Agenda, decisions and minutes

There were no declarations of interest made in accordance with the Code of Conduct.

To confirm as a correct record the Notes of the meeting of the Street Scene and Environment Services Advisory Board held on 13 February 2018

RESOLVED:  That the notes of the meeting of the Street Scene and Environment Services Advisory Board held on 13 February 2018 be approved as a correct record and signed by the Chairman.

The current Waste Services Contract for refuse, recycling and street cleansing is due to expire at the end of February 2019 and is being retendered on a partnership basis with Tunbridge Wells Borough Council and in liaison with Kent County Council. 

In Part 2 of these papers Members are recommended to award the new South West Kent Waste Partnership contract 2019 to the successful contractor.  Subject to this recommendation being agreed this report recommends to Council the levy of an ‘opt-in’ garden waste charge, the capital funding for the purchase of new containers and the creation of a marketing/communications budget.  It also makes recommendations to Cabinet including an Equality Impact Assessment, a Communications Overview, and the use of an appropriate purchasing framework for the new containers.

Following consideration of the outcome of the tendering exercise for a new Waste Services Contract, set out in the Part 2 report on this agenda (Minute Number SSE 18/16, the report of the Borough Council’s Management Team set out a number of proposals related to the introduction of a garden waste charge, the capital funding for the purchase of new containers and the creation of a marketing/communications budget. 

The report made reference to a Joint Working Agreement (JWA) which was being developed between the Borough Council, Tunbridge Wells Borough Council and Kent County Council.  The JWA would supplement the Inter Authority Agreement by establishing the joint working arrangements and would make provision for the allocation of costs and liabilities on a fair basis between all parties.

Members welcomed the enhanced service options arising from the new waste services contract, particularly the introduction of kerbside collection of plastics and glass, as it offered a much improved service to residents.    It was also recognised that the proposal to charge for garden waste collection, for those households who wished to opt-in, was necessary to support these service enhancements.  In addition, the introduction of charges for garden waste collection represented a fairer system of charging as residents who did not use the service would not be subsiding those who did.  It was noted that the proposed charge of £40 per year represented good value for money, whilst supporting the enhancement of recycling and, as a result of the kerbside collections, provided a service for everyone.

There was no evidence of increased statutory nuisance regarding bonfires or increased fly tipping of garden waste on the introduction of charges reported elsewhere in the county, although this would be monitored by the Borough Council. 

The importance of effective communication with residents over the changes being made to the waste service was reiterated and details of a marketing strategy were outlined in the report. 

RECOMMENDED:  That

(1)             the details and style of joint branding to be used by the successful contractor be considered in liaison with the established Member Group and Tunbridge Wells Borough Council;

(2)             delegated authority be given to the Director of Street Scene, Leisure and Technical Services, in liaison with the Cabinet Member for Street Scene and Environment Services, to approve the final form of the Joint Working Agreement to be entered into (paragraph 1.3.4 of the report refers);

(3)             the role of Partnership Manager be undertaken in the first year of the new contract by Tonbridge and Malling Borough Council (paragraph 1.3.3 of the report refers);

(4)             the current Capital Plan provision for the replacement of existing containers and purchase of containers for new households be reviewed and adjusted as part of the Capital Plan review (paragraph 1.5 of the report refers);

(5)             the procurement of the new containers for the Waste Services Contract be progressed through an appropriate Purchasing Framework (paragraph 1.5 of the report refers);

(6)             the Strategic Communications Overview, included at Annex 2, and approach to the development of a  ...  view the full minutes text for item SSE 18/11

The report summarises the operational activities of the Council in relation to its statutory Environmental Health functions undertaken by the Environmental Protection Team and Food and Safety Team for 2017/18.

Decision Notice D180049MEM

The operational activities of the Borough Council, in relation to its statutory Environmental Health functions, undertaken by the Environmental Protection and Food and Safety Teams for 2017/18 were summarised in the report of the Director of Planning, Housing and Environmental Health.

Service improvements related to the approach to air quality management and team procedures were also proposed for 2018/19 and these were set out in paragraph 1.4.1 of the report.

Members noted a minor correction to the recommendation set out at paragraph 1.8.1 as the dates referred to should read 2017/18 and 2018/19 respectively.

RECOMMENDED:  That

(1)         the performance information related to activities associated with the food and safety and environmental protection functions in 2017/18 be noted; and

(2)         the service improvements for 2018/19, as detailed in paragraph 1.4.1 of the report, be endorsed.

The report provides an update on the Christmas and New Year collection arrangements for 2018/19.

The report of the Director of Street Scene, Leisure and Technical Services provided an update on the Christmas and New Year collection arrangements for 2018/19, which were noted by Members.

Advance notification to residents would be included in the recycling calendars, news releases and on bin hangers in the lead up to the Christmas period.  Details would also be publicised on the Borough Council’s website, social media and via the telephone message system.

The report brings forward Post Implementation Reviews for a number of completed capital schemes.

The report of the Director of Street Scene, Leisure and Technical Services brought forward Post Implementation Reviews for a number of completed capital schemes.

Full details of reviews related to East Peckham Flood Alleviation; Tonbridge Castle East Curtain Wall Footpath; Car Park Enhancement Programme – Phases 2-5 and Tonbridge Town Lock were set out in Annexes 1 – 4. Members noted that the projects were relatively historic. 

The Chairman to move that the press and public be excluded from the remainder of the meeting during consideration of any items the publication of which would disclose exempt information.

The Chairman moved, it was seconded and

RESOLVED:  That as public discussion would disclose exempt information, the following matters be considered in private.

(LGA 1972 – Schedule 12A Paragraphs 3 and 5 – Financial or business affairs of any particular person and Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings)

The current Waste Services Contract for refuse, recycling and street cleansing is due to expire at the end of February 2019 and is being retendered on a partnership basis with Tunbridge Wells Borough Council.  The report presents the outcome of the tendering exercise and recommends to Cabinet the award of the contract to the successful contractor. In addition, the report also seeks Cabinet’s approval for a number of service options and the endorsement of the Inter Authority Agreement with Kent County Council.

(LGA 1972 – Sch. 12A Paragraphs 3 and 5 – Financial or business affairs of any particular person; and Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings)

The report of the Borough Council’s Management Team presented the outcome of the tendering exercise for a new Waste Services Contract for refuse, recycling and street cleansing and recommended to Cabinet the award of the contract to the successful contractor.   Members were reminded that the current Waste Services Contract expired at the end of February 2019 and was being retendered on a partnership basis with Tunbridge Wells Borough Council.

In addition, the report set out a number of service options and sought endorsement of the Inter Authority Agreement with Kent County Council.

After careful consideration of the options detailed in the report, Members recognised that the procurement of the new contract had been a major piece of work involving Officers from both Tonbridge and Malling and Tunbridge Wells Borough Councils.  It was also recognised that the new contract offered opportunities for service improvements which had been requested by residents over a number of years.  The introduction of the kerbside collection of plastics and glass would help improve the Borough Council’s recycling rate.  Members noted that a considerable amount of work was now required to ensure the successful mobilisation and implementation of the new arrangements. In addition, the significant contribution of officers in Financial, Legal and Waste Services was recognised and Members asked that their appreciation be recorded. 

RECOMMENDED:  That

(1)         the procurement process undertaken by Officers, as set out in the report, be endorsed;

(2)         the South West Kent Waste Partnership – Waste Services Contract 2019 be awarded to the successful contractor, as detailed in sub-section 1.5.20 of the report;

(3)         the future provision of bring sites include the ten locations outlined in the report (at paragraph 1.6.1 (ii)), with a review of bring sites to be reported to a future meeting of the Street Scene and Environment Services Advisory Board;

(4)         the existing service arrangements for the Saturday Bulky Household Waste and WEEE collections be retained (excluding garden waste), with a review of the arrangements to be reported to a future meeting of the Street Scene and Environment Services Advisory Board;

(5)         the high speed roads within the Borough continue to be cleansed 12 times a year with a review after 12 months of operation;

(6)         the proposed draft Inter Authority Agreement (included at Annex 6 to the report) be approved and authority delegated to the Directors of Street Scene, Leisure and Technical Services and Finance and Transformation to make any final amendments, in liaison with the Cabinet Members for Street Scene and Environment Services and Finance, Innovation and Property; and

(7)         regular updates on the arrangements for the contract be reported to future meetings of the Street Scene and Environment Services Advisory Board.

*Referred to Cabinet