Garden Maintenance Contracts by axz29677

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									     CALDERDALE METROPOLITAN     ESTATE– 01
  BOROUGH COUNCIL AND SOUTH WEST
    YORKSHIRE MENTAL HEALTH NHS
               TRUST

  JOINTLY AGREED PROTOCOL FOR THE
         IMPLEMENTATION OF
    PROPERTY/ESTATE MANAGEMENT
 NB This protocol needs to link with work on Health and                  Date: October 2007
 Safety (and Business Continuity when complete)                          Review: October 2008

PURPOSE
The following protocols are intended to aid the integration of the service between the two
organisations and to that end both organisations and their staff agree to adopt them. The
protocols may be amended in the light of experience of using them.
It must be stressed that for staff working within the Integrated Service, there will be no change to
their employer and their terms and conditions will remain unchanged by this Integrated
Partnership Arrangement.
These protocols have been developed in conjunction with staff side representatives of both the
Council and Trust organisations.

REVIEW OF PROTOCOLS
The General Manager, Adult Mental Health and the Joint Learning Disabilities Service
Manager will review the protocols on an annual basis. As stated above, the protocols may also
be amended in the light of experience of using them, or in the event of any significant issue
where the need for an amendment becomes necessary e.g. new legislation, or revisions to the
Trust‟s or Council‟s

SCOPE
These jointly agreed protocols apply to all staff within the integrated partnership who are employed
by either the Council or the Trust. They are not intended to replace, remove or add anything to the
individual policies and procedures of the Council or the Trust. The protocols are expected to
enable managers and staff to apply the policies, procedures and other guidance of their employing
organisation, or those of the other organisation, in the Integrated Partnership Arrangement.
Unless explicitly stated to the contrary, the underlying principle in any protocol will be that each
organisation (Trust and Council) follows its own policy and procedures for its own employees.

GLOSSARY
Council
This is Calderdale Metropolitan Borough Council
Trust
This is South West Yorkshire Mental health (NHS) Trust



   Status - Finalised                                                       ESTATE - 01
Integrated Partnership Arrangement
This means the method by which learning disability services and mental health services are
now provided. The Council and the Trust previously provided elements of these services
separately.
Lead Organisation
This is the organisation with prime responsibility for a service. For mental health services the Lead
Organisation is the Trust and for learning disabilities services the lead organisation is the Council.
Employing Organisation or Employee’s Employing Organisation
This means the organisation, which holds the contract of employment for the individual member of
staff (i.e. the organisation that has the power to dismiss the individual).
Delegated Organisation
This means the organisation where the member of staff works, but which does not hold the
individual‟s contract of employment (i.e. that organisation that does not have the power to
dismiss the individual).
Responsible Organisation
The organisation that either owns or leases a building
Senior Manager
This is a manager employed at third tier level (Service Manager or equivalent) or above in the
Council or, usually, at Band 8a and above A4C banding in the Trust.
Premises Manager
This is the person who has responsibility for the management of a particular premise or group
of premises. See sections 4.2, 14.1 and Appendices A and B for further detail.
Facilities Management
The responsible organisation will appoint a senior member of staff from its establishment to
have responsibility for facilities management.

AIMS OF THIS PROTOCOL
This protocol seeks to provide advise and guidance to managers and staff on the process in
both organisations for matters relating to Estate, Building Maintenance and undertaking
repairs to buildings in order to make the most efficient and effective use of limited resources.
The specific objectives of the protocol are:


       To identify the officer with building management responsibilities including key-holder
        and security arrangements.
       To outline the procedure for reporting any repairs required to premises.
       To confirm the responsibility for the maintenance and repair of specified premises.
       To confirm the responsibilities for undertaking annual inspections and maintenance
        contracts (facilities management)
       To confirm responsibilities for trades people/contractors accessing premises.
       To confirm the protocol regarding alterations or improvements to premises.
       To confirm the protocol if premises are considered unfit for purpose.
       To confirm the position in respect of third party occupation of premises.
       To provide clarity in terms of responsibility for office equipment, furniture, white goods
        and other items.

ESTATE – 01                                                                    Status - Finalised
        To confirm responsibility for insurance: premises, contents, third party, employee etc.
        To confirm arrangements for reducing slipping hazards in the access or approach to
         buildings and car parks e.g. snow clearing, salting, clearing leaves etc
        To ensure grounds and gardens of properties are maintained to an acceptable
         standard.

SOURCE DOCUMENTS
Given the complexities of this area it is not feasible to list all the source documents relating to
Council or Trust Policy. Instead, should managers require advice or guidance about an issue
relating to Property/Estates Management they should contact the Estates Provider of the
relevant organisation.


For the Council this will be Building Consultancy Help Desk Tel 01422 392050.
For the Trust this will be Facilities Hot Line. Tel 01924 327341
To access the Council website for the Property Maintenance Grid (Appendix A) click here –
http://intranet/Calder/calder.wwv_main.main?p_cornerid=320792&p_currcornerid=1&p_language=us&p_edit=0&p_full=1&p_corne
rtype=item&p_iscornerlink=




   PROCESS
 1          General Introduction
 1.1        When reading any of the protocols managers and staff need
            to refer to the introduction and contextual guidance document
            at the front of these protocols. The guidance also contains a
            glossary of terms used.


 2          Introduction to this Protocol

 2.1        This protocol outlines the procedures within the Council and
            the Trust, which all managers must follow.

 2.2        The protocol is intended to determine the respective
            responsibilities of managers for the properties occupied to
            deliver the joint service to enable the effective management of
            the premises occupied.
 2.3        The premises are either:

            a) Owned by the Council
            b) Leased by the Council
            c) Owned by the Trust
            d) Leased by the Trust

            e) Occupied via a service level agreement

 2.4        The current owner or leaseholder of the properties, assets
            and plant & equipment will remain responsible for the running
            costs and maintenance of the same, including compliance
            with any legislative requirements.
 2.5        The Lead Organisation, as defined the introduction and
            contextual guidance document at the front of these protocols,
     Status - Finalised                                                                   ESTATE - 01
       will have the day-to-day site management of the properties,
       assets and plant & equipment though this will be subject to
       the policies and strategies of the owning/leasing party.

 3     Procedure for Required Repairs - Council
       Managers and staff are not authorised to engage external
       contractors for premises maintenance and repairs.


3.1    General Repairs
       The Premises Manager to determine the responsibility for the
       repair and which budget it should be funded from. This will be
       either
       a) Service Budget or
       b) Corporate Property Budget.
       (The split of responsibility is identified in Appendix A)
       The Senior Manager, or authorised substitute, to contact
       Calderdale MBC Building Consultancy Help Desk Tel 01422
       392050 to report the repair required and provide an
       appropriate financial ledger code and order number if a
       service budget is to fund the repair.
       The Maintenance Section will arrange for the repair to be
       undertaken in accordance with the Council‟s policies and
       procedures.
       Periodic Checks
       The Council will undertake all required periodic checks of
       mechanical and electrical equipment in premises it owns.

       If the premises are leased, the Council will undertake or
       require the landlord to provide appropriate certificates
       /documentation to confirm the checks have been undertaken.

 4     Procedure for Required Repairs - Trust
       Managers and staff are not authorised to engage external
       contractors for premises maintenance and repairs.

4.1    The Premises Manager to determine the responsibility for the
       repair.
       With the exception of Elmdale Ward at Calderdale Royal
       Hospital all properties are maintained via a service level
       agreement with Calderdale and Huddersfield Acute Trust.
       All repairs should be reported via the helpdesk on 01484
       342805.
       Elmdale Ward is maintained via the PFI Provider who is land
       lease holder.
       All repairs for Elmdale Ward should be reported via the
       hospital helpdesk on 01422 224600.
       Periodic Checks
       The service provider will undertake periodic checks of
       mechanical and electrical equipment in premises in which it is
       the Lead Organisation.

ESTATE – 01                                                             Status - Finalised
          Note Where a building is not owned or leased by the
          organisation, in which members of an integrated team are
          based, the manager of that team will only be responsible for
          the accommodation occupied by that team.

5         Responsibilities for contractors/trades
          people accessing premises
5.1       The Premises Manager will ensure that such people are
          appropriately supervised on the premises and ensure that
          they:
              -   Are shown a copy of the Asbestos Register and any
                  other documentation held.
              -   Sign the “Hot Works Permit to Work” form (For Council
                  premises a copy is required)
              -   Are advised as to the Fire Evacuation Procedure,
                  including signing in/out of the building.

6         Responsibility for providing, repairing,
          replacing fixtures and fittings in premises
6.1       The Lead Provider will provide the fixtures and fittings for
          premises, which they own, or lease (and, where appropriate,
          those premises where they occupy space).
6.2       Each organisation is to be responsible for the provision and
          cost of office equipment for their own staff and the continued
          maintenance and repair of the same.

7         Risk Assessments
7.1       The Premises Manager (or nominated officer) (See
          Appendices B and C) will be responsible for ensuring that: -
              a) Daily, weekly and other periodic checks of the fire
                 alarm system are undertaken and an appropriate
                 record is maintained on the site.
              b) In the case of buildings owned or leased by the
                 Council, Bi-annual evacuation drills of the premises
                 are undertaken.
              c) That risk assessments are undertaken and a copy
                  retained on the premises and passed to the Fire
                  Safety Officer of both organisations.
7.2       As a general rule if a service is provided in a Council Building,     Cross-reference
          the Trust will use the Health and Safety Risk Assessment              4.5.2 in Health
          documentation of the Council - as long as they could have             and Safety
          sight of the assessment whenever it becomes available and             Protocol
          be involved in any update as requested.
7.3       As a general rule if a service is provided in a Trust Building,       Cross-reference
          the Council will use the Health and Safety Risk Assessment            4.5.3 in Health
          documentation of the Trust - as long as they could have sight         and Safety
          of the assessment whenever it becomes available and be                Protocol
          involved in any update as requested.

8         Reducing slipping hazards (Trust)
8.1       Snow cleaning and salting is carried out via local agreement

    Status - Finalised                                                        ESTATE - 01
       between Calderdale and Huddersfield Acute Trust and a
       number of farmers local to the properties.
8.2    Any problem with this service should be reported via the
       helpdesk listed under section 6.1.

 9     Reducing slipping hazards (Council)
9.1    This area is dealt with on an individual premises basis.
       Specific arrangements would need to be confirmed by
       Premises Managers.

10     Maintenance of Grounds and Gardens (Trust)
10.1   Grounds and Garden maintenance is carried out via contracts
       between Calderdale and Huddersfield Acute Trust and
       Contract Gardeners.
       The service is monitored by the SLA Provider.
10.2   Any problems with this service should be reported via the help
       desk listed under section 6.1

11     Maintenance of Grounds and Gardens
       (Council)
11.1   Calderdale MBC Parks and Streetscene carry out grounds
       maintenance in accordance with the agreed contract with
       Social Services.
       The Council has a grounds maintenance contract with the
       following sites
       Higgins Close, Halifax
       Shannon Road /Lower Edge Centre
       Lawson Road, Brighouse
       Vale Street Centre, Todmorden
       Work is carried out on a one off basis at Royd Square,
       Hebden Bridge.


       Snow clearing is not provided as part of this contract
11.2   The contacts for Facilities Managers in respect of this service
       are Paul Barnes (01422 393260) and Stewart Elwin (01422
       393211).

       In the event of Facilities Mangers having any problems with
       the service provided it should be reported to Martyn
       Summerscales (01422 393207)

12     Practical Arrangements
12.1
       Premises / Facilities Management
       Where both the Council and the Trust occupy buildings, the         Cross-reference
       organisation, which owns, leases or occupies the building, will    4.3.1 in Health
       retain responsibility for premises and facilities management in    and Safety
       that building (or the part of the building they occupy in cases    Protocol
       where they are not the owner or leasee).

ESTATE – 01                                                              Status - Finalised
12.2
        Facilities Management
        The Responsible Organisation will appoint a senior member            Cross-reference
        of staff from its establishment to have responsibility for           4.3.2 in Health
        Facilities Management. In the Council the Head of Adult              and Safety
        Services will have ultimate responsibility.                          Protocol
        This will include ensuring arrangements are in place for;
            -   Asbestos management
            -   Legionella management
            -   Maintenance and testing of boilers, heaters and gas
                appliances etc
            -   Inspection and testing of portable electrical equipment
                and electrical installations
            -   Cleaning and general maintenance of the building
            -   Provision and maintenance of fire equipment including
                extinguishers, emergency lighting, fire alarms.
            -   Arranging for an emergency evacuation drill to be
                undertaken two times per year.
            -   Setting up a Building User Group in large buildings,
                which adequately represents the organisations/teams
                using the building.
            -   Lifting equipment used by service users to be
                inspected and maintained
            -   A fire risk assessment to be undertaken
        See Appendices B and C for the specific arrangements for
        each building and the details of the responsible person.
        Note: the above is not an exhaustive list and appropriate
        arrangements will depend on the size and use of the premises
        provided.
        Note: It is the responsibility of the General Manager (Mental
        Health) and Service Manager (Learning Disability) in each
        organisation to keep Appendices B and C to this protocol up
        to date at all times.
        Note: It is the intention of both organisations when upgrading
        buildings or undertaking remedial work that account will be
        taken of the need to be compliant with the Disability
        Discrimination Legislation.
        Note: All new construction works will be carried out in
        accordance with the Construction, Design and Maintenance
        (C.D.M.) regulations.
        In the Council
        For the purposes of CDM 2007 the Council client for most
        construction work at Calderdale is the relevant Head of
        Service … who „seeks or accepts the services of another
        which may be used in the carrying out of a project for him‟
        (Regulation 2 (1) (a)).
        The Council client (e.g. Head of Service) appoints an officer to
        act on their behalf as client (but remains responsible for
  Status - Finalised                                                       ESTATE - 01
       ensuring that client duties are met). Ideally the officer should be
       one who has operational responsibility for the location affected
       by the construction works.

13     Estate Management
13.1   Both the Council and the Trust will appoint an appropriate
       Officer (Senior Manager) to take the lead and co-ordinate
       Property and Estate issues These officers will attend the
       Governance Board as required.
13.2   The Governance Board will ensure that a consistent approach
       to Property and Estate issues is taken and that both
       organisations work together to identify common standards in
       order to ensure seamless service delivery in buildings that are
       fit for purpose and where the health and safety of all
       employees and service users is maintained.

14     Asset Management
14.1   The integration arrangements will not involve the transfer of
       properties, assets or plant and equipment.
       In order to promote the efficient running of the service,
       pragmatic arrangements will sometimes need to be developed
       between the two organisations.
14.2   The results of the Service Asset Plan of both organisations to
       be considered and gaps identified in the existing property
       portfolio. The Service Managers for mental health and
       learning disability servcies will present an update of progress
       in this area to the Governance Board in the annual report.
14.3   Both organisations will work together to procure any changes
       required to the property portfolio to reflect changes in the
       requirements for service delivery or other matters that may
       arise.

15     Third Party Occupation
15.1   Occupation by either party of another organisations premises
       will not give any rights under the Landlord and Tenants Acts.
15.2   Where a building is not owned or leased by the organisation,
       in which members of an integrated team are based, the
       manager of that team will only be responsible for the
       accommodation occupied by that team.

16     Alterations/Improvements to Premises
16.1   No alterations are to be undertaken without first obtaining the
       consent of the Responsible Organisation as either owner or
       lessee of the building.
       The Lead Organisation is to be responsible for identifying any
       alterations and/or improvements. Any procurement arising
       from this would be undertaken by the most appropriate
       organisation in consultation with the other organisation.
       A specification of the proposed works to be agreed by the
       Responsible Organisation and an appropriate fee paid.
       Detailed CAD drawings to be provided on completion to meet
       the requirements of the Responsible Organisation.
ESTATE – 01                                                                  Status - Finalised
        The approval of the premises landlord will be required in all
        circumstances.
        The cost of reinstatement of the premises will be met by the
        organisation responsible for making the changes. Any
        dilapidation claim by a landlord will be met by the occupying
        organisation.

17      Insurance
17.1    The owner/leasee will be responsible for ensuring that the
        building and contents are appropriately insured.
        The owner/leasee will be responsible for ensuring appropriate
        third party cover is obtained in respect of the premises
        The Council and the Trust will be responsible for ensuring that
        the buildings, which are identified on the attached schedules
        as being their responsibility, are insured or the costs of
        reinstatement covered in accordance with the policy of the
        respective organisations regarding insuring premises.
        The Council and the Trust will be responsible for third party
        liability for the buildings identified on the attached schedules
        as being their responsibility. The liability to be covered via an
        insurance policy or the claim costs covered in accordance
        with the policy of the respective organisations regarding third
        party liability insurance.
        Each organisation will be responsible for their own employee‟s
        insurance cover.

        Both organisations will be responsible for their respective
        premises and for covering any under insurance or lack of
        insurance from within their own funds either insurance or
        other funds.

18      Premises considered not fit for purpose
18.1    The Responsible Organisation will advise the Lead
        Organisation in the event of the premises being:-
        a) Considered unfit for purpose for whatever reason (e.g. the
        building becomes structurally unsound or some other Health
        and Safety reason where immediate evacuation is likely to be
        required) or
        b) A landlord serves notice to quit or terminate a lease.


        Should b) ever occur, it would be the responsibility of the
        Responsible Organisation to inform the other organisation of
        this.
        The Lead Organisation will consider the issue and determine
        a way forward taking into account the service delivery and the
        budgetary and other restrictions on both organisations.
        The organisations will jointly use their best endeavours to find
        a solution to resolve the issue by altering the delivery of the
        service and/or identifying suitable alternative premises without
        the Responsible Organisation having responsibility to replace
        the premises.
  Status - Finalised                                                        ESTATE - 01
18.2   In cases where a building becomes unfit for purpose but
       where immediate evacuation is not required, the issue may
       need to be referred to a special meeting of the Governance
       Board.

19     Protocol Review
19.1   This protocol will be reviewed by the Service Manager in
       learning disability services and the General Manager in
       mental health services annually, to take account of any
       changes in Premises/Estates legislation, new working
       arrangements, organisational issues and any other relevant
       information that may arise.
                                         End




ESTATE – 01                                                         Status - Finalised
PROPERTY MAINTENANCE RESPONSIBILITY                                                                                                        Appendix A

    CORPORATE PROPERTY                                          SERVICE                                                      OTHER FUNDED
                                                                                                                        (Service to identify funding)


                                                                          STRUCTURE


All works to foundations               Nil
All work to structural frames          Nil
Floor structures ( including ground    Repair and replacement of floor finishes (e.g. floor
floor slabs)                           tiles, sheet vinyl, skirtings, carpet, laminate, block
                                       flooring)
Roof structures (including             Nil
weatherproof coverings, flashings
and insulation)
Replacement of skylights, rooflights   Re-glazing of skylights, rooflights and verandas,
and verandas                           including repairs and leaks except where due to
                                       structural failure.
                                       Repair and replacement of operating mechanisms
                                       and locks.
Rainwater goods (e.g. repair and       Clearing out of gutters and drainpipes.
replacement of gutters and
drainpipes.
Staircase and landing structures,      Repair and replacement of finishes and coverings
including handrails and balustrades    on staircases and landings, including tactile/

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                                     coloured nosings
External walls including render,     Repair and replacement of internal finishes to
cladding and insulation              external walls, e.g. plaster and cladding


    CORPORATE PROPERTY                                     SERVICE                                  OTHER FUNDED
                                                                                               (Service to identify funding)


                                                                 STRUCTURE


                                     Replacement of internal walls, partitions and glazed
                                     screens
                                     Repairs and replacement of surface finishes and
                                     glazing of internal walls, partitions and glazed
                                     screens, reception counters, cash desks, security
                                     glazing and similar.
Replacement of windows, including    Re-glazing and repair, adjustment and replacement
window walls, excluding re-glazing   of operating mechanisms and locks
and repair, adjustment and
replacement of operating
mechanisms and locks
External doors and fittings,         Internal doors and fittings. Replacement, repairs,
excluding glazing                    and adjustments, including to operating
                                     mechanisms, locks and re-glazing
Ceiling structures including         Repair of ceiling finishes, except where these are
suspension systems                   integral to the buildings structure, replacement tiles
                                     and plaster repairs




ESTATE – 01                                                               Status - Finalised
Timber preservation – all treatment   Nil
and replacement due to dry rot and
beetle infestation, including all
ancillary works and decorations


    CORPORATE PROPERTY                                         SERVICE                                                      OTHER FUNDED
                                                                                                                       (Service to identify funding)


                                                                        DECORATION


All external decoration               All internal decoration, including preparatory repairs
                                      and cleaning


                                                     WATER AND DRAINAGE SERVICES


Internal water supply services,       Repair of leaks and adjustment to water supply,
including pumps, pipes, tanks and     including repair and adjustment to taps and fittings
insulation
Replacement of water supply,          Unblocking and cleaning of pipes and the
including sanitary equipment          maintenance of traps, except where blockage is
                                      due to structural defects of pipes
Repair and replacement of water       Unblocking of drains where these have been
and drainage services where these     blocked by usage
are due to structural defects



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                                                                EXTERNAL WORKS


Nil                                                                                              Demolition of buildings and clearance of sites
Nil                                                                                              Sealing of services
                                        Repairs to hard paved areas                              Renewal of hard paved areas (i.e. roads,
                                                                                                 playgrounds, site roads, drives, car parks and
                                                                                                 courts


      CORPORATE PROPERTY                                     SERVICE                                               OTHER FUNDED
                                                                                                            (Service to identify funding)


                                                                EXTERNAL WORKS


                                        Perimeter walls ( non structural ) Perimeter fencing     Structural or retaining walls.
                                        and gates.
Major external fixtures (e.g.           Minor external fixtures (e.g. signs and notices)
bollards, hand rails)
Main drainage, including traps,         Cleaning and unblocking drainage systems.
gullies and manholes                    Replacement grids.
Gas, electricity and water mains        Nil
Maintenance of ancillary buildings      Maintenance of ancillary buildings constructed by
as per the standard demarcation of      the service, except where these have been
responsibilities identified elsewhere   subsequently accepted in writing by Building
within this list, where this has been   Consultancy
accepted in writing by Building



ESTATE – 01                                                                 Status - Finalised
Consultancy
External maintenance of temporary   Internal maintenance of temporary buildings
buildings
Nil                                 Maintenance of soft/ landscaped areas and
                                    boundary hedges (i.e. grass cutting, pruning and
                                    general grounds maintenance


                                                                  MISCELLANEOUS


Asbestos removal or treatment       Nil
Nil                                 Pest control


      CORPORATE PROPERTY                                     SERVICE                                                      OTHER FUNDED
                                                                                                                     (Service to identify funding)


                                                                  MISCELLANEOUS


Nil                                 Refuse containers, bins and skips and refuse and
                                    sewage disposal.
Nil                                 All damage by vandalism or unlawful entry
                                    Signage
                                                             ELECTRICAL SERVICES



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Servicing, repair and replacement      Maintenance/ replacement of service specific
of general electrical installations:   equipment, e.g. kitchen equipment, sauna cabins,
switchgear, cables and conduits up     steam rooms, gym equipment and any equipment
to and including switches,             not hard wired
floodlights and road lighting (Not
Highways)
Installation and replacement of fire   Reset of fire alarm systems. Repairs to clocks and
alarm, emergency lighting and time     bells
systems
Nil                                    Installation, maintenance and replacement of
                                       intruder alarm, door entry and CCTV systems
Fan convector and other fixed          Portable heating equipment
space and water heating equipment
Fixed ventilation units                Portable ventilation equipment
Nil                                    Portable electrical appliances
Fixed lifts, hoists, barriers and      Non fixed lifts, hoists
electric door motor and controls
      CORPORATE PROPERTY                                         SERVICE                             OTHER FUNDED
                                                                                                (Service to identify funding)


                                                                 ELECTRICAL SERVICES


Specialist external equipment (e.g.    Nil
earthing, lightning conductors)
Nil                                    Standby generators




ESTATE – 01                                                                Status - Finalised
Temporary accommodation                Nil
All power supply and wiring            Replacement lamps, tubes, plugs and starters
Nil                                    General cleaning, maintenance and replacement of
                                       fittings on all items


                                                              MECHANICAL SERVICES


Service, repair and replacement of     Maintenance/ replacement of service specific
mechanical installations of plant      equipment, (e.g. sauna cabins, steam rooms, spa
including:                             pools
Boilers including automatic controls   Nil
and associated electrical wiring
Ancillary boiler equipment             Nil
Pumps and tanks                        Nil
Heating and domestic hot water         Repairs and adjustments to heat emitters, taps and
distribution systems, including        shower fittings
replacement radiators and other
heat emitters, taps and shower
fittings
      CORPORATE PROPERTY                                       SERVICE                                                      OTHER FUNDED
                                                                                                                       (Service to identify funding)


                                                              MECHANICAL SERVICES



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Gas distribution systems           Nil
Steel chimneys                     Nil
Fixed air conditioning and         Nil
ventilation equipment
Direct oil and gas fired heating   Nil
units
Sewerage pumps and chambers        Nil
                                   Swimming pools, to include filtration plant, pumps,
                                   pipes and boilers
                                   Cleaning and replacement of filters and filtration
                                   media
Fume cupboards, to include         Nil
extractor pipes and ductwork
Nil                                Fire fighting equipment (i.e. extinguishers, fire
                                   blankets and fixed hoses




NOTE:




ESTATE – 01                                                             Status - Finalised
Notwithstanding the above, the responsibility will continue to fall on the Service whenever there is evidence that more extensive repair / need for
replacement has resulted from a failure to fulfil its obligations, or damage has occurred as a result of misuse.
Building Consultancy will similarly take responsibility for any subsequent damage that may arise out of failings on its part.


The occupying Service must report to Building Consultancy, as soon as possible any damage, loss or disrepair to the property.


The above identifies as far as is practicable a standard devolution of responsibilities in terms of the building maintenance requirements for
Council owned properties.



EXCEPTIONS/ VARIATIONS
Council owned properties leased to others.


Where Council properties are leased to third parties, some or all of these responsibilities may pass to the tenant, or be retained by the Council.
Where responsibilities are retained by the Council, the division of those retained responsibilities will be as above.


Properties leased by the Council from others.


In these instances, some or all maintenance responsibilities may pass to the Council or be retained by the private landlord. Where
responsibilities pass to the Council, they will rest with the occupying Service unless budget provision has been made, in which case the split of
responsibilities will be as above.



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Properties that are acquired that are not part of the rationalisation process.


Maintenance responsibilities rest with the occupying service.




MARKETS
The managing service is responsible for all maintenance costs.



TRANSPORT
The managing service is responsible for all maintenance costs.



THE PIECE HALL
The managing service is responsible for all maintenance costs.




ESTATE – 01                                                            Status - Finalised
HEATH TRAINING CENTRE
The managing service is responsible for all maintenance costs.


Todmorden College


The managing service is responsible for all maintenance costs.



CHILDREN’S CENTRES
The managing service is responsible for all maintenance costs.


Retained Housing.


These properties come within the scope of specific legislation concerning social housing and bestow on the Council legal obligations.


Standard devolution of responsibility could apply to general repair, however revenue is generated by these properties and responsibility for
servicing, testing, refurbishment and upgrade, as required by specific legislation, and general maintenance should be the responsibility of the
managing Service.


Swimming Pools and Leisure Centres.


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The managing service is responsible for all maintenance costs. Corporate Maintenance will contribute £20,000 p.a. for years 2007/08 and
2008/09


Generally - Buildings from which a traded service is delivered.


The managing service is responsible for all maintenance costs.



INSURANCE
Building - Cover for the building will depend upon who owns it, or has responsibility to insure under the terms of the lease. If the Council is
responsible for insurance, cover is provided for:


Fire, explosion, lightning, earthquake or subterranean fire, aircraft or articles dropped from them, storm or flood (excluding damage to fences or
gates, or property in the open) escape of water, riot or civil commotion, impact by any road vehicle or animal. Nil excess.


Contents – All items for which the Council owns or is responsible for are insured against the above risks.


Note:


Where a new building is developed for ownership by the Council, revenue provision shall be made by the managing/ occupying service for both
Corporate Property and Service budgets as part of the development costs.




ESTATE – 01                                                                 Status - Finalised
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