Agenda and minutes

There were no declarations.

In accordance with the Council’s Constitution, questions to this Committee must be received in writing four working days before the date of the meeting.  Therefore please ensure that questions are received by the Democratic Services Team by 5pm on Wednesday 19^th March 2014.

There were no questions to the Committee.

The minutes were agreed.

In accordance with the Council’s Constitution, questions to the Portfolio Holder must be received in writing four working days before the date of the meeting. Therefore please ensure that questions are received by the Democratic Services Team by 5pm on Wednesday 19^th March 2014.

Report FSD14024

Members considered the latest budget position for the Environment Portfolio.

Based on expenditure and activity levels to 31^st January 2014, the 2013/14 controllable budget for the Environment Portfolio is projected to underspend by £54k.  

Details were provided of the 2013/14 projected outturn with a forecast of projected spend for each division compared to the latest approved budget. Background to variations was also outlined.

The Chairman encouraged officers to refer to winter maintenance budgets as “winter service” budgets. Staffing costs in this area appeared overspent even though the winter had been mild.

Concerning the heavy winter rainfall and emergency flood works, Councillor Ellis highlighted the pumping operation at Borkwood Court (Orpington). She suggested that costs be met by insurance rather than the Council. The Portfolio Holder suggested that residents may be able to access central Government funds. Concerned that Borkwood Court might be uninsurable, Councillor Ellis suggested the approach to the present emergency could be viewed as a precedent for any future flooding emergency. The Portfolio Holder referred to a review and highlighted campaigning action by local MPs. The Director confirmed that a report would be provided to the Committee’s next meeting.

Highlighting current water levels, the Vice-Chairman suggested that it could be some time before water levels receded, and asked whether sufficient allowance had been made for this. The Portfolio Holder indicated that a long term approach was being taken. Councillor Grainger welcomed the Council’s help. He suggested looking at hydrographic maps and responsibilities Thames Water might have for drainage/sewage disposal in such incidents; residents should also have full access to drainage maps. The Chairman supported clarity in the roles and responsibilities of agencies and confirmed there would be an opportunity to discuss the service response to winter weather incidents as part of the Flood and Water Management report to the Committee’s next meeting on 1^st July 2014.

RESOLVED that the Environment Portfolio Holder be recommended to endorse the latest 2013/14 budget projection for the Environment Portfolio.

Report ES14027

Report ES14027 recommended an extension to the enforcement service provided by Ward Security for serving fixed penalty notices (FPNs) for littering and dog fouling offences.

The original contract with XFOR Local Authority Support Ltd (XFOR), and subsequently Kingdom Security Ltd  (KSL), was expected to be cost neutral, but sufficient costs had not been recovered due to non-payment of FPNs and additional resource pressures on the Council’s Legal, Finance and Streetscene teams supporting the pilot. Since transferring service delivery to Ward Security, the number of tickets issued per month had fallen and this, along with the latest average recovery rate, indicated additional costs until

31^st May 2014.

In view of the delay on a new agreement it was not possible to assess the effectiveness of the fixed fee arrangement to inform options for the procurement strategy. As such extending the arrangement with Ward Security to 31 August 2014 would allow a review/analysis to enable a robust procurement strategy to be developed, including consideration of other related enforcement functions and possible joint working with neighbouring authorities.

Members made a number of comments including concern for the rate of recovery i.e. payment of FPN fines. Councillor Ellis felt the contract was not meeting expectations. Councillor Adams shared the disappointment, being particularly concerned about dog fouling. Councillor Getgood suggested the contract had raised expectations too highly. Councillor Rideout suggested a “clean it up” stencil is etched on to pavements.

Benefits of online reporting via “Fix my Street” were highlighted. Ward Security personnel were tasked with patrolling “hot spot” streets. The presence and awareness of enforcement staff could provide a significant deterrent. More fines might be paid with an early payment discount and officers could look into this. Offenders had also given false names and addresses or had refused to provide details. In such cases an enforcement officer can radio for police or PCSO assistance. Such offenders are also captured on video footage through a body camera worn by the enforcement officer. The Vice-Chairman suggested that images are shared with local police and safer neighbourhood teams to help identify offenders. If identified the offenders should be prosecuted to increase deterrence. In cases of dog fouling Councillor Rideout suggested identification by means of a chip on the dog identifying the animal’s owner. Councillor Grainger suggested that it might be possible to stand down some enforcement officers in the middle of the day should enforcement against dog fouling be focused during early mornings and evenings. He also recommended no action against those subsequently picking up litter they had dropped. Officers would also look into whether the feeding of pigeons could be regarded as a litter offence.

Suggesting there were probably more litter offences outside of town centres, Councillor Grainger felt it might be possible to reduce the level of enforcement if there were more litter bins. He asked for more detail on the costs of emptying bins, and the provision of new bins. The Chairman suggested that if bins overflow, blown litter could  ...  view the full minutes text for item 45c

Report ES14028

Two Section 106 agreements had secured the transfer of Cyphers Gate and Cheyne Woods to the Council along with a revenue sum for their future maintenance. Maintenance works to the sites, as outlined in Report ES14028, were now required.

The Section 106 funds for maintaining Cyphers Gate and Cheyne Woods relate to:

·  the legal agreement concerning the development at Kings Hall Road Beckenham and transfer of an area of land to the Council  with £157,500 towards future maintenance of the open space and tennis courts; and

·  the Cheyne Hospital development, with transfer of a woodland area along with £35,000 to cover future maintenance of the land.

Approval was sought to: (i) set aside the sums above (£192,500) in an earmarked reserve for the future maintenance of Cheyne Woods and Cypher Gate open space; and  (ii) spend £23,750 of the £192,500 on initial one-off works plus estimated annual maintenance of £8,900 p.a. as summarised below:

In discussion it was recommended that delegated authority be given to the Executive Director, Environment and Community Services, to utilise sums from the earmarked reserve each year for maintenance purposes as considered appropriate. 

RESOLVED that:

(1) the Environment Portfolio Holder be recommended to approve the carrying out of maintenance works to the following areas of land, funded by S106 monies –

a) the enabling, opening and management of Cyphers Gate open space in Kings Hall Road, Beckenham and

b) the management of Cheyne Woods, Wood Lodge Road,

West Wickham; and

(2) the Executive be recommended to –

a) agree the setting aside of £192,500 in an earmarked reserve for the future maintenance of Cheyne Woods and Cyphers Gate open space; and

b) delegate authority to the Director to utilise sums from the earmarked reserve each year for maintenance purposes as considered appropriate.

Report ES14031

To help London boroughs improve recycling facilities and boost recycling rates, the London Waste and Recycling Board (LWRB) launched a £1.2 million “Driving Up” Performance Fund in October 2013. L B Bromley has been awarded £145k from this fund to enhance facilities at the Waldo Road and Churchfields Road Household Waste Recycling Centres (HWRCs).

The project is expected to divert 1,000 – 2,000 tonnes of material p.a. from landfill to either recycling or re-use, representing a potential saving in disposal costs of between £48k – 115k p.a.

Councillor Grainger suggested that consideration be given to having additional locations in the borough for recycling facilities. In view of the priority for the Waste Minimisation Working Group to meet in the new Council year (given increased costs associated with waste and recycling), the Chairman was confident Councillor Grainger’s comments would be addressed.

Responding to a question from Councillor Adams, the Assistant Director (Street Scene and Greenspace) outlined advantages in providing mini-skips for the Churchfields site. It was much easier to operate with smaller skips and better to manage. Redesign of the site was expected to be achieved so that spillage of material can be avoided. Councillor Getgood highlighted technology used at the Canterbury Waste Recycling Centre for compressing material. The Chairman also highlighted the Council’s free collection service for electrical goods from houses and flats, available to all borough residents.

RESOLVED that the Executive be recommended to accept the £145k grant offered by the London Waste and Recycling Board and release the sum from Central Contingency to improve the Household Waste Recycling Centres at Waldo Road and Churchfields Road.

Report ES14023

A draft work programme for 2014/15 was received along with a progress report on previous requests of the Committee and a summary of contracts for the portfolio.

The Vice-Chairman suggested that it might be necessary to prioritise reports for the Committee’s next meeting given the number of items. The Assistant Director (Parking and Customer Services) reminded Members that certain types of routine decision can be made without formal pre-decision scrutiny at a meeting and consideration would be given to using this procedure for any appropriate reports.

The Chairman also highlighted the intention to hold a Public Transport Liaison meeting in June 2014.

RESOLVED that:

(1) the Committee’s draft work programme for 2014/15 be noted;

(2) progress related to previous Committee requests be noted; and

(3) a summary of contracts related to the Environment Portfolio be noted.