Minutes:
Lee Michael, Neighbourhood First Operational Manager, Chris Bibb, Neighbourhood First Team Specialist Advisor (Green Consultancy) and Lee Banner, Assistant Director - Neighbourhood and Transformation, provided a verbal update on the Council’s Grounds Maintenance Contract. The following points were outlined during the update:
· The warm, wet spring and wet summer season had impacted on a number of authorities, with shared experiences in terms of grounds maintenance. However, the impact in Lewes District had been particularly acute. There were commercial sensitivities around the contract that prevented release of some of the contract detail, however, the existing contract was being managed within the parameters set, and the Council was actively working with the provider and where issues have been identified, the Council has worked to resolve them. A rectification plan was put in place which resulted in significant improvements.
· The Council was aware that in its existing form, with like-for-like services and parameters, the contract would cost considerably more if retendered. This raised the issue of affordability and the ability of the contractor to meet the terms of the current contract. The Council did not have the resources available to terminate the contract prior to the agreed end-date and a balance was being sought between ensuring the contractor was being held to account for any areas of the service that were under performing and still being able to meet the requirements of the service.
· There was no option to extend the current contract, and a project was underway to establish what the Council needed when it came to an end in March 2026. There were a number of options available to the Council including a new contract that included the separating of the various components of the service or bringing the Service back in-house. A further alternative was an arms-length, local authority-controlled company that would work with the Council. With all options, affordability and providing a logistically deliverable service were key factors.
· The option of working alongside Eastbourne Borough Council was included as a potential model for delivery of the service. All options would have regard to economies of scale. Members from Lewes and Eastbourne Cabinets had met to discuss future options.
· Improvements had been made in communications with residents in areas of the District where issues with grounds maintenance services had been identified. Residents and ward councillors would be kept up to date with any future issues if and when they arose. The current contractor had responded positively to the issues raised and had made efforts to provide additional recourses. There were no current concerns and the Council would address any further problems that arose as the contract neared its end date. Residents and ward councillors would be kept up to date with any future issues.
· Challenges with recruitment and retention of staff reflected a national picture, with a shortage of skilled applicants. Some areas of the contract involved direct contact with residents, with mixed views being presented on levels of grass cutting needed, for example. Providing a customer friendly service was one of the skills required by staff.
· Adhering to the grass-cutting schedule was determined more by the length of the grass, maintaining it between minimum and maximum levels, than keeping to fixed dates for visiting areas. The schedule would be impacted on by periods of particularly dry and particularly wet weather. The aspiration for the future was for real-time monitoring that provided live updates on schedules as work was being undertaken.
· Both the delivery model for the contract and what was being delivered as a service would be included in the review. A large majority of the grounds maintenance work undertaken by the Council was discretionary and the cost of providing these services was a key consideration. There were biodiversity factors to also consider. The Council would provide policy direction for whatever form the new contract took.
· The Council managed grounds for a number of town and parish councils in the district, as well as some church grounds. The option of an in-house contract and then providing a service to other potential customers as a revenue stream would form part of future discussions.
Resolved to note the update.