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Download Maintenance Log - Essex Schools Infolink
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Planned Preventative Maintenance Undertaken by Schools ECC Infrastructure Delivery 10th October 2016 Version 1.5 What is Planned Preventative Maintenance? Planned Preventative Maintenance is maintenance carried out to a programme and in such a way as to postpone the need for more expensive major maintenance or replacement at a future date. Maintenance of some equipment can be a statutory requirement under Health and Safety Legislation. Overview Since the establishment of Fair Funding in the late 1990s schools have responsibility for arranging such programmes of work. Failure to undertake works that increase health and safety risk may lead to prosecution by the Health & Safety Executive. Schools are strongly advised to employ a property consultant and contractor to advise and carry out planned preventative maintenance. Servicing, Testing and Inspection In order to ensure that equipment and services remain safe, comply with statutory obligations and continue working satisfactorily, regular servicing and maintenance must be carried out and records kept. Such work would normally be arranged, with advice from the school’s property consultant, by setting up suitable service contracts with appropriate contractors. In addition to the testing and servicing carried out by contractors, there are obligations on school staff to undertake inspections and testing; for example testing the fire alarm and emergency lighting, visually inspecting the boiler plant, checking water temperatures, and flushing little-used water outlets etc. These checks need to be regularly undertaken and logged. Your property consultant should work with you to agree the actions that must be taken. Statutory Inspections by the ECC Appointed Insurance Company ECC Insurance has a policy agreement with its insurance company to undertake both statutory and duty of care inspections on certain items of plant and equipment. Allianz Insurance will send their report to The Insurance Team at Essex County Council who will then forward this to the school. The school must ensure that items reported as needing repair or attention are followed up. Equipment inspections are undertaken at no cost to schools as this is part of the schools’ insurance. Redecoration Schools are responsible for redecorating both internally and externally. This can be done in cycles but all windows, doors and walls should be repainted at least once every five to seven years. This will keep the school looking good as well as prevent damage, especially externally. Relocatable/demountable buildings are not excluded from this requirement. Maintenance Log Schools should log maintenance undertaken so that evidence can be provided to Essex County Council when capital investment is required. Failure to provide this evidence backed up by copies of invoices if requested could lead to a higher school contribution to capital maintenance works to reflect the lack of revenue maintenance by the school that may have negated or postponed the need for capital maintenance. An example maintenance log showing school plant and equipment that should be considered for servicing and ongoing maintenance including service frequency is given below. Please note this is an example log and schools should check the information given below with your property consultant especially where frequency is given as ‘various’. ECC School Maintenance Log Service Item Task Statutory Frequency Building Boiler House Chimney/Flue Inspection Statutory Every year £ Building External Walls, doors and windows Cyclical Redecoration Every 5 to 7 years £ Building External Window & Door Servicing Responsive £ Building Flat and pitched roofs Patch repairs Responsive £ Building Internal Walls, doors and windows Cyclical Redecoration Every 5 to 7 years £ Building P.E. Equipment Servicing Every year £ Building Rainwater goods Checking/clearing Every 6 months £ Building Rainwater goods Minor repairs Responsive £ Building Sewage Pumps Maintain Every year £ Building Surface water drains Clearance Responsive £ Electrical CCTV Test and maintain Every year £ Electrical Electrical Fixed Wire Testing (PIR) Statutory Every 5 years £ Electrical Emergency Lighting Test and maintain Statutory Every year £ Electrical Fire Alarms Test and maintain Statutory Every 6 months £ Electrical Intruder Alarms Test and maintain Every year £ Electrical Lightning Conductors Maintenance Statutory Every year £ Electrical Portable Appliances Testing Statutory Various £ Energy Display Energy Certificate Update Statutory Every year £ External Grounds Maintenance Every week £ External Outdoor Play Equipment Servicing Every year £ External Trees Survey and maintain Every 2 years £ Health & Safety Asbestos Management As necessary Statutory Ongoing £ Health & Safety Asbestos Management Policy Review Statutory Every year £ Health & Safety Fall restraint (fall arrest systems) Maintain Statutory Every year £ Health & Safety Fall restraint (ladder restraints) Maintain Statutory Every 2 years £ Statutory Statutory Statutory Last Undertaken Last Cost Last Contractor Health & Safety Fire Extinguishers Test and maintain Statutory Every year £ Health & Safety Fire Risk Assessment Statutory Every 2 years £ Health & Safety Health & Safety Policy Review Statutory Every year £ Health & Safety Water Supply (Legionella) Risk assessment Statutory Every 2 years £ Health & Safety Pest Control Responsive £ Health & Safety Exhaust Systems (e.g. fume cupboards) Service Statutory Every year £ Health & Safety Swimming Pool Water microbiological testing Statutory To be assessed £ Mechanical Air Conditioning Maintenance Every 6 months £ Mechanical Air Conditioning Energy assessment Every 5 years £ Mechanical Boiler Controls Maintenance Every year £ Mechanical Boilers (Domestic) Maintenance Statutory Every year £ Mechanical Gas Boilers (School) Maintenance Statutory Every year £ Mechanical Oil Boilers (School) Maintenance Statutory Every 6 months £ Mechanical Gas appliances Safety Check Every year £ Mechanical Cold Water Tanks Inspection Every year £ Mechanical Kitchen Air Extraction System Maintenance Every year £ Mechanical Fan/Convector Heaters Maintenance Every year £ Mechanical Gas soundness and safety Test Every year £ Mechanical Heating System Add corrosion inhibitor Every 4 years £ Mechanical Hot Water Calorifier Inspection & service Statutory Every year £ Mechanical Kitchen (incl. ductwork) High Level Clean Statutory Every year £ Mechanical Kitchen Equipment/Appliances Servicing Statutory Every year £ Mechanical Lifts Servicing Statutory Every 6 months £ Mechanical Local Water Heaters Inspection & service Every 2 years £ Mechanical Oil pipework (above and below ground) Pressure test Statutory Every 5 years £ Mechanical Oil tanks and associated pipework Visual check Statutory Every week £ Mechanical Pottery Kiln Servicing Statutory Every year £ Mechanical Pressurised Cylinders (>2.0 bar) Test Statutory Every year £ Mechanical Thermostatic Mixing Valves Maintenance Every 2 years £ Mechanical Water taps and blending valves Test temperatures Statutory Every 6 months £ Mechanical Water taps and blending valves Servicing Statutory Every year £ Mechanical Powered doors Servicing Statutory Every year £ Mechanical Powered doors Safety Checks Statutory To be assessed £ Mechanical Sprinkler system Checks and Servicing Statutory Various £ Statutory Statutory Statutory
