Agenda item

To consider and comment on the attached report.

Mandy Thompson, Technical Service Director and Maria Sharples, Head of Operations, Qualis Property Solutions (QPS) provided a summary of the background of the transfer of grounds maintenance to QPS on 1 May 2023, the management of the contract, and the scope of the services provided.

The Committee were advised that baseline data had been collected, this had enabled agreed key performance targets to be developed for the next 12 months. The targets were currently being met and regular monitoring was carried out. It was highlighted to the Committee that customer satisfaction surveys were currently sent to housing tenants only.  

Improving quality was a key focus, the initial gras cutting season and staff recruitment had created challenges, and the resulting impact was acknowledged. The IT system had been reviewed and by March 2025 the Confirm system would be fully utilised.  The contract was now fully staffed and recruitment for an apprentice and a coordinator had commenced.

The Chairman reminded the Committee about the Councillor Grounds Maintenance ‘walkabouts’ and encouraged members to attend.

The Committee

·         suggested that joint inspections could include Parish and Town Councils to ensure some clarity of the ownership and responsibility of specific,

·         were advised that a pack based on a map of the area and schedule of works, was being developed, this should be available within 6 weeks, but was dependant on the licenses associated with the maps. The current maps did not show highways, which were the responsibility of Essex County Council (ECC).

·         detailed that resident reported grounds issues, and did not differentiate between ownership, the Portfolio Holder, Cllr Balcombe advised that he was aware of this and was looking for a way forward.
acknowledged that enforcement for privately owned areas was the responsibility of ECC, and suggested that with permission, a paid for service could be developed with QPS or the highway rangers.

·         detailed that when hedges and verges were cut, litter could be exposed, and asked if litter picking could be co-ordinated with hedge cutting? The officer advised this would be investigated.

The Committee were advised that

·         changes to the contract were being considered to see if some ad hoc works, e.g  clearing alleyways, shrub maintenance, and basal growth could be incorporated through more efficient working. Significant changes to the contract, e.g a new development, would require a change control notice and appropriate approval.

·         weed spraying was the responsibility of ECC. The waste management team was contracted to carry out the works, twice a year in seven town centres in the district

·         new trees, planted by ECC have a watering programme for three years.

·         the highway rangers did support grounds and picked up some aspects which fall outside of the contract will do some occasional cutbacks, that are on council land

·         the grounds co-ordinator role, coordinated the voluntary garden project (formerly mow and grow), scheduling, inspections regime and collating performance information,

·         the first cut of grass could be variable depending on the weather conditions, and a second cut was ideal. The schedule and area covered did not allow for an additional cut at the start of the season, moving forward alternative cutting equipment and mowers may provide a solution.

·         the apprentice would be incorporated into a variety of teams and have a buddy, there are clear development programmes for all new starters.

The Chairman Requested, that the seasonal variation be included in the next report to Scrutiny.

Resolved

The Committee noted the report.