Agenda and draft minutes

Dorset Waste Partnership Joint Committee
Thursday, 17th January, 2019 10.00 am

Venue: Council Chamber, Purbeck District Council, Westport House, Wareham, BH20 4PP. View directions

Contact: Denise Hunt  01305 224878 - Email: d.hunt@dorsetcc.gov.uk

Items
No. Item

1.

Apologies for Absence

To receive any apologies for absence.

Minutes:

Apologies for absence were received from Councillor Alan Thacker (West Dorset District Council), Councillor Daryl Turner (Dorset County Council), Paul Ackrill (Finance and Commercial Manager) and Jim McManus (Treasurer).

 

Substitute members who attended the meeting included Councillors Patricia Jamieson (Christchurch Borough Council) and Timothy Yarker (West Dorset District Council).

2.

Code of Conduct

Councillors are required to comply with the requirements of the Localism Act 2011 regarding disclosable pecuniary interests.

 

§     Check if there is an item of business on this agenda in which the member or other relevant person has a disclosable pecuniary interest.

§     Check that the interest has been notified to the Monitoring Officer (in writing) and entered in the Register (if not this must be done on the form available from the clerk within 28 days).

§     Disclose the interest at the meeting (in accordance with the County Council’s Code of Conduct) and in the absence of a dispensation to speak and/or vote, withdraw from any consideration of the item.

 

The Register of Interests is available on Dorsetforyou.com and the list of disclosable

pecuniary interests is set out on the reverse of the form.

Minutes:

There were no declarations by members of any disclosable pecuniary interests under the Code of Conduct.

3.

Minutes pdf icon PDF 98 KB

To confirm and sign the minutes of the meeting held on 5 November 2018.

Minutes:

The minutes of the meeting held on 5 November 2018 were confirmed and signed.

4.

Public Participation

(a)               Public Speaking

 

(b)               Petitions

Minutes:

Public Speaking

There were no public questions received at the meeting in accordance with Standing Order 21(1).

 

There were no public statements received at the meeting in accordance with Standing Order 21(2).

 

Petitions

There were no petitions received in accordance with the County Council’s petition scheme at this meeting. 

5.

Forward Plan 2019 pdf icon PDF 77 KB

To consider a report by the Head of Service (Strategy) of the Dorset Waste Partnership (attached).

Additional documents:

Minutes:

The Joint Committee noted the 2 items for consideration at the meeting on 18 March 2019.

 

The Chairman advised members that it might be necessary to cancel this meeting should the financial position not change significantly as this might not serve members' time usefully.

6.

Finance and Performance Report - January 2019 pdf icon PDF 105 KB

To consider a report by the Director of the Dorset Waste Partnership (attached).

Additional documents:

Minutes:

The Joint Committee considered a report by the Director of the Dorset Waste Partnership (DWP) that showed a projected adverse variance of £74k against a budget of £33.5m. This was an improvement from the previous forecast variance of £180k.

 

The adverse variance of £356k in the transport budget was likely to continue to worsen due to the costs of fuel and vehicle maintenance.  The cost of fuel had come down and plateaued to the amount budgeted for, however, this had been higher at the start of the financial year.

 

Higher costs of vehicle maintenance had arisen due to the ageing fleet based in East Dorset, North Dorset and Christchurch where vehicles were reaching the end of life.  This had resulted in increased break downs and more costly repairs.  A report on the vehicle replacement programme was due to be considered by the Shadow Executive in February 2019.

 

The dry mixed recyclate budget line had seen a significant improvement with the price stabilising at approximately £20 per tonne which had brought down the 12 month average figure.  The adverse variance had been inevitable as this budget had been set at zero at the beginning of the financial year.

 

The new positive variance of £142k with respect to garden waste followed the most recent sign up period when more customers had signed up than anticipated.  It was confirmed that there would be a small reorganisation of the garden waste rounds to absorb the additional customers without the need to create new rounds with the associated costs of vehicles and crews.

 

The overall picture was therefore positive, with a small overspend of £74k on the £33.5m budget that could be adequately covered by the Budget Equalisation Reserve (BER), which remained at £1.2m.

 

Councillor Phipps asked how the outstanding amount in the reserves for Christchurch Borough Council would be dealt with in light of the disaggregation of services to the Bournemouth, Christchurch and Poole Council (BCP), and further to agreement that BCP would purchase services from the Dorset Council to carry out its waste function from 1 April 2019 for a year. 

 

The Joint Committee was informed that this would form part of the Delegation of Waste Function from BCP Council to Dorset Council and would be dealt with as part of the legal agreement. 

 

Members asked questions in relation to the costs of maintenance of older vehicles, progress with the vehicle replacement programme and whether purchase or leasing of vehicles was the best option.

 

The Director informed members that further to consideration of a recommendation by the Joint Committee for the replacement of vehicles in East Dorset and Christchurch, officers had been asked to revisit the proposal as the total of all of the capital bids across the Shadow Council were unaffordable. 

 

Officers had subsequently proposed splitting the vehicle procurement over 2 years, dealing firstly with the replacement of vehicles in East Dorset in 2019/20 where there was no in-house repair facility, and North Dorset in 2020/21 as this area had the benefit  ...  view the full minutes text for item 6.

7.

Internal Audit Progress Report - January 2019 pdf icon PDF 167 KB

To consider a report by the South West Audit Partnership (SWAP) (attached).

Minutes:

The Joint Committee considered a report by the South West Audit Partnership (SWAP) that provided an update on progress with the audit work in relation to benchmarking the service with other areas of the country.

 

The benchmarking exercise had proved very difficult due to the way in which the comparator organisations operated and the inability to share data due to commercial sensitivity.  Given these limitations the audit had found that the DWP appeared favourable when compared with Somerset. 

 

Members expressed some frustration that the DWP could not easily be compared with other organisations of a similar size, demographic area and waste profile.

 

The Director advised that comparator local authorities could be very different in the way in which finances and contracts were structured making each one unique and difficult to compare.  At a national level, the DWP was part of a research project with the Association of Directors of Economy, Planning and Transport (ADEPT) and Cranfield University to develop an academic model that could be used to develop meaningful performance comparators in future. 

 

Noted

8.

Resources and Waste Strategy for England pdf icon PDF 103 KB

To consider a report by the Head of Service (Strategy) of the Dorset Waste Partnership (attached).

Additional documents:

Minutes:

The Joint Committee received an information report concerning the Resources and Waste Strategy for England that had been launched by Government on 18 December 2018.  Any future waste policy decisions would need to take account of the new Strategy and the DWP and Dorset Council would be actively engaged in the forthcoming consultations.

 

The Head of Service (Strategy) outlined the Strategy that had been well received and was structured in 3 parts with 5 strategic ambitions.  It would be important to allocate officer time to respond to the 7 consultations planned in 2019 as a way of shaping government policy and to apply for available funding.  The DWP had already achieved certain elements outlined in the Strategy and there was a need to ensure that Dorset Council was in a position to access funding to take it to the next level and was not disadvantaged by other organisations that had been less proactive.

 

Members highlighted the importance of engaging with MPs on the Strategy and to express a view with regard to the free collection of garden waste that would place an undue burden on local authorities.

 

Noted

9.

Dorset Waste Partnership Corporate Risk Register pdf icon PDF 81 KB

To consider a report by the Head of Service (Strategy) of the Dorset Waste Partnership (attached).

Additional documents:

Minutes:

The Joint Committee considered the corporate risk register for the DWP that had improved overall due to an improvement in Risks 1 and 2 in relation to the overspend and the level of the BER to cover this overspend which were now identified as low risks.

 

Members highlighted the risk in relation to maintaining and developing infrastructure to meet DWP needs, particularly in relation to pressures on existing Household Recycling Centres (HRCs) and neighbouring authorities restricting Dorset residents from accessing HRCs.

 

The Head of Service (Strategy) advised that the infrastructure report approved in 2017 would be used as a basis for the strategic vision on what would be needed in future, and that more information would become available on a wide range of assets once the Dorset Council came into being on 1 April 2019.

 

Noted

10.

Questions from Councillors

To answer any questions received in writing by the Chief Executive by not later than 10.00am on 14 January 2019.

Minutes:

No questions were asked by members under Standing Order 20.

 

11.

Exempt Business

To consider passing the following resolution:

 

To agree that in accordance with Section 100 A (4) of the Local Government Act 1972 to exclude the public from the meeting in relation to the business specified below it is likely that if members of the public were present, there would be disclosure to them of exempt information as defined in the paragraph detailed below of Part 1 of Schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing the information to the public.

Minutes:

Resolved

That in accordance with Section 100 A (4) of the Local Government Act 1972 to exclude the public from the meeting in relation to the business specified in minute 12 as it was likely that if members of the public were present, there would be disclosure to them of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act and the public interest in withholding the information outweighs the public interest in disclosing the information to the public.

12.

Public Consultation on Somerley HRC Usage

To consider an exempt report by the Director of the Dorset Waste Partnership

 

(Please note that this report has been added to the agenda as an urgent item).

Minutes:

The Committee considered an exempt report by the Director of the Dorset Waste Partnership concerning public consultation on Somerley HRC usage.

 

The Director provided some background information on the existing arrangements and advised that, subject to Joint Committee approval, public consultation would take place during February 2019 using a combination of social media and paper-based consultation.  Having a public view would assist the Dorset Council in its decision making during the Summer 2019.

 

Members asked to see the wording of the draft consultation document and it was agreed that this would be circulated following agreement of the wording by the Chairman.

 

Resolved

That a public consultation to commence early February 2019 in the East Dorset area to gather public opinion on the proposed charges from Hampshire County Council on the use of the Somerley HRC site from April 2020 be approved.