Even the most modest garden need to have records and inventories. If the garden is maintained by resident staff, there will be an amount of tools and equipment on site, all of which should be placed into a written schedule or inventory. This document should be upgraded every year. Certainly it should be one of the first jobs a new Head Gardener should undertake.
It should be produced in a way that it can be clearly read and understood, usually in a ‘file’ form, perhaps in a loose leaf binder, but also in a main Inventory book, held in the Gardens Department office.
The record should include details of every item of equipment and stock, including value, condition, date of purchase (year), codes and identification numbers which are all essential in case of theft, both for Police identification purposes and any insurance claims.
SITE EVALUATION includes all buildings given over to the Gardens Department, including parts of main buildings (sheds or garages in larger buildings), their condition and suitability/fitness for purpose.
Condition and suitability includes fire hazards, heights including overhead power cables and access widths.
Starting with the equipment inventory, which must be dated:
Machinery
Mowers, include type, manufacturer, model, fuel type, age, condition, value when new, value today and storage/security measures taken to protect the item (tracker, lockup,immobiliser etc)
Tractors, as above, include all attachments as a sub-heading for each machine.
Include any extra equipment e.g. spade lugs, additional wheels, grass tyres on separate wheels etc.
Keep all details of each individual machine, mowers, tractors, excavators etc, as an all inclusive schedule under one heading e.g. Kubota tractor model XXX, then all other items used on that particular machine.
Electric (mains powered) tools should be listed separately, as they must have a valid certificate issued by a qualified electrician, this certificate is valid only for one year. ( Co-incidentally, ALL electrical equipment, including tools not owned by the employer, but by staff members MUST also have valid accreditation, as should ALL other electrical appliances, including micro-wave, ‘fridge, kettle etc if used on the premises).
The electrician will issue you, as the Manager, a copy of the electrical certificates and keep one copy for his records.
Chain Saws, including all spare chains and specialist tools, again, each type of saw, bar size, engine numbers etc.
Hedge Cutters, including any spare blades, and their condition (e.g. recently resharpened).
Cultivators/rotovators, including spare tines, fuel type, engine numbers etc.
Strimmers and Brushcutters, engine numbers, condition etc.
Trailers, including dimensions, carrying weights, braked or unbraked,
tyre type i.e. speed rating, condition, any security measures.
By scheduling each machine as an individual, you can clearly see all relevant information. Perhaps you may wish to number each machine individually e.g. Strimmer no. three, hedge cutter no. five etc.
This method ‘personalises’ each piece of equipment, and makes life easier when valuing for stock taking and insurance purposes.
Hand Tools.
Include all spades, shovels, rakes, hoes, forks, edging shears etc, with a description of each i.e. border spade, dung fork.
This will perhaps be a long list. It should not be a problem, but you may need to colour code or number each item to avoid confusion.
It is probably best to have help with this job, as it can be onerous, and may prevent you from listing a ‘private’ tool as one of your own!.
Include the location of each hand tool. If they are all under one roof, this is not a problem, but if they are in different sheds in different locations or areas of work, as it is essential to avoid confusion and possible double counting.
Ladders. Check each ladder for type, height and condition. It is most important that any damaged to a ladder, no matter how small the defect, it should be marked down for destruction.
If you permit a damaged ladder to be used and there is an accident, you will no answer against allegations of neglect.
Security measures should also be noted in this inventory.
Ensure that each sheet is numbered, dated and signed off as a correct record.
NOTE If you are offered an existing inventory, do not look at or refer to it in any way until AFTER you have completed your survey.
Then compare the differences!
Another list, based on the main inventory, with items included within, and noted as defunct under the heading of ‘condition’, should be drawn up showing all items of equipment, machinery and hand tools that are in need or repair or replacement.
ALL such items should be clearly labelled DO NOT USE!
CAUTIONARY NOTE Please DO NOT, under any circumstances, give away or permit to be given away any defective tool – especially power equipment deemed unfit for use in the Department. All such defective tools MUST be destroyed and rendered beyond repair.
Any accident that happens, even off site in someone’s back garden with equipment given by you (or your employer) that you have deemed not fit for use could still be your responsibility.
It may appear criminal to throw away such items – it could be a heavyweight legal problem if you do not put them beyond use.
Chemicals. List each type (fertiliser, herbicide, fungicide, pesticide etc) with it’s product name, quantity and condition. Include any dates shown thereon. Include road salt under this heading if the Gardens Department are responsible for keeping a stock.
Plant material. Any container grown shrubs and trees? Tree stakes?,
Orchids?, Plant pots and containers?
THIS IS YOUR ONLY CHANCE TO MAKE A MEANINGFUL INVENTORY.
ON DAY ONE. THIS RECORD WILL BE YOURS!
If you accept an existing inventory, you are taking ownership of it, and have to answer should any query arise in respect of any shortfall at a later date.
IF IT CAN BE IDENTIFIED, QUANTIFIED AND VALUED – INCLUDE IT!
Turning now to scheduling your buildings.
You need to identify the various sheds, outbuildings, greenhouses, polytunnels, including their condition, dimensions including heights and any access problems e.g. difficult to enter with a tractor, security and dampness. Roofing materials e.g. asbestos, crawling boards essential?
Water points and their locations and conditions. Flow rates/leaks.
Hoses?, Water walkers?, Irrigation equipment?.
Although not an inventory matter, under the heading of site evaluation, things such as road surfaces, types and existing condition or weight restrictions (for large delivery lorries, skip lorries etc), and vehicle access into the Gardens Department.
So many Gardens work areas are situated in outbuildings that were never meant to be used as such, especially not suited to modern transport.
This fact needs to be identified and recorded.
SO MANY THINGS TO DO ON DAY ONE!
(These notes are meant for any Contractor or Maintenance Company taking over responsibility for a garden – usually larger areas – for a new client)
THESE NOTES are there to protect you in the future. If you do not evaluate and record the site as you start work, you have no comeback in the future against any claims for missing/damaged items.