Agenda and minutes

Apologies for absence were received from Councillor Terry and Councillor Ross.

There were no declarations of interest.

To approve as a correct record the minutes of the Joint Waste Disposal Board held on 15 July 2016.

RESOLVED that the minutes of the meeting of the Joint Waste Disposal Board held on the 15 July 2016 be approved as a correct record and signed by the Chairman.

Arising on the minutes it was noted:

The Chairman and Clerk would be arranging the dates for next year’s meetings.

Minute 21 – Oliver Burt proposed that the Board invite Thérèse Coffey to the Board Meeting in January.

Minute 38 – A briefing note regarding the new haulage contract was circulated to Members at the meeting.

Minute 39 – The introduction of a Smartcard system would be looked at in the future It was thought that all the Councils were on different timescales for implementing this system and the Board and Officers would support if and when these changes went live.

Minute 5 – Due to the Ministerial change there had been no further developments in the DEFRA report regarding the Rory Stewart initiative which had been expected over the summer.

Minute 7 – The Contractor has been asked to contribute to a new report on the recycling of other plastics. This should look at the inclusion of other plastics in FCCs increased exports of materials. The report will be circulated to the Board as soon as it is available.

Minute 7 – An invitation will be sent to Paul Taylor inviting him to attend a future Board Meeting.

Minute 7 – The re3 Strategy had been approved by Bracknell Forest Council.

Minute 11 – Officers had not yet held a workshop with FCC this would be held in due course.

The Chairman asked for an agenda item on promoting the re3 brand be brought to a future Board Meeting.

There were no urgent items of business.

To consider a report on progress in the delivery of the re3 Joint Waste PFI Contract and the re3 Strategy.

The Board received a report briefing them on progress in the delivery of the re3 Joint Waste PFI Contract.

Since non re3 residents had been denied access to re3 sites the overall tonnage in July and August  had been reduced by 30% and 24% at Smallmead in comparison with the same months last year. At Longshot Lane, Bracknell, overall tonnage in July reduced by 15% but increased by 8% in August, compared to the same months last year however the latter figure had been affected by the clearing of all waste ion site in advance of August Bank Holiday. The feedback from residents using the both sites had been largely positive with many commenting that the sites were now easier to use.

The second phase of changes were due to come into operation on the 30^th September. Residents who wish to deliver their waste in commercial or commercial type vehicles would need to apply for a permit on the day before visiting the site and changes were also being introduced to cover the cost of certain types of waste.

Members had previously expressed a keen interest in the development of a smartcard to access the sites. It had however come apparent that the timescales for the adoption of corporate e-government systems were longer than originally believed and would require even more integration between re3 services and corporate systems.

It was reported that Wokingham Borough Councils Executive had just approved a business Plan for a 21st Century Council which was all about self service.

The Members discussed the consideration of charging for West Berkshire residents following the changes that had been implements at the re3 Recycling Centres. Members were reminded that legal advice had previously been sought and a profit couldn’t not be made, any charge could only cover the cost of the service being provided. The Board had also been provided with a list of comparable policies that were already in place at other regional recycling centres.

As requested at the previous Board meeting, the Board received an update on the current conditions in the refuse derived fuel (RDF) Market and the arrangements that were being made with FCC. It was reported that officers were working with the contractor and DEFRA to reach a conclusion and a full report would follow at the next board meeting.

It was brought to the Boards attention that their had been an issue in the Bracknell Forest Customer Services where an out of date email address had been sent to a resident which had since been brought to the attention to the Bracknell Forest Members. Since the incident had occurred a response had been drafted to send to the resident and the correct address had been confirmed with Bracknell Forest Customer Services. re3 Officers had briefed Bracknell Forest Customer Services and extended the offer out to Wokingham Borough Council and Reading Council to do the same.

RESOLVED that:

1. That following consideration of the relevant factors, including those identified by officers at Appendix 2,  ...  view the full minutes text for item 16.

To consider a  report on progress in the delivery of the re3 Strategy.

The Board received a report updating them on the progress in the delivery of the re3 Strategy.

There was to be a consultation regarding attitudes towards food waste which would seek to identify at attitudes about  the wastage of food . Officers of re3 will liaise with the respective Heads of Service and a report with the results would be brought to the Board in January.

It was requested that the use of any consultants for the project brief would be signed of by all of the Heads of Service.

The Heads of Service gave updates on their individual projects that their waste teams were currently collaborating  on:

Josie Wragg, Wokingham Borough Council, was looking at increasing recycling. A cross council working group had been set up looking at mixed dry recycling and green bin waste. The group would also be looking at how to increase base line tonnage, the impact of collecting non contract materials and incentive schemes to encourage recycling.

Mark Smith, Reading Borough Council, was looking at recycling in flats. A cross council working group had been set up and they were looking at how to increase recycling, what the best practice was elsewhere and educating landlords and property maintenance companies about contamination of materials within flat waste.

Steve Loudoun, Bracknell Forest Council, was looking at the issue of contamination. A working group had been set up and was investigating the common confusions and excuses used by residents, effective communication and mixed plastics.  The volume had increase since 2014 and a solution was needed. The group would look at bringing options to the group to resolve this.

The Board would be updated again at the next meeting.

RESOLVED that Members note the progress made in satisfying the objectives which form the basis of the re3 Strategy.

RESOLVED that pursuant to Regulation 4 of the Local Authorities (Executive Arrangements) (Access to Information) Regulations 2012, 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.

To consider  the financial position of the joint waste PFI for the 2016 Annual General Meeting of the Joint Waste Disposal Board.

The Board received a report summarising the financial position of the Joint Waste PFI for the 2016 Annual General Meeting of the Joint Waste Disposal Board and concluded the management of finances in 2015/16 and detailed the emerging position for the current year.

The Board were also received the 2015/16 Annual Unitary Charge Statement which provided the board with the detail of the various elements of Unitary Charge expenditure in 2015/16.

Following discussions over mistakes and omissions in financial reporting by the Contractor, as discussed at the July Board meeting, the Board was disappointed to receive similar reports. Steps are being taken by the Contractor, supported by monitoring by re3 Officers.

RESOLVED that Members note the contents of this report.

To consider the first draft of the budget 2017/18.

The Board received a report containing the first draft of the budget and were reminded that the draft budget was currently under consideration by the accountants at each authority.

The draft budget had been prepared following analysis of prevailing and anticipated waste flows, liaison with the Contractor and consideration of applicable growth assumptions.

The draft budget also included the current estimated savings as an outcome of the impact of the changes implemented at the re3 sites.

RESOLVED that Members note the contents of this report.