Managing Community Facilities Lynn Molleson and David Henderson, COSS Advisors Hannah MacSween Muir of Ord Development Manager
Mission Driven Approach to Facilities Management A strategic approach to managing your asset with the aim of using your asset as a tool to deliver your organisation’s mission, vision and objectives and to uphold your organisation’s values.
Setting your Building in Context • Why do you own the building? • What role will/does it play in delivering your mission and achieving your vision? • What other activities do you deliver?
Meanwhile management -over the last 4 years Ambition to develop a community hub with a creative arts focus from saved Rockfield School in Oban: • Setting up a pay-for car park and a charity shop to generate an income • Using huts in the playground to build up the supporters and volunteers, engaging people in grant-funded activity. • Developing and honing the local services for the community • Raising the massive funds needed for the capital redevelopment work • Learning how to manage the staff and the volunteers. https://www.therockfieldcentre.org.uk/
Meanwhile Management – TullibodyCivic Centre • Tullibody Community Development Trust, formed as a SCIO in 2017 from the Save our Park action group. • The 1950s built Civic Centre, local park and car park were threatened with closure and sale. • The TCDT negotiated a peppercorn lease with the local council in late 2018 to use the Civic Centre. • They have secured SLF Stage 1 funding for a full redesign of the centre and are negotiating an asset transfer for the full title. • This meanwhile use has allowed them to build up an income from rental, learn how to manage the building and respond to local needs – opening the centre at weekends and in the evening for events and classes. We are now taking bookings online and spaces are filling up quickly – if you want to book a room please go to: http://tullibodycdt.org.uk/book/
Managing an asset is not without risk Who is legally responsible for managing risk? You Are! It’s the responsibility of directors/trustees.
Managing Risk • Risk - the potential that a chosen action/activity (including inaction) will lead to a loss (an undesirable outcome) • Risk assessment - process of identifying all the factors, events, and situations which could present risk • Riskanalysis - the process of sorting, scoring and ranking the identified risks as the basis for making informed and responsible decisions about how to handle them • Risk management - processes, including development strategies and methods to avert or minimise these risks, and take steps to avoid further risk.
Managing Risk • Requirement of charity/company law: • charities – if accounts audited must have Risk Management Statement • incorporated charities must have a description of principal risks in annual review • Legal requirement – 5 or more employees you must have a health and safety policy and risk assessment • Legal defence • Requirement of funders • Can be a really useful exercise in terms of asset management.
Module 6 – An Overview of Facilities Management For each of these tasks set down clearly… • What is required • Who will arrange it • Who will do it • Staff/volunteer or contractor?
What Else Does Module 6 Cover? • Environmental management • Growth strategies – 44% of third sector income is from selling goods and services (SCVO, 2017) • Organisational capacity and development • Key Performance Indicators • Measuring social impact.
Managing, Maintaining & Sustaining Additional resources: • Keystone: https://scvo.org.uk/running-your-organisation/keystone • HSE community halls checklist: http://www.hse.gov.uk/voluntary/village-halls.htm • First Aid: http://www.hse.gov.uk/firstaid/legislation.htm • Church of Scotland: http://www.churchofscotland.org.uk/__data/assets/pdf_file/0017/3248/priority_handbook.pdf • Employers: https://www.healthyworkinglives.scot/Pages/default.aspx • Fire safety: https://www2.gov.scot/Topics/Justice/policies/police-fire-rescue/fire/FireLaw/GeneralGuidance • Safeguarding: http://www.slcvo.org.uk/Community-Toolkit/ctoolkit?PageName=People-Management/working-with-children-and-vulnerable-adults.htm • Licensing: http://www.slcvo.org.uk/Community-Toolkit/ctoolkit?PageName=Resource-Management/licensing-for-alcohol.htm