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To: Overview and Scrutiny Committee 

Date: 15 June 2021 

Status: Non Executive 

Responsible Officer: Ewan Green, Director of Place 

Cabinet Member: Councillor Stuart Peall, Cabinet Member for 


Enforcement, Regulatory Services, Waste and 
Building Control 


SUBJECT: CREATION OF A TASK AND FINISH GROUP TO 
CONSIDER ISSUES RELATING TO THE COUNCIL’S 
WASTE AND STREET CLEANSING CONTRACT 


SUMMARY: The Cabinet Member for Enforcement, Regulatory Services, 
Waste and Building Control, with the support of the Overview and Scrutiny 
Chairman, has requested that urgent scrutiny work take place following 
recent issues around the council’s waste and street cleansing contract. The 
report therefore sets out proposals for the formation of a Task and Finish 
Group, including a suggested scope, and invites nominations for the 
Membership of the Group. 


RECOMMENDATIONS: 

1. To receive and note report OS/21/ 

2. To agree that the suggested topic for Scrutiny meets the requirements 
set out at paragraph 2.1 (as per point j of the Terms of Reference of the 
Committee), and that a Task and Finish Group be created. 

3. To consider and agree the scope of the review, as set out in paragraph 
3.1 of the report. 

3. To appoint Members to the Task and Finish Group (drawn from the 
Overview and Scrutiny Committee Membership). 


2.1 


2.2 


3.1 


BACKGROUND 


Following a request from the Cabinet Member for Enforcement, Regulatory 
Services, Waste and Building Control and the Chairman of the Overview 
and Scrutiny Committee, the Committee are asked to consider the 
formation of a Task and Finish Group, to look at issues arising from the 
operation of the new Waste and Street Cleansing Contract. 


The Terms of Reference of the Overview and Scrutiny Committee require 
the Committee to respond to requests from the Cabinet and/or Council to 
undertake Overview and Scrutiny reviews as it sees fit. The Terms of 
Reference also require the Committee to agree the scope of task and finish 
group Overview and Scrutiny reviews, and appoint Members. 


Appendix 1 sets out the background and main issues surrounding the new 
waste contract. 


CREATION OF A TASK AND FINISH GROUP 


When agreeing an Overview and Scrutiny topic for a task group 
investigation the Committee is required by its terms of reference to follow 
the set of criteria below to ensure its suitability for an Overview and 
Scrutiny review. In order to qualify for consideration, submission for topics 
to review must conform to at least one of the following: 


e affect a group or community of people (overview and scrutiny will not 
normally look at service complaints) that either live or work in the 
district, 

e bean issue of significant public concern, 


e Relate to a service, event or issue in which the Council has a significant 


stake, 

e not be an issue which scrutiny has considered during the past 24 
months, 

e not be an issue dealt with by another Council committee (excluding 
cabinet). 


The Committee Members must therefore agree that the topic of the 
proposed task and finish group meets the above criteria. 


PROPOSED SCOPE OF THE TASK AND FINISH GROUP 


Members of the Overview and Scrutiny are asked to consider and agree 
the proposed scope, set out below: 


1. To review the operation of the new Waste and Street Cleansing 
Contract with a focus on the route optimisation project (new collection 
routes started on 10/5/21). 

2. Toinvite Veolia Senior Management to the task & finish group meeting 
to be set up during July 2021. 

3. For Veolia to present detailed plans to recover service levels to the 
contracted standards for — 


4.1 


4.2 


4.3 


4.4 


5.1 


6.1 


7.1 


7.2 


7.3 


. Refuse/Recycling/Food Collections 
. Assisted Collections 

Communal Bin Collections 

. Garden Waste Collections 

. Street Cleansing 


eQa200M 


MEMBERSHIP OF THE TASK AND FINISH GROUP 

The Overview and Scrutiny Committee is required to appoint Members to 
the Task and Finish Group. The size of the Group is for the Committee to 
decide. 


It is suggested that all members of the Overview and Scrutiny Committee 
be invited to attend the meeting of the Task and Finish Group. 


The Chairman of the Task and Finish Group will be appointed by the Group 
during the first meeting. 


The group will be supported by the Director of Place. 

FORMAT OF MEETINGS 

Given the important nature of the subject, it is proposed that a preparatory 
meeting of the Task and Finish Group be called as a matter of urgency 
once its membership is confirmed, in order to elect a Chairman, agree the 
terms of reference, and agree the lines of enquiry for the review. It is 
suggested that the first meeting be held remotely, using Zoom. 

RISK MANAGEMENT ISSUES 

No perceived risks. 

LEGAL/FINANCIAL AND OTHER CONTROLS/POLICY MATTERS 
Legal Officer’s Comments (AK) 

No legal implications arise directly from this report. 

Finance Officer’s Comments (Cl) 

There are no direct financial implications of this report 

Diversities and Equalities Implications 

No equalities implications. 


CONTACT OFFICERS AND BACKGROUND DOCUMENTS 


Councillors with any questions arising out of this report should contact the 
following officer prior to the meeting: 


Jemma West, Committee Services Specialist 


Telephone: 01303 853 369 
Email: Jemma.west@folkestone-hythe.gov.uk 


The following background documents have been relied upon in the 
preparation of this report: 


None. 


Appendices: 
Appendix 1 — information about the new waste contract 


Appendix 1 — information about the new waste contract 


1.1 


1.2 


1.3 


1.4 


1.5 


As part of delivering the new waste contract it was agreed that Veolia 
would introduce new refuse and recycling rounds in order to provide a 
more efficient and cost effective service. The new routes would take effect 
from 10t May 2021. 


The previous collection rounds have largely remained unchanged since 
2010 but it was recognised that there have been several localised changes 
that required the review (including for example, new homes, new road 
layouts, and, in particular, the closure of Hawkinge Waste Transfer Station 
(which now requires tipping at facilities in Ashford to be used instead). 


Changes to collection routes were devised a route optimisation exercise 
carried out by Veolia. The key principle underpinning the optimisation 
process was that new routes will be fewer in number and more efficient, 
resulting in better use of the new vehicle fleet. This in turn would mean that 
the service will be more cost effective and deliver reductions in vehicle 
carbon emissions (notably from the more compact routes and by fewer 
vehicles travelling to Ashford twice per day to tip). Scaled-up over the 
contract term the new routes will deliver a much greener service, which 
was a major objective when the new contract was procured. 


In operational terms the optimisation resulted in changes for 48% of 
kerbside collections and 2000 communal properties. 


48% of kerbside collections (17,261 properties) and 2000 communal 
properties would have changes to day, weeks or a combination of both. 
This table below provides an overview of the changes: 


Folkestone 
18491 
Day change only 6138 


Week change only 3273 
Day and Week 
change 7850 22% 


Whilst the day/weeks changed the following remained unchanged: 





52% of current routes. 

Collections will continue to take place fortnightly for refuse and recycling 
and weekly for food. 

No changes to the bins and containers and what can be put in them. 
Garden Waste collection days/dates will remain the same as they are 
currently. 


Contingency arrangements were put in place to ensure that missed 
collections were recovered as quickly as possible. 


1.6 A new street cleansing regime aimed at focusing activity on hot spots and 
providing an improved response at peak times was introduced from April 
2021.