Capital Strategy and Asset Management Planning
Capital Strategy Forms
The following forms are published and available as required:
During the next few months, the Education service will be creating a number of Forms that relate to:
- Asset Management Planning
- Project Approval
- Capital Investment
- Revenue Investment
- Statutory Compliance
- Capital Insurance
- Funding Proposal Management
Details relating to the release of each form will be communicated to schools using the designated email address for general communications. They will also be available from this website.
Policy and Guidance Documents
From the Diocesan Trustees and Education Commission:
- Occupation of School Premises Policy (Issued May 2018)
- 181114 - DOW Schools Capital Procurement with Appendices - (For School)
- 181114 - DOW Schools Capital Guidance (for Consultants)
- HPCF - Guide to Completing Online Form (Issued Sept 2018)
- LCVAP - Guide to Completing Online Form (Issued Sept 2018)
From the DfE/ESFA
Capital Strategy and Asset Management Protocols
Most Catholic Schools, and the land they are built on, are owned by the Diocese. They are held on charitable trust by Diocesan Trustees, appointed by the Diocesan Bishop. The role of the Diocesan Trustees is to administer the property of the Diocese in accordance with its Trust Deed, making it available to the Diocese led by the Bishop.
Other Catholic Schools, and the land they are built on, are mainly owned by Religious Orders. They have their own Trustees and Trust Deeds, but are nevertheless within the authority of the Diocesan Bishop
Trustees (Diocesan or Religious Order) provide the land and buildings thereon (the School Premises) for use as a Catholic School so that those granted permission to occupy those premises may conduct a Catholic School on their behalf, under the supervision of the Diocesan Bishop.
VA School Governors or Academy Directors are granted permission to occupy the premises subject to the Trustees’ objects and any other parameters laid down by them. Whilst the Trustees permit the occupation of their school site for the time being, they do not confer any proprietary rights and controls to the occupiers. Decisions relating to the School Premises rests with the Trustees.
Diocesan Catholic School: These protocols are issued on behalf of the Diocesan Trustees and are Mandatory.
Religious Order Catholic Schools: Protocols relating to the Maintenance and Management of School Premises, provided by Religious Order Trustees, will be issued at the discretion of the Trustees. Therefore, the Protocols contained in this section are for information only.
Capital Asset Management Includes: Planned and/or Reactive Maintenance (Condition), Adaptation of Existing Buildings (Suitability) and Increasing/Decreasing the Net Capacity by extending existing buildings, adding new buildings or demolishing buildings (Sufficiency).
- Protocol 1 The Occupier must ensure that the Diocesan Trust property and assets remain under the control of the Trustees, and that measures are in place to prevent losses or misuse. Any documentation or communication that makes reference to the Trust’s property or assets must be referred immediately in line with the Diocesan Communication Protocol to the appropriate Diocesan Education Officer.
- Protocol 2 The Occupier is responsible for all costs and fees incurred by the Diocesan Trustees relating to any contract, licence or other matter affecting the occupied School Premises. In addition, the Occupier is responsible for any and all legal, financial and operational responsibilities associated with a Capital Works project on or to the assigned School Premises.
- Protocol 3 The Occupier must maintain the assigned School Premises in Good Order and produce, on direction from the Trustees, information relating to planned and reactive maintenance (historical, current or planned). Such information may include, the Strategic Maintenance (7 Year) Plan and evidence of planned budgetary maintenance investment and historical maintenance expenditure.
- Protocol 4 When considering Capital Works, the Occupier must comply with any Policies, Standing Orders and Financial Regulations issued by the Trustees relating to the Management, Financing and Procurement of Capital Works Projects. In addition, the Occupier is responsible for compliance with all legislation, regulation and Statutory Guidance relating to Health and Safety and Construction Design and Management (CDM).
- Protocol 5 The Occupier must adhere to all Diocesan Trust Policy relating to Capital Works that may be published from time to time. Policy Documents will be available directly from the appropriate Diocesan Service and published on the Diocesan Website. For advice on permissions needed for Capital Works please contact the Diocesan Education Service.
- Protocol 6 The Occupier must ensure all statutory requirements for Capital Works are complied with (including but not limited to conditions relating to planning approval; listed buildings consent and building regulations consent). They must also provide evidence of compliance upon a request.
- Protocol 7 he Occupier must ensure that the School Premises are correctly insured and that that insurance meets or exceeds the minimum levels of cover specified by the Trustees in negotiation with the Catholic Insurance Association. Furthermore, the Occupier must obtain additional insurance as may be required, from time to time, when undertaking Capital Works and ensure that such work is delivered in accordance with all policy requirements and limitations imposed by the insurer.
- Protocol 8 The Occupier must appoint a Trustee approved Specialist Building Consultant to advise and assist the Governors/Directors with all aspects of School maintenance, Statutory Compliance and Capital Works. Neither the Occupier, nor an employee of the Occupier may act as Principal Designer (CDM Regulations 2015) or undertake any of the roles and responsibilities properly assigned to a Specialist Buildings Consultant. The Occupier and their Employees are designated as “Clients” and must limit themselves to that specified role. The Diocesan Trustees commit to maintaining a list of competent professionals from which the Occupier will select their preferred Consultant.
- Protocol 9 On occasions, an Occupier may seek to propose a significant change/development to the School Premises that is not funded from the public purse. On those occasions, the Occupier must present an Outline Business Case (OBC) detailing the justification, scope of work, cost and the source of funding sufficient to meet those costs. All fees and other costs associated with the preparation of an OBC are the liability of the Occupier and are not recoverable should the proposal be declined. Only proposals developed by a Diocesan Trustee Approved Specialist Building Consultant will be considered by the Trustees.