Agenda and draft minutes

South London Waste Partnership Joint Committee
Tuesday, 5th December, 2017 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

13.

Welcome and introductions

Minutes:

The Chair welcomed all those present.

 

14.

Apologies for absence and notification of substitutes

Minutes:

Apologies were received from Councillors Martin Whelton (Merton), Councillor Ross Garrod (Merton) with Councillor Nick Draper (Merton) attending as a substitute, Councillor Manuel Abellan (Sutton) with Councillor Nighat Piracha (Sutton) attending as a substitute and Councillor Stuart King (Croydon).

 

15.

Declarations of interest

Minutes:

There were no declarations of interest made.

 

16.

Minutes of the previous meeting pdf icon PDF 224 KB

To approve as a correct record the minutes of the meeting held on 12 September 2017.

Minutes:

RESOLVED: that the minutes of the meeting held on 12 September 2017 be agreed and signed as a correct record.

17.

Phase A & B Contract Management Report pdf icon PDF 448 KB

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

Additional documents:

Minutes:

The Contracts Manager for the South London Waste Partnership (SLWP), Andrea Keys, presented the report. The report provided an update on the performance data of the three Phase A Contracts, for the Quarter 1 and Quarter 2 period 1 April 2017 until 31 September 2017.

 

Under Contract 1 - There was 8.5% drop in waste resulting in savings of £90,000. There were no contractual issues to report.

 

Under Contract 2 - There was a slight drop in queuing time satisfaction levels, due to seasonal impacts.

 

Under Contract 3 - There were no contractual issues to report

 

The Contract Manager updated the committee on the Phase B Contract, which was said to be proceeding well and the construction phase should be completed no later than August  2018.

 

The Chair mentioned that leaflets regarding progress on the Energy Recovery Facility (ERF) had been circulated to residents.

 

RESOLVED: that the contents of the report be noted.

 

18.

South London Waste Partnership Budget Update pdf icon PDF 211 KB

This report provides an update on the Partnership’s budget position for month 7 (October) of the financial year and the projected outturn for the 2017/18 financial year.

Minutes:

The Finance Adviser, Michael Mackie, presented the report highlighting that at month 7, the forecast underspend for the year was £20k due to 2 posts currently being vacant (£50k), offset by maternity cover (£30k).  An offer of employment to the Contract Compliance Officer role had been made.

 

RESOLVED: that the contents of the report be noted.

 

19.

South London Waste Partnership Draft Budget 2018/19 pdf icon PDF 139 KB

This report provides the final budget for the Partnership for 2018/19, for its core activities.

Minutes:

The Finance Adviser, Michael Mackie, presented the report for members to agree the final proposed budget for 2018/19, which was unchanged from the draft budget reported to the committee on 12 September. This had an additional ‘one off’ resource in 2018/19 for external advisors for the first annual review of the Environmental Services contract for both Lots 1 and 2, and to assist with any issues arising from the commissioning of the Energy Recovery Facility.

 

RESOLVED that the final proposed budget for the core activities of the Partnership as set out at 2.1 of the report be agreed.

 

20.

South London Waste Partnership Joint Committee Remit Review pdf icon PDF 272 KB

This report looks into proposals to review the South London Waste Partnership Joint Committee remit.

Minutes:

The Strategic Partnership Manager, Annie Baker, presented the report, recommending that the remit of the committee should be reviewed, to consider if it should be expanded to include the waste collection contract.

 

Members felt the Committee should cover waste collection as well as waste disposal. The Assistant Director for Environment Commissioning said the following workshop would look in greater detail at the recommendations of the Sutton Scrutiny Committee, one of which was to expand the remit of the South London Waste Partnership Joint Committee.


RESOLVED that the proposals set out in Section 2 of the report be agreed.

21.

Communications Update pdf icon PDF 413 KB

This report 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.

Minutes:

The Communications and Engagement Advisor, John Haynes gave the communications update.

 

On Household Refuse and Recycling Centres (HRRCs) it was mentioned that the Partnership was supporting Veolia and Croydon to advertise the temporary closure of Fishers Farm HRRC for improvement works.  Customer satisfaction surveys continued on a rolling basis at HRRC across the SLWP region. The latest results reported queuing times had increased slightly but satisfaction generally remained high.  The SLWP is also working with Veolia to improve information signs at the HRRC sites..

 

On the Beddington Landfill Operations contact, work was well underway to create a new wetlands habitat, and there was a groundbreaking ceremony and photo opportunity at the site. There were also two further open days hosted by Viridor, which were fully booked.

 

In relation to Beddington ERF communications and stakeholder engagement, the Communications Advisor said the Partnership was continuing work with Viridor on a communications plan for when the ERF was operational. The latest edition of the Beddington Community Newsletter was delivered to 14,500 homes, and as a result of Viridor ERF construction workers passing 500,000 working hours without a ‘lost time incident’, a £1000 donation was made to Merton Mencap resulting in some good PR.

 

Finally on the Waste Minimisation Campaigns, there were good viewing figures and take up on the social media campaign in support of Recycle Week and 6 successful events had been held over the Summer and Autumn to encourage reuse and repair. The Partnership had also been shortlisted for a 2018 Local Government Chronicle Award.

 

Members commented that it would be great to invite residents of Beddington North to see that the works had started on the wetland habitat. The need was stressed for continued and timely communications to local residents on the ERF and Beddington Farmlands. It was felt that there was not enough information being fed back from Viridor, and this could be improved.

 

The Communications Adviser assured the Committee that the points would be taken back to Viridor to impress the need for clear, factual communication. Members also raised concerns regarding wider circulation of information and it was suggested that leaflets be placed in Libraries and other points of local interest.

 

RESOLVED: that the contents of the report be noted and commented upon.

 

22.

Any urgent business

Minutes:

There was no urgent business.

23.

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:

RESOLVED: that the public are excluded 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)

 

24.

Risk Register

Included in the exempt agenda supplement.

Minutes:

The risk register was reviewed.

 

25.

Date of the next meeting

The next meeting will be held on Tuesday 6 March 2018 at the London Borough of Sutton, Civic Offices.

Minutes:

The next meeting will be held on 6 March 2018 at the Sutton Civic Offices.