Agenda item

Fleet Replacement Programme

Purpose:

· To review the Capital Fleet Replacement Programme and identify the vehicles for replacement in 2026/27.

· To agree the next steps towards the decarbonisation of the waste services.

Recommendations:

That Cabinet resolves to:

1. Approve the replacement of vehicles in line with the updated Capital Fleet Replacement Programme (Paragraph 5.3) up to a total of thirty-one vehicles.

2. Approve steps towards the decarbonisation of waste services through the purchase of one electric kerbside-sort vehicle (one of the thirty-one vehicles identified above) and a shift to using Hydrotreated Vegetable Oil (HVO) as a replacement to diesel.

3. Include the reprofiled capital expenditure for 2026/27 in the Capital Programme that will be considered by Cabinet and Council in February 2026.

Decision:

The purpose of the report was to review the Capital Fleet Replacement Programme, identify the vehicles for replacement in 2026/27 and agree the next steps towards the decarbonisation of the waste services.

Councillor Andrea Pellegram, Cabinet Member for Environment & Regulatory Services, introduced the report which reviewed the Capital Fleet Replacement Programme and the vehicles scheduled for replacement in 2026/27. Extending vehicle life had been considered in light of finance and LGR, but rejected due to service disruption and higher maintenance risks. Waste and environment services were noted as the Council’s largest emissions source, making decarbonisation critical to the 2030 carbon reduction target. The updated programme increased forecast capital expenditure by £0.350m due to the addition of an electric vehicle and early replacement of a 7.5t refuse collection vehicle, bringing the total 2026/27 estimate to £6.0m. The report also included the planned use of Hydrotreated Vegetable Oil to reduce emissions, acknowledging potential increased revenue costs. The measures were intended to balance operational reliability, legislative compliance, and climate objectives while providing a framework to monitor costs and carbon savings

The recommendations were proposed by Councillor Andrea Pellegram and seconded by Councillor Mike Evemy.

Resolved that Cabinet:

1. Approved the replacement of vehicles in line with the updated Capital Fleet Replacement Programme (Paragraph 5.3) up to a total of thirty-one vehicles.

2. Approved steps towards the decarbonisation of waste services through the purchase of one electric kerbside-sort vehicle (one of the thirty-one vehicles identified above) and a shift to using Hydrotreated Vegetable Oil (HVO) as a replacement to diesel.

3. Agreed to include the reprofiled capital expenditure for 2026/27 in the Capital Programme that will be considered by Cabinet and Council in February 2026.

Voting record:

7 For, 0 Against, 0 Abstentions.

Minutes:

The Chair advised that, following the Overview and Scrutiny Committee meeting held earlier in the week, further discussions had taken place with the Chief Executive and others. It was noted that the Chief Executive would be writing to all members of the Overview and Scrutiny Committee to respond to issues raised during the meeting.

Councillor Andrea Pellegram, Cabinet Member for Environment and Regulatory Services, introduced the report on the Capital Waste Fleet Replacement Programme. Cabinet was advised that the existing waste fleet was ageing and increasingly unreliable, with frequent repairs impacting service delivery. Options to extend vehicle life had been considered in the context of financial pressures and local government reorganisation but were rejected due to the risk of service disruption and rising maintenance costs.

It was noted that waste and environment services represented the Council’s largest source of operational emissions, accounting for over 40% of the Council’s carbon footprint, making decarbonisation critical to achieving the Council’s 2030 carbon reduction target. The report sought to balance service reliability, environmental objectives and financial considerations, with total capital expenditure for 2026/27 estimated at £6.0 m. This included an increase of £350 k arising from the addition of one electric vehicle and the early replacement of a 7.5-tonne refuse collection vehicle.

Cabinet was advised that limitations in charging infrastructure and vehicle range meant that only one electric vehicle was proposed at this time. To mitigate the environmental impact of the remaining diesel vehicles, the report proposed the use of hydrotreated vegetable oil (HVO), with assurance that procurement arrangements would ensure only climate-positive HVO was used, noting the potential for increased revenue costs.

Reference was made to matters raised at the Overview and Scrutiny Committee, including concerns regarding borrowing, which would be addressed as part of the February budget process, and disappointment that a greater number of electric vehicles could not be procured. It was noted that the proposals aligned with the anticipated timescales for local government reorganisation and would allow future review of fleet and charging arrangements.

Councillor Pellegram asked the Cabinet to approve the Waste Fleet Replacement Programme, associated decarbonisation measures, and the reprofiling of capital expenditure, providing a framework to maintain service delivery, meet legislative and climate objectives, and monitor future costs and carbon savings.

It was noted that an additional background paper had been tabled for members’ information, and that the paper would be added to the minutes of the meeting.

Cabinet debated the Waste Fleet Replacement Programme:

· Members expressed strong support for the programme, particularly the introduction of Hydrotreated Vegetable Oil (HVO) to reduce carbon emissions, noting the waste fleet was the Council’s largest operational source of emissions and action was essential to meet climate commitments.

· Members emphasised that HVO must be sourced from genuine waste or residual oils, not energy crops or palm oil, and that its use should be audited regularly to ensure carbon savings are achieved.

· The limited introduction of electric vehicles (EVs) was acknowledged as a pragmatic step given the district’s long, rural collection routes, with full transition to EVs expected to be feasible following local government reorganisation and advances in battery technology.

· Appreciation was recorded for UBICO staff for their year-round service, particularly under high demand and challenging conditions over Christmas.

· Members raised practical considerations regarding HVO use, including depot storage requirements and reporting to ensure correct use, with officers confirming no vehicle modifications were needed and controls would be in place.

The debate reinforced Cabinet’s support for the programme, balancing service reliability, decarbonisation, and operational practicality.

Members of the Overview and Scrutiny Committee, Councillors Gina Blomefield and Michael Vann, noted that the report had prompted extensive cross-party discussion. They acknowledged that initial papers had been concise and lacked some background information, but further briefings from Councillor Pellegram and the Chief Executive had provided reassurance.

Key points raised included:

· Concern over potential external borrowing and the need for clarity on financial commitments, deposits, and cancellation options.

· Recognition that more electric vehicles were not currently feasible due to the district’s geography, route lengths, and limited charging infrastructure.

· Assurance that HVO would be sourced from recycled or residual oils, avoiding fuels derived from crops that could otherwise support food production, and that costs and practical arrangements (including depot storage and fuel mixing) would be monitored.

The Committee had not formally supported the recommendation at its meeting due to insufficient technical detail but did not oppose it, welcoming the additional information provided.

The Leader formally seconded the recommendations, emphasising the importance of the Waste Fleet Replacement Programme in maintaining a reliable and efficient waste and recycling service, and in providing a robust legacy for the incoming unitary council. It was noted that ageing vehicles were costly, less reliable, and created additional burdens for staff, reinforcing the need for timely replacement.

The carbon reduction benefits of the programme were highlighted and the need to monitor HVO use and costs carefully acknowledged. Oversight would be provided by Cabinet members and officers. The Leader also reflected on pre-decision scrutiny, noting that the Overview and Scrutiny Committee had sometimes lacked full background information, and that improvements would be made to ensure committees had sufficient context to make informed observations in the future.

Officers clarified that approval to proceed would not commit the Council to immediate expenditure; funds would only be committed once the procurement process concluded and affordability had been reviewed, which was expected several months ahead of vehicle delivery.

The recommendations were proposed by Councillor Andrea Pellegram and seconded by Councillor Mike Evemy.

The proposal was put to the vote and agreed by Cabinet.

Voting record:

7 For, 0 Against, 0 Abstentions.

Supporting documents:

Agenda item

Fleet Replacement Programme

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