Agenda and minutes

Annual Meeting, Joint Waste Disposal Board
Friday, 6 July 2018 11.00 am

Venue: Boardroom - Time Square, Market Street, Bracknell, RG12 1JD. View directions

Contact: Hannah Stevenson  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 2018/19 Municipal Year.

2.

Nomination of Vice Chairman

Minutes:

 

RESOLVED that Councillor Jorgensen  be appointed Vice-Chairman of the Joint Waste Disposal Board Management Committee for the 2017/18 Municipal Year.

3.

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.  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.

4.

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.

5.

Minutes of the Meeting of the Joint Waste Disposal Board pdf icon PDF 146 KB

To approve as a correct record the minutes of the Joint Waste Disposal Board held on 27 April 2018.

Minutes:

RESOLVED that the minutes of the meeting of the Joint Waste Disposal Board held on the 27 April 2018 be approved as a correct record and signed by the Chairman.

 

Arising on the minutes it was noted:

 

Minutes 34 – The website had been updated to advertise both the Green Machine Community Interest Company  and Sue Ryder initiative, a joint leaflet was also being produced. There would also be a social media campaign. A banner was being produced for Sue Ryder and discussions were taking place with Green Machine Community Interest Company  to produce similar.

 

Councillor McCracken commented that the schemes could be advertised in the Autumn edition of Town & Country as well as the “We Love Bracknell” Facebook page, and Councillor Jorgenson said that it could be advertised in the next edition of the Wokingham Borough News.

 

Councillor Hayes raised that Barnsley Council had recently won an award for their bike scheme, this is something that we also did and could be promoted more.

 

Minute 38 – The re3 Strategy had been agreed by Reading Borough Council, would be going to Bracknell Forest Council’s Executive on 17 July and Wokingham Borough Council in September.

 

 

 

6.

Progress Report pdf icon PDF 162 KB

To receive a brief on progress in the delivery of the re3 Joint Waste PFI Contract.

Minutes:

The Board received a report briefing them on the progress in the delivery of the re3 Joint Waste PFI Contract. The report covered:

 

·         GDPR

·         Lotta Bottle Campaign

·         Schools Campaign

·         Household Waste Recycling Centre Project

·         Resources and Waste Strategy 2018 Update

 

The Board was advised that:

 

·         Legal advisors were currently reviewing the GDPR provisions. There had been some debate to whether FCC were a data controller or processer, but it had been concluded that they were in the processing role. Once the review had been concluded a proposed data protection clause would be incorporated into the re3 Project Agreement and O&M Contract.

 

·         Members raised concerns that their respective Councils did not have allocated budget to support the planned worked for the Schools Campaign. Members requested that Officers undertake further work on the proposal and bring it back to the Board as there were too many unknowns, it was also asked that this be replaced within the second recommendation. Members suggested that they identify 4-6 primary schools to pilot the campaign within their areas that were likely to want to participate.

 

·         All the compost bags had sold out, more bags would be available next year. Officers were unsure of the reason to why more bags had been sold at the Longshot site.

 

·         Large stickers had now been attached to the relevant bottle banks, advertising the potential to benefit the particular school or group. Banks had never been assigned to schools previously.

 

·         Officers were reviewing the capacity and utilisation of the HWRC’s but needed to be mindful of the house building increase and the demographic growth in the three Boroughs. Members requested that the data and demographic information be brought back to the  Board by October.

 

RESOLVED that:

 

      i)        Members note the contents of the report.

     ii)        That Members instruct the relevant officers of the respective Councils and the re3 Project Team to undertake further research in the Schools Programme and bring back to a future board meeting.

7.

Exclusion of Public and Press

To consider the following motion:

 

That pursuant to Section 100A of the Local Government Act 1972, as amended, and having regard to the public interest, members of the public and press be excluded from the meeting for the consideration of the following item which involves the likely disclosure of exempt information under the following category of Schedule 12A of that Act:

 

(1)        Information relating to any individual  (Item 9).

Minutes:

RESOLVED that pursuant to Section 100A of the Local Government Act 1972, as amended, and having regard to the public interest, members of the public and press be excluded from the meeting for the consideration of the following item which involves the likely disclosure of exempt information under the following category of Schedule 12A of that Act:

 

(3)        Information relating to the financial or business affairs of any particular person (including the authority holding that information)  (Item 8 ).

8.

Financial Report

To receive a brief on the Partnership’s current financial position.

Minutes:

The Board received a report briefing them on the Partnership’s current financial position.

 

The Board received an update on the allocation of insurance premiums.  The re3 Project Director would be discussing this issue with FCC and hoped to report back to Members prior to the next meeting. It was agreed that it was important that Officers had appropriate  flexibility to negotiate  an outcome which reflected the reasonable council position.

 

RESOLVED that:

 

      i)        Members note the Partnership’s financial position for the year to date.

 

     ii)        Members approve an increase to the nearest pound, of  the ‘non-household’ waste prices at HWRCs with the continuation of a 6 month review.

 

    iii)        Members approve the proposal to seek a resolution of current issues relating to the sharing of insurance premiums as describes at 5.56 of the re3 Strategic Waste Manager’s report.

 

 

9.

Date of the Next Board Meeting

12 October 2018

Minutes:

The date of the next Joint Waste Disposal Board was Friday 12 October at Smallmead Recycling Centre, It was requested that future meetings of the Joint Waste Disposal Board start at 10am.

 

10.

AOB

Minutes:

It was proposed that both sites close early should England reach the Semi Final on Wednesday and Final of the Football World Cup on Sunday. Conversations would be held with the contractor and the Board Members would be emailed the outcome.