Agenda and draft minutes

EHDC & WCC Joint Environmental Services Committee
Wednesday, 24th January, 2018 2.30 pm

Venue: Conference Room 1 - East Hampshire District Council. View directions

Contact: James Harris  Democratic Services Officer - 01730 234098

Items
No. Item

28.

Apologies for Absence

To receive and record any apologies for absence.

Minutes:

Apologies for absence were received from Cllr D Brooks Jackson.

29.

Chairman's Announcements

To receive any announcements that the Chairman may wish to make for information.

Minutes:

There were no Chairman’s announcements.

30.

Confirmation of Minutes

To confirm the minutes of the previous meeting held on 29 November 2017.

Minutes:

The minutes of the meeting held on 29 November 2017 were agreed and signed as a correct record.

31.

Declarations of Interest

To receive and record any declarations of interest from members present in respect of any of the various matters on the agenda for this meeting.

Minutes:

There were no declarations of interest.

32.

Performance Management Reporting

Verbal update.

 

FOR NOTING

Minutes:

The Projects and Performance Manager-Contracts Management Team confirmed that the Lagan computer programme had the functionality to produce performance dashboard reports and that sample reports would be checked for accuracy.  Sample reports would be circulated to the committee within the coming fortnight for feedback and if positive, this method of reporting would be used in the future.

 

RESOLVED that the sample performance monitoring dashboards produced by Lagan be circulated to the committee for feedback.

 

33.

Service Issues

A verbal update on:

 

·      Biffa’s performance over the Christmas period; and

·      2018/19 collection calendars.

 

FOR NOTING

Minutes:

The Projects and Performance Manager-Contracts Management Team highlighted an issue caused by snowfall, which resulted in 1,700 properties having missed bin collections on 27th December 2017.  This backlog had however been cleared by the 30th December.   

 

Garden waste collections had been affected by the size of Christmas Trees and a separate collection vehicle had needed to be deployed.  She suggested that the communications around the collection of Christmas Trees might need to be reviewed.

 

Operationally, Biffa was performing well and to allow crews to be more efficient, Biffa had used agency staff to deliver the collection calendars.  286 complaints had been received about calendars not being delivered, mostly from East Hampshire residents.  Cllr Brook highlighted that the majority of Denmead residents had not received a calendar.

 

The committee encouraged the early production of the 2018/19 calendars, with a target for them to be printed in September.

 

RESOLVED that the update be NOTED.

34.

Projects Register pdf icon PDF 7 KB

Report to follow under separate cover.

 

FOR NOTING

Minutes:

The Projects and Performance Manager-Contracts Management Team introduced the table, which highlighted the top five completed projects and the top five in progress.

 

In response to questions from the committee it was agreed that the Communications Plan for the upcoming few months would be circulated to the committee and it was confirmed that the grass cutting calendar for the year was published online each March.

 

In respect of contamination monitoring, it was agreed that the plan, data and timescales would be considered by the committee at its next meeting.

 

RESOLVED that:

 

·         the Communications Plan for the upcoming months be circulated to the committee; and

 

·         the plan for contamination monitoring, including data and timescales be considered by the committee at its next meeting.

 

 

35.

The Great British Spring Clean pdf icon PDF 48 KB

An update will be given on the ‘Great British Spring Clean’, a campaign by Keep Britain Tidy that that will be supported by both councils.  Copies of the guidance notes for participants are attached for information.

 

FOR NOTING

Additional documents:

Minutes:

Following the success of the Great British Spring Clean in 2017, the Projects and Performance Manager- Contracts Management Team confirmed that both councils would be taking part in the campaign in 2018.

 

RESOLVED that:

 

·         Parish Councils be notified in order to promote the campaign; and

 

·         The update be NOTED.

36.

Exclusion of the Press and Public

RECOMMENDED that the press and public be excluded from the meeting during consideration of the following item as:

 

(a)          it is likely, in view of the nature of the business to be transacted, or the nature of the proceedings, that if members of the public were present during that item there would be disclosure to them of exempt information as specified in Part 1 of Schedule 12A (as amended) to the Local Government Act 1972; and

(b)          in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

Item 10 –

Paragraph 3

 

Minutes:

RESOLVED that the press and the public be excluded from the meeting during the consideration of the following items as:-

 

(i)        it was likely, in view of the nature of the business to be transacted, or the nature of the proceedings, that if members of the public were present during that item there would be disclosure to them of exempt information as specified in Paragraph 3 of Part 1 of Schedule 12A (as amended) to the Local Government Act 1972; and

 

(ii)        in all circumstances of the case, the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

 

The items to be considered were exempt under Paragraph 3 – Information

relating to the financial affairs or business affairs of any particular person

(including the Authority holding that information).

37.

Update on Governance Arrangements for the Environmental Services Options Appraisal Process

Exempt report to follow under separate cover.

 

FOR NOTING

Minutes:

Following an update by the EHDC Head of Strategic Commissioning it was RESOLVED that the committee NOTED:

 

·         The new governance and decision making process for the options appraisal project; and

 

·         That the Joint Environmental Services Committee will retain political oversight of the existing joint environmental services contracts.