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Case Studies Building Our Future: Scotland's School Estate
DEVELOPMENT AND IMPLEMENTATION OF A CONDITION SURVEY STRATEGY
West Lothian Council developed a condition survey strategy as part of its work on a Corporate Asset Management Plan. It also met the needs of the School Estate Management Plan and Core Facts in the School Estate Strategy 'Building Our Future'. The objective of the condition survey strategy is to collect sufficiently detailed information on the condition of the council's property portfolio, including the school estate, to inform national and local performance indicators and to form the basis of any future option appraisal.
The development of such a large programme of work posed a number of potential problems. In order to achieve the greatest economies of scale, Scottish Executive funding for the development of the School Estate Management Plan was pooled with capital funding set aside for the development of the Corporate Asset Management Plan. This ensured a consistent best value approach to data collection throughout the property portfolio.
In order to meet tight deadlines, the programme was resourced internally by setting up a new team of condition surveyors tasked with delivering the programme on time and to budget. The experience of existing staff was used as far as possible, as they knew the quality of product needed. The remaining posts were filled by contract staff who had demonstrated expertise and commitment. This ensured the team was focused on completing the task, and that there was likely to be a long-term association with the data collected.
Subjective indicators, such as the overall condition of property, were formalised by introducing a defined range of major elements such as roofs, ceilings, external walls, sanitary services, electrical services and mechanical services. The condition surveyor then applied a condition rating to each major element. This was then factored based on local priorities, and an element score calculated. The total score determines which overall condition category applies most appropriately to that property.
It is essential that the condition information collected is dynamic and accurately reflects changing condition. To ensure this, the data will be updated in a number of ways: firstly, the council's guidance for major and minor projects has been amended to ensure that the asset management team is informed when a project reaches practical completion. This is the catalyst for updating the master drawings for each property and for carrying out a survey of the property to record its new condition. Both major and minor projects are likely to affect the overall condition of the property and the percentage floor area in each condition category. Secondly, routine property visits by Maintenance Inspectors provide a framework for feedback to the asset management team of any change in condition or change in the urgency of works. Thirdly, a rolling programme of re-surveys will be established. Each year a minimum of 20% of the property stock will be re-surveyed to ensure consistency and accuracy.
Outcome
Tackling condition survey work corporately has achieved a number of desired outcomes:
- applying condition and prioritisation categories consistently ensures the quality of the data
- property condition performance indicators can be used to identify poorly performing property. This information, supplemented with suitability, sufficiency and efficiency data, ensures a robust corporate approach to option appraisal based on local priorities
- the condition data collected is easily manipulated to inform statutory returns such as the core facts. This contributes to the process of measuring the success of the school estate strategy both locally and nationally
- future expenditure programmes will be based on robust condition information, ensuring best value.
Lessons
It is essential to have an indication as to how the final data will be used when developing a programme of condition surveys. This ensures that the correct level of detail is collected. Specific information that would not normally form part of a condition survey should be identified at an early stage to ensure that it can be accurately recorded.
It is necessary to apply a corporate approach to the collection of condition data to enable like for like comparisons to be made between different property types.
The information collected has to be flexible enough to allow detailed manipulation without becoming too cumbersome.
Consideration must be given as to how the information will be updated in the future. The information is dynamic and must accurately reflect the changing condition of the property stock.
Contact
A Ross Macdonald
Project Manager Asset Management
West Lothian Council Property Services
Lammermuir House
Owen Square
Almondvale
LIVINGSTON
West Lothian
EH54 6PW
Telephone: 01506 775742
Email: ross.macdonald@westlothian.gov.uk
DEVELOPMENT OF BRIEFS FOR NEW AND REFURBISHED SCHOOLS
This project involved six new schools and 28 refurbishments as part of the rationalisation and modernisation proposals for the whole school estate. The success in this case was the involvement of teachers, at all levels in all sectors, in the development of briefs.
For the secondary sector this involved:
- agreeing roll projections to 2014
- establishing rationales for new and refurbished schools
- developing curriculum models for each school in conjunction with Head Teachers and subject departments
- drawing up specifications for subject department areas with subject Quality Development Officers and subject network coordinators. The subject coordinators worked directly with principal teachers in shaping the specification for each subject area.
For the primary sector this involved:
- agreeing roll projections to 2014
- establishing rationales for new and refurbished schools which involved a range of meetings, seminars and clinics
- use of the rationale to develop specifications for new and refurbished schools
- extensive visits to schools in other authorities to examine practice.
Outcomes
In both sectors, agreement was reached on the extent of remodelling and accommodation requirements for the long term needs of each school leading to a design specification.
This involvement gained the commitment of head teachers and staff to the implementation which would facilitate:
- negotiation with bidders
- greater clarity in aspirations and outcomes
- greater understanding that the construction would ultimately achieve shared goals resulting in a reduction in the natural tensions which arise during what is a disruptive process.
Lessons
Benefits were gained from visiting and learning from other authorities' experience.
There was recognition from the outset that the involvement of teachers was crucial in the delivery of the project.
The central role of the authority in leading and effecting change at school level through:
- a clear vision
- a commitment to genuine consultation and involvement
- opportunities for staff to come together to agree common goals and translate these into specifications
- gaining staff commitment to embrace change and the work needed to effect that change.
Contact
Jim Sutherland
Head of Service
Education Offices
Inverclyde Council
105 Dalrymple Street
GREENOCK
PA15 1HT
Telephone: 01475 712850
Email: jim.sutherland@inverclyde.gov.uk
DEVELOPMENT OF CHILDREN'S SERVICES CENTRES
Combined funding from Sure Start, pre-school education, the childcare strategy and Children's Change fund initiatives have made it possible to create six children's services centres across Dumfries and Galloway.
These centres provide the means for improving support to children and their families in local schools. Services provided include childcare, health clinics and support from social services. 
Outcomes
The newly refurbished Whithorn Primary provides childcare services including baby-care, wraparound care and out of school care for 50 weeks of the year. Voluntary and public sector organisations combine resources to produce a fully co-ordinated package of summer activities. Similar services will be on offer within the other centres by the end of 2003.
Lessons
By combining funding streams and focusing on accommodation accessed by all children and families at some point in their lives, services are better able to meet identified needs, are available as part of a total package and are non-stigmatising.
Important lessons learned during the design and build processes include the need to involve service users and providers as well as staff.
It became apparent during discussion of the design of Park School, where a Cradle Project aimed at vulnerable pregnant women will be housed, that there is a need to consider carefully premises that will promote breast feeding rather than limit them. 
Contact
Stuart Beck
Group Manager
Children's Services
Education and Community Services
Dumfries & Galloway Council
Woodbank
30 Edinburgh Road
DUMFRIES
DG1 1NW
Telephone: 01387 260 404
Email: stuartb@dumgal.gov.uk
Veronica Steele
Operations Manager - Childcare
Dumfries & Galloway Council
Woodbank
30 Edinburgh Road
DUMFRIES
DG1 1NW
Telephone: 01387 260 045
Email: veronicas@dumgal.gov.uk
'EDUCATION IN SOUTH LANARKSHIRE FOR THE 21ST CENTURY': PROJECT BRANDING AND WEBSITE
'Education in South Lanarkshire for the 21st Century' (EDSL 21) is the name for South Lanarkshire Council's secondary schools modernisation programme. The name and logo were developed through consultation with a broad range of pupils from primary and secondary schools.
This project branding has been used in all documents including public consultation booklets, business documentation and project stationery. Custom built branded display boards and banners have been used in consultation roadshows with parents and the public. Additionally, branded mouse mats, rulers, pens, pencils and key rings are used to raise the profile of the project with pupils and other stakeholders.
The project website www.edsl21.com has been developed using the branding and colour scheme and is the main mechanism to keep pupils, parents, the community and project bidders up to date with developments. The website is fully updated on a regular basis and refreshed fortnightly.
Outcome
The EDSL 21 branding has provided the project with a unique and distinctive identity that is easily recognised by stakeholders. This has helped raise the profile of the project throughout the council area and beyond and has helped secure potential private sector partners.
The website can be updated very quickly and is being developed as a vehicle for profiling a range of education successes in addition to the schools modernisation programme.
Lessons
It is important that, at a very early stage of a major project of this nature, consideration is given to project marketing and communication. A communication strategy helps identify the range of stakeholders and the best way to interact with them.
Clear branding, supplemented by a distinctive logo, is essential for creating project identity and the branding should be used across all relevant documentation, website, and presentations to send out a consistent message and embed the identity. Pupil involvement in determining the branding, logo and tag line is important because it gives pupils a sense of ownership and helps create project imagery that end users identify with.
A project specific website works well in communicating with stakeholders. It should not be the only method as the number of stakeholders with internet access may be limited and there is also a resourcing issue in respect of creating the site and keeping it up to date.
Contact
David Booth
Partnership Development Manager
Education Resources
South Lanarkshire Council
Council Offices
Almada Street
HAMILTON
ML3 0AE
Telephone: 01698 527150
Email: david.booth@southlanarkshire.gov.uk
ELECTRICAL REWIRING
When carrying out electrical rewiring in schools, East Ayrshire Council automatically includes upgrades to fire alarms and emergency lighting as part of the work. In addition, Information and Communication Technologies (ICT) nodes are also incorporated into all learning and teaching areas.
Outcome
When undertaking substantial rewiring works the council makes and improves the health and safety aspects of school buildings. The learning and teaching process is also enhanced by the use of ICT.
Lessons
The main lesson is creating a prioritised programme of works. As the learning and teaching process increasingly uses ICT, it is important that school infrastructures are able to cope with these demands.
Contact
Euan Couperwhite
Head of Resource Support
East Ayrshire Council
Council Headquarters
London Road
KILMARNOCK
KA3 7BU
Telephone: 01563 576090
Email: euan.couperwhite@east-ayrshire.gov.uk
ENVIRONMENTAL DESIGN USED IN THE DELIVERY OF IMPROVED PUBLIC SERVICES
The project is located in Tarbert, which is regarded as an economically and geographically fragile community with limited social and recreational facilities. The Sir E Scott school is the main community school in Tarbert and illustrates many aspects of good practice in sustainable development. The school has a total floor area of approximately 3900m 2.
A combined Heat and Power (CHP) unit will provide a large proportion of electricity and heat. The first floor will incorporate extensive passive solar glazing, and the orientation of the building will allow for a large Photo Voltaic (PV) array and a Solar Water Heating system. The CHP unit is to supply variable and constant temperature heating circuits throughout the building. A PV array panel will be situated on the south-facing roof of the new secondary link building. This battery-less grid-linked system includes datalogging facilities and the facility to allow real time monitoring by personal computer. On the roof of the existing building a Solar Water Heating system with a total surface area of 52m 2 will be installed.
The CO 2 savings are considerable, with approximately 305 tonnes of CO 2 saved per annum. The majority of the savings are as a result of the CHP unit, which will save on average 280 tonnes per year.
The appointment of a dedicated Member/officer working group to oversee the project, linking up with the Harris Sports Centre Group, brought the provider and user into close contact and lengthy consultations were carried out with the community including local groups, the Education Department and other service providers, and the head teacher and staff. The project brief was refined to take account of the comments expressed.
Outcomes
The expected outcome is a satisfied client group where user needs are matched by the right facilities:
- reduced energy costs
- comfortable environment
- improved visual environment
- pleasant spaces
- improved durability
- reduced life cycle costs by paying attention to the external fabric and the exposed location
- reduced running costs.
The project illustrates the implementation of the Comhairle's and community's aspirations, with particular reference to the Comhairle's Environmental Policy and Sustainable Design Strategy.
The specific design stages for each project are:
- project specific energy plan details scope, targets and opportunities
- design advice consultation supported by Action Energy
- renewable options with partial support funding from external body
- building Energy Management System (BEMS) strategy
- dynamic Thermal Simulation and Visualisation
- environmental assessment
- linking renewable solutions to building services design.
With the clear intention to expand the use of renewable hardware in the Western Isles there is a need to establish a training programme for PV and Solar Water Heating-installations. This will be provided in partnership with the local college and consultations have commenced with interested parties to support and sustain work.
The external form of the Integrated Community School must be viewed in the overall context an ongoing programme of selective demolition that will eventually remodel the whole site - with the provision of a grass playing field (partially reclaimed from the foreshore), all-weather pitch, increased parking and improved access, contributing to a coherent whole. In addition to the renovation of existing structures, the work includes a new secondary wing extension incorporating the community pool and changing facilities.
The project allows for a future sports hall to complete the community facility and is part of an ongoing programme utilising joined up funding streams.
The project seeks to match provision as close as possible to actual requirements, through the use of visualisation which is a useful consultation tool, and energy modelling techniques.
Contact
Calum Hunter
Assistant Director
Education Department
Comhairle nan Eilean Siar.
Sandwick Road
STORNOWAY
Isle of Lewis
HS1 2BW
Telephone: 01851 709 456
Email: mhunter@cne-siar.gov.uk
EXTENDED COMMUNITY USE IN RENEWED AND REFURBISHED SCHOOLS
South Lanarkshire Council recognises that its schools are not merely buildings in which children are taught but can be focal points for communities and used to help meet the aspirations of a wide range of users both during and outwith school hours. Consequently schools within the council are heavily used by local communities outside school hours for a range of activities including sports and leisure, dance clubs and meetings for groups, including school boards and parent teacher associations.
A council-funded Leisure Trust runs dual use leisure facilities at a number of secondary schools. During the day the physical education areas of these schools are used for teaching and at night they open to the public as Trust operated sport and leisure facilities. The Trust also operates two swimming pools/leisure centres that are attached to schools and open to the public during the day with priority access reserved for education purposes.
The council's secondary schools estate management plan is building on these successes with arrangements for extended community use through its schools modernisation project. All secondary schools will be available for community use in the evenings and at weekends and for longer periods of time. Central to this approach are design proposals that will result in areas of schools opening in the evening and at weekends as dedicated community facilities, custom built to cater for the widest range of activities including lifelong learning classes, internal and external sports and leisure activities, and meetings and conferences.
In addition to the above, the council is developing its community schools initiative and an important part of this approach is integrated children's services. On a day to day basis health, social work, careers, community police and other external agencies will work together in the schools. It is also proposed that a public library will be incorporated into Biggar High School.
Outcomes
Extended community use has helped maximise the council's existing physical resources by using the schools to cover a wide range of curricular and extra curricular activities that would otherwise be provided in separate buildings. This has resulted in communities being offered a wider range of activities during the evenings and at weekends than would otherwise be available. These activities help to contribute to individuals' health, wellbeing and lifelong learning aspirations. The public library in Biggar High School will result in that community being provided with an important new resource.
Lessons
Schools should be viewed as multifunctional community assets rather than as buildings used solely for teaching children. Often the simplest considerations at design stage can greatly increase the functionality and potential of an area. For example, having all the areas for community use located in the same part of the school minimises issues concerning security and costs for staffing, heating and lighting. A separate community entrance, reception desk and a social area with a café or vending machine can also help change the community's perception of the facility from a school during the day to a bespoke leisure centre in the evening.
Contact
David Booth
Partnership Development Manager
South Lanarkshire Council
Council Offices
Almada Street
HAMILTON
ML3 0AE
Telephone: 01698 527150
Email: david.booth@southlanarkshire.gov.uk
EXTENSION AND ALTERATIONS TO ST MARY'S PRIMARY SCHOOL
The principal ambition realised in this project is to lend a new lease of life to an overcrowded and aged school through a series of new build interventions, spatial reorganisation and refurbishment works. The challenge was to provide a school unified under one roof with enhanced facilities to meet new demands. It was important that the building remained fully operational throughout the construction phase adding further complications to the design and construction process.
Outcomes
Replacement of temporary hutted classroom accommodation that had reached the end of its serviceable life.
Purpose-built junior and senior wings together with a rationalisation and refurbishment of the existing school accommodation, bringing the whole school under one roof in a modern, flexible and stimulating teaching environment.
Provision of 20 places in the morning and 20 places in the afternoon for children of pre-school age within the new extension.
Installation of emergency lighting, fire and smoke detection and alarm system, security and access control system, together with renewal of telecommunication systems and installation of computer networking throughout.
Lessons
By careful planning the existing school was upgraded and developed to meet the requirements of the brief. The restricted site was used to best advantage and the difficulties of operating in limited spaces were removed. 
Contact
Jim Leckie
Head of Service
Educational Services
North Ayrshire Council
Cunninghame House
IRVINE
KA12 8EE
Telephone: 01294 324414
Email: jleckie@north-ayrshire.gov.uk
GAMES HALL AT HAGHILL PRIMARY SCHOOL - NEW OPPORTUNITIES FUND
This project involved the provision of a games hall, fitness suite, training room and floodlit synthetic pitch with supporting changing and showering facilities. It was expedited through the New Opportunities Fund.
Outcome
Provision of community resources which will be used by local schools and the community.
Lessons
Gaining knowledge in working and consulting with:
- other council services
- national funding bodies
- sportscotland
- pupils, local user groups, parents and elected members.
The Haghill Campus building is under construction and due for completion in June 2004. 
Contact
Iain MacDonald
Project Manager
Education Services
Glasgow City Council
Nye Bevan House
North Entrance
20 India Street
GLASGOW
G2 4PF
Telephone: 0141 287 9687
Email: iain.macdonald@education.glasgow.gov.uk
GARNOCK EARLY YEARS CENTRE
An old Further Education building at a primary school was under-used by the local community. It was converted into an Early Years Centre catering for the needs of young children and their families.
Outcome
Through the Sure Start project the old building was completely refurbished to provide a Centre catering for the needs of children aged 0-3 years and their families.
A local playgroup met in the old building and a new community room has enabled them to continue to meet and operate in the new facility. The room is also available to the community in the afternoons, evenings and at weekends.
The Centre is not a nursery but provides a range of services to meet the needs of individual families. These include:
- play sessions for children
- play sessions for children where parents participate
- adult groupwork in association with other agencies, such as community learning and development, the Health Trust, Social Services and the Children's Outreach Service.
These services assist parents with a wide variety of issues including handling children's behaviour, cooking (off-site), books for babies, feeding and weaning, dental health, storytelling and the use of books.
A local arts centre, run by the council, also works in partnership with the Early Years Centre to provide arts classes for parents. Transport is available at the Centre to enable access to off-site activities.
Lessons
The building, has been brought back into operation and is used by the community in a meaningful manner which meets the social changes which have impacted on the local community. 
Contact
Jim Leckie
Head of Service
Educational Services
North Ayrshire Council
Cunninghame House
IRVINE
KA12 8EE
Telephone: 01294 324414
Email: jleckie@north-ayrshire.gov.uk
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