Decisions

Use the below search options at the bottom of the page to find information regarding recent decisions that have been taken by the council’s decision making bodies.

Alternatively you can visit the officer decisions page for information on officer delegated decisions that have been taken by council officers.

Earlier - Later

Decisions published

14/01/2021 - RR/2020/945/P - Sabon-Gari - Land adjacent to, Crowhurst Road ref: 618    Recommendations Approved

Decision Maker: Planning Committee

Made at meeting: 14/01/2021 - Planning Committee

Decision published: 18/01/2021

Effective from: 14/01/2021

Decision:

DECISION: It be RESOLVED to GRANT (FULL PLANNING)

 

CONDITIONS:

 

1.      The development hereby permitted shall be begun before the expiration of three years from the date of this permission.

Reason: In accordance with section 91 of the Town and Country Planning Act 1990 (as amended by section 51 of the Planning and Compulsory Purchase Act 2004).

 

2.      The development hereby permitted shall be carried out in accordance with the following approved plans:

5490-20-LPB Location Block Plan

5490-20-1-C Proposed Development Block Plan 07 01 2021

5490/20/2/A Proposed Semi-Detached Houses 07 01 2021

5490/20/3/B Street-Scene 07 01 2021

5490/V3 - 3D View 17 11 2020

Reason: For the avoidance of doubt and in the interests of proper planning.

 

3.      No development above ground level shall take place until samples of the materials to be used in the construction of the external surfaces of the dwelling hereby permitted have been submitted to and approved in writing by the Local Planning Authority. Development shall be carried out in accordance with the approved details.

Reason: To ensure that the development reflects the character and/or appearance of the existing building and to preserve the visual amenities of the area in accordance with Policy OSS4(iii) of the Rother Local Plan Core Strategy.

 

4.        The dwellings hereby permitted shall not be occupied until the parking spaces to serve the new properties, as shown on approved Drawing No. 5490/20/1/C, have been provided to the satisfaction of the Local Planning Authority. The approved parking shall be permanently retained thereafter to serve the properties and shall not be used for any other purpose.

Reason: To provide on-site parking to the standards adopted by the Local Planning Authority, to avoid on-street parking and, thereby, to ensure that the development does not impede the free-slow of traffic on the highway, to the detriment of highway safety and visual amenity.

 

5.      No development shall commence until a scheme of foul water drainage works (which shall be designed in accordance with sustainable drainage principles) has been submitted to and agreed in writing by the Local Planning Authority, in consultation with the Local Lead Flood Authority.  The dwellings hereby permitted shall not be occupied until the approved foul water drainage works to serve the development have been implemented and are operational in accordance with the approved details and to the satisfaction of the Local Planning Authority.

Reason: The details required are integral to the whole development to ensure the satisfactory handling/disposal of foul-water generated by the development and to prevent water pollution in accordance with Policies OSS4 (iii), SRM2 and EN7 of the Rother Local Plan Core Strategy.

 

6.        No development shall commence until a detailed surface water drainage system (SUDS) has been submitted to and approved in writing by the Local Planning Authority, the SUDS details shall include:

a)    detailed drawings and hydraulic calculations, which shall take account of the connectivity of the different surface-water drainage features and shall demonstrate that surface-water run-off can be managed without increasing flood-risk for all rainfall events, including those with a 1 in 100 (plus climate change) annual probability of occurrence; and

b)    the detailed design shall be informed by findings of groundwater monitoring between autumn and spring and shall leave an unsaturated zone of at least 1m between the base of the drainage structures and the highest recorded groundwater level. In the event this cannot be achieved, details of the measures to be taken to manage the impacts of high groundwater on the hydraulic capacity and structural integrity of the drainage system shall be provided. The detailed design shall include information on how surface water flows exceeding the capacity of the surface water drainage features will be managed safely.

The dwellings permitted shall not be occupied until the approved sustainable drainage works have been implemented and are operational to the satisfaction of the Local Planning Authority.

Reason: The details required are integral to the whole development to ensure the satisfactory drainage of the site in accordance with the principles of sustainability and to prevent increased flood-risk beyond the site, in accordance with Policies OSS4 (iii), SRM2 and EN7 of the Rother Local Plan Core Strategy.

 

7.      Prior to the construction of the outfall, a survey of the condition of the ditch/ordinary watercourse (or sewer/drain) which will take surface water runoff from the development shall be undertaken. The results of the survey shall be submitted to and approved in writing by the Local Planning Authority.  Any required improvements to the condition of the watercourse/sewer/drain shall be included and, if approved by the Local Planning Authority and Local Lead Flood Authority, shall be implemented accordingly.

Reason: To minimise the risk of flood on and off the site into the future.

 

8.      A Maintenance and Management Plan for the entire drainage system shall be submitted to the Local Planning Authority before any construction commences on-site to ensure the designed system takes into account design standards of those responsible for maintenance. The Management Plan shall include the following:

a)    a clear statement of who will be responsible for managing all aspects of the surface water drainage system, including the piped drains; and

b)    evidence shall be provided as to how these responsibility arrangements will remain in place throughout the lifetime of the development.

The approved plan shall remain in place and be adhered to for the lifetime of the development.

Reason: To minimise the risk of flood on and off the site into the future.

 

9.      Details of the measures to be taken to manage flood-risk, both on and off the site, during the construction phase of the development, shall be submitted to and agreed in writing by the Local Planning Authority.  This may take the form of a stand-alone document or be part of the Construction Management Plan for the development to be submitted to and agreed in writing by the Local Planning Authority.

Reason: To minimise the risk of flood on and off the site when the development permitted is constructed.

 

10.    Prior to occupation of the development, evidence (including photographs) shall be submitted to show that the drainage system has been constructed as per the final agreed details drainage designs.

Reason: To ensure the sustainable drainage system approved for the site has been constructed as approved, to minimise the risk of flood on and off the site.

 

11.     Prior to occupation of the development hereby permitted, the reconstructed access shall be in the position shown on approved plan No. 5490/20/1/C and it shall be laid out and constructed in accordance with the attached HT407 form and all works undertaken shall be executed and completed by the Applicant to the satisfaction of the Local Planning Authority.

Reason: In the interests of highway safety.

 

12.    The new access to serve the development permitted shall not be brought into use until the 2.4m x 70m sight-lines on both sides of the access have been provided to the satisfaction of the Local Planning Authority.

Reason: In the interests of highway safety.

 

13.     The development permitted shall not be occupied until the cycle storage facilities, as shown on approved plan No. 5490/20/1/C, have been provided in accordance with details to be submitted to and agreed in writing by the Local Planning Authority (and thereafter shall be retained for that purpose).

Reason: In the interests of highway safety and to enhance the sustainability credentials of the development.

 

14.    The development shall not be occupied until a turning-head for vehicles has been provided in accordance with details that shall be submitted to and agreed in writing by the Local Planning Authority.

Reason: To enable vehicles to turn and exit in forward gear, in the interests of highway safety.

 

15.   No development above ground level shall commence until details of the hard and soft landscaping of the site (hard landscaping consistent with sustainable surface-water drainage details required by Condition 6 above), including boundary treatments, retaining walls and the parking to be provided for the development, have been submitted to and approved in writing by the Local Planning Authority.  The development shall be carried-out in accordance with the approved details.

Reason: To ensure the development is in character with its surroundings, in the interests of visual amenity of the locality, in accordance with Policies OSS4(iii), RA1(i) and EN1(i) of the Rother Local Plan Core Strategy and Policies DEN1 and DEN2 of the Rother Development and Site Allocations Local Plan.

 

16.   If within a period of five years from the date of the planting of any tree or shrub or other planting that tree, shrub or other planting or any replacement tree, shrub or other planting, is removed, uprooted, destroyed or dies (or becomes, in the opinion of the Local Planning Authority, seriously damaged, diseased or defective), another tree, shrub or plant of the same species and size as that originally planted in the same position shall be planted in the first available planting season, unless the Local Planning Authority gives written consent to any variation.

Reason: To ensure that the development is in character with its surroundings, in the interests of the visual amenity of the locality, in accordance with Policies OSS4(iii), RA1(i) and EN1(i) of the Rother Local Plan Core Strategy and Policies DEN1 and DEN2 of the Rother Development and Site Allocations Local Plan.

 

17.    No development shall commence until indications of all existing trees and hedgerows on the land, including details of those to be retained, together with measures for their protection during the construction of the development, as per the Arboricultural Report that supports this application, have been submitted to and approved by the Local Planning Authority and such approved protection measures shall be retained in situ for the duration of construction works.

Reason: These details are required prior to commencement of works to ensure the protection of trees and hedgerows during construction and the creation of a high quality public realm and landscape setting in accordance with Policy EN3 of the Rother Local Plan Core Strategy.

 

18.    The development hereby permitted shall only be undertaken in accordance with a Construction Environmental Management Plan (CEMP) which shall be submitted to and agreed in writing by the Local Planning Authority prior to first commencement of the development permitted, setting-out the steps to be undertaken to protect and enhance the potential ecological/biodiversity value of the application site before, during and after the carrying-out of the development, as set-out within the Ecological Appraisal that supports the application, and the measures to be taken to protect the level of amenity enjoyed by occupiers of neighbouring residential properties as the development is undertaken.

Reason: To protect the ecological value of the application site and to protect residential amenity, in accordance with Policies EN1, EN5 and OSS4(ii) of the Rother Local Plan Core Strategy.

 

19.   During the construction of the development hereby permitted, all site worker and visitor vehicles shall be parked clear of the highway and all plant, machinery and equipment shall be stored within the site.

Reason: To maintain the free-flow of traffic using and in the interests of highway safety, in accordance with Policies OSS4 and CO6 of the Rother Local Plan Core Strategy.

 

20.   No construction works at or deliveries to the application site shall take place, other than between the hours of 8.00am and 6.00pm Monday to Friday, 8.00am and 1.00pm on Saturdays and not at all on Sundays or on Bank or other holidays.

Reason: To protect the level of amenity enjoyed by occupiers of neighbouring residential properties, in accordance with Policy OSS4(ii) of the Rother Local Plan Core Strategy.

 

21.    The dwellings hereby approved shall meet the requirement of no more than 110 litres/person/day water efficiency set out in Part G of Schedule 1 of the Building Regulations 2010 (as amended) for water usage. The dwelling(s) hereby permitted shall not be occupied until evidence has been submitted to and approved in writing by the Local Planning Authority to demonstrate that the dwelling(s) has been constructed to achieve water consumption of no more than 110 litres per person per day.

Reason: To ensure that the dwelling is built to acceptable water efficiency standards in line with sustainability objectives and in accordance with Policy SRM2 (v) of the Rother Local Plan Core Strategy and Policy DRM1 of the Rother Development and Site Allocations Local Plan.

 

22.    The dwellings hereby permitted shall not be occupied until it has/they have been constructed in accordance with Part M4(2) (accessible and adaptable dwellings) of Schedule 1 of the Building Regulations 2010 (as amended) for access to and use of buildings.

Reason: To ensure that an acceptable standard of access is provided to the dwelling in accordance with Policy OSS4 (i) of the Rother Local Plan Core Strategy and Policy DHG4 of the Rother Development and Site Allocations Local Plan.

 

NOTES:

 

1.   Conditions 21 & 22:  The Applicant is advised that it is their responsibility to notify their Building Control Body (Local Authority or Approved Inspector) that conditions triggering the optional technical standards for Water Efficiency and/or Accessibility and Wheelchair Housing Standards are attached to this planning permission and that development should be built accordingly. Enforcement action may be taken without further notice if the relevant standards are not achieved.

 

2.   The Applicant/Developer should be aware that the development is liable to the payment of the Community Infrastructure Levy (CIL). Details will be set-out in the CIL Liability Notice that will be issued in conjunction with this planning permission.

 

3.   The development hereby permitted will be subject to the requirements of the Building Regulations.  Advice should be sought from the East Sussex Building Control Partnership.  No work should be carried-out until any consents required under the Building Regulations have been obtained.

 

4.    The Applicant/Developer should take all reasonable precautions to minimise the potential for disturbance to occupiers of nearby residential properties from disturbance and nuisance as the development is undertaken. This should include adherence to the hours of working controls set under Condition 20.

 

5.    The surface-water drainage details required under Condition 6 shall be supported by a Report and any necessary Technical Information following completion of the East Sussex County Council surface water drainage system (SUDS) Decision Support Tool for Small Scale Development (http://eastsussex.suds-tool.co.uk/).

 

6.    The details required by Condition 18 – particularly in respect of biodiversity enhancements/net gain – shall not be approved unless consultation with the County Ecologist has been undertaken.

 

7.    The Applicant is reminded that UK Power Networks’ safety guidelines for working near electricity infrastructure and underground cables should be followed diligently.

 

NATIONAL PLANNING POLICY FRAMEWORK:  In accordance with the requirements of the National Planning Policy Framework (paragraph 38) and with the Town and Country Planning (Development Management Procedure) (England) Order 2015, the Local Planning Authority has acted positively and proactively in determining this application by identifying matters of concern within the application (as originally submitted) and negotiating, with the Applicant, acceptable amendments to the proposal to address those concerns. As a result, the Local Planning Authority has been able to grant planning permission for an acceptable proposal, in accordance with the presumption in favour of sustainable development, as set out within the National Planning Policy Framework.

 


14/01/2021 - RR/2020/1872/P - Oak Farm Oast – Land adjacent to, Beech House Lane ref: 617    Recommendations Approved

Decision Maker: Planning Committee

Made at meeting: 14/01/2021 - Planning Committee

Decision published: 18/01/2021

Effective from: 14/01/2021

Decision:

DECISION: It be RESOLVED to GRANT (FULL PLANNING)

 

CONDITIONS:

 

1.   The development hereby permitted shall be begun before the expiration of three years from the date of this permission.

Reason: In accordance with section 91 of the Town and Country Planning Act 1990 (as amended by section 51 of the Planning and Compulsory Purchase Act 2004). 

 

2.   The development hereby permitted shall be carried out in accordance with the following approved plans described as:   

      6236/19/10/LP/B, dated September 20  

6236/19/10/2/D, dated September 20  

6236/19/10/1/C, dated December 20  

6236/10/3, dated October 2020  

Reason: For the avoidance of doubt and in the interests of proper planning. 

 

3.   The materials to be used in the construction of the development hereby permitted shall be as described within the application, with bricks to match the existing buildings, timber left to weather naturally and roof sheeting to reflect the natural colours of grey/green as set out in the High Weald Area of Outstanding Natural Beauty (AONB) Colour Study unless otherwise agreed in writing by the local planning authority. 

Reason: To maintain the characteristics of the existing farmyard buildings and its appearance within the High Weald AONB in accordance with Policies OSS4 (iii), EN1 (i) of the Rother Local Plan Core Strategy (2014) and Policies DEN1 and DEN2 of the Development and Site Allocations Local Plan (2019). 

 

4.   The building hereby permitted shall only be used for the purposes of storage associated with agriculture and/or forestry, as defined in Section 336 of the Town and Country Planning Act 1990 and for the storage of hay for use with the Applicant’s equestrian business and for no other purpose.

Reason: To ensure that only buildings essential to the running of an agricultural unit and associated rural business on the site are provided in the countryside in accordance with Policies RA2 and RA3 of the Rother Local Plan Core Strategy

 

5.    All hard and soft landscape works shall be carried out in accordance with the approved details. The works shall be carried out prior to the occupation of any part of the barn development or in accordance with the programme agreed with the local planning authority and if within a period of five years from the date of the planting any tree or plant is removed, uprooted, destroyed or dies, [or becomes, in the opinion of the local planning authority, seriously damaged or defective] another tree or plant of the same species and size as that originally planted shall be planted at the same place, unless the local planning authority gives its written consent to any variation.

Reason: To maintain the visual amenities of the surrounding area in accordance with Policies OSS4 (iii) and EN1 (i) of the Rother Local Plan Core Strategy (2014) and Policies DEN1 and DEN2 of the Development and Site Allocations Local Plan (2019).

 

6.   No floodlighting or other external means of illumination of the barn shall be provided, installed or operated at the site without a further planning permission. 

Reason: To safeguard the special character of the rural area within the High Weald Area of Outstanding Natural Beauty in accordance withPolicies OSS4 (iii) and EN1 of the Rother Local Plan Core Strategy (2014) and Policies DEN1 and DEN2 of the Rother Development and Site Allocations Local Plan (2019).

 

NATIONAL PLANNING POLICY FRAMEWORK: In accordance with the requirements of the National Planning Policy Framework (paragraph 38) and with the Town and Country Planning (Development Management Procedure) (England) Order 2015, the Local Planning Authority has acted positively and proactively in determining this application by identifying matters of concern within the application (as originally submitted) and negotiating, with the Applicant, acceptable amendments to the proposal to address those concerns. As a result, the Local Planning Authority has been able to grant planning permission for an acceptable proposal, in accordance with the presumption in favour of sustainable development, as set out within the National Planning Policy Framework. 

 

(Councillor Prochak declared a Personal Interest in so far as her husband was Chairman of the local Campaign to Protect Rural England who made comments on the application and she was acquainted with an objector to the application as they had worked on the “REMAIN Campaign” and in accordance with the Members’ Code of Conduct remained in the meeting during the consideration thereof).

 


14/01/2021 - Appeals ref: 616    Recommendations Approved

Decision Maker: Planning Committee

Made at meeting: 14/01/2021 - Planning Committee

Decision published: 18/01/2021

Effective from: 14/01/2021

Decision:

Members noted the report on Appeals that had been started, allowed or dismissed since the Committee’s last meeting, together with the list of forthcoming Hearings and Inquiries. 

 

RESOLVED: That the report be noted.


14/01/2021 - Publication of Housing Land Supply Position Statement as at 1 April 2020 ref: 619    Recommendations Approved

Decision Maker: Planning Committee

Made at meeting: 14/01/2021 - Planning Committee

Decision published: 18/01/2021

Effective from: 14/01/2021

Decision:

The Housing Land Supply Position Statement (HLSPS) identified the supply of dwellings on sites that were allocated or had planning permission and allocations and, showed the extent to which existing plans fulfilled the requirement to maintain a rolling 5-year supply of deliverable land in accordance with the National Planning Policy Framework (NPPF).  In November 2020, the Council’s latest HLSPS was published which detailed its Housing Land Supply (HLS) position as at 1 April 2020.

 

As the adopted Local Plan Core Strategy (CS) was now more than five years old, in accordance with the NPPF, the Council was required to measure the 5-year HLS position against its minimum local housing need (LHN) using the new standard method calculation detailed in the Planning Practice Guidance.  As at 1 April 2020, the LHN figure for Rother was 736 dwellings per annum.  This was based on household projections, affordability and any appropriate cap to the LHN and a sharp contrast to 484 dwellings per annum identified in the CS.

 

As of April 2020, the number of outstanding dwellings with planning permission was 2,823; an increase in permitted sites since the beginning of the Local Plan (LP) timeframe.  From April 2011, 1,826 net additional dwellings had been completed; an average of 203 per annum.  It was noted that the annual housing requirement had not yet been achieved during the plan period.  Due to the considerable uplift in the housing figure from the adopted CS target to the LHN figure, the Council was only able to identify 2.87 years of housing supply.

 

The absence of a 5-year supply of deliverable housing sites meant that the development boundaries and related restrictions on development in the countryside would need to be acknowledged as being ‘out-of-date’.  As the Council could no longer demonstrate a 3-year supply, the general presumption in favour of sustainable development would now be a critical reference point when determining planning applications involving the provision of housing in neighbourhood areas that had a made Neighbourhood Plan (NP) e.g. Crowhurst, Rye, Salehurst and Robertsbridge, Sedlescombe and Ticehurst.  Therefore, development was no longer constrained by policies in the adopted NP.

 

Members noted that work had commenced on developing the Council’s new LP in conjunction with the Housing and Economic Land Availability Assessment.  A new housing target for the District would be established within the new LP and a timetable to produce the document would be published in early 2021.

 

During discussion the following salient points were noted:

 

·         The new LHN figure (736 units per annum) did not take account of local circumstances; a significant percentage of the District was designated as an Area of Outstanding Natural Beauty (AONB).  The Council had a duty to protect and enhance the natural beauty of the AONB, as well as RAMSAR (wetlands of importance) and green spaces across the District.

·         Disappointing that the Council was expected to achieve unrealistic targets set by the Government (not evidence based).  Important to lobby both MPs to address set targets.

·         Targets should reflect and meet the District’s need.

·         Clarity was sought on whether ‘made’ NPs were now powerless.  The Head of Strategy and Planning advised that all policies within ‘made’ NPs would still be considered, as stipulated in the NPPF, but they were considered ‘out of date’ and the weight afforded to the policy would depend on its consistency with the NPPF.

·         Parish and Town Councils with a ‘made’ NP were entitled to 25% of Community Infrastructure Levy funding.

·         Important to encourage landowners / developers not to land bank and progress developments.

·         Currently approximately 2,800 outstanding planning permissions of which 2,535 were anticipated to progress over the next five years (see Table 16 of HLSPS).

·         Quantitativeeasing was elevating prices.

·         Telescope the timetable of the LP to ensure a robust evidence-based and realistic LP was in place as soon as possible.

·         Quarterly countywide meetings were held with developers and relevant statutory bodies to discuss development progression.

·         Nationally approximately 30% of local authorities (presume mainly in the south east because of high housing need) did not have 5-year HLS; this included Eastbourne Borough Council (not 3-year), Tunbridge Wells Borough Council and Wealden District Council (WDC).  Locally only Lewes District Council was over the 5-year threshold with a 5.4-year HLS.

·         Impact of LHN figures in other areas – Hastings Borough Council’s adopted plan figures were 215 up to 451, Rother District Council 165 up to 711 and WDC 450 up to 1,225.

·         No direct sanctions to developers – development should commence before the expiration of three years from the date of permission (this was reduced from five years).  Developers would build when there was a need.

·         The NPPF (paragraphs 11 and 172) stated that major development (without a 5-year supply) would not be allowed in AONB area unless there were very specific circumstances.

·         Important to get the right houses in the right places for the right people. 

 

RESOLVED: That the report be noted.

 


14/01/2021 - Planning Applications - Index ref: 615    Recommendations Approved

Decision Maker: Planning Committee

Made at meeting: 14/01/2021 - Planning Committee

Decision published: 18/01/2021

Effective from: 14/01/2021

Decision:

Outline planning permissions are granted subject to approval by the Council of reserved matters before any development is commenced, which are layout, scale, appearance, access and landscaping.  Unless otherwise stated, every planning permission or outline planning permission is granted subject to the development beginning within three years from the date of the permission.  In regard to outline permissions, reserved matters application for approval must be made within three years from the date of the grant of outline permission; and the development to which the permission relates must begin no later than whichever is the later of the following dates: the expiration of three years from the date of the grant of outline permission or, the expiration of two years from the final approval of the reserved matters, or in the case of approval on different dates, the final approval of the last such matters to be approved.

           

In certain circumstances the Planning Committee will indicate that it is only prepared to grant or refuse planning permission if, or unless, certain amendments to a proposal are undertaken or subject to completion of outstanding consultations.  In these circumstances the Head of Service Strategy and Planning can be given delegated authority to issue the decision of the Planning Committee once the requirements of the Committee have been satisfactorily complied with.  A delegated decision does not mean that planning permission or refusal will automatically be issued.  If there are consultation objections, difficulties, or negotiations are not satisfactorily concluded, then the application will have to be reported back to the Planning Committee.  This delegation also allows the Head of Service Strategy and Planning to negotiate and amend applications, conditions, reasons for refusal and notes commensurate with the instructions of the Committee.  Any applications which are considered prior to the expiry of the consultation reply period are automatically delegated for a decision.

 

RESOLVED: That the Planning Applications be determined as detailed below.


14/01/2021 - Minutes ref: 614    Recommendations Approved

Decision Maker: Planning Committee

Made at meeting: 14/01/2021 - Planning Committee

Decision published: 18/01/2021

Effective from: 14/01/2021

Decision:

The Chairman was authorised to sign the Minutes of the meeting held on 17 December 2020 at a later date as a correct record of the proceedings.


08/01/2021 - Service Performance Update ref: 613    Recommendations Approved

Decision Maker: Joint Waste and Recycling Committee

Made at meeting: 08/01/2021 - Joint Waste and Recycling Committee

Decision published: 15/01/2021

Effective from: 23/01/2021

Decision:

Members considered the report of the Lead Director which provided analysis and commentary on the standards of service performance achieved through the Joint Waste Contract for the period June to November 2020.

 

The Key Performance Indicators (KPI) had been assessed and clarified during 2020.  Throughout 2020, the Council had considered Biffa’s KPI performance against their own monthly council data (number of customer complaints, number of waste related customer service calls etc.) and it was concluded that the analysis conducted by Biffa was accurate.

An update position of each individual Partner’s local service preparations was provided as follows:

 

Hastings Borough Council: Despite a spike of missed collections in September all key performance indicators had been achieved regarding collection services.  Good communication including enhancements to Biffa’s management processes had driven improvement which resulted in much lower missed collection rates in October and November.  All other elements of the collection contract were operating as expected.

 

Rother District Council: As a result of Government restrictions, from late March, both collection and street cleansing services were impacted.  Bulky and garden waste collections were suspended and reinstated on 4 May 2020.  During the first lockdown period, collection services and bring site standards improved.  However, volumes of recycling and clothing waste augmented at bring sites, despite social media messages and notices which increased the amount of fly-tipping.  Street cleansing continued as scheduled across the district.  Since the easing of the first lockdown normal operations had resumed.  Garden waste rounds experienced high volumes throughout the summer-autumn period and ‘bring sites’ struggled with the volume of recycling (packaging internet shopping).  The volumes of litter had increased as visitors returned to the District and restaurants provided take-away food.  During the summer, missed bin collections increased at 259 per 100,000, in November this reduced to 39 per 100,000, a significant improvement.  A significant issue was the increased levels of contamination in recycling bins and particularly ‘bring sites’ (Ravenside); investigation and monitoring was ongoing.  Since September, the Council had actively promoted garden waste to achieve and exceed the target of 20,000 subscribers.  Street cleansing had remained acceptable and litter, detritus and dog fouling services had achieved or exceeded contractual targets.

 

Wealden District Council: Collection and assisted collection performance continued to improve, however bring site collections in the north of the District required improvement.  Progress had improved regarding container deliveries and street cleansing.  Fly-tip clearance remained good despite challenges with increased incidents at local recycling bring sites.  Bulky and clinical waste collection performance remained consistent.

 

Despite contingency measures implemented by Biffa, general concern was expressed that further service disruption could be experienced in 2021 as a result of another national COVID-19 lockdown.

 

The Joint Waste Partnership (JWP) Manager advised that during 2020 and safety requirements imposed by COVID-19 pandemic, Biffa had successfully introduced the administrative and management processes that allowed resources to be deployed to best effect.  She also advised that East Sussex County Council and Viridor had undertaken a detailed analysis of material collected at ‘bring sites’ across the Partnership, which would allow each authority to implement local actions to deal with the issue.  It was also noted that Rother and Wealden District Councils had approved the transfer of the Administering Authority role to Wealden District Council from 1 April 2021.  Hastings Borough Council would be considering this in March 2021; no issues were anticipated.  An officer group had been established to manage the transfer.

 

The JWP Risk Register was maintained as a current document by the JWP Manager and was available to Members on request. The Joint Waste and Recycling Committee noted that three inter-related “amber” risks were actively being managed, namely COVID-19 related staff absence (7-14 days); extensive use of agency staff by Biffa; and major national disaster impacts one or more council areas e.g. pandemic effects council and contractor personnel and procedures

 

All risks would be monitored, and service priorities managed appropriately should service suspension be implemented.

 

RESOLVED: That the report be noted.


08/01/2021 - Biffa Update ref: 612    Recommendations Approved

Decision Maker: Joint Waste and Recycling Committee

Made at meeting: 08/01/2021 - Joint Waste and Recycling Committee

Decision published: 15/01/2021

Effective from: 23/01/2021

Decision:

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 October 2020 to November 2020, 629 near misses and hazards (concerns reported by employees), as well as four personal injuries were reported.  Out of 15,433 staff working days, the accident rate equated to 0.03%.  The following safety improvements had been applied (year to date): launched safer together initiative; increased CCTV monitoring; accident and vehicle accident investigations completed within six days; safety improvement meetings held; increased depot based trainer pool; revised driver induction process; continuous review of COVID-19 secure measures;  security devices installed in 13 collection vehicles; and promotion of relevant incidents to Operation Crackdown.

·         HR Update: As of November 2020, there were 12 (seven LGV drivers and five Loader/Operatives) full-time vacant positions.  Average staff turn-over from October to November 2020 was 1.5%, a decrease of 1% since the last meeting.

·         Since the last meeting, no amendments had been made to the Organisation Chart.

·         Overall collection and street cleansing performance had improved across the Partnership; monitoring would be ongoing.

·         High Speed Road Maintenance Programme (in consultation with the Highway Authority) had been established and was being successfully executed across the Partnership.

·         Container Deliveries: In October and November 98% and 85% respectively of container deliveries had been completed within the Service Level Agreement (100% in August and September); the results were attributed to a change of supplier and delivery issues.

·         COVID-19: Between October and November 2020, 89 working days had been lost as a result of absence relating to the Coronavirus which had caused an impact on service performance.  Remedial key actions included increased communication, personal protection equipment and cleansing regimes; improved signage; introduced COVID-19 Secure Officer; daily absence monitoring; and installation of Perspex screens.  It was noted that one employee had tested positive (contracted by co-habitant); the employee was required to self-isolate in-line with Close Contact protocol.  Members were advised that no employees had contracted COVID-19 through the Biffa workforce.

·         Culture Change – Investment: Depot improvements had commenced at Bellbrook.  COVID-19 secure inspections completed, and employee of the month nominations and awards issued.  Employee enrolment to the downloadable Biffa Group App, known as Biffa Beat was ongoing.  One member of the Management Team was currently on maternity leave; their role was being covered by a temporary appointment.

·         Contractual Updates: It was confirmed that actions had and were being commenced within the Annual Improvement Plan e.g. recycling stickers had been issued to residents and that investigations regarding alternative rubbish containment and management solutions at Camber Sands were still on-going etc.

·         2021 Preparing the Future: Biffa recognised future challenges faced by the Partnership and would be focusing on the following considerations namely the Environment Bill; 65% recycling target; separate weekly food waste collections; and national and local carbon footprint commitments.

 

At the conclusion of the presentation, Members had the opportunity to ask questions and the following was noted:

 

·         High Speed Routes: Service performance had significantly improved; it was important that the current schedule was upheld, and that regular cleansing was completed throughout the year.  Client officers would need to advise Biffa of any additional roads they wished to be included within the programme.

·         Health and Safety: Members requested that Near Miss and Hazard Reporting data was detailed separately in future presentations.  Biffa agreed to do this.

·         Assisted Collections: Members requested that continued missed assisted collection performance was addressed, as performance had slipped in November, particularly in Hastings.  It was clarified that revised internal procedures had been implemented and enhanced daily monitoring would be ongoing.

·         COVID-19 infections: Clarity was sought on Biffa’s claim that “no employees had contracted COVID-19 through the workforce.”  Biffa followed the WISH Forum guidance (health and safety guidance for the waste management industry), used the Track and Trace NHS COVID-19 App and consulted with the Partnership Authority’s Environmental Health officers.  Stringent health and safety measures had been implemented to ensure the workforce was fully protected.

·         Carbon Reduction: Clarity was sought on what measures Biffa would introduce to support each Council’s commitment to reduce its carbon footprint.  The Joint Waste Partnership Manager advised that these matters were being considered by a countywide Waste Strategy and Resource Group, led by East Sussex County Council (ESCC) which included all Partnership authorities, as well as Eastbourne, Lewes and Brighton.  ESSC would be consulting with Biffa and Members would be updated on developments at the meeting scheduled to be held on Friday 26 March 2021.

·         Recycling Percentage Target: The Joint Waste Partnership Manager advised that the current recycling target had been agreed as a result of the performance of the previous contractor and established during the new contract procurement process in 2017/18.  As a result of the pandemic, it was considered inappropriate to adjust this target at present; targets would be reviewed towards the end of 2021.

·         Street Cleansing NI195 Surveys: Concern was raised regarding the distances that Street Cleansing Assessors were having to travel (West Country to Rye) to complete NI195 surveys.  The Joint Waste Partnership Manager advised that WYG Consultants provided excellent external independent advice which was vital for the Contract.  Assessors travelled across the whole of the country; she agreed to forward the Committee’s concerns to WYG.

·         WEEE (Waste Electrical and Electronic Equipment)Collection: The Committee sought clarity on WEEE collections, as complaints had been received that items had either not been collected or deposited with the normal rubbish.  Biffa advised that there had been some initial teething issues, however these should now be resolved.  Any further issues should be reported in the normal way.

·         Electric Vehicles (EV): The Committee sought an update on the EV project scheduled to be trialled in Hastings.  Results of an EV site survey were awaited.  Members were reminded that operating an EV fleet would only be effective and economically viable in an urban area.  Biffa advised that trial periods would be implemented in April 2021 and July 2021 (two vehicles).  Data, costings and performance would be collated and reported to the Committee later in the year.  Members were keen to see the process implemented sooner rather than later and requested that further information including timescales, costs and funding opportunities be included in future reports.

 

The Chairman, on behalf of the Committee, thanked and congratulated Biffa and their workforce on their excellent performance and continued efforts to ensure that the waste and cleansing services were successfully delivered during these unprecedented times. 

 

RESOLVED: That the presentation be noted.


08/01/2021 - Minutes ref: 611    Recommendations Approved

Decision Maker: Joint Waste and Recycling Committee

Made at meeting: 08/01/2021 - Joint Waste and Recycling Committee

Decision published: 15/01/2021

Effective from: 08/01/2021

Decision:

The Chairman was authorised to sign the minutes of the meeting held on 23 October 2020 at a later date as a correct record of the proceedings.


21/12/2020 - Cabinet Spokesperson / Champion ref: 610    Recommendations Approved

Decision Maker: Council

Made at meeting: 21/12/2020 - Council

Decision published: 07/01/2021

Effective from: 21/12/2020

Decision:

RESOLVED: That the appointment of Councillor Charles Clark as Cabinet Spokesperson / Champion for elderly people be received.


21/12/2020 - Report of the Cabinet on matters for determination by full Council ref: 608    Recommendations Approved

Decision Maker: Council

Made at meeting: 21/12/2020 - Council

Decision published: 07/01/2021

Effective from: 21/12/2020

Decision:

1.    It was moved by Councillor Oliver and seconded that the reports of the meetings of the Cabinet held on 2 November and 14 December 2020 as set out in the Agenda be approved and adopted.

 

2.     The Chairman of the Council having called over the reports, no minutes were reserved for discussion.

 

3.    On the Motion of the Chairman of the Council, duly seconded, the Council approved and adopted the following reports:

 

CB20/63 - Medium Term Financial Plan 2021/22 to 2025/26

CB20/64 - Economic Recovery Action Plan

CB20/78 - Procurement Strategy

CB20/79 - Community Governance Order – The Parish Council of   Bexhill-On-Sea

 


21/12/2020 - Minutes ref: 607    Recommendations Approved

Decision Maker: Council

Made at meeting: 21/12/2020 - Council

Decision published: 07/01/2021

Effective from: 21/12/2020

Decision:

The Chairman was authorised to sign the minutes of the Council meetings held on 21 September and 5 October 2020 as correct records of the proceedings.