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Heated Times For Facilities Managers Over Air Conditioning Units
By Beacons Business Interiors
A facilities management firm is warning that UK businesses have only six months left to prepare for government legislation on reducing its carbon emissions.
Hundreds of facilities managers across the UK could find themselves facing fines significant fines if they fail to wake up to changes in legislation surrounding air conditioning units.
Leading facilities support company Beacons Business Interiors (Bbi) is warning that businesses could easily find themselves on the wrong side of the law if they do nothing to update outdated air conditioning units which use ozone-depleting gas HCFC R22.
Britain has signed up to the Kyoto Protocol which dictates that, by 2010, HCFC gases are to be phased out and replaced with non-ozone depleting refrigerants, such as R410A. However, an alarming number of companies are failing to act.
Paul Carey, mechanical and electrical director at Bbi, said: “The clock is definitely ticking for businesses to do something about their air conditioning units.
“Businesses need to act now or face huge fines, administered by DEFRA (Department for Environment, Food and Rural Affairs) through the Environment Agency, who may well be looking to make examples out of businesses to act as a deterrent for others.
“The good news is that large, blue-chip organisations seem to be employing mechanical and electrical specialists to ensure they meet the fast-approaching deadline.
“However, the bad news is that many small and medium sized companies and organisations remain unaware that their systems contain HCFCs.
“There seems to be a lot of confusion in the market place and many facilities managers seem blissfully unaware that they themselves – as well as their companies – are liable if they are found to fall foul of the law.”
In addition to the potential fines, the longer companies put off changing their air conditioning units, the more expensive the job will become as demand could outstrip supply.
Paul Carey continued: “A breakdown, or leak in an existing air conditioning system may shortly mean that the equipment cannot be legally repaired, potentially resulting in an un-planned major expenditure.
“And as the deadline approaches, and more organisations wake up to the issue, demand for equipment will far exceed supply. This means that that new equipment costs will rocket in price and engineering resource to implement the change will become scarce.
“Organisations who do not implement a planned phase-out very quickly could find themselves paying premium prices as the deadline approaches.”
As well as being more environmentally-friendly and a fast approaching legislative requirement, replacing the air conditioning unit can also bring direct cost benefits to businesses.
Paul Carey said: “Air conditioning in a building can amount to as much as a third of the building’s annual energy cost, and older, less technically advanced units can use more energy and cost more to operate. We estimate that new systems are 40-50% more energy efficient than outdated units and the energy saving made will justify the cost of replacement in just 12-18 months.”
Bbi is assisting businesses to develop a cost effective plan to bring them into compliance. This involves undertaking surveys and preparing a costed proposal for the upgrade, along with the energy cost savings.
Paul Carey concluded: “We’re contacting more than 500 businesses to see if we can help them to plan and implement the upgrade.
“Where older air conditioning systems have a business critical application, such as within computer rooms, it’s important to plan the update to avoid a loss of service resulting from a breakdown that can’t be legally repaired.”

Making property taxation rules work for you
By Alun Oliver, Managing Director E3 Consulting
Project teams working on building design and installation can unlock significant hidden value from capital allowances and other property taxation relief - but they should tread carefully, says Alun Oliver.
Investors, developers and their FM partners can enhance shareholder value in a property portfolio by an astute approach to current tax developments.
Detailed attention to cost issues, design and the way land or property is acquired and disposed of can all make a significant difference to tax liability and therefore the long-term financial viability of property projects.
Changes brought in under the Finance Act 2009 have increased the scope to claim tax relief on construction and refurbishment as long as action is taken at the right time in the right way. Much focus is on the sustainability, regeneration and environmental agendas.
Project managers with commercial responsibilities should at least be aware of the labyrinth of allowances, exemptions and reliefs even though it is advisable at all times to engage a property taxation specialist before a decision is made.
There are five key developments that could impact on facilities, building and estate managers and their clients:
(1) Enhanced Capital Allowances;
(2) changes to Land Remediation Tax Relief (LRTR);
(3) Plant and Machinery Allowance (PMA) changes;
(4) a new category of Integral Feature Allowances; and
(5) the phasing out of Industrial Buildings Allowance (IBA).
Enhanced Capital Allowances
Tax policy has increasingly encouraged investment in energy efficient commercial buildings - the so-called green wash - so it is sensible to consider and factor in the potential tax savings from the outset of a project.
While capital allowances themselves have been around since 2001, the government has again extended the range of assets covered by the ‘Enhanced Capital Allowances’ rules under the Finance Bill 2009. They give 100% first-year tax relief for certain energy efficient or water conservation assets.
There are complex rules regarding qualifying assets but the lists include Combined Heat and Power, solar heaters, rainwater harvesting equipment and waste water recovery and re-use systems. For the full lists, visit www.eca.gov.uk.
Land remediation
LRTR, despite being available since 11 May 2001, is still not widely understood yet it is a hugely valuable tax break on decontamination costs. LRTR can provide tax relief at up to 150% of the costs incurred in cleaning up brownfield sites, although the rate is less for property traders than for investors.
LRTR has now been extended into ‘remediation of derelict land’ too, for long term derelict sites. The aim is to minimise pressure on the greenbelt while improving the economic viability of regeneration projects. Expenditure from 1 April 2009 will qualify following enactment of the Finance Act 2009.
So far, so good. However, in reforming LRTR, HM Revenue & Customs has also significantly tightened the wording of the specific tax relief definition that applies from 1 April 2009.
Consequently careful investigation and project planning will be required for tax-paying companies to truly optimise their tax savings under the new rules.
Plant and machinery tax changes
In this year’s Budget, the Chancellor doubled the rate of capital allowances for plant and machinery – a welcome boost for those undertaking current projects in the fiscal year to 31 March 2010.
However, this is a very short period for planning investment spend and it came only a year after most first-year allowances were scrapped, so many businesses will have considered the avenue closed and may not be able to respond quickly enough let alone obtain planning or funding.
If it is possible to claim, tax payers will get relief at 40% in the first year, before the rate reverts to 20% per annum on a reducing balance basis thereafter.
It is important to remember that plant and machinery allowances only represent 20-45% of all the qualifying expenditure.
Integral Features
Integral Feature Allowances, introduced in April 2008, are a further category that may yield surprising results for those not familiar with property taxation.
These allowances give relief at 10% p.a. and include some assets that would traditionally have been considered as ‘plant and machinery’.
In addition, integral features include active façades, external solar shading and any plenum floor or ceiling in a heating, cooling and ventilation system.
The extension of allowances for integral features is to be welcomed but it does mean that project teams ought to be more aware. Clients with intensive business requirements for these assets, such as those in the leisure and hospitality sector, could be adversely affected by transferring to the 10% rate of allowance.
Amid the small print, expenditure to replace an integral feature, if amounting to 50% or more of the total in any given 12 months, is no longer eligible as a revenue deduction.
The tax treatment of thermal insulation should also be factored in. Previously this was only given relief when added to industrial buildings. Now there is a 10% allowance available against all installations to existing buildings used for a qualifying purpose.
IBA changes
The phasing out of Industrial Building Allowances (IBAs) is another issue that may be significant for investors, developers and FM clients.
The allowance is due to disappear altogether by April 2011, denying relief to any tax payer who built their industrial premises, hotel or car dealerships after March 1986.
The younger the facility the more significant the loss of tax relief will be to trading activity. The removal of these valuable tax allowances should be factored into all project appraisals past and present. In particular, those involved with project finance may wish to review past project models to ensure funding covenants and cash flows are still sustainable within the new tax regime.
HM Revenue & Customs has recently confirmed to businesses that they cannot switch from one capital allowance to another outside ‘normal tax submission and compliance’ timeframes.
In other words, tax payers cannot use plant and machinery allowances as a substitute where previously they had used IBAs, unless they amend their claim within this established tax window.
This is likely to be a major stumbling block affecting tax-payers with industrial, hotel, car dealership or agricultural assets.
There may still be scope for those who have submitted claims in the past two to three years to optimise their claims, depending on their precise circumstances, but they must act quickly.
These are challenging times in the land and property market but amid the complexity of taxation rules there are lots of positive mechanisms that can ensure projects stay on track.
Whether you are considering fit-out, refurbishment, new acquisition or even a disposal, having the right advice at the right stage can help you close funding gaps, kickstart projects stalled due to funding issues and avoid expensive mistakes.

Total solutions for commercial FM
By John Hargreaves, Powerminster Gleeson
Facilities Management in the commercial sector is now an established and viable route as building owners and managers look to outsource non-core activities. Consequently, established FM providers are now offering a portfolio of services to meet these demands. John Hargreaves of Powerminster Gleeson Services reports
“An increasing number of companies are utilising the services of facilities management providers as a means of achieving a well run, cost effective and user-friendly building. As environmental legislation continues to tighten, many are also turning to service providers for help and advice on achieving greater levels of sustainability. The role of FM now has a broader spectrum than ever before. Customers’ specific requirements are now supplemented with a list of compliance issues and in particular with a stronger awareness and a definite focus on energy efficiency. This can involve service and maintenance of existing equipment, installing new appliances, as well as introducing renewable technology.
In this new era, facilities management is an essential component to a business’ strategy and its impact substantial. Executed correctly, owners and managers can create buildings that are more efficient, user-friendly and desirable to existing and new occupants, whilst also releasing additional time to be more productive in their own business
Regulations
No longer is a clean and tidy office enough for businesses, especially when considering government regulations. From October 2008, all non-domestic buildings on construction, sale and rent will require a Non-Domestic Energy Performance Certificate (NDEPC) and a Recommendation Report (RR). A building that receives a poor energy rating in this assessment could detract from the value of the asset as potential buyers and investors have visibility of the running costs.
There are several elements to a building that influence energy performance and many of these can be upgraded and maintained by selecting the right facilities management providers. This includes assessing lighting, Mechanical & Electrical (M&E) equipment, heating and air-conditioning, which can all have a direct influence on a business. By outsourcing the maintenance of these building elements, a company can focus on its ‘primary objective’, as well as saving time and money.
In addition, the recent changes to Building Regulations’ Part L with regards to all new non-domestic buildings also highlights the need for an FM contractor to play a leading role in the management of commercial buildings. The changes involve a 25 per cent reduction in carbon emissions by 2010 and a further reduction by 2013. This is a highly significant amount and by effectively managing elements such as lighting, electrics, heating, water and air-conditioning, a building can perform to its original design.
Many FM providers are providing new services to meet these government regulations, including micro-renewables. We have highly trained engineers proficient in installing and maintaining ground and air-source heat pumps, which is a growing consideration for developers and current building managers who are looking into green technology.
Facilities management is in the limelight more than ever and providers need to constantly progress and diversify their services to provide solutions for the specific challenges posed by commercial buildings.
Services
Facilities management companies should offer a variety of planned and reactive services, covering buildings and grounds maintenance. This is not only to meet legislation, but the way a building is managed and maintained can also affect employee productivity, a business’ image and health and safety criteria. All of these are crucial considerations and highlight the need for a professional and enlightened approach to facilities management.
For instance, it is essential that Heating, Ventilation and Air Conditioning (HVAC) Systems are fully compliant, especially where CFCs are concerned, which when released into the atmosphere can cause ozone layer depletion. In warm summer months, a building needs to have the adequate levels of clean, fresh air, which often requires energy efficient passive ventilations systems rather than air-conditioning. The method of ventilation has a direct influence on staff productivity and comfort, so it is essential that these appliances are well maintained.
Having an FM provider that offers a 24/7, 365 days-a-year emergency call-out service will help achieve this. It also means that if any malfunctions occur with cooling equipment, an engineer can be sent out immediately in order to reduce the impact it has on the business.
This leads onto the importance of effective heating maintenance for an office during winter. Unlike homes, offices have many more windows and doors, which allows heat to escape. Heating needs to be well controlled throughout the building and kept within pre-set temperatures. Simply installing thermostats on radiators can help prevent an office overheating and wasting energy. The FM provider can ensure that heating appliances are running efficiently at all times, with the consequence that heating costs are reduced
Another element that needs to be considered is grounds maintenance. Many businesses have land that needs to be maintained in order to enhance the professional image that the business is trying to create. Well maintained and aesthetically pleasing exterior grounds creates the right first impression with customers. We offer a range of bespoke Estate Management services, which include leaf clearing, grass cutting, painting and litter picking. Outsourcing of grounds maintenance to an FM provider is an effective solution for businesses that are looking for a complete service.
And not forgetting communal areas too. CCTV maintenance, fire alarm and legionella testing are all crucial from a security and health and safety perspective. This highlights the compliance side of FM and how it is required that these appliances are regularly checked.
The role of the FM provider is now key as businesses need to ensure they retain their professional image and have buildings that are operating to optimum efficiency and within the law. Outsourcing a building’s external and internal FM services is now no longer a decision of shall we or shall we not, it is now purely a decision of who to choose.”

LED installation for Somerset House
A massive Anolis architectural LED lighting installation has been completed by A.C. Special Projects Ltd. at London's iconic Somerset House venue. This was designed by Patrick Woodroffe, who was commissioned by Somerset House's director Gwyn Miles.
Woodroffe's brief was to transform the night time ambience of the Edmond J Safra Fountain Court - the hub of the spectacular neoclassical building - with a classic warm white illumination on the facades. Additionally, utilising RGBA fixtures, Woodroffe introduced the potential to bathe the buildings in a rich medley of colours, adding a theatrical dimension for corporate and themed events.
Somerset House hosts a wide variety of special events and a lively programme of public entertainment throughout the year - including live music concerts, ice skating, presentations, product launches and parties.
A key requirement was for the lighting scheme to be environmentally sustainable and involve low power and maintenance, so LED was the obvious choice. Out of the vast array of LED products available on the market, they specifically sought high quality, well engineered units that would underline the cost efficiency of using long life LED lightsources.
Once the contract for the supply and installation was awarded, the team at A.C. Special Projects approached Anolis to help achieve the very specific technical and aesthetic qualities that this LED lighting scheme required. This is achieved using a mix of custom and off-the-shelf Anolis products.
"Patrick, A.C. Special Projects and ourselves all collaborated closely to develop and specify the exact products needed for a very precise and elegant design," says Anolis UK’s Scott Callis, adding "It was an interesting project which really challenged all our imaginations and pushed the boundaries of the products and in what we could deliver as a manufacturer".
After initial product trials using the standard Anolis ArcLine Optic Outdoor 1 Watt incorporating Luxeon K2 LEDs configured in an RGBA format - it was decided that additional power plus a greater colour range was needed, together with improved warm white output from the RGB mixing.
This resulted in Anolis producing a sample of custom ArcLine strip.
Eighty-nine of these special Anolis ArcLine Optic Outdoor 36 RGBA fixtures with 6 x 25 degree precision elliptical lenses to reduce light spillage are used in the installation - 34 on the west facade, 35 on the east facade and 18 on the south facade. The battens are mounted in the lightwells below courtyard level, up-lighting the building fascias and back-lighting the columns of three balconies which are integral to the structure.
Anolis ArcSource Outdoor 36 RGBA units with 6 degree optics are utilised to infill the areas above the various doorways. These also have shuttered optics that fit the light precisely to the space, another essential requirement for the scheme. There are 10 on the east and west facades, and 16 on the south.
The entire installation had to be discreet and as concealed and unobtrusive as possible, with minimal impact on the architecture.
For the main Strand entrance to the Courtyard, A.C. created bespoke lengths of IP rated frosted tubing encasing Anolis ArcLink 4 strip. A hundred and twenty pieces of the compact and flexible ArcLink 4 proved the ideal choice of illumination for a very unique application. These up-light the vestibules, the vaulted ceiling and the capitals of the entrance's four central columns.
The installation is completed with careful highlighting of the courtyard statue and flagpole - achieved using Anolis ArcSource Outdoor 36 Warm Whites with 15 degree optics.
The Anolis fixtures are driven and DMX controlled by over 50 Anolis ArcPower 72/K2 and ArcPower 36/SW drivers. The K2 Smart White drivers have been developed specially for electronic dimming and smooth fading of the white channels via a range of colour temperatures. This allows for precise control of the colour rendering, an attribute particularly pertinent for this style of architectural lighting.
The LED lighting is controlled by a Jands Vista PC system, triggered by an AMX panel located in the main building. It's been pre-programmed with presets for various different shows and events, including a selection of rich static colour looks and mixed contrasting colours. Effects chases like gentle ripples shimmering across the surfaces, waves and stepped blocks of colour are also available.
A.C. Special Projects’ Managing Director, Peter Keiderling, commented: “Patrick and his team were a pleasure to work with and were always there to relay the design intent in a clear and concise manor. This, coupled with a ‘can do’ attitude from the Somerset House team, has made this an outstanding lighting scheme.”

Back to basics
By Igrox Limited
Pest management is, in essence, a very simple business - monitor, control and eradicate where possible. However, all too often pest control companies get side-tracked by new developments at the expense of the fundamentals of the service that a good pest control company should provide.
The purpose of a routine visit, for example, is not just to check bait stations. Pest technicians should be taking a much more intelligent and observant approach, by looking for signs of pest activity and checking for the potential for pest harbourages and ingress.
After initial identification of the signs of infestation, Igrox follow a simple process that adheres to three main principles: Exclusion, Restriction and Destruction. Customers can also take responsibility by adhering to the basic recommendations made by their Pest Control supplier in an effort to exclude and restrict pests.
While reducing costs is all well and good, the success of your pest control is based on the quality of the service that is on offer. Typically pest control will be a small element in an organisation’s expenditure, however there is the very real propensity for pest control, if not carried out properly, to cause trouble out of all proportion to its financial value.
No one wants pests of any description in their office, food processing plant or retail outlet. At best pests are a nuisance but more seriously, they carry diseases that can be transmitted to humans. Rodents will happily chew through electric, computer and telephone cabling and water pipes, and pigeons rapidly colonise buildings that they see as ideal replacements for their original habitat. Insects, Rodents and Birds bring with them millions of bacteria and a host of diseases from salmonella and listeria to E.Coli 0157. Damage, contamination, product loss and deteriorating staff relations can result.
Prosecution under Food Safety, Public Health legislation or Health and Safety at Work legislation may follow, and journalists love a good pest control story. The ramifications are endless.
Pest control may be a simple business but it is a serious business. Buyers of pest control services would do well to get back to basics and look for a practical, effective and proactive approach.

Rodenticides in external areas
Non-target animals such as livestock, pets and wildlife are all at risk of poisoning from rodenticidal baits that are poorly presented or have spilt from damaged bait stations.
Predatory animals such as Red Kites, Barn Owls and Kestrels are at risk of “secondary poisoning” if they eat the carcasses of rodents killed by rodenticides.
In accordance with our commitment to safe guarding these animals against irresponsible rodenticide use Igrox will base all external baiting strategies on an environmental risk assessment. This will help determine the best baiting strategy to control pest species on a site by site basis while reducing the risk to non-target animals. Where external baiting has previously been carried out on a permanent basis a decision will be made based on the frequency of rodent activity as to whether toxic baiting should continue in an area or whether nontoxic monitoring should be put into place until further activity is discovered.
When rodent activity is present, rodenticides will be used until the activity is brought under control. During this time follow up treatments will be carried out in accordance with the environmental risk assessment, the purpose of which will be to monitor the progress of the treatment and to search for and remove dead rodents from the site. All follow up frequencies meet, but usually exceed, the minimum requirements set down by Industry Codes of Practice and Specifications such as BRC, M&S and Tesco.