Project Information

Project name

Commercial bins on the highway

Project description

Creating and implementing a model to manage commercial bins on the highway across Brighton & Hove. Once agreed, it will form part of the Environmental Enforcement Framework.

RAG status

Amber

Timescales

September 2019 to March 2022

Percentage complete

25%

Modernisation dependencies

Customer experience

Environmental enforcement

Managing waste responsibly

Recent activities

Public consultation questionnaire and supporting documents published on consultation portal

The deadline has been extended on a couple of occasions due to low response rates from businesses

Waste management providers in the city have been written to, to encourage them to respond

Risks and issues

Resources to implement agreed scheme

Lack of support for model from public consultation

Timing of implementation due to Covid-19 response

Further Covid-19 disruption

Capacity of businesses and other stakeholders to respond

Next steps

Write to all businesses in proposed T-Zones, encouraging them to respond to the consultation on the consultation portal

 

Project Information

Project name

Communal bin system

Project description

Reviewing the existing communal bin system and identifying areas for improvement with the current distribution of bins, capacity offered for different waste streams, improvements to glass recycling (bins, contamination of, and noise), bin bays, signage, type of bins, expansion of waste streams, and application of colour coding for the different waste streams

Applying any recommended changes identified from the review across all existing communal areas through a phased approach

Ensuring any relevant changes to the system are reflected as necessary within the relevant Standard Operating Procedure (SOP) for communal bins

Expanding the communal bin area

RAG status

Green

Timescales

June 2020 – March 2023

Percentage complete

25%

Modernisation dependencies

Customer experience

Environmental enforcement

Fleet replacement

Food waste options appraisal

IT systems

Keeping the city clean review

Managing waste responsibly

Procurement review

Wheelie bin audit and rollout

[Waste composition analysis]

Recent activities

Completed communal bin review for Brunswick & Adelaide

Finalised Standard Operating Procedures for siting, moving and adding communal bins

Organised existing data for some wards (Regency, St Peter’s & North Laine and Queen’s Park) within communal bin database and further data captured as necessary

Created communal bin maintenance database

Created communal bin change tracker; the tracker includes requests for changes, moving of bins and a log of issues

Started trialling of sound deadening bins for glass recycling

Risks and issues

Resources – both time and finance

Lack of support for expansion from resident consultation

Industrial relations

Highways Traffic Regulation Orders

Further Covid-19 disruption

Brexit – bins purchased from Europe

Lack of suitable bin for glass recycling

Next steps

Finalise financing arrangements

Continue engagement on expansion of communal bin area

Complete analysis and produce reports for Regency, St Peter’s and North Laine and Queen’s Park wards

Organise data for remaining wards: East Brighton, Central Hove, Westbourne, Goldsmid, Preston Park, Hanover & Elm Grove, Rottingdean Coastal and Hollingdean & Stanmer.

 

Project Information

Project name

Customer experience

Project description

Improving the customer experience and providing a consistent service to everyone who contacts Cityclean

RAG status

Green

Timescales

January 2019 – March 2022

Percentage complete

30%

Modernisation dependencies

Environmental enforcement

Fleet replacement

Food waste options appraisal

Graffiti reduction

IT systems

Keeping the city clean review

Management Framework

Managing waste responsibly

Weed management

Wheelie bin audit and rollout

Recent activities

Continued review of Accessibility Line

15 Traffic Regulation Orders advertised to the public on 12 March. The Orders contain measures to address issues of persistent missed collection in 15 roads across the city

34 compliments received in Q3, the same as Q2; Cityclean on track to receive more compliments than last year

Stage 1 Complaints reduced again in Q3 from 89 to 68; for the third consecutive quarter this year, complaint numbers are lower than last year

Risks and issues

Further Covid-19 disruption

Loss of support for project

Next steps

Continue advertisement of Traffic Regulation Orders

 

Project Information

Project name

Environmental Enforcement: CCTV

Project description

Procuring closed-circuit television (CCTV) cameras and Automatic Number Plate Recognition (ANPR) camera system for the deterrence and or detection and of fly tipping at hot-spots in Brighton & Hove.

RAG status

Green

Timescales

Completed November 2020

Percentage complete

100% COMPLETE

Modernisation dependencies

Communal bin system

Customer experience

Graffiti reduction

IT systems

Managing waste responsibly

Recent activities

Awarded contract and Purchase Order raised

Installed CCTV at all sites and live

Officers trained

Privacy Notice finalised and uploaded to BHCC website

CCTV signage designed and installed at sites

Surveillance Camera Commissioner Passport to Compliance Stage 1 completed

Completed Tender Evaluation report

‘Working as a CCTV Operator’ training completed by two Environmental Enforcement Officers

Risks and issues

Funding removed

Members withdraw support

Supplier insolvency before delivery

Fly tipping will continue/increase if delay in procurement and installation of cameras

Next steps

Management becomes part of business as usual for the Environmental Enforcement Team

Instigate contract management arrangements

Regular contract meetings with supplier

Daily review of all camera images

Review data collected at each site at the end of six month and 12 month period to assess impact and inform decision making

 

Project Information

Project name

Environmental enforcement: ticketing and software system

Project description

Procuring a back-office system for environmental enforcement to officers to use mobile handheld technology to capture, upload and print a Fixed Penalty Notice (FPN). This will be paired with an electronic bluetooth printer.

RAG status

Green

Timescales

August 2019 to June 2021

Percentage complete

70%

Modernisation dependencies

Communal bin system

Customer experience

Graffiti reduction

IT systems

Managing waste responsibly

Recent activities

Trialled software with preferred supplier and IT&D

Met with IT&D and Finance to review payment integration with software

Met with other local authority to benchmark software

Reviewed IT&D Project Initiation Document

Liaised with Procurement to discuss contract options

Drafted Service Specification

Risks and issues

Funding removed

Members withdraw support

Supplier insolvency before delivery

Next steps

Continue to work with IT&D on Project Initiation Document and system integration

Liaise with Head of Service on contract details

Send draft Service Specification to IT&D for approval; once approved send to Procurement

Draft contract

Award contract

Install system

 

Project Information

Project name

Fleet replacement

Project description

Delivery of a 10-year strategy and green procurement plan, providing cost and savings projections. The strategy includes the migration to new technology as it develops, such as hydrogen fuel cells, to reduce maintenance and carbon emissions.

RAG status

Green

Timescales

September 2020 – March 2030

Percentage complete

60%

Modernisation dependencies

Communal bin system

Customer experience

Food waste options appraisal

Health & Safety

Hollingdean Depot

IT systems

Managing waste responsibly

Operator’s Licence

Procurement review

Recent activities

10-year Fleet Strategy agreed at Environment, Transport & Sustainability Committee and Policy & Resources Committee; implementation has started

Tendered and awarded contract for first electric truck

Secured additional £1.5m funding for 2021/22 for fleet replacement, to electric

Commenced working with UKPN to ensure depot power capacity is correct

Developed plans to replace three Refuse Collection Vehicles with electric in 2021/22 and convert one from diesel to electric

Purchased new electric Graffiti van

Started working with City Parks to introduce more electric and low carbon vehicles as well new plant to reduce need for hiring

Started tender process for new sweeper; these will be diesel with electric options to follow closer to 2030

Completed business plan for commercial working in the workshop

 Risks and issues

Resources – both time and finance

Power infrastructure implemented and available

Competing priorities; Covid-19 response, service delivery and modernisation and improvement work

Brexit – vehicles purchased from Europe

Next steps

Continue to implement and monitor the Strategy

 

Project Information

Project name

Food waste options appraisal

Project description

Completing an options appraisal to introduce a food waste collection service to households across the city.

RAG status

Green

Timescales

September 2020 – March 2021

Percentage complete

70%

Modernisation dependencies

Communal bin system

Customer experience

Fleet replacement

Managing waste responsibly

Procurement review

Wheelie bin audit and rollout

Recent activities

Completed the scope for WRAP (Waste and Resources Action Programme), to support procurement of consultants, to carry out analysis of the service and provide fully costed models of delivery for food waste collections to all households across the city

Risks and issues

Resources – both time and finance

Data availability

National Waste & Resources Strategy

Further Covid-19 disruption

Next steps

Consultants to finalise options report in March 2021

Findings to be presented to committee in summer 2021

 

Project Information

Project name

Graffiti reduction

Project description

Delivery of Graffiti Reduction Strategy to reduce the amount of graffiti vandalism around Brighton & Hove. 

RAG status

Amber

Timescales

November 2018 – March 2023

Percentage complete

50%

Modernisation dependencies

Customer experience

Environmental enforcement

IT systems

Keeping the city clean review

Recent activities

Scheduled completion of the community mural on New England Street in March

From February 2021, an external graffiti removal contractor is operating on the seafront through a three-year contract. This includes patrolling twice weekly, covering the seafront land south of the A259 between Hove Lagoon and Saltdean. They will also attend immediately to reports of offensive graffiti.

Started designing new “graffiti is a crime signage” to place in hotspots across the city

Initiated planning for Great British Spring Clean 2021

Continued working and patrolling with Sussex Police

Risks and issues

Private property owners do not comply with Community Protection Warnings

Competing graffiti removal priorities

Further Covid-19 disruption

Changes to project lead

Next steps

Develop Service Level Agreements with Statutory Undertakers

Begin multi agency media campaign to provide education on the impact of graffiti vandalism, and enable residents to remove and prevent graffiti vandalism 

Install “graffiti is a crime signage”

 

Project Information

Project name

Health & Safety

Project description

Improving health & safety compliance and performance across City Environmental Management (CEM)

RAG status

Amber

Timescales

Ongoing

Percentage complete

50%

Modernisation dependencies

Fleet replacement 

Hollingdean Depot

Keeping the city clean review

Management Framework

Operator’s Licence

Workstyles

Recent activities

Covid-19 risk assessments revised in line with new national lockdown and virus variant strains, including the creation of “staff bubbles” wherever practicable to protect the service from a mass break out and ensure business continuity

CEM Health & Safety Board meeting monthly

Ongoing work on risk assessments and compliance to Noise at Work Regulations in Cityclean Glass Collections and City Parks

Ongoing work on risk assessment and compliance to Hand Arm Vibration Regulations in City Parks; now also being rolled out in Cityclean Fleet and Operations

Risks and issues

Constantly emerging new priorities and risks; Covid-19 response, incident investigation, union raised issues

Ongoing need for modernisation of the service including health and safety performance management, with suitable and sufficient risk assessments backed up by a working, evidencable training matrix

Health & Safety Executive interventions and recommendations

Next steps

Utilise Health & Safety Board meetings to identify priority hazards and agree by who, how and the timescales for which these risks will be reduced

Finalise implementation of both Noise and Hand Arm Vibration work

Progress the Cityclean suite of risk assessments in terms of both quantity and quality

Undertake further priority audits on a risk basis

Improve fire compliance across City Parks mess rooms, fuel and equipment stores

 

Project Information

Project name

Hollingdean Depot

Project description

Improving safety and security at Hollingdean Depot and ensuring the infrastructure is fit for purpose.

RAG status

Green

Timescales

August 2019 – December 2021

Percentage complete

60%

Modernisation dependencies

Fleet replacement

Health & Safety

Management Framework

Operator’s Licence

Workstyles

Recent activities

Implemented programme of quarterly workplace inspections in place in line with HS-S-31 building management standard

Localised COSHH documents in security hut for quick access

Dedicated COSHH and flammables storage facilities and control measures in place

New Portacabin installed on site for additional meeting space

Salto card reader system activated

Vehicle wash bay catchment pits rebuilt

Commenced installation of new hardwired fire alarm system

Installed corporate Wi-Fi across site

Parking plan developed

Risks and issues

Further Covid-19 disruption

Next steps

Complete repairs to perimeter walls

Extend CCTV coverage

Realign safe walking routes and parking spaces

 

Project Information

Project name

IT systems

Project description

Modernising the service and supporting the wider programme of change through technology

RAG status

Green

Timescales

February 2020 – March 2022

Percentage complete

20%

Modernisation dependencies

Communal bin system

Customer experience

Environmental enforcement

Fleet replacement

Graffiti reduction

Managing waste responsibly

Wheelie bin audit and rollout

Recent activities

Recruited Project Manager and Business Analyst to start project

Risks and issues

Funding request not approved

Competing priorities

Unable to recruit to necessary roles to deliver project

Next steps

Prepare project documentation

 

Project Information

Project name

Management Framework

Project description

Improving management processes at Cityclean to ensure BHCC policies and processes are followed.

RAG status

Amber

Timescales

TBC

Percentage complete

50%

Modernisation dependencies

Customer experience

Health & Safety

Hollingdean Depot

Keeping the city clean review

Managing waste responsibly

Operator’s Licence

Recent activities

Covid secure systems of work introduced to maintain service during Covid

Improved completion of 121s and PDPs

PDP designed specifically for staff, covering wellbeing, performance and health & safety; and clear objectives set linked to service improvement

Regular casework meetings held with HR to manage attendance and performance more swiftly and consistently

Recruited to three Operations Manager posts

Management redesign drafted and awaiting budget approval to commence consultation

Improved communication within management and supervisory roles with systems in place for key tasks e.g. H&S Tool Box Talks and responding to complaints

Risks and issues

Competing priorities, particularly maintaining frontline service delivery

Further Covid-19 disruption

Next steps

Consult on service redesign

Design and deliver management development programme

 

Project Information

Project name

Managing waste responsibly

Project description

Delivering an informative and educational campaign to assist residents, visitors, businesses and crews to dispose of waste responsibly.

RAG status

Amber

Timescales

February 2019 to March 2022

Percentage complete

20%

Modernisation dependencies

Commercial bins on the highway

Communal bin system

Customer experience

Environmental enforcement

Fleet replacement

Food waste options appraisal

IT systems

Keeping the city clean review

Wheelie bin audit and rollout

[Bring site audit]

[Composition waste analysis]

[Garden waste]

[Tech Take Back]

Recent activities

Completed waste composition analysis and added actions to Project Plan

Commenced new Tech Take Back Project; between 12 November 2020 and 28 January 2021:

·         There were 591 household collections

·         6474 items were collected

·         Weighing a total of 10.9 tonnes

·         616 tonnes of CO2 emissions were saved through reuse of these items

Brought bulky waste service in-house

Designed leaflet to send with Council Tax bill

Risks and issues

Resources – both time and finance

National Waste & Resources Strategy

Other priorities; Covid-19 response, service delivery and modernisation and improvement work

Brexit – materials end destinations

Next steps

Refresh project plan

Initiate contact with universities

 

Project Information

Project name

Operator’s Licence

Project description

Improving the current standing of the BHCC Operator’s Licence.

RAG status

Green

Timescales

September 2019 – ongoing monitoring

Percentage complete

85%

Modernisation dependencies

Fleet replacement

Health & Safety

Hollingdean Depot

Management Framework

Recent activities

Operator Licence OCRS score increased due to no fail MOT plan

Licence in strong position and would pass an audit easily

Risks and issues

Withdrawal of support from workforce or trade unions

Traffic Commissioner interventions and recommendations

Next steps

Quarterly monitoring meetings

Deliver driver handbook

Continue to migrate drivers onto Tacho Card

Explore accident reduction options

 

Project Information

Project name

Procurement review

Project description

Improving the procurement and contract management in Cityclean to deliver value for money and comply with council policies and procedures.

RAG status

Amber

Timescales

June 2020 – December 2021

Percentage complete

50%

Modernisation dependencies

Communal bin system

Fleet replacement

Food waste options appraisal

Recent activities

Improved contract management arrangements in place for key contracts, including contractor relationships and contract meetings

Risks and issues

Competing priorities

Covid-19 disruption to suppliers

Brexit

Next steps

Finalise project documentation

Continue to embed approved arrangements

Take forward service redesign

 

Project Information

Project name

Weed management

Project description

Reviewing the effectiveness of manual weed removal techniques following decision by ET&S Committee to end the use of glyphosate in all the city’s parks, open spaces, pavements, verges and housing land.

RAG status

Green

Timescales

July 2019 – January 2022

Percentage complete

90%

Modernisation dependencies

Customer experience

Recent activities

Reviewed effectiveness of manual review techniques

Prepared for March Environment, Transport & Sustainability Committee

Risks and issues

Competing priorities; Covid-19 response, staff moved to other teams and manual weeding not completed as originally planned

Next steps

Continue with preparations for 2021 weeding season

 

Project Information

Project name

Wheelie bin audit and rollout

Project description

Implementing a wheelie bin recycling service to all the streets identified as suitable for this service from the city-wide wheelie bin audit.

RAG status

Green

Timescales

September 2019 to September 2021

Percentage complete

70%

Modernisation dependencies

Communal bin system

Customer experience

Food waste options appraisal

IT systems

Managing waste responsibly

Recent activities

Compiled list of streets suitable for recycling wheelie bins

Started conversations Operations Team to confirm suitability of streets for recycling wheelie bins

Risks and issues

Resources – both time and finance

Suppliers

Differing views on recommendations

Next steps

Continue to liaise with Operations Team and meet with affected collection round crews and trade unions

Create delivery plan for rollout of recycling wheelie bins, including communication with ward councillors

Rollout recycling wheelie bins as per actions within the delivery plan

 

Project Information

Project name

Workstyles

Project description

Creating new office space at Hollingdean Depot, incorporating Workstyles principles.

RAG status

Amber

Timescales

November 2019 – TBC

Percentage complete

25%

Modernisation dependencies

Health & Safety

Hollingdean Depot

Recent activities

Completion of Covid-19 risk assessments for offices at the depot and implementation of mitigating measures

Recommenced project with Workstyles Team

Risks and issues

Staff working in portacabins which are coming to end of life and do not provide sufficient space, exacerbated since the pandemic

Resources – both time and finance

Further Covid-19 disruption

Next steps

Determine resources available to take forward this work

Old main office to be demolished