Agenda and draft minutes

Annual Meeting, Joint Waste Disposal Board - Thursday, 9 July 2020 9.30 am

Venue: Online Only

Contact: Hannah Stevenson  01344 352308

Link: This meeting will be held online

Media

Items
No. Item

1.

Election of Chairman

Minutes:

RESOLVED that Councillor Mrs Hayes MBE  be elected Chairman of the Joint Waste Disposal Board for the municipal year 2020/21.

2.

Nomination of Vice-Chairman

Minutes:

RESOLVED that Councillor Page be nominated Vice Chairman of the Joint Waste Disposal Board for the municipal year 2020/21.

 

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.

Minutes of the Meeting of the Joint Waste Disposal Board - 23 January 2020 pdf icon PDF 135 KB

To approve as a correct record the minutes of the Joint Waste Disposal Board held on 23 January 2020.

Minutes:

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

on the 23 January 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 updates:

 

·        There had been no further update regarding the Lakeside site.

 

·        The Green machine unit had closed, the clean up of the unit had been underway and would be handed back to Bracknell in the next month.

 

·        It was planned that a paint exchange would be held at both sites, and this would be implemented as soon as it was safe to do so.  If there was a reuse shop then this could offer a reuse paint option. Oliver would look into whether there had been an increase in paint pots at the sites due to the lockdown.

 

·        The reuse shop had come to a pause due to Covid-19, however Sue Ryder had become active again and a number of items for reuse were being handed over to them, which was great news as it was a successful part of the re3 partnership.

 

·        The Trade Waste trial had been extended for another 6 months.

 

5.

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.

6.

Progress Report pdf icon PDF 883 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:

 

·        Covid-19 Global Pandemic and re3 Services

·        Booking System

·        Site Operation

·        Off-site, Highways, arrangements

·        Ongoing Operation of the site as Covid-19 Measures Evolve

·        re3 Waste Statistics

·        Covid-19 Communications

·        Awards nominations

·        Glass recycling

 

Since the Board last met in January 2020, there had been a number of changes and issues.

 

When looking to reopen the sites, once Government had allowed this to happen, two principle objectives had been taken into account. The first was public health and ensuring that residents were safe and being safe and taking them into account and making sure that the potation queues were managed, as the sites were very busy. Prior to lockdown, there were 3 visitors every minute at both sites.

 

The approach was to offer a booking system to give sufficient access to residents and to prevent queuing and the minor public order incidents that had occurred at other sites when they had reopened. The sites were reopened on the 18 May 2020, with 460 slots a day available per site and a full range of services, which was different to other areas who had limited their services. An extra hour a day has since been added to the opening times. Initially there had been off site support on the highways to make sure that the refuge freight could still get into the sites.

 

Since the reports had been published, there was now 470 booking slots available per day at each site, to give context West Berkshire who were only offering 320 slots at their biggest site.

 

Given the ongoing social distancing, it was recommended that the booking system be kept till the end of 2020 but kept under review at the Board meetings and should there be an end to social distancing then the system would be reviewed immediately.

 

The response from the general public regarding the booking system had been positive, and the Board Member had received very few complaints.

 

Officers reported that there had been no incidents at either site to date, the public had taken and adhered to the new rues very well. In regards to people that do not have IT, they were able to phone and book a slot.

 

Since starting the booking system, the days had been profiled to fit in with the truck scheduling at both sites and the booking slots amended accordingly.

 

The Board were very complementary of the Click and Tip communications.

 

The Board stated that it was very important to recognise the staffs hard work during this period, both on site and in the refuge vehicles and thanked the Officers for organising extra bottle banks and collections for glass over the lockdown period.

 

RESOLVED that

 

       i.          Members note the contents of the report.

      ii.          Members endorse the retention of the booking system for the remainder

of 2020, as described at 5.30 of the Project Directors report.

     iii.          Members agree to review access to the  ...  view the full minutes text for item 6.

7.

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 9 & 10 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 item 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.

8.

re3 Strategy Presentation

Minutes:

The Board received a re3 strategy presentation.

 

The presentation gave the Board an overview on the following areas:

 

·        Changes to forthcoming legislation.

·        Resources and Waste Strategy

·        The consistency of materials collected across the re3 area as well as nationally.

·        Potential deposit return schemes and the impact that this may have on recycling rates.

·        Extended producer responsibility, such as producers funding waste collection and management.

·        Waste regulations and the Council’s reactive and proactive approach to this.

 

The Board noted the content of the presentation.

 

 

9.

Financial Management Report

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

Minutes:

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

 

RESOLVED that

 

       i.          Members note the Partnership’s financial position for the year to date and the specific influencing factors detailed within the report.

 

      ii.          Members note the contents of the accompanying re3 Strategy

presentation.

10.

Date of the Next Board Meeting

The date of the next Joint Waste Disposal Board is the 8 October 2020.

Minutes:

The Group was reminded that its next meeting would be held at 9.30am on 8

October 2020