New Forest Borough Council Environment and Sustainability Overview and Scrutiny Panel Meeting

RESOLVED:

That the minutes of the meetings held on 10 March and 16 May 2022 be signed by the Chairman as correct records.

Cllr Wade declared a non-pecuniary interest in agenda item 4 as a member of Hampshire County Council, which was the waste disposal authority for the waste and recycling collected in the New Forest District Council area. He concluded that there were no grounds under common law to prevent him from remaining in the meeting to speak and vote on the matter.

The following members of the public had registered to speak in accordance with the Council’s Public Participation Scheme:-

·       Ralph Kent

·       Lewis Hibbard

Both members of the public spoke in respect of the Waste Strategy, at minute 7 below.

Cllr Wade declared a non-pecuniary interest as a member of Hampshire County Council, which was the Waste Disposal Authority for the waste and recycling collected in the New Forest District Council area. He concluded that there were no grounds under common law to prevent him from remaining in the meeting to speak and vote on the matter.

Ralph Kent and Lewis Hibbard, local residents addressed the Panel in objection to the proposed Waste Strategy.  It was felt that the recycling rate could be increased without the need to introduce wheeled bins.  Examples were provided of the collection systems provided by other authorities.  St Albans provided wheeled bins and had a recycling rate of 64%, Southampton had wheeled bins and only recycled 29% of the waste collected.  Pembrokeshire had the best recycling rate (73%) in the UK and provided durable sacks and crates to collect the waste and recycling as an alternative to wheeled bins.  Pembrokeshire had set a recycling rate of 75% for kerbside collections by 2025.

Other issues raised by the public participants included concerns about wheeled bins and the potential for them to be moved by the wind causing damage.  It was questioned whether the District Council would be liable for this.  Wheeled bins cause obstruction on the highway and some properties would not be suitable for them.  Any bins left out after collection would draw attention to unoccupied properties which could increase the local crime rate. 

It was suggested that the move to wheeled bins for the collection of garden waste was likely to reduce the subscription rate to this service.  A survey carried out in 2006 was referred to which sought the views of residents in relation to wheeled bins. The survey concluded that more residents were opposed to wheeled bins. The proposed collection service would increase vehicle emissions, due to collections taking longer and there would also be more traffic build up and congestion as a result.

The Chairman reported that an email had been circulated to all members of the Panel from Elizabeth Dennis, a local resident of Rushington Manor Estate, raising an objection to wheeled bins and raised concerns about smells, vermin, overflowing bins and the elderly being able to move wheeled bins.

The Panel received a presentation which outlined the Waste Strategy which included the background and drivers for change and the proposed changes to the waste collection service.  This has been attached to the minutes as an Appendix. 

The Service Manager for Waste and Transport responded to a question from one of the public participants in relation the potential for damage to be caused by a wheeled bin being blown onto a vehicle.  This was not considered to be a significant problem from the research which had been carried out of other authorities who had introduced wheeled bins. It was noted that there would be a range of variables in any individual situation and any incidents reported to the Council would be investigated.  It was therefore not possible to provide a definitive answer.  It was confirmed that the Council had liability insurance should there be any insurance claims.

The Portfolio Holder for Environment and Coastal Services addressed the Panel.  He reported that the Waste Strategy was a culmination of three years work in order to improve the front-line service.  The objective was to manage waste in a more sustainable way and reduce the impact on the climate, by giving priority to prevent waste and to help residents to reduce, reuse more and to enable more materials to be collected at the kerbside for recycling.  The report provided the key details of the Waste Strategy and with the appendices provided a clear undertaking to bring the District in line with partners across Hampshire following guidance from central Government.  Consultation had been carried out with groups across the District, including for example Town and Parish Councils and the National Park Authority. The feedback from residents from the survey in 2020 which had been considered carefully.

The Portfolio Holder spoke about the significance of the strategy in order to move towards a more sustainable and greener waste collection service.  Change had been accepted when supermarkets successfully removed tens of millions of plastic bags from circulation, and it was inconceivable that the New Forest could contemplate a new core waste collection service which perpetuated the use of plastic sacks.  The Portfolio Holder spoke about the need to communicate plans to improve recycling and to reduce waste by undertaking a comprehensive survey across the District to inform the most appropriate collection method for residential areas.  He commended the Strategy and offered his gratitude to those who had worked so hard in order to bring it forward.

Members considered the Waste Strategy and discussed the following issues:

Storage of wheeled bins:  Concerns were expressed regarding properties which did not have the space to store wheeled bins.  It was noted that a comprehensive survey would be carried out all properties in order to identify those which would not be suitable for the core service, this included for example flats, or properties which fronted directly onto the highway.

Residents who could not move wheeled bins:   Members raised concerns about this, however it was clarified any residents unable to move wheeled bins could seek assisted collections, whereby waste operatives would collect wheeled bins from the residents property, empty it and then return it.

Education, Communication and Waste Minimisation: The Panel expressed views that the Strategy should have a greater emphasis on the communications strategy to convey important messages to residents on waste minimisation and to educate residents on reducing waste and maximising recycling, in line with the principles of the waste hierarchy.  It was accepted that this had been addressed through the Waste Reduction Plan, however members felt that this should be highted further within the recommendations to Cabinet and Council.  It was also felt that the District Council should work closely with suppliers to reduce the production of waste.

Need for change:  Members recognised that the current collection system needed to be changed and that a recycling target had been set of 55% by 2025.  The national and regional drivers had been considered when developing the waste strategy.  The District Council had a poor recycling rate being ranked 174 out of 216 local authorities and needed to dispose of waste in a more environmentally friendly way.  It was also noted that the District Council had recently declared a Climate Change and Nature Emergency.  The Panel supported the collection of a separate food waste system as well as the introduction of a greater range of materials to be recycled. 

Wheeled bins vs sacks:  Members recognised there would be benefits of the proposed new service, for example by eliminating the problem of split sacks and that wheeled bins would be emptied using automation therefore be better for waste operatives.  Members spoke of the problems of the current collection system whereby it was not possible to identify those who do not recycle.  Views were also expressed in relation to the visual aesthetics of wheeled bins, particularly when left out after collection and that they would be awkward to move.

Garden Waste Collection Service:  A member of the Panel sought assurance that the garden waste collection would be continued, having noted a comment made by one of the public participants that the introduction of wheeled bins for garden waste would reduce subscription levels.  The Service Manager for Waste and Transport reported the service would be continued and that the Government had proposed that garden waste be provided as a free service to all residents.  Further information from Government was awaited, however should the District Council be required to provide a free service, there would be a loss of income and the participation levels would increase.  Research from other authorities in Hampshire who had moved from providing a reusable bag for garden waste to a wheeled bin showed there had been an increase in subscription levels.  Residents who had a garden were likely to have the space within their garden to store wheeled bins, however an alternative would be provided for any properties which did not have adequate storage. 

Fortnightly Collection Service for residual waste and recycling:  A concern was raised regarding the change from weekly collections to fortnightly, particularly in relation to residual waste where some waste, for example, medical, nappies or sanitary products would be uncollected for two weeks.  In response, the Panel noted that the District Council provided a clinical waste collection service.  Waste such as nappies however, would be collected within residual waste.  Support would be provided to residents to educate them to reduce waste, as part of the Waste Reduction Plan.  Wheeled bins were a sealed unit and therefore any odours arising from such waste would be contained. 

The Service Manager for Waste and Transport addressed the Panel to further clarify some of the issues which had been raised during the meeting. 

The recycling target of 55% set for the District Council by 2025 was an initial target and would be reviewed and increased in time.  The current sack service was expensive to supply and distribute 100,000 sacks per year to all households.  There would be an initial cost to provide wheeled bins.  The useful life of wheeled bins was circa 20 years and when this had been compared to the annual cost to provide and distribute plastic sacks over this time period, the cost of wheeled bins was lower than the sack service.

It was confirmed that feedback received from the District Council’s engagement survey carried out in 2020 had been reviewed and built into the Waste Strategy. 

A concern had been raised about carbon emissions and congestion build up as a result of the collection rounds taking longer.  The current collection service used two vehicles to collect waste and recycling from each property per week.  The proposed new service would collect either residual waste or recycling each week and therefore reduce vehicle movements.  The analysis carried out by specialist consultants on behalf of the Council concluded that the proposals would see a reduction in carbon emissions when compared to the current service.  It was clarified that the food waste collection service would be an additional collection service and use an additional vehicle.

One of the members of the public had reported that Pembrokeshire was the best performing local authority in the UK and did not provide wheeled bins.  The Service Manager for Waste and Transport clarified that the recycling rate in Wales had been calculated differently to that in England.  Wales included the bottom ash figures however this could not be included in the recycling figures for England.  Pembrokeshire had a three weekly collection of residual waste, and provided more containers for recycling with boxes and bags to be put out at the kerbside.  It was recognised that Pembrokeshire was a good model to consider and had a high recycling rate however, it was the officers view from all the work and research carried out, that the containment and restriction of residual waste was key to drive up the recycling rate for the District Council.  The top 10 performers in England all restricted the collection of residual waste.  It was recognised that those authorities who had a good recycling rate had good levels of communication and engagement with residents which increased the level of participation in recycling.  The Waste Prevention Plan formed an Appendix to the Waste Strategy and this set out the measures which would be taken to reduce waste. 

The Panel RECOMMENDEDthat:

subject to an amendment to 1 f) to place greater emphasis on the need for more communication and education for local residents on how to manage their waste in accordance with the principles of the waste hierarchy and how to maximise recycling using the proposed new service the following:

1.           That having considered the recommendation of the Task and Finish Group, the Panel recommended to Cabinet and Council the adoption of the Waste Strategy 2022-2027.  The adoption of the Strategy includes changes to frontline services and one-off transition costs as follows:

(b)       The introduction of a weekly food waste collection service

(c)       The adoption of a two-weekly, “twin stream” recycling service to enable residents to recycle a greater range and quantity of recyclable materials (collected on the opposite week to general waste

(d)       The introduction of a two-weekly collection of general wate (collected on the opposite week to recycling)

(e)       The use of wheeled bins for general waste and mixed recycling, with paper and card collected in a reusable bag

(f)         The use of wheeled bins for garden waste collections (collections remain two-weekly)

(g)       Transition funding of £1.1m is required to mobilist the roll-out of the new strategy, including delivery of new bins, temporary staff, communications and education

2.     That authority is delegated to the Executive Heads in consultation with the Portfolio Holder for Environment and Coastal Services to take all operational decisions to implement the above recommendations and all aspects of the Strategy.

3.     That the progression of the strategy is on the understanding that new burdens funding will cover the increased costs associated with food waste collection.

4.     That the council continue to monitor progress at national and regional level to ensure that Strategy implementation is compliant and delivered in the most financially efficient manner.

5.     That allowance is made with the Council’s Medium Term Financial Planning to accommodate a variety of funding scenarios until clarity on new burdens and new income is provided.

The Panel considered the Annual Performance report for 2021/22 together with the Provisional Budget Outturn reports for the General Fund revenue and capital budgets for 2021/22 and the Housing Revenue Account for 2021/22.

The Annual Performance report detailed the achievements and progress over the last year.  Key achievements within each of the portfolio areas within the remit of the Panel were highlighted.

An update was provided on the provisional budget outturn position of the General Fund, detailed in Appendix 2A.  The Appendix provided a final budget position operational spend of £17,724 m for the 2021/22 financial year, this was a saving of £1,567m against the original budget.  However, following the year end close down process, a change to the underspend was noted to be £1.472 m.  The Cabinet report for the meeting in July would include this updated financial information.

A member of the Panel asked whether the figure for earmarked reserves differed to that detailed in the original budget, and if so, by how much.  It was noted that an answer would be provided outside of the meeting.

RESOLVED:

That the following be recommended to Cabinet:

a)    That the Annual Performance Report for 2021/22 be noted;

b)    That the provisional outturn of the General Fund revenue and capital budgets for 2021/22 be noted; and

c)     That the provisional outturn of the Housing Revenue Account for 2021/22 be noted

The Chairman reported that the officer due to provide an update to the Panel on coastal strategies was unable to attend the meeting and that this item would be presented at the next meeting in September 2022.

The Leader reported that he did not have much to update the Panel on, however he was pleased to announce that the Dr Sasha McGarth had been appointed to the Climate Change and Nature Emergency Manager position and would join the Council in September 2022.

The Portfolio Holder for Planning, Regeneration and Infrastructure updated the Panel on the following: 

·       Six sites of developments were currently being developed at Totton, Fordingbridge, Milford on Sea, Ringwood, Lymington and New Milton to provide 565 new homes. 

·       Biodiversity net gain:  The planning team were working with local developers to identify potential projects. 

·       The planning department received around 1,000 inquiries a month.  Planning applications continued to be determined within the prescribed national time frames.

·       Building control had been incredibly busy and continued to maintain its current market share.  Changes to the building control regulations came into force on 15 June.  Training would be carried out with members of staff to ensure they were fully compliant with the new fire safety regulations.

·       Green infrastructure project: The survey of New Milton had been completed.  A survey would be carried out in the summer of Fawley, Blackfield and Calshot.  The aim was to develop a network of multifunctional green space and other green features in order to deliver a better quality of life as well as environmental benefits for the community.  This included for example, parks, open spaces, playfields and woodlands.

·       Work was continuing with the Partnership for Urban South Hampshire.  A productive workshop had been held last week.  Good progress was being made on the preparation of the next Local Plan.

·       Regeneration of Totton: Community engagement work was being carried out in Totton to identify issues and problems affecting and residents and businesses and to seek their views on what they would like to see in Totton in the future.  Feedback would be recorded and presented in a Visioning document which was expected to be available in late summer.

The Portfolio Holder for Environment and Coastal Services reported that waste had already been considered at the meeting.  There was nothing further to report on in relation to the District Council’s car parks and the provision of electric vehicle charging points.  An update on provided on coastal services.  The District Council had partnered with BCP to consider the Christchurch Bay strategy.  This was to understand the implications on coastal communities of the rising sea level.  An open day had been held at Milford on Sea with NFDC, BCP and other partners present.  Maps had been displayed to highlight the areas of concern along the coastline.  It was noted that the New Forest would not be immune to the impact of coastal erosion and rising sea levels. This would be included within the Christchurch Bay Strategy.  It was anticipated that in 100 years there would be a sea level rise of 1 metre.

A member of the Panel noted the excellent work being carried out in the west of the District and questioned whether work was being carried out in the east, as flooding did occur and protection would be required.  The Portfolio Holder acknowledged this and reported that the Environment Agency were aware and of all the areas in the District prone to flooding both currently and in the future.  

A Member of the Panel asked whether the problem of erosion at Milford and Barton was as a result of water run off rather than a rise in sea level.  It was also questioned whether the tide gauges had recorded a rise in sea level.  The Portfolio Holder reported that the erosion at Milford and Barton was largely due to the groundwater drainage affecting the cliff stability.  In relation to tide gauges, they had risen by about 1 cm this century, however, it was anticipated that the rate of change in the sea level would accelerate more quickly as the temperature rises.

RESOLVED:

That the Work Programme be noted.