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Meeting Minutes
Subject: BUGS Meeting (Calcutta Hse, 2 Goulston Street, 133 WHS)
Date: 26 February 2010 Time: 10:30 – 13:10
Present: John Hunt (Chair) JH Campus Services
Rod Arde RA Estates
Alfie McDonald AM Estates
Steve Wills SWills Estates
Phil Bailey PB Health & Safety
John Friary JF Health & Safety
Helen Dalton HD Library Services
Peter Watt PW Academic Registry
Simon Williams SW Academic Registry
Habib Rahman HP Academic Development
Richard Bond RB Finance
Judy Hopkinson JHo LGIR
Carl Juhanson CJ ISS
Notes Ka-yan Cheung
ITEM ACTION
1 Terms of Reference – John Hunt outlined the terms of reference for the meeting.
2 Estates/Campus Services Helpdesk – Briefing
Attendees were briefed on the following:
Users are encouraged to log and track calls via the Estates self service facility, which
currently shares the same system and platform as the ICT self service desk.
The new cross campus telephone number is 5555.
Over 5500 calls have been logged on self service since the launch; system performance
and statistics will soon be published on the webpage.
Building Managers have access and visibility of calls.
Customer feedback survey is being finalised by RA. Users are encouraged to complete
the online survey to help measure the performance of service providers.
When a job has been logged, a reference number will be issued. Users should quote the
given ref no. in all correspondence.
Building users are advised to contact the Building Manager on any
building/maintenance issues
Clark Clarabut (Helpdesk Supervisor) is actively monitoring the age analysis of
outstanding jobs.
Rod Arde is working on the allocation of space champions who will be responsible for
logging all jobs within their department.
London Metropolitan University
Estates Department
Stapleton House
277 – 281 Holloway Road
London
N7 8HN
ITEM ACTION
3 Estates Updates, Including Projects
3.1 The ‘Summary of Estates Department’s Capital Projects 2010 – 2011’ document was circulated to
attendees. In reference to item 2.2 Toilet Refurbishments, a programme of future toilet
refurbishments will be issued in May 2010.
PC5 Project - Major refurbishments will be carried out in Moorgate, Learning Centre, Central
House and Tower Complex
Further information on Estates projects is available on:
http://www.londonmet.ac.uk/campus-services/campus-operations/bugmeetings.cfm
3.2 A moves group has been set up to improve the current moves process. The project manager
should be contacted for any moves issues or request for change.
3.3 Estates are undertaking a long term strategy to upgrade plants.
Dex certificate will be re-evaluated.
3.4 Estates are running a new tender for contractors and a number of changes will be made to the
contract.
4 Campus Services Updates
4.1 Keith O’Connor has replaced Bob Wilson as the Building Manager for Calcutta Hse. KO’c would
be the first point of contact for any building issues.
4.2 As part of the University Cost Improvement Plan, changes have been made to the cleaning
contract to make £500K savings. Further information is available on:
http://www.londonmet.ac.uk/campus-services/campus-operations/cleaning.cfm
Building users stated that Dynamiq do resolve cleaning issues quickly.
John Hunt advised staff to inform reception or the Building Manager of any toilet issues.
4.3 Calcutta House occupants and students are happy with the front of house team. Theft of
equipments have dropped over the years.
4.4 John Hunt will be looking in to the inefficiencies of the current post service in the summer. JH
5 Health and Safety Office Update
5.1 Building user group is now reporting to the Health and Safety Council.
John Friary will issue a Health and Safety Briefing document, to be circulated with the minutes. JF
5.2 A lot of energy is wasted by leaving lights and media equipments on. Building users suggested
that the ‘Switch off’ message requires more publicising – John Friary to speak to Jack Burrell. JF
Building users asked whether it would possible to have larger sized ‘switch-off’ labels – JF to get
back to CJ.
5.3 John Friary to let Judy Hopkinson know who should be paying for first aiders. JF
6 Minor Works, Furniture and Equipment Funding
6.1 Majority of the minor works budget will be used on PC5 projects. Funds for essential works are
still available. The deadline date for submitting requests for essential works is 26 February 2010.
Please refer to the ‘Minor Works, furniture and equipment capital budgets 2009/10’ document
for further information.
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ITEM ACTION
6.2 Rod Arde is submitting a report on essentially managed classrooms of furniture that needs
replacing. Any issues regarding the condition of classrooms should be reported to the
Timetabling Support Team.
7 Building User Items and News
7.1 Building users are not receiving prompt, courteous and effective support from MITIE.
Engineers do not interact with customers when attending to jobs. Operators should speak to the
office manager when attending to jobs.
7.2 Maintenance jobs logged to Helpdesk have been left outstanding for long periods of time and
unresolved jobs closed with no call update. John Hunt explained that this could be due to MITIE
awaiting for parts or authorisation. Building users stated that such reasons should be updated on
the call.
Estates
Building users asked the question of what action should the user take when a job has been left
unresolved for a long period of time - Estates to provide guidance on the webpage.
7.3 When jobs have been resolved, customers should be asked to sign the job off – RA to look in to RA
it.
7.4 Building users want MITIE to produce building maintenance manuals. Repair and maintenance
process should be documented.
7.5 Calcutta House Library maintenance issues raised by building users:
Seven radiators have not been working for 4 years
Missing ceiling tiles – job closed after 2 months without being resolved
No heating in CM2-N03 (Old Ref: 1143099 / New Ref:1147678). Call had been chased
and two ref no. was given – Steve Taylor to investigate. Steve
Taylor
7.6 Building users raised that room GS1-18 is very cold and the projector can not work due to the
coldness of the room – problem has been ongoing for 5 years.
7.7 Building users raised that the smell from female toilets on second floor, Calcutta Hse is appalling.
Offices and classrooms nearby are affected by the smell.
7.8 Building users raised that documentation on how to operate heating in Goulston Street is JH
needed – John Hunt to speak to Steve Taylor.
7.9 No air con in the Under Graduate office. Peter Watt asked whether Estates can provide interim Estates
air conditioner units for the summer period.
7.10 Service users need to be made more aware of refurbishment works taking place in the UG and
PG office.
7.11 Lift 5 in Calcutta Hse is out of action. Steve Wills is awaiting for Schindler to confirm start date to
repair lift.
Library lift 3 is also out of service and breaks down frequently – Steve Wills to look in to this SWills
issue.
7.12 Simon Williams received internal charges for exam scripts delivered from north to city campus. JH
JH to look in to it.
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ITEM ACTION
7.13 Gullies in Calcutta Hse are overflowing – Richard Bond to raise job with helpdesk. RB
7.14 Building users raised that cold air is coming through windows in Calcutta House.
8 Building Opening Hours
Rationalisation of building opening hours is under discussion to make major savings.
9 AOB
No other business was raised.
10 Next Meeting to be confirmed
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