Meeting documents

To agree the Minutes of the meeting held on 14 August 2014.

The Minutes of the meeting held on 14 August 2014 were agreed as a correct record.

 

There were no declarations of interest.

 

The Committee noted that salaries were overspent due to temporary staff whose contracts ended during the second quarter, therefore it was not expected for the overspend to continue. It was noted however, that overall the client side would be on budget by the end of the year.  Income from recycling credits was lower than the budget although it was noted this was due to a timing issue as Quarter 2 recycling credits could not be claimed until data had been finalised.

 

Members considered the report before them and noted that there were no major changes from the current budget. Part of the current budget had been spent on more administration staff.  Despite the geographical size of the area it was hoped that ways of reducing the travel/transport budget could be found.  It was noted that the Chilterns Green Waste administration emergency fund was down to £10,000. In light of the contract between Northgate and WDC coming to an end in early 2015 a report would be brought to JWCC’s next meeting looking specifically at the CSC element.  The committee noted that the cost share would be the same as the current year.  Details of the budget would be taken to respective Cabinet’s in February 2015.  It was agreed to try and get the cost sharing mechanism details to officer’s before Christmas. 

 

RESOLVED -

That the report be noted and agreed.

 

Members considered the report before them and noted that by the end of August 2013 13,247 households had signed up to the scheme and by the end of the year that number had risen to just under 14,000 with 43% signing up online and 57% either signing up in person or via the telephone. In year 2 (2014/15), total renewals till the end of September 2014 had reached 9,770 with 67% online renewals compared to 33% in person or telephone renewals.  Reminders for renewals had been sent via email, where an email address had been provided, which was more cost effective than sending out letters to all.  Links to renewals payments were provided on websites and on other social media.  It was agreed that the pricing was very competitive although it was noted that whilst CDC residents were paying for the service, WDC residents were being provided the service for free.

 

This item was not reported.

 

RESOLVED -

That under section 100 (A) (4) of the Local Government Act 1972 (as amended) the public be excluded from the meeting for the following item(s) of business on the grounds that they involved the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act.

 

Note: the relevant paragraph number and description is indicated under the Minute heading.

 

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

Members considered the report which provided an update on the Programme Report and Risk Register and the following key points were made:

 

Health and Safety

Members noted there were no issues arising since the last meeting.

 

Contract Update

This was discussed later in the meeting.

 

Depots and Facilities

 

Clay Lane

 

Members were advised that Serco had agreed to host a user group to enable tenants to feedback any issues.

 

London Road

 

Members noted that a meeting had been held between the architect and designer and potential area recognised which would be explored further. It was noted that there were currently six or seven tenants in the area which would require negotiation, although some would be easier than others.  It was noted that local residents were not totally enthused by the scheme. 

 

BCC Interface

 

Long Term Bio Infrastructure

Members noted the report.

 

IAA/AFP

Members noted that in relation to High Heavens, a positive report had been received the previous day and that there were no longer any restrictions.  A letter had been received from Councillor Clarke on the proposals for future payments for the AFP fund and that invoices had been raised for 2014/15 for the following -

·         WDC - £55,606 (previously expected payment was £117,554)

·         CDC - £58,535 (previously expected payment was £103,067)

 

High Heavens Tipping

It was noted that costs were an issue that was being investigated as there could potentially be an impact on services.

 

Joint Reporting

Members noted that a response had been received from BCC on 29 September 2014.  The request by Chris Marchant had been declined until 2015/16 and a further response had been sent to BCC.

 

Bulky Waste Project

BCC had released their final plan with a requirement for a quick turnaround although an alternative option had been put forward by WDC and CDC whereby the collection contractor delivered all bulky waste directly to a TPRO for segregation to take place.  However, to date, this had now been acknowledged as an option within the strategy.

 

 

Service Delivery

It was reported that missed collections could be seen in Appendix 1 of the report and that only 3 weeks were above the internal target of 400  Approximately 325,000 containers were collected a week and some reported missed data was:

• Highest week - w/c 12/5/14 - 471 reported miss containers of 0.15% reported error rate.  This was the week following bank holiday.
• Lowest week - w/c 5/5/14 - 268 reported miss containers or 0.08% reported errors rate. This was bank holiday week.
• w/c 9/6/14 - 361 reported miss containers or 0.11% reported error rate.

 

Collect and returns remain at a higher reported error rate.  Missed collections out of approximately 8,850 had been:

·         Highest week - w/c 12/5/14 - 84 reported miss containers or 0.9% reported error rate.  This was the week following bank holiday.

·         Lowest week - w/c 26/5/14 - 45 reported miss containers or 0.5%  ...  view the full minutes text for item 8.

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

The Committee considered the accompanying report and noted the concerns listed under 1.3 of the report.  It was agreed that if nothing had been heard back by the end of November the Committee believed it was well within its rights to take action. Once a response had been received a further report would be given to the Committee.

 

Potential dates: Monday 24th, Friday 28th PM only or 8th December AM only.

The Committee agreed the visit should take place on Monday 24 November at 14:00.  They also agreed a second, back-up, date should the first not be convenient, of Monday 8 December at 10:00.

 

The next meeting of the Chiltern and Wycombe Joint Waste Collection Committee to be held on Thursday 29 January 2015 at 10.30am in the Cabinet Room, King George V House, King George V Road, Amersham.