Agenda item

To consider a report by the Head of Highways and Environmental Service (copy attached) on the progress made to date in delivering the revised service following the additional resources provided; and process followed to implement the changes/introduction of the end of lanes collection.

The Lead Member for Environment and Transport introduced the report (previously circulated) and reminded the Committee that the report was an update following Cabinet’s decision on 1^st October 2024 - to allocate additional resources to the roll out of the new waste system.

In addition, the Scrutiny Chairs and Vice Chairs Group had received a proposal to scrutinise the decision to change collection of waste in some areas to End of Lane collection. The Lead Member acknowledged that there were still improvements to be made to the service, but progress had been made since the initial roll out in June.

The Head of Highways and Environmental Service advised that the paper predominately concerned Cabinet’s decision to approve a further £1.299 million to the Service, which was achieved through grants and capital borrowing. It was advised that the Service were still awaiting confirmation from Welsh Government regarding their potential funding contribution.

Disregarding the extreme bouts of weather the County had experienced in the initial weeks of the year, the Service had stabilised and become more consistent, and things were improving on a weekly basis.

Regarding the introduction of End of Lane collection, 36 properties out of 47000 across the County had been identified and those residents notified. Some residents had raised concerns over the change to their service, but the Authority had the authorisation to implement those changes under the Environmental Protection Act 1990. Properties were assessed under the proper protocols and procedures before notifying residents of the change.

Feedback had been received that the relevant policy was ambiguous, the Head of Service advised that the policy was under review. The Head of Service also acknowledged that members were not made aware of these letters sent to residents and advised that it would be a learning point moving forward.

Members queried whether the additional hire costs of further vehicles were factored in the initial financial plan. Officers advised that the hire costs were being absorbed under the revenue/operating cost to run the Service. Every effort was being made to off hire the temporary vehicles as soon as possible.

Responding to the Committee’s questions officers advised:

• There would always be an element of missed collections no matter what waste model was used – commonly due to residents forgetting to put their bin out or new drivers missing a property. Initially when the new model was introduced the problem was not being able to identify where the missed collections were. That issue had been resolved and missed collections were picked up fairly quickly.
• There had been a back-log of communications with residents on the C360 system which had led to the implementation of the New Waste Model email address for contact purposes.

It was anticipated that in the next couple of weeks normal service would be resumed for residents to notify off missed collections through the Contact Centre or direct online.

• When identifying properties requiring End of Lane collection an officer undertook an assessment of the access, egress and turning points to those properties.

Other considerations needed to be given to the topography, risk assessments to staff and dimension of vehicles being used.

• Assessments were undertaken based on the dimensions of the usual vehicle that would be servicing a particular route.
• The Environment Protection Act allowed for the ‘property’ to be requested to present their waste at a specific location.
• The letter sent to affected properties did not give sufficient information to residents, it did not fully explain the rationale for the changes of service nor was there a reference to any right to appeal the decision.
• There was an appeals process whereby the property could be reassessed although that did not mean the decision would be reversed.
• Where a resident qualified for assisted collections, provision would be made to accommodate them – even if the property is designated as end of lane collection – assisted collection was allocated to the resident not the property.
•  If a resident qualified for assisted collection but the vehicle that usually serviced their route was too big a bespoke service would need to be provided.
• The existing policy on end of lane collection only referred to unadopted roads. However, the reality was that some adopted roads were unsuitable for the route designated vehicle’s access.
• Under normal circumstance the change to policy for End of Lane collection would be an operational change, however given the sensitivity around the situation officers gave assurance that members would be consulted going forward.
• Referring to the (unsightly) end of lane collections in the AONB, the onus was on the resident to produce and remove the Trollibocs in a timely manner to lessen the visual impact, avoid stolen or broken boxes and mitigate against adverse weather conditions.
• Whilst there were 2195 calls to the contact centre in December 2024, the figure could relate to repeat calls.
• Details of the lanes identified for End of Lane collection could not be provided to members due to GDPR, however the number of lanes in each members’ ward would be provided.
• There was a commitment that Welsh Government would be providing funding towards new vehicles. The minimum anticipated funding would be for the difference in cost for acquiring two electric vehicles as opposed to diesel.
• The collection of textiles was being reviewed in conjunction with the third part operator, Co-options.
• Since the change in services in June 2024 it is estimated that circa £750k will have been generated from recycling waste (unvalidated).A new system had been implemented for the reporting of fly tipping. There was nothing to suggest an increase in levels of fly tipping following implementation of the new waste service.
• The current policy on replacing broken or lost (trolley) boxes was to charge residents. There were no discretionary provisions within the policy. However, if a resident had proof that the damage was caused by an operative the fee would be waived.

In addition, occupiers of new build properties where no existing Trollibocs was provided would be responsible a £45 charge to supply them.

• Where an operative came across a contaminated box (erroneous disposal of products) a sticker should be placed on the box marked according to the contamination and recorded on the in-cab system. Where there were repeated contaminations the resident was contacted and provided with clear instructions for the relevant disposal of items.

Referring to the service change to end of lane collections being introduced Councillor Brian Jones referred to a Cabinet report on the 18^th December 2018 whereby the issue the diversity of roads/lanes in the county had been addressed and assurances given that the proposed model would accommodate them. The report specifically mentioned ultra narrow lanes and it should have been known that a bespoke route would be required.

The Corporate Director: Economy and Environment clarified that the report had been based on hypothesis as the new routes had not been compiled at that stage.

Poor communication from the Service to residents and members was mentioned on several occasions throughout the discussion. Officers gave reassurances that going forward the Service were committed to improving communication.

Closing the discussion the Chair referred to the recommendations in the report and did not feel that the Committee were able to agree them. Instead, there was a proposal that a report be brought back to the Committee in May including figures on the percentage of recycling processed and WG funding provided.

RESOLVED that:

1. A further update report be presented to Communities Scrutiny Committee on 15^th May and
2. All members be consulted on proposed changes to the End of Lane Collection Policy.