Decision

To approve the utilisation of £75,000 held within the Brook Park West commuted sum reserve to support the Council's maintenance obligations associated with the site, specifically:

1. The release of £25,000 during 2026/27 to fund the purchase of a cut and collect ride-on mower required to maintain Brook Park West in accordance with the approved Landscape Management and Maintenance Plan.
2. The retention of the remaining £50,000 within the reserve and its phased release into the Open Spaces revenue budget over years 2–10 to support ongoing maintenance and operational costs associated with the site.

The equipment will be procured in accordance with the Council's Procurement Procedure Rules and Financial Procedure Rules.

Reasons for the decision

During 2024/25, the Council received a commuted sum of £75,000 in respect of the future maintenance of Brook Park West, Clacton-on-Sea.

The approved Landscape Management and Maintenance Plan require amenity grass areas to be cut regularly throughout the growing season, with grass arisings collected and removed from site. The Open Spaces Service is now responsible for maintaining these areas and requires appropriate equipment to deliver the required maintenance standards efficiently and effectively.

The purchase of a dedicated cut and collect ride-on mower will enable the Council to fulfil its maintenance obligations, reduce reliance on external contractors, improve service efficiency and ensure compliance with the approved management plan. The phased release of the remaining commuted sum will provide an ongoing revenue contribution towards future maintenance costs and help ensure the long-term sustainability of the site.

The proposal represents the most effective use of the commuted sum and ensures that the funding is utilised for the purpose for which it was originally provided.

Alternative options considered

Option 1 – Continue using existing equipment

Rejected as existing machinery does not provide the capability to collect and remove grass arisings efficiently, which is a requirement of the approved maintenance plan.

Option 2 – Employ external contractors to undertake the work

Rejected as this would result in higher long-term costs and reduce operational flexibility.

Option 3 – Retain the entire commuted sum within reserves

Rejected as this would not provide the equipment required to meet the site's immediate maintenance obligations and would delay delivery of the maintenance standards expected.