This element focuses on the physical state of the premises to ensure safe and continuous operation.

To better understand its property portfolio and plan its property strategy, the authority needs to hold and analyse information relating to the condition of each set of premises for which it is responsible.  A property condition survey is the technique that has been adopted by the County Council to secure its property condition information.  All schools were surveyed during 1999 and the survey assessed each site, each block of the school, including the Site Agent/Caretaker accommodation and each building element e.g. focusing on the individual constructional elements of premises (for example the roof, windows and doors, mechanical services etc.)

Surveys are updated annually by way of the formal visit inspection, to take account of changing needs and priorities.  At this visit the building surveyor assesses the condition of each individual element, records the required repairs, the life expectancy of the element and the impact that the defect has on the continued operation of the school.  Schools are provided with a condition inspection report (Word document) in January or February of the Spring Term and should find it useful in planning property-related expenditure and programmes of repair.

All recorded items are subject to re-assessment on an annual basis. If the condition has not deteriorated, the condition rating will remain unchanged.  For example, an item identified as requiring work within two years on the previous assessment but which has not deteriorated at the time of re-assessment will remain unchanged.  It will not automatically be revised to one requiring work within twelve months and it therefore follows that the condition survey data does not indicate a commitment to any form of rolling programme.

The Local Authority uses the data in a summary spreadsheet format for the calculation of delegated funds to schools.  This is calculated in direct proportion between schools based on the relative value of prioritised needs.  Schools are provided with this funding with which to meet their property responsibilities as defined in the Scheme for Financing Schools.