Regional Property Sector Forums Summary of Key Messages

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1 Regional Property Sector Forums Summary of Key Messages August 2015 Welcome to the regional property forum. On this summary sheet we have brought together items that we will cover in the forum. We welcome your feedback on the summary sheet, the forums, and any of the items discussed. Inside This Issue 1 The future of sector forums feedback 2 School Property Service Customer Satisfaction Results 2 Shared Space RealMe login 2 New education.govt.nz website 2 Helios Update 3 Professional Services Panel 3 Health & Safety Update 5 National Transportables Programme 5 Innovative Learning Environments & Flexible Learning Spaces 6 Engineering & Design Update 7 Who s who in Southern The future of sector forums feedback A workshop was run to ascertain how sector forums should be run in the future. Feedback included: The majority wanted to keep the current format of two per year in an easily accessible location. Representatives should be from some sector grouping, i.e. Primary Principals Association, NZ Principals Federation etc The role of sector representative was to represent their group s views on issues covered in the forum, feedback to their group after each forum, seek and then circulate agenda ideas to their group Topics/issues for future forums should be able to be raised via the shared workspace that has been set up by the Ministry The purpose of the sector forum is to transfer information, exchange views and ideas, update the sector on changes or proposed changes the Ministry policies and procedures, collaborate through workshops on ideas, network with other sector representatives and Ministry personnel An opportunity to raise issues in the regions or nationally.

2 School Property Service Satisfaction Survey Results 648 responses were received through the School Property Service Satisfaction Survey. There was a 56% increase in total responses from the 2014 survey which collected 400 responses. Increase in response rate was seen in the Central North and Central South regions. The majority of respondents were School Principals and this was the same in In most areas, the Ministry has improved its service to schools. Shared Workspace A shared workspace has been set up for the sector to co construct future agendas for sector forums with the Ministry. To gain access to the shared workspace, an needs to be sent to: EIS.engagement@education.govt.nz. The following information needs to be provided: Name, address, school, the sector forum which will be attended, i.e. Northern, Central North, Central South and Southern. A RealMe login is required to access this shared workspace. To find out more information on this visit: EIS cannot assist in the creation of this RealMe login. If you have a query on how to create a RealMe login, please check with the New Education.govt.nz website The Ministry has launched its new website which has been refreshed with a new look, consistent styling and much improved search function. Our property pages are no longer called Property Toolbox but are now called the Property Pages and have their own section under 5 19 Years Schools tab/school property. It has a similar structure to the old Toolbox and information is grouped by task and under the main sections for state schools. These sections are: property occupancy document, day to day management, school facilities, fixing issues, design standards, planning, project management and funding. There are also sections for integrated schools and private schools. All the pages have been reviewed, refreshed and updated where necessary. The focus is on the user, i.e. Boards of Trustees. If you notice something that isn t right or contradicts content or policy elsewhere, then EIS.policy@education.govt.nz Helios Project Update The launch of Helios is now scheduled for April 2016 ( Ministry Go Live ). This will be followed by a second release for the sector, with training (including 45 minute webinars) being provided sometime mid late 2016.

3 Professional Services Panel Education Infrastructure Service is in the process of establishing regional panels of 10YPP consultants, and providers of project management services for minor and major capital works that schools can use. This means that schools can choose a different supplier to produce their 10YPP than the supplier who will provide the project management of the capital works. Please note that it will be mandatory for schools to use the 10YPP consultant panel, but it will be optional for the project management services. It is anticipated that these panels will be in place by October If a school already has a contract in place, they can continue to use that supplier. Health & Safety Update There have been a number of key changes to the Bill following Select Committee phase. These are: For a Person Conducting a Business or Undertaking (PCBU) with <20 workers in low risk sectors, it will not be mandatory to have health and safety representatives and to have a health and safety committee. PCBU s must discharge their overlapping duties to the extent they have the ability to influence a control the matter. Duty holder s obligations to manage risk are limited to doing what is in their ability to control and manage, along with what it reasonably practicable for them to manage the risk. Officer duty will apply to other persons who have a very senior governance role in the organisation that allows them to exercise significant influence over the management of the business or undertaking. Officers do not include a person who merely advises or makes recommendation to an officer of an organisation Coverage of volunteers remains as it is under the current law. Clarification to the definition of workplace. PCBU s who manage or control the workplace do not owe a duty to people who are there for an unlawful purpose. Roles and responsibilities School senior management: Responsible and accountable for health and safety management and performance in school construction projects. Demonstrate leadership in health and safety management and active engagement in health and safety performance. Involved in providing the support and resources required to ensure health and safety is appropriately managed. Able to demonstrate that health and safety is actively reviewed and has been taken into consideration in business decisions. Hold themselves and others accountable for health and safety.

4 Project Managers: Responsible and accountable that health and safety expectations are being addressed by the main site contractor, consultants and sub contractors. Actively engaged and communicates with the contractor, consultants and school on health and safety management. School s representation for constructions projects. Holds the main site contractor responsible for health and safety on the site. Ensures safety is actively and collaboratively addressed throughout the lifecycle of the project and with all parties (.i.e. Ministry, schools, boards of trustees, consultants, main site contractor, subcontractors and any other providers). Main Site Contractor: Responsible and accountable for the safety of the site and adjacent areas that form egress/ingress to the site. Responsible and accountable for management of sub contractors. Ensures site is maintained in a clean and safe way. Ensures there is appropriate site security, demarcation and signage of works currently being undertaken. Works with the school to ensure risks and hazards are appropriately identified and managed. Responsible for the traffic management of the construction site (including site egress/ingress and adjacent roads), and ensure all individuals entering and working on the site are following safety and security requirements and procedures. Manages incident reporting and holds all individuals accountable for safety management. Responsible and holds sub contractors accountable for their management and performance of health and safety. Sub contractor: Responsible and accountable to carry out their work safely and to follow all safety procedures and requirements of the main site contractor and the school for the project. Actively manage health and safety in the work they do, and report incidents and hazards as they occur to the main site contractor. Responsible to follow all site safety rules and ensure all individuals undergo site inductions. For further information: Health and Safety information to help your school meet the requirements of the current Health and Safety in Employment Act 1992: of education/specific initiatives/health andsafety/ The Health and Safety regulator: Administrator of Health and Safety legislation:

5 National Transportables Programme Interlink was successful in winning the tender to deliver the modular transportable classrooms (MTBs). Interlink is a consortium comprised of Portacom Building Solutions, Opus and Brewer Davidson and they have factories in Auckland and Christchurch. The modular transportable buildings are high quality and meet the same standards as Ministry requirements for permanent structures, but they have the added advantage of being more adaptable and transportable. The new contract will mean a change in approach to delivering projects in the regions and will: provide faster delivery of high quality, safe, innovative and flexible spaces that support the latest teaching and learning methods supply cost effective, standardised, low maintenance facilities which meet improved standards for earthquake resilience and weathertightness, and are built to the same Ministry standards as permanent school buildings in line with the New Zealand Building Code have the durability to withstand a range of extreme weather conditions offer greater versatility than permanent structures (these buildings can be reconfigured and relocated multiple times throughout their lifespan which creates cost efficiencies and increases opportunities for schools and communities to share infrastructure resources) reduce risk, administration and contract management for regional staff and schools increase flexibility in how the Ministry responds to rapid growth and other events impacting school accommodation. The National Transportable Programme team will assist with funding planning but will require information from schools as to their requirements. Please note that funding must be approved, and available, before a contract order is issued. Upon confirmation that a school can have a MTB the school is required to sign a Conditions of Use Document which outlines the roles of the Board, School, Ministry and the supplier. This document also provides a maintenance plan for the MTB. For further information, you can contact: Planning team: Nicola Barrett Nicola.Barrett@education.govt.nz or Spyros Vatselias Spyros.Vatselias@education.govt.nz. National Portfolio Programme Manager: Greg Eunson Greg.Eunson@education.govt.nz Innovative Learning Environments and Flexible Learning Spaces The terms innovative learning environments and flexible learning spaces are now preferred instead of modern learning environments. The change brings New Zealand into closer alignment with international terminology. A learning environment is the complete physical, social and pedagogical context in which learning is intended to occur. An innovative learning environment (ILE) is one that is capable of evolving and adapting as education practices evolve and change thus remaining future focussed.

6 A flexible learning space supports high quality teaching and learning by having appropriate heating, lighting, ventilation and acoustics, they are flexible enough to support a range of teaching and learning approaches on any given day, and also being able to adapt to broader changes as education practices evolve over time. A flexible learning space is the physical, inanimate component of ILE. It takes people and practices to bring it to life. Engineering and Design Update The Education Infrastructure Service is putting together a suite of design guidance documents to ensure the Ministry s expectations are clear for designers and other stakeholders. Documents will include: Designing Schools in New Zealand Principles, Requirements and Guidelines o The Structural and Geotechnical Guidelines, released earlier this year are the first of these guidelines A standardised project brief Design compliance checklist for various stages of the project. Standard block modernisation designs are being finalised for Avalon, Formula and Canterbury blocks. Preliminary designs will be release at the end of September and detailed designs by the end of the year. The designs include pre designed options and a menu of priced modifications. Standard modernisation designs will reduce time and cost to upgrade standard classroom blocks and ensure upgrades create flexible learning spaces. Nelson two storey blocks are next on the list.

7 Who s who in Southern Regional Property Manager Simon Cruickshank, Regional Property Manager E: Simon.Cruickshank@education.govt.nz T: Christchurch Team Stephen Palfrey, Asset Team Manager E: Stephen.Palfrey@education.govt.nz T: Peter Fenwick, Regional Property Advisor E: Peter.Fenwick@education.govt.nz T: Gill Maher, School Property Advisor E: Gill.Maher@education.govt.nz T: Sharon Coulbeck, School Property Officer E: Sharon.Coulbeck@education.govt.nz T: Karren Madden, School Property Advisor E: Karren.Madden@education.govt.nz T: Sarah Stuart, School Property Advisor E: Sarah.Stuart@education.govt.nz T Leon Austin, School Property Advisor E: Leon.Austin@education.govt.nz T Christy Hawker, School Property Officer E: Christy.Hawker@education.govt.nz T Dunedin Team Barry Sleeman, Regional Property Advisor E: Barry.Sleeman@education.govt.nz T: De Thomson, School Property Advisor E: De.Thomson@education.govt.nz T Invercargill Team Gavin McKenzie, School Property Advisor E: Gavin.McKenzie@education.govt.nz T: Anna McFaul, School Property Officer E: Anna.McFaul@education.govt.nz T: Nelson Team Allan Roberts, Regional Property Advisor E: Allan.Roberts@education.govt.nz T: John Crone, Regional Property Advisor E: John.Crone@education.govt.nz T: Stewart Lawson, Earthquake Resilience Case Manager E: Stewart.Lawson@education.govt.nz T: Building Improvement Programme Scott Cameron, Case Manager E: Scott.Cameron@education.govt.nz T: Christchurch Schools Rebuild Team David Hobern, CSR Programme Manager E: David.Hobern@education.govt.nz T: Grant Boore, Programme Lead Delivery Manager E: Grant.Boore@education.govt.nz T: Robert Lyall, Delivery Manager E: Robert.Lyall@education.govt.nz T: Margaret Waller, Delivery Manager E: Margaret.Waller@education.govt.nz T: Gayle Baldwin, Delivery Manager E: Gayle.Baldwin@education.govt.nz T: Vikanda Bagrie, Delivery Manager E: Vikanda.Bagrie@education.govt.nz T: Julia Dines, Assistant Delivery Manager E: Julia.Dines@education.govt.nz T: Anna Drinkwater, Assistant Delivery Manager E: Anna.Drinkwater@education.govt.nz T: Sonny Sun, Assistant Delivery Manager E: Sonny.Sun@education.govt.nz T: Kirsty Peel, Assistant Delivery Manager E: Kirsty.Peel@education.govt.nz T: Riki Edmonds, Assistant Delivery Manager E: Riki.Edmonds@education.govt.nz T: Nicholas Hughes, Minor Works Delivery Manager E: Nicholas.Hughes@education.govt.nz T: Anna Voronina, Minor Works Delivery Manager E: Anna.Voronina@education.govt.nz T: