Agenda and minutes

There were no apologies for absence.

To confirm as a correct record the minutes of the meeting of the Streetscene Policy Development and Review Panel held on 9 January 2014.

Councillor Ford, JP requested an update on item 8 - Bus Shelter Maintenance Contract regarding the suggestion made by Councillor Davies for the painting of the older galvanised shelters. The Director of Streetscene informed the Panel that at present there is nothing further to report however he will get the Public and Open Spaces Manager to provide an update to the Panel at the next meeting in July.

It was AGREED that the minutes of meeting of the Streetscene Policy Development and Review Panel held on 9 January 2013 be confirmed and signed as a correct record.

At the invitation of the Chairman, the Director of Streetscene addressed the Panel regarding the forthcoming restructuring of Directors and responsibilities. The Panel were informed that from the 1^st April 2014 the Director of Streetscene will change title to the Director of Environmental Services; however the Panel’s title will remain the same. Members were informed that whilst the Director of Streetscene will be taking on additional services and responsibilities these will have no impact upon the Streetscene Panel. Members requested an updated A-Z of Council services with a contact name and number for each service.

Councillor Ford enquired into the feasibility of kerbside glass collection service. The Director of Streetscene informed the Panel that a study on this had been undertaken a few years ago and it was found that there were several health and safety issues with this type of collection and the service was not cost effective.

To receive any declarations of interest from members in accordance with Standing Orders and the Council’s Code of Conduct and disclosures of advice or directions received from Group Leaders or Political Groups, in accordance with the Council’s Constitution.

There were no declarations of interest or disclosures of advice or directions made at this meeting.

To receive any deputations of which notice has been lodged.

There were no deputations made at this meeting.

To consider a report by the Director of Streetscene on the Final Review of the Panel’s Work Programme for 2013/14 and the Draft Work Programme for 2014/15.

The Panel considered a report by the Director of Streetscene on a final review of the work programme for 2013/14 and the draft work programme for 2014/15.

The Director of Streetscene asked Members to note to additional reports that have been added into the 2014/15 Work Programme at Appendix D of the report.

It was AGREED that:-

(a)  the review of the 2013/14 work programme, as shown in Appendix A to the report, be noted;

(b)  the proposed work programme for 2014/15, as set out in Appendix A to these minutes, be approved; and

(c)  the proposed work programme for 2014/15 be submitted to the Council for approval.

To consider a report by the Director of Streetscene on Vehicle Fleet Management.

The Panel considered a report by the Director of Streetscene on Vehicle Fleet Management.

At the invitation of the Chairman Councillor Keeble addressed the Panel on this item.

Councillor Ford suggested that an annual visit to the depot for all Panel members be added to the work programme.

The Director of Streetscene addressed the Panel to update members on the progress of the GPS tracking system. He informed members that the system will be in place and up and running by 1^st April following completion of the tender process.  Members will be able to see the system in action on their visit to the depot.

It was AGREED that:-

(a)  an annual visit for panel members to the depot be added to the 2014/15 Work Programme and all future work programmes; and

(b)  the content of the report be noted.

To consider a report by the Director of Streetscene on the Grounds Maintenance Work Scheduling System.

The Panel considered a report by the Director of Streetscene which provided an update on the progress of the Grounds Maintenance Work Scheduling System.

At the invitation of the Chairman Councillor Keeble, Executive Member for Streetscene addressed the Panel on this item.

The report gave an update on a new system for the Grounds Maintenance which will bring together all of the current grounds maintenance databases into one central database.

Questions were asked to the Operations Manager regarding the availability of the system to members and the public. Members were informed that once the system was fully operational it would be available for use on the Council’s website.

A question was also asked in relation to the scheduling of the grounds maintenance services, and how easy they are to manage in changeable weather climates. The Operations Manager explained that all grounds maintenance services need to be flexible to be able to adapt to changing conditions and requirements, and that the new system will allow for these changes.

It was AGREED that the content of the report be noted.

To consider whether it is in the public interest to exclude the public and representatives of the press from the remainder of the meeting in accordance with Section 100A(4) of the Local Government Act 1972, on the grounds that the matter be dealt with involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act.

It was AGREED that in accordance with Section 100A(4) of the Local Government Act 1972, the public and representatives of the Press be excluded from the remainder of the meeting as the Panel considered it was not in the public interest to consider the matter in public on the grounds that it involved the disclosure of exempt information as defined in paragraph 3 of part 1 of schedule 12A of the Act.

To consider a report by the Director of Streetscene on the Progress of the Hedge Cutting Contract.

The Panel considered a report by the Director of Streetscene on a progress update on the Hedge Cutting Contract.

It was AGREED that the content of the report be noted.

To consider a report by the Director of Streetscene on the Progress of the Clothing and Textile Recycling Contract.

The Panel considered a report by the Director of Streetscene which gave an update on the progress of the Clothing and Textile Recycling Contract.

At the Invitation of the Chairman, Councillor Keeble, Executive Member for Streetscene addressed the Panel on this item.

It was AGREED that the content of the report be noted.