Agenda and draft minutes

The group is notified that the Leader will assume the role of Chairman of the meeting.

The notice was received by the group, whereupon Councillor Dawe commenced the role of Chairman of the meeting.

To approve as correct the notes of the meeting held on 3 November 2016.

The group approved the notes of the meeting held on 3 November 2016.

The Project Manager overseeing the AWC programme tabled the high-level project programme for the introduction of alternate weekly collections. The programme identified:

·         The timetable for the fleet contract award

·         Route testing

·         Communications strategy

Members queried:

·         How the vehicles would be sourced

·         Market testing

·         Vehicle configuration

·         Whether the timetable could be accelerated

·         Training and implications for staff 

Officers explained that a Framework Agreement would be used which included all the main suppliers to source the vehicles. Market testing was based on a series of 20 standard questions for each supplier and that the configuration would be more standard than previously, allowing for minor variations. Discussion with the vehicle suppliers would further inform the procurement timetable, which may then be adjusted. Staff resource options had been fully considered and existing staff had been made fully aware, in order for any risks to be mitigated.

Members supported the timetable.

The Recycling Projects Manager presented to the group. The Council had been awarded DCLG funding in 2012 to improve the quality of recycling in the district.

Members heard about the ‘door stepping’ project that had been successfully completed in November 2016 in the context of a national recycling contamination problem. Over 14,000 residents’ doors had been ‘knocked’ and over 90% of residents had seen the Council’s recycling promotional material.

Barriers to recycling had been targeted using sampling analysis and waste crew intelligence. Secure communal bins had been introduced, and information packs had been issued to households. Behaviour change came from having a conversation with residents to increase their knowledge. The results had been encouraging and Horsham was achieving better than the 6% contamination target at 4.64% along with a recycling rate that exceeded its target. Further funding for 12 months had been secured from Recycle for West Sussex.

Members complemented the Recycling Projects Manager on the presentation and the improvement in quality of service. Members then commented on:

·         The sustainability of recycling initiatives over the longer term

·         The need for consistent advice to help residents avoid contamination, including an improved online guide for plastics

·         Approaching schools to encourage young people to engage in recycling from an early age

The Director of Community Services explained that the programme had been highly regarded across the county and that the council was now in a position to charge other authorities for our expertise to use the programme.

The Head of Waste, Recycling, Street Scene & Fleet Services explained that the Health and Safety Executive had introduced new guidance about the safety of litter picking on high-speed roads. Full traffic management would now be required where litter pickers were operating. The cost increase associated with providing full traffic management consequently required a revision to the litter picking programme to keep within budget.

The Head of Waste, Recycling, Street Scene & Fleet Services explained that the first phase of revised waste collection from isolated properties agreed by Cabinet had been successful. A second phase was needed to account for a further 200 properties in preparation for alternate weekly collection and new refuse vehicles. The phased approach was designed to account for a total of 686 properties. The approach to isolated properties would achieve a saving of around £80,000 and the small vehicle fleet would consequently be reduced.

Members commented as follows:

·         That the needs of elderly residents affected needed to be assessed and addressed

·         Whether a list of the wards affected could be circulated

Officers explained

·         That an exceptions policy was in place for those residents that needed it, and that attention would be drawn to the policy

·         That a list of the wards affected had been circulated for phase one and would be for phase two

·         That relative uniformity of collections was efficient and reasonable

Members generally supported the proposal, subject to understanding the effectiveness of the exceptions policy over time.