Management Information Sheet

Premises responsibility update

MI Sheet TypeInformation
MI Number:29/18
Publication Date:16/03/2018 12:00:00
LA Contact:Isabel Horner / Steve Hicks (01603 222246 / 01603 222510)
Audience:Governing Bodies/Premises Committees, Headteachers, School Business Managers

Premises responsibility update

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

This follows up MI Sheet 105/15 (Responsibilities for premises maintenance of LA-maintained school sites and buildings) and MI Sheet 92/16.

1. Premises maintenance

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

If schools are not part of 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 which they hold responsibility.

Where alterations have been made to school buildings or school capacity has been increased there may be an impact on the Fire Risk assessment and Fire Evacuation Strategy, and the way in which the school operates in order to comply with Fire Regulations. If you would like further information or support regarding this please contact healthandsafety@norfolk.gov.uk.

For further information, see the Fire Safety Section on HRInfospace.

2. Discontinuation of Condition Surveys

The Local Authority no longer commissions regular condition surveys of any of its premises, including schools in the BMP4 scheme. Therefore governors and premises managers will have to commission their own programme of surveys. We would recommend that these should be undertaken every four years.

3. Local Authority Responsibilities

Norfolk still receives Condition funding from Central Government but this has been substantially reduced in recent years as schools academise, when Academy Trusts take on the responsibility. Therefore all claims on this funding have to be prioritised. In future funding will only normally be considered if it can be demonstrated that a facility is at risk of closure or represents a significant safeguarding or health and safety issue and the work required goes beyond what would be considered routine maintenance and beyond the capacity of an individual school.

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: Steve Hicks - 01603 222510 or Isabel Horner - 01603 222246.

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

Governing Bodies should:

  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

Guidance on the safety aspects to consider when procuring contractors are provided on HRInfospace.