Agenda and minutes

Agenda and minutes

Contact: Jodie Kloss/Alan Garside  Email: legalanddemocratic@watford.gov.uk

Items
No. Item

8.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillors Hofman and Mauthoor.

 

There was a change of membership for this meeting: Councillor Bell replaced Councillor Mauthoor.

 

9.

Disclosures of interest

Minutes:

There were no disclosures of interest.

 

10.

Minutes

The minutes of the meeting held on 9 July 2018 to be submitted and signed.

Minutes:

The minutes of the meeting held on 9 July 2018 were submitted and signed.

 

In response to a question from members, the Chair clarified that the Watford Market had not been discussed at the meeting.

 

11.

Parks and grounds maintenance pdf icon PDF 1 MB

A report by Darren Harding, Senior Contract Manager at Veolia, providing the panel with:

·        Responses to questions raised relating to grass cutting and grounds maintenance

·        Social value of the Veolia contract and investment in the local environment and community

Minutes:

The Veolia Senior Contracts Manager introduced the report to the panel.   The Chair explained that members would ask questions as the Veolia Senior Contracts Manager went through the report. 

 

The Veolia Senior Contracts Manager read the document focussing first on the OSSP questions contained in the report as follows:

·        How the grass cutting regimes were determined.

·        How did Veolia respond to weather conditions and what capacity was there for spikes in demand.

·        How did Veolia plan for peaks in visitors to the parks.

·        What were the processes for ensuring grass cutting and litter picking worked well together.

·        What were the main challenges faced this summer and how did WBC and Veolia respond.

 

In response to a question from the chair as to how grass cutting schedules were met when there were problems, the Veolia Senior Contracts Manager explained that more resources would be utilised where possible.  Also, equipment would be replaced and there would be regular meetings with the client team. It was not usually necessary to prioritise – rather to keep to the pre-determined schedule but with some flexibility around cutting dates.

 

Members discussed how Veolia, Watford Community Housing and the County Council grass cutting services were coordinated.  The Veolia Senior Contracts Manager explained that Veolia and Watford Community Housing used the same contactor that included some cutting of highways verges.

 

The chair reminded the panel that Veolia street cleansing was not an agenda item for the meeting. 

 

In response to a further question from the chair, the Veolia Senior Contracts Manager explained that when additional resources were required these came both from existing staff through re-deploying to other duties and from agencies.

 

Members discussed how weather impacted on grass growth.  The Senior Contracts Manager advised that staff were deployed to other duties (such as hedge trimming) when growth levels were low.

 

Members turned discussions to risk assessment in relation to trees to ensure safety in inclement weather.  The Veolia Senior Contracts Manager and Section Head – Parks, Open Spaces and Projects explained that a tree manager was employed who checked on all trees over a three year cycle.  Veolia mapped the location of the trees documenting their condition and when they had been inspected.  If a problem arose with a tree on a highway this was a county matter; and information on when the tree had last been inspected was provided to them.  This was a much improved system.

 

In response to questions from members, the Head of Community and Environmental Services and the Section Head – Parks, Open Spaces and Projects:

·        Clarified that SLM were responsible for the maintenance of paddling pools in parks.

·        Explained that large cage refuse bins were deployed in parks during periods of high public usage and were taken away subsequently.  These were very effective in managing litter.

 

The Chair discussed apparent problems with coordinating litter picking prior to

grass cutting by the county council.  The Veolia Senior Contracts Manager explained that the matter was being taken forward by the Veolia Contracts  ...  view the full minutes text for item 11.

12.

Conclusions and recommendations

The panel are asked to consider any conclusions and recommendations they would like to make following the consideration of the report from Veolia.

Minutes:

This had been covered in the previous item.

13.

Quarter 1 2018/19: key performance indicator (KPI) report pdf icon PDF 1 MB

A report of the Head of Corporate Strategy and Communications providing the panel with performance indicators for Q1 2018/19.

Minutes:

The panel received a report of the Head of Corporate Strategy and Communications.  The report provided the results for the key performance indicators identified for Watford Borough Council’s outsourced services for Quarter 1 2018/19.

 

The Head of Corporate Strategy and Communications advised the panel that version three of the report had mistakenly been circulated instead of version four so there were some minor errors.  She clarified that with regard to the ICT chart on page 13 – that this related to indicators 35, 36 and 37 (and not indicator 34) as shown in the report.  She apologised for the error.

 

The Head of Corporate Strategy and Communications explained that this was a good time to reflect on performance and to make improvements where necessary, including the provision of extra resources.  She discussed the areas to note from the report as outlined on pages 13 and 14.

 

Members raised a number concerns with reference to the virtual platform provided by NSL Ltd who now managed the parking service – with an emphasis on difficulties experienced by the elderly and people having problems registering multiple vehicles.  The Head of Corporate Strategy and Communications commented that officers were sympathetic to the issues and the Customer Service Centre provided useful guidance to the public in relation to on-line processes.  She undertook to bring the matters raised by members to the attention of the Parking Service.  The Chair advised the panel that the new parking contract would be discussed at the March OSSP meeting.

 

The Chair discussed the setting of targets and how these were determined.  He noted that last year’s targets were not shown in the current report so it was difficult to draw a comparison.  The Head of Corporate Strategy and Communications undertook to include these in future reports. 

 

The Chair commented that apart from the ICT data, Quarter 1 provided a good set of figures.  This prompted the question as to whether targets were set at a sufficiently high level.  The Head of Corporate Strategy and Communications was asked to investigate the matter and report back to the panel.  She would also report back on what action would be taken by the ICT Client Team to ensure targets were met going forward.

 

The Chair made reference to indicator 32 in the report; asking why the target for staff performance development reviews being completed on time had not been met.  The Head of Corporate Strategy and Communications explained that this could relate to  a range of issues such as sickness and leave and also to more complex matters.  She undertook to provide further information to the panel.

 

In response to a question by members, the Head of Corporate Strategy and Communications explained how six ward’s data was examined in respect of levels of litter and detritus (indicators 9 and 10 respectively) per quarter followed by the remaining six in the next – and so on.  The Head of Community and Environmental Services added that different land usage was also taken in to account.  ...  view the full minutes text for item 13.

14.

Work programme pdf icon PDF 77 KB

The panel’s work programme is attached to the agenda.  The panel are asked to review the programme and make any recommendations for changes or additions.

Minutes:

The panel received a report of the Committee and Scrutiny Support Officer (JK) outlining the agreed work programme.  The Chair introduced the report asking the panel to consider whether any further items should be included at future meetings.

                                           

Members discussed the programme and felt it important that partners came to meetings and articulate how they added social value in the provision of their services.

 

It was agreed that street cleaning, in relation to the leaf fall programme in the autumn, be discussed at the December meeting (with Veolia being invited) and the ICT contract discussed at the March meeting; with consideration to be given as to whether this would focus on internal or external providers. 

 

The panel discussed the proposed visit to the depot and it was agreed that this should include members going out with teams (such as on refuse trucks) and visiting parks where possible.

 

RESOLVED –

 

1.      that the work programme be updated.

 

 

                                                                        

 

                                                                         

 

                                                                          Chair

                                                                         Outsourced Services Scrutiny Panel

             

The meeting started at 7.00 p.m.

and finished at 8.15 p.m.

 

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