Asset Management Planning (AMP) and Capital Investment workshopDocument Transcript
Asset Management Planning (AMP) and Capital Investment workshop
Questions and answers, and points to note
(NB: contact details for individual officers and teams are given on the last page)
Q: When we have changes at the school how do we tell you about them?
You can tell us in whatever way is most convenient for you. If the LA has been involved with the
work, the AMP Team will be notified of the changes through internal communications, but we
strongly encourage schools to tell us as well. You can:
Amend the plan for your school in red and post a copy to the AMP Team
E-mail or phone the AMP Team, giving details of the changes (please refer to the room
numbers on your plan to help us to identify the area in question)
Amend your suitability assessment and send a copy to the AMP Team
Q: What is the approach to the fire risk assessment reports where we are advised to
implement many items – are you relaxed or do we have to adhere to every
Dave Buchanan (Property Risk Team Manager) has confirmed that the LA’s approach to the
implementation of recommendations is unchanged (i.e. reasonable). If you would like any
advice on implementation of recommendations, contact the Property Risk Management Team.
Q: The asbestos report is only from the ceiling down and majority of asbestos could be
in ceiling voids. Is it possible to have a five year test in all schools on asbestos as
fibres can become dislodged through building work (as well as incorporated in
Some sites have had a specific ‘Above Ceiling’ survey, and the frequency of air testing will be
considered, but if you are concerned about the possibility of loose fibres, and wish to discuss air
testing, contact the Property Risk Management Team
Q: Is there a plan to have asbestos removed from our schools?
Funding constraints mean it is not possible to remove all asbestos-containing materials from
every school. Asbestos is not dangerous unless it is damaged or in poor condition, and the
thorough surveys conducted on your behalf mean that any areas of concern are identified and
addressed as quickly as possible. If you would like further information, contact the Property Risk
Q: Legionella – although caretakers endeavour to check/run water as per the
recommendations, it is sometimes difficult to find the sentinel point.
The sentinel points are generally the furthest points in the system from the water tank. If you
need help in identifying the sentinel points in your school, contact Andy Wood (Water Quality
Q: Can we draw down one year of capital in a Voluntary Aided school?
No. DfES gives the Devolved Formula Capital for Aided schools directly to individual schools,
so there is no central fund managed by the LA which may be drawn upon.
For further information on draw down and rollover of Devolved Formula Capital for maintained
schools, see DfES guidance available at
For guidance on funding for VA schools, see DfES guidance available at
Q: With devolved capital we can draw down funding from one year ahead but there is a
2% cap on what we can borrow. It would make sense and be good value for money
if this percentage could be raised. Are there any plans to raise this?
There are no plans to change the percentage at the moment, but Geoff Roberts will raise the
issue with Financial Services, who are responsible for setting the figure.
Q: When the LA asks that schools make a contribution to building works, if two
schemes are to go ahead can we amalgamate the two schemes and establish this as
It depends on the schemes in question – if they are two separate, unrelated schemes, the LA
will ask for two contributions from the school, but if the two schemes are linked in such a way
that they could be treated as one, only one contribution will be required.
If you have any questions about planned schemes at your school, contact the Access and
Q: If funding is based largely on the Asset Management Plans, why is the full quota of
schools not represented here?
The Asset Management Team, and a range of other officers involved directly and indirectly with
asset management and capital funding, continually remind schools about the importance of
AMPs in a number of different ways, but we cannot compel schools to attend events or supply
us with information. (Apparently one LA did try withholding DFC from schools who failed to co-
operate, and was forced by the relevant Ombudsman to release the money.)
Colleagues suggested that if schools realised that their input (or lack of it) directly affects the
amount of Modernisation (suitability) funding we receive from DfES, they would co-operate –
while we have explained this in the past, we will push this message more directly in the future.
We would welcome other suggestions as to how we can reach the more reluctant schools.
Q: Could we have the relationship to all schools with Asset Management Planning put
on a newsletter?
A flyer will accompany the next ‘P.S.’ newsletter, asking for schools to confirm the correct name
and job title of the person who is their main contact for AMP-related matters.
Q: A recent workplace assessment highlighted that we have too much admin space.
How are we expected to fit in all staff and carry out PPA in small spaces?
The recommended numbers and sizes of various types of space for different sizes of school are
set out in DfES Area Guidelines (Building Bulletin 98 for secondary schools and Building
Bulletin 99 for primary schools), but these are guidelines to be considered when designing new
accommodation, and not minimum requirements for all existing schools.
You should record a perceived lack of a particular type of space on your suitability assessment
- the LA will refer to the DfES guidelines to judge whether your assessment is reasonable, but
ultimately it is your experience of the problems encountered day-to-day that will determine the
We try hard to communicate in a range of ways to ensure that we reach as many people as possible
– e.g. visits, letters, flyers in the black bag, the white AMP folder, P.S. newsletter, and workshops.
It was recommended that all new Heads, Bursars and/or Business Managers should be
visited and the importance of asset management planning explained to them.
Trevor Gates tries to visit all new Headteachers and Acting Headteachers to explain property-related
issues to them, and invites Ninetta Adorisio, the Assistant Asset Management Officer who is
responsible for managing Suitability information, to join him.
Where the Asset Management Team are informed of new staff in other posts e.g. bursar, we try to
contact them to offer support and guidance, but we are not routinely informed of such changes. If you
are introduced to colleagues who are new in post, please recommend that they contact the Asset
Management Team so that we can offer them the help they are likely to need.
It was suggested that the LA should give schools a timetable of when Condition,
Mechanical, Electrical and Suitability need to be updated
Full condition surveys are undertaken every five years, and your Property Services Liaison Officer will
update your condition survey and repairs report if necessary following your annual liaison meeting (to
strike out any jobs which have been completed).
Please note that where your report is updated after your liaison meeting, you will routinely be sent a
copy of the updated report – when you receive a new copy, make sure that you throw away your old
copy to avoid confusion in the future. We recommend that you file all of your AMP-related paperwork
in your white AMP folder, to make it easier to manage.
The dates of your most recent surveys are shown on the condition report – the report is divided into
sections (the first section shows the details of the site and grounds, then there is a mini report for
each block) and the survey dates are shown on the first page of each mini report. You can calculate
when your next survey is likely to be, by adding five years.
NB: Schools are NOT charged for the condition surveys which are undertaken on their
Regular electrical test inspections are carried out as necessary (the appropriate cycle
varies from annual to five-yearly) and schools do have to pay for this and any identified
remedial repairs – for further details on this, contact Derek Orme (Principal Engineer)
email@example.com or 01905 766439.
Details of likely costs relating to service contract inspections etc. are sent to schools who
purchase these services at the beginning of the financial year, and this should help you to
budget for these costs. If you have any queries about these costs, contact Wendy Williams in
the Client Support Unit firstname.lastname@example.org or 01905 766457
Your suitability assessment should be reviewed at least annually, but in theory even minor changes in
school could affect your assessment e.g. adding blinds in a classroom could solve problems relating
to glare, which you have recorded as having an impact on staff and pupil morale (category D).
We recommend that you review your assessment following the completion of a project, and when the
Asset Management Team receives notification that a project has reached Practical Completion stage,
Ninetta Adorisio sends out a letter to the school prompting them to review their assessment
It is particularly important that all schools review their information before the Asset Management
Team has to submit the summary data which DfES have requested every other year to date – all
schools will be notified well in advance of the deadline if we are required to send data later this year.
Asset management generally
Nicola van Hoen 01905 766145
Asset Management Officer email@example.com
Ninetta Adorisio 01905 728559
Assistant Asset Management Officer firstname.lastname@example.org
Mark Crivelli 01905 728582
Assistant Asset Management Officer email@example.com
Roy Furlong 01905 728716
Assistant Asset Management Officer firstname.lastname@example.org
School Information and Planning
Net capacity assessments
Jane Montague-Johnson / Janet Houlan 01905 766072
Schools Capacity Officers email@example.com
Access and Accommodation
Funding generally – all streams
Geoff Roberts 01905 766386
Service Development Manager firstname.lastname@example.org
– Access and Accommodation
Steve Hatch 01905 766388
Accommodation Resources Officer email@example.com
Robert Williams 01905 766649
Senior Projects Officer firstname.lastname@example.org
Property Risk Management
Dave Buchanan 01905 766131
Property Risk Team Manager email@example.com
Andy Wood 01905 766434
Water Quality Manager firstname.lastname@example.org
For copies of risk management reports:
Janet Hay 01905 766451
Property Risk Information Officer email@example.com