FOI release

Building & Facilities Management

Case reference FOI2022/00018

Published 19 January 2022

Request

1. Does the council have in-house Corporate Buildings/Facilities Management team or is the team/service outsourced?

2. If in-house, how many Facilities/Building Officers do you have: • Full-time • Part-time • As and When officers

3. How many buildings does the team manage?

4. What type of buildings does the team manage - e.g. council offices, community centres, children's centres, commercial buildings, park, pitches, changing rooms, libraries, community hubs, sport stadium etc.

5. Do you have One Estate/Corporate Landlord Model/vision?

6. Who carries out repairs to your corporate buildings - an appointed contractor or in-house service?

7. Who opens/closes your buildings? Is it Facility Officers/staff/external customers? If external customers how is this managed?

8. Do your Facilities/Building Officers have assigned designated buildings or are they mobile and cover various sites?

9. Do your Facilities/Building Officers duties include any of the following (please tick those that apply)

• Carry out repairs and PPM's, if yes please provide details

• Oversee repairs and PPM's

• H&S inspections, if so how often?

• Basic DIY

• Security

• Reception Cover

• Courier

• Compliance checks ie fire alarm tests, panic alarm/lift tests, check water temperatures, flushing of low use outlets etc across all sites, if so how often?

• Mayoral ceremonies including Mace bearing and citizenship ceremonies

• Support out of hours Councillors Meeting and public events

• Out of hours gritting

• Annual gully clearance

• Set up rooms for meetings/ events/ refreshments/ sound systems/web cast etc

• First aiders and fire wardens

10. Are your Facilities Officers trained to carry out skilled tasks such as DIY or any electrical tasks? If so what training have they received?

11. Does your Facility Officers use their personal car between sites or do they have dedicated electric/pool cars?

12. How are public bookings of council buildings managed e:g in community centres, changing rooms and hubs?

13. How is access to changing rooms/pitch bookings managed? Are these bookings generally at weekends or weekdays?

14. Who covers your out of hours call outs? Are these hours paid on flat rate or enhanced rates for overnight/weekend and if so what is the minimum hours paid for attendance?

15. Do you currently have and in-house post room and if so how many staff?

16. Does your post room officers duties include any of the following (please tick those that apply) • DIP which includes scanning, indexing and batching and if so for what teams? • Archiving • Courier run across all sites, if so please advise how many sites and how often? • Posting - Franking Machine

17. How is archiving managed? Is it stored in-house/on site or stored off site and if so where?

18. Do you have digital mail room and how is this being delivered?

Response

  • Guildford Borough Council has an in-house Corporate Buildings/Facilities Management Team.
  • The in-house team is made up of 27 Facilities/Building Officers, 10 of which work full time hours.
  • The team currently manage 14 buildings.
  • The building types that are managed include council offices, community centres, changing rooms, depot, supported housing and community hubs.
  • There is currently no One Estate/Corporate Landlord Model/vision.
  • Repairs to corporate buildings are carried by both contractors and in-house teams.
  • Buildings are opened by either Facilities Officers or other staff.
  • The Facilities/Building Officers are generally assigned to a single building but there is some requirement to cover other buildings for short periods.
  • Facilities/Building Officer's duties include: H&S inspections (weekly, monthly or annually dependant on the inspection topic), security, reception cover, compliance checks (weekly), support out of hours council meetings and public events, out of hours gritting, set up rooms for meetings/ events/refreshments/ sound systems/web cast etc., first aiders and fire wardens.
  • Facilities Officers are not trained to carry out skilled tasks such as DIY or any electrical tasks.
  • GBC operates pool vehicles which can be booked if Facilities Officers are required to travel between sites.
  • Public bookings of Council buildings are managed by Customer Services.
  • Bookings of changing rooms and pitches are handled by Parks & Leisure Services, there are more bookings at weekends.
  • Out of hours call outs are handled on a building by building basis. Minimum hours payments would depend upon who is required to attend but generally they are made in blocks of 30 minutes. There are enhanced payments for weekends, evening work is at flat rate.
  • The in-house post room has 2 members of staff working there.
  • The post room officer's duties include DIP (all teams as required) and posting - franking machine.
  • Archiving is managed by individual teams, storage is in-house.
  • GBC does not operate a digital post room.

    • Documents

    There are no documents for this release.

    This is Guildford Council's response to a freedom of information (FOI) or environmental information regulations (EIR) request.

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