Meeting documents

Apologies for absence were received from Peter Finney, Robert Gould, Colin Bungey, Ray Nowak, Alan Thacker, David Walsh and Peter Webb.

Councillor Margaret Phipps declared a disclosable pecuniary interest in item 12 – Commercial Waste Pricing Policy and Item 13 – Commercial Services Business Plans 2017-18 as she had a commercial bin for her business.  It was confirmed that she would not take part in the debate and leave the room during consideration of these items.

To confirm and sign the minutes of the meeting held on 16 January 2017.

The minutes of the meeting held on 16 January 2016 were confirmed and signed.

Public Speaking

A public question was received at the meeting in accordance with Host Authority Standing Order 21(1) which the Chairman read aloud on behalf of Mr J Graham who was unable to attend the meeting. Both the question and response provided by the DWP Director at the meeting are attached as an annexure to these minutes.

The Chairman confirmed that he would send the response to Mr Graham and that this would also be circulated members of the Joint Committee following the meeting.

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. 

To consider the minutes of the Dorset Waste Partnership Joint Scrutiny Group held on 18 November 2016 and 10 February 2017.

The minutes of the DWP Joint Scrutiny Group meetings held on 18 November 2016 and 10 February 2017 were noted.

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

The Joint Committee considered the forward plan and members were informed that an item regarding the Recycle for Dorset Service Policy was likely to be considered at the meeting on 12 June 2017.

Noted

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

The Joint Committee considered a report by the Director of the Dorset Waste Partnership (DWP) which set out the key performance trends, risks of variance in income and expenditure and predicted underspend of £2.656M in the 2016/17 revenue budget.

The Director of the DWP outlined some of the reasons for the underspend and explained the following points in relation to those savings that had been categorised as "likely":-

·      A £112k positive variance arising from slippage in the vehicle replacement programme would be incurred in 2017/18;

·      Other central costs related mainly to agency staff;

·      Positive variances in the commercial trading accounts were due to growth in excess of that predicted for both trade and garden waste;

·      A significant positive variance in the waste disposal budget due to the diversion of 15,000 tonnes of residual waste following installation of a new bailer at the New Earth Solutions facility.  In addition, the disposal of waste from Household Recycling Centres (HRCs) was being dealt with by W&S, however there was some uncertainty whether this was sustainable and officers would be meeting with the contractor the following week to discuss this;

·      A positive net effect in fuel and transport related costs, but the need to keep a close eye on prices in 2017/18;

·      A new area of savings identified in the operations (collections) revenue budgets.  This largely related to staffing costs due to a reduction in long term sickness levels and associated use of agency staff and tighter budgetary controls in place since December 2016;

·      Savings on recyclate prices remained positive and the DWP was currently receiving a small income for recyclate.

Although mindful of the budget risks outlined in the report, members of the Joint Committee congratulated the DWP team for an excellent achievement.  Members encouraged continuation of the education programme so that the momentum was maintained and the public understood the costs of irresponsible behaviour such as fly tipping. The Chairman stated that the DWP was proactive in education and he had recently been involved in launching a competition for students.

The Director of the DWP confirmed that the two recycling officers each focussed on primary and secondary schools and identified opportunities to link into the national curriculum where possible.  However, she appreciated that in the absence of a national standard, the service was confusing for some people and there was also a focus on "right stuff right bin" campaign to reduce contamination of recyclate and ensure that there was reinforcement of the Dorset message to residents. She reminded members that they were also advocates of the service and could refer residents to the website which provided a wealth of information.  It would be important to keep providing the information in future in order to maintain recycling rates. 

Members suggested exploring ways to improve engagement with the press and were informed that the Senior Communications Officer already worked closely with the press in relaying positive press releases.  In addition, information via Dorset for You, twitter, facebook and an e-newsletter was also  ...  view the full minutes text for item 19.

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

The Joint Committee considered an update report on the Joint Municipal Waste Management Strategy for Dorset 2008 – 2033.

The Head of Service (Strategy) advised of a change to the report recommendation in order to approve an addendum to the Joint Municipal Waste Strategy outlined in Appendix 1 and 2 of the report. 

Councillor Phipps wished it to be noted that the reference to Local Government Reform (LGR) in the report could have a considerable impact on the costs of the Partnership, particularly in relation to the potential withdrawal of Christchurch Borough Council from the Partnership.  She referred to references made at a briefing with Christchurch Borough Councillors prior to the meeting that this could have an impact on costs and divert administrative resources away from other work. 

The Director clarified that LGR could have an impact on the work programme and priorities that had been identified for 2017/18 in that it would divert staff resources from other projects. However, the impact on DWP finances would not be apparent until such time as the options and implications were known.

The Chairman stated that LGR would result in the disaggregation of a wide range of county council services and that it might be deemed a reasonable proposition to preserve the existing waste service in the short to medium term in order to allow greater focus on the reorganisation of other public services.  He reflected that the revised Waste Strategy set out a long term view that required some imagination regarding the future shape of the service.  The infrastructure review, to be considered at the next meeting, would be a key element that would define the capability of the DWP for many years ahead as well as having the capacity to limit its flexibility for change.  This therefore represented an opportunity for a long term view of what the service would look like going forward.

Resolved

That the addendum to the Joint Municipal Waste Management Strategy 2008 – 2033 outlined in appendices 1 and 2 of the report be approved.

Reason for Decision

1   To ensure that the Joint Municipal Waste Management Strategy for Dorset continued to set out the strategic direction and vision for municipal waste management for the period up to 2033.

2   To ensure that the Joint Municipal Waste Management Strategy for Dorset remained a valid, high level document which could provide a framework for future decisions regarding waste management in Dorset.

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

The Joint Committee considered a report that proposed a reduction in those KPIs that were formally reported from 24 to 12 to allow the key information to be presented to Joint Committee via e-mail.

The Director highlighted some new key performance indicators relating to street cleanliness and the number of enforcement actions taken, including fly tipping, commercial duty of care and littering.

Resolved

1    That the set of 12 KPIs for 2017/18 be approved;

2    That the annual targets for the 12 KPIs be approved; and

3    That waste performance data is provided on a DWP wide basis only.

Reason for Decisions

To inform Joint Committee of the DWP KPI’s and targets for 2017/18, and so that figures reflected the increased cross boundary working, sharing of waste disposal locations and differences in social demographics.

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

The Joint Committee considered a report requesting removal of the public convenience cleansing service from the Service Agreement with East Dorset District Council (EDDC).

The Director explained that removal of the service represented a saving for EDDC and that other partner contributions would not be affected. The change in service would mean that staff could be reallocated to other duties in addition to less reliance on agency staff. 

Resolved

1   That a reduction in service in the East Dorset District Council area in the removal of the public convenience cleansing service from of 01 April 2017 be approved; and,

2   That an adjustment to East Dorset District Council’s contribution to the DWP budget from 2017/18 be approved so that the full net savings are passed on to East Dorset District Council.

Some questions were submitted by Councillor Margaret Phipps, a Member of the DWP Joint Committee.

Both the questions and responses were given at the meeting and are attached as an annexure to these minutes.  It was agreed that this would be circulated to members of the Joint Committee following the meeting.

Resolved

That under Section 100A (4) of the Local Government Act 1972, the public be excluded from the meeting for minute numbers 25 and 26 because it was likely that if members of the public were present, there would be a disclosure to them of exempt information as defined in the paragraph 3 of Part 1 of Schedule 12A and the public interest in withholding the information outweighed the public interest in disclosing that information.

To consider a report by the Finance and Commercial Manager of the Dorset Waste Partnership (attached).

The Joint Committee considered an exempt report setting out a revised pricing structure for the DWP Commercial Waste Service.

Councillor Margaret Phipps left the room for consideration of this and the following items.

Resolved

1   That the proposed pricing strategy be approved; and,

2   That authority be delegated to the Director to set prices and vary prices, subject to the outcome of formal reviews and being reported to the Joint Committee via the finance reports.

Reason for Decisions

To ensure the commercial waste service recovered its own costs and was not subsidised by the domestic service and to allow the DWP to provide prices that were competitive, flexible and which maximised contributions to overheads.

To consider a report by the Finance and Commercial Manager of the Dorset Waste

Partnership (attached).

The Joint Committee considered an exempt report concerning the Business Plans for Commercial Services in 2017-18.

Councillor Margaret Phipps was not present during consideration of this item.

Resolved

That the Commercial Waste Business Plan 2017-18 and Garden Waste Service Business Plan 2017-18 be adopted.

Reason for Decision

To achieve the vision and strategic aims of the DWP.