Health and Safety Co-Ordinators Meeting

1. Health and Safety Co-Ordinators Meeting Estates and Buildings Presented by Peter Robinson 15 January 2007

2. Familiar Comments about Estates and Buildings: • “It has been repeatedly reported to Estates and Building • but nothing has happened”. • “The work took far too long to complete”. • “The price charged by Estates and Buildings was • extortionate”.

3. The Helpdesk in Estates and Buildings received 12,500 requests last year. • Since 1 August 2006, every request, whether by telephone, email, letter or verbally, generates a unique identification number which is communicated to the person making the request and can be used to enquire or trace progress. • Every request is given a response time of: • Emergency – 2 hours e.g. no electrics • Urgent – 1 working day e.g. roof leaks • Standard – 4 working days e.g. overflow running • Routine – 1 calendar month e.g. standard carpentry repairs

4. University Property Services • University Property Services dealt with 8607 items of work last year and responded to 588 out of hours call outs. • University Property Services is self-financing so they have to maintain an optimum workload to remain viable. • The cost of the work undertaken by University Property Services is compared to the rates charged by local contractors quarterly by independent Cost Consultants to ensure value for money.

5. Facilities Managers • Customer focused and provide the communications link between colleges/ departments and Estates and Buildings • Have regular meetings with colleges/departments • Arrange and supervise minor maintenance, repairs and works.

6. Funding • Estates and Buildings is funded to maintain the existing estate and not to undertake improvements or alterations. • Backlog maintenance throughout the University amounts to over £100m. • Responsibility for repairs and maintenance is determined by the Appointment Document, for example:

7. Estates and Buildings has a budget of £10.455m for 2006/07, that comprises: • £ (k) • Departmental Operating Costs 1,238 • Security and Postal Services 620 • Cleaning and Caretaking 1,089 • Botanic Gardens 40 • Grounds Maintenance 108 • University Maintenance 1,144 • College Maintenance 1,148 • Property Costs 660 • Utilities 3,005 • Waste Management 16 • Business Continuity 99 • Queens Campus Operating Costs 1,288 • 10,455

8. The performance of the estate is monitored by reference to the Estates Management • Statistics: • The results for 2004/05 are summarised:

9. This indicates that there is: • under investment in maintenance; • under investment in improving and upgrading the estate; • backlog maintenance is increasing and the cost of recovering is increasing;

10. Procurement of repairs and maintenance is currently under review as part of the Financial Improvement Programme. • Maintenance Term Contracts commenced on 1 January 2007 for: • Electrical • Mechanical • Decorating • Floor Coverings Building will follow when satisfactory tenders are obtained. • Other changes to improve the delivery of the services are being considered.

11. The aim of the Estates and Buildings is: • “To create an environment within which the University • can flourish”.