Agenda and minutes

Apologies were received from Councillors Melanie Barrett and Sue Ayres

There were no declarations of interests.

It was RESOLVED: -

That the minutes from the meeting held on the 22 October 2018 be confirmed as a true record.

There were no petitions received.

To consider questions from and provide answer to members of the public on any matter in relation to which the Committee has powers or duties and of which due notice has been given in accordance with the Committee and Sub-Committee Procedure Rules.

There were no questions received from the public.

To consider questions from and provide answer to Councillors on any matter in relation to which the Committee has powers or duties and of which due notice has been given in accordance with the Committee and Sub-Committee Procedure Rules.

There were no questions received from councillors.

Presentation by Emma Tilbrook and Alex Davies from Eunomia

 BOS/18/17 - Draft Report to Cabinet – Extension of the Serco Contract

35.1           Members received a presentation from Eunomia, the research and consulting company, who had undertaken the research for the commission options model for the Council’s waste contract. 

35.2           The Assistant Director – Environment and Commercial Partnership, then provided the historical background for the Serco contract which began in 2007 that it had been the first joint waste contract in the county.  The report and appendices detailed the terms and conditions which was intended for the extension of the Serco contract. Both parties needed to determine if the contract was to be extended of the next seven year by 31 March 2019 with effect from the year 2021.

35.3           He minded Members to approve the proposal and assured the Committee that it was the best option for the Council to take.

35.4           The extended contract was to include a waste collection rounds optimisation, and two new rounds would be added to the collections to deal with the increase in dwellings. It would in practice be one new collection round for each Council.  Other changes included amendments to the terms and conditions. 

35.5           He explained that historically Serco had not made any profits on the Contract and as a result had included an increase of £265,000 a year next year, which would allow for a 2% profit margin for Serco. However, further negotiations had resulted in this cost being added from 2021. In additions there were to be financial reimbursements to the Council for failed services such as missed bin collections.

35.6           Oliver Faiers, Corporate Manager – Waste Services, said that the recent interruptions to the waste collection service had been a result of driver shortage and illness.  He said that the Serco contract would including the monitoring of the service and the setting of performance indicators.

35.7           Members enquired why Serco wanted to extend the contract when they were making very little profit and Emma Tilbrook, the consultant from Eunomia, responded that generally profits for waste contracts were low and she believed that Serco wanted to continue the contract to maintain the long-term relationship with the Council, which was working very well.  The trusted relationship between the Council and Serco provided an uncomplicated extension of an existing contract.  Also, it should not be underestimated that a contract, which had been the first of its kind and which was now being extended, provided good negotiation foundation for future contracts with other authorities.

35.8           Councillor Williams said the presentation and report provided good analysis of the possibilities. He wondered what assumption for the financial implications the report was based on.

35.9           Emma Tilbrook responded that the report was based on information collected partly provided by the Council’s waste team and partly on collated market costs.  For instance, fuel cost was based on the current fuel costs.  Where the information was not available the cost was based on a robust assumption such as the cost of sickness, holiday and agency staff costs.  ...  view the full minutes text for item 35.

The Information Bulletin is a document that is made available to the public with the published agenda papers.  It can include update information requested by the Committee as well as information that a service considers should be made known to the Committee.

This Information Bulletin contains updates on the following subjects:

·       Voids Performance – attached

·       BMBS – to follow

36.1          Members discussed the information bulleting and agreed that a monthly update was no longer required at the Voids times were improving.

36.2          They agreed to a quarterly update to the Committee, the next one being in March.  

By a unanimous vote

It was RESOLVED: -

That the Information Bulletin be noted.

To review the Council’s Forthcoming Decisions List and identify any items to be brought before the Overview and Scrutiny Committee.

Please note the most up to date version can be found via the website:

https://www.midsuffolk.gov.uk/the-council/forthcoming-decisions-list/

Paper copies will be available at the meeting.

It was RESOLVED: -

That the Forthcoming Decisions List be noted.

To agree the Work Plan.

By a unanimous vote.

It was RESOLVED: -

That the Babergh Overview and Scrutiny Work Plan be noted.

For information.

The Mid Suffolk Work Plan was noted.