Agenda item

To receive a report from the Director of Finance, Resources & Customer Services outlining a Call-In received for consideration by Overview & Scrutiny on the following reason: (Report No: 104)

Decision by Cabinet (19 October 2016): Green Bin Service Change.

Cabinet Decision included on Publication of Decision List No: 34/16-17 Key Decision KD4376 (List Ref: 10/34/16-17) issued on Friday 21 October 2016.

It is proposed that consideration of the Call-In be structured as follows:

·         Brief outline of reasons for the Call-In by representative(s) of the Members who have called in the decision.

·         Response to the reasons provided for the Call-In by the Cabinet Members responsible for taking the decision.

·         Debate by Overview & Scrutiny Committee and agreement on action to be taken.

The Chair invited Councillor Laban to present the reasons for Call-in.

Councillor Laban said the decision was for a service change that would affect virtually all residents in the borough. She summarised the reasons for Call-In as follows:

• The results of the consultation exercise showed that less than 1% of the Borough’s population had responded.
• Of those that had responded, the report stated that the majority preferred the proposed free fortnightly green bin collection, option.  It also stated that not many other suggestions were put forward by residents in response to the questionnaire.  However, the survey did not lend itself to other options being put forward for other service alternatives.
• The decision does not include a proposal for introducing a seasonal service which many local authorities have.
• Additional savings could be found from reducing contamination of bins.
• For those people who currently have slim- line green bins, they have been given an opportunity to change them for the larger bins however, the period when they can swap the bins is too far away from the proposed change over from weekly to fortnightly collections. Therefore, many people may not realise that they need to arrange for this bin change to be done.  This is especially so because more people do gardening in the summer months and the need for a bigger bin may not be apparent to them until after the free change- over period has expired.
• That if bins are much heavier as a result of a fortnightly collection then loads may be rejected, she questioned whether this situation had been scheduled into our service delivery

Councillor Laban requested that the decision be referred back to Cabinet for reconsideration of the available options.

The Chair invited Councillor Anderson to respond, which is summarised as follows:

• This consultation had one of the highest response rates received, which gave a good cross representation of all types/ demographics for the borough. The response was actually 3½% rather than 1% because that was the percentage of households who responded. Of those that responded to the consultation 87% rejected a charged for service.
• It is necessary for the council to make savings. The green bin service is non-statutory. Only 18% of English local authorities still operate a free weekly collection of green waste, other local authorities are also changing/ reducing the service provided.
• The busiest time for green bin usage is in May and therefore people should be aware of the bin swap opportunity.
• There will be an extensive communications programme to inform residents of the change of service in the run-up to the changes coming into effect.
• We are working hard to address the issue of contamination of bins.
• If green bins are particularly heavy this would usually be as a result of rubble or soil being put in the bins rather than green waste.
• The suggestion of making seasonal changes to the green bin collection service would not make the significant savings that are necessary. There were no other themes/ suggestions put forward by respondents during the consultation that could have been considered.

The following questions/ comments were then taken from members of the Committee:

Councillor Smith asked for an explanation of costs/ benefits of the decision. He said as we would be providing larger green bins for free for a period of time for those people who currently have a smaller green bin, this would involve additional cost as would the need for any adaptation of vehicles.

Nicky Fiedler (AD Public Realm, Environment) explained that the decision was for a redirection of capital expenditure, funded through existing borrowing of up to £377k to implement the service change. There would be vehicle savings resulting from a reduction of four rounds, and revenue savings would be made by the release of 4 vehicles and the release of agency staff.   She referred to table 4 in the report which sets out the financial model showing costs, savings and capital borrowing for the forthcoming few years.

Councillor Smith was concerned that people who may require the larger scale green bin would not realise that they should make a request for this in time for an upgrade. He asked if there was scope to extend this period?

It was stated that we would accept requests until next June, however it was pointed out that it was more efficient to deliver the new bins to residents altogether rather than a piecemeal approach..

Q: Could you tell if more than one person responded from a household?

A: It is possible to identify if more than one response has been received from a household, ‘cookies’ are used for on line questionnaires to ensure you can only complete the survey once.  The 3½% response rate is relatively good.

Q: Do you think there may have been some confusion over the question where you asked respondents for any suggestions?

A: We thought it was important to keep the question open and not to lead people in the answers they gave.

Q: Is it correct that if at present a resident requests an additional large green bin, then they are charged a yearly fee for this?

A: Yes a charge of £51 a year is charged for this

Q:  If there are plans to separate food and green waste in future, should this change have taken place now?

A: This was considered but the capital cost of doing so is not cost effective at present, however in future this may become more viable.

Q: The 3½% response rate on the consultation seems small, do we have a minimal threshold for responses?

A: We would like to receive a 10% and above response rate but this does not tend to happen. It is most important that the data is of high quality, and this is the case for this consultation. The response rate was a good reflection of demographics and represented both the east and west sides of the borough.

It was confirmed that the communications programme would commence in November and will include different versions of calendars.  It was agreed that there were contamination issues that are to be addressed.

Councillor Laban said that with regard to the communications campaign we should be more flexible and allow a longer period of time for the take up of free green bin upgrades.

Councillor Anderson said if there is not a big take-up after the first tranche we have the flexibility to review the strategy to allow for a longer period if this is thought appropriate.

Councillor Smith and Councillor Hayward were concerned that this major service change would lead to great frustration by residents. Councillor Smith also said he did not think the financial model was clear.

The Committee then voted on the decision as follows:

Councillors Simon, Abdullahi, and Keazor voted in favour of the above decision. 

Councillors Smith and Hayward voted to refer back to Cabinet.

The Chair therefore CONFIRMED the decision.