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 12th June, 2015.

Agreed:- That the minutes of the previous meeting of the BDR Joint Waste Board be approved as a correct record for signature by the Chairman, with the inclusion of the following corrections:-

(1) persons in attendance at the meeting - the correct spelling of the surname of Mr. L. Garrett (Doncaster MBC);

(2) Minute No. 4, BDR Manager’s Report – the inclusion of wording that the fire strategy complied for insurance purposes.

The Barnsley, Doncaster and Rotherham Joint Waste Board considered the report about the issues arising from the annual audit of the 2014/2015 accounts of the Joint Waste Private Finance Initiative (PFI). The report included the completed annual return for the Joint Waste PFI for the financial year ended 31st March, 2015 and the appropriate sections of that return were duly read out by the Chair of the meeting.

The issues report had been prepared by external auditors BDO LLP and highlighted that:-

-      with regard to the annual return and accounts, the Joint Waste Board should include this matter as a formal agenda item at a Board meeting and minute their approval and adoption;

-        the Joint Waste Board should ensure that, after approval, the minutes of the Board’s meetings must be signed by the Chair;  and

-      with regard to the external auditor’s report on the annual audit of the 2014/2015 accounts of the Joint Waste PFI, the Joint Waste Board should include this matter as a formal agenda item at a Board meeting and minute the consideration of and decision on such report.

Agreed:- (1) That the report about the issues arising from the annual audit of the 2014/2015 accounts of the Joint Waste PFI, as now submitted by external auditors BDO LLP, be received and its contents noted.

(2) That the Barnsley, Doncaster and Rotherham Joint Waste Board shall ensure that the necessary action is taken in response to the issues now highlighted within the annual audit report 2014/15.

(3) That the completed annual return, including Section 1 (the Accounting Statements for 2014/15), Section 2 (the Annual Governance Statement for 2014/15) and Section 4 (the Annual Internal Audit Report for 2014/15), for the Barnsley, Doncaster and Rotherham Joint Waste PFI, for the financial year ended 31st March, 2015, as now submitted, be approved.

The Barnsley, Doncaster and Rotherham Joint Waste Manager submitted a report which highlighted and updated the following issues relating to the Joint Waste Private Finance Initiative (PFI), for the period June to November 2015:-

:           changes at senior management level within Rotherham MBC;

:           issues reported as part of the external audit of the 2014/15 accounts of the Joint Waste PFI;

:           the internal audit of the Joint Waste PFI by Rotherham MBC internal auditors;

:           key milestones for the sites at Bolton Road, Wath upon Dearne, Grange Lane, Barnsley and at Ferrybridge, West Yorkshire;

:           the Independent Certifier had issued the acceptance test certificate and snagging list for the Bolton Road Waste Treatment Facility on 3rd July, 2015;

:           information about the number of tonnes of waste processed and the contract performance in respect of the recycling and diversion of waste materials;

:           waste compositional analysis; a further detailed report on this issue will be submitted to the next meeting of the Joint Waste Board;

:           complaints received about the operation of the facility at Bolton Road, Wath upon Dearne, during the period 26th February to 31st October, 2015;

:           the health and safety audit of the facility at Bolton Road, Wath upon Dearne;

:           site compliance of the facility at Bolton Road, Wath upon Dearne, during the period 26th February to 31st October, 2015;

:           Ferrybridge facility – Ferrybridge MultiFuel 1 had become operational on 31st July, 2015;

:           Ferrybridge facility – fuel deliveries and electricity export; site compliance;

:           the handover of the transfer station at Grange Lane, Wath upon Dearne had taken place on 1st July, 2015;

:           communications, including : (i) the submission to the Local Government Chronicle awards about the partnership working between the three local authorities;  (ii) the Waste Infrastructure Development Programme quarterly meeting held in June 2015 at the BDR visitors’ centre; (iii) “It’s a Rubbish Adventure”, a joint yearlong project between the new waste treatment facility at Manvers in Rotherham and Magna Science Adventure Centre; and (iv) in November, 2015, the Waste Treatment Facility at Wath-Manvers played host to members of the Chartered Institute of Waste Management;

:           on 13th November, 2015, HM Lord-Lieutenant of South Yorkshire, Andrew Coombe, officially opened the waste treatment facility at Bolton Road, Wath upon Dearne;

:           finalising the lease for the waste treatment facility at Bolton Road, Wath upon Dearne;

:           review of the insurance for the Joint Waste PFI and level of premiums;

:           the Inter-Authority Agreement is being reviewed to provide more clarity and remove some historical information;

:           finance – payment of the capital contribution on 6th July 2015;

:           the BDR Partnership was the subject of an interview in October 2015, as part of the Rotherham MBC peer review of Waste Management.

:           glossary of terms relating to waste management and the Joint Waste PFI.

It was also noted that the terms of reference of the Steering Group were being reviewed.

Members of the Joint Waste Board  ...  view the full minutes text for item 13.

The Barnsley, Doncaster and Rotherham Joint Waste Board considered the updated Waste PFI risk status report (risk register), as at 26th November, 2015. Reference was made to:-

:      Insurance – insurance costs for waste management facilities have increased because of the number of fires at such facilities;

:      the reporting system for the Rotherham MBC risk register is changing and future risk status reports will be utilising that revised format; reports should clearly state the action to be taken to mitigate any ‘red’ risks shown in the risk register;

:      Inter-Authority Agreement between the Barnsley, Doncaster and Rotherham Councils in respect of Waste Management Services – there are proposed revisions to the Agreement, currently being considered by the constituent local authorities; it was anticipated that the revised Inter-Authority Agreement will be submitted for consideration at the next meeting of the Joint Waste Board.

Agreed:- That the updated information on the risk status report be received.

The following item is likely to be considered in the absence of the press and public as being exempt under Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended, March 2006 – information relates to finance and business affairs)

Agreed:- 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 November 2015, for the Barnsley, Doncaster and Rotherham Joint Waste Private Finance Initiative (PFI). It was noted that current expenditure remained within the agreed budget. Further reference was made to the likelihood of insurance costs increasing.

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

To consider the following arrangements and pattern for meetings to be held during 2016:-

Steering Committee : Tuesday in March, 2016

Joint Waste Board : Friday in March, 2016

Steering Committee : Tuesday in September, 2016

Joint Waste Board : Friday in September, 2016

Steering Committee : Tuesday in November, 2016

Joint Waste Board : Friday in December, 2016

Joint Waste Board meetings are held at the Town Hall, Rotherham

Agreed:- (1) That the next meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be held on Friday, 11th March, 2016, at the Town Hall, Rotherham, commencing at 2.00 p.m.

(2) That the next following meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be held on Friday 10th June, 2016 at the Town Hall, Rotherham, commencing at 2.00 p.m.

(3) That, if necessary, a meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be held during September, 2016, on a date to be arranged.

(4) That a scheduled meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be held on a date to be arranged during December, 2016.