Document Sample
Cabinet Powered By Docstoc
Part            1

17 April 2007

Item No.        2

Subject         Asset Management Plan 2008/09

Purpose         To recommend to Council a plan for the use of its land and property and other major
                fiscal assets 2008/09

Author          Corporate Property Officer

Ward            General

Summary Under guidance from the Welsh Assembly Government and WLGA all local authorities
                in Wales are required to have in place an Asset Management Plan. This is a strategic
                document setting out a policy framework for the management and development of the
                Council’s property and other major fiscal assets.

                The Council’s annual Asset Management Plan for the year 2008/09 is attached to this

Proposal        1.     To recommend to Council the Asset Management Plan for 2008/09.

                2.     To authorise the draw down from the Capital Preparation Pool of the £1m
                       indicative annual allocation for 2008/9 for undertaking asset management

Contact   Don Waters tel: 01633 232600
Action by Head of Law and Standards
Timetable Immediately following the call-in period.
The Council adopted its first Asset Management Plan for Property Assets in April 2002. Significant
progress has been made since then in developing Asset Management planning within the authority that
plan. This has taken place in accordance with the programme and guidance issued by CLAW on behalf
of WAG. Attached to this report is the draft Asset Management Plan for 2008/09.

In 2008/09 the Plan will, for the first time, include non property assets. These are, Highways;
Information Technology, Vehicles & Plant; Parks and Play Equipment and Cemetery Land.

The Cabinet is invited to consider its content with a view to adopting the plan as a strategic policy

The Council, as part of its approved capital programme has for the last few years allocated £1m for
asset management work on its property portfolio. The capital preparation pool assumes a similar
amount for 2008/9. The expenditure is enhanced by using part of the approved service capital and
revenue budgets to meet agreed asset management priorities. The plan as presented shows that
improvement has been made in the standard of buildings in use a further allocation will continue that

Where the schemes are below £50K the priorities are subject to Cabinet Member approval and where
they are for over that amount they are subject to full Cabinet approval following a formal capital
expenditure report.

Options Considered/Available
To adopt the Asset Management Plan 2008/09 and the annual funding allocation.

Not to adopt the Asset Management Plan 2008/09 and the annual funding allocation.

Preferred choice and reasons
To adopt the Asset Management Plan 2008/09.

Sustainability and Environmental Issues
Effective management of the property portfolio will ensure better use of resources and sustain the long
term utility of the Council’s assets.

Equalities Impact
Implementation of the actions set out in the AMP will make a positive contribution to the Council’s
equalities policy and particularly to informing access to the Council’s buildings

Comments from Overview and Scrutiny Forum
At its meeting on 12th March 2008, the Overview and Scrutiny Development and Employment Forum,
endorsed the 2008/09 Asset Management Plan and agreed that it should be referred to Cabinet for

Comments of Monitoring Officer
There are no direct legal implications, although the implementation of the AMP and the achievement of
the key objectives will give rise to legal issues regarding compliance with statutory requirements in
relation to the fitness for purposes of Council buildings and the disposal of capital assets. The Plan
has been prepared in accordance with relevant guidance and, as with last year's Plan, includes non-
property assets. The AMP reflects the relevant objectives set out in the Council's Community Strategy
and Corporate Plan and sets out a clear framework for the effective use and maintenance of the
Council's key resources.
Comments of Chief Financial Officer
The Asset management plan is a key document in respect of both revenue and capital budgets. It is
essential that the Council is aware of what it owns and has a system(s) for prioritizing of expenditure. It
is pleasing to note that the general standard of buildings and major highways has improved in the last
few years. The plan does however highlight that insufficient money is available to bring all the Council's
assets up to the most modern standards. For that reason alone the current policy of disposing of
assets, that are currently not required for services, must be the sensible option. All such receipts are
available for re-investment. For the scale of current and planned capital spending Members are
referred to the capital programme approved by the Council in February.

I confirm that a further £1m for use against Asset Management Plan priorities for 2008/9 was
anticipated when the last review of the capital programme was agreed.

Comments of Head of Human Resources and Policy
There are no HR implications.

Background Papers
Draft Asset Management Plan 2008/09




Part A       Purpose, Process and Objectives

Part B       Property Assets

Part C       Non Property Assets


             Play Areas

             Plant and Vehicles

             Cemetery Land


Appendices   Appendix 1: Progress in 2007/8

             Appendix 2: Planned Actions 2008/9
                                            PART A
1.    Purpose

1.1   The purpose of asset management planning is to ensure that the Authority, and therefore the people
      which it serves, derives maximum benefit from the physical assets which the Council owns. Previously
      the Corporate Asset Management Plan has confined itself to the Council’s property assets. This plan
      extends the coverage to include other major fixed assets: Vehicles and Plant; ICT assets; Play spaces;
      Highways infrastructure and Cemeteries.

1.2   The total asset value covered in the Plan is well over £500 million (excluding Highways). The plan
      provides a strategic oversight of the main developments undertaken and planned. More detailed plans
      are held by individual services which underpin and support this corporate plan.

2.    Priorities, Process and Resourcing

2.1   The priorities which shape the asset management process are set by the Council’s Corporate Plan,
      2004/8 and by the Community Strategy for Newport. In particular the need to:

                 Improve service delivery and standards through ensuring that buildings and other assets
                are fit for purpose and located in the right place

                 Improve access to services and reduce discrimination by ensuring that the Council’s
                buildings are open to all who want to use them

                 Enhance the effectiveness and sustainability of the Council’s use of resources and provide
                better value for money through improving energy efficiency, space usage and planned
                maintenance arrangements.

2.2   The resources which contribute to the overall asset management process are:-

                 The Council’s revenue budget which should cope with all day to day building matters
                including decoration

                 The Council’s capital programme which funds major acquisitions of, and improvements to,
                the Council’s assets. As part of that:-

                 There is specific provision currently set at £1m per year specifically to fund a programme to
                sustain and improve the fabric of the Council’s building stock. This is usually matched from
                service area funding, making a total contribution of c£2m.

                 Annual sums allocated to service areas as part of the overall capital programme and which
                are available for service determined priorities

                 External funding including significant central government grants for, amongst other
                services, education and highways and Section 106 funding negotiated as part of housing
                developments and which is specific to particular schemes. For the past few years funding
                has equalled the use of the Council’s own resources.
2.3   The planning process has the following elements:-

                 Annual planning meetings between the Cabinet Member (Resources), Corporate Director,
                Head of Finance and asset management officers with the respective Cabinet Member and
                Head of Service to review service priorities, the progress made and future service
                  Prioritisation of planned maintenance work schedules for property assets using a risk
                 matrix basis. The prioritisation is a joint decision between the technical officers, asset
                 management officers and service officers with recommendations being made for approval
                 by the Asset Management Group and Cabinet Member (Resources)

                  Prioritisation of any named major schemes included in the Capital Programme through a
                 scoring process linked to the Corporate Plan priorities undertaken by the Corporate
                 Directors Team with recommendations made to Cabinet for inclusion in the Capital
                 Programme Pool.

2.4   The Strategic Aims of the Plan are:-

                 To secure, manage and improve the capital assets required to meet the priorities of the
                 Council and of its communities

                  To ensure the Council’s capital assets enhance the quality of service delivery by ensuring
                 that the Authority’s buildings are fit for purpose so that they comply with required Health and
                 Safety standards and meet both service and user needs. This includes ensuring that the
                 quality of the Council’s buildings are not detrimental to achieving service income targets and
                 that they are accessible for disabled users.

                  To manage the use of capital assets efficiently, effectively and economically to achieve
                 best value and contribute to the Council’s commitment to sustainability.

                  To maximise both external funding and partnership opportunities where consistent with
                 corporate objectives

                  To minimise the opportunity cost of holding property and other capital assets and to
                 optimise financial returns from surplus properties

                 To maximise financial returns from the commercial portfolio

                 To consider the use of prudential borrowing in appropriate circumstances
                                             PART B
                             PROPERTY ASSETS
1.    Nature and Extent of the Property Asset Base

      The aggregate value of the Council’s non-housing property portfolio is £422,962,000. The portfolio
      consists of 520 premises totalling approximately 300,000 sq m.

2.    Objectives

      The Asset Management Plan for the Council’s property assets, both last year and this, has had three
      main objectives:

          Helping to improve the delivery of front line services (paragraph 3)

          Improving the quality of the building stock (paragraph 4)

          Enhancing the cost effectiveness of the asset base. (paragraph 5)

3.    Helping to Improve Services

3.1   Progress during 2007/8

      Detailed progress on the milestones set out in the 2007/8 Plan is contained in Appendix 1. Points of
      particular note are

              The drive to improve secondary education in the City through rebuilding three of the
             Authority’s secondary schools. The first of these, the Bettws new school, was progressed
             through design and planning and obtained Cabinet approval. The Hartridge new school has
             completed its design stage and a detailed planning application submitted.

              More generally in education, improving toilets was regarded as a high priority in making
             schools more civilised, and civilizing, places. There has therefore been a major investment of
             Annual Sums funding in a prioritised programme of improvement. To date, 18 toilet blocks have
             been upgraded.

              The Authority is committed to working in partnership with other statutory and non-statutory
             agencies. It also sees prevention as being more effective than retrospectively trying to remedy
             failure. Under the Children and Young People’s Partnership there is a commitment to establish
             a rolling programme of bases for multi-agency preventative work. The first of these was
             established in refurbished premises in Alway Primary. Similar bases will be established in
             each of the remaining seven secondary school catchment areas over this and the successive
             two years.

              The Central Library, Museum and Art Gallery occupy a strategic site in the City Centre and
             along with the Riverfront Theatre and the Newport Centre represent the Council’s main
             providers of services within the City Centre. As part of a programme to update this strategic
             building work to improve the lifts for disabled access and to refurbish the foyer area has

              Providing improved facilities for the local communities and, in particular, for children and young
             people are features of both the Corporate Plan and the Community Strategy. During 2007/8
             external funding was harnessed to build a new Community Centre and a Multi-Use Games area
             for the Broadmead/Moorland Park area and also a new Community Centre and Multi-Use
             Games area to serve the new Afon Village in Rogerstone.
              In terms of social care, the Council has a strategy to develop modern, high quality Extra Care
             schemes for older people. This is being done in partnership with housing associations. During
             2007/8 Capel Court in the Pill Area opened and work began to convert the former Usk View
             Residential Home. This follows the previous highly successful schemes at Wellwood House and

3.2   Major Developments Planned for 2008/9

      The detailed actions and milestones are set out in Appendix 2. The main developments planned are:-

      a)     The continued drive by the Council to improve educational facilities in the City. The main
             contract work on the new Bettws secondary school and the replacement Hartridge secondary
             school are both due to get underway during the first half of the year. In addition, there will be
             work on the former St David Lewis school building to enable the City’s second Welsh school to
             be established by September.

             There will also be major expenditure to rationalise provision at Monnow and Millbrook schools
             funded by the School Building Improvement Grant following the reorganisation of primary
             education in the area. Work is also scheduled to begin on the new Glan Usk School which will
             replace the present Durham Road Schools. This will be funded through the Private Finance
             Initiative (PFI).

      b)     A continuation of the programme to make substantial improvements to community and leisure
             facilities in the City by incorporating into the new Bettws school a 25m swimming pool. This will
             replace the present 20m pool with up to date, modern facilities, as well as provide brand new
             indoor and outdoor leisure facilities.

             There will be refurbishment and upgrading of the Ringland and Alway Community Centres.
             Both these schemes are largely funded from external sources. Work will also take place on a
             new community facility in Somerton.

             There will be major work undertaken to replace the external cladding and partially refit the
             Central Library and also major work to prevent water ingress at the Indoor Bowls Centre.

      c)     In terms of ensuring future capacity, major investment is planned for the Maesglas Landfill Site.
             This is part of a rolling programme to progressively extend the life of the site and to ensure that
             Newport (almost alone of the major South Wales Authorities) has an extended capacity for
             handling waste. This forms part of a balanced strategic approach to dealing with household
             and municipal waste in the City.

      d)     As part of the development of the City Centre, the work of refurbishing and strengthening the
             decks at Park Square Car Park will be completed during the year.

      e)     In addition to the above major investments in improving the delivery of services, there will be
             three feasibility studies which will feed into subsequent years provision for asset improvement:

             i)     Tredegar house is a major asset. It is also a major challenge.    A detailed feasibility
                    study of the available options for its future and their respective benefits has been
                    commissioned jointly by the Council and CADW.

             ii)    The Newport International Sports Village (NISV) is a sporting resource of regional and
                    (with regards to the Velodrome) national significance. Yet its layout lacks impact and
                    overall coherence. During the year we aim to develop a coherent and costed set of
                    proposals for its future development.

             iii)   A feasibility study into the best and most cost effective use of the Ladyhill Day Centre
                    complex, including the feasibility of working with external partners, will be undertaken.
4.    Improving the Building Stock

4.1   Quality of Building Stock

      One of the key aims of asset management planning is to shift the emphasis away from reactive to
      planned maintenance of the building stock. Each year priority expenditure on maintaining and
      enhancing the fabric of the building stock is identified jointly by the relevant service heads, the asset
      management team and the Council’s Building Services officers. In total, £2m of expenditure on
      planned maintenance was programmed for 2007/8, partly funded from central Asset Management
      funding and partly from service area budgets.

      The continued year on year investment over the last 5 years has reversed the previous decline in the
      quality of the Council’s property asset base. There has been a slow, but progressive, improvement
      recorded in each of the most recent years:

       Financial     A         B         C       D        1        2         3        4
                    %          %         %       %       %        %          %       %
       2006/7       3.0       71.9      23.9     1.0     3.3      3.6       26.4    66.6
       2005/6       2.4       71.9      24.3     1.5     3.5      3.7       26.2    66.5
       2004/5       1.8       72.0      24.3     1.9     3.9      3.7       26.1    66.6
       2003/4       0.2       72.8      24.7     2.2     4.5      3.8       26.2    65.5

      All the figures relate to the percentage of the Council’s building stock in each of the following 4

             A:      Good
             B:      Satisfactory
             C:      Poor
             D:      Bad

             1.      Urgent
             2.      Essential
             3.      Desirable
             4.      Long Term

      A high percentage of the Council’s building stock is therefore in a satisfactory condition but with longer
      term work required. However, there remains a significant minority of properties whose condition
      remains poor. Further investment is necessary to ensure Council buildings continue to improve and do
      not deteriorate.

      The planned maintenance programme for the year has been prepared in conjunction with Asset
      Management, Buildings Services and relevant Service Areas. Implementation using a risk matrix
      approach in the prioritisation of the programme is to be introduced.

      Condition Surveys are targeted to be updated.

4.2   Energy Efficiency

      The Council is committed to sustainability and improving energy efficiency. An annual investment of
      £100,000 in the energy efficiency programme will continue.

      Over the last three years, energy use and carbon emissions have been monitored and recorded in
      premises representing around 90% of the Council's total non-housing energy consumption. Results
      have shown an overall reduction in energy use/carbon emission of 3.71%.

      Gas emissions have reduced by 6.50%, some contributing factors being replacement of inefficient
      boiler plant with condensing boilers, improved insulation of flat roofs during refurbishment, installation
      of double glazing, decentralising of Caerleon comprehensive school heating and hot water services,
      renewal of the mechanical services in Newport centre, and a rolling programme of heating/hot water
      controls replacement/improvement. Working closely with a number of building managers to reduce
      consumption has also had some effect

      Oil emissions are down by 9.82%.due to fine tuning of controls and economies forced by higher prices

      Electricity emissions have increased by 1.17% despite continuing to fit lighting controls high efficiency
      lighting on refurbishment. This is due to a combination of increased IT equipment (with it's associated
      cooling equipment where relevant), improved external security lighting and CCTV on buildings, external
      lighting for multi use games areas and all weather pitches. It is very difficult to precisely quantify these
      additional loads, however, it is suggested they amount to more than 1.17%, therefore indicating an
      effective reduction in electricity emissions.

      The new replacement schools programme has been designed to achieve BREEAM excellent ratings
      despite an increase in cost of £600,000 per school.
      Replacement of inefficient heating equipment by condensing boilers at Alway Day Nursery, Baneswell
      Community Centre, Maesglas Community Centre, Shaftesbury Community Centre and Monwell
      Hankinson has been carried out.

      2008/09 will see the continued use of proven energy saving equipment, such as condensing boilers,
      building management control systems, high efficiency lighting with dimmable control, double glazing
      and high efficiency insulation. Feasibility studies will be carried out at Newport Centre, to determine
      the viability of combined heat and power, and the Civic Centre, to determine the viability of power factor
      correction and to investigate methods of reducing cooling loads. The quest to find suitable premises
      for other equipment, such as solar hot water heating, will continue, however, some technology, such as
      biomass heating and solar voltaic equipment is still considered to be unviable, due to high capital costs
      and complexity.

4.3   Keeping Buildings Safe

      Each of the Council’s buildings is centrally programmed for Statutory Inspections which are highly
      resource intensive. The Annual asbestos re-inspection programme has been completed, and asbestos
      registers have been updated and distributed. Managers/duty holders have been identified and training
      An ongoing process of annual re-inspection is to be continued to meet the requirements of the Control
      of Asbestos at Work Regulations 2002.

      A programme of duct clearance and abatement as required will continue following the annual re-
      inspection using available central Asset Management funds. However, any asbestos-related work
      which results from service area instigated changes to buildings or general improvement works will need
      to be budgeted into the cost of that work and met by the relevant service area.

      Fire Risk Assessment surveys have been undertaken across the Council’s portfolio and necessary
      remedial works will be carried out. Essential works will be funded from a contribution of central asset
      management and service area funding.

      Fire Precaution works have been completed at 8 schools. This included increased fire stopping
      capability in the roof voids, enclosure of staircases, installation of new fire doors and electro-magnetic
      hold-open devices, improved detection and alarm systems and fire-resistant storage areas.

4.4   Access to Buildings

      Making the Council’s buildings accessible has been one of the key drivers for the last four years and
      60% of the Council’s public buildings are now accessible for disabled users. This has increased from
      46% in 2005/06. Work during the year included major work on lifts at Newport Centre and the Central
      Library, ramps and an accessible toilet at Brynglas Adult Training Centre and accessible showers
      rooms at NISV Velodrome.

      Works have been prioritised in conjunction with the Newport Access Group.

      Ongoing works will be prioritising necessary work and project monitored.
5     Making More Cost Effective Use of the Council’s Property Assets

5.1   Disposals and Strategic Acquisitions

      The Council needs to treat its property dynamically. Some sites are surplus to the requirements of the
      Council and should be disposed of to increase the Council’s useable resources. Equally, the Council’s
      interests will benefit by the selective acquisition of other sites. Both aspects will be addressed on their

      The Council has an ambitious capital programme which is aimed at improving the provision of services
      for the people of Newport. It includes significant improvements to the Council’s schools, libraries,
      roads, the landfill site and social services and leisure facilities. In part these improvements are funded
      from the sale of surplus property.

      At the time of writing, the value of disposals made during the year was £3.4m. The estimated value by
      the end of the financial year is £5.9m.

      Individual properties which are surplus are considered by the Cabinet Member for Resources on the
      recommendation of the Asset Management Group.

5.2   Developments in which the Council has Significant Property Interests

      In addition to the disposal programme of surplus sites, the Council is working with the urban
      regeneration company, Newport Unlimited, to bring forward regeneration opportunities in the City
      Centre. During the year significant progress has been made on bringing forward sites for residential,
      office, retail mixed use, student housing and a riverside university campus.

      During 2008/09 work will continue on residential developments in the Old Town Dock area, completion
      of the WISP project in the George Street office development district and construction is expected to
      start on the major retail led Friars Walk development and the mixed use City Spires scheme.

5.3   Clarification of Land Ownership

      During 2007/08 work took place to clarify which service area owns which land assets, to better assess
      the cost effectiveness of that ownership. That work continues to take place and a project group has
      been set up to co-ordinate all aspects. Areas of work to be completed include identification of all land
      holdings to correct service area, AMG reports to appropriate any land not held in correct service area
      and updating of terrier system and records database Information.

5.4   Civic Centre Basement

      Relocation of the County Archive Service in 2010 will require additional capacity for the storage of
      modern records. At the same time, electronic forms of storage and a rigorous disposals policy will
      reduce the impact of the modern record relocations. To prepare for this the actions during 2008/9 will
      be to assess space requirements by service area and complete the process of mapping to basement
      storage areas and improve lighting, flooring and racking to allow additional storage to be developed if
      required in time for the new arrangements for handling modern records following the relocation of the
      County Archives service in 2010.
                                     PART C
                        NON-PROPERTY ASSETS


1.   Introduction & Scope

     Newport City Council is committed to continuous improvement. As part of the Corporate Asset
     Management Plan, the highway infrastructure is the largest physical asset the Council is responsible for.
     The cost of replacing the asset from new is estimated as £866 million, so it’s present and future social
     and economic value to residents, tourism and the business community alike cannot be under estimated.

     The main purpose of the highway asset is to ensure the safe and convenient movement of people and
     goods in a timely manner in compliance with the Highways Act 1980. The highway network is maintained
     by a combination of reactive maintenance (response to complaints, incidents), routine maintenance
     (gully cleansing, etc), regulatory (management of utilities, etc) and structural maintenance (planned
     schemes of resurfacing, reconditioning and reconstruction).

     The main purpose of the Highway Asset Management Plan (HAMP) is to promote continuous
     improvement in the management of the maintainable highway infrastructure, ensuring that it is
     adequately and efficiently maintained to a safe and serviceable condition in support of the objectives of
     the Newport Corporate Plan and Community Strategy.

     Although it would be desirable to include all highway assets in the Authority’s HAMP, initially the
     following asset types have been included:

     •    Carriageways
     •    Footways
     •    Structures (bridges etc)
     •    Street lighting
     •    Traffic Signals & Pedestrian Crossings
     •    Highways Signs
     •    Drainage


     The carriageway asset consists of some 52kms of principal (A) road, 189kms of non principal classified
     (B & R) road and 391kms of unclassified road (632 kms in total). The carriageway asset does not include
     the motorway and trunk road network. The cost of constructing the asset from new is estimated at £482.3
     million, making it the most valuable asset type.

     Surveys are carried out on a regular basis in order to determine carriageway condition and aid in the
     prioritisation of maintenance requirements. During 2006 the Welsh Assembly Government (WAG)
     commissioned SCANNER surveys across Wales in order to determine carriageway maintenance
backlog. From this project the maintenance backlog for Welsh roads was valued at £292,983,976, with
the maintenance backlog for Newport being valued at £20,090,412.

As a result of a major investment programme by the Council, the National Performance Indicator figures
for 2006/07 show that the condition of principal roads (THS/001a – 7.94%) and non-principal classified
roads (THS/001b -6.283%) have improved. This, compared with progressive decline in many other parts
of Wales, shows the impact of the Authority’s prioritisation of investing in its major roads.


The footway network is approx 687kms – 6.87kms of prestige footways, 61.83kms of primary walking
route, 20.61kms of secondary walking route, 41.22kms of link footway and 556.47kms of local access
footway. The cost of constructing the asset from new is estimated at £48.404 million.

The footway network is subject to regular inspections (frequency of inspections based on hierarchy) and
maintenance is carried out on a cyclic (footway cleaning), reactive (patching) and planned (replacement/
renewal) basis.

During 2007/8 some £871,350 has been spent on footways, with a similar amount proposed for 2008/09.
Even so, condition survey results indicate that 34% of the footway network is in need of maintenance
treatments. The current level of investment is insufficient to prevent a steady decline in the quality of

Structures (bridges, etc)

The structures asset managed by Highways Network consists of 48 bridges, 317 culverts, 53 footbridges,
18 subways and 243 retaining walls. The aim is to ensure that through effective inspection and
maintenance of structures the integrity of the highway network is maintained. The cost of constructing the
asset from new is estimated at £296.1 million.

The aim is to introduce Bridge Condition Indices (BCIs). BCIs are an extensive and thorough
methodology of recording the condition of all elements of a structure. These will then be used to monitor
the overall condition of the asset and prioritise work on critical structures.

Street Lighting

The street lighting asset consists of 17,668 units and the cost of replacing the asset as new estimated at
£17.668 million. The asset promotes the safe movement of vehicles and pedestrian traffic throughout the
highway network.

The Council has invested heavily in a phased replacement programme over the last 7 years. Currently £
£484,000 per year is being spent. The present budget levels allow the replacement of approximately 400
columns/ annum. Increased funding will need to be considered if the number of columns reaching the
end of their effective life is to be fully addressed.

Traffic Signals and Pedestrian Crossings

The traffic signal asset base consists of Signalised junctions, Pelican, Puffin and Toucan type pedestrian
crossings, Urban Traffic Control systems and Signal Remote Monitoring Systems. At present there are
89 installations, the cost of replacing the asset as new being estimated at £2.965 million.
Asset inventory data is currently held on a manual system. The objective is to maintain traffic signal
equipment to a standard that minimises the number of equipment failures, thus avoiding delays and
safety risks to road users, whilst maximising the benefits available through signal control. The existing
condition of the asset is considered to be reasonable, due to the fact that all repairs are effected
immediately, also based upon the current inspection regime and local knowledge.

The budget for traffic signals is solely for routine/ reactive maintenance and is carried out by a
maintenance contractor (based on historical precedence). Planned renewals take place as and when
finance becomes available.
      Highway Signs

      The asset consists of 7,000 non illuminated and 5,600 illuminated signs. The cost of replacing these
      assets as new is approximately £2.52 million and £5.04 million respectively.

      The council’s objective for its highway signs asset is to achieve a standard by which signs are visible,
      legible and conform with current legislation. Signs should convey a clear and concise message to the
      road user therefore must be clean and in a condition fit for purpose. The present budget of £18,425
      meets the reactive addressing of faults, but does not enable bridging the performance gap between the
      existing condition and what is required to provide uniform high quality signage.


      The drainage asset consists of approximately 70,266 kms of pipework and 23,422 gullies. The cost of
      replacing the asset as new are £3.86 million and £7.03 million respectively. The aim is to ensure efficient
      drainage of the highway to maintain safety, protect the highway integrity and thus help to prolong the
      highway asset and reduce maintenance liability.

      Maintenance is carried out on a cyclic (programmed) and reactive basis. All programmed gully cleansing
      is carried out under fixed term contract with an external contractor. All reactive cleansing and specialist
      pressure cleansing of gully connections are carried out by Newport City Council Operations. This aspect
      of provision is under significant pressure from growing demands and a fixed resource base.

2.    Asset Inventory

      The Newport highway inventory is developing but needs to be continually updated to ensure the asset
      management plan truly reflects the growth and changes to the highway infrastructure. During 2008/9,
      there will be an emphasis on inventory data for drainage, highway structures, non illuminated signs and
      traffic signals.

      Inventory data is required to be collected for drainage, highway structures, non illuminated signs and
      traffic signals.

3.    Risk Management

      Risk Management provides a valuable tool in the evaluation and ranking of Service Options within an
      asset type or the highway network as a whole. (i.e. by analysing how each of the identified risks can be
      affected in either a positive or adverse manner by the differing levels of service).

      Risk assessments are undertaken with the intention to review and build upon the process for future
      utilisation. Taking into regard levels of service and risk assessment criteria for each asset type preferred
      service options can be established. The establishment of preferred service options will then dictate
      maintenance budget requirements.
4.    Forward Works Programme

4.1   Current Practice: Typically, as across most authorities, current maintenance budgets are based on
      historical precedence using a “Top-Down” approach. That is; works are delivered on the basis of meeting
      the current funding available.

4.2   To support an asset management approach, an outline programme of works will be developed for
      each service option across all significant asset groups using a “Bottom-Up” approach which will then be
      subject to a Risk Management prioritisation as set out in paragraph 3 above.

      Once the Final or “Attainable” level of service has been determined, detailed work programmes will be
      developed to deliver the final or selected level of service.

4.3   Determination of “Steady-State” Funding Need: The funding required for maintaining the asset in a
      “steady-state” will be determined and compared against what is currently provided under the Existing
A.   Play Areas

     Extent and value of the asset

     Newport has 62 children’s outdoor equipped play areas and 16 Multi-Use games Areas (MUGA’s)
     managed within the Continuing Learning and Leisure portfolio. Other play Areas and MUGA’s exist
     within the City but these are managed by Community Councils, schools or other providers.

     Out of the 62 play areas 23 are in need of refurbishments at costs varying between £60K - £150K each
     depending on the size and type of the facility. In addition a number of the MUGA’s were installed in the
     early 1990’s and are now in need of refurbishment/replacement at an estimated total cost of £350K.

     As a result of the review of Outdoor Play Facilities undertaken by Overview and Scrutiny Forum for
     Culture and Recreation in 2006/07 a prioritisation programme was agreed for if/when the funding
     became available. The key principles for prioritisation

     •       Ward Shortfall in equipped play provision               (weighting 10)
     •       0 – 15 years population (2001 census)                   (weighting 10)
     •       Investment priority (current condition)                 (weighting 5)
     •       WIMD 2005 Access to service ranking                     (Weighting 20)
     •       Type of Play Area (City Park, NEAP, LEAP, LAP)          (Weighting 30)
     •       Age of Play Area                                        (Weighting 25)

     As a result of the process, the following priorities are identified:

     •       To prioritise City parks for upgrading play equipment. This includes Tredegar Park, Beechwood
             Park, Newport International Sports Village, Glebelands, Belle Vue. Equipment and play areas
             will include inclusive play opportunities for disabled children.
     •       That two paddling pools be replaced with Interactive Water Play facilities subject to funding.
     •       That local provision is prioritised with Ward Members to ensure a minimum of one good quality
             play area in each ward based on the highest need as prioritised in the Report.
     •       That a Skate Park be developed as the first priority for Adventure Play.

     Progress during 2007-8

     •       One interactive water play facility was opened in Tredegar Park
     •       The Skatepark project was developed and designed in consultation with young people and
             tenders received.
     •       Ward members in Caerleon prioritised the use of s106 funding on a play area in Caerleon,

     Main actions for 2008/09

     •       Construction of the Skate Park facility
     •       Implementation of the second interactive water play facility at Beechwood.
     •       Provision of a Second Scansis Pitch provided by FAW
     •       Any other developments will be dependent upon S106 funding or additional capital funding.

B.   Pitches

     Extent and value of the assets

     Newport City Councils Continuing Learning and Leisure Service Manages 55 football/rugby pitches.
     During 2006/07 season 68 matches were called-off due to poor playing conditions of the pitch and or
     bad weather.

     In addition some pitches located at Tredegar Park and Bettws Lane cannot be used for either health
     and safety or poor drainage reasons.
Progress during 2007-8

•     An inspection of playing pitches was undertaken during January/February of 2007 with a report
      being produced identifying the issues and what remedial work was required to improve the
      pitches to a reasonable standard of provision

•     In light of the pitch inspection report and the requirements a methodology for prioritising
      improvement has been formulated. The priority list has been compiled taking into account the
      City Council’s key objective with regards to outdoor formal play facilities. The methodology for
      prioritising improvement has been formulated as follows;

      •      Dangerous Ground Conditions                  (weighting 35)
      •      Amount of Matches Played                     (weighting 25)
      •      Standard of Match/league status              (weighting 25)
      •      Current Ground Conditions                    (Weighting 15)

•     A demand assessment was completed and it identified that currently demand to use and access
      pitches is high. However, this demand cannot always be satisfied owing to the lack of changing
      provision. The main use for the pitches is football, although there is an increasing demand for
      rugby across the City. If changing facilities were increased then the existing stock of pitches as
      long as they were improved should meet the existing demand. This does not account for any
      new developments across the City, where an increase in population will increase demand.

Main Actions for 2008-9

•     Pitch improvements in accordance with funding obtained via section 106 agreements.

1.    Extent and value of current assets

1.1   The Council currently has approximately 305 vehicles and plant items with a replacement value of
      £10.2m. Full lists are available but the main services areas using these assets are:

      Building maintenance 44 items value £0.7m
      Refuse collection and disposal 59 items value £5.2m
      Grounds maintenance 90 items value £1.4m
      Highways maintenance 49 items value £1.4m
      Social services 31 items value £1.1m
      Leisure (Including youth work) 6 items value £0.1m
      Others 27 items value £0.3m

1.2   For the majority of these items there is a formal forward replacement programme agreed by the
      respective Cabinet Member. In addition the approved capital programme has the estimated spending
      on replacements for the next three years.

1.3   Each year there is no automatic replacement of any item. The current needs of the service are
      examined to ensure that the purchases are necessary and appropriate.

1.4   Every financial year a financial option appraisal is carried out to ensure that the most beneficial form of
      finance is used. Currently that appears to be direct purchase but in the past both operating and
      financial leases have been used.

1.5   All regular maintenance of these vehicles and plant is via the Council’s Vehicle maintenance section
      based at Telford Street. Full records are kept of all vehicles including mileage and servicing. The
      contract for the actual maintenance is regularly market tested. Currently it is with the Newport
      Transport Company.

2.    Progress during 2007/8

2.1   In 2007/8 25 vehicles and items of plant were purchased at a value of £0.9m. Full details are in the
      approved replacement reports submitted to the respective Cabinet Members.

2.2   In 2007/8 a fuller review was commenced of all transport, both owned and hired. In particular work was
      done on school transport where a revised procurement policy is to be implemented that could save
      significant sums. This does not involve Council owned vehicles but is mentioned here for
      completeness. The other area of significant review was in Social Care transport. The practice in
      respect of hiring vehicles for foster carers has been amended to get better value for money. In addition
      a moratorium has been implemented on replacement minibuses and other transport until a better
      match of vehicle needs to service requirements has been completed. The outcome is expected to be
      fewer vehicles.

3.    Main actions for 2008/9

3.1   The 2008/9 capital programme is expecting the replacement of 35 vehicles and plant at an estimated
      cost of £1.1m.

3.2   That year should complete the work on Social Care vehicles. Once that is done it is intended to look at
      other areas within the Council especially other minibuses and basic vans. The intention is to look
      Council wide not just within each service area.

1.   Extent of the Assets

     There are cemeteries at St Woolos, Christchurch and Caerleon. Plots are sold on a sixty year basis
     after which in theory the Council could take back the land. Its is difficult to predict usage, many people
     have purchased plots which may be unused or only one burial has taken place in a grave designed for
     two or three. Hence burials at St Woolos may take place in many years time, but in a short period
     unallocated land will be used up, with Christchurch being the main facility thereafter.

2.   Progress during 2007/08

     Christchurch has been expanded with capital expenditure on roads etc which is anticipated to increase
     availability by about ten years.

3.   Main Actions for 2008/09

     Headstones and monuments which are not owned by the Council are a concern as we are responsible
     for health and safety and in the absence of owners have to check safety and where necessary rectify.

     Boundary walls and structural stability of retained land are potential issues and underground water
     contamination must be considered.

     As Christchurch cemetery will become the main facility then ideally the main office should move there.

1.   Extent and Value of the Assets

     IT assets can be classified into two distinct areas: hardware and software. In turn each classification
     can be broken into sub classifications as follows:

     Hardware:      Large Scale IT Infrastructure (Mainframes, Storage Area Networks, Switches)
                    Mid-range PC Server Infrastructure (Authentication, File & Print)
                    Desktop PCs & Laptops

     Software:      Large Scale Corporate IT Applications (such as HR & Pay, Revenues & Benefits, Swift)
                    Mid-range PC Server Operating Systems (Linux, Novell, Windows)
                    Application Specific (Content Filtering, E-Mail, Firewall, Virus Scanning)
                    Desktop Software (Anti Virus, E-Mail Clients, Office Applications)

     Each classification has different ranges of value and different maintenance and renewal
     recommendations. All IT hardware and software assets are recorded on an electronic asset
     management database, centrally managed by Information Systems and Communications.

     Cost estimates are based on current market value of applications and hardware across all users and
     systems on the corporate network. As this is the first year that such assets have been included in the
     plan it is anticipated that the estimates will improve in future years.

     Hardware (Large Scale IT Infrastructure)

     Central IT infrastructure is generally considered to be the most valuable asset to a large organisation.
     This type of hardware will underpin the business critical IT applications and act as the hub for authority
     wide communications. The authority is currently replacing the central infrastructure to accommodate
     the large scale IT applications (including HR & Pay, CRM) at a cost of £475,000. The lifecycle of this
     type of hardware is around 4 years and the residual value falls very quickly. IS&C also manage
     ancillary equipment including uninterruptible power supplies (UPS) and telephony switches which have
     a longer lifespan.

     The value of the central large scale IT systems, including central communications is estimated at
     £1,785,000. The Council rely on the capital replacement programme to ensure the central IT
     infrastructure is replaced in line with industry recommendations.

     Hardware (Mid-range PC Server Infrastructure)

     Mid-range PC Server systems accommodate the small to medium type business applications (including
     e-mail) and act as a means of connecting the authority’s desktop PCs and Laptops to corporate
     business applications. As individual components, this equipment is not considered as valuable assets
     to the authority, however, due to the diverse range of business applications supported by IS&C, there
     are a large number of these servers and collectively their value is estimated at £375,000. This type of
     infrastructure has a life cycle of 3-4 years.

     It should be noted that whilst this equipment is generally lower value in financial terms, the impact of
     the loss of applications such as email, that rely on this equipment, can have a significant impact on the
     day-to-day delivery of Council services.

     Hardware (Printers/Photocopiers)

     Printers can be classified into two major areas, large capacity multi-function printers and desktop
     printers. For the past three years the authority has supported a project to rationalise the number of
     desktop printers in favour of large scale Multi Function Devices. There is an existing leased contract in
     place for Multi Function Devices which is corporately owned. Under the current policy, IS&C do not
replace desktop printers as they reach the end of their useful life; where possible connecting the user
to the multi function devices. The multi function device contract runs for 5 years to 2010. The
estimated value of these printers based on asset rental figure over five years, together with a number
of large scale central printers is £525,000.

Hardware (Desktop PCs & Laptops)

Desktop PCs and Laptops have become an essential tool to the authority. This equipment provides
the means to deliver to all the Authority’s business applications and facilitates communication. The IT
Section currently maintains 3,628 desktop PCs and laptops. Based on a replacement cost for this IT
equipment, the desktop infrastructure is estimated at £1,600,000. Due to the rapid pace of technology
developments and enhancements, desktop PCs and laptops have a short lifecycle, typically 3-4 years
for a PC and 3 years for a laptop.

Software (Large Scale IT Applications)

The larger scale IT Applications (HR & Pay, CRM) are covered by enterprise licensing agreements
which permit a large number of users to access these systems. The authority has an enterprise
agreement for Oracle software, this covers a number of applications and is the most cost effective
method of licensing these types of applications. Software has little or no residual value and often has
to be completely replaced when introducing new IT systems. To minimise the impact of this trend,
many software applications will have an associated maintenance agreement, which requires the
payment of an annual licence fee to allow the authority to upgrade and receive support from vendors in
the future. The Authority has an Oracle enterprise agreement for example, which alone cost £105,000
however this is one of many software agreements across a wide range of applications that would be
very difficult to value.

Software (Mid-range PC Server Applications)

The authority uses a variety of server operating systems and associated software to compliment
database applications (Novell Netware, Windows, and SQL Server). Every server requires an
operating system to enable desktop clients to authenticate, print documents and store files and other
data. The software licence is specific to a server and will often be upgraded or replaced in line with
hardware refresh. The software will have little or no residual value. To replace all the server operating
systems in line with current licensing would cost the authority £150,000.

Software (Application Specific)

The authority has a number of applications used to deliver services across service areas. Costs of
these systems will vary according to the application type and the number of users wishing to use the
software. Universal software applications such as, anti virus, email services, firewall and internet
content filtering are hosted centrally. This software is generally licensed on a per user basis and the
Authority incurs the upfront licence cost followed by annual maintenance agreements. The estimated
cost of central software applications is £505,000 (email, anti virus, internet access and firewall)

Software (Desktop Applications)

The desktop infrastructure requires a range of software to connect to the Authority’s business
applications. Typical desktop applications include email, Microsoft Office and licences to connect to
Intel servers for authentication, file storage and printing facilities. Depending on the software
application used within service areas, desktop PCs may require further licences to access specific
applications. The number of applications used on desktop PCs will vary between service areas,
however there are common costs of anti virus, email, Internet content filtering and Microsoft Office.
These licences are purchased with the PC and quite often replaced or upgraded with the PC, therefore
there is little or no residual value associated with this type of software licence. The cost of these
common desktop applications is estimated at £1,100,350.

Total estimate at current pricing            £6,145,350
     Note: cost estimates are based on current market value of applications and hardware across all users
     and systems on the corporate network.

2.   Progress during 2007/8

     As outlined above.

3.   Main Actions for 2008/9

     The immediate priority is the replacement of the large scale infrastructure through an ongoing capital
     project as mentioned above, following on from this the IT Annual Sums budget will be utilised to
     continue central server consolidation as part of the move towards ‘greener’ computing and
     improvements in resilience. This work runs alongside a number of ongoing projects including print
     rationalisation and server virtualisation across the infrastructure. Desktop PCs and laptop procurement
     is currently a devolved budget with a recommended refresh policy of 3-4 years.

     Software procurement will largely be driven by the needs the business; however at a minimum there is
     a need to maintain upgrades to supported versions in line with industry standards ensuring that the
     relevant support and maintenance costs are kept to a minimum. In the medium term we are likely to
     see a continuation of the trend towards lower cost hardware; with higher software costs as the use of
     tools such as virtualisation grow. The IT service will also need to invest in new support tools, including
     service desk and asset management over the next few years to maintain service levels as the number
     of systems and users grow, and the move towards mobile working continues.
                                                                                                                                           APPENDIX 1
                                       A SUMMARY OF COMPLETED ACTIONS FOR THE AMP 2007/08

                                                         In Consultation       YELLOW
                                                         Completed             GREEN

PART                AREA AND PROJECTS                              LEAD                              COMMENTS                                Traffic
          Greytrees/Stow Hill/Malpas Y&CC/Westfield             Education/   Gwent Music Support team moving to Malpas Y&CC –              YELLOW
              Lower School                                       Estates     Greytrees/Stow Hill/Westfield still under review
          Nursery Schools                                       Education/   Still under review                                            YELLOW
           Bettws, Hartridge and Duffry Comprehensives                       Design team commissioned. Planning consent approved for       YELLOW
                                                                             Bettws High replacement. Design work is progressing on
                                                                             Hartridge School
           Service Tenancies                                    Education/   Caretaker houses and lodges have undergone rent reviews       GREEN
                                                                 Estates     and uplifts have taken place
           Footprint of school sites                            Education/   Estates providing advice as and when required. Progress to    GREEN
                                                                 Estates     be monitored. Rationale of school sites ongoing.
           Queens Hill Site                                     Education/   Joint disposal. Preparatory work for planning application     YELLOW
           Priorities for the Education budget over the next                 The identified priorities were DDA/ Fire Precaution Works /   GREEN
               financial year                                                Amalgamation of Schools/Asbestos. Estates providing
                                                                             advice as and when required
       Continuing Learning & Leisure
          Central Library and Newport Centre                      Leisure/   Major works undertaken – Central Library foyer and lifts :    GREEN
                                                                  Estates    Newport Centre – lifts
           Tredegar House                                         Leisure/   Ongoing. Leisure to organise consultants for feasibility      YELLOW
                                                                  Estates    study.
                                                                  Leisure/   Working group set up. Review of whole site.                   YELLOW
           Newport International Sports Village (NISV)
           Lodges                                                 Leisure/   Caretaker houses & lodges have undergone rent reviews         GREEN
                                                                  Estates    and uplifts have taken place.
           Saracens RFC                                                      Lease completed in December. Planning application has         GREEN
                                                                             been submitted for initial phase of development.
           Maindee Swimming Pool                                             Property marketed in early part of year. Few expressions of   GREEN
                                                                             interest received – proved to be unfruitful. Report to AMG
PART                AREA AND PROJECTS                  LEAD                               COMMENTS                                Traffic
                                                                  and CM Resources to dispose of by auction. Auction to take
                                                                  place in April 2008
           Moorland and Broadmead Park development    Leisure/    Opened in January 2008.                                        GREEN
           Afon Village                               Leisure/    New Rivermead Community Centre built and opened in             GREEN
                                                      Estates     December 2007.
           Play facilities and paddling pools         Leisure     Report completed in 2007 – summary provided in Part C of       GREEN
                                                                  the Asset Management Plan 2008/09.
           Management of Community Centre             Leisure/    Regular meetings undertaken and issues dealt with              GREEN
                                                      Estates     accordingly.
       Social Wellbeing & Housing
       Social Services
          Ladyhill complex                            Social      Review of site sought through Overview and Scrutiny            YELLOW
                                                     Wellbeing/   Forum. Valuation advice prepared and details regarding title
                                                      Estates     and utilities.
           Social Services provision                  Social      This has been taking place within Social Wellbeing Service     GREEN
                                                     Wellbeing    Area
          Central Housing to Malpas Depot                         Relocation of Central Housing to Malpas Depot took place       GREEN
                                                                  early part of the year.
           Alway and Ringland Estates                Housing/     Start on site took place in November 2007 with completion      YELLOW
                                                     Estates      of whole site approx 4 years to complete.
           Review of Homelessness provision within                Review to be undertaken within Service Area.                   GREEN
           District Offices                          Housing/     Housing Stock Transfer agreed in November 2007. Review         YELLOW
                                                     Estates      of district offices to take place in 2008/09.

       Environment & The Economy
       Planning & Economic Regeneration
           Industrial Units                           P&ER/       A working group established to review industrial units –       GREEN
                                                      Estates     report presented to AMG in 2008.

           Unitary Development Plan                               Situation noted in respect of any land which may be of         GREEN
                                                       P&ER       interest to the land disposal programme.

           Land held under Planning and Economic      P&ER/       Working group has been set up with rationalisation of land     YELLOW
PART                AREA AND PROJECTS                    LEAD                              COMMENTS                                  Traffic
              Regeneration                              Estates    holdings being completed by summer 2008.
           Space at 114 Lower Dock Street               P&ER/      Space has been leased on a 5 year lease agreement with           GREEN
                                                        Estates    extra space being used by Surestart.

       Engineering & Construction
          Relocation of staff from Malpas Depot to                 During the year staff relocated.                                 GREEN
             Telford Depot
          Wern Depot                                     E&C/      A review took place during the year and contacts made but        GREEN
                                                        Estates    no further action to be taken.
           Car Parking provision within City Centre                Park Square Car Park has been refurbished. The options of        YELLOW
                                                                   a Park & Ride system still under review during 2008/09.
           Land Holdings                                 E&C/      Working Group established with completion of all service         YELLOW
                                                        Estates    areas by 2009.
       Public Protection & Environmental Services
          Lodges                                        PP&ES/     Caretaker houses & lodges have undergone rent reviews            GREEN
                                                        Estates    and uplifts have taken place.

           Safety of Headstones                                    Health and Safety issues identified – project contracted out     GREEN
                                                        PP&ES      and remedial work undertaken

           Toilet provision within the City Centre      PP&ES/     A review was undertaken and disabled toilet facilities at Park   GREEN
                                                        Estates    Square Car Park have been refurbished – alternative 24hr
                                                                   facility being provided by Modus at Bus Station.

       Repair/Maintenance Council’s Portfolio
          Preparation of Maintenance schedules          Estates/   Meetings arranged with Building Services, Services Heads         GREEN
                                                         E&C       for preparation and approval of maintenance schedules

           Report to Cabinet Member for Resources       Estates    Reports outlining programme of works approved.                   GREEN

           Implementation of programme of works         Estates/   Implementation of programme started in July 2007 with            GREEN
                                                         E&C       monthly monitoring meetings taking place.
           Recondition surveys/Tribal database system   Estates/   Investigation work undertaken and to be reviewed in              YELLOW
                                                         E&C       2008/09 and updating of system take place as and when.

       Asbestos/Fire Regulations Leglisation
PART                 AREA AND PROJECTS                         LEAD                              COMMENTS                               Traffic
          Asbestos re-inspection surveys/Abatement              E&C       Continuation of re-inspections took place during 2007/08.    GREEN
             works                                                        Abatement works from the re-inspections were addressed.
          Service Ducts and Removal                             E&C       All service duct surveys will be completed by end of March   GREEN
                                                                          2008. Will abatement works carrying on into 2008/09.

           Areas to be addressed                                E&C       One improvement notice has been complied with and the        GREEN
                                                                          second will be adhered to by 7 April 2008.
          Fire Regulations
           Fire Risk Assessments                                E&C       Contract tendered – Monitor has completed all fire risk      GREEN
           Corporate Training Strategy                          E&C       Premises manager training has been investigated and will     GREEN
                                                                          be rolled out in 2008/09.
           Duty Holders/New or follow-up training               E&C       Duty holders list provided. Training will be dealt with      GREEN
                                                                          through Premises Management Training.
       Disability Discrimination Act Works
           List of outstanding properties                     Estates     List of outstanding properties confirmed                     GREEN
           List of properties identified by Head of Leisure   Estates/    Consultation with Head of Leisure on list with priority      GREEN
                                                              Leisure     buildings being identified.
           Newport Access Group                               Estates     Regular attendance at meetings continues to ensure Group     GREEN
                                                                          are aware of all developments
           Accessibility in schools                            Estates/   Programme prepared by Education on a need basis              GREEN

          Non property assets - Highways                        E&C       Highways Asset Management Plan completed during              GREEN
           Non-property assets – Vehicles and Plant,          Finance/    Work undertaken on these areas took place during 2007/08     GREEN
              IS&C, and play equipment                         IS&C/      and summaries of these areas are to be included in the
                                                              Leisure     AMP 2008/09.
           Disposal Programme                                 Estates     Total received to date £3.4m with £5.9m sales agreed but     GREEN
                                                                          not yet completed.

           Friars Walk Development                            Estates/    Progress has been made towards preparing for construction    YELLOW
                                                              Newport     due to commence in Spring of 2008.
PART                AREA AND PROJECTS                     LEAD                                COMMENTS                                 Traffic
           City Spires Development                       Estates/    Detailed planning consent granted. Negotiations on legal        YELLOW
                                                         Newport     agreements will advance with commencement on site in
                                                         Unlimited   Spring 2008.
           Old Town Dock                                 Estates/    Construction of hotel adjacent to SDR to commence Spring        YELLOW
                                                         Newport     2008. Student housing adjacent to George Street Bridge
                                                         Unlimited   had already commenced with completion Summer 2008 and
                                                                     residential development on either side of Jacks Pill to
                                                                     commence Summer 2008.
           George Street Development                     Estates/    3 properties at Mission Court are now constructed and           YELLOW
                                                         Newport     occupied. The WISP building is under construction with
                                                         Unlimited   completion Autumn 2008. Terms are being finalised for the
                                                                     final plot.
           Newport Unlimited                             Estates/    As mentioned above schemes have commenced and the               YELLOW
                                                         Newport     partnership will continue into 2008/09.
       Clarification of better ownership
           The Council’s land holdings                   Estates     A working group has been set up to review all the Council’s     GREEN
                                                                     land holdings.
           Land holdings in Planning and Economic        Estates/    The working group have reviewed the land held under             YELLOW
              Regeneration                                P&ER       Planning & Economic Regeneration with a conclusion in
                                                                     Summer 2008.

           Terrier database system                       Estates     The database systems will be updated on completion of           YELLOW
                                                                     each Service Areas land holdings rationalisation.
           Identification of land holdings               Estates     Identification of land holdings will feed into the disposal     YELLOW
                                                                     programme when information is to hand.
       Basement Mapping/Document Storage
          Basement areas within Civic Centre             Estates     Visits have been taking place to each of the storage areas in   GREEN
                                                                     the basement.
           Plans                                         Estates/    Plans of the basement areas in the Civic Centre have been       GREEN
                                                          E&C        produced.
           Storage Space                                 Estates     Allocation of space will be looked at during 2008/09.           YELLOW

           Rules about timescales for document storage    Legal      Advice has been sought on document storage timescales.          GREEN

       Service Areas Asset Management Plans
           Framework                                     Estates     Frameworks provided to Service Heads                            GREEN
PART            AREA AND PROJECTS   LEAD                            COMMENTS                               Traffic

       Individual plans             Estates   Meetings with Service Heads arranged to provide property    GREEN
                                              data sheets.
       Property data sheets         Estates   All non-housing property data sheets have been completed.   GREEN
                                                                                                                                       APPENDIX 2

                                                SCHEDULE OF ACTIONS FOR THE AMP 2008/09

PART                MAJOR ISSUES 2008/09                     LEAD                                  TASK
         Greytrees/Stow Hill                                Estates/    Options to be considered to relocate both these            30/09/08
                                                           Education    services to release property for disposal
         Westfield Lower School                             Estates/    Rationalisation of site with recommendation to declare     30/09/08
                                                           Education    site surplus and dispose
         St David Lewis School                              Estates/    Negotiations with Diocese for arrangement of a lease       30/06/08
         Monnow / Millbrook Primary Schools                 Estates/    Rationalisation following amalgamation to be               Ongoing
                                                           Education    considered
         Queens Hill Site                                   Estates/    Feasibility study to be undertaken and progress to joint   Ongoing
                                                           Education    marketing of site
         Surplus School Land                                Estates/    Land sales to be progressed to fund the Secondary          Ongoing
                                                           Education    School Redevelopment programme
         Bettws High School                                 Estates/    Rebuilding programme.                                      Completion
                                                           Education                                                               by 09/09
         Minor Works Programme                             Education/                                                              Ongoing
         Continuing Learning & Leisure
         Central Library                                    Estates/    Re-cladding of exterior and consequential refit.           31/07/08
         Pill Library                                       Estates/    Grant application submitted for new location.              30/06/08
         Tredegar House                                     Estates/    Feasibility study to be undertaken                         30/09/08
         Little Switzerland Toilets                         Estates/    Demolition to take place.                                  30/09/08
         Newport International Sports Village (NISV)        Estates/    Feasibility study into rationalisation of site layout.     31/09/08

         Community Centres                                  Estates/    Ringland/Alway refurbishment and upgrade                   31/12/08
PART             MAJOR ISSUES 2008/09      LEAD                                 TASK
       Newport Indoor Bowls               Estates/    Investigations into water ingress                         30/09/08
       Social Wellbeing & Housing
       Social Services
       Corn Exchange                       Social     Introduction of home working could alleviate              Ongoing
                                          Wellbeing   accommodation problems.
       Ladyhill Complex                   Estates/    To continue site review and production of                 Ongoing
                                           Social     rationalisation plan.
       Cambridge House                    Estates/    Review of property to establish if building is fit for    30/09/08
                                           Social     purpose and in right location.
       Ringland Surgery                   Estates/    Discussions with Local Health Board to continue           Ongoing
                                           Social     establishment of a Primary Health Care Centre.
       Brynglas Adult Training Centre     Estates/    Review of use of building and site.                       Ongoing
       Bettws Day Centre                  Estates/    Use of building and expansion of service.                 31/03/08
       District Housing Offices           Estates/    To be transferred under the Housing Stock Transfer.       30/11/08
       Clifton Place Homeless Hostel      Estates/    Review of building to establish whether fit for purpose   30/09/08
                                          Housing     and in right location.
       Godfrey Road                       Estates/    Review for possible disposal                              30/09/08
       Shop Units                         Estates/    To be reviewed as part of Housing Stock Transfer          30/11/08
       Housing Stock Transfer                         Review property implications arising from Housing         30/11/08
                                                      Stock Transfer
       Environment & The Economy
       Planning & Economic Regeneration
       Celtic Lakes Pumping Station       Estates/    Upgrade of pumping station needed: discussions            31/12/08
                                           P&ER       underway with Welsh Water to adopt.
PART                  MAJOR ISSUES 2008/09                   LEAD                                  TASK
          Industrial Units                                               Implement action following review of portfolio.             31/10/08
          Rationalisation of land holdings                               Project group to report and implement                       Ongoing
          Strategic Acquisitions                                         Preparation and implementation of policy.                   Ongoing
          Local Development Plan (LDP)                      Estates/     Purchase of land for future investment.                     Ongoing
          Engineering & Construction
          Malpas Depot / Energy Farm                                     Feasibility study being undertaken                          31/05/08
          Car Parks                                         Estates/     Review of car park provision.                               Ongoing
          M4 Pumping Station                                Estates/     Discussions continue of transfer to Welsh Water.            31/12/08
          Peterstone Pumping Station                                     Consultancy Services have prepared scheme –                 31/10/08
                                                                         discussions continuing with land owner.
          Park Square Car Park                              Estates/     Refurbishment and strengthening of decks                    31/12/08
          Public Protection & Environmental Services
          Trading Standards                                 Estates/     Review of property to establish if building is fit for      31/12/08
                                                            PP&ES        purpose and in right location.
          Grounds Maintenance Depots                        Estates/     Rationalisation of this service still needs to take place   31/12/08
          Disabled Toilet Facilities                        Estates/     Provision in the area around Newport Market to be           31/07/08
                                                            PP&ES        reviewed.
          Alexandra Road Toilets                            Estates/     To be disposed of.                                          31/03/09
          Corporation Road Toilets                          Estates/     Demolition and retention of site.                           31/12/08
          Allotments                                        Estates/     Review allotment sites to rationalise and dispose of        Ongoing
                                                            PP&ES        any surplus land.
          Iron Bridge over River Rhymney on Public Right                 Appropriate to correct Service Area.                        31/12/08
              of Way
          Landfill Site (Maesglas Tip)                     Estates/E&C   Review of site.                                             Ongoing
PART               MAJOR ISSUES 2008/09                 LEAD                               TASK
         Repair/Maintenance of Council’s Portfolio
         Service Head Meetings                        Estates/     Meetings arranged with Service Heads to assess         September 08
                                                       E&C         service area needs and relevant maintenance issues.
         Maintenance Schedules                                     Preparation of programmed maintenance schedules in     October 08
                                                                   consultation with Building Services Team.
         Report to Cabinet Member                                  Report to Cabinet Member to approve spend of the       February /
                                                       Estates     budget allocation for 2009/10                          March 09

         Monitor meetings                             Estates/     Regular meetings set up with Service Areas and         Monthly /
                                                       E&C         Building Services Team to monitor spend.               Ongoing
         Condition Surveys                            Estates/     Progress updating of the condition surveys of the      09/08
                                                       E&C         Council’s Portfolio.
         Asbestos / Fire Regulations Legislation
         Asbestos                                                  Continuation of the annual re-inspections and duct     Ongoing
                                                      Estates/     survey. Abatement works following the re-inspection
                                                       E&C         and duct surveys. Regular meetings with Asbestos
                                                                   team to monitor spend.
         Fire Risk Assessment                                      Undertaking of remedial works identified in surveys    Ongoing
                                                                   and rolling out of programme for all duty holders to
                                                                   attend Premises Manager Training.
         Disability Discrimination Act Works (DDA)
         Consultation                                  Estates/    Consultation with Consultancy Services and Newport     10/08
                                                     Consultancy   Access Group to establish prioritised programme for
                                                      Services     2009/10.
         Implementation / monitor                      Estates/    Agree the implementation of the programmed works       Ongoing
                                                     Consultancy   and to monitor same.

         Disposal Programme                                        Continue with Disposal Programme to support the        Ongoing
                                                       Estates     Council’s Capital Programme
         Friars Walk Development                      Estates/     Commencement of development and a monitoring role      June 08 &
                                                      Newport      to be undertaken and advice given when needed          Ongoing
                                                      Unlimited                                                           Monitoring
         City Spires Development                      Estates/     Commencement of development and a monitoring role      Feb 09 &
PART              MAJOR ISSUES 2008/09                LEAD                                TASK
                                                     Newport     to be undertaken and advice given when needed              Ongoing
                                                     Unlimited                                                              Monitoring
       Jacks Pill – Edward Ware Homes and Westmark   Estates/    Commencement of development and a monitoring role          July 08 &
          Developments                               Newport     to be undertaken and advice given when needed              Ongoing
                                                     Unlimited                                                              Monitoring
       George Street Bridge – Student housing        Estates/    Completion of student housing development –                August 08
                                                     Newport     monitoring role
       George Street - WISP                          Estates/    Completion of WISP building – monitoring role              October 08
       University Site                               Estates/    Development of the university site – monitoring role       Ongoing to
                                                     Newport                                                                October 2010
       Clarification of land ownerships
       Identification of all land holdings                       Carrying on of work already started in respect of          Ongoing
                                                                 rationalisation of all land holdings held under all
                                                                 Service Areas

       AMG reports                                               To feed in reports to the Asset Management Group as        Quarterly
                                                     Estates     and when required

       Updating of systems                                       System will continue to be updated as and when             Ongoing
                                                     Estates     required

       Disposal Programme                                        Any land identified as suitable for disposal will be fed   Ongoing
                                                                 into the disposal programme.
       Basement Mapping/Document Storage
       Civic Centre basement                                     Investigation of further areas in the Civic Centre         May 08
                                                     Estates     basement which can be brought into use for file
       Racking / Allocation                                      Areas of the basement to be identified suitable for        May 08
                                                     Estates     racking and then allocated to Service Areas for use.

       Rolling Programme of file management                      Better Service Area management of the files in their       Ongoing
       Council-wide policy guidance                  Estates/    The completion of a Council-wide file retention policy     August 08
PART              MAJOR ISSUES 2008/09       LEAD                               TASK
                                             Legal     guidance.
       Service Area Asset Management Plans
       Property data sheets                            Completion of property data sheets.                June 08
       Meetings                                        Meet with Service Heads to finalise their plans.   Ongoing
                                                       Service Area AMP’s                                 May – Dec 08
       Summary Sheets                                  Summary sheets to be provided for Asset            Autumn 08
                                                       Management Plan 2009/10.

Shared By: