Neighbourhood, Environmental and Communities Cabinet Member – Minutes – 20 September 2010
97 (8) FLEET ACQUISITION AND REPLACEMENT PROCESS – The Service Director Neighbourhood and Environment submitted a report to seek the agreement for the adoption of a proposed fleet acquisition process, and to inform the Cabinet member of the expected capital expenditure on fleet replacement.
North Lincolnshire Council’s Fleet Provision division was responsible for the procurement, maintenance and legal compliance of the council’s mixed fleet of vehicles. There was currently no formal policy or process in place for the identification of need for extra vehicles or the replacement of existing vehicles, either vehicles to a differing specification or “like for like”.
The Fleet Provision division effectively acted as an internal contract hire company and “rented” vehicles out to the user on an all encompassing hire rate that included the cost of the vehicle (either the lease charges or write-down cost), its projected maintenance cost, its projected insurance cost and the cost of any road fund and / or operators licence charges over its agreed life. In the vehicle replacement process the Fleet Provision division acted only in an advisory role and had no actual control over the suitability of equipment requested.
The report outlined that the funding method had recently changed from operating leases to outright capital purchase and depreciation. The lengths of any leases or depreciation periods were based on the “useful life” of the vehicle that had been determined by the Head of Fleet Provision in collaboration with the vehicle user and Corporate Finance.
It was considered that the adoption of a formal process for dealing with vehicle replacement and extra vehicle acquisition, that required greater user justification and gave the Head of Fleet Provision a greater degree of control over the fleet assets, would ensure that vehicles were replaced at the most economically advantageous time for the council as a whole. It would also allow the Head of Fleet Provision to prioritise the fleet capital budget.
Resolved – (a) That the content of the report be noted and the adoption of a formal process for vehicle acquisition and replacement be supported and approved as part of the overall fleet policy, and (b) that the Service Director Neighbourhood and Environment be authorised to take decisions on vehicle life based on usage, reliability, maintenance cost and carbon emissions.
98 (9) VEHICLE MAINTENANCE PROCEDURE – The Service Director Neighbourhood and Environment submitted a report to seek agreement for the adoption of a formal vehicle maintenance procedure to be included within an overall fleet management policy.
North Lincolnshire Council’s Fleet Provision division was responsible for the procurement, maintenance and legal compliance of the council’s mixed fleet of vehicles. The Service Director explained that there was currently no formal policy or process in place for identifying the responsibilities of individuals with regard to vehicle maintenance.
The adoption of the procedure on vehicle inspection, service and repair as part of the overall fleet management policy would ensure that all staff involved would be instructed on the process, thereby ensuring that the council would be fulfilling its obligations under legislation. Furthermore adopting the policy would ensure that the relevant recommendations of Zurich Motor Review had been met.
Resolved – (a) That the content of the report be noted, and (b) that the adoption of a formal procedure for vehicle inspection service and repair be supported and approved as part of the overall fleet policy.
99 (10) JOINT PROCUREMENT OF MERCURY ABATEMENT EQUIPMENT WITH NORTH EAST LINCOLNSHIRE COUNCIL – The Service Director Neighbourhood and Environment submitted a report seeking support to enter into an agreement with North East Lincolnshire Council for the joint procurement of mercury abatement equipment for the two crematoria.
In December 2005 Cabinet approved a strategy for the installation of mercury abatement equipment at Woodlands Crematorium to ensure that the council would contribute to the government’s target requirement for at least 50% of all cremations nationally to be filtrated by 1 January 2013. Furthermore Cabinet approved that abatement equipment be fitted to ensure that 100 per cent of cremations were filtrated from this date. This ensured that the council would be in a strong position looking ahead to the year 2020 when all signatory countries to the Oslo-Paris Agreement (OSPAR) had agreed to cease all mercury emissions to air.
Resolved – That Option 1 outlined within the report be approved and adopted.
100 (11) OPERATION ATHENA – The Service Director Neighbourhood and Environment submitted a report on progress with Operation Athena coordinating the work of Neighbourhood and Environmental Services to improve the local environmental quality and community perception of an area of Crosby, Scunthorpe.
Operation Athena was an on-going project in an area of Crosby to co-ordinate the work of various Neighbourhood and Environmental Services teams including Neighbourhood Services, Neighbourhood Response Team, Waste Management, Housing as well as the Highways and Planning. The purpose was to improve the local environmental quality and the perception of local residents by focusing and deploying existing resources more effectively.
In July 2009 the ‘Crosby Clean Up’ focussed on clearing ten foots, removing weeds and detritus and improved mechanical sweeping. From October 2009 this approach was extended to what had become Operation Athena embracing all relevant services to provide a more intensive and lasting improvement. The most dramatic changes could be seen in and around the area of the Memorial Gardens. Once derelict properties on West Street had been cleared and replaced with wild flower beds. Within the Memorial Gardens overgrown hedging had been removed, new seating and bins installed and railings repaired. Other improvements, whilst less dramatic, were making a significant difference, with less litter, flytipping and graffiti to be found.
Resolved – (a) That the Operation Athena project report and Executive Summary be noted, and (b) that Phase 3 of the project be completed (option 2) and a final report be submitted.