Agenda and draft minutes

Joint Waste Disposal Board - Thursday, 8 October 2020 9.30 am

Venue: Online Only

Contact: Hannah Stevenson  01344 352308

Link: This meeting will be held online

Media

Items
No. Item

11.

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.

12.

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.

13.

Minutes of the Meeting of the Joint Waste Disposal Board pdf icon PDF 127 KB

To approve as a correct record the minutes of the Joint Waste Disposal Board held on 9 July 2020.

Minutes:

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

on the 9 July 2020, be approved as a correct record and signed by the

Chairman.

 

A number of the items arising from the last meeting were covered in the agenda

papers.

 

Oliver Burt, re3 Project Director provided the following update:

 

·        There was no further update on the Heathrow site. There had been a legal ruling earlier in the year, stating that plans for a new runway were unlawful due to the climate change undertakings of the government. Heathrow themselves were appealing the ruling, and officers would be keeping a close eye on developments.

 

14.

Progress Report pdf icon PDF 769 KB

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

Minutes:

The Board considered a report on progress in the delivery of the re3 Joint Waste PFI

Contract. The report covered:

 

           Waste Flows (since commencement of virus Lockdown)

           Ongoing Operation of re3 HWRCs as Covid-19 Measures Evolve

           re3 Waste Statistics

           Trade Trial

           Chargeable Wastes at HWRC

           WRAP Contamination Project

           Communications

 

The report gave an operational and policy briefing covering the period since the last Board meeting in July and explored the increase in waste received by the re3 councils since the UK lockdown and a section on the booking system which was currently implement for residents in order to gain access to the HMRCs. The report included a proposal to adopt a new system for the booking system which would allow for cancellations of bookings for residents (and consequent rebooking of that slot by other residents) and to allow the councils to have a better understanding of the proportion of visitors per  Borough.

 

The report also covered the current recycling rates and included descriptions of how re3 officers were currently trying to improve the quality of collected recycling via secured funding and support from WRAP.

 

There was also a communications section within the report, which updated members on activity undertaken including the completion of a second information video of food waste processes which was very informative and helpful for residents.

 

Members commented that the booking system had been well received across the three Councils, and were pleased that the cancellation facility would be introduced as a number of the ‘no shows’ were people that had been unable to cancel, which had been the main frustration with the system.

 

The new system would allow residents to cancel almost in real time.

 

The process of switching to the new system should be straight forward, and this process was starting now. It would use information from the existing system. The process should take between 3 and 4 weeks, and there would be a testing stage and it was possible that board members may be asked to help test the new system to provide reassurance.

 

There would be postcode look up system included in the new system, to be able to accurately work out the breakdown of who was visiting each site. It had been important to take only a certain amount of data from residents through the booking system, but enough to be assured that only re3 residents were gaining access to the sites.

 

Winter hour changes had been pre planned in the system, once the new system in place there were plans to try an increase booking numbers again.

 

It was also commented that there had been an increase in glass recycling numbers over the lockdown period.

 

The Chair reminded the Board that they would be looking at the waste charges at the next meeting in January.

 

RESOLVED that

 

       i.          Members noted the contents of this report.

 

      ii.          Members endorsed the proposal to change the booking system, as

described at 5.17 of the report, in order  ...  view the full minutes text for item 14.

15.

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 item 7 and 8 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.

 

NB:      No representations have been received in response to the notice under regulation 5 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012

Minutes:

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 items 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.

16.

Annual Financial Statement

To receive the Annual Financial Statement report.

Minutes:

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

Position for the 2020 Annual General Meeting of the Joint Waste Disposal Board.

 

The report also sought to conclude the management of finances in the 2019/20 year, detailed the emerging position in the current year and presented the first draft of the budget for 2021/22 which was currently under review by accountants at each authority in the partnership.

 

Wokingham had encountered a delay in the new recycling bags, which had been ordered. It was expected that they would arrive in the middle of December at the latest.

 

Reading were undertaking their food waste trial and had chosen to include some of the more challenging areas in the Borough in the trial.  The trial in these areas were being monitored very closely.

 

Bracknell Forest were rolling out their food waste collection service in March and highlighted the importance of sharing learnings across the partnership. Especially in regards to the introduction of food waste collections in flats and other more complicated settings.

 

RESOLVED that

 

       i.          Members note the contents of this report.

 

      ii.          Members endorsed the recommendation at 6.7, in the report, for a range of sources to be used, to calculate the percentage usage of the Household Waste Recycling Centres for the allocation of costs in financial year 2021/22.

 

 

17.

re3 Emerging Strategy Report

To brief the re3 Joint Waste Disposal Board on the achievements of the re3 partnership and partnership approaches to strategic challenges.

Minutes:

The Board received a report to briefing them on the achievements of the re3 partnership and partnership approaches to strategic challenges.

 

This report was one in a series to the re3 Board on the subject of strategic direction and would take a backwards and forward look at the partnership.

 

The Board discussed a workshop with Local Partnerships and were welcome to the idea as within every partnership it was good to stock take and review how the partnership was going. It was discussed that each authority should have an internal discussion first prior to a workshop and that the Leaders of each council should also be invited to join the workshop. It was suggested that the workshop be arranged for early next year.

 

RESOLVED that

 

       i.          Members note the contents of this report and the achievements of the

three councils in partnership.

 

      ii.          Members indicated that they would be interested in the proposal of

support from Local Partnerships as described at 6.10

 

18.

Date of the Next Board Meeting

The dates of the Joint Waste Disposal Board are:

 

21 January 2021

29 April 2021

8 July 2021

 

 

Minutes:

The Group was reminded that its next meeting would be held at 9.30am on 21 January 2021.