FM Operational Performance Report

Renfrewshire Council · 17 November 2022
Back to Finance, Resources and Customer Services Policy Board — 17 November 2022 and its agenda

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To:  Finance, Resources and Customer Services Policy Board 
On:  17 November 2022 
Report by: Director of Environment & Infrastructure 
Heading: Facilities Management Operational Performance Report 
1 Summary 
1.1 Environment & 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) delivered by Environment & Infrastructure since the last
Policy Board in September 2022. 
1.2 Building Services continue to operate normal day to day business and the
emergency out of hours repairs.  The service continues to experience delays
in the provision of some resources but is managing this within the
programmed works. 
2 Recommendations 
2.1 It is recommended that members of the Finance, Resources and Customer
Services Policy Board: 
• Approves the content of this report.

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3 Operational Update 
3.1 Responsive Repairs 
The chart below shows the volume of responsive repairs reported by tenants
on a weekly basis for the second quarter of this year. This shows that on
average just over 50% of all repairs reported are classed as ‘Emergencies’ or
‘Qualifying repairs’ that require either a same day or next day visit. An
emergency is determined as per the Scottish Housing Regulator with the main
category examples being loss of power, no heating or no hot water. This is in
line with information and data from the same period last year. 
Of the emergencies/qualifying repairs that were reported, 25-30% of these
were out of normal working hours and required a standby operative to attend.  
* data from WC 12-9-22 not available. 
3.2  Domestic Gas Servicing  
In quarter 2 (July – September 2022), the domestic gas servicing and repairs
team carried out 3,533 gas services. This data is in line with the same period
last year where the Service carried out 3,415 gas services. Officers are
working closely with colleagues in Housing Services so the Council can gain
access to properties prior to the statutory 1-year gas service to ensure full
compliance.

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3.3 Aids and Adaptations  
Housing Services allocate work requests from Social Work to both Building
Services and external contractors.  The requests are to allow adaptations to
be carried out to houses to help tenants and allow them to be able to live
safely in their own home. 
In the second quarter of 2022, Building Services completed 22 full adaptations
and currently have 21 live jobs at various stages.   
3.4 Voids
Approximately 1,200 houses become void across Renfrewshire annually and
this level has remained steady for many years. 
Building Services work closely with Housing Services to maximise the number
of houses that are returned to the letting pool. All houses need to go through
the same process, but some are prioritised by tenant need and Building
Services work to accommodate and turn these houses around when the need
arises. Over 400 voids have been completed and returned to the letting pool in
2022/23. 
It should be noted that the volume of works within void houses has steadily
increased and on a regular basis there can be over 100 hours of work required
from Building Services resources in each house. Examples of work required
include new doors, kitchen and bathroom refit and new walls. 
As of the 14 October 2022, Housing Services have 209 void properties that
are with their voids team at various stages of progression through the system.
Only once all of the assessments, inspections and checks are completed are
they able to be passed to Building Services or an outside contractor. 
Building Services have agreed with Housing Services that they will take 25
void houses per week. This is based on current resources available within
Building Services. 
Void Returns Quarter 2 – 2022
Full Void Works*
*Inclusive Gas
Central Heating
(GCH) install
*Inclusive
Asbestos
Removal 
(ASB RE)
Preliminary Works
199 38 22 138

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3.5 Electrical Testing programme
As part of the on-going electrical compliance requirement of landlords,
Building Services, and other external contractors, have been working in
partnership with Housing Services to carry out the statutory 5-year check of
electrics within every tenanted household cross Renfrewshire (approximately
12,500 properties). Over the first 2 quarters of 2022/23, Building Services has
completed 919 electrical tests. Since the beginning of 2021 a total of 3,564
houses have been fully electrical tested by Building Services. 
Rolling periodic electrical installation condition programmes are being
established with colleagues in Housing Services, alongside a new process,
(similar to the statutory gas process) to ensure checks can be completed. 
3.6 Streetlighting 
In the second quarter of the year the Street Lighting Team performed well with
100% of all reported dark lamps attended within the 7-day timescale. In
addition, they attended 139 emergencies. 
Overall, in the first half of 2022/23, 100% of all reported dark lamps attended
within the 7-day timescale and attended a total of 342 emergencies. 
3.7 Capital Works 
Works have commenced on the replacement of two full kitchens in the
specialist HSCP young person’s facilities in Blackhall Paisley. 
A recent fire within one of the male toilet areas of Trinity High School caused
extensive damage which left the toilets unable to be used by the students. Full
refurbishment of the toilet was undertaken during the October holidays with
the toilet being fully functional for students returning after the October break. 
Building Services have been asked to prepare quotes for the replacement of 5
kitchens in Renfrewshire Health and Social Care Partnership (HSCP) facilities.
It is anticipated that this work will commence in January 2023. 
3.8 Compliance
Compliance tasks continue to be carried out by both external providers and
Building Services.  
In 2022/23, there are 2583 annual compliance tasks and to date, 1761 have
been completed (68%) - this will continue to improve as the year progresses.
The service continues to monitor and manage the tasks and performance is
on track to match the 2021/22 outturn.

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3.9 Contracts – CO2 monitors 
The installation of 359 CO2 monitors within the PPP estate has now been
completed and the devices are now actively monitoring. The Service awaits
the installation of the cabling to allow the devices to be monitored remotely,
this work is being undertaken by Amey as the appointed PPP contractor. 
3.10 Installation of LED Lighting 
The installation programme is now 70% complete with a reduction in electricity
usage being noted at each of the completed schools. To date, funding of
approximately £1.2m has been spent with just over £400k budget allocated to
cover the remainder of the works. 
3.11 Upskilling and Training 
Building Services and Hard FM are delighted to confirm that 3 officers have
now completed their Honours Degrees with Glasgow Caledonian University, 2
in Business Management and 1 in Quantity Surveying and they all graduated
over the summer. 
In addition, Building Services and Hard FM have been successful in obtaining
places for 4 members of the team to undertake the BA (Hons) in Business
Management with Glasgow Caledonian University (GCU). This now makes a
total of 8 members of the service now participating in this scheme and will
allow them to bring additional skills to their roles within the council. 
3.12  Work Hub 
The Workhub Job Management installation continues to progress, and the
Project Team is working on the remaining snagging issues and operational
changes still outstanding in partnership with the software supplier. 
The management information module InfoSuite is scheduled for installation in
early November, which will provide comprehensive reporting across the
product set for all the relevant service areas. 
4 Soft FM (Facilities Management)
4.1 The Soft FM service has been working with the Project Search team to help
develop training opportunities and are currently providing training places to
three candidates, across the service.  We will continue to support these
students to develop their skills and assist them to prepare for the world of
work. 
4.2  As part of the Council’s on-going commitment to our values “we value
learning” and providing learning and upskilling opportunities as part of the new
people strategy, Soft FM have been successful in obtaining places for 6
members of the team to undertake the BA (Hons) in Business Management
with Glasgow Caledonian University (GCU).   This brings a total of 7 members

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of the service now participating in this scheme – all of whom are committed to
progressing their careers.    
4.3 The service continues to work closely with colleagues from the Communities
and Housing service to provide meals to children attending the Street Stuff
activities.  Meals were provided during the October school break in various
locations across Renfrewshire. 
4.4 The service has recruited a new Facilities Officer whose role will focus on
menu and nutritional development for school meals and the delivery of the
catering service in HSCP premises.  Currently, around 10% of primary school
children have special dietary requirements, requiring bespoke menus to be
delivered to meet these needs – this new employee will be able to liaise with
parents and head teachers to ensure all these needs are met.  This will also
provide additional opportunities to develop future menus through consultation
and taster sessions. 
4.5 The service has been experiencing increasing levels of absence relating to
mental health issues. To help managers to deal with these issues, additional
training has been delivered to help provide the skills required to support
employees during these difficult times, including work undertaken during
Mental Health week. One of the service managers has volunteered to become
a mental health champion for the service and is linking with other colleagues
across the authority to share knowledge, support and experience. 
Implications of the Report 
1.  Financial – Any financial impact referenced in this report will be progressed
through the Council’s financial & budget planning process. 
2.  HR & Organisational Development – Any staffing changes from COVID-19
referenced in this report will be progressed through the Council’s HR policies,
including home working and flexible working. 
3. Community/Council Planning – the report details a range of activities which
reflect local community and council planning themes. 
4.  Legal – None 
5.  Property/Assets - None   
6.  Information Technology - None 
7.  Equality & Human Rights – The recommendations contained within this

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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 – The COVID-19 pandemic and possible issues arising from
Brexit has and will continue to have a significant impact on existing
contractual obligations and on the procurement of future goods and services
required by the Council. 
10.  Risk – None 
11.  Privacy Impact – None 
12.  COSLA Policy Position – None 
13.  Climate Change – The installation of LED lighting will support the Council’s
climate change goals. 
List of Background Papers - none 
Author: Gordon McNeil, Director of Environment & Infrastructure