Agenda item

Steve Hallsworth, Leisure and Community Services Manager, presented a report outlining the changes made to Grounds Maintenance and Street Cleansing schedules as a result of the 2012/13 approved budget savings highlighting:-

-        Grounds Maintenance and Street Cleansing functions were now part of the Leisure and Community Services Team divided into 2 delivery teams:-

Eastern Team working from Barbers Avenue Depot, Kiveton Park Depot and Hellaby Depot

Western Term working from Oaks Lane Depot and Ulley Country Park

-        Work included general grass maintenance, shrub and rose bed maintenance, hedge maintenance, fine turf, horticultural services including seasonal bedding displays, scheduled litter picking and emptying of litter and dog waste bins

-        Miscellaneous Cleansing Team based at Hellaby Depot providing mechanical sweeping, graffiti removal, fly tip removal, weed killing, leaf removal and response to other cleansing issues e.g. road traffic accidents.  There was also a dedicated Rotherham Town Centre Team

-        Total savings for 2012/13 - £1,683,500

-        Budget reduction for Grounds Maintenance resulted in change to grass cutting schedule – 3 weekly cycle from 2^nd April reducing to 5 weekly from the beginning of July

-        Budget reduction for Street Cleansing resulted in scheduled litter picking reduction and frequency of litter and dog waste bins emptied

-        Treatment of weeds reduced to once a year

-        As from August 1 of the 3 mechanical sweepers to be withdrawn

It was noted that a full review of Service provision would take place in October/November to support decision making on the deployment of resources for the remainder of 2012/13 and 2013/14.  With regard to the Street Cleansing schedules, an action plan had already been established and a full review of Service provision would take place in the New Year to support decision making for the remainder of 2012/13 and 2013/14.

Discussion ensued on the report with the following issues raised/clarified:-

o       Health and safety issues – the experienced team of operational managers and staff were conscious of where the scheduled work was not fulfilling the needs in terms of health and safety and would react accordingly.  The additional work had added to in-year budget pressures

o       Deprived communities agenda – a standard schedule established but when a Member contacted the Service, a response would be provided where possible.  The Service was at such a level, that to provide additional services elsewhere would possibly mean stopping service somewhere else

o       Complaints – the Contact Centre could perform certain functions but the schedules for Grounds Maintenance work were greatly influenced/affected by weather conditions so it was difficult to provide information that was always up-to-date

o       Weed spraying – Weed spraying this year had been hampered by the weather.  It was acknowledged that if weeds were not dealt with there were bigger consequences for the reinstatement of pavements and in some cases highway.  As a part of the monthly budget monitoring, consideration was given to any resources that could be diverted to weed treatment.  To reinstate a full weed spraying programme would cost approximately £50,000.  So far an additional £20,000 was required to spray sight lines

o       Grass verges – wild flowers was a good economical solution.  Work was ongoing into possibly carrying this out along central reservations.  There was the initial investment of purchasing the seeds and a level of ongoing maintenance.  Additional funding had recently been agreed for rural verges and would be prioritised by the Rural Verges Team

o       Reducing community assets – there were a number of open spaces and small pockets of land with little amenity value.  Members of the community may wish to purchase them

o       Should there be any underspend, a priority was highway maintenance as there had been a measurable deterioration in the condition of roads and footpaths

o       Dog bins – the Miscellaneous Team were able to respond to any particular issue identified by a member of the public where an immediate response was required 

o       The entrances to the Borough had to be made a priority.  If funding could be indentified, bids would be submitted for central reservations and how they could be maintained differently

o       There should be a review before the end of the cutting season

o       Invest to Save bid?

o       Gullies – a lot were blocked because of weeds growing in them.  The mechanical sweepers had been reduced to 2 and operated on schedules which were out of date.  They were being updated and it was expected to reduce the amount of non-productive running time of the vehicles.  It was also a fact that some roads were being mechanically swept that should not be. Various options were being considered.  There would not be fewer drivers but a group of employees with a wider range of skills so here would always be drivers to operate the machines

Resolved:-  (1)  That the report be noted.

(2)  That a review be carried out as soon as possible including:-

Analysis of the impact of the budget cuts including any unanticipated impact

Detailed future risk assessment

Suggestions for improvement

Invest to Save