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APPENDIX 2
DEVOLUTION &
LOCALISATION PROGRAMME
CONSTITUENCY
SERVICE
SPECIFICATIONS
2004-2005
February 2004 1
CONSTITUENCY SERVICE
SPECIFICATIONS
2004 - 2005
Contents
Page No.
Introduction 3
Local Services & Community Safety
Neighbourhood Advice & Information Services 7
Leisure, Sports & Cultural Services
Community Service 17
Play Service 28
Sports & Leisure Service 36
Parks & Nature Conservation Services 51
Community Library Services 64
Street & Transportation Services
Car Parks 78
School Crossing Patrols 89
Constituency Highways Services 102
Refuse Collection, Street Cleansing & Recycling 107
Pest Control Services 114
Housing
Housing Management Services 117
Corporate Performance Indicators 132
February 2004 2
CONSTITUENCY SERVICE SPECIFICATIONS 2004/2005
INTRODUCTION
The Specifications
1. These specifications set out the services to be provided and standards to be met
by Constituencies when Constituency Committees assume executive powers and
duties on 01 April 2004. Where possible they identify relevant constituency
performance indicators and set targets.
2. The service specification is an agreement between the Cabinet Member and the
Constituency Chair to ensure:
That there is clarity about the nature of constituency delegated operational
powers.
That constituency services are delivering wider Council and Cabinet objectives.
3. The service specification is the Council‟s statement to the Constituency
Committees of what the Committees are required to deliver for each service and
the minimum service standards applicable. The specifications apply to both
directly managed services, e.g. Neighbourhood Advice and Information and those
provided under a Service Level Agreement e.g. Refuse Collection. The
specification forms the basis of the Council‟s overall strategic management of
constituency services, including the Performance Indicators and targets against
which constituencies will be judged.
Managing the Transition & Establishing Baselines
4. In any major organisational change there is a risk of dislocation in service provision
and a dip in service standards. The intention of this service specification is to
ensure that service provision and service standards are maintained over the period
of transition. To this end there is one service specification applicable to all 11
constituencies for the first year of operation. For subsequent years (2005/06 and
beyond) it is anticipated that there may be variations between constituencies as
local services evolve to meet local needs. Any changes will, however, remain
subject to agreement between the responsible Cabinet Member and the Chair of
the Constituency Committee.
5. The starting point for service delivery requirements and the service standards is
the service as provided at the point of transition. These “baseline” services form
the platform from which Constituency Committees take on devolved services at
01 April 2004. Establishing this baseline and ensuring continuity over the transition
period is important. At the same time constituency services form a key part of the
Council‟s improvement agenda and the targets agreed between Cabinet members
and Constituency Committees reflect this.
February 2004 3
CONSTITUENCY SERVICE SPECIFICATIONS 2004/2005
INTRODUCTION
6. In some cases the setting of constituency targets is helped by availability of pre-
localisation constituency-based monitoring information. This has formed the basis
of target setting for 2004/05. For some services, however, pre-localisation
constituency-based monitoring information is not available. In these cases the
priority for 2004/05 is to establish monitoring systems so that baselines can be
established and targets set for subsequent years. In these cases monitoring will
continue to be on a City-wide basis. The Performance Indicator tables indicate
where information is available on a constituency basis.
Council & Constituency Performance Indicators
7. The service-based PI‟s are supplemented by indicators aimed at measuring the
Council‟s overall objectives of promoting flourishing neighbourhoods. In addition,
constituencies will be developing local indicators, which reflect constituency
priorities and reflect local joint working with partners, such as health and the police.
Performance Management
8. These service specifications need to be viewed in the context of a performance
management framework whereby Constituency Committees will be engaged in
developing strategic and local plans, which provide a framework for achieving both
improvements in local services and the delivery of improved performance for the
Council as a whole. The Committees will engage with staff and service users to
take action to ensure that services are relevant to local needs, in keeping with
those provided by other agencies and continue to improve in responsiveness and
access. The other key aspects of this performance management framework are as
follows:
Service Plans
9. Each Constituency Committee will have a service plan to cover the services being
devolved in Phase I and the targeted improvements they expect to achieve.
Actions set out in the Service Plans will also be monitored.
Service Level Agreements
10. Services to be delivered locally by a City-wide provider, eg refuse collection, will be
provided under a Service Level Agreement between the Constituency and the
relevant Strategic Directorate. The SLA will complement the service specifications
in that it will include much of the operational detail about how services will be
delivered, including operational delivery standards.
February 2004 4
CONSTITUENCY SERVICE SPECIFICATIONS 2004/2005
INTRODUCTION
Operational Service Standards
11. In addition to the performance indicators each service is underpinned by a range of
operational and professional standards. These are the standards, which will
measure the operational / professional effectiveness of Constituency services and
the requirement to adhere to them will be included in the service specification.
These standards typically form the basis of external inspections and are used to
gain external accreditations such as IIP and Chartermark. Where these standards
and accreditations are currently in place they are reflected in the specification with
a requirement that they be maintained.
Performance Monitoring
12. The specifications will be managed as part of a coherent performance monitoring
framework; one which:
- Links constituency performance monitoring into corporate and Cabinet Member
performance monitoring;
- Is clear about what gets reported to who and at what frequency; and
- Is clear about reporting lines and accountabilities between constituency
directors, constituency committees, strategic directors and cabinet members.
Corporate Performance & Equalities Monitoring
13. In addition to the performance indicators set out in the service specifications there
will be monitoring of constituency performance against the City Council‟s corporate
PI‟s e.g. equalities indicators and sickness absence. These will be included within
the specifications document following approval of the Council‟s Performance Plan.
14. All Council services are presently completing Equalities Impact Assessments and
developing Equalities Action Plans to comply with the Council‟s Equality Scheme
and the requirements in particular of the Race Relations Amendment Act. While
this work will form the basis of Equalities Plans for devolved services there will be
a need for constituencies review these Impact Assessments and, where
necessary, to carry out their own impact assessments and to produce their own
plans.
15. Importantly constituencies will be responsible for implementing all City Council
equalities policies, ensuring that all existing and potential employees receive equal
consideration and maintaining the commitment to the elimination of unlawful or
unfair discrimination on the grounds of gender, race, disability, colour, ethnic and
national origin, nationality, sexuality, marital status, responsibility for dependants,
religion, trade union activity and age.
February 2004 5
CONSTITUENCY SERVICE SPECIFICATIONS 2004/2005
INTRODUCTION
16. Constituencies will be expected to deliver the City Council‟s intention that its
workforce, at all levels, should reflect the composition of the City's population. To
achieve this constituencies will need to take active and positive steps to eliminate
discrimination, reduce the effects of past discrimination and to promote equality in
employment and service delivery. To ensure compliance with legal and Council
requirements, monitoring of equalities responsibilities, including consultation
responsibilities, will be included within the performance management framework
for constituencies
February 2004 6
CONSTITUENCY SERVICE
SPECIFICATION
LOCAL SERVICES & COMMUNITY
SAFETY
NEIGHBOURHOOD ADVICE &
INFORMATION SERVICE
February 2004 7
Agreement
I agree this service specification for the provision of constituency services for
Local Services & Community Safety for 2004/2005.
Signed …………………………………… Cabinet Member for Local Services &
Community Safety
Signed ……………………………………
Chair, Edgbaston Constituency Committee
Signed ……………………………………
Chair, Erdington Constituency Committee
Signed ……………………………………
Chair, Hall Green Constituency Committee
Signed ……………………………………
Chair, Hodge Hill Constituency Committee
Signed ……………………………………
Chair, Ladywood Constituency Committee
Signed ……………………………………
Chair, Northfield Constituency Committee
Signed ……………………………………
Chair, Perry Barr Constituency Committee
Signed ……………………………………
Chair, Selly Oak Constituency Committee
Signed ……………………………………
Chair, Sparkbrook & Small Heath Constituency Committee
Signed ……………………………………
Chair, Sutton Coldfield Constituency Committee
Signed ……………………………………
Chair, Yardley Constituency Committee
February 2004 8
CONSTITUENCY SERVICE SPECIFICATION
NEIGHBOURHOOD ADVICE & INFORMATION SERVICE
Introduction
1. This specification sets out the standards to be met by Constituencies in relation
to the provision of the Neighbourhood Advice and Information Service.
2. It describes the range of services to be provided as well as the quality standards,
which will govern those services. The specification also sets out minimum
requirements in terms of monitoring and reporting on standards.
3. The service has previously benefited from a number of City-wide procedures e.g.
the ability to use resources flexibly to meet the needs of staff or in times of local
shortages. It is intended that this facility will remain in place.
4. For constituencies to deliver these services and standards they will require a
range of professional and technical support services, much of which will be
provided from the Local Services Strategic Directorate. These will include policy
and performance management support, information provision and staff
development and training.
5. Additionally the delivery of many of these services will be on the basis of Service
Level Agreements. These will provide the detailed requirements for specific
constituency customer services together with the responsibilities on the
commissioning service departments to support the customer services operation.
6. A Constituency will provide sufficient capacity to meet the local need for face to
face services in terms of access to advice, information, delivery and referral
services in relation to:
All Council Services.
Other Statutory, public and voluntary services including National welfare
benefits and debt and money advice.
Service Description - Council Services
7. Advice, information and referral mechanisms should be provided for all Council
Services.
8. In addition, Constituencies will be responsible for providing front end services in
respect of key Council services as follows:
Benefit Service - Constituencies will provide all face to face customer
services on behalf of the benefits service including:
February 2004 9
CONSTITUENCY SERVICE SPECIFICATION
NEIGHBOURHOOD ADVICE & INFORMATION SERVICE
o Assistance with making claims;
o Assistance to maximise all benefit;
o Explanation of decisions and rights of appeal;
o Access to complaints processes;
o Providing a verification service;
o Completing transactions as agreed; and
o Detection and reporting of suspected fraud.
Revenues - Constituencies will provide information and advice on all aspects
of council tax liability, payments and accounts, recovery and enforcement.
Specifically Constituencies will also be responsible for agreeing and instituting
payment arrangements within City Council guidelines.
Housing Services - On the basis of the SLA to be agreed, constituencies will
provide comprehensive housing aid and advice on all sectors of the housing
market. They will provide the front-end service for Council tenants in
specified landlord/tenant matters and will importantly, be the reception point
and front end of the statutory homeless functions of the Council.
Social Care & Health - Constituencies will provide appropriate referral
arrangements in relation to child and adult protection duties of the Council
and advice on and access to all services in this area.
Service Description - Other Statutory, Public & Voluntary Functions
9. Constituencies will provide advice and information and assistance with the
following:
Take up of national welfare benefits including participating in take up
campaigns, pro-active identification of benefit entitlement, assistance with
claims, explanations and problem solving;
Debt and money advice including help with budgeting, negotiation with
creditors and referral to specialist agencies;
Claims and problems associated with working and child tax credits;
Appropriate referral to specialist statutory and voluntary agencies for services
not provided by the City - e.g. racial harassment reporting, specialist domestic
violence services;
Subject to the agreement of existing proposals undertaking verification on
behalf of the Pension Service in relation to claims for Pension Credits; and
Applications for charitable payments.
February 2004 10
CONSTITUENCY SERVICE SPECIFICATION
NEIGHBOURHOOD ADVICE & INFORMATION SERVICE
Method of Access
10. Constituencies will maintain a range of access arrangements to include:
Drop in service;
Pre booked appointment service;
Home visiting service for people unable to visit offices due to health, disability
or caring responsibilities; and
Responses to telephone and internet enquiries.
Standards of Service
11. There are a range of Customer Service standards with which Constituencies will
be required to comply. These include national accreditation schemes for the
service; other national standards including those related to national BVPI‟s; and
local standards in terms of both facilities and customer service.
National Accreditation Schemes
12. Constituencies will be required to maintain accreditation with two national
standards:
The Community Legal Service General Help quality mark - a set of
comprehensive advice work standards across all areas including strategic
management, access and equalities, quality of advice and monitoring and
case recording arrangements.
The Charter Mark - emphasising customer service and consultation and
partnership working.
Other National Standards, BVPI’s & City-wide Standards
13. Constituencies will be required to meet the following standards:
National Housing Benefit Standards for Customer Services - The DWP
requires Benefits Services to meet 115 customer services standards. These
standards form part of the Comprehensive Performance Assessment.
Constituency services will be required to meet customer services elements in
terms of:
o Equality of access;
o Minimum opening times;
o Waiting times targets; and
o Provision of leaflets and other information.
February 2004 11
CONSTITUENCY SERVICE SPECIFICATION
NEIGHBOURHOOD ADVICE & INFORMATION SERVICE
BVPI’s - delivery of the front end of Benefit Service will mean that
Constituencies are responsible for contributing to BVPI‟s in terms of:
o Receipting and verifying new claims to improve the speed of processing
(BVPI78a and 78b);
o Receipting and verifying changes of circumstances (BVPI79); and
o Claimant satisfaction.
City-wide Standards - Domestic Violence Services. These standards support
safe and reliable services for those experiencing domestic violence.
Constituencies will be required to meet the minimum standards covering:
o Nature and methods of intervention in domestic violence.
o Organisational requirements for delivering domestic violence services.
Local Service Standards
14. Local standards exist both in terms of customer services and facilities.
Constituencies will be required to meet these standards.
In terms of service standards the following are required:
Choice of gender of interviewer;
Maintaining a workforce reflecting the diversity of all communities within the
City;
Advisers who are able to communicate in the main community languages and
provision of interpreting arrangements where language need are not catered
for;
Provision of BSL advisers; and
Appropriate queue management systems to maximise privacy at reception.
15. Constituencies will be required to maintain existing facilities standards including:
Disability access - ramps, automatic opening doors, toilet facilities;
Loop systems;
Open plan offices;
Private interview facilities on request;
Child play, nappy changing and breast feeding facilities; and
Upright chairs in waiting areas.
February 2004 12
CONSTITUENCY SERVICE SPECIFICATION
NEIGHBOURHOOD ADVICE & INFORMATION SERVICE
Monitoring Arrangements
16. Constituencies will be required to monitor and demonstrate their compliance with
these standards. This will require:
Use of a standard case recording system.
Regular reporting on critical service areas including:
o Number of enquirers and service requests;
o Waiting times;
o As agreed in SLA‟s, transactions completed on behalf of other
Departments and services (e.g. the number of completed benefit claims
achieved);
o Equalities indicators against access and service provision;
o The results of take up activity against locally agreed targets;
o Compliance with CLS requirements; and
o Compliance with domestic violence standards.
February 2004 13
CONSTITUENCY SERVICE SPECIFICATION
NEIGHBOURHOOD ADVICE & INFORMATION SERVICE
CONSTITUENCY PERFORMANCE INDICATORS
Indicator Constituency Information
Number of Service Requests Yes
Number of People seen Yes
Customer Services
Number of Interview &
Yes
Enquiries
% Ethnic Origin Monitoring Yes
Average Waiting time Yes
LI 43a - Benefit Take up Yes
Income Maximisation Number of Charitable grant
Yes
applications
% of forms sent to Benefits
that are completed and VF Yes
compliant
Benefits Service % of forms sent to Benefits
Yes
within 24 hours/5 days
% of supporting evidence
Yes
sent within 24 hours
Number of Council Tax
payment arrangements Yes
made
Council Tax % of Council Tax payment
arrangements sustained Yes
beyond 3 months
Number of Housing
Yes
Enquiries
Number of rent arrears
Yes
Housing interviews
% of homelessness
interviews that are Yes
preventative
Homelessness - Total
referrals and % acceptance Yes
rate
BV 9 - % of Council Tax
City
Collected
BV 66a - % of rent collected Yes
BV 78 - Speed of
Related BVPI’s City
Processing Benefits
BV 80 - User Satisfaction
with Benefits Service (next Yes
survey 2005)
BV 183 - Length of stay in
Yes
B+B
February 2004 14
CONSTITUENCY SERVICE
SPECIFICATION
LEISURE SERVICES &
COMMUNITY SAFETY
COMMUNITY SERVICE
PLAY SERVICE
SPORTS & LEISURE SERVICE
PARKS & NATURE
CONSERVATION SERVICES
COMMUNITY LIBRARY SERVICES
February 2004 15
Agreement
I agree this service specification for the provision of constituency services for
Leisure, Sport & Cultural Services for 2004/2005.
Signed …………………………………… Cabinet Member for Leisure, Sport &
Cultural Services
Signed ……………………………………
Chair, Edgbaston Constituency Committee
Signed ……………………………………
Chair, Erdington Constituency Committee
Signed ……………………………………
Chair, Hall Green Constituency Committee
Signed ……………………………………
Chair, Hodge Hill Constituency Committee
Signed ……………………………………
Chair, Ladywood Constituency Committee
Signed ……………………………………
Chair, Northfield Constituency Committee
Signed ……………………………………
Chair, Perry Barr Constituency Committee
Signed ……………………………………
Chair, Selly Oak Constituency Committee
Signed ……………………………………
Chair, Sparkbrook & Small Heath Constituency Committee
Signed ……………………………………
Chair, Sutton Coldfield Constituency Committee
Signed ……………………………………
Chair, Yardley Constituency Committee
February 2004 16
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Introduction
1. This specification sets out the standards to be met by constituencies in relation to
the provision of the Community service.
2. It describes the range of services to be provided as well as the quality standards,
which will govern those services. The report also sets out minimum requirements
in terms of monitoring and reporting on these standards.
3. For constituencies to deliver these services and standards they will require a
range of professional and technical support services, much of which will be
provided from the Local Services Strategic Directorate. These will include policy
and performance management support, information provision and staff
development and training. A list of specific service responsibilities to be carried
out by the Local Services Directorate is attached at Appendix A.
Range of Services - Community Development
4. Community workers, in line with the Strategic Framework for Community
Development, will provide support to individuals, groups and organisations in the
process of community development, namely:
Working with the community to build active and sustainable communities
based on social justice and mutual respect;
Working with the community to identify and resolve local issues;
Helping remove barriers that prevent people from participating in issues that
affect their lives; and
Contributing to the delivery of both central and locally based training
packages.
Range of Services - Community Services
Community services include:
a) Community Centres
5. Constituencies will be required to manage the city run community centres within
their area. There are over 40 general community centres and facilities throughout
the city with a programme of activities to suit everyone, developed in response to
local needs.
February 2004 17
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Some community centres are leased to voluntary organisations and the
constituency is required to support the management committees of these
centres. All the centres are listed at Appendix B. The number of centres varies
from constituency to constituency, but in each constituency there will be centres
which:
Will provide local meeting places;
Will provide a variety of social, recreational and learning opportunities; and
Will be inclusive and responsive to local needs/interests, and put Local
Services provision at the heart of the community cohesion 'agenda'.
b) Support to Voluntary Organisations
6. Constituency Community workers, in the constituency, will provide advice,
support and monitor funding to voluntary organisations and community groups.
The funding can range from small one-off grants to major service level
agreements.
Standards of Service
7. There is a range of service standards, which the constituencies will be required
to meet. These include national generic standards including those related to
national BVPI‟s; and local standards related to facilities and those, which are
service specific.
Service Standards - Community Development
8. Constituency services will deliver community development services on the basis
of the following charter:
Skilled and experienced staff;
Give support and advice to volunteers and voluntary groups;
Commitment to involve and train volunteers, providing introductory training for
the community;
Will acknowledge and respect skills of local people;
Provide clear, well publicised opportunities for local people to give feedback
on local issues;
To consult and work with local communities to help them identify their needs
and priorities;
Will allocate resources/grants in a fair way which promotes equality of
opportunities;
Will work in partnership with voluntary sector/agencies to develop relevant
community activities;
Within every constituency provide a programme of activities for specific
groups in response to local needs which also reflect City Council and local
policies/priorities;
February 2004 18
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Will provide advice and support to community groups on project development;
Will work with new community groups within constituencies and provide
information, advice and support with organisational development;
Will record and share examples of good practice across the city;
Will plan, review and evaluate projects and work programmes on an annual
basis; and
Recognise that community development is about being a sustainable and
long term process.
These service standards are underpinned by the values and commitments
outlined in the Strategic Framework for Community Development. (The
Community service is in the process of adopting the Strategic Framework for
Community Development - January 2004).
The Service also needs to keep abreast of other National standards i.e. The
National Occupational Standards in Community Development Work - Federation
for Community Development Learning.
Service Standards - Centres
9. The community centres are required to comply with the community centre
charter, namely:
A welcoming and friendly atmosphere;
Well presented, clean building in reasonable decorative order;
Clear statement of opening times;
Identity of and availability of centre staff (including photographs);
Current programme displayed;
Standardised booking forms and conditions of hire;
Consult with users and the local community about the Centre's programme;
Programme of activities relevant to the needs of the local community, and
which reflects both City Council's corporate policies and project/centre's
strategic plans;
Good quality, up to date notices, posters and publicity;
Minimum health and safety standards as required by legislation;
An equal opportunities statement on display;
Clear racist incident monitoring system;
Clear complaints comments & compliments procedure;
Advisory Committee with local community and users group to meet at least
four times per annum and operating to approved constitution, code of conduct
etc; and
All community centres to meet non-negotiable statutory standards i.e.
Disability Discrimination Act, Licensing Regulations, Date Protection, Food
Safety Act etc.
February 2004 19
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Monitoring Arrangements
10. As a national requirement constituencies will be required to measure their
performance against national performance indicators, these are set by the Office
for Standards in Education (OFSTED), Improvement and Development Agency
(IdeA), Comprehensive Performance Assessment (CPA), Best Value
Performance Plan (BVPP). Two new areas which relate to community services
service are “Measuring Community Involvement” and Community Cohesion”.
The constituency will also be required to monitor and demonstrate their
compliance with the service specific standards listed below.
11. Relevant Documents
Divisional Plan, which includes three year, targets;
Local unit plans for each local authority community centre and community
project; and
Strategic Framework for Community Development.
February 2004 20
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Constituency Performance Indicators
Indicator Constituency Information
Number of users at each local authority
Yes
community centre.
Number of users of development programmes. Yes
Demographic profile of all users. Yes
Number of activities provided within the
Yes
constituency.
Number of events delivered in partnership with
Yes
the community.
% of events that are equality events. Yes
Number of network activities / programmes with
Yes
external agencies.
Number of training programmes delivered for
Yes
volunteers.
Number of people attending training
Yes
programmes.
Demographic monitoring of all user statistics. Yes
Number of advisory committee meetings held at
Yes
each local authority community centre.
Demographic monitoring of members of advisory
Yes
committees.
Number of voluntary organisations receiving
Yes
support in order to achieve external funding.
Level of external funding achieved to provide
Yes
additional services.
Number of articles published in local updates. Yes
February 2004 21
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Appendix A
Central Team Responsibilities & Service Standards
Central Strategic Team - Community
The central team provides a central contact for community enquires, for statutory and
voluntary sector workers and community members. The team will manage city-wide
projects like B-Strong.
In addition the team will:
Apply for, co-ordinate, administrate and monitor funding for city – wide projects,
relating to community development and play work. (ESF, SRB, ERDF, NRF, NOF,
Lottery, Children‟s Fund Etc);
Inform workers of new community development & play related funding streams;
Develop policies for service delivery;
Inform workers of legislation changes, via update (newsletter), briefings, road
shows and training;
Provide a technical level of support relating to health and safety, sustainability and
other city-wide building related policies;
Support constituency initiatives;
Act as a link between constituencies;
Facilitate regular city wide meetings to ensure consistency within the service;
A grant section on behalf of the service will manage the administration process
ensuring that voluntary groups receive grants that have been formally approved;
and
B:Strong, an externally funded project, which is managed centrally, will works with
voluntary community and faith organisations to identify and meet their
organisational development and training needs.
Training
The 201 Centre and the training section in Local Services will work with the
Constituency community service to provide staff development & learning
opportunities, which support staff directly in their jobs;
The centre will also provide support to local staff when delivering area/locally
based training and will support the development of voluntary organisations &
community groups; and
There is an expectation that constituency staff will be involved in the delivery of
training both centrally and locally.
February 2004 22
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Service Standards - Grants
The provision of grant require organisations receiving grant aid to fulfil the following
standards:
Compliance with City Council conditions of grant aid;
Requirement to adhere to appropriate financial procedures; and
Compliance with Charity Act and other legislation where appropriate.
To support the grant process the community service fulfil the following standards,
providing:
Ongoing support and guidance to existing grant-aided organisations;
Start up advice and support to new community groups;
Training opportunities offered to community groups;
Publication of grant aid opportunities on an annual basis;
Publication of grant aided groups on an annual basis by constituency;
Regular monitoring of grant aided organisations;
Allocation of resources/grants in a fair way which promotes equality of opportunity
and reflects the diversity of the population;
Ensure staff are fully trained to offer specialist advice;
Ensuring all deadlines for completed application forms etc. are complied with; and
Building works checked by City UDD for standards prior to payment being
authorised to be paid.
Service Standards - Training
The 201 Centre should provide the following services to staff within Community. The
following courses should be delivered at least once a year.
Introduction to Community Work Course
Child Protection Training
Customer Care Training
Foundation to Youth & Community Work Course
Emergency Aid
Financial Regulations
Equality Training
Management Training
Health & Safety Training
February 2004 23
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Minibuses (including Trailers)
These vehicles are available to both the Statutory (City Council) and voluntary sector
users. They are used for the benefit of the local community, for the promotion of
outdoor activities, transporting elderly and people with disabilities to and from
Community Centres. This is a very small fleet and only registered drivers have
access.
February 2004 24
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Appendix B
Community Buildings
Abbreviations:
TH = Tenants Hall
SOR = Sons of Rest building
CC = Community Centre
PC = Play centre used for community activities
Vol Org = Leased to Voluntary Organisation
Grant = In receipt of grant aid
PH = Public Hall
= *Joint managed site
Edgbaston
Welsh House Farm Community Flat Vol Org
Quinborne CC Vol Org
Grove TH Vol Org
Erdington
Kingstanding Circle Vol Org
Kingstanding PC in Kingstanding Leisure Centre
Brookvale SOR
Holly Lane CRA
Pype Hayes Focus (CC) (Education building/formal agreement with L & C)
Wyrley Birch Social Club - Vol Org
Perryco Hall - Vol Org
Astral Youth Community & Play Centre (Education Building)
Hall Green Constituency
Bells Farm
Manningford Hall
Chinnbrook PC
Warstock CC Vol Org
Billesley & Yardley Wood Vol Org
Highfield Hall
Hodge Hill
Aylesford TH
Cloverlea TH (M)
Firs & Bromford CC
Glebe Farm CC (VO)
Moorfield TH
Rowan Hall
Shard End CC
Hutton Hall
Tile Cross
Ward End SOR
February 2004 25
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Ladywood
Kilby & Lighthorne
Ladywood Health & CC
Summerfield CC
Newtown CC
Nechells Green CC
Aston Park PC
Burbury Park PC Vol Org
Musgrave Park PC
Northfield
Holloway TH Vol Org
Kitwell TH Vol Org
Long Nuke TH Vol Org
Edgewood TH Vol Org
Frogmill TH Vol Org
Reaside TH Vol Org
Deelands TH Vol Org Grant
Culmington TH Vol Org
Victoria SOR
West Heath CC
Perry Barr
Old Oscott CC
Laurell Road SC
Handsworth Park PC
Hampstead Pavilion
Selly Oak
Chaddesley TH
Stirchley CC
Hawkesley & Primrose
Kings Heath CC
Coronation Rd PC
Greaves TH
Masefield TH
Sparkbrook & Small Heath
Fox Hollies Forum CC
Tyseley and District Community Association CC Grant
Calthorpe Play Centre PC
Sara Park PC
Small Heath Community and Play centre CC PC
Sparkhill Social and Cultural Centre CC PC*
The Friends Community Centre CC
Stanhope Hall CC
Sparkbrook Family Centre CC
February 2004 26
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY SERVICE
Continued / Sparkbrook & Small Heath
Cottage Community Centre CC
Birmingham Community Association Vol Org Grant
Greet Vol Org
Ackers Vol Org
St Martins Grant
St. Pauls Grant
Sutton Coldfield
Brampton Hall CC
Fellowship Hall PH
Mere Green Library & Community Centre
Walmley PH
Wylde Green PH
Sutton Coldfield SOR
Boldmere Sports and Social Club
Falcon Lodge CC
Yardley
Silvermere Centre CC*
Sheldon Centre CC
Meadway TH
February 2004 27
CONSTITUENCY SERVICE SPECIFICATION
PLAY SERVICE
Introduction
1. This specification sets out the standards to be met by constituencies in relation to
the provision of the Children‟s Play service.
2. It describes the range of services to be provided as well as the quality standards,
which will govern those services. The report also sets out minimum requirements
in terms of monitoring and reporting on these standards.
3. For constituencies to deliver these services and standards they will require a
range of professional and technical support services, much of which will be
provided from the Local Services Strategic Directorate. These will include policy
and performance management support, information provision and staff
development and training. A list of specific service responsibilities to be carried
out by the Local Services Directorate is attached at Appendix A.
Range of Services
4. Birmingham City Council Children‟s Play service has endorsed the National
Occupation Standards for play and provides provision for children in the 5-12 age
range. The service is underpinned by a philosophy of informal social education,
with a focus on the development of the child aiming to provide opportunities for
the individual child to achieve his or her full potential while being careful not to
control the child‟s direction or choice. Further details of the play service can be
found in the Children‟s service handbook.
Constituency play-workers will be expected to be involved in the delivery of both
centrally and locally based training.
a) Play-work
5. The constituency will provide play opportunities for children 4-12 years in a
variety of safe settings, where children can learn a range of invaluable physical,
mental and social skills. These opportunities will take place in community
centres, in parks, in leisure centres and in the statutory play-centres.
February 2004 28
CONSTITUENCY SERVICE SPECIFICATION
PLAY SERVICE
6. Statutory play provision is provided by 15 fulltime play-centres across the city.
These are listed, by constituency in Appendix B. The play-centres are dedicated
centres offering supervised play opportunities for children 4-12 years, out-of-
school hours. The play centres are open throughout the year. Some of the play-
centres offer play-care provision. The distribution of play-centres is uneven and
some constituencies have no play-centres i.e. Sutton Coldfield, Yardley,
Northfield, Edgbaston.
7. In constituencies with play-centres, the constituency will provide play
opportunities 5 days a week out of school hours in these play centres. The
centre will provide one or a combination of the following styles:
Open access;
Restricted access;
Stay and play; and
Play-care.
(Details of these styles are described in the Children‟s service handbook).
b) Play Schemes
8. The constituency will provide Holiday play activities in partnership with voluntary
organisations. There will be a wide range of organisations such as community
groups and churches as well as Youth & Community Centres, Play-centres and
Community Leisure Centres. The constituency Play-schemes will typically
operate for between 2 and 4 hours per day and will be play provision, not
childcare. Some schemes will make a small charge.
9. The constituency will provide support; training and grant aid to local voluntary
organisations to enable them to provide play activities.
Standards of Service
10. Constituency play services will be required to meet the following standards:
a) Statutory
- Care Standards Act (2000)
14 national standards affecting provision for under 8’s children
- Children Act and OFSTED Registration
New qualification requirements for staff
Buildings are fit for purpose
Determines the numbers of children
Staff ratios
First Aid Certificate requirement
February 2004 29
CONSTITUENCY SERVICE SPECIFICATION
PLAY SERVICE
- National Occupational Standards
Determines the values and opportunities that are offered within the play-
service.
- Education Reform Act 1989
Provision of out of school activities for children
- United Nations Convention on the Rights
Implications for the play services of the Child (Article 31)
- Protection of Children Act 1989
All staff must be police checked before working with children and staff have
to undertake child protection training.
b) Local Standards
- Early Years Quality Framework for Child care settings
Play provision is required to meet these standards.
- Good Practice guidelines related to managing risks in play provision (Play
safety Forum)
Adopted to enable children to take risks in stimulating challenging
environments.
c) Play-work Charter
The Play-work Charter sets out the following standards for the service:
Welcoming and friendly provision;
Qualified and experienced staff;
Comply with national standards and values for play; e.g. accessible, freely
chosen and fun;
Safe suitable environment which enables children to develop and take risks;
Identity of staff made clear (including photographs);
Balanced programme which will be available for inspection;
A variety of suitable resources will be provided;
Good quality publicity and notices;
Clear complaints procedure;
Commitment to involve and train volunteers; and
Involve children in the delivery, planning and evaluation of the programme.
February 2004 30
CONSTITUENCY SERVICE SPECIFICATION
PLAY SERVICE
Play centres are required to fulfil the main charter and in addition to:
Be OFSTED inspected;
To have a parent‟s and children‟s advisory committee to advise on
programme;
To have a clear statement of opening times and availability of staff
displayed;
To ensure identity of staff is clear (including their photographs);
To fulfil minimum health and safety standards as required by law;
To have an equal opportunities statement on display;
Inclusion work is an integral part of provision;
To have a programme which will be relevant to the needs of the local
community and reflect City Council and project based policies; and
To be available for community use as appropriate.
d) Service Standards for Play schemes
Grants allocated to reflect local need;
Play schemes run in line with play/play-centre standards;
Advice and support will be given to all groups applying for play scheme
grants; and
Relevant training will be available to local groups.
Monitoring Arrangements
11. Constituencies will be required to monitor and demonstrate their compliance with
these standards.
12. As a national requirement the service has to measure their performance against
national performance indicators, these are set by the Office for Standards in
Education (OFSTED), Improvement and Development Agency (IDeA),
Comprehensive Performance Assessment (CPA), Best Value Performance Plan
(BVPP). Two new areas which relate to our service are “Measuring Community
Involvement” and Community Cohesion”.
Other Relevant Documents
Divisional Plan which includes three year targets;
Local unit plans for each local authority community and play centre;
Children‟s Service Handbook;
Early Years Quality framework;
Children Act Guidelines; and
Ofsted Standards.
February 2004 31
CONSTITUENCY SERVICE SPECIFICATION
PLAY SERVICE
Constituency Performance Indicators
Indicator Constituency Information
Numbers of children attending open access play
Yes
centres.
Numbers of children attending restricted access play
Yes
centres.
Numbers of children attending stay and play access
Yes
play centres.
Numbers of children attending
- Local authority play schemes
Yes
- Voluntary organisation play schemes supported
by grant aid.
Demographic monitoring of all attendance statistics. Yes
Achievement level of OFSTED inspections of all
Yes
provision.
Achievement level of equality control framework. Yes
Numbers of voluntary organisations receiving grant
Yes
aid for play schemes.
Numbers of events delivered in partnership with the
Yes
community.
% Of events that are equality events. Yes
Number of training programmes delivered for
Yes
volunteers.
Number of people attending training programmes. Yes
Demographic monitoring of attendance statistics. Yes
Number of Advisory Committee meetings held at
Yes
local authority play centres.
Ethnic origin monitoring of members of advisory
Yes
committees.
Number of voluntary organisations receiving support
Yes
in order to achieve external funding.
Demographic monitoring of organisations supported. Yes
Level of external funding achieved to provide
Yes
additional services.
Number of articles published in local updates. Yes
February 2004 32
CONSTITUENCY SERVICE SPECIFICATION
PLAY SERVICE
Appendix A
Central Team Responsibilities & City-Wide Services
Central Strategic Team
The overall strategic framework for the management of the play service is provided by
a small Central Strategic team, which provides a central contact for play enquires, for
statutory and voluntary sector workers and community members. The team will:
Implement and monitor performance management systems, relating to national
and local performance indicators;
Act as a link between constituencies;
Apply for, co-ordinate, administrate and monitor funding for city – wide projects,
relating to community development and play work. (ESF, SRB, ERDF, NRF, NOF,
Lottery, Children‟s Fund etc);
Inform workers of new community development & play related funding streams;
Facilitate regular city wide meetings to ensure consistency across the service;
Develop policies for service delivery;
Inform workers of legislation changes, via update (newsletter), briefings, road
shows and training;
Provide a technical level of support relating to health and safety, sustainability and
other city-wide building related policies; and
Support constituency initiatives.
City-wide Project - Play Resource Centre
The play resource centre, which is based in Ward End Park, Hodge Hill serves the
whole of the city and the West Midlands. The centre provides materials to the play
service, schools and other organisations that provide services to children.
The centre:
Through a membership scheme act as a bulk purchasing agent for play
organisations;
Gathers „scrap‟ and „scrounge‟ which can be used as a play medium or resource;
Operates a „swap‟ scheme with other members of the Federation of Play Resource
Centres across the UK;
Provides a „shop front‟ to enable the careful educated selection of the materials on
offer;
Provides a library of supportive material related to arts, crafts and play;
Provides and manages an extensive hire facility in support of play;
Provides training courses to develop members skills and ideas; and
Runs a users committee to seek evaluation, support and comment.
February 2004 33
CONSTITUENCY SERVICE SPECIFICATION
PLAY SERVICE
Training Centre
The 201 Centre and the training section in local services work alongside the Play
Service to provide staff development & learning opportunities which support staff
directly in their jobs: including the following courses:
Introduction to Play Work Course
Child Protection Training
Paediatric First Aid
Financial Regulations
Equality Training
There is an expectation that constituency play-workers will be involved in the delivery
of both locally and centrally based training on behalf of the service.
February 2004 34
CONSTITUENCY SERVICE SPECIFICATION
PLAY SERVICE
Appendix B
Play Centres
Telephone
Play Centre Present Ward
Number
Aston Aston 327 6145
Sparkhill (formerly known
Sparkhill 303 7875
as Balsall Heath)
Calthorpe Park Sparkbrook 446 4047
Castle Vale Kingsbury 464 4499
Chinnbrook Billesley 464 4772
Coronation Road Selly Oak 472 3968
Concord Sparkbrook 771 3569
Handsworth Handsworth 554 6238
Kingstanding Kingstanding 464 8791
Musgrave Road Soho 523 4657
Nechells Nechells 326 6785
Newtown Aston 359 1219
Sara Park Sparkbrook 772 4843
Small Heath Small Heath 464 0977
Ward End Washwood Heath 327 3559
February 2004 35
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
Introduction
1. The intention of this service specification is to ensure that the Sport & Leisure
service, and service standards are maintained for the people of Birmingham. To
this end there will be one service specification applicable to all 11 constituencies
for the first year of operation.
2. It is anticipated that variations between constituencies will continue to evolve,
and this specification provides a basis for the service to be delivered at the point
of transition. Changes and improvements to this specification will then be subject
to agreement between the Cabinet Member and the Chair of the Constituency
Committee.
An Integrated / Quality City-wide Service
3. The Sport and Leisure service has been developed over recent years to provide
both corporate efficiency, as well as local responsiveness.
4. Corporate Efficiency - Corporate efficiency has been achieved through the
development of corporately branded activities and health programmes;
underpinned by a networked point of sale system IT/swipe card system. This
provides continuity, economies of scale, consistent standards of delivery and
greater marketing potential.
5. Locally Responsive - Local responsiveness has been improved through
devolving greater accountability and responsibility to managers at site level, and
by listening more closely to what customers and local residents are saying about
the service.
6. These characteristics have earned the service three successive Charter Mark
Awards, Investor In People Status, and a 2 Star/Likely to improve Best Value
rating.
7. Improvement & Support - This specification therefore provides a reference
point for improvement at a local level, and should assist constituencies to build
upon, rather than compromise, service quality established over recent years.
8. Constituencies will be able to access a range of professional and technical
support services - much of which will be provided from a „Sports‟ Service Support
function within the Local Services Strategic Directorate.
9. This specification sets out the range of services and standards to be met by
constituencies and also outlines those elements of service which are to be
managed locally and those that are remaining central within the strategic
directorate, or are being managed to a service level agreement.
February 2004 36
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
10. The Constituency will be required to operate within National, Regional and Local
Frameworks as well as within the vision, mission and core values of the
Integrated service (see Appendix A).
Range of Services
11. The Constituency will be required to operate the services outlined below.
12. Devolution and Localisation has required the service, and its functions to be re-
structured, with some functions becoming locally managed within constituencies
and some staying centrally managed within the Local Services Directorate.
Others will be operating to a Service Level Agreement.
Locally Managed Services
13. The constituency will be responsible for managing a service comprised primarily
of activity through a large network of leisure facilities, as well as community
sports events, sports and health development programmes.
Facilities
14. The services are basically split between stand alone facilities (leisure Centres
and swimming pools etc) and school based facilities. Most of the school based
facilities are operated under the Community Leisure banner which effectively
denotes those schools which were designated as „dual use‟ facilities in the mid
1980‟s. A list of facilities, by constituency, is attached at Appendix C.
15. The title “Community Leisure” is slightly misleading, as all sites provide a service
for the local communities, although Community Leisure Centres have some
additional community elements as indicated below.
Leisure Centres & Swimming Pools
16. Constituencies will be responsible for maintaining the sports and leisure facilities
in their area and providing a variety of sport and leisure opportunities
February 2004 37
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
Community Leisure Centres (School Based)
17. Constituencies will be responsible for maintaining the community leisure facilities
at school sites. These will provide a comprehensive range of sporting and leisure
activities that:
May include Adult Education and Community programmes;
Operate in accordance with a Dual Use Agreement between the School and
Sport & Leisure;
Operate under the direction of locally based Advisory Committees that include
user and community representatives; and
Have pre-determined recharges for use of school facilities during „out of
school‟ hours.
18. Both Leisure Centres & Swimming Pools and Community Leisure Centres work
to a range of plans and procedures including:
Normal Operating Procedures;
Emergency Operating Procedures;
Site Action Plans; and
Financial Procedures.
19. The specialist nature of these centres demands dedicated technical support,
which is provided by a highly specialised technical services team. This team will
now provide this support under a service level agreement.
Facility Programmes
20. The constituency will provide a comprehensive mix of sport and leisure
opportunities through its facility programmes. The programme at each centre will
vary due to the facilities available and local demand. The mix will include:
Pay and Play activities;
Club Bookings;
Community bookings;
School Usage;
Instruction Classes;
School Holiday Activities;
Social Functions and special events;
Local, regional and international events;
Sport Development programmes; and
Exercise on Prescription.
21. Local facilities within constituencies will be expected to develop balanced
programmes as directed by the Sport and Physical Activity Strategy.
February 2004 38
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
Corporate / City-wide (Branded) Activities
22. A number of citywide branded activity programmes are delivered through
facilities within constituencies. Constituencies will continue to deliver these
programmes, as they provide continuity and economies of scale. They also
contribute to wider health, equity and activity targets for the city as a whole.
Exercise on Prescription - GP referral scheme;
Walk 2000 - 2 Kilometre way-marked routes with walk leaders;
Little League Netball - Local junior netball leagues;
Strokes - Swimming Instruction;
Strikes - Junior Football Coaching Programme;
Pulse Point - Fitness Gyms and Exercise to Music Classes;
Tropics - Sun tanning Centres; and
Flavours - Catering outlets/birthday parties / functions etc.
23. There is a spread of facilities across the city, however there is an uneven
distribution of facilities within constituencies.
Pricing
24. The Sports and Leisure Service has an annual pricing review in line with city
council pricing policy. Maximum charges are set for all service outlets. Prices are
set in order to reflect both market conditions and budget priorities.
25. Whilst there is some flexibility within the maximum prices set, most main
categories of activity (e.g. Swimming, fitness gyms, badminton, sports hall hire
etc) are centrally coordinated to ensure consistency across the city. A Passport
to leisure concessionary piecing scheme operates to encourage those on low
incomes to take part in leisure activity. Constituencies will be required to operate
these city-wide pricing policies.
Constituency Sport Development
26. The constituency will be responsible for maintaining a sports development
programme Constituency Sport Development officers are being included within
constituency structures, in an effort to increase the quality and amount of
sporting activity at a local level. These locally based specialists may in addition
retain a citywide responsibility for the development of a specific sport.
Central Support - Local Services Directorate
27. The Constituency will have access to service and management support functions
within the Local Services Directorate. These are set out at Appendix B. In
addition there will be SLA‟s for the provision of Technical Services and for the
Events Depot.
CONSTITUENCY SERVICE SPECIFICATION
February 2004 39
SPORTS & LEISURE SERVICE
Standards of Service
28. Constituencies will be required to comply with a range of service standards. The
Sport and Leisure service has a range of corporate standards applying to all
elements of the service, as well as a number of more specific standards, for
example those relating to Leisure Centres or Sports Development work.
29. Corporate Standards
Legislative Standards relating to provision of Public Services (this are
incorporated within an overarching document on standards relating to public
service);
Charter Mark;
Investors in People;
The Sport and Leisure Customer Charter;
The Sport and Leisure Equalities and Diversity Charter
Brand Standards;
o Strikes - Soccer Academy;
o Strokes - Swimming Instruction;
o Pulse Point - Fitness Gyms and Studio Classes;
o Tropics - Sun tanning Centres;
o Golf Link - Municipal Golf Courses and development programme;
o Flavours - Catering;
Health & Safety;
Pricing; and
Equity.
The Sport & Leisure Customer Charter
30. All Sport and Leisure services are delivered in accordance with the Sport &
Leisure Customer Charter. Customer Charters are displayed in all reception
areas and are accompanied by a range of other elements of customer care. In
addition, each charter standard is underpinned by a range of performance
criteria, which are regularly used to monitor service quality and inform
improvement.
31. It is expected that constituencies will monitor the delivery of Customer Charter
Standards.
The Sport & Leisure Equality & Diversity Charter
32. Constituencies will be required to implement the Diversity and Equality Charter to
help the service become more sensitive and responsive to the needs of
Birmingham people.
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
February 2004 40
Standards Relating to Leisure Centres & Swimming Pools
33. These include:
Health and Safety Commission guidelines on the safe supervision of
swimming pools;
Sports Section guidelines on the safe management and operation of
swimming pools;
Normal Operating Procedures;
Emergency Operating Procedures;
Statutory Training Standards relating to:
o National Pool Lifeguard Award;
o ASA Teachers Certificate;
o Race Awareness and Disability training;
Site Action Plans - provides standards for improvements over coming year;
Site Advisory Groups provide standards for consultation and provision of
service;
Statutory Standards including:
o RIDDOR (Reporting of Injuries, Diseases, and Dangerous Occurrence
Regulations);
o COSHH (Control of Substances Hazardous to Health):
o Health and Safety First Aid at work regulation;
o ACOP (Approved Code of Practice - first aid);
OFSTED - Crèche Provision and play schemes;
Sun-bed Association - Safe tanning, Tropics sun-bed brand;
Catering:
o Food Hygiene;
o Brand standards - Including Corporate menus and healthy eating options;
and
o Procurement Standards.
Standards Relating to Sports Development
34. These include:
National Governing Body standards;
Coaching standards;
Standards relating to external funding;
Special Sports programmes;
Coach Registration Scheme; and
Consultation with Sports Forums.
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
February 2004 41
Health & Fitness Development
35. These include:
Standards within PCT Service Level Agreements;
Programmes delivered in accordance with National Health Service
Framework; and
Programme specific standards i.e. levels of supervision EOP and WALK
2000.
Sports Events (Including International Sports)
36. These include:
Health & Safety Standards relating to individual sports, staging of events; and
managing stadia. Including Scarmen guidelines and Safety of Sports Ground
Act;
National Governing Body Standards or International standards e.g. IAAF;
Key Partner Standards Hosting agent - such as Fast Track;
Doping Control standards;
Broadcasting / media standards; and
Highways Standards as required by local police.
37. Constituencies will be required to contribute to wider Leisure and Culture
Performance Indicators outlined in the tables below.
Constituency Performance Monitoring for the Sports & Leisure Service
38. There is quarterly and monthly data collection relating to national and local
performance indicators as follows:
Constituency
Indicator
Monitoring
Development programme attendance Yes
Development programme income Yes
Development programme expenditure Yes
Health and Safety & Environmental standards Yes
Exercise on Prescription and Walk 2000 numbers Yes
Active Sports monitoring information Yes
Customer Charter quality standards Yes
Customer Comments Scheme Yes
Investors in People monitoring information Yes
P I‟s connected to the Service Improvement Plan Yes
Customer Satisfaction (Annual) Yes
Staff Satisfaction (Annual) Yes
Attendances by demographic profile (annual) Yes
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
February 2004 42
Association of Public Service Excellence (APSE)
39. The Sports and Leisure Service is presently an active member of the APSE
Performance Network Benchmarking system. For the old CCT Sports facilities
there is now five years of data on performance and three years of data for the
non-CCT facilities. This is a valuable source of information and sites are
encouraged to involve themselves in Benchmarking activities.
Consultation
40. The people of Birmingham have a broad choice of leisure options to choose
from. It is therefore important that the service is continually refined to meet the
changing needs of users. An annual programme of consultation and market
research is conducted to ensure the service can be refined accordingly.
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
February 2004 43
Appendix A
The Sport & Leisure Service - An Integrated City-Wide Service;
The National, Regional & Local Context
An Integrated Service
The Vision - (Birmingham in Five Years Time)
A more vibrant, relaxed and healthy city, where sport and leisure activity enriches lives
within flourishing neighbourhoods and where local and international sporting events
enhance civic pride
The Mission
To provide an excellent sport and leisure service that is equitable, accessible,
affordable, exceeds expectations and where all have the opportunity to enjoy the
many benefits of sport and leisure activity
The Core Values
Be open and honest;
Give energy, enthusiasm and passion;
Deliver, achieve and succeed;
Be innovative and creative;
Understand and learn from mistakes; and
Consult, listen and work together.
Size & Quality
The Sport and Leisure Service is the largest service of its type in Europe. The service
has achieved numerous quality marques and has a number of nationally recognised
areas of good practice, such as the Exercise on Prescription Scheme and corporate
brands such as Pulse Point fitness gyms. The Service has also received National City
of Sport status for its progressive work in sports development and the hosting of major
sporting events.
Contributing to more than just Sport
Although not a statutory service the Sports and Leisure Service has a wider
contribution than just sport, and is now recognised as contributing to a range of
broader social outcomes including health, education, safety and crime reduction, and
social inclusion agendas.
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
February 2004 44
Scope of the Service
The service provides one of the most comprehensive Sport and Leisure Activity
programmes in the UK, including:
60 sport and leisure facilities;
Networked, point of sale - swipe card technology at 60 sites;
Sport Development Programmes;
Health Development Programmes;
Sports Events Programmes;
7 Municipal Golf Courses;
A range of Corporately Branded Activity programmes;
Leisure Card Scheme, incorporating Passport to Leisure Concessionary
Pricing Scheme;
Hosts two major National Sport initiatives (externally funded);
Sports Action Zone; and
Active Sports.
Human Resources
The Sport & Leisure service is a discretionary service operating in a competitive
environment, and is a service where customers can make choices about which
provider they prefer to use. Service excellence is therefore paramount - as is the
concentration on health and safety. Staff therefore requires excellent support, training
and development to ensure they are equipped with the appropriate skills and
qualifications.
The service employs approximately 1,250 contracted staff;
With an additional 250 employed in a seasonal or casual capacity;
The service has Investor In People accreditation;
An annual training plan includes statutory training modules; and
Corporate training sessions and briefings bring specialist staff together to
share best practice and further improve service.
Financial Structure
The annual turnover budget is approximately £32 million, with income from fees and
charges representing a significant portion of the budget (£15m).
Current financial targets are based on a number of important factors:
A subsidy payment from the city council;
A concentration on service excellence to maximise income;
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
February 2004 45
Economies of scale achieved through;
o Corporate branded activity programmes across the city;
o A specialist technical support team to reduce downtime and maximise
income potential; and
Cross-subsidy, through using areas/centres of high return to support areas/
centres of lower return.
These factors will need to be taken into consideration when developing more locally
focussed services and in determining future budget allocations.
Service Priorities
As mentioned earlier the service has undergone a Best Value review, which identified
a number of service improvement priorities. These were strategic and longer term,
and remain the focus of the Sport and Leisure Service Plan 2003/04.
1) Get fit for purpose;
2) Develop a citywide strategy for sport and physical activity;
3) Effectively manage current commitments;
4) Align the service more closely with health;
5) Liberate the effectiveness and potential of all staff through more effective
support and performance management; and
6) More effectively market the service to ensure increased participation generally
and more specifically within defined target groups.
Each one of these priorities is underpinned by actions / key performance indicators for
the current year, and are included within the performance plan.
National Regional & Local Context
National
The Sports and Leisure Service relates to National Sport and Leisure strategies and
organisations including:
Sporting Future for All - National Strategy;
Game Plan - National review of Sport;
Sport England;
Institute of Leisure and Amenity Management;
Institute of Sport and recreation Management;
National Governing Bodies of Sport;
C.C.P.R. Central Council Physical recreation;
B.O.A. British Olympic Association;
UK Sport;
English Institute for Sport; and
Sport England/West Midlands Region.
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
February 2004 46
Regional (West Midlands)
Sport England is being restructured on a regional basis, and Birmingham will now be
influenced by the West Midland Regional Sports Board. There are therefore plans to
develop a City Sports Partnership, which will be similar to County Sports Partnerships
in the rest of the country and will act as consultant body to the Regional Sports Board.
Local (Birmingham)
A Birmingham Sport and Physical Activity Strategy is being developed (for the city as
a whole and not just the city council) which will provide direction for the future
development of sport.
The City Council‟s contribution to Sport and Leisure is also guided by City‟s two main
priorities:
Improved Services; and
Flourishing Neighbourhoods.
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
February 2004 47
Appendix B
Central Teams
‘Sport’ - Service Support Team
This central team will provide support and direction in a number of specialist areas
including:
Strategy and Policy Development;
Performance Management & Service Improvement;
Sports Development;
Health Development;
Technical Services (operated within a service level agreement);
Events Depot (operated within a service level agreement);
Sports Events;
Golf Management;
Specialist Staff Training and development;
IT and Systems NB: The technical element of this function is to be consolidated
within Central ICT;
Active Sports (Externally Funded); and
Sports Action Zone (Externally Funded).
In addition the team will:
Provide a central point of contact for Sport and Leisure enquires, from
customers, community groups, governing bodies, industry institutions and
strategic partners;
Provide support and direction for corporate quality management, such as
Charter Mark, Best Value, EFQM and Investors in People;
Apply for, co-ordinate, administer and monitor (capital, revenue and external)
funding for major strategic and citywide projects, relating to sport and physical
activity;
Support constituencies by providing management information and research
relating to trends and national sports projects;
Develop and oversee pricing policy;
Inform staff of legislation and industry changes, via corporate updates
(newsletter) briefings, road shows and training programmes;
Develop and monitor the Leisure Card Scheme including Passport To Leisure;
Provide technical support relating to safe operation of swimming pools and
leisure centres;
Support constituency initiatives;
Help maintain economies of scale, continuity and sustainability of service.
Provide monitoring and support for both Strategic and local performance
targets; and
Facilitate inter-constituency working.
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
February 2004 48
Appendix C
SUTTON COLDFIELD - Wards of Sutton New Hall, Four Oaks, Vesey
Sport and Leisure facilities - Wyndley LC, Sutton Town Hall, Arthur Terry SC,
Keepers Pool, Ley Hill RG, Tudor Road RG, Boldmere Golf Course, Pype Hayes
Golf Course
Other:
Boldmere SSC
ERDINGTON - Erdington, Kingsbury, Kingstanding, Stockland Green
Sport and Leisure facilities - Stockland Green CLC, Castle Vale CLC, College High
CLC, Kingstanding LC, Kingstanding CLC, Erdington Pool, The Castle, Kingsbury
CLC.
Other:
Holly Lane SSC, Highcroft SSC
PERRY BARR - Perry Barr, Sandwell, Handsworth, Oscott
Sport and Leisure facilities - Broadway CLC, Alexander Stadium, Beeches Pool,
Great Barr LC, Handsworth LC, Perry Beeches SC, Hill Top Golf Course
LADYWOOD - Aston, Ladywood, Nechells, Soho
Sport and Leisure facilities - Holte CLC, Holyhead CLC, Newtown Pool, Nechells
CSC, Heartlands High CLC
HODGE HILL - Washwood Heath, Hodge Hill, Shard End
Sport and Leisure facilities - Saltley CLC, Naseby/Park View CLC,
Shard End CC
YARDLEY - Yardley, Sheldon, Acocks Green
Sport and Leisure facilities – Sheldon Heath CLC, Stechford Cascades, Cockshut
Hill SC, Hatchford Brook Golf Course
SPARKBROOK/SMALL HEATH - Fox Hollies, Small Heath, Sparkbrook, Sparkhill
Sport and Leisure facilities - Birmingham SC, Fox Hollies LC, Small Heath LC,
Sparkhill Pool, Moseley School HFC, Moseley Road Pool, Yardleys FC
HALL GREEN - Hall Green, Brandwood, Billesley
Sport and Leisure facilities - Swanshurst CLC, Cocks Moors Woods LC, Billesley
ITC, Cocks Moors Woods Golf Course
CONSTITUENCY SERVICE SPECIFICATION
SPORTS & LEISURE SERVICE
February 2004 49
SELLY OAK - Selly Oak, Kings Norton, Bournville, Moseley
Sport and Leisure facilities - Kings Norton CLC, Linden Road Pool, Stirchley
Bowls, Tiverton Pool
EDGBASTON - Edgbaston, Harborne, Bartley Green, Quinton
Sport and Leisure facilities - Bartley Green CLC, Four Dwellings CLC, Harborne
Pool, Harborne Golf Course
NORTHFIELD - Northfield, Longbridge, Weoley
Sport and Leisure facilities - Frankley CLC, Colmers Farm CLC, Shenley Court
CLC, Turves Green CLC, Northfield Pool, Lickey Hills Golf Course
KEY
CS Community Sports
FC Fitness Centre
LC Leisure Centre
CLC Community Leisure Centre
SC Sports Centre
ITC Indoor Tennis Centre
SSC Sports and Social Club
CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
February 2004 50
Introduction
1. This specification sets out the service requirements and the standards to be
delivered to constituencies in relation to the Parks and Nature Conservation
Service.
2. The specification describes the range of services, the way in which they will be
provided and the standards to which the services will be delivered. It also sets out
minimum requirements in terms of monitoring performance.
3. For those services delivered through a formal Service Level Agreement (SLA), the
Agreement will provide more detail.
Range of Services
4. The following services are to come under constituency management through
Service Level Agreements (SLA‟s) with localised budgets to allow for local
influence, planning and „purchase of services‟. Budgets will thus move to the
constituencies, but delivery functions will remain organised on a city-wide basis for
the following services within the Local Services Strategic Directorate:
Parks Management;
Grounds Maintenance;
Ranger Service; and
Playground Service.
5. Parks Management - The SLA will deliver the management of all parks and urban
green spaces which includes parks, play areas, housing sites, school grounds,
highways, cemeteries and crematoria, public open spaces, playing fields, sport and
leisure facilities, industrial estates, etc.
6. This includes day-to-day management of the land and liaison with users and local
communities, as well as the future development of such land for horticultural or
leisure purposes.
7. Grounds Maintenance - The SLA will cover the delivery of a horticultural
maintenance service to all the above listed Council owned sites.
8. This includes grass cutting; tree works; hedge; shrub and ornamental planting
maintenance; play area inspections and daily maintenance; brook clearance
works; etc.
CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
February 2004 51
9. Grounds Maintenance services are currently delivered through five city-wide
contracts running from 2000-2008.
Golf Courses - city-wide
Cannon Hill Park
Kings Heath Park
Birmingham Parks & Nurseries Handsworth Park
(DSO) Sutton Park
City Centre
Northfield & Edgbaston
Constituencies
Perry Barr & Ladywood
Glendale Managed Services
Constituencies
Erdington Constituency
Hall Green Constituency
Hodge Hill Constituency
Selly Oak Constituency
Serviceteam Limited
Sparkbrook & Small Heath
Constituencies
Sutton Coldfield and Yardley
Constituencies
Birmingham Parks & Nurseries Northfield
(Trees) Edgbaston (Bartley Green Ward)
Erdington
Hodge Hill
Ladywood
Central Tree Services (Trees)
Perry Barr
Sutton Coldfield
Yardley
Edgbaston
Hall Green
Gristwood & Toms (Trees)
Selly Oak
Sparkbrook & Small Heath
10. The Grounds Maintenance Service is administered and evaluated by a Parks
Development Officer (on a dual-constituency basis) with contract services
support, under the direction of an Area Parks Manager.
The service is delivered in partnership by the City Council and the five service
providers, under a contractual Partnership Agreement.
CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
February 2004 52
11. Ranger Service - The SLA will deliver a local Ranger Service which will
preserve, protect and enhance designated Nature Conservation sites and
Country Parks and will involve the public in all elements of their work through
local management committees. The service will undertake a programme of family
orientated events and organised activities, in conjunction with local community
and environmental groups, for encouraging use of the sites and for providing
environmental education and lifelong learning opportunities.
12. There are 140 no. designated nature conservation sites recognised and listed
within the Birmingham Nature Conservation Strategy (1997).
13. The Ranger Service has permanent bases at the following local sites:
Edgbaston Reservoir - Ladywood & Edgbaston
Woodgate Valley C/Park - Edgbaston
Sheldon Country Park - Yardley
Project Kingfisher - Hodge Hill
Millstream - Hall Green, Sparkbrook &
Small Heath
Plantsbrook LNR - Sutton Coldfield
The Ranger Service also currently offers additional support in the following
Wards:
Rea Valley Ranger (NRF) - Northfield & Selly Oak
Longbridge Ranger (NRF) - Northfield
Quinton Ranger (NRF) - Edgbaston
14. Playground Services - The SLA will deliver the maintenance of playground
equipment, and the formal inspection of all Council owned children‟s play areas.
15. The service is delivered by the Playground Services Unit.
Standards of Service
16. There is a range of standards with which the service needs to comply. These
include national standards relating to Quality of Life Indicators. Best Value
Performance Indicators; Contractual Standards set out in the „Best Value
Contract for Grounds Maintenance and Parks Services‟; and local standards. The
whole Parks and Nature Conservation service is accredited under the Investors in
People Standard.
CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
February 2004 53
Parks Management
17. The Parks Management Service is delivered within the legislative framework of
the:
Local Government (Miscellaneous Provisions) Act 1976;
The Birmingham Parks Act 1854;
The Public Health Act 1874, 1907, 1925 and 1961; and
The Birmingham Plan (UDP), 1993.
18. Each Constituency will have access to a Parks Manager who will advise on the
horticultural maintenance, the day-to-day management, and the potential for
development of all Parks and Green Spaces within the Constituency.
This will include:
Liaison, advice and guidance;
Response to any queries, comments or complaints;
Health and safety responsibilities for play areas, parks, pools and risk
assessments of Parks and Open Spaces;
Assistance with designated events in parks;
Assistance with development projects, external funding bids and NRF
projects; and
Liaison on planning applications and potential Town and Country Planning
Act, 1990 Section 106 Agreements.
Grounds Maintenance
19. The standards and the sites are listed in the Appendix to the Annual Ward
Contract Monitoring Reports. The standards are contained within the contract
documents and are listed below:
GRASS
Core Standard
The Contract Service Provider will cut the grass from April to September (and
possibly once in October), which will include:
Cutting the grass on the same day every two weeks (cuttings left on grass);
Removing litter from grass before mowing;
Making sure the grass is not left on the paths after mowing; and
Completion of all follow up work/cutting around obstacles on the same day as
main mowing.
CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
February 2004 54
Enhanced Standard
As core service but item 1 amended to:
1. Cutting the grass on the same day every week (cuttings left on grass).
Ornamental Standard
As core service but item 1 amended to:
1. Cutting the grass on the same day every week (cuttings removed).
SHRUB MAINTENANCE
Core Standard
The Contract Service Provider will maintain shrub areas once in winter (October to
March) and once in summer (April to September), including:
1. Clearing out of rubbish/debris;
2. Pruning - generally greater in the winter visit; and
3. Complimentary weed control during summer.
Enhanced Standard
The Contract Service Provider will maintain shrub areas once in winter (October to
March) and monthly in the summer (April to September), including:
1. Clearing out of rubbish/debris;
2. Pruning - generally greater in the winter visit; and
3. Complimentary weed control during summer.
Ornamental Standard
The Contract Service Provider will maintain shrub areas once in winter (October to
March and weekly in the summer (April to September), including:
1. Clearing out of rubbish/debris;
2. Pruning - generally greater in the winter visit; and
3. Complimentary weed control during summer.
CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
February 2004 55
HEDGE MAINTENANCE
The Contract Service Provider will maintain hedges to a maximum height of 1.8m
unless otherwise agreed. The hedges will receive the appropriate number of cuts
for the species and location to ensure that growth is contained and access is not
restricted.
PLAY AREAS
The Contract Service Provider will insect and maintain play areas to ensure they
are in a safe condition for use by children. This will be daily during the summer
(April to September) and at least three times per week during the winter (October
to March), and will include:
Inspection prior to 10.00am;
Surface swept/raked to remove debris; and
Any play bark kept at correct levels.
20. Ranger Service
The Ranger Service is currently “piloting” new nationally agreed Local
Performance Indicators, along with other Core Cities and urban authorities. The
(LPI‟s) are to:
Seek to continuously improve through partnership working to address
Community Strategy targets;
Produce an annual inclusive events programme - the “Out and About” booklet;
Publish an annual Performance Management Plan;
Provide an education/lifelong learning programme; and
Undertake continuous professional staff development.
21. Playground Services
The service will seek to undertake an independent bi-annual inspection of all
council-owned play areas to ensure they meet all current European standards;
The service will undertake regular monthly programmed maintenance of the
play equipment and play areas to ensure that the play areas meet all relevant
health and safety regulations; and
The service will carry out annual Risk Assessments relating to all aspects of the
play area including the fencing and the structures within.
CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
February 2004 56
Monitoring Arrangements
22. The Grounds Maintenance service undertakes contract monitoring on a monthly
basis, which is formally summarised and reported to each Ward on an Annual
basis.
23. Service specific Performance Indicators are detailed in the Parks and nature
Conservation 2003/04 Service Plan.
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CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
Appendix A
Parks & Nature Conservation - Central Services & Standards
The following services will be managed within the Local Services Strategic
Directorate, but will be available to the Constituencies in response to their needs, as
appropriate.
Parks Policy and Strategy;
Allotments;
Birmingham Parks and Nurseries DSO;
Landscape Practice Group;
Mobile Ranger Patrol;
Nature Conservation and Sustainability;
Strategic Parks;
Summer Park Wardens; and
Trees.
Parks & Policy Strategy
This strategic team will provide overall advice and guidance for the service, as well as
city-wide specialist services. This will include:
Developing parks policies and strategies;
Participating in and leading on Research and Policy development for parks,
nature conservation and sustainability at a National, regional and European
level;
Providing citywide parks management guidance and co-ordination for parks
events and use of parks applications;
Interpreting and advising upon legislative changes and revisions to central
government policy;
Applying for funding, co-ordinating, administering and monitoring city-wide
parks projects (e.g. ERDF, SRB, RSF, NOF, Lottery, NRF, etc);
Co-ordinating responses to Planning Applications which affect parks and Open
Space sites, natural habitats, sports facilities etc, including liaison with
Constituency Directors and Committees where Section 106 Planning
requirements are deemed applicable;
Administering the citywide Parks Property Repairs and Maintenance Budget;
Provision of technical support relating to health and safety issues associated
with the service;
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CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
Provision of technical support relating to sustainability;
Acting as a link between and across constituencies; and
Supporting constituency initiatives.
Allotments
This service manages 6,900 plots to the citizens of Birmingham across 114 sites.
The service involves the provision of plots to tenants; collection of rents; grounds
maintenance of the sites (including preparation of plots for new tenants); facility
repairs and maintenance; liaison with Allotment Associations, plot-holders and the
Birmingham District Allotment Council (BDAC); marketing of plots, and the
administration of the Allotment Self Management Scheme.
Birmingham Parks & Nurseries DSO
The DSO delivers a range of services, as previously noted under Grounds
Maintenance; namely:
Floral Decorating and Nursery Production based at three sites (Cofton, Kings
Heath and Coleshill Nurseries);
Horticultural maintenance of all seven city-wide Golf Courses;
Horticultural maintenance of four Strategic Parks (Cannon Hill Park and satellite
sites, Kings Heath Park, Sutton Park and Handsworth Park);
Horticultural maintenance of the City Centre;
Grounds maintenance and Park Services in the Northfield and Edgbaston
Constituencies;
Tree Services in Northfield and Edgbaston (Bartley Green Ward); and
Operation of the Green Waste Recycling facility at Cofton Park.
Landscape Practice Group
The Landscape Practice Group provides a full range of project development,
community consultation, Landscape Architectural and Urban Design services, to all
City Council service departments, (Housing, Schools, Cemeteries and Crematoria,
Transportation, Economic Development, Regeneration Initiatives, Planning, and
Leisure & Culture facilities).
The service co-ordinates and submits external partnership funding bids such as SRB,
Heritage, Lottery, ERDF, ESF, NOF, NRF, etc.
The service is involved in major refurbishment and regeneration projects across the
City, strategic planning, development control and new outdoor play area provision.
February 2004 59
CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
Mobile Ranger Patrol
This service operates out of Queensbridge Depot in Moseley and provides an out-of-
hours Parks Patrol service across the whole of the City, dealing with safety and
security issues in Parks and Open Spaces.
Nature Conservation & Sustainability
This centrally based service leads on the implementation and development of Nature
Conservation policy and strategy, and monitors regional targets for local biodiversity
for the city.
The service gives strategic guidance and support to the Ranger Service on all matters
relating to Nature Conservation, and co-ordinates the delivery and performance of the
Ranger service in line with nationally agreed PIs, together with the marketing and
public relations for the service.
The service also leads on, co-ordinates and monitors the Leisure and Culture Services
Sustainability Action Plan, which in turn deals with issues such as office waste
recycling, and improving utilities consumption.
The service also inputs into corporate city-wide guidance on Sustainable
Developments and is an active member of the Birmingham Environmental Partnership
panel supporting the City Strategic Partnership.
Strategic & Country Parks
The central team manage a number of Strategic Parks, which are of city-wide,
regional and national significance.
These are:
Sutton Park NNR,
Cannon Hill Park,
Kings Heath Park,
Handsworth Park,
Lickey Hills Country Park, and
Birmingham Nature Centre.
These facilities have a site manager who interfaces regularly with site Consultative
Committees and Friends of Parks Groups. Line management and strategic support is
given to the site managers by the Parks Policy and Strategy service.
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CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
Trees
This service is managed by a small team in partnership with two external Service
Providers.
The service provides advice and management of the City Councils‟ Tree stock, which
includes an annual programme of planned street tree maintenance works, developed
in consultation with Ward Committees. This programme is based on specific tree
species requirements and any tree works identified by local residents and tree officers
as a result of tree inspections.
In addition, tree works identified as a result of the City‟s At Risk Assessment Process,
or via Tree Inspections, which identify tree, work on health and safety grounds is
undertaken from city-wide resources.
The service responds as necessary to any unforeseen damage to trees caused by
severe weather and responds to ad-hoc requests for specialist tree work in designated
nature conservation sites across the city.
The service also provides an auditing and tree survey service to all city council
departments for trees on their land (e.g. Housing, Education and Cemeteries and
Crematoria); together with any necessary resultant work programmes.
Central Service Standards
1. Parks Policy & Strategy
The central policy and strategy team will set the corporate strategic framework,
in consultation with the Constituencies, for service standards and will give
guidance and advice on horticultural, technical and legislative standards, as set
out in Government Policies and guidelines, legislation, and City Council
policies.
2. Allotment Service
The provision and management of Allotments is governed by various
Allotments Acts (notably 1908, 1925 and 1950);
The Allotments Working Party, consisting of Elected Members, representatives
of the Birmingham & District Allotments Council and officers meets quarterly to
formally debate allotments issue;
New allotment tenants receive free rotovation of their plot, free rubbish removal
(where requested) and a welcome pack of advisory notes and a copy of
“Allotments: A plot-holder Guide”;
New tenants also receive a copy of their Agreement and the Allotments Rules;
The two Allotments Liaison Officers make scheduled site inspections four times
a year. Additional visits are made as necessary;
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CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
Self Managed Associations work to a formal Management Agreement and meet
with officers bi-annually;
All new Association officers are invited to attend an annual Induction Course;
The rationalisation/disposal of allotment land is governed by an agreed
“Allotments Protocol”;
Horticultural Maintenance is undertaken in accordance with standing
specifications and frequency; and
An annual seminar is provided for all plot-holders and National Allotments
Week runs during the second week in August.
3. Birmingham Parks & Nurseries
The standards of the service are detailed in the “Grounds Maintenance and Parks
Services” Best Value Contract Specification.
4. Landscape Practice Group
The standards of the service are detailed in the “Best Value Contract for
Landscape Design Services”, and comply with guidance given by the Landscape
Institute.
A qualified Landscape Architect will act as a Constituency Advisor on any matters
relating to the planning, design implementation and funding of a Landscape issue.
5. Mobile Ranger Patrol
The service will respond daily (365 days) to any notified matters relating to
any incidents, which contravene the parks bye-laws;
The service will provide a daily site security check at park closing times for
all pre-determined sites to ensure they are secured appropriately;
The service will provide an out-of-hours security call-out service for parks
buildings and sites in liaison with the Area Parks Managers as necessary;
The service will provide a security service for other internal council
customers as required; i.e. for cemeteries and crematoria sites; and
The service will carry out surveillance of non-staffed sites on a pre-
determined frequency.
6. Nature Conservation & Sustainability
The service gives advice and support in accordance with standards set out by a
range of organisations such as English Nature, the Countryside Agency, the
Environment Agency, and the Office of the Deputy Prime Minister (ODPM).
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CONSTITUENCY SERVICE SPECIFICATION
PARKS & NATURE CONSERVATION SERVICE
7. Strategic Parks
The six sites are managed in accordance with a range of standards. For example:
The Lickey Hills and Kings Heath have been accredited with the National Green
Flag Award.
Birmingham Nature Centre complies with the Zoo Licensing Act 1981.
Sutton Park National Nature Reserve is managed in accordance with English
Nature Management guidelines, and English Heritage Scheduled Ancient
Monument guidelines and consent of the Secretary of State for the Culture, Media
and Sport (DCMS).
8. Summer Park Wardens
Summer Park Wardens will be provided, managed on a citywide basis, to provide
additional support to the local Ranger Service and to the Strategic Parks, during
the summer period.
9. Trees
The Tree Service standards conform to all relevant Safety Standard Guidance
Notes produced by the Health and safety Executive, Arboricultural Safety Council
and the Forestry Safety Council, which refers to various aspects of the
implementation of Forestry/Arboricultural operations. This includes all the British
Standards, which are detailed in the Arboricultural specification.
February 2004 63
CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY LIBRARY SERVICES
Introduction
There is a single, integrated public library and information service for the whole city.
The sharing of resources and expertise is fundamental to the provision of a
comprehensive service that is available to everyone in Birmingham.
This paper sets out the service requirements and standards to be delivered and met
by Constituencies in relation to the provision of the Library and Information Service.
The specification places the responsibilities of constituencies in the context of the
whole library service, and sets out the minimum requirements in terms of monitoring
and reporting on standards. There is a national framework for the provision of this
statutory service. The Learning and Culture Strategic Directorate will provide services
from the Central Library, Library Services at Home, Mobile Library Service and others,
which enhance and support services delivered through Community Libraries. These
are set out Appendix A.
Range of Services
Constituencies will be responsible for providing services through Community Libraries
to meet local needs for reading, information, learning and digital citizenship as listed in
the Core Service Entitlements below.
Core Service Entitlements
Constituencies will be required to meet the following service entitlements in each
Community Library
Access
a) Libraries are open to everyone who wishes to use them. Access is free;
b) The minimum opening hours for a community library will be no less than the total
advertised hours in March 2004;
c) Everyone who lives, works or studies in Birmingham is entitled to register for a
library card to borrow books and other resources that are for loan (collaboration to
allow residents from neighbouring authorities to borrow books is expected);
d) Libraries will offer access to lending resources in different formats, including
community languages, large print, talking books, CDs, video and DVD;
e) Libraries will ensure that their stock is accessible via the library catalogue;
f) Libraries will offer access to the national inter-lending schemes including those for
alternative formats;
g) A range of concessions and exemptions from charges will be available in line with
the Charges Policy;
h) Libraries will provide information services in person, by phone, letter or fax, by
email and the web site (www.birmingham.gov.uk/libraries);
i) Libraries will provide free access to the Internet. There will be no need to register
for a library card;
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CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY LIBRARY SERVICES
j) People will not need a library card to use a library to find out information for
leisure, reference, study or independent learning through any medium or
technology;
k) Every library will be an access point to archives and records held by the City
Archives including in its capacity as the Birmingham Public Record Office;
l) Libraries will provide access to facilities and services that meet the needs of
disabled people and according to the requirements of the Disability
Discrimination Act;
m) Every citizen must be able to access the resources of the Central Library through
their local library with guidance or referral by local library staff. Specialised
resources and enquiry services are provided from the Central Library;
n) Libraries will provide promotional material on the range of library services;
o) Libraries will provide free access to the Language Line to assist customers who
do not speak English; and
p) Libraries will provide access to a range of newspapers and magazines.
Services
q) People may use their library card at any Birmingham library to borrow books free
of charge. There is a small charge for borrowing Talking Books, CDs, videos and
DVDs. Concessions and exemptions apply as laid down in the Library Charges
Policy;
r) Adults and children are able to borrow up to 8 books or Talking Books for up to
four weeks. CDs can be borrowed for 2 weeks and videos / DVDs for 2 or 7
nights;
s) People may usually keep borrowed items for longer by renewing the loan up to
three times if no one else has requested the item;
t) Libraries will provide a free reservation service for books and items in
Birmingham Libraries lending stock, which are not immediately available. If an
item is on loan or at another Birmingham library it can be reserved free of charge
for collection from the library nearest to the borrower. A small charge is made for
use of the national inter-lending service;
u) Loans from Birmingham Libraries lending stock can be renewed or items
reserved in person, by phone or via the Internet;
v) Loans can be taken back to any Birmingham library;
w) Non profit-making community groups are entitled to use the Community Loan
Scheme to borrow library resources to support their activities;
x) Libraries will provide a wide range of fiction and information reading material to
support the leisure and personal interests of adults, children and young people,
reflecting the cultural and ethnic diversity of their communities. Libraries circulate
stock across the city to maximise access to scarce resources;
y) Libraries will maintain a programme of regular displays, exhibitions and events
promoting reading, learning, information and literature. Every library will hold at
least one weekly children‟s activity / story session during the summer holidays
and ten other activities throughout the year;
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CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY LIBRARY SERVICES
z) All libraries will participate in the principal service-wide activities and promotions,
for example the Summer Holiday Children‟s Programme and Young Readers‟
Birmingham, and major national library, information and reading initiatives;
aa) Information provision must be current and accurate. Where an answer cannot be
provided staff refer to an alternative reputable source of help;
bb) Libraries will hold a core collection of reference resources including those
necessary to support homework and out of school learning, and provide access
to comprehensive resources for learning and study;
cc) Libraries will provide information and support for lifelong learning and skills
development;
dd) Learning Centres will be maintained in libraries where provision currently exists;
ee) Every library should have space and facilities for study;
ff) Library staff will be trained to ensure that all customers are treated equally
according to their needs. Library staff will be trained in library related skills e.g.
library induction, reader development, library work with children and young
people, information and enquiry skills, stock management, Library Management
System and other ICT skills;
gg) Libraries will welcome formal and informal comments and respond to requests for
improvements to library services;
hh) Every library will meet the Birmingham Libraries Children‟s Promise (see
Appendix B);
ii) Every library will undertake a programme of Public Library User Surveys in
accordance with the BVPIs and requirements for national standards. The
timetables are published and the results and resulting actions made available for
public scrutiny and comment;
jj) Libraries will refer people to the library service for housebound people: people in
residential care; people attending day centres and for people who do not have a
relative or carer to help them use the library service. This service will operate in
every constituency according to a service level agreement;
kk) Libraries will ensure their content on Birmingham.gov.uk is up to date and
accurate; and
ll) Constituencies must ensure that professionally qualified librarians are employed
in each constituency.
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CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY LIBRARY SERVICES
Library Service Policies
In addition to the core service entitlements, there are a number of policies requiring a
consistent approach city-wide and should not be subject to variation between
constituencies. Constituencies should not unilaterally change policies and conditions
without negotiation. For example:
Charging policy;
Standard rate of library fines / overdue charges / hire charges, which are subject to
annual review;
Standard charges for Inter Library Loans;
Standard charges for lost and damaged items;
Standard joining procedure including proof of name and address for library card
membership;
Stock Policy and Stock Management Guidelines;
Stock to be acquired in line with the Stock Policy;
Standard loan overdue and defaulting procedures;
Standard limits on reservations and renewals;
All items for loan must be available city wide through the reservation service and
should not be restricted to individual constituencies. In turn, users in every
constituency will have access to all resources city wide;
The library service supplies books to other authorities via the Inter Library Loans
scheme; and
All items in library stock to be catalogued to service standards (AACR2 level, using
UKMARC and BL name authority file). Catalogue data, which has been purchased
from external suppliers to be loaded onto the Galaxy database via Bibliographic
Services. Dewey Decimal Classification numbers should be provided on catalogue
data - however, decisions may be determined locally as to whether stock is
arranged on the shelf using these numbers. Stock to be processed (to NAG -
National Acquisitions Group standard) for stock management purposes.
There are library specific learning and development packages that set standards for all
staff to promote service wide levels of skills and improvement.
Constituencies will be required to:
Support the continuation of these standards that address customer service, for
example BESt Practice (Birmingham Enquiry Standard), Customer Care and
Equality Development Programme, and the Customer Care Code of Conduct
(under development);
Support career development including routes to professional qualifications;
Enable reasonable release of staff for professional skills update activities;
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CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY LIBRARY SERVICES
Participate in staff relief networks to sustain advertised opening hours city wide.
Constituencies will be required to support a range of service development
activities;
- Marketing;
- Partnership working;
- Library-related outreach work;
- Local governance and citizenship through free access to information resources
and knowledge skills, including electronic (virtual) information services;
- Raising the profile of reading and literacy; and
- Basic skills and numeracy
Standards of Service
There is a range of standards with which Constituencies will be required to comply.
These include national generic standards for the library service; other national
standards including those related to national Best Value Performance Indicators
(BVPIs); and local standards and entitlements in terms of both facilities and customer
services.
National Generic Standards
Constituencies will be required to maintain accreditation with the following national
standards;
Charter Mark - for customer service and consultation excellence;
UK Online Centres for all libraries;
Matrix - the national Information, Advice and Guidance Standard - for information
relating to learning, training and employment;
Investors in People; and
Community Legal Service Quality Mark for self-help information.
Annual Service Plan
For each community library Constituencies will provide an annual action plan
reflecting, in addition to local / constituency priorities:
Government and regional policy;
Birmingham Libraries strategic priorities in;
The promotion of reading and informal learning;
Access to digital skills and services including e-government; and
Measures to tackle social inclusion build community identity and develop
citizenship.
Constituencies will be required to maintain a regime of reviewing, monitoring and
forward planning to reflect these priorities.
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BVPI’s & other Performance Indicators
Birmingham Libraries are required to set targets and report on achievement against
five specific library related BVPI‟s and one LPSA target.
Constituencies must facilitate the city-wide library service target setting and collection
of this information to meet Government deadlines.
Local Service Standards
Constituencies will be required to provide the following for each Community Library:
Schedule of annual maintenance of buildings and equipment, including routine and
emergency repairs;
Cleaning schedules;
Health & Safety risk assessment process;
Emergency action plan;
Service equipment maintenance - photocopying service, electronic tills, fax
machines, computer equipment (NB: - People‟s Network and Library Management
System equipment are subject to Service Level Agreements with ICT Systems);
Disability access - ramps, automatic opening doors, toilet facilities;
Security of building users and resources;
Child friendly facilities including breast feeding and nappy changing where
provided; and
Administration of library service specific stationery and procedures.
National Public Library Standards
Birmingham Libraries develops and reports on services in line with the Department for
Culture, Media and Sport National Library Standards. There are 18 Public Library
Standards which set targets for the local authority that indicate performance against
the core entitlements that citizens can expect from the library service.
In summary these cover:
Distance to a static library;
Opening hours - quantity and convenience;
Rate of emergency closures;
Quantity of electronic workstations available;
Provision of free public internet access;
Book issue periods;
Entitlement to borrow items;
Speed in which requests for books are met;
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CONSTITUENCY SERVICE SPECIFICATION
COMMUNITY LIBRARY SERVICES
Visits to the service, both physical and virtual;
Success rates in obtaining specific books or information;
User satisfaction with staff knowledge and helpfulness;
Quantity of items purchased annually; and
Rates of replenishment of books for loan.
Constituencies must keep and provide information as required in order to demonstrate
achievement of these standards.
New Public Library Standards for 2005 are to be announced.
Professional qualifications are provided by the Chartered Institute of Library and
Information Professionals.
Stock Standards
Library stock should meet standards in the following areas:
Age of stock;
Number of loans per volume;
Percentage of stock on loan;
Rate of replacement of stock; and
Shelf choice.
Library stock should be catalogued to AACR2 service standards and processed to
National Acquisition Group standards.
Contracts for the supply of books have been negotiated through the Central Buying
Consortium to ensure high discounts and value for money. Contracts are monitored
by Bibliographic Services. Selection, ordering, and cataloguing are subject to Service
Level Agreements with Bibliographic Services.
Monitoring Arrangements
Constituencies will be required to monitor and demonstrate their compliance with
these standards. This will require:
Production of an annual Community Library Unit and Stock Plan;
Collection and regular reporting on specified locally collected management
information - use of a standard quarterly/ monthly reporting system;
Financial procedures - adherence to Community Libraries Financial Procedures in
addition to the City Council‟s financial regulations and Accounting Procedures
Manual; and
Participation in the national programme of surveys of library users for adults and
children in accordance with CIPFA Plus standards.
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Constituency Performance Indicators
Indicator Constituency Information
BVPI 117 - Number of physical Yes - on basis of library
visits per 1000 population to location rather than
public library premises. customer address.
BVPI 118a - The percentage of
library users who found a book to As above.
borrow (three yearly).
BVPI 118b - The percentage of
library users who found the
As above.
information they were looking for
BVPI’s/LPSA (three yearly).
BVPI 118c - The percentage of
library users who were satisfied
As above.
with the library overall (three
yearly).
BVPI 119 - The percentage of
residents satisfied with cultural Yes
services (annual Mori survey).
LPSA 11b - Number of users of Yes - on basis of library
on-line services in libraries. location.
Opening hours - quantity and Yes - on basis of library
convenience. location.
Quantity of electronic
As above.
workstations available.
National Public Library Speed in which requests for
City-Wide
Standards books are met.
User satisfaction with staff Yes - on basis of library
knowledge and helpfulness. location.
Success rates in obtaining
specific books or information As above.
(three yearly).
Age of stock (five yearly). Yes - on basis of library
location.
Number of loans per volume. As above.
Stock Standards Percentage of stock on loan. As above.
Rate of replacement of stock. As above.
Shelf choice. As above.
February 2004 71
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Appendix A
Maintaining an Integrated Library Service
Library Service National Framework
There is a statutory requirement to provide a library service. The legislative
framework for Library Services was created by the Public Libraries and Museums Act
1964, under which the local authority is obliged “to provide a comprehensive and
efficient library service for all persons desiring to make use thereof…..” .
The strategic framework for library services is set out in the Department for Culture,
Media and Sport „Framework for the Future - Libraries, Learning and Information in
the Next Decade‟ 2003.
It represents the Government‟s vision for the public library service and library
authorities are required to report on progress in the three activity areas listed.
“The following three areas of activity should be at the heart of Libraries‟ modern
mission:
The promotion of reading and informal learning;
Access to digital skills and services including e-government; and
Measures to tackle social inclusion build community identity and develop
citizenship”.
Mission Statement
Birmingham Libraries Mission Statement - to provide, promote and encourage access
to reading, information, lifelong learning, leisure and cultural activities for everyone.
Learning & Culture Directorate Services
Constituency services contribute to integrated library services city-wide. In addition to
services directly managed by constituencies, the Learning and Culture Strategic
Directorate will provide a range of services and support, as illustrated below:
The Central Library provides specialist resources and information services of
national and international renown, and enhances the library service by
undertaking:
- Talks, Displays and touring exhibitions;
- Distribution of information materials, including lists of core resources and
Internet sites directories - for example Community Information, Sports
Information, Local Government, Europe, Arts; and
- Involvement in city wide initiatives;
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COMMUNITY LIBRARY SERVICES
Some Central Library resources and services are available through Community
Libraries and electronically via the website;
- Business information;
- Recorded music;
- Childcare Information Bureau updates;
- Network and web licences; and
- Content development for the website.
The Mobile Library service has regular timetabled stops in most constituencies in
areas without a nearby library;
Library Services at Home provide for people who have mobility problems that
make visiting a library very difficult, delivering books and other resources to
individuals and residential homes;
Schools Library Service;
- Advisory service;
- Teachers loan service;
- Training courses for teachers and school librarians;
Support from specialist staff
Children and Young People Services
- Homework and study support;
- Support for reading, including specific initiatives / campaigns e.g. Young
Readers Birmingham, Summer Reading Challenge, National Poetry Day, Black
History Month;
- Staff training to meet service wide and local needs;
- Programmes of activities and events in all libraries for children and families;
- Under 5‟s services - Bookstart, Words on Wheels;
- Stories from the Web;
Reader Development
- Programmes of stimulating contemporary reading activities and experiences for
people of all ages;
- Programmes promoting literacy skills;
- Programmes that respond to library service city wide initiatives;
Lifelong Learning
Informal learning in libraries and access to learning opportunities available through
tutor-based activities and the Internet;
Content Development
Creating and maintaining web content;
Staff training;
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ICT Systems
- Public Internet provision through the People‟s Network;
- Library Management System for Book Acquisition; Library Catalogue; and
lending functions;
- Development, support and training in these areas;
Bibliographic Services
- Stock purchase and expenditure monitoring;
- Provision of the Library Catalogue;
- Inter Library Loans;
In addition, a number of operational support services will be provided:
Mobile Security services, based on flexible rotas;
Van delivery service between community libraries and Central Library;
Book recovery and invoicing service for non-returned loans;
Co-ordination of staff relief networks and supply pool / emergency cover
(subject to review);
Library service internal communications;
Performance co-ordination and monitoring; and
Capital projects.
Participation in national and city-wide programmes of promotions, events and activities
forms an integral part of the library service, and constituencies are required to respond
where appropriate. The ability to share expertise and resources between
constituencies and with centrally-managed services is fundamental to the quality of
the city‟s library service. Constituencies are required to allow library staff to work
outside their constituency on city-wide projects benefiting the whole service.
CONSTITUENCY SERVICE SPECIFICATION
February 2004 74
COMMUNITY LIBRARY SERVICES
Appendix B
Birmingham Libraries Children’s Promise
We Will
Listen to your comments and tell you how they have helped us improve our
service.
Train all our staff to work with children and ensure that all books and other
materials are chosen by trained staff.
Spend 24% of our budget targeted at children and young people under 16, as they
are 24% of Birmingham's population.
Have an up to date collection of homework books and information and at least one
computer in every library, especially for children and young people to use after
school and in the holidays.
Have, or be able to get you, a wide range of books and information.
Always buy books and other materials for children and young people that reflect all
communities across the city.
Send information about our services to all schools every year and offer them a visit
from library staff.
Hold a programme of at least 4 story sessions at every library during the summer
holidays and at least 10 other story sessions during the year.
Give every baby a Bookstart book gift at nine months.
Keep baby changing areas and toilets for children clean and safe.
Help Mums feel comfortable about breastfeeding and display a "breastfeeding
welcome" sign in all our libraries.
Only provide toys and materials that are safe for children to use.
Please tell us if you feel we are not keeping our promise.
Contact a member of Library staff or Patsy Heap, Head of Children‟s, Youth &
Education Services Tel: 0121 303 2418 email: patsyheap@birmingham.gov.uk
February 2004 75
CONSTITUENCY SERVICE
SPECIFICATION
STREET & TRANSPORTATION
SERVICES
CAR PARKS
SCHOOL CROSSING PATROLS
CONSTITUENCY HIGHWAYS
SERVICES
REFUSE COLLECTION, STREET
CLEANSING & RECYCLING
PEST CONTROL SERVICES
Agreement
February 2004 76
I agree this service specification for the provision of constituency services for
Street & Transportation Services for 2004/2005.
Signed …………………………………… Cabinet Member for Street &
Transportation Services
Signed ……………………………………
Chair, Edgbaston Constituency Committee
Signed ……………………………………
Chair, Erdington Constituency Committee
Signed ……………………………………
Chair, Hall Green Constituency Committee
Signed ……………………………………
Chair, Hodge Hill Constituency Committee
Signed ……………………………………
Chair, Ladywood Constituency Committee
Signed ……………………………………
Chair, Northfield Constituency Committee
Signed ……………………………………
Chair, Perry Barr Constituency Committee
Signed ……………………………………
Chair, Selly Oak Constituency Committee
Signed ……………………………………
Chair, Sparkbrook & Small Heath Constituency Committee
Signed ……………………………………
Chair, Sutton Coldfield Constituency Committee
Signed ……………………………………
Chair, Yardley Constituency Committee
February 2004 77
CONSTITUENCY SERVICE SPECIFICATION
LOCAL CAR PARKS - MAINTENANCE & INCOME
Introduction
This specification sets out the standards to be met by the Constituencies in relation to
maintenance and income in respect of local car parks.
It describes the range of services to be provided as well as the quality standards,
which will govern those services.
For Constituencies to deliver these services and standards they will require a range of
professional and technical support services, much of which will be provided from the
Development Directorate. These will include policy and information provision.
Car Park Locations
A list of car parks at which the Services will be undertaken is attached at Appendix A.
Range of Services
The following services will be the responsibility of Constituencies:
Local Car Parks Maintenance
Maintenance inspections;
The placing of orders for maintenance works and monitoring of their
implementation;
The placing of orders for cleaning and the monitoring of implementation; and
Accident claims investigation.
Local Car Parks Income
Responsibility for achieving budget targets; and
Setting car park tariffs.
Details of the Services to be provided
a) Maintenance Inspections
Frequent inspections of car parks are required to check for damage to the car park
surface, fencing and signs etc. Also the cleanliness of the car park, the state of
landscaped areas, surface markings and the car park lighting must be monitored.
Parking Attendants will continue to report defects that they notice during their patrols,
but this needs to be supported with frequent inspections (including after dark to check
the lighting) by staff specifically tasked with checking for defects.
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A record of the inspections must be kept available for use when investigating accident
claims.
There is also a requirement to undertake inspections of work undertaken to rectify
defects to ensure a satisfactory repair has been made.
b) Maintenance Works
Arrangements must be made to undertake works to rectify any defects that are
identified during inspections or by Parking Attendants or members of the public.
Any defects in respect of the car park surface, fencing and landscaped areas should
be reported to UD for them to arrange for repair works to be undertaken by their
contractors.
c) Signs
Orders for replacement signs should be sent to a private contractor via the GLAMIS
system. There is not currently an approved list of suppliers for car park signs. The
company Hazard Safety Products Limited is used because they are local and provide
a responsive service. Constituencies are free to use alternative suppliers and may
wish to use the services of the Councils sign shop at Thimblemill Lane Depot.
The signs used must comply with the layout and standard adopted at all City Council
car parks. Approval must be obtained from the Highways, Parking Section for the use
of any signs that are in accordance with this standard.
d) Cleaning
Arrangements must be made to undertake cleaning and to monitor the car parks to
ensure the cleaning works are undertaken satisfactorily.
Car park cleaning is currently undertaken on request by what was Environmental and
Consumer Services Department. Due to a limited budget, cleaning is only undertaken
periodically as and when there is an accumulation of litter/rubbish at a car park.
e) Accident Claims
Alleged accidents at Council car parks should be investigated to establish the location
and to report on information that may be useful to the claims handler. This would
include current condition of the car park and recent maintenance history. It is also
necessary to answer questions raised by claims handlers and insurance companies
with a possibility of being required to give evidence in court.
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CONSTITUENCY SERVICE SPECIFICATION
LOCAL CAR PARKS - MAINTENANCE & INCOME
f) Income
Each constituency will be allocated a net income or net expenditure budget in respect
of car parks within that Constituency. The key-determining factor, which can be
influenced by the Constituency, will be the level of parking charges.
g) Setting Car Park Tariffs
Parking charges were last reviewed in August 2003. There are constraints in respect
of determining parking charges such as the Council‟s Corporate Charging Policy,
demand for parking, alternative parking facilities available etc.
Should the Constituency choose to reduce parking charges or offer free parking, it will
be necessary to find corresponding savings elsewhere within its other Constituency
budgets i.e. non-car parking budgets.
The implementation of increased parking charges requires changes to the Parking
Places Orders. This is a regulatory function and will not be transferred to the
Constituencies. A timetable will be agreed between the Constituencies and Highways
Parking Section for the implementation of tariff increases. The Constituencies will then
obtain the necessary approvals (subject to delegated authority) and notify the
Highways, Parking Section of their proposals in accordance with the agreed timetable.
The statutory procedure, including public consultation will be undertaken by the
Parking Section.
Activities not transferring to Constituencies
The following activities, which will not be transferred to the Constituencies, are
detailed in Appendix B:
Parking Enforcement - this is a regulatory function;
Penalty Notice Processing - this is a regulatory function;
Management of the Pay and Display System - the Parking Enforcement activity
is reliant on this function and consistency is essential;
Management of car park assets - assets remain under corporate control. This
activity could be transferred if this position changes subject to the
Constituencies or the Local Services Directorate putting in place suitable
arrangements to undertake this work; and
Car parks within the Ring Road A4540 together with the multi-storey car parks
at Victoria Road, Sutton Coldfield and Duchess Road, Edgbaston - originally to
be externalised, but now subject of an in-house arrangement.
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CONSTITUENCY SERVICE SPECIFICATION
LOCAL CAR PARKS - MAINTENANCE & INCOME
Standards of Service
The purpose of the maintenance activities is to ensure a good standard of parking
facility for customers who are paying for the service and also to satisfy the
requirements of Health and Safety and other legislation.
Constituency Performance Indicators
Indicator Constituency Information
Defects remedied within 30 days Yes
February 2004 81
CONSTITUENCY SERVICE SPECIFICATION
LOCAL CAR PARKS - MAINTENANCE & INCOME
Appendix A
Car Park Special Ticket
Ward Circumstances Spaces Machines
Fee Paying Car Parks
Erdington Constituency
Church Road No.1, Erdington Erdington Leased 63 1
Church Road No.2, Erdington Erdington 39 1
Hart Road, Erdington Erdington 166 2
Machin Road, Erdington Erdington 40 1
Edgbaston Constituency
Attwood House, Harborne Harborne Profit Share 43 1
Metchley Lane/York Street, Harborne Harborne 35 1
York Street, Harborne Harborne 87 2
Ladywood Constituency
Adams Street/Richard Street Nechells 36 1
Boulton Road/Soho Road, Handsworth Soho 56 1
Dudley Road Soho FREE 60 -
Hockley Flyover Aston 50 1
Hunters Road Aston FREE 32 -
Waverhill Road, Handsworth Soho 32 1
Witton Road/Manor Road Aston 29 1
Northfield Constituency
Church Road, Northfield Northfield 30 1
Lockwood Road, Northfield Weoley 22 1
Ulwine Drive, Northfield Weoley 290 2
Perry Barr Constituency
Wilton Street/Lozells Road Handsworth FREE 9 -
Selly Oak Constituency
High Street, Kings Heath Moseley 25 1
Lottie Road, Selly Oak Selly Oak 56 1
Moseley Village Moseley 73 1
Silver Street, Kings Heath Moseley Income Share 114 2
February 2004 82
CONSTITUENCY SERVICE SPECIFICATION
LOCAL CAR PARKS - MAINTENANCE & INCOME
Car Park Special Ticket
Ward Circumstances Spaces Machines
Fee Paying Car Parks
Sparkbrook & Small Heath Constituency
Barford Street Sparkbrook 77 1
Haden Street, Balsall Heath Sparkbrook 36 1
Leopold Street Sparkbrook 25 1
MacDonald Street Sparkbrook 40 1
Montgomery Street Sparkbrook FREE 70 -
Oldfield Road, Balsall Heath Sparkbrook FREE 60 -
Sutton Coldfield Constituency
Sutton Four
Anchorage Road, Sutton Coldfield 60 1
Oaks
Duke Street, Sutton Coldfield Sutton New Hall 50 1
Mill Street, Sutton Coldfield Sutton New Hall 22 1
Reddicroft Lower, Sutton Coldfield Sutton New Hall 46 1
Reddicroft Upper, Sutton Coldfield Sutton New Hall 74 1
South Parade, Sutton Coldfield Sutton New Hall 132 2
Station Street, Sutton Coldfield Sutton New Hall 108 2
Yardley Constituency
Hob Moor Road Acocks Green 35 1
Warwick Road, Acocks Green Acocks Green Profit Share 66 2
TOTALS 2,288 39
February 2004 83
CONSTITUENCY SERVICE SPECIFICATION
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Appendix B
Activities in Respect of Local Car Parks that will not transfer to the
Constituencies on 10 April 2004
The following activities, whilst associated with Local Car Parks, will not be transferred
to the Constituencies on 01 April 2004:
1. Parking Enforcement
Management of the Parking Enforcement contract for the provision of Parking
Attendants and the Vehicle Removal service will continue to be managed by
the Highways, Parking Section.
2. Penalty Notice Processing
The processing of Penalty Charge Notices will continue to be managed by the
Highways, Parking Section.
3. Management of the Pay & Display System
The Parking Enforcement activity is reliant upon the following functions in
respect of the management of the Pay and Display System and these functions
will not be localised. These activities will be undertaken by the Highways,
Parking Section on behalf of the Constituencies.
3.1 Off-street Parking Places Orders
3.1.1 The parking regulations, terms and conditions (including charges) for each car
park are contained within Parking Places Orders (similar to Traffic Regulation
Orders). These will be kept up to date in respect of changes in legislation
together with changes in terms and conditions such as increases in parking
charges.
3.1.2 The Parking Places Orders are an essential tool in respect of the enforcement
activity and are used by the National Parking Adjudication Service when
considering appeals from people who have received Penalty Charge Notices.
Consistency and accuracy are of paramount importance.
3.1.3 There is a statutory procedure, which has to be followed in order to make any
changes to the Parking Places Orders. This process includes consultation with
the public and the police.
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3.1.4 On receipt of proposals from Constituencies, the Highways, Parking Section will
produce the Cabinet Member report recommending proposed new charges,
undertake the consultation, respond to any comments received and report back
any objections to Cabinet. The Highways, Parking Section will also arrange for
the Parking Places Orders to be amended and for the signs and ticket
machines to be updated for the new parking charges on the implementation
date.
3.2 Ticket Machine Maintenance
3.2.1 The Pay and Display ticket machines will be checked frequently by Parking
Attendants visually and by use of a special device for obtaining test tickets.
3.2.2 The ticket machines will be maintained by a contractor who also maintains the
Council‟s city centre car park ticket machines and on-street ticket machines
under a maintenance contract (copy attached). This contract includes routine
quarterly service visits, fitting of tickets and rectification of faults. There will be
additional costs in respect of vandalism, which are not included in the contract.
3.2.3 The Highways, Parking Section will manage the maintenance contract, dealing
with invoices and any contract performance issues as necessary.
3.3 Ticket Machine Fault Record
3.3.1 The Highways, Parking Section will maintain a comprehensive ticket machine
fault record not only for assessing performance of the machines and the
maintenance contractor, but also for use by the Penalty Notice Processing staff
dealing with Representations in respect of Penalty Charge Notices. This
information may also be required by the National Parking Adjudication Service
when dealing with parking appeals.
3.4 Refunds of Money Lost in Ticket Machines
3.4.1 The Highways, Parking Section will process requests for refunds of money lost
in ticket machines. Requests will be investigated using the ticket machine fault
record and the audit records held by the cash collection team.
3.5 Procurement of Ticket Stocks
3.5.1 Tickets for use in Pay and Display ticket machines are purchased under a
contract that covers all of the Council‟s ticket machines including the car park
and on-street machines in the city centre. The current arrangement enables the
Council to get a proportion of the tickets free of charge by allowing advertising
on the reverse of the tickets.
3.5.2 The Highways, Parking Section will manage the ticket supply contract, dealing
with invoices and any contract performance issues as necessary.
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LOCAL CAR PARKS - MAINTENANCE & INCOME
3.5.3 The Highways, Parking Section will deal with the authorisation process in
respect of advertising copy.
3.5.4 The Highways, Parking Section will ensure there are always sufficient tickets in
stock to fill the ticket machines.
3.6 Collection of Cash from Ticket Machines
3.6.1 The collection of cash from ticket machines is undertaken by a small team of
staff in Highways, Finance (part of Development Management Services). The
process includes the collection, counting and banking of cash from all of the
Council‟s ticket machines (including on-street machines). The team has
vehicles specially adapted for the safe transport of cash and they also have
cash counting machines. The counting is undertaken in a secure environment
with a vault for the storage of cash prior to banking.
3.6.2 The Cashier will keep a record of machine takings compared to audits for use
in connection with refund requests and Representations /appeals in respect of
Penalty Charge Notices.
3.7 Customer Contact
3.7.1 The contact telephone number on the car park signs is the same number used
at city centre car parks and on-street machines and is used by customers to
report problems with ticket machines, other car park related issues and is also
sometimes the first point of contact in respect of Penalty Notice appeals (the
Councils Control Centre number is also given for use outside of normal office
hours).
3.7.2 The Highways Parking Section will manage this activity.
4. Local Car Parks - Management of Assets
The current position in Phase 1 is that assets remain under Corporate Control.
However, this may be reviewed when Constituencies are fully established. If
control passes across then the asset management function will have to be
transferred. However, initially this activity will continue to be managed centrally.
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CONSTITUENCY SERVICE SPECIFICATION
LOCAL CAR PARKS - MAINTENANCE & INCOME
4.1 General Asset Management
4.1.1 The Highways, Parking Section will contribute to the annual Corporate Asset
Management Plan, which will include dealing with the following general
property activities in relation to car park assets:
Planned maintenance programme;
Assessments in relation to corporate objectives and Community Strategy;
Service plan;
Service improvement plan;
Consultation;
Management of Data;
Performance measurement;
Suitability Assessments (includes legislation such as Disability
Discrimination, Community Safety, Asbestos, Health and Safety and
statutory testing of plant and equipment);
Sufficiency assessment; and
Energy conservation.
4.2 Lease/Profit Share Arrangements
4.2.1 Some of the car parks are not owned by the Council and are operated under a
lease or profit share arrangement.
4.2.2 Highways, Parking Section will manage these agreements to ensure that the
terms of the agreements are being met, and rent invoices are processed.
4.2.3 In respect of profit share arrangements, Highways, Parking Section will
document an analysis of income and expenditure (direct and indirect) and
assess the amount of profit to be paid each year to the land owner. This will be
completed by the deadlines identified in the agreements.
4.3 Utilities
4.3.1 Highways, Parking Section will monitor the amounts of payments in respect of
water services (drainage) and electricity in order to identify any inconsistencies
and in particular whether the amounts are greater than should be expected.
This will identify any problems/faults with supply meters and assist with
identifying areas where energy efficiency measures need to be identified.
4.3.2 Highways, Parking Section will maintain a schedule of un-metered electricity
supplies to ticket machines and car park lighting for use by the electricity
supplier in assessment of annual charges.
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CONSTITUENCY SERVICE SPECIFICATION
LOCAL CAR PARKS - MAINTENANCE & INCOME
4.4 Budget Management
4.4.1 Highways, Parking Section will monitor expenditure (includes maintenance
costs, utility charges, Business Rates, rents and internal charges) and this will
be compared against the income received on a site by site basis in order to
assess whether each car park is operating on a self financing basis.
4.4.2 In some cases it may be necessary to consider alternative funding sources
where expenditure exceeds income or where income is below budget targets. It
may also be necessary (particularly where usage reduces significantly) to
consider closing the car park. Highways, Parking Section will make appropriate
recommendations to the Constituencies.
4.5 Community Safety
4.5.1 Highways, Parking Section have established links with local police to provide
information on the level of auto-crime occurring at car parks.
4.5.2 Highways, Parking Section will analyse the information on a monthly basis
(subject to timely receipt of the information from the Police) and provide
information to the Constituencies on levels of auto-crime and any trends
identified. This will help to determine what, if any, measures need to be
introduced at car parks to tackle crime. This would include improved lighting
and CCTV and ultimately a package of improvements that will enable the car
park to be accredited under the ACPO car park award scheme.
4.6 New Car Parks
4.6.1 When sites are identified either by Economic Development or observation the
Highways, Parking Section will assess the sites for the possible introduction of
Pay and Display parking. This includes work necessary in respect of Resolution
16047 of the City Council on 9 January 2001.
4.6.2 The Highways, Parking Section will project manage the introduction of new car
parks at sites considered suitable, including the introduction of a new Parking
Places Order and laying out the site as a car park.
4.7 Season Tickets
4.7.1 Until arrangements are established within the Constituencies for the sale of car
park season tickets, this activity will be undertaken by the Highways, Parking
Section.
February 2004 88
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
Introduction
School Crossing Patrol Wardens are in Phase 1 services to be devolved to the 11
Constituencies. This paper identifies the functions that will need to be undertaken at a
local level.
Services to be Provided
Constituencies will be required to operate School crossing patrol sites during term
time at the locations and times specified in appendix A.
The authority to authorise new sites and seek approval to discontinue sites is also
devolved to the Constituencies:
Requests for new sites will require the site to have a pedestrian / vehicle count to
establish if it meets the criteria for the provision of a School crossing patrol.
The School Crossing Patrol criteria uses the PV2 formula as its basis (P =
Pedestrians V = Vehicles).
The constituency director will have delegated powers to authorise new sites that
meet the criteria, subject to available budget.
To discontinue an existing site chair of constituency / constituency director
approval will be required.
Central Support
To support the Constituencies - and for an initial period of 2004/05 - Ladywood
Constituency will manage the following functions:
Recruitment - place adverts in local press, distribute leaflets to schools etc.
arrange pre employment medicals,
Emergency Cover - emergency cover coordination for sickness absence of
regular staff by standby wardens. Office manned 0700 hrs until 1700 hrs.
Supervision - supervise the duties of the School crossing patrols, visit each site
every two weeks carry out return to work and notification of concern interviews
Health & Safety - site risk assessments, assist with accident investigations and
instruct patrols on Health & Safety issues.
Induction - visit new patrols at home to issue uniform and go through induction
process, on site training
February 2004 89
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
Annual Training - Prepare and arrange the appropriate level of training for the
patrols.
Customer Liaison - prepare and deliver road safety talks to Schools, playgroups
etc. provide road safety literature to interested parties
Wages - update weekly HRIS database with sickness records send computerised
payroll messages.
Stores - issue uniform and equipment to patrols in accordance with controls laid
down, order uniform etc. from appropriate suppliers.
Special Conditions for Supervision
Hours of duty will be between 07:00 hours and 17:00 hours - to assist with
emergency cover coordination.
All annual leave to be taken within the School holidays.
Constituency Performance Indicators
Indicator Constituency Information
% Of patrol sessions that are missed. Yes
Other Performance Indicators to be determined by current service review.
February 2004 90
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
Appendix A
School Name Road/Street Patrol Area Constituency
Cottesbrooke Junior Yardley Road At Beeches Road Yardley
Hobmoor Junior & Infant Wash Lane At Hob Moor Road Yardley
Hobmoor Junior & Infant Hob Moor Road At Hythe Grove Yardley
Holy Souls Junior & Infant Warwick Road Near Dudley Park Road Yardley
Redhill Junior & Infant Coventry Road Redhill Road Yardley
Redhill Junior & Infant Coventry Road At Redhill Road Yardley
Redhill Junior & Infant Coventry Road At Kings Road Yardley
Redhill Junior & Infant Kings Road At Coventry Road Yardley
St Bernadette's RC Junior & Infant Millhouse Road At Hob Moor Road Yardley
St Bernadette's RC Junior & Infant Hob Moor Road At Millhouse Road Yardley
Yardley Junior Church Road At Harvey Road Yardley
Yardley Junior Harvey Road At Church Road Yardley
Anglesey Junior Nursery Road At Anglesey Street Ladywood
Aston Tower Junior & Infant Park Lane At Upper Sutton Street Ladywood
Aston Tower Junior & Infant Victoria Road At Upper Sutton Street Ladywood
Aston Towers Junior & Infant Upper Sutton Street Near Gillespie Croft Ladywood
Lozells Junior & Infant Wheeler Street At Gerrard Street Ladywood
Lozells Junior & Infant Clifford Street Near Porchester Drive Ladywood
Manor Park Junior & Infant Church Lane At Sycamore Road Ladywood
Mansfield Green Junior & Infant Witton Road At Albert Road Ladywood
Prince Albert Junior & Infant High Street Near Potters Lane Ladywood
Prince Albert Junior & Infant Witton Road At Prestbury Road Ladywood
St Frances Junior & Infant Nursery Road At Villa Street Ladywood
St Francis RC Junior & Infant Nursery road At Broughham Street Ladywood
St Georges Junior & Infant New John Street West At Hospital Street Ladywood
St Georges Junior & Infant New John Street West Hospital Street Ladywood
William Cowper Park Lane Near Selston Road Ladywood
William Cowper Junior & Infant Summer Lane At William Cowper School Ladywood
Yew Tree Junior & Infant Witton Road At Manor Road Ladywood
Heathmount Junior & Infant Mary Street Hampden Retreat Sparkbrook / Small Hth
Hillcrest Girls West Boulevard North of Stonehouse Lane Edgbaston
Hillcrest Secondary Stonehouse Lane At Hillcrest Secondary School Edgbaston
Nonsuch Junior & Infant Clapgate Lane Near Parkside Edgbaston
St Michaels Junior & Infant Scotland Lane At St Michaels School Edgbaston
St Michaels Junior & Infant Genners Lane At Jiggins Lane Edgbaston
St Michael's Junior & Infant Field Lane At Nantmel Grove Edgbaston
St Peters RC Junior & Infant Wood Lane At Field Lane Edgbaston
February 2004 91
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
School Name Road/Street Patrol Area Constituency
St Peter's RC Junior & Infant Adams Hill At St Peter's RC School Edgbaston
Woodcock Hill Junior & Infant Long Nuke Road At Long Nuke Road (Opp Playing Fields) Edgbaston
Woodcock Hill Junior & Infant Woodcock Lane At Hillwood Road Edgbaston
Woodgate Junior & Infant Wood Lane At Adams Hill Edgbaston
Billesley Junior Trittiford Road North of Holbrook Road Hall Green
Highters Heath Junior & Infant School Road Near Highters Heath Lane Hall Green
Highters Heath Junior & Infant Highters Heath Lane Near School Road Hall Green
Hollywood Junior & Infant Maypole lane At Highters Heath Lane Hall Green
Hollywood Junior & Infant Highters Heath Lane At Pickenham Road Hall Green
Our Lady of Lourdes Trittiford Road North of Chinn Brook Road Hall Green
Wheelers Lane Junior Haunch Lane At Taylor Road Hall Green
Yardley Wood School Road East of Patricia Avenue Hall Green
Bournville Junior Linden Road At Woodbrooke Road Selly Oak
Bournville Junior Linden Road At Sycamore Road Selly Oak
Bournville Junior Woodbrooke Road Near Linden Road Selly Oak
Colmore Junior Vicarage Road Near Colmore Road Selly Oak
Cotteridge Junior & Infant Pershore Road At Breedon Road - Frances Road Selly Oak
St Joseph's Selly Oak Road Outside St Josephs School Selly Oak
St Josephs RC Junior & Infant Northfield Road At Station Road Selly Oak
St Josephs RC Junior & Infant Linden Road At Franklin Road Selly Oak
Stirchley Junior & Infant Pershore Road Hazelwell Road Selly Oak
Bells Farm Junior & Infant Bells Lane At Brockworth Road Hall Green
Broadmeadow Junior Monyhull Hall Road East of Bells Lane Hall Green
Colmore Junior Howard Road At Colmore Road Hall Green
Colmore Junior Grove Road At Tenbury Road Hall Green
Colmore Junior & Infant Vicarage Road At Cartland Road Hall Green
Grendon Junior & Infant Alcester Road South North of Broad Lane Hall Green
Grendon Junior & Infant Alcester Road South Near Glenhavon Road Hall Green
Pineapple Junior & Infant Allens Croft Road East Off Dawberry Road Hall Green
Sir Theodore Pritchett Bells Lane At Pennyacre Road - Manningford Road Hall Green
Woodthorpe Junior & Infant Brandwood Road At Woodthorpe Road Hall Green
Woodthorpe Junior & Infant Woodthorpe Road Near Brandwood Road Hall Green
Chad Vale Junior & Infant Nursery Road At Chad Vale School Edgbaston
Convent of The Holy Child Sir Harry's Road At Convent of the Holy Child Edgbaston
Lee Bank Junior & Infant Pershore Road At Bellevue Edgbaston
Osborne Junior & Infant Osborne Road At Station Road Erdington
Osborne Junior & Infant Station Road East Of Gravelly Lane Erdington
February 2004 92
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
School Name Road/Street Patrol Area Constituency
Osborne Junior & Infant Station Road At Osborne Road Erdington
Osborne Junior & Infant Gravelly Lane North of Station Road Erdington
Osborne Junior & Infant Gravelly Lane South of Station Road Erdington
Osborne Junior & Infant Orphanage Road At Edwards Road Erdington
Queensbury Special Wood End Road At Queensbury School Erdington
St Barnabus Spring Lane Near Fern Road Erdington
St Peter & St Paul RC Junior &
Holly Lane North Of Kingsbury Road Erdington
Infant
St Peters & St Pauls RC Kingsbury Road At Holly Lane Erdington
Yenton Junior Holly Lane At Orphanage Road Erdington
Yenton Junior Sutton Road At Silverbirch Road Erdington
Yenton Junior Chester Road At Orphanage Road Erdington
Yenton Junior & Infant Orphanage Road Near Silverbirch Road Erdington
Yenton Junior & Infant Chester Road At Pitts Farm Road Erdington
Acocks Green Junior Westley Road At Warwick Road - Shirley Road Sparkbrook / Small Hth
Holy Souls Warwick Road At Mallard Close Sparkbrook / Small Hth
Lakey Lane Junior & Infant Lakey Lane At Sleadford Road Sparkbrook / Small Hth
Oaklands Junior & Infant Dolphin Lane Outside Oaklands Junior & Infant Sparkbrook / Small Hth
Oaklands Junior & Infant Olton Boulevard East At Dolphin Lane Sparkbrook / Small Hth
Yarnfield Tynedale Road Olton Boulvard West Sparkbrook / Small Hth
Yarnfield Junior & Infant Fox Hollies Road At Mayfied Road Sparkbrook / Small Hth
Yarnfield Junior & Infant Reddings Lane Near Olton Boulevard west Sparkbrook / Small Hth
Yarnfield Junior & Infant Spring Road At Olton Boulevard West Sparkbrook / Small Hth
Yorkmead Junior & Infant Shaftsmoor Lane At Russell Road Sparkbrook / Small Hth
Chilcote Junior & Infant Newborough Road At Baldwins Lane Hall Green
Chilcote Junior & Infant Baldwins Lane At Chilcote Junior & Infant Hall Green
Hall Green Infant Stratford Road Near Hamlet Road Hall Green
Hall Green Infant Stratford Road At Petersfield Road Hall Green
Hall Green Junior Fox Hollies Road At Hamlet Road Hall Green
Hall Green Junior & Infant Highfield Road At Stratford Road Hall Green
St Ambrose Barlow RC Junior & Between Stratford Road &
Shirley Road Hall Green
Infant Temple Avenue
Yorkmead Junior & Infant Cateswell Road At York Road Hall Green
Yorkmead Junior & Infant Stratford Road At York Road Hall Green
Heathfield Junior & Infant Heathfield Road At Finch Road Perry Barr
Holy Trinity Junior & Infant Westminster Road At Havelock Road Perry Barr
Sacred Heart RC Junior & Infant Trinity Road At Earlsbury Gardens Perry Barr
St Clares Junior & Infant Church Hill Road At Robert Road Perry Barr
St Mary's Junior & Infant Wellington Road At Upper Grosvenor Rd Perry Barr
St Mary's Junior & Infant Hamstead Road Near St Mary's School Perry Barr
February 2004 93
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
School Name Road/Street Patrol Area Constituency
St Mary's Junior & Infant Church Hill Road Near Maxwell Avenue Perry Barr
Welford Junior & Infant Hamstead Road At Broughton Road Perry Barr
Westminster Junior Westminster Road Near Livingstone Road Perry Barr
Westminster Junior Heathfield Road At Westminster Road Perry Barr
Harborne Junior Wentworth Road Near Station Road Edgbaston
Harborne Junior & Infant Harborne High Street Near Greenfield Road Edgbaston
St Marys RC Junior & Infant Harborne Park Road At Vivian Road Edgbaston
St Peters Junior War Lane At Fellows Lane Edgbaston
St Peters Junior Old Church Road At St Peters School Edgbaston
St Peters Junior & Infant Harborne Park Road At Old Church Road Edgbaston
Audley Junior Audley Road Near Church Lane Hodge Hill
Bromford Junior Bromford Road At Brockhurst Road Hodge Hill
Colebourne Junior & Infant Stechford Road Near Southborne Avenue Hodge Hill
Kings Heath Junior Valentine Road Near Mount Pleasant Selly Oak
Kings Heath Junior Poplar Road At Kings Heath School Selly Oak
Kings Heath Junior High Street At Poplar Road Selly Oak
Broadmeadow Junior Bells Lane East of Parsons Hill - Monyhull Hall Road Selly Oak
Kings Norton Junior & Infant Pershore Road South At Wharf Road Selly Oak
Kings Norton Junior & Infant Wharf Road At Pershore Road South Selly Oak
Primrose Hill Junior & Infant Primrose Hill South of Shannon Road - Sisefield Road Selly Oak
West Heath Infant Redditch Road At Glenwood Road Selly Oak
Wychall Farm Junior Wychall Road At Staplelodge Road Selly Oak
Birches Green Junior Kingsbury Road At Fir Tree Road Erdington
Gunter Junior & Infant Tyburn Road Near Eaton Grove Erdington
Gunter Junior & Infant Chester Road At Gunter Road Erdington
Braidwood Special Perry Common Road At Braidwood Special School Erdington
Kings Rise Junior & Infant Kings Road At Finchley Road Erdington
Kingsland Junior & Infant Kingstanding Road Near George Frederick Road Erdington
Kingsthorne Junior & Infant Kingstanding Road At Hotspur Road Erdington
Marsh Hill Junior & Infant Marsh Hill Marsh Hill School Erdington
St Margaret & Mary RC Junior &
Perry Common Road At St Margaret & Mary Erdington
Infant
Underwood Special College Road At Dovedale Road Erdington
Warren Farm Junior & Infant College Road At Dovedale Road Erdington
Ridpool Junior & Infant Gressel Lane Near Heynesfield Road Hodge Hill
Barford Junior & Infant Icknield Port Road Near Gillott Road Ladywood
City Road Junior & Infant City Road Outside City Road School Ladywood
City Road Junior & Infant Rotten Park Road At Cavendish Road Ladywood
City Road Junior & Infant Cavendish Road At Algernon Road Ladywood
February 2004 94
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
School Name Road/Street Patrol Area Constituency
George Dixon Junior & Infant City Road Near Bernard Road Ladywood
Oratory RC Junior & Infant Icknield Port Road At Monument Road Ladywood
St Georges Junior & Infant Monument Road At Plough & Harrow Road Ladywood
St Lukes Junior & Infant Belgrave Middleway At St Lukes School Ladywood
St Lukes Junior & Infant Sherlock Street At Hope Street Ladywood
Cofton Junior & Infant Grovelly Lane At Wooton Road Northfield
Colmers Farm Junior Bristol Road South At Colmers Farm School Northfield
colmers farm school junior Rubery Lane At Frogmill Road Northfield
Rednal Hill Junior Leach Green Lane At Quarry Walk Northfield
Rednall Hill Junior Edgewood Road At Ormscliffe Road Northfield
St Columba RC Junior & Infant Bristol Road South West Of Lickey Road Northfield
St Columba RC Junior & Infant Lickey Road At St Columba School Northfield
Lyndon Green Junior Barrows Lane Near Brays Road Yardley
King David Junior & Infant Alcester Road At King David School Selly Oak
Kings Heath Junior Poplar Road At Valentine Road Selly Oak
Moor Green Junior Moor Green Lane At Dads Lane Selly Oak
Moor Green Junior Dad's Lane At Moor Green Lane Selly Oak
Moseley Junior & Infant Oxford Road At School Road Selly Oak
Park Hill Junior & Infant Alcester Road North Off Park Hill Selly Oak
Queensbridge Secondary Alcester Road North Off Queensbridge Road Selly Oak
St Bernards Junior & Infant Wake Green Road Near Springifled Road Selly Oak
Wheelers Lane Junior Wheeler Lane East Off Chesterwood Road Selly Oak
Wheelers Lane Junior Wheelers Lane At Portman Road Selly Oak
Adderley Junior Ash Road At Adderley Road Ladywood
Adderley junior & Infant Ash Road At Arden Road Ladywood
Adderley junior & Infant Arden Road At Ash Road Ladywood
Cromwell Junior & Infant Rocky Lane At Cromwell Street Ladywood
Leigh Road Junior & Infant Aston Church Road North of Warren Road Ladywood
Nechells Junior & Infant Nechells Park Road At Eliot Street Ladywood
Rosary RC Junior & Infant Pretoria Road At Cherrywood Road Ladywood
Rosary RC Junior & Infant Bridge Road Near Parkfield Road Ladywood
Shaw Hill Junior & Infant Alum Rock Road At Anthony Road Ladywood
Shawhill Junior & Infant Anthony Road At Shawhill School Ladywood
St Clements Holborn Hill At Cook Street Ladywood
St Clements Junior & Infant Nechells Park Road At Butlin Street Ladywood
St Lukes Junior & Infant Nechells Parkway Melvina Road Ladywood
St Vincents RC Junior & Vauxhall Road At Vauxhall Place Ladywood
Albert Bradbeer Junior Longbridge Lane At Turves Green - Coombes Lane Northfield
February 2004 95
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
School Name Road/Street Patrol Area Constituency
Albert Bradbeer Junior Turves Green South of Culmington Road Northfield
Albert Bradbeer Junior Longbridge Lane At Albert Bradbeer Junior & Infant School Northfield
Cofton Junior & Infant Longbridge Lane At Nuthurst Road Northfield
Ley Hill Junior & Infant Frankly Beeches Road Near Hanging Lane Northfield
Meadows Junior & Infant Tessal Lane At Bristol Road South Northfield
Frankley Beeches
St Brigids At St Brigids RC School Northfield
Road
St John Fishers RC Junior & Infant Lilley Lane At Alvechurch Road Northfield
St Joseph's RC Combined Bunbury Road At Popes Lane Northfield
St Laurence Junior Woodland Road At Bunbury Road Northfield
St Laurence Junior Bunbury Road At Church Road Northfield
St Laurence Junior Church Road At Bunbury Road Northfield
St Laurence Junior & Infant Great Stone Road At Church Road Northfield
St Laurence Junior & Infant Woodland Road At Norman Road Northfield
St Lawrence Junior Bunbury Road At Woodlands Road / Innage Road Northfield
West Heath Infant Redhill Road At Rednal Road Northfield
West Heath Infants Rednal Road At West Heath School Northfield
West Heath Nursery Junior & Infant West Heath Road At The Fordrough - Fairfax Road Northfield
Gleanmead Junior & Infant Old Oscott Lane Near Aldridge Road Perry Barr
Glenmead Junior & Infant Aldridge Road Outside Glenmead School Perry Barr
Great Barr Junior & Infant Aldridge Road At Dyas Road Perry Barr
Greenholm Junior & Infant Kingstanding Road At Greenholm Road Perry Barr
Greenholm Road Greenholm Road Near Kingstanding Road Perry Barr
Hawthorn Junior & Infant Hawthorn Road Outside Hawthorn Junior & Infants Perry Barr
Hawthorn Junior & Infant College Road Outside College High School Perry Barr
Maryvale RC Junior & Infant Kingstanding Road At Old Oscott Hill Perry Barr
Sundridge Junior & Infant Kings Road At Queslett Road Perry Barr
Calshot Junior Cardington Avenue Near Calshot Road Perry Barr
Dorrington Junior & Infant Rocky Lane At Tower Hill Perry Barr
Perry Beeches Junior Beeches Road Near Wingfield Road Perry Barr
Whitecrest Junior & Infant Queslett Road At Sundial Lane Perry Barr
Four Dwellings Junior Quinton Road West At Four Dwellings School Edgbaston
Our Lady Of Fatima Hagley Road West At West End of Lightwoods Park Edgbaston
Quinton Junior & Infant Stoney Lane At Hagley Road West Edgbaston
Quinton Junior & Infant Hagley Road West West of Stoney Lane Edgbaston
Woodhouse Junior & Infant Ridgeacre Road At Quinton Lane Edgbaston
Woodhouse Junior & Infant West Boulevard Near Firsby Road Edgbaston
February 2004 96
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
School Name Road/Street Patrol Area Constituency
Woodhouse Junior & Infant West Boulevard At Ridgeacre Road Edgbaston
Handsworth Wood
Cherry Orchard Junior & Infant At Devonshire Road Perry Barr
Road
Grestone Junior Friary Road Grestone Avenue Perry Barr
Rookery Road Junior Rookery Road Near Mervin Road Perry Barr
St Augustines RC Junior & Infant Oxhill Road Near Sandwell Road Perry Barr
St James Junior & Infant Sandwell Road Outside St James School Perry Barr
St James Junior & Infant Island Road At Sandwell Road Perry Barr
Wattville Junior & Infant Holyhead Road At Wattville Road Perry Barr
Wilkes Green Junior & Infant Rookery Road Near Albert RoOD Perry Barr
Collingwood Special Oak Tree Lane West of Langleys Road Selly Oak
Raddlebarn Junior & Infant Raddlebarn Road At Grisethorpe Road Selly Oak
St Brigids RC Junior & Infant Bristol Road South At Great Stone Road Selly Oak
St Edwards Selly Park Road Greenlands Road Selly Oak
St Edwards RC Junior & Infant Pershore Road At Dogpool Lane Selly Oak
St Edwards RC Junior & Infant Raddlebarn Road At Teignmouth Road Selly Oak
St Mary's Junior & Infant Gibbons Road At Lodge Hill Road Selly Oak
Brownmead Junior & Infant Heathway At Brownmead School Hodge Hill
Guardian Angels RC Junior & Infant Hurst Lane At Packington Avenue Hodge Hill
Hallmoor Special Kitts Green Road At Lea Village Hodge Hill
Hallmoor Special Meadway At Gossey Lane Hodge Hill
Heathlands Junior & Infant Heathland Avenue Near Heathway Hodge Hill
Our Lady's RC Junior & Infant St Giles Road West of Mackadown Lane Hodge Hill
Ridpool Junior & Infant Leaford Road At Wychbold Crescent Hodge Hill
Ridpool Road Junior & Infant Crossfield Road At Kitts Green Road Hodge Hill
Ridpool Road School Kitts Green Road At Crossfield Road Hodge Hill
Shirestone Junior & Infant East Meadway At Sheldon Hall Avenue Hodge Hill
Shirestone Junior & Infant St Giles Road At Shirestone Road Hodge Hill
Blakenhale Junior Garretts Green Lane At Mickleton Road Yardley
Blakenhale Junior Sheldon Heath Road At Brindley Road Yardley
Elms Farm Junior & Infant The Radleys At Elmstead Avenue Yardley
Lyndon Green Junior Barrows Lane At Wensley Road Yardley
Mapledene Junior Mapledene Road Near Cranes Park Road Yardley
Sheldon Heath Secondary Sheldon Heath Road At Kenmore Road Yardley
St Thomas Moores RC Junior &
Church Road At Cranes Park Road Yardley
Infant
Stanville Junior & Infant Church Road At Stanville Road Yardley
February 2004 97
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
School Name Road/Street Patrol Area Constituency
Stanville Junior & Infant Brays Road Near Stanville School Yardley
Bordesley Green Junior & Infant Bordesley Green Near Drummond Road Sparkbrook / Small Hth
Marlborough Junior Green Lane At Imperial Road Sparkbrook / Small Hth
Old Know Junior Old Know Road Outside Old Know Junior Sparkbrook / Small Hth
Somerville Junior & Infant Somerville Road At Charles Road Sparkbrook / Small Hth
St Benedicts Junior Somerville Road At St Benedicts Road Sparkbrook / Small Hth
St Benedicts Junior Coventry Road At Oldknow Road Sparkbrook / Small Hth
Starbank Annexe Hobmoor Road Near Fosbrooke Road Sparkbrook / Small Hth
Starbank Junior & Infant Hob Moor Road At Starbank Road Sparkbrook / Small Hth
Wyndcliffe Junior & Infant Victoria Street At Bordesley Green Sparkbrook / Small Hth
Wyndcliffe Junior & Infant Bordesley Green At Victoria Street Sparkbrook / Small Hth
Benson Junior & Infant Bacchus Road At Benson Road Ladywood
Benson Junior & Infant Park Road At Factory Road Ladywood
Boulton Junior & Infant Boulton Road Victoria Road Ladywood
Brookfields Junior & Infant Hingeston Street Outside Brookfield Junior & Infant Ladywood
City Road Dudley Road Near Algernon Road Ladywood
Foundry Junior & Infant Handsworth New Road At Lodge Road Ladywood
Foundry Junior & Infant Foundry Road At James Turner Street Ladywood
Grove Infants Grove Lane At Mostyn Road Ladywood
Grove Lane Infants Ninevah Road Near Soho Road Ladywood
Grove Lane Infants Soho Road At Grove Lane Ladywood
Grove Lane Infants Soho Road At Boulton Road Ladywood
James Watt Junior Boulton Road At Reynolds Road Ladywood
St Edmunds RC Junior & Infant Spring Hill At George Street West Ladywood
St Michaels Junior & Infant St Michaels hill At Soho Avenue Ladywood
St Patricks Junior & Infant Dudley Road Outside City Hospital Ladywood
Summerfield Junior & Infant Cuthbert Road Bellefield Road Ladywood
Summerfield Junior & Infant Heath Street At Summerfield School Ladywood
Watville Junior Watville Road At Cross Street Ladywood
Watville Road Infants Crocketts Road Near Brearly Street Ladywood
Chandos Junior & Infant Gooch Street At Vaughton Street South Sparkbrook / Small Hth
Christchurch Junior & Infant Stratford Road At Farm Road Sparkbrook / Small Hth
Clifton Junior St Pauls Road At Hartford Street Sparkbrook / Small Hth
Clifton Road Junior & Infant Moseley Road At Edward Road Sparkbrook / Small Hth
Conway Junior & Infant Walford Road At Medlicott Road Sparkbrook / Small Hth
Heathmount Junior & Infant Lincoln Street Near Edward Road Sparkbrook / Small Hth
Heathmount Junior & Infant Court Road Cheddar Road - Clevedon Road Sparkbrook / Small Hth
February 2004 98
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
School Name Road/Street Patrol Area Constituency
Ladypool Junior & Infant Stratford Road At Mole Street Sparkbrook / Small Hth
Ladypool Junior & Infant Highgate Road East On Ladypool Road Sparkbrook / Small Hth
Ladypool Junior & Infant Ladypool Road Beechfield Road Sparkbrook / Small Hth
Montgomery Junior & Infant Anderton Road At Cartland Road Sparkbrook / Small Hth
Percy Shurmer Belgrave Middleway At Longmore Street - Gooch Street Sparkbrook / Small Hth
Percy Shurmer Longmore Street At Balsall Heath Road Sparkbrook / Small Hth
Percy Shurmer Junior & Infant Belgrave Middleway At Frank Street Sparkbrook / Small Hth
Regents Park Jenkins Street At Camelot Way Sparkbrook / Small Hth
St Anne's RC Junior & Infant Bordesley Middleway At Stratford Street North Sparkbrook / Small Hth
Anderton Park Junior & Infant Stoney Lane Near Anderton Park Road Sparkbrook / Small Hth
Arden Junior & Infant Warwick Road At Percy Road Sparkbrook / Small Hth
Arden Junior & Infant Baker Street At Avon Street Sparkbrook / Small Hth
Clifton Infant Stoney Lane South of Colville Road Sparkbrook / Small Hth
Clifton Junior Ladypool Road At Brunswick Road Sparkbrook / Small Hth
English Martyrs RC Junior & Infant Stratford Road At Avondale Road Sparkbrook / Small Hth
Greet Junior & Infant Percy Road Near Fernley Road Sparkbrook / Small Hth
Greet Junior & Infant Percy Road At Lea Road Sparkbrook / Small Hth
Park Hill Junior & Infant Church Road Near Woodbridge Road Sparkbrook / Small Hth
Springfield Junior College Road At Springfield Road Sparkbrook / Small Hth
Springfield Junior College Road At Tenby Road Sparkbrook / Small Hth
Springfield Junior Springfield Road North Off College Road Sparkbrook / Small Hth
Springfield Junior Stratford Road At College Road Sparkbrook / Small Hth
St Bernards RC Junior & Infant Springfield Road At Wake Green Road Sparkbrook / Small Hth
Stechford Junior & Infant Lyttleton Road At Albert Road Yardley
St Mary & St John Gravelly Hill North At St.Mary And St.Johns School Erdington
Brookvale Junior & Infant Brookvale Road Near George Road Erdington
Featherstone Junior & Infant Reservoir Road At Milverton Road Erdington
Short Heath Junior & Infant Short Heath Road At Streetley Road Erdington
Slade Junior & Infant Slade road Outside Slade Road School Erdington
St Mary & St John Kingsbury Road At Wheelwright Erdington
Four Oaks First Walsall Road At Edgehill Road Sutton Coldfield
Hill West Middle Clarence Road At Hill West School Sutton Coldfield
Hollyfield Junior Hollyfield Road At Hollyfield School Sutton Coldfield
Hollyfield Primary Reddicap Hill Near Hollyfield Road Sutton Coldfield
Mere Green Combined Mere Green Road At Mere Green Combined Sutton Coldfield
St Josephs RC Combined Tamworth Road At Bromwich Drive Sutton Coldfield
Whitehouse Common Primary Bedford Road At Cotysmore Road Sutton Coldfield
Deanery Primary Walmley Road At Walmley Village Sutton Coldfield
February 2004 99
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
School Name Road/Street Patrol Area Constituency
Deanery Primary Fox Hollies Road At Deanery School Sutton Coldfield
Holland House First Holland Road At Holland House School Sutton Coldfield
Hollyfield Primary Reddicap Heath Road Near Hollyfield Road Sutton Coldfield
Hollyfield Primary Reddicap Heath Road At Walsh Drive Sutton Coldfield
Water Orton Lane
Minworth Combined Off Kingsbury Road Sutton Coldfield
South
Minworth Combined Kingsbury Road At Water Orton Lane Sutton Coldfield
Walmley Middle Walmley Ash Road At Dovey Drive Sutton Coldfield
Banners Gate Sutton Oak Road Near Donegal Road Sutton Coldfield
Banners Gate First Banners Gate Road West of George Frederick Road Sutton Coldfield
Boldmere First Boldmere Road At Cofield Road Sutton Coldfield
Boldmere First & Middle Chester Road South Of Antrobus Road Sutton Coldfield
Boldmere Middle Chester Road At Beech Road Sutton Coldfield
New Oscott First Chester Road North Near Warwick Road Sutton Coldfield
Penns Combined Penns Lane At Berwood Road Sutton Coldfield
St Nicholas RC Combined Jockey Road Outside St Nicholas School Sutton Coldfield
Alston Junior Belchers Lane At Bordesley Green East Hodge Hill
Alston Junior Bordesley Green East At Alston Road Hodge Hill
Highfield Junior & Infant Highfield Road At Berry Road Hodge Hill
Washwood Heath
Highfield Junior & Infant Aston Church Road Hodge Hill
Road
Leigh Junior & Infant Heath Road At Highfield Road Hodge Hill
Nansen Road Junior & Infant Nansen Road At Naseby Road Hodge Hill
Saltley Secondary Belchers Lane Broadway Avenue Hodge Hill
Sladefield Infant Alum Rock Road At Sladefield Road Hodge Hill
Sladefield Infants Sladefield Road At Sladefield School Hodge Hill
St Cuthbert's RC Junior & Infant Cotterills Lane At Gumbleberry Close Hodge Hill
St Saviours Junior & Infant Alum Rock Road At George Arthur Road Hodge Hill
Washwood Heath
St Saviours Road At Arley Road Hodge Hill
Road
Washwood Heath Secondary Burney Lane At Washwood Heath School Hodge Hill
Ley Hill Hoggs Lane At Frankley Beeches Road Northfield
Ley Hill Junior & Infants Merrits Brook Lane Near The Holloway Northfield
Leyhill Junior & Infant Merritts Brook Lane Near Trescott Road Northfield
Northfield Manor Junior & Infant Swarthmore Road Near St Dennis Road Northfield
Our Lady of St Rose Gregory Avenue At Weoley Castle Road Northfield
Princethorpe Junior Barnes Hill At Weoley Castle Road Northfield
Princethorpe Junior Somerford Road At Quarry Road Northfield
Wylde Green Combined Green Lanes At Wylde Green Primary School Sutton Coldfield
February 2004 100
CONSTITUENCY SERVICE SPECIFICATION
SCHOOL CROSSING PATROLS
School Name Road/Street Patrol Area Constituency
Blakesley Hall Junior & Infant Blakesley Road At Bonham Grove Yardley
Blakesley Hall Junior & Infant Wash Lane At Yardley Green Road Yardley
Stechford Junior & Infant Bordesley Green East At Stuarts Road Yardley
Stechford Junior & Infant Station Road At Yardley Fields Road Yardley
Stechford Junior & Infant Albert Road At Lyttleton Road Yardley
Stechford Junior & Infant Station Road At Manor Road Yardley
Whittington Oval Junior & Infant Meadway At Queens Road Yardley
Whittington Oval Junior & Infant Church Road At Deepmore Road Yardley
Whittington Oval Junior & Infant Whittington Oval Near Wheatcroft Road Yardley
Yardley Junior Yew Tree Lane Church Road Yardley
Yardley Junior Yew Tree Lane At Moat Lane Yardley
February 2004 101
CONSTITUENCY SERVICE SPECIFICATION
HIGHWAYS MAINTENANCE & MANAGEMENT &
CONSTITUENCY ENGINEER SERVICES
Introduction
1. This specification sets out the standards to be met by Constituencies in relation
to the provision of the Highways Maintenance and Management and the
Constituency Engineer Services.
2. It describes the range of services to be provided, specifies the duties and
responsibilities of the Engineers based in the Constituency offices with regard to
the Highways Network Management Service as well as the quality standards,
which will govern those services. The specification also sets out minimum
requirements in terms of monitoring and reporting on standards.
3. For constituencies to deliver these services and standards they will need to work
in close co-operation with core services in the Development Services Strategic
Directorate. The Chief Highways Engineer (CHE) shall be responsible for the
day-to-day management of the Highways and retains all statutory powers
delegated to him by the Council. The Engineers based in Constituencies will also
be responsible to the CHE for all professional engineering standards. These
arrangements will be subject to an internal re-charge agreement.
4. A large proportion of the Highways Maintenance and Management Services are
likely to be covered by the scope of the Highways Maintenance Private Finance
Initiative (PFI) arrangement. When the PFI contract is let, existing budgets will be
„ring- fenced‟ and further consideration would need to be given as to how to build
devolution into the PFI contract, mindful that the PFI contractor will be
responsible for ensuring that roads and other highways elements are maintained
in a good condition, Given that there is currently a backlog of approximately £50 1
million of works necessary to roads and footways into an acceptable condition,
there will be limited scope for local discretion in early years of a PFI arrangement.
A fully localised service is likely to start to emerge only after 5-7 years of the 25
year PFI.
Service Description - Innovations & Improvements
5. A Constituency will be required to provide the following:
The Constituency Director will be responsible to the CHE for all works carried
out on the Highway with respect to Statutory Duties, Duty of Care, and Safety
of the Highway;
To work with local people and Members to identify and prioritise the need for
highway improvements in their area in line with City Council policy and current
design standards;
1
This figure is base on the 1999 MARCH PMS.
February 2004 102
CONSTITUENCY SERVICE SPECIFICATION
HIGHWAYS MAINTENANCE & MANAGEMENT &
CONSTITUENCY ENGINEER SERVICES
To prepare outline specifications for highway improvements and initial budget
estimates for the purposes of proposing inclusion of the proposal in a future
programme of works;
Prepare notes for inclusion in capital budget reports on the cost and merits of
the proposal;
For funded schemes requiring the involvement of constituency staff, carry out
the design and implementation, approval and consultation works agreed with
the core and for which fee is available;
Agree any variations to the agreed fee with the core;
Ensure that a transparent system for the allocation of fees on a time basis is
established and maintained;
Provide financial and progress information to the core in accordance with the
agreed system for capital monitoring;
Pass reports of highways defects to the CHE after carrying out an initial risk
assessment and advising the local community of service standards and
response to service requests;
Pass on all footway crossing enquires to the CHE;
Assist the Head of Transportation Strategy in the development of policies,
programmes and service improvements; and
Provide information, as required for performance management purposes.
Service Description - Traffic Regulation Orders
6. A constituency will be required to provide the following:
To work with local people and Members to identify and prioritise the need for
TROs in their area in line with City Council policy and current design
standards;
To prepare outline specifications for proposed TROs and initial budget
estimates for the purposes of proposing inclusion of the proposal in a future
programme of works;
Prepare notes for inclusion in TRO programme reports on the cost and merits
of the proposal;
February 2004 103
CONSTITUENCY SERVICE SPECIFICATION
HIGHWAYS MAINTENANCE & MANAGEMENT &
CONSTITUENCY ENGINEER SERVICES
Report to Constituency Committee on the success or otherwise of the
proposals put forward for inclusion in the annual TRO programme;
For funded TROs, submit draft orders for checking to Highways;
For funded TROs, prepare the preliminary design and budget estimate for the
scheme;
Carry out the informal consultation; and
Submit the proposed TRO to Highways for the making and advertising of the
order.
Service Description - Other Improvements
7. Constituencies will be required to provide the following:
For proposed improvements requiring the involvement of constituency staff,
carry out the design and implementation, approval and consultation works
agreed with the core and for which fee is available;
The assessment of grit bin locations against the criteria listed in the Winter
Service plan will be the responsibility of the Constituency; and
Where a budget is available, order works required to meet needs within the
limitations of City Council policy.
Standards of Service
8. The Transportation and Street Services portfolio has a wide remit, which includes
responsibility for all services that are delivered at street level. There are a
number of indicators that are used to measure our success in delivering the
City‟s priorities.
CONSTITUENCY SERVICE SPECIFICATION
February 2004 104
HIGHWAYS MAINTENANCE & MANAGEMENT &
CONSTITUENCY ENGINEER SERVICES
9. Constituencies will contribute to the delivery of range of Highways BVPI‟s
including:
Constituency
Indicator
Information
BV 96 Condition of Principal roads City
Condition of non-principal roads:
BV 97 a) Non-principal classified roads; City
b) Proportion of unclassified roads.
Road Safety - Accident casualties by
BV 99 nature (a) and (b), and by road user type City
(a) to (e).
Number of days of temporary traffic
controls or road closure on traffic sensitive
BV 100 streets or roads closed, due to local City
authority road works per km of sensitive
roads.
% Of pedestrian crossings with facilities for
BV165 Yes
disabled people.
BV178 % Of total length of footpaths other rights of
City
way which are easy to use.
BV 180b Energy consumption - street lighting. City
BV186 Roads not needing major repair. City
BV187 Condition of surface footpath. City
Local Service Standards
10. Constituencies will contribute to the delivery of a range of Highways Local
Performance Indicators including:
Constituency
Indicator
Information
Improve response of service for safer roads:
LI 32 percentage of road defects, potholes and City
footways trips, repairs within 28 days.
Create safer streets: repair faulty street-lights
LI 23 City
within 12 days of being reported.
Very dangerous potholes or hazardous
LI 59 pavements made safe within 24 hours of City
receiving the alert.
LI 60 Reduce number of people killed or seriously
City
(NPSA) injured in road accidents.
Reduce the number of children, aged 0-15,
LI 61
killed or seriously injured in Birmingham by City
(NPSA)
55% by 2010.
CONSTITUENCY SERVICE SPECIFICATION
HIGHWAYS MAINTENANCE & MANAGEMENT &
February 2004 105
CONSTITUENCY ENGINEER SERVICES
In addition constituencies will be required to:
i. Report to Constituency / Wards within two months of being requested -
target = (95%);
ii. Report to Cabinet / Cabinet Member within three months of being
requested - target = (95%);
iii. Attend Constituency/ward meetings as required;
iv. Attend Core service group meetings as required;
v. Attend out-of-hours meetings as required;
vi. Report on performance & targets achievements on a quarterly basis; and
vii. Report on finance & progress on schemes on a quarterly basis.
Monitoring Arrangements
11. Constituencies will be required to monitor and demonstrate their compliance with
these standards. This will require:
a. Monitoring performance & targets achievements on a monthly basis; and
b. Monitoring finance & progress on schemes on a monthly basis.
Meetings, Reports & Correspondence
The Constituency will be responsible for representing the Highways and
Transportation Strategy Services at Ward, Constituency and other local meetings
unless the Head of Transportation Strategy or the Chief Highway Engineer decide that
the interests of their services would be better served by the attendance of an officer
from their sections.
The Constituency will ensure that it‟s highway officers are fully briefed by Highways
and Transportation Strategy on all relevant issues prior to meetings.
The Constituency will be responsible for answering all correspondence relating to local
highway related issues.
The Constituency will be responsible for the preparation of all reports regarding local
highway related issues as described above.
The Constituency will at all times act as the local face of the Highways and
Transportation Strategy Services and provide the public and Members with the
information, assistance and reassurance that they require.
February 2004 106
CONSTITUENCY SERVICE SPECIFICATION
REFUSE COLLECTION, STREET CLEANSING & RECYCLING
Introduction
The Refuse Collection, Street Cleansing and Recycling service will be delivered to
Constituency Committees from 01 April 2004 within the framework of a service level
agreement, which satisfies the Corporate Waste Management Strategy whilst
accommodating local priorities.
Listed below are the core services that are provided within the framework of the Waste
Management Strategy.
Constituencies will make sure that the following range and level of services are
delivered.
Waste Management services are currently delivered from four Operational Depots,
whose boundaries are based on operational efficiency and, as such, are neither co-
terminus with Ward or Constituency boundaries.
It is proposed to reorganise workloads and schedules to more closely reflect
Constituency boundaries and, where possible, to provide a local dedicated workforce
that operates and empathise with the Constituency it serves.
This will extend to named members of staff having responsibility for service delivery in
each constituency.
Range of Services - Refuse Collection
Refuse Collection from domestic properties is provided on a regular same day of the
week service, Monday to Friday, with fortnightly collections of paper and cardboard in
most areas.
Single properties are served with a plastic sack collection service with one sack
provided per property per week in areas that receive a paper collection. Sacks are
delivered in rolls of 13 once per quarter. Dustbins are not provided.
Large metal containers are provided to high and medium rise blocks and some
properties with multi-occupancy. These are serviced at least once per week.
A number of additional services are provided to domestic customers free at the point
of delivery.
Garden Waste
Small amounts of garden waste (equivalent to two sacks) will be taken along
with the domestic sacks providing they are placed at the curtilage of the
property. Larger amounts of garden waste (up to 20 sacks) can be collected by
appointment as a bulky waste collection.
February 2004 107
CONSTITUENCY SERVICE SPECIFICATION
REFUSE COLLECTION, STREET CLEANSING & RECYCLING
Bulky Waste
Up to six items of bulky domestic waste will be collected free of charge by
appointment. Fridges, freezers and washing machines will also be collected
using a separate vehicle. All items must be placed at the front of the property.
Only items listed at the time of the appointment will be taken.
Larger amounts of bulky items will be collected at a charge.
Hazardous Waste
Special collections of waste, including asbestos, are collected free of charge
from domestic properties providing the items are presented for collection in a
safe and appropriate form.
Clinical Waste
Both clinical waste and sharps are collected free of charge from domestic
properties.
Clinical waste is collected on a scheduled weekly basis with sharps boxes
collected on request.
Special Street Collections
This service provides for the free removal of bulky and unwanted items from
domestic properties on a street-by-street basis. There is a pre-determined
allocation of this service to Wards based on deprivation indices.
Ward Committees select the properties to receive the service (in blocks of
approximately 300 properties) and Ward Councillors arrange for the delivery of
leaflets advising details of the service. Items are required to be presented for
collection on the footway on the day of collection. Details of items not included
in this collection service are listed on the leaflet, i.e. fridges, freezers, bricks,
soil, rubble, glass, tyres, batteries, car parts, paint, gas bottles, and oil.
Cesspool/Septic Tanks
A charged service is provided for the emptying of cesspools and septic tanks
from domestic properties.
Trade & Commercial Waste
A chargeable service is provided offering a comprehensive range of containers
and collection methods. The Business Development Unit quote and process all
trade waste transactions.
February 2004 108
CONSTITUENCY SERVICE SPECIFICATION
REFUSE COLLECTION, STREET CLEANSING & RECYCLING
The domestic refuse collection service will not commence before 06:00 hours
or extend after 18:00 hours. Additional services may be provided on Saturdays
or Sundays.
Range of Services - Street Cleansing
The street cleansing service is performance based and minimum standards of
cleansing for all aspects are in accordance with the Code of Practice on Litter and
Refuse issued by the Secretary of Sate under Section 89 of the Environmental
Protection Act 1990.
A seven day service week, 364 days per year is provided.
In overall terms outside of the City Centre the service provides a presence between
06:00 hours to 17:30 hours, Monday to Saturday and from 06:00 hours to 14:45 hours
on Sunday. Within this framework individual functions operate as follows:
Continuous Attendance - Beat-sweeping
High profile predominantly arterial roads/shopping areas. Operatives report
direct to their place of work and attend for the specified time periods. Staff are
selected to accommodate the particular requirements and characteristics of
their areas to promote the concept of personal ownership of their area of work.
Hours of work: Monday to Saturday 07:30 hours to 17:00 hours and Sunday
10:00 hours to 14:45 hours.
Operatives are visited daily by Charge-hands and by mobile operatives who
uplift their bagged arisings and transport them to the disposal point.
Non-Continuous Beat-sweepers
There are a number of areas within the City predominantly those containing
high density housing stock where, due to restricted access and heavy on street
parking, manual hand sweeping and litter picking provides the most effective
cleansing method. In such areas a once or twice weekly clean is provided by
similarly dedicated staff who start and finish on site and promote the concept of
personal ownership of their work areas.
Hours of work are between 07:30 hours and 16:30 hours Monday and 07:30
hours to 15:30 hours Tuesday to Saturday.
Mechanical Sweeping of Road Channels
Road channels are swept by large mechanical sweepers on a weekly basis.
There are an increasing number of roads which, due to heavy on street parking,
are not able to be effectively swept and in such cases alternative arrangements
have to be made.
February 2004 109
CONSTITUENCY SERVICE SPECIFICATION
REFUSE COLLECTION, STREET CLEANSING & RECYCLING
City Centre road channels are swept a minimum twice per day whilst in the
interests of public and road traffic safety off side channel sweeping and some
shopping areas are scheduled for Sunday sweeping.
Hours of work 06:00 hours to 15:45 hours Monday to Friday and 07:00 hours to
11:45 hours Sunday.
Mobile Crews
There are some 320 shopping areas and over 4,000 litter bins throughout the
City which are outside continual attendance areas.
These are serviced by mobile crews who also litter pick grassed areas,
adjoining highways and central reservations.
Similarly a mobile resource is provided on a rapid response basis to patrol main
roads and remove traffic debris, small amounts of dumped materials, placards
and dead animals.
Crews have a staggered start and finish time to provide cover between 06:00
hours and 17:45 hours Monday to Saturday and 06:00 hours to 14:45 hours
Sunday.
Removal of Fly Tipped Material
Large accumulations of fly tipped material are removed from the highway,
footway and associated open land by the deployment of teams using open back
refuse collection type vehicles. The service operates Monday to Saturday.
Removal of Fly Posting & Graffiti
Two specialist teams remove graffiti and fly postings using chemicals and high-
pressure spray. They respond to complaints and requests received by the Call
Centre or reported by Street Cleansing Supervision. Priority is given to the
removal of racist or offensive graffiti. The service operates Monday to
Saturday.
City Centre Cleansing
This is undertaken by two shifts of operatives who have a continuous
attendance in the area from 05:30 hours to 21:30 hours Monday to Saturday
and 05:30 to 18:30 hours on Sundays. They carry out all the cleansing duties
using both small mechanical sweepers and pedestrian operated sweepers as
well as hand sweeping and litter picking. Methods vary to suite conditions and
the density of pedestrians.
February 2004 110
CONSTITUENCY SERVICE SPECIFICATION
REFUSE COLLECTION, STREET CLEANSING & RECYCLING
Abandoned Vehicles
Investigations are carried out to establish the status of vehicles reported to be
abandoned. Those, which are found to have no current keeper, are removed
and disposed of, whilst those causing an obstruction or danger are removed
and stored whilst enquiries are taking place.
Owners can have unwanted vehicles removed free of charge on request.
Other Cleansing Duties
Street Cleansing provide dedicated crews to undertake cleansing duties on
housing land. They report daily to Housing Offices and undertake such work as
directed.
A number of Ward Committees have purchased additional cleansing services
with the aid of NRF monies. Functions include additional beatsweepers, mobile
crews.
You Are Your City Initiative
An additional Street Cleansing resource is currently being provided in each
Ward to clean up areas outside of the current core responsibility.
The campaign is aimed to have a major impact on crime and grime issues in
the City making it both cleaner and safer. The objective is to restore a sense of
ownership and civic pride in all neighbourhoods within the city.
Clean up teams are tackling fly tipping on all types of land, both private and that
belonging to the Council. From November 2003 four Wards are receiving this
service each month with those most blighted by fly tipping being first.
At the beginning of each month a public meeting will be held which will highlight
all the sites that have been identified and allow residents and community
groups to suggest further sites for action. These meetings will also involve
West Midlands Police and West Midland Fire Service who will take the
opportunity to brief residents on crime and fire and safety issues and distribute
information packs.
All clearances of alleyways and private land will be followed up by a letter
making land owners aware of their legal duties and explaining that this clean up
is a one off event.
February 2004 111
CONSTITUENCY SERVICE SPECIFICATION
REFUSE COLLECTION, STREET CLEANSING & RECYCLING
Range of Services - Fleet Management
The procurement, hire, maintenance, repairs and management of City owned vehicles
is provided by the Fleet Management function. Individual and group requirements
should be processed through Alan Dilkes at Park Road Garage, Aston.
There is a fundamental restructure of Fleet Management taking place to reflect the
future City requirements in light of the externalisation of Housing repair work and likely
outcome of the Highways PFI.
Range of Services - Recycling Facilities
There are approximately 320 recycling banks situated throughout the City. Most sites
provide containers for the collection of glass and paper and their location is
determined by the Ward Committee. Similar facilities are also located at the 5 Public
Waste Disposal and Recycling Centres. Glass banks are serviced by the Street
Cleansing Service whilst paper banks are serviced by the paper mill which recycles
the paper. Other recycling banks, e.g. clothes banks, are serviced by charity
organisations.
Garden waste, wood, fridges and freezers, batteries, gas bottles and oil are also
recycled at the Public Waste Disposal and Recycling Centres.
Service Access
Contact for the service is through the Council‟s Corporate Contact Centre, which
operates Monday to Friday during the following hours, 08:00 to 20:00 hours. This
includes all bank and public holidays except Christmas Day and Boxing Day or their
nominated equivalent days.
Operational Managers can be contacted by telephone or email and currently have
nominated responsibility as follows:
Roy Geddes Laurence Turner Dave Green Walter Meredith
Perry Barr Montague Street Lifford Lane Redfern Road
303 1975 303 2997 303 1924 303 7365
Erdington Aston Bartley Green Acocks Green
Hodge Hill Edgbaston Bournville Billesley
Kingsbury Handsworth Brandwood Fox Hollies
Kingstanding Ladywood Harborne Hall Green
Oscott Nechells Kings Norton Moseley
Perry Barr Sandwell Longbridge Shard End
Stockland Green Soho Northfield Sheldon
Sutton Four Oaks Sparkbrook Quinton Small Heath
Sutton New Hall Washwood Heath Selly Oak Sparkhill
Sutton Vesey Weoley Yardley
February 2004 112
CONSTITUENCY SERVICE SPECIFICATION
REFUSE COLLECTION, STREET CLEANSING & RECYCLING
Standards of Service
There are a number of Performance Indicators, including Best Value Performance
Indicators and PSA targets, which Constituencies will be required to meet.
The current Performance Indicators are listed below:
Code Description Constituency Information
The percentage of highways that are either
L129 Yes
of a high or acceptable level of cleanliness.
Percentage of people satisfied with
cleanliness standards. (This will relate to
BVPI 89 City
relevant land and not just s/c as covered by
our survey annual random survey).
Percentage of people expressing
BVP1 90 satisfaction with Recycling facilities (annual City
random survey).
Percentage of people expressing
BVPI 90 satisfaction with household waste collection City
(annual random survey).
Percentage of people expressing
BVPI 90 satisfaction with Civic Amenity Sites City
(annual random survey).
Percentage of residents in the Authority‟s
BVPI area served by a kerbside collection of
Yes
Amended recyclables (changed definition for
2002/2003 needs new report writing).
Percentage of residents in the authority‟s
BVPI 91
area served by a kerbside collection of
Striving Yes
recyclables or within a Kilometre of a
Target
recycling centre (needs new report writing).
Number of collections missed per 100,000
BVP1 88 collections of household waste. (Striving Yes
target for 2002/2003).
WM2 - The percentage of bulky household
LI 26 waste collected within 10 calendar days Yes
(needs new report writing).
% Of reported fly tipping removed within
LI 25 two calendar days (needs new report Yes
writing).
LPSA 7 Percentage recycled. City
LPS 7A Percentage composted. City
April - July % of inspections below grade B
BV 199 Yes
(only visit each Ward every three years).
In addition to monthly Performance Indicators other basic statistics in relation to Waste
Management Services will be available to Constituencies.
February 2004 113
CONSTITUENCY SERVICE SPECIFICATION
PEST CONTROL SERVICES
Pest Control Services
1. This specification sets out the standards to be met by Constituencies in relation
to the provision of Pest Control Service.
2. It describes the range of services to be provided as well as the quality
standards, which will govern those services. The specification also sets out
minimum requirements in terms of monitoring and reporting on standards.
3. In any major organisational change there is a risk of dislocation in service
provision and a dip in service standards. The intention of this service
specification is to ensure that service provision and service standards are
maintained over the period of transition. To this end there will be one service
specification applicable to all 11 constituencies for the first year of operation.
For subsequent years (2005/06 and beyond) it is anticipated that there may be
variations between constituencies as local services evolve to meet local needs.
Any changes will, however, remain subject to agreement between the
responsible Cabinet Member and the Chair of the Constituency Committee.
Services to be Provided
4. Constituency Committees will be responsible for ensuring delivery of a pest
control service initially within the framework of a service level agreement with
Regulatory Services.
5. Constituencies will be responsible for ensuring delivery of:
- A service for the treatment of rats, cockroaches and bedbugs at occupied
domestic premises; and
- A service that operates in normal working hours with an emergency service
at weekends and statutory holidays where there are confirmed rats in
occupied houses.
Standards of Service
6. These are set out below. The constituency will be required to monitor and
report on these standards.
Constituency Performance Indicators
Indicator Constituency Information
% Of requests responded to in 5 days. Yes
% Of „rat in house‟ requests responded to by next
Yes
working day.
February 2004 114
CONSTITUENCY SERVICE
SPECIFICATION
HOUSING SERVICES
HOUSING MANAGEMENT
February 2004 115
Agreement
I agree this service specification for the provision of constituency service for
Housing for 2004/2005.
Signed …………………………………… Cabinet Member for Housing Services
Signed ……………………………………
Chair, Hodge Hill Constituency Committee
Signed ……………………………………
Chair, Northfield Constituency Committee
February 2004 116
CONSTITUENCY SERVICE SPECIFICATION
HOUSING MANAGEMENT
Introduction
The Housing Management Service will be devolved to Constituency Committees in
Hodge Hill and Northfield from 01 April 2004. Devolution in other constituencies will
follow over the next financial years.
This report sets out the Housing Management service which Constituencies will be
required to provide in relation to the Councils Landlord role to its tenants,
leaseholders, business tenancies and other tenants. The service provided will be
within the framework of the Housing Strategy.
The report details the range of services to be provided. Support to service delivery will
be provided by the Housing Department for:
Strategic Housing Support;
Housing Services Support;
Financial Services;
Human Resources;
IT Services; and
Performance Monitoring.
See Appendix A.
Range of Services
Overall, a Constituency will provide sufficient capacity to manage the homes owned by
Birmingham City Council Housing Department. In summary this will include:
Leasehold and tenancy management;
Repairs and maintenance service; and
Estate based services.
Below are listed specific services and the tasks that will be demanded of the
Constituency staff
Allocation of Homes
The constituency housing team will manage the allocation of empty homes to persons
on the Housing Register and existing tenants who may wish or need to transfer
(including decants) within a policy framework and priorities determined by the council.
This service will be available to potential and current customers.
The Housing Register of applicants is kept by the Council and nominations can be
made to properties owned by other Registered Social Landlords.
CONSTITUENCY SERVICE SPECIFICATION
February 2004 117
HOUSING MANAGEMENT
Anti-Social Behaviour
Using the policy and procedure agreed by the council, the constituency will respond
and deal with all complaints made by tenants or leaseholders relating to anti-social
behaviour, regardless of the housing tenure involved of the alleged perpetrator.
The Birmingham Anti-social Behaviour Unit (BASBU) will support the constituency
where necessary.
Capital Repairs
The Constituency Housing Manager will be consulted and involved in the setting of
capital works programmes for the constituency and the consultation with tenants over
these programmes. Capital works programmes will be set within the strategic frame-
work of the Council in order to meet agreed Government and City Council priorities.
Estate Based Services
In working to achieve the City Council‟s objectives under the “you are your city - clean
and safe” campaign the constituency will respond to tenants and leaseholders estate
based needs through the provision of a range of functions:
Care-taking Service
Maintain blocks of flats and their immediate surroundings in as clean and pleasant
a state as possible.
Care-taking and communal area cleaning services will be carried out in high-rise
blocks, communal area cleaning services will be provided in low-rise blocks of
flats.
A high standard of cleanliness in the communal areas surrounding blocks of flats.
This will include the removal of bulk refuse, blocked chutes, graffiti, weeds from
hard areas, litter from grassed areas, removal of snow and gritting of paths in
winter.
In consultation with residents, the constituency may wish to provide a
neighbourhood caretaker resource. These employees will provide additional duties
to care-taking staff, for example the carrying out of minor repairs.
CONSTITUENCY SERVICE SPECIFICATION
February 2004 118
HOUSING MANAGEMENT
Concierge & Security Service
In agreed blocks and areas, the constituency will provide a concierge and security
service to help provide both peace of mind as well as a housing officer style
service to tenants and leaseholders living in high-rise accommodation.
Accommodation linked to a concierge system will receive an „around the clock‟
housing service, with the addition of a link to a security system of cameras and
electronic door entries.
Horticulture & Grounds Maintenance
This service is currently provided by the Local Services Strategic Directorate -
Parks section, through a Service Level Agreement, which embraces the existing
"Best Value Grounds Maintenance and Park Services" contracts, which expire in
2008. The Constituency Housing Manager will be regularly consulted upon and
involved in the regular SLA monitoring and in the future service provision,
particularly in relation to the formal contract review process which will commence
in 2006, and will involve all Constituencies and all Council "client landowners".
Estate Lighting
To ensure all communal lighting in the blocks and communal areas is working with
the replacement of light bulbs that are not working
Refuse Collection
Monitor the performance of the refuse collector with the removal of domestic refuse
from paladin bins.
If the constituency feel that it is appropriate to change the provision of any of the
estate based services, the appropriate residents must be consulted prior to any
changes being implemented. The consultation must include an explanation of the
cost of any changes.
Emergencies
In providing the services outlined, the Constituencies must arrange for an out of hours-
emergency service to be provided in the case of emergency.
Energy Efficiency in the Home
The Council is committed to improving energy efficiency, and eliminating fuel poverty.
The constituency will participate in promoting the Councils Affordable Warmth
Strategy to customers.
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HOUSING MANAGEMENT
Equality of Service Provision
The constituency will conduct its business within the City Council‟s framework of
delivering services to diverse communities.
It is therefore acknowledged that delivering equality of service is different to delivering
a diverse service to the individual needs of tenants and leaseholders.
Garages
Council garages are available to rent to council tenants and leaseholders, private
tenants and owner-occupiers. The constituency will assist customers to find out
garage locations, availability and where appropriate carry out a garage letting. A
central collection team will manage the rent collection from these garages.
Legal Services
In cases of serious arrears, breach of tenancy or breach of lease, to take appropriate
legal action to terminate the tenancy or protect the councils interest. Where action is
taken against the council arising out of its role as landlord, to take appropriate legal
advice to deal with the action (this will include claims for disrepair). Legal Services
will be provided on the basis of the Service Level Agreement with the Housing
Department and/or the Local Services Directorate.
Mediation Service
When receiving details of a neighbour dispute the constituency will make an
assessment as to whether mediation would be appropriate. When appropriate,
referrals should be made to the Mediation Service.
Pest Control
Make arrangements for the treatment and eradication of pests in council properties,
including treatment of blocks where appropriate.
Right to Buy
The constituency will work with the Councils Home Sales Section where tenant‟s
enquiries are received relating to the purchase of a council home to process a tenants
right to buy.
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HOUSING MANAGEMENT
Rent & Service Charge Collection
The constituency will offer tenants a range of ways by which rent and other service
charge payments can be made. Working with Income Maximisation Officers and the
Neighbourhood Advice Service, the constituency will offer its customers assistance in
how to claim Housing, or other related benefits, which they are entitled to receive.
The constituency will pro-actively seek to recover all rental income and service
charges due, and will take action in accordance with council policy to recover debt
owing.
Customers will receive regular rent statements showing service payments made.
Repair Service
The constituency will work in partnership with the Repairs Contractors to provide a
repair service to its customers. The constituency will work with the council‟s client
officers in reviewing service provided or any revisions that impact upon the contractual
obligations of the city council.
Repairs, which are the responsibility of the council/landlord and those, which are the
tenant, or leaseholders responsibility, are clearly defined in the Tenants Handbook or
the lease between the Council and the leaseholder.
The constituency team will monitor the performance of the Repairs Contractor at a
local level.
The constituency will charge customers for repairs that result from neglect, vandalism
or damage either by the customer, their children or their visitors to the property.
Resident Involvement
The constituency will offer and support a range of ways in which tenants and
leaseholders can both comment on current housing services, and participate in the
decision making process of the delivery, policies and procedures of the Constituency
Housing team. This will included supporting local tenant groups and the provision of
training for residents.
The constituency will manage and respond to resident groups who wish to exercise
the Right to Manage or who may have commissioned an Options Study.
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HOUSING MANAGEMENT
Tenancy Management
To manage the process of signing and terminating tenancies in line with the tenancy
agreement and relevant legislation and responding to tenants requests under the
tenancy agreement including:
Right to Repairs;
Right to Improvements; and
Right to exchange.
.
Void Properties
The constituency will manage empty homes in a way that is both cost effective to the
overall housing business and ensures „re-let‟ voids are made available for re-
occupation in the shortest possible timescale.
Additional Services
Older People
The constituency will assist older people to make an informed choice about their
housing needs. This may be in partnership with other social housing landlords, the
Landlord‟s Supporting People officers or officers from Birmingham City Council‟s
Social Care and Health Department.
Where appropriate the constituency will utilise sheltered housing and extra care
sheltered housing scheme accommodation, the Care-line service and the House
Proud initiative provided by the Landlord.
Some older people may be assessed to pay for these services. These charges would
be collected by the central collection team.
People with Ill Health or Disability
Where appropriate the constituency will assist customers, or potential customers, with
a housing need due to ill health or disability by accessing the Disabled Persons‟
Housing Register.
People with Mental Health Problems
Where appropriate the constituency will assist customers, or potential customers, with
a housing need and a mental health problem to access specialist services.
Supporting People
Where appropriate the constituency will assist vulnerable customers, or potential
customers, to access the range of services provided through the Supporting People
programme.
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HOUSING MANAGEMENT
Tenancy Support Service
The constituency will provide a tenancy support service to new tenants who are
vulnerable with reference to the Supporting People criteria. This service will help
tenants to set up their tenancy, access utilities providers, claim benefits, organise their
financial affairs, and access services for specific needs. Tenancy support plans will
be agreed with individual tenants.
Other Matters
Constituency housing teams will deal with correspondence, complaints and
Ombudsman enquiries in accordance with City policies.
Records kept on individual tenants and their families will comply with data protection
legislation.
Standards of Service
There are a number of Performance Indicators including Key Performance indicators
and Best Value performance indicators which constituencies will be required to meet.
However, in line with the Performance Improvement Plan for the Housing Service,
which was approved by the Cabinet Committee on 04 December 2003, a number of
the performance indicators are being revised. New indicators based on output
measures are being devised for service areas where there are currently no indicators
or indicators measure inputs. These indicators will be available during 2004/2005.
They will be consulted on with tenants, and other stakeholders prior to
implementation.
Constituencies will have regard to the performance measures in the Tenant Quality
Promise. This is being re-worked by a Sub-Group of the City Housing Liaison Board.
The Tenant Quality Promise will form an appendix to the agreement.
In addition to monthly performance indicators, other basic statistics relation to Housing
Management services will be available to constituencies to enable them to manage
the service in their area. These will be provided by the performance management
unit.
The Housing Department has Investors in People accreditation which constituencies
will be required to maintain.
Financial Principles for Delegation
The Cabinet Committee on Devolution approved the financial principles for delegation
to constituencies and CBHOs on 17 September 2003. Constituencies will operate at
“Level 4” of the Scheme of Delegations attached to this Service Specification. This is
at Appendix B.
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HOUSING MANAGEMENT
Constituency Performance Indicators
Constituency
Service Indicator
Information
Allocation of Average offers per letting Yes
Homes
Number of legal actions taken (LI55)
Anti-social
Number of recorded racial incidents Yes
Behaviour
per 100,000 population (BV174)
Percentage of daily checks / cleans
Estate Based undertaken (Care-taking)
Yes
Services Percentage of sites covered
(Concierge Service)
Equality of Service Compliance with the CRE practice in
City
Provision rental housing (BV 164)
Percentage of rent collected
(BV66A).
Rent and Service
Rent collected as a percentage of Yes
Change Collection
current rent
Level of arrears per tenant.
Repair Appointments made and kept
(BV185)
Average time taken to complete non-
Repair Service urgent responsive repairs (LI46) Yes
Percentage of urgent repairs
completed within right to repairs time
definition (LI52)
Satisfaction of council house tenants
with participation in decision making
Resident
(BV74). Yes
Involvement
Number of CBHOs in development
(LI53)
Average number of days to re-let
voids defined as capable of being re-
let.
Void Properties Amount of void rent loss. Yes
Average cost of re-let voids.
Re-letable voids as percentage of
stock
Satisfaction of council house tenants
Overall Yes
with the overall service (BV74)
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Appendix A
Support to Constituencies
The Housing Department will provide a number of services to support each
Constituency in the delivery of the Housing Management Service to its tenants.
Constituencies will manage the Council‟s housing properties in line with the overall
Housing Strategy for the City Council. The Strategic Housing Division will provide a
strategic framework and planning advice to constituencies. This will include working
with partners to continually improve and update understanding the housing market
area, which covers the constituency. The Strategic Housing Division will provide
intelligence on cross tenure supply and demand, demographic changes, aspirations
the private sector market and anticipated trends. It will also analyse housing data in
relation to a range of other neighbourhood statistics, such as crime and employment
and provide overall strategic direction. This direction will be translated in to
investment frameworks. A network of Housing Association partners working across
the City has been established and will be further developed to strengthen links to the
Housing Management Service and other partners. These networks are able to bring
local knowledge and work together to facilitate strategy development and associated
action plans.
The HRA Business Plan and Decent Homes Strategy, developed in the context of the
wider Housing Strategy will provide the overall framework for development of housing
properties. The Housing Strategy and investment framework will guide the
development of new schemes and support will include liaison with other City
Departments, such as Urban Design and Planning, advice and liaison on partnering
and assistance with planning exercises and consultation. Asset management advice
and information will be provided by the Strategic Centre.
Professional advice and support on all Housing Management services will be provided
to the constituency by specialist policy teams covering:
Needs & allocations;
Homelessness;
Repairs;
Voids;
Rent Collection;
Estate Based Services;
Customer Involvement; and
Anti-Social Behaviour & Mediation.
Homeless decisions will be made by the Homeless Teams. Constituency Housing
Officers will provide information to aid this decision making as necessary.
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February 2004 125
The Housing Resource Management Division will provide the following support
services:
Finance;
Human Resources;
IT Services; and
Performance Management.
Constituencies will be given a named contact person in each section.
February 2004 126
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SCHEME OF DELEGATION FOR DEVOLVED 2003/2004 HRA BUDGETS TO LOCAL HOUSING MANAGERS
Appendix B
Budget Item Delegated Decisions Rules & Regulations Comments
1. Employee Costs Level 1 Compliance required with: Cash limited budgets include all
‘Managing within Staffing staffing on-costs.
Staff Covered: Budgets’ 1. BCC policies regarding BME/
Equal Opportunities All decisions must be recorded.
Area (Constituency) and No prior approval necessary to:
Neighbourhood Housing This is an absolute requirement All changes to budget lines
Management Staff. 1. Decide to fill a vacancy. which may demand agreed must be recorded.
Caretakers. 2. Appoint on a temporary or training prior to allowing
Concierge. permanent basis. delegation powers to be Virements to be notified and
3. Appoint on a full or part time operated - HR staff available to recorded.
temporary basis. advise.
4. Use Agency Staff to temporary Permanent changes to
fill a vacancy. 2. Housing HR Policies & establishment subject to prior
5. Fulfil recruitment and selection Procedures approval (except at level four).
procedures.
Each level requires reasonable All HR procedures operate with
Level 2 understanding of the advice from Central HR.
‘Managing the Use of Staffing procedures and access to a
Budgets’ detailed manual. Need for prior approval
removed according to level of
No prior approval necessary to: 3. Budget Cash Limited delegation.
6. Hold open a vacant post to All budgets are strictly cash
achieve savings. limited and only at level four
7. Hold a vacancy to release funds can budgets be varied between
to fund other activity. years.
8. Temporary staff resources.
9. Use savings of offset over- 4. Advertising Practices
spending.
Collective practises must be
followed.
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SCHEME OF DELEGATION FOR DEVOLVED 2003/2004 HRA BUDGETS TO LOCAL HOUSING MANAGERS
Budget Item Delegated Decisions Rules & Regulations Comments
Level 3 5. Agency Contracts Central monitoring increases at
‘Managing Variations to Staffing’ the higher levels.
Agency staff can only be used
No prior approval necessary to: from agencies approved / All decisions are subject to
accredited with BCC. annual Audit.
10. Use vacancy to seek a change
to staffing structure. 6. Financial Regulations Conditions of Service for staff
11. Create alternate type of job (to cannot be varied and are not a
the vacancy). Another absolute - Finance staff delegated function (except for
12. Change the duties of the job. available to advise. hours of work).
13. Permanently delete post
downgrade to a part-time post. 7. Delegated authority limited to Managers will be held
14. Downgrade to a part-time post. an agreed level for each accountable for all decisions
15. Negotiate and agree variations Manager within delegated authority.
to individual hours of work.
Delegated authority is limited to
one of the agreed levels 1-4 for
each Manager.
Progression to next level is
dependent on performance.
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SCHEME OF DELEGATION FOR DEVOLVED 2003/2004 HRA BUDGETS TO LOCAL HOUSING MANAGERS
Budget Item Delegated Decisions Rules & Regulations Comments
2. Car Allowances 16. Make all decisions within Negotiated Terms and Cannot change the Conditions
bottom line cash budget for all Conditions of Service for of Service relating to car
Covers: employee costs. employees. allowances attached to a post
17. Operate all employee related without prior consultation with
a. Fuel HR procedures. BCC Car Allowance and lump HR.
b. Licences 18. Vary staffing structure on a sum agreed rates.
c. Miscellaneous permanent basis.
d. Lump Sum 19. Carry forward planned over/ Corporate contracts.
e. Non Lump Sum under spends (within agreed %
limits). Contract Standing Orders.
20. Negotiate and agree changes to
office opening hours. Health + Safety policies and
local practises.
Level 1
‘Managing Cash Limited Budget’
- Monitor expenditure.
- Contain expenditure within cash
limits.
- Monitor usage and mileage.
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SCHEME OF DELEGATION FOR DEVOLVED 2003/2004 HRA BUDGETS TO LOCAL HOUSING MANAGERS
Budget Item Delegated Decisions Rules & Regulations Comments
3. Office Costs Level 2 Purchasing of items has to
‘Managing with Employee comply with local contractual
Covers: Budget’ regulations and with suppliers
contracted to BCC.
a. Equipment 1. Car allowance attached to posts
b. Stationery held vacant can be used to Care has to be exercised with
c. Postages provide: cleaning materials to ensure
d. Telephones Health & Safety issues are
e. Gas Savings. addressed.
f. Electricity Offset overspends.
Release funds for other use. When in doubt seek advice.
2. Decide on level of transport Cash budgets can only be
usage. varied through proper virements
procedures.
Level 3
‘Fully Managing Car Allowances
Budget’
1. Change car allowances
attached to a vacant post.
2. Change post from.
3. Add car user allowance to post.
4. Delete car allowance from post.
5. Increase or decrease use of
transport and use savings/ fund
additional costs within total
budget.
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SCHEME OF DELEGATION FOR DEVOLVED 2003/2004 HRA BUDGETS TO LOCAL HOUSING MANAGERS
Budget Item Delegated Decisions Rules & Regulations Comments
4. Caretakers Costs Level 4
Covers As per Level 3 plus ability to
determine budget in each financial
a. Light bulbs and fittings. year and vire into or out of car
b. Cleaning materials. allowances budget line.
Level 1
‘Managing Cash Limited Budget’
1. Monitor expenditure.
2. Contain expenditure within cash
limits.
3. Monitor usage.
4. Authorise expenditure.
Level 2
‘Managing within Budget’
1. Determine level of expenditure.
2. Vire between budget lines.
3. Control costs.
4. Determine priorities.
5. Use savings generated on other
service.
6. Fund increases in spending
from other budgets.
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CORPORATE PERFORMANCE
INDICATORS
TO BE DETERMINED FOLLOWING APPROVAL OF COUNCIL’S
PERFORMANCE PLAN
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