Agenda item

Report ES19083

The Arboriculture Services contract commenced on 1^st April 2019 supporting the Council’s 2016-2020 arboriculture strategy.

Key Performance Indicators (KPIs) in the Performance Management Framework (PMF) are reviewed monthly, annually and bi-annually to ensure they are fit-for-purpose with any changes made through a Change Control Notice. In addition to client monitoring and partnership inspections, Glendale also has responsibility to monitor compliance with contract specification standards. The client arboriculture team and ECS Performance Management and Business Support can access Glendale’s contract management system (Glendale Live) to view real-time data and access before and after date-stamped photographic evidence of completed works. 

During the contract’s first year, the Council is working with its ICT provider, BT, and Glendale on integrating IT systems so that data required under the contract can be extracted to monitor contractor performance. The data is derived from quantitative/qualitative monitoring by the service and reviewed and reported monthly by Performance Management and Business Support officers and Contract Management officers.

Ad-hoc and routine works comprise much of Glendale’s service, originating primarily from cyclical tree surveying, the species specific management of basal growth, subsidence mitigation pruning and public enquiries. The volume of works raised from 1^st April 2019 to 1^st November 2019 significantly increased compared to volumes requested for the same period in 2017 and 2018 although weather conditions (e.g. severe winds) can impact seasonal variations. In applying the Council’s tree management strategy, officers endeavour to limit the volume of potential ad-hoc works and thereby reduce potential risk to the Council associated with insurance claims.

Works completed within time (based on the Council’s risk based priority system) form the primary KPI for routine and ad-hoc works and the PMF monitors and records monthly values. Performance on the KPI for works completed between April 2019 and July 2019 was within the Service Level Agreement (data for August 2019 to September 2019 needing further quality monitoring and verification). However, a Performance Adjusted Value (PAV) of £300 was applied for failure to notify damage to property when undertaking works on the Council’s behalf. Remaining KPIs have been met since contract commencement.

For Emergency Call Out works, Glendale is required to attend a location/site within one hour during normal working time (8.30am to 5.30pm) and two hours at any other time. With the targets monitored monthly, details in Report ES19083 outlined the volume of hours worked to complete Emergency Call-Outs between April and September 2019.

The tree planting programme (November to March each year), comprises street and park tree replacement where felling has occurred or where contributions have been made for new provision. For Phase 1 of the 2019/20 planting programme, arrangements have been made to plant 400 trees and for Phase 2 an order for planting approximately 100 trees will be issued to Glendale at the beginning of January.

Although the client arboriculture team encountered significant staff resource issues at contract commencement, the interim service manager was successfully appointed to Service Manager in June 2019 and a job offer made and accepted for an arboriculture officer position. A second vacant arboriculture officer post was to be re-advertised as a development role (apprentice level), with on the job technical training and funding for an arboriculture qualification provided as part of the role.

A representative from Glendale was present for the item. Staff from the previous contractor were transferred to Glendale and inducted and trained. Glendale found the performance management framework informative with rigidity on both client and contractor.

Glendale has needed to deal with some legacy issues e.g. trees dying and the previous contractor not delivering; there have also been issues related to Fix My Street (FMS) and some insurance work adding to Glendale’s mobilisation in the initial part of the contract. In resolving payment issues, it was confirmed that deductions had been made to the previous contractor.

Referring to an example of minimal arboriculture work in West Wickham Ward, a Member suggested it had been undertaken to meet a 28 day target. The work subsequently needed a return visit in a further three to four weeks for the matter to be dealt with.

It was confirmed that Glendale have a remit for arboriculture services on trees in parks. Glendale also have a remit to remove growth at the base of trees albeit there are some issues on mapping (the trees concerned) and parked vehicles blocking works. Lime trees are particularly known for growth at their base; however, the problems do get addressed.

A Member asked Glendale whether planted trees are revisited to assess whether or not they will live. In times of stress, the Member suggested a notice be affixed to trees so that residents can water them. Members were advised that when new trees are planted this year, residents will be asked via a letter to formally adopt a tree. A robust monitoring programme is also provided in spring and monitoring takes place through the summer.

Glendale also advised that their vehicles are powered by Euro 6 engines. Additionally some 50% of chain saws used by Glendale are battery operated. Glendale is also trialling battery powered chipper machines.

RESOLVED that the content of Report ES19083 be noted.