Agenda and minutes

Joint Waste Disposal Board
Tuesday, 7 July 2015 9.00 am

Venue: Longshot Lane Household Waste recycling centre, Longshot Lane, Bracknell

Contact: Katharine Simpson  01344 352308

Items
No. Item

1.

Election of Chairman

Minutes:

RESOLVED that Councillor Mrs Hayes be elected Chairman of the Joint Waste Disposal Board Management Committee for the 2015/16 Municipal Year.

2.

Appointment of Vice-Chairman

Minutes:

RESOLVED that Councillor Gittings be appointed Vice-chairman of the Joint Waste Disposal Board Management Committee for the 2015/16 Municipal Year.

3.

Declarations of Interest

Members are requested to declare any disclosable pecuniary or affected interest in respect of any matter to be considered at this meeting.

 

Any Member with a Disclosable Pecuniary Interest or an affected interest in a matter should withdraw from the meeting when the matter is under consideration and should notify the Democratic Services Officer in attendance that they are withdrawing as they have such an interest. If the Disclosable Pecuniary Interest is not entered on the register of Members interests the Monitoring Officer must be notified of the interest within 28 days.

 

Minutes:

There were no declarations of Interest.

4.

Minutes of the Meeting of the Joint Waste Disposal Board pdf icon PDF 50 KB

To approve as a correct record the minutes of the Joint Waste Disposal Board held on 26 March 2015.

Minutes:

RESOLVED that the minutes of the meeting of the Joint Waste Disposal Board Management Committee held on 26 March 2015 be approved as a correct record and signed by the Chairman.

5.

Urgent Items of Business

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

Minutes:

The Chairman gave notice that she had agreed to the addition of an item of urgent business to the agenda for the meeting.  The report related to the potential impacts that the outcome of the Government’s Airports Commission report on the expansion of airport capacity in the South East might have on the on the Lakeside Energy from Waste Facility at Colnbrook.

6.

Review of Governance Arrangements pdf icon PDF 85 KB

To receive a report providing an update on governance arrangements for the re3 public finance initiative project.

Additional documents:

Minutes:

The Board received a revised report providing an update on the work taking place to review the governance arrangements for the re3 public finance initiative (PFI) project.

 

It was reported that following a competitive interview process the position of Project manager had been offered to, and accepted by, Oliver Burt who would take up the position on 1 August 2015. 

 

Work was underway to review the project team’s structure and governance arrangements to ensure that they not only remained fit for purpose but also enhanced the way that the Board is able to oversee business and secure service improvements for the remainder of the PFI contract.  The appointment of the new Project Director would result in the Contract Manager’s role becoming vacant and in light of this review work the vacancy would in the interim be backfilled using secondment and acting up options.

 

RESOLVED that the Board note the contents of the Senior Managers’ report and authorises the three senior managers to provide a report to the Board’s next meeting  which:

 

      i.        Addresses the structure of the remainder of the team in particular the Contract Manager’s role

     ii.        Proposes some minor clarifications and modifications to the existing governance arrangements which oversee and facilitate the re3 project

 

 

 

7.

Legislative Changes pdf icon PDF 56 KB

To receive a report setting out a number of recent, and proposed, legislative changes and their implications for the waste industry.

Minutes:

The Board received and noted a report providing an update on recent and proposed changes in national legislation that would impact on the waste disposal sector.

 

 

 

 

8.

Improving Waste Management in England pdf icon PDF 48 KB

To receive  a report providing an update on efforts to influence the future direction of the Government’s resource policy.

 

Minutes:

The Board received and noted a report providing an update on recent lobbying of the Government’s newly appointed Resource Minister in an effort to engage with the minister and influence the future direction of resource policy.

 

 

9.

Dates of Future Meetings

To agree the dates of future meeting of the Joint Waste Disposal Board

Minutes:

It was agreed that the next meeting of the Joint Waste Disposal Board Management Committee would take place on Friday 16th October 2015 at 9.30am at Smallmead Household Waste Recycling Centre.

10.

Exclusion of Public and Press

To consider the following motion:

 

That pursuant to Regulation 4 of the Local Authorities (Executive Arrangements) (Access to Information) Regulations 2012 and having regard to the public interest, members of the public and press be excluded from the meeting for the consideration of items 12 and 13 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.

Minutes:

RESOLVED that pursuant to Regulation 4 of the Local Authorities (Executive Arrangements) (Access to Information) Regulations 2012 and having regard to the public interest, members of the public and press be excluded from the meeting for the consideration of items 12 and 13 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.

 

11.

Finance Report

To receive a report providing an update in terms of the financial management of the Joint Waste PFI contract since the last meeting.

Minutes:

The Board considered a report providing an update on the progress made in relation to the shared re3 PFI contract since its last meeting.

 

It was noted that the residual tonnage at Smallmead HWRC was lower than forecast and the residual tonnage at Longshot Lane was in line with expectations.  Whilst the volume of green waste being taken to the Household Waste Recycling Centres (HWRC) had fallen the amount collected through kerbside collections had increased and this was attributed to the work that had taken place to encourage the use of the kerbside green waste collection service.

 

It was questioned what plans were being put in place to deal with the expected  increase in waste production brought about by increasing housing numbers in future years. It was noted that until the three re3 authorities had adopted their individual Waste Collection strategies it would be difficult for the Board to agree its strategic approach however officers were working to ascertain the range of options available and would be bringing a report on this work to a future meeting.

 

The Board noted the report.

 

 

12.

Contract Update

To receive an update on the progress.

Minutes:

The Board received a supplementary report providing an update on the progress made in relation to concluding contractual negotiations.

 

Having considered both reports  the Board discussed the relative organisational needs in respect to bringing the matter to a conclusions having regard to the few outstanding matters under discussion.

 

It was agreed that the negotiation team would remain unchanged until the matter had been resolved to the satisfaction of the re3 Councils.

 

RESOLVED that:

 

       i.        Subject to any oral update to the Board, provided that DEFRA and the Lenders confirm their agreement to the terms of the settlement and the proposed contract variations, the Board authorise the conclusion of the negotiations so as to affect the cessation of all further legal action

      ii.        That Bracknell Forest’s Chief Officer: Environment and Public Protection retain the authority of the Project Director for the purposes of dispute resolution in consultation with the Chairman

 

 

 

13.

Lakeside Energy from Waste Facility Update

Minutes:

The Board received a report bringing the Board’s attention to the potential impacts that the outcome of the Government’s Airports Commission report on the expansion of airport capacity in the South East might have on the on the Lakeside Energy from Waste Facility at Colnbrook.

 

It was agreed that the Board would write to DEFRA expressing their concerns about the potential implications of the Commission’s proposals and the impact that these would have on local authorities.

 

The Board noted the report and requested that they be provided with regular updates on the situation as it developed.