Agenda item

To receive a briefing in respect of the procurement and installation process for recreational playground equipment.

Consideration was given to a presentation by the Cabinet Member for Social Inclusion, the Green Spaces Manager and the Assistant Director for Culture, Sport and Tourism. The presentation summarised the responsibilities of the Green Spaces Play Maintenance Team, which provides play inspection and minor maintenance through its small play team, for equipment belonging to Green Spaces, Housing Services and some Parish Councils. The Play Manager is also able to advise services regarding options available to them when equipment requires repairing or replacing. This team is responsible for 34 Green Spaces play areas, 26 Housing sites, and 30 Parish Council sites for which a Service Level Agreement is in place to carry out monthly inspections.

Maintenance Costs were also explained as part of the presentation. Councils pay a fixed cost per play area for inspections, and they pay for repairs by agreement or undertake the repairs themselves. The Housing Service pays a fixed cost per play area for inspections, but covers the revenue cost for repairs within Housing Service budgets.

Regarding Play inspections, all Council play area receive:

• Routine visual inspections at least monthly.

• Routine maintenance inspections quarterly.

• Annual inspection by an external inspector.

All ‘faults’ are risk assessed and priority for maintenance is given to the highest risk faults. The highest scored risks carried by the Council, have seen a steady reduction over the last 10 years and continue to reduce. If a fault cannot be rectified within budget or within a reasonable timescale, often temporary or permanent removal of the faulty equipment is the only available option to ensure children’s safety.

A full-time Play & Horticulture Manager, a full-time Play Maintenance Operative, and a Play Inspector (0.8 FTE) made up the Play Team. Green Spaces Play Team undertakes minor works such as replacing parts, as well as ordering small scale new and replacement works up to £10,000. Works over £10,000 tend to be more complex in nature with regard to procurement and management (owing to Construction, Design and Management (CDM) regulations).

The Role of the Landscape Design Team was also summarised. The Landscape Design Team has the capacity and experience to undertake medium and large-scale play improvement projects. All such improvement projects have been undertaken by Landscape Design as a standard method of delivery for many years.

Decision-making around budget allocation was summarised and followed a risk management approach, with highest risks prioritised to ensure safety. Ward members were made aware, where possible, before equipment is removed, and involved through Neighbourhood Co-ordinators if new capital investment in play equipment is being made.

In discussion, further information was requested in respect of how the large scale work was programmed. The response from the Cabinet Member and officers noted that this was done for larger projects through the Landscape Design team. The Green Spaces team works tended to be on the whole more reactive, small scale and remedial. There were two funding streams that had limited time available to get the projects in place, the service believed there was time to get these projects completed through Section 106 and Infrastructure Levy funds. The smaller scale works could be done in the same way as they have been. It was noted the ward budgets do get used for individual pieces of equipment. Members were advised not to leave the arrangements for this until the turn of the year, as the site must be assessed. The lead time for ordering  play equipment is usually three months up to 18 weeks. The procurement leading time is also around 9 months. These lead times must be programmed, making it not a simple task.

Clarification was sought regarding responsibility for the maintenance of the rides in Clifton Park. The children’s amusement mechanical rides in the centre of the park were leased to a company called Green Space Leisure who had responsibility for the maintenance of the rides themselves, with the Service responsible for the maintenance of the surrounding areas.

Clarification was requested regarding the charges to those Parish Councils who use the Service. If the Parish Councils undertake their own repair work, the Service has a fixed price for the inspection based on the monthly charge. It does cost the Council to provide the service, and the Council wants to provide this to ensure children are safe. The Service adds 6% to enlist repairs on their behalf, which is still competitive versus private companies.

Members requested clarification around the average wait time for repairs. The response from officers noted that a repair that is medium or high risk is done either same day or within the week, some are monitored, such as the wear on a rubber grass mat. The approach taken is about managing risk.

Members requested additional reassurances that there are officers across the teams who are empowered to make decisions. The response from officers and the cabinet member noted that the landscape design team had been consulted, and that visual inspections and work with litter picking teams had continued. Managing staff absences can sometimes not be certain, which can change timescales outside the control of officers. However, nothing had stopped, and the work was progressing.

Members noted that all Council play areas receive inspections and sought further reassurances that Parish Councils and Housing play areas receive these inspections as well. The response from officers and the Cabinet Member provided assurances that guidance had been issued that they were responsible to maintain play equipment on their own land. Their staff had been trained in visual inspections or they contracted with the Service to do the inspections. The Service were still called upon to advise from time to time on play houses.

Members noted the big rises in costs of play equipment which necessitated finding additional moneys somehow. The response from officers and the Cabinet Member acknowledged that communication is important because, sometimes, when there are features taken out, this can make people very sad.

Members expressed concerns that the alternative of employing Landscape Design can add a big charge not in ward budgets. The Assistant Director of Culture Sport and Tourism offered to speak with Members about specific projects, and how to move them forward to a resolution. There is nothing to stop other officers from providing advice; however, if the request is complex, the project must be referred to Landcape Design. This team starts the year with a zero budget. Their fees are very competitive but are not revealed publicly because it is commercially sensitive.

Members suggested that the Service communicate in writing to Members to let them know about the timescales and how to escalate work where they are struggling to move forward. This was needed because the money will not be carried over to the next year. The response from the Assistant Director of Culture, Sport and Tourism noted that the sooner the Service has an understanding of the volume of works, the Service could assess the need and form a plan of what is needed to deliver the volume of projects that is desired. It was affirmed that all want to see the best provision possible for children to play, develop, socialise and enjoy being a child.

Resolved:-

1.    That the follow up work to assess the volume of desired projects be noted along with the timescales on budgets.