MANAGING A CAPITAL PROJECT

					                   NOTTINGHAM DIOCESAN EDUCATION SERVICE

                 GUIDELINES FOR MANAGING A CAPITAL PROJECT


CONTENTS

Introduction

Before Starting Work
       What do I want to do?
       Why do I want to do it?
       How much will it cost?
       Where will I get the money?

Getting Approval
       Planning Permission
       Building Regulations
       Disability Discrimination Act
       Diocese and the Local Authority
       DCSF Forms

Starting Work
       Appointing a Consultant
       Appointing a Contractor
       Surveys
       Routines
       Health and Safety
       Insurance

When the Work is Completed
      Signing Off
      Final Claims
      Notifying Local Authority/Diocese
      Updating Documentation

Appendices
     Appendix 1      List of Consultants
     Appendix 2      Background Documents
     Appendix 3      Forms to be Completed
     Appendix 4      Permit to Work Form
     Appendix 5      Checklist
     Appendix 6      Involvement in Building Schools for the Future (BSF) and Primary Capital
                     Programme (PCP)
INTRODUCTION

BEFORE STARTING WORK

WHAT DO I WANT TO DO?

  Most schools will have access to an Asset Management Plan and/or a Condition Survey and will
  have a list of priorities in terms of essential maintenance and repair. In addition, the developing
  curriculum and organizational needs of the school as identified in the School Development Plan,
  will highlight areas which need improvement or re-modelling.

  An ongoing list of projects allows schools to use the funds available most effectively. Any
  project will take several weeks or even months to get going and therefore a plan which
  highlights maintenance or development needs is a great help.

  While Governors’ Premises or Finance Committees usually have an overview of capital
  developments, it might be worth setting up a project sub-group if there is a major piece of work
  going to take place. The management of the day to day project can often best be delegated to
  the Headteacher or the Site Manager but Governors can support them by arranging for regular
  meetings to monitor the progress of the work or to ‘add clout’ should there be any disagreement
  or issue which arises between the contractors, the consultants and the school. This can be very
  important should hidden costs arise or should the contractor or consultant wish to change
  something originally agreed.

WHY DO I WANT TO DO IT?

  When planning a capital project for your school it is wise to identify the principal reason for the
  work – health and safety, maintenance, improved educational attainment, improved
  effectiveness of staff and/or pupils’ work. The criteria for assessing projects are based on
  condition of the building (including health and safety issues which would take priority over all
  other work); suitability of the accommodation (how well it meets the curriculum and/or
  organizational needs of the school); and sufficiency of accommodation (whether or not the
  school has enough teaching and support spaces). These criteria will be used by the DCSF to
  assess any bid for approval. Similarly, discussion with officers from the relevant Local
  Authority and other Diocesan representatives will establish a priority for allocations.
  Occasionally, specific criteria are demanded by the DCSF for release of particular funding
  streams (eg improvements to uptake of school meals; reduction of carbon emissions;
  improvements to health and fitness) and bids which can demonstrate outcomes relating to these
  criteria are likely to be more successful.

HOW MUCH WILL IT COST?

  Most Local Authorities have a list of approved contractors whose rates are agreed and conform
  to best value statements. Many schools often use local firms with whom they have built up a
  good relationship and an increasing number of Site Managers have the skills to undertake minor
  repairs. However, do not underestimate the costs of a capital project – it is not simply the costs
  of materials and labour as there may be planning fees, consultancy fees, or preliminary costs to
  add to the basic bill (cf Appendix 4 No 13). VAT is charged on most work but there are
  exceptions and the most up to date information is available from Revenue and Customs
   www.hmrc.gov.uk Notice 708 (February 2008). Consultants should be asked to cost a scheme
   (including their fees) before schools embark on projects.

   Voluntary Aided Schools are liable to pay VAT but the Grant Aid available covers 90% of this
   cost. It might be possible to pay for the Governors’ contribution through the school’s revenue
   budget but this has caused problems where the VAT has been reclaimed and although there are
   ongoing investigations into the legality of this practice, no definitive statement has yet been
   made to clarify the situation.

WHERE WILL I GET THE MONEY?

Five funding streams are available for Capital Projects at schools :

Three relate to new schools, rebuilding of schools or major refurbishment of schools.

   Target Capital Funding (TCF)

   This funding stream supports the development of brand new schools or the provision of facilities
   (eg new school kitchens). Voluntary Aided Schools generally have to provide up to 20% of the
   total cost. It is worth keeping an eye on announcements from the DCSF about specific grants
   under this scheme as often expressions of interest are expected within very short timescales but
   they might just be funding the exact type of project a school needs.

   Building Schools for the Future (BSF)

   This programme, for secondary schools only, is to be delivered over the next fourteen years to
   Local Authorities in turn. There is no cost for Voluntary Aided Schools but the initiative is co-
   ordinated locally by a Project Board consisting primarily of Local Authority Officers and
   representation from Dioceses, Schools and the DCSF. The Local Authority commissions the
   architects and construction company through a highly regulated procurement process.
   Headteachers are advised to spend time with their Governors in planning how they can become
   involved once a school has been notified of its place on the programme. It may be necessary to
   assign a very senior member of staff to take responsibility for involvement in the design and
   procurement process which can take up to two years to complete. (cf Appendix 6 for further
   advice specifically related to BSF projects).

   Primary Capital Programme (PCP)

   On a smaller scale this programme is similar to the Secondary BSF initiative but Voluntary
   Aided Schools will be required to provide 10% of the total cost of rebuilding or refurbishment.
   Few of our schools are likely to be involved in this programme in the next few years. In the
   event of a VA school’s participation, the same advice would obtain as given for BSF projects –
   make sure Governors are as involved as early and as effectively as possible (cf Appendix 6).


   Local Authority Co-ordinated Voluntary Aided Programme (LCVAP)

   Local Authorities receive an allocation for capital projects in Voluntary Aided Schools and
   officers negotiate with Diocesan officials to agree an effective distribution of the funds
   available. In this Diocese, Ken Daly acts as the consultant who meets with Local Authority
   representatives and officers from other Dioceses to ensure that our schools’ priorities are put
   forward. Major projects such as classroom extensions or alterations; provision of new space;
   security work or expensive maintenance work (re-roofing, boiler replacement etc) can be funded
   through LCVAP, although schools have to find 10% of the total cost.

   Schools are required to plan well in advance, although emergency work can sometimes be
   approved if funds are available. Six to twelve months should be allowed for planning, design
   and approval. Schools may choose their own architect/surveyor and builder but we would
   advise making sure that these professionals are suitably qualified for the nature of the project.
   Ken Daly holds a list of consultants who have worked with our schools and is also planning a
   page in the Diocesan Education Service website which will feature examples of projects funded
   over the past few years so that Governors and Headteachers can glean ideas and learn from
   previous good practice.

   In order to assist cash flow, schools are encouraged to ‘lodge’ their grant with the Diocese
   which can then make claims on their behalf (cf DFC below).

   Devolved Formula Capital (DFC)

   Individual schools receive an allocation direct from the DCSF for minor capital works and
   maintenance. Many schools ‘lodge’ this funding with the Diocese which manages the claims on
   their behalf. This has the advantage of allowing the Diocese to ‘advance’ funds to schools if a
   project is likely to cost more than is available through the school’s allocation and to build up a
   small fund to cover the 10% of any future PCP cost.

   The DFC programme is managed by Julie Sweeney and further information is available from
   Edward Hayes. Like LCVAP projects should be well-planned and carried out by suitably
   qualified people.


GETTING APPROVAL

Planning Permission

   Some projects, such as extensions, security fences etc may require planning permission and this
   is obtainable from your local District Council. A fee is usually incurred and this should be
   included in the costs of the project (it is eligible for Grant Aid as with other fees). Schools are
   advised to use the services of an appropriately qualified consultant to complete and submit the
   forms.

Building Regulations

   In some circumstances, Building Regulations will apply to a project. These regulations set
   standards for the design and construction of buildings to ensure the safety and health for people
   in or about those buildings. They also include requirements to ensure that fuel and power is
   conserved and facilities are provided for people, including those with disabilities, to access and
   move around inside buildings.
   Further information on planning permission and Building Regulations is available from
   www.planningportal.gov.uk/england

Disability Discrimination Act

   The Disability Discrimination Act (1995) sets out requirements on businesses and other
   organizations for compliance with its provisions to ensure that people with disabilities are not in
   any way disadvantaged. Where this applies to construction work further information can be
   obtained from your local planning officer or on www.planningportal.gov.uk/england . Most
   Local Authorities have officers who specialize in the regulations addressing accessibility and it
   is also worth contacting them for specific advice and possible funding streams.

The Diocese and the Local Authority

   Although Governors ‘own’ school buildings they are, in effect, acting on behalf of the Diocese
   and therefore it is wise to apprise the Diocese of any plans to make substantial alterations or
   developments on a school site. LCVAP funded work should not begin until approval has been
   received from the Diocese and any changes to the project should be discussed with Ken Daly as
   soon as the need arises. A proposal form is available on the DES website and schools which are
   allocated funding will receive a letter giving the relevant details.

   In most cases, the Local Authority owns the playing fields and staff in the Diocesan Property
   Section at Willson House (0115 953 9802) can provide further information on site plans and
   boundaries. Where the site is owned by a religious order or other trust the matter is a little more
   complicated and schools should certainly contact Willson House in those circumstances.

   For LCVAP projects, schools should contact Ken Daly on 01332 293833 x 834 to alert him to
   their plans and to furnish him with the information he will need to negotiate the allocation of
   funds with the Local Authority and other Diocesan representatives.

DCSF Forms

   To obtain grant for a project being funded through LCVAP, a number of forms must be
   completed. Consultants will often manage this process on behalf of schools although it is quite
   possible (but time-consuming) to complete them yourself.

   In the first place approval must be sought from the DCSF to release the money in a given
   financial year – larger projects can be phased across two financial years. The VA Approval
   Form (updated August 2008) is the initial form to complete and consists of thirteen pages, most
   of which can be ignored for the majority of projects. This form should be signed by Governors
   and accompanied by three estimates and other supporting information. Advice is given on the
   form itself about which sections should be completed and what evidence is required.

   Once a project has received approval, grant up to 97.5% of the final costs can be claimed upon
   receipt of the relevant Claim Form, accompanied by the relevant invoices. Final Claims can
   only be made when all invoices have been paid, receipted and submitted to the DCSF with the
   Final Claims Form.
   A list of relevant forms is given in Appendix 2 and DCSF Forms are available at the following
   address downloadable in Word or PDF formats :

   www.teachernet.gov.uk/management/resourcesfinanceandbuilding/FSP/voluntaryaidedschools

STARTING WORK

Appointing a Consultant

   It is advisable to obtain proper professional advice by employing an architect or surveyor to help
   you and the Governors plan the work. This ensures that current legislative requirements are met
   and suitable insurances are in place. It also means that you are unlikely to fall foul of any
   planning rules or building regulations.

   Schools are free to appoint their own consultants and a list of those firms for which the Diocese
   holds details is attached as an appendix to this document. Our advice is to choose a firm which
   has had some experience of dealing with schools (especially Voluntary Aided Schools) and
   Local Authorities.

   A suggestion is that schools review the relationship they have with their consultant on a regular
   basis and that Governors formally minute every year (or two) the fact that they will be working
   with a particular consultant on capital projects.

Appointing a Contractor

   Major works require a very formal tendering process usually managed by the consultant
   architect or surveyor and Governors will usually approve the lowest tender. Smaller projects
   left to the discretion of the Headteacher or Site Manager will still need a number of estimates
   and a formal acceptance of the lowest quote.

   Schools will have their own local contacts with a range of contractors and most Local
   Authorities will provide a list of approved firms or individuals who have the relevant
   qualifications, experience and insurance to carry out work in schools.

   A useful piece of advice is to make sure that the Site Manager knows exactly what work is
   required and that (s)he can keep an eye on what the contractor is doing.

Surveys

   Before beginning any work, it is important to know whether or not it will affect services or
   disturb potentially hazardous material. Local Authorities will probably have carried out various
   surveys (eg Type 2 surveys) and it is worth asking your Site Manager/Caretaker to ensure (s)he
   knows where the main services enter the site and are located.

   For any work which might require the removal or disturbance of asbestos a Type 3 survey
   MUST be carried out and if asbestos is found, it must be removed by properly authorized
   companies in accordance with the current regulations (www.opsi.gov.uk/si/si2006/20062739).
   Contractors who come onto site should be made aware of any existing surveys and indicate that
   they have seen these documents. This should include ‘casual’ workmen who have been called in
   to deal with a minor problem but may inadvertently move or damage an asbestos or other
   hazardous material. Derbyshire County Council operate a ‘Permit to Work’ scheme which
   consists of a document signed by the Contractor and relevant school manager to show that all
   relevant information has been made available and that the contractor is prepared to operate in a
   safe manner. This approach is one well worth considering. (cf Appendix 4)

Routines

   Good practice indicates that effective routines make life much easier when a construction
   project is taking place. Larger projects usually begin with a formal Site Meeting at which the
   contractor and architect/surveyor agree a procedure for the work and someone from the school
   staff should also attend.

   Contractors and other workmen (including people from BT or IT services) should be very clear
   about where and when they are to work and what they can or cannot do. This might seem a little
   ‘heavy-handed’ but it protects the Governors and Headteacher from any charge of negligence.

   It is impractical to insist on the same routine for each school but there are many common
   elements and examples of routines used at various schools in the Diocese can be discussed with
   Ken Daly.


Health and Safety

   We cannot stress too highly the importance of Health and Safety issues when work is being
   carried out in a school. Governors and Headteachers should make absolutely sure that workmen
   and contractors are aware of current Health and Safety regulations and should not be afraid to
   insist that work is stopped if they feel that there is any threat to the health and safety of staff,
   pupils, or visitors to the school. In law, the person responsible for the site may be liable for any
   infringement of Health and Safety regulations should the proper information not be
   communicated or unsafe practices be permitted.

   Health and Safety matters may involve the use of ladders or other platforms to work at high
   levels; the use of particular tools with proper training; the handling and disposal of dangerous
   materials; the fencing off of a work area; the access routes to a work area etc


Insurance

   When employing a consultant or a contractor, it is important to ensure that they have all the
   necessary insurance cover in place for the type of work they are to undertake. Governors should
   notify the Local Authority Insurance section and their own insurers (usually the Catholic Church
   Insurance Association, Oakley House, Mill Street, Aylesbury, Buckinghamshire HP20 1BN
   01296 422030; enquiries@ccia.org.uk ) of any major work being carried out (new build,
   extension, major roof repair) where any risk of damage to the existing building may be
   increased. Any additional premium is included in the fee structure and is grant-aidable.
WHEN THE WORK IS COMPLETED

SIGNING OFF

When a contractor has finished the work, it should be inspected to check that (a) it has been
completed to the agreed standard and (b) there are no outstanding issues. Provided that everything
is acceptable, the invoice can be paid.

Larger projects have a ‘retention period’ of six to twelve months (as agreed at the pre-contract
meeting) and about 2.5% of the final costs are retained until all defects have been remedied. The
Site Manager should keep a careful eye on the work area and list any problems.

Grant obtained through LCVAP is subject to a 2.5% retention by the DCSF subject to a Final Claim
with receipted invoices being received. The Department is very strict on this rule and will not pay
any Final Claim with the correct paperwork (another advantage of using a consultant is that the
school is not involved in tracking down mislaid invoices).

FINAL CLAIMS

Once the retention period (where applicable) has been completed, the final invoice can be paid and
the final claim form (cf above) can be submitted to the DCSF for Grant Aid.

NOTIFYING LOCAL AUTHORITY/DIOCESE

When any work which might affect the net capacity or layout of the school has been completed
Headteachers should notify the Property Division of their Local Authority so that the relevant site
and room plans can be updated. Accurate plans are essential in the case of an emergency or future
building work. In some cases (extensions, additional buildings), the Diocesan insurers should also
be informed as this may materially affect the amount of cover required (not necessarily an
additional cost). If in any doubt about who to inform, contact Ken Daly for advice.

UPDATING DOCUMENTATION

Asset Management Plans as mentioned above are kept by Local Authorities and schools should have
a copy. Information about completed projects will allow these documents and any Condition
Surveys to be updated, enabling schools to move to the next phase of capital planning. It is
important to keep these plans up to date as they give an accurate picture of the overall condition of
the school building and support discussion by Governors. Similarly, schools should notify the
Insurance Company and the Diocese of any changes to accommodation.

WEBSITE

The Diocesan Education Service website contains a section on building projects which give a brief
overview of the initial problem and how the capital work has helped to address the situation.
Schools which have completed projects are requested to submit a brief summary of the project
together with photographs if possible and some contact details so that others which are
contemplating similar work can learn from previous good practice and avoid any potential pitfalls.
APPENDIX 1         List of Consultants

COMPANY                  Range of Work               Address                Tel         Fax


Armsons & Partners       Chartered Surveyors         St Matthew's House,    01332       01332
                         Project Managers            Brick Row,             558935      556936
                         Construction Cost           Darley Abbey, Derby
                         Consultants                 DE22 1DQ
                         admin@armsons.com                                  Contact : Harry Smith


Brown & Buttnick                                     66/68, Oswald Road,    01724       01724
                                                     Scunthorpe, North      865357      862739
                                                     Lincs DN15 7PG
                                                                            Contact : Paul Holmes


Chaplain Farrant         Architects, Engineers,      51, Yarmouth Road,     01603       01603
Limited                  Quantity Surveyors          Norwich, Norfolk       700000      700001
                                                     NR7 0ET
                         office@chaplinfarrant.com                          Contact : JHM Clarke


CP Associates            Chartered Surveyors         Braemar Court,         0116 260    0116 260
                                                     1311a Melton Court,    7211        5511
                                                     Syston, Leicester
                                                     LE7 2EN
                         chris@cpasurveyors.co.uk                           Contact : Chris Palmer


EC Harris LLP            Quantity Surveyors          6, Faraday Court,      0116 254    0116 247
                                                     Conduit Street,        6447        0828
                                                     Leicester LE2 0JN
                         andy.coy@echarris.com                              Contact : Andy Coy or
                         sally.walkerdine@echarris.com                      Sally Walkerdine

EPS Group                Energy Certificate          The Miners Offices,    01623       01623
                         Providers                   Berry Hill Lane,       676467      642300
                                                     Mansfield, Notts
                                                     NG18 4JU
                         enquiries@epsg.co.uk                               Contact : Craig Stevens


EWA                      Architects                  Wellfield, Chester     01928       01928
(Ellis Williams                                      Road, Preston Brook,   752200      795953
                                                     Cheshire WA7 3BA
Associates)
                                                                            Contact : Ian Nahaphiat


Horsley Huber &          Chartered Architects        134, Newport Road,     01785       01785
Associates                                           Stafford ST16 2HB      251238      257843
                         stafford@hhastudio.com                             Contact : David Freeth
Latham Architects    Architects                  St Michael's,           01332       01332
                                                 Queen Street, Derby     365777      290314
                                                 DE1 3SU
                     derek@lathamarchitects.co.uk                        Contact : Derek Latham
                     s.buckman@lathamarchitects.co.uk                    or Steve Buckman

Llowarch Llowarch    Chartered Architects        147, O'Donnell Court,   020 7833    020 7833
                                                 Brunswick Centre,       2883        1983
                                                 London WC1N 1NX
                     mail@llowarch.co.uk                                 Contact :
                                                                         Andrew Llowarch

Howard Moresby       Architects                  Leicester



John Marshall        Architect                   9a, Forest Road         0115 912
                                                 East, Nottingham        6666
                                                 NG1 4HJ
                                                                         Contact : John Marshall


Oglesby & Limb       Chartered Architects &      The Coach House,        01636       01636
                     Building Surveyors          67, London Road,        702030      703740
                                                 Newark, Notts
                                                 NG24 1RZ
                     design@o-l-ltd.co.uk                                Contact : David Limb


Richard Slusarenko   Chartered Surveyor          36, South Avenue,       01332
                                                 Chellaston,             700306
                                                 Derbyshire
                                                 DE73 1RS
                     claires@dotcomuk.uk                                 Contact : Richard
                                                                         Slusarenko

Robert Lowe          Chartered Architect         1-2, North End,         01205       01205
                                                 Swineshead, Boston,     82117       821190
                                                 Lincs PE20 3LR
                     info@rlca.freeserve.co.uk                           Contact : Rob Lowe

Sherwood Technical   Site Investigation;         7, Hawton Road,         01636       01636
Services Ltd         Consultancy; Repair &       Newark, Notts           680195      651374
                     Maintenance                 NG24 4QA
                     t.brett1@ntlworld.com                               Contact : Tom Brett

Thomas E. Wilson     Architects                  23, Mill Street,        01572
                                                 Oakham, Rutland         723764
                                                                         01572
                                                                         723765
                                                                         Contact :

Turner & Townsend    Construction and          Lock House,               0115 947
                     Management Consultants    2 Castle Meadow Rd,       0997
                                               Nottingham NG2 1AJ
                     harry.hayward@turntown.co.uk                        Contact: Harry Hayward
Viner Associates    Chartered Architects        2, High Street,         01926       01926
                    Planning Supervisors        Kenilworth,             851122      858002
                                                Warwickshire
                                                CV8 1LZ
                    john.viner@vinerassociates.co.uk                    Contact : John Viner


White Young Green                               Newstead Court,         01623       01623
                                                Little Oak Drive,       684550      684551
                                                Sherwood Business
                                                Park, Annesley, Notts
                                                NG15 0DR
                    nottingham@wyg.com                                  Contact : Tony Driscoll
APPENDIX 2           Background Documents

   •   Education (School Premises) regulations 1999;
   •   The Workplace (Health, Safety and Welfare) Regulations 1992;
   •   The Construction (Design and Management) Regulations 1994;
   •   Building Regulations 2000 (SI 2000/2531) as amended;
   •   Disability Discrimination Act 1995 Parts 3 and 4: as amended by The Special Educational
       Needs and Disability Act 2001;

   •   School Development Plan/School Improvement Plan
   •   School Asset Management Plan
   •   School Condition Survey
   •   Site Plan(s)




APPENDIX 3           Forms

DCSF Forms are available at www.teachernet.gov.uk – click on Voluntary Aided Schools then
Forms (on left hand side) and select appropriate Form

LCVAP Projects

      Application for new capital works   (VA/Approval)
      Application for Additional Costs    (VA/AC)
      Tender Approval Claim Form          (VA/APGC.TA)         For Interim Claims
      Final Costs Claim Form              (VA/APGC.FC)

      Diocesan Capital Proposal Form      www.nottingham-des.org.uk – click on schools buildings

      Diocesan Project Report Proforma    www.nottingham-des.org.uk – click on schools buildings
APPENDIX 4            Permit to Work Form (adapted with thanks from Derbyshire County Council)

                                       NAME OF SCHOOL

                       CONTROL OF ASBESTOS REGULATIONS 2006

                                      PERMIT TO WORK
                                Asbestos and Other Hazard Check

Location of Work within Premises :


Brief Description of Work :



SCHOOL REPRESENTATIVE

Name :     ___________________________________ Position ________________________

Signature : ___________________________________ Date             ________________________

Will the work disturb any Asbestos Containing Materials (ACMs) identified in the Premises Asbestos
Survey?

YES               The proposed work MUST NOT proceed. Advice should be sought from :

                   usually someone in the LA Property Services Department or a Health and Safety
                  Adviser – please give name and contact details in this space so that the contractor
                  is in a position to make immediate contact

NO               Work may proceed BUT the contractor needs to be aware that there may be
                 additional items of ACMs in the building/proposed work area over and above those
                 identified in the Asbestos Survey. The contractor’s attention is drawn to those
                 places not specifically assessed by the Surveyor for the purposes of producing the
                 survey eg pipe ducts, wall voids etc

WORK MUST STOP IMMEDIATELY AND RESPONSIBLE PERSONS NOTIFIED IF ANY
               SUSPICIOUS MATERIALS ARE DISCOVERED

NAME OF CONTRACTOR
I have read and understood the restrictions imposed by the Permit to Work and have requested or
received all relevant information for my work on the premises.

SIGNATURE : ______________________________________ Date __________________


One copy to be retained by the contractor and one by the School Representative
APPENDIX 5           Checklist for Major Building Projects (with thanks to Graham Doust)

1.    Governing Body should form a ‘Buildings Committee’. This could be an existing Buildings &
      GP Committee or could be drawn from all Governors.

      Size: eg 6 Govs. plus HT plus Senior Admin Officer; Architect; Project Coordinator
               Diocesan Rep (where appropriate)

2.    Architect: appointment and interview = formal contract.

3.    Governors should consider appointing a Project Coordinator who will represent them in all
      matters.

4.    Committee will need to appoint Quantity Surveyor who should also manage all grant claims.
      You need to go out to tender for this and hold interviews.

5.    Consultants will need to be appointed for such things as ICT. Mechanical and electrical
      installations need to be tendered and interviewed.

6.    Governors’ Committee should meet once a month for regular updates, key decisions and
      feedback.

7.    Various legal agreements with LA may need to be put in place, eg Development Agreement,
      Variation Agreement, Collaboration Agreement if property is being disposed.

8.    Diocesan Solicitors (Massers) are well versed in these lengthy, time consuming and expensive
      legalities.

9.    Governors are the ‘clients’. Their brief should be based on the widest consultation with
      governors, staff (especially teachers and HODs), pupils, parents, etc. Consider feedback
      forms.

10.   Suitable building contractor needs to be appointed (out to tender). Depending on the size of
      the build, you may need to trigger OJEC. Interviews and presentation.

11.   If the project is in any way ‘joint’ with the LA or others, obligations by each group will need
      to be made clear in the Development Agreement.

12.   If the LA is in any way involved, then regular Strategic Meetings would need to be held.

13.   Funding: this needs to be clearly identified and phases clearly understood, especially how and
      when the claims are made. The Governors’ Committee need to ensure that they have a
      detailed anticipatory scheme of likely expenditure, showing totals of net expenditure, VAT,
      what has been paid to date, what is unclaimed, further anticipated and final expenditure totals.
14.   The costs should include:

                    Project Coordinator
                    Architect
                    QS/cost management
                    Structural Engineer
                    civil work – roads, drains.
                    Services Engineer
                    Planning Supervisor
                    Clerk of Works
                    Acoustic Engineer
                    Landscape Architect
                    Diocesan Administrator
                    site investigation (eg soil tests; asbestos and other surveys)
                    compliance testing
                    contingency
                    planning application fees
                    building regulation fees
                    printing and sundry items.

      The Architect should do this.

15.   Plans: the Architect will advise on the type of plans, design, etc. needed. Governors’
      Committee must ensure that it is what they want as they are the clients.

16.   Planning Application and Building Regulations should be handled by the Architect.

17.   If new furniture and fittings (either fixed or loose) are required the Committee might consider
      appointing a consultant to manage this. It is well worth it and removes a lot of hassle. This
      needs to be put out to tender, interviews and presentation held.

18.   Not all interviews and presentations for a tender need to be attended by the whole committee.
      One or two governors plus Architect and Project Coordinator will do.

19.   There will also be ongoing ‘technical’ meetings which Governors do not/need not attend,
      although the HT may wish to be there. The Project Coordinator, the Architect, QS, Building
      Contractor reps. (Project Manager and Site Foreman) will steer forward the actual build. They
      could meet weekly or fortnightly.

20.   Governors’ Committee Meetings:

            detailed minutes need to be kept at all meetings, and circulated;
            the Architect needs to make monthly reports to the Governors with suggested headings
            the QS should make regular financial reports;
            other consultants, specialists can also be invited where appropriate
APPENDIX 6             Involvement in Building Schools for the Future (BSF) or the Primary Capital
                       Programme (PCP)


Both of these initiatives offer significant opportunities to improve the quality of school facilities but
the amount of work associated with the planning and delivery of a BSF or PCP project can be hugely
demanding.

Our advice, based on the experience of the schools already involved in the process, is to get involved
early and to have a clear strategy for deciding what is best for the school and how the Governors and
staff can influence the design and delivery of the work.

Initially, the essential question is “How can this work help transform the quality of the work being
done in my school?”

Schools given the opportunity to participate in BSF should be prepared to commit resources to the
project from the very beginning. This may mean releasing a senior member of staff to attend briefing
meetings and design negotiations or developing a working group to oversee the project and decide
who should attend relevant meetings.

Much of the advice given elsewhere in this leaflet will apply but should your school be invited to
participate in BSF or PCP, feel free to contact Ken Daly who will be pleased to put you in contact
with colleagues in schools already involved in the process. We are learning from each project and the
best advice will come from those who are currently in discussion with the various agencies and
architects managing the programmes.

BSF projects are delivered by Local Education Partnerships (LEPs) which consist of the Local
Authority, the construction company which has successfully bid for the work across the LA and other
relevant agencies and/or companies (eg ICT businesses). Schools in Phase 2 of a BSF project have no
say in the choice of the construction company but can and should significantly influence the design
process. This will mean many meetings to agree the actual design and then further meetings as the
construction process begins. If the work is delivered as part of a PFI project, then Governors will
lease the building for an agreed period at an agreed cost.

While PCP seems at the moment to be less demanding and can be delivered by a company of the
school’s choice, the same principle of time invested early in the visioning and design process will be
invaluable.

Should there be a demand for a more detailed workshop on BSF and PCP, the Diocese will be pleased
to make arrangements for such an event.
                   NOTTINGHAM DIOCESAN EDUCATION SERVICE

                      LCVAP PROJECT PROPOSAL FORM 2010/11


SCHOOL NAME

LOCAL AUTHORITY

CONTACT NAME

TELEPHONE

E-MAIL

DETAILS OF PROPOSED PROJECT




REASON FOR PROJECT (please tick)           Health & Safety
                                           Condition
                                           Suitability
                                           Sufficiency
INDICATIVE COST

AMOUNT SOUGHT FROM LCVAP ALLOCATION

GOVERNORS’ 10% CONTRIBUTION IN PLACE       YES               NO
CONSULTANT TO BE USED



ANY OTHER SUPPORTING INFORMATION



Signed (Headteacher/Governor)

				
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