The Chairman welcomed the Corporate Head of Environmental Services and the DSO Manager to the meeting.

The Committee received a report concerning 5 outstanding priority 1 and 2 recommendations from audits of the Council’s DSO, the first one of which went back to 2018.  These were to:

·         create a separate risk register for DSO operations (revised implementation date, 30 April 2023);

·         undertake annual training for staff, create a central training log and update the DSO’s procedure manual (revised implantation date, 30 March 2023)

·         review security arrangements and ensure adequate surveillance arrangements (revised implementation date, 30 June 2023)

·         consider the purchase of an optimisation route package in Bartec (revised implementation date, 31 October 2025)

·         introduce detailed stock take procedures to be documented and a re-order level established where appropriate (revised implementation date, 30 April 2023

TIAA had reported little progress with these recommendations being implemented on various occasions since 2019, although it was accepted that in part they pre-dated the present senior management and the Chairman was keen to stress the Committee’s role was as ‘critical friends’, rather than being overly critical.

With regard to producing a risk register, so that key risks and how they were controlled and managed could be evidenced, Officers confirmed that the register was now in draft form, and in a logical format.  Members were advised that now some key posts had been recruited to and or newly created and filled, completion of the registers could be achieved.  It was anticipated this could be done ahead of the revised deadline, but Officers were asked to let the Committee know if this was not going to be the case well ahead of that deadline.

In respect of training, Officers were confident that this would be complete before 30 March 2023, with a number of weekend training dates booked for staff.  It was noted that all new starters had induction training and a comprehensive training programme had been introduced to include a reversing assistant/banksman train the trainer course and the Terberg train the trainer course on loading bins using the lifting mechanism.  There were also plans to do first aider and lone working training, the dates of which to be confirmed.  Particular mention was made of the DSO’s new dedicated full time Health and Safety Officer which was a positive appointment.

Members were concerned that site security, including the gate that had been subject to frequent breakdowns was addressed.  The Committee was assured that the gate had been upgraded and site security improved.  Adequate surveillance would be covered by the depot’s refurbishment, being managed by the Council’s Assets and Regeneration team.  There were limitations however owing to the close proximity of residential dwellings to the rear of the depot.

It was agreed that the recommendation about the route optimisation element of Bartec be put on hold to be revisited when TIAA conducted their next audit in 2023/2024.  This was because the future operation of waste management could be changed by DEFRA’s emerging strategy.  In addition, a bid for funding would need to be submitted to Corporate Management Committee to upgrade the Bartec system which was currently only operating at 60% efficiency.

A detailed stock take procedure was yet to be implemented and Officers explained the current issues with the lead in period for ordering items that were branded with the Council’s logo which made it difficult to pool orders with other local authorities.  This would be checked in the next audit.

Members discussed the importance of health and safety in what was the most risky in-house service the Council provided.  Officers assured the Committee that a culture of supporting staff and reporting accidents and near misses was in place.  The DSO accident record was low, Officers estimated there were approximately 5 in the last year, of which 2 were reportable under RIDDOR.  The importance of deploying a reversing assistant was noted with particular reference to areas in Egham.  Officers also confirmed that the crews were moving towards being provided with orange high vis clothing which it was considered was superior to yellow.

Officers highlighted some of the areas where the DSO was performing well compared with other local authorities such as in Recycling where the ‘contamination rate’ had fallen from 17.1% to 4%, in 2020/2021, with crews having been trained and more confident to report.  Officers stated that Runnymede was very lucky to have an in-house service, had the lowest missed bins rate in Surrey and cleaner streets than many others.

In terms of future deadlines for implementation of audit recommendations, the Chairman announced that the Committee would be playing a more active role in setting target dates and enforcement thereof.

The Committee thanked Officers for attending the meeting and commended the staff at the DSO.