PREMISES AND CAPITAL RESOURCES
PREMISES - REPAIR AND MAINTENANCE
ADULT SERVICES DEPARTMENTAL PROCEDURE NO:
04/07
Premises Management – Repair and Maintenance
DATE:
15 January 2007
EFFECTIVE
DATE:
15 January 2007
CATEGORY:
Premises and Capital Resources
KEYWORDS:
Premises – Repair and Maintenance
ISSUED BY:
Alan Bloomfield – Capital Resources Manager
CONTACT:
Alan Bloomfield – 01962 833030 SSHQCRAB
PROCEDURES
CANCELLED
OR AMENDED:
Procedure 28/98 ‘Premises Management – Repair and
Maintenance’ dated 1st August 1998 is cancelled.
REMARKS:
None
SIGNED:
DESIGNATION:
Assistant Director (Business & Performance Management)
YOU SHOULD ENSURE THAT:
You read, understand and, where appropriate, act on this information

All people in your workplace who need to know see this procedure

This document is available in a place to which all staff members in your
workplace have access
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PREMISES - REPAIR AND MAINTENANCE
PURPOSE
The objective of this procedure is to advise unit managers and others of the
arrangements that must be followed to ensure that sites and buildings are
adequately and appropriately repaired and maintained.
SCOPE
This procedure applies to all Adult Services Department buildings. There are
different detailed arrangements that must be followed for offices which are the
responsibility of Policy and Resources, and leased premises where the landlord may
be responsible for certain areas of maintenance as defined in the lease of the
premises.
POLICY
To ensure that the value of County Council capital assets is protected and that
service users and staff are provided with safe and appropriate environmental
conditions.
REFERENCES TO LEGAL, CENTRAL GOVERNMENT AND OTHER EXTERNAL
DOCUMENTS, INCLUDING RESEARCH
None
HAMPSHIRE COUNTY COUNCIL AND ADULT SERVICES DEPARTMENT
REFERENCES
Property Services Intranet – Information for building users
http://www3.hants.gov.uk/propertyintranet/pbr-propertyshared-management.htm
DEFINITIONS
None
ROLES AND RESPONSIBILITIES
1.
The Unit Manager will
1.1
Contact the relevant term maintenance contractor in the event of electrical or
mechanical breakdowns.
1.2
Contact the Property Services Emergency Call-Out Service in the event of an
out-of-hours emergency, 0870 242 2220
1.3
Refer all minor repairs to Property Services Customer Services.
1.4
Discuss any proposed building works, redecoration needs, site and grounds
maintenance issues, and kitchen and laundry equipment repair and
maintenance arrangements with the relevant Property Services Officer.
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Property Services will
2.1
Provide a full building maintenance and repair service.
2.2
Provide an emergency call out service and out of hours response.
2.3
Commission and manage all building works on behalf of Adult Services.
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The Capital Resources Manager will
3.1
Liaise on a regular basis with Property Services to ensure that all premises
repair and maintenance issues are resolved effectively, economically and in a
timely manner.
3.2
Keep this procedure under review and update it as and when necessary.
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Facilities Managers will
4.1
Support, assist and advise unit managers on any matters relating to the safe
and efficient operation of their premises.
AUTHORITY TO VARY THE PROCEDURES
Assistant Director (Business and Performance Management)
Head of Property Services
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PROCEDURE
Contents
1 Liaison arrangements
2 Term maintenance contracts
3 Programmed maintenance
4 Minor repairs and maintenance
5 Alterations to buildings
6 Site management
7 Grounds maintenance
8 Work by volunteers/voluntary organisations
9 Redecoration of Rooms
10 Performance standards
1.
LIAISON ARRANGEMENTS
1.1
Hampshire Adult Services 100+ buildings have a floor area of over one million
square feet. The Property Services Department provides the full range of
property management services in support of County Council premises and the
service-users and staff who occupy them.
1.2
Property Service Officers provide a single initial point of contact for property
repair and maintenance related requirements, the only exception to this being
moveable furniture and equipment which is the responsibility of the Equipment
Procurement Officer.
1.3
Complementing these roles are the recently created Facilities Managers who
will support the unit managers in the day to day operation of premises.
1.4
Their contact details and the areas they cover are as follows;
Lisa Hole
01962
847514
Aldershot, Alton, Andover,
Basingstoke, Gosport and Winchester.
Debbie Middleton
01962
847155
Eastleigh, Fareham, Havant, New
Forest, Petersfield, and Romsey.
Pauline Purnell
01962
Countywide
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1.5
Equipment
833025
Procurement Officer
Property Services also operate a Customer Services Centre 01962 847778
and Emergency Hotline for out of hours premises emergencies on 0870 242
2220.
2.
TERM MAINTENANCE CONTRACTS
2.1
Property Services have arranged a number of term contracts to cover key
mechanical and electrical plant and equipment in all Adult Services
establishments. These contracts cover regular routine servicing and
breakdowns to heating, electrical and plumbing systems.
2.2
The need for any major repairs or replacements will be referred to Property
Services by the term contractor. The term contracts ensure that all systems
are regularly maintained and kept in safe and effective working order, that
repairs are only undertaken by qualified engineers and that there is 24 hour
cover for breakdowns and emergencies.
2.3
Details of all the term contractors relating to each unit can be obtained on the
Property Services Intranet site, or from the relevant Property Services Officer.
3.
PROGRAMMED MAINTENANCE
3.1
Proposed, major repair, maintenance and replacement works will be fully
discussed between Unit Managers and Property Services Officers. Large
scale works will have a pre-start meeting involving the contractor and regular
progress meetings while the works are taking place.
3.2
Non-urgent repair and maintenance works will also be the subject of detailed
discussion to ensure that they are implemented in a way and at a time which
causes the minimum possible disruption and inconvenience to residents,
service users and staff.
4.
MINOR REPAIRS AND MAINTENANCE
4.1
There are no delegated funds or authority for Unit Managers to raise minor
repair and maintenance orders. All requests for works must go through the
Property Services Customers Services Centre on 01962 847778.
4.2
All requests for minor improvements e.g. decorations and additional socket
outlets, must be referred direct to the relevant Property Service Officer.
4.3
Electrical and mechanical system failures should be referred to the relevant
contractor.
5.
ALTERATIONS TO BUILDINGS
5.1
When alteration or improvements (as opposed to repairs and maintenance)
are considered desirable the proposal should be discussed initially with the
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relevant Service and Facilities Managers and, subject to their comments and
support, with the Property Service Officer. They will seek any technical
assistance necessary to evaluate the proposal and put it forward for
consideration for funding as part of the Adult Services minor works
programme.
5.2
Proposed major schemes require the support of Assistant Directors and Area
Directors and are prioritised on an annual basis by the Departmental
Management Team before submission to the Adult Services Executive
Member for consideration.
6.
SITE MAINTENANCE
6.1
Repairs to defective boundary fences, drives, car parks, paths, etc., and the
lopping and felling of dangerous trees are commissioned on an ad hoc basis
having regard to environment and, particularly, safety considerations. The
need for such works should be reported initially to the relevant Property
Service Officer who will seek the necessary technical assistance and funding.
7.
GROUNDS MAINTENANCE
7.1
All contracts for grounds maintenance are subject to tender and are based
upon a common specification. Proposals to vary the exiting grounds
maintenance regime should be raised initially with the relevant Property
Services Officer.
8.
WORK BY VOLUNTEERS / VOLUNTARY ORGANISATIONS
8.1
All work to County Council premises must be of an appropriate standard and
any proposed use of volunteers / voluntary organisations must be discussed
with the Property Services Officer in the first instance.
9.
REDECORATION OF ROOMS
9.1
Property Services will endeavour to organise decoration and re-flooring vacant
bedrooms where this necessary before they can be offered to new residents.
Your Property Services Officer will be able to arrange this for you in a matter
of a week or so.
10.
PERFORMANCE STANDARDS
10.1 The Property Services Department can be contacted 24 hours a day 7 days a
week.
10.2 The Customer Services Centre operates from 8:30am to 4:30pm every
weekday on 01962 847778 and an emergency call-out service is available at
all other times on 0870 242 2220.
10.3 Response Times
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Emergencies: Immediate service
General building matters: report back within 4 weeks
All correspondence will be acknowledge and followed up with a
full reply or site visit within 4 weeks.
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DEPARTMENTAL DISTRIBUTION LIST
ALL MANAGERS
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