Agenda, decisions and draft minutes

Somerset Waste Board
Friday 24th February 2017 10.00 am

Venue: Luttrell Room - County Hall, Taunton. View directions

Contact: Julia Jones or Scott Wooldridge  01823 359027 or Email: / 01823 359043 or Email:

No. Item


Declarations of Interest


Minutes from the meeting held on 16 December 2016 pdf icon PDF 93 KB

The Board is asked to confirm that the draft minutes of the previous meeting are accurate or to agree any amendments that are necessary.


The Minutes of the meeting of the Board held on 16th December 2016 were taken as read and following endorsement by the Board they were signed as correct by the Chairman.



Public Question Time

The Chairman will allow members of the public to present a petition on any matter within the Board’s remit. Questions or statements about any matter on the agenda for this meeting may be taken at the time when each matter is considered (see guidance notes).


Mr Chris Edwards - Chair, Ansford Parish Council


Mr Edwards wanted to focus the Board’s attention on the road access issues near to the proposed Waste Transfer Centre at Dimmer. Mr Edwards added that the main reason why this was still being brought up was due to the fact that  ...  view the full minutes text for item 480.


New Waste Treatment Facility Contract pdf icon PDF 138 KB

Additional documents:


The Board RESOLVED to:


1.     Agree the case for applying the exempt information provision as set out in the Local Government Act 1972, Schedule 12A and therefore to treat the contract document made available to Board Members in confidence, as it contains commercially sensitive information, and as the case for the public interest in maintaining the exemption outweighs the public interest in disclosing that information.


2.     Agree that Somerset County Council enters into a New Waste Treatment Facility Contract (known as “NWTF2”) in accordance with the provisions of the Strategic Partnering Agreement with Viridor dated 13th May 2006 as provided to members at the meeting in substantially complete form.


3.     Confirm that authority is delegated to the Managing Director of the SWP and the Director of Commissioning and Lead Commissioner for Economic and Community Infrastructure, Somerset County Council, in consultation with the New Project Task and Finish Group, to finalise and sign the contract.



The Chairman invited Steve Read to introduce the report. Mr Read highlighted the confidential documentation circulated to Board Members to assist them with the proposed decisions and that if any of there were any questions on this then it was recommended that the Board go into private session.


The report  ...  view the full minutes text for item 481.


Somerset Waste Partnership Business Plan 2017-22 pdf icon PDF 69 KB

Additional documents:


The Board RESOLVED to:


1.     Note and consider the feedback from the partner consultation process as set out in paragraph 3.2 of the report.


2.     Approve the Business Plan, subject to any amendments arising from the feedback.



The Chairman invited Mark Blaker from the Somerset Waste Partnership to introduce the paper. The Draft Business Plan was put to the December 16th 2016 meeting of the Somerset Waste Board (SWB). Following approval of the plan for consultation with the partners the plan had been taken to the  ...  view the full minutes text for item 482.


Financial update 2016/17 and Annual Budget 2017/18 pdf icon PDF 123 KB

Additional documents:


The Board RESOLVED to:


1.    Note the summary financial performance to date as contained in this report, and how this will impact on the budgetary requirements for 2017/2018.


2.    Approve the attached final Annual Budget for 2017/2018 (totalling £43,577,620) – Appendix 1.


3.    Formally approve the non-public facing savings in Appendix 2, having considered the equalities duty in so doing.


4.    Approve that the Managing Director negotiates any final requirements with the relevant contractors in accordance with this Annual Budget Report.



The Chairman invited Martin Gerrish, Finance Officer to introduce the report.


The report set out the financial performance against the approved Annual Budget for the first 9 months of the current financial year from April to the end of December, and how this had impacted on the forward budget for  ...  view the full minutes text for item 483.


Consultation on TDBC and West Somerset's Proposal to form a New Council pdf icon PDF 79 KB


The Board RESOLVED to:


1.    Agree that a consultation response drawn from sections 2, 3 and 4.1 is submitted by the Managing Director.


2.    Note that there may be some issues of detail around future cost sharing that will require clarification in the review of the IAA.


3.    Advise TDBC and WSC that they are asked to note that the other partners will expect to ensure, unless agreed otherwise by all parties, that they will not bear any additional costs through revision to the formulas in the cost sharing mechanism - and that the revised IAA, which must be agreed by all partners in advance of the new council being formed, will be draftedaccordingly.



The Chairman invited Steve Read, Managing Director of SWP to introduce the report. The report proposed a response to a consultation exercise on the proposal to replace the two existing councils in the Taunton Deane and West Somerset areas of Somerset. He drew attention to the proposed response and highlighted  ...  view the full minutes text for item 484.


SWP Risk Update pdf icon PDF 61 KB


The Board noted the latest position with the Risk Register and the mitigations being managed.


The Chairman invited Mark Blaker from the Somerset Waste Partnership to introduce the paper. The report highlighted any new or changing risks which may affect the operation, strategy or reputation of Somerset Waste Partnership or partner authorities.


Mr Blaker pointed out that at 1.4 the risk was no longer relevant  ...  view the full minutes text for item 485.


Performance update Q3 2016/17 pdf icon PDF 116 KB

Additional documents:


The Board:


1. Noted the tonnage and performance results within appendices A to D.


2. Noted the change, outlined in section 2, to the future reporting of District performance which will apply from 2017-18.



David Mansell, Development and Monitoring Manager introduced the paper. This report summarised key performance indicators for Quarters 1 to 3 from April to December 2016 and compared these to the same period in 2015.


Mr Mansell highlighted that 3.3 is where most of the findings are shown. Mr Mansell added  ...  view the full minutes text for item 486.


Somerset Waste Board Forward Plan

To review the latest version and items of business for future meetings.



The Board were updated by the Governance Manager on the latest position of the forward plan and the planned business for the next meeting on 24 March 2017.


The Board noted the latest version of the Forward Plan.


Information Sheets Issued Since the Last Meeting

This is an opportunity for Members to raise matters contained in the following information sheets issued since the last meeting. A compendium of information sheets will be available for members to inspect at the meeting.


There were none.


Any other urgent items of business

The Chairman may raise any items of urgent business.


Cllr Berry asked for the Board to receive a report on fly tipping. Mr Read responded by saying that fly tipping would be reported as part of the performance outturn report which is due to go to the Annual General Meeting in June.