Estates Strategy 2017 2020 · lease, sign a new lease or to terminate a lease. The Department of...

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Estates Strategy 2017 - 2020

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CONTENTS

1. Introduction Page

1.1 Summary 3

1.2 Strategic Context 3

1.3 The Review of PBNI’s Refreshed Estates Strategy 2014 3

2. Where are we now?

2.1 Introduction 5

2.2 Condition Surveys 5

2.3 Maintenance 5

2.4 Leases expiring 6

2.5 Security Review 6

2.6 Budgetary constraints 6

2.7 DOJ Estates Strategy 7

3. Where do we want to be?

3.1 Criteria 8

3.2 Estates projects in 2017-20 8

4. How do we get there?

4.1 Phased Approach and monitoring 9

4.2 Approvals 9

4.3 Funding pressures 9

Annexes

Annex 1 – Map of Northern Ireland showing current PBNI Offices, Court Locations, and

Prisons. 10

Annex 2 - Current Property Schedule 11 Annex 3 - Estates Programme 12 Annex 4 – Projected Estates costs 2017-20 14 Annex 5 – Projected Capital Costs 2017-20 15 Annex 6 - Land and Property disposal 15

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1.0 Introduction

1.1 Summary

This Estates Strategy sets out the current state of the Probation Board for Northern Ireland

Estate and makes recommendations for proposed changes over the 2017- 2020 period. It

focuses on the implementation of delivering an Estate that supports and enhances

operational objectives to ensure that the buildings are being used in the most effective and

efficient manner.

Assumptions are made in relation to the available capital and revenue funding during this

three year period. It is estimated that during this period PBNI require to incur expenditures

on its Estates of over £5,816k running, maintaining and developing its Estates. This

excludes the costs of security review measures which are still being determined.

1.2 Strategic Context

The Probation Board for Northern Ireland (PBNI) is a non- departmental public body

established by the Probation Board Order (NI) 1982. PBNI is sponsored by the Department

of Justice. Additional responsibilities are set out in the Criminal Justice Orders of 1996, 2005

and 2008. The main strands of PBNI’s work are to:

Assess convicted offenders and (annually) prepare over 9,000 reports for Courts,

Parole Commissioners and others.

Supervise offenders subject to a range of court orders and sentences.

Deliver behavioral change programs for offenders in custody and in the community

covering areas such as violent offending, sexual offending and drug and alcohol

misuse.

Provide a Victim Information Scheme to any person who has been the direct victim of

a criminal offence where the offender is subject to supervision by PBNI

Work alongside statutory and other partners to minimize the risk of harm posed by

offenders.

1.3 The Review of PBNI’s Refreshed Estates Strategy 2014

The Estates Strategy (2014) which was approved by the Board of PBNI, proposed a

reconfiguration of the PBNI Estate with the closure of a number of offices by way of

generating savings to meet budget reductions. The strategic objective of the Review was to:

Provide PBNI with accommodation designed for effective delivery of services;

Provide PBNI with an estate configuration that was flexible, taking into account

changing demographics, crime patterns and sentencing trends, whilst acknowledging

the need to retain a community focus;

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Establish an estate configuration that is accessible to customers, offenders and staff,

and is affordable; and

Establish an estate configuration that maximizes the use of technology

A zero based review was carried out with a phased roll out over 3 years. The Strategy

commenced with 23 offices, 8 reporting centres including (the closed Antrim office); and the

Learning & Development Unit; 32 buildings in total. During this period 5 offices and 5

reporting centres were closed. This reduced the overall Estates to 22 properties (excluding

Strabane), which equates to a reduction of 10 properties or a third of the Estate. Savings of

£1m in Estates was generated to meet budget cuts over this period.

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2.0 Where are we now?

2.1 Introduction

The draft Corporate Plan 2017-20 and a Business Plan objective for 2017-18 has provided

the basis for the preparation of and Estates Strategy from a fresh look at the estate. This

Estates Strategy will look at a number of current and pending drivers for change:

Condition Surveys;

Maintenance schedule;

Leases expiring (including working collaboratively with other organisations to share

accommodation);

Security review;

Budgetary constraints; and

DOJ Estates Strategy

PBNI has currently 23 properties, 8 Freehold and 15 Leasehold see Annex 2 “Current

Property Schedule”. The Strabane office was approved by the Board for closure in 2016-17.

The Antrim Road property is currently unoccupied due to Structural problems with staff were

relocated to 72 North Street in December 2016. PBNI share accommodation with YJA in

Waring Street (Inspire) and Downpatrick. YJA also use PBNI offices in Portadown, Omagh

and Newry. Service Level Agreements are in place and each organization are invoiced for

their share/use of the properties. PBNI also hire a room from the Simon Community in Larne

to meet clients when needed at a cost of approx. £3k per annum.

The annual running costs for the estate is approximately £1.5m per annum. An overview of

the current estate is attached at Annex 2 “Current Property Schedule”.

Staff and service provision are also located in the three prisons and at Seapark where the

co-located Public Protection Team is based. In addition staff has access to some office

space in the following court buildings: Laganside; Derry; Dungannon; Newry; Craigavon;

Downpatrick; Antrim and Coleraine.

2.2 Condition Surveys

In 2016-17 PBNI commissioned Properties Division to carry out Condition Surveys on all of

its properties. The purpose of the surveys was to fully understand the condition of the Estate

and to assist with planned maintenance over a 3 year period. The cost of implementing the

Condition Surveys over the 3 year period is £989k. The outcome of the surveys are being

used in business cases to determine whether it is more cost effective to maintain a property

or relocate within budgetary constraints.

2.3 Maintenance

Maintenance on all PBNI properties is carried out by Properties Division. Maintenance is

both cyclical (planned) and reactive (unplanned). A cyclical maintenance schedule is agreed

with Properties Division at the beginning of each financial year. The Condition Surveys

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above will help to determine the maintenance schedule over the next 3 years. With reducing

budgets it may be more cost effective to leave a property than to continue maintaining.

The planned level of maintenance funding in 2017-18 is £346k, this reflects work on the first

year of the Condition surveys. Maintenance is prioritized as High Priority (Unavoidable to

meet Statutory/mandatory requirements and H&S risk), Medium priority (Alleviation of risk to

core operational or prevent further dilapidation) Low Risk (To maintain normal property

standards). A breakdown of maintenance across the period is reflected in Annex 4 –

Projected Estates costs 2017-20.

2.4 Leases Expiring

PBNI has zero delegation to enter into a lease. A business case is required to renew a

lease, sign a new lease or to terminate a lease. The Department of Justice has provided

lease guidance to assist business areas in the process for leases. From December 2015, all

property leases must now be reported and managed through the use of the Electronic

Property Information Mapping Service (e-PIMS).

Approval from the PBNI Board, Department of Justice and the Department of Finance is

required. Option for working collaboratively and sharing accommodation with other

organizations will be explored when considering accommodation options. The business case

process takes can take up to 18 months, therefore work on the business case should

commence well in advance of the expiry date. There are three leases expiring within the

period of this Estates Strategy: Headquarters, Dungannon and Magherafelt. Business case

preparation on whether to renew or relocate will commence on these properties in

2017/2018.

2.5 Security Review

In September 2017, following notification of an increase to PBNI’s security level, PSNI’s

security branch carried out a security review of PBNI’s offices. The recommendations from

the report will be considered and implemented. The security level will be reviewed as

necessary over the period of this Estates Strategy and security measures put in place as

required.

2.6 Budgetary constraints

It is very likely that budgets will be reduce over the next 3 years which may impact PBNI’s

ability to make improvements to and maintain its Estate. In the previous Estates Strategy, a

third of the Estate has been reduced. PBNI are now working in fewer offices, however

caseloads have remained broadly static both in volume and geographical spread over the

years. PBNI’s objective is to service its clients in safe and secure premises, maintain a

presence in key areas across Northern Ireland. With costs rising with inflation each year, the

move of new premises in Derry, Omagh and Coleraine, the Condition Survey and the

Security review within the period of the Estates Strategy it is anticipated that there will be

pressure in the Estates budget. This will be addressed when completing the budget returns

to the Department.

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2.7 DOJ Estates Strategy

DoJ does not at present have an Estates Strategy, however an Asset Management Plan is

updated each year to ensure the DOJ has a clear plan for the management, control and

future use of the DOJ estate that aligns with the DOJ mission and strategic objectives; and

value for money is obtained from the estate.

The DOJ are currently reviewing the overall use of the DOJ Estate in City Centre and

Stormont which will encompass PBNI properties.

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3.0 Where to we want to be?

3.1 Criteria

This Estates Strategy seeks to make improvements to the current Estate to ensure it meets

the needs of users and staff and is safe and secure for visitors.

PBNI has defined the criteria for assessing properties as:

Business need: staff usage; caseload numbers; program delivery needs; training

delivery needs;

Physical condition of current premises, for example are they DDA compliant and the

ergonomics of each building;

Affordability, value for money;

Locality issues: reasonable travel distance for clients; accessible to public transport;

neutral or shared space;

Availability of alternative properties within the criminal justice and community and

voluntary sectors;

Lease flexibility; and

The local government boundaries, proximity to Courts and attendant Policing and

Community Safety Partnerships PCSPs

3.2 Estates Projects in 2017-20

The following projects will be undertaken in this period:

Omagh business case approved October 2017, move to new property in 2017-18

Coleraine business case to be approved in 2017-18, work to commence in 2017-18,

move to new property in 2018-19.

Shipquay Street Derry, business case approval 2017-18. Fit out and move to new in

2018-19, dispose of existing properties 2018-19

A review of the Urban Offices (Greater Belfast) – this will assess the current

properties in the Urban area against the criteria above: Headquarters, Ormeau Road,

Antrim Road, Andersonstown, Newtownards Road and Newtownards. This will be

carried out by PBNI with assistance from the Strategic Investment Board

Lease renewal business case Dungannon, Magherafelt and Headquarters

Review of the Armagh office

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4.0 How do we get there?

4.1 Phased Approach and monitoring

This Estates Strategy provides for a programme of works over a 3 year period. The work will

be carried out by the Estates branch within PBNI. Business cases process will be followed

for new leases and properties. PBNI meet with Properties Division on a monthly basis to

ensure that the schedule of maintenance work and minor works are carried out with

schedule. All projects are carried out using Project management Techniques.

4.2 Approvals

DOJ does not have delegation for leases. All business case for lease will be submitted to the

PBNI Board, DOJ and DOF for approval. Estates updates are reported to the Corporate

Resources Committee and to the PBNI Board. There is also a PBNI Estates Sub Committee

who meeting each monthly comprising of: Director of Operations, Head of Finance, Estates

Manager, Head of IT and H&S Manager.

4.3 Funding pressures

It is anticipated that funding pressures will continue over the next 3 years with reduction in

available budgets for the development of the Estate however there are areas of the PBNI

Estate which require major improvements. Pressures on the Estates budget have been

identified over the period and will be addressed with the Department when budgets are

being set. The Projected Estates costs, Capital Costs and Disposals are set out in Annexes

4-6.

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Annex 1 - Map of Northern Ireland showing current PBNI Offices, Court Locations, and Prisons.

Key:

PBNI Office

Court Location

Prison Location

(Room hire)

(closed 2017)

October 2017

*Downpatrick and Waring Street Offices are shared with Youth Justice

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Annex 2: Current Property Schedule Property

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£k

20

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-17

HQ, Belfast HQ/Service Delivery 1,583 Leasehold 20 Nov 19 330 92.55 Good Yes 698

Alderwood Service Delivery 232.2 Freehold N/A 102 15.85 Poor No 56

Andersonstown Service Delivery 264.38 Leasehold 31 Nov 21 301 14.49 Good Yes 81

Newtownards Road Service Delivery 204.56 Freehold N/A 164 14.22 Poor No 22

Ormeau Road Service Delivery 291.01 Freehold N/A 128 16.65 Poor No 10

Antrim Road Service Delivery 445.79 Freehold N/A 427 21.74 Poor No 86

Armagh Service Delivery 278.70 Freehold N/A 62 5.62 Poor No 37

Ballymena Service Delivery 566 Leasehold 5 Sept 26 260 22.63 Good Yes 145

Coleraine Service Delivery 163.60 Leasehold Q to Q 85 9.33 Poor No 35

Downpatrick (YJA) Service Delivery N/A SLA YJA N/A 57 1.80 Poor No 16

Dungannon Service Delivery 99.40 Leasehold 22 Nov 19 86 6.60 Good Yes 26

Enniskillen Service Delivery 167.20 Leasehold 28 Feb 25 37 4.43 Good No 30

Lisburn Service Delivery 186.73 Leasehold 8 Mar 24 140 10.12 Good Yes 58

Crawford Square Service Delivery 204.06 Freehold N/A 132 11.08 Poor No 23

Limavady Road Service Delivery 238.27 Freehold N/A 166 11.92 Poor No 29

Magherafelt Service Delivery 184.41 Leasehold 31 Oct 18 90 9.95 Good Yes 39

Newry Service Delivery 157.90 Leasehold 25 Aug 22 199 8.97 Good Yes 42

Newtownards Service Delivery 155.66 Freehold N/A 174 10.77 Poor No 13

Omagh Service Delivery 163.65 Leasehold 6 Jun 18 105 7.01 Poor No 28

Portadown Service Delivery 232.25 Leasehold 31 Mar 23 171 12.14 Good Yes 50

Strabane Service Delivery 97.54 Leasehold 30 Nov19 0 N/A Yes 23

Inspire Service Delivery N/A SLA YJA N/A 160 13.87 Good Yes 10

North Street (Antrim Road) Service Delivery N/A Temp Leasehold 11 Nov 18 10

Total 3,376 321.74 1,567

*Caseloads by office – Reflects people on PBNI caseload by Office at 31 July 2017. Does not include PBNI caseloads at Prisons. **FTE by office – Does not include PBNI staff at Prisons or on career breaks. Excludes Larne which is a rent a room agreement, roughly £3k per annum.

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Annex 3: Estates Programme Property Year 1

2017-18

Year 2

2018-19

Year 3

2019-20

HQ, Belfast Stay and maintain. Structural survey

outworkings.

Review of property and commence preparation

of business case as lease expires 2019

Review of Urban offices

Outcome of Urban offices review – stay or

locate to an alternative location

Lease expires November 2019. Outcome

of Urban offices review – stay or locate to

an alternative location

Alderwood Stay and maintain. Structural survey

outworkings

Stay and maintain. Structural survey

outworkings


outworkings

Andersonstown Stay and maintain. Structural survey

outworkings Review of Urban offices





/commence work on business case, lease

expires 2021.

Newtownards

Road


outworkings/






Ormeau Road Stay and maintain. Structural survey

outworkings






Antrim Road Review of Urban offices Outcome of Urban offices review – stay or




Armagh Stay and maintain. Structural survey

outworkings

Review Armagh office sell/stay

Ballymena Stay and maintain. Structural survey

outworkings


outworkings


outworkings

Coleraine Close current property and move to new

property

New lease commencing Stay and maintain

Downpatrick (YJA) Moved from YJA property in September 2017,

Search for new premises

Move to new property Stay and maintain

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Dungannon Stay and maintain. Structural survey

outworkings.

Review of property and commence preparation

of business case as lease expires 2019.


outworkings

Lease expires November 2019. Outcome

of review

Enniskillen Stay and maintain. Structural survey

outworkings


outworkings


outworkings

Lisburn Stay and maintain. Structural survey

outworkings


outworkings


outworkings

Crawford Square Business case to move to Shipquay

street/agree Head of Terms and Lease

Sell and move to new premises in

Shipquay Street

Stay and maintain.

Limavady Road Business case to move to Shipquay

street/agree Head of Terms and Lease

Sell and move to new premises in

Shipquay Street

Stay and maintain.

Magherafelt Stay and maintain. Structural survey

outworkings.

Business case requires as lease expires

October 2018.


outworkings


outworkings

Newry Stay and maintain. Structural survey

outworkings


outworkings Stay and maintain. Structural survey

outworkings Newtownards Stay and maintain. Structural survey

outworkings






Omagh Close current property and move to new

property. Business case approved October

2017.

Stay and maintain. Stay and maintain.

Portadown Stay and maintain. Structural survey



outworkings 72 North Street Stay and maintain. Structural survey

outworkings.




Outcome of Urban offices review

Strabane Closed 30 September, staff re-located to

Omagh and Derry

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Annex 4 – Projected Estates costs 2017-20

2016-17 2017-18

Year 1

2018-19

Year 2

2019-20

Year 3

Total

£k £k £k £k £k

Cleaning 63 70 80 90 240

Communications 190 200 210 220 630

Consumables 16 17 18 19 54

Insurance 5 5 6 7 18

Light, Heat, Power 99 100 110 120 330

Maintenance* 170 346 433 219 998

Office Equipment 49 50 60 70 180

Rates 246 300 320 330 950

Rent 601 610 660 670 1,940

Security 87 90 100 110 300

Service Charges 7 10 20 30 60

Waste/Recycling 15 16 17 18 51

Water Charges 19 20 22 23 65

1,567 1,834 2,056 1,926 5,816

*includes Condition Survey costs

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Annex 5 – Projected Capital Costs 2017-20 Scheme Year 1 Year 2 Year 3 Total

£k £k £k £k

Shipquay Street 365 - 365

Coleraine 50 50 - 100

Omagh 100 100 - 100

Downpatrick Office 58 - - 58

Security review Unknown Unknown - Unknown

Outcome of Urban

offices review

- Unknown Unknown Unknown

Outcome of Armagh

Review

- - Unknown Unknown

Total 208 515 0 723

Annex 6 - Land and Property disposal

Property Year 1 Year 2 Year 3 Total

£k £k £k £k

Crawford Square - 145 - 145

Limavady Road - 175 - 175

Antrim Road Will depend on outcome of the Urban Office Review

Newtownards Road Will depend on outcome of the Urban Office Review

Ormeau Road Will depend on outcome of the Urban Office Review

- 320 - 320

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