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Ards and North Down Borough Council a G E N ARDS AND NORTH DOWN BOROUGH COUNCIL 31 October 2018 Dear Sir/Madam You are hereby invited to attend a meeting of the Environment Committee of the Ards and North Down Borough Council which will be held in the Council Chamber, 2 Church Street, Newtownards on Wednesday 7 November 2018 commencing at 7.00pm. Tea, coffee and sandwiches will be available from 6.00pm. Yours faithfully Stephen Reid Chief Executive Ards and North Down Borough Council A G E N D A 1. Apologies 2. Declarations of Interest 3. Deputations 3.1. Alan McIlwaine – Compostable Garden Waste 3.2. NI Water – Pollution on Beaches 4. Environment Directorate Budgetary Control Report April 18 – September 2018 (Report attached) 5. Technical Budget 2019/20 - Maintenance Strategy Refurbishment Budget Report 2019/20 (Report attached) 6. Recycling Community Investment Fund – Spending Proposal (Report attached) 7. Call for Action on Single Use Plastics by Large Supermarket Retailers (Report attached) 8. Performance Report Neighbourhood Environment Team (Report attached) 9. Review of Road Closure Legislation (Report attached) 10. Off-Street Car Parking Management (Report attached) 11. Street Naming Report (Report attached) 12. Court Proceedings (Report attached) 13. Grant and Transfer of Entertainment Licences (Report attached) 14. Grant of Pavement Café Licences (Report attached) 15. Amendments to the Memorial Benches Policy (Report attached) 16. Notices of Motion 16.1 Notice of Motion submitted by Councillor Douglas That this Council writes to the Department for Infrastructure requesting the Department give due consideration to purchasing and implementing items known as ‘litter traps’ or similar devices which are placed in gullies and overflow pipes where they collect waste products, which are gathered and designed to be disposed of without entering our rivers etc. and thus contributing to the sustainable development goals which we as a Council have signed up to and seek to promote. Ards and North Down Borough Council could act as a pilot site. *** IN CONFIDENCE *** 17. Tender Proposal for Street Sweeping Recycling (Report attached) MEMBERSHIP OF ENVIRONMENT COMMITTEE (16 Members) Alderman Henry Councillor Edmund Alderman Fletcher Councillor Ferguson (Chairman) Councillor Armstrong-Cotter (Vice Councillor Hunter Chairman) Councillor Boyle Councillor McAlpine Councillor Cathcart Councillor Martin Councillor Cummings Councillor Woods Councillor Douglas Councillor Smart Councillor Dunlop Councillor Wilson 2 Unclassified ITEM 4 Ards and North Down Borough Council Report Classification Unclassified Council/Committee Environment Date of Meeting 07 November 2018 Responsible Director Director of Environment Responsible Head of Head of Finance Service Date of Report 22 October 2018 File Reference FIN45/40012 Legislation Section 5 Local Government Finance Act (NI) 2011 Section 75 Compliant Yes ☐ No ☐ Not Applicable ☒ Subject Environment Directorate Budgetary Control Report – September 2018 Attachments - This Environment Budgetary Control Report covers the 6-month period 1 April to 30 September 2018 and is set out on page 4. The net cost of services is showing an over spend of £111,335 (1.2%). Explanation of Variance In addition, a Budgetary Control Report by Income and Expenditure for the Directorate is, also, shown on page 4 which analyses the overall adverse variance (£111,335) by expenditure (£15,673 adverse) and income (£95,661 adverse). Environment Expenditure - £15.7k (0.1%) worse than budget to date. This adverse variance is mainly made up of the following: - 1. Waste and Cleansing Services - £41.0k favourable. a. A combined summary of the main waste stream variances is set out in the table below. Page 1 of 4 Unclassified £’000 Commentary Landfill 50.4 661 tonnes more than budget though this is partially offset by the gate fee being slightly less than budget (£0.75 per tonne less). Brown/Green bin (73.8) 1,407 tonnes less than waste budget but gate fee is slightly higher than budget (£0.62 per tonne more). Blue bin waste 35.0 125 tonnes less than budget but gate fee is higher than budget (£9.58 per tonne more). HRC waste (34.1) Lower tonnage than budget Total (22.5) Overall, the main waste stream budgets are under budget by £22.5k. b. Payroll costs are £62.2k favourable to date. There are a significant number of posts being covered by agency staff. c. Waste haulage costs are £6.1k over budget to date. d. Spend on brown/green refuse bins is £24.6k over budget to date due to a higher demand from residents. e. Maintenance on roll packers and cardboard balers is £5.7k over budget to date. 2. Assets and Property Services - £109.7k adverse. This is explained by: - a. Property Operations are £74.2k over budget to date. This is mainly due to: - i. Contractor costs are £78.4k over budget to date. There has been more property maintenance work carried out to date to try to address a backlog of outstanding jobs. b. Technical Services are £48.2k under budget to date. This is mainly due to: - i. Payroll costs are £11.4k favourable. Two Technical Officer posts have been filled from 1 October. A vacant Plant Operative post is to be recruited. ii. Utility costs are £50.1k under budget to date. iii. Contractor costs are £12.7k over budget to date. This covers areas such as statutory compliance work, refurbishments, playgrounds, statutory upgrades and energy saving initiatives. c. Fleet Management is £90.8k over budget to date. This is mainly due to: - Page 2 of 4 Unclassified i. Payroll costs are £16.5k. There is a vacant mechanic’s post which is in the process of being filled. ii. Vehicle maintenance, materials, consumables and tyres costs are £58.7k over budget to date. There has been a significant increase in costs for parts, well over and above budgeted inflationary rises. iii. Vehicle fuel, lubricants and oil are £31.3k over budget to date. Higher than expected fuel prices have contributed to this adverse variance. iv. Other vehicle costs are £12.4k over budget to date. Vehicle tracking system costs are higher than budget to date. 3. Regulatory Services - £52.3k favourable. This is explained by: - a. Payroll costs are £51.1k under budget year to date. There have been vacant posts in Building Control. Two have been filled with one still to be recruited. In addition, two vacant posts in Neighbourhood Environment Team are now being covered by agency. Income - £95.7k (4.2%) worse than budget to date. This adverse variance comprises: 4. Waste & Cleansing Services - £68.5k adverse. This is mainly due to trade waste income (£61.5k) being worse than budget to date. Processes within this service are currently being reviewed with the aim of improving performance later in the year. 5. Assets and Property Services - £10.2k favourable. Harbour income (£7.7k) and wind turbine income (£1.4k) are better than budget to date. 6. Regulatory Services income - £37.4k adverse. This is mainly due to Building Control income (£31.6k) and fixed penalty fine income (£6.1k) being behind budget to date with Property Certificate income being £4.3k better than budget. Page 3 of 4 Unclassified BUDGETARY CONTROL REPORT By Directorate and Service Period 6 - September 2018 Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ % Environment 200 Environment HQ 72,674 73,400 (727) 147,900 1.0 210 Waste and Cleansing Services 6,384,796 6,357,300 27,496 12,608,600 0.4 220 Assets and Property Services 3,060,711 2,961,200 99,511 6,554,900 3.4 230 Regulatory Services 79,555 94,500 (14,945) 344,400 15.8 Totals 9,597,735 9,486,400 111,335 19,655,800 1.2 BUDGETARY CONTROL REPORT By Income and Expenditure Period 6 - September 2018 Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £ Environment 200 Environment HQ 72,674 73,400 (727) - - - 210 Waste and Cleansing Services 7,336,730 7,377,700 (40,970) (951,934) (1,020,400) 68,466 220 Assets and Property Services 3,141,577 3,031,900 109,677 (80,866) (70,700) (10,166) 230 Regulatory Services 1,234,393 1,286,700 (52,307) (1,154,838) (1,192,200) 37,362 - - - - - - Totals 11,785,373 11,769,700 15,673 (2,187,639) (2,283,300) 95,661 RECOMMENDATION It is recommended that the Committee notes this report. Page 4 of 4 Unclassified ITEM 5 Ards and North Down Borough Council Report Classification Unclassified Council/Committee Environment Date of Meeting 07 November 2018 Responsible Director Director of Environment Responsible Head of Head of Assets & Property Services Service Date of Report 23 October 2018 File Reference 40012 Legislation Section 75 Compliant Yes ☒ No ☐ Other ☐ If other, please add comment below: Subject Technical Budget 2019/20 Attachments Appendix 1 - Property Maintenance Strategy In October 2017, Council agreed to amend the Maintenance strategy to reflect a “needs based” budgeting model, over the traditional fixed amount set for our refurbishment programme. The updated strategy is attached for reference at Appendix 1. Under the revised strategy approach, properties were to be annually condition scored (expressed as a percentage score), with a ‘threshold for action’ to subsequently be agreed by Council subject to budget considerations. We have now completed the initial 3-year cycle of the strategy implementation, so works will once again focus on Cemeteries, Community Centres and Car Parks. Page 1 of 4 Unclassified As agreed for the revised strategic approach to programmed maintenance, this report highlights the refurbishments to be completed and their associated costs based on a ‘threshold for action’ of 75%, with costed options for revising this threshold up or down. Cognisance of wider strategies and plans for these assets are essential so as to meet the expectations of our internal customers and reduce the likelihood of spending significant sums of money on assets that may be disposed of or replaced in the foreseeable future.
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