Agenda and minutes

There were no declarations of interest made at this meeting.

Consideration was given to minutes of the previous meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board, held on 14th December, 2012, were considered.

Resolved:- That the minutes of the previous meeting be approved as a correct record for signature by the Chairman.

·               Governance

·               Project Timetable

·               Technical

·               Legal

·               Financial

·               Communications

·               Resources

·               Health and Safety

The Barnsley, Doncaster and Rotherham Joint Waste Manager submitted a report updating the progress of the following issues:-

(a) details were reported of the recommendations of the Waste Infrastructure Development Programme (WIDP) Contract Management Review; the recommendations focused on knowledge management, including the completion of the contract manuals and work instructions, communications between the collection managers and the BDR PFI team and reviewing the organisational structure of the team to ensure it remains fit for purpose in the various phases of the contract.  The Department of Environment, Food and Rural Affairs is confident about the robust quality of the contract.

Agreed :- the Joint Waste Board expressed its preference for the partnership approach to the management of the contract.

(b) The Bolton Road facility – the permit is deemed as being satisfactory, the Judicial Review period having ended on 6^th January 2013; Section 73 applications will be submitted in order to obtain planning consent for minor material amendments to the application, as a consequence of detailed design work.

(c) Good progress overall continues to be made with the Ferrybridge site; the judicial review period for the S.S.E. Environmental Permit has now ended

(d) Health and Safety – there were no issues of concern to report;

(e) an information sharing protocol has been drafted for the three local authorities;

(f) Finance – operational management costs are projected to be within budget for the current, 2012/13, financial year;

(g) Communications – the ground-breaking photo-call with Elected Members, on Monday, 18^th February, 2013, had been very well publicised, some minor inaccuracies in the press reporting had now been corrected; discussions continued with the liaison group to provide information about traffic issues around the Bolton Road facility; the importance of providing regular information bulletins was acknowledged; details would shortly be available about the forthcoming project partnership awards for the Best Waste Project;

(h) Preparation of the Contract Manuals is continuing.

Resolved:- That the report be received and its contents noted.

The Barnsley, Doncaster and Rotherham Joint Waste Board considered the updated Waste PFI transition phase risk register. It was noted that the ‘Permitting Delay’ risk is now closed, as both the Bolton Road and the Ferrybridge sites have been granted permits.

The Joint Waste Board agreed that the budget and financial risks should be included within the register, as a consequence of the severe pressures upon central Government and local authority finances.

Resolved:- That the updated information on the risk register be received.

-           week commencing 10^th June, 2013, 2.00 p.m. at the Town Hall, Rotherham.

-           week commencing 9^th September, 2013, 2.00 p.m. at the Town Hall, Rotherham.

-           week commencing 9^th December, 2013, 2.00 p.m. at the Town Hall, Rotherham.

The Joint Waste Board agreed the following arrangements and pattern for meetings to be held during the remainder of 2013, including the continued use of the Rotherham Town Hall as the preferred venue:-

Steering Committee : Tuesday 21st May, 2013

Joint Waste Board : Friday 14th June, 2013

Steering Committee : Tuesday 20th August, 2013

Joint Waste Board : Friday 13th September, 2013

Steering Committee : Tuesday 26th November, 2013

Joint Waste Board : Friday 13th December, 2013

Consideration was given to a report presented by the BDR Joint Waste Manager setting out specific project milestone dates for the Barnsley, Doncaster and Rotherham Joint Waste PFI affecting (i) the waste disposal facility at Bolton Road, Wath upon Dearne; and (ii) the waste disposal facility at Ferrybridge.

Resolved:- That the report be received and its contents noted.

The Joint Waste Board noted that details of the audit action plan, undertaken by Barnsley MBC during 2012, would be reported to each meeting. Currently, there were no outstanding issues to report.

The following item is likely to be considered in the absence of the Press and the Public as being exempt under Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended March 2006) (information relating to the financial or business affairs of any particular individual (including the Council)). 

Resolved:- That, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 as amended (information relating to the financial/business affairs of any person (including the Joint Waste Board)).

Consideration was given to the Budget Summary, as at March 2013, for the Barnsley, Doncaster and Rotherham Joint Waste Private Finance Initiative (PFI).

Resolved:- That the report be received and its contents noted.

Agreed:- That the annual meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be held on Friday, 14^th June, 2013, at the Town Hall, Rotherham, commencing at 2.00 p.m.