Agenda and draft minutes

Joint Waste Disposal Board
Thursday, 25 April 2019 9.30 am

Venue: Boardroom, Time Square, Market Street, Bracknell RG12 1JD

Contact: Hannah Stevenson  01344 352308

Items
No. Item

30.

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.

31.

Minutes of the Meeting of the Joint Waste Disposal Board pdf icon PDF 81 KB

To approve as a correct record the minutes of the Joint Waste Disposal Board held on 24 January 2019.

Minutes:

RESOLVED that the minutes of the meeting of the Joint Waste Disposal Board held

on the 24 January 2019 be approved as a correct record and signed by the

Chairman.

 

 

 

 

32.

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.

33.

Progress Report pdf icon PDF 388 KB

To brief the re3 Joint Waste Disposal Board on progress in the delivery of the re3 Joint Waste PFI Contract

Additional documents:

Minutes:

The Board received a report briefing them on the progress in the delivery of the re3

Joint Waste PFI Contract. The report covered:

 

·         re3 Waste Strategy Targets

·         Waste Compositional Analysis

·         Contractor Appraisal

·         HMRC Reuse

·         Paint

·         Waste Acceptance Protocol

·         Communications

·         Foil

·         re3grow

 

 

The Board was advised that:

 

 

·         The data provided within the presentation covered the full 2018/19 contract year. These were the provisional results.

·         Bracknell Forest Council had not yet met their 2020 target. However there was an increase in the recycling rate compared to previous year. It was thought that introduction of wood recycling had helped to increase the rate.

·         The kerbside recycling figure was slightly down.

·         Reading Borough Council had an increase in recycling rate, however there was further work to undertake in the forthcoming year. It was though that the inclusion of  pots, tubs and trays had assisted in increasing the rate as there was also lower amounts of black bag waste.

·         Wokingham Borough Council had also seen an Increase in recycling rates.

·         The re3 team had commissioned an analysis to determine the physical composition of residual waste collected at the kerbside – how much waste could have been recycled if in correct bins.

·         The slides covered the composition of waste from houses that could have been recycled through kerbside recycling or bring bank recycling. This was on average 18% across the three Boroughs.

·         The amount of recycling in residual waste collected at flats was higher that’s in houses. There was a large variance across the three Boroughs due to the different composition of flats. 

·         The last compositional analysis had been undertaken in 2016, and the same roads ands flats had been compared in the 2019 analysis.

·         Garden waste data had been removed  as it was seasonal.

·         Some of the data had been reclassified, as tetra packs, tubs, pots and foil had not been included in non residual waste in 2016.

·         There was less plastic bottles and paper than in 2016.

·         There had been a large increase in flats with more textiles present in Reading and Wokingham samples.

·         ACORN profiling had been used. The data was able to show which groups were missing key recyclables.

·         The data showed which groups were putting the most recycling in their  residual waste. This tended to the less affluent areas in Bracknell Forest & Reading and the most affluent areas in Wokingham.

·         The textiles category did not include nappies.

·         The contactor appraisal sat alongside the contractor measurements and had been introduced a couple of years ago.

·         Good scores had been received for areas such as customer contact and service delivery. Lower scores had been given for adherence to the contract and provision of financial information.

·         The contractor had commented that they were not happy with the scores or processes.  The contractor had asked to work with re3 to ensure the scores improved at the next appraisal. Officers reassured the Board about the objectivity of the appraisal process and welcomed the Contractor’s willingness to improve.

·         Members requested that the contractors attend the next Board  ...  view the full minutes text for item 33.

34.

Exclusion of Public and Press

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 items 7 & 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.

Minutes:

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 items 7 & 8 on the agenda 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.

35.

Financial Management Report

To brief the re3 Joint Waste Disposal Board on the Partnership’s current financial position.

 

Minutes:

The Board received the Financial Management Report briefing them on the

Partnership’s current financial position.

 

Peter Baveystock at Wokingham Borough Council gave the Board an update on the implementation of Food Waste Collections at Wokingham Borough Council.

 

·         Peter was thankful for all the help from the re3 Management Team with  securing the food waste outlet and PR help.

·         Tonnages had been encouraging building up to over 90 tonnes in week three– 1.4 kgs/hh/pw.

·         From their experience of the introduction of the service, Officers from Wokingham would recommend providing residents with plastic caddie bags. 

·         Wokingham were happy to help other Councils with their plans including an introduction to WRAP or Eunomia.

·         Delivering the 64,000 containers took 4 – 5 weeks. Suppliers Straight via Veolia, the cost including delivery was around £350k.

·         The introduction of food waste boxes has created demand for black boxes so Wokingham were hopeful that there would be a kerbside increase.

·         The focus was now on flats and Wokingham would be happy to make this a joint re3 project.

What went well:

 

·         Collecting on the same day and same time as other waste.

·         Briefings for all those involved including Members, collectors, Comms and Customer Services.

·         Clear comms to residents .

·         Taking comments and advice from WRAP & Eunomia.

·         WBC Cross Council Project working group.

 

What didn’t go so well:

·         No detailed delivery schedule provided for the containers.

·         Did not anticipate high call demand.

·         Did not anticipate so many non deliveries.

·         Did not anticipate route changes would have caused so much disruption even though, days weren’t changed - just times.

 

It was agreed that a meeting would be held, either individually or collaboratively regarding the possible introduction of food waste at Bracknell and Reading.

 

RESOLVED that

 

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

 

ii.     Members endorse the recommendation at 5.17 for estimated capital

expenditure at each Transfer Station for the implementation of food waste.

 

 

36.

Shared Contract Report

To provide an update to the re3 Board on the re3 Shared Waste PFI Contract.

Minutes:

The Board received a report providing an update on the re3 Shared Waste PFI Contract, the successful delivery of the savings target and other relevant

issues.

 

RESOLVED that

 

i.      Members note the contents of this report and the different approaches to

savings within the shared arrangements described herein.

 

ii.     Members requested a joint presentation on each council’s communications

plans, for waste and recycling, at the July 2019 re3 Board meeting, as

described at 5.27 of the report.

 

iii.    Members note the Specification and Project Plan for the completion of

Objective Options Reviews for Phase 2 of the savings project.

 

iv.   Members endorse the intention to utilise a combination of budgeted re3

partnership funds and additional funding agreed by each council, as described at 5.36 of the report.

 

37.

AOB

Minutes:

The Board were happy that the letter to DEFRA be sent from the Chair of the Board.

 

The Board were reminded that Local Elections were happening on the 2 May, so the composition of the Board at July’s meeting could be different. Special thanks was given to Councillor McCracken who was stepping down as a Councillor and had been on the Board for the past fifteen years.

 

There had been very few response to the consultation. Officers confirmed that they would put together a draft response and a template answer for Board Members.

 

 

 

 

 

 

 

38.

Date of the Next Board Meeting

The next Joint Waste Disposal Board is scheduled for the 4 July 2019, at Smallmead Recycling Centre.

Minutes:

The next Joint Waste Disposal Board is scheduled for the 4 July 2019,

at Smallmead Recycling Centre.