Agenda and minutes

There were no Declarations of Interest made at this meeting.

Consideration was given to the minutes of the previous meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board, held on 1st July, 2016.

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.

The following matters arising from the minutes of the previous meeting of the BDR Joint Waste Board were discussed:-

(1) Minute No. 6(2) – the revised Inter-Authority Agreement (IAA.3) has been finalised and signed by each constituent Authority.

(2) Minute No. 8 – a separate meeting for Elected Members is to be arranged for consideration of the Waste Compositional Analysis.

• Governance

• Audit

• Contract Performance

• Communications

• Legal

·Financial

• Resources

·Other

The Barnsley, Doncaster and Rotherham (BDR) 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 August 2016:-

: the Inter-Authority Agreement 3 has now been signed by all three constituent, BDR, local authorities;

: the BDR Joint Waste Manager has presented the Joint Waste Project Annual Report 2015/16 to the South Yorkshire Local Authorities’ Leaders’ meeting;

:  Rotherham MBC Internal Audit Team is undertaking the second audit of the procedures and processes of the BDR contract compliance team;

: contract delivery and performance (Bolton Road facility);

: recycling and diversion (the contents of the BDR Manager report was noted);

: waste composition (including analysis for each of the three local authorities individually);

: complaints (about flies and noise); total complaints in 2014/15 and in 2015/16;

: health and safety - it was noted that there had been a fire at the facility in the quarantine bay that had resulted in attendance at site by the South Yorkshire Fire Service. Another smaller fire had occurred in a shredder pit, the foam was activated and no further action was necessary. 

: compliance issues, April to August 2016;

: Ferrybridge facility;

: Grange Lane facility;

: communications – the BDR PFI project has been successful in the Best Energy from Waste Initiative category in the National Recycling Awards 2016;

: recycling week events, 12th to 18th September, 2016;

: legal issues;

: financial issues.

Members discussed the following the issues:-

- the impact of the commodities market, including fluctuations in the price of oil, on the value of recycled plastic;

- the waste composition analysis will begin on 10th October, 2016 and will repeat the kerbside analysis of domestic refuse which had been utilised in 2009 and in 2014, to facilitate meaningful comparison; the analysis of waste at the household waste collection sites and of trade waste will also be undertaken.

Agreed:- That the BDR Manager’s report be received and its contents noted.

The Barnsley, Doncaster and Rotherham (BDR) Joint Waste Manager reported on the following current issues affecting the Bolton Road facility at Manvers:-

(a) Noise - the requirement was for the site noise level to remain below ten decibels; the results of the most recent noise-level test are not yet available; the complaints received will be analysed by frequency, post code and also date to ascertain whether there are repeat or new complainants and whether there is any specific seasonal trend;

(b) Flies – the chemical treatment has been altered to try and secure an improved means of prevention of flies on the site; there is already a known seasonal, weather-dependent trend affecting the problem of flies on the site, together with a history of complaints being received from residents of the local area over several years.

Agreed:- That the information be noted.

The Barnsley, Doncaster and Rotherham Joint Waste Board considered the updated Waste PFI risk status report (risk register) which had been maintained during the various stages of the joint waste project. The report stated that thirteen risks are registered, with none being added nor deleted since the last Joint Waste Board meeting held on 1st July, 2016. There had been one downward movement in ‘target’ risk score, since the July meeting, in relation to the Environmental Impact risk, which was due to the mitigation measures used by the contractor relating to the issues of noise and flies affecting the Bolton Road site.

It was clarified that the existing risk register relates only to the BDR PFI contract, although the development has begun of a wider ranging risk register for the partnership working on waste disposal in South Yorkshire.

Agreed:- (1) That the updated information on the risk status report, as now submitted, be received.

(2) That, currently, there are no risks to be added to, nor deleted from the BDR PFI risk register.

The following items are 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 items of business on the grounds that they involve 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 August 2016, for the Barnsley, Doncaster and Rotherham Joint Waste Private Finance Initiative (PFI). It was noted that current expenditure remained within the agreed budget. Discussion took place on the desirability of continuing to include a contingency sum within the budget, to fund any unexpected and/or unplanned items of expenditure.

Agreed:- (1) That the report be received and its contents noted.

(2) That, at future meetings of this Joint Waste Board, the budget summary report be included on the agenda as an open item.

The Barnsley, Doncaster and Rotherham Joint Waste Manager submitted a report which provided both analysis and evaluation of the results of the South Yorkshire Waste Strategy (SYWS) consultation, which had been conducted over an eight weeks’ period during the Summer, 2016 across the county, ending on 31st July, 2016. The report also detailed the methodology and approach of the consultation process, which included questionnaire data and thematic analysis of qualitative data.

The results of the consultation identified that stakeholders either strongly agreed or agreed with the proposed priorities. The analysis revealed that priorities were ranked in the following order : A (Educate and inspire), C (Reliable service), B (Working together), D (Exploring technology) and E (Influencing decision-making). Analysis of the qualitative data provided more insight into the meaning of these priorities in context for stakeholders.

The report concluded that the qualitative and quantitative data both support the four Councils’ proposed priorities for the SYWS. This information is to be used to inform the SYWS collective approach for the next five years, as well as individual Council’s action plans.

Members suggested that the specific themes for each of the four individual Local Authority areas ought to be listed within the report.

It was noted that a working group would shortly be established to consider the proposed all-service review, as well as the need to engage Elected Members in the review.

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

: Friday 16th December, 2016 at the Town Hall, Rotherham, commencing at 2.00 p.m.

: if necessary, a meeting shall be held during March, 2017, on a date to be arranged.

: annual meeting on a date to be arranged during June or July, 2017.

Agreed:- (1) That the next meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be held on Friday, 16th December, 2016 at the Town Hall, Rotherham, commencing at 2.00 p.m. and an invitation be extended to the representatives of Sheffield City Council to attend this meeting.

(2) That, if necessary, a meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be held on a date to be arranged during March, 2017.

(3) That the next annual meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be held on a date to be arranged during June or July, 2017 at the Town Hall, Rotherham, commencing at 2.00 p.m.