To receive apologies for absence.

Apologies were received from Councillor A Seldon, Councillor NL Vaughan and Councillor DB Wilcox (Cabinet Member – Highways and Transportation).

To receive details any details of Members nominated to attend the meeting in place of a Member of the Committee.

Councillor JD Woodward substituted for Councillor A Seldon.

To receive any declarations of interest by Members in respect of items on the Agenda.

GUIDANCE ON DECLARING PERSONAL AND PREJUDICIAL INTERESTS AT MEETINGS

The Council’s Members’ Code of Conduct requires Councillors to declare against an Agenda item(s) the nature of an interest and whether the interest is personal or prejudicial.  Councillors have to decide first whether or not they have a personal interest in the matter under discussion.  They will then have to decide whether that personal interest is also prejudicial.

A personal interest is an interest that affects the Councillor more than most other people in the area.  People in the area include those who live, work or have property in the area of the Council.  Councillors will also have a personal interest if their partner, relative or a close friend, or an organisation that they or the member works for, is affected more than other people in the area.  If they do have a personal interest, they must declare it but can stay and take part and vote in the meeting. 

Whether an interest is prejudicial is a matter of judgement for each Councillor.  What Councillors have to do is ask themselves whether a member of the public – if he or she knew all the facts – would think that the Councillor’s interest was so important that their decision would be affected by it.  If a Councillor has a prejudicial interest then they must declare what that interest is and leave the meeting room.

No declarations of interest were made.

To approve and sign the Minutes of the meeting held on 24 November 2008.

The Committee noted that in relation to minute 33 Capital Budget Monitoring, outstanding claims for the Ross-on-Wye Flood Alleviation scheme were still being pursued with the Environment Agency who had commissioned the works. It was further noted that while there had been additional works, the scheme had been completed under original budget.  In relation to minute 34 Revenue Budget Monitoring, it was noted that very limited response had been received from Herefordshire Council members on the question of flooding ‘hot spots’.

RESOLVED: That the minutes of the meeting held 24 November 2008, be approved and signed by the Chairman.

To consider suggestions from members of the public on issues the Committee could scrutinise in the future.

Public comment was received concerning the lack of a Climate Change Officer in the Council which was debated under agenda item 42 Carbon Management Performance.

To introduce the national indicators on climate change and outline the major sources of carbon emission from the council and its contractors in order to inform sustained efforts to reduce emissions over the next decade and beyond.

The Committee were informed of the national indicators on climate change and given an outline of the major sources of carbon emission from the council and its contractors in order to inform sustained efforts to reduce emissions over the next decade and beyond.

The Sustainability Manager presented her agenda report which highlighted: the strong link between ongoing costs and carbon emissions, mainly through energy usage; that the council leads on the Herefordshire Partnership Local Area Agreement target to cut the county carbon emissions, and the risk to the council through not meeting the various targets.  The report also described the new National Indicator set namely: NI186 (county carbon reduction per capita), NI185 (Percentage CO2 reduction from Local Authority operations) and NI188 (Planning to adapt to climate change). The report further informed of work to determine the impact of the Council’s own vehicle fleet.

On scrutinising the report the following principal points were noted:

• Questioned whether the Council could meet the government stretched target to cut carbon emissions by 80% by 2050 the Sustainability Manager responded that whether this could be achieved was currently unknown.
• In many cases initial financial investment was needed to achieve long term savings and this needed to be costed for each scheme.
• Improvements to building insulation were being made through the new planning legislation.  The Council were also offering insulation grants to those on benefits or the elderly to assist in raising property insulation standards.  The Committee requested further information on the work underway, and what further work could be done, to raise energy standards of new housing through Forward Planning requirements and building legislation.
• While the Council was currently achieving its carbon reduction target it was pointed out that this was largely due to the one-off gain in including the landfill gas flare.  The Committee questioned how continued reductions were to be made.  The Director of Environment and Culture commented that while it was currently uneconomic to sell the landfill gas the situation would be kept under review.
• Questioning why the Council no longer used ‘green electricity’ and what the public perception to this may be, the Cabinet Member (Environment) commented that electricity was purchased via the councils purchasing consortia (West Mercia Supplies) who had ceased this facility.  He appreciated the public perception issue and undertook to make further enquiries.
• While a report was planned for the June Committee on street lighting energy consumption the Director of Environment and Culture reported that a grant had been obtained to undertake a pilot study into replacing current lighting with LED lighting.
• Responding to whether the Councils vehicle fleet were entirely diesel powered, the Committee noted that the 2000+ vehicles indicated in the ‘fleet summary’ were mainly vehicles owned by staff or Councillors and used for business mileage.  The remainder, principally owned by Council contractors, were a range of vehicles using a variety of engine types. 
• The Committee noted that vehicles in Council ownership were owned by individual directorates rather than centrally under a Fleet Manager and therefore  ...  view the full minutes text for item 42.

To inform Committee about the coordination of transport services including those provided by the voluntary sector.

The Committee were informed about the co-ordination of transport services including those provided by the voluntary sector.

The Interim Transportation Manager presented his report which informed of: public transport contracts; home-to-school transport; social care transport, and transport provided through the voluntary sector.  The report also highlighted some of the opportunities or barriers for integration including the integration between public transport and Adult Social Care transport.

On scrutinising the report the following principal points were noted:

• The extension to 16-18 learning, due to be implemented in 2013, had the potential to have a major adverse impact on pupil transport budgets.
• The Committee noted the complexity, arising from the government policy on parental choice for schools, in arranging efficient and economic school transport.
• Adult Social Care provided transport for social care clients on the basis of individual need (taxi/voluntary car/ minibus etc) which depended on what was determined by their individual care package.  It was reported that the Scrutiny Review of Day Care Opportunities may provide more information on this aspect of transport.  The Committee requested a report on costs and efficiencies identified through the Scrutiny review.
• It was commented that many pupils may decide to cycle to school if routes to school were safe and cycle facilities were provided.
• It was thought that there had been a drop in the number of volunteer drivers in the voluntary sector.  This had probably been due to a narrowing of the gap between allowances paid and the costs of fuel and maintenance. 
• Public transport contracts were usually for 3 years and normally contained a clause to take account of inflationary factors e.g. fluctuations in fuel prices.
•  The typical cost of transporting a statemented pupil to schools by taxi was £20.00 per day - not including any escort costs.
• An average of £1.53 per journey was paid to public transport contractors.  It was commented that the public should be made more aware of this subsidy and more use of public transport should be encouraged.  Comment was made regarding the need for subsidised bus services to include appropriate information for passengers identifying the Council’s financial support for the service.  It was confirmed that such notices were routinely included on supported services.
• Questioned on the possibility of co-locating transport facilities, such as rail and bus, the Interim Head of Transportation reported that the Leominster Taxi Bus scheme had operated until funding for the scheme had run out.  He reminded Members that a seminar entitled ‘The future of bus services’ was due to be held on 23rd March.

§         The Low Floor Bus Project which was funded through the Council’s Local Transportation Plan and contributions from the Countryside Agency had enabled the Council to support a step change in the quality of the rural bus fleet in the County, providing fully accessible vehicles well in advance of DDA requirements. These newer busses also had the benefit of improved fuel efficiency and hence a reduced carbon footprint.

§         The Director of Environment and Culture referred to the earlier carbon  ...  view the full minutes text for item 43.

To advise members of the Environment Scrutiny Committee of the potential contribution that a strategic approach to asset management might make to the achievement of long term carbon reduction targets.

The Committee were advised of the potential contribution that a strategic approach to asset management might make to the achievement of long term carbon reduction targets.

The Head of Asset Management and Property Services presented his report.  He highlighted that pressure upon asset managers had been progressively growing to critically evaluate policies and practices in respect of carbon management and his report set out how a number of government measures impacted upon how local Authorities conduct their business.  He also highlighted that there were six areas where local authorities can take action to reduce carbon emissions, namely new buildings; energy; procurement; water; waste and travel and his report indicated how these translated into a number of key themes and associated challenges.  Appendix A to the report set out estimated CO2 emissions from Council buildings and Council schemes demonstrating commitment to carbon reduction targets.

On scrutinising the report the following principal comments were noted:

• While substantial savings could be made, in both CO2 and financial terms, to achieve the savings sustained financial investment and a whole organisation commitment to ensure delivery was needed.  The report indicated the CO2 and financial saving reported by four example authorities.  The Committee requested further feed back on the cost v benefits experienced by other authorities.
• Responding to questions on national guidance to contractors the Head of Asset Management and Property Services reported that a whole life appraisal approach had been adopted to include building specifications which used the Building Research Establishment Environmental Assessment Method (BREEAM) to set standards for new build and large scale adaptations. 
• Responding to whether the above approach had been followed for the replacement Minster College, Leominster, the Head of Asset Management and Property Services reported that the Minster College scheme had been subject to external funding pressures.  He was able to report that the sharing of various heat/power systems were being investigated for the range of public buildings around The Minster College site.
• A view was expressed that, in terms of the Council’s accommodation strategy, while ‘rationalisation/relocation/co-location can reduce reliance on transport’ account needed to be taken that this didn’t have a major effect on the sustainability of the City centre e.g. by collocating all staff to a new site at Rotherwas.
• A range of comments were made namely that while a range of schemes were happening, these seemed to be small, and were unlikely to make the significant improvement needed to achieve the targets.  Conversely, that small improvements can soon add up.  Where possible use should be made of new technology e.g. thin film photovoltaic cells, likewise natural assets should not be overlooked e.g. the use of low head hydropower.  In response the Cabinet Member (Environment) referred to planning PPS22 which allowed authorities to mandate on site renewable energy production as a condition of development, an issue that would be progressed further through the Local Development Framework.

Mr A Talbot, Head of Technical Services, Halo Leisure, was invited to report on the energy/CO2 reductions achieved by Halo Leisure.  ...  view the full minutes text for item 44.

To receive an oral update on the Waste Collection Contract.

The Committee received an oral update on the progress with the Waste Collection Contract.

The Cabinet Member (Environment) and the Interim Head of Culture and Leisure reported that while sixteen pre expressions of interest for the contract had had been despatched, thirteen had been returned.  This had resulted in six invitations to tender had beening sent out of which three had resulted in formal tenders.  These were currently subject to the verification process and therefore, due to the Contracts Procedures Rules, further comment could not be made at this time.

Responding to whether the manufacture of wheele bins could be provided locally the Interim Head of Culture and Leisure reported that the successful tenderer would be responsible for the procurement of the bins, however, he though local procurement would be unlikely due to it being a specialist market.

The Committee noted the current position.

To consider the Committee work programme.

The Committee considered its work programme.

The Chairman relayed a suggestion from Councillor NL Vaughan that the Committee look at the implications of the new transport hub being proposed by ESG Ltd as part of the Edgar Street development proposal.

Following brief debate on when firm proposals were expected for this element of the ESG development and the appropriateness for the Committee to debate a potential planning application, the Chairman requested that the Democratic Services Officer contact Councillor Vaughan to ensure that a clear proposal can be considered by the Committee at its March meeting.

RESOLVED: That subject to the inclusion of those items identified earlier in the meeting the work programme be noted and reported to Strategic Monitoring Committee.