Agenda and minutes

Councillor Ian Hudspeth (Oxfordshire County Council) was appointed as Chairman of the Environment Partnership for the following two years.

The Secretary to report on apologies for absence by Environment Partnership members and on the attendance by Deputy Members notified to her before the start of the meeting.

(Contact Julie Dean (Tel: 01865 815322) to tender apologies and advise of attendance by the named Deputy Member).

Apologies were received from Councillor Jenny Hannaby, Cath James (West Oxfordshire District Council) and Steve Bishop (South Oxfordshire/Vale of White Horse District Councils)

There were no declarations of interest.

To confirm as a correct record the Minutes of the meeting of the Oxfordshire Environment Partnership Committee (EP4) held on  26 March 2010. Please note that  you are required to approve Minute EP1 – EP5 inclusive for the purposes of this item.

The Minutes of the meeting of the Oxfordshire Environment Partnership held on 26 March 2010 were approved and signed as a correct record.

9:40 am        

To report on self assessment of LAA2 target, NI 188: Adapting to Climate Change, 2009/10 (EP5)

Appendix 1: Outline of progress for each Local Authority.

Susie Ohlenschlager reported on self assessment of LAA2 target, NI 188: Adapting to Climate Change, 2009/10 (EP5).

The Environment Partnership noted the Year End (2009/10) Report EP5 on LAA2 NI 188 Work and plans for the coming year, including the shared learning approach, together with the outline of progress from each Local Authority (Appendix 1).

9:50 am        

Chris Brown will give a presentation on work to date.

Chris Brown gave a presentation on work to date with regard to his project on flooding and responded to questions.

The Environment Partnership thanked Chris Brown for his update.

10:05 am      

There will be an oral update on PSB discussion around the LAA1 reward grant funded programme, together with a discussion on how possible cuts will be managed.

Susan Kent gave an oral update on Public Service Board discussion around the LAA1 reward grant funded programme. The Partnership was asked to think about how possible cuts could be managed.

The Environment Partnership thanked Susan Kent for her oral update on Public Service Board discussion around the LAA 1 reward grant funded programme. During the ensuing discussion it was noted that the project work would be scaled down, but was sustainable, albeit on a significantly smaller budget.

There were no requests to address the Partnerships.

10:15 am

Oral update on the current position with regard to Oxfordshire 2030.

An oral update was given by Susan Kent  on the current position with regard to Oxfordshire 2030.

The Partnerships thanked Susan Kent for her update on the current position with regard to developing the Oxfordshire 2030 pledges.

10:20 am      

The paper  (OWP10) outlines opportunities for the Oxfordshire Waste and Environment Partnership to support and expand existing best practice in community led activity in Oxfordshire.

The Partnerships are requested to:

(a)               Consider the benefits to the Partnerships of the options for supporting community based models to deliver further climate change and waste reduction activity; and

(b)               Agree to further work being undertaken to develop a more detailed business case and financial model for both/either option.

The Partnerships considered the benefits of the options for supporting community based models to deliver further climate change and waste reduction activity (OWP10); and AGREED that:

(a)               further work be undertaken to develop a more detailed business case and financial model for both/either option; and

(b)               all authorities would report on their own plans to reduce the carbon footprints within their own areas.

10:50 am

Councillor Ian Hudspeth was appointed Chairman of the Oxfordshire Waste Partnership for the two year period 2010/11 and 2011/12 and Councillor David Dodds was appointed Vice-Chairman for the same period.

The Secretary to report on apologies for absence by Oxfordshire Waste Partnership members and on the attendance by Deputy Members notified to her before the start of the meeting.

(Contact Julie Dean (Tel: 01865 815322) to tender apologies and advise of attendance by the named Deputy Member).

An apology for absence was received from Councillor Jenny Hannaby.

There were no declarations of interest.

To confirm as a correct record the minutes of the meeting of the Oxfordshire Waste Partnership Joint Committee (OWP14) held on 26 March 2010. Please note that you are required to approve Minute 106 – 118 inclusive for the purposes of this item.

The Minutes of the meeting held on 26 March 2010 (Minutes 106/10 to 118 inclusive) were approved and signed as a correct record.

This item of business had been agreed by the Chairman as an item of urgent business on account of the short timescale to submit requests for funding.

The Joint Committee considered a report (OWP14(a)) which explored the pros and cons of submitting a bid for a potential funding allocation to be made available to support existing partnerships to progress to the stage of becoming a formally constituted Joint Committee or Waste Authority.

Following a full discussion, the Joint Committee decided not to pursue the option to apply (by 3 votes to 2).

10:55 am      

To provide an update on the work of the Wild Waste Show and to outline future plans. A presentation will be given by Ed Thomas, Northmoor Trust (OWP 15)

Appendix 1 – Wild Waste Show 6 month report and annual overview for 1 April 2009 – 31 March 2010.

Edd Thomas of the Northmoor Trust gave a presentation updating members on the work of the Wild Waste Show, in which he also outlined future plans (OWP15)

Also before the Joint Committee was The Wild Waste Show’s 6 monthly report and annual overview for the period 1 April 2009 – 31 March 2010.

The Joint Committee thanked Edd Thomas for his presentation and annual report.

11:10 am

To present the OWP Annual Report and Statement of Accounts for 2009/10 for approval (OWP16) and to approve the Audit Commission Annual Return for the period 2009/10.

The OWP Annual Report and Statement of Accounts for 2009/10 were before the Partnership for approval (OWP16).

It was AGREED :

(a)               that the 2009/10 Annual Report be approved and that it be submitted to the next meeting of Oxfordshire Leaders Group;

(b)               that the budget under spend amounting to £73,375 be placed in reserve, where £31,599 can be used to off-set 2010/11 partner council contributions (so that these are maintained at £45,820 for district councils and £229,100 for Oxfordshire County Council); with the balance of £41,776 remaining in reserve for future use;

(c)               to approve the 2009/10 Annual Return to the Audit Commission;

(d)               to note that performance in relation to cleanliness was improving following a previous failure to meet an LAA target in this area and to monitor its performance on a regular basis, and

(e)               to thank Wayne Lewis and his Team for their excellent work over the year.

11:20 am

To receive the  internal audit report for 2009/10 (OWP17) detailing a review of the financial, operational and management systems employed by OWP.

Appendix 1 – WODC report on the Audit of the OWP  - June 2010.

The internal audit report for 2009/10 (OWP17) was before the Partnership which detailed a review of the financial, operational and management systems employed by OWP. The June 2010 Audit report undertaken by West Oxfordshire District Council was also before the Partnership at Appendix 1.

It was AGREED that:

(a)               the recommendations, as set out in Table 1 of the report and detailed in Appendix 1, be accepted;

(b)               the OWP response offered in Table 1 be approved; and

(c)               West Oxfordshire District Council be re-appointed as the OWP Auditing Authority for 2010/11.

11:25 am

OWP completes an annual return to the Audit Commission summarising activities at the end of each financial year. This report (OWP18) details the Audit Commission findings in the OWP Annual Return for 2008/09 and sets out suggested responses.

Appendix 1 – Model Publication Scheme.

Every year the OWP completes an annual return to the Audit Commission summarising activities. The Partnership had before them a report (OWP18) which detailed the Audit Commission findings in the OWP Annual Return for 2008/09 and which set out suggested responses. Also attached at Appendix 1 was a copy of the Model Publication Scheme.

The Partnership AGREED that

(a)               in order to meet the duty to approve accounts by 30 June, the OWP meeting date of 15 July 2011 be moved forward to 24 June 2011; and that in subsequent years the Annual Return and Accounts should be agreed before 30 June;

(b)               in order to meet duties under the Freedom of Information Act (FOI) 2000, the OWP adopts the Information Commissioners Office Model Publication Scheme;

(c)               the Host Authority (currently Oxfordshire County Council) be asked to deal with FOI requests received by the OWP;

(d)               the Auditing Authority (currently West Oxfordshire District Council) be asked to review OWP’s FOI policy as part of the annual internal audit; and

(e)               OWP continues to place reliance upon the Auditing Authority’s own review of the effectiveness of internal audit, but that this review, which forms part of the Authority’s Annual Governance Statement is minuted each year by OWP.

11:45 am

To report on a review of the effectiveness of the internal audit function of OWP (OWP19).

Appendix 1 – Internal Audit Terms of Reference summary.

Appendix 2 – Internal Audit Good Practice Guidelines.

The Partnership had before them a report (OWP20) reviewing the effectiveness of the internal audit function of the OWP (OWP19)

The Partnership AGREED that the review findings set out in the report be noted and that the Joint Committee raises any concerns it may have with regard to the efficacy of the OWP internal audit function.

11.45 am

To advise the Joint Committee on the outturn position for the OWP Financial Arrangements for 2009/10 and to set out the Residual Waste allocations for 2010/11 (OWP20).

The Partnership considered a report (OWP20) which advised on the outturn position for the OWP Financial Arrangements for 2009/10 and which set out the Residual Waste allocations for 2010/11.

The Joint Committee AGREED the following:

(a)               to note the 2009/10 Financial Arrangement payments as set out in Table 1;

(b)               to note the residual waste tonnage allocations for 2010/11 as set out in Appendix 1; and

(c)               as part of the Financial Arrangements review, further work be undertaken on payments in future years and a report be brought back to the October meeting of the Joint Committee.

12:05 pm

To present a draft Waste Prevention Strategy for OWP (OWP21). It outlines proposed Waste Prevention aims between 2010 and 2020.

Appendix 1 – Draft Waste Prevention Strategy.

The Partnership were asked to approve a draft Waste Prevention Strategy for OWP (OWP21) which outlined the proposed Waste Prevention aims for the period 2010 – 2020.

The Joint Committee AGREED to

(a)               thank Sarah Gilbert for her presentation on the draft Waste Prevention Strategy; and

(b)               approve the Draft Waste Prevention Strategy and the proposed consultation approach, in order to embark on a public consultation  from the beginning of August; the outcomes of which to be reported to the next meeting of the Joint Committee.

12:25 pm

To inform the Joint Committee of cuts to the Local Area Agreement Performance Reward Grant and to quantify the impact upon the OWP New Initiatives Fund (OWP22).

The Partnership considered a report (OWP22) which advised of cuts to the Local Area Agreement Performance Reward Grant and which quantified the impact upon the OWP New Initiatives Fund.

It was AGREED that

(a)               the cuts to the LAA Performance Reward Grant and the New Initiatives Fund income be noted; and

(b)               the ring fencing of the remaining New Initiatives Fund, as set out in paragraph 2.7 and table 3, be approved, subject to compliant funding bids from the Partner Councils affected.

12:35 pm

To provide an update on OWP’s progress over the previous quarter (April – June 2010) against  its agreed Oxfordshire Joint Municipal Waste Management Strategy (OJMWMS) Action Plan (OWP23).

Appendix 1 – OJMWMS Draft Action Plan

Appendix 2 – Budget Statement  - Quarter 1 2010/11

Appendix 3 – New Initiatives Fund Projects

Appendix 4 – OWP LAA2 Target Performance

The Partnership were provided with an update on OWP’s progress over the previous quarter (April – June 2010)against its agreed Oxfordshire Joint Municipal Waste Management Strategy (OJMWMS) Action Plan (OWP23).

It was AGREED that the report be noted and that the importance of completing monthly monitoring for NI 195 is reiterated to Partner Councils.

12:40 pm

The purpose of this item is to provide updates on progress in relation to the Residual Waste Treatment Procurement project  and on the Food Waste project (OWP24).

The Partnership were provided with updates on progress in relation to the Residual Waste Treatment Procurement project and on the Food Waste project. (OWP24).

It was AGREED

(a)               that in noting and supporting the  progress with regard to the Residual Waste Treatment Procurement project, the following concerns were raised in relation to the draft WDA/WCA agreement currently being drafted;

·        the size of the bins;

·        the effect on the Waste Collection Agency in having to abide by exclusivity; and

(b)               to note and support the progress made in delivering food waste processing infrastructure and to request the officers to arrange a visit to the food waste plants in Oxfordshire.

12:50 pm      

The purpose of this paper is to update members of OWP on the proposed Van and Trailer Permit Scheme to be operated at the County Council Household Waste Recycling Centres. OCC is seeking approval of the Policy through Cabinet Member sign off on 15 July 2010. The Scheme is due to commence on 1 November 2010 (OWP25).

Appendix 1 – Van and Trailer Permit Scheme Policy Outline

The Partnership had before them a paper (OWP25) which gave an update on the proposed Van and Trailer Permit Scheme to be operated at the County Council Household Waste Recycling Centres. The County Council were seeking approval of the Policy via Cabinet Member Delegated Decisions on 15 July 2010. The Scheme was due to commence on 1 November 2010. The Van and Trailer Permit Policy Outline was attached to the Agenda at Appendix 1.

The Joint Committee AGREED to support the Van and Trailer Permit Scheme, which had been approved for implementation in November 2010.

13:05 pm

To report on the results of the recent Effectiveness Survey conducted by Oxfordshire Waste Partnership (OWP26).

Appendix 1 – Survey Results.

The Partnership had before them the results of the recent Effectiveness Survey (OWP26). The survey results were attached at Appendix 1.

The Joint Committee noted the results of the recent Effectiveness Survey conducted by the Oxfordshire Waste Partnership and AGREED to seek to improve bilateral discussion between the member authorities on the subject of waste and accountability for performance within the OWP work plan.