Agenda and minutes

There were no apologies for absence.

Members are required to declare any personal or prejudicial interests and the nature of that interest, in respect of any matter to be considered at this meeting.

There were no declarations of interest.

To approve as a correct record the minutes of the Joint Waste Disposal Board held on 10 December 2009.

The minutes of the meeting of the Joint Waste Disposal Board held on 10 December 2009 were approved as a correct record and signed by the Chairman.

To notify the Board of any items authorised by the Chairman on the grounds of urgency.

There were no urgent items of business.

To note a presentation by WRG on their Education and Waste Minimisation Activities for the coming year.

The Board received a presentation from Ella Clark, WRG. on the Communications Plan for the re3 Partnership 2010. 

Ella updated the Board on the successful programmes undertaken in 2009, challenges, key messages, projects and aims for 2010.  Focuses for 2010 included Contamination and 40-2010, waste minimisation and business waste.

The Board noted that the re3 Partnership for 2009 had focused on the building of sites and during 2010 would be on the delivery of projects.  It was noted that Smallmead and Longshot Lane supported existing organisations such as the Christian Community Action charity and the Wokingham Furniture Project with reusable furniture but it was not logistically possible to have a shop on site.

Regarding communication the Board noted that sending out recycling messages could be made direct on the doorstep of the public and to young people on Facebook rather than via leaflets; Ella noted that there is currently a Twitter page online. 

The Board invited Ella to attend another meeting to give an update later in year.

To inform the Board of progress since its last meeting on 10 December 2009.

The Board considered the Project Director’s latest project update which covered the following topics:

·                     Lakeside Energy from Waste Facility

·                     Finance and Performance

·                     Contamination

·                     Use of re3 Facilities by non-re3 residents

·                     Risk Register

In response to the main points made during the discussion the Board noted that:

·                     The Lakeside Facility achieved contractual completion and our contract began on 1 February 2010.  The Chair said that he would write a letter of thanks to Grundons.

·                     A tabled Budget Management report was circulated at the meeting relating to 9 months of Actual figures. 

·                     The amount of Tonnage sent for reuse, recycling and composting was down in the third quarter across all three councils, this was due to residential economic factors.

The Board requested that the budget proposals for the following year be brought to the Board before being finalised.

The Board also discussed the response from Leader of West Berkshire Council regarding Island Road Household Waste & Recycling Centre dated 22 February 2010.  The Board confirmed and noted that they were all in unanimous agreement with the comments made in the Chairman’s letter to West Berkshire Council on 11 February 2010.  The Board agreed that the Chairman write to the Leader of West Berkshire Council in response to their letter dated 22 February 2010.

RESOLVED that

1          The Chair writes a letter of thanks to Grundons regarding the Lakeside Energy from Waste Facility;

2          The Project Director bring future budget proposals to the Board;

4          The Board members agreed with comments made by the Chairman on behalf of the Joint Waste Disposal Board, in the letter dated 11 February 2010;

3          The Board agreed that the Chairman write a letter of response to the Leader of West Berkshire Council regarding their letter dated 22 February 2010.

To note and approve the shared services proposals.

The Board considered a report seeking approval for the potential engagement of consultants to undertake investigation work.  The Board were advised that investigations were needed to identify savings through sharing services.

The Board agreed that a new report should be brought to a future meeting with further details regarding 3.19 of the existing report and the costs of consultants.

RESOLVED that

1          A revised report regarding shared services and consultancy fees be brought to a future meeting.

To note the Food Waste update.

The Board considered a report on the a report commissioned by WRAP on how food waste could be collected, source separated and processed. 

The Board noted that there were many benefits in collecting and processing food waste but there were also significant costs.  The Board could nott support the level of investment at this time but would note future technical advances to support the scheme.

RESOLVED that the content of the report be noted by the Board and resolved not to proceed with food waste treatment until the situation warrants such action, when a further report will be presented.

To consider the proposal from WRG for an increase in the overall amount of Energy from Waste (EfW) capacity.

The Board considered a report regarding a proposal from WRG to the re3 Councils, for an increase in the overall amount of Energy from Waste (EfW) capacity.  The Project Manager tabled a revised recommendation and confidential information regarding the proposal.

The Board discussed the offer from WRG and agreed that the proposal would benefit Reading and Wokingham residents without significant risk.  As the decision would not affect Bracknell Forest Council the member representatives abstained from the decision.

RESOLVED that

1          The member representatives from Reading and Wokingham Borough Council’s accept in principle re3’s offer of 10,000 tones of energy from waste;

2          The member representatives from Reading Borough Council and Wokingham Borough Council recommend the proposals to their respective Councils.

To consider the following motion:

That pursuant to Regulation 21 of the Local Authorities (Executive Arrangements) (Access to Information) Regulations 2000 and having regard to the public interest, members of the public and press be excluded from the meeting for the consideration of item 14 which involves the likely disclosure of exempt information under the following category of Schedule 12A of the Local Government Act 1972:

(3)       Information relating to the financial or business affairs of any particular person.

RESOLVED that pursuant to Regulation 21 of the Local Authorities (Executive Arrangements) (Access to Information) Regulations 2000 and having regard to the public interest, members of the public and press be excluded from the meeting for the consideration of item 32 and 33, which involved the likely disclosure of exempt information under the following category of Schedule 12A of the Local Government Act 1972:

(3)        Information relating to the financial or business affairs of any particular person.

To note the updated Risk Register.

The Board noted the exempt information detailed in the Risk Register.

The Project Manager advised the Board that risk 25 was currently being managed with an action plan and time lines for action.  It was noted that fire inspections would take place at Longshot Lane according to procedures set out by insurance companies.

The Project Manager said that the blank spaces on the report were intentional and required a response from all three Councils regarding a work plan.

The Board discussed the date of the next meeting and the clerk was asked to reschedule the date.