Agenda and draft minutes

Barnsley, Doncaster and Rotherham Joint Waste Board - Monday 14 December 2020 9.30 a.m.

Venue: Microsoft Teams

Contact: Dawn Mitchell, Governance Advisor 

No. Item


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




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


There were no urgent items to consider.



Apologies for absence


Apologies for absence had been received from Matthew Gladstone and David Coulson.


Declarations of Interest


There were no declarations of interest.



Minutes of the previous meeting held on 28 September 2020 (copy attached) pdf icon PDF 133 KB


The Minutes of the previous meeting were approved.



Matters Arising

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


There were no matters arising.


BDR Manager's Report pdf icon PDF 507 KB

·         Governance

·         Contract Delivery

·         Legal

·         Financial

·         Communications

·         Resources

·         Glossary of Terms


Additional documents:


The Barnsley, Doncaster and Rotherham Waste Partnership Manager presented a report which highlighted and updated the following issues relating to the Joint Waste Private Finance Initiative (PFI) for the period April to October 2020:-


-      Resources

-      Contract Delivery

-      Community Liaison Group

-      Bolton Road

-      Complaints

-      Grange Lane

-      Health and Safety

-      Financial

-      Communications

-      Resources

-      Joint Working and BDR Support


In response to questions, the BDR Manager confirmed that it was normal to have odour complaints in winter as the steam coming from the plant was more visible. It was confirmed that the Biofilter 2 refurbishment works were scheduled to commence in 2020 which should result in fewer complaints. The BDR Manager also confirmed that work had been undertaken between Renewi and the Environment Agency to address the fly issue. One of the concerns that had been highlighted was that fly larvae were being delivered to the plant in the collected waste.


The plant had performed well during the pandemic with the contractors ensuring standards were maintained. Recycling rates had increased from 12% for 2019/20 to 14.56% for 2020/21. Tonnages had increased due to Covid but the contractor was managing the increase and the plant was performing. There was a slight variance to the agreed budget due to the increases but officers were confident that the final budget would be in the region of an agreed new forecast for the year 2020/21.


The BDR Manager explained to the Board the “close call” protocols that were in place. The fact that the number was high was a good sign that health and safety practices were being followed and that lessons were being learnt. All employees were encouraged to report near misses in order to improve safety in the working environment.


Resolved:-  That the report be noted.



Current Issues


The Board were informed that the insurance was due for renewal. Nigel Naisbitt confirmed that renewal costs were up across the waste market. It was agreed that an update on the insurance renewal be brought to the next meeting.



Risk Register pdf icon PDF 154 KB

Additional documents:


The BDR Manager and the Assistant Director for Community Safety and Street Scene confirmed that whilst the transition from the EU was on the risk register, the risk was low as plans were in place. It was also confirmed that waste material went to local sites and as such should not be disrupted by the United Kingdom leaving the European Union.



Exclusion of the Press and Public

The report for Agenda Item No. 11 is exempt. Therefore, if necessary when considering that item, the Chair will move the following resolution:-


That under Section 100(A) 4 of the Local Government Act 1972, the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in 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.



Resolved:-  That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for Minute 79 on the grounds that the report involves the disclosure of exempt information as defined in 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.



Any Other Business


The Board were given an update on a business case that had been prepared regarding bin hygiene. It was confirmed that a budget was already in place for the project and as such the Board were just asked for comments and to note the report.


Agreed –


(1)  that the report be noted;

(2)  that the timescales in the report be amended to include more flexibility; and

(3)  that the table at page 36 of the pack be split into separate authorities with explanations of the costs.



Date, time and venue for the next meeting

Monday 15 March, 2021, commencing at 9.30 am.


The next meeting would be held on Monday 15 March, 2021 at 9.30am. It was anticipated that the meeting would be held on Microsoft Teams.