Overview

Parish councils can optimize their grounds maintenance by combining Ordnance Survey (OS) mapping with aerial photography. This digital approach creates clear contracts, accurate budgets, and verifiable work records.

Method

• Register for the Public Sector Geospatial Agreement (PSGA) to get free access to premium OS data. You may have this already with a Parish Online Mapping Subscription. If you do then consider the steps below. If not sign up for a 3 month trial subscription at https://parish-online.co.uk/mapping/

• Log into the Parish Online to access the OS Premium Stack (Standard) Layer which opens automatically (Note: it is in the Ordnance Survey PSGA collection)
• Enable the aerial imagery overlay within Parish Online.
  
  These two layers can be overlaid or shown individually. To see them individually uncheck the relevant layer, below left both layers are active, click the layer name to remove it from view, the image on the right shows the layer added  to the view
      

2. Identify and Audit Council Land

• Cross-reference council asset registers and deeds against OS land boundaries.
• Use the aerial imagery to verify the exact locations of grassed areas.
• Identify physical constraints visible from above, like mature trees, steep banks, or narrow verges.
• Mark boundaries where council responsibility ends and highways or private land begins.
  
  

3. Map and Categorize the Green Spaces

• Open the Grass Cutting Layer in the Assets & Maintenance Collection, begin typing in the search bar (1) and the layer will appear (2) select the name to make it visible.
  
• Use the Add Feature to trace around each grass plot. Hover the mouse over the tick it will change to a cog, pick Add Feature from the mini menu
  
• Move the mouse over the area to add and click at a suitable start point. Then trace around the boundary and click the first point to close the polygon.
  

 

• Save each polygon as a distinct digital asset. Input relevant data into the left panel to document the area.
  
• If a mistake is made  – please check out the Knowledge Base article Add, Edit and Delete Map Objects (Points, Lines and Polygons)
  
• What if a grass area contains play equipment or a different surface, please see - Creating a hole in a shape
  
  

4. Calculate Precise Areas and Budgets

• Calculate the exact square meterage (m²) of the polygons.
  
  For a single polygon area 
  
  Select the area on the map and select the Grass Cutting layer from the left panel. The statistics of the area are automatically generated. Note you can change the units.
  
  
  
  For export of multiple grass areas and entry into spreadsheet software for further calculation
  
  Hover over the tick and select it. Then pick Table view from the list.
  
  
  
  
• The attribute data for all the features in the layer will appear including the statistics
  
  
  
  
  Select the square (top right of the table view) and the Table View expands and the Export button is visible in the bottom right. 
  
  
        then                 click export then select CSV to go into Excel 
  
  
• Apply local contractor rates per square meter to calculate accurate budget forecasts.
• Deduct areas covered by permanent obstacles like large paved pads or static play equipment (if not inalready incorporated in the mapped areas.
  
  

5. Generate Contractor Tender Packs

• Export high-resolution PDF maps showing exactly which areas must be cut. Refer to Using the Print Tool
• Colour-code the maps based on the required cutting frequency. Refer to Styling a Map Layer
• Provide contractors with the exact total m² figures to ensure fair, transparent bidding.
• Attach the digital maps directly to the formal contract documentation.
  
  

6. Monitor Work and Update Records

• Provide contractors with printed copies of the OS maps for field reference.
• Use aerial imagery during site visits to resolve any boundary disputes with neighbours.
• Update the layers immediately if land ownership changes or if a plot is rewilded.