Grounds maintenance 

explainer guide

The appearance and functionality of a property extend far beyond its walls. The surrounding outdoor areas play a crucial role in the overall experience for tenants, visitors, and the environment itself. 

Understanding the essential aspects of grounds maintenance is just as important as knowing what it encompasses, its numerous benefits, and the increasingly important legislative framework that governs it. Strict penalties including prison sentences can apply for property managers who violate guidelines, which is also why it is imperative to know how to keep from falling into hot water.

Grounds maintenance explainer guide

What is grounds maintenance?

Grounds maintenance is the care and upkeep of the outdoor spaces surrounding properties. This often involves mowing lawns, trimming hedges, planting flowers, and more. Keeping outdoor spaces well-maintained outside a property can be beneficial to property managers, giving prospective tenants a pleasant environment to look at. 

What does grounds maintenance cover?

  • Grass cutting
  • Hedge maintenance
  • Weed control
  • Gardening work
  • Tree surgery
  • Shrub bed cultivation
  • Pest control
  • Litter picking
  • Gutter maintenance
  • Fence maintenance
  • Sports ground maintenance
  • Irrigation system repair
  • Snow and grit clearance

Benefits of grounds maintenance

Minimises accidents

Slips and trips are more likely in a cluttered or unkempt outdoor environment. Keeping grounds thoroughly maintained will minimise the chance of accidents and then decrease the risk of potential injuries. 

Positive impact for tenants

Well-maintained green spaces are important for mental and physical health. Tenants will appreciate having a space to enjoy and relax. 

Positive impact for the environment

Naturally, regular grounds maintenance is impactful to the environment, which only enhances the ecological value of the space. 

What is the legislative framework for grounds maintenance?

Biodiversity Net Gain

Biodiversity Net Gain (BNG) is an approach to development on communal land. It makes sure that habitats for wildlife are left in a measurably better state than they were before the development. 

In England, BNG is mandatory under Schedule 7A of the Town and Country Planning Act 1990. 

Developers must deliver a BNG of 10%. This means a development will result in more or better quality natural habitat than there was before development. The Government has tools for calculating the number of biodiversity units for existing habitat, or habitat enhancements to achieve BNG. 

There are three ways a developer can achieve BNG, including:

  • Creating biodiversity on-site. 
  • Delivering their BNG through a mixture of on-site and off-site units. 
  • Buying statutory biodiversity credits from the Government. However, this is considered a last resort and the
  • Government will use the revenue to invest in habitat creation in England.

The Government says the land owner is legally responsible for creating or enhancing the habitat, and managing that habitat for at least 30 years to achieve the target condition. This applies if you make on-site gains or sell off-site gains on a site you own. If you buy off-site units, you are paying the land manager to manage the land for 30 years to achieve the target condition.

No matter how far a property manager is into their 30 years, the clock effectively goes back to zero if they dip below 10%. They are likely to receive a fine as a result. 

Generally, it’s encouraged to work towards 15 to 20% to allow for natural failings and still be safely above 10%.

When applying to the Lasting Power of Attorney (LPA) for planning permission, the property manager will need to confirm whether their development is exempt from BNG. If it’s not exempt, they will need to provide information about how they intend to meet the BNG objective, including details of proposed on-site enhancements. 

A legal agreement may be required; the terms of which will set out responsibilities for creating, enhancing, monitoring and reporting. A habitat management and monitoring plan (HMMP), which outlines what should be done in biodiverse areas, could be needed here. 

If the LPA grants planning permission, a biodiversity gain plan should be created that shows how the property manager will achieve BNG. This must include evidence for some of their BNG decisions. 

Following this, a biodiversity gain plan must be submitted to the LPA that includes a metric tool calculation that shows how they will meet their mandatory BNG. The LPA must approve or refuse the biodiversity gain plan within eight weeks and before development is begun. 

The Responsible Person for the building must manage and maintain for 30 years, starting from when they complete the development. This includes when they finish creating or enhancing any on-site habitat. 

Industry experts Helen Roberts (Fexco) and Luke Williams (Summit Estates) discussed more about the legislative framework in our webinar, Cost-effective grounds maintenance for block managers. 

 

Sustainable urban drainage (SUD)

There is currently legislation in Wales that each development has to be built with a certain level of sustainable drainage. This is where items such as attenuation tanks, wet basins, dry basins, culverts, and more come in. 

The SuDS Approving Body (SAB) signs sustainable urban drainage systems (SuDS) off. These will be rolled out in England shortly.

 

CIRIA guidance

The Construction Industry Research and Information Association (CIRIA) has produced guidance documents around general water management, including drainage specifically. It can be read here.

 

Lawn care

Overseeing lawn care is vital for maintaining property value and tenant satisfaction. As well as this, it attracts new tenants. Lawn care isn’t just cutting the grass; it involves tasks like mowing, weed control, and shrub maintenance. Regular mowing encourages healthy growth in the grass and largely helps prevent pests. Fertilising and aerating, which are seasonal treatments, will also aid in keeping lawn green all year-round.

 

Tree care

If left unchecked, trees can pose a real danger to people on or around your properties. Regular inspections and maintenance will help keep trees safe and healthy.

Tree Preservation Orders

These make it an offense to cut down, top, lop, uproot, or wilfully damage a tree. This means that whenever works are required in and around trees protected by TPOs, the developer needs to apply for permission to the local authority. TPOs can easily be checked on local authority websites. 

Contractors should know to do their due diligence before taking on any remedial works around TPOs. It’s worth noting that while a tree may not have a TPO, it could be in a blanket conservation area, so this should be checked. 

If a tree protected by a TPO is damaged or cut down, this will result in a hefty fine of up to £20,000. In serious cases, a person may be committed for trial in the Crown Court and, if convicted, is liable to an unlimited fine.

 

Plant maintenance

Flowers shouldn’t be scaled back on as they add colour and biodiversity to any outdoor space. They require watering, pruning, and pest control regularly, plus they should be plants native to the area that will suit the climate they’re in. As a result, they will need less care. 

Invasive plants, such as bamboo, Himalayan balsam, or Japanese knotweed, should be avoided. If these begin to grow, they can be eradicated with eco plugs, which will pierce the plant and destroy it. However, usually once it has been identified, it will be difficult to remove the plant as it can cause cross-contamination. It’s worth consulting with a specialist contractor who can identify the plant and create an action plan. 

Typically, planned preventative maintenance to manage and control plants like knotweed is encouraged.

 

Hardscape maintenance

Hardscape refers to paved paths, walls, and patios. They can become slippery when wet or present risks to residents if they aren’t well maintained. These need cleaning as well as repairs and maintenance so they can remain safe. 

 

Seasonal grounds maintenance jobs

Summer

During the summer months, watering and mowing take centre stage. Regularly trimming hedges and deadheading flowers keeps everything looking neat and vibrant. 

Autumn

As the leaves fall, it’s time to rake and clear away debris. This helps prevent pests from settling in for the winter. It’s also a good idea to plant bulbs for a lovely spring surprise!

Winter

Winter care might seem less active, but it’s crucial. Protect your plants from frost and snow damage. Regular snow removal from walkways is essential for safety and accessibility.

Spring

Spring is like a wake-up call for your landscape. It’s time to clean up debris from winter storms, plant new flowers, and apply mulch to keep weeds at bay. 

What can a property manager do to be more mindful when completing grounds maintenance?

Regulate a maintenance regime

Mowing, while good to do frequently, can be damaging to nests. Changing the frequency from weekly to monthly during nesting months specifically with initiatives like “no mow May” would be beneficial.

 

Clever planting

Change out the plants that are currently being grown, which are most likely ones that have survived the ever-changing weather conditions, and replace them with plants that will increase biodiversity.

 

Invest or get creative

Bird boxes, bat boxes, hibernaculum boxes, and beehives are all good ways of caring for the wildlife of the area, too. These can be done with cheap materials and created quickly for use in appropriate green spaces.

 

Choosing the right grounds maintenance provider

Reputation and experience are the key things to look out for. Ask for references and review their portfolio. 

 

Grounds maintenance glossary

A land management approach that aims to leave the natural environment in a better state than before. It does this by creating or enhancing habitats, and ensuring a positive impact on biodiversity. It's a requirement that new developments must contribute to an overall increase in biodiversity, rather than just minimise harm. 

A type of drainage system designed to manage surface water runoff in a more sustainable way than traditional methods. They aim to mimic natural drainage processes, focusing on local water management, infiltration, attenuation, and pollutant removal. 

The SuDS Approving Body (SAB) is a service delivered by the Local Authority to ensure that drainage proposals for all new developments of at least two properties or over 100m² of construction area are fit for purpose, designed and built in accordance with the National Standards for Sustainable Drainage published by Welsh Ministers. 

A detailed plan that outlines how the land will be managed over at least 30 years to create and enhance habitats for biodiversity net gain (BNG) manage and monitor the BNG. 

A legal mechanism used by local planning authorities, like councils, to protect specific trees, groups of trees, or woodlands from damage or destruction without their permission. These orders are typically implemented to safeguard trees that have a significant visual impact on their surroundings or are otherwise considered important. 

Final thoughts

Grounds maintenance is far more than just cosmetic upkeep. It's a practice that contributes significantly to safety, tenant well-being, environmental health, and the overall appeal of a property. By understanding the scope of work involved, appreciating the benefits, and navigating the relevant legislative landscape, property managers can make informed decisions that lead to thriving outdoor spaces. Whether it's implementing a mindful maintenance regime, choosing the right service provider, or simply understanding the seasonal demands, a proactive approach to grounds maintenance is an investment in the long-term success and sustainability of any property.

Get your free, no-obligation quote for Fixflo today. 

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