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Item 13(1) APPENDIX D

REPAIRS AND MAINTENANCE STRATEGY 2007

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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Item 13(1) APPENDIX D

Introduction 1. This Repairs and Maintenance Strategy sets out the Councils approach to managing and maintaining its non housing property portfolio. The strategy looks forward to identify how we meet the challenges of providing users of the buildings with properties that are fit for purpose and maintained to an acceptable standard. In doing so it: 2. 3. Outlines the approach to determining the maintenance backlog. Provides a planned programme to address the maintenance backlog and future requirements. Details the approach to planned, reactive, cyclical maintenance and capital improvements. In developing the strategy, account has been taken of: The guidance from the Department for Communities and Local Government (DCLG) with regard to assessing the maintenance backlog. Audit Commission CPA Key Lines of Enquiry for Use of Resources Assessment. RICS and DCLG Guidance on Asset Management. This strategy explains our service delivery methods and systems and how these relate to providing and effective and efficient repairs service. Statement of Intent 4. Fareham Borough Council is aware that the delivery of an efficient and effective repairs and maintenance service is both critical in determining tenant / user satisfaction and essential to the proper management of the property portfolio. The Council has three core objectives underpinning this strategy: 5. To plan for the maintenance and investment needs of non housing property. Engaging tenants and users in decisions about the maintenance service. To provide a prompt, efficient and responsive repairs service based upon good practice. The Council has developed this strategy to assist in minimising the amount of responsive repairs it needs to undertake. The strategy will be reviewed annually with a key aim of reducing the work undertaken as a responsive repair and to increase the work undertaken in a planned manner. The Repairs and Maintenance Strategy will seek to significantly reduce the maintenance backlog and improve the level of implementing a planned asset improvement and refurbishment programme of works for non-housing buildings.

6.

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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3 Value for Money and Probity 7.

Item 13(1) APPENDIX D

Contractors and consultants will be engaged in line with the Councils Procurement Strategy, the Councils Contract Standing Orders and Financial Regulations. The Exor database will be used as a means of identifying and validating future contractors Generally contractors and consultants will be engaged through processes that include a competitive price element, to ensure value for money is secured. Roles and Responsibilities

8.

9.

The Head of Estates is responsible for ensuring the Statement of Intent for this service is adhered to.

10. The Director of Finance and Resources in the role of Corporate Property Officer is responsible for ensuring that this strategy is implemented. 11. The Head of Building Services is responsible for monitoring the appropriateness of priorities allocated by service providers to repair orders and the performance of contractors in completing the works to the satisfaction of the Council and in accordance with all relevant health and safety legislation. 12. The Director of Finance and Resources (as Corporate Property Officer) has the overall responsibility for asset management and therefore for the Councils repairs and maintenance strategy. 13. Specific responsibilities with regard to health and safety are addressed elsewhere within this document. Legal Obligations 14. This strategy has been developed within a framework of existing legislation. The main Acts of Parliament and regulations relating to repairs and maintenance of non domestic premises are: Landlord and Tenant Act (1985) Health and Safety at Work Act 1974 Disability Discrimination Act The control of Asbestos at Work Regulations Legionella Regulations (L8) Building Regulations (As Amended) Construction (Design and Management) Regulations 1994 Regulatory Reform (Fire Safety) Order 2005 Tenancy Agreements / Leases Contractor Control 15. The Council will monitor performance and monitor trends to ensure the economy, effectiveness and quality of all aspects of the repairs and maintenance service.

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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4 16. The standard of repairs will be achieved and monitored through:

Item 13(1) APPENDIX D

Reactive maintenance repair requests will be subject to an inspection if there are suspected structural problems, Health and Safety concerns, significant works required of if further information is needed. Post inspection will be carried out on a minimum of 10% of completed works. Maintenance Service Standards and Structure 17. The Council divides building maintenance into a number of different types of work, each of which is used to fulfill a practical purpose during the life of a property. The principal types are: Reactive Maintenance. Planned Maintenance. Cyclical Maintenance. Capital Improvements.

18. The Council is aware of the obligations it has as a responsible landlord with regards to repairing and maintaining its property portfolio. The Council will also look to tenants to observe their repairing responsibilities under their lease agreements by means of periodic inspections. Reactive Maintenance 19. Reactive repairs are isolated repairs that are carried out on demand in response to requests from clients. Reactive repairs are prioritised according to their urgency and given timescale targets for completion. These priorities and targets ensure that the most urgent repairs are attended to within appropriate timescales and can be used to provide a benchmark against which performance is evaluated. 20. The Council operates six priorities of reactive repair each having its own timescale target: Category A To be attended to within 4 hours of notification from the client. Category B - To be completed within 5 days of notification from the client. Category C - To be completed within 10 days of notification from the client. Category D - To be completed within 20 days of notification from the client. Category E To be completed within 50 days of notification from the client Category F Weekend emergency repairs to be attended to within 4 hours of being reported.

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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Item 13(1) APPENDIX D

21. Category A repairs are commonly known as make safe or secure items; repairs falling into this priority are normally those which put the health, safety or security of the tenant or others at risk, or which affects or is likely to affect the structure of the building adversely. This category may also be used where the repair is required to ensure the ongoing provision of a service. 22. Category B repairs whilst not requiring an immediate response are those which seriously affect the convenience or comfort of the tenant / building users or require resolution to prevent offence being caused to members of the public, e.g. graffiti removal. 23. Category C and D repairs are repairs which can be deferred for a short amount of time without causing serious discomfort or inconvenience to the occupier or third party. The distinction between category C and D is subjective and may be determined based on workload at the time of notification of the repair. 24. Category E repairs are those which may be deferred for a longer period of time without causing serious discomfort or inconvenience to the occupier or third party. 25. Category F are emergency repairs reported to the Councils out of hours duty officer requiring immediate resolution. Repairs are commonly known as make safe or secure items; repairs falling into this priority are normally those which put the health, safety or security of the tenant or others at risk, or which affects or is likely to affect the structure of the building adversely. 26. Internal clients notify the Building Services section of the requirement for reactive maintenance via the helpdesk facility of the Property Management System (PMS). This allows a target date to be set and for the client to monitor when the instruction for the works has been placed and completed. Individual clients therefore have the ability to monitor the progress of their request and to ascertain whether or not their requests are being carried in the required timescale. Reports are also available from the PMS to allow requests to be monitored in terms of both time and cost. 27. External clients (community centres) can notify the Building Services section of the requirement for reactive maintenance via fax or telephone. The internal representative for the external client has the facility to monitor and report progress via the PMS. 28. Reactive maintenance is arranged via the Building Services section and will result in the work being carried out by the internal Direct Services Organisation (DSO) or external contractors. Planned Maintenance 29. These are generally more extensive repairs or renewals that are undertaken as part of a programme of works to either prevent the breakdown of elements or components of a property or to bring those elements up to an acceptable condition. These programmes are principally driven by the Councils investment plans and ongoing stock condition surveys which are designed to establish actual and future maintenance needs by balancing the remaining life of the dwelling fabric, services and finishes against financial, legal and social criteria.
Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320) xps-071203- r19 .doc

6 Cyclical Maintenance

Item 13(1) APPENDIX D

30. These are works of a preventative nature which the Council plans in advance and repeats on a cyclical basis. This is done in order to prevent the premature breakdown of time sensitive components and meet regulatory and legal duties. Two examples of this are lift servicing, gas appliance servicing and servicing of electrical appliances. 31. Cyclical maintenance also includes service contracts in relation to plant and equipment, e.g. for the maintenance of the Building Management System at the Civic Offices. Capital Improvements 32. Whilst there are many reasons for undertaking refurbishment, the principal reasons are to maintain the Councils dwellings to a standard appropriate for their intended use. Examples of refurbishment include replacement of the toilets and kitchenettes, at the Civic Offices and a five year funded improvement programme at the Depot. Condition Surveys 33. Condition surveys are required on all non-housing properties where the Council has the direct repair obligation, for either all or part of the property. The data from the surveys is used to: Provide clients with a report on the condition of the property, with narrative on the general condition, the electrical and mechanical installation and a costed list of defects together with recommended remedies. Allow defects to be prioritised in line with the DCLG and RICS guidance, i.e. Priority 1 Urgent works to address an immediate risk to the health and safety of future occupants and / or remedy a serious breach of legislation. Priority 2 Essential work required within two years that will prevent serious deterioration of the fabric or services and / or address a medium risk to the health and safety of future occupants and / or remedy a minor breach of legislation. Priority 3 Desirable work required within 3 5 years that will prevent deterioration of the fabric or services and / or address a low risk to the health and safety of future occupants and / or remedy a minor breach of legislation. Allow the overall condition of the building to be classified into in line with the DCLG and RICS guidance, i.e. Condition A Good - Performing as intended and operating efficiently. Condition B Satisfactory Performing as intended but exhibiting minor deterioration.
Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320) xps-071203- r19 .doc

Item 13(1) APPENDIX D

Condition C Poor Exhibiting major defects and / or not operating as intended. Condition D Bad Life expired and / or serious risk of imminent failure. Allow the maintenance backlog for the Councils non housing property portfolio to be calculated and for plans to address this backlog to be prepared. Inform strategic decisions whether to maintain, invest or dispose of properties.

Maintenance Backlog 34. The following table provides a breakdown of changes in the maintenance backlog between years: July 2006 2,442,117 251,900 2# 2,694,017 July 2007 6,779,000 6,779,000

Operational Property Non Operational Property Total Notes:

1#

1 # 1,417,000 of the total is for essential repairs as referred to in the table below (not including the Civic Offices). 2 # The 2006 figure related to Pavilions which is now included the Community Centres and Sports Pavilions scheme referred to in table. The maintenance backlog has increased by 4,336,883 over the year. The reasons for this increase are explained in the table. Property Community Centres and Sports Pavilions Explanation Estimated Backlog

Arising from the work of 3.905m of which 830k the Corporate Premises is for essential repairs. Health and Safety Group refereed to in paragraph 13.2, Part A of the Councils AMP, condition surveys have been undertaken for Community Centres and Sports Pavilions. The surveys and works recommended have resulted in a remedial cost estimated at 3.9m. The surveys will inform the
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Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

8 review of Leisure property being undertaken by the Head of Community and Leisure with a report to be present ed in due course to the Executive. Also relevant to this review is the Governments proposed Community Asset Fund a programme to enable third sector organisations to have greater control over the assets they use e.g. community buildings. Civic Offices A detailed condition survey of the Civic Offices is being commissioned in order that a fully costed 10 year improvement programme can be recommended to the Executive.

Item 13(1) APPENDIX D

To be determined following receipt of condition survey. Note; The figure for 2006 was estimated at 774,000 and is primarily due to the identification of a potential requirement to remove all asbestos from the property at an estimated cost of 500,000 and improvements to the efficiency of the air conditioning system at an estimated cost of 250,000. These works will be included in the condition survey to be commissioned. 1.199 m over 10 years of which 187k is for essential repairs.

Ferneham Hall

Following the decision of the Executive in May 2007 to retain in house the management of this facility but to be reviewed in 3 years, a full condition survey of the premises was commissioned. The survey has enabled a programme of improvements over a 10 year period to be put in place with 1.199m

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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9 funding being provided. Depot On the 6 November 2006 The Executive received and agreed a report on work required to implement improvement work phased over a 5 year period at the Depot following a condition survey undertaken in July 2006 The Council has commissioned a condition survey of the car park to ascertain the repairs required in relation to the anticipated life of the building. Funding for the works was agreed by the Executive on 5 March 2007.

Item 13(1) APPENDIX D

375k over 5 years

Osborn Road Multi Storey Car Par

1m to extend life of building by 20 years of which 400k is for essential repairs.

Public Conveniences

The Executive has agreed 300k over 2 years. to fund a 2 year maintenance and renewal programme for a number of the public conveniences throughout the Borough.

Despite the overall increase in the maintenance backlog it can be seen that the Council has a full understanding of maintenance issues as regards its operational property and has taken significant actions to address the maintenance problems with planned maintenance / improvement programmes in place or to be put in place i.e. Civic Offices. Maintenance Expenditure and Budgets 35. In addition to programmes to tackle the maintenance backlog, expenditure is incurred annually on reactive, planned and cyclical maintenance for Operational properties. The table below provides actual maintenance costs by property type and the number of works orders placed during 2006 -2007.
Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320) xps-071203- r19 .doc

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Item 13(1) APPENDIX D Order

Property Category Number of Orders Cost of works Average /Cost Centre 2006-2007 2006 -2007 Value Civic Offices Broadcut Depot Community Centres Car Parks Public Conveniences Sports Pavilions 492 208 214 120 149 112 392,579 122,419 76,118 41,259 28,308 40,049 798 589 356 344 190 358

The revenue budgets in place for the Councils two main operational buildings for 2007/08 are as follows: Civic Offices Depot 449,100 136,300

36. A number of capital projects were commenced and/or completed during 2006 2007, for example: Improvement works at the Broadcut Depot. Carpet Replacement in the Civic Offices. Snack bar refurbishment. Refurbishment of Floor 8. HEALTH AND SAFETY ISSUES 37. A framework for providing a corporate and coordinated approach to the management of high risk health and safety issues associated with the maintenance of Council premises has been approved by the Chief Executives Management Team. The framework is a supplement to the organizational arrangements in place to deal with the day to day management of work related health and safety issues and is in addition to the other requirements contained within this repairs and maintenance strategy.

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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11 38. The corporate framework covers the following areas:

Item 13(1) APPENDIX D

Undertake a regular (risk based) audit of the structure and condition of buildings to ensure that they are being safely maintained. Check any associated plant and equipment that forms part of the building including water systems, gas and electric services. The necessary assessments and checks to ensure the Council is meeting its responsibilities specifically in respect of the control of asbestos and Legionella. Ensuring fire precautions are in place and are being maintained. 39. Within this framework, the following roles and responsibilities have been agreed. 40. The day to day management of the Councils non-housing property falls into three areas, the corporate, managing agent and maintenance contractor. 41. At a corporate level, the Director of Finance and Resources owns all property on behalf of the Council and has the corporate role for managing assets. In terms of property management, the Director of Regulatory Services is the corporate health and safety advisor and is responsible for ensuring that duties relating to Legionella and asbestos are met. 42. The role of management agent is fulfilled by the Director of Customer Services through the relevant Head of Service e.g. Head of Strategic Housing and Head of Community and Leisure who is responsible for determining the use of each property, liaison with the tenants and allocating funding for maintenance and improvement works. Also the responsibility for ensuring that they meet their monitoring obligations under the health and safety framework. 43. The role of maintenance contractor is undertaken by the Head of Building Services whose unit is responsible for surveying and monitoring the condition of the Councils premises; undertaking / organising risk assessments that relate to the buildings structure and services together with any resulting maintenance and improvement works. 44. To ensure a coordinated and consistent approach all assessments of property and their maintenance is the total responsibility of the Head of Building Services and any required assessments and / or maintenance of the building structure must be done through the Building Services team. The only exception to this is where the Council are the Landlord and the responsibilities for assessments and maintenance are detailed within the lease agreements. 45. For properties where the Council have granted a long ground lease and where the tenant is responsible for all health and safety issues, the Head of Estates will, on an annual basis, write to the tenants to inform them of their obligations under the lease with regard to health and safety. 46. Where the Council conducts consultation exercise with specific groups of tenants, the opportunity will be taken by the Managing Agent to remind them of their obligations with regard to health and safety.

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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Item 13(1) APPENDIX D

47. For specific properties, e.g. Fareham Leisure Centre, where the management has been transferred to a Trust, four inspections will take place per annum. Three of these will be carried out by members of the Estates team; the fourth will also be accompanied by a member of the Building Services team. 48. The Head of Estates and Head of Building Services are members of the Councils Corporate Premises Health and Safety Group. Under the chairmanship of the Director of Regulatory Services the group meets monthly to co ordinate and manages the work required to deliver health and safety improvements to Council owned property and reduce risks. A detailed monitoring statement is updated after each meeting and is used to record and monitor the work that is being undertaken. 49. The Council has developed a corporate asset risk register for the following areas of risk relating to its property ownerships. Fire, legionella, asbestos, DDA, building environment, maintaining the value of Council property and environmental impact. The risk register is monitored by the Corporate Premises Health and Safety Group. CORPORATE ASSET RISK REGISTER 50. A new corporate asset risk register has been developed to include risk assess of the following risks identified for this register Fire in Council Building; Incident of Legionella from a Council Building; Claim against Council in relation to Asbestos related illness; Failure to Comply with Disability Discrimination Act; Unauthorised Access to Council Property; Failure to maintain appropriate building environment; Failure to Maintain Value of Council Property; Environmental Impacts of Council Buildings and associated land activities on the environment not minimized; Environmental Impact on Council Buildings [storm damage, flooding, lightening, wind).] The above contains new risks which have been identified and assessed as high and appropriate actions plans are now being drawn up to address these. These will monitored by the Corporate Premises Health and Safety Group as an extension of their role in monitoring the first four risks listed above.

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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13 SPECIFIC PROPERTY TYPES Car Parks

Item 13(1) APPENDIX D

51. The Borough Council has an extensive stock of off-street parking facilities comprising two multi-storey car parks (MSCPs) and 45 surface car parks. Routine maintenance of the surface car parks is carried out as necessary and covers pothole repairs, drainage, tree and shrub pruning, signing and lining. Most of the surface car parks are now in excess of 25 years old and are still largely in adequate structural condition for use as a car park. 52. In November 2005, the Executive agreed a phased medium term plan for improvement of the structure of surface car parks totalling 206,500. The spending is substantially complete although not all the car parks have been completed. The works have identified greater deterioration in the structure of the car parks than first recorded when they were assessed for the programme. This has been partly due to HGVs servicing the recycling bins sited in some of the car parks and partly due to the low cost construction specification used which was not evident until excavation commenced. Damage by HGVs is increasingly likely to become an issue as recycling becomes a higher priority and more bins are placed in car parks designed for private car use. As a result further work will be required in the foreseeable future. 53. An annual budget is set aside for reactive maintenance of surface car parks but is coming under increasing pressure for the reasons described above. 54. Reactive maintenance works are funded from the revenue budget and sums are made available for structural and surface maintenance of car parks to address more minor defects and safety problems that arise during the year, as follows: Surface car parks MSCPs 8,500 31,300 (2006/07 budget) (2006/07 budget)

55. There is currently an improvement programme for the MSCPs. Essential electrical re-wiring and repairs have been completed to Osborn Road MSCP. A full structural review of Osborn Rd MSCP has been undertaken with a view of assessing the life span and maintenance requirements of the structure. As a result of this a concrete repair programme is due to commence early in 2008 and a detailed report on the review is due to be reported to the Executive in October 2007. 56. A total Life Care Plan, including a long term maintenance strategy, is being prepared for Osborn Road MSCP. Civic Way MSCP has been demolished to make way for expansion of the Fareham Shopping Centre and a new slightly small but more modern one will be provided on completion of the scheme.

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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14 Historic Assets:

Item 13(1) APPENDIX D

57. It is important that the repairs and maintenance of properties takes into account the historic environment, and to assist in this the Property Management System (PMS) is being modified to identify which properties are in a conservation area and those which are listed. 58. Planning Policy Guidance Note 15 urges local authorities to maintain and strengthen their commitment to stewardship of the historic environment. In particular it is recommended that local authorities call on specialist conservation advice to inform their decision making. 59. Applications for Listed Building Consent for Council owned properties are dealt with in a manner to demonstrate good practice to other owners. The Fareham Local Plan Review contains policies that specifically refer to statutorily listed buildings, locally listed buildings and conservation areas. 60. In regard to listed buildings the Council should endeavour to maintain their buildings in ways which demonstrate good practice to the owners of other listed buildings. In addition demolition of listed buildings will not be granted unless there is clear and convincing evidence that alternative possibilities for new ownership and new uses have been thoroughly explored. 61. Maintenance for a listed building will involve different priorities, skills, materials and costs and these need to be reflected in all condition surveys and in assessing the maintenance backlog. RELATED DOCUMENTS Asset Management Plan 2007-2010 Disposal Strategy 2007 Property Strategy 2007

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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Item 13(1) APPENDIX D

ROLE OF BUILDING SERVICES UNIT IN UNDERTAKING WORK ON BAHALF OF MANAGING AGENT

All service requests from Managing Agent Survey/ Risk Assessments Maintenance/ Service Work

Monitoring

Building Services Manager Responsible Person

Premises Record / Logbook / Asset Register

Commission Work Direct Contract

Monitor Progress

Report Actions Recommendations

Record

Agree additional actions/monitoring work with Managing Agent

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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Corporate Director of Finance & Resources

Item 13(1) APPENDIX D

Director of Regulatory Services

Responsibility for establishing a H&S framework sits at a corporate CXMT level recognising the importance given to managing the Councils assets. As such the Duty Holder role sits at CXMT level from a H&S as well as a commercial perspective.

Property Owner

Health & Safety Framework

Managing Agents

Head of Community and Leisure Leisure Centre Ferneham Hall Westbury Manor Public toilets Pavilions Community Centres

Head of Estates

Head of Strategic Housing

Responsible for day to day management of the premises including the use of buildings and allocation of funding for maintenance/ improvement works. Day to day management will include H&S monitoring issues as detailed in the departmental H&S policies and any obligations under the H&S framework. Issues relating to the maintenance of the buildings must be done through the Building Services Manager (see Appendix B). Depending upon the competency required to undertake checks/monitoring within the premises this may be done by nominated persons within the premises.

Commercial property Civic Offices Broadcut Depot Public clocks and war memorials Beach huts

All Council Housing premises

Maintenance Contractor Responsible for undertaking and co-ordinating maintenance/improvement works, surveys, risk assessments and monitoring that relate to the building structure and services. This is a key role in the framework. (see App B). Appointed Persons can be nominated by the Building Services Manager to assist him in undertaking these functions. Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

Building Services Manager (Responsible Person)

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External Contractors

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Item 13(1) APPENDIX D

Contact: Grahame LLoyd Head of Estates E-mail glloyd@fareham.gov.uk (Tel: 01329 824320)

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