Agenda and minutes

Barnsley, Doncaster and Rotherham Joint Waste Board - Monday 3 December 2018 9.30 a.m.

Venue: Town Hall, Moorgate Street, Rotherham S60 2TH

Contact: Debbie Pons 

No. Item


Declarations of Interest


There were no Declarations of Interest reported at this meeting.


Minutes of the previous meeting held on 1st October, 2018 (copy attached) pdf icon PDF 65 KB


Consideration was given to the minutes of the previous meting of the Barnsley, Doncaster and Rotherham Joint Waste Board held on 1st October, 2018.


Agreed:-  That the minutes of the previous meeting be approved as a correct record.


Matters Arising

To discuss matters arising from the previous minutes, which are not included elsewhere on the agenda.


With regards to Minute No. 12 (BDR Joint Waste Project – Manager’s Report) it was noted that the briefing note in respect of the Renewi Contract was being reviewed by officers before it was formally shared.


BDR Managers Report 2018-19 pdf icon PDF 154 KB

·         Governance

·         Contract Delivery

·         Legal

·         Financial

·         Communications

·         Resources

·         Other

·         CLG Minutes

Additional documents:


Consideration was given to the update report of the BDR Project Manager covering the period September – October, 2018.


The Board welcomed Paul Hutchinson as the new BDR Senior Contract Officer to the meeting.


A number of issues were highlighted including:-


·             Contract delivery.

·             Recycling performance which needed further work.

·             Contract outputs.

·             Fly complaints and odours.

·             Fire protection improvements.

·             Fines clean up.

·             Grange Lane improvements.

·             Health and safety.

·             Operational management budget.

·             Community education.

·             Resources.

·             HWRC procurement.


Flies, particularly in hot weather, continued to be nuisance.  Actions would be taken to ensure spraying was commenced earlier in the year whilst avoiding resistance to chemicals.


There did need to be more education for residents around wrapping waste, containment and food waste hygiene in general.


Further legal information by way of a briefing note was circulated at the meeting relating to the key aspects of the new HWRC Contract.  This set out the position with regards to the use of “Reuse Champions” and the raising of awareness about the reuse facility at Conisbrough Depot and feasibility of introducing a retail outlet on site.


The digitisation proposals would also include the use of real time reporting.


Eight dedicated lift vehicles would also be included in the contract.  All vehicles to be used on the contract would be Euro 6 compliant.


There was also to be a focus on customer care with the aim of rolling out NVQ Level 2 Customer Care training to all staff.


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


Current Issues


Consideration was given to any current issues.


It was pointed out that support provided by officers and Members throughout the last few months and their co-operation with a potential claim was recognised.


Agreed:-  That the support from all officers and Board Members be formally recognised.


Risk Register pdf icon PDF 127 KB

Additional documents:


Consideration was given to the report which set out in detail the risks associated with the delivery of the BDR PFI Waste Facility contractual obligations now the facility was operational. The risks identified in the risk register were considered by the BDR Steering Committee every eight weeks. 


A number of risks were on the risk register and no new risk had been proposed to be included or deleted.


Risk 11 failure of plant and equipment – this risk had been downgraded due to the changes that have been implemented to both the kit and the engineering processes. An Engineering manager was in place and had made significant changes to the engineering processes. This had resulted in the plant being more stable.


Risk 8 - Collection changes and waste volumes. Although there may still be changes in waste volumes the service changes the Councils intended to implement in the short term have been modelled and the impacts on the facility have been agreed. The Significant Collection Change negotiation process was better understood for these reasons the risks have been downgraded.


Risk 1 Contractor not complying with the terms and conditions of the contract. There had been three years of reasonable performance and contract management processes in place hence it is proposed to downgrade this risk.


Risk 7 Insurance risks increase remained one of the highest risks. This was due to the hardening of the market and the requirement by the 3SE insurers for more mitigation equipment.


It was noted that there had been some discussion at the recent Steering Group relating to mitigation equipment.  This would be raised at the South Yorkshire Leaders’ Meeting.


Agreed:-  (1)  That the updated  Risk Register be received and the contents noted.


(2)  That any further risks be identified that requiring deleting or adding to the risk register.


Date, time and venue for the next meeting - to be confirmed


Agreed:-  That the next meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board be confirmed as soon as possible following consultation with the Chair.