Agenda and minutes

Members are required to declare any personal or prejudicial interests and the nature of that interest, in respect of any matter to be considered at this meeting.

There were no declarations of interest.

To approve as a correct record the minutes of the Joint Waste Disposal Board held on 20 September 2011.

RESOLVED that the minutes of the meeting of the Board held on 20 September 2011 be approved as a correct record and signed by the Chairman.

A meeting had taken place between the Councillor McCracken and the Project Director on gaining a better understanding of the potential benefits and disadvantages within the partnership. 

A summarised update of the monitoring report would be brought to the next Board meeting.

To notify the Board of any items authorised by the Chairman on the grounds of urgency.

There were no urgent items of business.

There will be an opportunity for questions after the presentation.

The Board received a presentation from Chris Ellis, Operations Director and Paul Dumberton, Regional Manager from WRG,  updating them on the contract progress and future aims.

The presentation included the following information –

• Updates and progress on the MRF
• Recycling rates
• Mini MRF information
• Progress on work with charitable organisations
• EFW recovery targets
• Information regarding the new haulage contract
• Cost savings for 2011
• Future proposed savings
• Re3 site developments during 2011/12
• Planned developments
• External development updates

In response to questions, Chris explained that WRG would work with the councils regarding future costs and anticipated changes in the composition of the contract.  Chris confirmed that once the Board had agreed to cost saving options proposed by WRG then work would be undertaken on these to progress for the future.  Also options for generating future income were discussed including the option of dealing with trade waste.

The Board thanked Chris and Paul for the presentation.

To explore the potential for modifying the opening hours at the Household Waste Recycling Centres.

The Board considered a report outlining the potential for modifying the opening hours at the Household Waste Recycling Centres.

After an analysis of the opening hours of other comparative HWRCs around the country it was found that the re3 councils were providing a HWRC service from two hours longer than other HWRCs.  Only one of the 120 sites analysed had longer opening hours than the re3 sites in both summer and winter.  Traffic count data and User Satisfactions Surveys were also used to investigate the levels of usage at the re3 sites.

It was noted that the busiest period at both re3 sites was between 10.00 and 16.00 and it was suggested that if any changes were to be made to the opening hours that they be made outside of these ‘core’ hours.

RESOLVED that

1          The contents of the associated report be noted.

2          That a further report be submitted to a subsequent meeting of the Board which details potential options for changing the HWRC opening hours, promoting savings, efficiency and utilising the public facilities to greater effect.

To inform the Board of progress since its last meeting on 20 September 2011.

The Board considered a report informing of progress since the last meeting.

Officers were in discussion with the Contractor about the requirement for appropriate traffic management systems for Longshot Lane.  The Contractor had sought approval from the WRG Board for a permanent, two lane access for users of the Household Waste Recycling Centre.  It was noted that any changes were subject to planning permission.

The Board noted that the Contractor had appointed a haulier for the next five years of the Contract and would begin on the 4 December 2011. The new contract should result in a small saving to the councils against the current cost.

A complaint had been received by Wokingham Borough Council regarding the trailer usage rules at the Longshot HWRC.  There had been an issue regarding access controls at both Smallmead and Longshot HWRCs.  The controls currently used were a height barrier at both sites and restrictions on the amount a householder can bring for some types of waste.  A further control used was related to the use of 6 foot long trailers.  Due to the wide range of trailer sizes available this type of control was now consider impractical.  The Board considered the suggestion that this control be amended so that single-axle trailers only were accepted.  This would enable an easier way to identify the correct size of trailer.  The Board discussed the matter and agreed that a single-axle trailer policy would be preferable.

The contracts regarding the community paint re-use scheme had been received and checks had been undertaken.  It was anticipated that the scheme would begin early 2012.

The Board discussed the reported collective overspend of £293,000 for 2011/12.  This was mainly due to increased levels of waste processed during Quarter 1 but figures for Quarter 2 indicated that this trend had begun to ease.  It was noted that savings options to reduce the overspend would not be available for the current budget but would be considered for the future budget.

Discussions were currently taking place with the accountants of the three councils in finalising the assumptions used in calculating the budget for 2012/12.

RESOLVED that

1          Progress made since the last meeting on 20 September 2011 be noted.

2          A single-axle trailer policy at the Household Waste Recycling Centres be agreed.

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 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.

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.

To consider a report on contractual matters.

The Board received and noted a report containing exempt information relating to contract matters.

The Board discussed the report and agreed the recommendations 2.1 and 2.2 in the exempt report.  Amendments were made to recommendation 2.3 which were tabled at the meeting and circulated at a later date.