Agenda and minutes

To receive any apologies for absence and notices of appointment of substitute Members (if any).

No apologies were received.

Councillors are reminded of the requirement to declare any interest, including the type of interest, and reason for that interest, either at this stage of the meeting or as soon as they become aware of that interest.

There were no declarations made.

To receive any questions relating to items on the Agenda from members of the public and replies thereto.

Note:   A maximum of 30 minutes is allowed for this item.

There were no members of the public present.

Members to consider whether to approve the minutes of meeting held on 8^th January 2019 of the Group as a correct record.

The Minutes of the Meeting held on 6^th January 2018 were approved as a correct record and SIGNED by the Chairman

To receive any announcements that the Chairman may wish to make.

The Chairman had no announcements to make

To receive a report from the Scrutiny Officer providing progress to date on reducing the amount of single use plastics used by the Council.

The Group received and NOTED a detailed *report from the Director of Corporate Affairs and Business Transformation providing progress to date on reducing the amount of single use plastics (SUP)  used by the Council.

The Scrutiny Officer explained that reduction of single use plastics by the Council was as a result of Motion 549 (8^th June 2018) put forward by Cllr R Evans and that his report had been collated from the Leisure Services function.

He explained that Mid Devon Leisure had a number of channels by which SUPs were purchased such as through vending machines or by suppliers to the café’s in operation at Exe Valley and Lords Meadow. Since the motion was passed Leisure Management had engaged with the café’s to review their products and practices.

He further explained that the Finance and Procurement functions of the council had sent letters to suppliers which included a survey about their intentions towards SUP’s. He confirmed that there had been about 20 responses to date and those would be analysed before a more detailed report would be brought back to the Group in 6 months.

Members confirmed that when the Motion was introduced it was recognised that changes would not be immediate and that it would take time for the Council to use up old stock and change purchasing habits. They did however express disappointment that café’s run by third parties in the Leisure Centres did not appear to be recycling plastic or bottles and asked if this could be addressed.

The Scrutiny Officer confirmed he would liaise with Leisure Management to consider actions which could be taken to encourage the recycling of materials from the on-site café’s.

Discussion then took place regarding plastic free tea bags and the Scrutiny Officer was tasked with looking into the availability of these and to circulate to Members.

Note: *Report previously circulated and attached to the minutes.

To receive a report from the Group Manager for Corporate Property and Commercial Assets providing members with an overview of the progress installing electric charge points in the District for electric/hybrid vehicles and to update members on the performance of electric chargers installed at our leisure centres.

The Group had before it a *report of The Group Manager for Corporate Property and Commercial Assets confirming the increased usage of car changing points across the district. He explained that officers were in discussions with the current supplier regarding the possibility of installing further charging points in the future but that would be dependent on the financial liability for the company.

There was then a general discussion on where the current points were situated and members felt that the current locations had not been widely advertised.

The Group Manager for Corporate Property and Commercial Assets explained that the location of the points was dependant on a higher voltage power supply being installed as the points were rapid chargers and required a higher voltage than normal appliances. This restricted where the points could be placed but they were working with the supplier on possible additional locations. He confirmed that he would arrange with the Communications team to advertise the location of the charging points and provide a link to the national register at https://www.zap-map.com/

Members agreed that they would like to see a co-ordinated approach to putting additional charging points across the district and the Group Manager for Corporate Property and Commercial Assets confirmed that discussions with the current supplier were ongoing.

Members NOTED the content of the report and recommended that officers continued with the review of the provision of electric car charging facilities in light of growing popularity of ULEVS (Ultra Low Emission Vehicles).

Members then discussed the current home and work charge schemes and questioned if the Council were currently encouraging developers to install home electric car charging points in new build properties. They discussed the future Government target of banning the sale of new petrol and diesel cars by 2040 and that the Council would need to consider this as part of future planning policy for new developments.

The Group then RECOMMENDED to Cabinet that the Council considers the provision of home electric car charging points in all new developments across the district for all new properties.

(Proposed by Cllr B Evans and Seconded by Cllr D J Knowles)

Members requested that the Cabinet Member for Planning and Economic Regeneration attend a future meeting of the Group to update them on progress of the recommendation.

Note: *Report previously circulated and attached to the minutes.

To receive a report from the Deputy Chief Executive (S151) to update the Environment PDG on the position of the Earmarked Reserve in the Vehicle Sinking Fund and suggest plans for the use of the residual funds.

The Group had before it the *report of the Group Manager for Finance explaining that the Council had been prudently putting aside funds to replace waste vehicles.

She explained that the Group Manager for Street Scene and Open Spaces had agreed with Exeter City Council to tender a joint Vehicle Contract Hire contract. If agreed the new contract would eliminate the need for the Council to buy vehicles. The Cabinet were due to make a decision on the contract at its next meeting on 7^th March 2019.

She explained that the Council were due to replace some very expensive waste vehicles in the next year which was why the fund was significant.

She confirmed that the sinking fund currently held approximately £2m and of this £1.3m was uncommitted; however £250k of this would be set aside for the servicing of the new contract going forward. The residual amount should be set aside to provide a source of funding should the Council decide to explore relocating or changing the service model.

In response to members questions the Group Manager for Street Scene and Open Spaces explained that under the terms of the new contract as each vehicle came up for renewal it would be replaced on a supply and maintenance contract and those vehicles which were weren’t yet due for renewal would go on a maintenance contract only until they were replaced. The current fleet would be sold at the end of their term and would be replaced by the contract company, removing the need for the Council to buy vehicles outright.

Members discussed if £250k, which would be available from the sinking fund to service the new contract, would be sufficient funding.

The Group Manager for Finance explained that the £250k was a prudent estimate which could be reconsidered if found not to be sufficient.

Note:  *Report previously circulated and attached to the minutes

To consider a verbal report from the Deputy Chief Executive (S151) presenting financial monitoring information for the income and expenditure to date.

The Group received a verbal update from the Group Manager for Finance presenting financial monitoring information for the income and expenditure to date.

She explained that the overall deficit had improved from £65k in December to £45k in January and that on an overall budget of circa £9m this was a relatively small variance.

To provide Members with an update on performance against the corporate plan and local service targets for 2018-2019 as well as providing an update on the key business risks.

The Group had before it and NOTED a report * from the Group Manager for Performance, Governance and Data Security providing Members with an update on performance against the Corporate Plan and local service targets as well as providing an update on the key business risks.

Members agreed that missed collections, although slightly below target, showed that only 0.04% of waste collections had been missed and they wanted to express gratitude to the crews for a job well done.

There were no comments on the risk report.

Note: * Report previously circulated and attached to the minutes

To receive the Chairman’s draft annual report on the work of the Environment PDG since May 2018, which will be submitted to Council on 24th April 2019.

The Chairman presented his report to the Group which was NOTED.

The Cabinet Member for Environment thanked the members of the Group for their input over the previous four years.

The Committee are asked to note the following items identified for the next meeting as identified on the work plan:

National Assistance Burial Procedure

Play Area Safety Inspection Policy

Environment Educational Enforcement Policy

Performance & Risk

Note: This item is limited to 10 minutes.  There should be no discussion on the items raised.

The Group requested that the Cabinet Member for Planning and Economic Regeneration attend a future meeting of the Group to give an update on the recommendation that the Council considers the provision of home electric car charging points in all new developments across the District for all new properties.