Meeting documents

To approve the minutes of the Environment PAG held on 31 January 2018.

The minutes of the Environment PAG held on 31 January 2018 were approved.

There were no declarations of interest.

None received.

The Portfolio Holder and Head of Service to update Members on Part 1 current issues relating to the PAG and to receive feedback from Members, if any.

There were no current issues raised.

The weed spraying trial began in April 2018 and pre-trial photographs were taken on 12 March 2018.  The trial aimed to test the effectiveness of using herbicides sprayed from specialist equipment mounted to the Council’s two sweepers to control roadside weeds.  Biffa had reported back favourably so far but full effectiveness would not be expected for some time and would be reviewed after 6 months and periodically thereafter.  The spray unit is attached to the back of the sweepers and is easily adjustable.  The herbicide takes 10 to 14 days to take effect and needed to be applied in dry weather.  It was noted that the County Council were contributing to the costs which included equipment and herbicide.

It was confirmed that there would be a press release to inform residents about the trial.

A presentation on recycling and food waste initiatives.

The Committee received a presentation on the Food Waste and Recycling Initiatives being undertaken by the team.

Great British Spring Clean initiative 2– 4 March 2018.  This had to be re-scheduled due to snow but still 22 community groups took part.  They were supported by the loan of litter pickers and provided with bag containers.  There is an online form for other community groups to request the loan of equipment.  Photographs were shown of Beaconsfield after the Charter Fair that had been cleaned up while still car free.  These photos had been shared on social media.

Communications.  In the form of Calendars, guides, stickers and targeted information for flats.  They were also receiving questions on Twitter and could respond quickly to these.

Digital.  There has been an increase in traffic on the website and now 40% of contact was digital.  They were constantly trying to make information easier to find for residents.  There is also a new Waste Wizard which was set up by Fighting Food Waste using a DCLG fund.  This helps residents identify the correct bin for their waste item.  It also informs the team of the most searched for items.

Food Waste. Comparing January 2016 to January 2018, there has been a 45% increase in food waste collected since the change to allow plastic bags to be put in the food bin   There has also been an increase in food caddy orders during the recent promotion.

In the community.  The team had been out during the Christmas period using competitions to engage with the public, into schools to run recycling workshops and attended a Freshers Fayre.  Burnham & Taplow Girl Guides are receiving help with achieving their Plastic Badge.

Members were reminded that they could nominate schools or community groups that would benefit from a visit by the waste team.

The PAG received a report to explore the feasibility of using high-tech litter bins, which use solar power to compact waste, within South Bucks’ town centres.

Having considered the advice of the PAG, the Portfolio Holder RESOLVED to approve two trials of solar powered compacting bins; one in Beaconsfield New Town and one in Denham Green shop parade, at a total cost of £2900, from the existing budget for litter bin repairs.

The PAG received a report to explore the feasibility of using high-tech litter bins, which use solar power to compact waste, within South Bucks’ town centres.  They had been trialled in other towns and it was found that locations with heavy use of litter bins could benefit.  The cost of the trial would cover the loan of the solar bins only and then the lift bins would be reinstalled in the present locations.  It was considered a good time to review the location of town centre bins anyway as it could be found that some are no longer needed and this information would feed into the new contract.

It was noted that the compactor was for standard refuse only and did not include the recycling bins.  There was concern about contamination from unsuitable materials but it was suggested that these bins would be located in publically visible places.  They were also designed to cut out to prevent damage if unsuitable items were put in.

There were two main manufacturers to consider but both had similar products.

Having considered the advice of the PAG, the Portfolio Holder RESOLVED to approve two trials of solar powered compacting bins; one in Beaconsfield New Town and one in Denham Green shop parade, at a total cost of £2900, from the existing budget for litter bin repairs.

[Post Meeting Note: The Portfolio Holder has subsequently agreed after further consideration that a trial should take place at no extra cost to the Council. A further report would be presented to Members on the outcome of the trial].

Members of the Environment PAG were asked to advise the Portfolio Holder on the recommendations to Cabinet as set out in the report.  The report had already been considered by the Chiltern, South Bucks & Wycombe Joint Waste Collection Committee on 23 April 2018.  The Joint Waste team currently managed two contracts and agreement was sought for a long-term strategy for a 3 way contract.

A contract option review had been carried out by independent consultants and the results presented to Portfolio Holders in March 2018.  It was noted that the current contract with Biffa would expire in October 2021 and could not be extended.  Chiltern and Wycombe's contract would end earlier in March 2020, although there was a possibility of extension.  The benefits of a 3 way Inter District Authority Agreement (IDAA) included cost efficiencies, risk sharing (particularly regarding the sale of recyclables) and economies of scale that would make the contract more attractive to bidders.

The IDAA is the formal governance mechanism that covers 3 phases; the pre contract phase, the active procurement phase and post contract operational commencement.  This would set out the way costs would be apportioned and mutual indemnity.

To resolve that under Section 100(A)(4) of the Local Government Act 1972 the following item(s) of business is not for publication to the press or public on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A to the Act.

RESOLVED that under Section 100(A)(4) of the Local Government Act 1972 the following item(s) of business is not for publication to the press or public on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A to the Act.

Members were informed of the options for procuring the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa.  The risks associated with the various options were discussed and it was noted that the Joint Waste Collection Committee had recommended the 3 way option.

The budget for the initial stage would be apportioned by number of households and would be 20.46% of the costs for South Bucks.

With regard to the tender process, it was noted that there was already an excellent optimum service provided and so there were no plans to change the specification for the new contract.