PREMISES SERVICES NEWSLETTER – OCTOBER 2016 TECHNOLOGY FORGE CLOUD The TF Cloud customer portal is now live for those schools that buy in to our service. You were sent your user name and user manual on the 13 th July. The portal will allow you to view your property data, log help calls and view your contract maintenance inspections. You can of course continue to ring us with any repair and maintenance issues. URL: https://tfcloud-shropshire.technologyforge.com/login Please note on your first log in you will need to use the ‘forgotten password’ link to set your own password. If you have issues accessing the system, identify data which is incorrect or not for your site, or have a query, please email [email protected]. CONDITION SURVEYS We have been commissioned to carry a Condition Survey of your school. Due to the number of surveys to be carried out across the County, the surveys will need to be carried out during term time. All our surveyors have been DBS Enhanced checked and will present identification upon arrival to your property. As part of the survey the data collection will involve an electronic device such as tablet/iPad. The surveyor may be also required to take appropriate photographs to capture the condition of building elements using the tablet/iPad or digital camera. The Condition Surveys are being carried out on a block by block basis, meaning surveyors will be required to survey the external and internal areas of the school property but may not need to gain access to every classroom. However, your co-operation and access where possible would be appreciated. One stop shop for all your property needs Premises Services working together to fulfil your vision
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PREMISES SERVICES NEWSLETTER – OCTOBER 2016
TECHNOLOGY FORGE CLOUD
The TF Cloud customer portal is now live for those schools that buy in to our service. You were sent your user name and user manual on the 13th July. The portal will allow you to view your property data, log help calls and view your contract maintenance inspections. You can of course continue to ring us with any repair and maintenance issues.
Please note on your first log in you will need to use the ‘forgotten password’ link to set your own password. If you have issues accessing the system, identify data which is incorrect or not for your site, or have a query, please email [email protected].
CONDITION SURVEYS
We have been commissioned to carry a Condition Survey of your school.
Due to the number of surveys to be carried out across the County, the surveys will need to be carried out during term time. All our surveyors have been DBS Enhanced checked and will present identification upon arrival to your property. As part of the survey the data collection will involve an electronic device such as tablet/iPad. The surveyor may be also required to take appropriate photographs to capture the condition of building elements using the tablet/iPad or digital camera.
The Condition Surveys are being carried out on a block by block basis, meaning surveyors will be required to survey the external and internal areas of the school property but may not need to gain access to every classroom. However, your co-operation and access where possible would be appreciated.
A member of our team will contact you in due course to arrange, in advance, an appointment to carry out the survey.
Our Land Surveyors will also be arranging a visit to check the floor plans and update them if necessary.If you have any queries relating to this, please do not hesitate to contact a member of the team.
ACADEMIES
Those of you who are considering Academy status in the future, please feel free to contact Steve Carpenter (Premises Services Manager, [email protected] , 01743 281094). Academy status does not mean you are on your own, we will continue to provide our full service and offer you support and advice along your transformation journey.
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The heating season is fast approaching; schools should fire their respective boilers up before the bad winter weather to check for any faults.
Also, schools that have oil fired boiler plant should check the level of oil in their storage tanks ensuring they have sufficient quantity for the start of the heating season.
There may be other checks and services needed to make sure the winter period goes smoothly for you. Please contact your mechanical surveyor for advice.
FIRE RISK ASSESSMENT
From 2017 we will be offering a Fire Risk Assessment Service. Please contact your surveyor or a member of our team for further details.
TREND CONTROLS
Trend is the brand name of an energy management system that the council now use. It is a computerised control system that looks at the outdoor and indoor temperatures and calculates the latest time it can bring the heating on to achieve 21 degrees within the building.
We have an ongoing programme to remove any existing old optimisers and replace them with up to date computerised Trend controls.
The newer Trend controls are modern and a lot more flexible than the existing controls. When boilers are replaced the controls are upgraded to the new Trend controls as standard.
The installations will be conducted by Nyke Energy who are based in Oswestry.
SLA ELECTRICAL SAFETY BULLETIN SAFETY CONCERNS OVER THE USE OF 230V “SAFETY PLUG” SOCKET INSERTS
During visits to site by your electrical surveyor’s and engineers it has been noticed that a lot of buildings, especially nurseries, are utilizing plug socket inserts to provide an additional level of safety to power sockets. We have been reviewing these devices and would strongly advise that you remove them from use as they can actually pose a safety risk.
All sockets in the UK are designed with a shutter arrangement so that the live and neutral pins have an internal shutter over them which is pushed down when the plug is inserted (this is why the earth pin on the plug is longer). The live part of the socket is only accessible with the shutter lifted. If the shutter is lifted due to damage, the live part of the socket is at a depth deep enough where it is not possible to put any fingers into the holes far enough to get a shock, unless you insert a conducting object.The following problems have been highlighted with their use: Firstly if the inserts are removed, they can be inserted upside down which will allow the shutters to lift allowing possible access to the live parts; Secondly there is no British Standard for these inserts, meaning they have not been tested accordingly and there is no standard of build quality; Thirdly if the earth pin breaks off as
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shown in the photo below (which was taken at a Shropshire school), it once again leaves the shutters lifted leaving the live parts exposed for possible access.
With these faults in mind the NHS has banned them from all locations from June of this year, this can be seen at https://www.cas.dh.gov.uk/ViewandAcknowledgment/ViewAlert.aspx?AlertID=102494The following websites further explains the areas of concerns http://www.fatallyflawed.org.uk/http://www.nurseryworld.co.uk/nursery-world/news/1158900/doh-guidance-highlights-dangers-of-plug-socket-covers
We would advise that these devices are removed immediately and if you have any problems with broken pins, jammed inserts or any other problem with the socket or insert then please contact your Premises Services nominated electrical surveyor or the Property Maintenance administration team.
USE OF NON-SHROPSHIRE COUNCIL APPROVED CONTRACTORS
All the contractors used by the Premises services team have gone through a stringent list of requirements to be included on our approved contractors list. This is because we as a service are only as good as the contractors that we send to do the servicing and repairs on our sites. This gives you peace of mind for a quality and professional service and most of importantly a “safe” repair.
Some properties choose to employ contractors directly but this cannot guarantee the quality of the job especially as some of these contractors are not on our approved list. This means that as they are being instructed directly they are not under the control and direction of your dedicated qualified surveyors within premises services. Unfortunately, these decisions can lead to unsafe installations as shown in the photographs below taken in our properties where the work has not been completed by our approved contractors.
The photo on the right shows a situation where the electrician has installed a new distribution board and not fitted the gland plate on the top of the board, this is a 3 phase distribution board running at 400 Volts where anything dropped or inserted into the top of the board would cause a serious electric shock, fire or explosion. The brown and blue cables are single core cables with no mechanical protection so pose a significant electric shock risk if they are damaged in any way. When this was found it was rectified as an emergency job by one of our approved contractors at the cost to the premise.
The photograph below shows 2 circuit breakers in a distribution board. The school were having problems with circuits tripping in a certain area so they instructed an electrician to look at the job. Their solution was to remove the correctly sized circuit breakers and install larger 63A rated circuit breakers.
Obviously the nuisance tripping disappeared however these circuits are wired in 4mm cable that has a current carrying capacity of 32A. In this case the cables could be overloaded and not trip the circuit protection leading to damage to the cables or a fire within the distribution board or conduits. This was picked up on a routine 5-year periodic electrical
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installation and repaired as an emergency job by one of our approved contractors at a cost to the premise.
The photograph on the right was picked up on a routine PAT inspection and really needs no explanation except that the job has been done by a person with no specific training, competence or knowledge. This was rectified immediately by our PAT inspection engineer.
In conclusion, using contractors who are not on the approved list under the control of your dedicated surveying team could lead to not only additional costs for repair of defective installations, but also cause serious damage or injury within your property.For further advice, please speak to your dedicated Premises Services surveyor or contact the office help desk on 01743 281079.
HIGHLIGHTING POTENTIAL PROBLEMS
We are constantly helping schools by actively looking for potential future problems and putting strategies in plan to prevent the closure of a school. Below is an example of corrosion of heating pipes at Woodfield Infants which was uncovered by their mechanical surveyor, Ian Pengilly.
Ian took immediate action to remedy the situation by:
1 – Arranging for an Asbestos survey to be carried out. 2 - Asbestos contractor removed asbestos and made safe the duct.3 - Safety Certification was issued on completion of the area concerned.4 - Mechanical Contractors instructed to replace defective pipes.5 - System filled and tested.6 - Heating system operational.
This process took about 8 weeks and if this had been in the depths of winter the school may have been closed for a minimum of 2 weeks.
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SUMMER PROJECTS
Coleham Primary SchoolWith more holes than Henry's bucket, Coleham's roof had only received patch repairs since it's construction circa 1910. This summer marked the end of a three year phased scheme to replace both the pitched and flat roofs to the original building. The scheme also brought the opportunity to insulate the roof and bring the 100-year-old+ roof up to current building regulations. This scheme will not only enhance the energy efficiency of the building but will also prevent a lot of disruption to classes due to severe water ingress. Many thanks must go to the staff and pupils for allowing each phase to continue through term time.
Mary Webb School This summer Mary Webb received funding to create a secure lobby. As funding was greatly limited this year the school offered to contribute a significant sum towards the project providing we could solve their disjointed administration accommodation within the scheme.
In order to meet the budget constraints and solve both problems we could not build a new extension to house the lobby, so the existing office accommodation was altered significantly and the main entrance
was brought into the heart of the school with a large open plan administration office adjacent.
Only 4 weeks into the new term the school have reported that the new layout has provided exactly what they needed as well as meeting stringent safeguarding recommendations. Many thanks to the school staff for mucking in towards the end of the project and to Mr Salmon for volunteering for the smallest office.
SPOTLIGHT ON NEIL CASTLE, ELECTRICAL SURVEYOR, SOUTH TEAM
I am Shropshire born and bred and a father of two. I joined Premises Services in 2014 as a trainee surveyor, following 10 years as an electrical contractor. I was promoted to Electrical Surveyor earlier in the year after passing an HNC in Electrical Engineering at Shrewsbury College.
I enjoy challenging myself and putting myself in new situations, I feel promoting our service and listening to our customers are some of the most important aspects of my job.
In my private life, family always comes first, but I do find the time to play a spot of weekend football, although my ankles, knees and hips are starting to tell me to hang the boots up and get the golf clubs out, Fore.
I enjoy socialising and have always taken an active part in our fundraising activities, which are always enjoyable and very worthwhile to our various causes. Next month I will be attempting to grow a moustache alongside colleagues for Movember, this may prove to be a touch embarrassing for myself as at the tender age of 32 I am still unable to grow any facial hair of note, any contributions to my
embarrassment will be very much welcomed.
STAFF UPDATE
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Benedict Williams has now joined the admin team whilst Jess Tinkler is on maternity leave.
Emma Lant recently gave birth to a beautiful daughter who they have named Olivia (photo) and they are enjoying spending time together.
Hot off the press, Jessica Tinkler also gave birth to a healthy daughter on the 7 th October, named Megan, photo to follow in the next edition.
RECRUITMENT
Robert Finnen will be joining us in November as a Trainee Building Surveyor. Robert will join Phil Brown’s Corporate Landlord team
DRAGON BOAT RACE
On Sunday 3rd July, Premises Services and Public Protection joined forces to take part in the Dragon Boat Race along the River Severn in aid of Severn Hospice. As a result, the ‘Wild Wild West Wing’ have raised in excess of £2,500!
Although our rowing technique was a little out of sync, we were highly commended by the High Sherriff of Shropshire for our fancy dress theme of Cowboys and Indians. The team were well supported by colleagues, family and friends to ensure a great day was had by all.
PREMISES SERVICES BAKE SALE
On Thursday 29th September we held a Macmillan Coffee morning to raise money. As you can see from the photo below, many delicious cakes and savoury goods were made by members of our team and Public Protection.
As well as selling cakes, Di Horton offered much needed shoulder and neck massages for a donation and managed to raise £55.
NORTH SURVEYING TEAMAndy Jones Surveying Team Leader 281061Clive Thomas Electrical Surveyor 281071Daron Lewis Building Surveyor 281060Ian Pengilly Mechanical Surveyor 281090Dominic Evans Trainee Surveyor 281064Martin Ellis Architectural Technologist 281089Pete Brown Engineer (Electrical Design) 281091Terry Kerr Building Surveyor 281056Luke Blakeway Electrical Surveyor 281093Suzanne Claydon Senior Architectural Technologist 281097
SOUTH SURVEYING TEAMNick Breeze Surveying Team Leader 281087Alistair Jones Engineer (Mechanical Design) 281095Bethan Humphreys Building Surveyor 281088Graham Corbett Electrical Surveyor 281070Harvey Gould Architectural Technologist 281072Andy Clough Building Surveyor 254863Neil Castle Electrical Surveyor 281052Nick Morgan Trainee Building Surveyor 281019
CORPORATE LANDLORDPhil Brown Senior Building Surveyor 281067Daniel Davies Building Surveyor TBCRobert Leighton Building Surveyor 281065Dave Engler Land Surveyor 281078Darren Milner Assistant Land Surveyor 281086Maldwyn Evans Surveying Project Officer 281048
CLERK OF WORKSRichard Roberts Project Manager/Senior Clerk of Works 281075Scott Gerrard Clerk of Works 281075
ADMINISTRATIONHelen Hale Senior Premises Admin Officer 281096Katie Travis Contract Maintenance Officer 281054Jacob Williams Contract Maintenance Assistant 281152Di Horton Premises Admin Assistant 281085Jo Clarke Premises Admin Assistant 281059Benedict Williams Premises Admin Assistant 281055Geoff Evans PAT Technician 281055
We have found your team to be professional, helpful and courteous throughout our playground project. They took the vandals on site in their stride, knew in advance what they were likely to do and prepared for it.
There were additional odds and ends we asked for help with during the process and your colleagues supported without hesitation.
We would certainly employ your firm again, it is not just about the most reasonable price, it is also about the positive relationship between contractors and customers and your team certainly provide great customer service!
I would like to pass on my thanks for the work done by George Birchall on our boilers today and compliment them on their work.
TESTIMONIALS
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just a quick message regarding Neil and Bethan, I want to thank them for the support they have given me and the school during this summer’s project. The have been very professional and a credit to your department. Bethan, Neil and Nick have also supported me through a very hard week, they have been very caring and very supportive and have made a difficult period a little easier to handle. Again all three are a credit to your department. SLA responsibilities
between tenant and ERF are clear within the SLA document compared with other documents from service providers.
When I phone in to report a problem, the admin team always greet me personally. This is very welcoming and makes me feel that we really care for our customers. They are also very helpful in listening to the problem and informing me of which contactor will be coming to site.
I always have complete confidence and trust in the surveyors that serve our school. Thanks to Bethan for pursuing opportunities for obtaining money for projects. Any minor works are dealt with quickly and efficiently.
I wanted to express my thanks to Premises Services and the contractors for the excellent job in organising the works to the property. It’s very much appreciated, particularly given the sensitivity and time constraints.
