Agenda and draft minutes

Growth, Infrastructure and Resources Scrutiny Committee - Thursday, 16th September, 2021 7.00 pm

Venue: Zoom

Contact: Jane Narey  01572 758311

Media

Items
No. Item

1.

WELCOME AND APOLOGIES RECEIVED

Minutes:

Councillor Fox welcomed everyone to the meeting.  No apologies were received.

2.

RECORD OF MEETING pdf icon PDF 245 KB

To confirm the record of the meeting of the Growth, Infrastructure and Resources Scrutiny Committee held on 10th June 2021.

Minutes:

The minutes of the meeting held on the 10th June 2021were approved as an accurate record.

3.

DECLARATIONS OF INTEREST

In accordance with the Regulations, Members are invited to declare any personal or prejudicial interests they may have and the nature of those interests in respect of items on this Agenda and/or indicate if Section 106 of the Local Government Act 1992 applies to them.

Minutes:

There were no declarations of interest

4.

PETITIONS, DEPUTATIONS AND QUESTIONS

To receive any petitions, deputations and questions received from Members of the Public in accordance with the provisions of Procedure Rule 216.

 

The total time allowed for this item shall be 30 minutes. Petitions, declarations and questions shall be dealt with in the order in which they are received. Questions may also be submitted at short notice by giving a written copy to the Committee Administrator 15 minutes before the start of the meeting.

 

The total time allowed for questions at short notice is 15 minutes of the total time for 30 minutes. Any petitions, deputations and questions that have been submitted with prior formal notice will take precedence over questions submitted at short notice. Any questions that are not considered within the time limit shall receive a written response after the meeting and be the subject of a report to the next meeting.

Minutes:

There were no petitions, deputations or questions.

5.

QUESTIONS WITH NOTICE FROM MEMBERS

To consider any questions with notice from Members received in accordance with the provisions of Procedure rule No. 218 and No. 218A.

Minutes:

There were no questions with notice from members

6.

NOTICES OF MOTION FROM MEMBERS

To consider any Notices of Motion from Members submitted in accordance with the provisions of Procedure Rule No. 219.

Minutes:

There were no notices of motion from members

7.

CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE FOR A DECISION IN RELATION TO CALL IN OF A DECISION

To consider any matter referred to the Committee for a decision in relation to call in of a decision in accordance with Procedure Rule 206.

Minutes:

There were no items of call-in

8.

Leisure Contract: Business Case pdf icon PDF 427 KB

To receive Report No. 110/2021 presented by Councillor A Walters, Portfolio Holder for Health, Wellbeing and Adult Care

Additional documents:

Minutes:

Report No. 110/2021 was presented by Councillor Walters and Penny Sharp.  During the discussion, the following points were noted:

 

·         Councillor Walters informed attendees that a presentation would be shown but if attendees wished to see or discuss financial figures then the meeting would have to be moved into ‘exempt’ status.

·         The Clerk confirmed that no exempt Zoom session had been created for the meeting.

·         The Chair stated that the Leisure Contract could not be discussed without members knowing the financial details.

·         Penny Sharp reported she was unaware that the Committee had requested information regarding specific costings.  She confirmed that the financial details were commercially confidential so specific figures could not be discussed in a public session.

·         Councillors Brown and Ainsley asked if the financial details could be emailed to attendees and the agenda item be deferred to later in the meeting.

·         The Clerk confirmed that the financial details could not be emailed to members of the Committee as they had to be transcribed into large print for a member of the Committee and sent prior to the meeting to give that member time to read the information.

·         It was unanimously agreed that the agenda item be deferred to the end of the meeting.

 

9.

Municipal Waste Management and Streetscene Strategy 2021-2035 pdf icon PDF 214 KB

To receive Report No. 109/2021 from Penny Sharp, Strategic Director of Places

Additional documents:

Minutes:

Report No. 109/2021 was received from Penny Sharp.  The report was presented by Councillor Lucy Stephenson.  During the discussion, the following points were noted:

 

·         This was the updated strategy following public consultation with 675 Rutland residents and the Future Rutland conversation.

·         The waste contract was due to expire and the new contact was planned to not only align with the current financial restraints but also the Environmental Bill, which was due for legislation in 2023.

·         The aim of the strategy was to reduce waste and increase recycling within Rutland.

·         Councillor Stephenson stated that there was a robust evidence base throughout the new strategy to ensure that it was financially deliverable.

·         Penny Sharp confirmed that the Waste Strategy stated the high-level principles and processes that the council wished to follow regarding future waste collection and recycling.

·         Councillor Waller requested clarification regarding ‘fW’ in the report.  Penny Sharp informed the committee that it referred to energy from waste.

·         Councillor Brown stated that the document did not appear to reflect the current financial situation.  He also stated that the report should have included SMART objectives, a clear financial plan, best estimates, required resources and details of the people responsible for the delivery of the strategy.

·         Councillor Stephenson reminded Councillor Brown that the Scrutiny Committee had been asked to endorse to Cabinet/Council the vision for future waste management and that every Councillor was fully aware of the Council’s financial position.

·         Penny Sharp reported that the Environmental Bill had not been approved and that certain services were not detailed within the Bill as ‘mandatory’ but it was foreseen that in the future these services, such as food waste, would become mandatory services supplied by the local authority.

·         The Chair requested that the Scrutiny Committee pre-meets were arranged approximately one week before the actual Scrutiny Committee meeting.

·         Councillor Jones stated that a lot of communication and education would be required with residents regarding the strategy but that the Climate Action Group and Parish Council could undertake most of this work.

·         Councillor Begy asked what our rural neighbours were doing and Penny Sharp stated that discussions had been held with Melton Borough Council regarding re-procurement, the structure of resources and economies of scale.  Conversations had also taken place with Lincolnshire County Council, Leicestershire County Council and Peterborough City Council regarding the potential for the provision of joint services but this was not deemed to be cost effective.

·         Councillor Stephenson confirmed that the Committee had received all the project and bid papers but it had not clearly stated that it wanted all the background information that had fed into the strategy.

·         Councillor Waller stated that no analysis of data and costs had been included in the report, that some items were out of date and there was no evaluation.

 

RESOLVED:

 

a)    That the Committee would NOT ENDORSE the Waste Strategy document and accompanying action plan.

b)    That the Committee requested Governance to re-arrange the Scrutiny Committee pre-meets to approximately one week before the actual Scrutiny Committee meeting.

 

10.

Waste Options Appraisal pdf icon PDF 215 KB

To receive Report No. 108/2021 from Penny Sharp, Strategic Director of Places.

 

Appendix A – Presentation of Stage 1 Modelling Results (To follow)

Additional documents:

Minutes:

Report No. 108/2021 was received from Councillor Lucy Stephenson and a presentation was given by Penny Sharp.  During the discussion, the following points were noted:

 

·         A copy of the presentation would be distributed with the minutes.

·         Penny Sharp stated that the re-procurement deadlines were tight and did not align with the meeting dates of the Scrutiny Committee but that information was shared with Members as and when it was available.

·         One of the objectives of the re-procurement was to ensure a 10% cost saving.  However, the original contract was procured in 2008 so the costs associated to that contract were over 10 years old.

·         Contract would go live on the 1st April 2024.  This date could not be extended.

·         It was expected that the collection of food waste would become mandatory in the future.

·         Three main approaches had been investigated:

 

  1. Option 1 (a, b & c) was the system currently used in Rutland for waste collections whereby the household did not separate the waste and recycling.  This option did not meet the minimum legislative requirements.
  2. Option 2 (a, b & c) would require the household to separate the cardboard/paper from the recycling and waste.  This would be the most cost-effective option.
  3. Option 3 (a, b & c) would require the household to separate all waste into individual streams e.g. cardboard/paper, glass, plastic, food waste etc.  This option would not be operationally feasible and did not meet the cost objective.

 

·         Option 2b was the preferred option for Rutland County Council.

·         Households would have two containers; one for cardboard/paper and one for all other recycling, which would be collected on an alternate fortnightly basis.  There would also be a weekly food waste collection.

·         Glass and plastics would continue to be collected and recycled.

·         Green waste would continue to be a separate tendered service.

·         Cost details regarding adding the food waste collection on to the contract later were requested by Councillor Begy for comparison.

·         Penny Sharp confirmed that Biffa owned the bins so the Council was investigating the most cost-effective options i.e. bins, boxes or bags.

·         Councillors Brown and Ainsley asked why there were no details of the cost implications for each of the different options and why the information (including Appendix A and the presentation) had not been shared earlier with the Scrutiny Committee.  Councillor Oxley also stated that it would have been beneficial to have seen the presentation before the meeting.

·         Penny Sharp reported that information was provided to the Committee as soon as it had been collated and was available for distribution.

·         Penny Sharp also stated that she had explained the situation regarding the tight procurement and information deadlines with the Chair and Vice Chair in the agenda setting meeting and that it had been agreed by them that a verbal update in the Scrutiny Committee meeting, would suffice.

·         Councillor Waller stated that the main aim of the strategy should be to save money.  She also asked if the size of the black bin would be reduced once the food waste collection  ...  view the full minutes text for item 10.

11.

Climate Action Network Group: progress to date

To receive a verbal update from Councillor L Stephenson, Deputy Leader and Portfolio Holder for Communities, Environment and Climate Change on the progress made by the Climate Action Network Group (including the Biodiversity Task and Finish Group)

Minutes:

A verbal update was received from Councillor Stepheson.  During the discussion, the following points were noted:

 

·         A climate crisis was declared in January 2021.

·         Councillor Stephenson, as Portfolio Holder, established a Members’ Climate Action Group. 

·         First meeting was held at the end of January 2021 and a further seven meetings have been held since then.

·         A Climate Summit Meeting was held in May 2021, which included 12 guest speakers covering many topics.

·         The summit meeting resulted in the creation of the Climate Action Network Group, which involved representation from 20+ villages and towns.

·         Councillor Stephenson also confirmed that all Parishes and Parish Councils were given regular climate update briefings.

·         Councillor Burrows had managed to secure funding from the National Lottery for the creation of the webpage rutlandclimateaction.org, which would go live on the 17th September 2021.

·         A Community Action Plan had also been drafted.

·         The Great Big Green Week would run from the 18th to the 26th September 2021 and would entail thousands of events to celebrate how communities were taking action to tackle climate change with the aim of raising awareness.

·         11 action points from the Biodiversity Task and Finish Group had also been viewed and included where appropriate into the Community Action Plan.

·         The Sustainable Land Trust would run two pilot schemes with Parishes to review how community data was collected.

·         Councillor Stephenson confirmed that the Rutland Climate Action website would contain full details regarding each village’s involvement.

·         Councillor Oxley requested that the Biodiversity Task and Finish Group be re-convened for a final meeting so that Councillor Stephenson could report in full.  The proposal was seconded by Councillor Fox.

 

RESOLVED:

 

a)    That the Committee requested Governance to convene a final meeting of the Biodiversity Task and Finish Group.

 

 

--oOo---

Councillor Fox proposed that the Leisure Contract be deferred to the Special Growth, Infrastructure and Resources Scrutiny Committee meeting on the 7th October 2021 at 7.00 p.m. and this was agreed by the Committee, Penny Sharp and the Portfolio Holder.

--oOo---

 

12.

Parking Strategy: Update pdf icon PDF 341 KB

To receive a verbal update from Councillor L Stephenson, Deputy Leader and Portfolio Holder for Communities, Environment and Climate Change

Minutes:

A verbal update was received from Councillor Stepheson.  During the discussion, the following points were noted:

 

·         Written headlines from Councillor Stephenson were distributed to attendees – copy attached.

 

--oOo---

Councillor Waller proposed an extension until 22:00, this was seconded by Councillor Oxley and was unanimously agreed at 21:27

--oOo---

 

·         Councillor Waller requested that parking hotspots be listed e.g. outside schools etc. and areas where there were no pavements.

·         Councillor Oxley asked if an update about the need for resident parking permits would be carried out.  Councillor Stephenson confirmed that she would check with the Parking Manager.

·         Councillor Stephenson reported that the draft parking strategy would be discussed at Cabinet in December and it was agreed that the draft strategy should be presented to the Scrutiny Committee prior to the Cabinet meeting.

 

RESOLVED:

 

a)    That the Committee requested Governance to update the work plan to include the draft parking strategy for discussion at the Growth, Infrastructure and Resources Scrutiny Committee meeting on the 18th November 2021.

 

13.

REVIEW OF FORWARD PLAN AND ANNUAL WORK PLAN pdf icon PDF 262 KB

To consider the current Forward Plan and identify any relevant items for inclusion in the Growth, Infrastructure and Resources Scrutiny Committee Annual Work Plan, or to request further information.

 

The Forward Plan is available on the website using the following link:

 

https://rutlandcounty.moderngov.co.uk/mgListPlans.aspx?RPId=133&RD=0

 

Minutes:

Councillor Waller requested that a final report and recommendations from the Biodiversity Task and Finish Group be added to the agenda for the November meeting.

14.

ANY OTHER URGENT BUSINESS

To receive any other items of urgent business which have been previously notified to the person presiding.

Minutes:

There was no urgent business

15.

DATE AND PREVIEW OF NEXT MEETING

Thursday, 18 November 2021 at 7pm

 

Items to include:

 

1.    Finance Update

2.    Developer Contributions: Analysis of S106 and CIL Money

3.    Biodiversity Network: National and Regional Assessment Framework

Minutes:

7 October 2021 at 7.00 p.m. via Zoom

 

Special Agenda

·         Leisure Contract – Business Case

 

18 November 2021 at 7.00 p.m.

 

Agenda

·         Finance Update

·         Developer Contributions: Analysis of S106 and CIL money

·         Biodiversity Network: national and regional assessment framework

·         Revised Parking Policy: draft

·         Biodiversity Task and Finish Group: final report and recommendations