Agenda and draft minutes

South London Waste Partnership Joint Committee
Tuesday, 6th March, 2018 6.30 pm

Venue: Civic Offices, St Nicholas Way, Sutton SM1 1EA

Contact: Davena Palmer, Committee Email: Services,committeeservices@sutton.gov.uk, 020 8770 4990 

Items
No. Item

26.

Welcome and introductions

Minutes:

The Chair welcomed all those present.

 

27.

Apologies for absence and notification of substitutes

Minutes:

Apologies were received from Councillor Ross Garrod and Councillor Martin Whelton.

 

28.

Declarations of interest

Minutes:

There were no declarations of interest made.

29.

Minutes of the previous meeting pdf icon PDF 70 KB

To approve as a correct record the minutes of the meeting held on 5 December 2017.

 

To follow

Minutes:

As the meeting was not quorate the minutes of the meeting held on 5 December 2017 were to be agreed at the next meeting.

 

30.

Phase A & B Contract Management Report pdf icon PDF 449 KB

This report provides Joint Waste Committee with an update on the performance of the three Phase A Contracts applicable to the South London Waste Partnership:

i.        Contract 1 - Transport and Residual Waste management 

ii.       Contract 2 - HRRC services - HRRC site management and material recycling

iii.      Contract 3 - Marketing of recyclates and treatment of green and food waste

 

This report provides performance data for the period 1 April 2017 until 31 December 2017. 

 

This report also provides Joint Waste Committee with an update on the Phase B Contract.

Additional documents:

Minutes:

Annie Baker, Strategic Partnership Manager presented the report. The following was highlighted under the Phase A contract:

 

Under Contract 1 - the Partnership managed just over 165,000 tonnes of
residual waste, which shows a drop in waste of 9.5%. There was also a 24% diversion from landfill waste to the Lakeside ERF.

 

Members commented that less waste was going to landfill as people were recycling more, which showed that the Partnership was being successful. Members said further that this should be celebrated and asked if the Partnership was saying enough about it. John Haynes, Communications Advisor, said that the figures were due in large part to Sutton coming online under the contract.

 

Members commented that many people are very interested in environmental issues and half of London was aware and supportive of the new ultra-low emission zone to reduce road pollution. The Chair said that under the contract Sutton was recycling over 50% of waste which was very high and placed Sutton ahead of the game.

 

Under Contract 2 - customer satisfaction was reported to well above the 80% target. Two of the Household Reuse and Recycling sites were currently missing the 75% recycling target, but were still on track to achieve the target by the end of the reporting period.

 

Under Contract 3 - it was noted that work was ongoing across all boroughs to reduce waste contamination.

 

Under the Phase B contract it was explained that with the construction phase most of works were already complete and there were no expected changes to the timetable.

 

Members asked when the ERF would be up and running and who would be accountable for reporting the emissions. It was mentioned that it would be a good idea to show the emissions publicly on the SLWP website. The Strategic Partnership Manager responded that the ERF should be commencing work in August 2018 and officers were looking at how best to display the information.

 

31.

South London Waste Partnership Budget Update pdf icon PDF 213 KB

This paper provides an update on the Partnership’s budget position for month 10 (January) of the financial year and the projected outturn for the 2017/18 financial year.

Minutes:

Michael Mackie, Finance Lead, presented the report and it was highlighted that there was a £90,000 forecast underspend in the budget and the major variances were detailed in paragraphs 2.3 to 2.6 in the report.

 

The Chair asked if the Contract Compliance Officer was now in post, and the Finance Lead confirmed that they were.

 

32.

Communications Update pdf icon PDF 360 KB

This paper provides an update to members of the South London Waste Partnership Joint Committee on communications and stakeholder engagement activities relating to the Partnership’s Phase A (transport & residual waste management, HRRC services and marketing of recyclates) and Phase B (residual waste treatment) contracts.

 

This report focuses on activity that has taken place between November 2017 and February 2018.

 

Additional documents:

Minutes:

John Haynes, Communications Advisor, presented the report. The following was highlighted:

 

Household Reuse and Recycling Centres (HRRCs):-

 

The Fishers Farm Household Reuse and Recycling Centre in Croydon re-opened on the 23 December 2017 and the feedback was that people appreciated the new layout. The next round of customer satisfaction surveys would take place on the site in April 2018.

 

For the customer satisfaction survey all 6 sites were visited and the results summary was appended to the report. Overall the feedback was very positive showing a reduction in queuing times. The data would be fed back at the contract management meeting.

 

Veolia’s communications resource will work across both the collections and HRRC contracts, and the team will be looking at new methods to engage with staff, and installing ‘good to know’ signs on the sites focusing on wood & timber, scrap metal and electricals.

 

Beddington Landfill Operations:-

 

The latest edition of the community newsletter was circulated to households in and around the Beddington area on the 18 January 2018 and there was a particularly good turnout for the Beddington Liaison Group meeting. There was lots of engagement and an update on the restoration plan was given by Viridor. The plan will be made public in the near future.

 

Phase B Background -

 

The ERF has entered the commissioning phase and officers are identifying the key milestones to update the public on.

 

An update on the SDEN network was provided at the Community Liaison Group meeting.  SLWP and Viridor continue to discuss plans for the Beddington ERF Visitor Centre. A further update will be provided soon.

 

Awards:-

 

It was noted that the Partnership was shortlisted for the 2018 LGC Award taking place later in the month.

 

Members asked what was included in the job description of the Contract Compliance Officer and whether it included customer satisfaction. Annie Baker, Strategic Partnership Manager, explained that the role included health and safety, permitting and other contract compliance matters. The environmental service contract was outside the remit of the committee.

 

Members commented that the HRRC Veolia staff were popular and helpful to residents and could be trained and used as a good resource to instruct residents on where items should go on-site. The Communications Advisor said they were working on site books where staff can provide feedback and flag up good stories to share.

 

The Chair asked what the restoration timescale was for Beddington Farmlands. The Communications Advisor said that a detailed plan with timescales was currently with the Beddington Conservation and Access Management Committee (CAMC) for consultation.

 

33.

Meeting Dates 2018/19

To confirm the following dates for 2018/19:

 

The meetings will be held at Merton Council Offices

 

Tuesday 11 September 2018

 

Tuesday 4 December 2018

 

Tuesday 2 April 2019

 

Tuesday 18 June 2019

 

Minutes:

The meeting dates for 2018/19 were noted.

34.

Any urgent business

Minutes:

There were no urgent items.

35.

Exclusion of the Press and Public

To exclude the public from the meeting under Section 100(A)(4) of the Local Government Act 1972 on the grounds that it is likely that exempt information, as defined in paragraph 3 of Part I of Schedule 12A to the Act, would be disclosed and the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

This paragraph covers information relating to the financial or business affairs of any particular person (including the authority holding that information)

Minutes:

The Chair requested that any members of the press or public excuse themselves from the meeting for the following item.

36.

Risk Register

Included in the exempt agenda supplement.

Minutes:

The risk register was reviewed.

 

37.

Date of the next meeting

The next meeting will be held on Wednesday 13 June 2018 at the London Borough of Sutton, Civic Offices.

Minutes:

The next meeting will be held at Sutton Civic Offices on 13 June 2018.