Agenda item

Following scrutiny, the recommendation was supported to Cabinet.

Michael D. Jones Waste Services Manager introduced the report and explained that officers are looking to regularise an operational position and give the council a formal policy that will help officers operate going forward.

Members were informed that the report is concerned with approximately 3000 properties covered by the smaller vehicle collection rounds. The rounds are in outlying areas or difficult to access areas with larger refuse collection freighters.

Officers explained that the smaller vehicles do not have bin lifting equipment, and the council must make provision for manual collection of black bags. Some residents are presenting bins for collection, which is causing collection staff an issue to empty them. This report is to formalise a position on this.

The chair noted that only a few wards aren’t affected by this and referred members to the map with locations of the rounds that had been circulated before the meeting.

Members noted a contradiction: Recommendation D allows wheely bins for storage, but states bins presented for collection will be removed. Page 11 mentions health and safety concerns the council has with bins due to potential struggle of lifting them safely.

Members asked how staff will remove bins if they can't lift them because of these safety reasons.

Members asked if staff do remove the bins, will they put them onto the small wagons and is there a dedicated storage for the bins to stop them being damaged.

Members suggested that there would not be enough room to store them on the small waggons.

Members noted the report states bins may be reused on other collection rounds and asked who will be responsible for cleaning and ensuring they are disinfected and fit for reuse?

Members felt this indicated that further people need to be re-deployed to do this work.

Members asked how it will affect the residents who may have asked for a replacement bin but end up with a second-hand bin rather than a new one?

Officers advised there are a very small number of properties on the rounds presenting bins.

In relation to taking the bins away that are presented, officers have vehicles within the fleet with a tail lift that they use to deliver the bins. That vehicle can be used to collect any bins that have been inappropriately presented.

Officers suggested notifying residents in advance if their bins will be taken away, if they present them again, allowing them to pull the bins in to avoid removal.

Members were informed that officers collect inappropriately presented bins from properties such as those who present multiple wheely bins. They used the example of if two bins are presented then the additional bin will be brought back to the yard. This practice is applied across the borough.

Suitable bins are washed and reused. Damaged or dirty bins are recycled. Officers ensure only bins fit for reuse are put back into circulation.

Members asked if there is a van with a tail lift that could lift bins in the 1st place, why couldn't it be used on the rounds?

Officers advised that the bin lift operation with a tail lift is a very slow operation, and it would slow staff down considerably and lifts the bin and the waste in it. This differs from properties where officers operate a bin collection, the bin itself is tipped and the waste is removed from it, this means that the bin lift vehicle won't help staff to empty the bin.

Members asked if the crews would have to report a wheelie bin and then another van would be sent to collect it. Officers confirmed that is correct.

Members asked if there is a 3 black bag limit for those residents if they have no bin?

Officers confirmed that the limit on black bag collection across the borough is either one 140 litre wheel bin or three black bags.

The chair noted some members felt that the information circulated wasn’t as detailed as they had hoped and advised that if members want something at a ward level, they can send that request for slightly more detailed map.

Members asked if locations should be included in the policy. Officers advised against it based on experience, noting that new properties are added due to access issues identified during normal collections. The map is provided for members' information to appreciate the spread of collections across the borough.

The chair stated that Streetcare services also re-use the wheely bins for different purposes including on Aberavon Sea front as overspill bins and at the tip.

Members asked what disability groups were consulted on the report.

Officers advised that the report is seeking to make sure that the collection crews are working within manual health and safety rules. Any member of the public who has disability concerns, are offered an assisted collection and that will still be offered after the policy.

Members noted the disability section of the IIA states "no effect" and questioned how officers determined this without consulting disability groups?

Officers advised that there was no consultation with disability groups on the basis that there is no change or impact to the service provided to those groups.

Members felt that not enough consultation is done with these groups in general.

Members asked how this will be initially communicated to the residents and what the process would be if people continue to present containers and then complain that the bins aren't being collected?

Members asked if this links up with ‘incorrect presentation’ and ‘excess waste’ policies.

Officers advised that the issue affects only a small number of residents. Since few residents present waste in wheelie bins, they don't plan to distribute this information across the entire borough or to the 3,000 properties on the rounds.

Officers can first communicate with residents to explain waste presentation requirements. If non-compliance continues, they can use Section 46 to mandate specific containers or bags after initial communication and education.

Members asked if the policy should state the three-bag limit rather than three bin limit?

Officers noted that there is a reference in the policy to the bin limit on the amount of waste someone can present. Officers haven't specifically tied that into the number of bins at this moment, this could change in the future depending on the situation.

Members clarified that there is no initial information going out to the residents, or just communication reacting to noncompliance. Officers confirmed that is the intention.

Members suggested placing stickers on bins and sending notification letters to ensure elderly residents and those not fluent in English understand the policy that if the bin is presented the next time, they know it will be removed. They also asked if a window of opportunity could be given for residents to comply.

Members noted that Aberavon residents were given bins to store bags in their gardens and instructed not to present them. While most comply, there is concern that some may put bins out without sufficient warning before removal.

Officers’ intention is that they will have a stepped approach so that they can communicate with the residents first if the bins are presented, the first step will be to communicate.

Officers also have stickers which they can use to communicate the future actions, but they will not be taking bins away before they have communicated.

The Chair noted that areas with many rental properties experience frequent resident changes, making it challenging for people to understand the system. Proactive communication to new residents may need to be considered.

Members agreed with officers' plans. As rural residents, they are familiar with farm collections and noted that many residents should know the rules.

Members asked if there are farms where assisted collection is required, do the council provide it?

Officers advised that assisted collection is available across the borough but there are some limits on some outlying properties, and it depends on whether they can get the collection vehicle close enough to offer an assisted collection.

Members suggested offering residents plastic containers for storing black bins before putting them out, to reduce the association with wheelie bins, which are often seen as containers for collection rather than storage.

Members also felt that providing plastic containers on farms and outlying properties would reduce the attraction of pests to black bags.

Officers advised that they are looking to establish a clear policy for waste collection to ensure efficiency and consistency. Given that manual emptying is involved, it’s important to standardise the type of containers used.

Members were informed that residents can use any containers they prefer between collections, but waste must be presented in bags, and the borough provides either wheelie bins or black bags for presentation, but not both. Members said they understand that principle.

The Cabinet member, Councillor Scott Jones stated that the discussions have been helpful and agreed with the point that communication is key. He explained that there has already been a directive from him as cabinet member that once they agree that this, that the communication about this policy is targeted specifically to the 3000 properties affected, rather than the entire county borough. This approach can help avoid unnecessary concerns or confusion among residents who are not impacted by the change.

The cabinet member said he has recommended to the rest of the cabinet that for the policy to be implemented or agreed upon, communication must be made to the 3,000 properties.

He hoped that gave assurance to the committee.

The cabinet member believed that communicating the change would help identify any issues related to disability among residents.

In relation to the potential impact of stopping the pull-out service on disabled residents, the cabinet member advised that if the service is discontinued, those residents might struggle to take their bags to the storage bin due to their disabilities, which could create similar issues for them as it does for the workforce.

The Cabinet member stated wanted to make sure that the council communicates with people and if there are specific issues to try and work with individuals and address it.

The cabinet member noted that providing storage bins to 3,000 properties would cost approximately £50,000. He raised concerns about recurring costs to replace lost, damaged, or stolen containers and felt that finances are not available for this.

The Cabinet member felt that the suggestion of having larger bins at the end of the street as a central point poses challenges such as excess bags being presented and difficulty in identifying who exceeds their bag allocation.

The chair thanked the cabinet member for responding to some of the concerns of members.

Members highlighted the issues that black bags cause in rural areas with wildlife.

Members also raised the issue of terraced house residents incorrectly putting black bags in a wheelie bin for presentation, to avoid wildlife ripping the bags. Those residents have asked for containers, but that request was refused. Members asked what can be done in this situation?

Officers noted the concerns but re-iterated the challenges of providing containers and the issues around the smaller vehicles. Officers confirmed they were looking to keep the collections on the black bags in those areas.

Members noted that residents sometimes carry black bags to a central space to avoid long walks and difficult vehicle manoeuvres for the workforce. Staff however occasionally leave bags with stickers indicating excess, requiring another van to collect them, which is costly.

The chair felt this highlighted the importance of understanding who's presented waste and that it is easier with a wheelie bin.

Members had made suggestions about providing stickers to those who have black bags to identify the bags to the properties. The chair suggested that if the sticker is printed with their address on that they must affix to a bag and if the bag's got a valid sticker, it can be picked up, this may improve enforcement and avoid not picking up bags from a central point. He felt that this would also show how many bin collections there's going to be in a year and how many black bag households are entitled to in a year.

Officers confirmed that collection points make it difficult for officers to identify who's presented the bags and how much excess waste has been presented. Officers stated that they want people to recycle as much as possible but appreciated the points raised and noted that further work neds to be done in identifying presenting the bags.

The chair asked if the new in cab data system will that extend to the vehicles on the black bag collections and if crews will be able to identify a central pickup point.

Officers confirmed that the in-cab system will extend across the whole fleet, and they have also identified collection points across the borough as well, this information will be available to crews.

Members acknowledged the cost of containers but noted that black bag collection points would require wheely bins, which also incur costs. They suggested conducting a feasibility study to evaluate the potential savings from not using wheely bins. Members felt that providing residents with an item they can't put out may alleviate issues where people store bags in wheely bins but present them for collection. This could help keep items off the road.

The chair noted that it has the potential to lower the impact on vermin with people leaving black bags in their gardens if they don't have a storage shed to put the bags in.

Members asked if the council would stop supplying free black bags if containers are provided to residents.

The cabinet member, Councillor Scott Jones felt that it was a valid point and felt that they need to be careful as he agreed originally to see if the council can provide everybody with a bin as opposed to asking residents to go out and purchase their own bin. However, the price of a storage bin was £15 in comparison if the council providing an ordinary wheelie bin the cost would be between £40-£50.

The cabinet member highlighted the importance of ensuring fairness and consistency in the distribution of storage bins and black bags, across the county borough and felt that a clear and equitable policy is essential to avoid any perceptions inequality.

Following scrutiny, the recommendation was supported to Cabinet.