Agenda and minutes

To approve as a correct record the Minutes of the Overview and Scrutiny Panel (Environment, Communities and Partnerships) meeting held on 5th December 2024.

The minutes of the meeting of 5th December 2024 were approved as a correct record and were signed by the Chair.

To receive from Members declarations as to disclosable pecuniary and other interests in relation to any Agenda item.

Councillor S McAdam declared an other registerable interest in minute 24/43 by virtue of being involved in the creation of a new Charity Shop.

Councillor S Mokbul declared an other registerable interest in minute 24/43 by virtue of being a business owner with a business property.

Councillor S Bywater declared an other registerable interest in minute 24/44 by virtue of being a Cambridgeshire County Councillor representative for Cambridgeshire and Peterborough Fire Authority.

Councillor D Shaw declared an other registerable interest in minute 24/45 by virtue of being an employee of the Environment Agency.

a)  The Panel are to receive the Overview and Scrutiny Work Programme

b)  Members to discuss future planning of items for the Work Programme

With the aid of a report by the Democratic Services Officer (Scrutiny) (a copy of which is appended in the Minute Book) the Overview and Scrutiny Work Programme and Notice of Key Decisions for the period 1st February 2025 to 31st May 2025 were presented to the Panel.

Following a discussion an increase to the membership of the Climate Working Group from 4 to 6 members was proposed and Councillors were asked to express their interest via email to the Democratic Services Officer.

The Panel is invited to comment on the Business Rates Discretionary Rate Relief Policy.

Executive Cllr: S Ferguson

By means of a report by the Council Tax and Business Rate Manager, (a copy of which was appended in the Minute Book), the Business Rates – Discretionary Rate Relief Policy was presented to the Panel.

It was clarified to the Panel, that the policy ran up to 31st March 2025 and that the new policy ran from 1st April 2025, it was further clarified that this also applied to the newspaper relief.

Additionally, the Panel were advised that 40% reduction was the maximum amount able to be reclaimed from the Government and that there was not further funding for anything over this.

Following further discussion, the Panel heard that these changes would be affecting small businesses in hospitality, retail and leisure, and that the team were proactively working to identify and contact affected businesses. It was also confirmed that paperwork detailing available support would additionally be included with the 2025/26 bills and it was anticipated that businesses would be in contact with the team to move forward. More detail on the number of businesses affected would be shared with the Panel once the work to identify them had been completed.

Following the discussion, it was

RESOLVED

that Cabinet be encouraged to consider the comments from Overview and Scrutiny when making a decision upon the recommendations within the report.

The Panel is invited to comment on the Hydrotreated Vegetable Oil Trial Report.

Executive Cllr: S Taylor

By means of a report by the Head of Operational Services, (a copy of which was appended in the Minute Book), the Hydrotreated Vegetable Oil Trial Report was presented to the Panel.

Concern was expressed that the fuel was being sourced from Denmark and Holland and enquired whether it was possible to source this from the UK. It was confirmed that the fuel was not currently produced within the UK and that these countries were the nearest suppliers. It was noted that opportunities produce this locally would be monitored and further detail would be brought back to the Panel should viable possibilities arise.

It was confirmed that the fuel is produced solely from used cooking oil. Councillor Lowe observed that used cooking oil is collected nationwide and questioned whether partnerships could be develop to allow for a fuel supply within the UK. It was also suggested that kerbside collections of domestic cooking oil be investigated, with Councillor Alban observing that Bromley Borough had previously done such kerbside collections. It was noted that this was a complicated and developing market and that the district council’s influence within this market would be limited. It was also noted that the fuel as supplied was a treated product originating from used cooking oil and that this was not something which was currently available within the UK. It was proposed by Councillor Lowe to add an additional recommendation to the Cabinet report, this was seconded by Councillor Hunt and the Panel voted unanimously in favour of forwarding the proposed recommendation to the Cabinet;

6) that the leader contact the Energy secretary to request a reduction in the import tax on this product.

Councillor Hunt stated that he was impressed by the carbon savings through the change in fuel which were achieved by the trial, a sentiment which was shared by the Panel. The Panel heard, that the collaboration with Fire and Police on the trial had been extremely positive. It was confirmed that the police had joined the trial late and that their participation had been a smaller vehicle than the HGVs used by HDC and the Fire Service. The Panel heard that the site at Eastfield was under 24 hour operation due to the services on site and therefore the emergency services had been able to access the fuel as it was required. It was noted that opportunities with East of England Ambulance Trust, CPCA, MOD, local town and parish councils would be investigated as the project moved forward and the Panel wished to encourage the Cabinet and leader to contact relevant organisations to share the benefits of the fuel and collaborative working. The Panel felt that this would give a benefit both financially and environmentally in the significant carbon savings which could be made through developing further partnerships. It was proposed by Councillor Hunt to add an additional recommendation to the Cabinet report, this was seconded by Councillor Tevlin and the Panel voted unanimously in favour of forwarding the proposed recommendation to the  ...  view the full minutes text for item 44.

The Panel are invited to comment on the Procurement of Vehicles and Containers for Weekly Food Waste Collection Service Report.

Executive Cllr: S Taylor

By means of a report by the Head of Operations, (a copy of which was appended in the Minute Book), the Procurement of Vehicles and Containers for Weekly Food Waste Collection Service was presented to the Panel.

Concern was expressed that the procurement costs of the vehicles and caddies may increase as the demand would be likely to increase due to demand. The Panel heard that the costs within the report were current but that it was anticipated that they would fluctuate with demand as the implementation date drew nearer. The Panel were assured that the Council’s procurement team were already briefed and involved to ensure that the project could proceed as soon as practicable.

A shortfall in the funding of the capital investment was identified and the Panel heard that these were indicative costs and that there would be an aim to keep the project within the funding parameters. It was also confirmed that it was hoped that any shortfall would be covered by further funding opportunities.

Further concern was expressed that it appeared that operational costs for the service had not yet been established and in turn would thereby impact the Council’s finances. Following a debate by the Panel, it was established that there would be a desire to see further details on the financial aspects of the project to be brought back to the Panel. It was proposed by Councillor Alban to add an additional recommendation to the Cabinet report, this was seconded by Councillor Criswell and the Panel voted unanimously in favour of forwarding the proposed recommendation to the Cabinet;

2) to produce a report detailing the revenue and capital costs of the project and submit this to the democratic cycle of meetings.

Concern was expressed over the anticipated funding from DEFRA which had not yet been confirmed. The Panel heard that the collection project was still in it’s infancy with the capital costs having been identified, the Panel were assured that communications were ongoing with DEFRA to establish long term funding for the scheme. The Panel were further assured that the Council were a member of the RECAP partnership and as such were working with neighbouring authorities to move forward. It was proposed by Councillor Hunt to add an additional recommendation to the Cabinet report, this was seconded by Councillor Kerr and the Panel voted unanimously in favour of forwarding the proposed recommendation to the Cabinet;

3) to encourage Cabinet to write to the DEFRA Secretary to confirm the revenue funding as soon as practicable.

The Panel heard, that the anaerobic digestion of the waste created energy generation and also created an end product which could be used as a fertiliser. The Panel also heard that the food waste collection should be as organic as possible, and that no plastics should be placed within the caddies. It was hoped that the weekly food waste collection would result in a reduction of waste within the grey bins but that existing collection arrangements would not be affected.  ...  view the full minutes text for item 45.