Agenda and minutes

Agreed:- That Councillor Emma Hoddinott of Rotherham Metropolitan Borough Council be appointed Chair of the Barnsley, Doncaster and Rotherham Joint Waste Board for the 2018/2019 Municipal Year.

Agreed:- That Councillor Roy Miller of Barnsley Metropolitan Borough Council be appointed Vice-Chair of the Barnsley, Doncaster and Rotherham Joint Waste Board for the 2018/2019 Municipal Year.

In the absence of both the Chair and the Vice-Chair, it was agreed that Councillor S. Sansome (Rotherham MBC) be appointed Chair of this meeting.

(Councillor Sansome in the Chair)

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 26th February, 2018.

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 Barnsley, Doncaster and Rotherham Joint Waste Manager submitted a report stating that one of the contractual documents entered into between the Barnsley, Doncaster and Rotherham Local Authorities at financial close of the BDR Waste PFI project was an Inter-Authority Agreement (IAA). This IAA creates the Joint Waste Board (“JWB”) as a joint committee pursuant to Section 101(5) of the Local Government Act 1972, which is established as part of the joint working arrangements between the Local Authorities for the management and administration of what are termed Relevant Contracts under the IAA. At the date of today’s meeting, the BDR Waste PFI Contract is the only Relevant Contract to which the IAA applies and is referred to as the “Principal Contract”.

The submitted report detailed how the functions of this Joint Waste Board will be delegated down to the BDR Steering Committee and the BDR Manager in order to deal more efficiently with the day-to-day decisions that will be required under the Principal Contract. All decisions of the JWB, BDR Steering Committee and the BDR Manager will be made in accordance with the provisions of the prevailing Inter-Authority Agreement.

The report highlighted that these arrangements may be altered during October or November 2018, subject to the approval of the Joint Waste Board.

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

(2) That the Joint Waste Board notes that:-

(a) with the exception of the decisions reserved to the Local Authorities for a unanimous decision under the Inter-Authority Agreement, all other decisions in respect of the Principal Contract are delegated by the Joint Waste Board to the Authorised BDR Steering Committee Member;

(b) the Authorised BDR Steering Committee Member may elect to delegate certain decisions to the BDR Manager;

(c) the BDR Manager may delegate any decisions delegated to them to a member of the Joint Waste Team (if the right to delegate is granted by the Authorised BDR Steering Committee Member); and

(d) Barnsley Metropolitan Borough Council’s representative on the BDR Steering Committee will be the Authorised BDR Steering Committee Member for 2018/19 until such time as the Doncaster Metropolitan Borough Council’s representative becomes available.

·         Governance

·         Contract Delivery

·         Legal

·         Financial

·         Communications

·         Resources

·         Other

·         Renewi Corporate Social Responsibility Fund

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 April 2017 to March 2018:-

-          BDR Liaison Committee elected a new Chair, Mr. A. Comerford;

-          BDR Liasion Committee new key priorities agreed for 2017/18;

-          Contract delivery (including performance and targets);

-          Complaints;

-          Health and Safety;

-          Finance – the Operational Management Budget Out-turn 2017/18;

-          Communications;

-          Resources;

-          South Yorkshire Municipal Waste Strategy;

-          Renewi Corporate Social Responsibility Fund.

Agreed:- That the BDR Manager’s Annual Report 2017/18 be received and its contents noted.

During the spell of hot weather, there had been several complaints about flies from the Bolton Road site. The damage caused to the doors of the Mechanical Biological Treatment building and the replacement of those doors had potentially contributed to an increase in the number of flies.

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 fourteen risks are registered, with none added and none deleted since the last Joint Waste Board meeting held on 26th February, 2018.  

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

: if necessary, a meeting shall be held during September, 2018, on a date to be arranged.

: a meeting on a date to be arranged during December, 2018.

: if necessary, a meeting shall be held during March, 2019, on a date to be arranged.

: annual meeting on a date to be arranged during June or July, 2019.

Agreed:- (1) That the next meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be held on Friday, 21st September, 2018, at the Town Hall, Rotherham, commencing at 2.30 p.m.

(2) That the next following meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be held on a Friday during November or December, 2018 at the Town Hall, Rotherham.