Community Schools Capital Maintenance Works Programme 2017/18 Appendix A Community Schools Capital Maintenance Works Programme 2017/18 and Schools Devolved Formula Capital Grant (DFCG). Strategic Business Justification Version 0.03 Page 1 of 12 Community Schools Capital Maintenance Works Programme 2017/18 Community Schools Capital Maintenance Works Programme 2017/18 INITIATIVE NAME and Schools Devolved Formula Capital Grant (DFCG) INITIATIVE MANAGER John O’Brennan (Acting Capital Programme Manager) INITIATIVE OWNER Graham Olway DATE 10/02/17 1.0 EXECUTIVE SUMMARY 1.1 Executive Summary Every year, the County Council is awarded a Government grant to enable it to meet its statutory responsibilities to maintain its Community Schools estate and ensure quality education can be delivered in a safe learning environment. School Condition Allocations are made to those bodies responsible for the maintenance of buildings (referred to as ‘responsible bodies’). Local authorities are deemed responsible bodies and receive funding for maintained non-VA schools. Responsible bodies received a fixed allocation for 2015-16, which the DfE said would be indicative of their second and third year allocations. The DfE intend to update these indicative allocations annually to reflect new or closing schools and where a school moves to a new responsible body. The grant funding is awarded by Department for Education based on their property data survey and information provided from our asset management systems. The award for 2017/18 was confirmed in February 2016 as £7,049k. This grant income will be used to cover 100% of the costs of delivering the planned programme of works. In previous years it has been possible to include contributions from schools totalling 5% of the project outturn costs, however, current financial pressures on schools and difficulties in securing a 5% contribution from many schools suggests the 5% school contribution cannot be assured. However, if school contributions are secured, a further report will be issued once the value of the contributions is confirmed. Based on previous years, the DfE announced an additional ‘top-up’ allocation in April 2017 that reported our allocation is now £8,130,669 and so the capital programme will need to be increased to that amount. The DfE also allocates Schools an annual Devolved Formula Capital Grant (DFCG) allocation that totals £1,694k in 2017/18. This funding is used directly by schools and is not controlled by the County Council. A programme of £7,049k works has been prepared in consultation with the Cabinet Member for Education and Skills and a Headteacher stakeholder group. The programme was developed through the annual bid submission system, which relies on condition data and the Department for Education’s scoring system to identify the most urgent needs. The programme includes an allowance for emergency works to ensure that, should such events occur, they do not result in school closures. Following agreement by the Cabinet Member, schools have been notified of the proposed list of projects and informed of the indicative budget allocation. Page 2 of 12 Community Schools Capital Maintenance Works Programme 2017/18 1.2 Recommendations 1. To approve the attached programme of works for delivery during the financial year 2017/18 and to approve the increased allocation of £1,082k bringing the total capital allocation to £8,131k for capital maintenance. 2. A specific business case for any single project in excess of £500k will be taken through the WSCC governance process. 3. To note the DfE allocation of £1,694k in 2017/18 for Schools Devolved Formula Capital Grant (DFCG) and this is assumed to continue for each year during 2017-22 2.0 STRATEGIC CASE 2.1 Purpose This document outlines the maintenance requirements to meet the most urgent condition needs in Community Schools across West Sussex. The demand is based on data arising from School Premises Development Plans and associated funding bid submissions. 2.2 Strategic Context 2.2.1 Local Authorities are under a statutory duty to secure safe and sufficient education provision within their areas. The Community Schools Capital Maintenance Works Programme (CSCMWP) 2017/18 identifies capital condition related improvement schemes planned for implementation during the coming financial year to meet these needs. 2.2.2 Asset management principles have been applied in considering property asset condition, priority of need and impact on service delivery and end users. The nature and severity of deterioration of the property is used to model the level of funding required to maintain the assets to an appropriate level of service/condition. Site specific information is validated by a site inspection and a condition and priority score is applied, based on the defect severity and type using the DfE scoring mechanism. In addition, we may apply a number of other factors which have an influence on prioritization. These include: • Procurement/Value for Money – linkage of works with other projects at the school • Partnerships – opportunities for partnership funding with others • Environmental, Legal & Safety Risks – factors that have an impact on the use of the property, third party claims & accidents • Customer/stakeholder - complaints and/or requests for attention 2.2.3 Opportunities to consider longer term strategic planning and value for money of capital investment over a longer term e.g. 5 years, will be undertaken to allow focus on specific elements such as roofing, heating etc. and the benefits that could arise from a framework approach. The Education Funding Agency (EFA) are undertaking a Condition Data Study of all school buildings over the period 2017 to Autumn 2019 to collect data about the condition of school buildings and how they are used. The results of this survey will be made available to local authorities and will influence the future capital investment priorities for schools across West Sussex. Page 3 of 12 Community Schools Capital Maintenance Works Programme 2017/18 2.3 Case for Change A. Business needs 2.3.1 The Premises Development Plan system is used to indicate schools where identified maintenance needs should be considered. This forward planning system should be employed by all Community Schools, regardless of whether they procure FM SLA services or not. These plans form the first phase of the asset management approach in the form of a forward programme of needs. As schemes move up the condition deterioration rating system, they are moved into a bidding status for funding. As outlined previously, the successful bids form the works programme, as tabled. 2.3.2 The schemes forming the 2017/18 programme aim to; • Ensure we meet our statutory obligations to provide safe learning and working environments. • Deliver schemes necessary to improve the safety critical aspects of properties. • Ensure schools remain open for business at all times 2.3.3 The programme has been monitored and reviewed regularly to ensure expenditure remains on track throughout the year. Programme changes and capital governance will be administered through the Education Hub, the Strategic Capital Investment Board and reported via the WSCC Total Performance Monitor. This report seeks to update the Capital Maintenance Programme to reflect the progress made. B. Benefits 2.3.7 The main benefits arising from the delivery of these projects include :- • Implementation will enable the County Council to meet its statutory responsibility with regard to the provision of school places in safe and properly maintained buildings. • Contributing to the Future West Sussex Plan to improve the quality of life of those living, working and visiting West Sussex C. Risks 2.3.8 The top risks identified are detailed in the table below Risk Risk Risk Risk Description Risk Consequences Control Measures No Owner Manager Projects delayed and Early preparation and Delay in approval of Graham 1 various key holiday works approval of programme Olway periods missed programme Condition issue not Request prompt resolved and safety decision making; raise Failure to achieve Graham 2 various implications and issues at the earliest programme Olway possible closure may point; monitor result programme Page 4 of 12 Community Schools Capital Maintenance Works Programme 2017/18 Early meeting with planners, ensure a Obtaining Planning Graham 3 various Cost and time overrun fully application is consent Olway made to facilitate early validation by planning Consult extensively with Client and Client changes to Graham building users during 4 building requirements various Cost and time overrun Olway design stage, establish during construction and use change control process Unforeseen works to Carry out onsite Graham 5 existing building and various Cost and time overrun surveys and Olway in the ground investigation. Cost of project delivery Failure to deliver all Graham Preparation of Cost 6 exceeds budget various the required works. Olway plan; monitor budget; allocation Cost overrun Regularly review cost Graham plan and allow 7 Tender fluctuations various Cost overrun Olway reasonable contingencies Appointed contractor Failure to deliver on Graham Use approved 8 ceases trading during various Programme. Cost and Olway Contractor contract period. time overrun Ensure school has allocated sufficient funds and agreed to pay before School cannot afford to Graham 9 various Budget issue commencing works. fund contribution Olway Agree repayment plan that does not impact on teaching and learning, if in deficit 3 ECONOMIC CASE 3.1 Available Options 3.1.1 As schools direct DCFG funding levels are generally low, ‘Do Nothing’ for notable maintenance issues is not an option as buildings are likely to fall into a state of disrepair due to lack of school funded investment. Health and safety risks and the potential closure of buildings is therefore a high risk under this option. This leaves the option of do something. Under a Do Something scenario, the County assembles bids on behalf of schools for notable maintenance issues. The bids are reviewed and accepted into the draft programme based on condition rating and affordability.