Agenda item
Community Access to Schools
Briefing by Cleaning and Facilities Manager and School Estates Officer.
Minutes:
With reference to paragraph 2 of the Minute of 30 November 2017, the Chairman welcomed Mr Martin Joyce – Service Director Assets and Infrastructure, Ms Donna Manson – Service Director Children and Young People and Mr John Gray – Cleaning and Facilities Manager, who were in attendance to give a briefing on Community Access to Schools.
3.2 Mr Joyce began by advising the Committee that there was no formal policy in relation to community access to schools, each school’s access arrangements being managed on an ad hoc basis. He explained that with regard to the new Peebles High School, out of school hours management had been transferred to Live Borders and, subject to discussion with Trade Unions, it was the intention that Live Borders would also manage Kelso High School and the new Jedburgh School on a similar basis. With regard to the remainder of the school estate, requests for extended opening hours were honoured, if possible, and officers were considering formulating a policy to rationalise the process across the entire school estate. Mr Joyce further advised that the majority of the Council’s capital was invested in the educational estate and that the Council could not continue to maintain the existing number of community buildings. He stressed that this might mean changes to opening times and access to services in order to utilise the school estate more efficiently. In response to concerns regarding Live Borders’ management of school facilities, Mr Joyce explained that Live Borders’ expertise would be used to increase sports, healthy living, and wellbeing initiatives within communities and maximise the use of resources. Their booking system would also be improved with the introduction of a centralised booking system. The Council were also considering introducing a consistent charging policy and would be examining the financial viability of sustaining historical free lets.
3.3 The Committee discussed management of community schools in other areas and their aspirations for community schools in the Scottish Borders. Ms Manson advised that, in terms of the new Jedburgh School, community groups would be involved in decisions regarding the facilities offered at the school. She also confirmed that there would be an automatic locking mechanism in place when community groups accessed the school during core hours to ensure child safety.
3.4 It was noted that several schools were already used by community groups, for example St Ronan’s Primary School in Innerleithen. Whereas, others schools such as Peebles High School and Clovenfords Primary School were not. The Committee considered that there should be a consistent approach and best practice guidance provided to schools. It was also requested that community schools displayed clear directional signage and appropriate lighting to facilitate community accessibility.
3.5 Mr Gray then referred to the janitorial service, explaining that there were three types of janitor roles – static, peripatetic and relief. There were 75 static janitors who were employed in all High Schools and schools with over 175 pupils. The peripatetic janitors, of which there were four, covered 50% of the school estate. They visited each school once a week; this would increase to three visits per week with the appointment of four additional peripatetic janitors. There were also relief janitors who covered absences, sickness and annual leave. Mr Gray went on to explain that janitors’ duties included security, porterage, maintenance, cleaning, managing lets and winter watch. He also provided details of the Council’s Cleaning Academy which provided an accredited course for janitors and cleaners. Ms Manson added that in schools where there was no permanent janitor, there was local arrangements in place, for example, cleaning staff opening schools. These roles would continue to be developed to ensure the best use of school resources.
3.6 The Committee agreed that a scoping paper, covering the work planned over the next three years, be brought back for consideration in autumn 2018. The paper to provide clarity in terms of identifying which schools were classified as community schools, accessibility, letting and service arrangements. It was also agreed that a consistent charging policy be investigated, whilst noting some of the challenges around this. Consultation should also be carried out with local communities and it was suggested the Area Partnerships might be a suitable forum. The Chairman thanked officers for their attendance and briefing.
DECISION
AGREED to request a scoping paper on community access to schools be brought back to Scrutiny Committee in the autumn. The paper, covering a three year period, to include details of which school were categorised as community schools, accessibility, letting, service arrangements and charging policy.