Along with the maintenance of the Log Book, fill out CCTV Incident report Form. This must be carried out immediately after or as soon as possible after the reported incident. Inform the System Manager and Data Controller of the incident at the earliest opportunity and comply with any instructions received. H6.8 Management of and Access to Recorded Material 1. Recorded material should be stored on the hard drive of the CCTV Equipment, and also possible on external tapes, disks or drives in line with the Data Controllers procedures. July 2014 (Issue 3a) Page 70 of 186

71 2. If data is to be downloaded from the system that contains footage of an incident that needs to be stored for future review or to be used as evidence, then this will need to be carried out in accordance with strict procedures. Where the Police are involved in this process, appropriate guidance will be given. Data taken from the system should be locked in a separate and suitably secure container. When any tape or disk is removed from secure storage for review, disclosure to Police or other body, or viewing by a subject granted access by the Data Controller, records of all access and all people accessing this data should be carefully maintained. 3. Access to recorded material should be restricted to the System Manager or the System Operator under instruction from the Data Controller. H6.9 Subject Access Request 1. When a person makes a request to view any data held on recorded media and pertaining to them, they should be referred to the System Manager or Data Controller. 2. Requests for personal data by official bodies, such as Police, Inland Revenue or Customs and Excise, must be made on an official access request form. 3. The Data Controller, having satisfied himself/herself of the subject s identity, will review the material requested (complying with all procedures previously mentioned in this manual) and will decide whether access can be granted. A written response to the data subject must be made within 40 days. H6.10 Declaration of Confidentiality 1. It is necessary for all persons involved in the control and administration of a CCTV system to sign a declaration of confidentiality in which they agree to abide by the Code of Practice and Operating Manual associated with the system. 2. Managers, Operators and third parties must complete a Declaration of Confidentiality, before they are permitted to have any form of contact with the CCTV system. H7 ICT Management H7.1 General 1. This Handbook provides information in regard to property related issues. ICT systems may impact on health and safety in buildings, as well as having security risks and energy conservation implications. This section provides basic details regarding these issues, and is particularly relevant when considering the installation of new ICT equipment. July 2014 (Issue 3a) Page 71 of 186

72 H7.2 Health and safety in buildings H7.3 ICT Security 2. When considering ICT installations such as additional data points, desk top computers and interactive whiteboards etc. the School Managed Projects process should be followed as detailed in Part C of this Handbook. 3. Additional power sockets are likely to be required with additional ICT, which may impact on supply requirements and there are likely to be consequential implications on heat generated by equipment and ventilation issues. 4. Typically, a classroom that is not a dedicated ICT teaching classroom should not accommodate five computer-heating units, as this may have a detrimental effect on heating and ventilation. A computer-heating unit equates to one desktop and a CRT monitor, or two desktops when equipped with TFT monitors. The heat generated by a laptop or tablet PC is considered negligible, so any reasonable number may be used. 5. Specialist ICT suites will generally have been designed to accommodate half a computer heating unit per data point installed i.e. one desktop and TFT monitor per data point as it was expected that during the first few years of the contract schools would phase out the use of CRT monitors for environmental reasons. 6. Many occurrences have arisen with heating and ventilation problems in schools where adequate consideration has not been given to the impact of ICT installations. The above parameters are only guidelines and will vary in different buildings. 1. It is important to note that it is the responsibility of the school to arrange for the disposal and or recycling of any hardware. 2. Schools that dispose of computers without having their hard drives cleaned to an appropriate standard face the risk of prosecution and exposure of critical business information. 3. Under the Data Protection Act it is an offence to discard a computer that contains personal data on people. This can lead to Crown Court prosecution and unlimited fines. In addition any individuals affected may initiate separate civil proceedings. 4. There are also legal implications surrounding software and operating systems on any hardware that you wish to dispose. If you have purchased software then, as the owner of the license, it is your responsibility to ensure that it is not passed on to a third party when the equipment is eventually disposed. H7.4 Disposal of ICT Equipment 1. The Waste Electrical and Electronic Equipment (WEEE) Directive aims to reduce the amount of WEEE being disposed of to landfill by promoting separate July 2014 (Issue 3a) Page 72 of 186

73 collection, treatment and recycling. Full details of the WEEE regulations can be found on the Environment Agency s website: 2. A number of organisations provide recycling services and also distribute the equipment to those in need. For further information contact them directly. 3. Also for any disposal of IT equipment schools can contact the Northamptonshire LGSS IT Helpdesk on for advice. H7.5 Energy efficiency of ICT Equipment 1. During the life of ICT equipment schools should use it as efficiently as possible by: Ensuring every user (pupils, staff and guests) plays a vital role by switching off lights and equipment after use. Making sure PCs have a power management scheme activated. We recommend: Screensaver: 5 minutes, Turn off monitor: 20 minutes, Turn off hard disks: 30 minutes; System standby: 1 hour. Switch off PCs and monitors when not in use, at the end of the day, at weekends and holiday periods. July 2014 (Issue 3a) Page 73 of 186

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75 PART J LIST OF CONTACTS J1 Buildings And Capital Development J1.1 General The following paragraphs set out the names, telephone numbers, addresses and a brief description of the functions of key contacts. J1.2 Strategic Planning 1. Strategic Planning Manager Overseeing and managing the overall strategic management of buildings and capital development. Ensuring that the development and implementation of the Asset Management Plan meets statutory requirements. Implementing the education capital building programme. Duncan Mills [email protected] J2 Property Services & Strategic Assets J2.1 Reactive Maintenance 1. Reactive Maintenance Helpdesk Reactive maintenance advice to schools. If schools have purchased a reactive maintenance plan from Property Services, the Helpdesk will receive and log all requests from property users for advice on repairs and improvements to properties, and the prioritisation, scheduling and instructing of remedial works [email protected] July 2014 (Issue 3a) Page 75 of 186

76 2. Reactive Maintenance Management If schools have purchased a reactive maintenance plan from Property Services, the Hard FM Manager has operational and financial management responsibility for the prioritisation and instruction of reactive maintenance to properties in-line with budget. Performance and management, and customer liaison and satisfaction relating to remedial property repairs. All mechanical and electrical building services contracts for: water systems, combustible fuels heating systems, fixed and portable electrical systems, lighting systems, fire detection and suppression, lifts, access control, building fabric, etc. FAO Hard FM Manager lgsspropertyenquiry@northamptonshire. gov.uk J2.2 Property Information 1. Asset Records Team Responsible for the management of AutoCAD drawings and record drawings including service layouts, building floor areas, boundary information and land ownership details. Providing advice on the updating of the Schools Asset Management Plan including condition, suitability and sufficiency of school buildings. Compiling and analysing school data and production of reports for the DfE. Maintains building plans and databases of floor areas based on information provided by; A) the Construction Manager, Property Services Capital Project Delivery Team for any Capital Projects and B) receipt of a School Managed Project Completion Form returned by schools. FAO Asset Records Team lgsspropertyenquiry@northamptonshire. gov.uk July 2014 (Issue 3a) Page 76 of 186

77 2. Estates Team LGSS Property Services Provides an initial point of contact for estates advice from the LGSS Strategic Assets Team. FAO Estates Team gov.uk J2.3 Strategic Capital Project Delivery 1. Construction Project Manager Providing advice to schools on asset management planning and promoting good stewardship of buildings. The main contact for enquiries and application of all school managed projects. Advice on the provision of furniture and equipment for new schools, extensions and adaptations and for minor works projects. FAO Construction Project Manager ov.uk 2. Principal CDM Co-ordinator Providing specialist health and safety advice and support for school construction projects and acting as CDM Co-ordinator adviser to ensure compliance with Construction Design and Management Regulations FAO Jonathan Swailes ov.uk J2.4 Standards, Governance & Commercial 3. Standards, Governance & Commercial Manager Responsible for the development of health and safety standards relating to property and overseeing their effective implementation, including provision of advice on the selection and monitoring of consultants and contractors undertaking building works on behalf of LGSS Property Services. James Thorpe gov.uk July 2014 (Issue 3a) Page 77 of 186

78 4. Asbestos and Radon Manager Providing specialist advice and technical support on the effective management of asbestos and radon. Maintaining asbestos and radon registers, auditing delegated responsibilities and managing emergency responses to any asbestos fibre releases in County Council buildings. FAO John Hall gov.uk 5. Energy and Environmental Officer Providing technical advice and support on energy and water contract connections, consumption, billing and monitoring to ensure efficient energy use. Advising on energy reduction and energy efficiency management through operational use of buildings, control systems and good housekeeping, including the use of online consumption reporting through Systems-Link. FAO Energy and Environmental Officer gov.uk 6. Environmental Performance Officer Providing technical advice and support on environmental management of property related matters. Also providing information and advice on carbon management and reporting. (Note: School waste is dealt with separately by the Waste Education Team in Waste Management). FAO Environmental Performance Officer gov.uk 7. Property Standards Governance Officer Providing technical advice on legislation and standards relating to property e.g. access and egress, fire, Equality Act, plant & equipment specification. Conducting independent health, safety construction and inspections in respect of health & safety, and building construction and maintenance standards. FAO Property Standards Governance Officer gov.uk July 2014 (Issue 3a) Page 78 of 186

79 J3 LGSS Property Services Other Directorate Services J3.1 Planning and Development Control Team Provides advice and information on whether planning approval is required and other advice on the planning implications of school s development proposals. Advice on the ecological impacts, including trees, of works on School premises developmentcontrol@northamptons hire.gov.uk J3.2 Insurance Team Provides advice and information on all aspects of insurance. NCC- [email protected] J3.3 Corporate Health and Safety Team Provides advice and assistance on the management of health and safety including accident and incident monitoring healthandsafety@northamptonshire. gov.uk J3.4 Freedom of Information and Data Protection Team Provides assistance and advice on matters relating to requests for information under the Freedom of Information/Data Protection Acts Freedomofinformation@northampto nshire.gov.uk J3.5 Procurement Provides advice, guidance and information regarding legal compliance and effective procurement of contracts. propertyprocurement@northampton shire.gov.uk July 2014 (Issue 3a) Page 79 of 186

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81 PART K HOW TO OBTAIN PLANS OF THE SCHOOL SITE/BUILDINGS The LGSS Strategic Assets team holds a full set of site and building plans which may be useful when planning projects, carrying out works and submitting applications for School Managed Projects. To obtain a copy of these plans for your school, please contact the Asset Records Team using the contact details shown in Part J2.2, detailing which part or parts of the school plans your require. July 2014 (Issue 3a) Page 81 of 186

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83 APPENDIX 1 - QUICK REFERENCE GUIDE FOR ROUTINE MONITORING, INSPECTIONS AND MAINTENANCE General Requirements The following schedule is a quick reference guide for schools to understand what monitoring; inspections and maintenance activities must generally be undertaken routinely for the purpose of compliance with statutory and/or health and safety requirements. Item Description Inspection Intervals Applicable Legislation Handbook Reference Comments Gas appliances (boilers) Statutory requirement to inspect 12 monthly Gas Safety (installation and use) Regulations 1998 B5.1 Only Gas Safety Registered persons are permitted to work on gas appliances under the Regulations. Gas appliances (for curriculum activities) Statutory requirement to inspect 12 monthly Gas Safety (installation and use) Regulations 1998 B5.1 This would include, for example, cookers or science laboratory gas fittings. See also note in above comments column. Fixed electrical systems Guidelines suggest 5 years maximum between inspections. Electricity at Work Regulations 1989 B4.1 The statutory requirement is to maintain systems in a safe condition and does not set a legal interval. Higher risk equipment i.e. stage lighting, kitchens etc is advised to be at a lesser interval of 1-3 years. Portable electrical appliances (excluding ICT) Guidelines suggest between 1 to 4 years depending on class Electricity at Work Regulations 1989 B4.2 The statutory requirement is to maintain equipment in a safe condition and does not set a legal interval. Generally earthed equipment is higher risk and inspections are recommended annually. Schools may test all equipment annually or extend intervals based on previous inspection results, class of equipment and environment it is used. July 2014 (Issue 3a) Page 83 of 186

84 Portable electrical appliances for ICT Guidelines suggest between 1 and 4 years depending on class Electricity at Work Regulations 1989 B4.2 Inspection intervals may extend to 4 years for static (not moved) double insulated equipment but see comments directly above. Fire and emergency procedures visual equipment inspections Defined within the School s Management of Fire Precautions folder. Regulatory Reform (Fire Safety) Order 2005 B3 Checks of extinguishers, call points, fire doors and fire exit routes should be undertaken by the school at the stated intervals in the Management of Fire Precautions folder. Fire and emergency procedures thorough inspection and test Defined within the School s Management of Fire Precautions folder (12 monthly interval) Regulatory Reform (Fire Safety) Order 2005 B3 Inspections should include extinguishers, emergency lighting, alarm system and detection, where fitted. Schools should retain records of inspections within the Management of Fire Precautions folder. Water Management Defined within the Water Management Log Book. Subject to 2 year updates Control of Substances Hazardous to Health Regulations 2002 B6.1 Water Management Energy assessment of buildings (over 1000sq m) Approved energy assessor to undertake Advisory Report every 7 years Energy Performance of Buildings Regulations 2007 H2 Energy assessment of buildings (over 1000sq m) Energy assessment of buildings (over 1000sq m) Approved energy assessor to undertake Advisory Report every 7 years Energy Performance of Buildings Regulations 2007 H2 The Advisory Report must be available to support the Display Energy Certificate Display of energy certificate Provided and updated at 12 monthly intervals by an approved energy assessor Energy Performance of Buildings Regulations 2007 H2.2 School to display in reception area or other conspicuous location July 2014 (Issue 3a) Page 84 of 186

85 Air Condition systems over 12 kw Approved energy assessor to undertake inspection at 5 year interval Energy Performance of Buildings Regulations 2007 H2.5 Post January 2008 installations require inspections5 year from date of installation. Workplace inspections (to ensure good housekeeping) No statutory requirements. NCC guidance is to carry out formal inspections ½ termly Workplace (Health, Safety and Welfare) Regulations 1992 H1.3 See the inspection checklist contained at Appendix 10 Condition of Asbestos Containing materials No statutory required interval for inspections. NCC suggest ½ termly Control of Asbestos Regulations 2012 H7 Not all schools will have ACMs and schools built after 1985 will not have ACMs. More frequent Inspection intervals if ACMs are vulnerable to damage. (Refer to Type 2 Survey) Playground equipment No statutory required interval. NCC advises annual competent inspection. No specific legislation Schools to undertake visual inspections daily. The thorough annual inspections to be recorded and retained. Lifting equipment Statutory requirement is 6 monthly (if used for lifting people) or 12 monthly in other cases Lifting Operations and Lifting Equipment Regulations 1998 B9 Covers all fixed lifting equipment, including passenger lifts. Generally inspections are arranged under the terms of the school s insurance policy. Local Exhaust Ventilation Statutory requirement is minimum 14 monthly Control of Substances Hazardous to Health 2002 B6.3 Curriculum equipment used in school laboratories or workshops Radon Monitoring No statutory interval. NCC advises ½ termly for any installed mitigation equipment Ionising Radiation Regulations 1999 B8 High-risk buildings (measurements over 200 becquerels) inspected 3 yearly below these levels 10-year interval. Organised by Property Services. Where mitigation equipment installed schools to undertake visual check on working order. July 2014 (Issue 3a) Page 85 of 186

86 Pressure vessels and air receivers As determined by the competent person at initial inspection Transportable Pressure Vessel Regulations 2001 B9 Curriculum use in science laboratories and workshops etc. Generally inspections are arranged under the terms of the school s insurance policy. July 2014 (Issue 3a) Page 86 of 186

87 APPENDIX 2A - AMP INFORMATION SHEET: FULL PROJECT NOTIFICATION New Buildings, Extensions, Alterations, Maintenance, Services Works And Demolition This form is to be completed by schools proposing works to buildings / site in order to obtain NCC s approval for the proposals. It should be submitted to LGSS Property Services Strategic Project Delivery Team at the project consideration / feasibility stage and before placing orders / commencement of work. LGSS will acknowledge receipt of all submitted forms. 1. Establishment Details DfE No. 928/ / School name: Contact name: Position in school: 2. Project Description Provide a brief description of proposals, including the objective of proposals. This should be in sufficient detail to identify the type and extent of the proposals. To enable LGSS to assess the project fully, please enclose as much information as possible in support. This must include a school/site plan clearly indicating the location of works, as well as specification, drawings, quotes, approvals, etc. Project title: Project description: Tel: Date: Estimated value of work: Source of funding (complete all applicable sources): School Budget (revenue) Devolved Formula Capital Other (specify source) Proposed date of commencement of work: / / 20 Expected duration of work at premises: weeks NB: According to the type and complexity of the project you may be required to provide further information. Sample projects will be monitored from an early stage to completion to enable the Strategic Project Delivery Team to fulfil its legal obligations and comply with DfE requirements. 3. Link To Strategic Plans All building projects undertaken at schools should be linked to the agreed national and / or local priorities. Indicate below how the above project contributes to the aims / objectives set out under the Asset Management Plan / Education Development Plan / School Improvement Plan (please circle / complete as appropriate). Link with AMP - Condition DfE Condition Priority 1 / 2 / 3 / 4 (see School s AMP) Link with AMP-Suitability Shortfall A B C D / Impact A B C D / Risk eliminated H&S / Security H/M/L Contribution to the School Improvement Plan (specify): For AMP links refer to your Condition Planned Maintenance Programme / Suitability - Assessment Summary 4. Consultants Name and contact details of professional consultant(s) appointed for this project. (State type and extent of service to be provided) Version 6 May 2014

88 5. Project Details (Tick as appropriate) 5.01 Approvals YES NO a) Do the proposals require Planning Approval? (see Section F3.2 Property Management Handbook) If YES, has application been made? NB It is the school s/governors responsibility to obtain Planning Approval and ensure that works are carried out in accordance with the approved design & specification. b) Do the proposals require Building Regulation Approval? (see Section F3.3 Property Management Handbook) If YES, has application been made? NB It is the school s/governors responsibility to obtain Building Regulations Approval and ensure that works are carried out in accordance with the approved design & specification. c) Do the proposals (where appropriate) comply with the Education (School Premises) Regulations 2012? (see Section F4.1 Property Management Handbook) 5.02 Health and Safety a) Do Construction (Design & Management) Regulations apply? (see Section F3.4 Property Management Handbook) If YES, has a CDM Co-ordinator (CDM-C) been appointed? b) Could the project disturb any asbestos containing materials? Consider routes for cabling and pipe work. (See 'Asbestos Policy guidance). If YES, has the appropriate procedure been followed? (as outlined in Appendix 6 of the Asbestos Policy and Procedures document) 5.03 Services installations Are any services installations included in or affected by the proposals? If YES, tick appropriate boxes below: Electric: Gas: Water: Drainage (foul/storm): Cabling (IT/telephone): Other: 5.04 Accommodation changes a) Will the proposals increase the physical capacity of the school?(give details) b) Is the use of any room or space changing? (e.g. from kitchen to classroom) If YES, provide details below, giving room location(s) c) Do the proposals include changes to/removal of sanitary accommodation or fittings? If YES, indicate location on the enclosed plan 5.05 Accessibility Do the proposals include access or other provision for people with a disability? If YES, provide details on the enclosed plan. We confirm that the above project will be carried out in accordance with the NCC technical guidance and financial regulations. We certify that, where appropriate, Planning / Building Regulations approval will be obtained and the project will comply with the Education (School Premises) Regulations 1999 and other relevant legislation and DfE design guidance documents. Signed: (Head Teacher) Signed: (Governor) Date: / / 20 On completion of this form send to: Nicola Hoy, LGSS Property Services, Strategic Project Delivery Team, John Dryden House, 8-10 The Lakes, Northampton NN4 7DD Tel: (01604) [email protected] Version 6 May 2014

89 Property Management Handbook NCC Community Schools APPENDIX 2B - SCHOOL MANAGED PROJECT COMPLETION/CANCELLATION NOTIFICATION Please Note: This Form Should Be Completed And Returned As Soon As Possible After Completion Or Cancellation Of The Project. The information provided on changes in room use or floor areas will be used to confirm the school s delegated budget and to ensure the CAD plans for your school accurately reflect the total square metres. The information provided on Maintenance work will ensure that the details on the school AMP records are accurate. All AMP information is used in annual returns to DfE. 1. Establishment Details School name: Project Title: 2. Asset Management Plan Information Relating To This Project: Maintenance Work: DfE Number: Project Ref: Category No. on school condition survey summary sheet: Change in school floor area m2: +/-: Additional Information: e.g. if the proposals affect the AMP Information on condition/suitability/capacity of building/site please identify the parts of the buildings affected and refer to the block name and room numbers indicated on the floor plan of your school. 3. Completion Statement: I confirm that the above project/work has been cancelled because: I confirm that the above project/work was completed on (date): The Nett cost of the project/works was: G010 Signed: Name: Position in school: Tel: Date: / / 20 On completion of this form send to: Keith Tyrrell, LGSS Strategic Assets, John Dryden House, 8-10 The Lakes, Northampton NN4 7DD Tel: (01604) [email protected] 4. LGSS Office Use: Updates required? Plans Condition Sufficiency Suitability Floor Area M 2 Completed Archibus Finance

90 Property Management Handbook NCC Community Schools G010

91 APPENDIX 3 - SUMMARY OF THE PARTY WALL ETC ACT 1996 Application The Party Wall etc Act, which came into force on 1 July 1997, applies to work which involves one of the following:- 1. work on an existing wall or structure shared with another property 2. building a free standing wall or a wall of a building up to or astride the boundary of a neighbouring property 3. excavating near a neighbouring building (this may be 3 or 6 metres depending on the depth of the hole or foundation). Minor works on a party wall are usually considered to be too trivial to come under the Act. Examples of minor work include:- 1. drilling into your own half of a party wall to fix plugs and screws for ordinary wall units or shelving 2. drilling into your own half of a party wall to add/replace recessed electric wiring and sockets 3. re-plastering. The key point is whether your planned work might have consequences for the structural strength and support functions of the party wall. The rights and obligations as an owner or occupier as set out in the Party Wall etc Act 1996 are summarised below. If a new party fence wall is to be built If a new wall is to be built up to the boundary line As Building Owner You must serve notice on the owner of the adjoining land, and you must have written agreement before you can proceed. Usually but not necessarily, the wall will stand centrally on the boundary line with ownership and expense shared. As Adjoining Owner If you give your written consent, the wall will be classed as a party fence wall. If you do not give your written consent, then the wall cannot be built as a party fence wall shared between property owners. As Building Owner You must serve notice on the owner of the adjoining land, but you do not have to receive written consent before you can proceed. You build on your own land. You are entitled to project a simple strip foundation for this wall on to the adjoining land without further notice or consent, but you must be prepared to pay compensation for any damage July 2014 (Issue 3a) Page 91 of 186

92 If a party wall is to be demolished, rebuilt, extended or repaired If a new building is to be constructed near the boundary which is caused. As Adjoining Owner Although the Building Owner is obliged to serve you notice of his intention to build, he does not need your consent to construct the wall on his own land. He has the right to protect the foundations for the wall on to your land, but you can expect to receive compensation for any damage caused. In the event that the foundations are anything other than simple strip concrete, your consent will be required before work can proceed. As Building Owner You have a legal right to carry out any of the types of work which are listed in Section 2 of the Act. You must serve a Party Structure Notice on each Adjoining Owner or Occupier who might be directly affected. You must have written consent from each Adjoining Owner or Occupier before you can proceed, except in an emergency, e.g. when complying with a Dangerous Structures notice. As Adjoining Owner You will be served by a Party Structure Notice describing the proposed work. You should then either give your written consent or serve a counter notice on the Building Owner in which you can state the requirements which need to be satisfied before work can proceed. If you do not act, you will be deemed to be in dispute with the Building Owner, and you must then appoint a surveyor. When it is agreed that work can proceed, the cost of the work will be shared between the Building Owner and each Adjoining Owner proportionally as agreed beforehand, or as set out in the Act. You will be expected to pay the cost of any work which has been instructed principally for your benefit. The Building Owner is responsible for making good any damage to your property caused by carrying out the work. As Building Owner You must serve notice on any adjoining land on which there is an existing building or structure within 6 metres of your proposed work, and where your new foundations will be taken down lower than those of the existing. You must show what steps you propose to take to underpin or otherwise strengthen and safeguard your neighbour s existing building. As Adjoining Owner You will be served a notice to which you should either give your written consent or serve a counter notice on the Building Owner. In this you might specify what requirements must be met before consent will be forthcoming. July 2014 (Issue 3a) Page 92 of 186

93 You can require the Building Owner to underpin or otherwise strengthen and safeguard your existing building, if it is within 6 metres of the proposed work and the foundations will be lower than yours. This will all be at the Building Owner s cost. If you give your written consent, it will be valid for a period of 12 months only, and on condition that the work is carried out diligently. Key Points 1. Your architect should advise if the provisions of the Party Wall etc Act 1996 will apply to your project. If no architect is appointed you should seek guidance from the Principal Estates Surveyor in County Property Services. 2. Architects usually deal with routine party wall matters as part of their general services. 3. Serving notices under the Act is the responsibility of the owner. 4. If there are disputes over matters arising out of the Party Wall etc Act 1996, it will be necessary to appoint a Party Wall Surveyor. 5. If there is damage to an Adjoining Owner s property, the owner carrying out the work may be liable. July 2014 (Issue 3a) Page 93 of 186

94 July 2014 (Issue 3a) Page 94 of 186

95 APPENDIX 4 - LIST OF DFE BUILDING BULLETINS The following is a list of the current Building Bulletins published by the Department for Education. They should be the design standard adopted, as appropriate, when undertaking building projects. School building projects are required to comply with the requirements of the Building Regulations and Building Bulletins are identified as the appropriate standard to meet the requirements. BB.28 Playing Fields and Hard Surface Areas, 1982 BB.69 Crime Prevention in Schools, Specification, Installation and Maintenance of Intruder Alarm Systems 1989 BB.70 Maintenance and renewal in educational buildings maintenance of mechanical services 1990 BB.71 The Outdoor Classroom educational use, landscape design and management of school grounds 2 nd Edition 1999 BB.73 Guide to Energy Efficient Refurbishment: Maintenance and Renewal in Educational Buildings 1991 BB.75 Crime Prevention in Schools Closed Circuit TV Surveillance Systems in educational buildings 1991 BB.76 Maintenance and Renewal in Educational Buildings: Maintenance of Electrical Services 1992 BB.77 Designing for pupils with Special Educational Needs 1992 (Superseded by BB102) BB.78 Security Lighting Crime Prevention in Schools 1993 BB.79 Passive Solar Schools: A Design Guide 1994 BB.80 Science Accommodation in Secondary Schools, A Design Guide 2004 BB.81 Design & Technology Accommodation in Secondary Schools, A Design Guide 2004 BB.82 Area Guidelines for Schools, 1996 BB.83 Schools Environmental Assessment Method, 1996 BB.84 School boarding accommodation design guide 1996 BB.85 School Grounds Designing School Grounds 2006 BB.86 Music Accommodation in Secondary Schools: A Design Guide 2010 BB.87 Guidelines for Environmental Design in Schools, 2 nd Edition 2003 BB.88 Fume Cupboards in Schools, 1998 BB.89 Art Accommodation in Secondary Schools, 1998 BB.90 Lighting Design for Schools, 1999 BB.91 Disabled Access-Access for disabled people in schools 1999 (Superseded by BB102) BB.92 Modern Foreign Languages Accommodation: A Design Guide, 2000 BB.93 Acoustic Design of Schools, 2003 July 2014 (Issue 3a) Page 95 of 186

96 BB.94 Inclusive School Design Accommodating Pupils with Special Educational Needs and Disabilities in Mainstream Schools, 2001(superseded by BB102) BB.95 Schools for the future designs for learning communities 2002 BB.96 Meeting the educational needs for children and young people in hospital design guide. Published with NHS Estates 2003 BB.100 Fire Safety Design 2007 BB.101 Ventilation of School Buildings 2006 BB.102 Designing for disabled children and children with special educational needs 2008 BB.103 Area Guidelines for Mainstream Schools July 2014 (Issue 3a) Page 96 of 186

97 APPENDIX 5 - HOT WORKING RULES IN SCHOOL BUILDINGS Introduction: Many fires occur. while repairs and maintenance are being carried out to plant and buildings. It is not possible to expect schools to operate a Permit to Work system, however contractors undertaking hot works should follow the rules below, to minimise the risks of fire. Before Work Starts The contractor s operatives must ensure they are familiar with the premises emergency evacuation procedures. Any automatic fire or smoke detectors within the work area shall be isolated. The work area shall be made as safe as possible and all combustible material cleared from an area within 5 m of the process. Combustible materials within this area that cannot be moved shall be protected by non-combustible blankets or screens. Before any hot work processes are carried out on tanks or other plant which have contained flammable or other dangerous materials, all practical steps must be taken to ensure that any residual contents are harmless. The other side of any wall or partition on which work is to be carried out must be inspected to ensure that materials there are not in danger of being ignited by direct or conducted heat. Whilst Work Is In Progress After The Work Suitable precautions to reduce the risk of fire must at all times be taken. Unless there is a good reason why this is not possible, at least 2 persons shall be present during the work. Suitable fire-fighting equipment shall be provided by the contractor and made available at the work area. Those undertaking the work must be familiar with its use. No hot material or heat source such as a hot bitumen boiler shall be left unattended at any time. At the end of each work period and on completion of the task, the work area shall be checked to ensure there is not danger of fire starting after the operatives leave the site. Hot steel ends of welding rods and other waste material shall be disposed of in a safe manner. July 2014 (Issue 3a) Page 97 of 186

98 All hot work shall be ceased at least 30 minutes before leaving the site. The premises buildings manager must be informed that the operative has completed the work and will be leaving the site, to enable the site to be checked approximately one hour later to ensure it is still fire safe. Note: All contractors on the Select List of Contractors managed by Property that may undertake hot work are required annually to confirm compliance with the above rules. July 2014 (Issue 3a) Page 98 of 186

99 APPENDIX 6 - MANAGEMENT OF SCHOOL CARETAKERS HOUSES The Management Of The Property The Management Of The Property Is The Responsibility Of The School s Governing Body. Caretaker s houses are considered to be an integral part of the school facilities even though, in most cases, they are physically detached from the school. Tenants of the houses are responsible, as a condition of the lease agreement, to keep the interior of the premises (Landlord s fixtures only) in reasonable repair and condition, including decoration. Tenants are responsible for the Council Tax and all energy costs including water charges. Options For The Premises If the property becomes vacant the Governors may wish to consider the following options: 1. Keep the status quo i.e. retain the requirement for a caretaker/site supervisor to live in the property as a condition of their employment. 2. Incorporation into the school accommodation e.g. sixth form use, storage, admin accommodation. 3. Lease for another County Council purpose* 4. Lease to an outside organisation e.g. a playgroup* 5. Lease to another County Council employee (but see section 3 below) 6. Declare as surplus to requirements and refer to the Estates Team in Strategic Assets for disposal. In the event of the property being declared surplus and sold the proceeds will not accrue to the school. Not all properties may be regarded as disposable by Strategic Assets. *N.B. This involves change of use and planning consent would be required. Only Staff Employed By Northamptonshire County Council Will Be Approved Tenants In the event that the school employs a non-resident site supervisor, the house could, in certain circumstances, be leased to another full time employee from either the teaching staff or the support staff. A lease to another Northamptonshire County Council employee will be subject to strictly controlled tenancy agreements. It is essential that schools do not unwittingly create secure tenancies. Should this happen, it may not be possible to recover possession of the property when the tenant July 2014 (Issue 3a) Page 99 of 186

100 leaves his job. Secure tenants may also acquire the right to buy the property at a discount. Allowing a member of staff to occupy the property will create a secure tenancy except where occupancy is: 1. a requirement of the job 2. for a temporary period in certain circumstances. Proposed Tenancies And Any Change Of Use Must Be Notified To Strategic Assets. Rent Revenues If the school wishes to offer the house to an employee, the Strategic Assets Estates Team must be informed. Property Services and Legal Services will prepare a tenancy agreement to be entered into with the employee which safeguards the position of the school. In the case of a site supervisor s tenancy, the agreement will be a service tenancy agreement that will normally be automatically terminated upon the employee leaving the service of the school, even though that employee may simply be transferring to another location within the Authority. In regarding the house as an integral part of the school, NCC will not levy charges for rent against the school. The school will be advised periodically of the appropriate market rent for the property and the governing body will decide if and to what degree the rent should be abated. Currently a 50% abatement of the assessed fair rent is allowed. Inasmuch as there will be periodically a need for expenditure upon maintenance and refurbishment by the school; it is advised that any rent-free arrangements would seem inappropriate. All revenues from rent will be credited to the school. Properties That Remain Empty If a house remains vacant for a protracted period of time the school would be advised to consult with the Strategic Assets Estates Team, which may, if appropriate, arrange for its disposal. The responsibility for maintenance costs of empty properties will be unchanged whilst remaining under the management of the school. If a property remains empty or is used by the school for its own purposes the school will be liable for the appropriate Business Rate or Council Tax. July 2014 (Issue 3a) Page 100 of 186

101 APPENDIX 7 - OCCASIONAL USE OF THE SCHOOL HALL AS A PLACE OF ENTERTAINMENT This standard has been prepared to assist schools in the safe presentation of plays and other entertainment s to parents and similar audiences. The standard applies whether a licence exists for the premises or not, but where one does exist, this standard should be read in conjunction with the licence and its conditions. Obviously the licence standards take precedence when an event subject to the licence is taking place. Licensing Requirements If schools are using or allowing their premises to be used for activities not directly linked to the operation of a school, such as a public entertainment, then an appropriate licence must be obtained from the relevant issuing authority. It should be noted that many of the licences require a fee to be paid and also require certain standards to be adhered to regarding public safety and welfare. These standards are likely to vary from those required of a school and could be financially prohibitive, such as the provision of additional toilets or emergency lighting. Occasional school related entertainment such as the Christmas show for parents and friends of the school do not require a licence (parents in this context are not deemed to be members of the public), though schools will still be expected to provide for the health, safety and welfare of staff, participants and the audience. General Arrangements Access and Egress Prior to hosting an event a risk assessment should be carried out to ensure all areas of hazard are identified and suitable and sufficient preventive and protective measures appropriate to the risk they present are formulated. Suitable and safe means of access to and egress from the hall and ancillary areas should be available. The school should consider the needs of disabled participants and members of the audience. School security measures may be compromised when hosting such events; adequate back-up arrangements should be made to prevent the possibility of a security breach. July 2014 (Issue 3a) Page 101 of 186

102 Nuisance Housekeeping The school should also consider the level of nuisance likely to be created to the community when deciding on an event; issues to consider include noise, parking, etc. The area being used should exhibit suitable standards of cleanliness and housekeeping with the corridors, gangways and general circulation areas free of obstruction. All items of furniture and equipment not associated with the event should be removed or located and secured so as not to present any hazard to the audience, participants or staff. Seating provided for the audience should be suitable for the age and nature of the audience, clean and free of defect. Specific Safety And Fire Arrangements Exits Exits should, if possible, lead to open areas which allow dispersal away from the premises. Doors forming exits must open in the direction of travel from any room accommodating more than 60 persons. The following table may be used as a guide to determine general capacities of escape routes: A width of 750mm can accommodate 100 people. A width of 1050mm can accommodate up to 200 people. An additional 75mm should be used for each additional 15 people (or part 15). The aggregate width of all escape rotes should not be less than that required to accommodate the maximum numbers of people required to use them. The minimum width of an escape route should ideally be 1050mm. Consideration must also be given to those people with mobility impairment. Standing Audience Note: The above dimensions refer to the clear width of the openings or doorways when the doors are fully open. In calculating figures for a standing audience a ratio 0.5m² per person should be used. July 2014 (Issue 3a) Page 102 of 186

103 Seating at Tables For an entertainment given before an audience seated at tables a ratio of 1.0 m² per person should be used. In such cases, tables adjacent to exits should be secured in position to prevent them from being moved or overturned in an emergency and thereby causing obstruction. Exit Signs Push Bars Fire exit signs with directional arrow should be sited between 2m and 2.5 m above each door. Where an exit from the hall does not discharge directly into the open-air, additional directional signs should be provided for the guidance of the public. Exit doors should either be free of fastenings other than self-closing devices or be fitted with push pads or bars. In the latter case the words PUSH BAR TO OPEN in 50mm block letters should be clearly visible above the operating bars. Removable Fastenings Flush Bolts Chains, etc Door Curtains Barrel bolts fitted to exit doors should be made removable, which may be done by cutting off the stop or keep, thus enabling the shoot to be withdrawn. In cases where this is not practicable the bolt(s) should, at least, be rendered inoperable in the unbolted position while the premises are occupied. Flush bolts should be rendered inoperative e.g. by plugging their sockets with wood or other hard material. Any security chains, cord, wedges, etc should be completely removed from exit doors before the audience is admitted. Any curtains provided across exit doors should be rendered satisfactorily flameretardant and be capable of being pulled right back so as not to diminish the exit width. They should not trail on the floor and the edges should be highlighted where two curtains meet across the doorway. Curtains should be open during performances. Maintenance of Clear Exits At no time when the public are present should any exit door be fixed or shut other than by a panic bolt, nor be reduced in width by loose chairs, tables, counters or any other obstruction. July 2014 (Issue 3a) Page 103 of 186

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105 Gangways LGSS Property Services As far as practicable, seating should be in regular blocks having gangways of uniform width leading directly to the exits and should not be less than 1050mm wide. Seating Seatways between rows should not be less than 300mm measured between perpendiculars. Back to back measurements between seats should not be less than 760mm nor less than 600mm in bench type seating without backs. Not more than 14 seats should be permitted in a row having a gangway at either end, or 7 in a row having a gangway at one end only. Gangways should be a minimum of 1050mm. Where seats are not secured to the floor they should be secured together in continuous lengths or at least in lengths of not fewer than 4. Stage Stage Exits Front Curtains A minimum of two exits from the stage should be provided, one of which may, if necessary, be via the auditorium. Note: This requirement would not be applicable to theatre-in-the-round or similar stages, but is intended for proscenium and possibly end-stage halls. These exits should be so arranged and maintained so as to afford easy means of escape from the stage area, free from obstruction by scenery or props. Whenever possible at least one exit should lead directly to the open-air. Exit doors from the stage should be clearly indicated by running man EXIT signs 150mm high. Exit doors should be unlocked, and readily available for use. If front curtains are provided (whether used or not) they should be flame-retardant. Unless inherently flame-retardant or durably-treated flame-retardant they should be satisfactorily treated and tested before each production. Scenery All scenery used or stored on the premises should be satisfactorily rendered flameretardant and tested before each production. Limited quantities of timber of not less than 75mm x 25mm nominal cross-section, e.g. framing, and sheet materials, e.g. plywood, chipboard and block-board of not less than 18mm, need not be treated. July 2014 (Issue 3a) Page 105 of 186

106 Flame-retardant Treatment of Fabrics Scenery, curtains, fabrics, etc are required to be flame-retardant. These may be treated using one of the many proprietary solutions available for this purpose. After treatment and drying the material should be tested for flame retardation. In all cases it is advisable to experiment with a small portion of the fabric before treating the whole, lest texture or colours be affected. Smoking Smoking in the stage area should be forbidden. NO SMOKING notices should be provided in conspicuous positions backstage. Portable Fire Fighting Equipment Front Of House Number of Extinguishers Siting of Extinguishers A minimum of two fire extinguishers should be provided. The fire extinguishers should be conspicuously sited, preferably adjacent to exit doors. They should be wall-mounted on brackets or on stands. They should also be indicated by appropriate signage. Types of Extinguishers The type of extinguisher should be determined by the outcome of the fire risk assessment. Foam or water are the most common. A CO2 extinguisher should be provided adjacent to any sound or lighting control desk or electrical equipment. Portable Fire Fighting Equipment - Backstage Siting of Extinguishers The siting and type of extinguisher should be determined by the fire risk assessment. Portable Fire Fighting Equipment General Tests and Checks Instruction on Use It should be ensured that extinguishers are charged and in proper working order and remain unobstructed. The positions of extinguishers and instruction in their use should be made known to all staff. July 2014 (Issue 3a) Page 106 of 186

107 Hose Reels LGSS Property Services Fire & Rescue Service The use of hose reels should be discouraged For small premises, the requirements set out above are considered to be the minimum necessary where occasional events are held. However, the advice of the Fire and Rescue Service should be sought where large or complex premises are concerned or where special circumstances prevail. Irrespective of any action taken, the Fire and Rescue Service should be immediately notified of the outbreak of a fire, no matter how small. First Aid Suitable and sufficient arrangements should be made for the administration of first aid. The actual arrangements will be based on the numbers present, the nature of the event, hazards presented by the performance, etc, but should include qualified first aid personnel and a first aid box suitably stocked. Arrangements should also exist for summoning the emergency services if warranted by the situation. Accident reporting arrangements in line with the authority s procedures should also be in place. Lighting Public Areas Two Systems All parts of the premises to which the public have access, including auditorium, staircases, exit corridors and toilet facilities, etc, should be provided with two independent systems of lighting. In the event of failure of the mains supply, the alternative emergency lighting system should be sufficient to enable the audience to see their way quickly and easily out of the premises. Types of Emergency Lighting The emergency lighting should be in the form of permanent or temporary lamps supplied from a central battery source. Self-contained battery units, sufficiently charged to give the necessary level of illumination for the duration of the performance plus one hour, are a further alternative. Operation of Emergency Lighting Unless the premises are provided with an automatic change-over battery system which operates immediately upon mains failure, the emergency lighting system should July 2014 (Issue 3a) Page 107 of 186

108 be switched on before the public are admitted to the premises and remain on until they have left. Relaxation on Emergency Lighting An emergency lighting system may not need to be provided if: 1. performances take place out of doors and terminate before dusk, or 2. performances are given in ground floor premises with all exits opening directly onto an open way or space and terminate before dusk, provided the internal exit signs are clearly visible at all times, or 3. occasional performances are given in school halls for parents by pupils and where all exits are available and sufficient attendants to assist in an evacuation are present. Issuing attendants with torches should be considered. Means Of Raising The Alarm Stage Electrics Permanent Wiring Temporary Wiring Protection of Wiring Adequate arrangements for raising the alarm in an emergency are required. Ideally a mains powered fire alarm activated by call points adjacent to the fire exits should be available. Where this is not available, suitable other provision should be made which when used is audible throughout the occupied area. Permanent wiring between the mains intake and distribution boards, dimmers and patch panels should be protected from mechanical damage, e.g. by screwed metal conduit or trunking. Temporary wiring, rigged for each production, should be either tough rubber-sheathed or PVC sheathed. Where likely to be subjected to excessive heat from lamps, dimmers or other heat-emitting equipment, heat-resisting cables should be used. Wiring should, as far as possible, be kept off the floor in backstage areas where staff and performers pass. Tough rubber matting, canvas or similar material should be used to protect cables and prevent tripping where such positioning is unavoidable. July 2014 (Issue 3a) Page 108 of 186

109 Dimmers, Lamps, etc Dimmer units should not be sited in confined spaces which may become over-heated. Lamps, lanterns or other heat-emitting electrical equipment should not be in contact with, or very close to, curtains, canvas scenery, plastics or other flammable materials. Earthing Electrical equipment should be efficiently earthed. Portable Appliances Safety Chains All portable electrical equipment should have been subject to an electrical appliance test within the preceding 12 months and be subject to a visual assessment prior to use. Cables should never be laid on the floor across exits or doorways. Lanterns or other hanging equipment should have a secondary means of suspension, e.g. safety chain or wire. Heating And Ventilation The hall and ancillary areas should be adequately heated. Portable heaters should not be used. Fixed heaters of a radiant type should be fitted with proper guards. In dressing rooms great care should be taken to ensure that costumes and props are kept well clear of such heaters. The auditorium, stage and dressing rooms, should be adequately ventilated. If windows only are provided, sufficient should be opened to permit a reasonable circulation, even if covered by curtains. If mechanical ventilation is installed it should be switched on prior to the admission of the audience. Sanitary Accommodation Separate sanitary accommodation for both sexes should be available to audience and performers/staff. There is no objection to sharing these facilities though adequate supervisory arrangements should be in place. The school should consider the needs of disabled patrons when determining the availability of sanitary accommodation. Directional signs should be provided as necessary. Where required, emergency lighting should be provided in the main toilet areas. July 2014 (Issue 3a) Page 109 of 186

110 July 2014 (Issue 3a) Page 110 of 186

111 Performance Safety Risk Assessment Use of Real Flame Use of Firearms The person acting as production manager should carry out a risk assessment covering all aspects of the performance to ensure all the foreseeable hazards have been prevented from arising or protected against. The Governing Body or Head teacher acting on their behalf should ratify the assessment and the accompanying preventive and protective measures identified. Real flame (for candles, lamps, lanterns, flambeaux, etc) should preferably not be used on a stage. Electrical substitutes should be used whenever possible. Where lighted candles are required, they should be firmly fixed in holders of a type which cannot readily be overturned and, in any case, should not be placed or held close to scenery or fabrics. The use of firearms should be forbidden, replica firearms can be used but the suitability of use within a school setting should be considered. Use of Maroons/Pyrotechnics Only persons competent in the use of such effects should be allowed to employ them. Maroons required for explosion effects are detonated electrically and must be contained within a bomb tank having a wire mesh cover. The tank should be sited in as isolated a position as possible but within the sight of the operator. A large notice reading DANGER - EXPLOSIVES KEEP CLEAR should be provided where it can be clearly seen adjacent to the tank when it has been loaded and charged. Use of Lasers and Other Specialist Equipment Special effects such as lasers should only be used where suitably trained and competent personnel will be on hand to set up the effect/equipment and throughout the production. Flying Scenery and People The flying of scenery and/or people should only be undertaken using professionally installed equipment and with competent persons to operate it. July 2014 (Issue 3a) Page 111 of 186

112 July 2014 (Issue 3a) Page 112 of 186

113 Rostra Scaffolding LGSS Property Services Management All rostra should be designed and built to withstand the maximum possible load likely to be applied to it. Scaffolding should only be used when constructed in accordance with the appropriate standards by a competent person. The structure should also be routinely checked to ensure it remains sound where the production run extends beyond 2 or 3 performances. A responsible person should be nominated to act as Manager or House Manager to ensure the well-being of the audience and be in control of the premises. The Manager should ensure that attendants or ushers (who should be at least 16 years old) are aware of the safety regulations, positions of exits and fire appliances and how to use them. The Manager and attendants should understand that, in the event of an emergency, the main objective is to avoid panic and that should an evacuation be deemed necessary, this should be carried out in as quiet and orderly a manner as possible. Emergency arrangements should be made prior to the performance and the procedure for calling the Fire and Rescue Service, in the event of an outbreak of fire, established. The Manager should ensure that all licensing requirements where appropriate have been complied with and be constantly available to deal with any problems that may arise. July 2014 (Issue 3a) Page 113 of 186

114 July 2014 (Issue 3a) Page 114 of 186

115 APPENDIX 8 METER READING AND WEB BASED MONITORING GUIDE This guide has been prepared to assist you in reading your Utility meters. Gathering meter reading data is an import part of energy and water monitoring. Having a history of meter readings can greatly assist with solving invoice problems, checking for early signs of water leaks, estimating the effectiveness of proposed energy interventions etc. Please take some time to read through this guide. If you have a site supervisor or caretaker in charge who reads the meters, please make sure they also read this guide. If you have any queries please contact the Property Services Energy Mangement Team at [email protected] How to Read Your Utility Meters Electricity Meters There are 3 main types of electricity meter, Single Rate (1 reading), Normal/Evening Rate (2 readings) and Normal, Evening and Weekend rate (3 readings). The majority of electricity meters now installed have digital liquid crystal displays and are often referred to as Smart or Automatic Meter Reader (AMR) meters. Even through these meters send data directly to the electricity suppliers errors with invoicing can still occur. Having a history of direct meter readings taken be site staff is still valuable. Reading a Smart Meter These meters have an electronic display and generally show only one piece of information at a time. The vast majority of the electricity meters installed in Northamptonshire County Council buildings have been manufactured by EDMI and instructions below are for this type, but similar principles apply to other models of electronic display meter. An example of an AMR meter is shown in Figure 0-1. Figure 0-1 July 2014 (Issue 3a) Page 115 of 186

116 To read the meter: 1. Press the Select or Display Select button to display each data display in turn. 2. The data displays general proceed in the following order. Date, Time, the individual meter readings used by the supply tariff and finally reading A1. 3. The meter readings required will be labeled 01 for single rate tariffs, 01 and 02 for Normal (Day) and Low (Night) tariffs. If there are more readings on your tariff they will be labeled 03 to 06. Be careful of the decimal place indicator if one is present. The meter reading is the whole number of kilowatt-hours displayed and does not include decimal places. 4. The A1 reading is a special reading which displays the total number of kilowatthours used, i.e. the sum of all the rates combined. Although not required to be recorded this is a useful check value to see if the other readings are displayed correctly. Figure 0-1 shows the register 01 (Normal or Day rate) reading. The reading is Be aware that the small triangle below the numbers is not a decimal point. How to Read a Mechanical Meter This type of meter was the most common type of meter installed but is now been superseded by the electronic smart meter. The mechanical meter uses a series of revolving barrels (similar to a car s Odometer) to display the number of kilowatt-hours used. To read this type of meter it is a simple matter of recording the numbers to the left of the decimal place or any numbers highlighted in red. The readings for the meter shown in Figure 0-2 are for the Normal/Day Rate and for the Low/Night Rate. Figure 0-2 July 2014 (Issue 3a) Page 116 of 186

117 How to Read a Dial Meter This type of meter is not as common as the Smart or Mechanical meter. It uses a series of rotating dials (which look like clock faces) to display the reading and is more complex to read than other types. An example is shown in Figure 3. The main point to remember is that adjacent dials rotate in opposite directions and therefore great care must be taken when reading each dial. The standard type has 5. Ignore any red dials. Figure 0-3 Gas Meters To read the meter: 1. Look at the position of the units dial. If the needle is pointing to a whole number, this is the units reading. If not, round down to the nearest whole unit. 2. Move to the next dial and look at its position. a. If the needle is between to numbers round down to the nearest whole number. If not go to 2b. b. If the needle is pointing to a whole number or it is not clear if the needle is above or below a whole number check the value of the dial immediately to the right. If that dial reads more than 5 then the value should be rounded down. If the dial to the right is less than 5 then the number the needle is pointing to is the reading. 3. Repeat step 2 until all 5 dials have been read. The example meter in Figure 3 reads The red dial is ignored. There are two groups of gas meter, imperial and metric. The imperial group is divided into 3 volume types. Hundred Cubic Feet (the most common), Ten Cubic Feet and Single Cubic Feet. Metric meters record in cubic metres only and are becoming more common as suppliers replacing imperial billing meters. July 2014 (Issue 3a) Page 117 of 186

118 The majority of gas meters have the mechanical rotating barrel type display. To read this type of meter it is a simple matter of recording the numbers to the left of the decimal place or any numbers highlighted in red. The meter dial in Figure 0-4 shows an imperial hundred cubic feet meter. The reading is The red numbers to the right are decimal places and are ignored. Figure 0-4 Figure 5 shows a metric meter indicated by the m³ (cubic metre) symbol to the right of the display. The meter reading is The dials surrounded by the red box are decimal places and are ignored. Figure 0-5 Water Meters All water meters are metric and measure usage in m³ (cubic metres). As with electricity and gas meters any decimal places or numbers highlighted in red are ignored. Figure 5 shows a typical water meter dial. The reading is 253 July 2014 (Issue 3a) Page 118 of 186

119 Figure 0-6 Using the Web Based Monitoring System - Systemslink SystemsLink General Information SystemsLink is a web based system for recording utility meter readings and also provides simple usage reports to monitor energy and water usage. The site can be accessed at the following website address in a standard internet browser. To use Systemslink you will need a user name and password. If you do not already have these account details please contact the Property Services Energy Team using the address below. Logging in to Systemslink [email protected] After entering the Systemslink website address into your browser s address bar the login page shown in Figure 0-7 will be displayed. July 2014 (Issue 3a) Page 119 of 186

120 Figure 0-7 Enter your Systemslink User Name and Password and click login. If your are responsible for recording readings for only one site the home page in Figure 0-8 will be displayed. This page is the Data Set page and displays a table of supplies for the site with their supply details. Figure 0-8 July 2014 (Issue 3a) Page 120 of 186

121 If you are responsible for multiple sites the home page in Figure 0-9 will be displayed. To record meter readings for one of these site or view usage information simply click on the required site name in the table. This will forward you to the site Data Set page shown in Figure 0-8. Figure 0-9 Adding New Meter Readings First login to SystemLink, then select the Add New Readings tab from the tab menu to the left of the page. The add new readings page shown in Figure 0-10 will be displayed with data entry boxes for all the readings required grouped by utility. Figure 0-10 July 2014 (Issue 3a) Page 121 of 186

122 1. First check that the date displayed in the Reading Date box is the date on which the readings were actual taken. By default this box contains the current date. If the reading date is different amend as necessary. 2. Enter the individual meter readings into the spaces provided under the New Reading headings. The system displays the date the previous readings were entered and the previous meter readings. Make sure that the readings you are recording are entered in to the correct boxes and that they are consistent with the previous readings. If believe that there is an issue with a reading please leave a note describing the problem as described in step 3. If there are no problems go to step To add a comment/note with a meter reading click on the Add Comments heading for the supply concerned. A text box will be displayed for you to leave your comment. You can leave a comment for any reason, but to help the Property Services Team we would recommend you also leave a comment in the following situations July 2014 (Issue 3a) Page 122 of 186

123 a. If a meter has been replaced. Please let us know the date that this occurred, the final meter reading of the removed meter and the meter serial number of the new meter. We can then use this information to update the meter details. b. If you use oil or solid fuel, please send us details of the deliveries you have received between the new reading and the previous reading. We can then add this information to the dataset calculations and the total usage figures will be accurate. c. If the new reading is significantly different from the previous reading and there is a know reason for this. d. If any of the meter details have been labeled as (Please send to NCC). This indicates that this data is missing from the database and is required by Property Services to update the records in the database. Please leave the details that should be entered (Meter Serial Number, Location and dates, etc) with the comment. 4. Click on the Next Stage Button. This runs a basic reading validation test. Any readings which fail this test are highlighted and you have an opportunity to change them if necessary. This test does not prevent you from submitting the readings which fail validation if you are sure that they are correct. 5. If you are happy with the readings click on Submit Readings. The new readings are added to the database and you can log off the website View Previous Meter Readings To view a list of previous readings for a meter: 1. Select the Data Sets tab as shown in Figure Select the Meter/Data Set you for which you want to view previous readings be clicking on the appropriate table row. 3. Select the Data tab from the Data Set tab menu. A list of previous meter readings as shown in Figure 0-11 will be displayed. July 2014 (Issue 3a) Page 123 of 186

124 Figure 0-11 Site Reports Site reports showing total usage or cost for Electricity Gas and Water are available by selecting the Reports tab from the tab menu as shown below. The two main reports available, a 1 year report or 2 year comparison report. If your site has a smart meter for either electricity or gas additional reports are available. July 2014 (Issue 3a) Page 124 of 186

125 Figure To view a report select either 1 Year or 2 Year Comparison as shown in Figure 0-12 (We recommend the 2 year option as this allows for easier comparisons between years). Systemslink will display charts and tables for each utility showing total usage or cost for the site as shown in Figure The report settings can be changed using the options available below the tab menu to the left of the page. When you have changed the settings remember to click on the Update Report button. The settings available are: a. Data Mode/Type A drop down list of available data type is located above the site tab menu. The following data types are available: i. Invoice (Default) This data type contains data received from utility suppliers. Data for this data type is only available for Sites which use the County Council s utility purchasing contracts. ii. Direct This data type contains all the data collected by site staff. Be aware that Cost information my not accurate. iii. Profile This data type contains data collected by Automatic Meter Readers (AMRs). This is in the form of half hourly usage data and is available for electricity only in the majority of cases. b. Start Date - This sets the start month and year of the report. c. Category Selects between usage or cost. July 2014 (Issue 3a) Page 125 of 186

126 Figure 0-13 d. Reference date Available of 2 year comparison report and sets the start point of the comparison year. By default this is set to 1 Year Previous. Profile Reports Site Profile Report If the site has AMR/Smart meters for either electricity or gas then Profile data may be available on the SystemsLink website. Profile data consists of usage data recorded every half hour. This provides a much greater level of detail than standard meter readings. Profile reports can be viewed either for the site or by the individual meter. To view this type of profile report: 1. Select the reports tab as shown in Figure Change the Data Mode/Type to Profile. 3. Select Site Aggregate Profile report. An example of the report is shown in Figure July 2014 (Issue 3a) Page 126 of 186

127 The Site Aggregate Profile report shown in Figure 0-15 is set to displayed electricity usage per half hour for one day. Additional settings are available in the blue bar above the chart. Figure 0-14 July 2014 (Issue 3a) Page 127 of 186

128 Figure 0-15 Data Set Profile Report To view this type of profile report: 1. Select the Data Sets tab as shown in Figure Select Profile from the Data Mode/Type drop down box. Any meter which does not support this data type will be greyed out. 3. Click on the Data Set row for which you want view reports. 4. A list of reports as shown in Figure 0-16 will be displayed. We recommend the following options a. The Profile Summary Report (see Figure 0-17). This report shows usage per half hour per day for 1 month. b. The Profile Footprint Report (see Figure 0-18). This report again shows usage per half hour per day for 1 month, but uses a table of colour code squares to show usage level. July 2014 (Issue 3a) Page 128 of 186

129 Figure 0-16 July 2014 (Issue 3a) Page 129 of 186

130 Figure 0-17 Figure 0-18 July 2014 (Issue 3a) Page 130 of 186

131 Frequently asked questions Q: How often do I need to read the meters and enter the figures? A: Traditionally we have asked for meters to be read monthly, usually the last working day of each calendar month. The system will accommodate more frequent readings (say weekly). Less frequent reading will diminish the effectiveness of the process and potentially increase the risk of abnormal consumptions (and therefore higher bills) being overlooked. Q: If there are gaps in the reading dates can I enter more than one set of readings A: If you have the historical readings enter them in date order and submit them one set at a time. [Note the reports may not automatically refresh until we have run a reconciliation process] Q: Can I enter invoice data on to the system? A: No, the system is only designed to accept your direct site based meter readings. The invoice data on the system is loaded centrally from the data supplied to us by the NCC contract energy suppliers. Q: Can I supply invoice data to you to be loaded onto the system? A: We would be pleased to receive water invoice data from you and will load this onto the system for you to generate reports. Please fax copies of your Anglian Water bills to (Please ensure that you send the page with the meter readings, consumption and cost breakdown details.) Q: When I submitted my meter readings on the system a response came back with an error message, what should I do? A: The system is designed to undertake some simple validation checks on the readings you submit. The error message will highlight which validation routine has failed. This could be 1. the reading supplied is less than the previous read. Please check that you have entered the reading correctly, especially checking that the correct number of digits has been entered. Or 2. the consumption generated by the new reading is significantly different from the previous period again please check that the reading is correct and the correct number of digits. If in doubt about the correct digits please refer to your latest utility bill. July 2014 (Issue 3a) Page 131 of 186

132 Q: The Enter new readings screen only shows the one previous read for each meter. Can the system produce a report of all of my previous meter readings? A: No, the system cannot produce that on-line for you. However the data is stored on our central system and we can provide a meter reading history report on request. Please [email protected] Q: One of my meters has been changed since I sent in the last readings, what should I do? A: If you have the details of the final readings on the old meter, the opening reading on the new meter (often zero, but not always) and the date of the meter change, please the details and we will update the system for you. Q The meter details shown on the system are either missing or inaccurate, can I update them on-line? A: No, please either enter the revised details using the comments function or alternatively the details to [email protected] Q The graphs and tables show items of negative consumptions, what can I do about this? A: If this occurs in Direct mode this means that a meter reading error has crept in. We have made every effort to ensure that your previous readings have been validated to avoid this; however some may have slipped through. Please the details to [email protected] and we will investigate and correct the error. However, if this occurs in Invoice reporting mode this will probably be due to a credit adjustment on your account following an amended estimated reading. Q Can I change the user name and password? A: Not from your PC, however if you wish to change your user ID then please let us know. July 2014 (Issue 3a) Page 132 of 186

133 APPENDIX 9 ESTABLISHING A LOCAL SAFETY MANAGEMENT SYSTEM This section primarily deals with the establishment of a Schools Safety Management System. It is recommended that each school develops a specific policy which builds on the generic County Council Safety Policy. Areas that will need to be addressed in such a policy include; Any specific aims and objectives of the school The means of organising within the school Any arrangements specific to the schools activities The means of monitoring within the school to ensure the standards set are being achieved As well as providing the basis of the health and safety management system, the formulation of such a policy also satisfies the legal requirement contained in section 2(3) of the Health and Safety at Work etc Act 1974 which states: Except in such cases as may be prescribed, it shall be the duty of every employer to prepare and as often as may be appropriate revise a written statement of his general policy with respect to health and safety at work of his employees and the organisation and arrangements for the time being in force for carrying out that policy Whilst this responsibility rests with the employer, to ensure that issues of Fair Funding are properly addressed Community Schools are expected to have a Safety Policy to confirm how they are managing at a local level. In Aided and Foundation Schools the responsibility rests with the Governing Body as the employer. Writing A School Safety Policy An effective policy should address four main areas: Governing Body s Statement of Intent Means of Organising Arrangements for Satisfying the Policy Arrangements for Monitoring and Evaluating the Policy Governing Body s Statement of Intent This part of the policy is expected to identify the general attitude with regard to health and safety and the strategies that will be set in place for achieving the standards that are considered acceptable. Reference should be made to the Governing Body s acceptance of their responsibilities in respect of the health, safety and welfare of staff, pupils and visitors and how a working and learning environment which is safe and without risk to health will be provided and maintained. July 2014 (Issue 3a) Page 133 of 186

134 Means of Organising Although management and staff responsibilities will be detailed later in the policy, it is appropriate here to make mention of the fact that everyone involved with the school is required to assist in achieving the aims and objectives identified. This element of the policy could be used by the Governing Body to confirm to parents their commitment to pupils health, safety and welfare, by its inclusion in the school s prospectus. To ensure that managers and staff are aware of their delegated responsibilities and duties regarding health and safety, it is essential to have a management structure which identifies clear lines of communication throughout the organisation. An effective organisation will identify key personnel in the line management structure as well as staff who have specific defined safety roles. Reference should also be made to the involvement of the Governing Body and Local Authority where appropriate. With health and safety being seen as a management function the existing organisation may be easily utilised here with the specific responsibilities and duties appended. An organisational structure for a typical school may look something like the charts detailed in Tables A or B. Arrangements for Satisfying the Policy As the Organisation part deals with who and what, this part of the policy details with how. It achieves this by identifying the minimum acceptable standards for managing the hazards presented by the operation of the school. The layout of this part should be designed to reflect the size of the establishment and the number of hazards presented. Smaller schools may find it appropriate to include the agreed standards within the policy but where the document starts to get unwieldy it is probably better to restrict the arrangements to policy statements with the actual standard residing in the appendices or in separate documentation, for example; Fire Safety To ensure that appropriate arrangements are formulated for the provision and maintenance of effective fire precautions, procedural guidelines covering; Evacuation Procedures Fire Extinguishers Means of Escape Fire Alarms Arson Prevention General Fire Safety will be produced and implemented. July 2014 (Issue 3a) Page 134 of 186

135 For current standards see the Fire Precautions Log Book Other areas that may need to be covered include; Curriculum safety Educational visits Chemical safety Health and hygiene Work experience Building maintenance Contractors First aid Staff training Display screen equipment Equipment provision / maintenance Supervision and control Risk assessment Lone working Violence and aggression Stress Grounds maintenance This is not an exhaustive list but is designed to give an idea of the extent of health and safety issues that may need to be addressed. Arrangements for Monitoring and Evaluating the Policy The final part of the policy should identify the arrangements by which the effectiveness of the policy at setting the framework for managing health and safety can be monitored and evaluated. A number of methods exist by which schools can monitor their performance. The most obvious one being inspections and audits; the frequency and level of which will need to be tailored to suit the individual establishment. The recommended minimum frequency for inspection would be termly to ensure that all aspects of school life are examined. Routine inspections should, possibly with the help of checklists, be designed to assess whether the agreed standards set out in the policy have been achieved. At least one of the inspections should also consider whether the agreed standards actually meet the overall objectives of the governing body. A variety of personnel can be involved in inspections, but it would be normal practice for a minimum to include a Governor, a manager and a member of staff. July 2014 (Issue 3a) Page 135 of 186

136 Trade Union Safety Representatives are also entitled to carry out inspections. These can be carried out independently or as part of the management s monitoring system if this is considered appropriate. Other methods such as accident investigation, use of external reports from contracted experts, for example insurance assessors, can also form part of the overall monitoring strategy. The information gathered by the various monitoring methods adopted should be regularly used as part of the review to determine the effectiveness of the policy in achieving the objectives set by the governing body. On completion, the safety policy should be signed and dated by the employer or equivalent, e.g., Chair of Governors, and publicised to all staff. HEALTH AND SAFETY MANAGEMENT SYSTEM ORGANISE Control Once the policy has been produced and agreed, the next step in the development of an effective health and safety culture within the school is to establish a health and safety management system. This is achieved by implementing the following strategy:- ORGANISE PLANNING AND IMPLEMENTATION MEASURING PERFORMANCE AUDIT AND REVIEW The suggested model for this is contained in the Health and Safety Executive s publication HS(G)65 Successful Health and Safety Management, and is based on the four C s; Control Co-operation Communication Competence Control is achieved by the school firstly setting out objectives with regard to the required health and safety standard expected by the Governing Body. Flowing from the objectives should be a suitable organisation sufficiently resourced and capable of effectively managing health and safety issues so as to achieve the standards. At the head of the organisation will be a leader who can demonstrate their commitment and be capable of providing clear direction to the other employees within the school. July 2014 (Issue 3a) Page 136 of 186

137 Co-operation LGSS Property Services Communication Competence In support of the Head teacher will be a management structure which identifies individuals and their responsibilities and duties which are pertinent to health and safety. Staff at all levels will require to be involved either in relation to their management position, their particular health and safety role or their general duties as an employee. Effective control will result from an organisation which ensures that everyone involved fully understands what is expected of them, how and by whom supervision will be provided and how the issue of accountability will be addressed. Co-operation between Governors, management and staff is essential for an effective safety culture to be created. Without the full involvement of all, the aims and objectives identified in the policy will not be realised and the standard set will not be achieved. To engender a spirit of an appropriate level of co-operation within an organisation, trust and understanding will be required; this will need to be fostered by ensuring that staff are fully consulted about issues affecting health and safety. Staff should also be involved in the procedures surrounding the planning and reviewing of the health and safety management system adopted within the school. Staff will need to be fully aware of the health and safety issues that they have a direct involvement in or could be affected by. There is a need to ensure that effective means of communication are developed within the school. Staff will require information on the hazards presented by the operation of the school, there risks to the health and safety of the staff, pupils and visitors and on the protective and preventive measures adopted for removing or minimising these risks. As well as the operational requirements for staff to be competent to carry out their given duties, legislation also requires competency where health and safety is an issue, Regulation 11, Management of Health and Safety at Work Regulations 1999 refers. Governors and managers should ensure that all employees have sufficient training, knowledge and experience to enable them to carry out the work safely. PLANNING AND IMPLEMENTATION The next stage in the development of the school s safety management system involves planning the methods and procedures by which the identified arrangements will be managed. This will involve assessing the risks and determining appropriate July 2014 (Issue 3a) Page 137 of 186

138 performance standards capable of addressing them. The planning should make provision for ensuring that: risk assessments are carried out legislative compliance is achieved standards which are measurable, achievable and realistic are set safe systems of working and learning are in place emergency procedures are in place The methods adopted should be designed with the aim of providing the development of a positive health and safety culture and exhibit the following underlying principles. The aim should be to; Manage safety in not inspect defects out and to seek; MEASURING PERFORMANCE AUDIT AND REVIEW Continuous improvement leading to an injury-free environment As with many other areas of management, such as finance, it is important to have systems in place by which the school can measure its health and safety performance to find out if the standards and therefore the policy objectives are being met. Both active and reactive systems of monitoring can be useful in providing the necessary information. Active monitoring takes place prior to things going wrong and involves regular inspections and checking to confirm the standards are being properly implemented and management controls are in place and effective. Reactive monitoring involves, for example, accident and ill health investigation which takes place after the event so as to learn from incidents and thereby identify deficiencies in the standards and management systems. The final component in the management system and the one which closes the loop are the arrangements for audit and review. Using the information provided by the active and reactive monitoring procedures and by obtaining more in-depth knowledge by the use of internally and externally produced audit reports, Governing bodies and their school management can review the health and safety performance and decide on how to improve. The audit and review process will also identify the degree of compliance and assist in the prioritising of finite resources to ensure the objectives are met and that health and safety remains an effective part of the school s overall management system. July 2014 (Issue 3a) Page 138 of 186

139 Property Management Handbook NCC Community Schools G010 Table A - Organisational Chart (Large School) Governing Body Local Education Authority School's Safety Advisor Head Teacher Deputy Head Teacher Senior Management Team Heads of Department Bursar Site Supervisor Caretakers / Cleaners Curriculum Coordinator Administrative Staff Teachers Classroom Assistants July 2014 (Issue 3a) Page 139 of 186

140 Property Management Handbook NCC Community Schools Table B - Organisational Chart (Small School) Obviously for smaller schools, the structure would reflect the type and number of managers and staff, for example; Governing Body Local Education Authority G010 Head Teacher School Secretary Deputy Head Teacher Caretaker Curriculum Coordinator Cleaners Teachers Classroom Assistants July 2014 (Issue 3a) Page 140 of 186

141 Property Management Handbook NCC Community Schools APPENDIX 10 - WORKPLACE SAFETY INSPECTION CHECKLIST GENERAL AREAS Location: Inspection carried out by: Accompanied by: Date of Inspection (Workplace Health and Safety Representative) G010 ITEM QUESTION Y N N/A REMARKS / ACTION Is the general condition / maintenance of the building(s) acceptable? Is the general condition / maintenance of the grounds acceptable? Are trees in or overhanging the grounds safe and in good condition? Is there safe access to and egress from the building and / or working area? Are materials and equipment stored in an orderly, safe and suitable fashion? July 2014 (Issue 3a) Page 141 of 186

142 Property Management Handbook NCC Community Schools G010 ITEM QUESTION Y N N/A REMARKS / ACTION Are floor surfaces clean, in good condition, non-slippery and free of trip hazards? Are floor coverings in good condition and free of trip hazards? Are corridors / gangways and other internal pedestrian routes kept clear of obstructions? Are external pathways well maintained and free of trip hazards? 10 Are stairs even, unworn and adequately lit? 11 Do the staircases have handrails? 12 Are ramps of a suitable gradient and non-slippery? Are all items of portable electrical equipment, including leads, in good condition and inspected by a competent person on an annual basis? Are all items of fixed electrical equipment, including switches and sockets, in good condition and inspected by a competent person at appropriate intervals? July 2014 (Issue 3a) Page 142 of 186

143 Property Management Handbook NCC Community Schools G010 ITEM QUESTION Y N N/A REMARKS / ACTION Are inspection records for all items of electrical equipment available? Are the toilet/welfare facilities adequate for the number of employees / pupils and hygienically maintained? Is drinking water available from a clean, well maintained source? Are employees / pupils / visitors made aware of evacuation and assembly procedures? (e.g. verbal instruction, Fire Action Notices etc) 19 Is the fire alarm system audible throughout the building? Is the fire fighting equipment and alarm / emergency lighting system checked and inspected on a regular basis with records kept? Are fire evacuation practices carried out at least once a term and records maintained? Are fire exits signed, free of obstruction and available for use? Are fire extinguishers of the appropriate type located at suitable points within the work area? July 2014 (Issue 3a) Page 143 of 186

144 Property Management Handbook NCC Community Schools G010 ITEM QUESTION Y N N/A REMARKS / ACTION Are there qualified first aiders readily available to deal with accidents / emergencies? Are employees / pupils / visitors made aware of the procedures for summoning first aid assistance? 26 Is the heating suitable and sufficient? Are lighting levels adequate for the area / work activity being undertaken? Is the ventilation (natural or powered) suitable and sufficient for the area / work activity being undertaken? Has glazing been assessed and protected in higher risk areas? 30 Are glazing assessments available for inspection? Have measures been taken to reduce solar gain where necessary? Have finger protection devices been fitted to door hinges where identified as a requirement in the risk assessment? July 2014 (Issue 3a) Page 144 of 186

145 Property Management Handbook NCC Community Schools G010 ITEM QUESTION Y N N/A REMARKS / ACTION Is cleaning carried out to a suitable and sufficient standard? Are all hazardous substances assessed prior to use, correctly stored and used in accordance with the COSHH assessment? Is the Asbestos Register for the premises available for reference? Are appropriate checks carried out on the water system for the purpose of managing the risk of Legionella? Are records maintained and available for the checks carried out on the water system? July 2014 (Issue 3a) Page 145 of 186

146 Property Management Handbook NCC Community Schools G010 July 2014 (Issue 3a) Page 146 of 186

147 APPENDIX 11 - MANAGING TRAFFIC SAFETY ON SCHOOL SITES Version 2 - July 2009 This document provides guidance for schools on the management of traffic safety on site under the following sub-headings: Who Is This Guide For? Who is this guide for? Why do you need to manage traffic safety? What are schools responsibilities? What help will the County Council give? Risk assessment. Possible control measures. After the risk assessment is complete. Further information and advice. This guide is for head teachers, school governors and school site managers. It explains the steps the school should be taking to manage traffic on the school site and the sources of help and advice available. Community and Voluntary controlled schools are expected to follow the guidance in this document as it clarifies how the County Council s and school s legal responsibilities for health and safety need to be met. Foundation and Voluntary Aided schools may choose to follow this guidance as an example of good practice. Why Do You Need To Manage Traffic Safety? Vehicles moving around on the school sites pose a hazard to pedestrians. The majority of schools will have a large number of vehicle movements in short periods at the start and end of the school day in areas concentrated with a large number of pupils. In many cases therefore the risks of injury to pedestrians is significant. There are legal duties to identify traffic risks and take steps to manage any risks to users of your site. There can be local environmental benefits for both the school site and local community from traffic rationalisation associated with developing a school travel plan. What Are Schools Responsibilities? Schools are responsible for: Carrying out a risk assessment of traffic hazards on their site. Implementing measures to minimise the risk of injury from traffic. Ensuring the Education Asset Management Plan (AMP) records any identified site improvement needs. July 2014 (Issue 3a) Page 147 of 186

148 What Help Will The County Council Give? Risk Assessment In Community and Voluntary Controlled schools the County Council retains ultimate responsibility for health and safety in the school. In Aided and Foundation schools the Governing Body hold this responsibility. Where physical improvements are required, all schools should prioritise any issues they identify in their planning of devolved formula capital expenditure. Where there are strategic issues that need more significant expenditure at Community or Voluntary Controlled Schools, these would need to be considered through the County Council s capital programme and the Corporate Asset and Investment Group (CAIG). In Aided Schools, financial responsibility remains with the Governing Body or Diocese; in Foundation Schools, it lies with the Governing Body. The County Council will also give all schools advice and support in carrying out risk assessments and identifying ways to minimise the risk. In the first instance contact the Health and Safety Team for advice on (01604) As with other aspects of the school site or curriculum the risk posed by traffic on the school site needs to be specifically assessed. The head teacher should determine who will carry the assessment out. Note: The school is only legally responsible for traffic on its own site the risk assessment does not need to include the public roads outside the site. However, if there are problems in these areas with parking or congestion the school is likely to still want to address them, for example by developing a school travel plan with the Highway Authority or talking to the local police. The risk assessment will need to consider the following points: What vehicles come onto site and at what times? Do the vehicles include buses, taxis, parents cars, delivery lorries etc. Are there periods when there are large numbers of vehicles in a short duration? How many vehicles come onto site? How big is the site and where on site do vehicles go to park or drop off? Is the site congested? Is parking controlled to prevent parking in drop off areas or inappropriate places? Site management. Are there clear signs to show parking for visitors, drop off points, delivery points etc? July 2014 (Issue 3a) Page 148 of 186

149 Are there speed limits on site with signs? Are there speed control measures, humps etc? Are there marked pedestrian crossing points? Do staff supervise the site and in particular pupil and vehicle movements at the start and end of the school day? Is there a clear one-way system around the site? Do vehicles have to reverse? Vehicles reversing, particularly buses and large goods vehicles, presents a high risk to pedestrians due to reduced visibility Does reversing take place in areas or at times when pupils are around? Are pedestrian routes separate? How many pedestrians come onto site and through what routes? Do pedestrians coming onto site have a dedicated entrance? Are there footpaths separated from the road by barriers or kerbs? Do pedestrians have to cross site roads or car parks at any point? Are there barriers at points where large numbers of pupils exit to prevent them spilling onto the road? Are footpaths wide enough? Are there any vulnerable user groups on site? Your risk assessment needs to consider if there are any vulnerable user groups on site such as those with mobility or learning difficulties who may be at increased risk from traffic. Special consideration will need to be given to protecting these groups including increased supervision and designated pick up / drop off points. Are there any existing control measures? You need to consider if adequate steps are being taken at the moment to reduce the risk to the lowest level, or is there more that could be reasonably done. Looking at the recommended control measures below may help you to decide. July 2014 (Issue 3a) Page 149 of 186

150 Possible Control Measures The following are possible control measures to reduce the risk from vehicle movements. There are indications of good practice rather than a prescriptive recipe for all sites. The school will need to consider the issues on their site and determine the most appropriate control measures. Buses Where buses come onto the school site this can be an area of high risk which therefore needs to be carefully managed. The following precautions should be taken: There should be a designated bus stop. If the school is served by a large number of buses there should be designated and clearly marked bus parking bays. Bays should be numbered and buses should use the same bay every day to ensure pupils know where to find their bus. There should be adequate bays for the number of buses serving the site. If possible buses should not reverse on the school site as this is the most dangerous manoeuvre that a bus can make where reversing is required this should take place before pupils come out of lessons. All buses should be reversed into their bays before the end of school. This will need close monitoring by the school to ensure that the bus companies meet this requirement. Bus bays and stops should be located so that pupils can enter a safe pedestrian area immediately on alighting the bus e.g. they don t need to cross a traffic route to reach the pedestrian area. On after school pick up if a bus has not arrived pupils should be held back in a safe area for example hall or playground. Where buses are parked and waiting for extended periods it is good practice for drivers to switch engines off to minimise noise and pollution. Supervision The level of risk from traffic movements on site will determine the level of supervision required. A small primary school where children are collected by parents at the gate and therefore there are no traffic movements on site will require minimal supervision levels whereas a large busy site may require several members of staff at the start and end of the school day to adequately supervise. Staff should be proactive in supervising. This would include: Challenging unauthorised or inappropriate parking which creates a hazard. Steering pupils away from traffic hazard areas. July 2014 (Issue 3a) Page 150 of 186

151 Supervising bus collections. Monitoring bus contract performance e.g. are buses arriving at the required time. Staff involved in supervising need to be clearly visible to traffic and pupils and therefore should wearing a high visibility waistcoat or jacket. Signs There should be clear information for visitors communicated on signs. These are likely to include: Entrance and exit sign. Site speed limit. Directions for deliveries. Pick / up drop off point. Visitors parking. Disabled parking pick up / drop off point. Main entrance to building. No parking. No parents cars on site. One way signs (as appropriate). Signs used should be standard highway type signs that are immediately understood and recognised by drivers. Speed Control There should be a speed limit set for the site; generally mph would be acceptable. The speed limit should be displayed on a sign at the entrance to the site. On larger open sites, where there are specific issues with speeding, or where it is critical for drivers to slow down, then speed humps should be used to physically force drivers to reduce their speed. On some very small sites the constricted nature of the space itself is enough to limit speed. Vehicle Access And Parking There should be a general aim to keep vehicular movement within the grounds to a minimum and to segregate vehicles and pedestrians. Overflow parking on games areas should be avoided because of the risk of damage to the surface itself, including the spillage of oil. July 2014 (Issue 3a) Page 151 of 186

152 Parents cars Students vehicles Pedestrian Routes School Travel Plan Provision for parents cars at the beginning and end of the school day can be a major issue and there is no universal answer. The school needs to have a clear policy regarding allowing parents cars on site to pick up and drop off pupils. This policy needs to be communicated to parents ideally through the school prospectus and regular reminder letters in the event of a problem. We would advise you to discourage allowing parents cars onto site unless this is a planning requirement. Where parents cars are allowed on site there should be a marked and designated pick up and drop off point. Parents cars should not be allowed on site where space is constricted and there is a need for three point turns before being able to exit. Where the school has a sixth form there should be clear rules regarding students vehicles on site. A permit system for students vehicles is recommended to control numbers to the spaces available. These parking rules need to be strongly enforced with penalties for inappropriate parking, e.g. on yellow lines, or parking without a permit. Separate access for pedestrians and vehicles is both more pleasant and safer for the pedestrian. Within the school grounds it is as well to acknowledge the realities: that pupils are gregarious and rarely walk in single file; that parents collecting young children often bring prams; and that people walking between two points will normally take the shortest route. For well used paths within the grounds, widths of 3m or more may be necessary. Pedestrian routes should avoid abrupt changes of angle and follow direct lines wherever possible. The school run accounts for around 1 in 5 car trips on urban roads during the morning rush hour leading to congestion around the school gates and increasing parents' fears about their children's involvement in road traffic accidents. Many schools are already working on a travel plan and they're having a direct impact on improving this situation. A school travel plan is a written strategy to encourage safer and more active journeys to school for pupils and staff undertaken by a partnership between teachers, parents, pupils and governors, supported at every stage by the County Council Highways Team. July 2014 (Issue 3a) Page 152 of 186

153 Initiatives such as car sharing are then put in place to make that strategy work. Having a travel plan means that your school can be considered for inclusion on the Safer Routes to School programme for traffic calming, road crossings etc. The Government and County Council are encouraging as many schools as possible to get involved. For further help and advice contact the School Travel Plan Officer. July 2014 (Issue 3a) Page 153 of 186

154 After The Risk Assessment Is Complete After you have completed the risk assessment for your site you need to do several things: Make a written record of the key findings of your assessment. Inform the Governing Body of the key findings and discuss ways to address the improvements identified. Involve County Council specialists where you need further advice. Implement any precautions that you can. Ensure any identified site improvement needs are recorded on the AMP records for the school. July 2014 (Issue 3a) Page 154 of 186

155 APPENDIX 12 - DOOR SAFETY IN SCHOOLS Background on this subject was originally communicated to schools in October 2004 by Strategic Capital Project Delivery in consultation with the Health and Safety Team following a serious accident in a primary school which resulted in the Health and Safety Executive (HSE) carrying out an on-site investigation. In this particular case, a proprietary hinge protection device had not been fitted to the door. The door was in the nursery area of the school and there was no evidence that a risk assessment had been carried out. Subsequent Action Taken Action Required The outcome of the investigation was a recommendation by the HSE to minimise the recurrence of this type of accident by promptly evaluating these risks and undertaking appropriate preventative measures. The Children and Young People, Schools Service, in conjunction with Property Services, have recently undertaken such risk surveys in all nursery schools and nursery units. This has been followed up by a programme of remedial works and the appropriate door-jamb protectors have been fitted in relevant locations. Other schools, especially those with young children, were advised in October 2004 to self-assess these risks, considering the following factors, and decide on the appropriate course of action to minimise such risks: It is reasonable to assume that those of early years group, or younger, are at greatest risk. The provision of suitable self-closers and / or hinge protection devices is therefore recommended in all nursery and reception class areas. When planning accommodation extension / re-modelling / re-furbishing projects the need for door safety devices should be considered at an early design stage to ensure that doors and devices are compatible and suitable for the application. Where existing doors are being considered it should be noted that not all types of doors will accommodate such devices and it is therefore important to take appropriate specialist advice. Fire doors and emergency exits must not be compromised with additional safety devices. Schools that have not carried out this self-assessment should ensure that it is completed without further delay, documented and retained on site for future reference. It is recommended that all schools should review their existing risk July 2014 (Issue 3a) Page 155 of 186

156 assessment on an annual basis or sooner if there is an accident or significant changes occur. The following Self Assessment guide should assist you with the evaluation of the present risks from injury caused by doors, ways of managing those risks and the possible solutions to the identified problems. Self Assessment Guide For Finger Protection On Door Hinges Finger guards to doors should be provided as part of the works for new buildings and refurbishment projects in nurseries and other school areas used by very young children (reception classes, crèches, community rooms etc.). However this provision has been included in the designers brief only in recent years and therefore retrospective fitting of these devices may be appropriate in some circumstances. It should be noted that not all doors can accommodate such devices due to their design and that any such device that is fitted must not compromise the operation of fire doors or emergency exits. Head teachers/governing Bodies should ensure that they have considered the risks presented to building users, particularly young children, by the doors in the school and subsequently take the appropriate action. It is important to make a formal record of this and retain it on the school s Health and Safety file. To assist with undertaking this risk assessment, the following factors should be taken into consideration. Please note that this list is not presented in any particular order of importance and that additional factors not referred to here may be relevant for individual schools. Age group concerned (also consider younger siblings who may come into school). Special needs / behaviour management issues. School layout / design. Congregational areas (e.g. entrance areas, cloakrooms, toilets etc.). Pupil movements / timetable requirements. Security issues. Supervision levels. Type of doors (e.g. internal / external, fire door etc.). Design / weight of doors (e.g. metal edges etc.). Are self-closers fitted and if so, are they routinely checked for correct operation. History of related accidents in the school. Any other relevant factors. July 2014 (Issue 3a) Page 156 of 186

157 Suppliers Of Finger Protection Devices For Door Hinges It is important to remember that whatever product is selected and installed, all devices should be included in the regular, routine inspections of the premises to ensure that they remain in good working order. July 2014 (Issue 3a) Page 157 of 186

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159 APPENDIX 13 - FIRE RISK ASSESSMENT For Managers Fire Precautions - Health and Safety - The Fire Precautions (Workplace)(Amendment) Regulations 1999 and the Regulatory Reform (Fire Safety) Order 2005 require employers to carry out a fire based risk assessment of all workplaces under their control (with some exceptions). The County Council complies with this requirement by providing information and support to enable Buildings Managers to undertake an assessment of their premises on their behalf. Your assessment aims to determine the risk from fire to employees and others on the premises and to identify the measures that should be implemented to control those risks. The Fire and Rescue Service has the duty to enforce these regulations and your risk assessment will form the basis of any future inspection of your workplace, including any application for a Premises Licence. Using This Risk Assessment Guide This guidance document has been produced to assist you to carry out a fire risk assessment in a methodical, logical manner and record the significant findings. The process consists of five steps and each step should be completed before moving on to the next. Step 1 Step 2 Step 3 Step 4 Step 5 Identify fire hazards (ignition sources and sources of combustion) Decide who could be at risk Evaluate the risks and carry out necessary improvements Record the findings and actions (This completed document) Review and revise (annually or if significant changes & record on the front of form) Some examples have been provided to assist you to complete sections A C in Steps 1 & 2, these are not exhaustive and further guidance can be found in DCLG Guides Fire safety risk assessment ;Educational Premises, Small places of assembly (up to 300 people),large places of assembly. This form is a suggested method for use in workplaces which are not large or complex. In more complex buildings you may find it appropriate to divide the assessment into smaller, more manageable sectors. The following Managers Checklist may assist you to ensure that all relevant areas have been covered: Make hazard & risk Assessments. Ensure relevant fire safety training takes place. Produce an emergency plan and put up fire notices. July 2014 (Issue 3a) Page 159 of 186

160 Conduct fire drills (each quarter/term). Check adequacy of fire fighting equipment & its maintenance (monthly). Consult with & implement recommendations of local Fire Service representatives. Conduct regular fire safety inspections. Ensure fire escape routes and fire exit doors/passageways are unobstructed & operate correctly (monthly). Check that fire detection & protection systems are maintained, tested and records kept. Ensure close down procedures are in place and followed (including security measures). Include fire safety in regular health and safety reports to relevant management meetings. If your workplace is in a building shared with other employers, you and all the other occupiers and any other person who has control of any other part of the workplace will need to discuss your risk assessment. This will help to ensure that any areas of higher risk, and the need for any extra precautions, are identified The completed assessment should be filed on your premises with the other elements of your fire risk management recording system. If you have difficulty in completing any area of your risk assessment you can contact either: The Health & Safety Team Tel: July 2014 (Issue 3a) Page 160 of 186

161 Property Management Handbook NCC Community Schools FIRE RISK ASSESSMENT Premises Name: Address: G010 Name of Building Manager: General Description of premises: (Including number of blocks/sectors & floors attach plan if available) Times during which the premises are occupied - Days: Total number of people likely to be on the premises at any one time (including visitors): Risk Assessment Carried Out By: Name: Job Title: Review of Risk Assessment: Times: Signature: Date: Date By Whom Remarks Signature

162 Property Management Handbook NCC Community Schools STEP 1: IDENTIFY FIRE HAZARDS & THEIR LOCATIONS (Ignition Sources, Fuel Sources) G010 A: IGNITION SOURCES 1. Smokers materials NCC has a no-smoking policy but local arrangements may be in place at some locations, provide fire proof waste bins at entrances, monitor & control unauthorised incidences. If present If present enter brief details (e.g. location, nature etc) 2. Naked flames Ensure contractors & maintenance staff have fire safety information. Replace naked flame and radiant heaters with fixed convectors or a central heating system. Ensure any contractors have considered fire risk in their method statement 3. Electrical equipment Do not overload adapters, provide additional sockets if necessary. Keep electrical testing up to date & only allow competent person to carry out repairs or

163 Property Management Handbook NCC Community Schools G010 wire plugs, ensuring correct fuse rating. Make sure that staff know how to isolate the main electrical supply in an emergency 4. Hot processes / hot equipment Ensure that procedures to reduce risk are established & followed. Use of fire resistant materials should be considered & fire fighting equipment provided 5. Cooking Consider use of heat detection rather than fire detection in these areas. Restrict access, ensure staff aware of additional risks, provide fire blanket and consider use of self closers/fire doors 6. Lighting Replace tungsten filament bulbs with fluorescent fittings in areas where combustible materials may be ignited, or move fittings or combustibles 7. Friction Do not allow build up of dust or combustible materials

164 Property Management Handbook NCC Community Schools G Spark generation Ensure that procedures to reduce risk are established & followed. Use of fire resistant materials should be considered & fire fighting equipment provide 9. Arson Use NCC check list to establish risk. Remove waste frequently & secure bins away from buildings 10. Heating equipment Keep ducts, chimneys & flues clean & in good repair 11. Others - Specify

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166 Property Management Handbook NCC Community Schools G010 B: IGNITION SOURCES Identify combustible materials, make sure that they are not stored on escape routes or near to sources of ignition 1. Paper / card Location and quantity of display materials on escape routes must be kept under control. 2. Plastics If present If present enter brief details (e.g. location, nature etc) 3. Wood 4. Flammable liquid Store highly flammable materials in fire resisting stores away from sources of ignition 5. Flammable gases 6. Waste residues Remove waste frequently & secure bins

167 Property Management Handbook NCC Community Schools G010 away from buildings 7. Foam-filled furniture Replace with fire resistant products where possible. Items such as PE mats are high risk & must be located away from escape routes in an enclosed area 8. Curtains, bedding etc This must be flame retardant 9. Others specify

168 Property Management Handbook NCC Community Schools Step 2: Identify People at Risk It must be assumed that everyone in the premises is at some risk if there is a fire. However, this step involves identifying those people who are at particular risk. G010 CATEGORY OF PERSON MAXIMUM NO. LOCATION REMARKS 1. Visitors, members of public, contractors Unfamiliar with building, out of normal hours, type of activity 2. Pupils, residents, service users Age range, ability, supervision, group size 3. People with impaired mobility May require assistance to escape 4. People with sensory impairment May not be able to receive warning 5. People with learning difficulties May not understand warning or be able to escape unaided

169 Property Management Handbook NCC Community Schools G People on upper floors or in basement Vulnerable to fires on other floors, further to travel, ensure adequate means of notification/early warning of fire 7. People asleep in premises This must be detailed in the evacuation plan for the premises 8. Others specify

170 Property Management Handbook NCC Community Schools STEP 3: EVALUATE RISKS ASSESS EXISTING ARRANGEMENTS This Step requires you to consider the information you gathered in Steps 1 and 2 and make judgments about it. A: Ignition Sources Consider in turn each of the ignition sources which you ticked in Step 1. For each one, decide whether you can eliminate, reduce, contain or isolate the source. Perhaps you could take other measures to improve the current situation, e.g. improve maintenance, relocate items, display warning notices, etc. Enter any such things in the other measures column below. Necessary action should be entered in the appropriate column. G010 Ignition Source Can You: Other Measures Action to be taken & person responsible Eliminate Reduce Contain None of these (use separate sheet if necessary) Date Completed

171 Property Management Handbook NCC Community Schools B: Fuel Sources Consider in turn each of the fuel sources which you ticked in Step 1. For each one, decide whether you can eliminate, reduce, contain or isolate the source. Perhaps you could take other measures to improve the current situation, e.g. improve maintenance, relocate items etc. Enter any such things in the other measures column below. Necessary action should be entered in the appropriate column. G010 Fuel Source Can You: Other Measures Action to be taken & person responsible Eliminate Reduce Contain None of these (use separate sheet if necessary) Date Completed

172 Property Management Handbook NCC Community Schools C: Means of Escape In the left-hand column below there are some statements about means of escape. You should consider each of them in turn and relate them to your workplace. If you think that existing arrangements are satisfactory in terms of statement tick the satisfactory box and proceed. If any element is not satisfactory, or if you are unsure, enter brief details of the action you propose Statement 1. Emergency routes and exits should lead as directly as possible to a place of safety clear of the building 2. The escape routes must be adequately protected by fire-resisting construction where necessary 3. All exits and exit routes must be kept clear at all times 4. The number, distribution &size of exits should be adequate fore the risk in the workplace & number of people likely to be present. 5. Doors on escape routes should normally open in the direction of travel. Swing and revolving doors are not recommended for emergency exits 6. Fastenings on doors on escape routes must allow doors to be easily and immediately be opened in an emergency 7. Exits and exit routes not in normal everyday use should be indicated by signs where necessary 8. Exit routes must be adequately illuminated at all times. Emergency lighting should be provided where necessary. Sat Proposed Remedial Action & person responsible (use separate sheet if necessary) G010 Date Completed

173 Property Management Handbook NCC Community Schools D: Other measures Enter brief details about your existing arrangements in the box provided. You must then decide whether these arrangements are adequate in the light of your findings in Steps 1 and 2. If remedial action is necessary details this in the space provided and then enter the date when action has been completed. G010 Management of Fire Risk Existing Details Satisfactory Remedial Action Proposed Date Completed 1. Means for detecting and giving warning of fire 2. Means for fighting fire 3. Maintenance and testing procedures for fire safety equipment 4. Fire safety training for employees 5. Recording of testing and training The remedial action columns of Step 3 A D now represent your action plan. Necessary improvements identified in your risk assessment must now be implemented. You should record when the items have been addressed and review this periodically.

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175 Property Management Handbook NCC Community Schools APPENDIX 14 - ARSON PREVENTION CHECKLIST The questions in the checklist are addressed primarily to those responsible for day-to-day management of premises, e.g. head teachers, unit managers, bursars, site supervisors and caretakers. Whilst the checklist will address the majority of issues for consideration, not all questions will be relevant for all premises and it may need to be adapted for specific locations or situations. MANAGEMENT STRATEGIES Yes No N/A Comments / Action Is there any history or evidence of fires being started deliberately on the premises? Are you in contact with the Fire Service Fire Protection Officer and the police Crime Prevention Officer? Is their advice sought and implemented as far as possible? Have you discussed any problems you can foresee in implementing their advice with the officers? G010 Are all employees aware of fire and security problems, the protective strategies which are adopted to counter them and the contributions which they can make? - Do you have a procedure to ensure that all fires are reported, investigated and recorded? Do you know what hazardous materials are kept on the premises and do you keep them only in reasonable quantities? Are chemicals (including gases) and highly flammable materials, kept locked away in properly designed secure stores?

176 Property Management Handbook NCC Community Schools G010 Is the store kept locked at all times and the keys held by a responsible person? Are there arrangements to limit waste paper and other combustible materials in which a fire can be started?

177 Property Management Handbook NCC Community Schools G010 PRECAUTIONS AGAINST HAZARDS Outside the building: Yes No N/A Comments / Action Is combustible waste placed in a secure bin store away from the building? Is the space under raised huts/mobile classrooms protected against accumulation of litter / dry vegetation? Are advance arrangements made for reception of stores deliveries and for goods to be put into store without delay? Are there any openings through which burning materials could be put? Are any windows, doors of buildings vulnerable to external fire? Are windows (even those protected by bars) kept closed in unoccupied parts of the building? Are windows kept in good repair and are breakages quickly dealt with? Are letterboxes protected on the inside with sheet metal boxes? Are doors in good repair and without gaps through which burning paper could be pushed?

178 Property Management Handbook NCC Community Schools G010 Are fuel tanks kept in secure enclosures with locked valves? Is there easy access onto roofs via drainpipes, walls / fences, outbuildings etc? If present, are perimeter fences / gates secured and provide an adequate deterrence? Are outbuildings secured? Is the site easily accessible by the public and trespass a problem?

179 Property Management Handbook NCC Community Schools G010 PRECAUTIONS AGAINST HAZARDS Inside the building: Yes No N/A Comments / Action Is there an automatic fire detection or sprinkler system? If so, is it linked to the Fire Service? Does the fire alarm sound at a point from which action can be safely taken? Do employees, particularly the caretaker / site supervisor, know what action to take if the fire alarm sounds? Are the necessary arrangements made to ensure that the fire alarm system is quickly reset after operation? Is the fire alarm system properly maintained and tested? Is there an intruder alarm with a monitored link to an alarm receiving station?

180 Property Management Handbook NCC Community Schools G010 PRECAUTIONS AGAINST HAZARDS End of the working day / closing the building: Yes No N/A Comments / Action Do employees ensure that work / classroom materials are put away tidily? Is valuable equipment and cash secured? Are electrical appliances and equipment including that in craft rooms, workshops, kitchens and offices disconnected from the supply? Are windows and doors closed and locked to deter intruders and restrict the spread of fire within the building? Are all rooms, including toilets, checked for intruders? Are heating, lighting and ventilation services etc. shut down as far as practicable? (Note that some lighting may be needed for security reasons). Is rubbish collected and removed to a safe place at the end of each day? If present, are the fire and/or intruder alarms set? If present, is external lighting and / or CCTV working? Are the gates to the premises locked shut?

181 Property Management Handbook NCC Community Schools G010 PRECAUTIONS AGAINST HAZARDS Outside normal operational hours: Yes No N/A Comments / Action Is the building open to the local community outside of normal operational hours? Is there a problem of unauthorised / forced entry to the site? Is there a telephone readily available to authorised users of the premises outside normal operational hours? Are people using the premises briefed about fire precautions and locking up the building when they leave? Without blocking escape routes, are people locked out of parts of the building they have no need to enter? Do caretakers / cleaners understand the fire risks of rubbish and of cleaning materials?

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183 APPENDIX 15 - PONDS / WATER FEATURES The following safety guidance should be taken into account when considering the construction of a new pond / water feature or when improving an existing facility. Whilst their is no specific legislation concerning ponds etc., Head teachers / Governing Bodies should ensure that an adequate risk assessment is carried out taking into account the proposed use of the feature, its physical nature including water depth, location on site, age of the children etc. Note should also be taken of the need to safeguard unauthorised persons on site, users of the premises out of school hours etc. To assist in this process the following general guidance is offered; If the pond / water feature is at the planning stage, the current procedures for carrying out school managed projects should be followed. Ponds should be protected by one of the options outlined below; 1. A permanently fixed, large-mesh cover at water level, (i.e. "weld-mesh" sheeting used to reinforce concrete) - 2. This will enable pond-dipping activities to take place and vegetation to grow through whilst providing a cover that would support the weight of a person falling onto it. This option may be impractical for an existing pond or a large expanse of water and it may inhibit certain science-related activities. 3. A barrier (i.e. fence or hedge) around the pond site - 4. This should be secure, suitably robust and, if a fence, constructed so as to impede climbing; a height of approximately 1 metre would be appropriate as this will not unduly restrict visibility of the internal area but prevent someone stepping over. A gate that can be secured to prevent unauthorised access should be included in the design. Appropriate levels of supervision should be provided during lessons around the pond / water feature and at break times. Users of the premises out of school hours should be advised of its existence. The pond / water feature should be appropriately maintained on a regular and routine basis, i.e. edges built up to reduce the risk of slipping into the water, rubbish removed on a routine basis, barriers kept in a good state of repair. July 2014 (Issue 3a) Page 183 of 186

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185 APPENDIX 16 - A QUICK GUIDE FOR CLIENTS UNDER THE CDM REGULATIONS 2007 The following identifies the duties of Clients under the Construction (Design and Management) Regulations Should the School fail to follow the appropriate procedures within Part F of this Handbook, the School Governing Body will be legally responsible for the Client duties. Having Construction Work Done? 1. If you are a Client for a construction project, the Construction (Design and Management) Regulations 2007 (CDM) will apply. The purpose of CDM is to ensure that health and safety is co-ordinated and managed throughout all stages of a construction project in order to help reduce accidents, ill-health and costs. Where CDM applies, you will have legal duties to discharge (which are enforceable in a court of law). Your duties are the same whatever the size of project. However, how much you will actually need to do will vary from project to project. Where any potential risks are low, little will be required of Clients. Where they are higher, you will need to do more. It is important that what you do is proportionate to the risks. What Do Clients Need To Do? As a Client, you have to: Appoint a CDM Co-ordinator (CDM-C) who is either an individual or a company. The appointment should be made in sufficient time to allow the CDM-C to develop a suitable influence on designers and to ensure health and safety information is made available before arrangements are made for construction work. Appendix 4 of the CDM Approved Code Of Practice details the criteria for a two stage competency assessment. It is unlikely that school caretakers/site supervisors or other school staff will have sufficient training and experience to be considered as competent for this role. Ensure that the CDM-C is provided with health and safety information about the premises or site where construction work is to be carried out. A CDM-C has responsibility for co-ordinating the health and safety aspects of design and for ensuring pre-tender health and safety information is made available to tenderers or contractors. Ensure, through the CDM-C, that Designers meet the requirements of statute including the Workplace (Health, Safety and Welfare) Regulations, Building Regulations and the Party Wall Act. Designers, in regard to school buildings, should take account of guidance issued by the DfE in Building Bulletins (See Appendix 6). July 2014 (Issue 3a) Page 185 of 186

186 Appoint a Principal Contractor. Do this in sufficient time to allow the Principal Contractor to develop a suitable construction Health and Safety Plan before construction begins. A Principal Contractor has responsibility for co-ordinating health and safety aspects during the construction phase. Be reasonably satisfied that all those you appoint are competent and adequately resourced to carry out their health and safety responsibilities for the job in hand. Ensure adequate welfare facilities for construction workers are provided by the Principal Contractor. These should be identified within the construction Health and Safety Plan, and what is adequate will be identified by the CDM-C. Ensure, as far as is reasonably practicable, that a suitable construction Health and Safety Plan has been prepared by the Principal Contractor before construction. Take reasonable steps to ensure that the Health and Safety File you will be given at the end of the project, by the CDM-C, is kept available for inspection by those considering future construction work. The Health and Safety File is a record of information which tells you (and others) about the key health and safety risks that have to be managed during any future maintenance, repair, construction work or demolition. The CDM Regulations require notification is made to the Health and Safety Executive if a project involves construction work where any one of the following statements are applicable: A project requiring notification is one where construction work on site is expected to last for 30 working days (6 weeks generally) or more or involve more than 500 person days of work. What Happens If I Don t Comply With My Client Duties? It is more likely there will be a fatal or serious accident while your construction work is being carried out if you do not ensure that CDM 2007 is followed. In addition, your finished structure may not be safe to use, safe to maintain and not deliver you good value for money. If you don t appoint a CDM-C or Principal Contractor on a project that requires notification (see below), it will mean that you are legally liable if the things that they should have done aren t actually done. Serious breaches of health and safety legislation on your construction project could result in construction work being stopped by the Health and Safety Executive and additional work may be needed to put things right. In the most serious circumstances, you could be prosecuted. July 2014 (Issue 3a) Page 186 of 186