Agenda item

To inform the Board of progress since the last meeting.

The Board considered a report informing of progress since the last meeting on 21 September 2010.  The report covered:

·         Retail Outlet Replacement –  A provision in the PFI contract stated that there should be a retail outlet for the refurbishment of items.  As neither Smallmead or Longshot Lane would be able to accommodate retail activity an off-site collaboration, on a wholesale basis, was investigated.  Sue Ryder Care had been identified as an organisation who would be able to work with the Contractor and the PFI Project Team, in delivering the equivalent of the original envisaged retail function. Discussion would be taking place regarding the arrangement and this was expected to begin in January 2011. 

·         Height Barriers and Access Controls – There were proposed revisions to the access controls at the re3 HWRCs as there had been problems gauging the size of trailers.  It was proposed that the length of trailer was not used to determine access but instead to allow single axle trailers to access the site and the double–axle trailers be denied access.  It was noted that legal advice had been sought on the matter.

·         Finance – The PFI Project Team had proposed to the contractor that £120,000 be refunded to the Councils at the end of the financial year.  This would be put before the Contractor’s Board for approval. 

An update would be brought to the next meeting regarding outturn. (Action: Oliver Burt)

·         Performance – It was noted that NI192 would cease to exist in 2011 however a similar method to consolidate data would still be used to monitor performance.  

WRG had conducted a trial with a mini Material Recycling Facility (MRF) and a ‘man and machine’ concept at Longshot Lane.  The results of the trial would be brought to a future meeting.

·         Use of re3 Facilities by West Berkshire Residents –  The Board discussed the issue and were informed that no agreement had yet been reached with West Berkshire in relation to the payment, and methodology for calculating future payments.  Re3 Officers were of the opinion that the agreement had been reached but this had been disputed by West Berkshire.  It was noted that back payments and future use payments were required urgently from West Berkshire to the re3 partners and that the issue had been going on for far too long.   The Board felt strongly that this should be resolved immediately and recommendations were tabled at the meeting to enable re3 Officers to carry out actions to finalise the situation.

·         DEFRA Waste Review and Consultation – A collective response on the review of the governments waste policy had been sent by the re3 partnership.  The results of which would be released by the government during the Spring 2011.

·         Lakeside Energy from Waste Facility – Changes in the contract had been completed and the re3 Councils involved were thanked for their participation.

RESOLVED that

1          The progress made since the last meeting on 21 September 2010 be noted.

2          The clarification of access arrangements at the Household Waste Recycling Centres, as detailed in the report, be noted.

3          Staff at both the Household Waste Recycling Centres be given recognition regarding the continued high levels of satisfaction expressed by site users.

4          The nonnegotiable terms are repeated as set out to West Berkshire for the use of Smallmead in the sum of £262,500 for 2008/9 financial year in the Project Director’s letter of the 23 July 2010.  The actual costs for 2009/10 be formally reiterated and those anticipated for 2010/11.

5          Invoices for the appropriate sums be issued to West Berkshire under the normal payment terms.

6          In the event that the invoices remain unpaid on the due date officers are authorised to pursue settlement under the debt recovery process and to implement options that will lead to the Re3 sites being used by residents of the partnership only.