building maintenance buyback scheme

www.surreycc.gov.uk

Building Maintenance Buyback SchemeApril 2013 – March 2018

Making Surrey a better place

If you wish to discuss any aspects of the Buyback and Statutory Inspection schemes please contact the following:

Repairs and maintenance issues - contact the Property Helpdesk:Tel 020 8541 9000 Option 6Email: [email protected]

Inspection amendments and subscription queries:Julie Reeve / Adrian Powici Telephone 020 8541 9850 / 8045email [email protected]

Buyback policy and management:Nick Layton (Buyback Manager) Telephone 020 8541 9899email [email protected]

Introduction 2 Summary 3

Buyback (Inspections) - Statutory Inspections Scheme 4

Buyback (Works) – Works Scheme 7

Scheme Options 8

Buyback Committee 9

Performance Standards 10

Frequently Asked Questions 11

Terms and Conditions 13

Schedule of Buyback Provisions 17

Flow Charts 32

Contacts Contents

If you would like this information in large print, Braille, on tape or in another language please contact us on:Tel: 03456 009 009Minicom: 020 8541 9698Fax: 020 8541 9575Email: [email protected]

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In 1999 the Government extended delegation of budgets to schools through its Fair Funding initiative. This placed additional responsibilities on schools for routine premises maintenance items over and above those delegated under LMS and items of a capital nature costing under £2,000.

Some of the new responsibilities went considerably beyond simple reactive maintenance and potentially exposed schools to very substantial maintenance commitments which they might find difficult to fund. At the time many schools indicated that they wished the County Council offered a ‘Buy Back’ scheme. This would encompass their new responsibilities and reduce risk by pooling funds on an indemnity basis whereby payment of a fixed premium would secure protection against large items of expenditure arising unexpectedly. A further advantage would be to relieve schools of much of the administration and management overheads involved in procuring maintenance works.

In response the County Council developed, in conjunction with school representatives, a Buyback Scheme. The scheme was further revised in 2003 and 2008 to ensure that it continued to meet the needs of the schools and details of the current scheme are contained within the ‘green book’

The current scheme expires in March 2013. Property Services has engaged with a working group of school representatives to shape a new buyback scheme for the next 5 years. The consensus was that the existing scheme provides schools with the type of services you require and that the scheme should stay pretty much as it is with a few additions such as project management. It is therefore our intention to offer a new scheme from April 2013. This scheme will run for 5 years, up until March 2018.

We are anxious that the scheme continues to be jointly owned by member schools with the ‘Buyback Committee’ continuing to oversee the scheme and providing direction.

The two main elements of the scheme are therefore to remain, Buyback (Works) and Buyback (Inspections). Buyback (Works) covers certain day to day repairs (see Schedule of Buyback Provisions) including capital works under £2,000 as well as a programme of more extensive work not considered capital maintenance (eg external redecorations, tarpaving and fencing). The budget is limited and programme works are carried on a need basis, using condition data.

Buyback (Inspections) covers mainly statutory inspections of building related elements, such as boilers, lifts, fire alarms etc.

The scheme is structured to enable us to offer an identical scheme to Community, Voluntary Controlled, Foundation and Voluntary Aided Schools and PRUs. Academies are able to subscribe to Buyback Inspections only. It does not include capital maintenance expenditure in excess of £2,000 which is funded through the Asset Management Planning process and for which different arrangements apply. VA schools are responsible for all maintenance works over £2,000

Participation in the scheme is entirely optional but schools electing not to do so should ensure that they have the capacity to manage work themselves and to fully meet the requirements for building related statutory inspections.

Peter BeasleyMaintenance Delivery Manager

Introduction

• Schools are provided with a choice of packages to choose from.

• Buyback (Inspections) - statutory building inspections are carried out on the school’s behalf by specialist contractors managed by Property Services. This relieves the school of responsibility for ensuring building related regulations are met. It can be subscribed to separately or combined with Buyback (works) below.

• Buyback (Works) - indemnity cover scheme managed by Property Services. Schools pay an annual premium which provides peace of mind that maintenance requirements falling within the scope of the scheme, foreseen and unforeseen, will be managed within the funds available. This provides indemnity against minor building issues, including the services contained within them, and minimises the administrative and management overheads of dealing with these problems should they occur. This option not available to academies.

Features• Inspection service separated from Works

Buyback to provide schools with the desired flexibility. Inspections can be purchased according to need and varied as required by the school;

• Ability to join both Buyback (Inspections) and Buyback (Works) schemes. This option is strongly recommended to facilitate action being taken on any works arising from statutory inspections;

• Pooled Buyback fund means that large items of maintenance which would be difficult to meet from annual delegated budgets can be dealt with on an indemnity basis;

• Minimises school administrative and management overheads in arranging inspections and maintenance;

• Schools have a say in how the scheme develops through Buyback Committee which has majority school representation;

• For Works schools are invited to apply for membership of the schemes for 5 years starting April 2013. Under certain circumstances schools may withdraw from Works after 3 years.

The Buyback (Inspections) and Buyback (Works) funds are by their nature cash limited and there is insufficient funding available to cover every eventuality. Property Services and schools will act together in order to safeguard the interests of all scheme members and ensure that available funding is applied to best advantage.

Summary

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Buyback (Inspections)

The Statutory Inspections SchemeThe Health and Safety at Work Act allows Government to make regulations about aspects of health and safety in the workplace. There are many regulations and they are continually being added to and revised. The European Union also make laws (generally known as directives) which must also be followed.

Failure to comply with health and safety regulations puts the employer at risk of criminal prosecution. Surrey County Council is the employer for Community and Voluntary Controlled schools, although the individual school can be prosecuted. For all other categories of school the Governing Body is the employer and is responsible for complying with health and safety regulations.

Many of those building related items which are required to be inspected and tested under health and safety regulations are covered by this scheme. Schools which subscribe to Buyback (Inspections) only will be presented with a report from the specialist contractor and repairs and remedial works where delegated will need to be undertaken by the school. For schools which subscribe to both Buyback (Inspections) and Buyback (Works) repairs that come to light from the inspections that are covered by the scheme will be dealt with by the maintenance contractor, subject to priority and funds being available.

Inspection & testing service:

Fixed wiring

Fire alarm testing

Emergency lighting testing

Boiler and gas pipework inspection and testing, including routine servicing and adjustment but not supply and installation of parts

Lifts, including routine servicing and adjustment but not supply and installation of parts

Lightning protection

Gas fired catering equipment

Heating and hot water service oil tanks and pipework

Air conditioning

Display Energy Certificates

Kitchen ductwork cleaning

Sewage Pumps

Cold water tank inspections

Thermostatic mixing valve servicing

Legionella risk assessments

Asbestos re-inspections

Professional Services – additional maintenance advice and project management of school funded capital schemes

Regulation to be complied with:

Electricity at Work Regulations 1989

Regulatory Reform (Fire Safety) Order 2005

Regulatory Reform (Fire Safety) Order 2005

Gas (Installation and Use) Regulations 1998

Lifting Operations and Lifting Equipment Regulations 1998

Insurance recommendation rather than legislative requirement

Gas (Installation and Use) Regulations 1998

Control of Pollution (Oil Storage) (England) Regulations 2000

F-Gas Regulations and Energy Performance of Buildings Regulations

Energy Performance of Buildings Regulations

Management of Health and Safety at Work

Management of Health and Safety at Work

COSHH Regulations

COSHH Regulations

COSHH Regulations

Control of Asbestos Regulations

Items CoveredUnder Buyback (Inspections) Property Services will organise, on the schools’ behalf, specialist contractors who will carry out inspection and testing of the following:

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Some items which might be considered to be building related and require statutory inspections which are not covered under the scheme includes:

• Fire extinguishers – Property Services have a term contract which schools can make use of.

• Electrical appliance testing (PAT testing) – Property Services have a term contract which schools can make use of.

• Fire Risk Assessments – Property Services is considering offering this service to schools, subject to interest and future staffing provisions.

Term Contracts for InspectionsProperty Services will control the day to day running of the scheme through the use of specialist term contractors. Consequently schools that subscribe to Buyback (Inspections) will not be able to employ their own preferred contractors.

Duration of SchemeThe scheme will run for 5 years from 1st April 2013 until 31st March 2018. This enables Property Services to programme the fixed wiring electrical testing which runs on a 5 year cycle.

PremiumThe premium will be calculated as indicated in the separate schedule. This premium will be reviewed at the end of each financial year by the Buyback Committee. Rates may be subject to change depending upon the overall financial position at the time and the need to make an appropriate allowance for inflation.

Contract ArrangementsProperty Services has contract arrangements for statutory inspections covered under this scheme with two contractors, Kier Property Services and Europa Technical Services. The contract is split east / west with the contractors working within the following district and borough boundaries:

Kier (West) Europa (East) Runnymede Spelthorne Surrey Heath Elmbridge Woking Epsom & Ewell Guildford Mole Valey Waverley Reigate & Banstead Tandridge

Buyback (Works)

The proposed Buyback (Works) scheme is very similar to the existing scheme. Where changes have been made to the Schedule of Buyback provisions the majority of these have been to clarify certain parts of the schedule rather than change it.

Duration of SchemeBuyback (Works) will run for 5 years, from 1st April 2013 to March 31st 2018.

However, it will be possible to apply to the Buyback Committee to opt out of the scheme after 3 years should a school consider that the scheme no longer meets their needs. In reaching a decision the Buyback Committee will consider the reasons for opting out put forward by the school and take account of any recent major expenditure.

PremiumThe Premium will be calculated by formula as set out in the accompanying schedules.

The premium will be reviewed at the end of each financial year by the Buyback Committee. Rates may be subject to change depending upon the overall financial position at the time and the need to make an appropriate allowance for inflation.

Contract ArrangementsAs with statutory inspections Property Services has contracts with Kier Facilities Services and Europa Technical Services for responsive maintenance works covered under Buyback (Works). Response times for attending to remedial works are as directed by the Helpdesk and fall into the following categories:

PRIORITY 1 Attend school within 1 hr to make safe – only to be used in the case of emergency

PRIORITY 2 Attend school within 4 hrs

PRIORITY 3 Attend school within 24 hrs

PRIORITY 4 Attend school within 7 days and complete any works within this period



If you only buy back into Works and have not bought back into Inspections you will be asked to present to Property Services confirmation that testing and servicing has been carried out on any item which requires action under the buy back (Works) scheme. Failure to provide proof that the item has been maintained to County standards (e.g. contractors must be approved by nationally recognisable trade associations) then there is a possibility that Property Services will decline to undertake the work under the Buyback (Works) scheme.

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Scheme Options

The following options apply to Community, Foundation, Voluntary Controlled or Voluntary Aided. Academies are only eligible for Option 1.

OPTION 1


Subscribe to the Statutory Inspections scheme only

OPTION 2

Buyback (Works)

Subscribe to the Buyback (Works) scheme only

OPTION 3

Buyback (Inspections) and Buyback (Works)

Subscribe to both the Buyback (Inspections) and Buyback (Works) schemes

The services included in each scheme are presented in the ‘Schedule of Buyback Provisions’ at the back of this guide.

Buyback Committee

Terms of Reference• Exercise general oversight of the Buyback

schemes;• Receive annual report from Buyback

Manager;• Agree annual premium levels and basis of

calculation after first year;• Agree ongoing changes/modifications to

schemes during its period of operation;• Determine any policy issues associated with

the scheme which cannot be resolved by the Buyback Manager;

• Review any decision by Buyback Manager to exclude schools from the schemes and consider and decide upon any appeals.

ConstitutionThe Committee comprises the following representatives:

School Representatives:Tim BunnSite Manager, Limpsfield Grange SchoolContact: [email protected] Phone: 01883 713928

Karen GickBursar at All Saints CofE Infant (VA Representative)Contact: [email protected] Phone: 01252 792491

Jenny CapindaleBursar, The Grange Infant SchoolContact: [email protected] Phone: 01483 888447

Wendy KislingburyGovernor, Echelford Primary SchoolContact: [email protected] Phone: 01784 253233

John HarrattPremises ManagerKings InternationalContact: [email protected] Phone: 01276 683539

Ian WalkerPremises ManagerThe Wyke Primary SchoolContact [email protected] Phone: 01483 811197

Property Services Representatives:Peter BeasleyMaintenance Delivery Manager, Property ServicesContact: [email protected] Phone: 020 8541 8009

Nick LaytonCompliance Manager (& Buyback Manager), Property ServicesContact: [email protected] Phone: 020 8541 9899

Angie CopeBuilding Surveying Manager, Property ServicesContact: [email protected] Phone: 020 8541 8021

Rachel BradleyProperty ServicesSenior Building Surveyor (Maintenance)Contact: [email protected] Phone: 020 8213 2552

Julie Reeve/Adrian PowiciProperty ServicesBuyback AdministrationContact: [email protected]: 020 8541 9850/8045

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Frequently Asked Questions

I wish to subscribe to the Buyback (Inspections) scheme but not to the Buyback (Works) scheme. What happens when an inspection indicates a fault?The contractor carrying out the inspection will provide you with a copy of his report and suggested repairs. Anything that is an immediate danger will be either repaired by the inspector or isolated. Property Services will also be forwarded a copy of the report.If you subscribe to the Buyback (Works) scheme then any repairs identified by the specialist contractor that, in the opinion of Property Services is a high priority will be rectified. Works of a lower priority will only be undertaken if resources allow.

I wish to subscribe to Buyback (Works) but not Buyback (Inspections). What happens when an inspection, carried out by my own contractor, indicates a fault which requires to be rectified under the Buyback (Works) scheme?The report showing the fault should be forwarded to Property Services. If the repair falls within the Buyback (Works) scheme then Property Services will arrange for this work to be carried out subject to its priority and the funds available.You must ensure that your contractor who reported the fault is a member of a recognised body and is appropriately qualified (see below). If they are not then Property Services reserves

the right, in the case of Community schools, to carry out tests of its own and counter charge the school. The school will be informed of any concerns regarding the standards of inspection and testing.Those companies carrying out inspections and testing must be members of the following for Property Services to recognise and action, if appropriate, their reports and recommendations:

It is unclear whether a maintenance issue at school is covered under the Buyback (Works) Scheme. What course of action would I take?In the first instance contact the Property Helpdesk for advice. There will always be grey areas within the schedule that require some clarification. Final decisions will be made by the Buyback Manager on an individual basis. Issues of policy will be taken to the Buyback Committee for decision.

How would I make a claim against the Buyback (Works) scheme?You should contact the Property Helpdesk in the first instance to ensure the item is covered under the scheme. If it is, then the Helpdesk will make arrangements for a contractor to attend and deal with your problem.

Inspection & testing service: Registered BodyFixed wiring NICEIC, ECA or NAPIT for Commercial InstallationsAnnual water testing Legionella Control AssociationFire alarm testing NICEIC,ECA or NAPIT for non domestic fire alarmsEmergency lighting testing NICIEC, ECA or NAPIT for emergency lighting installationsBoiler inspection and testing and gas pipework testing Gas Safe (or in the case of oil OFTEC)Lifts LEIALightning protection NFMSLCE

Performance Standards

Property ServicesProperty Services will be responsible for the day to day running of the schemes to meet the following performance standards:

• Deal with emergency call outs within 4 hours of notification (1 hour in exceptional circumstances);

• Run a 24 hour / 7 day a week emergency call out service;

• Deal with problems in a helpful, proactive manner;

• Continually review its own performance to improve the service offered

• Carry out customer satisfaction surveys and report results to the Buyback Committee;

• Deal with any complaints in a timely efficient manner to established standards;

• Monitor and supervise the works being carried out by the contractors to agreed inspection standards;

• Schools subscribing to Buyback (Works) will be advised of planned maintenance to be carried out at their premises when the works programme has been compiled as soon as possible after the commencement of each financial year;

• Ensure there is good communication between the schools and itself, including a requirement to:

• Return all phone calls promptly;• Respond to emails promptly;• Respond to letters promptly and within at

least 7 working days;• Undertake monthly financial monitoring of

the scheme for budgetary control purposes and take appropriate action to ensure that expenditure remains in line with budgetary provision;

• Report on a termly basis to the Buyback Committee on the financial position of the scheme;

• Make available to the Buyback Committee reports and procedures to ensure transparency and openness;

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Terms & Conditions

1 Services Provided1.1 The Buyback (Inspections) and Buyback

(Works) schemes (‘the Scheme(s)’) to be provided are described in this guide.

1.2 The Authority shall observe all laws and bylaws including Health & Safety legislation in its performance.

1.3 The Authority shall at all times maintain public liability insurance against claims arising from alleged negligence on the part of its servants.

1.4 The term “Authority” means Surrey County Council.

2 Duration Of Agreements2.1 The Schemes are provided for a five year

period commencing on 1 April 2013.

3 Application For Membership3.1 Community, Foundation, Voluntary

Controlled or Voluntary Aided schools will be entitled to join the Scheme(s) from 1 April 2013.

3.2 Academies will be entitled to join the Buyabck (Inspections) Scheme only from 1 April 2013

4 Charges4.1 The school shall pay the Authority the

annual premium(s) assessed for their premises according to the formula and schedules published by Property Services.

4.2 The annual premium(s) become due on 30 September each year and will be paid by Journal Transfer or invoiced as appropriate.

5 Termination5.1 Due to the unpredictability of repair and

maintenance and the need to sustain a viable level of subscriptions, there is no automatic right of withdrawal from the Scheme(s) during the period of the Contract. Withdrawal will be subject to agreement by the Authority in consultation with the Buyback Committee.

5.2 Scheme members will be able to leave the Buyback (Works) scheme after 3 years should their circumstances change and with the prior approval of the Buyback Committee.

5.3 The Authority will notify Scheme members if there is a need to substantially modify a service or the terms under which it is delivered. If you are not happy with the revised service or terms you may withdraw from the agreement for that service by giving one month’s notice in writing.

6 Withdrawal Of The Scheme(S)6.1 The Authority reserves the right to

withdraw the offer to run any or all of the Scheme(s) if the number of schools subscribing makes the scheme unviable.

6.2 In order to protect the investment of member schools, the Buyback Manager reserves the right to withdraw the Scheme(s) from a school where it is evident that a deliberate attempt has been made to contravene the rules or spirit of the Scheme(s). The school will have the right of appeal to the Buyback Committee.

7 Limit Of Liabilities7.1 Liability will be limited to the size of the

Buyback funds. Expenditure from the funds will be limited to those items identified in the Schedule of Buyback Provisions, including professional services.

Will funds from the Buyback (Inspections) scheme and the Buyback (Works) scheme be kept separate?Yes. The two schemes will be treated separately so that schools paying into Buyback (Inspections) will not be subsidising the Buyback (Works) scheme and vice versa.

How will my premiums be calculated?The Buyback (Works) premium is calculated on a formula basis as set out in the separate schedule accompanying this document.Buyback (Inspections) premiums are calculated on the basis of how much actual equipment is contained within your school which needs to be inspected. The current rates are set out in the separate schedule.

Is there an administration charge for the schemes?Property Services will recover its costs in administering the schemes. This is included in the premiums.

Will my boilers be serviced under the Buyback (Inspections) Scheme?The inspections scheme will include basic servicing and adjustment but will not include the cost of parts (including labour). These will be provided and fitted under the Buyback (Works) scheme for subscribing schools and will be the responsibility of the school otherwise.

What assurances will I receive that the system inspected in my school under Buyback (Inspections) meets the minimum statutory standards?The contractor carrying out the inspection should provide you with a certificate indicating whether the system inspected meets the required standards. If one is not left contact the Property Helpdesk who will ensure you receive a copy.

How do I make payments into the scheme?The premium for the scheme is deducted via Journal Transfer usually in late September. If you

are a 100% cheque-book school we will send an invoice to you.

Can I join and leave the scheme at any time?We tend to be fairly flexible about when you can join or leave the Inspections scheme, although it does help in the administration of the scheme if you join or leave in April. As for Buyback (Works) you may only leave after the end of three years and this is only by agreement with the Buyback Committee. Whilst you can join Works at any time it probably does not make sense to do so after about three years as the chances of you receiving any benefit in financial terms is low.

I subscribe to the existing Buyback (Works) Scheme but seem to have contributed much more in financial terms to the Scheme than I got out. Do I receive a rebate?Buyback (Works) is primarily an indemnity scheme, much like your household insurance. There is no guarantee that you receive the equivalent amount of work from the scheme as the amount of monies you put in. However, having the scheme run over a 5 year period increases your chances that this will be the case.

Do I arrange my own servicing if I subscribe to the Buyback (Inspections) Scheme?No this is done on your behalf by the maintenance contractor. If your inspection is overdue contact the Property Helpdesk in the first instance.

I have heard of a £2,000 capital deminimus. Does this mean that any repair over £2,000 is automatically covered by County even though we are in the Buyback?All items in the Schedule which are identified as Capital Maintenance are normally funded from the County Council capital allocation, school’s DFC or in the case of aided schools funded from the LCVAP grant or the schools own funds. Works valued at under £2,000 would be regarded as revenue expenditure and would be met from Buyback (Works).

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8 Audit8.1 The Buyback funds are owned by its

member schools and are accounted for separately from the Authority’s funds. The funds will be subject to normal audit procedures and the Authority’s financial regulations and standing orders.

9 Professional Services9.1 Professional services relating to

expenditure of Buyback funds will be provided by Property Services, these being:

9.1.1 Responsibility for the overall management of the Schemes in consultation with the Buyback Committee;

9.1.2 Managing term maintenance contracts and statutory inspection contracts;

9.1.3 Telephone advice on building maintenance matters;

9.1.4 Emergency Service (24 hours a day, 7 days a week);

9.1.5 Certifying payment of invoices and liaison with contractors, ensuring payments are made in line with HM Revenue and Customs statutory obligations;

10 Definition Of Terms10.1 Buyback (Inspections)

10.1.1 Inspection and testing of services required to meet health and safety legislation, environmental legislation or specific insurance requirements as detailed in the Schedule of Buyback Provisions.

10.2 Buyback (Works)10.2.1 Work undertaken to ensure the school

premises and its services do not constitute a health and safety risk and to meet specific insurance requirements as detailed in the Schedule of Buyback Provisions.

10.2.2 Work undertaken to keep or restore the fabric of the school premises to an agreed standard determined by the balance between the need or desire and available resources.

10.3 Schedule of Buyback Provisions10.3.1 A definitive list of responsibilities which

is to be used as a reference in case of any disputes.

10.4 School PremisesAll rights and liabilities for the premises provided to the school for the delivery of the national curriculum. This may include land and buildings outside the nominal school boundary where it is provided for the benefit of the school and there are legal liabilities for the school to be involved in maintenance. See Schedule of Buyback Provisions for specific items not covered (e.g. swimming pools, air raid shelters etc.)

11.0 Exclusions11.1 Specific Building Related ExclusionsThe Scheme(s) do not include routine grounds maintenance, furniture, sports gym equipment, fire extinguishers and fire blankets, laundry equipment, energy conservation works, craft and science equipment and machinery, decorative or protective treatment applied to the internal surfaces of the building and floor surfaces.

12 The Buyback Manager12.1 The role of Buyback Manager will be

undertaken by the Compliance and Term Contracts Manager within Property Services.

12.2 Priorities for Buyback Manager (Buyback Inspections)

The Buyback Manager shall ensure that those schools which subscribe to the Buyback (Inspections) scheme receive those building related statutory inspections required under health and safety legislation as indicated on the returned questionnaire submitted with application into the scheme.

12.3 Priorities for Buyback Manager (Buyback Works)

The Buyback Manager will direct the expenditure of funds from the Buyback (Works) fund on the basis of relative needs of all participating schools in the following priority order where failure to act could result in:

12.3.1 work required to prevent danger to life, risk of injury or a serious health risk

12.3.2 work required to prevent the closure of accommodation or unacceptable and serious dislocation of activities or to meet statutory obligations;

12.3.3 work to prevent serious deterioration of the fabric or services such as is likely to lead to higher future maintenance costs.

12.3.4 normal cyclical maintenance or works where deferral will not result in disproportionately higher expenditure in the future.

13 Orders And Payments13.1 Financial systems of the Authority will

be used to order, monitor and pay for expenditure covered by the Scheme(s).

13.2 In order to protect the interests of all scheme members the Buyback Manager reserves the right to bring to the attention of the Buyback Committee any school it considers is abusing the provisions of the Buyback (Works) scheme.

13.4 Should it be considered by the Buyback Committee that a school is abusing this provision the Buyback Manager has the option of writing to the school and withdrawing this provision from that school.

13.5 The school shall have the right of appeal to the Buyback Committee.

Terms & Conditions (continued)

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14 Buyback Committee14.1 The Buyback Committee is a consultative

body made up of representatives from the Schools and Property Services. They will meet once a term with the Buyback Manager and representatives of Property Services. The Buyback Committee is:• Independent in its decision making;

decisions will be binding on both schools and the Authority;

• Established as a forum for consultation with school representatives on the running of the Schemes;

• A forum for schools to influence future developments of the Schemes;

• An opportunity for the Buyback Manager to receive feedback from member schools.

15 Customer Care Procedure15.1 The Authority shall exercise all reasonable

skill, care and diligence in its performance.15.2 If the school is dissatisfied for whatever

reason with the provision of a particular service under the Scheme(s), the Buyback Manager should be notified in writing or by telephone (020-8541-9899) within 10 working days of the cause of the dissatisfaction arising.

15.3 The Buyback Manager shall respond to the complaint within 7 working days of receipt.

15.4 In the event of a failure to resolve any complaint the matter shall be referred to the Buyback Committee for a final decision.

16 Scheme CostsThe costs of membership to the Scheme(s) will be made up as indicated below:16.1 Buyback (Inspections) Schools are charged according to the

services bought back on a cost per service basis as set out in the separate charging schedule.

16.2 Buyback (Works) Funds required for running Buyback

(Works) are calculated on a formula basis as set out in the separate charging schedule.

1 The Authority retains ownership of most Community (County and Controlled) school premises and sites and will continue to have the responsibility for protecting and developing the asset.

2 The Authority is responsible for all Community (County and Controlled) school capital maintenance work, which will flow from the school’s AMP. The school is responsible for funding recurrent repairs and maintenance either directly or through participation in the Buyback schemes.

3 The attached schedule identifies the division of responsibilities and is intended to cover the maintenance of all existing buildings on the school site provided by the Authority including caretakers’ and staff housing and the school kitchen accommodation.

These are identified as follows:

Capital MaintenanceCapital Maintenance. Work of a capital nature normally identified through the school’s Asset Management Plan. Funded from County Council capital allocations or school Devolved Formula Capital (or a combination of both) at Community, Voluntary Controlled and Foundation Schools. Governors responsibility at Voluntary Aided Schools in conjunction with DCSF grant aid. Academy schools receive funding direct from Government.

County Council Capital. Work that is only likely to be undertaken as part of a County Council funded capital improvement scheme at Community, Voluntary Controlled and Foundation Schools.

Recurrent MaintenanceNon capital maintenance funded from school delegated revenue budgets. Applies equally to Community, Voluntary Controlled, Foundation and Voluntary Aided schools.

Buyback (Inspections). Inspections which will be undertaken as part of the Buyback Inspections Scheme at participating schools. Otherwise school’s responsibility.

Buyback (Works). Work which will be undertaken under the provisions of the Buyback (Works) scheme at participating schools. Otherwise school’s responsibility.

School’s Responsibility. Recurrent maintenance work not falling within the provisions of the Buyback scheme and for which all schools have responsibility.

Maintenance Responsibilities

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1.0 Building Structure

1.1 Foundations - All structural work to walls or wall supports below and including DPCs, underpinning, propping, piles, ground beams, piers, bases and brick or concrete footings

1.2 Frames - All works to structural members in steel, timber, or concrete frames including ties, bracings, bolts, base places and wedgings

1.3 Floors - Substantial renewal of floor structures and ducting. See also 1.7 and 2.2

1.4 Flat & pitched roofs - Significant or substantial renewals on planned or emergency basis of roof structures, finishes and verandas, including top floor ceiling timbers, eaves and verge finishings and catwalks. Redesign of roof or roof details. Excludes glazing and ceiling finishes

All repairs, including minor replacements on localised basis.

1.5 Rainwater goods - Substantial renewal of all rainwater goods including rainwater tanks, butts, parapet outlets and perimeter gutters including joints, couplings and gullies

Repairs and renewals on a localised basis

Cleaning out of gutters, downpipes and associated gullies

1.6 Skylights and rooflights - Significant renewal of rooflights, skylights, laylights with frames, casings, kerbs, beading and ironmongery (excluding glazing unless integral part of roof structure as determined by Buyback Manager)

Localised replacement of frames and parts of frames

Repairs and replacement to rooflight glazing

1.7 Staircases – Internal staircases, ramps and landing structures. Excludes ceiling finishes, screeds, nosings and similar finishes.

Balustrades, handrails, finishes and screeds to internal staircases, external access steps, ramps and landings

1.8 External walls and chimneys - Significant repair or renewal of load bearing, structural, framed, panelled and curtain walls, including tile hanging and wall cladding, and brick or concrete chimneys.

Repairs or renewals on localised basis (usually included in external redecoration) including replacement of chimney pots and renewal / refixing of flashings.

1.9 Internal walls and partitions - Complete replacement of internal walls and fixed partitions (excluding applied finishes and glazing)

Repairs or renewals on localised basis excluding finishes (see 2.1 on internal wall finishes)

1.10 Windows and fittings - Significant renewal of windows, borrowed lights with frame casings, architraves etc

Localised repair or replacement of frames and parts of frames, including repairs to electrically operated windows and the fixed wiring)

Ease and adjust of windows, replace sash cords and fittings and internal window boards and repair and replacement of ironmongery including winding gear (see 2.7 on blinds/curtains)

1.11 Doors and fittings - Significant renewal of external doors and casings

Repairs to external doors to include localised replacement of frame or parts of frame and repairs to electric doors and its fixed wiring, but excluding ease and adjustment and ironmongery (see below).

Ease and adjust of external doors, repair or replacement of ironmongery, locks, door closers, keys, glazing, etc

Any repair and renewal of internal doors, sliding/folding partitions, screens and casings

1.12 Glazing – Where part of roof structure (excluding rooflights)

All glazing throughout (i.e. windows, doors, rooflights, verandas, window walls, etc)

1.13 Ceilings – Substantial renewal of structural ceilings

Repairs and localised renewals to ceiling structures. Renewal of suspended ceiling systems. See also 2.3 for ceiling finishes

1.14 Timber preservation - All work on structural members associated with the treatment, prevention or eradication of wood rot or beetle (except through school maintenance default).

1.15 External decoration - External redecorations and minor repairs to include individual repair or localised replacement of frames or parts of frames, small areas of repointing and general minor repairs to external fabric

1.16 Internal decoration - Cleaning down, preparing and decorating to walls, ceiling and all internal wood and metal work usually painted or stained, including stopping and filling done by the decorator

Responsibility for:

Capital Maintenance

Capital Maintenance

Capital Maintenance

Capital Maintenance

Buyback (Works)

Capital Maintenance

Buyback (Works)

School’s Responsibility

Capital Maintenance

Buyback (Works)


Capital Maintenance


Capital Maintenance

Buyback (Works)

Capital Maintenance

Buyback (Works)

Capital Maintenance

Buyback (Works)

Buyback (Works)

Capital Maintenance

Buyback (Works)



Capital Maintenance

Buyback (Works)

Capital Maintenance

Buyback (Works)




Schedule of Buyback Provisions

20 21

2.0 Finishings, Furniture And Fittings

2.1 Internal wall finishes - Plaster, tiles or sheet wall finishes including welding or grouting of joints, including mastic sealing (sealants)

2.2 Coverings and finishes to floors, steps, stairs and ramps - See also 1.3 and 1.7

Repair or renewal of floor finishes including screeds, except as detailed below

All floor step, stair and ramp coverings including skirtings, nosings, etc, of carpet, lino, PVC sheeting, vinyl tiles, quarry tiles, ceramic tiles, granwood tiles, cover and expansion strips. Minor repairs and sanding and sealing of timber boarded and timber block floors

2.3 Ceiling finishes - Plaster, tiles or sheet finishes, including suspended ceiling finishes and systems

2.4 Internal joinery fixtures - Kitchen units, lockers, cupboards, shelving, picture rails, coat rails, movable partitions or screens, notice or display boards, fixed benches and handrails (timber or metal), toilet cubicle screens

2.5 Fixed seating – All permanent internal fixed seating together with its coverings

2.6 Gymnasium equipment – Safety inspections, repairs and replacement of all fixed sports and gym equipment including court markings in Sports Halls, etc

2.7 Blinds, nameplates, curtains, etc – Cleaning and repair and replacement of all internal signs, blinds, curtains and nameplates including supports

2.8 Enclosed fires and fireplaces - Includes fire grating, cheeks, hearth and surrounds

Responsibility for:


Buyback (Works)









3.0 Cold Water Services

3.1 Water supply & distribution systems - Major refurbishment or renewal of all internal and external service pipework, water storage tanks, cylinders and cisterns and water booster pumps

Minor repairs and localised renewals of pipework, ball valves and thermostatic mixing valves

Water hygiene – Routine testing and monitoring of water temperatures within difficult to access cold water tanks

Water hygiene – Routine testing and monitoring of water temperatures within the school including readily accessible cold water tanks

For hot water services see under 7.8 (electric) or 8.0 (gas/oil)

3.2 Sanitary fittings - Major refurbishment and replacement

Cleansing, repair and localised replacement of sinks and drainers, drinking fountains, baths, washbasins, shower trays and enclosures, urinal slabs and bowls, WC pans and connecting flush equipment.

Repair and localised replacement of taps and fittings, stands, brackets and bath panels in connection with the foregoing items including connection to service and waste pipes

Remaking or regrouting of joints

3.3 Waste pipework - Major renewal (internally and externally)

Repairs and renewals on a localised basis

Cleansing of traps, waste pipes, soil and vent pipes, anti-syphonage pipes, wire balloon guards, sleeves and flashings to pipes

Responsibility for:

Capital Maintenance

Buyback (Works)

Buyback (Works)


Capital Maintenance





Capital Maintenance

Buyback (Works)

22 23

4.0 External Works

4.1 Demolition - Taking down, removal and clearance of buildings or sites, including sealing off all drains and services. Excludes 4.9 and 4.10

4.2 Roads, playgrounds, carparks and paths - Paths, courts, patios, drying areas, steps, ramps, fire escapes and fire appliance hard standings, car standings, playgrounds, garage approaches, roads and driveways, including kerbing. Remarking of lines, designs and figures only if part of tarpaving scheme, otherwise school’s responsibility

All repairs to traffic calming humps, bollards and control barrier arms

Minor repairs to and relevelling of paving slabs and remarking of lines, repairs to potholes etc.

4.3 External perimeter walls, piers, gates and retaining walls - Major rebuilding of retaining walls

Repairs or renewals of perimeter or boundary walls, piers, gates and retaining walls

Minor repairs

4.4 Fencing – Renewal and major repairs of all fencings and gates including screens to bin or kitchen areas, tennis courts, safety barriers, nursery areas, playgrounds etc

Minor repairs

4.5 External Joinery Fixtures – All sign boards, notices, names plates, flag poles and other external joinery fixtures, e.g. seats

4.6 Bins, refuse containers, clothes line posts etc - Upkeep and maintenance of refuse containers, litter bins, dustbins, etc

4.7 Pest control - special works carried out to the fabric of a building solely through the need for disinfection (e.g. insecticidal spraying, wasp, rodent and vermin control)

4.8 Drainage - Major renewal of drains, soakaways, manholes, gullies etc

Maintenance and localised repairs or replacement to drains, gullies, inspection chambers, gratings, channels etc, including initial investigation for diagnosis and removal of root growth

General cleaning/maintenance, including clearance of blockages and silt removal

Responsibility for:

County Council Capital

Buyback (Works)

Buyback (Works)


Buyback (Works)


Buyback (Works)


Capital Maintenance




Capital Maintenance

Buyback (Works)


4.9 Cycle sheds – Repair, renewal or removal, including sealing of any access points and making good

4.10 Air raid shelters - Repair or renewal or removal, including sealing of any access points and making good



5.0 Temporary Buildings

Planned replacement or renewal of movable classrooms required for educational or statutory purposes

Servicing, maintenance and repairs to temporary buildings required for educational or statutory purposes - responsibilities are as for permanent buildings in accordance with the relevant sections of this schedule

Temporary buildings of a non-statutory nature or not required for educational purposes

Responsibility for:



6.0 Asbestos

Testing and specialist removal and treatment associated with County Council funded capital scheme

Testing and specialist removal or treatment at a VA School unless in association with works under Buyback (see below)

Testing and specialist removal and treatment associated with maintenance work carried out under the Buyback scheme (including VA schools subscribing to Buyback Works)

Testing and specialist removal and treatment associated with school funded capital scheme

Specialist removal and treatment due to damage or deterioration of existing asbestos containing materials, where the cost of the works is greater than £2,000

Specialist removal and treatment due to damage or deterioration of existing asbestos containing materials, where the cost of the works is below £2,000

Annual re-inspection of asbestos containing materials

Management of risks associated with asbestos on a day to day basis

Responsibility for:


VA school responsibility

Buyback (Works)


Capital Maintenance

Buyback (Works)



24 25

7.0 Electrical Engineering

7.1 Electrical testing - Electrical testing by Contractors of all fixed wiring

All operational electrical testing by Premises Staff

Electrical testing of equipment (ie PAT testing)

7.2 Fixed internal and external lighting - Major replacement of internal and external lighting including associated wiring

Repairs and replacement of complete internal and external light fittings including time switches, photoelectric cells, light switches and sockets

Lamp and diffuser replacement

Significant renewal of street lighting

Repairs and localised replacement of external lighting columns, illuminated bollards and street lighting

7.3 General electrical installation - Major replacement of electrical wiring installations

General repairs of all electrical isolation panels and inter-connecting cables, protective conduits and trunkings and fixings including labels and circuit lists. See 1.11 on electric doors

7.4 Fire alarms and detection system - Major replacement including replacement of wiring

Inspection and testing (except weekly)

Servicing, repairs and replacement including control panels, class change equipment, alarms, automatic fire detectors, door controls and associated battery units, whether integral or not

Testing of alarms on a weekly basis

7.5 Intruder alarm and security systems - Servicing, repairs and replacement

7.6 Emergency lighting - Major replacement

Testing (except daily/monthly)

Servicing, repairs and localised replacement of complete units

Testing of emergency lighting system on a daily/monthly basis and replacement lamps and diffusers

Responsibility for:




Capital Maintenance


Capital Maintenance

Buyback (Works)

Buyback (Works)

Buyback (Works)

Capital Maintenance




Buyback (Works)

Capital Maintenance


Capital Maintenance


Buyback (Works)

7.7 Clocks, master clock systems and call bells - Major replacement

Clock repair and replacement, setting and adjusting in accordance with school timetable, summer/winter time alterations etc.

7.8 Heating, hot water and ventilation

Fan convectors - Major replacements

Individual replacement of fan convectors, repairs to internal wiring, fans and motors. Repairs/replacement of flexes from spur outlet, isolators, time switches, wall mounted remote thermostats, and other external controls

Periodic cleaning of fan convector elements and casings and the cleaning or replacement of air filter screen

Electrical storage and instantaneous water heaters and shower units - Major replacements

Individual replacement, repairs/replacement of time switches, isolators, thermostats and flexible cable connections

Off peak heating e.g. Electricaire storage units - Major replacements

Individual replacements and repairs to internal components including: elements, internal fans, refractory blocks, thermal insulation, grilles and casings. Repairs and replacements to external components including: controls, timeswitches, final wiring from spur

Repairs and replacements to fixed guards

Electric ‘on peak’ heating, i.e. wall fixed convector heaters, infra red heaters, blower heaters, panel heaters and tubular heaters - Major replacements

Individual or localised replacement

Repairs including isolators, time switches, thermostats and final wiring connections

General repairs including elements, wiring, controls, isolators and thermostats

Electric incinerators and macerators - Repairs to fixed wiring

Replacement of individual units (including installation or reconnection of fixed wiring)



Capital Maintenance

Buyback (Works)


Capital Maintenance

Buyback (Works)

Capital Maintenance

Buyback (Works)


Capital Maintenance

Buyback (Works)

Buyback (Works)

Buyback (Works)

Buyback (Works)


26 27

Wall and roof mounted electric fans and extractors - All replacement and repairs to fans, extract ductwork, flat traps, hoods and grilles. External repairs including isolators, wiring from spur and connections. See 12 for works associated with school kitchens.

Testing, repair and replacement of portable fans

7.9 Passenger and goods lifts (electrical and hydraulic) - Replacement/major refurbishment of lift

Six monthly inspections, testing and servicing

Repairs and replacements, including rewires, doors and controls, motor gearbox, pulleys, cables, safety equipment, lift car finishings, main control panels

Daily testing of installation

7.10 Lightning protection installation - Major replacement

Inspection and testing

General repairs and maintenance

7.11 Aerials systems - All repairs and replacements including masts, amplifiers, outlets and cabling systems

7.13 Stage lighting – Repairs to fixed wiring, time switches, photoelectric cells, light switches and sockets

Repairs and replacement to individual lights, including lamps, chokes, starters and diffusers

Buyback (Works)


Capital Maintenance


Buyback (Works)


Capital Maintenance

Buyback (Inspections)Buyback (Works)


Buyback (Works)


8.0 Mechanical Engineering

8.1 Boilers, heaters, and domestic hot water plant and equipment - Major replacement of all heating and domestic hot water appliances inclusive of direct fixed water heaters and calorifiers and storage cylinders, replacement of leaking boiler sections, welding repairs and re bricking refractories

All servicing and testing of boilers and domestic hot water plant

Emergency call-outs and minor repairs

Direct fired water heater and calorifiers – Annual Legionella test

Oil and gas burners - Replacement of complete forced draught gas and pressure jet oil burners inclusive of associated controls, fuel pumps and refractory lining associated with burner

Heat pumps (where used as primary heat source within school – Major replacement

Heat pumps (where used as primary heat source) – Minor repairs

Control panels for main boiler and heating distribution - Replacement of complete control panels

Repairs to the main boiler control panel and controls, including the individual replacement of boiler controllers, optimisers, zone valves, prolong timers, motorised valves and temperature sensors

Boiler ancillary equipment – Inspection of heating and hot water circulating pumps, valves, thermal insulation and pipework associated within boiler house

Emergency call-outs and minor repairs

Underfloor heating systems – Inspection and servicing

Minor repairs

8.2 Chimneys – Major structural renewals to metal chimneys. (For brick or concrete chimneys see 1.8). Replacement of flue liners

General repairs, repointing, terminals and cowls, guy ropes securement, draught stabilisers, fan dilution motors etc

Cleaning of boiler flue ways and flue pipework up to chimney

Periodic cleaning of chimney including access doors and condensate drain points

Responsibility for:

Capital Maintenance


Buyback (Works)


Buyback (Works)

Capital Maintenance

Buyback (Works)

Capital Maintenance

Capital Maintenance

Buyback (Works)


Buyback (Works)


Buyback (Works)

Buyback (Works)

Buyback (Works)

School’s responsibility

28 29

8.3 Pipework distribution systems, and ancillaries for heating, domestic hot water and gas services - Planned and major pipework replacements including all internal and external service, piping and thermal insulation. Renewal of feed and expansion tanks including cold feed and expansion pipes and water booster pumps, pressurisation units and descaling equipment.

Pressure testing of gas pipework

Localised repairs to leaking pipework not requiring extensive replacement

Repair or replacements of thermostatic mixing valves including shower mixing valves

Inspection of oil tanks and associated pipework and fittings including the servicing of oil tank guages

Repairs to oil tanks and associated pipework and fittings

Inspection and testing of pressurisation units serving boilers and hot water heaters, including any necessary safety valve replacement required as part of a written scheme of examination

Repairs to pressurisation units serving boilers and hot water heaters

8.4 Fan convectors and radiators - Major replacement involving a number of units

Individual replacement of fan convectors, repairs to internal wiring, fans and motors. Repairs/replacement of flexes from spur outlet, isolators, time switches, wall mounted remote thermostats, and other external controls. Individual replacement of radiators.

Periodic cleaning of fan convector elements and casings and the cleaning or replacement of air filter screen.

8.5 Domestic hot water terminals - Major renewal

The repair and replacement of thermostatic shower units and tap blending valves a localised basis

Repair and localised replacement of taps and shower heads

8.6 Sewage pumps - Replacement

Repair and service of pumps, chambers, control gear etc

Cleaning and emptying sewage chambers

Capital Maintenance


Buyback (Works)

Buyback (Works)


Buyback (Works)


Buyback (Works)

Capital Maintenance

Buyback (Works)


Capital Maintenance

Buyback (Works)


Capital Maintenance

Buyback (Works)


9.0 Swimming Pools

All servicing, repairs, replacement and renewals, including pool structure, surrounds, enclosure and dedicated heating, ventilation and filtration equipment

9.1 Hydrotherapy pools (Special Schools) - Major replacement or upgrading of the pool and structure including the roof and cladding and major replacement of heating, water treatment and filtration plant, controls, pipework and ancillaries

Service contracts including emergency call-outs and minor repairs to plant and equipment including repairs to pipework within the plantroom, replacement of defective parts and consumables, repair and replacement of pool covers and associated equipment, routine cleaning, dosing and day to day maintenance of pool

Internal wall finishes including plaster, tiles or sheet walls finishes including welding or grouting of joints ad internal decoration of pool enclosures

Coverings and finishes to floors, steps, stairs and ramps including sheeting, tiles and slabs together with skirtings, nosings, etc

Responsibility for:


Capital Maintenance




10.0 Fire Fighting Equipment

Servicing, repair and replacement of portable gas, water and foam extinguishers, fire blankets and their containers, fixed hose reels, auto rewind mechanisms and nozzles.

Responsibility for:


11.0 Laboratory Equipment

11.1 Fume cupboards - Major replacement or upgrading

Servicing and repairs of:- electric fans, motors, electrical safety devices, warning signs and test labels and gas/water services. Repairs to all ductwork, terminals and testing of air flows

11.2 Laboratory bench cocks, taps etc - Major refurbishment and upgrading

Minor repairs and replacement, testing and safety inspections

11.3 Sintacel booms and columns - Major refurbishment and upgrading

Minor repairs and replacement

Responsibility for:







30 31

12.0 Kitchens

Major refurbishment or upgrading of school kitchen

Servicing of gas cooking equipment.

Repair and replacement of gas and electric cooking equipment, steriliser sinks, dishwashers etc.

Repairs to pipework and fixed wiring to cooking equipment etc, and repairs and replacement on a localised basis to fans and ductwork

Replacement of complete ventilation system

Cleaning of ventilation ductwork upstream of grease filters

Cleaning and replacement of grease filters

Responsibility for:


Capital Maintenance

Buyback (Works)



Capital Maintenance


Notes

32 33

NoYes

Flow charts

Building maintenance problem identified by specialist contractor under the Buyback (Inspections) scheme

Do you subscribe to the Buyback (Works) scheme?

Has the work identified been delegated to you? See Schedule

of Maintenance Responsibilities

Property Services will receive the report from the specialist contractor and prioritise the work.

You will receive a copy of the report direct from the specialist

contractor. A copy will be sent to Property

Services.

Yes No

• Low value, high priority works will be dealt with immediately

• High value, high priority works will be dealt with as soon as practicable

• Low value, low priority works will be done as soon as possible subject to funding

• High value, low priority works will be placed in a future year planned programme

No

Contact Property Services Helpdesk

Contact Property Services Helpdesk

Yes

Is the work a high priority?

No

You will be required to organise and pay for the work

yourselves.

Yes

Work to be undertaken at school’s discretion.

Maintenance problem identified by school or Property Services visit

Do you subscribe to the Buyback (Works) scheme?

Is the item covered under the scheme?

See Schedule of Buyback Provisions.

Has this item been delegated to you? See Schedule

of Maintenance Responsibilities.

Yes No

Contact the Property Helpdesk

No

No

Work to be undertaken at school’s discretion You will be required to organise and pay for the work yourselves.

Not covered by the Scheme. Should be dealt with as Capital Maintenance.

Is the work deemed a priority?

Property Services will arrange for the remedial works to be undertaken by a suitable contractor.

Yes

Yes

Works will be placed in a future year maintenance planned programme or

carried out under Buyback (Works) subject to funds

being available.

Created by the Communications Design Team. 08.11.AS.CS2082.

Surrey County CouncilCounty HallKingston upon ThamesSurrey KT1 2DN

building maintenance buyback scheme

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