- To receive a presentation from the Contractor on the Waste Collection, Recycling, Street and Beach Cleaning and Associated Services Contract.
Minutes:
The Senior Business Manager led Members through Biffa’s presentation which provided an update on the Waste Collection, Recycling, Street and Beach Cleaning and Associated Services Contract. During the presentation the following points were noted:
· Health and Safety: This was a primary focus for Biffa. During the period 1 June to 30 September 2020, 702 near misses and hazards were reported, as well as six driving recklessly on pavements and 10 personal injuries. Out of 16,698 staff working days, the accident rate equated to 0.10%. The following techniques were applied: increased CCTV monitoring and depot based trainers (x6); promotion of reporting near misses and hazards; toolbox talks; accident investigations completed within six days; revised driver induction process; continuous review of COVID secure measures and safety improvement team meetings.
· HR Update: From September 2020, there were 17 (10 LGV drivers and seven Loader/Operatives) full-time vacant positions; these positions were currently being covered by agency staff. Average staff turn-over from June to September 2020 was 2.5%. The following innovations had been introduced namely electronic time and attendance systems across all locations; additional charge-hand based at St. Leonards supporting Rother services; and employment of a Business Manager within the management team.
· An updated Organisation Chart was presented which included two new additional positions namely, Business Manager and Charge-hand.
· Overall collection performance had improved particularly in Rother and Wealden. Hastings performance was inconsistent and was attributed to several logistical challenges; monitoring would be ongoing.
· Street cleansing performance had improved, apart from detritus levels which were below target for Wealden. Monitoring would be on-going.
· High Speed Road Maintenance Programme had been established and was being successfully executed across the Partnership.
· Container Deliveries: In August and September 100% of deliveries had been completed within the Service Level Agreement (90% in July).
· COVID-19: Between July and September 2020, 181 working days had been lost as a result of absence relating to the Coronavirus which had caused an impact on service performance. Staff displaying symptoms had encountered testing delays, which had caused greater periods of isolation due to uncertainty. Over the last three months, all employees had tested negative. Remedial key actions included a full review of the Business Continuity Plan (BCP), improved communications, signage, cleansing regimes and working practices, as well as increased personal protective equipment.
· Culture Change – Investment: Significant investment would be continued at both St. Leonards and Amberstone depots to improve safety, welfare and office facilities for all staff. Future plans were in place for Bellbrook. Monthly safety meetings between client officers and employees continued. Employee Engagement plans were established and “Champions” elected at each depot. Improvements had been made to employee communications including a downloadable Biffa Group App, known as Biffa Beat.
· Contractual Updates: It was confirmed that the Annual Improvement Plan had been submitted, the BCP amended and COVID Variation agreed and signed.
At the conclusion of the presentation, Members had the opportunity to ask questions and the following was noted:
· Workforce: Assurance was given that all COVID-19 safety measures had been implemented to ensure that the workforce was fully protected. Charge-hands had been employed to support and improve round knowledge (recruitment was ongoing at Hastings).
· Missed Collections: This was an ongoing challenge for Biffa particularly when it was difficult to identify where the rubbish had come from (which household). Supervisors would be focusing on service improvement. It was clarified that over the last two weeks only two repeated missed collections had happened in Hastings.
· Round Changes: As a result of COVID-19, it had been necessary to suspend the majority of planned round changes particularly in Hastings and Rother. At present, Biffa’s primary focus was on service performance however background progress would be on-going and it was anticipated that round changes would be implemented by April 2021.
RESOLVED: That the presentation be noted.