Councillor John Stephens (Cabinet Member for Strategic Planning and Transport) introduced the Grit Bin Policy Review report and discussed:

a)    Grit bins were intended to support communities in managing icy conditions on public roads and pavements not covered by primary gritting routes;

b)    Bins were typically located on unclassified roads with steep inclines, sharp bends, or near schools and elderly care homes;

c)    The importance of strategic placement to mitigate ice formation and ensure cost-effective maintenance;

d)    A citywide review had been undertaken to assess current bin locations and identify areas requiring provision.

Phil Bellamy (Head of Plymouth Highways) discussed:

e)    The aim was to determine bin locations based on engineering principles, while allowing for subjective considerations;

f)     All bins should be recorded, stocked, and maintained under Highways ownership;

g)    The review had been undertaken using a set methodology and rationale however, the team welcomed feedback.

Kevin Northcott (Highways Maintenance Manager) discussed:

h)    The review was prompted by an unprecedented number of grit bin requests following an unusually cold winter in December 2022;

i)     A formal scoring system had been developed to assess new and existing bin locations rather than relying on subjective case by case assessments;

j)     The winter gritting period ran from 01 October to 31 March each year, but was monitored beyond these dates if required;

k)    Grit bins were not a statutory duty and were intended for public highway use only;

l)     Green bins (councillor requested) were not maintained unless specifically requested, while yellow bins were maintained by Highways;

m)  The review included 480 known bins, with 25 requiring ownership clarification;

n)    Following discussions with other authorities as part of the Southwest Regional Winter Services Group, the team had developed a criteria to assess existing provision and future requests for grit bins;

o)    Criteria included road gradient, proximity to junctions, accident history, nearby premises, the location of other grit bins, and vulnerable populations;

p)    The review recommended retaining 368 bins, removing 112, and adding 81 new bins;

q)    In was proposed that all bins would be standardised as yellow, with a numbering system for reporting;

r)    Ownership of bins on non-highways land would be reviewed further;

s)     A separate review would be conducted for city centre bins;

t)     The process would be dynamic and allow for ongoing updates.

In response to questions, the Committee discussed:

u)    The need for ward councillor involvement in reviewing bin locations and communicating changes to residents;

v)    The importance of local knowledge in assessing bin necessity, especially in areas with vulnerable populations;

w)   Climate adaptation considerations and the unpredictability of future cold snaps. Gritting routes were reviewed on an annual basis, and there were three weather monitoring stations in the city;

x)    The cost implications of bin relocation and maintenance, with an annual maintenance budget of £4,000–£5,000, potentially rising to £10,000–£20,000 for the current year;

y)    The rationale behind the scoring threshold of 125 and the flexibility to consider bins below this score;

z)    The need for clear communication and labelling to avoid reputational damage;

aa)  A proposal to consult ward councillors within a three-week timeframe regarding bin removals and relocations in their wards;

bb)The importance of transparency and community engagement in implementing the policy;

cc)  The significant work that had been undertaken by officers to assess existing provision, consult with other authorities and design an engineering-based policy.

Action: Highways officers to consult ward councillors within three weeks regarding proposed grit bin removals and relocations, and to provide ward-level breakdowns of bin locations.

The Committee agreed:

1. To support the proposals outlined in the report with the following amendment to ‘Recommended Action 4’:

Those grit bins where ownership is in question (not on Highways Maintainable at Public Expense (HMPE) land) will be resolved and retained or removed from the network as appropriate, following consultation with all ward councillors;

2. To recommend that all ward councillors be given a set time period (three weeks) to consult with their communities and provide feedback on proposed bin removals, relocations, or additions for grit bins located on Highways Maintainable at Public Expense (HMPE) land.