Asset Management Planning (AMP) and Capital Investment workshop

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  • 1. 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 recommendation? 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 notice boards)? 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 Management Team _____________________________________________________________________________ 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 Manager). _____________________________________________________________________________ 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 http://www.teachernet.gov.uk/management/resourcesfinanceandbuilding/funding/capitalinve stment/typesoffunding/nds/ For guidance on funding for VA schools, see DfES guidance available at http://www.teachernet.gov.uk/management/resourcesfinanceandbuilding/funding/voluntaryaided schools/
  • 2. 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 one contribution? 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 Accommodation Team. _____________________________________________________________________________ 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 impact recorded.
  • 3. Communicating information: 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 Condition: 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 behalf. 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) dorme@worcestershire.gov.uk 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 wwilliams@worcestershire.gov.uk or 01905 766457 Suitability: 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.
  • 4. Contact details: Asset Management Asset management generally Nicola van Hoen 01905 766145 Asset Management Officer nvanhoen@worcestershire.gov.uk Suitability Ninetta Adorisio 01905 728559 Assistant Asset Management Officer nadorisio@worcestershire.gov.uk Condition Mark Crivelli 01905 728582 Assistant Asset Management Officer mcrivelli@worcestershire.gov.uk CAD plans Roy Furlong 01905 728716 Assistant Asset Management Officer rfurlong@worcestershire.gov.uk School Information and Planning Net capacity assessments Jane Montague-Johnson / Janet Houlan 01905 766072 Schools Capacity Officers jmontague-johnstone@worcestershire.gov.uk jhoulan@worcestershire.gov.uk Access and Accommodation Funding generally – all streams Geoff Roberts 01905 766386 Service Development Manager groberts@worcestershire.gov.uk – Access and Accommodation Steve Hatch 01905 766388 Accommodation Resources Officer shatch@worcestershire.gov.uk Aided Schools Robert Williams 01905 766649 Senior Projects Officer rjwilliams@worcestershire.gov.uk Property Risk Management Dave Buchanan 01905 766131 Property Risk Team Manager dbuchanan@worcestershire.gov.uk Andy Wood 01905 766434 Water Quality Manager awood@worcestershire.gov.uk For copies of risk management reports: Janet Hay 01905 766451 Property Risk Information Officer jhay@worcestershire.gov.uk