Corporate Risk Management - Grounds Maintenance Contract
To receive a verbal update from the Head of Streetscene on risks associated with the grounds maintenance contract and the progress of obtaining horticultural expertise within the Council.
Minutes:
The Head of Streetscene gave an update on the provision of internal horticultural expertise to manage the grounds maintenance contact and tree maintenance works. She provided a historical background of developments surrounding the Council’s horticultural knowledge and accepted that an element of expertise was necessary to manage the contract.
She explained that significant developments had been made as a result of the issues highlighted within the Corporate Risk Register and since the intervention of the Audit Committee. She explained that she successfully completed a Royal Horticultural Society course in horticultural standards in 2014 and since then has created a booklet, detailing what works need to be completed and when annually. The booklet informs Enforcement officers on the ground, who are inspecting the parks and open spaces of the Borough, what they need to be looking out for and what time of year certain works need to be accomplished. For instance, why grass cutting takes place at a certain time of year, what pests and diseases to be aware of and what trees to look out for to determine whether maintenance may be required. She informed the Committee that a detailed spreadsheet and timetable had also been created for the enforcement teams to use to identify what maintenance needs to occur on an annual basis.
In addition she explained to the Committee that an inspection programme had been developed which ensured a full inspection of every park and open space at least once every three months.
She also explained that she attended a number of courses to further extend the team’s horticultural knowledge on plant design, weed control, an IOSH course regarding contractors and clients and a course on trees, grounds and caterpillars. She explained that the knowledge acquired has been passed on and shared with team members.
The Committee queried how the new team had responded to learning and retaining the horticultural information. The Head of Streetscene reassured the Committee that the new team had fully embraced the issues and were very active at learning and practicing the horticultural information.
The Committee thanked the Head of Streetscene for alleviating the risks associated with horticultural expertise and the grounds maintenance contact and tree maintenance works.
Resolved that the contents of the grounds maintenance update be noted.