Agenda and draft minutes

Joint Waste Disposal Board
Thursday, 24 January 2019 9.30 am

Venue: LGF4 - 20 EXT: 6415, Civic Offices, Shute End, Wokingham RG40 1BN

Contact: Hannah Stevenson  01344 352308

Items
No. Item

19.

Nomination of Vice Chairman

Minutes:

 

RESOLVED that Councillor Halsall be appointed Vice-Chairman of the Joint Waste Disposal Board Management Committee for the 2018/19 Municipal Year.

20.

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.

21.

Minutes of the Meeting of the Joint Waste Disposal Board pdf icon PDF 143 KB

To approve as a correct record the minutes of the Joint Waste Disposal Board held on 12 October 2018.

Minutes:

RESOLVED that the minutes of the meeting of the Joint Waste Disposal Board held on the 12 October 2018 be approved as a correct record and signed by the Chairman.

 

Arising on the minutes it was noted:

 

Minute 18 -  It was explained that if the Board were to have substitutes this would have to be agreed by the Board. The substitutes could only be Executive or Lead Members and would have to be elected as  substitute members in the same way that members were elected to sit on the Board.

 

The Chair emphasised the need for the Board meetings to be quorate.

 

22.

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.

 

It was raised that some Members had not received their agendas until the day before the meeting.

 

It was agreed that Hannah would circulate the agenda electronically as soon as it was published.

23.

Progress Report pdf icon PDF 492 KB

To brief the re3 Joint Waste Disposal Board 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:

 

·         re3 Waste Strategy Targets

·         Communications

 

The Board was advised that:

 

·         Given the timings of the JWDB, going forward provisional performance data for the re3 Waste Strategy targets would be provided.

·         Bracknell Forest’s current recycling rate was 38.9%.

·         Waste from incinerators could not be counted towards the recycling rate.

·         The Welsh Assembly had decided locally in Wales to include incineration in their recycling rate and they had set their national target on that basis. The government had resisted repeated calls to review across England. Hampshire County Council for example and had been active in lobbying the Government but had always been turned down as the Government’s view was that this was waste and not intended to be recycled.

·         Reading Council’s recycling rate was at 31.91%.

·         Wokingham Borough Councils recycling rate was 40.46%.

·         The two HWRC had different targets but both were performing at a similar recycling rate.

·         The re3 partnership had been engaged in a range of different communication campaigns across the three Borough’s over the preceding months.

·         The main focus had been on plastic recycling. With adverts in Council magazines, on Reading buses, in Civic Offices and a large screen outside Reading train station.

·         There had been an increase in the downloads of the re3 app, re3cyclopedia, reaching a peak of downloads in December. So far there were over three thousand users.

·         The app search function would also be added to Wokingham website which should increase popularity of the app.

·         The Lottabottle campaign had increased the brand’ visibility of re3 and also increased glass recycling tonnage by 4.35%.

·         There had been good engagement from schools, who were the biggest group of contributors to Lotta Bottle, and good social media coverage.

·         Festive communications had been carried out through press releases, adverts on social media and through an re3 social media advent calendar.

·         Over the festive period there had been high profile media exposure in regard to glass recycling, This had been reported at a national level, in outlets such as Sky News, BBC, ITV, The Daily Mail and the Mirror. The re3 Communications and Marketing Officer, expressed her thanks to all the Councillors for the help that they had given over this busy period. As a result of the coverage there had been a higher amount of media queries and interest.

·         The Board congratulated the team on their handling of the Christmas bottle bank issue and how it had been recognised as a good story.

·         External funding from Alupro had been received to advertise foil recycling. Fifty thousand promotional foil takeaway lids had been distributed to fourteen outlets across the three Boroughs.

·         There was currently a social media campaign for re3 residents to take a photo of themselves, recycling their foil takeaway containers to win a takeaway voucher. The reach of the hashtag would be reviewed once the campaign had finished and would be reported at the next  ...  view the full minutes text for item 23.

24.

Presentation on Wokingham Borough Council Food Waste Roll-out.

.

Minutes:

Peter Baveystock, Lead Specialist at Wokingham Borough Council gave a presentation on the upcoming implementation of food waste collection  in Wokingham.

 

Key points on the presentation included:

 

·         The issues that WBC had considered, such as the current contract with Veolia.

·         Ensuring there was a customer complaints system to ensure that the customer service was  appropriately addressed.

·         All food would be taken to Smallmead,

·         The vehicles would be single pass with three compartments.

·         There would be twenty new trucks and thirteen new members of staff.

·         There would be advertising and logos on the sides on the new trucks.

·         The business case had originally been built on 1.46kg/property/per week equalling c5,000 tonnes per annum.

·         It was expected that the cost of the service would break even.

·         Each resident would be provided with a 23 litre lockable bin and a silver kitchen caddy.

·         A years worth of Caddy bags would be provided with the bin and caddy delivery, however residents were expected to collect the bags the following years.

·         Flats were not being considered in the first phase.

·         Blue bags were being delivered to residents in February and the food bins and caddy’s in March.

·         A practical “how too” leaflet had been developed and would be provided to residents. There would also be advertisements at bus stops and Road Shows across the Borough. This would cover what could and couldn’t be recycled.

·         The system was designed to minimise smells and would be easy to clean.

·         The system was also designed to control pests sand keep them to a minimum.

·         The larger outdoor caddy would have a lockable lid which would prevent foxes, birds and rats from getting in.

·         The new vehicles would be delivered in late March 2019.

 

Arising from the Board Members questions, the following points were made:

 

·         Houses would be targeted first, however if flats came to WBC and were interesting in having the food waste collection then WBC would hold discussions with them. Communication with flats had proved difficult.

·         HMOs were easier to target and caddy’s would be delivered during first phase.

·         Board Members were keen that flats were engaged with.

·         The food compartments in the trucks would be washed each day after the final empty, with special attention given to the compartment.

·         Pet waste was not to be included in food waste collections, this would need to be in the blue bags.

           

The presentation would be circulated to the Board Members.

25.

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 item 9, 10 & 11 which involve 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 9,10 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.

26.

Financial Management Report

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

Additional documents:

Minutes:

The Board received the Financial Management 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.

 

     ii.        Members note the contents of this report.

 

27.

HWRC Report

To update the Board on the outcomes of the HWRC Project.

Additional documents:

Minutes:

The Board received a report updating them on the outcomes of the HWRC Project approved in July 2018.

 

It was requested by the Board that further information be brought to the Board in relation to the Sue Ryder initiative.

 

It was agreed that the implementation of recommendation 2.2 would be moved back to the first second quarter of 2019/20

 

RESOLVED that

 

2.1       Members note the contents of this report.

 

2.2       Members endorse the recommendation at 6.38 to reduce the cost per tonne of paint paid to Green Machine.

 

2.3       Members request a business case in relation to one or more of the HWRC  

opening hour options presented at 6.51 and 6.57 for the Board meeting scheduled for July 2019.

 

2.4       Members agree to receive a further report on the concept of a re3 reuse shop as described at 6.69 for the Board meeting scheduled for July 2019.

 

2.5       Members endorse the recommendation at 6.79 for annual monitoring of commercial and commercial-type vehicle permits.

28.

Strategic Waste Management Report

To review the outlook and options for strategic waste management within the re3 partnership.

Additional documents:

Minutes:

The Board received a report is to reviewing the outlook and options for strategic waste management within the re3 partnership.

 

It was agreed that some elements would be proposed as a pilot and that the lead

Officers would get together and bring response to the Board Members.

 

RESOLVED that

 

2.1       Members note the review of the Government Resources and Waste Strategy and agree to respond to the forthcoming consultations as a partnership (either directly or via other fora).          

 

2.2       Members note the potential cost reductions identified at Appendix 1 and support measures, to be determined within each council, to improve capture of, or reduce contamination within, collected (kerbside) recycling.

 

2.3       Members support the planned exploratory discussions between authorities identified at 5.30 and receive a future briefing on the potential for post-contract, regional collaboration.

 

 

 

29.

Date of the Next Board Meeting

The next Joint Waste Disposal Board is on the 25 April 2019 at Longshot Lane Recycling Centre, Bracknell.

Minutes:

The next board meeting would be held on Thursday 25 April 2019 at 9:30am. The meeting would be moved from Longshot Lane, Bracknell to Time Square, Bracknell.