Title Page

  • Conducted on

  • Prepared by

Location

  • Map
  • Site Name

  • Site type

  • Other

Category selection

  • What would you like to do?

Grounds maintenance inspection

  • Select what is on site?

Litter and Bins

  • Are there bins on site

  • How many bins are on site?

  • How Full are the bins?

  • Have any of the bins been missed?

  • How many bins have been missed?

  • Photo evidence

  • Please describe location of bins missed or attach a map.

  • Contractors to be notified

  • Do any of the bins appear to have been emptied?

  • Contact contractors and confirm that they are on route to empty the bins on site, take photo evidence and follow up with an email.

  • Contractors to be notified

  • Contact contractors and confirm bins are due to be cleared today, take photo evidence and follow up with an email.

  • How many bins have been missed?

  • Photo evidence

  • Please describe location of bins missed or attach a map.

  • Contractors to be notified

  • Do any of the bins appear to have been emptied?

  • Contact contractors and confirm bins are due to be cleared today, take photo evidence and follow up with an email.

  • How many bins have been missed?

  • Photo evidence

  • Please describe location of bins missed or attach a map.

  • Contractors to be notified

  • Contact contractors and confirm they are en route, take photo evidence and follow up with an email.

  • Contractors to be notified

Litter

  • How would you rate the litter on site?

  • Confirm contractors are en route to litter pick site, take photo evidence and follow up with an email.

  • Photo evidence

  • Describe areas effected

  • Contractors to be notified

  • A = Perfect
    B = Good (very small amount dotted)
    C = Average (some litter minor)
    D = Below Average ( litter on site)
    E = Poor (litter all over site)

Flytipping

  • Is there any fly tipping on site?

  • What does this fly tip consist of?

  • Inform general maintenance contractors of location and photo evidence. Large goods can be removed by Waste Department Contractors if moved to the kerb.

  • Photo evidence

  • Brief description of location of fly tip, attach map if able

  • Contractors to be notified

  • Gas canisters are removed by waste Department Contractors, take photo evidence and inform wastematters@midsussex.gov.uk of the location of canisters.

  • Photo evidence

  • Description of location of canisters

  • Waste Department to be notified

  • Dependant on the Hazardous waste, contact waste Department or Rentakil for Human waste. Take photo evidence and description of location of waste.

  • Photo evidence

  • Description of location of hazardous waste

  • Rentakil to be notified

  • Waste Department to be notified

  • Gather as much information as possible and notify the required department or organisation on return to office

  • Contents of Fly tip?

  • Photo evidence

  • To be investigated on return to office

Grass

  • Is it cutting season?

  • Has the grass been cut?

  • Do you believe it has been missed?

  • Confirm with contractors that this area will be cut and obtain a completion date, take photo evidence and follow up with an email.

  • Photo evidence

  • Comments

  • Contractors to be notified

  • Check Grass Routes document and contact contractors if you have concerns it has been missed. Follow up with an email

  • Contractors to be notified

  • How would you rate the cut?

  • Contact contractors and highlight concerns, Take photo evidence and follow up with a email.

  • Do you believe a cut and collect is required?

  • Photo evidence

  • Comments

  • Contractors to be notified

  • Cut and collects tend to only happen on Sports sites. This would be a greater additional charge, confirm that management are happy to proceed with this action.

  • Management team to be notified

  • Photo evidence

  • Comments

  • Contractors to be notified once management team have given approval

  • A = Perfect Height, Small or No Arisings, No marking/scoring, no missed or tufts.
    B = Good Height, small amount of Arisings, No marking/scoring, No missed or tufts.
    C = Average height, some Arisings, minor marking/scoring, small amount missed or tufts.
    D = Below Average height, Arisings, some marking/scoring, some missed and tufts.
    E = poor height, excessive Arisings, marking/scoring, missed areas and/or tufts.

  • Cutting season March to September

  • Does the grass require a Cut?

  • What type of cut is required?

  • As this is outside of the cutting season this will be at an additional cost, confirm with management that they are happy to proceed.

  • Management to be notified

  • Are there any banked cut So?

  • Photo evidence

  • Comments

  • Contractors to be notified, if management team are happy to proceed with this action.

  • Cut and collects tend to only happen on Sports sites. This would be a greater additional charge, confirm that management are happy to proceed with this action.

  • Management team to be notified

  • Photo evidence

  • Comments

  • Contractors to be notified once management team have given approval

Hedges

  • Is it cutting season?

  • Have the hedge/hedges been cut?

  • How would you rate the cut?

  • What requires attention?

  • Inform contractors of concerns, obtain an approx return date.

  • Photo evidence

  • Comments

  • Contractors to be notified

  • A - prefect cut, nothing missed, good height.
    B - Good cut, minor missed, Good Height.
    C - Average Cut, some missed bits, minor attention required.
    D - Below Average Cut, missed areas, attention required.
    E - Poor Cut, excessive missed areas, major attention required.

  • Confirm with contractors that this hedge is due to be cut and obtain a approx start date.

  • Photo evidence

  • General location details

  • Contractors to be notified

  • What requires attention?

  • Inform contractors of concerns, obtain an approx return date.

  • Photo evidence

  • Comments

  • Contractors to be notified

  • Does the hedge require attention?

  • If the hedge has been cut this year, it will be at an additional charge, confirm management team are happy to proceed.

  • Management team to be notified

  • What requires attention?

  • Photo evidence

  • Comments

  • Contractors to be notified once management team give the go ahead.

Flowers/Shrub Borders

  • How would you rate the condition of the Borders?

  • What attention is required?

  • Make contractors aware and obtain an approx date.

  • Photo evidence

  • Comments and additional info

  • Contractors to be notified

  • A - no weeds, turned over, mulched, plants pruned, perfect conditions.
    B - minor weeds, mulched, Good conditions.
    C - some weeds (minor), patchy mulch, Average conditions. Minor attention required.
    D - large amount of weeds, patchy or no mulch, Below Average conditions, attention required.
    E - excessive weeds, nome,can, not turned over, poor conditions, urgent attention required.

Paths and Hardstandings

  • How would you rate the edging on the paths and hard standing areas?

  • What actions are required?

  • These works are usually done as part of winter works, however if urgent contact contractors and obtain a approx start date.

  • Photo evidence

  • Comments, additional information

  • Contractors to be notified

  • Any surface repairs would fall to Facilities or PROW at WSCC, obtain photo evidence and forward on to the relevant department.

  • Photo evidence

  • Additional information and comments

  • Facilities or PROW to be notified

  • A - perfect, no actions required.
    B - Good, some minor patches. No action required at this time.
    C - Average, minor grass cover edges, light trim required.
    D - Below Average, grass covering large portion of path and hard standing areas, attention required.
    E - Poor, grass covering most of path, urgent action required.

  • How would you rate the detritus on the paths/hard standings?

  • Contact contractors and arrange for the detritus to be removed, if it is not within the spec for this location there may be a minor charge for these works. Obtain photo evidence. Obtain a approx start date.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • A - Perfect, no detritus, completely clear.
    B - Good, Minor detritus, no action required.
    C - Average - some detritus, minor sweep required.
    D - Below Average, detritus, sweeping required.
    E - Poor, excessive detritus, urgent action required.

Screens

  • How many screens are on site?

  • What time of year is it?

  • Be mindful of the increase of leaves dropping and blocking the screens at this time of year.

  • What have the weather conditions been like over the last 24 hours?

  • Other

Screen condition

  • Does the screen require any attention?

  • Is there any debris left around the screen?

  • No debris should be left by the screen and is written into the contract. It may be allowed to be let for water to drain. If piles found, contact contractors to make aware and obtain approx date for removal. Return to confirm the removal.

  • Photo evidence

  • Contractors to be notified

  • Return date to be entered into calendar

  • Is there any debris left around the screen?

  • No debris should be left by the screen and is written into the contract. It may be allowed to be let for water to drain. If piles found, contact contractors to make aware and obtain approx date for removal. Return to confirm the removal.

  • Photo evidence

  • Contractors to be notified

  • Return date to be entered into calendar

  • How much debris is covering the screen?

  • Contact contractors straight away, get photo evidence and back up with a email. Ask for same day action, return to inspect the screen the following day.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Return inspection to be added to calendar

  • Is there any debris left around the screen?

  • No debris should be left by the screen and is written into the contract. It may be allowed to be let for water to drain. If piles found, contact contractors to make aware and obtain approx date for removal. Return to confirm the removal.

  • Photo evidence

  • Contractors to be notified

  • Return date to be entered into calendar

Screen Vegetation Control

  • Does the screen require any vegetation control?

  • What is required?

  • Additional information and comments

  • Photo evidence

  • Contractors to be notified

  • Other

  • Photo evidence

  • Contractors to be notified

Screen scoring

  • How would you rate the screens overall?

  • What is wrong?

  • Additional information and comments

  • Contractors to be notified

  • Contact contractors and obtain approx start date, get photo evidence.

  • How would you rate the screen debris?

  • What is wrong?

  • Contact contractors and obtain approx start date, get photo evidence.

  • Photo evidence

  • Contractors to be notified

  • Additional information and comments

  • How would you rate the vegetation around the screen?

  • What is wrong?

  • Contact contractors and obtain approx start date, get photo evidence.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • A - perfect
    B - Good
    C - Average
    D - Below Average
    E - Poor

Screen access and Safety

  • How would you rate the access and Safety to the screen?

  • What concerns do you have?

  • Contact contractors and obtain approx start date, get photo evidence.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • These issues should be reported to Corporate estates/Drainage engineers, obtain photo evidence/details and email the drainage engineers to investigate.

  • Photo evidence

  • Additional information and comments

  • Drainage engineers to be notified

  • Other

  • Photo evidence

  • Additional information and comments

  • Investigate who to contact and notify

Sports - Football/Rugby

Grass

  • Is it cutting Season?

  • Does the grass require a cut?

  • Determine whether there will be any games played on this pitch/pitches before cutting seasons starts, if not then it may be best to wait until then. If not obtain photo evidence and details. Confirm management team are happy to proceed.

  • Photo evidence

  • Additional information and comments

  • Management team to be notified

  • Does the grass need cutting?

  • What type of cut is required?

  • Contact contractors and confirm this site is planned to be cut and obtain a estimated start date.

  • Why does it require this?

  • Other

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Determine the reasons for the need for the cut and collect, obtain photo evidence and details, Confirm with management team that they are happy to proceed and inform contractors and obtain a expected cut date.

  • Photo evidence

  • Additional information and comments

  • Management team to be notified

  • Contractors to be notified

  • Cut and collect - if it is the start of the playing season or change over of type of sport, grass is excessively long which would result in a large amount of Arisings, then this would be required.

    Cut and leave - if the grass is long but would not leave excessive Arisings, then this would be required.

Posts

  • Are the goal posts on site?

  • How many goals are on site?

  • Do the posts require any attention?

  • What actions are required?

  • Other

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Outdoor services manager and Rangers to be notified

  • Obtain photo evidence/details and confirm with contractors that this is required and obtain a expected start date. Insure Outdoor services manager and Rangers are updated on the situation.

Line marking

  • Should the pitches in this area be lined?

  • Have the pitches been lined?

  • How would you rate the lines?

  • Inform contractors of the situation and confirm they will be returning to line or complete lining. Obtain an approx date for this. Collect photo evidence and details.

  • Be aware that lining tends to happen on a Friday.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Be aware that lining tends to happen on a Friday.

  • Inform contractors of the situation and confirm they will be returning to line or complete lining. Obtain an approx date for this. Collect photo evidence and details. Insure Outdoor services manager and Rangers are aware of the situation.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

Goal mouths

  • Do the goal mouths require any attention?

  • What action/actions are required?

  • Other

  • How many of the goals require attention?

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Outdoor services manager and Rangers to be notified

  • Contact contractors and obtain photo evidence and details, get an approx date for these actions to be carried out. Insure Outdoor services manager and Rangers are made aware.

Holes, dips and trips

  • Are there any holes, dips or trips on the playing areas?

  • Photo evidence

  • Draw a rough map of the area

  • Additional information and comments

  • Contractors to be notified

  • Outdoor services manager and Rangers to be notified

  • This is a Health and Safety concern which will need to be repaired quickly, contact contractors with photo evidence and details of the location of the hole, dip or trip and insure Outdoor services manager and Rangers are made aware of the situation.

Sports - Bowls Green

  • Is it playing season?

  • How would you rate the Green?

  • What requires attention?

  • Insure management team is made aware and contact the contractors to arrange actions to repair or complete works. Obtain photo evidence and details and get a approx date for these actions to be completed.

  • Photo evidence

  • Additional information and comments

  • Management team to be notified

  • Contractors to be notified

  • Other

  • What time of the year is it?

  • Are any works required?

  • No works are planned in the winter and anything highlighted would most probably be at an additional cost, confirm that these works are required and inform management team that this would be at an additional cost and obtain approval.

  • Photo evidence

  • Additional information and comments

  • Management team to be notified

  • Contractors to be notified

  • Is the irrigation system working properly?

  • Contact the Facilities department straight away and make provisions to hand water the site with the contractors, insure Management team are aware of the situation and that there may be a extra cost.

  • Facilities to be notified

  • Contractors to be notified

  • Management team to be notified

  • Contact contractors to confirm it is working

  • Have the pre season renovations been started/completed?

  • Confirm with contractors that this is planned to be started shortly and obtain a estimated start date.

  • Contractors to be notified

  • Are you happy with the renovation works?

  • What requires attention?

  • Photo evidence

  • Contractors to be notified

  • Have the end of season renovations been completed?

  • Are you happy with the renovation works?

  • What requires attention?

  • Photo evidence

  • Contractors to be notified

  • Contact contractors and confirm works are planned and obtain an estimated start date.

  • Contractors to be notified

Sports - Cricket/Stoolball

  • Is it playing season?

  • Have the end of season renovations taken place?

  • Confirm with contractors that these works are planned and get an estimated start date.

  • Contractors to be notified

  • Is this a multi use site?

  • Has a chestnut pale fence been erected to protect the square?

  • Confirm with the contractors that this is planned and obtain an approx installation date.

  • Contractors to be notified

  • i.e. a site that has Football in the winter months and Cricket in the Summer months!

  • How would you rate the outfield?

  • What requires attention?

  • Other

  • Contact contractors and confirm when the grass is due to be cut next and obtain estimated start date.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Inform contractors and request a quote for treatment of this site, inform management team and obtain approval to proceed with the treatment.

  • Photo evidence

  • Additional information and comments

  • Management team to be notified

  • Contractors to be notified

  • A - perfect, no weed, no worms, no Arisings, no scarring or any surface damage.
    B - Good, minor weeds, minor worms, minor arising, minor scarring and minor surface damage.
    C - Average, some weed, some worms, some Arisings, some scarring and some surface damage.
    D - Below Average, weeds, worms, Arisings, scarring, surface damage.
    E - Poor, excessive weeds, excessive worms, excessive Arisings, excessive scarring and excessive surface damage.

Sports - Tennis/MUGA

  • How would you rate the Tennis court or MUGA.

  • What requires attention?

  • Other

  • Investigate who is responsible for any actions and notify then.

  • Photo evidence

  • Additional information and comments

  • To be notified

  • Obtain photo evidence and additional info and inform contractors, get approx start date.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Contact Facilities to investigate and repair as required. Obtain photo evidence and additional info.

  • Photo evidence

  • Additional information and comments

  • Facilities to be notified

  • A - Perfect, no weeds, moss, litter
    B - Good, minor weeds, Moss and litter.
    C - Average, some weed, moss and litter.
    D - Below Average, weeds, Moss and litter.
    E - Poor, excessive weeds, Moss and Litter.

Sports - Athletics

  • Is it Athletics season?

  • How would you rate the grass?

  • Confirm contractors have this planned and get an estimated start date.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • How would you rate the line marking?

  • Confirm that contractors have this planned and get an estimated start date.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • A - perfect, good length, no Arisings, lines Strong to Good.
    B - Good, acceptable length, minor Arisings, lines good.
    C - Average, minor grass cut required, some Arisings, lines starting to fade.
    D - Below Average, grass requires cut, Arisings, lines faded.
    E - Poor, grass long, excessive Arisings, lines missing.

  • Other

  • Who are you contacting?

  • To be investigated and to be passed once correct Department or organisation discovered.

  • Other

  • Photo evidence

  • Additional information and comments

  • To be notified

  • Are Actions required?

  • What category requires action?

  • How many issues are High priority?

  • How many issues are Low priority?

Investigate a Grounds maintenance enquiry

  • When was this reported?

  • What are you investigating?

  • What has been claimed?

  • It this confirmed?

  • Forward enquiry to Officemaintenance to repairs.

  • Does the reporter require and update or call back?

  • Inform reporter that this has been confirmed and that you will be passing this over to the Facilities department, gather photo evidence and details for the Facilities team and email over to them through officemaintenance@midsussex.gov.uk

  • Photo evidence

  • Additional information and comments

  • Reporter to be updated

  • Facilities to be notified

  • Gather photo evidence and details then email to officemaintenance@midsussex.gov.uk for them to arrange repairs.

  • Photo evidence

  • Additional information and comments

  • Facilities to be notified

  • Is this confirmed?

  • Does the reporter require and update or call back?

  • contact contractors and arrange for this to be rectified as soon as possible, gather photo evidence and details and obtain an estimated competition time or date. Contact reporter with this information.

  • Photo evidence

  • Additional information and comments

  • Reporter to be updated

  • Contractors to be notified

  • Contact contractors and arrange for this to be rectified as soon as possible, gather photo evidence and details and get an estimated time or date to be completed.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Does the reporter require and update or call back?

  • Case to be closed

  • Inform reporter that you have been on site and could not find any issues on site. Confirm location of complaint, if this differs to where you have investigated then repeat inspection. Supply photo evidence of location described by reporter.

  • Reporter to be updated

  • Case to be closed

  • Other

  • What has been reported?

  • Other

  • Is this confirmed?

  • Does the reporter require a update or call back?

  • Inform contractors of the issue, gather photo evidence and details, obtain an estimated completion date or time from the contractors and update the reporter.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Reporter to be notified

  • Inform contractors of the issue, gather photo evidence and details, obtain an estimated completion date or time from the contractors.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Does the reporter require a update or call back?

  • Gather photo evidence and details in case reporter contacts again to prove nothing was at fault at time of complaint/enquiry.

  • Photo evidence

  • Additional information and comments

  • Case to be closed

  • Inform reporter that you were unable to find any issues, confirm location of litter and reinspect as required. Gather photo evidence that there was no issue when conducting this inspection.

  • Photo evidence

  • Additional information and comments

  • Reporter to be notified

  • Case to be closed

  • What has been reported?

  • Other

  • Is this confirmed?

  • Does the reporter require a update or call back?

  • Contact contractors and highlight area missed, obtain an estimated completion date, gather photo evidence and details.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Contact contractors and highlight areas missed and obtain an estimated completion date, gather photo evidence and details and contact reporter with this information.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Reporter to be notified

  • Does the reporter require a update or call back?

  • Gather photo evidence and details in case reporter contacts again to prove nothing was at fault at time of complaint/enquiry.

  • Photo evidence

  • Additional information and comments

  • Case to be closed

  • Inform reporter that you were unable to find any issues, confirm location of hedge and reinspect as required. Gather photo evidence that there was no issue when conducting this inspection.

  • Photo evidence

  • Additional information and comments

  • Reporter to be notified

  • Case to be closed

  • What has been reported?

  • Other

  • Is this confirmed?

  • Does the reporter require a update or call back?

  • Contact contractors and highlight reported issues, obtain an estimated completion date, gather photo evidence and details.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Contact contractors and highlight reported issue and obtain an estimated completion date, gather photo evidence and details and contact reporter with this information.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Reporter to be notified

  • Does the reporter require a update or call back?

  • Gather photo evidence and details in case reporter contacts again to prove nothing was at fault at time of complaint/enquiry.

  • Photo evidence

  • Additional information and comments

  • Case to be closed

  • Inform reporter that you were unable to find any issues, confirm location of issue and reinspect as required. Gather photo evidence that there was no issue when conducting this inspection.

  • Photo evidence

  • Additional information and comments

  • Reporter to be notified

  • Case to be closed

  • What has been reported?

  • Other

  • Is this confirmed?

  • Does the reporter require a update or call back?

  • Contact contractors and highlight reported issues, obtain an estimated completion date, gather photo evidence and details.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Contact contractors and highlight reported issue and obtain an estimated completion date, gather photo evidence and details and contact reporter with this information.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Reporter to be notified

  • Does the reporter require a update or call back?

  • Gather photo evidence and details in case reporter contacts again to prove nothing was at fault at time of complaint/enquiry.

  • Photo evidence

  • Additional information and comments

  • Case to be closed

  • Inform reporter that you were unable to find any issues, confirm location of issue and reinspect as required. Gather photo evidence that there was no issue when conducting this inspection.

  • Photo evidence

  • Additional information and comments

  • Reporter to be notified

  • Case to be closed

  • Which sport area has been reported as having an issue?

  • What has been reported?

  • Other

  • Is this confirmed?

  • Does the reporter require a update or call back?

  • Contact contractors with details of reported issues, obtain an estimated completion date or time, contact reporter with these details. Gather photo evidence and details.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Reporter to be notified

  • Contact contractors with details of reported issues and obtain an estimated completion date or time. Gather photo evidence and details

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Does the reporter require a update or call back?

  • Contact reporter and inform them that no issues could be found and confirm details, reinspect if required. Gather photo evidence and details to prove no issues found.

  • Photo evidence

  • Additional information and comments

  • Reporter to be notified

  • Gather photo evidence and details in case reporter calls again.

  • Photo evidence

  • Additional information and comments

  • Case to be closed

  • What has been reported?

  • Other

  • Is this confirmed?

  • Does the reporter require a update or call back?

  • Contact contractors with details of reported issues, obtain an estimated completion date or time, contact reporter with these details. Gather photo evidence and details.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Reporter to be notified

  • Contact contractors with details of reported issues and obtain an estimated completion date or time. Gather photo evidence and details

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Does the reporter require a update or call back?

  • Contact reporter and inform them that no issues could be found and confirm details, reinspect if required. Gather photo evidence and details to prove no issues found.

  • Photo evidence

  • Additional information and comments

  • Reporter to be notified

  • Gather photo evidence and details in case reporter calls again.

  • Photo evidence

  • Additional information and comments

  • Case to be closed

  • What has been reported?

  • Other

  • Is this confirmed?

  • Does the reporter require a update or call back?

  • Contact contractors with details of reported issues, obtain an estimated completion date or time, contact reporter with these details. Gather photo evidence and details.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Reporter to be notified

  • Contact contractors with details of reported issues and obtain an estimated completion date or time. Gather photo evidence and details

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Does the reporter require a update or call back?

  • Contact reporter and inform them that no issues could be found and confirm details, reinspect if required. Gather photo evidence and details to prove no issues found.

  • Photo evidence

  • Additional information and comments

  • Reporter to be notified

  • Gather photo evidence and details in case reporter calls again.

  • Photo evidence

  • Additional information and comments

  • Case to be closed

  • What has been reported?

  • Other

  • Is this confirmed?

  • Does the reporter require a update or call back?

  • Contact contractors with details of reported issues, obtain an estimated completion date or time, contact reporter with these details. Gather photo evidence and details.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Reporter to be notified

  • Contact contractors with details of reported issues and obtain an estimated completion date or time. Gather photo evidence and details

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Does the reporter require a update or call back?

  • Contact reporter and inform them that no issues could be found and confirm details, reinspect if required. Gather photo evidence and details to prove no issues found.

  • Photo evidence

  • Additional information and comments

  • Reporter to be notified

  • Gather photo evidence and details in case reporter calls again.

  • Photo evidence

  • Additional information and comments

  • Case to be closed

  • What has been reported?

  • Other

  • Is this confirmed?

  • Does the reporter require a update or call back?

  • Contact contractors with details of reported issues, obtain an estimated completion date or time, contact reporter with these details. Gather photo evidence and details.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Reporter to be notified

  • Contact contractors with details of reported issues and obtain an estimated completion date or time. Gather photo evidence and details

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Does the reporter require a update or call back?

  • Contact reporter and inform them that no issues could be found and confirm details, reinspect if required. Gather photo evidence and details to prove no issues found.

  • Photo evidence

  • Additional information and comments

  • Reporter to be notified

  • Gather photo evidence and details in case reporter calls again.

  • Photo evidence

  • Additional information and comments

  • Case to be closed

Arboriculture issues

  • Please select how urgent this is?

  • Contact the Arboriculture officer on 07734 247614 or CTS Paul Farrow on 07711 831560. Make sure the Team Leader, BUL and Rangers are a,so informed of the situation. Collect as much data as possible.

  • Photo evidence

  • Additional information and comments

  • Arb Officer and CTS informed

  • Team leader, BUL and Rangers to be updated on situation

  • What do you need to report?

  • Inform the Arboriculture Officer by email or phone, gather photo evidence and details including the location of the tree

  • Photo evidence

  • Additional information and comments

  • Draw a rough map of the location of the issue

  • Arboriculture Officer to be notified

  • Other

  • What do you need to report?

  • Inform the Arboriculture Officer by email or phone, gather photo evidence and details including the location of the tree

  • Photo evidence

  • Additional information and comments

  • Draw a rough map of the location of the issue

  • Arboriculture Officer to be notified

  • Other

Report a Facilities issues

  • What do you need to report?

  • Anything hard landscaping is for facilities to repair.

  • Other

  • Photo evidence

  • Facilities to be notified

Report a Waste Department issues

  • What is the issue with?

  • What is wrong with the dog bin?

  • What bin/bins have issues?

  • Photo evidence

  • Additional information and comments

  • Waste Matters to be notified

  • What is wrong with the commercial waste bin?

  • Photo evidence

  • Additional information and comments

  • Waste Matters to be notified

  • What is contained within the fly tip?

  • If it is within the sites boundary then this will be removed by the Grounds maintenance contractors. Get photo evidence and details and inform contractors that it requires removal, obtain estimated removal date.

  • Photo evidence

  • Draw a rough map of its location

  • Additional information and comments

  • Contractors to be notified

  • Gas canisters can be removed by Waste contractors, as can some hazardous waste. Obtain photo evidence and details. Instruct waste Department of suspected contents.

    If Human Waste is discovered this most be removed by another contractor, this is presently Rentakil.

  • What is contained with this fly tip?

  • Other

  • Photo evidence

  • Additional information and comments

  • Waste Department to be notified

  • Rentakil to be notified

  • What is within the flytip?

  • Photo evidence

  • Investigate further

  • To be notified

  • What is on site that requires reporting to the Waste Department?

  • Photo evidence

  • Waste Department notified

  • Report all issues to Wastematters@midsussex.gov.uk

  • Report all issues to Wastematters@midsussex.gov.uk

  • Large items like fridges, freezers etc can be collected from a site if moved near to the road or side of a car park.

Conduct a LEQ inspection for The Waste Department

  • LEQS Pro Essential

  • Year

  • Period

  • Authority Name - Mid Sussex District Council

  • Target Ward

  • Land Use Classification

  • Time

  • Transect Location

  • From

  • To

  • Litter

  • Detritus

  • Graffiti

  • Fly posting

  • A - perfect
    D - very poor

Report a Pest control issue

  • What is the pest issue?

  • Presently Moles and Rabbits are treated by Sussex Pest Solutions, email photo evidence and details and ask for a quote for treatment. Insure management team and Outdoor Service Manager are made aware.

  • Photo evidence

  • Draw a brief map

  • Additional information and comments

  • Pest Contractor to be notified

  • Presently These Pest are treated by SDK environmental Ltd, email clientsupport@sdkenvironmental.com or call 03444 828321 with photo evidence and details.

    Rat surveys are £84
    Wasp surveys are £50

    Once survey is completed they will provide you with a report and a quote for the treatment required to eliminate the pest. All pest treatment is not guaranteed and may require several treatments.

  • Photo evidence

  • Draw a brief map

  • Additional information and comments

  • Pest Contractor to be notified

  • Contact RSPCA to capture. 08705 555999

  • What Pest Has been identified on site?

  • Who can treat this pest?

  • Photo evidence

  • Draw a rough map of effected area?

  • Additional information and comments

  • To be notified

Investigate a pest issue

  • When was this reported?

  • Does the reporter require a call back?

  • Once investigation is concluded and a plan of action is in place, contact the person who reported this issue with an update. If you are unable to respond fully within 10 working days, contact them with a holding call or email.

  • Reporter to be contacted with update

  • What is the pest reported to be on site?

  • Presently Moles and Rabbits are treated by Sussex Pest Solutions, email photo evidence and details and ask for a quote for treatment. Insure management team and Outdoor Service Manager are made aware.

  • Photo evidence

  • Draw a brief map

  • Additional information and comments

  • Pest Contractor to be notified

  • Presently These Pest are treated by SDK environmental Ltd, email clientsupport@sdkenvironmental.com or call 03444 828321 with photo evidence and details.

    Rat surveys are £84
    Wasp surveys are £50

    Once survey is completed they will provide you with a report and a quote for the treatment required to eliminate the pest. All pest treatment is not guaranteed and may require several treatments.

  • Photo evidence

  • Draw a brief map

  • Additional information and comments

  • Pest Contractor to be notified

  • Contact RSPCA to capture. 08705 555999

  • What Pest Has been identified on site?

  • Who can treat this pest?

  • Photo evidence

  • Draw a rough map of effected area?

  • Additional information and comments

  • To be notified

Invasive weeds

  • What invasive weed/weeds have been found on site?

  • Can you identify with weed, if not gather photo evidence and as much data as possible and investigate further later.

  • Other

  • Photo evidence

  • Draw a rough map of the site

  • To investigate and report when no information is available

  • Presently this invasive weed is treated by Sussex Pest Solutions, there is a full list of sites that are presently receiving treatment. This can be found in the J drive under Japanese Knotweed. Consult this document before request further treatment.

  • Photo evidence

  • Draw a rough map of the site

  • Additional information and comments

  • Pest control contractors to be notified

  • This plant is a debate at best, should only really be considered a invasive weed within conservation areas. If felt to be invasive the area it is located will need to be defined. Speak to management team if in doubt. Inform friends groups if found.

  • Photo evidence

  • Draw a rough map of the site

  • Additional information and comments

  • Speak to management team

  • Friends groups to be notified

  • This is widely spread throughout the District, where possible we use the friends groups to cut this down before the seeding season, however this plant is a very good pollinator.

  • Photo evidence

  • Draw a rough map of the site

  • Additional information and comments

  • Friends groups to be notified

  • There have been reports of this in the past but nothing at present, any Hog weed can be treated by Sussex Pest Solutions, make sure all records are retained within the J drive.

  • Photo evidence

  • Draw a rough map of the site

  • Additional information and comments

  • Contractors to be notified

  • This is the first report of this plant in this area, make sure you record this and save all documents in the J drive. And report to Gov.uk.

  • Photo evidence

  • Draw a rough map of the site

  • Additional information and comments

  • Contractors to be notified

  • All invasive weed treatment is at an additional cost.

Investigate a invasive weed enquiry

  • When was this reported?

  • Has the reporter requested a call back?

  • Once the weed has been identified and a treatment has been planned, insure the reporter is call back. Should this not be possible within the next 10 working days from the initial enquiry date, the resident/reporter should be contacted with a holding email/call.

  • Resident/reporter to be updated

  • What invasive weed/weeds have been reported to be on site?

  • Can you identify with weed, if not gather photo evidence and as much data as possible and investigate further later.

  • Other

  • Photo evidence

  • Draw a rough map of the site

  • To investigate and report when no information is available

  • Presently this invasive weed is treated by Sussex Pest Solutions, there is a full list of sites that are presently receiving treatment. This can be found in the J drive under Japanese Knotweed. Consult this document before request further treatment.

  • Photo evidence

  • Draw a rough map of the site

  • Additional information and comments

  • Pest control contractors to be notified

  • This plant is a debate at best, should only really be considered a invasive weed within conservation areas. If felt to be invasive the area it is located will need to be defined. Speak to management team if in doubt. Inform friends groups if found.

  • Photo evidence

  • Draw a rough map of the site

  • Additional information and comments

  • Speak to management team

  • Friends groups to be notified

  • This is widely spread throughout the District, where possible we use the friends groups to cut this down before the seeding season, however this plant is a very good pollinator.

  • Photo evidence

  • Draw a rough map of the site

  • Additional information and comments

  • Friends groups to be notified

  • There have been reports of this in the past but nothing at present, any Hog weed can be treated by Sussex Pest Solutions, make sure all records are retained within the J drive.

  • Photo evidence

  • Draw a rough map of the site

  • Additional information and comments

  • Contractors to be notified

  • This is the first report of this plant in this area, make sure you record this and save all documents in the J drive. And report to Gov.uk.

  • Photo evidence

  • Draw a rough map of the site

  • Additional information and comments

  • Contractors to be notified

Traveller incursion

  • Insure that you gather as much details and photo evidence as possible without putting yourself at risk. Report everything to Legal, BUL, Head of Service, traveller email.

    They require location, amount of caravans and how they got on. Make sure contractors are aware of the situation so they are not put at risk if working in the area.

  • How many caravans are on site?

  • Time

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Traveller email, upper management and Legal to be notified asap

Report a Anti Social Behaviour issue

  • What are you reporting?

  • Gather photo evidence and details and email office maintenance for them to arrange repairs.

  • Photo evidence

  • Additional information and comments

  • Facilities to be notified

  • Contact general maintenance contractors to clear these areas, this should be completed within 3 hours and stated within the contract specification. Gather photo evidence and details.

  • Photo evidence

  • Additional information and comments

  • Contractors to be notified

  • Inform the Arboriculture Officer to inspection tree and arrange further actions. Gather photo evidence and details.

  • Photo evidence

  • Additional information and comments

  • Arboriculture officer to be notified

  • Other

  • Photo evidence

  • Graffiti is presently cleaned by the local town council, gather photo evidence and details and inform the Town Council. Insure they are aware of the level of content within the graffiti. Make Rangers aware.

  • Photo evidence

  • Additional information and comments

  • Town Council to be notified

  • Insure that antisocialbehaviour@midsussex.gov.uk is informed of all these issues found. Also report on 101 and record the crime ref number in all correspondence and documentation.

Site Security

  • Is there a Access point on to this Site?

  • How is the access point secured?

  • Is a padlock used?

  • Which padlock is in place?

  • If the lock in built into the gallows gate, height restrictor or drop down bollard. Confirm the 304 key is working.

  • Key works

  • Is the site secure?

  • Is a padlock required?

  • What is the issue?

  • Photo evidence

  • Contact office maintenance with photos, details and location.
    Inform management team and Rangers.

  • Management team to be notified

  • Rangers to be notified

  • Do you have a padlock on you?

  • Make a note to return ASAP with a new padlock or contact Rangers to see if they will be able to attach one ASAP.

  • Padlock required

  • Rangers to be contacted

  • New padlock attached

  • Is a padlock used?

  • Which padlock is in place?

  • If the lock in built into the gallows gate, height restrictor or drop down bollard. Confirm the 304 key is working.

  • Key works

  • Is the site secure?

  • Is a padlock required?

  • What is the issue?

  • Photo evidence

  • Contact office maintenance with photos, details and location.
    Inform management team and Rangers.

  • Management team to be notified

  • Rangers to be notified

  • Do you have a padlock on you?

  • Make a note to return ASAP with a new padlock or contact Rangers to see if they will be able to attach one ASAP.

  • Padlock required

  • Rangers to be contacted

  • New padlock attached

  • Is a padlock used?

  • Which padlock is in place?

  • If the lock in built into the gallows gate, height restrictor or drop down bollard. Confirm the 304 key is working.

  • Key works

  • Is the site secure?

  • Is a padlock required?

  • What is the issue?

  • Photo evidence

  • Contact office maintenance with photos, details and location.
    Inform management team and Rangers.

  • Management team to be notified

  • Rangers to be notified

  • Do you have a padlock on you?

  • Make a note to return ASAP with a new padlock or contact Rangers to see if they will be able to attach one ASAP.

  • Padlock required

  • Rangers to be contacted

  • New padlock attached

  • Is the site secure?

  • Is a padlock required?

  • What is the issue?

  • Photo evidence

  • Contact office maintenance with photos, details and location.
    Inform management team and Rangers.

  • Management team to be notified

  • Rangers to be notified

  • Do you have a padlock on you?

  • Make a note to return ASAP with a new padlock or contact Rangers to see if they will be able to attach one ASAP.

  • Padlock required

  • Rangers to be contacted

  • New padlock attached

  • Is a padlock used?

  • Which padlock is in place?

  • If the lock in built into the gallows gate, height restrictor or drop down bollard. Confirm the 304 key is working.

  • Key works

  • Is the site secure?

  • Is a padlock required?

  • What is the issue?

  • Photo evidence

  • Contact office maintenance with photos, details and location.
    Inform management team and Rangers.

  • Management team to be notified

  • Rangers to be notified

  • Do you have a padlock on you?

  • Make a note to return ASAP with a new padlock or contact Rangers to see if they will be able to attach one ASAP.

  • Padlock required

  • Rangers to be contacted

  • New padlock attached

  • Is a padlock used?

  • Which padlock is in place?

  • If the lock in built into the gallows gate, height restrictor or drop down bollard. Confirm the 304 key is working.

  • Key works

  • Is the site secure?

  • Is a padlock required?

  • What is the issue?

  • Photo evidence

  • Contact office maintenance with photos, details and location.
    Inform management team and Rangers.

  • Management team to be notified

  • Rangers to be notified

  • Do you have a padlock on you?

  • Make a note to return ASAP with a new padlock or contact Rangers to see if they will be able to attach one ASAP.

  • Padlock required

  • Rangers to be contacted

  • New padlock attached

  • I hereby confirm that I have completed this document accurately and to the best of my abilities. I will report my concerns or actions to the appropriate party in a timely manner.

  • Signature

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