Agenda and minutes

An apology of absence was received Councillor J M Englefield.

To confirm as a correct record the minutes of the meeting of the Panel held on 23 October 2014.

It was AGREED that the minutes of the meeting of the Streetscene Policy Development and Review Panel held on 23 October 2014 be confirmed and signed as a correct record.

The Chairman made the following announcements:

She passed her congratulations on to the Refuse and Recycling teams for their Christmas collection programme which resulted in only 23 phone calls.

She also expressed her thanks to Officers for arranging a visit to the ERF (Energy Recovery Facility) and MRF (Material Recovery Facility) which was extremely informative and she encouraged all members who had not yet visited these sites to do so.

The Panel were informed that as noted in the minutes of the last Streetscene Policy Development and Review Panel Meeting on 23 October 2014, it was agreed that a report on the Impact of Weekly Refuse Collections in the Summer Months be included in January’s panel meeting.

Initial investigations and research by officers has found that during the past 3 years the Department of Streetscene has received less than 10 requests from residents of the borough to return to weekly collections. Due to the lack of demand for this service, it was not felt necessary to bring a full report to the Panel.

A report on the impact of the refuse weekly collections was brought to the Panel in January 2014 for information. A copy of this report can be provided if required.

As part of the 2015-16 draft work programme it is proposed to set up several Member and Officer Working Groups to discuss the topics in detail before reports are brought to the Panel.

If you would like to volunteer to be part of one of these working groups let Officers know.

Lastly the Panel’s attention was drawn to the briefing note on Community Funerals which had been sent to members by email a few weeks ago. Councillor Bryant enquired as to who is responsible for bodies on the shoreline. The Director of Environmental Services addressed the Panel to state that he would get the Parks and Open Spaces Manager to provide this information to members.

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 Environmental Services which reviews the Work Programme for 2014/15 and the draft Work Programme for 2015/16.

The Panel considered a report by the Director of Environmental Services which reviewed the Panel’s work programme for 2014/15 and the draft work programme for 2015/16.

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

The Director of Environmental Services circulated a list of proposed agenda items for the 2015/16 work programme.

Members were asked to note the two proposed reports which would also require the addition of a Member and Officer Working Group, and were asked for volunteers for each of the working group.

Councillors Swanbrow and Norris put themselves forward for the working group on Allotment Agreements Renewal, and Councillors Whittingham and Mrs Bayford put themselves forward for the Public Toilet Refurbishment 5 Year programme working group.

Members were invited to make suggestions for the 2015/16 work programme but no suggestions were made at that time. Members were informed they had until the next meeting in March to put forward suggestions for the 2015/16 work programme.

The Director of Environment Services addressed the Panel and explained that several members of the Panel had requested to go out on a visit with one of the refuse crews but he did not feel this was acceptable due to the potential dangers that could occur with this, however members were informed that should they wish to go out with the Supervisors who are responsible for the refuse crews, or the litter collection crews he would be happy to arrange this.

It was AGREED that the work programme for the remainder of the year be approved.

To consider a report by the Director of Environmental Services on an Annual Review of the Grounds Maintenance Service.

The Panel considered a report by the Director of Environmental Services on an annual review of the Grounds Maintenance Service.

The report was presented by the Operations Manager who then took questions from the Panel.

Councillor Swanbrow commented on how successful the wild flower meadows were and asked if they would be continued. The Operations Manager confirmed that they would be continued again this year and there will be additional sites included also.

Councillor Bryant enquired as to whether the Council advertises the hire of the Chapel at Wickham Road Cemetery. The Operations Manager confirmed that the Council’s website advertises this and is discussed with customers when funerals at the cemetery are being arranged. A question was also asked as to when the scaffolding will be removed from building. The Director of Environmental Services explained that the scaffolding was put in place when the tower was damaged in the storms from the previous year and due to the building being a listed building the replacement tower has taken some time to construct, however it should be completed in the next few months.

The Chairman passed her thanks and praise onto the grounds maintenance teams who were involved with Fareham in Bloom and felt that more recognition should be given to the Grounds Maintenance teams for their hard work and efforts which without the awards achieved would not be possible.

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

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

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

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

The Transport Manager explained that whilst the CO² emissions have been reduced from the previous year they will increase slightly over the next year as the building services department are bringing their maintenance work back in house from 1 April 2015, and will therefore be procuring additional vehicles for this.

He also reported that fuel prices have been reducing recently and with the money saved from this will be put towards making the refuse vehicles safer for cyclists in the borough by having signage installed on the back of the trucks which will inform cyclists of when and where the vehicles are turning. Another safety measure for cyclists that is being looked into is under run bars for refuse vehicles. These are bars that are fitted to the underneath of refuse vehicles and prevents cyclists from falling underneath a vehicle if they were knocked off of their bike. It is likely that these will become legislation within the next few years and therefore the Transport Manager has decided to take a more proactive approach to this rather than a reactive approach.

Councillor Bryant enquired as to what will be happening with the Vehicle Replacement Programme in the future. The Transport Manager advised the Panel that the money will be concentrated in purchasing refuse, road sweeper and hedge cutting vehicles and that each on will be purchased with the best framework to ensure that they are the best value for money.

Councillor Bryant also enquired as to whether there is a specific time limit set on the life of the vehicles and as such they will be replaced after so many years. The Director of Environmental Services explained that this is not possible to do as each vehicle will have a different lifespan depending on its usage. Therefore vehicles are regularly checked and will be replaced when they are no longer economically safe and viable.

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