Meeting documents

To elect a Chairman of the Joint Committee for the remainder of the year 2018/19.

Resolved

That Anthony Alford be elected Chairman of the Joint Committee for the year 2018/19.

To appoint a Vice-Chairman of the Joint Committee for the remainder of the year 2018/19.

Resolved

That Michael Roake be elected Vice-Chairman of the Joint Committee for the year 2018/19.

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

Apologies for absence were received from Councillor Kevin Brookes and Grace Evans (Legal Advisor).

To note the Joint Committee's Terms of Reference (attached).

The Committee received the Terms of Reference for the Joint Committee.

Noted

To confirm and sign the minutes of the meeting held on 20 March 2018.

The minutes of the meeting held on 20 March 2018 were confirmed and signed.

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. 

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

The Joint Committee considered its work programme and members asked about the process to be followed in respect of the Vehicle Procurement report in September 2018 and whether it would be appropriate for this to be considered by the Shadow Executive. 

The Director advised members that a forward plan of decisions was currently being drafted in order to populate the agendas of the Shadow Executives going forward.  It was therefore anticipated that there would be greater clarity on the process by the September Joint Committee meeting.  She confirmed that the disaggregation process in respect of waste services had been completed.

Noted

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

The Joint Committee considered a report by the Director of the Dorset Waste Partnership (DWP) that showed a favourable variance of £1.985m arising from the the 2017/18 revenue draft outturn.  £1.372m of the underspend had been returned to the partner councils with the remaining amount of £613k added to the Budget Equalisation Reserve (BER) bringing its total value to £1.2m.

The 2018/19 outturn forecast predicted an overspend of £1.1m driven primarily by the high cost of recyclate compared with the original budget assumption.  It was anticipated that the overspend would be fully covered by the BER.  It was also highlighted that the 2019/20 budget would see a significant increase as a result of the recyclate price, wage and fuel inflation. 

The reason for the difference in the original and final budget in respect of capital charges was questioned and members informed that this was due to the technical aspects of the accounting process, where budget was removed rather than spend being incurred.  For the purposes of outturn reporting, the "variance" column was the true and relevant figure.

Members asked about funding of a potential overspend in 2018/19 if this were to rise beyond the amount contained in the BER.  They were informed that additional funds would be requested from the partner councils in accordance with the Inter Authority Agreement and was an area that had been highlighted in the Corporate Risk Register.

Members noted the potential cost pressures at the point where additional collection vehicles were required due to an increase in new properties.  The Chairman drew attention to the revenues associated with council tax and the new homes bonus that could fund additional vehicles once the increase in new properties made this necessary.

Noted

To consider a report by the Legal Advisor to the Dorset Waste Partnership (attached).

The Joint Committee considered a report by the Legal Advisor.

Resolved

1.        That the Scheme of Delegation be re-adopted; and

2.        That the proposed schedule of meetings be approved.

Reason for Decisions

To support the delivery of effective public services through the Dorset Waste Partnership.    

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

The Joint Committee considered a report by the South West Audit Partnership (SWAP) providing a progress update on the completed audits in respect of budget management and vehicle workshops, both of which had been given a reasonable assurance. Programmed audits in 2018/19 included Value for Money Benchmarking and Enforcement and the number of audit days had been reduced to 40 days.

Noted

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

The Joint Committee considered a report by the Head of Service (Strategy) of the Dorset Waste Partnership containing recommendations in respect of a penalty charges for throwing litter from a vehicle, fixed penalty notices for littering offences and a revision to the payment for failure to produce a waste carriers licence or failure to produce Duty of Care documentation in line with regulation guidelines.

It was reported that although the enforcement team had been increased to 4 full time staff, one of these posts had been vacant for a period of time and was now filled.

Resolved

1.        That a civil penalty charge for litter thrown from a moving vehicle of £100, reduced to £75 if paid within 14 days be adopted;

2.        That the fixed penalty notice for littering be revised to £100, reduced to £75 if paid within 7 days; and

3.        That the discounted payment for failure to produce a waste carriers licence or failure to produce Duty of Care documents be revised to £180.

Reason for Decisions

To enable littering from vehicles to be enforced where appropriate and to ensure current levels of fixed penalty notices are following national best practice and guidelines.

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

The Joint Committee considered a report by the Head of Service (Strategy) of the Dorset Waste Partnership presenting the current corporate risk register for the DWP.  The changes to the register had been outlined in the report.

Members asked whether actions to address the predicted £1.1m overspend in

2018-19 could be considered at the next meeting.

The Director confirmed that further savings proposals would be submitted for consideration in future and reminded members that some of the previous savings options had been rejected by the Joint Committee.    It would be important to set realistic budgets going forward in order to mitigate large overspends, particularly with regard to recyclate price and inflation. 

A decision concerning the continuation of servicing the Christchurch area by Dorset Waste Partnership would form part of the future consideration of the Shadow Executives for Dorset and for Bournemouth, Christchurch and Poole.

Noted

To answer any questions received in writing by the Chief Executive by not later than 10.00am on 6 June 2018.

No questions were asked by members under Standing Order 20.

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 38 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.

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

The Joint Committee considered an exempt report by the Director of the Dorset Waste Partnership.

Members queried whether this decision should be made by the Shadow Executive, however, the Director confirmed that a decision was of an urgent nature, with immediate impact in 2018-19 and needed in order to proceed with the project timescales and allow public consultation during the summer period.

Resolved

That the increase in the application for prudential borrowing outlined in the report be approved.

Reason for Decision

To secure a key site in Blandford for the development of a strategic Waste Management Centre in central Dorset which will provide the capacity to maximise the benefits of operational efficiency and resilience to provide business continuity now and in future years.