Facilities and Property Service Update Report April - to board
Renfrewshire Council · 3 April 2025
Back to Finance, Resources and Customer Services Policy Board — 3 April 2025 and its agenda
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To: Finance, Resources and Customer Services Policy Board On: 3 April 2025 Report by: Director of Environment, Housing & Infrastructure Heading: Facilities and Property Services - Service Update Report 1 Summary 1.1 Environment, Housing & Infrastructure brings together a range of Council services and activities, with both strategic and operational responsibilities. This report provides an operational performance update on Facilities Management (Hard and Soft Services), Building Services and Property Services delivered by Environment, Housing & Infrastructure since the last Policy Board in February 2025. 1.2 Due to the date of the Board, data for quarter 4 is currently unavailable and therefore will be reported to the next Board in June 2025. 2 Recommendations It is recommended that members of the Finance, Resources and Customer Services Policy Board: 2.1 Note the content of this report. 3 Operational Update Hard Facilities Management (Hard FM) 3.1 Capital/Lifecycle Projects 3.1.1 As detailed and discussed at a previous Board, a review of the Core Facts property condition surveys (5 yearly checks across the Learning Estate), led to a prioritised list of work to upgrade some schools. Additionally, Net Zero surveys have been approved to the following properties:
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Glenfield Satellite (Pre five nursery) Williamsburgh Primary School and Nursery 3.1.2 Works have been approved to upgrade the Multi-Use Games Arenas (MUGAs) at the following schools: Our Lady of Peace Primary School Arkleston Primary School 3.1.3 Due to the complexities of lifting and relaying a pitch/MUGA at schools (pitch out of commission), consultation with the school will be important to ensure safe working practices and this may delay the installation until later in 2025 or 2026. 3.1.4 Renfrewshire Schools Partnership (RSP) have provided reports to the Council following Core Facts Condition surveys. PPP Facilities Manager will review these reports with a view to planning future Lifecycle Maintenance works. 3.2 Lifecycle Replacement works 3.2.1 The following commissions have been planned/progressed/completed since the previous Board: £500k has now been set aside for various Council wide minor upgrade works. The table below (indicative list) highlights some work that has recently been approved or is in progress and others yet to be fully explored and agreed but currently being scoped: Site Type of Work Work Required Status Lochwinnoch Nursery Fence gates Alter gate In Progress Lochfield ELCC Fence gates New fence In Progress Houston PS Roof works Roof repairs Planned Williamsburgh PS Roof works Reline Gutter Planned Rashielea PS Roof works Re-felt roof Planned St James PS CCTV Renew CCTV workstation In Progress Lochwinnoch Library Roof works Slate and lead flashing works In Progress Tweedie Hall Heating Renew pipework roof In Progress Renfrewshire House Roof Works Roof edge protection & ladders In Progress Heriot PS Painting/Flooring/Joinery Paint GP room and replace flooring/units and tiles following flood. TBC Other works include: Storm Eowyn – Officers continue to manage the repair works following building damage. Over 35 schools and 50 other council buildings suffered damage during the storm. Engagement with the insurance team and loss adjuster continues, to ensure any costs are recovered
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(where appropriate). Renfrewshire House – works will be in the roof voids of each floor to check and undertake fire separation/stopping works. Phase 1 of this project now complete – lessons learned with further works to follow. Commission now raised to Property Services for the roll-out across all areas. Works require a full tender process due to the value of the contract. Lochfield Primary School – Removal of wall and erection of new fence (or wall). Resident engagement on going. Underwood Road Depot – Installation of new CCTV system within Building Services stores/offices. Howwood Primary School – historic water ingress. (Ongoing – roof covering fixed but still water ingress). Johnstone Community Centre - new roof over stage area (complete). LED upgrade works – review of schools that require upgrade, working in conjunction with our Net Zero colleagues. Park Mains High School - LED lighting upgrade (Atrium). Renfrewshire House – CCTV upgrade feasibility. PPP Lifecycle works: The Council have now reviewed the 2025 Lifecycle Maintenance programme provided by RSP and have commented on various aspects under the PPP contractual Review Procedure and now await response from RSP. 3.2.2 The Hard FM team are currently working on the following commissions: Condition Surveys for OneRen swimming pools Condition surveys for various community buildings (19 buildings in total) Various works to community/leased buildings HQ Building Management System upgrade HQ lining of car park, general clean up and drainage works (on-going) HQ lighting and controls upgrade feasibility (sample bespoke fitting now installed and route to market being determined) Foxbar Rivers Community Centre – renewal of fascia/soffit and gutters 3.2.3 As part of the Council budget, Officers are drafting plans for additional funding that has been provided: £700k for school pitch improvements. £800k for Community Facilities to assist in potential CAT transfers £1m recurring revenue, including lifecycle works across the Learning Estate 3.2.4 Updates will continue to be brought to this Board periodically to update on plans and spend.
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3.3 Compliance – Key Performance Indicators (KPIs) 3.3.1 For this financial year, there was approximately 1700 planned tasks with overall performance of this period at 87%. Officers continue to engage with service providers to ensure target dates are met and performance is improved. 3.3.2 Overall performance for this period continues at 100% within the PPP Schools estate. 3.4 Public Buildings Repairs data 3.4.1 The repairs profile remains as expected, as detailed below for 2024/25: 2024/25 Repairs Education Core Prestige OneRen Total 6441 2243 745 305 9734 3.4.2 The financial pressure on the repairs budget remains a challenge for the service and, as reported previously, all non-essential works is now being deferred until further notice. 3.4.3 New contract has now been awarded for Lightning Protection Systems (maintenance and reactive repairs – Council wide). 3.5 Fire Safety 3.5.1 All fire risk assessments in sleeping accommodation have now concluded. Officers are reviewing the reports and actioning any items that will mitigate and lessen the overall fire risk for each property. These works have been on-going and checks are being undertaken to ensure all works are complete. Officers continue to engage with our colleagues within CPU for the renewal of smoke vent tender and fire dampers (new tender). 3.5.2 All fire risk assessments in the PPP Schools Estate have now concluded with recommended actions being reported as being completed. The PPP - Facilities Manager reviewed a sample of actions and there are currently only a couple of items now outstanding and reported back to AMEY. 3.6 Responsive Repairs 3.6.1 From the return after the Christmas break to the writing of the report, Building Services has received 14,002 responsive repairs reported by tenants. This is an increase of 11.4% compared to the same time period last year. This can be attributed to the recent cold weather and storms. 3.6.2 There were over 600 roofing repairs reported due to the recent storms. Building Services Operatives, as well as sub-contractors are working to complete the required works as soon as possible. Many require scaffolding in order to carry out the works safely which can delay the progress.
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3.6.3 The productivity across the responsive repairs teams is monitored and assessed weekly. The graph shows the tracking of the average number of jobs completed per operative per day from April 2024 to February 2025. The industry average is 4.5 jobs, per operative, per day and Building Services have been consistently above this level. 3.7 Voids 3.7.1 Building Services continue to average between 15-16 days to complete all works required within a void property. However, figures show that the average hours estimated in each void property continues to rise significantly with a consistent rise of just over 22% since January 2024. 3.7.2 From 6 January 2025, until 23 February 2025, Building Services received 80 full void packs in total, averaging 11 a week, this is a drop from Quarters 1 through 3, where Building Services were receiving 16 properties on average per week. Discussions with colleagues in Housing Services continue to ensure any issues are resolved quickly before being passed to Building Services. 3.7.3 Estimated work volume per property, however, continues to increase substantially. It is currently averaging 156 hours per property, rising from Q1 (119 hours per property), Q2 (130 hours per property) and Q3 (135 hours per property). The increase in volume of work has made it challenging for Building Services to return completed voids within the KPI’s, however, efforts continue to be made to achieve these. 3.7.4 Building Services continue to attend and change locks to Terminations, Absconds and evictions which remain averaging at 22 per week which has been the constant figure throughout 2024/25. 3.8 Electrical Testing programme 3.8.1 Building Services are carrying out a program of EICR testing in communal areas and closes. To date, Building Services have completed 123 communal
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areas/closes. 3.8.2 The homes that have failed to engage with the process to have the EICR test have now moved to the forced entry process. The number of forced entries from January 2025 to February 2025 is 39. 3.9 Apprentices/Training 3.9.1 Building Services are recruiting 7 apprentices over the next few months. There will be 6 youth apprentices recruited from within the Renfrewshire area and 1 adult apprentice position which is open to all employees of Renfrewshire Council. 3.9.2 Building Services are delighted to report that one of our 4th year painting apprentices has been selected as a finalist in the APSE National Apprentice awards. 4 Soft Facilities Management (Soft FM) 4.1 School Meals 4.1.1 The Pilot for the rollout of the preorder app commenced on 20 January 2025 in Park Mains High School. So far over 200 pupils have registered for the use of the app and Children’s Services has supported the implementation by promoting the information to parents and pupils. The app pilot is being rolled out in Johnstone High School after the Easter break. 4.1.2 The app will be implemented in the PPP school estate to senior pupils at St Benedicts High School later in the next couple of months. 4.1.3 HMIE inspection completed at Gleniffer High School week commencing 3 March 2025 and included a Health and Nutrition inspection. Feedback was noted to be positive and any improvements have been taken on board and made within the catering area. 4.2 Special and Complex Diets 4.2.1 The new process for complex and medical diets was shared with relevant stakeholders. Feedback and suggestions have been received and will be reviewed. The new process will be implemented in April 2025 and shared with all parents, guardians, and other stakeholders thereby establishing a robust process for the ongoing management of special diet requests. 4.3 Scottish Child Payment 4.3.1 Work continues to increase the number of pupils attending universal free school meals (P1-P5), free school meals and paid meals across both primary and secondary schools. Work is ongoing to create a process to provide the required information for pupils in P6-7 who will meet the criteria for a free school meal based on families in receipt of SCP. The overall average uptake figures for School meals (Periods 1-12) currently sits at 58.8%
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4.3.2 Work continues by the Scottish Government to resolve the data sharing issue. In the interim period, Renfrewshire Council is working to create an additional element on the current free school meal application form to include these criteria. Soft FM remains confident it can facilitate the additional numbers due to the work undertaken previously, the re-instatement of additional cooking establishments and the planned capital work forecast for 2025. 4.3.3 The figure in 4.3.1 are not adjusted due to the timing delay of pupil absence figures being received. Discussions are being undertaken as to how this can be improved which will ensure “real time” attendance figures can be utilised to reflect accurate uptake figures. Implications of the Report 1. Financial – Any financial elements referenced in this report will be progressed through the Council’s financial & budget planning process. 2. HR & Organisational Development – Apprentice recruitment detailed in the report will be undertaken as per standard Renfrewshire Council recruitment processes. 3. Community/Council Planning – the report details a range of activities which reflect local community and council planning themes. 4. Legal – As detailed within the report. 5. Property/Assets – As detailed within the report in relation to work on the Council property portfolio. 6. Information Technology - None 7. Equality & Human Rights – The recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – Advice and guidance is being given to protect the health and safety of employees and service users when carrying out priority services for the Council in line with government and health guidance. 9. Procurement – As noted within the report. 10. Risk – None
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11. Privacy Impact – The Scottish Government are looking to introduce legislation to allow the data sharing with local authorities in relation to parents/carers who receive the Scottish Child Payment. 12. COSLA Policy Position – None 13. Children’s Rights – Facilities and Property Services are essential in trying to assist and deliver in support of Children’s Rights. In particular, the report demonstrates compliance by ensuring buildings are suitable provides good educational establishments (Article 28 - Access to Education) and by delivering schools meals and nutritious food (Article 27 – Food, Clothing, and a safe home). 14. Climate Change – Parts of the work undertaken in this report will reduce carbon emissions and assist in trying the reach Net Zero targets by improving efficiency of current buildings and new buildings across the portfolio. List of Background Papers None Author: Gordon McNeil, Director of Environment, Housing & Infrastructure Email: gordon.mcneil@renfrewshire.gov.uk