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Ards and North Down Borough Council a G E N ARDS AND NORTH DOWN BOROUGH COUNCIL 28 February 2019 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 6 March 2019 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. Environment Directorate Budgetary Control Report January 2019 (Report attached) 4. Environment Directorate Annual Service Plans 2019-20 (Report attached) 5. Policy for Use of Council Vehicles (Report attached) 6. Donation of Lifebelt to Council (Report attached) 7. Waste Management Consultations (Report attached) 8. Recycling of Soft Plastics (Report attached) 9. Notice of Motion Report – Walker’s and TerraCycle Crisp Packet Recycling Scheme (Report attached) 10. Baseline Study and Gap Analysis of Coastal Erosion Risk Management NI (Report attached) 11. Recycling Community Investment Fund (RCIF) – 2018/19 Slippage/Underspend Proposal (Report attached) 12. RCIF 19/20 Funding Allocation Proposal (Report attached) 13. Live Here Love Here Small Grants – Public Liability Insurance Issues(Report attached) 14. Licensing and Regulatory Services Update (Report attached) 15. Further Report - Notice of Motion on Impact of Road Closure Legislation upon Community/Voluntary Events (Report attached) 16. Provision of Holding Kennels (Report attached) 17. Grant of Entertainment Licence (Report attached) 18. Street Café Licence (Report attached) 19. Attendance at Parkex (Report attached) 20. Capital Pilot for HRC Optimisation (Report attached) 20.1. Geological Disposal Framework Consultation (Report attached) 21. Notices of Motion 21.1. Notice of Motion submitted by Councillor Cooper That this Council continually provides two portable toilets for the annual Goldsprings True Defenders Flute Band in Comber, to ensure cross community harmonisation and provide adequate public access to toiletry facilities. 21.2. Notice of Motion submitted by Councillors Boyle, Woods and McKee This council notes with great concern the conclusions made from the National Geological screening for a Geological Disposal Facility (GDF) by Radioactive Waste Management which suggests areas in Northern Ireland might be suitable for a GDF. That this council does not consent, and never will, to the hosting of any geological disposal facility in Ards and North Down Council area or in any part of Northern Ireland. Further, it agrees to write to the Minister for Business, Energy and Industrial Strategy, the Rt Hon Greg Clark (or equivalent) stating the above. ***IN CONFIDENCE*** 22. Tender for the Provision of Painting Works & Provision of External Cleaning & Tankage Services (Report attached) 23. Extension of Waste Haulage Contract (Report attached) 2 24. Arc21 Extension of Current MRF Contract for Blue Bin Materials (Report attached) 25. ITEM WITHDRAWN 26. Tender Report on the Treatment of Street Sweepings (Report attached) 27. Event Support Review (Report attached) 28. Any Other Notified Business Circulated for Information (i) NI Water – Litter Traps (Copy correspondence dated 7 and 18 January 2019 attached) (ii) M&S – Single Use Plastic (Copy correspondence dated 5 February 2019 attached) (iii) Sustainable NI (Copy correspondence dated 19 February 2019 attached) (iv) NI Water – Cotton Waste Water Treatment Pumping Station (Copy correspondence dated 26 February 2019) MEMBERSHIP OF ENVIRONMENT COMMITTEE (16 Members) Alderman Henry Councillor Edmund Alderman Fletcher Councillor Ferguson (Chairman) Councillor Armstrong-Cotter (Vice Councillor McKee Chairman) Councillor Boyle Councillor McAlpine Councillor Cathcart Councillor Martin Councillor Cummings Councillor Woods Councillor Douglas Councillor Smart Councillor Dunlop Councillor Wilson 3 Unclassified ITEM 3 Ards and North Down Borough Council Report Classification Unclassified Council/Committee Environment Date of Meeting 06 February 2019 Responsible Director Director of Environment Responsible Head of Head of Finance Service Date of Report 21 February 2019 File Reference FIN45/40012 Legislation Section 5 Local Government Finance Act (NI) 2011 Section 75 Compliant Yes ☐ No ☐ Not Applicable ☒ Subject Envionment Directorate Budgetary Control Report – January 2019 Attachments Appendix - Waste Stream Variances This Environment Budgetary Control Report covers the 10-month period 1 April 2018 to 31 January 2019 and is set out on page 4. The net cost of services is showing an over spend of £263,471 (1.7%). 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 (£263,471) by expenditure (£142,787 adverse) and income (£120,683 adverse). Environment Expenditure - £142.8k (0.7%) worse than budget to date. This adverse variance is mainly made up of the following: - 1. Waste and Cleansing Services – £7.3k adverse. 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 76.6 1,020 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 (78.6) 1,544 tonnes less than waste budget but gate fee is slightly higher than budget (£0.62 per tonne more). Blue bin waste 98.5 508 tonnes less than budget but average gate fee is higher than budget (£13.33 per tonne more). HRC waste (71.4) Lower tonnage than budget Total 25.1 Overall, the main waste stream budgets are over budget by £25.1k. b. Payroll costs are £118.0k favourable to date. There are a significant number of posts being covered by agency staff. c. Spend on refuse bins is £60.0k over budget to date due to a higher demand from residents for new and replacement green/brown bins. d. Buildings maintenance work at the Balloo Transfer Station is £34.0k adverse. Ramps have been built to facilitate new trailers to attach to the compactors at the Transfer Station. 2. Assets and Property Services - £231.6k adverse. This is explained by: - a. Property Operations are £151.0k over budget to date. This is mainly due to: - i. Contractor costs are £163.2k over budget to date. There has been more property maintenance work carried out to date to try to address a backlog of outstanding jobs. ii. Payroll costs are £14.4k favourable. This is mainly due to reduced overtime costs. b. Technical Services are £114.1k under budget to date. This is mainly due to: - i. Payroll costs are £14.9k favourable. Two Technical Officer posts have been filled from 1 October. A vacant Plant Operative post is to be recruited. ii. Utility costs are £20.4k over budget to date. Page 2 of 4 Unclassified iii. Contractor costs are £122.0k under budget to date. This covers areas such as statutory compliance work, refurbishments, playgrounds, statutory upgrades, Christmas costs and energy saving initiatives. c. Fleet Management is £201.7k over budget to date. This is mainly due to: - i. Payroll costs are £17.5k. There is a vacant mechanic’s post which is in the process of being filled. ii. Vehicle maintenance, materials, consumables and tyres costs are £121.6k over budget to date. This is partly due to significant price increases for some vehicle parts (up to 30% in some cases). iii. Vehicle fuel, lubricants and oil are £64.4k over budget to date. Higher than expected fuel prices have contributed to this adverse variance. iv. Other vehicle costs are £29.5k over budget to date. Vehicle tracking system costs are higher than budget to date. 3. Regulatory Services - £95.3k favourable. This is explained by: - a. Payroll costs are £76.4k 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 - £120.7k (3.5%) worse than budget to date. This adverse variance comprises: 4. Waste & Cleansing Services - £100.2k adverse. This is mainly due to trade waste income (£106.9k) 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 - £36.5k favourable. This is mainly due to wind turbine income being £41.2k better than budget to date. 6. Regulatory Services income - £57.0k adverse. This is mainly due to Building Control income being £37.7k behind budget to date. There has been a slowdown in both site commencements and applications particularly commercial works. In addition, car park income (£3.7k) and licensing income (£9.1k) are £12.8k behind target to date. Page 3 of 4 Unclassified BUDGETARY CONTROL REPORT By Directorate and Service Period 10 - January 2019 Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ % Environment 200 Environment HQ 121,014 121,800 (786) 147,900 0.6 210 Waste and Cleansing Services 10,572,890 10,465,400 107,490 12,608,600 1.0 220 Assets and Property Services 5,418,645 5,223,600 195,045 6,537,400 3.7 230 Regulatory Services 116,622 154,900 (38,278) 344,400 24.7 Totals 16,229,171 15,965,700 263,471 19,638,300 1.7 BUDGETARY CONTROL REPORT By Income and Expenditure Period 10 - January 2019 Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £ Environment 200 Environment HQ 121,014 121,800 (786) - - - 210 Waste and Cleansing Services 11,848,865 11,841,600 7,265 (1,275,975) (1,376,200) 100,225 220 Assets and Property Services 5,589,058 5,357,500 231,558 (170,413) (133,900) (36,513) 230 Regulatory Services 2,028,950 2,124,200 (95,250) (1,912,328) (1,969,300) 56,972 - - - - - - Totals 19,587,887 19,445,100 142,787 (3,358,717) (3,479,400) 120,683 RECOMMENDATION It is recommended that the Committee notes this report.
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