Janitorial Review

Consultation Sessions

APPENDIX 1

The Journey

• Paper to Head of Education (2002)• Paper to Children's Services

Committee(2004)• Steering Group• Terms of Reference• Focus Groups• Visits to other Councils• Consultation

Paper to Children's Services Committee (2004)

• 25 years since last change

• Demise of CCT

• Modernisation of heating systems

• Extended use of school facilities by local communities

• Role of the janitor has evolved and adapted to changing circumstances on an adhoc basis.

Steering Group

• Chair- Senior Manager Resources (Ian Robertson )• Primary Headteacher (Craig Mitchell)• Secondary Headteacher (Lindsay Roy)• Primary Business Manager (Wendy Penman)• Secondary Business Manager (Yvonne Blackwood)• Human Resources (John Kilpatrick)• Financial Services (Agnes Gray)• Community Services (Andy Herd)• Service Support (Angus Thomson)• Unison (Alex Duncan)• Janitorial Services (Gary Paterson)

Focus Groups

• Reduced capacity during school core hours• Fear of losing own janitor• Role of janitor within community services• Headteachers unaware of janitor remit• Security of schools• Terms and conditions (grades, hours)• Capabilities and Skills of janitors• Local knowledge• Primary/Secondary split (different approaches)

Focus Groups

• Being part of the Service• Lack of support• Progression within service (development)• Minor Repairs• Flexible working• Cover for school crossing patrols• Localised management (communication, part of

team, organising)• Facility work

Visitations

• Context – Team Members• South Ayrshire (urban)• Key points • Process / Context for change• Move from Education• Pilot Structures :• 78 Janitors (30 New)• 3 Area Coordinators, 6 Senior Cluster Janitors• Main Observations

Visitations

• Perth and Kinross (Urban Rural)• Key points• Process / Context for change• Pilot Structures-• 57 Staff (Only 2 supply)• 7 Facilities Coordinators , 50 Facilities

Assistants• Main Observations

Overall Conclusions

• Conclusions• Crucial role of cluster Janitor / Facilities Coordinators• Cover over Key times in Day• Sense of Team / Positive Morale• Savings made “pooled” bank run• Fixed Hours increased• Flexibility • Underpinning issues• New Vs Old transition difficulties• Change• Security• Lets

Fife Council Context

• Collective challenge

• Single Status

• Working time directive

• Health and safety legislation

• Attendance management

EstablishmentsPre and post school

• 188 Establishments

• 17 Community Use Buildings

• 36 Child Care Clubs

• 34 School Lets

Present Management

Present Situation Present Situation –– J anitorial Service ReviewJ anitorial Service Review

PRINCIPAL CLIENT OFFICER

SENIOR CLIENT OFFICERADMIN SUPPORT OFFICER& SUPPORT ASSISTANT

SCPO OFFICER

AREA OFFICER AREA OFFICER AREA OFFICER AREA OFFICER

A A

Staffing : Present

0

5

10

15

20

25

30

6am 8am 10am noon 2pm 4pm 6pm-11pm

6am

7am

8am

9am

10am

11am

noon

1pm

2pm

3pm

4pm

5pm

6pm-11pm

Key Principles

PUPIL DAYPUPIL DAY______________________________________

9am9am 3pm3pm

STAFF DAYSTAFF DAY______________________________________________________________

8am8am 3pm 3pm 5pm5pm

MAINTENANCEMAINTENANCE______________ ______________________________________________________________________________

6am6am 8am8am 3pm3pm 5pm5pm

COMMUNITY USE______________ ________________________________________________

6am 8am 3pm 5pm 10pm

Objectives

1) Cover pupil day

2) Improved terms and conditions

3) Single shift pattern

4) Retain integrity of the Service

5) Geographical clustering

6) Maximise Janitor capacity at a cluster level

7) Principle of equality of workload8) Integrate flexible working patterns

Staffing : Present

0

5

10

15

20

25

30

6am 8am 10am noon 2pm 4pm 6pm-11pm

6am

7am

8am

9am

10am

11am

noon

1pm

2pm

3pm

4pm

5pm

6pm-11pm

Shift PatternTimes No Of Janitors Weekend

Work

06.30-1500 3

07.00-15.30

08.00-16.30 9 6

08.30-17.00

09.00-17.30 9

10.00-18.30

13.00-21.30 3 14.30-23.30

Staffing :Future 30 janitor cluster

0

5

10

15

20

25

6am 8am 10am noon 2pm 4pm 6-11pm

6am

7am

8am

9am

10am

11am

noon

1pm

2pm

3pm

4pm

5pm

6-11pm

Potential AreasOption 1

• Dunfermline and West Fife

• Kirkcaldy,Burntisland,Kinghorn and Lochgelly

• Glenrothes and Levenmouth

• North Fife

• Each area would have 1 area coordinator 4 assistants approx 49 janitors and 65 school crossing patrols

Option 1

OPTION 1 OPTION 1 –– J anitorial Service ReviewJ anitorial Service Review

PRINCIPAL CLIENT OFFICER

ADMIN SUPPORT OFFICER & SUPPORT ASSISTANT

AREA OFFICER AREA OFFICER AREA OFFICER AREA OFFICER

AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA

Potential AreasOption 2

• Dunfermline and West Fife• Dunfermline and Inverkeithing• Kirkcaldy ,Burntisland and Kinghorn• Lochgelly Cowdenbeath,Cardenden and Kelty• St Andrews and Waid• Levenmouth • Bell Baxter• Glenrothes

• 1 area coordinator 1 assistant ,approx 24 janitors and 32 school crossing patrols

Option 2

Option 2 Option 2 –– J anitorial Service ReviewJ anitorial Service Review

PRINCIPAL CLIENT OFFICER

ADMIN SUPPORT OFFICER & SUPPORT ASSISTANT

AREA OFFICER

AREA OFFICER

AREA OFFICER

AREA OFFICER

AREA OFFICER

AREA OFFICER

AREA OFFICER

AREA OFFICER

AAO AAO AAO AAO AAO AAO AAO AAO

Minor WorksExamples Only

• Renew damaged runners or drawers• Replace damaged hinge• Renew Handles on door• Refix toilet roll holder• Replace damaged lock• Unblock sink• Replace toilet syphon• Replace toilet seat• Repair leaking waste pipe

Employment package

• An employment package which emphasises recognition for performance, career development and work life balance

• Flexible working

• Opportunities

• Competency based progression with a clear path forward with new skills to adapt to change

What else do we need to do?

• Devolve responsibility but assure accountability

• Encourage learning and development

• Improve staff confidence/morale

• Promote a culture of openness

• Measure, monitor and evaluate performance

• Ensure continuous improvement

Feedback

• What do you see as the strengths / weaknesses of :

• Option1

• Option 2

• What do you see as the strengths and weaknesses of the new work patterns?

• What do you want to call the modernised service?