Agenda item

The Panel received a report which reviewed the implementation of the new grass cutting regime and included detail on recent survey responses, complaints received and options and recommendations for a new change of regime.

The Operations Manager explained that for the 2016 season a reduced cuts trial had been carried out, however, feedback and the result of surveys and complaints received had indicated dissatisfaction in the changes and a balance needed to be made between what the public wanted and cost implications.

The Operations Manager requested that the Panel consider the following options and identify their preferred option:

            Option 1 – Continue with current schedule

Option 2 – Increase frequency to 12 cuts

Option 3 – Increase frequency to 8 cuts

Option 4 – Increase to either 8 or 12 cuts, and keep NCC to 5 cuts.

The Operations Manager explained that there was also the opportunity for Parishes to take on grounds maintenance themselves, but the Council would no longer be responsible for grass cutting, play areas or trees in the Parish where its option was taken up.

The Panel was informed that Option 2, which was to increase the frequency to 12 cuts, would increase special expenses.  With the biggest increase being £1.93 and the smallest being 1p.

Currently the Borough Council was paid for five cuts for Norfolk County Council areas, however currently the Borough Council cut areas on a more frequent basis.  It was explained that different ways to recoup costs could be looked at.

The Panel was informed that high profile areas would still have 18 cuts a season.

The Chairman thanked the Operations Manager for her report and invited questions and comments from the Panel, as summarised below:

·         It was suggested that the opportunity be presented to Parish Councils for them to take on responsibility of their area before a decision was made.  Information needed to be available to them that it was an option to take on the area themselves and add a local charge to Council Tax. 

·         It was asked if complaints had been received just because it was the first year of the changed regime and if the Operations Manager felt that complaints would decrease if the new arrangements were continued for another year.  The Public Open Space Manager explained that it was not just the public who had complained about the new regime, it had also had an effect on the Operatives, who took pride in their work and did not like leaving areas untidy or uncut.  He informed the Panel that one Operative had left the Authority as he was unhappy with the new regime and felt that he was working to a low standard.

·         The Operations Manager explained that there was no such thing as an ‘average cutting season’ as each year was different.  She felt that it would be difficult to offer a ‘reactive’ service as the Operatives had a set schedule and limited flexibility.  The Operations Manager informed those present that the Grounds Maintenance Team had recently taken on a contract for the Industrial Estates.

·         It was commented that the response rate to the survey could have been higher if Parishes and Ward Members were given a longer period to respond.

·         Discussions were held regarding Norfolk County Council cuts and why the Council should bear the cost of the additional cuts.  The Operations Manager explained that a lot of Council areas adjoined Norfolk County Council areas; therefore it would look odd if only part of the grass was cut.  The Council had also tried only mowing the frontage of the area and leaving the back to grow long, but complaints had been received and the Council had therefore resumed cutting of the whole of the verges.

·         Members provided detail of complaints which had been received within their wards. 

·         It was suggested that grass grew quicker in the spring; therefore the amount of cuts should be increased at the beginning of the season.  It was also suggested that cutting it shorter would result in it growing slower.

·         The Portfolio Holder for Culture, Heritage and Health felt that the complaints received were partly justified as she had looked round the Borough.  She explained that people took pride in where they lived and it was important to keep residents happy.  She felt that the Operatives worked well and needed a set schedule to work to.  She felt that standardising the amount of cuts across the Borough would make it easier for the Operatives and could result in efficiencies as longer grass took longer to cut and clean up afterwards.  She asked the Panel to support a simple regime and cut more often.

·         Comments were made that it was difficult to cut longer grass, resulting in the work taking longer as machines could get jammed up.

·         The Leader of the Council, Councillor Long commented that the recommended amount of cuts was 6, 12 or 18.  He why these amounts had been chosen and asked if consideration could be given to 10 or 11 cuts etc.  The Operations Manager explained that the amount of cuts had been calculated so that a round number of cuts were carried out during the cutting season.  She explained that some Councils did 8 cuts per year and this was one of the options identified.

·         With regard to equipment it was explained that previously cylinder mowers were used, but these had now been changed to flail mowers.  The Operations Manager explained that these did not give the same quality of cut, but were more flexible.  The investment in better equipment had already been made.

·         The Operations Manager explained that cuts to areas immediately fronting properties had been stopped.  This had resulted in some complaints, but in the main residents had taken on responsibility of the area themselves.  Some areas with trees had also been left, but where complaints had been received they had been cut.

·         The Operations Manager explained that a decision needed to be taken on the new regime as it would need to be presented to Cabinet and incorporated into the forthcoming budget.  The proposals would be presented to Cabinet on 6^th December and King’s Lynn Area Consultative Committee on 15^th December 2016.

·         The Leader of the Council, Councillor Long explained that there was the opportunity to make the service commercial and sell the Council’s service to Parish Councils.  That way the Parish could charge the service to Special Expenses rather than it be added onto the Parish Precept, which was capped.

·         The Public Open Space Manager explained that the Option of 12 cuts was the teams preferred option.  The Operations Manager explained that Parish Councils would be notified of the new regime once agreed.

The Panel discussed the four options identified and voted on their preferred option.

RESOLVED: (i) The Panel identified Option 3 as the preferred option which was to increase frequency to 8 cuts.

(ii) That Parishes be contacted to inform them that they had the option of taking on Grounds Maintenance themselves.

(iii) That the Panel receive updates as appropriate.