Health and Safety Advisory Unit - Belfast Education & Library Board

FACILITIES MANAGEMENT
INFORMATION SESSION
Monday 15 th January 2007

Programme
7:00 pm Introduction to the FM Unit
William Mc Intaggart
7:10 pm School Catering
Janet McAlister
7:30 pm Maintenance Services
David Burgess
8:00 pm Tea/Coffee
8:15 pm Health, Safety and Security
Brendan O’Reilly

FM Unit created June 2005
Aims:
Background
• To assist the board with the delivery of a holistic
approach to facilities management
• To provide an integrated/coordinated approach for FM
within the Board
• To support learning through the delivery of high
quality services
• To facilitate learning by improving the infrastructure
in which it takes place
• To develop a range of support services to a standard
that meets customer requirements

Service Profile
• BELB responsible for providing services within the
catchment of the Belfast city council area 115km2
population 274,000 people (approx.)
• BELB Estate Floor Area 650,000 sq metres
Approximately - 185 Schools
60,000 pupils
40 youth units
22 libraries

Service Provision to Schools
The level of service provided to a school is dependent on the sector to
which it belongs.
Controlled Schools – owned and funded by the board and managed
through Boards of Governors. The board is the contracting authority for
capital projects in this sector and are the direct providers of
maintenance and facilities management services to these schools.
Maintained Schools – owned by trustees and are managed through
Boards of Governors. The running costs of the schools are funded
through the board and capital costs are procured, managed are funded
directly by the Department of Education. Maintenance and facilities
management services are provided by the board.
Irish Medium Schools and Grant Maintained Integrated
Schools – owned by Trustees and are managed through Boards of
Governors. The running costs of the schools are funded through the
board and capital costs are procured, managed and funded directly by
the Department of Education. Maintenance and facilities management
services are provided by the board.

Service Provision
The Facilities Management Fm Unit is responsible for providing range of
support functions to schools. These functions comprise of the following:
Maintenance
This service is responsible for the
maintenance of building, grounds, mechanical
and electrical units throughout the board
estate, including energy efficiency and
asbestos management.
Administration Unit
Operation of the HELPDESK facility, invoicing,
accounts, quotations and tenders, legal and
claims administration as well as the
acquisition and disposal of property.

Education Catering
Building Cleaning
Provision of school meals to schools within
the board area providing up to 20,000 meals
each day. The service also provides
breakfast, break service and catering for
functions to schools and other locations.
Responsible for training, advice and support
to all building supervisors and cleaners and
operation of the BELBCLEAN scheme.
Health, Safety
Provision of health and Safety and Security
Security and PPP Management for the board estate also
Contact Management
Contract Management for the Board PFI
schools.

FM Improvement Plan (06-08)
Strategic Themes
• Improving Standards
• Developing People
• Meeting Needs
• Strengthening Partnership
• Optimising Resources
Established targets identified
• Procurement of new contracts September
• Development of quality assurance programme for all work
• Customer/user satisfaction surveys
• Development of Handyman Training for Building Supervisors
(commenced)
• Creation of a performance measurement frameworks for services
• Establishment of a FM Consultative Group for all Stakeholders
Review/Evaluation

An Introduction to the School
Catering Service
Janet McAlister
Catering Manager
BELB

Overview
• Service Profile
• Organisational Structure
• Quality Standards
• Pricing Structure
• Nutritional Standards
• References and websites

Purpose
Arrangements for the provision of milk meals and
related facilities
Under the Provision of Articles 58 and 59 of the
Education and Libraries (Northern Ireland) Order 1986
as amended
Mandatory provision
“A Board shall provide school dinners on every school
day for day pupils who wish such a provision”
“A school dinner if defined as a meal which is
adequate in quantity and quality so as to be suitable
as the main meal of the day.”

Service Profile
• Approx 16,000 – 20,000 meals
served daily.
• 8,000 meals transported
• Lunches, breakfast,
breaks and functions
• 160 locations (60 kitchens
and 100 dining centres)
• Schools, Headquarters and Central Library)

Service Profile
• 678 staff employed
• Just over 35% of children
entitled to a free meal
• Meals prepared
traditionally
• Cash cafeterias in some
post-primary schools
• Range of food to suit
medical and religious needs

Organisational Structure
Janet McAlister
Catering Manager
Admin & Finance
Support Officer
Christine
Cairnduff
N.S Coordinator
Andrea Moore
Area Manager
North Belfast
Christine Sharpe
Area Manager
West Belfast
Pauline Thompson
Area Manager
South and East Belfast
Jim Hodgens
Services Development
Officer
Janet Wilson
Area Supervisor
Lorraine Corrigan
Area Supervisor
Carole White
Area Supervisor
Catering
Supervisors
Edwina Campbell
Canteen and Conference
Supervisor
Catering
Supervisors
Cooks
Catering Assistants
Till Operators
Catering
Supervisors
Cooks
Catering Assistants
Till Operators
Cooks
Catering Assistants
Till Operators

Service Standards
• Procurement – product
specifications.
• Statutory obligations –
Food Safety and Health
and Safety
• Monitoring
• User satisfaction
• On going staff training
and development
• Awarded Investor in
People 2005
• 5 Board Fundamental
Review Jan 2004

Pricing Structure
• No subsidy since April
2000
• Board is required to
charge the full economic
cost of the meal to
include,food,labour and
all overheads.
Current Charges: 1.9.06
• Nursery £1.90
• Primary £2.00
• Post- Primary £2.20

Nutritional Standards
Catering for Healthier Lifestyles
• The school catering
service is in a unique
position to positively
influence the eating
habits of children and
young people.
• Nutritional standards for
all age groups
• Food Based Standards
• Standards have been
introduced in all schools
in BELB
• Standards will apply to
all food in schools
including vending
machines

The Balance of Good Health is based
on five food groups which are:
Fruit and vegetables
Bread, other cereals and
potatoes
Meat, fish and
alternatives
Milk and dairy foods
Foods containing fat
© British Nutrition Foundation 2003
Foods containing sugar

Catering for Healthier Lifestyles
• Earmarked funding
secured for food,
marketing and training
until 2008.
• Nutritional standards
coordinators appointed.
• Food in schools to be
part of school inspection
from January 2007
• Standards will be further
refined.
• Nutrient standards are
proposed for the future.
• Accredited Training for
staff.
Progress

Success factors
• Engagement of
parents and
children.
• A Whole School
Approach.
• Support for catering
staff meals staff
• A phased approach

A Whole School Approach to
Healthy Eating
• Breakfast clubs
• Health Promoting Schools
• Water in schools
• Healthy Break policies
CATERING SHOULD BE SEEN
AN INTEGRAL PART OF
EDUCATION

Questions and Further information
www.belb.co.uk
www.nisca.info
www.deni.gov.uk
www.food.gov.uk/northernireland
www.investingforhealthni.gov.uk

MAINTENANCE SERVICES
David Burgess and John Campbell

Maintenance
4 Disciplines
John Campbell
David Burgess
Mechanical
Electrical
Grounds
Building
Heating
Supplies
Pitches
Windows
Plumbing
Computer Cabling
Drainage
Roofs
Extract Systems
Fire Alarms
Fencing
Finishes
(2 Geographical
(2 Geographical
(External)
(Fabric)
Sectors)
Sectors)
(2 Geographical
Sectors)
(2 Geographical
Sectors)

Role of the Maintenance Section
• Provide technical expertise
• Use skills to ensure a high standard of education is provided
• Assist schools in L.M.S maintenance expenditure
Obtain good value costs
Ensure work is carried out to a high standard
Help schools plan works which are under their
responsibilities
Organise all works either through works order, quotation
or tender procedure

Maintenance
Two Main Sections
Planned (70% of Budget)
Re-wiring
Response (30% of Budget)
Lights not working
Replacement Windows
Doors needing fixed
Replacement Fencing
Fencing Vandalised
Boiler House Refurb.
Blocked toilet
Response is where
smaller items need
repaired

Responsibilities
Maintenance Divided Into Two Categories
School (L.M.S)
• Internal Finishes
• Grounds Maintenance
• Minor Vandalism Repairs
• Surface Drainage
• Minor Repairs to Taps
• Electrical Equipment
Board
• External Finishes
• External Element
• Replacement of Systems
• All Electrical Systems
• Main Structure
(Where design or
construction fault not
the cause of the
problem)

Development
• Energy Efficiency
• Economic Appraisals
• New works – Extensions – Refurbishments - Ramps
• Replacement Schools
• Quantity Surveying
• Architecture
• Project Management

Emergency Procedure
Major system breakdown or vandalism attack
outside normal working hours.
• Dedicated officers on 24 hour call-out – schools have contact No’s
• Secure and make premises safe
• Work with Emergency Services
• School must complete an incident report form
• Maintained Sector may claim from insurance
• Control Sector will record the loss (self-insured)

Organisation of Work
• Works

Responsibilities of School
Building Supervisors and Contractors Duties
• Board contractors should be used where possible for all works involving
trades e.g.: painting, electrical work, joinery, plumbing, grass cutting etc.
• Standing orders of the Board must be adhered to for the procurement of
all work for LMS work
• These works require £10m public liability insurance and it is the
responsibility of the school to verify and check all records and follow
European Procurement law if Board contractors are not used for LMS
work
• Building Supervisors (Handyman duties) – Only those Supervisors that
have received training and are competent should undertake any
handyman duties
• Contractors must have £10m PLI, good H&S record, demonstrate
suitability of employees, demonstrate expertise, FEA Legislation, VAT
registered with Construction Industry Tax Scheme and have specialist
registration, be constructionline registered and have a third party Health
& Safety accreditation

Identification of Planned Works
• Systematic condition surveys by board staff
• Individual inspections by Maintenance Officers
• Requests from Principals, Bursars and Caretakers
• Health and Safety inspection reports from Board of Governors
Must be done once per year
May incur cost for board or school

Asbestos
• Three main types –widely used in construction
• New legislation – CAWR 2003
• Prevent exposure & manage asbestos situation
• Surveys to be carried out
• Asbestos Register drawn up

HEALTH, SAFETY & SECURITY
Brendan O’Reilly
Health, Safety and Security Manager
BELB

Core Elements
• Health and Safety
• School Security
• Emergency Planning
• Disabled Assessments
• PPP/FM Facilities Management
Facilities management
Balmoral High
Regional Training Unit
Wellington College

Things have changed
Proscriptive
Legislation
Self Regulation
Risk Assessment
Acts & regulations
• Factories Act
• Protection of Eyes Regulations
• Highly Flammable Regulations
Health & Safety System
• Management of Health and Safety
Regs. ( Risk Assessment)
• Workplace regulations Regs.
• PPE Regulations Regs.
• Manual Handling Regs.
• Display Screen Equipment Regs.
Pre 1990 Post 1990

Who has duties under N.I. Safety
Legislation
• Employer. Board/CCMS and Why Not!!!!!.
• Controller of Premises. Who’s that
• Employee. You and I.
• Pupil’s. What are their responsibilities

Why the Belfast Education and
Library Board manage Health &
Safety
• Employers must do all that is reasonably
practicable:
- for their employees
- for non- employees who use their premises, (pupils,
visitors)
• Other reasons:
- parents need to know that their children are safe
- teachers and staff need to be confident about their own
safety
- resources ( financial & human) are not wasted
- absences due to injury/ill health are reduced
- both the board and the schools want to do the right
thing

Boards of Governors and Principal.
• Effective implementation of BELB Health and Safety
policy.
• Specify “Arrangements” to give policy effect.
• Engagement of “Competent” employees for subjects
taught.
• Regular inspection of school premises.
CHANGE THE CULTURE.

Boards of Governors/ Principal
(continued)
• Ensure contractors have adequate regard for the
Health and Safety of persons on the premises.
• All equipment / materials purchased or acquired
by them are safe for their intended use.
• Maintain all equipment and ensure all nonstructural
repairs are carried out.
• Ensure that all defects and safety problems are
dealt with effectively.
• Fire equipment training, and first-aid requirement
adhered to.

Safety Policy
Schools
General Statement
( A Few lines or one page)
Organisation and Responsibilities
(The Who does what section and when do they do it!!)
Arrangements
(How you do it section, Fire, First Aid, Risk Assessment etc.)

Staff Management Structure
for Schools
“Change
Drivers”
Board of Governors
Principal
Head of Department
Caretaker
Teachers
Technicians
Clerical Staff
Cleaners

Accidents.
• They happen!
• Children and adults
are injured!
• Some of the injuries
are quite serious!
• Examples are: Broken
limbs, fractured
skulls,
amputations, crush
injuries etc.
• Why did they happen
Can they be prevented
• Are all such accidents
investigated and
reported
• Because supervision
was inadequate.
• Because something
was faulty.
• Because in some cases
the board/CCMS or school
procedures failed!!!!

The Accident “Iceberg”
• Direct Cost of Accidents
•£1
• Damages
• In Direct Cost of
Accidents
•£8 - £36
• Absence
• Replacement
• Investigating

NI - Education Major
Accidents - 1999 / 2002
80%
70%
60%
50%
40%
30%
20%
10%
0%
1999/00 2000/01 2001/02
Slips,Trips Falls
Falls from Height
Others

When Accident Prevention Fails
• Safety Legislation is Criminal Law
- only two outcomes possible, Guilty or
Not Guilty
• Civil Law
- Compensation to the damaged party

Prevention
• What can we do to
prevent
• What else can be
actioned
• Inspect the premises.
• Appoint a Safety
Co-ordinator.
• Report dangerous
occurrences
• Some say “accidents
will happen!” and to a
point that is correct
however we must be
pro- active to prevent
the serious ones.
• Devise policy and
procedure.

Hazard and Risk
A Prevention Strategy
Hazard: the potential to cause injury or
damage.
Risk:
the likelihood of actual harm or
damage.

Risk Assessment
Belfast Education and Library Board
A Prevention Strategy
5 Steps
• Identify the hazards.
• Decide who might be harmed.
• Evaluate the risks.
• Decide on control measures.
• Record the assessment.

Building Security
• Perimeter security.
• Building security.
• Secure stores.
• Reinforced glass/doors.
• Shutters.
• Lighting.
• Electronic alarms/surveillance.

And finally . . .
You are not on your own!
Contact me, I’m only too
glad to help.