Service Plan 2004/05

Directorate: ENVIRONMENT

Service Area: PROPERTY SERVICES

Produced by: Tony Flower

Phone Number: 823263

Location: County Hall

Date completed: DRAFTED August 2003

Managing a £350,000,000 Property Portfolio.

Services covered: Corporate Asset Management, Building Maintenance, Capital Building Programme, Estate Management, Project Management and Monitoring Building Accounts.

Contents: Service Plan Summary, Structure and Budget, Previous Year’s Improvement Plan, Key Objectives, Key Performance Measures, Consultation, Resource Bids

1.Service Plan Summary-2004/05

“To maximise the utilisation of assets in terms of both service and financial returns.”

Directorate & Service

· Environment

· Property Services

Service Description: Property Management, Building

Design, Quantity Surveying, Building Surveying,

Building Services, Valuation, Agency and Project

Management..

1 Corporate strategic management of property assets.

1 Increase affordable housing through use of assets.

1 Develop and deliver town and rural regeneration.

1 Develop Care Home provision for elderly.

1 Develop Extra Housing for elderly.

2 Supporting existing and new business through provision of land and buildings.

2 Manage start up factories.

2 Project manage community development schemes.

2 Maintain/improve provision of leisure facilities.

2 Manage town markets.

3 Maintaining/improving the learning environment and ensuring safe/secure learning.

3 Advise on new ways of funding improvements and asset sharing.

3 Ensure buildings are accessible to all.

4 Work with Fire and Police to assist delivery of a safe environment for all.

4 Work with Crime and Disorder/Insurance Partnership to improve security of all buildings.

4 Work with Environmental Health Trading Standards Coastal Management and Emergency Planning to maintain safety in the community.

4 Monitor and manage vandalism to Council property.

5 Support LTP by acquisition of land for highway improvement.

5 Support development of Island cycleways through land management and land acquisition.

6 Promote and deliver sustainable building to high design standards protecting Island heritage in all new development and project management.

6 Support help develop and deliver Agenda 21 Starategy by delivery of environmentally friendly practises in construction design and procurement..

6 Develop and deliver Council Corporate Energy Management Strategy.

Linked to statutory objectives

1 Health and Safety in buildings inc Disabilities Act 1995, Construction Regulations 1994

2 Local Government Act section 123.

3 National pPI’s.

4 Unblocking beds.

5 Regeneration.

1 Managing Health and Safety in buildings including

Construction Design Management, Safety, DDA,

Asbestos, Legionnella and raising awareness

of Risk.

2 Verification of “best consideration” for land

transactions.

3 Returns to Government Office of National Property

Performance Indicators.

4 Provision of new high standard elderly care home

beds.

5 Work with Rural Development Agency, Economic

Partnership, Sure Start, Market Towns,

DEFRA , Single Regeneration, Sport England.

Critical Success Factors

Factor	Measured By	Reported as
Asset Utilization- making best use of property	Total Operating Cost Building as % Total revenue	TOC in QPMR
Property Maintenance- raise quality reduce repairs backlog	Increase in planned maintenance spent against backlog	Percentage to clients and Portfolio Holder
Capital Building Programme	Time & Cost	National Property PI’s
Contribution to QPMR	Various	Various

Key Achievements from 2003/04:

· Raising asset utilisation awareness

· Supporting Services

· Audit commission best practise- improving schools

· Integrated Property ICT

· Collaborative working rethinking construction

· Develop staff capacity

· Managing Health and Safety

· Project management capital programme

· Maintain schools partnership

· Link accommodation review to GAGS and service access

· Care homes review

· Monitoring budgets

· Improved records and move to GIS

· Risk management

Key Objectives and Improvements for 2004/05:

· Be excellent at what we do

· Improve asset utilisation and awareness

· Deliver integrated Property ICT to clients

· Deliver Service Asset Management Plans

· Deliver collaborative working for capital programme

· Construction Line implementation

· Build on local collaborations with Health, Primary Care Trust, Prison Service and Private Partners

· Develop staff capacity

· Community regeneration by working with partners

· Develop Regional understanding and partnerships

Longer term objectives:

· Be an excellent service

· Move to GIS provision to clients

· Collaborative working with partners across all services

· Delivery of long term sustainable regeneration

· Agility to meet changing requirements

Checklist

Issue	Please complete all rows Y/N-if N please give explanation
Service Plan agreed with Portfolio Holder	To be agreed
Links to corporate and key objectives and priorities	See pages 2 and 3 above
Progressing e-government	Y –New ICT system procured
Issues from Staff Survey	Y office accommodation
Key Partner input to Service Plan	To be agreed

Issue	Please complete all rows Y/N-if N please give explanation
Equalities	Y
Section 17 - Crime & Disorder Act	Y
Risk Management	Y
Procurement	Y
GAGS	Y
Social Inclusion	Y
Environment and Sustainability	Y
Health and Safety	Y
Communication issues arising from your objectives/targets	Y liaison with Partners

2. Structure and Budget 2004-05

Team	Workforce (FTE)	Staff Costs (£)	Other costs (£)
Property Services	22	664393	- 129966
Housing Revenue			-90938
Industrial			-107361
Markets			- 17406
Operational assets			- 25525
Non Operational assets			- 25994
Building Maintenance			1065965

(- equals income generation)

Key Partners: Health Care Trust, Primary Care Trust, Isle of Wight Economic Partnership, South East Economic Development Agency, Market Towns, Single Regeneration, Sure start, Lord Chancellors, HM Prison Service, Sport England, PRIVATE SECTOR, Somerset Care, Wight liesure, Chief Property Officers, Wightcare, Islecare 97, PARISH COUNCILS AND COMMUNITY FORUMS.

Accommodation: 250 SQ METRES 5^TH FLOOR COUNTY HALL

3. Previous Year’s Improvement Plan-2003/04

Task	Target Date	Outcome	Achieved & Comments	Corporate Objective
Asset awareness	Mar 04	More effective use of assets	Improved office utilisation Storage rationalisation Asset sharing	1,2,6
Integrated ICT	Mar 04	e-government compliant	Software procurement agreed July 03	National objective
Collaborative working	Dec 03	Public private partnership for building schools	Agreed June 03 for implementation Jan 04	2,3,6
Develop staff capacity	Mar 04	Continuous improvement	Increased professional qualifications	2,3
Managing health and safety	On going	Risk review DDA review Asbestos and legonnella surveys	Continuous improvement managing risk staff trained	1,6
Project management	Mar 04	Continuous improvement	Independent assessment	1,3,6
Schools Partnership	ongoing	Improve education standards	Subject to market capacity	3
Accommodation review	ongoing	Efficient integration of assets and ICT	Continuous improvement of service access	2
Care homes review	Mar 04	Improved provision of service	Private sector investment agreed June 03	1,6
Monitoring budgets	On going	Commitment verification	Need monthly review	2
Move to GIS	Mar 04	Move to GIS functionality	Scanning/digitalisation	Organisation development

4. Key Performance Measures

4a Objectives of Service 2004/5, 2005/6, 2006/7

Objective	Action	Outcome	Target & date to be achieved	Key Officer/ Partners	Link to Corporate Objective		Bid to budget process
Asset utilisation	Asset Mang’t Group	Deliver best practise	Client ownership Mar 05	TF/DS/DL Service Heads	1,2,3,4,5,6	None
Service AMP’s integrated ICT Data	Complete templates	Service prioritisation	Each service has own AMP	DL/DS Service Heads	1,2,3,4,5,6	£5000pa
Staff capacity develop career pathways	Review PDP’s	Know training needs agree career	Apr 04	TF/DS/MC /HW	1,2,3,4,5,6	£20000 pa
Markets Reorganisation	Consolidate support short term	Diversification local businesses	Apr 04	TF/HW/TR/ RW	2.6	£10000pa
Building Maintenance	Reduce Backlog met legal requi’ts	Quality assets / risk adverse	Apr 04 onward	DS	1,2,3,4,5,6	£300000pa
Collaborative working	Appoint partners	School capital programme best value	Partners begin building Apr 04	TF/MC	3	None

4b Service Improvement Plan 2004/5, 2005/6, 2006/7

Objective	Action	Outcome	Target	Key Officer/Partner	Linked to Corporate Objective	Bid to Budget process
Be an excellent service	Agree client requirement	Deliver agreed priorities	100% Mar 05	All Service Managers	1,2,3,4,5,6	None
Community Regeneration	Agree priorities with Portfolio Holder	Prioritised service provsion	Jun 04	TF	1,2,6	None
External collaboration	Agree joint aims	Joined up Community	Joint working Mar 05	TF	1,2,3,4,5,6	None
Regional context	Identify key stakeholders for change with Director	Influence opportunities	Jun 04	DR/TF	1,2,3,4,5,6	None

4c Critical Success Factor Table (to section 1- summary )

Critical Success Factor	Outcome	Key Actions	Key Dates
Operational Property Cost	Reduce cost per square metre	To reduce running costs increase utilization and increase planned maintenance	Returns to QPMR and National pPI’s in July each year
To reduce Carbon emissions	Measure Tonnes per annum for all properties	Compare year on year results to find best practise	Returns to National pPI’s July each year
Provide an excellent Service	Compare cost of service with private sector Ensure quality	Maintain analysis of hourly costs Train staff,measure outputs- learn from evaluation	July pa Ongoing
Obtain national recognition	Join in national bench marking exercises	Participate in Institute of Public Finance surveys eg Offices and schools	July pa
Win design award	To obtain good brief and proper resources	Secure client designer partnership	Annual Project Report reviewing time/ cost predictability and satisfaction
DDA Compliance for all buildings to support equalities	Increase building accessible to persons with disabilities	Investment in buildings and raising managers awareness	On going requirement
To achieve Disposal Programme	To agree Capital receipts target	Set and monitor disposal programme.	Quarterly target review
Community Regeneration-best use and design of assets for future community’s	Closer working with developers and community stakeholders	Wide ranging meetings consultations and feed back	2005 onwards housing and job creation.

5. Key Performance Measures and Targets 2004/05

5a Targets for the Annual Action Statement 2004/05

Target Description	Target 2003/04 If app.	Target 2004/05	Benchmark figure and year if app.	Source
Land for Housing	20 units	20 units		Land disposal
Job creation	Less than 5% voids	Less than 5% voids		Starter units
Education	Maintain best education environment	Maintain best education environment		School support
Safe Community	Measure all vandalism costs	Measure all vandalism costs		Monitoring incidents
Transport	Acquire all lands needed for highway improvements	Acquire all lands needed for highway improvements		Developing LTP
Island Environment	Ensure good design	Ensure good design		Creating/improving sustainable new development

5b Mandatory measurers 2004/05

Performance Indicator and source	Target 2002/3	Actual 2002/3	Target 2003/4	Target 2004/5	Benchmark Figure	Source
National PI’s · Repairs backlog · Factory income return · Managing cost per sq metre · Running cost per sq metre · Tonnes of Carbon Emission	13.5% £3.50 £17.50	£16m 13.5% £3.50 £17.50 7680	TBA TBA £3.50 £17.50> 7680>	TBA TBA £3.50 £17.50> 7680>	Unknown Unknown Unknown Unknown Unknown	Local Authority Assets Statistics By Statistical Service.
% of services transactions received, processed electronically	unknown	unknown	50%	100%	None	New ICT scheme

5c Other key targets 2004/05

Performance Indicator and source	Target 2002/3	Actual 2002/3	Target 2003/4	Target 2004/5	Benchmark Figure	Source
Contractor performance building maintenance	85%	87%	89%	91%	Customer satisfaction 83%	Chief Property Officers Survey

6a Consultation 2003/04

Subject for Consultation	Dates and Contact	Consultation with whom	Key Results of Consultation	Actions taken/ cross ref to Key Objectives/ Improvement Plan
Pan Masterplan	Sept 03 TF	Community	TBA	New housing and job creation
Lowerville Development	Oct 03 OD	Community	TBA	Pot. new housing and Job creation.
Hotel Ryde Arena	July 03 TF	Officers/ Members	Progress Negotiations	Potential Regeneration of Community by developm’t
Sandown Bay Masterplan	Sept 03 TF	Community	Prepare master plan	Community regeneration
Courts Strategy	July 03 DS	Lord Chancellors	Courts unification	Safety in Community

6b Future consultation 2004/05, 2005/06, 2006/7

Subject for consultation	Dates and contact	Consultation with whom
Service review	Oct pa HW	service stakeholders
Capital Programme	Apr pa MC	client
Bldg Maintenance	Ongoing DS	Client group

7. Resource Bids Summary

Reference Number	Description	Financial Implications
		2004/5 £000	2005/6 £000	2006/7 £000
1	ICT data capture pt post	5	5	5
2	Staff career path planning	20	20	20
3	Markets reorganisation	10	10	10
4	Building maintenance	300	300	300

Resource Bid Forms

Reference number: (1) Integrated Property Data

Service Area: Property Services

1. Nature of service

Council Property Asset Data-Imputing Data.

2. Key objectives delivered

Providing data information to all building managers of building utilisation supporting

• Sustainability
• Informs decision making
• Equality of resource provision
• Identifies under utilisation
• Meets e government objective

3. Current resource use
	Gross £000	Income £000	Net £000
New service for part time post	5	0	5
	5	0	5

4. Service volumes and outputs

Data input

7000 works orders 60 capital projects

100 transaction reports

5. Key performance indicators
	IWC Current	IWC target	Bench-mark	Comments
Not necessary	0	0	0

6. Benchmarking data

Reduce Total Property Costs

7. Service development proposal

Rank property utilisation for each Service Manager

8. Additional resources required (if any)
	2004-5 £000	2005-06 £000	2006-07 £000
Total	0	0	0

9. Training and Development requirements (if any)
	2004-05 £000	2005-06 £000	2006-07 £000
Some in house
Total	0	0	0

10. Linkages to partners, other services, corporate values

Maintains e government objective to information

11. Impact on key performance indicators – measure of success

Aids decision making – what not to do

12. Key corporate objectives delivered by the bid

Good asset management

Resource Bid Forms

Reference number(2) Staff Career Pathway Planning

Service Area: Property Services

1. Nature of service

.Development of Staff capacity and career progression

2. Key objectives delivered

Organisational development

· Human resource strategy

· Staff development

· Future management- growing our own

3. Current resource use
	Gross £000	Income £000	Net £000
New proposal	20	0	20
	20	0	20

4. Service volumes and outputs

Sustains service continuity

5. Key performance indicators
	IWC Current	IWC target	Bench-mark	Comments
Staff satisfaction	0	0	0
Staff retention	0	0	0	Stop out flow of good staff

6. Benchmarking data

Organisational development

7. Service development proposal

Development of career structure

8. Additional resources required (if any)
	2004-5 £000	2005-06 £000	2006-07 £000
Total	0	0	0

9. Training and Development requirements (if any)
	2004-05 £000	2005-06 £000	2006-07 £000
Total	0	0	0

10. Linkages to partners, other services, corporate values

Human resources strategy

11. Impact on key performance indicators – measure of success

Capacity and performance management

12. Key corporate objectives delivered by the bid

Becoming an Excellent Council

Resource Bid Forms

Reference number (3) Island Markets

Service Area: Property Services

1. Nature of service

.Management of Towns Markets

2. Key objectives delivered

Managing town markets is a new consolidating budget supporting

• jobs creation
• local economy
• sustainable environment

3. Current resource use
	Gross £000	Income £000	Net £000
Supervision security street cleaning	10	0	10
	10	0	10

4. Service volumes and outputs

Managing 5 open air markets

5. Key performance indicators
	IWC Current	IWC target	Bench-mark	Comments
Job creation and economic prosperity	0	0	0	Creates gateway for local Products and produce

6. Benchmarking data

None available

7. Service development proposal

To sustain and develop farmers market and four town markets

8. Additional resources required (if any)
	2004-5 £000	2005-06 £000	2006-07 £000
Total	0	0	0

9. Training and Development requirements (if any)
	2004-05 £000	2005-06 £000	2006-07 £000
Total	0	0	0

10. Linkages to partners, other services, corporate values

Town Forums, National Farmers Union, Sustainability

11. Impact on key performance indicators – measure of success

Development of local trade through Markets

12. Key corporate objectives delivered by the bid

Job creation and economic prosperity

Resource Bid Forms

Reference number: (4) Corporate Building Maintenance

Service Area: Property Services

1. Nature of service

.Planning and reactive repair and renewal of all building assets

2. Key objectives delivered

Support quality service provision through quality buildings

· sustainability

· health and safety

· quality environment

· promoting equality

· improved access to facilities

· legal requirements

· manage risk

· quality of life

3. Current resource use
	Gross £000	Income £000	Net £000
The Council has building repairs plans amounting to £16m this is being managed and improvements to achieve earlier reconciliation over 10 years will need greater investment	300	0	300
	300	0	300

4. Service volumes and outputs
Increased planned maintenance	75%

5. Key performance indicators
	IWC Current	IWC target		Bench-mark	Comments
Current Building Quality	FAIR	GOOD		TBA	For verification by users group
6. Benchmarking data
National Statistical Office Returns			Summary details in 5b above

7. Service development proposal

Increase Planned Maintenance through Service Asset Planning with Users

8. Additional resources required (if any)
	2004-5 £000	2005-06 £000	2006-07 £000
	Assumes maintenance of existing Corporate Budget	Assumes maintenance of existing Corporate Budget	Assumes maintenance of existing Corporate Budget
Total	0	0	0

9. Training and Development requirements (if any)
	2004-05 £000	2005-06 £000	2006-07 £000
	Assumes availability of Professional Team on Corporate Property Staff	Assumes availability of Professional Team on Corporate Property Staff	Assumes availability of Professional Team on Corporate Property Staff
Total	0	0	0

10. Linkages to partners, other services, corporate values

1,2,3,4,5 and 6

11. Impact on key performance indicators – measure of success

Service satisfaction and service improvement.

12. Key corporate objectives delivered by the bid

To improve Quality of Island Life.