East Cambridgeshire District Council

DRAFT Service Plan for Facilities Management 2010-2013

Service Purpose

To support the Council in achieving its service priorities and corporate objectives
through the efficient management and maintenance of Council facilities and assets
for the benefit of staff, customers, Members and residents of East Cambridgeshire.

1. Profile of Services

The Facilities Management service is part of the wider HR & Facilities

Management department, which falls under the responsibility of the Deputy
Chief Executive. Facilities Management is divided into several smaller teams,
who work together to provide a wide range of both discretionary and statutory
services: -


 Property and Asset Management

 Parks and Open Spaces

 Maintenance

 Office Services

 Reprographics, Printing, Post and Document Management

 Emergency Planning and Business Continuity Management

 Health and Safety

The profile of each service/team is set out below.

Property and Asset Management

The Property and Asset Management service is responsible for managing the
Council’s land and property portfolio, including Council offices, commercial
and retail units.

The key functions and responsibilities are as follows:


 Development and delivery of the Council’s asset management plan;

 Building management, maintenance and refurbishment; and

 Energy monitoring and reduction of CO2 emissions.

Parks and Open Spaces

The Parks and Open Spaces service is responsible for the management,
maintenance and development of approximately 68 hectares of public open
space throughout the district, which includes 10 children’s play areas, 12
public car parks, 11 closed churchyards and approximately 26 miles of
awarded watercourses.

The service is also responsible for the development and maintenance of the
Council’s award winning Jubilee Gardens in Ely. The park was opened in
2002 by Prince Phillip to mark the Queens Jubilee and has been awarded the
prestigious Green Flag Award since 2005. This has been achieved through
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a successful partnership between the Council and the Friends of Jubilee

Gardens.

The key functions and responsibilities are as follows: -


 Grounds maintenance and safety of all public open space, closed
churchyards and public car parks;

 Grounds maintenance of the Grange and other Council assets;

 Propagation and planting of floral displays including over 200 hanging
baskets and planters, provided through partnership working;

 Award ditch maintenance controlling vegetation and removing silt
deposits and debris to ensure the free flow of water to protect local
land and properties from flooding;

 Weekly safety inspections of children’s play areas by ROSPA trained
staff and carrying out any required maintenance work;

 Working with other Council services, including Democratic Services
(local, general and European elections), Development Control and
Legal Services (adoption of land), Environmental Services (travellers
sites), Forward Planning (tree maintenance), Community Services
(markets, tourism and sporting events); and

 Providing an out of hours emergency service (e.g. dangerous
structures, emergency work due to vandalism).

Maintenance Service

The Maintenance service is responsible for the maintenance and repair of the
Council offices and other assets owned or leased by the Council, including the
management, maintenance and cleaning of eleven Public Toilets in the
district.

The service has been successful in achieving Loo of Year awards since 1999
in recognition of the high standard of public facilities provided by the Council.

The key functions and responsibilities are as follows: -


Maintenance and repair of Council owned buildings and car parks;
Maintenance and repair of Council owned public footpaths, fencing
and boundary walls;

Maintenance and repair of 3 Traveller’s sites, comprising of 32 units
each with kitchen and bathroom facilities;

Cleaning, and maintenance of the Council’s Public Toilets;

Installation, maintenance and repair of street nameplates within
required timescale to limit the impact on emergency services;

Installation, maintenance and repair of street furniture including
benches, litter and dog bins;

 Working with other Council services, including Democratic Services
(local, general and European elections), Environmental Services
(travellers sites, fly tipping, collection of drug paraphernalia),
Community Services (markets, tourism and sporting events); and

 Providing an out of hours emergency service (e.g. dangerous
structures, emergency repairs).

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The Maintenance team use a range of general building skills to assist with
the management and maintenance of the Council’s assets, in a prompt and
cost effective way.

Office Services

Office Services are responsible for providing a range of support services

across the Council and daily support to other services within Facilities
Management, particularly parks and open spaces, maintenance, asset
management and health and safety.

The key functions and responsibilities of the service are as follows:


 Management, maintenance and security of Council offices, including
health and safety;

 Management, maintenance and procurement of office equipment and
facilities;

 Caretaking and cleaning services, including Oliver Cromwell House
and E-Space sites; and

 Car parking at the Grange.

Reprographics, Printing, Post and Document Management

This service also provides a range of support services across the Council,
from graphic design, printing, procurement of stationary supplies and post
room services.

The key functions and responsibilities of the service are as follows:


 Graphic design work, including print, web, newsletter, brochures,
leaflets, stationary, posters and GIS mapping;

 Printing service, including committee agendas, newsletters and
leaflets;

 Mail room service;

 Document management, including the scanning and indexing of mail;

 Procurement of stationary supplies; and

 Word processing service, including committee agendas and reports

Emergency Planning and Business Continuity Management

The Emergency Planning and Business Continuity Management service, in

partnership with the County Council, is responsible for ensuring that the
Council can continue to deliver key services in the event of an emergency and
meet its statutory obligations under the Civil Contingencies Act 2004.

The key functions and responsibilities are as follows:


 Preparation and implementation of emergency plans in response to a
wide range of emergency situations;

 Business continuity management for the Council; and

 Raising awareness of business continuity management with local
businesses and voluntary organisations.

Health & Safety

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The Council’s Health and Safety Advisor is responsible for providing advice
and guidance on the management of health and safety in the workplace and
ensuring compliance with the Health and Safety at Work Act 1974 and other
relevant legislation.

The key functions and responsibilities are as follows:


 Providing advice and guidance to managers on health and safety
legislation;

 Reviewing and implementing the Council’s Health and Safety Policy
and other related policies;

 Overseeing the completion of risk assessments, accident and incident
investigations and the provision of appropriate training; and

 Reporting of work related injuries, diseases and dangerous
occurrences to the Health and Safety Executive.

2.0 Resources

An organisation chart for Facilities Management is shown below.

Deputy Chief Excutive

Head of HR and Facilities Management

Principal Facilities and

Asset Management Officer

Quantity Surveyor
(p/t) (fixed term)

Senior Open Spaces and Facilities Team Leader Reprographics and Facilities
Maintenance Officer Support Team Leader

Parks and Open Spaces Maintenance Team Leader Administrative Assistant (1 f/t, 1 p/t) Facilities Support Officers
Team Leader Maintenance Assistants (2 f/t, 1 p/t) (3 f/t, 2 p/t)
Facilities Cleaners (7 p/t)

Parks and Open Space Team (10) Maintenance Assistants (2)

Apprentice Gardener Public Facilities Cleaners (6 p/t)

3. Context

External Drivers


 Health & Safety legislation

 Fire Safety legislation

 Civil Contingencies Act 2004

 Disability Discrimination Act 2005

 Building Control legislation and standards

 Audit Commission – Use of Resources
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
 National Indicators for Local Government

 Planning Guidance (S106 Agreements – adoption of land /
Conservation)

 Guidance on the provision and inspection of play areas for children

 PITT Review: Lessons learnt from the 2007 Floods

Key Partners

The Facilities Management service works closely with other internal services
and also with local organisations, community groups and other partners
including those listed below: -


 Council Members and Officers; 
 Sanctuary Hereward;

 Cambridgeshire County Council; 
 Ely Society;

 Other District Councils; 
 Friends of Jubilee Gardens;

 Ely City Council and Parish Councils; 
 EARTH charities;

 Environment Agency; 
 Ely Horticultural Society;

 Internal Drainage Boards; 
 The Civic Trust;

 ROSPA; 
 Victoria Green Open Space Group;

 Commission for Architectural and 
 Anglia Revenues Partnerships;
Built Environment (CABE); 
 Ely Museum;

 Institute of Parks and Green Space 
 Cambridge Acre;
(IPGS); 
 The Stained Glass Museum;

 Improvement and Development 
 Cambridgeshire Search and Rescue;
Agency (I&DeA); 
 Emergency Services;

 Contractors; 
 Health Protection Agency;

 Tenants; 
 Helping Has Vounteer group;

 ESPO; 
 Institute for Sport, Parks and Leisure

 Royal Mail; ISPAL);

 British Toilet Association; 
 The Carbon Trust

 Ely in Bloom committee;

Service Objectives


 To develop a Corporate Asset Management Plan to ensure that
Council buildings are fit for purpose for the delivery of existing and
future services and community requirements.

 To reduce carbon emissions from Council buildings as part of the
Council’s overall Carbon Reduction Management Plan.

 To ensure that equipment and facilities are safe, clean and well
maintained for use by the public, staff and Members.

 To support staff and Members through the delivery of effective and
efficient services.

 To retain the Green Flag Award status for Jubilee Gardens.

 To consider the adoption of the “Towards An Excellent Service” in
Parks and Open Spaces (TAES) Framework.

 To use environmentally sustainable practices and products where
possible.

 To understand the community needs and aspirations through
partnership working.

 To improve financial stability through partnership agreements.

 To work with partners to effectively manage all difficulties presented
by major emergencies, of any type, with the principal aims of

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preserving life and property, minimising harmful effects and bringing

about a swift return to 'normal' life.

 To review the Council’s health and safety arrangements to ensure
compliance with relevant legislation.

4. Links to Corporate Objectives

The work of the Facilities Management service links closely with the Councils
corporate objectives to deliver high quality services, to work with our partners
and to manage sustainable growth.

5. Service Plan Priorities

The table below summarises the main Service Plan priorities, described in
terms of 1, 2 and 3-year priorities, reinforcing the ‘rolling nature’ of three year
service plans. These priorities have informed the operational plan, which is
set out in Appendix A of this report.

Service Objective Service Plan Priorities Year

(1,2 or
3)

To develop a To develop an up to date asset 1

Corporate Asset register.
Management Plan to
ensure that Council
buildings are fit for
purpose for the
delivery of existing and
future services and
community
requirements.

To reduce carbon To implement recommendations 1,2

emissions from
Council buildings as
part of the Council’s
overall Carbon
Reduction
Management Plan.
from the Carbon Trust.
Contribute to NI 185: CO 2 1,2 & 3
reduction from the Council’s
operations.

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To ensure that
equipment and
facilities are safe,
clean and well
maintained for use by
the public, staff and
Members.
To support staff and
Members through the
delivery of effective
and efficient services
To retain the Green
Flag Award status for
Jubilee Gardens
To consider the
adoption of the
“Towards An Excellent
Service” in Parks and
Open Spaces (TAES)
Framework.
To use
environmentally
sustainable
practices/products
where possible.
To understand
community needs and
aspirations through
partnership working.
To improve financial
stability through
partnership
agreements.
To improve and develop the 1,2 & 3
maintenance of open spaces.
To improve and develop the 1,2 & 3
management and maintenance of
Award ditches to ensure the free
flow of water.
To maintain the Council’s public 1,2 & 3
toilets to ensure cleanliness and
accessibility.
To ensure that all children’s play 1,2 & 3
areas managed by the Council met
ROSPA recommended standard
To deliver the maintenance 1,2 & 3
programme for the main offices and
other assets owned or leased by the
Council.
To effectively manage the Council’s 1,2 & 3
in-house cleaning service.
To ensure that all services provided 1,2 & 3
by Facilities Management are
delivered to customer’s
expectations.
To ensure that Jubilee Gardens 1,2 & 3
continues to meet the key criteria for
the Civic Trust Green Flag Award
scheme.
To assess performance against the 1
TAES Framework.
To adopt environmentally friendly 1,2 & 3
working practises.
To involve users in the development 1,2 & 3
of the Council’s open spaces
To increase the level of satisfaction 1,2 & 3
with Parks & Open Spaces as
measured through the Place survey
To successfully deliver on the 1,2 & 3
grounds maintenance partnership
agreement with Sanctuary
Hereward 1,2 & 3
To investigate other opportunities
for partnership agreements
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To work with partners
to effectively manage
all difficulties
presented by major
emergencies, of any
type, with the principal
aims of preserving life
and property,
minimising harmful
effects and bringing
about a swift return to
'normal' life.
To assess the risk of emergencies 1,2 & 3
occurring and use this to inform
contingency planning.
To produce a Corporate Business 1,
Continuity plan.
To review departmental business 1,2 & 3
continuity plans to prevent or reduce
interruptions to Council business.

To review the
Council’s health and
safety arrangements
to ensure compliance
with relevant
legislation.
To review the Council’s Health & 1,2 & 3
Safety Policy.
To review completed health and 1,2 & 3
safety risk assessments and report
findings to Management
Team/Heads of Service 1,2 & 3
To minimise the risk of fire 1,2 & 3
To work towards the achievement
of British Standard Accreditation –
BS OHSAS 18001:2007
(Occupational health and safety
management systems.

6. Monitoring and Performance of Priority Areas

The objectives and targets set out in the Service Plan are monitored in a
number of ways, including through the use of staff accountability statements,
the corporate Performance Plus system and briefings between the Principal
Asset & Facilities Management Officer and Head of HR & Facilities
Management.

7. Risk

No operational activities have been assessed as having a high likelihood of

not being achieved, and to be of critical impact.

8. Departmental Training Needs

No. of Staff Subject Timescales

1-2 Updates – Health & Safety Annually
Legislation

TBC Rest Centre and Incident Officer 2010

1-2 Updates – Emergency Planning Annually

TBC Relevant best practice seminars Annually

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East Cambridgeshire District Council Appendix A – Operational Plan

To develop a corporate asset management plan to ensure that Council buildings are fit for purpose
Service Objective 1:
for the delivery of existing and future services and community requirements

Related Corporate
Delivering High Quality Services
Objective: Managing Growth
Supporting Objective: Target at End of Period
To develop an up-to-date asset register.
Lead Officer
Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: Completion of condition surveys for all Principal
Council buildings. Facilities and
August Asset
Management
2010
Officer /
Quantity
Surveyor
Supporting Indicators: Establish property database.
Review of legal requirements.
Allocate resources
Key Indicator: To introduce a schedule of planned Principal
maintenance based on completed property Facilities and
surveys and review on an annual basis. Asset
June 2010 June 2012 June 2013 Management
Officer /
Quantity
Surveyor
Supporting Indicators: Analyse condition survey results and prioritise work.
East Cambridgeshire District Council Appendix A – Operational Plan

To reduce carbon emissions from Council buildings as part of the Council’s overall carbon
Service Objective 2:
reduction management plan

Related Corporate
Delivering High Quality Services
Objective: Managing Growth
Supporting Objective: To implement recommendations from the Target at End of Period Lead Officer
Carbon Trust. Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: To develop project plan. Principal
April 2010 Facilities and
Asset
Management
Officer

Supporting Indicators: To obtain quotes for recommended work.

Supporting Objective: Contribute to NI 185 CO2 reduction from the Target at End of Period Lead Officer
Council’s operations. Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: To investigate options for reducing CO 2 Principal
emissions. July 2010 July 2012 July 2013 Facilities and
Asset
Management
Officer / Facilities
Team Leader

Supporting Indicators: Monitor data on a quarterly basis.

East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 3: To ensure that equipment and facilities are safe, clean and well maintained for use by the public,
staff and members

Related Corporate Delivering High Quality Services

Objective: Managing Growth
Working in Partnership

Supporting Objective: To improve and develop the maintenance of Target at End of Period Lead Officer
open spaces Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: Senior Open
% of annual grounds maintenance work Spaces and
programme completed on schedule. 90% 93% 95% Maintenance
Officer
Supporting Indicators: To complete the annual grounds maintenance programme
To work in partnership with other Council services to ensure community needs are
being met.

Supporting Objective: To improve and develop the management Target at End of Period Lead Officer
and maintenance of Award ditches to ensure
the free flow of water. Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: To complete the Award ditch maintenance Senior Open
programme according to annual plan. 95% 95% 95% Spaces and
Maintenance
Officer
Supporting Indicators: To complete Award ditch bank and hedge maintenance programme.
To complete 25% of Award ditch de-silting programme each year.
To carry out quarterly inspections.
East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 3: To ensure that equipment and facilities are safe, clean and well maintained for use by the public,
staff and members
Supporting Objective: To maintain the Council’s public toilets to Target at End of Period Lead Officer
ensure cleanliness and accessibility.
Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: Senior Open
Number of Public Toilets achieving Loo of Spaces and
the Year standard. 11 11 11 Maintenance
Officer
Supporting Indicators: Completion of quality inspection reports.

Supporting Objective: To ensure that all children’s play areas Target at End of Period Lead Officer
managed by the Council met ROSPA
recommended standard. Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: To ensure that weekly inspections are Senior Open
carried out for all Council owned play areas. 100% 100% 100% Spaces and
Maintenance
Officer
Supporting Indicators: Maintain records of inspections.
Annual inspection to be carried out by ROSPA and the Council’s Insurance providers.
East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 3:
Related Corporate
Objective:
Supporting Objective:
Performance Indicators relating to this supporting objective:
Key Indicator:
Supporting Indicators:
To ensure that equipment and facilities are safe, clean and well maintained for use by the public,
staff and members
Delivering High Quality Services
Working in Partnership
To deliver the maintenance programme for Target at End of Period Lead Officer
the main offices and other assets owned or Year 1 Year 2 Year 3
leased by the Council.
To devise programme of work based on the Senior Open
Corporate Asset Management Plan. August Spaces and
April 2011 April 2012 Maintenance
2010
Officer / Facilities
Team Leader
Review priorities within Asset Management Plan.
Monitor progress and quality of work.
Allocate resources.

Supporting Objective: To effectively manage the Council’s in-house Target at End of Period Year Lead Officer
cleaning service. Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: % of customers satisfied with the in-house Facilities Team
cleaning service. 75% 80% 85% Leader

Supporting Indicators: Annual review of cleaning schedule.

Completion of quality inspection reports.
Conduct annual staff satisfaction survey.
East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 4:
To support staff and members through the delivery of effective and efficient services
Related Corporate Delivering High Quality Services
Objective:

Supporting Objective: To ensure that all services provided by Target at End of Period Lead Officer
Facilities Management are delivered to
customer’s expectations. Year 1 Year 2 Year 3

Performance Indicators relating to this supporting objective:

Key Indicator: Conduct annual staff satisfaction survey. Facilities Team
Leader / Senior
Open Spaces
and Maintenance
September September September Officer /
2010 2011 2012
Reprographics
and Facilities
Support Team
Leader
Supporting Indicators: Availability of scanned post for departmental collection each day.
% of graphic design jobs completed within agreed time.
% of staff satisfied with the printing and stationery service.
% of staff satisfied with Office Services.
East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 5:
To retain the Green Flag Award status for Jubilee Gardens
Related Corporate Delivering High Quality Services
Objective:
Working in Partnership

Supporting Objective: To ensure that Jubilee Gardens continues to Target at End of Period Lead Officer
meet the key criteria for the Civic Trust
Year 1 Year 2 Year 3
Green Flag Award scheme.
Performance Indicators relating to this supporting objective:
Key Indicator: Annual review, update and submission of the Senior Open
Jubilee Garden management plan. December December December Spaces and
2010 2011 2012 Maintenance
Officer
Supporting Indicators: Complete annual maintenance work programme.
East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 6: To consider the adoption of the “Towards an Excellent Service” in parks and open spaces (TAES)
framework
Related Corporate Delivering High Quality Services
Objective:

Supporting Objective: To assess current performance against the Target at End of Period Lead Officer
TAES Framework. Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: Develop clear understanding of the Principal
framework and assess the benefits of formal Facilities and
adoption. March Asset
Management
2011
Officer/Head of
HR & Facilities
Management
Supporting Indicators: Assessment of current performance agai nst framework.
Assessment of advantages/disadvantages of adoption.
East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 7:
To use environmentally sustainable practices and products where possible.
Related Corporate Delivering High Quality Services
Objective:
Working in Partnership
Supporting Objective: To adopt environmentally friendly working Year Target at End of Period Lead Officer
practises. Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: Implementation of environmental policies Senior Open
and procedures Spaces and
2010 2011 2012
Maintenance
Officer
Supporting Indicators: Where possible plants will be sourced from a grower that has a peat free policy.

Only use mulch that is produced by the Council. Where additional mulch or soil
improvers are required use green waste that is produced by the local landfill site or
forestry mulch purchased from a local supplier.

Consult with organisations such as the Bat Conservation Trust, RSPB and the Wildlife
Trust.

Ensure work is only carried out when impact to wildlife is at a minimum.

East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 8:
Related Corporate
Objective:
Supporting Objective:
Performance Indicators relating to this supporting objective:
Key Indicator:
Supporting Indicators:
Supporting Objective:
Performance Indicators relating to this supporting objective:
Key Indicator:
Supporting Indicators:
To understand community needs and aspirations through partnership working
Delivering High Quality Services
Working in Partnership
To involve users in the development of the Target at End of Period Lead Officer
Council’s open spaces
Year 1 Year 2 Year 3
To promote the Green STAT national online Senior Open
survey and include links to the Council’s September Spaces and
Parks & Open Spaces website. 2010 Maintenance
Officer
Investigate effective ways of promotion.
Analyse results.
Present findings to Principal Facilities & Asset Management Officer/Head of HR &
Facilities Management.
To increase the level of satisfaction with Target at End of Period Lead Officer
Parks & Open Spaces as measured through
the Place survey Year 1 Year 2 Year 3
% of respondents satisfied with the Council’s Senior Open
parks and open Spaces in the district 2012 Spaces and
Maintenance
Officer
Address any issues identified where appropriate.
East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 9:
To improve financial stability through partnership agreements
Related Corporate Delivering High Quality Services
Objective:
Working in Partnership

Supporting Objective: To successfully deliver on the Grounds Target at End of Period Lead Officer
Maintenance Partnership Agreement with
Year 1 Year 2 Year3
Sanctuary Hereward.
Performance Indicators relating to this supporting objective:
Key Indicator: To meet agreed performance indicators Senior Open
December December December Spaces &
2010 2011 2012 Maintenance
Officer
Supporting Indicators: Monthly review meetings with Sanctuary Hereward

Supporting Objective: To investigate other opportunities for Target at End of Period Year Lead Officer
partnership agreements Year 1 Year 2 Year3
Performance Indicators relating to this supporting objective:
Key Indicator: To initiate exploratory meetings with Principal
partners/other organisations March March March Facilities and
2011 2012 2013 Asset Mgmt
Officer/Head of
HR & Facilities
Management
Supporting Indicators: Identification of suitable services/partners
East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 10:
Related Corporate
Objective:
Supporting Objective:
Performance Indicators relating to this supporting objective:
Key Indicator:
Supporting Indicators:
To work with partners to effectively manage all difficulties presented by major emergencies, of any
type, with the principal aims of preserving life and property, minimising harmful effects and
bringing about a swift return to ‘normal’ life
Delivering High Quality Services
Working in Partnership
To assess the risk of emergencies occurring Target at End of Period Lead Officer
and use this to inform contingency planning. Year 1 Year 2 Year3
To review and update the Council’s Principal
Emergency Plans. Facilities and
September September September Asset Mgmt
2010 2011 2012 Officer/Head of
HR & Facilities
Management
Identify best practice.
Ensure sufficient resources and training is in place.
Present updated plan to Management Team/Heads of Service.

Supporting Objective: To produce a Corporate Business Continuity Target at End of Period Year Lead Officer
plan
Year 1 Year 2 Year3
Performance Indicators relating to this supporting objective:
Key Indicator: Corporate Business Continuity Plan adopted Principal
by Management Team and relevant December Facilities and
Committee 2010 Asset Mgmt
Officer/Head of
HR & Facilities
Management
Supporting Indicators: Identify best practice.
Prepare draft document.
Present updated plan to Management Team/Heads of Service.
East Cambridgeshire District Council Appendix A – Operational Plan

Service Objective 10:
Supporting Objective:
Performance Indicators relating to this supporting objective:
Key Indicator:
Supporting Indicators:
To work with partners to effectively manage all difficulties presented by major emergencies, of any
type, with the principal aims of preserving life and property, minimising harmful effects and
bringing about a swift return to ‘normal’ life
To review departmental business continuity Target at End of Period Year Lead Officer
plans to prevent or reduce interruptions to
Year 1 Year 2 Year3
Council business.
To review template and develop procedure December Principal
for reviewing and updating each plan. 2010 Facilities and
Asset
Management
Officer
Identify best practice.
Prepare draft template.
East Cambridgeshire District Council Appendix A – Operational Plan

To review the Council’s Health and Safety arrangements to ensure compliance with relevant
Service Objective 11: legislation

Related Corporate Delivering High Quality Services

Objective:
Working in Partnership
Supporting Objective: To review the Council’s Health & Safety Target at End of Period Lead Officer
Policy. Year 1 Year 2 Year 3
Performance Indicators relating to this supporting objective:
Key Indicator: To formally review the Council’s Health and Principal
Safety Policy. Facilities and
December December December
Asset
2010 2011 2012 Management
Officer
Supporting Indicators: Identify and incorporate any changes to legislation/best practice.
Present to Management Team/Joint Consultative Committee/Personnel Committee.

Supporting Objective: To review completed health and safety risk Target at End of Period Lead Officer
assessments and report findings to
Management Team/Heads of Service. Year 1 Year 2 Year 3

Performance Indicators relating to this supporting objective:

Key Indicator: Health and safety risk assessment to be Principal
completed annually. March March March Facilities and
2011 2012 2013 Asset
Management
Officer
Supporting Indicators: Review completed assessments and advise Management Team/Heads of Service of
any medium/high risks identified.
Ensure that new staff receive appropriate training.
East Cambridgeshire District Council
Service Objective 11:
Supporting Objective:
Performance Indicators relating to this supporting objective:
Key Indicator:
Supporting Indicators:
Supporting Objective:
Performance Indicators relating to this supporting objective:
Key Indicator:
Supporting Indicators:
Appendix A – Operational Plan
To review the Council’s Health and Safety arrangements to ensure compliance
with relevant legislation
To minimise the risk of fire Target at End of Period Lead Officer
Year 1 Year 2 Year 3
To achieve low risk fire status each year Facilities Team
December December December Leader
2010 2011 2012
Complete annual fire risk assessment and minimise any hazards.
Ensure weekly testing of the fire alarms using different call points each week.
Hold two fire drills per year to ensure evacuation procedures are tested.
Complete Fire Warden training for new staff and annual refresher training for all
existing Fire Wardens.
Ensure fire panel and emergency lighting is checked as required for faults.
Ensure fire alarm panels, sounders and smoke detectors are serviced every 6 months.
Ensure all fire extinguishers are inspected annually and training provided for Fire
Wardens.
Fire safety files are maintained for each site.
To work towards the achievement of British Target at End of Period Lead Officer
Standard Accreditation – BS OHSAS
18001:2007 (Occupational Health and
Year 1 Year 2 Year 3
Safety Management Systems).
Develop clear understanding of the British Principal
Standard and assess the benefits of formal December Facilities and
accreditation. 2010 Asset Mgmt
Officer/Head of
HR & Facilities
Management
Assessment of current performance against British Standard
Assessment of advantages/disadvantages of achieving accreditation
East Cambridgeshire District Council Appendix A – Operational Plan

Risk Matrix

Likelihood
(1) Rare (2) Unlikely (3) Possible (4) Likely (5) Almost Certain

(5) Catastrophic 5 10 15 20 25

(4) Major
4 8 12 16 20
Impact

(3) Moderate 3 6 9 12 15

(2) Minor 2 4 6 8 10

(1) Insignificant 1 2 3 4 5
East Cambridgeshire District Council Appendix A – Operational Plan

RISK ANALYSIS – Key risks to the Facilities Management service

Description of Risk Control Measures Risk Score Risk Owner/ Additional Additional Adjusted Risk
(Describe event, Review Control Cost/ Score
consequence & outcome) Frequency Measures Resources
Required
Loss of building through Fire risk Likelihood 1 Facilities Team Replacement TBC Likelihood 1
fire leading to partial or assessments Impact 5 Leader /enhancement Impact 4
total loss of building. carried out Risk 5 of existing fire Risk 4
annually or when Annually alarm system.
any significant
changes are
introduced.

Fire equipment
and fire alarm
systems to be
serviced in
accordance with
fire legislation.

Fire drills to be
held each year.

All electrical
inspections and
testing to be
carried out in
accordance with
current legislation.
East Cambridgeshire District Council Appendix A – Operational Plan

Reduction in staff through Maintain cover Likelihood 2 Principal Development N/A Likelihood 2
illness leading to impact through flexible Impact 3 Facilities and of Corporate Impact 3
on service delivery. working Risk 6 Asset Business Risk 6
arrangements. Management Continuity Plan
Officer

Reduction in budget Asset Likelihood 3 Principal Completion of N/A Likelihood 3

leading to the risk of not Management Plan Impact 4 Facilities and condition Impact 3
meeting legal obligations prioritises Risk 12 Asset surveys for all Risk 9
and therefore the potential maintenance Management Council assets
for prosecution. programme of Officer / to determine
work and details Quantity priorities and
minimum annual Surveyor budget
budget costs. allocation

Councils not meeting its The Council’s Likelihood 3 Principal The Council’s N/A Likelihood 2
health and safety Health and Safety Impact 4 Facilities and Health and Impact 4
obligations leading to policy. Risk 12 Asset Safety policy Risk 8
prosecution by HSE Management to be updated
Risk assessments Officer and reviewed
to be carried out annually or
for all departments when any
and reviewed significant
annually or when changes are
any significant introduced.
changes are
introduced. Review of
completed risk
assessments
by the
Council’s
Health &
Safety Advisor