Management Information Sheet

The purpose of this MI sheet is to remind all schools of the need to ensure all buildings are compliant. This includes boiler maintenance/ maintenance/safety checks, Electrical Safety Certificates and Legionella Risk assessments as well as Fire Risk Assessments. Several 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 and subject of a recent internal audit process.

Additional information has been provided via the Dept for Education, https://www.gov.uk/guidance/good-estate-management-for-schools/tools-and-checklists

1. Premises maintenance

The Norfolk Scheme of Local Management sets out premises responsibilities of Governing Boards, including the requirements for all statutory testing. Schools may be asked to provide evidence of compliance via spot checks. If schools are not part of Building Maintenance Scheme (BMP5), 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 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. Fire Risk Assessment Surveys

Children's Services school capital programme has commissioned Fire Risk Assessment Surveys of schools with a capacity of 420 pupils or more from 2021, which will have been shared with schools as they are completed. From the 1st quarter of 2023 the Local Authority will also be assessing the remaining schools on the estate portfolio to ensure compliance and due diligence is carried out. These surveys will provide a snapshot of the Schools' Estate.

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

3. Local Authority Responsibilities

As the Local Authority has committed the funding to ensure all schools have an external condition survey which either has been or will shared with the school leadership team, we would expect any issues to be resolved within the timeframe highlighted on the report. This should also be followed up with acknowledgement/evidence of completion to NPS. Schools are expected to deal with these directly except where they can demonstrate it is beyond the capacity of the school alone.

If you need to inform the Local Authority anything concerning the above, please contact Chris Griggs on 01603 223868 or email chris.griggs@norfolk.gov.uk

As a result of Children's Services ongoing commitment to ensure properties are compliant, you will be aware there is a compliance BMP to which schools can subscribe. The following will be covered in the package as follows

• Fire Safety (including Fire Extinguishers, Fire Alarm, Emergency Lighting, Fire Suppression Systems)
• Electrical Safety (including the periodic electrical installation condition report) and Gas Safety
• Legionella Risk Assessment, (including training where required), Log Book, Annual/Six monthly inspections, weekly flushing, monthly temperature monitoring & quarterly shower hose & head cleaning) As with schools, the tenant could, after training, carry out the necessary weekly checks.
• Roof inspections driven by notification of apparent leaks
• Mechanical ventilation fans and air handling plant servicing
• Oil and gas fired appliance servicing
• Electric point of use domestic hot water heaters servicing
• Thermostatic mixing valve servicing
• Changing tables, fixed and mobile hoists inspection
• Air conditioning plant servicing
• Engineering insurance inspections of pressurised systems, lifts & local exhaust ventilation systems.
• Lightening protection as appropriate.

4. Rising energy costs

We are aware that schools are likely to be very concerned about the rising cost of energy. Below is a link to reducing utilities on school sites which may be helpful.

Tips to reduce energy and water use in schools (publishing.service.gov.uk)

Annex 1: Some pointers to good 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 Board where the Governing Board wish to do this
3. Oversee pre-tender quotes for financial planning and for benchmarking of tenders
4. Fully specify requirements 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 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 unauthorised 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