Agenda and minutes

Environment and Neighbourhood Committee
Monday, 27th June, 2016 7.30 pm

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

Contact: Aimee Wittams-Smith, Senior Business Support Officer. tel: 020 8770 4171 Email:  aimee.wittams-smith@sutton.gov.uk 

Items
No. Item

1.

Welcome and introductions

Minutes:

Councillor Jill Whitehead opened the meeting and welcomed new members, including Councillor Manual Abellan, new Vice-Chair of the Committee.

2.

Apologies for absence and notifications of substitutes

Minutes:

Apologies were received from Councillor Adrian Davey, Councillor Richard Marston, Councillor Patrick McManus. Councillors Joyce Melican and Neil Garratt attended as substitutes.  

 

3.

Declarations of interest

Minutes:

Councillor Steve Penneck declared a non-pecuniary interest in item 8.

4.

Minutes of previous meeting pdf icon PDF 205 KB

To agree the minutes of the meeting held on 4 February 2016 as a correct record.

Minutes:

The minutes of the meeting held on 4 February 2016 were agreed and signed as an accurate record. As a matter arising, Councillor Neil Garratt requested if the timeline for the crossings at the Heart of Hackbridge (Item 34) had been decided as yet. Warren Shadbolt, Executive Head of Safer and Stronger Communities responded that work was planned for the end of August/beginning of September 2016.

 

5.

Environment and Neighbourhood Committee Performance report pdf icon PDF 193 KB

Sam Barker, Head of Commissioning Support, to present a report which sets out arrangements for Performance reporting to the Committee during 2016/17 and the latest performance against key Performance Indicators.

Additional documents:

Minutes:

Sam Barker, Head of Commissioning Support, outline the purpose of the new scorecards for each committee produced from the Covalent Software. This software provides live data on the night with changes highlighted, which the Head of Commissioning Support identified to the Committee.

 

Councillor Jill Whitehead asked questions in regards to the presentation:

 

1)    These are existing KPIS, what are the possibilities for looking at how relevant they are now given the changing environment?

2)    Is it possible to include qualitative KPIs as well as quantitative?

3)    Will new strategies which have their own KPIs be included in the overarching KPIs over time?

4)    How will KPIs for shared services with other Boroughs be incorporated into these?

 

The Head of Commissioning Support responded:

 

1)    Relevance: This is a top slice of all the KPIs reported across the LA, and this is an initial set of indicators which have been deemed by officers and members as the most important for this committee, but there is scope to change that as we go forward.

2)    Qualitative KPIs: The scorecard is quantitative in its nature, to measure the delivery of things. However, the council is moving towards measuring outcomes, but these require longer-term reporting. There are tools for that such as the Residents’ Survey, and the council’s developmental assets approach. This is a month-by-month report.

3)    New strategy KPIs: There is scope to add additional KPIs.

4)    Shared Services: The Strategic Director of Environment, Housing and Regeneration responded that this set is a small snapshot of all the indicators. KPI data will be collected from shared services, and some are already reflected in the information shown in the report. The information can be changed at any time to include new/different data.

 

Councillor Steve Penneck was positive about the valuable and useful information contained in the new KPI report. He noted that some targets will be entered month by month but commented that thought should be given about how to best reflect these to show the trend over time.

 

The Strategic Director of Environment, Housing and Regeneration responded that the new system can be refined, but some data will be related to reporting periods, as some are only measured yearly/quarterly.

 

Councillor Neil Garratt requested if there was a way to see figures per quarter/per year. Councillor Garratt also mentioned that for the Housing, Economy and Business Committee, a Task and Finish Group had been established to choose which indicators should be included, and he asked if this could be done for Environment and Neighbourhood Committee as well? The Chair, said she would seek members’ views on this possibility for E and N Committee outside of the meeting.

 

RESOLVED: that the Environment and Neighbourhood Committee considered the performance dashboard for Environment and Neighbourhood Committee.

 

6.

Update on Sustainable Transport Strategy

To report progress in relation to the adopted Sustainable Transport Strategy and a review of the timetable and targets for meeting objectives within the agreed action plan. 

Minutes:

Keith Fraser, Principal Planner (Transport), outlined progress on recent projects as detailed in the report and tabled a revised Appendix A (attached as the appendix to the minutes).

 

Councillor Paul Wingfield asked if there was anything that could be done to alleviate the air quality issues in Worcester Park. The Principal Planner advised that this was an ongoing issue, which officers were discussing with Kingston Council as many of the problems were cross-border in nature.

 

Councillor Jill Whitehead advised that Transport ForLondon were aware that there was an issue at Worcester Park, which had led to the recent TFL Zetol project there to find ways to reduce or prevent congestion.

 

RESOLVED that the Environment and Neighbourhood Committee:

 

2.1 Noted the progress made on the implementation of sustainable transport initiatives within the Sustainable Transport Strategy (STS)

2.2 Agreed the revised targets and actions set out in the Action Plan for the STS.

 

Ian Price, Team Leader, Strategy and Commissioning updated the Committee on the progress of the Quietways Project, which TFL was funding in Sutton . TFL was keen to work with the London Borough of Sutton on finding a suitable route, and the initial route assessments had been completed. Meetings were also being set up with relevant ward councillors to look at route options. The next stage in the process would be to agree a route in principle, so that the work needed could be assessed by Sustrans., and included in a delivery plan to submit to TFL.

 

Councillor Steve Penneck expressed concern about using dedicated cycle tracks in narrow residential roads, and the affect this could have on parking, and he asked if the scheme would allow for improvements at dangerous junctions.

 

Councillor Neil Garratt said there was generally a poor cycle infrastructure in the UK, and he asked that something appropriate should be put in place that could be used by cyclists, Councillor Neil Garratt asked if the traffic volumes on the quietways route had been measured as yet.

 

The Team Leader, Strategy and Commissioning responded that there were counters on the road already, and undertook to share the data with Councillors.

 

Councillor Paul Wingfield asked if there was potential to use the space alongside Nonsuch Park for a cycling path. The Team Leader, Strategy and Commissioning responded that Nonsuch Park came under Surrey County Council but he would investigate.

 

Councillor Tony Shields noted that there were issues with safe places to park cycles. The Team Leader, Strategy and Commissioning answered this could be looked at within the LIP budget.

 

Councillor Steve Penneck requested the timescale for the Quietways work and he asked if there would be consultation on specific parts of the route. The Team Leader, Strategy and Commissioning said the initial feedback would be received from ward councillors, as soon as possible, before the school summer break. The overall delivery, funding-wise from TFL would be in Spring 2017. The consultation would be flexible.

 

RESOLVED:

2.3 In relation to the Quietways project, agree:-

a)   Continue  ...  view the full minutes text for item 6.

7.

Response to Sporting Future, a new Strategy for an Active Nation pdf icon PDF 255 KB

This report sets out Sutton’s approach to implementing the Government’s new sports strategy: ‘A New Strategy for an Active Nation’.

Additional documents:

Minutes:

Jan Underhill, Executive Head of Wellbeing outlined the purpose of the new Government Strategy, as a result of which it was intended to set up a Sports and Exercise Network in the Borough, which would be self- organising and self funding. It was noted that sports were not statutory functions for Councils.

 

Councillor Paul Wingfield commented that sports organisations were fairly limited, and that we would need a database for all the different types of networks to ensure all groups and ages are covered, particularly those that are currently not getting exercise. The Executive Head of Wellbeing responded that the Council was gradually building up information on activities available in the borough.

 

Councillor Steve Penneck said that the current barriers to sports and exercise needed to be investigated, but he understood this was difficult with no resources.

 

Councillor Neil Garratt raised the use of parks commercially for fitness. The Strategic Director of Environment, Housing and Regeneration agreed there was a real balance between charges and encouraging people to use the facilities. Whilst there were currently no plans to charge for park runs, the out-sourcing of the parks service to a contractor could have an effect on this.

 

Councillor Jill Whitehead asked how confident staff were that they could find a suitable lead organisation for the Sports Network. The Executive Head of Wellbeing responded that they were currently in discussions with organisations.

 

The Chair pointed out that there was scope to link with other committees to look at these issues such as the Health & Wellbeing Board.

 

RESOLVED that the Environment and Neighbourhood Committee:

 

2.1     Agreed a stakeholder network approach to the implementation of the Government’s Sports Strategy through the development of a Sutton Physical Activity Network, as set out in 5.3 to 5.6.

 

8.

Award of Preferred bidder status for Waste Collection and related Environment Services  pdf icon PDF 227 KB

To agree to award preferred bidder status for the provision of the Lot 1 Services (Waste Collection, Street Cleaning, Winter gritting and Fleet procurement and maintenance) and Lot 2 (Parks, grounds maintenance, cemeteries and tree inspections for a period of eight years with the option to extend for a two further periods of eight years (twenty four in total) and to agree the service changes as a result of the contract award.

Additional documents:

Minutes:

Councillor Tony Shields raised concerns before the start of the presentation that due to the recent vote to leave the European Union, that there would be potential changes in the current EU legislation in regards to waste collection and disposal, and questioned how appropriate it was to vote on an 8 year contract at this time of uncertainty. It was pointed out that the South London Waste Partnership contract award was unaffected by the Brexit vote.

 

The South London Waste Partnership of four boroughs (Sutton,Kingston, Merton and Croydon) had been involved in the procurement of the proposed waste collection contract, and two of these Boroughs (Sutton and Merton) in the procurement of the Parks maintenance contract, with options for the other two Boroughs to join later. The procurement had been undertaken over a period of time with appropriate legal and financial advice in place from experienced consultants.

 

It was pointed out that due to large-scale government cutbacks in funding impacting on all councils nationwide, that harmonisation of waste collection across the four Boroughs offered substantial savings.  In Sutton, the savings were worth £1.5m per year after the first year or over £10 m over eight years.

 

Matt Clubb, Executive Head of Environment Commissioning gave a presentation on the overview of the Lot 1 (Waste Collection) and Lot 2 service bids (Parks maintenance). The Executive Head of Environment Commissioning advised that the 8 years would commence from 2017, with an option to extend for another 8 years after that, and then again, bringing the total to 24 years. It was advised that Kingston Council had agreed the proposal at their Committee Meeting, and it had been endorsed by the South London Waste Partnership Joint Committee, with decisions going to Merton Council on 4 July (post meeting note: this was called in), and Croydon Council on 11 July (post meeting note: this was agreed).

 

An overview was given of the proposed changes, as well as the benefits of the proposal. Service changes were planned for April 2017 for the London Borough of Sutton.

 

Councillor NighatPiracha asked if there was anything that would remain in-house, and who should councillors contact with issues they received from residents. The Executive Head of Environment Commissioning advised that there would be a client team responsible for managing both contracts, and any issues would be directed to that team. Some elements would remain in house in Lot 2 such as tree inspections, and parks equipment decisions which currently came under Local Committees.

 

Councillor Tony Shields expressed concern that the waste handling regulations were from the EU and therefore may change.

 

The Strategic Director of Environment, Housing and Regeneration advised that officers had received specialist legal advice, with clauses allowing for changes in legislation, and a lot of the EU current legislation was also  enacted in UK law.

 

Councillor Manuel Abellan asked how the performance of the contractor would be monitored, and asked what could be done to reassure those residents who  ...  view the full minutes text for item 8.

9.

Any urgent items brought forward at the direction of the chair

Minutes:

There was no urgent business.

10.

Date of next meeting

The next meeting of Environment and Neighbourhood Committee will be held on 15 September 2016 at the Civic Offices, St Nicholas Way.

Minutes:

The next meeting will be held on 15 September 2016 at 7.30pm at the Civic Offices.

Appendix to the Minutes pdf icon PDF 174 KB