EAST DEVON DISTRICT COUNCIL
Minutes of a meeting of the East Devon Recycling and Refuse
Partnership Board, held at Knowle, Sidmouth, on 24 July 2014
Present:
Councillors:
Ian Chubb – Portfolio Holder, Environment (Chairman)
Tom Wright – Deputy Portfolio Holder, Environment (Vice
Chairman)
David Cox - Portfolio Holder, Finance
Geoff Pook
SITA:
Rick Aldridge – Senior Contract Manager
Peta Johnson – Municipal Development Manager
Officers
Paul McHenry –Recycling and Waste Contract Manager
Andrew Hancock – Street Scene Manager
John Golding – Head of Housing
Steve Joyce – Waste Management Officer
Cherise Foster – Customer Service Manager
Stephanie Lewis – Assistant Democratic Services Officer
Also present
Councillor:
Phil Twiss – Corporate Services Portfolio Folder
Apologies:
Councillor Steve Gazzard
Mark Williams
Richard Cohen
Darren Lockett - SITA
The meeting started at 10.00am and finished at 12.25pm.
*1
Election of Chairman
RESOLVED
that the Portfolio Holder – Environment, Councillor Iain Chubb
be elected as Chairman for the ensuing year.
*2
Appointment of Vice Chairman
RESOLVED
that the Deputy Portfolio Holder – Environment, Councillor Tom
Wright be appointed as Vice Chairman for the ensuing year.
*3
Minutes
The minutes of the Recycling and Refuse Partnership Board meeting held on 29
April 2014 were agreed and signed as a true record.
Recycling & Refuse Partnership Board, 24 July 2014
*4
Matters arising
Missed Collections:
At the last meeting the Board discussed issues around an increased number of
missed collections and a drop in the amount of kilometres travelled by SITA
vehicles. The Senior Contract Manager advised the Board that he had looked into
this and presented two main reasons for the changes to the statistics:
the vehicles currently used, and
staffing issues over the past six months.
The Senior Contract Manager explained that there had been multiple problems with
vehicles breaking down and as a result other vehicles had to make up the shortfall.
There had also been numerous staffing problems over the past few months, where
SITA had to use more agency staff. SITA was trying to address this problem by
providing more training and qualifications for staff.
The Chairman reported on concerns raised where members of the public had seen
green boxes kicked down the street by operatives causing damage. The Senior
Contract Manager advised that this had been discussed at team meetings and
checks had been implemented to reduce this issue. It was explained that separate
bins are marked as ‘slave bins’ which are used by crews to transport waste to and
from the vehicle. These are currently the same colour as resident’s bins and there
may be some public confusion and issues over perceptions if these bins are not
clearly marked as being different.
RESOLVED
that the Senior Contract Manager research costs and materials
for alternative stronger options for slave bins and report back at
the next meeting.
*5
Changes to meeting format
The Waste and Recycling Manager advised the Board that it was appropriate for the
meeting to be split into two halves; part one attended by SITA and part two held
without any contractors present. This was to allow discussions to take place with
Officers and Councillors concerning future contracts.
*6
Statistical Information
The Board was presented information by the Waste and Recycling Manager
regarding statistical and operational data on missed collections, finance and SITA
key performance indicators.
The Waste and Recycling Manager highlighted concerns regarding a high level of
staff turnover of up to 20% per year. This was extremely high and as a result was
reflected in the increased number of missed landfill collections. There had also
been a delay in the delivery of 500 bins, boxes and caddies which SITA had
resolved by organising overtime activities during a weekend. The Board discussed
reasons for a high staff turnover which the Senior Contract Manager explained had
always been an issue, and ways to resolve this problem which included offering full
qualifications to drivers. It was also agreed that many young operatives who join
decide to move on quickly as it was a hard job which did not offer an overly
generous salary. The Board noted that SITA offered a slightly lower salary when
compared with other companies.
Recycling & Refuse Partnership Board, 24 July 2014
The Board agreed it was important to research the causes of the high staff turnover
and to compare the cost of a high turnover and loss of services with the cost of
increasing staff salaries to match other external companies.
RESOLVED
that the Senior Contract Manager research the reasons and
cost to SITA of a high staff turnover rate and present the
findings at the next meeting.
*7
Cardboard collection update
The Waste and Recycling Manager advised the Board that the Council had
considered the options available for recycling cardboard, however had decided that
now was not the right time to implement changes due to budget constraints. This
was due to the cost of redeveloping vehicles to cope with additional materials and
the extra drivers that would be required.
The Board agreed that the Council had a commitment to look at finding a solution to
card collections and it was still the intention of the Council to introduce this service
by 2016.
The Board discussed the Avonmouth plant and was informed by the Municipal
Development Manager that this plant was not yet commissioned due to technical
problems. The Board discussed the options of sending mixed plastics to this plant
but was advised that this would not be possible as it would involve doubling the
amount of plastics on vehicles and a significant amount of time for crews to
separate all of the materials.
*8
SITA Contract Manager’s report
SITA’s Contract Manager presented his report to the Board which included training
for all recycling operatives to ensure service delivery was of the highest standard.
The roll out of this programme had just started and would last several months. It
would also help the operatives to consider the quality of materials as they were
being sorted.
Trainees were also being recruited on apprenticeship schemes, with the
government providing funding to support this programme. It was hoped that this
would help to reduce the high turnover of staff. Further educational programmes
have been provided, including training on contamination for crews.
Communications update – Cloud 9 had been installed on all vehicles which allowed
crews to collate information collected on rounds in an organised manner and to use
the information to help improve service delivery.
Educational Ambassador Courses – this was an education service provided to
schools. SITA was currently looking at provisions from Devon County Council and
how they could add to this service.
SITA Trust – the company was looking at how they could provide funding to
community groups. It was suggested that a talk could be provided at the next
meeting to provide further information to the Board.
Recycling & Refuse Partnership Board, 24 July 2014
A Member of the Board asked whether the operatives had any input into the training
provided to new trainees. In response the Senior Contract Manager explained that
there was a staff forum where operatives share any issues or ideas they
experienced from their rounds. Operational Supervisors were also encouraged to
visit other areas of the country to bring back any ideas or experiences to help inform
practices.
The Board discussed developments at Cranbrook and asked whether SITA was
coping with the number of houses that were now occupied. The Senior Contract
Manager explained that crews were struggling to cope as they had introduced a
separate Friday round which stretched the workforce. SITA management would be
looking at how to cope with the increase in houses over the next couple of months.
One issue which had been raised by crews concerned residents’ parking in the road
and blocking the access for crews to reach bins as the roads were too narrow.
The Portfolio Holder for Finance advised that this issue should be raised with the
planners and referred to the Deputy Chief Executive, Richard Cohen, to be raised at
the next Design Group, as this would continue to cause problems at Cranbrook.
RESOLVED
1. that the SITA Contract Manager’s report be noted
2. that the SITA Contract Manager arrange a presentation
for the next meeting regarding the SITA Trust
3. that the SITA Contract Manager provide an update
report at the next meeting to look at how training ideas
from operatives are put into practice.
4. that the Waste and Recycling Manager raise the issue of
access for SITA vehicles at Cranbrook with the Deputy
Chief Executive.
*9 Exclusion of contractual partners due to the nature of the items
which will include business plans and future contract arrangements
The Council’s contractual partners were asked to leave the meeting at this point as
the Board wanted to discuss various commercially sensitive issues including
business plans and future contract arrangements.
10
Presentation of report – Waste Recycling and collection contract
options
The Board discussed the report presented by the Waste and Recycling Manager.
This provided members with an update on progress towards procurement of a new
recycling and waste collection contract and informed them of suggested
commissioning, procurement and mobilisation options, with recommendations on the
best route to enable the successful completion of this project.
The Board was advised that the recycling and waste collection contract was a major
item of council expenditure and was also a very important and valued frontline
service. The report outlined the optimum route toward commissioning, procurement
and mobilisation of a new contract for this service that would allow for future
improvements to recycling rates and provide reduced tonnages of waste for disposal.
Recycling & Refuse Partnership Board, 24 July 2014
The Board agreed that it would be beneficial to hold a Think Tank to facilitate
Member input which would help shape a future waste contract.
RECOMMENDED
1. that Members note the progress made to date and
agree with the re-tendering recommendations outlined
in the report;
2. that Members consider the procurement options as
presented and agree with the suggested procurement
route of competitive dialogue following a detailed
commissioning period;
3. that Members agree to the creation of a sub-group of
the Recycling and Waste Board [the ‘Recycling and
Refuse Commissioning Group’] to aid in the
commissioning process;
4. that Members agree with the outline timetable
produced;
5. that Members agree that delegated authority be given to
the Officer Procurement Panel to procure and mobilise
the new contract following the completion of the detailed
commissioning phase;
6. that Members agree the length of contract as
recommended in the report.
*11 Any other business
No further business was discussed.
*12 Next meeting
RESOLVED
that the next meeting of the Recycling and Refuse Partnership
Board be held on Thursday 18 September 2014, at 2pm in the
Committee Room.
Chairman ………………………………………….
Date ……………………………