Completion

" We have many very fond memories of the Bairns Hoose project but perhaps the best were during the last few days before handover, as we hung the hand-made prints bought from Etsy, dressed the rooms with carefully chosen cushions and throws and brought vases of fresh flowers from our gardens.

The hope had always been that we could help create a building which felt like a home and it was wonderful to see the transformation and imagine the difference such a building might make to many young lives. "
Lee Boyd Architects

At completion of the project an application is made to Building Control for the ‘completion certificate’ and all relevant documentation and certificates of construction are compiled to support this. The Building Control office carries out an inspection on site to check the works but it is the duty holder’s responsibility to ensure compliance with the building regulations.64

It is an offence to occupy a new building, a conversion or an extension, unless the relevant completion certificate has been accepted but it is possible to obtain permission for temporary occupation or use from the local authority if the completion certificate has not been finalised.

The architect acting as Contract Administrator will take responsibility for concluding all aspects of the Building Contract including the inspection of defects, as they are rectified, and the production of certification required under the Building Contract.

At the end of a project the principal designer should coordinate the production of a Health and Safety File and the Building Operation and Maintenance Manual. These documents provide copies of relevant drawings, specifications, certificates and warranties for all aspects of the building, as well as instructions on how to operate the building services. 

A planned preventive maintenance plan (PPM) should be commissioned following the defects liability period with the aim of smoothing building repair and maintenance costs over a long period of time and ensuring the integrity of the operational systems in the building.  Similarly, the internal soft finishes need to be monitored for damage and wear and tear and where repair or replacement ID required, reference to the schedule of furnishings should be made. They should include information on cleaning and maintenance regimes and provide key information to allow future alteration of the building to be carried out safely. At the handover of the building all such systems should be demonstrated to the building manager and clear instructions provided for ongoing management.  

Health and safety management

Set up of health & safety management for a Bairns Hoose:

  • Enter into regular servicing/maintenance contracts and/or in-house processes for all operational systems, for example; fire alarms, emergency lighting, fire extinguishers, intruder alarms, heating systems, legionella checks.   
  • Prepare fire and general risk assessments of the property.  
  • Set up weekly visual and alarm health and safety checks and maintain records.  
  • Ensure adequate but discrete H&S notices are displayed in appropriate positions.  
  • Ensure all staff are appropriately trained about their H&S responsibilities in relation to themselves, visitors to the property and the property.  

 

View of the kitchen at Bairns Hoose

It is imperative that the Bairns Hoose is maintained to a high standard and that all visual changes are considered with the initial brief and trauma informed design in mind.   The front garden is low maintenance and has been designed to mimic a normal domestic garden to allow the property to sit relatively unnoticed amongst its neighbours.  The rear garden has been designed to be a tranquil and restful space leading to both the garden room and court room.  A regular garden maintenance plan must be in place to ensure the area remains true to purpose.   Use of the property by partners should be with a representative of the operator (Children First) in attendance at all times to ensure compliance with health and safety regulations and insurance terms.

Final reflections

" We were very grateful to be commissioned, not only to take responsibility for the architectural design of the building conversion and extension, but also the interior design and selection of all finishes, fittings and accessories. Being able to co-ordinate all aspects of the building was hugely rewarding for the team at Lee Boyd and a very special aspect of this project.

Being trusted to deliver and co-ordinate the design of the building finishes and fittings gave us the opportunity to consider in detail how the design could try and avoid triggers, such as familiar odours, furniture or accessories, which might be upsetting and retraumatising to some children and young people. It also gave us the chance to influence the design right down to the smallest detail, such as the choice of soft curly lambswool throws or the design of the bespoke seating nook, chosen to create a feeling of safety and comfort. "
Lee Boyd Architects 
" Key learning points are to ensure early selection of the professional team to ensure they understand the brief in terms of the use of the building and early engagement with partners to ensure their needs and expectations are met– police, courts, social work teams. "
Children First Head of Property  

64 For more information, please refer to https://www.gov.scot/publications/procedural-handbook/pages/6/