Scottish Borders Council

Agenda item

Property and Estate Assurance Report

Consider a report by Service Director Assets and Infrastructure which provides an update on various matters which have had implications for the Council’s operational property portfolio. (Copy attached).

 

Minutes:

There had been circulated copies of a report by the Service Director Assets and Infrastructure which provided a summary update on the various matters which had implications for the Council’s operational property portfolio.  The report fulfilled a request on the Action Tracker, agreed at the meeting on 26 June 2018, for further information now included in the report.  Specifically, the report provided details of Scottish Borders Council’s response, instructions or works which had been undertaken, primarily in response to concerns raised following several specific and tragic events which had occurred nationally.  The report noted, that in light of these recent events, Scottish Government had indicated that irrespective of the contractual procurement route, Local Authorities cannot abdicate responsibility for quality assurance and oversight with respect to the construction and maintenance of operational properties and the potential future changes which would be enacted in law which had further future consequences for the Council and other third party construction works.  The Chairman welcomed the Service Director Assets and Infrastructure, Mr Joyce who summarised the number of factual events and health and safety related incidents that had taken place over recent years nationally which by extrapolation had potential serious implications for the Council, and its partners, across operational property portfolios.  Mr Joyce explained that the report primarily highlighted specific incidents, operational arrangements for property maintenance and the drinking water lead testing programme which had been undertaken.  There had been a full discussion on the report and Mr Joyce responded fully to the questions raised by Members, in particular on whether the Council had storm damage insurance, the property maintenance contract and the lead water testing programme.  Mr Robertson advised Members that the Council was not covered for storm damage.  With regard to the property maintenance contract, Mr Joyce explained that any issues or concerns raised through the routine and cyclic planned maintenance were dealt with through the property and estates section.  Any buildings that were included within the handback criteria, the Council would ensure that the buildings were at an acceptable standard at the end of the 5 year lifecycle maintenance contract.  Mr Joyce further explained that the drinking water testing programme had been carried out in schools with high levels of lead found in Ednam Primary School, following which immediate steps had been taken to relocate the children to Broomlands Primary School.  In response to a question from Ms Barnett on the communication process to those affected by the drinking water, Mr Joyce advised that communication went out through the schools to Parent Councils with advice given to contact their own GP, if anyone had concerns.  A further question was raised on if the water testing rollout would be carried out in village halls and old people’s homes and Mr Joyce confirmed that the current testing schedule was currently for schools and old people’s homes and a further programme would be scheduled within other properties.   Ms Stacey advised Members that all areas of risk around property and asset maintenance would be included in the Internal Audit Plan for 2019/20 which would allow the testing programme to be part of the Internal Audit review and would also include the corporate landlord operational process.  The Chairman thanked Mr Joyce and his team for all the work currently being carried out within this programme.

 

DECISION

NOTED:-

 

(a)       the contents of the report;

 

(b)       that Officers would continue to ensure that appropriate systems and processes were in place to manage and mitigate risk wherever possible in respect of the Council’s operational estate; and

 

(c)       there may be further implications for the Council as further likely legislative changes were implemented

 

Supporting documents:

 

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