Managing over 1,000 assets since 2013

Weston-Super-Mare has grown from a fishing village of 180 inhabitants in 1810 to a major holiday resort of 80,000 people today. The Town Council was established in 2000 as the only democratically elected body exclusively representing the town. The Council maintains a number of parks and green spaces, a cemetery, and 21 play areas — some owned by the Town Council, others leased from North Somerset Council. Weston-Super-Mare Town Council has been using PSSLive since 2013.

Challenge

Managing and maintaining inspections across over 1,000 assets and 40 site areas — including play areas, trees and a cemetery — while keeping accurate records, maintaining health and safety standards and planning long-term investment across sites of varying ownership and condition.

Solution

The Council uses PSSLive across both the desktop and mobile application, allowing park staff and inspectors to log findings and add tasks while out on site and collate all data back in the office. Inspections are undertaken weekly as a minimum, with frequency adjusted based on usage and condition. Sites are also regularly checked for litter and other debris.

PSSLive's built-in risk level report system and the ability to add photographs at every stage of an inspection help the Council maintain high health and safety standards. The dashboard homepage gives an at-a-glance review of inspection and safety issues, while the budgeting page supports planning and maintenance of both new and existing facilities.

More than half of all assets recorded are trees. As trees require less frequent inspection, the Council uses PSSLive's scheduling functionality to plan inspections one, two or even five years in advance. One of the largest tasks undertaken was the initial survey and geo-location of all trees — identifying their condition, recording findings and tasks, and mapping each tree. The Council has since extended this to cover trees across all allotment sites. Over 400 trees are managed at Milton Road Cemetery alone, covering a wide variety including Yews, Oaks and Sycamores.

The Council has also developed a long-term investment programme to refurbish play sites, commencing in 2016/17 with a £95,000 skate park refurbishment supported by a Sport England grant, alongside equipment and surfacing works across five other play sites. Additional play areas are planned for adoption from North Somerset Council where new developments have taken place. The successful seafront Water Adventure Play Park, opened in 2010, has averaged 20,000 visitors per year since opening.

Results

• 1,000+ assets managed across 40 site areas since 2013
• Weekly inspections with flexible scheduling based on usage and condition
• Full audit trail of findings, actions and resolutions
• Tree inspections scheduled up to five years in advance
• 400+ trees geo-located and surveyed at Milton Road Cemetery
• Tree data extended to cover all allotment sites
• Health and safety compliance supported by photo evidence and risk level reporting
• Long-term investment programme managing refurbishment across multiple play sites
• 20,000 visitors per year at the Water Adventure Play Park since 2010