FM ENV 015 Land Development and Buildings - Envtal MGT

FM ENV 015 Land Development & Refurbishment - Environmental Management Procedure
Safety Health & Environment Section
Environmental Management System (EMS)
FM/ENV/015
Land Development &

Refurbishment
Environmental Management
Procedure
July 2016
Version 3.0
Document review due: July 2017
Please Note This is a controlled document, please ensure you are using the most recent
version available on the UCLan intranet.
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Document History
Date Author Version Description of modifications
24.03.10 S. Buckland 0.1 Initial draft of document issued for review.
16.06.10 J. Richards 0.2 J. Richards Comments on Estates Section
09.08.10 D. Price 0.3 D. Price has drafted initial Projects Section & S.
S. Buckland Buckland has reviewed changes and
commented.
20.08.10 D. Price 0.4 D. Price has developed the content further.
24.08.10 S. Buckland 0.5 Reviewed changes and proposed questions to
DP to structure additional required content.
31.08.10 D. Price 0.6 D. Price developed the content of the Projects
Section further.
31.08.09 S. Buckland 0.7 Prepared final draft for authorisation
06.09.10 S. Buckland 1.0 Approved procedure
05.04.11 S. Buckland 2.0 Updates following internal audit & procedure
development
19.06.12 C.Challen 3.0 Updates to sections 2.1, 2.3, 2.4, 3.1, 3.1.1,
3.1.7, 3.1.8 following internal audit actions &
procedure development.
26.09.13 S. Buckland 1.0 Upload to SharePoint, hyperlinks updated,
revision postponed to Autumn 13 to coincide
with on-going site checking and contractor
management work completion and integration of
previous FM Finance staff into Development,
Maintenance & Estates. An interim reference
has been made to these staff within this minor
version: FM Development, Maintenance &
Estates Projects & Resource Team, this may be
subject to change.
April 2014 S. Buckland 1.1 First redraft of entire procedure prior to peer
review. Peer review by: N. Duffy, D. Price
Nov 2014 C.Challen 2.0 Updates made following peer review (see
above). This version includes the new Project
Documentation process (3.1)
July 2016 C.Challen 2.1 Changes to section 3.1 Projects:
3.1.1 Project Commencement
3.1.3 Contractor selection procurement of
contractors is now contained in FMENV014
3.1.4 Construction Phase PD system and site
checklist
3.1.5 Contractor Competency
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August C.Challen 3.0 Reviewed by David Griffiths. Building Surveyors

2016 replaces Project Managers throughout the
document. Section 1.2 and 3.1.2 use of
equivalent rating schemes added.
References
# Title Version File Name
[1] Environmental Aspects Register 3.0 FM ENV 004
[2] Environmental Sustainability Policy 9.0 FM ENV 002
[3] Online Register of Legal & Other www.legislationupdateservice.co.
Requirements uk
[4] ISO14001 2015
[5] Travel Plan 2013 - 18 Not applicable
[6] BREEAM Education 2008 - Higher 3.0 www.breeam.org
Education Model
[7] Consultant Design and Build Briefing Not applicable
Document
[8] Sustainable Procurement - 2.0 FMENV014
Environmental Management
Procedure
[9] FM Development Project Not applicable
Documentation Guidance
Document Control
Authorised: Michael Ahern Date
Chief Operating Officer
Approved: Paul Morris Date

Director of Facilities Management
Reviewed: John Richards Date

Estates, Development and Maintenance Manager
Reviewed: David Price Date

Principal Building Surveyor (Maintenance)
Author: Clair Challen Date

Environment & Sustainability Manager
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Author: David Griffiths Date

Principal Building Surveyor (Development)
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Contents
1 Introduction
1.1 Purpose
1.2 Scope
1.3 Responsibilities
1.4 Continual Improvement
2 Estate Strategy
2.1 Estate Transactions
2.2 Estate Lease/ Contracts
2.3 Planning Consents
2.4 Space Definition
3 Projects
3.1 Operational Controls
3.2 Compliance Obligations Management Techniques
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1 Introduction
1.1 Purpose
This procedure describes the approach UCLan will take to manage and mitigate its land
development and building as a category of significant environmental aspects (FMENV004),
within the Universitys Environmental Management System (EMS), to ensure the Universitys
operations remain compliant with relevant parts of its:
Environmental Sustainability Policy;
Sustainable Procurement Policy;
Biodiversity Action Plan;
Carbon Management Plan;
UCLan Travel Plan 2013 18;
UCLan Environmental Management Plan FMENV020;
Legislation Register (FMENV006) legal and other compliance obligations
Newground Legislation Update Service, contact greenteam@uclan.ac.uk for
access.
UCLans Environmental Aspects Register (FMENV004) identifies the Universitys physical

changes to the land use make-up of the estate as having a significant impact on the
environment. This aspect will therefore be the focus of our mitigation and management
within the EMS.
Important note: this document should be read alongside the remaining 5 Environmental
Management Procedures contained within the EMS which are the operational controls to
manage and mitigate the Universitys significant environmental aspects:
FMENV016 Waste Management
FMENV014 Sustainable Procurement
FMENV012 Use of Natural Resources
FMENV019 Pollution Prevention
FMENV017 Travel/Transport
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1.2 Scope
This document applies to operations conducted from the Universitys Preston campuses.
A simplified summary of the stages involved in estate development and management is
outlined below;
Figure 1.2 Summary Estates

Development, Maintenance and
Estates Process Strategy
Identification of purchase/ sale opportunities
Liaison with City Council
Manage property transactions (inc due diligence)
Planning Permission & Conditions
Space Definition
No
Can the need be incorporated

into existing estate? Development
Yes Project management of space definition/ need

New build, refurbishment & small works
Finalise design
Invitation to tender (ITT), Tender & appointment of
contractor
Satisfy planning conditions
Obtain BREEAM rating (or equivalent)
Building to be managed by
central FM staff directly?
No
Estates
Set up and manage FM
contracts (other).
Yes
Is there a change to Yes
space use?
Maintenance
Helpdesk
Maintain estate (engineers)
Respond to issues reported
Continually improve environmental management
via Carbon Management Plan
Maintain utilities, heating & cooling
No
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The Universitys alteration of its estate whether through; land/ building transactions, the
creation of new buildings, refurbishment of existing ones or even a change of land use can
have a significant impact on the environment, for example;
Natural resources are used during builds and refurbishments, some of the materials needed
will come from finite resources like primary aggregate, others will be made up of
predominately virgin or energy intensive resources. All materials used possess embodied
carbon which should be factored into design and demolition choices. Equipment will
consume fuel/ energy that contribute to global climate change. Waste will be generated at a
time when landfill capacity is disappearing, a particular impact if demolition is not
reclamation led.
During estate development work there is also a higher risk that pollution is caused whether
in terms of nuisance, land contamination or inadequate drainage management.
Planting and landscaping are used by the University to create a positive visual impact locally
and enhance biodiversity and there is also the possibility of habitat or contaminant
disruption.
Within FMENV004 Environmental Aspects Register the conditions listed below are identified
in relation to the development of buildings and land use including alteration of existing
buildings. These conditions highlight the importance of identifying and adhering to
environmental management controls. These controls are identified within this procedure,
they aim to raise awareness amongst parties involved in projects in order to minimise the
environmental impacts described above whenever possible.
Special Note: Unlike any other area of University activities, products and services the
construction and significant refurbishment of buildings interacts with the environment in a
way that affects the ability of the University to manage and mitigate the majority of its other
identified significant environmental aspects. Therefore staff responsible for implementing
this procedure (listed in section 1.3) must also be familiar with the details of the other
environmental aspects of University activities, as described in the Universitys
Environmental Aspects Register (FMENV004), to ensure they understand how they can
support the EMS by facilitating effective environmental management elsewhere in the
organisation.
Normal Condition
Systematic investigation and analysis via normal design process.
Abnormal Condition
Short leading times leading to potential compromises in investigations.
Emergency Condition
Incident or contamination (e.g. fire, flood or contamination from adjacent land) .
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No
1.3 Responsibilities
This document applies to staff within the University who are involved in either land
development, building and building refurbishment. These general responsibilities are
summarized in the table below.
Further details of specific role responsibilities can be accessed in FMENV003 EMS Manual,
responsibility, roles, resources and authority.
Compliance Obligations Responsibility Operational control
Environmental Protection (Duty of Building Surveyors Project Management Guidance

Care) Regulations Building & Refurbishment Document
Contractors FM ENV 015 responsibilities of
contractors
Environmental Protection (Controls Building Surveyors Installation of FM ENV 015 Installation of
on Ozone-Depleting Substances) system to use compliant gas types original systems.
Regulations 2011 & use of contractors with required
Fluorinated Greenhouse Gases training.
Regulations (F-Gas Regulations)
2009 (SI 261)
FMENV012 Ongoing use &
Ozone depleting substances
service/ repair of systems.
(Qualification) Regulations 2009
Energy Efficiency FM ENV 015 requirements to be
Energy Performance of factored into the design.
Buildings (Certificates and
Inspections) (England and FM ENV 012 ongoing
Wales) Regulations compliance, maintenance of
Building Services Manager
CRC Energy Efficiency standards
Energy & Carbon Mgt Officer
Scheme
Maintenance Manager (Buildings)
The Building (Amendment)
Maintenance Engineers
Regulations Part L
BRE Environmental
Assessment Method Building Surveyors
HEFCE Carbon Reduction

Targets
Planning Requirements FM ENV 015 requirement to be
Travel Plan: Requirement Building Surveyors factored into the design.
for seeking Planning
Permission
Planning (Listed Buildings
and Conservation Areas)
Regulations 1990
(SI1990/1519)
Town and Country
Planning Act
FM ENV 015
Countryside & Rights of
Way Act 2000 Property Coordinator
Control of pollution FM ENV 015 - requirement to be
Contaminated Land Building Surveyors factored into the design.
(England) Regulations
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2006
Control of Pollution (Oil Building & Refurbishment
Storage) Contractors FM ENV 019 ongoing
Statutory Nuisance & Grounds Maintenance Manager management of compliance.
Environmental Noise
Regulations
Asbestos Guidance
HSG246
Gas Safety (Installation
and Use) Regulations
Water/ Sewerage Building Surveyors FM ENV 015 - requirement to be
Water Resources Act 1991 factored into the design including
responsibilities for application of
Anti-Pollution Works relevant discharge consents.
Regulations 1999
FMENV 019 - controls described to

prevent pollution of controlled
water.
Biodiversity Building Surveyors FM ENV 015
Wildlife and Grounds Maintenance Manager
Countryside Act
1.3.1 Role Competence

Within the SHE Training Needs Analysis the training and development required by the roles
listed in section 1.3 are outlined to ensure adequate experience and competence.
1.4 Continual Improvement

The University will monitor the implementation of the operational controls identified within
this procedure using a combination of internal audits and targets.
These targets will be part of a programme of improvement under an overall continual
improvement objective for land development and buildings within FM ENV 020 UCLan
Environmental Management Plan.
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2 Estate Strategy
The new Masterplan will serve to address the medium to long term objectives that will drive
the Universitys strategy forward in the future ensuring the best use of the estate, buildings
and public spaces. The FM Development, Maintenance and Estates Manager holds the
responsibility for delivering projects identified in the Masterplan. The following land use and
building development hierarchy is referred to during this process, it sets out the order in
which land use and building development should be considered based on their relative
environmental impacts. The evidence that this hierarchy is used to help manage, mitigate
and continually improve the significant environmental impact of this element of University
operations will be found within the respective design brief for buildings and the relevant
standard is achieved.
Refurbish
BREEAM (HE)
Very Good
Land
Good public transport links - commuting
Land
Poor public transport links
Demolition
Reclamation Led
Demolition
Aggregate re-use
New Build BREEAM Excellent HE
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2.1 Estate Transactions

It is the responsibility of the Development, Maintenance and Estates Manager to oversee the
purchase or sale of the Universitys estate and ensure this process remains compliant with
relevant legal and Environmental Management System (EMS) requirements. The purchasing
solicitor will commission a desk top survey for the site as the first minimum step in pre
purchase due diligence procedure. All copies of surveys and related investigations are
stored by the Estates Team in the estate/ building files. The following flow chart sets out
the default environmental due diligence undertaken by the Estates Team;
New site identified for purchase Due Diligence Process Figure 2.1
Key
Start of process
Phase 1 Desktop survey conducted. Survey includes identification of:
End of process
Historical uses
Existing environmental consents Connector to
Flood risk separate process
Identified areas of contaminated land
Reference document
Commissioned by the UCLan Solicitor.
Environmental Control
Potential Environmental Issue identified e.g. Conduct Phase II site survey to include:
Ground Pollution Y
Intrusive contamination tests via boreholes.
N
Environment and Sustainability Manager to summarise report findings in:
Register of Site Surveys (FMENVREC017)
Existing discharge consents

Site drainage plans
Land acquired by UCLan and development of site taken forward as a FM Development Project
FM Development notified of new
entry on the Register of Site
Surveys (FMENVREC017)
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2.2 Estate Lease/ Contracts

The Estates Team are responsible for negotiating leases for some buildings and land that
makes up the Universitys estate. In connection with some of these leases there are also
related facilities management contracts that are also set up by the Estates Team..
It is recognized that the content of such contracts set important foundations for
environmental management in order to enable the University to maintain its environmental
management system (EMS). Landlords and contractors should be incentivised to invest in
energy efficiency and effective waste management for example.
The team have a responsibility to refer to the Environmental Aspects Register (FMENV004)
when negotiating contracts and wherever possible ensure the contracts contribute to the
reduction of the Universitys significant environmental aspects as a minimum.
2.3 Planning Consents

It is the responsibility of the Development, Maintenance and Estates Manager to obtain
appropriate planning consents for new sites either prior or post purchase and development
Building Surveyors if planning permission is required for a project.
Planning conditions may be attached to the consent. These are conditions that need to be
met prior to use. For example there may be a condition in the planning permission that refers
a minimum amount of micro generation that is required in a new building or a requirement to
conduct a biodiversity survey at certain intervals. In addition, the University may be required
by the planners to fulfill a Section 106 agreement with the local authority, for example, by
making a financial contribution to the local bus network.
Planning conditions must be sent to the Environment and Sustainability Manager and
records kept within the FM Estates file.
2.4 Space Definition

Within the Estates Team the FM Space Advisor makes recommendations for the best use of
the majority of existing or new space. The space Norms used as a guidance tool by the
University are outlined in the UCLan Space Model which considers space requirements
including space for sustainability and environmental requirements. Space Norms are
translated in a Space Definition for each new building or major refurbishment project.
Details of space requirements for standard room requirements are then set out in a series of
room Data sheets which include considerations for space in relation to energy and water
efficiency, commuting and waste minimisation/recycling.
The FM Space Advisor maintains a series of example data sheets that are consulted,
adapted or adopted to ensure Space Norms, Definitions and Data Sheets reflect best
environmental practice. Any changes in the Universitys Environmental Aspects Register
(FMENV004) are discussed with the FM Space Advisor.
During the implementation of a development or refurbishment project the FM Development

Section may update the space definition of a building once further details regarding plant
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room space requirements or new Building Regulation requirements become available during
a project.
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3 Projects
The Universitys building projects are managed by the Development team within Facilities
Management (FM) Development Maintenance and Estates Section. Development projects
range from those identified as part of the University Master Plan, Maintenance Improvement
Projects (MIP) and also various development projects which evolve from the Space
Definition work carried out by the Estates Section or are identified to meet the Universitys
business requirements for example Accommodation Services.
As a result of this variety, project management and environmental controls need to be

sufficiently flexible to suit a range of different projects.
3.1 Operational Controls
3.1.1 Project Commencement
The FM Development Section follow a Project Document (PD) System to ensure the correct
project management controls are met for each project.
The Budget Authorisation Form (Internal reference PD3) is used by FM Development to
record development projects which have been authorised by senior management. The
document gives details of the summary of works and the location, whether the project is at
the feasibility or live stage and in the case of live projects which Project Officer has been
assigned project management. The FM Green Team are on the cascade list, giving the team
advance notice of projects to ensure environmental controls can be included into the project
brief. In addition, the Green Team staff meet regularly with the Principal Building Surveyor
(Development) to discuss management and mitigation of the significant environmental
aspects associated with the project.
Responsibility: The Principal Building Surveyor (Development) is responsible for ensuring

that the Green Team are fully informed of forthcoming development projects and involved as
stakeholders at the design stage.
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3.1.2 Design Phase
Depending on the nature of the design, some schemes will be designed in house others will
be designed by external consultants. The in house schemes may be fully in house or may
involve the Building Surveyor (in charge of the project)acting as lead designer and
employing external consultants to design certain aspects of the scheme.
The table below identifies project information used by both internal or external designers/
consultants when designing the scheme, listed alongside a reference to related
environmental controls within the process:
Re Type of Information Relevance to Environmental Responsibility

f Management Controls
The designer will reference the following University information in the design process:
1 Consultant and Design & Build This outlines key minimum Building
Contractor Briefing document design standards includes Surveyor (in
references to designing for low charge of the
water use, low energy use, use of project)
low GWP gases, recording
recycled content of materials and
using materials from sustainable
sources.
2 BREEAM rating criteria (New This ensures that the BRE Client and
Builds and full building Environmental Assessment Building
Refurbishments) Method (or equivalent) criteria Surveyor (in
Equivalent rating scheme (e.g. are integrated into the design charge of the
RICS SKA) stage of the project. project)
3 UCLan Space Model Space Norms include space for FM Space
recycling stations, cycle storage Advisor
etc.
4 Standard Room Data Sheets RDS detail space requirements Building
for specific rooms with Surveyor (in
considerations given to energy charge of the
and water efficiency, recycling project)
and commuting requirements
5 Existing site information Including Asbestos Register, Building
drainage plans, existing planning Surveyor (in
conditions, TPOs etc charge of the
project)
6 Details of any surveys and May include Asbestos Building
investigation work carried out refurbishment surveys, Phase 1 Surveyor (in
by the University and Phase 11 environmental charge of the
surveys. project)
7 Project specific information Includes ensuring legal and other Building
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regarding the Universitys requirements are met. Surveyor (in

Environmental Management charge of the
System project)
8 A list of stakeholders Stakeholders will include Building
representatives with Surveyor (in
environmental interest (Project charge of the
Liaison, PD4) project)
3.1.3 Contractor Selection
At the University there are 4 categories of Project based on cost, these and the related
environmental controls involved in procurement process for the selection of contractors are
contained within FMENV014 Sustainable Development Procurement procedures.
3.1.4 Construction Phase
It is vitally important that as contractors perform work on our behalf (i.e. they are outsourced
processes) environmental controls are put in place to ensure compliance with the
environmental management system requirements.
The Pre-Start Meeting (internal reference PD5a) is a formal meeting with the design team,
the contractor and the client arranged prior the contractor commencing on site. The purpose
of the meeting is to cover a number of contractual formalities and to reiterate the Universitys
expectations of contractor conduct. The requirement for contractors to receive a site
induction will be clearly stated in the meeting and recorded in the minutes along with a link to
the online induction.
The University has developed a Site Induction for contractors. The induction outlines
mandatory site rules to ensure the safety of University staff, students, visitors, neighbours as
well as the contractors own staff. Following the site rules will also ensure a contractor
minimises the environmental impact of their operations, ensuring compliance with the
Universitys Environmental Management System (EMS).
The induction must be completed by contractors working on the Universitys behalf at its
Preston Campuses (City Campus and University Sports Arena) before commencement of a
project. The Declaration (FMENVREC042) needs be signed by a nominated company
representative, usually a member of staff in a managerial role such as the Director, Site
Supervisor, stating that they have completed and understood the training (Part A). It is also
the responsibility of the company to ensure that all its operatives including sub-contractor
operatives receive training. By signing Part B of the Declaration the company representative
acknowledges this responsibility and must state on the form how they intend to cascade the
training. The Building Surveyor (in charge of the project) needs to keep the signed
Declaration in the project folder for auditing purposes. Refresher training is required every
year to ensure compliance.
An area on Vernon 4th floor has been made available for contractors to complete the Site
Induction.
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The role of the Building Surveyor (in charge of the project) throughout the construction
phase of a project is to check a wide range of aspects, construction quality, contract
compliance, health & safety and environmental compliance. The Project Check Sheet for
Site Visits (internal reference PD16) should be used for all projects to record and date site
visits. Frequency of site visits undertaken by Building Surveyors relates to the tasks being
carried out on site but at least one check a month should be completed for each project. Any
environment related non-conformities, near-miss or incidents should be recorded on
FMENVREC 040 by the Building Surveyor (in charge of the project) and sent to the SHE
section so that an investigation can be initiated.
Responsibility: The Building Surveyor (in charge of the project) is responsible for ensuring
that the contractor induction training is completed and up to date and that the Declaration
(FMENVREC042) is signed. Building Surveyors are also responsible for completing PD16
checks, with records kept in project files and for reporting an environment non-conformities,
near-miss or incidents (FMENVREC040).
3.1.5 Contractor Competency
The following are mandatory to help ensure contractor competency prior to commencement
of the contract. (Note: only those checks as relevant to the environmental management
system are listed):
All contractors working on site must hold Constructionline certification. Constructionline

includes a mandatory environmental questionnaire for the registration process and
contractors can be suspended if they do not supply all the information required. The
University can also check contractors for compliance via Constructionline or the on-line
competency portal, Safety Systems in Procurement (SSIP).
NOTE: It should be noted that the answers to the environmental questionnaires are not
verified by Constructionline and therefore a contractors registration does not guarantee
a minimum level of competence in environmental management. They are however,
useful reference resources for Project Officers to refer to if concerned about a
contractors environmental competence.
All contractors must hold a valid Waste Carriers Licence to comply with the Waste
(England and Wales) Regulations 2012 for the removal of contractor waste from site (see
3.2.2). If the contractor is not a producer of waste a waiver must be sought from the
Environmental Sustainability Manager (see FM ENV GN 014).
Once selected contractors employed by the University are managed by Facilities

Management. Within Facilities Management well establish systems of work are in place to
ensure the competency of contractors on the basis of appropriate education, training or
experience in relation to relevant legal and other requirements associated with the work
being undertaken.
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The following table summarises the method, responsibility and location of Records used to
ensure contractor competency in relation to different categories of contractor work
undertaken at the University:
Construction Maintenance Small Works Reactive

and Contracts 1 off jobs Maintenance
Refurbishment
Method Tender Process: Key Contractor Permit to Work Instruct previously
checks: process: used competent
contractors and
dedicated staff
where possible.
PQQ/ Contractor Constructionline Constructionline Constructionline
Questionnaire Waste carriers Waste carriers Waste carriers
Constructionline Licence Licence Licence
Waste carriers Site Induction Site Induction Site Induction
Licence Individual F-Gas Individual F Gas Individual F-Gas
Pre-Site Meeting and Gas Safe and Gas Safe and Gas Safe
Site Induction certificate certificate checks certificate checks
checks
Site Checklist
Use of dedicated
staff
Contract Review
(See FMENV014)
Responsibl FM Principal FM Principal FM Building FM Maintenance
e Person(s) Building Surveyor Building Surveyor (in
(Development) Surveyor charge of the
(Maintenance) project(s))
Building
Surveyors Maintenance
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Manager
Building
Services
Manager
Location of Tender Copies of Stapled to copy See Maintenance
Records assessment certification filed of Permit to Contracts
within each within Project Work.
Contract file. Contract files
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3.2 Compliance Obligations Management Techniques
The management of all legislative aspects of construction work are continually considered
throughout the project process including; the design stage, construction stage and into the
post completion user and maintenance stage.
If the project is being carried out in-house with the Building Surveyor (in charge of the
project) acting as lead designer. The Building Surveyor (in charge of the project) will be
directly responsible for ensuring legal compliance.
On larger and more complex projects the Building Surveyor (in charge of the project) may
not have a direct relationship with all designers or contractors involved in project. However,
they will always ensure that the directly appointed external consultant(s) and main
contractors are competent to carry out the required tasks. With regard to sub consultants
and sub contractors, where Building Surveyors have no direct relationship, they will ensure
the directly appointed consultant(s) and main contractors have suitable management
measures to verify the competence and qualifications of their sub consultants and sub
contractors. The risk assessment and method statements generated by the contractor will
indicate how the contractor has assessed all aspects of the site and detail how they propose
to manage their operations on site including their sub-contractors.
Prior to work commencing on site, a risk assessment and method statement will be
produced. On larger schemes this will be substituted with the construction phase health and
safety plan. These documents will demonstrate the contractors approach to considering
managing both safety and environmental risks and form the basis of the agreed site working
practices.
The ongoing monitoring of compliance on site may be managed in a number of ways
depending on the size and complexity of the project. On the in-house projects where the
Building Surveyor (in charge of the project) is the sole professional or lead designer, they will
periodically inspect the site looking for compliance with agreed working practices. Any
deviations from agreed working practices or breaches (or potential breaches) of legislation
will be actively managed by the Building Surveyor (in charge of the project) with the
contractors management. On the larger or more complex schemes compliance monitoring
will be carried out by external consultants such as, clerk of works, Building Surveyors,
contract administrators or designers.
Maintenance work or smaller scale works of a higher risk will be covered by the need for a
permit to work. Currently the permit system operates using duplicate paper copies. This
system is in the process of being reviewed and replaced with electronic computer based
system.
3.2.1 Site Waste Management Plans
Whilst it is no longer a legal requirement for construction projects in England over 300,000
to have a Site Waste Management Plan (SWMP) as UCLan is committed to improving the
environmental performance of construction projects the Development team use a document
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titled Site Waste Management Plans- Clients Objectives which outlines the Universitys
expectations with regard to construction waste.
Responsibility:
The Building Surveyor (in charge of the project) is responsible for ensuring that the
objectives of the SWMP Clients Objectives are incorporated in all relevant projects.
3.2.2 Environmental Protection (Duty of Care) Regulations

Contractors appointed by Facilities Management are required to hold a valid Waste Carriers
Licence (Upper Tier) before they are employed by the University. This is because the
majority of these contractors will be dealing with or producing demolition or construction
waste and the Environment Agencys definition of construction waste includes improvement,
repair and alteration.
The exceptions to this requirement are:

(1) Where an assessment of the nature of their work by the originator, procurement team or
Building Surveyor (in charge of the project) deems that a licence is not necessary (i.e. they
are not actually producing any waste as a result of their activity e.g. Portable Appliance
Testing (PAT)). The result of the assessment must be endorsed in writing by the Environment
& Sustainability Manager before appointing the contractor.
(2) If a contractor is using a third party (i.e. a skip company) to remove waste from University
premises, the contractor is responsible for ensuring:
a) the skip company used holds a valid Waste Carriers Licence,
b) the contractor must also retain a copy of the waste transfer note issued by the third
party (to be checked by the Building Surveyor (in charge of the project)during site
checks).
Responsibility:
It is the responsibility of the University staff member appointing a contractor (Eg. Building
Surveyor (in charge of the project) or Procurement) to ensure that a valid waste carriers
licence is held. The Waste Carrier Licence validity check should be completed using the
Environment Agencys website accessible by clicking here. A print out of the webpage should
be attached to the Purchasing Request.
FM Development, Maintenance & Estates Projects & Procurement Team procedures are in
place to ensure all contractors have a valid waste carriers licence in the scenarios outlined
above.
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3.2.3 Environmental Protection (Controls on Ozone-Depleting Substances)

Regulations/ Fluorinated Greenhouse Gases Regulations (F-Gas
Regulations) / Ozone depleting substances (Qualification) Regulations
These regulations relate to the safe controls on ozone depleting substances. The design
and alterations of installations shall be carried out by competent professionals. The
installation and alteration work shall only be carried out by persons approved for such work.
Working with F-gases in air-conditioning systems needs to be undertaken by competent

mechanical professionals who must hold, or be supervised by someone that holds, as a
minimum one of the following qualifications:
City & Guilds Certificate in Handling Refrigerants Scheme 2079-13
Construction Industry Training Board Safe Handling of Refrigerants Reference J11-14
The level of qualification required depends on the specific task involved.

The following refrigerants are now banned from use:
HCFC refrigerants that are labelled as recycled, recovered or reclaimed from similar
equipment or buy recycled HCFCs can no longer be used on the open market
(since 31 December 2014).
The use of HCFCs, including recycled HCFCs, for servicing and maintaining
equipment are now banned (effective from 1 January 2015).
R22 is a HCFC compound, virgin R22 cannot be used in air conditioning systems
(effective from 1 January 2010) and recycled R22 is also banned for use (effective
1 January 2015).
Responsibility:
The Building Surveyor (in charge of the project) shall ensure that competent professionals
and operatives are used and work complies with the Regulatory deadlines listed above. See
section 3.1.5 for further details of the methods used to ensure contractor competency.
3.2.4 Energy Performance of Buildings (Certificates and Inspections)

(England and Wales) Regulations
A Display Energy Certificate must be displayed in the foyer of each of the Universitys
Buildings. Regulations also make it mandatory for owners of air conditioned buildings to
lodge inspection reports of air conditioning systems (above 12kW) on the England and
Wales central Register kept on behalf of the Secretary of State.
Responsibility:
The Building Surveyor (in charge of the project) shall ensure an Display Energy Certificate is
prepared for new buildings. The Energy and Carbon Management Officer should be
Page 23 of 29
consulted to ensure the design team and contractors develop a certificate using appropriate
data definitions.
The Engineer and Maintenance Manager is responsible for ensuring that the AC inspection
reports are lodged on the central register.
3.2.5 CRC Energy Efficiency Scheme

The Development sections projects are significantly related to the Carbon Reduction
Commitment (CRC) Energy Efficiency Scheme. Building Surveyors work closely with their
energy and building services colleagues in the Maintenance section to embrace energy
efficiency. In large significant schemes energy and services colleagues will be fully involved
in the project as stakeholders. In smaller schemes our energy and services colleagues are
formally consulted via the PD4 Project Liaison Sheet.
Specific responsibilities for CRC compliance are detailed in FMENVGN007.
Responsibility:
The Building Surveyor (in charge of the project) is responsible for liaising with energy and
services colleagues to ensure the project embraces the requirements of the CRC Energy
Efficiency Scheme.
3.2.6 The Building (Amendment) Regulations Part L

Part L of the Building Regulations relates to the conservation of fuel and power. All
alterations and new building projects that are subject to Building Regulations will either meet
or exceed the requirements of Part L. When principal works are undertaken (new or
significant extensions to existing buildings) improvements should be made to improve the
energy efficiency of the whole building.
Responsibility:
On projects being designed in house the Building Surveyor (in charge of the project) shall
directly ensure compliance with Part L. For projects where an external consultant is acting
as lead designer the Building Surveyor (in charge of the project) shall liaise with the
consultant to ensure compliance. Building Surveyors shall ensure that the Building Control
Completion Certificate is received by the University.
3.2.7 BRE Environmental Assessment Method

Building Research Establishment Environmental Assessment Method (BREEAM) is a
commonly used environmental assessment method for buildings. BREEAM covers an
extensive range of environmental and sustainability issues that allow the University to
demonstrate the environmental credentials of its new and refurbished buildings.
The University endeavors to deliver new buildings to the BREEAM Excellent standard. If the
building is of a simple nature we will endeavor to deliver a BREEAM Outstanding building.
Page 24 of 29
Significant refurbishment projects will endeavor to deliver a scheme to the level of BREEAM
Very Good.
The University aims to fully embrace the BREEAM process and wherever practical will seek
to fully utilize all the credits available in the BREEAM process. From the early stages of a
project there will be regular BREEAM workshops held with the design team and
stakeholders to ensure the optimum credits are being targeted. The lead designer (or
contractor in the case of design and build projects) will be requested to produce and monitor
a BREEAM tracker document. Projected BREEAM scores will be reported at project
progress meetings ensure that remedial action need to achieve the target rating can be
considered.
A copy of completed BREEAM assessments must be sent to the Environment and
Sustainability Manager, who will enter their details into the Register of Site Surveys
(FMENVREC017), a copy of the report and certificate will be stored in the Estates file for the
relevant building.
Responsibility:
BREEAM covers all aspects associated with the delivery of a project. The Building Surveyor
(in charge of the project) within the Development team will be responsible for coordinating
the projects approach to BREEAM after the scheme has been handed over from the Estates
team.
3.2.8 HEFCE Carbon Reduction Targets

The Universitys principle funder HEFCE, have linked the achievement of carbon reduction
targets with their capital investment framework.
Responsibility:
The Building Surveyor (in charge of the project) shall be responsible for liaising with the
Energy and Carbon Management Officer to ensure the project embraces HEFCE Carbon
Reduction Targets. This liaison will be formally documented using form PD4.
3.2.9 Travel Plan: Requirement for seeking Planning Permission
Planning Permission applications for significant developments are supported by travel plans.
The Universitys Travel Plan aims to support sustainable and active travel. The Travel Plan
aims to reduce solo car journeys and encourage more sustainable options.
Responsibility:
The planning permission application for a project may be submitted by the Building Surveyor
(in charge of the project) or may be submitted by an external consultant acting as lead
designer. The Building Surveyor (in charge of the project) will liaise with the Universitys
Sustainable Travel Coordinator to implement and maintain the Universitys Travel Plan.
3.2.10 Planning (Listed Buildings and Conservation Areas) Regulations

There are a number of listed buildings within the Universitys estate. These would be subject
to the additional constraints associated with listed buildings and conservation areas.
Page 25 of 29
Responsibility:
designer. It is the Project Managers responsibility to ensure that the design and materials
used in projects are in line with related building requirements.
3.2.11 Town and Country Planning Act

Many different projects require planning permission under the Town and Country Planning
Act, these may range from minor elevation changes through to the construction of a new
building.
Responsibility:
designer. Building Surveyors must forward a copy of completed planning consent conditions
to the Environment and Sustainability Manager and a copy of the conditions will be stored in
the Estates file for the relevant building/ site.
3.2.12 Countryside & Rights of Way Act 2000

The Countryside and Rights of Way Act 2000 will extend the public's ability to enjoy the
countryside whilst also providing safeguards for landowners and occupiers. UClan has a
designated right of way (footpath) through the UCLan sports arena. The Preston Guild wheel
(cycleway) also runs through the site.
Responsibility:
The main requirement of direct concern to UCLan is that local authorities are given powers
to require overhanging vegetation to be cut back for a suitable height for horse riders,
vehicles and pedestrians. It is likely that the FM Estates Team will be contacted to arrange
any necessary work with FM Grounds.
3.2.13 Contaminated Land

The University campus has been subject to different uses, including heavy industry through
the previous centuries, Therefore consideration will need to be given the potential for
historical contamination. Where projects involve significant ground excavation, the potential
for historical land contamination will be investigated.
See Section 2.1 for detail of how contaminated land is identified in the case of estate
acquisitions. In either case if land contamination is identified an environmental incident
reporting form (FMENVREC040) must be completed to ensure that the issue is identified
within the EMS.
Responsibility:
Page 26 of 29
This responsibility will be coordinated by the Project Manager. Typically this will comprise of
a desk top survey, then if necessary followed by a series of bore holes. If remediation of
contaminated material is identified as necessary, the Building Surveyor (in charge of the
project) will liaise with Principal Building Surveyor, SHE Section and specialist consultants to
develop a remedial proposal.
3.2.14 Control of Pollution (Oil Storage)

The Control of Pollution (Oil Storage) Regulations was introduced to minimise the risk of
pollution caused by inappropriately stored oil.
Responsibility:
Any new oil tank installations will be designed to comply with the legislation, the Building
Surveyor (in charge of the project)appointing an external consultant mechanical engineer
appointed to the scheme will be responsible for ensuring compliance.
3.2.15 Statutory Nuisance & Environmental Noise Regulations

The control of noise associated with Development projects are dealt with in two ways.
Potential for residual noise from the finished building / projects. This will be
controlled through the design process and close liaison with the planning authority.
Noise during the construction phase of significant works will be controlled by the
requirement in our Consultant and Design & Build Contractor Briefing Document
which states that noise and vibration shall be controlled within the constraints of BS
5228.
Responsibility:
The Building Surveyor (in charge of the project) shall ensure that:
The design team is fully aware of the requirements of the Consultant and Design &
Build Contractor Briefing Document.
The design team liaise closely with the planning authority from the inception of a
project.
When carrying out periodic construction site checks on significant projects to ensure
contractor compliance. An initial informal assessment of noise levels beyond the site
boundary will be made, using the guidelines of BS 5228 to see if a conversation can
be held in buildings beyond the site perimeter. If the initial perception is that noise
levels are excessive and may be exceeding BS 5228, SHE will be asked for advice
regarding formal noise monitoring.
3.2.16 Asbestos Guidance HSG264

The surveys for asbestos management are coordinated by the Universitys Safety, Health &
Environment team. These surveys form a base reference document to be considered in the
early design stage of a project. All schemes requiring demolition or alteration will then have
a refurbishment survey carried out.
Page 27 of 29
Responsibility:
The Building Surveyor (in charge of the project) will be responsible for ensuring a timely
refurbishment survey is carried out early in the project.
3.2.17 Gas Safety (Installation and Use) Regulations

These regulations relate to the safety of the installation and the equipment using natural gas
or liquefied petroleum gas. The design of installations shall be carried out by competent
mechanical professionals. The installation shall only be carried out by persons approved for
such work with Gas Safe registration.
Responsibility:
The Building Surveyor (in charge of the project) is responsible for ensuring that only
competent professionals and installers shall be used for such work
3.2.18 Water Resources Act

The aspect of this legislation we are likely to encounter is where schemes have a
requirement for a discharge consent to controlled waters.
Responsibility:
The Building Surveyor (in charge of the project)for the project will be responsible for
ensuring that on applicable schemes that a discharge consent is applied for, available from
the Environment Agency.
3.2.19 Anti-Pollution Works Regulations 1999
The Regulations implement provisions contained within the Water Resources Act 1991
relating to anti-pollution works notices. The EA may serve an anti-pollution works notice
upon any person who has caused or knowingly permitted poisonous or noxious or polluting
matter or solid water matter to be present at a place from which it is likely, in the opinion of
the EA, to enter any controlled waters.
A notice may also be served upon any person who has caused or knowingly permitted the
matter to be present from a place where it might be released. It is an offence not to comply
with an anti-pollution works notice and there are no provisions for reasonable excuses.
Responsibility: Building Surveyors to ensure that during land development works on site if
the University cause or knowingly permit pollution to controlled waters (a brook or canal in
UClan's case) the Environment Agency can issue an anti-pollution works notice and that is
an offence not to comply. To prevent pollution the FMENV019 Pollution Prevention Env Mgt
Procedure must be followed.
Page 28 of 29
3.2.20 Wildlife and Countryside Act 1981

This legislation relates to the protection of certain wild animals and plants as well as the
control of non-native plants and animals. The projects carried out by the Development team
are varied on many occasions projects will be self- contained within existing buildings and
relate only to the internal fabric of the building. Other schemes under the Master Plan will
have an impact on animals and plants. On these significant schemes, ecology and specific
wild animals surveys will be carried out during the initial stages of the design process in
accordance with:
Biodiversity Action Plan (FMENVREC103)
Biodiversity Surveys Calendar (FMENVREC004)
Responsibility:
The Building Surveyor (in charge of the project)will be responsible for ensuring that on
significant schemes that the appropriate surveys are carried out at the correct times of year.
Building Surveyors must forward a copy of completed biodiversity surveys to the
Environment and Sustainability Manager, who will enter their details into the Register of Site
Surveys (FMENVREC017), a copy of the report and certificate will be stored in the Project
file for the relevant building/ site.
3.2.21 The Treasure Act
This Act is designed to deal with finds of treasure in England, Wales and Northern Ireland. It
legally obliges finders of objects which constitute a legally defined term of treasure to report
their find to their local coroner within 14 days of the find.
Responsibility: The Director of Facilities Management must be informed in the first instance
by Building Surveyors.
Page 29 of 29

FM ENV 015 Land Development and Buildings - Envtal MGT

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FM ENV 015 Land Development & Refurbishment - Environmental Management Procedure

Safety Health & Environment Section

Environmental Management System (EMS)

Land Development &

Document review due: July 2017

August C.Challen 3.0 Reviewed by David Griffiths. Building Surveyors

Approved: Paul Morris Date

Reviewed: John Richards Date

Reviewed: David Price Date

Author: Clair Challen Date

Author: David Griffiths Date

UCLans Environmental Aspects Register (FMENV004) identifies the Universitys physical

Figure 1.2 Summary Estates

Can the need be incorporated

Yes Project management of space definition/ need

Environmental Protection (Duty of Building Surveyors Project Management Guidance

HEFCE Carbon Reduction

FMENV 019 - controls described to

1.3.1 Role Competence

1.4 Continual Improvement

New Build BREEAM Excellent HE

2.1 Estate Transactions

Register of Site Surveys (FMENVREC017)

Existing discharge consents

2.2 Estate Lease/ Contracts

2.3 Planning Consents

2.4 Space Definition

During the implementation of a development or refurbishment project the FM Development

As a result of this variety, project management and environmental controls need to be

3.1 Operational Controls

3.1.1 Project Commencement

Responsibility: The Principal Building Surveyor (Development) is responsible for ensuring

3.1.2 Design Phase

Re Type of Information Relevance to Environmental Responsibility

regarding the Universitys requirements are met. Surveyor (in

3.1.4 Construction Phase

3.1.5 Contractor Competency

All contractors working on site must hold Constructionline certification. Constructionline

Once selected contractors employed by the University are managed by Facilities

Construction Maintenance Small Works Reactive

3.2 Compliance Obligations Management Techniques

3.2.1 Site Waste Management Plans

3.2.2 Environmental Protection (Duty of Care) Regulations

The exceptions to this requirement are:

3.2.3 Environmental Protection (Controls on Ozone-Depleting Substances)

Working with F-gases in air-conditioning systems needs to be undertaken by competent

City & Guilds Certificate in Handling Refrigerants Scheme 2079-13

Construction Industry Training Board Safe Handling of Refrigerants Reference J11-14

The level of qualification required depends on the specific task involved.

3.2.4 Energy Performance of Buildings (Certificates and Inspections)

3.2.5 CRC Energy Efficiency Scheme

3.2.6 The Building (Amendment) Regulations Part L

3.2.7 BRE Environmental Assessment Method

3.2.8 HEFCE Carbon Reduction Targets

3.2.10 Planning (Listed Buildings and Conservation Areas) Regulations

3.2.11 Town and Country Planning Act

3.2.12 Countryside & Rights of Way Act 2000

3.2.13 Contaminated Land

3.2.14 Control of Pollution (Oil Storage)

3.2.15 Statutory Nuisance & Environmental Noise Regulations

3.2.16 Asbestos Guidance HSG264

3.2.17 Gas Safety (Installation and Use) Regulations

3.2.18 Water Resources Act