ESTATES DEVELOPMENT DEPARTMENT

Presentation by

Maria Ferreira and Diane Jones

December 2013

Background

Following a review in October 2011 a decision was made to restructure the Estates Department. In June 2012 two new departments were created • Property Services Team (PST) – dealing with reactive

maintenance, (most) planned preventative maintenance, grounds maintenance and minor projects (<£25k). PST are in Campus Services and managed by Sean Kenny.

• Estates Development Department

Role of the Estates Development Department • Developing and managing major projects (>£25k)• Energy management (eg sourcing and introducing energy saving measures,

monitoring energy usage)• Utility contract management (eg procuring contracts, reconciling payments for

electricity, gas and water, CRC)• Managing Planet Enterprise• Legislative compliance (eg lift maintenance, legionella control, emergency light

testing, asbestos management)• Space management (eg space planning, room moves, space utilisation surveys,

EMS data)• Estate management (eg leases, rental agreements, acquisitions and disposals of

land and property, Business Rates, Council Tax)

The Estate

• AU owned property - Penglais, Llanbadarn (except Coleg Ceredigion), Gogerddan, Old College, 1/2 Marine Terrace, Y Bwthyn, 2 King St, 1/9/10 Laura Place, Edward Davies building, Sci Park Unit 12

• AU owned facilities - Blaendolau, Vicarage fields (including Mosque), Boathouse• AU owned farms – Penglais, Frongoch, Frondeg, Wern Phillip, Morfa Mawr• Leased in properties – PJM, Wellness Centre, Penglais Nursery, Castle Theatre,

Brynderw, Seafront Halls, Glanyrafon Bookstore, Clarach stores• Leased in farms – Trawsgoed, Pwllpeiran• Leased out – Gogerddan Nursery, Plascrug Bowling Green, various farms and

pieces of land• 35 Domestic properties across various locations• Land – and lots of it – from Talybont (Rhydyronnen Farm) to Llanon (Morfa Mawr)

Current structure

Tel: 2076E-mail: eddstaff

Head of Department(Consultant on interim basis

pending recruitment process)

(Len Cotton)

Improvements Manager (Building)

(Dave Lister)Extn: 3033

dsl@aber.ac.uk

Quality Officer(Mark Mountford)

Extn: 8720mkm@aber.ac.uk

Quality Officer(Glyn Williams)

Extn: 1882egw3@aber.ac.uk

Improvements Manager (M&E)(Mike Tipping)

Extn: 1880mat@aber.ac.uk

Quality Officer(Jimmy Edwards)

Extn: 2862jae18@aber.ac.uk

Quality Officer(Gareth Jenkins)

Extn: 8767dgj@aber.ac.uk

Space Manager(Tim Macy)Extn: 8714

tmm@aber.ac.uk

Energy Advisor(Janet Sanders)

Extn: 1804jcs14@aber.ac.uk

Compliance and Improvement

Manager(Simon Edwards)

Extn: 2863sse@aber.ac.uk

Emergency Lighting Officer

(Jonathan Ashworth)

Fire Protection Officer

(Peter Heading)

Admin Assistant(Dave Robinson)

Extn: 2076dar17@aber.ac.uk

Senior Administrator(Maria Ferreira)

Extn: 1792elf@aber.ac.uk

Senior Administrator(Diane Jones)Extn: 2079

dej@aber.ac.uk

AUStrategic

Plan

Strategic Drivers1. Student and staff

experience2. Excellent infrastructure

and buildings3. Sustainable

development4. Space as an enabler

A beautiful, coherent

and sustainable

estate

• Capital Projects Advisory Group, reporting to Finance and Strategy Committee.• Cap 27 Pipeline – clearer methodology for working up and approving projects

over £25k.• Four stages: Spark, Shape, Firm, Start.• Improves our chances of having ‘shovel ready’ projects to maximise funding

opportunities

Capital Projects Strategy

Focus of Attention

• Penglais• Llanbadarn• Gogerddan• Old College

Achievements in 2012-2013

• Teaching rooms• Llanbadarn Centre• Postgraduate Centre• Swimming pool filtration• Fire alarms and lighting in Hugh Owen• Electrical testing & improvements• Sports Cage energy efficient lighting

Expenditure Budgets 2013-14 £'000k

Utilities 2,835

Salaries 639

Projects 600

Insurance 585

Rent/Rates 337

Planned Maintenance 232

Other Costs 104

(inc Vehicles, Prof fees & Office Costs)

5,332

53%

12%

11%

11%

6%4%

2%

UtilitiesSalariesProjectsInsuranceRent/RatesPlanned MaintenanceOther Costs(inc Vehicles, Prof fees & Office Costs)

EDD Expenditure Budget 2013-14

Projects for 2013-14

Number Building Outline of works IMEstimated funds

0073 Llandinam E21 install air system Mike Tipping £20,0000075 Llandinam Make safe windows Dave Lister £10,0000076 Hugh Owen Investigate & monitor beams Dave Lister £10,0000077 Old College Stone defects Dave Lister £50,0000078 Penglais Campus Infrastructure survey Mike Tipping £50,0000079 Cledwyn Demolish hut Dave Lister £10,0000080 Physical Sciences Rewire Mike Tipping £200,0000081 Penglais Campus Design & print HV switchgear replacement Mike Tipping £120,0000089 Llanbadarn Heating in teaching rooms Mike Tipping £15,0000083 Llanbadarn Drain repairs Mike Tipping £50,0000086 Hugh Owen D floor Dave Lister £12,000ESPAC Various Space moves Tim Macy £15,0000088 Llanbadarn Examinations work Mike Tipping £8,0000094 Llandinam Postgrad Centre 24-hour heating Mike Tipping 0092 Llandinam Upgrade fire alarm system Mike Tipping £10,0000091 Llandinam Heating issues Mike Tipping 0090 Pantycelyn Investigations Jan Sanders 0062 Llandinam Geology roof Dave Lister £5,0000020 Various Electrical testing & remedials Mike Tipping £50,0000068 Hugh Owen/Llanbadarn Banners Dave Lister £6,1000068 Hugh Owen Scaffold Dave Lister £31,0000067 Edward Llwyd Extend fire escape Dave Lister £20,000 £692,100

Institute identifies maintenance or refurbishment requirements

Log Call on the Helpdesk and get Call Number

Is work in a centrally

timetabled space?

Is work simple reactive?

Call allocated to PST Manager for action

Discussed at PST/EDD meeting and decision made on who

should carry forward(This stage may be by-passed and the work fast-tracked to the next

stage)

<£25k: Call allocated to PST Manager

to progress

>£25k:Call allocated to EDD.

Improvements Manager appointed to verify funding, Executive approval, progress

feasibility, etc

Check with Timetable Office before proceeding

What Institutes need to do

NB:

• Consider designating individual(s) in Institute structure for web call logging

• The current situation in relation to any logged call can be ascertained from the Helpdesk

(extn: 2999, e-mail: campushelp@aber.ac.uk)

YES

YES

NO

NO

Departmentally Funded Project

• Written (e-mail accepted) approval of Institute Manager• Departmental Cost Centre and Project code • Creation of ABW Work Order (EXPR****)• All external commitments via ABW Purchase Order

Centrally Funded Project

• Backlog maintenance identified on Condition Survey or highlighted by other projects

• Strategic requirement identified by AU Exec (eg via Planning Round)

Future Ways of Working

• All enquiries to Estates Development start with Call on Planet Enterprise, for example Potential project Request for spaceThis creates an audit trail, prevents duplication and overcomes problems resulting from personnel changes.

• The Institute Managers are automatically included in any dialogue as soon as possible

• All requests to Campus Services start with a Call on Planet Enterprise, for example Reporting reactive maintenance issue Reporting grounds maintenance issue Request for portering/cleaning services

Diolch Thank you

Any questions?

NADOLIG LLAWENMerry Christmas