Agenda and minutes

Barnsley, Doncaster and Rotherham Joint Waste Board - Monday 11 March 2019 9.30 a.m.

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

Contact: Debbie Pons 

No. Item


To determine if the following matters are to be considered under the categories suggested in accordance with the Local Government Act 1972.




That under Section 100(A)4 of the Local Government Act 1972, the public be excluded from the meeting during consideration of agenda items 7 and 9 on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of such Act indicated, as now amended by the Local Government (Access to Information)(Variation) Order 2006.


To determine any item which the Chair is of the opinion should be considered as a matter of urgency.


The Chair reported that there were no items of business requiring urgent consideration by Members at the meeting.


As this was the last meeting where Councillor Roy Miller would be a serving councillor from Barnsley MBC, the Chair led Members in paying tribute to his service and contribution to the Board and since the partnership was formed between the three authorities. The Chair invited the Mayor of Rotherham, Councillor Alan Buckley, to present a gift to Councillor Miller to recognise his service. Councillor Miller responded in kind to the compliments received.


Declarations of Interest


There were no declarations of interest reported at this meeting.


Minutes of the previous meeting held on 3rd December, 2018 and any matters arising pdf icon PDF 69 KB

Additional documents:


Consideration was given to the minutes of the previous meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board held on 3rd December, 2018.




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


BDR Managers Report 2018-19 pdf icon PDF 176 KB


·             Governance.

·             Contract Delivery.

·             Legal.

·             Financial.

·             Communications.

·             Resources.

·             Other.

·             CLG Minutes.

Additional documents:


Consideration was given to the update report of the BDR Manager covering the period from November 2018 to February 2019.


A number of issues were highlighted including:-


·         Resources

·         Contract Delivery

·         Complaints

·         Health and Safety

·         Legal

·         Finance

·         Human Resources

·         Household Waste and Recycling Centre Procurement


Discussions focused on fly complaints and odour and reference was made to the recent communications in the local community that were impacting on the perception of the BDR facility and inflating the number of complaints received. Further assurances were provided in respect of the actions being taken to manage the growth of the fly population prior to the warmer weather in the spring and summer. The Board felt that active engagement and communication from the BDR, coupled with a well promoted schedule of open days at the facility throughout the year would be required in addressing the concerns of the community. Members also recommended that officers continue to work with the Environment Agency to identify the cause of the odour in the area near to the BDR facility.


Members also focused on health and safety compliance data from April 2018 to January 2019. Officers detailed the actions undertaken by management to proactively monitor and manage the health and safety of staff at the BDR facility and Members welcomed the update.




That the report be received and its contents noted.





Current Issues


Consideration was given to any current issues.


Following on from the BDR Manager’s report (minute 27 refers), Members welcomed the notification that recycling rates were strong, although noted that the recycling of plastics had reduced and this was reflective of the national picture in respect of the recycling of plastics. It was further noted that the significant collection changes had occurred, specifically in Rotherham following the introduction of a new waste and recycling service.




That the update on current issues be noted.




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 register were considered by the BDR Steering Committee every eight weeks.


A number of risks were on the risk register and one new risk had been proposed to be included or deleted. A number of specific risks were highlighted:-


·            Risk 9 Change in Law risk - this risk had been increased due to the release of the Waste and Resource Strategy and supporting consultations. The consultation outcomes could result in legislative change that would potentially have impacts on service design in the region.

·            Risk 7 Insurance risks – this remained the highest risk although insurance had been obtained for 2019/20. This was due to the hardening of the market and the requirement by the 3SE insurers for more mitigation equipment that had not been installed

·            Risk 16 was a new risk – this risk had been added due to the financial pressures that the Contractor had faced.




1.      That the updated Risk Register be received and the contents noted.


2.      That any further risks be identified that require deletion or addition to risk register.  


Any Other Business.


·             Brexit.

Additional documents:


Reference was made to the implications of UK’s withdrawal from the European Union which was anticipated to take place on 29 March 2019. It was noted that the UK government had committed to converting the body of existing EU law in British law, “wherever practical”, on the date of exit through the European Union (Withdrawal) Act 2018.


It was noted that Local Resilience Forums were taking a lead role in the business continuity planning for the withdrawal from the EU. This planning included arrangements for continuity of fuel supply which would be critical in maintaining service delivery for the partnership.


Members noted the risk register in respect of the UK’s withdrawal from the EU.




That the update in respect of the implications of the UK’s withdrawal from the European Union be noted.


Date, time and venue for the next meeting




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