Agenda and draft minutes

Barnsley, Doncaster and Rotherham Joint Waste Board - Monday 2 December 2019 9.00 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 from the Joint Waste Board Members Meeting held on 30th September, 2019 and Matters Arising pdf icon PDF 74 KB


Consideration was given to the minutes of the previous meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board held on 30th September, 2019.


With regards to Minute No. 36(3) it was reported that once the report template was received following approval this would forwarded on.


In terms of Minute No. 36(4) and the potential to webcast the Joint Waste Board, it was noted that this was subject to further discussion regarding potential cost and dates/times of future meetings to fit in with the Council Chamber access.


Reference was also made to Minute No. 38 and the need for clarity on the arrangements for the disposal of clinical waste across South Yorkshire.  This would be included as an agenda item for discussion at the next meeting.


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


Joint Waste Board - Inter authority Agreement Delegations Report


Inter Authority Agreement Delegations Report (to follow)


Consideration of this item was deferred pending approval.  The document would be circulated to the Joint Waste Board Members as soon as it was received.


BDR Manager's Report August to October 2019 pdf icon PDF 161 KB


·            Governance

·            Contract Delivery

·            Legal

·            Financial

·            Communications

·            Resources

·            Other

·            Liaison Committee Minutes

·            Glossary of Terms


(Exempt under Paragraph 3 of Part 1 of Schedule 12(A) of such Act indicated, as now amended by the Local Government (Access to Information) (Variation) Order 2006)

Additional documents:


Consideration was given to the update report of the BDR Manager covering the period from August to October, 2019.


A number of issues were highlighted including:-


·       Governance.

·       Contract Delivery.

·       Legal.

·       Financial.

·       Communications.

·       Resources.

·       Other.

·       Liaison Committee Minutes.

·       Glossary of Terms.


The Joint Waste Board were advised the BDR CELO secondment had been extended and she was working on a calendar of events.


Reference was also made to the Fire Protection Works which were almost complete, but had been delayed slightly due to the recent flooding.  It was anticipated the works would be completed by the 16th December, 2019 pending any revision requests.


The discussion referred to fly complaints and the proactive plans being taken with the contractor and the Environment Agency that may be associated with the plant.  The contractor had since changed the fly management chemical that suffocated flies with a much less chance of resistance and there was discussion around advising residents to ensure food waste was securely wrapped prior to placing in the bin.


A complaint by a local resident had also been made to all three Leaders of the Council regarding flies and on identification of the species they were found to be corn flies and unrelated to the plant.


In terms of odour emanating from the plant work was ongoing with the Environment Agency on the bio filters following the formation of a crust.  Once it was established the mitigation works to bio filter number one were working, action would then be taken to ensure bio filter number two was performing.


The Environment Agency were notifying local residents accordingly on action being taken.


The Joint Waste Board welcomed the action being taken on both fly control and odour in collaboration with the Environment Agency and thought it quite bizarre that odour complaints were more prevalent in the winter months.


It was also noted that a noise complaint from a resident in Swinton was being investigated.


The Joint Waste Board were also advised that during the recent floods one of the access/egress routes into the plant was inaccessible.  However, the contractor was able to continue processing all waste having utilised a waste transfer station in Barnsley.


Resolved:-  That the report be received and the contents noted.


Current Issues


Consideration was given to the current issue that remained ongoing in terms of insurance and the insurance brokers work with the insurance market, which may have an impact on the insurance costs following fire improvement works.


It was noted that insurance would be provided this year.


Resolved:-  That the update be noted.


Risk Register pdf icon PDF 126 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.


Whilst there were a number of risks on the risk register nothing had changed since the previous meeting.


Discussion ensued on the current score for Risk Number 16 should the contractor exit the UK market due to financial pressures and it was noted that a good relationship currently existed with no indication this was at risk.


However, Councils would be able to identify areas where they could work with the contractor should this be necessary with mitigating measures and negotiations being put in place for the plant to continue to operate.  The position would continue to be monitored.


The Joint Waste Board were also mindful of any potential changes in Government Law/Regulations which the Government had pledged to fund


Resolved:-  (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


There were no other matters of business to discuss.


Date, time and venue for the next meeting


Resolved:-    That the next meeting of the Barnsley, Doncaster and Rotherham Joint Waste Board take place on Monday, 16th March, 2020 at Rotherham Town Hall (time to be confirmed).