1.      REASONS FOR RECOMMENDATION

1.1   Councillor Jeffery gave notice that he wished to move the following motion relating to replacement refuse bins at the ordinary meeting of the Council held on 27 September 2023:

The Council’s website has a published policy stating that replacement bins will be paid for by residents no matter who is responsible for the damage or loss: "Residents are responsible for looking after these bins and replacing them if they become damaged, lost or are stolen.” and "You are required to pay for replacement bins."

The only time this proposal went to any Committee was Communities, Housing and Environment Policy Advisory Committee on 17th January and one short paragraph of a proposal was included in the budget paper. Within the paragraph these sentences are shown: "This proposal is to recover the costs for the provision of these bins by charging the relevant party for their replacement. A flowchart will be published setting out liability in each scenario where a replacement is required.”

The statement at Communities, Housing and Environment Policy Advisory Committee is quite different to the published policy and no flow chart was presented to a Committee for discussion or agreement.

The decision to implement this policy has not been discussed or published by the Executive / Cabinet and has not had the opportunity to be called in by Overview and Scrutiny.

There are increasing numbers of complaints including where CCTV evidence of damage by contractors has been refused by officers as grounds for the Council replacing bins.

Officers have also clearly stated that bins degrade over time and need replacing through no fault of either resident or contractor. This suggests that all residents will be required to purchase new bins at some point, but this has not been communicated to residents.

Officers have stated that the policy was agreed by Council yet there is no evidence in Council papers that this is the case.

I therefore move the following motion:

This Council requires:

·         That the policy of charging for replacement bins be suspended immediately.

·         That the ownership of and responsibilities for the bins be carefully considered by Councillors.

·         That the consideration of a policy of charging for replacement bins be recommenced using the appropriate constitutional process via Housing, Health and Environment Policy Advisory Committee, Cabinet and potentially Overview and Scrutiny Committee.

2.     When moving the motion, Councillor Jeffery, with the consent of the meeting and Councillor Harper, the other signatory, altered it by deleting the first bullet point due to a recent change in policy relating to replacement refuse bins.

3.     In accordance with Council Procedure Rule 12.9.3, at the conclusion of the debate, there being no proposal to refer the matter directly to the Cabinet, the Mayor referred the motion, as amended, to the Housing, Health and Environment Policy Advisory Committee.  The amended motion is as follows:

        This Council requires:

        That the ownership of and responsibilities for the bins be carefully considered by Councillors.

That the consideration of a policy of charging for replacement bins be recommenced using the appropriate constitutional process via Housing, Health and Environment Policy Advisory Committee, Cabinet and potentially Overview and Scrutiny Committee.

2.    ALTERNATIVES CONSIDERED AND WHY NOT RECOMMENDED

        Not applicable.

3.    REPORT APPENDICES

        A copy of the Briefing Note which was prepared to assist Members in their consideration of the motion is attached as Appendix A.

4.    BACKGROUND PAPERS

        Agenda for the ordinary meeting of the Council held on 27 September 2023.