Agenda and draft minutes

Environment and Neighbourhood Committee
Wednesday, 11th March, 2020 7.00 pm

Venue: Civic Offices, St Nicholas Way, Sutton SM1 1EA

Contact: Cassie Fraser-Shanley, Committee Services Officer  Tel: 020 8770 4990, Email:  committeeservices@sutton.gov.uk

Items
No. Item

30.

Welcome and introductions

Minutes:

The Chair, Councillor Abellan, welcomed those present.

 

He announced that Item 8, Tree Maintenance Contract Procurement, would now be taken after Item 10, Conclusion of the Annual Review of the Veolia Contract.

31.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor Cook and Councillor Andrew with Councillor Penneck and Councillor Heron attending as substitutes.

 

Apologies were also received from Councillor Shields with Councillor Nandha attending as substitute. 

32.

Declarations of interest

Minutes:

There were no declarations of interest.

33.

Minutes of the previous meeting pdf icon PDF 84 KB

To approve as a correct record the minutes of the meeting held on 19 December 2019.

Minutes:

RESOLVED: that the minutes of the meeting held on 19 December 2019 be agreed as an accurate record.

 

Councillor Heron arrived at 19:03

34.

Civil Ceremonies in Heritage Houses pdf icon PDF 164 KB

This report seeks approval to licence Whitehall Historic House and Honeywood Museum as civil ceremony venues. The introduction of civil ceremonies will widen the appeal of Sutton's Heritage Houses to couples who are looking for an alternative, intimate and local setting for a civil ceremony. 

Additional documents:

Minutes:

Jan Underhill, Assistant Director of Wellbeing, and Kelly Saini Badwal, Head of Cultural Services, presented the report.

 

Feedback on the proposals was positive from members and benefits were highlighted, including improving the local economy on Cheam and Carshalton High Streets, making use of local heritage and expanding the local offer to residents. Members suggested that the relevant Local Committees be informed at their next meetings and that officers should consider expanding the service to other heritage buildings within the borough. 

 

In response to questions, the officers clarified that:

  • The hire of the heritage houses would be aimed at ceremonies with up to 20 guests in attendance. 
  • Officers do not expect any parking issues due to the small size of the ceremonies and the local car parking facilities nearby. Should problems arise from parking, officers are in control of the bookings and are able to scope the bookings to ensure that it does not impact severely on the parking facilities. 
  • Each house is expected to raise £4,000 of additional income a year, based on 1 booking, per month, per house. 
  • The ceremonies will be discreet and will not impact the core heritage service, including visitors to the house. 
  • Neither houses will be closed in preparation for providing civil ceremonies and the preparation costs will cover administration and any additional furniture required. 
  • Officers have the full support of relevant friends group Chairs and they welcome their involvement in the planning process. 

 

During the discussion, the Assistant Director of Wellbeing agreed to provide members with a breakdown of the visitor numbers to each property.  

 

RESOLVED: that the Honeywood Museum and Whitehall Historic House be registered as venues for civil ceremonies, with effect from 1 May 2020.

35.

LIP Settlement 20/21 pdf icon PDF 151 KB

As part of the Council’s ‘Ambitious for Sutton’ plan, the Council is committed to maintaining and improving the physical environment for all its residents. Sutton had its Local Implementation Plan (LIP v3) approved by the Mayor for London in 2019, which explains how Sutton will implement his Transport Strategy at a local level. It sets out the strategic and local transport objectives for the borough, as well as the challenges and opportunities faced in Sutton to deliver these objectives, and how the annual LIP grant received from Transport for London (TfL) is used to deliver highway schemes for Sutton residents.

Additional documents:

Minutes:

Ian Price, Team Leader (Strategy and Commissioning) presented the report. 

 

The officer clarified that Transport for London have previously indicated that the funding formula would be brought in line with the Mayor’s Transport Strategy and a number of options for revision had been explored, however there has been no further update. 

 

In response to further questions, the officer clarified that the Liveable Neighbourhood Bid decisions had not been announced and that TfL have done a review of the Borough’s bus services to identify several long and short-term proposals.  

 

Members discussed the Local Transport Funds, which had previously been proportionally allocated to Local Committees, and will now be directed towards the delivery of the School Streets projects. Concerns were raised by the Conservative Group and Councillor Green that centralising this fund would mean that it would be difficult for local residents to put forward their ideas to enhance the streets and ward councillors would be unable to make appropriate choices for their area. The Chair explained the previous allocations of the Local Transport Funds were used for interventions which are now addressed in the Parking Strategy and every committee will get a school street during the two year programme, with three pilots are programmed to take place during the summer. He hoped that, if the trials are successful, it will create momentum to apply for additional funding for further enhancements. 

 

During the discussion, the Chair requested that a briefing be circulated to all committee members which includes the definition of a “school street” and a “healthy street”. 

 

RESOLVED: that

  1. The schemes and measures listed at Appendix A, be agreed

 

2.            Capital expenditure be incurred of £890,400 for the capital schemes identified in the LIP for Corridors and Neighbourhoods, £100,000 for Local LIP funding and £50,000 for Beddington Gateway Major Scheme, as well as the sum of £169,000 for various revenue initiatives identified in the Corridors and Neighbourhoods programme.

 

3.            The specific funding circumstances attached to the profiling of the Beddington Gateway Major Scheme be noted

 

4.            The Assistant Director Transport, Highways, and Regulatory Services, in consultation with the Chair of the Environment and Neighbourhood Committee, be authorised to take all necessary steps to implement the schemes, including undertaking the necessary statutory consultations.

 

At their request, it was noted that the Conservative group and Councillor Green abstained from all four of the recommendations. 

36.

Planned Highway Maintenance and Street Lighting Programmes 2020/2021 pdf icon PDF 137 KB

As part of the Council’s ‘Ambitious for Sutton’ plan, the Council is committed to maintaining and improving the physical environment for all its residents. The Council’s highway network is the most visible, used and valuable physical asset for which the Council is responsible. To meet the Council’s corporate objective of being a great place to live, work and raise a family, considerable investment in the heavily used highway assets is required to maintain them in a serviceable condition. Highway maintenance needs for footways, carriageways and street lighting have been reviewed, and the proposed programme for 2020/21 is set out in Appendices A and B and prioritised on a Borough-wide basis.

Additional documents:

Minutes:

Mervyn Bartlett, Group Manager (Highways and Transport), presented the report, which this year included street lighting works as well as carriageway resurfacing and footway renewal. 

 

Members discussed the street lighting programme, particularly in relation to the switch to LED lighting. Whilst members welcomed the additional funding, they highlighted residents' concerns around the need for improved lighting in areas such as Beddington Park and Greenshaw Wood, as well as reports of street lighting switching off when it is still dark. Officers agreed to investigate this further. 

 

Members also discussed potholes and the proposed streets which were scheduled for resurfacing. In response to questions, the officer clarified that the roads which were identified had a number of consecutive failures within them and there would be a long-term benefit by resurfacing them. The Chair requested that officers look into other roads which were mentioned during the discussion, and to consider including them in next year’s planned highway maintenance programme. 

 

During the discussion the officer and Chair agreed to circulate the notes from the last (June 2019) E&N Performance Monitoring meeting which had looked at this area and include the percentage of LED lighting installed in other London Boroughs, for comparison. 

 

RESOLVED: that

  1. capital expenditure be incurred in 2020/21 for the proposed highway maintenance programme for footways and carriageways and street lighting column replacement programme, as detailed in paragraph 6.1 (subject to funding confirmation, and noting as the officer tabled at the meeting, that the Carriageways funding is £725k (rather than £718k as per the report)), so that the schedule of works identified under Appendices A and B can be undertaken.
  2. the Assistant Director, Highways, Transport, and Regulatory Services, in consultation with the Chair of the Environment and Neighbourhood Committee, be delegated authority to make in-year changes to the prioritised planned highway maintenance programme to facilitate effective delivery and to respond in-year to emerging priorities or unforeseen events, e.g. severe weather conditions.

 

37.

Environment and Neighbourhood Committee Biannual Performance Report pdf icon PDF 125 KB

Sutton Council is successfully maintaining its focus on managing its resources effectively in order to deliver the new corporate plan ‘Ambitious for Sutton’. In order to monitor our services and contractors to improve performance for our residents, the Environment and Neighbourhood Committee reviews the performance of its services on a six monthly basis.

Minutes:

Matt Clubb, Assistant Director of Environment and Community Safety. 

 

Councillor Stoneman requested that members be provided with Sutton Council’s definition of “recycling” as this can vary between local authorities.

 

RESOLVED: that

  1. the overall performance of these services be noted, in particular, the significant increase in our recycling rate to 50% placing us in the top 5 in London, the improved levels of satisfaction with the waste collection and street cleaning services with residents 68% and 66% respectively either satisfied or very satisfied with these service and 96% of visitors satisfied with the time taken at the Household Reuse and Recycling Centre.
  2. the areas of focus for the service specifically in relation to continuing to improve the standard of the Street Cleaning service be noted.

38.

Conclusion of the annual review of the Veolia contract pdf icon PDF 93 KB

A key aim of the ‘Ambitious for Sutton’ plan is to ensure the highest possible quality of life for our residents.  As part of this we seek to attain the very best performance on recycling and implement a challenging waste minimisation strategy. Sutton has succeeded in significantly increasing its recycling rate to 50%, placing us in the top 5 in London achieving the Mayor of London's recycling target.  In addition to this we have reduced the amount of waste requiring disposal, addressing the impacts of climate change and delivering on our ambitious Environment Strategy.

 

Minutes:

Matt Clubb, Assistant Director of Environment and Community Safety presented the report. 

 

In response to questions, the Assistant Director confirmed that there was a delay in the conclusion of this due to different partners entering into the contract at different times with different expectations, however the time taken  has benefited the Council in the long term. The partnership continues to lobby for a reduction of waste and is adapting to the  changes in the global recycling market which has got stricter on the quality of recycling material which will be accepted. They acknowledge that there is still difficulty to identify contamination in places such as waste stores in flats.

 

Members discussed missed bin collections by Veolia, particularly in blocks of flats where they have received reports of repeated cases of miscollection. The Assistant Director clarified that addressing miscollection for flats is a priority in the team and in incidences where there are repeated missed collections, deductions will be taken. He agreed to look into concerns raised by Councillor Stoneman and Councillor Dwight around repeated miscollection on Sutton Court Road, and in the alleyways between shops and flats. 

 

There was further discussion about the ReportIt function, and the update was welcomed by members, particularly the function to upload photographs. Councillor Green requested that the IT department look into the frequent failure of ReportIt and the Assistant Director agreed to pass this onto the Assistant Director of IT. 


RESOLVED: that the outcome of the annual review be noted.

39.

Tree Maintenance Contract Procurement pdf icon PDF 135 KB

As part of the Council’s ‘Ambitious for Sutton’ plan, we are committed to maintaining and improving the environment for all our residents. Trees and woodlands are an important part of Sutton’s parks and streets and contribute to climate change mitigation, with growing support for tree planting to increase canopy cover throughout London. Ensuring that our trees are healthy and well maintained benefits the community and enables the Council to meet the objectives of its ambitious Parks and Open Spaces Strategy. 

Additional documents:

Minutes:

The Chair motioned, and Councillor Stoneman seconded, that the public be excluded from the meeting for this item of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 schedule 12A of the Local Government Act 1972.

 

The item was discussed. 


RESOLVED: that the recommendations be set out within an exempt minute.

40.

Any urgent business

To consider any items which, in the view of the Chair, should be dealt with as a matter of urgency because of special circumstances (in accordance with S100B(4) of the Local Government Act 1972).

Minutes:

There was no urgent business.