Facilitating Democracy

Imagine 129 of your most senior staff being dismissed and having to re-apply for their own jobs. Then imagine them, together with their administrative support and researchers, being banned from the building while this process takes place. This with no clear idea of who will return, who will have the power to make decisions on where they will be accommodated, and all the associated sensitivities around the impact this will have on those affected.

Since devolution via the Scotland Act in 1998, 129 members of the Scottish Parliament stand for election every four years. The first session of the new Parliament was held in May 1999 and was originally housed in temporary accommodation until the completion of the new building in 2004.

Love it or hate it, everyone in Scotland seems to have a strong opinion on both the building, Holyrood, and the elected legislature itself. 2007 saw the first dissolution, election and new Scottish Parliament wholly conducted from the new premises and the FM team have used the experience of that time and the 2003 election to refine and re-model the opportunities and challenges thrown up by the political process.

FM World visited Holyrood just as dissolution began in late March, and despite all parliamentary business having ceased, found it a hive of activity with diverse teams collaborating together to make best use of this period.

Head of facilities management, Jerry Headley, says: “Our emphasis is on being as good as we can be in professional terms, while being mindful of the political sensitivities.”

The political sensitivities centre on the issue of who will be accommodated where within the available accommodation. The 129 MSPs are housed in their own block within the Scottish Parliament building, which is deserted for the five- or six-week period of dissolution. This also relates to the accommodation in separate blocks for the presiding officers and the Scottish ministers who are the equivalent of the UK cabinet.

Currently, the Scottish National Party occupies the top floor which was previously occupied by Labour prior to the 2004 election. Whoever heads up the majority government after the election has the choice of staying where they are or relocating to another part of the building. Offices are allocated primarily by the floor with smaller parties and independents being fitted around the major parties.

This means that the FM team can plan only up to a certain point, based on possible and probable scenarios. The fact remains that the election could throw up a result which would entail moving a large percentage of the returning MSPs, or could virtually replicate the existing space plan with only new MSPs having to be factored into the existing arrangement. The only certainties are where MSPs have decided not to stand again, thus leaving an office vacant.

For those who have made the decision not to stand for re-election, the FM team will support them in packing up not only their Parliament accommodation but also their local constituency office if they have one. Private papers and belongings are returned to the individual, and furniture and IT equipment are returned to the Scottish Parliament’s central store.

The logistics around this task are complex as MSPs are scattered throughout Scotland with a few even having their main residence in England. Being the first public sector organisation to gain the coveted Cemars certification, (Cemars certified organisations have undergone a third-party verification to verify that they have measured and reduced their greenhouse gas emissions), tough targets have been set for sustainability and reducing the carbon footprint. Maximising the efficiency of the logistics sets a real challenge for the team but at least it can be planned in advance as far as possible. The actual moves take place immediately after the election so that members who have unfortunately lost their seats, and their belongings, can be also be accommodated in the various van journeys planned.

Before dissolution

In the period approaching the dissolution of the Scottish Parliament, members are given formal guidance on what is required of them by the various support departments. For the FM team this focuses on packing up and clearing the MSPs’, presiding officers’ and ministerial accommodation so that essential maintenance and refurbishment can be carried out.

For all those standing for re-election, there is a requirement to pack up everything in their office areas except the standard kit issued at the start of each new parliament. This will comprise desks, chairs, IT kit, TV, small table and so on. Any additional items that have been allocated during the four-year term will be removed by the FM team to a central point for re-distribution based on new requirements after the election.

The MSPs are responsible for their own packing. 100 crates are ordered in for the helpdesk to distribute during February, if requested. The bulk of those required come in at the beginning of March to coincide with the guidance documents being sent out. Richard Miller, the CRM coordinator, spends much of his time during this period walking through the floors of the MSP accommodation, cajoling and persuading, answering queries and generally being supportive to ensure everyone meets the deadline of Sunday 27 March by which time all members’ security badges are de-activated and they are effectively banned from the building.

It is a peak time for waste collection activities, particularly confidential waste. Teams of porters and cleaners support the constant stream of helpdesk requests. The number of confidential sacks per month is normally around 47 but rises to 319 at this time. Waste of all types more than doubles and a lot of work is done to ensure the majority is recycled appropriately.

For the mail room team, led by Brian Kinnear, it is time to validate the addresses they have been given to check that the MSP will actually be at that address on May 6. Once the results of the election are known, all the returned MSPs receive a welcome pack from the Scottish parliamentary corporate body, outlining what happens next and how they can access all the support available to them. Sent by courier, these important documents have to be delivered to some of the remotest parts of Scotland as well as the majority to the central belt. It is not unheard of for the courier to be directed to the hen-house or the barn as the place for delivering mail.

During dissolution

Several of the FM functions find that activity/demand reduces significantly while others are under considerably more pressure than usual.

For the catering service, led by Lisanne Robertson, hospitality requirements die off and demand in the restaurants reduces. Sustainability targets are a priority so choices are restricted in order to reduce food waste, which is already sent for composting. Opening hours are reduced and the period is used to encourage staff holidays and to carry out equipment maintenance such as the refurbishment of the dishwasher which is currently taking place.

The FM helpdesk peaks just before the final day of dissolution at 962 calls per week and then drops to around 600 until the day after the election. Although preparation work is hectic prior to dissolution the team are then very quiet until the day after the election when the welcome packs are distributed. For both teams it is an opportunity for encouraging holidays, arranging training and reviewing their service for improvements.

At the other extreme, the technical services team headed by Shirley McMillan experience a peak period of activity alongside the cleaning team. While the accommodation is empty, it is essential for the statutory fixed wire tests to be carried out. Furniture is moved to expose the floor boxes to enable the electricians to work at speed and complete the programme overrunning is not an option. Any required refurbishment is undertaken and all of the offices and associated meeting rooms and support space receive the kind of deep clean for every drawer and cupboard which is simply not possible when parliamentary business is in full swing.

After the election

As soon as the election results start coming in, the FM team have to respond to the information and instructions coming from the corporate body as to who will be liaising with the business managers of the various parties over the allocation of the office space. Temporary notices replace the existing signage notices. New MSPs occupy vacant offices until the accommodation plan is finalised. The returning MSPs go back to their original office but are asked not to unpack.

FM staff meet and greet the MSPs as they arrive at Holyrood during the weekend and the early part of the following week. They introduce themselves, show MSPs where to go, and answer queries.

Once the space plan is finalised, permanent signage is quickly completed. The customer relationship team arranges inductions and settles new MSPs into their new offices. Holyrood is open for business once more.