Agenda item

This report will provide Members of the Environment Committee with an update in respect of the Council’s Greenspace Management Contract over the past eighteen months and will include a presentation from the Council’s incumbent contractor Tivoli.

[20 Minutes]

The Chair welcomed Matt Slorach (Operations Manager) and Iain Stockdale-Smith (Regional Director) from Tivoli.

          Upon the invitation of the Chair, the Parks and Cemeteries Manager presented the report, which provided an update in respect of the Council’s Greenspace Management Contract over the past eighteen months. An audit undertaken by the Council’s external auditors at Hampshire County Council in September 2024 for the contract, determined that there was a substantial assurance of governance, risk management and control in place for the contract. This was the highest level of assurance possible from this audit. He went onto explain that many key staff involved in the contract delivery and performance had been undertaking their roles for a considerable time, and almost all Tivoli staff lived in the district, which helped to promote pride of place in the contract delivery. Satisfaction levels for parks, open spaces and play areas was high with 75% of respondents of the Arun Residents Survey 2023 being either fairly satisfied or very satisfied. 90% were satisfied overall with the grounds maintenance service. The closest Local Government Association (LGA) comparison for satisfaction with grounds maintenance services for parks and greenspaces was 73%, putting the service higher than the national average. Quarter 1 was the first occasion since the start of the contract in January 2017 where Tivoli failed to meet the minimum contractual performance score of 66% over a quarter period. The average score was 63.94%, however the previous three months had been among the most challenging of the past 30 years.

          The Operation Manager and Regional Director from Tivoli then delivered their presentation to Members [available to view on the Arun District Council Environment Committee web pages] which covered the following:

• About Tivoli
• Nurture Group
• Local Activity
• Tivoli’s Values
• Sustainability Pillars
• Community Feedback
• Working in Collaboration
• Hive

          Members (and a non-Committee Member given permission to speak) then took part in a question and answer session and the following points were raised:

• Several Members expressed their thanks to Tivoli for the presentation and the work being done by them.
• The Parks and Greenspaces Team were also praised for their work, and it was felt the Council were lucky to have the Officers within that team.
• It was asked what the synergy was between Tivoli and other contractors such as Biffa, particularly in relation to litter on the ground and who would collect this. The Environmental Services and Strategy Manager acknowledged there were opportunities for improvement and he would take this away and look into it.
• It was asked what the major challenges would be for Tivoli moving forward. The  Regional Director from Tivoli explained that environmental changes had meant growth rates were significantly higher than three years earlier, so the grass needed to be cut earlier and later. For this reason, he felt they needed to change the way the contract was approached. Purchasing machinery had also been challenging due to non-availability, although this had now resolved.
• It was asked whether Tivoli and West Sussex County Council could sync their mowing schedules so the verges within and outside the pavement boundary were mown on the same day. Officers confirmed that for various reasons this would not realistically be a possibility.
• Tivoli were praised for their work in clearing one particular site.
• Confirmation was requested that if a job was not completed one day, it would be reassigned to another day. The Regional Director from Tivoli confirmed that was the case.
• It was asked how frequently an area was mown. The Parks and Cemeteries Manager explained the specification was based on performance not frequency, and sites received different amounts of cuts based on need.
• It was asked how deterioration of children’s play equipment was dealt with. The Parks and Cemeteries Manager explained children’s playgrounds were identified as high priority areas and any issues identified were often rectified within 24 hours. Members of the public were encouraged to report any issues to the Council.
• It was highlighted by one Member that Tivoli provided Arun’s outdoor leisure, an area that never received complaints, and it was felt this was very positive and should be highlighted.
• It was asked whether there was anything Arun District Council (ADC) could do to support Tivoli increasing the number of apprenticeships they offered. The Regional Director from Tivoli would approach ADC for assistance if necessary.
• It was asked whether there was any benefit to engaging with Parish Councils regarding apprenticeships. Officers would look into this.

The Committee noted the contents of the report and the presentation provided by the Council’s incumbent contractor, Tivoli.