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Last updated 09/04/2018

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Grounds Maintenance Policy

  • Overview

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    Adactus is committed to providing aesthetically pleasing external communal areas which enhance our properties and improve the living experience of residents. The process we follow to do this is resident focussed and designed to provide a high quality, value for money service.

    This policy covers the Grounds Maintenance service provided by our Asset Management Department. The policy links to:

    • The Group Health and Safety policy especially in relation to Hazardous waste such as Japanese Knotweed and to the safe use of machinery.
    • The Group Waste Management Policy in relation to dealing with hazardous waste such as Japanese Knotweed.
  • Objectives

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    This policy aims to:

    • To ensure that Grounds Maintenance works are performed in accordance with all legislative requirements.
    • To provide clearly defined roles and responsibilities to identify and coordinate each activity.
    • To consult with all stakeholders on the standards of service.
    • To provide training to enable staff to carry out all duties safely and effectively.
    • To provide appropriate training for staff, and other stakeholders on Grounds Maintenance issues.
    • To promote industry best practice.
    • To establish the process for monitoring of the service.
    • Allow a clear and robust process for full accountability.
  • Our approach

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    The Grounds Maintenance Team will provide the service to all Adactus, CCH and Beech properties on which a service charge covering this work is levied. This includes leaseholder properties whose residents opt for the service to be provided by Adactus.

    • Note 1. Adactus reserves the right to sub contract this work where necessary. The contractor will comply with all the elements of this policy in delivering the service.
    • Note 2. Leaseholder properties where residents opt to have the service provided by an external contractor will be assisted by the Leasehold Officer and the Estate Services Manager to identify and appoint a suitably qualified and competent contractor through a tender process.
    • Note. 3. All work carried out by the Grounds Maintenance team or their contractors at general needs properties will be charged to the Housing Dept on an “at cost” basis. The Housing Manager will have the discretion to re-charge to the tenant if appropriate.

    Specification
    The specification for the work will be agreed by all residents.  Residents will be consulted over the specification at intervals of no less than two years.  The specification may be amended at any time by agreement with the majority of residents paying Grounds Maintenance service charge.  Any proposed changes made to the specification will be fullycosted before being put to the residents for consideration.

    Rota
    The service will be based on 19 visits to each site per year. This is based on 14 summer visits from April to October inclusive and 5 winter visits November to March.

    Changes to the rota can only be made by agreement of all residents paying a Grounds Maintenance service charge.

    Site Visits
    Each visit will be recorded on a Visit Report sheet (Appendix 2) and will be completed by the gardener with the assistance of a representative from the site.

    The Grounds Maintenance Supervisors will monitor the time spent on each site and will advise the Assistant Environmental Services Manager and Assistant Grounds Maintenance Manager of any changes necessary.

    The Assistant Environmental Services Manager and Assistant Grounds Maintenance Manager will liaise with the Finance Department to provide an accurate assessment of the time required at each site.

    The service is based on the use of “mulching” grass cutting machines. This means that grass cuttings are fed back onto the ground where they decompose releasing nutrients back into the soil.

    Grass collection and removal from site will not be part of the specification unless the residents specifically request it and this will be at significant additional cost.

    Wherever possible hedge/shrub trimmings and tree prunings will be shredded on site and will either be added to an on site compost heap or will be spread directly onto beds as mulch.

    Leaf mould collected during the Autumn will be added to compost heaps on site.

    Tree work of a minor nature will be done as part of the service but larger scale work will be the subject of an additional charge.

    Japanese knotweed will be dealt with as part of the service provided. The process employed will comply with all the legislative requirements and will fulfil the Groups obligations contained in it’s Waste Management policies.

     

  • Clearing snow/ice

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    Snow and ice clearance is only carried out on communal pathways and this is covered by the service charge.

    Because this work is dictated by the weather and to a large extent the weather influences the ability of the team to deliver this part of the service, there are no standards of service or timescales for this work. It is done on a best endeavours basis.

    All sites have been assessed with consideration to the users of the site and the immediate terrain and layout of the site.

    Sites have been categorised and labelled on a traffic light system.

    Red - Vulnerable residents and high risk terrain
    Amber - Either vulnerable residents or high risk terrain
    Green – General needs properties.

    Work to the schemes will be carried by the Grounds Maintenance Service with assistance from Adactus caretakers.

    Grit bins will be provided by Adactus at all properties with communal external areas providing there is space to do so within the communal areas.

    Adactus will endeavour to ensure that there is an adequate supply of grit for use at these properties but will not be responsible for shortages of supply.

    In the event of extreme weather conditions, Adactus will endeavour to provide safe exit and access to these properties, clearing paths of snow and ice by using rock salt, however there is no guarantee that they will be safe for all tenants or visitors to site.

    Pathways to car parking areas will be cleared but the car parking areas will not.

    Car access to sites will be cleared where they meet the public road but only to a depth of two metres onto the site.

    Clearance of paths will only take place during normal working hours.

    Nothing in the above shall constitute a promise to clear paths or to provide safe pathways for tenants and/or visitors.

  • Monitoring and Evaluation

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    The Assistant Environmental Services Manager and Grounds Maintenance Manager will visit schemes on a random basis to ensure standards and compliance as part of the Quality Audit system. The Assistant Environmental Services Manager and Grounds Maintenance Manager will produce QA reports quarterly and submit them to the Operations Director, Asset Manager.  The Assistant Environmental Services Manager and Grounds Maintenance Manager will carry out a quarterly revue of site attendance and hours required in delivery of the service.

    Customer Satisfaction surveys will be carried out at no less than quarterly intervals.

  • Note

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    This is an abridged version of the Adactus Grounds Maintenance Policy.  The full policy can be requested by clicking on the contribute tab and completing the feedback form.

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  • 09/04/2018

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    Updated by Sam Ryan on 12/01/2017 14:39:53

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