Agenda and minutes

Joint Waste Disposal Board
Friday, 21 April 2017 11.00 am

Venue: Longshot Lane Household Waste Recycling Centre, Longshot Lane, Bracknell, RG12 1RL

Contact: Hannah Stevenson  01344 352308

Items
No. Item

28.

Declarations of Interest

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

 

Any Member with a Disclosable Pecuniary 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.

 

Any Member with an affected Interest in a matter must disclose the interest to the meeting and must not participate in discussion of the matter or vote on the matter unless granted a dispensation by the Monitoring officer or by the Governance and Audit Committee.  There is no requirement to withdraw from the meeting when the interest is only an affected interest, but the Monitoring Officer should be notified of the interest, if not previously notified of it, within 28 days of the meeting.

Minutes:

There were no declarations of interest.

29.

Minutes of the Meeting of the Joint Waste Disposal Board pdf icon PDF 136 KB

To approve as a correct record the minutes of the Joint Waste Disposal Board held on 27 January 2017.

Minutes:

RESOLVED that the minutes of the meeting of the Joint Waste Disposal Board held on the 27 January 2017 be approved as a correct record and signed by the Chairman. 

 

Arising on the minutes it was noted:

 

Minute 7 – A formal invitation had been sent to Paul Taylor inviting him to the Board Meeting on the 21 April 2017. Unfortunately he had a diary clash and was unable to make it. Oliver Burt would liaise with Paul and invite him to attend the Board Meeting on the 7 July 2017.

 

Minute 23 – An update would be provided to the Board at the next meeting in July regarding the work streams that the three Waste Collection Teams had been working on. Officers were making sure that the teams had scope to deal with the proactive work streams alongside the reactive work that was undertaken.

 

Minute 24 – The posters were going to be reworked with new designs and a moderated message, these would be brought to the Board. It was important for the Councils to communicate with the public about the financial implications of recycling as well as environmental benefits. This was particularly important where service changes were introduced and so residents understand the reasoning for change.

 

30.

Urgent Items of Business

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

Minutes:

There were no urgent items of business.

31.

Progress Report with presentation from Hampshire Services on the Joint Minerals and Waste Plan for Central and Eastern Berkshire pdf icon PDF 206 KB

To consider a report on progress in the delivery of the re3 Joint Waste

PFI Contract and the re3 Strategy and to receive a presentation from Hampshire Services on the Joint Minerals and Waste Plan for Central and Eastern Berkshire.

Minutes:

The Board received a presentation from Ilina Todorovska, Hampshire Services on the Joint Minerals and Waste Plan for Central and Eastern Berkshire – 2036 and the links to Re3 work.

 

The Joint Minerals and Waste Plan for Central and Eastern Berkshire were being developed with four of the Berkshire Authorities. These were; Bracknell Forest Council, Reading Borough Council, West Berkshire Council and The Royal Borough of Windsor and Maidenhead. Slough Borough Council were keeping a watching brief but were not involved in the plan.

 

The presentation would be circulated to Member’s and Officers after the meeting by Oliver Burt.

 

As a result of the Members’ questions and comments, the following points were made:

 

  • The call for sites was issued in the 13 March 2017 and would end on 5 May 2017.
  • If sites weren’t submitted in the call for sites, then sites would need to be sought and landowners convinced to put sites forward.
  • The timeline was fluid but the plan needed to be adopted by all four Councils by 2020.
  • West Berkshire Council had already undertaken some work previously on the Joint Minerals and Waste Plan and were slightly ahead of the other Authorities.
  • The plan would project future transport links across Central and Eastern Berkshire.
  • Members raised concerns about the financial contributions to the Plan.
  • There were links to Governments Policy on recyclable packaging such as tetra packs; the Government had more ability to set UK policy on packaging.
  • It was hard to predict the changes that could occur due to Brexit.
  • The national trends for waste indicated that there would be an increase in the future.
  • The increase in tonnage linked to the increase in housing within the Boroughs.
  • Concerns were raised about the lack of cycling facilities available in flats. This is something that needed to be conditioned at Planning stage of the developments.
  • Hampshire had three incineration sites which had been developed in partnership between Hampshire County Council and the private sector.
  • All Local Authorities had a duty to co-operate with exporting minerals.
  • There were small pockets of land at Smallmead and Longshot Lane that could be identified in the call for sites.
  • Councillor Angus Ross was the Chair of the Joint Minerals and Waste Plan Board. Councillor Mrs Hayes MBE also sat on the Board and Oliver Burt attended representing re3. Any comments, questions or concerns from the JWDB could be fed in to Joint Minerals and Waste Plan Board through these channels.

 

The Joint Waste Disposal Board received a report briefing them on the progress in the delivery of the re3 Joint Waste PFI Contract and the re3 Strategy.

 

re3 were aiming to be more self sufficient with planning underway to ensure that Oxfordshire would take less waste from 2031.

 

‘Black bag’ recycling had been introduced as part of the changes at Recycling Centres during 2016, with staff intercepting waste bags before they were deposited over the wall for disposal. These bags are taken aside and opened with any items that can  ...  view the full minutes text for item 31.

32.

HWRC Changes Report pdf icon PDF 221 KB

To receive a  report updating the Board on the outcomes of the 2016 HWRC access changes.

Minutes:

The Board received a report updating them on the outcomes of the 2016 HWRC access changes.

Oliver Burt informed the Board that there had been some changes since the report had been written regarding the charging of disposing of certain types of waste. Within the Litter Strategy the Government had briefly referred to Councils charging for waste, confirming that it was lawful but indicating that they intended to review the practice during 2017.  

It was discussed that  Government could review the law at any point so a review during 2017 was not of itself a significant matter. If Government chose to make the charges unlawful, if this change was implemented the charges would cease, however this would not be retrospective. The Board raised concerns that if the charges were not enforced then small scale builders could abuse the system.

Oliver Burt would continue to liaise with colleagues from other councils and gain clarity from Government via monitoring the developing situation. It was noted that the review may be delayed as a result of the General Election on 8 June 2017.

Councillor Iain McCracken would pursue conversations about the introduction of the Ecard (which can already  be used as a resident’s ID) given the decision to end the allocation of new and replacement resident permits.  The Board also discussed whether number plate recognition could be used at the recycling centres.

After discussions, the Board decided to not introduce a minimum waste charge for chargeable waste at re3 Recycling Centres but would keep the current charges until guidance was received from Government.

The Chair would also write to Government and the LGA in order to gain further clarity on the issue.

RESOLVED that:

 

      i.        The Board note the contents of this report.

 

     ii.        The Board considers the recommendation to maintain the Waste

Acceptance Policy criteria for sign written vehicles.

 

    iii.        The Board considers the recommendation to end the allocation of new and replacement residents’ permits.

 

33.

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 10 and 11 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

(including the authority holding that information)

 

 

Minutes:

RESOLVED that pursuant to Regulation 4 of the Local Authorities (Executive Arrangements) (Access to Information) Regulations 2012, members of the public and press be excluded from the meeting for the consideration of item 8 and 9 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.

 

 

34.

Financial Savings Report

To receive a report briefing the re3 Joint Waste Disposal Board on options and proposals which support the re3 Strategy in reducing the net cost of waste.

Minutes:

The Joint Waste Disposal Board received a report briefing them on the re3 options

and proposals which supported the re3 Strategy in reducing the net cost of waste.

The report focused on two principal areas of savings:

 

  1. Potential savings within the re3 shared PFI contract.
  2. The recent work that had been undertaken on waste collection, in accordance with the re3 Strategy.

 

The Board were informed that a Change Notice had been submitted to the contractor to investigate the collection of food waste, the contract had 21 days to issue a response which would incorporate consideration of trials.

 

RESOLVED that:

 

      i.        Members approved  the recommendation that the re3 Strategic Waste Manager should pursue the options for savings described in PART A of the report, bringing back to the Board business cases for each proposal. 

 

     ii.        Members asked the re3 Strategic Waste Manager to liaise with colleagues and the Contractor in modelling some additional shared collection scenarios for consideration by the Board alongside the  proposed further work leading-up to the next Board meeting in July 2017.

 

35.

Financial Management Report

To receive a report briefing  the re3 Joint Waste Disposal Board on the Partnership’s current financial position and summarise progress in achieving the savings related to the Recycling Centres.

Minutes:

The Board received a report briefing them on the Partnership’s current financial position as well as summarising the progress in achieving the savings related to the Recycling Centres.

 

RESOLVED that Members note the Partnership’s financial position for the year to date.

36.

Any Other Business

Minutes:

The Chair thanked Councillor Angus Ross for his contribution during his time on the Joint Waste Disposal Board.

 

The Board also wished their best to Clare Ayling who was leaving re3, the Board expressed their thanks to Clare and appreciated her contribution to re3 and the Board.

 

Claire’s post had been advertised nationally and an appointment made. The Board would be informed in future when an officer was leaving re3.

 

37.

Date of Next Meeting

The next Joint Waste Disposal Board is at 11am on the 7 July 2017 at Wokingham Borough Council.

Minutes:

The date of the next meeting was 7 July 2017 at Wokingham Borough Council.