Agenda and minutes

The Chairman reminded everyone present that the meeting would be broadcast live to the Internet, and that the Council had adopted a protocol for the webcasting of its meetings.

(Director of Governance) To report the appointment of any substitute members for the meeting.

It was noted that there were no substitute members for this meeting.

(Director of Governance). To declare interests in any items on the agenda.

In considering whether to declare a personal or a prejudicial interest under the Code of Conduct, Overview & Scrutiny members are asked pay particular attention to paragraph 11 of the Code in addition to the more familiar requirements.

This requires the declaration of a personal and prejudicial interest in any matter before an OS Committee which relates to a decision of or action by another Committee or Sub Committee of the Council, a Joint Committee or Joint Sub Committee in which the Council is involved and of which the Councillor is also a member.

Paragraph 11 does not refer to Cabinet decisions or attendance at an OS meeting purely for the purpose of answering questions or providing information on such a matter.

There were no declarations of interest made pursuant to the Member’s Code of Conduct.

Members and residents are invited to take part in a review of the new domestic waste and recycling contract let by Epping Forest District Council.

Attending the meeting will be:

·         Consultant Len Attrill fielding questions relating to procurement;

·         Roger Edwards, Managing Director if Biffa answering questions relating to the first 6 months of the contract; and

·         Environment Portfolio Holder, Councillor Will Breare-Hall and the Director of Neighbourhoods, Derek Macnab will be on hand to answer questions regarding the revised 4 day week service.

1)            Attached (for background information) is a copy of the scoping report that went to the meeting of the Neighbourhood and Community Services Select Committee on 15 September 2015.

2)            Also attached is a copy of the comments and questions received when this agenda went to print.

The Chairman welcomed the members of the public, officers, councillors and invited guests to this special meeting of the Neighbourhoods and Communities Select Committee. The meeting was to review the new domestic waste and recycling contract and following the switch to the four day collection schedule and the introduction of new vehicles and technology. This resulted in an unacceptably high level of missed collections. The Council’s Environment Portfolio Holder noting that this was an important service, formally requested that the Overview and Scrutiny undertake a review on his behalf and that the outcome to be formally reported back to the Cabinet.  The Overview and Scrutiny Committee agreed that this request should be determined by the Neighbourhoods and Communities Select Committee.  Given this, a single, one off meeting of the Select Committee be dedicated to this single subject.

In addition to the Environment Portfolio Holder and the Council’s lead officers on Waste and Recycling, senior representatives from Biffa municipal were present; they were: Mr Dickson, Biffa’s Commercial Director, Mr Smith, the contractor supervisor, Mr Crook the Operations Director and Mr Edwards their Managing Director. Also in attendance was Mr Attrill, the Consultant from White Young and Green, who supported the Council through the procurement process.  They were invited to give evidence and answer questions.

Mr Macnab, the Committee’s lead officer and the Director of Neighbourhoods outlined the procedure for the meeting and the history behind the awarding of the Council’s waste contract. He noted that due to uncertain variables the Council had elected for competitive dialogue. The council was unsure as to whether it wished to keep Grounds Maintenance Services and/or Fleet Management in-house or whether it wished to include these services within the contract for Waste Collection and Street Cleansing Services. The Council also wished to consider alternative means of collecting waste, including the use of wheeled bins for dry-recyclables plus the option of including glass in the co-mingled mix.  They also wished to discuss ICT solutions which would give better management information so as to better inform customers.  Finally it was necessary for the contractor to provide their own depot, as the Council would be redeveloping Langston Road. The variables meant that using the traditional procurement procedure was inappropriate as the Council could not, at the outset, identify the precise requirements of the contract. The Competitive Dialogue procedure had given good results on other authorities waste procurements exercises.

It was noted that the 4 day collection model was offered by several bidders. It was a model used by a number of authorities to (a) improve productivity and thereby reduce costs; and (b) to avoid ‘catch up’ or ‘slipped day’ collections following Bank Holidays and in particular, because the new depots were outside or at the edge of the District’s boundary, the longer working day associated with the four-day week allows for the longer travelling times at the start and end of each day. Allowing for the four day collection reduced collection costs to the Council.

Mr Macnab noted that  ...  view the full minutes text for item 38.