Long Term Maintenance Policy (Rev.2)

Residential

Introduction

Long Term Maintenance (LTM) is non-routine work usually of a value in excess of £10 000 and required when building or engineering elements

  • have failed
  • are in imminent danger of failing
  • no longer comply with statutory requirements

Remedial works may not always be on a “like for like” basis when alternative solutions will give more value for money solutions in terms of future maintenance and/or utility costs. Wherever possible such works should be incorporated into existing/proposed capital and improvement schemes so as to further reduce costs and minimise disruption.

Annual condition surveys provide the data allowing potential projects to be identified. Surveys are undertaken by construction and/or engineering professionals supplemented by input from accommodation site managers. Information is collated on a database (which allows enough flexibility for updates as required) and used to prepare the 5 year accommodation LTM plan and generates comprehensive property condition reports for the residences portfolio.

The reports are also used to return information to the Higher Education Statistics Agency (HESA) about the overall condition of the residential estate and the costs to return the whole of the residential estate to a category B (see category definitions).

It is the aim of Newcastle University’s Accommodation and Hospitality Service to maintain 80% of the estate in condition A or B, this target is reviewed annually.

Each financial year a 5 year draft plan is produced so that the plan is ongoing; as a working document it can then be regularly updated to reflect any new issues or opportunities that arise. The Accommodation Strategy and Improvement Life Cycle schedules will be key components of the plan.

Monitoring and reviews of projects is done through financial and progress reports being presented to the Steering Group that meets on a monthly basis and can make any decisions as appropriate.

Condition Survey

The condition survey database consists of 3 groups, these being

  • Functional Suitability
  • Physical Condition
  • Fire, Safety and Statutory

All the above have further sub groups to allow for a thorough assessment of the physical condition and legislative compliance of the property. This assessment is carried out annually by Estates Maintenance, Accommodation & Hospitality Services’ improvements surveyor or Halls Managers. As already highlighted the survey can be conducted whenever and the plan updated as necessary.

Appendices 1 & 1b list the sub groups for the database main groups and the priority definitions used to accurately forecasting budget costs needed to ensure that buildings/residences meet agreed standards i.e. condition A or B.

M.E. Hunter

Director Accommodation and Hospitality Services

S. Lynn

Head of Maintenance

ESS

31.08.2011

Appendix 1 – Physical Condition Sub-Groups

Structure

Ceilings

Doors

Drainage

Ducts and Basements

Domestic Water

Boilers

Floors

Other

Roads, Paths and Yards,

Showers and Toilets

Windows

Roof

Walls

Lighting and Power

Electrical Distribution

Heating

Lifts

Ventilation and Air Conditioning

Fire, Safety and Statutory Sub-Groups

Asbestos

Fire Safety

Emergency Lighting

Health, Safety and Other

Legionella

Fixed electrical testing

Appendix 1b -Priorities 1 – 9

Priority 1 -Essential for safety reasons. Cannot justify doing other work ahead of this.

Priority 2 -Essential for legislative reasons. High risk to University if not dealt with.

Priority 3 - Needed to bring plant or facility back into use. Improves utilisation/efficiency. Or slightly lower legislative priority than 2

Priority 4 -Highly unreliable, regular failure of plant or fabric. Drain on resources keeping it going.Disruptive to operation of University

Priority 5 -Poor condition.Creates poor impression. Low safety risk

Priority 6 -Identified as Desirable - Very High. Would be done if finance was available.

Priority 7 -Identified as Desirable - High. Would be done if finance was available.

Priority 8 -Identified as Desirable - Medium. Would be done if finance was available.

Priority 9 -Identified as Desirable - Low. Cost to improve to condition B.

Approved by LTM and Services’ Major Projects Steering Group 18.10.2011