Agenda item

To continue the Committee’s review of the Council’s Grounds Maintenance contract.

The Committee considered a report, set out at Agenda pages 11 to 16, which gave details of the Committee’s ongoing review of the Council’s Grounds Maintenance contract.

The report reminded Members that the review was considered at its 1 August and 19 September 2018 meetings. Following the Committee’s Call for Evidence a number of residents, community groups and Town and Parish Councils had submitted written feedback on the operation of the service. The report set out the key themes arising from the evidence submitted to date relating to consultation, frequency of grass cutting, flexibility in the contract, communication with stakeholders, long grass and wildflower areas.

The following witnesses attended the meeting to provide information and answer Member questions:

·           Peter Baveystock – WBC Service Manager, Cleaner and Greener Services;

·           Emma Pilgrim – WBC Performance Officer, Cleaner and Greener Services;

·           Peter Fry – Area Manager, Tivoli Group Ltd.

During the ensuing discussion Members raised the following issues.

What steps were Tivoli taking to improve the quality of service provided and learn lessons from the 2018 grass cutting season.

Peter Fry stated that a number of improvements had been implemented to improve standards and tackle issues arising earlier in the year. As an example, Tivoli would not be reducing staffing levels during the winter which meant that the service would be fully resourced in terms of personnel and skill sets for the start of the 2019 grass cutting season in March/April. Tivoli were also looking at the routes used by grass cutting teams and the machinery available  as well as measures to improve supervision and productivity.

Would Tivoli be addressing issues relating to grass/weed growth in road gutters and drains?

Peter Baveystock confirmed that this issue was covered by the street cleansing contract. Specific issues could be addressed if Members provided location details.

Tivoli had taken over the grounds maintenance contract from ISS. What added skills/resources/investment would Tivoli be able to deliver?

Peter Fry stated that Tivoli was a new business and would bring a more local focus than ISS which was a large multinational organisation. This meant that Tivoli would be more responsive and agile and able to make investment decisions more effectively.

Tivoli was introducing new mobile systems for staff. Was there any resistance from staff in using these new systems and hand-held devices?

Peter Fry gave examples of the new systems in relation to staff bulletins, electronic forms and payslips. Staff were supportive of the new systems as they reduced the time previously spent on paperwork.

How did the Tivoli contract differ between Wokingham and the Royal Borough of Windsor and Maidenhead (RBWM)?

Peter Fry commented that the Wokingham contract allowed more flexibility as it was more output focussed. RBWM officers spent more time on inspection and contract management activities. The Wokingham contract allowed more room for innovation and flexible solutions. Peter Baveystock commented that the new Localities team would be involved in the monitoring of the service and would be involved in quarterly contract meetings from 2109.

Were there any plans to develop greater feedback from local community groups and Town and Parish Councils?

Peter Baveystock commented that there were plans to improve local intelligence and feedback on service delivery linked to new Localities service. Officers would also be exploring options for mutual support with the three Town Councils.

How would Tivoli address the problems caused by grass “clumps” which were unsightly, blocked drains and prevented the casual use of informal green spaces?

Peter Baveystock stated that aim was to carry out regular cuts (every 4-5 weeks) which would keep the grass at a reasonable length and prevent “clumping”. Peter Fry commented on Tivoli’s investment in new machinery which would make it more difficult for clumping when the grass was cut.

What level of savings had been delivered to WBC when the new contract was let?

Peter Baveystock confirmed that the Council would make ongoing savings of £140k per annum compared to the previous base Budget. The joint procurement process with RBWM had delivered a saving of £40k.

How was the contract monitored by WBC staff?

Emma Pilgrim stated that the WBC client team carried out regular inspections and monitored the suite of Key Performance Indicators and Key Management Indicators. The Council’s Dynamics system also generated information on complaints and customer satisfaction. Peter Fry commented that data from the Dynamics system was used by Tivoli to respond to complaints. The Localities team would be using hand held devices which linked in to the Dynamics system. Members were invited to view the operation of the Dynamics system from the client and contractor perspective.

The Chairman thanked the witnesses for their contributions and explained the next steps in the Scrutiny review process. A draft report would be produced and circulated to Members for comment before the November meeting of the Committee. The final draft would then be submitted to that meeting for final sign off by the Committee.

RESOLVED That:

1)     Peter Fry, Peter Baveystock and Emma Pilgrim be thanked for attending the meeting to answer Member questions;

2)     a draft Scrutiny report and recommendations on the Grounds Maintenance contract be circulated to members of the Committee for discussion and comment;

3)     a final draft of the Scrutiny report be submitted to the 21 November 2018 meeting for sign off by the Committee.