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Buildings

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Managing a Community Building

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Buildings

  1. 1. managing a community building <ul><li>Kenny Lieske </li></ul>
  2. 2. the day <ul><li>introduction </li></ul><ul><li>what makes a successful building </li></ul><ul><li>disability access audits </li></ul><ul><li>legal responsibilities </li></ul><ul><li>health and safety </li></ul><ul><li>business continuity planning </li></ul><ul><li>building maintenance </li></ul><ul><li>integrated building systems </li></ul><ul><li>environmental impact </li></ul><ul><li>sustainable income and funding </li></ul><ul><li>connecting with communities </li></ul><ul><li>evaluation and quality assurance </li></ul><ul><li>websites, publications and toolkits </li></ul>break lunch break
  3. 3. introduction <ul><li>who are you, what do you do and what do you hope to take away from today? </li></ul><ul><li>what makes a good building? </li></ul>
  4. 4. good buildings are... <ul><li>welcoming </li></ul><ul><li>clean, warm and friendly </li></ul><ul><li>efficient </li></ul><ul><li>financially secure, well managed and maintained </li></ul><ul><li>accessible </li></ul><ul><li>disabled access, connected to users, cultural awareness and well designed </li></ul>
  5. 5. bad buildings have... <ul><li>lack of information about activities </li></ul><ul><li>unclear who owns it </li></ul><ul><li>nobody to help you </li></ul><ul><li>empty spaces </li></ul><ul><li>poor access </li></ul><ul><li>things don’t work </li></ul><ul><li>cold, drab, smelly </li></ul><ul><li>unfriendly or intimidating </li></ul><ul><li>unhappy people </li></ul>
  6. 6. common problems <ul><li>managed by accident </li></ul><ul><li>unsuitable leases </li></ul><ul><li>restrictive status </li></ul><ul><li>coterminous boundaries </li></ul><ul><li>poorly maintained or outdated systems </li></ul><ul><li>lifts, heating systems etc </li></ul><ul><li>no replacement or depreciation strategy </li></ul><ul><li>lack of appropriate professional support </li></ul><ul><li>short term funding or low income </li></ul><ul><li>unable to reach the community </li></ul><ul><li>poor access </li></ul>
  7. 7. accessibility (h) things to consider when developing a disability access audit
  8. 8. accessibility (h) things to consider when developing a disability access audit publicity (different formats / web design) signs (high visibility, wayfinder, braille, lowercase) entrance (tactile paving, doorbells, ramp gradients, automatic doors / door width, handrails, lighting, seating, contrasting colours, reception desk height) hearing loops (test them / consider overspilling) toilets (alarms, peninsula access, handrails, floor space, taps) lifts fire safety (visual alarms, refuge areas, phone links evac chairs) parking for blue badge holders (marked out) adjustable equipment (flip charts etc) assistive technology support dogs governance, recruitment and employment staff training
  9. 10. legal matters <ul><li>ensure you follow the law </li></ul><ul><li>who is responsible for ensuring your building </li></ul><ul><li>meets legislative requirements </li></ul><ul><li>what areas of the law might you need to consider </li></ul>
  10. 11. key areas of law <ul><li>lotteries, raffles and other fundraising law </li></ul><ul><li>alcohol, entertainment and gaming </li></ul><ul><li>copyright, television, software, prs and ppl </li></ul><ul><li>planning and building regulations </li></ul><ul><li>equal opportunities and access </li></ul><ul><li>trading, financial and employment </li></ul><ul><li>data protection / child protection / charity law (e.g. trustees) </li></ul><ul><li>food hygiene / smoking legislation </li></ul><ul><li>waste management </li></ul><ul><li>tenants and tenure </li></ul><ul><li>insurance (public/employers liability - buildings/contents) </li></ul><ul><li>energy performance certificate </li></ul>health and safety
  11. 12. health and safety health and safety at work act working at heights regulations coshh control of substances hazardous to health gas safety electrical safety regulations (periodic/pat tests) regulatory reform act (fire safety) puwer provision and use of work equipment regulations first aid provision / first aid kits / accident books riddor reporting of incidents, diseases and dangerous occurrences regulations hse/cqc - powers to close buildings down health and safety
  12. 13. health and safety health and safety should be principled rather than pragmatic duty of care
  13. 14. risk assessments general risk assessments looking at all aspects of safety vdu risk assessments h lone working risk assessments (need to consider cleaners or maintenance staff) fire risk assessments / fire evacuation procedures h (prevention, evacuation, fire suppression and need to include risks to fire fighters and other property nearby) fire refuge points are deemed as places of relative safety individual risk assessments should be conducted for disabled people, younger people and pregnant women
  14. 15. risk assessments hazard: anything with potential to cause harm risk: the likelihood of the hazard causing harm a) identify hazards that could affect anyone b) assess the risk of occurrence c) evaluate the severity of the outcome d) eliminate the hazard if possible or reduce them to the lowest level of risk possible step by step look for the hazard > decide who might be harmed and how > evaluate the risk arising from the hazard and decide if existing measures are adequate or should more be done > record your findings and inform people > review and update
  15. 16. risk assessments risk assessments should enable one size does not fit all - be adaptable it can be hard to be objective about something you use every day develop an organisational workplan in relation to h &s have a plan ‘b’ (business continuity measures and insurance)
  16. 17. business continuity disaster recovery usually relates to IT systems and buildings business continuity plan focuses on being able to provide services (human resources - financial management) disasters fall into three categories value of data: can you operate without email for a day (or week) what if all your accounting data is lost what if your entire client list is lost
  17. 18. business continuity disaster recovery usually relates to IT systems and buildings business continuity plan focuses on being able to provide services (human resources - financial management) disasters fall into three categories natural disasters - hurricanes, earthquakes, etc technical disasters - hardware failure, power cuts human disasters - disgruntled employee, virus etc fire can fall into any of the three value of data: can you operate without email for a day (or week) what if all your accounting data is lost what if your entire client list is lost
  18. 19. plans should consider physical destruction (fire, flood damage, earthquake) data destruction (system failures, hackers) where to start... prevention - fire fighting equipment, structural surveys, backing up data, secure networks, using anti virus. create a contact list covering... staff, tenants, it professionals, emergency services, utility companies, plumbers, electricians, glaziers and other contractors business continuity
  19. 20. decide what is critical to the organisation what order to restore back up systems or make repairs keep an assets register include serial numbers and activation codes keep all this information off site (ideally with two people) test your plan - data etc make sure contacts are updated business continuity
  20. 21. let’s do lunch
  21. 22. one of the biggest issues buildings encounter unless you know who is responsible for doing a repair then it generally doesn’t get done who’s job is it to report repairs don’t assume you can maintain a building ‘on the cheap’ broken windows develop a maintenance plan (include time scale and anticipated costs) painting and decorating/carpet replacement/window cleaning building maintenance
  22. 23. use maintenance as an opportunity to make improvements should consider environment / access (lighting/decorating/taps) as you repair and replace undertake regular maintenance checks ‘walkrounds’ / develop workplans know the location of fuse boxes / meters / water stopcocks / keep records (keys / master codes / paint colours) keep an up to date list of contractors try to build a relationship with them electricians / plumbers / window cleaners / carpet cleaners / glaziers / fire fighting equipment / cleaning consumables / it support / telephone contractors / water companies / fire alarms / burglar alarms / locksmiths / decorators / heating engineers / plasterers / catering suppliers / flooring specialists / automatic doors / audio visual repairs / joiners / vending machines / gas engineers / pest control / waste management and recycling / sewerage and drains / signs / hygiene suppliers / lift maintenance / roofers / office systems maintenance will become increasingly technical building maintenance
  23. 24. integrated systems “ wi-fi is going to be the fourth utility…landlords need to view it that way and are increasingly doing just that.” Bob Cringle open standards like oBIX are just beginning to evolve and will likely break down the silos between building systems ranging from security to lift controls open standards like oBIX are just beginning to evolve and will likely break down the silos between building systems ranging from security to lift controls
  24. 25. well being and comfort security and safety energy performance human - building interaction information and communication integrated systems
  25. 26. jhghjg SENSORS & ALARMS INTRUSION DETECTION
  26. 27. jhghjg SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT
  27. 28. jhghjg CCTV SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT
  28. 29. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT Safety/Security Technologies
  29. 30. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS ACCESS CONTROL INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT VISITOR MANAGEMENT & IDENTITY RECOGNITION Safety/Security Technologies
  30. 31. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS ACCESS CONTROL INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT VISITOR MANAGEMENT & IDENTITY RECOGNITION Safety/Security Technologies
  31. 32. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS ACCESS CONTROL INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT VISITOR MANAGEMENT & IDENTITY RECOGNITION Safety/Security Technologies
  32. 33. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS ACCESS CONTROL INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT VISITOR MANAGEMENT & IDENTITY RECOGNITION Safety/Security Technologies
  33. 34. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS ACCESS CONTROL INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT VISITOR MANAGEMENT & IDENTITY RECOGNITION Safety/Security Technologies
  34. 35. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS ACCESS CONTROL INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT VISITOR MANAGEMENT & IDENTITY RECOGNITION UNIFIED REPORTING Safety/Security Technologies
  35. 36. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS ACCESS CONTROL INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT VISITOR MANAGEMENT & IDENTITY RECOGNITION UNIFIED REPORTING Safety/Security Technologies
  36. 37. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS ACCESS CONTROL INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT VISITOR MANAGEMENT & IDENTITY RECOGNITION UNIFIED REPORTING Safety/Security Technologies
  37. 38. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS EMERGENCY COMMUNICATION ACCESS CONTROL INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT VISITOR MANAGEMENT & IDENTITY RECOGNITION UNIFIED REPORTING Safety/Security Technologies
  38. 39. VIDEO SURVILLANCE SENSORS & ALARMS INTRUSION DETECTION INFORMATION SECURITY CCTV SENSORS & ALARMS EMERGENCY COMMUNICATION ACCESS CONTROL INTRUSION DETECTION INFORMATION SECURITY SHARED DATABASES ASSET MANAGEMENT VISITOR MANAGEMENT & IDENTITY RECOGNITION UNIFIED REPORTING Safety/Security Technologies
  39. 40. <ul><li>Example: </li></ul><ul><li>reserve a conference room online </li></ul><ul><li>details of the reservation appear on the sign outside the conference room </li></ul><ul><li>clicking the presentation mode control in the conference room </li></ul><ul><li>the curtains close </li></ul><ul><li>the lights are dimmed </li></ul><ul><li>the screen appears </li></ul><ul><li>the projector starts </li></ul><ul><li>a pre-emailed presentation is ready </li></ul><ul><li>after the meeting… </li></ul><ul><li>detailed billing - automatically produced </li></ul><ul><li>Example: </li></ul><ul><li>heating and ventilation systems linked to outside environment </li></ul><ul><li>motion sensors switch off lights and heating systems in unoccupied rooms </li></ul><ul><li>detailed energy use of tenants and user groups </li></ul>integrated systems
  40. 41. <ul><li>energy use in buildings accounts for nearly </li></ul><ul><li>half of all the UK’s carbon emissions </li></ul><ul><li>progressively tougher environmental building regulations are being introduced </li></ul><ul><li>some environmental adaptations to buildings </li></ul><ul><li>may be expensive - some may have a good roi (fit) </li></ul><ul><li>some energy saving measures can be made </li></ul><ul><li>at little or no cost </li></ul>environmental impact
  41. 42. <ul><li>conduct a carbon audit </li></ul><ul><li>determine where, when and how energy </li></ul><ul><li>is being used, and identify the circumstances </li></ul><ul><li>where energy is being wasted </li></ul><ul><li>suggest remedial energy saving measures </li></ul><ul><li>behavioural, operational, organisational and ongoing </li></ul><ul><li>develop targets </li></ul><ul><li>review </li></ul><ul><li>consider technology (low tech - passivhaus) </li></ul>environmental impact
  42. 43. <ul><li>where do you get funding from? </li></ul><ul><li>community builders (dta) </li></ul><ul><li>capacity builders (change up) </li></ul><ul><li>north yorkshire funding advice network </li></ul><ul><li>council for voluntary service </li></ul><ul><li>charity bank </li></ul><ul><li>keyfund </li></ul><ul><li>write funding applications that meet the criteria of the funders </li></ul><ul><li>keep them short and to the point </li></ul><ul><li>outcomes are changes for people not buildings </li></ul><ul><li>milestones and risks </li></ul><ul><li>use grants wisely </li></ul>funding
  43. 44. <ul><li>how do you generate sustainable income? </li></ul>sustainable income
  44. 45. <ul><li>how do you generate sustainable income? </li></ul><ul><li>meeting rooms </li></ul><ul><li>office space </li></ul><ul><li>service charges </li></ul><ul><li>office services </li></ul><ul><li>equipment and resources </li></ul><ul><li>catering income </li></ul><ul><li>full cost recovery </li></ul><ul><li>plan </li></ul><ul><li>diversify your income streams </li></ul>sustainable income
  45. 46. <ul><li>save money </li></ul><ul><li>discretionary rate relief </li></ul><ul><li>re-negotiate you lease </li></ul><ul><li>change suppliers </li></ul><ul><li>ask for better deals </li></ul><ul><li>share and network </li></ul><ul><li>get stuff for free </li></ul><ul><li>reduce energy costs </li></ul><ul><li>make sure that you have money set aside for maintenance costs </li></ul><ul><li>sufficient reserves to cover unexpected cost </li></ul>sustainable income
  46. 48. <ul><li>who comes in? </li></ul><ul><li>who doesn’t? </li></ul><ul><li>what would the benefits </li></ul><ul><li>of connecting with them be? </li></ul>connecting... with communities
  47. 49. <ul><li>targeted marketing </li></ul><ul><li>consult with community </li></ul><ul><li>social networking / word of mouth </li></ul><ul><li>the best advert for your building is the building itself... </li></ul><ul><li>good practice - employment policy (include volunteers) </li></ul><ul><li>supervision, feedback, workplans, appraisals </li></ul><ul><li>encourage complaints (resolve them) </li></ul><ul><li>listen </li></ul><ul><li>anticipate problems / needs </li></ul><ul><li>poor buildings re-enforce disadvantage </li></ul>connecting... with communities
  48. 50. connecting... with stakeholders
  49. 51. <ul><li>survey monkey </li></ul><ul><li>database </li></ul><ul><li>suggestions box </li></ul><ul><li>guestbook </li></ul><ul><li>talk to people </li></ul><ul><li>5 questions </li></ul>evaluation
  50. 52. <ul><li>running a building requires an expert approach </li></ul><ul><li>you must follow the law </li></ul><ul><li>your income will depend on quality </li></ul><ul><li>thinking ahead saves time and money </li></ul><ul><li>understand why you do it </li></ul><ul><li>expect the unexpected </li></ul><ul><li>don’t forget to celebrate your building </li></ul>summary
  51. 53. online toolkits
  52. 54. publications
  53. 55. useful links

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