Agenda item

To consider the proposed approach to securing a replacement Grounds Maintenance Contract for Leeds from January 2027, as set out in the accompanying report from the Chief Officer (Climate, Energy and Green Spaces).

The Chair welcomed the opportunity for early engagement in relation to securing a replacement Grounds Maintenance Contract from January 2027.

Those in attendance for this item were:

-  Cllr Rafique (Executive Member)

-  James Rogers (Director, Communities, Housing & Environment)

-  Polly Cook (Chief Officer, Climate, Energy and Green Space)

-  Simon Frosdick (Head of bereavement Services)

Cllr Rafique provided introductory comments about the current contract arrangements. He also highlighted the financial pressures facing the organisation and the impact this would have on the specifications within the new contract.

Members requested further information about current arrangements for contract management and quality assurance. Members also sought further detail about the process for pursuing those who create obstructions that prevent operator access to council owned land to carry out maintenance.

Simon Frosdick set out the current contract arrangements including the types of land that are maintained. The majority land holding within the current contract is associated with Housing Leeds properties and residential areas. However, highway verges are also maintained. He noted changes to the current contract over its lifetime including the introduction of more relaxed mowing to support biodiversity and the removal of sight line mowing to in house delivery.

Simon outlined the contract management processes in place, which include a daily cut report and site checks to assess quality and the nature of obstructions that have been identified by operators (e.g. fly tipping).

In response to member queries, Simon advised members that a 10% sample of sites will be checked, along with sites where the team has received complaints from councillors or the public.

Reflecting on the seasonal nature of a significant proportion of this work, the Scrutiny Board considered the impact of a high staff turnover on the quality of work carried out. The Board was advised that the Council has taken steps to provide opportunities for sufficient work from November to January to support the retention of employees and to reduce the need to use seasonal operatives.

Members acknowledged the challenge of particularly wet weather over the last year.

Simon noted that daily cut reports could be shared with members. He also advised the Scrutiny Board that the current contractor – Continental Landscapes Leeds – provide a real time mapping tool that is publicly accessible and shows cut information for council owned land.

Members sought more information about sight line maintenance being delivered in house. Simon advised the Board that this enables the Council to have more control on timing of these cuts and maximises the use of the Council’s own equipment.

The Scrutiny Board highlighted the importance of communicating the benefits of relaxed mowing to the public. Simon confirmed that relaxed mowing has been successful in terms of increasing biodiversity but acknowledged that this relies upon native plants such as ivy and dandelions, which the public perceive to be weeds.

The Scrutiny Board discussed whether wildflower meadows could be achieved in some areas through a change in approach to cutting combined with the sewing of wild flower seeds.

Simon confirmed there has been some colourful planting on roundabouts to replace traditional bedding. However, native plants are prioritised on verges through relaxed mowing. He outlined the communication strategy associated with relaxed mowing, including public signage.

The benefits of enabling the involvement of local volunteer groups in the maintenance of greenspaces was explored.

Members asked for more information about the revenue raised through the sponsorship of public signs relating to relaxed mowing, as compared to the costs of the signs. Polly agreed to provide the information after the meeting.

It was confirmed that social value would form part of the procurement assessment.

Members requested that more information is provided to the Scrutiny Board as the details of the future contract are progressed.

RESOLVED:

Members considered and noted the information provided to them.