Facilities Management Team Meeting - 9 August 2011

FACILITIES MANAGEMENT MONTHLY MANAGEMENT MEETING - 9 AUGUST 2011 DL’S OFFICE HAYES HOUSE

PRESENT    
David Livingstone
Keith Jones
Helen Willey
Laura Gribben
Alan Barnett

APOLOGIES      
Danielle Taylor
Paul Garner
Louise Hawley
Heather Askwith

1. PREVIOUS MINUTES  Agreed.
  
1.1. ACTION SCHEDULE  See Action Schedule.

2. DEPARTMENTAL PERFORMANCE

2.1. Budget Update & Savings – LH

The actual for the month is an over spend of £39k. The invoice for Hellaby rates has come trough. The projected out-turn has brought down around £50k based on the Hellaby site which did not seem to be included. DL asks if the Magna rates have been relinquished from Rotherham – AB will check. There is still an overall under spend but it is coming down. There are some things that are being reviewed in a way that he does not agree with, so this may take the under spent down some more.

2.2. Corporate Health Check Actions - DL

FM48 – establishment control and request to fill forms are in progress.
FM49 – update required from M&E Surveyor.
FM50 – in progress with M&E Surveyor.
FM51 – DL will proceed with advice from M&E Surveyor and the H&S Department.
FM52 – complete.
FM53 – continuous (HW).
FM54 – ongoing.

2.3. KPI’s – HW

HW hands out the recent report.

2.4. HR – PDR/Sickness  - KJ/HA

Update unavailable. LG to call HA a week before the meeting to obtain information on behalf of HW if HA has given her apologies.

3. DEPARTMENTAL MANAGEMENT   

3.1. Catering and Cleaning Update – KJ

Cleaning – KJ is working with HA to reconcile Oracle with vacancies and hours. Hellaby will become operational on 17 September.

Computer literacy is raising concerns with regards to NCALT.

Ecclesfield is receiving an award for good service (District Commanders Award).

COPC training is being changed to CPSS training.

All Diversity NCALTS have been completed.

The Regional Benchmarking Report has been sent to BCD.

The trade waste and skip hire contract is under review.

The window cleaning contract is on hold whist vetting is complete – two staff out of the three was declines, two replacements have been obtained and are awaiting results.

External adverts have been put out for the vacancies.

Sickness is 0% and long tern is 1.49% - great result.

Catering – Operation Manager and Catering Supervisor looking into ways to achieve profit. One staff member suspended for being absent without leave.
All check the 2012 calendar.

Skip – awaiting third quote.

3.2. Property Services Update – PG

Schemes – Red House – evaluating the tenders. Over budget.

HQ car park – under construction. H&S issue resolved after works ceased for three days.

Kier Park – office refurbishment.

Waterside Court – move the Central Ticket Office in October/November.

Hangar – installation of mezzanine storage floor.

RDH – the hydra suite will be converted into a strategic command centre in the event of the riots spreading to the North (relocation of strategic command centre from Ops Complex).

Minor Capital Schemes – HQ systems resilience – generator failure to start.

Carbrook – project manager appointed.

Some Departments have requested to NOT move into Carbrook. FM needs to confirm numbers.

3.3. Admin & Finance Update

Finance Office – specialist duties need to be confirmed for the meeting tomorrow.
Admin Phase 2 is pending. Additional duties currently working well.

3.4. Business Plan – DL/HW

HW will soon be able to update the plan with CHC information. Risk Register and Project Management software is sending out update reminders to risk/project owners.

4. FURTHER DEVELOPMENT

4.1. Risk Register

See 3.4.

4.2. Asset Management Register

Danielle Blackwell has been in contact with HW regarding the register. The Property register is up to date. The Joint Secretariat holds a list of assets and their values.

4.3. Business Continuity

Update/review pending.