Building safety: cross sector forum - terms of reference

Introduction 

The Cross Sector Building Safety Forum (‘the forum’) is convened to support the dissemination of information between interested parties on matters relating to building maintenance and, consequentially, on building safety. The forum is intended to consider both current issues concerning the built environment as well as identifying emerging issues which are assessed as having the potential for significant impact on building estate management, including matters of safety.

The forum has a direct role in the Scottish Government’s response to the Grenfell Inquiry. The final report of which as published in September 2024 and the Scottish Government’s report published 25 March 2025. The Grenfell Inquiry considered how the building came to be in a condition that a fire could cause the high loss of life and destruction of a high rise building. Many of the issues arising relate to product performance and the impact of regulations.

The forum follows on from the Cross Sector Working Group on Reinforced Autoclaved Aerated Concrete (RAAC) and the coordination of effort around that issue across the public sector estate.

Purpose and remit 

The purpose of the forum is to provide an opportunity for all parties to share information on their awareness and assessment of risks in the built environment and to support collaborative working as responses to particular issues are developed. 

A key role of the forum is to give strategic consideration to current issues and how these should be addressed as well as routinely undertaking horizon scanning work in order to identify potential future building maintenance issues of concern. 

The forum is intended to work collaboratively across multiple sector interests with representation from public and private sector estate interests, the construction industry, professional and representative bodies and others as needed.  

The forum will also consider how building maintenance issues where identified can be managed in accordance with best practice, the appropriate provision of advice and guidance and how this might be shared across relevant networks as well as communicated more widely. 

The forum will routinely report to the Ministerial Working Group on Building and Fire Safety (and other ministers as required for relevant portfolio interests). The ministerial working group is being reset following the Scottish Government’s to the Grenfell Inquiry final report. The forum will therefore have a key role in escalating building safety concerns to ministers.     

Scottish Government officials will provide administrative support to the forum as well as more broadly ensuring that the forum’s interests and activities are represented as necessary elsewhere, including through engagement with the UK and Devolved Governments. 

Voluntary reporting of building safety concerns (structural and fire related) across the United Kingdom is managed by CROSS (Collaborative Reporting on Structural Safety). The forum will discuss and disseminate findings and risks arising from CROSS reports and alerts. Relevant Health and Safety Executive and CROSS colleagues will be invited to join the forum. The forum will have a direct view of emerging risks and actions needed.

Notwithstanding the work of the forum, responsibility for building maintenance, including the health and safety of employees where relevant, remains a matter for building owners and employers. Health and safety in buildings is a matter that is regulated by the Health and Safety Executive under the appropriate legislation. Enforcement action on defective and dangerous buildings is undertaken by local authorities in Scotland. 

The remit of the forum is limited to matters relating to building safety and maintenance (rather than, for example, operational issues). Similarly, the forum is not intended to have any regulatory role or responsibility. 

Objectives

• to identify and maintain appropriate contacts across relevant stakeholders for the purposes of information sharing and communication (in accordance with agreed protocols for information sharing)
• to provide a forum for sharing information on good practice and action taken (or proposed) to manage any identified risks in public sector buildings
• to advise on options for changes to building regulations (or other) if considered necessary as a result of the identification of risks or impacts. Conversely, to share and provide a forum for discussion on the impact of building standards changes on building safety
• to ensure that information relating to building maintenance matters of interest and concern, including advice and guidance, is disseminated as necessary and communicated in an appropriate manner to the wider public
• to consider building safety reports arising from voluntary occurrence reporting (currently CROSS reports and alerts)
• to report as required to ministers, primarily through the Ministerial Working Group on Building and Fire Safety

Responsibilities

• to facilitate the exchange of information and develop a clear understanding of issues concerning building maintenance across the Scottish public estate and, to the extent possible, the private
• to support joint working between government, local authorities, other public sector bodies and representatives from the private sector in response to building maintenance issues identified as a risk, including operationally and financially
• to identify sources of guidance, advice, solutions and strategies to support building owners, estate managers etc in addressing issues identified as a risk
• to raise awareness of such issues as necessary across relevant stakeholder organisations, interested parties and the wider public through effective and consistent communication processes

Composition and membership

The forum shall consist of representatives from across Scottish public sector estates, the Scottish Government, local government and those from the private sector and construction industry who have responsibility for issues of building maintenance and safety in the built environment.  

Membership of the forum will be determined by its members with any final decision on membership and attendance being for the Scottish Government. 

The forum may decide to form short-life sub-groups (subject to their own Terms of Reference) for example in the event of a particular issue requiring specific focus and resource. Any such sub-groups will report to the forum. 

Meetings

The forum shall be chaired by the Head of Building Standards Division of The Scottish Government (unless otherwise agreed by the ofrum). 

Meetings are expected to take place twice yearly unless otherwise agreed by the forum, for example, in the event of an emerging issue developing.   

The forum will determine whether the meetings are held virtually or in person. 

Officials from the Building Standards Division will provide secretariat services for the forum including arrangements for meetings, providing agendas and minuting. 

Amendment 

The Terms of Reference will be reviewed annually by the forum (or more frequently if considered necessary).

The Terms of Reference are effective from 4 September 2025. 

Building Standards Division
September 2025