Management Information Sheet

The purpose of this MI sheet is to offer a brief commentary on a number of areas of Governors' responsibility for premises and point to related areas of information. These points have been specifically identified as issues of interest within the Authority.

Additional information has been provided via the Education Funding agency, and can be sourced below:
www.gov.uk/guidance/essential-school-maintenance-a-guide-for-schools

Follows up MI Sheet 105/15 (Responsibilities for premises maintenance of LA-maintained school sites and buildings)

1. Premises maintenance

The Norfolk Scheme of Local Management sets out premises responsibilities of Governing Bodies.

Following the introduction of the new Building Maintenance Scheme (BMP4), we have advised schools to check that, if this scheme or a similar scheme is not used, they have retained technical advice to support them in any premises breakdown, in planning projects they wish to carry out to the premises and for matters of Business Continuity related to the premises.

Governors should have in place, and keep under review, an on-going maintenance plan.

For further information, see the Model Health and Safety Policy (P611c) and Premises Management Guidance on Schools PeopleNet.

2. Utility supplies - if a school is extending its premises

Governing Bodies have freedom to develop the site and buildings subject to statutory consents and approval of the use of DFC funding, where applicable. However, when considering any development schools are urged to ensure that they have factored in the impact any scheme may have on the capacity of utility supplies (electric, gas, water), and on the additional load imposed on drainage / sewage capacity. Any increases in utility capacity are likely to be expensive and will have to form part of the overall funding of any scheme. Schools warned to not assume that quotes provided by contractors / architects have necessarily included these costs.

NCC is responsible, where it maintains schools, for utility capacity where in-area pupil number growth impacts on utilities and it will fund those works from its Basic Need capital as part of growth projects.

3. Procurement of building projects

NCC internal audit identify on an annual basis a sample of LA-maintained schools and audit how the sample schools comply with Contract Standing Orders. These are set out in the scheme of Local Management (Annex D) (click on "Scheme for Financing Schools 2015/16" under "S").

Governing Bodies are asked to ensure compliance with these Standing Orders and in particular formally record at their full Governing Body decisions to enter into contracts for building works following tender. Advice on securing the services of a "technical agent" is at paragraph 1 above.

There are a number of risks associated with local procurement of building works, and Governors may find it helpful to review these. Compliance with Standing Orders will minimise these risks. We have summarised some pointers to compliance at Annex 1 below.

4. Maintenance of Modular/Mobile classrooms, offices etc.

The on-going maintenance of these units is as much the responsibility of the Governing Body as is any other part of the premises. If there are concerns in Community and VC schools about units having to be taken out of service, schools do need to notify us and it is helpful to provide written technical advice on the issues of concern.

Contact: John Atkins 01603 222028 or Chris Hey 01603 223467

Annex 1: Some pointers to good building project procurement based on recent audits

1. Document forward schemes in the school's Premises Development Plans (Premises, School Improvement and Development Plan and Access Plan)
2. Clearly delegate responsibility from Governing Body where the Governing Body wish to do this for a local building project
3. Oversee pre-tender quotes for financial planning and for benchmarking of tenders
4. Fully specify requirements of the scheme in a full brief for the tender process so that the detail of any eventual contract is understood by all the parties
5. Ensure that the school has or has commissioned appropriate project management expertise and that winning contractors have the skills and expertise to carry out the specified work
6. Follow contract standing orders. Take active steps to avoid conflict of interest
7. Take all contract decisions at full Governing Body and minute decisions
8. Ensure no unauthorized variations to the scheme after tender/contract
9. Ensure ordering and invoicing procedures are followed and documented
10. Retain quotations, tenders and contracts for future reference/audit.