Acquisition - Property needs process
Stage 1 - New directorate needs
All needs should be reported to sam.team@oxfordshire.gov.uk or by post to the SAM team leader, using the property needs form.
Where a need has been reported in a different format, a draft property needs form should be completed as fully as possible and returned to the person who reported the need asking them to complete and return the form via their service business manager.
All completed forms must be returned via the service business manager. The service business manager will review the proposals and confirm that they accord with the service strategy by signing the form and returning it to the SAM team.
Service business managers
The service business managers are agreed to be:
| Directorate | Contact |
|---|---|
| Environment and Economy | Susan Roberts (all) |
| Community Safety | Colin Thomas (all) |
| Children, Young People and Families | Kevin Griffin (schools, youth service, other children's services) Lindsay Russell (offices, staff accommodation) |
| Social and Community Services | Sue Ryde (adult services) Anni Thompson (offices) Caroline Taylor (libraries) Richard Munro (museums) Christine Mitchell (adult learning) |
Stage 2 - SAM Team
Oxfordshire County Council needs
When a form is returned, by a service business manager to sam.team@oxfordshire.gov.uk or by post to the SAM team leader, a copy of the form should be sent to the SAM Team SPO.
The SPO will then take an overview as to whether such a need should be considered. If not, a response should be issued within five days of receiving the form (in line with SAM service standards).
If it is to be progressed, the SPO will decide which team member should take forward the need and send them the details (copying in the SAM team leader for information). The project officer with responsibility for the register should enter the need onto the property needs register.
The team member allocated the need will respond to the contact within five days of receiving the form (in line with SAM service standards) acknowledging receipt.
The need will then be given further consideration and a response issued within 14 days of receiving the form setting out a broad approach to progressing the need (in line with the SAM service standards).
Partner needs
Needs reported by partner organisations should be passed to the SPO in the first instance for consideration before being passed to the project officer responsible for the register for action.
If the need is potentially of interest to a directorate then the directorate contact should be consulted and their support sought. If the need is supported then the project officer responsible for the register should respond to the partner within 14 days informing them that the need will be recorded on the register and considered alongside the directorate's other needs.
If a partner need is reported that does not relate to a particular directorate then a response should be issued within 14 days by the project officer in charge of the register acknowledging receipt and stating that the need will be added to the needs register for consideration as opportunities arise. Partners will also be informed in advance of any related proposed disposals as part of the disposal process.
Other needs
If the need being reported originates from a non-partner organisation outside Oxfordshire County Council and no obvious solutions are apparent then generally it will not warrant further consideration. The need should be passed to the project officer in charge of the register who will issue a response within 14 days of receipt stating that no suitable properties are currently available. The email should be copied to property consultant for them to include the contact on the mailing list for future issues of the Property Bulletin which will give advanced warning of any arising opportunities.
Filing and admin
A copy of the agreed needs form should be filed on the paper file. The electronic copy of the form should be stored directly under SAM common documents > Property needs register > Property needs forms > "Directorate name" by the team support officer.
The file name should be in the following format: Reference number - Project officer's initials - Project name.
Superseded forms (those that are older versions, are no longer required or have been dealt with) should be filed in the Archive directory under the corresponding directorate name.
The needs register should be backed up by the project officer responsible for the register at the beginning of each new month. Back up versions should be placed under SAM common documents > Property needs register > Property needs process > Back up needs registers, with the corresponding month inserted into the filename.