Agenda and draft minutes

To receive any apologies or substitutions for the meeting.

Apologies for absence were received from:

• Councillor Mel Jacob, who was substituted by Councillor Stewart Palmen
• Councillor Dr Brian Mathew MP

To approve and sign the minutes of the Environment Select Committee meeting held on 18 July 2024.

The minutes for the previous meeting held on 18 July 2024 were considered.

Mr Tony Blighe then presented a statement to the Committee under public participation with regard to Minute Item 48, Leisure Strategy and the Warminster Project.

Following which, it was:

Resolved:

The Committee approved and signed the minutes of the previous meeting held on 18 July 2024 as a true and correct record.

Councillors Richard Budden and Tony Jackson requested that their votes against the motion be recorded.

To receive any declarations of disclosable interests or dispensations granted by the Standards Committee.

Councillor Iain Wallis declared a non-disclosable interest by virtue of his employment by the Department for Environment, Food, and Rural Affairs and stated that he was speaking in a personal capacity and not as a civil servant.

To receive any announcements through the Chair.

The Chairman noted that three statements had been received by officers for Members’ information.

The first was a statement submitted by David Redfern, Director of Leisure, Culture, and Communities, with regard to the Leisure Strategy and the Warminster Project which was considered at the previous meeting of the Committee on 18 July 2024. The statement was read as follows:

“Dear Environment Select Committee,

You will have received a number of emails about the presentation we made to yourselves in July, in response to a public question around the Warminster Project.

Please be assured that all rationale, process, and data supplied to the Committee was accurate.

Please also be assured that any emails that required a response are being dealt with.”

The second statement was submitted by Tamzin Earley, Arts and Funding Manager, which was in relation to the Wiltshire Cultural Strategy 2024-2030 which was also considered at the previous meeting of the Committee on 18 July 2024. The statement referenced Committee Resolutions 2 and 3, and Members were informed that further discussions had taken place with Councillor Richard Clewer, Leader of the Council, confirming that there would be no additional budget attached to the Cultural Strategy. Furthermore, it was confirmed that after discussions between officers, including Sarah Valdus, Director of Environment, it was felt that Environment remain as a key principle to underpin the principle of the strategy rather than being amended to a single theme, thus being better placed to help affect change.

The final statement was in relation to the Wiltshire Local Plan Review in which Members were informed that following the close of the Regulation 19 consultation, the next steps officers were taking would be to report to Cabinet and Full Council on the 8 October and 15 October 2024 respectively regarding the submission of the Plan to the Secretary of State for Independent Examination. It was highlighted that over 10,000 comments were received through the consultation which would help to inform the preparation of a consultation statement. Finally, a full Member Briefing would be drafted in line with the publication of the agenda for the 8 October 2024 meeting of Cabinet.

The Council welcomes contributions from members of the public.

Statements

If you would like to make a statement at this meeting on any item on this agenda, please register to do so at least 10 minutes prior to the meeting. Up to 3 speakers are permitted to speak for up to 3 minutes each on any agenda item. Please contact the officer named on the front of the agenda for any further clarification.

Questions

To receive any questions from members of the public or members of the Council received in accordance with the constitution.

Those wishing to ask questions are required to give notice of any such questions in writing to the officer named on the front of this agenda no later than 5pm on Tuesday 27 August 2024 in order to be guaranteed of a written response. In order to receive a verbal response, questions must be submitted no later than 5pm on Thursday 29 August 2024. Please contact the officer named on the front of this agenda for further advice. Questions may be asked without notice if the Chairman decides that the matter is urgent.

Details of any questions received will be circulated to Committee members prior to the meeting and made available at the meeting and on the Council’s website.

The Chairman announced that two statements had been submitted by Mr Andrew Nicolson, Chair of Wiltshire Climate Alliance, and Mr Jeremy Wire, Member of Climate Friendly Bradford on Avon, regarding Agenda Items 6 and 9, Household Waste Management Strategy Update, and Update on the Maintenance and Management of Public Rights of Way respectively. Both Mr Nicolson and Mr Wire were invited to present their statements to the Committee.

To receive an annual update in 2024, as resolved at the Environment Select Committee meeting on 25 July 2023.

Councillor Dominic Muns, Cabinet Member for Waste and Environment, introduced the update on the Household Waste Management Strategy alongside Sarah Valdus, Director of Environment, Martin Litherland, Head of Service for Waste Management, and Charlotte Knowles-Lawson, Waste and Recycling Engagement Officer.

The purpose of the report as per Paragraph 1 was highlighted alongside Appendices 1 – 4, before officers briefly detailed a group of key achievements throughout the year such as the increase in the recycling rate, reduction in waste to landfill, and the successful recruitment of the new position of Waste and Recycling Engagement Officer.

The impacts of the Policy Review 2024-25 was detailed as per Paragraphs 5 to 8 of the report together with Appendix 1, with Members being informed of the key waste-related changes contained within the Environment Act 2021, such as the Deposit Return Scheme (DRS), Extended Producer Responsibility for packing (EPR), and Simpler Recycling (previously known as Consistency in Recycling).

During the discussion, points included:

·       Members welcomed the Reuse and Repair initiatives in tandem Household Recycling Centre (HRC) contractors and partners. Kennet Furniture Reuse (KFR) was then raised, and Members queried if officers were considering expanding the scheme across the County. Officers noted that the arrangement with KFR was progressing and as materials for reuse were being intercepted more systematically at HRCs instead of going to landfill, officers were continuing to review similar schemes in other LAs and to potentially extend to kerbside collections of bulky household waste.

·       Malagby Biogas Digesters were raised, and it was queried if a pilot scheme on food waste collections in Wiltshire would involve the use of similar processes. Officers explained that there was sufficient empirical evidence from other Local Authorities (LAs) who already collected food waste that there would likely be limited direct benefits in trialling such processes and focus would therefore be directed on how to design and launch the service within the limited time frame before 2027. However, as it was such vast project, officers did note that they would continue to review all options to ensure that the best methods were chosen.

·       Members commended the reduction in the amount of kerbside recycling reject materials, and emphasised how vital education was in understanding the importance of separating recycling materials from general waste. Members further congratulated officers on recruiting to the role of the Waste and Recycling Engagement Officer who Members felt would be valuable in bringing the public’s attention to the topic. Officers highlighted that the position was already having a positive impact on messaging through activities such social media engagement and workshops in local schools. Furthermore, officers noted that members of the public could sign up for email updates which contained regular information, hints, and tips to support residents through the different waste processes. The link to sign up to the Waste E-Newsletter can be found through this link: Wiltshire News preference form (mailchi.mp) (residents will need to select Waste as a topic of interest).

·       The carbon emissions associated with large volumes of waste being burnt was  ...  view the full minutes text for item 59.

To receive an update on the Streetscene contract, as resolved at the Environment Select Committee meeting on 19 September 2023.

Councillor Nick Holder, Cabinet Member for Highways, Street Scene, and Flooding, updated the Committee on the Streetscene and Grounds Maintenance contract, alongside Adrian Hampton, Head of Highways Operations.

Councillor Holder introduced the report and invited questions from Members.

During the discussion, points included:

·       It was raised that some residents/Parish and Town Councils were continuing to cut the grass on verges in certain areas across the County which were thought to be the responsibility of the Street Scene Team. In response, it was explained that there had been a significant devolution of services to both Parish and Town Councils in conjunction with asset devolution and the development of a clear geomapping system which indicated which areas were devolved, which areas sat under the responsibility of the Street Scene Team, and the frequency of the cut for each area. As such, if residents/Parish and Town Councils wanted clarity on the frequencies or responsibility of grass cutting areas, they were encouraged to contact the Street Scene Team directly who would be able to advise further.

·       It was noted that the baseline mapping area had been developed through consultations with all Parish and Town Councils around the frequency of cuts, local requirements, and biodiversity and environmental considerations.

·       The move to a resource-based contract was detailed, with the delegation and transferral of services to other Parish and Town Councils allowing for resources to be deployed to deliver an area’s individual needs and ultimately result in cost savings to Wiltshire Council.

·       Members raised the maintenance of open spaces that formed part of development sites that had been given full planning permission but were being left to overgrow. Officers explained that they were focussing on improving communications with residents and Members on the adoption process and stated that if further clarity was needed on the process, cutting regimes for sites, land ownership, and/or responsibilities for the management of said sites, the Street Scene Team could be contacted for further information.

·       Members welcomed the required environment outcomes stated in Paragraph 24 of the report and requested that future reports included a graph setting out carbon emissions year-on-year against targets.

·       Members sought further clarity on Paragraph 20 of the report, with officers acknowledging that the move to electrification would be the best option in terms of meeting the Council’s carbon targets, but reassured Members that further work was being undertaken as part of the Depot Strategy Programme and that further updates would be given when able.

·       Officers raised wildflowers, and Members were informed that a wildflower trial was being developed to start seeding and plugging the wildflower growth areas to help accelerate growth, encourage different species, and to support the Council’s policy of continuing and extending wildflower conservation areas in order to help meet carbon reduction and environmental targets.

·       It was explained that historically the Streetscene and Grounds Maintenance Contract was part of the larger highway contracts, but it was now a separate contract in order to focus more on best practice, trial and error on different methodologies, processes,  ...  view the full minutes text for item 60.

As resolved at the Environment Select Committee meeting on 19 September 2023, the Committee are to receive an update on the first year of the Milestone contract to include Key Performance Indicators including carbon reduction, savings, and outcome targets alongside updates on gully clearing and potholes.

Councillor Nick Holder, Cabinet Member for Highways, Street Scene, and Flooding, updated the Committee on the Highways Term Maintenance Contract Year 1 performance, alongside Dave Thomas, Head of Highways Asset Management and Commissioning, and Chris Clark, Head of Local Highways and Countryside Access.

It was explained that officers maintained regular meetings with senior Milestone staff through monthly Contract Monitoring Progress Meetings in which Milestone staff would report and evidence the performance of their services across a number of different aspects as part of the contract, including carbon reduction and social value. The Contract Performance Objectives were then highlighted as per Paragraph 16 of the report, and the calculation for the final Contractor’s Annual Score was explained as per the information detailed in the appendices to the report, with the overall score for Year 1 being confirmed at 8.16 out of 10.

Further updates as per the report were briefly highlighted such as the substantive update of gully asset data, increased highway investment funding allowing for additional tankers for both planned and reactive gully activities, and increased resources for pothole repairs including further machinery and different repair methods.

During the discussion, points included:

• In response to a question regarding the differences between the different types of machinery used for pothole repair, it was noted that a number of videos had been published through the Communications Team which explained how each of the machines worked and what they were used for. Members were encouraged to contact the Communications Team if they had not seen the videos and were also encouraged to pass these on to residents or Parish/Town Councils where requested. It was further explained that the newer machinery increased capacity as there were now two different teams operating 3 machines, however it was highlighted that although the new technology provided more long lasting, durable, and effective repairs over a greater area, it did occasionally lead to longer network closures.
• Members queried the impact of the increased funding on Milestone’s capacity and capability to deliver their services and meet performance objectives. Officers explained that not all of the additional funding made available was being invested into the Milestone contract and was instead being split across a number of different contracts such as machine surfacing and surface dressing. However, Members were reassured that officers had been working closely with Milestone to ensure that sufficient resources were in place to handle the additional expenditure. Furthermore, due to national recruitment issues for fully qualified staff, a portion of the investment was being absorbed through sub-contractors, thus allowing Milestone to react and deliver the additional investments more quickly. In response, Members requested a report be submitted to a future meeting of the Committee to further understand the details and progress of each of the aforementioned contracts.
• Gully clearing was raised, and officers reassured Members that the additional investment into enhanced data recording and further tankers was making a significant impact on mitigating against future flooding concerns. Furthermore, officers were focussing on developing new clearing schedules  ...  view the full minutes text for item 61.

As requested by the Environment Select Committee on 25 July 2023, the Committee are to receive a report regarding Rights of Way. To include issues of maintenance and access, updates to the definitive maps, and engagement with volunteer groups.

Councillor Nick Holder, Cabinet Member for Highways, Street Scene, and Flooding, updated the Committee on the maintenance and management of public Rights of Way alongside Chris Clark, Head of Local Highways and Countryside Access.

Councillor Holder introduced the report and invited questions from Members.

During the discussion, points included:

• The legal process pertaining to Definitive Map Modification Orders was explained, with officers highlighting that the backlog being experienced by the Council was a national issue and that many other Highway and Surveying Authorities were facing similar challenges. Members were reassured that officers were working with adjoining authorities in the Southwest Highways Alliance to consider best practice, lessons to be learned, and alternative processing methods.
• In response to Members highlighting the dependence of Local Highways and Footpath Improvement Groups (LHFIGs) being awarded grants through Area Boards, it was clarified that although there was a defined service budget, the level of resource this enabled was limited with only six Countryside Access Officers, thus leading to challenges in maintaining the vast network throughout Wiltshire particularly regarding boundaries between urban and semi-urban areas.
• The volunteer groups as referenced in Paragraphs 11, 12, and 14 of the report were raised, and Members queried how reliant the service was on these groups and sought further clarity on the insurance cover for volunteers when carrying out work on the network. Officers acknowledged and commended the vital work of volunteers within the service, but highlighted the risks associated with voluntary staff, especially health and safety concerns. As such, it was explained that officers were looking to engage with Parish and Town Councils due to their ability to exercise Rights of Way maintenance semi-independently to the Countryside Access Officers for activities such as erecting location signs, installing gates and styles, and light hedge trimming etc. By using the Parish and Town Councils as a model to deliver such services, it would also address any insurance concerns as it would be undertaken through the Parish/Town Councils’ own insurance policies. Officers noted that they were in the process of developing strategies to combat challenges arising from examples such as the use of specific equipment or vehicles provided by Countryside Access Officers and enforcement situations in order to best deliver the service via voluntary groups.
• Paragraphs 3 and 4 of the report’s Executive Summary were highlighted, and Members emphasised the importance of the impact that accessible Rights of Ways had on residents’ health and wellbeing, and queried if additional investment could be sought to support this. In response, officers noted that they were seeking to develop a hierarchical approach to network connectivity akin to frameworks used within the Highways Service which would then allow officers to prioritise funding into areas that would reap the most benefits.

At the conclusion of the discussion, it was:

Resolved:

The Committee:

a)    Noted the contents of the report and the progress that is being made in relation to the maintenance and management of public Rights of Way in Wiltshire.

b)    Requested a further update to the  ...  view the full minutes text for item 62.

To receive the response from the Executive to the recommendations of the Speed Limit Assessments Task Group.

Councillor Nick Holder, Cabinet Member for Highways, Street Scene, and Flooding, introduced the report on the executive response to the final report of the Speed Limit Assessments Task Group.

There being no questions, it was:

Resolved:

The Committee noted the executive response to the final report of the Speed Limit Assessments Task Group.

To note and receive updates on the progress of items on the Forward Work Programme.

Under the revised Overview and Scrutiny (OS) arrangements, there is now a single OS work programme controlled by the OS Management Committee, linked to priorities in the Business Plan.

Therefore, it should be noted that whilst any matters added by Members are welcome, they will be referred to the OS Management Committee for approval before formal inclusion in the Forward Work Programme for the Environment Select Committee.

A copy of the Overview and Scrutiny Forward Work Programme for the Environment Select Committee is attached for reference.

The Committee received the Forward Work Programme for consideration.

Following which, it was:

Resolved:

The Committee approved the Forward Work Programme.

Any other items of business which the Chairman agrees to consider as a matter of urgency.

There were no urgent items.

To confirm the date of the next scheduled meeting as 12 November 2024.

The date of the next meeting was confirmed as 12 November 2024.