SCHOOLS ASSET MANAGEMENT PLAN GUIDANCE

All schools must have an Asset Management Plan.   Its purpose is to bring together:

• All available information to prioritise expenditure on your school site and buildings

• and raise educational standards and achievements at your school

What is in an Asset Management Plan (AMP)?

It’s a property management document, covering 3 to 5 years, arranged in ‘layers’ of priority using key data as below.   The purpose is to ensure that schools prioritise scarce financial resources on priorities identified by the data in a clear transparent and accountable manner.  

THE FIRST LAYER

Condition data

Base Data is contained in a condition survey of all areas of the school, every 5 years.   The survey assessments are rated A-D with D being the worst, and 1-4 with 1 being the worst.   Thus schools should be addressing at least all D1 and C1 items.   The survey is held on file in school and updated on annual visits by the LEA surveyor.  It contains recommended annual capital priorities plus estimated costs.  This is provided to the school by Property and Legal Services, contact Chris Hartfield chris_hartfield@bathnes.gov.uk.

Suitability data

Survey of all teaching and non teaching accommodation which assesses curriculum delivery against size, environment, location and fittings, including IT.  H & S is also assessed.   In B&NES, initial surveys were done in 2002 and updated annually with changes to school accommodation.  

The assessments are rated A – D

            A is worst - unable to deliver the curriculum

            D is manageable - adverse effect on school management

A and B are LEA priorities for investment as these indicate either a school does not have enough spaces to deliver the curriculum or those that it does have are either so undersized that curriculum delivery is impaired.  A and B categories are those which gain DfES funding.

This data is provided to the school electronically by the Schools Asset Manager

Sufficiency Data

Annual surveys that assess EVERY usable space: teaching, gross building, team playing field, playing field area and site area.

The data provides workplace numbers and determines the capacity range at your school from which you decide your Indicated Admission Level.

This is provided to the school electronically by the Schools Organisation Manager.

SECOND LAYER DATA

•Ofsted inspection criticisms and recommendations.

•School Development Plan targets.   This should also be reflecting DfES identified priorities such as extended services, early years targets, 14-19 agenda, etc.

•School Repair and Maintenance schedule.

•Other school plans eg, Traffic, IT.

•Security – Input from the LEA or Crime prevention liaison officer.   This must be proportionate and relevant.   Security advice tends to prioritise protection of property as it is very easy to spend significant sums of money protecting property.

•Health and Safety – Annual school audits of both buildings and site. 

THIRD LAYER DATA

•Audits of specialist areas in secondary schools.

•Annual on-site inspections of  equipment, including play equipment.

•Traffic Safety inspections carried out and reports provided by H & S officers

•Disability Discrimination Act – Statutory from October 2004.  The DfES has produced Building Bulletin 91 which gives detailed and explicit guidance for disability faculties.  Priority is to be given to this document where it may differ from Part M in the revised Building Regulations May 2004.  This is a critical element of any building project.

• Schools must consider all needs, but especially visual, hearing and mobility for all users of its facilities including visitors and parents.

• Access audits have been carried out but can be updated via the LEA H & S officer, Maggie Atterbury.

ALL THE DATA - HOW TO PRIORITISE?

The DfES has identified poor condition building stock as a key priority and funds LA on the basis of condition data.  Thus condition of school and site must be the driver which is then overlaid with the other data 

•Where condition items are either  met, then deficiencies in Suitability and Sufficiency determine priorities for expenditure

•All other information is used then to prioritise in key areas 

 PUTTING TOGETHER THE AMP

Many schools create a folder (either electronic or paper) containing all the first level and second level information.  A table can be created of all the highest priorities, timescale, cost, funding sources, action dates and personnel. 

The AMP is a living document and should be updated annually to take account of work completed, financial pressures and changing DfES targets.  

Although Governors often assist with assembling an AMP, responsibility for the funding and works in a school lie with the head who must understand and be signed up to the plan. 

OTHER CONSIDERATIONS

•Scale of works:  series of small improvements might be more cost effective and beneficial to educational achievement than one ‘big hit’

•Timescale for works must also be considered.   Building inflation is around 7-10% per annum.   Any project requiring planning permission must allow 3 months plus applying for and receiving building control approval

FUNDING SOURCES

Can you afford to meet your priorities?  Available sources are:

•LCVAP (but priorities ALWAYS determined by the Dioceses)

•Devolved formula capital grant.  For many schools devolved formula capital is the most usual means of funding capital projects.   All projects are required to meet key priorities

•LEA Seed capital challenge funding

•LEA Access funding (only for statemented pupils or those at a designated accessible school)

•LEA BMIS funding (available only if in the scheme which is managed by Property and Legal Services )

• School revenue funding – use of revenue for capital purposes has to be authorised by Schools Capital and Organisation Team.

• School PTA funds

WHAT NEXT?

•Voluntary Aided school must discuss your plans with the Diocese Schools Officer, Tess Robinson.   Voluntary Controlled schools who are considering third party use of their school buildings or site must also notify the Diocese

•Seek specific advice from LEA personnel both in the Schools Capital and Organisation Team and Property Services.

PROJECT PROCUREMENT

•Consider how to procure works: the headteacher is the ‘Client’ and has responsibility for personnel and activities on the school site

•This responsibility remains with the headteacher and cannot be delegated to a governor, architect or contractor.  You must demonstrate either your own competency to run a project or that of any professional you hire.   If you use an external architect you must ensure scope of the work they are to do and ensure you have approved what they are to do.   You also must ensure that all required checks have been carried out  – asbestos survey, building control applications, etc.  You cannot simply delegate all responsibility for a project to the architect.  

•Be clear about your requirements – write a brief with as much detail as possible. 

•Seek advice from the Diocese on professional support required

•Tell the LEA what you are proposing to do, who you intend using and how its to be funded.

PROJECTS

These must meet financial standing orders – any queries should be taken up in the first instance with your LA finance officer and also internal audit.

•Remember common sense: seek competitive quotes, take up references, talk to previous clients, inspect previous works, request copies of professional insurance and certification.

 

Useful information: contact list, LEA devolved capital guidance

Children's Service Capital and Organisation Team

Schools Asset Manager, Fiona Randle     01225 395151

Schools Organisation Manager, Helen Hoynes      01225 395169

Education Finance

LMS Accountant, Mandy Cheshire      01225 395138

Schools Finance Officer Manager, Wendy Fry      01225 394494

Internal Audit

Richard Denning,        01225 477406

Property and Legal Services

Peter Trigger              01225 477102

Condition survey data, Chris Hartfield        01225 477157

Asbestos, Paul Banning      01225 477184

Education Health and Safety          01225 395115