Attending: Julie Birkett, Lyn O’Reilly, John Petrie, Peter Lloyd, John Offless, Billy Collins, Jonathan Smith, Chris Thompson, Elizabeth Hall, Jean Appleton, Jacqueline Clayburn, Tricia McCarthy, Kay Lindley, Janice Attwood, Charlie Tebbutt, Amjad Zarman, John Winkley, Rita Tyas, Clive Halliwell, Stephen Jones, Phil Green, Jackie Walters

Apologies: Jan Martin, Sue Easton, Janet Bates, Frank Kuhne

The purpose of the Facilities Management Task Group was established:

A consultative group composed of governors, head teachers and school bursars/business managers, with representatives from each geographical area and from Phase One schools, would develop recommendations for a facilities management contract for all the schools in the Pathfinder programme. These recommendations would be considered by governing bodies in the Autumn Term.

The following schedule of meetings was agreed, all at 6.00pm, Future House:

Members received a presentation which outlined the definition of a facilities management contract, hard and soft facilities management, rationale for inclusion in the pathfinder programme, and perceived opportunities and threats.

Options for a facilities management contract were presented and discussed.

It was agreed that the options would be considered in detail at the next meeting. Further information on contract issues would also be provided.

Attending: Sharon Furness, Julie Birkett, John Petrie, Janice Attwood, Jacqueline Clayburn, Peter Lloyd, John Offless, Billy Collins, Tony Sibbons, Janet Taylor, Sue Mansfield, Charlie Tebbutt, David Horn, Chris Thompson, Jan Martin, Brent Fitzpatrick, Alan Jarvis, John Winkley, Stephen Jones, Jackie Walters, John Gray, Clive Halliwell.

Apologies: Jonathan Smith, Kay Lindley

The options for a facilities management package of services were considered and the following decisions were made:

The FM services below to be proposed for inclusion in the FM contract.

Building maintenance (routine and life cycle)

Grounds maintenance

Care-taking and portering

Cleaning

Utilities

Security

The inclusion of catering in the FM contract would be the main focus for discussion at the next FM Task Group meeting.

The schools represented on the FM Task Group would identify commonality in the following "soft" FM services.

Reception

Switchboard

Reprographics & media support

Clerical support

Bursarial services, payroll and general financial administration

Human resources support

ICT services associated with the administrative function

Classroom assistants

Laboratory technicians

Teacher training support

Supervision e.g. lunchtime or playground

General educational consultancy e.g. curriculum analysis

School transport and/or minibuses

ICT support and maintenance (curriculum)

The findings on commonality and inclusion of any of these services in the FM contract would be considered at the next FM Task Group meeting.

The LEA would produce a flow chart of governing body decision making.

Beckfoot had submitted a number of questions to consider. These would be considered when relevant during the discussion and at the next meeting.

Key Points

During the discussion the following points were made:

Include as many services as possible to create an attractive package for the private sector, in terms of economies of scale, to minimise schools unitary charge and to protect and maintain the quality of both new and existing school buildings and facilities.

One governor expressed the wish for each school to have a pick and choose contract.

Schools currently outsource a number of soft FM services, but do so on the basis of choice, if they are not satisfied they can change contractor.

Whilst accepting that the private partner would be selected through a competitive process, lessons need to be learnt from the SERCO contract, where targets were reduced after the contract was signed.

Some of the soft FM services included in the options are education specific rather than building specific. The private partner consortium would need to be of a different nature to accommodate these.

School transport refers to school mini buses, but there may also be an opportunity to improve on current home to school transport arrangements.

Transport for special schools is costly and specialist.

Implications for Confederations of the FM contract should be taken into account.

Catering

Soft FM Services – identify commonality; consider for inclusion in the contract.

Contract Issues

Questions for Consideration – Beckfoot.

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