This Report will be made & Hythe 2%
public on 7 June 2021
AA a Council
ron nume OS/2 1/03
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
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.
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).
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
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
e bean issue of significant public concern,
e Relate to a service, event or issue in which the Council has a significant
e not be an issue which scrutiny has considered during the past 24
e not be an issue dealt with by another Council committee (excluding
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 —
. Refuse/Recycling/Food Collections
. Assisted Collections
Communal Bin Collections
. Garden Waste Collections
. Street Cleansing
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
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
The following background documents have been relied upon in the
preparation of this report:
Appendix 1 — information about the new waste contract
Appendix 1 — information about the new waste contract
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:
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
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