Agenda and minutes

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).

There were no apologies for absence.

Councillor David Harvey declared a personal interest on account of him being a board member of USEA (United Sustainable Energy Agency).

To approve the Minutes of the meeting of the Environment Partnership Committee held on  21 January 2011 (EP3). (Please note that you are required to approve Minute numbers 58/10 to 63/10 inclusive).

Approved and signed (Minute numbers 58/10 – 63/10 inclusive).

9.30am

Sarah Carter, Performance & Review Officer, Oxfordshire County Council, will give an oral update on the review of priorities which is currently taking place.

On account of illness, the oral update on the current review of priorities, did not take place.

It was AGREED that the District and County Council officer groups should identify the Partnership’s key priorities for 2011 - 14, following consultation with the Chairman of the OWP/EP Partnerships, and complete the pro-forma by 6 May, as requested.

There were no requests submitted.

9.40 am

At the last meeting, on 21 January 2011, views were sought on the future activities and role of the Environment Partnership. Following a full discussion it was agreed to:

(a)               review the aims and ambitions for the environment and climate change priorities over which the Environment and Waste Partnerships have the greatest influence; and

(b)               investigate opportunities for alignment of the Environment Partnership with the Local Enterprise Partnership (LEP).

This report (OWP6) provides further detail and proposes some recommendations for the way forward.

The Partnerships are RECOMMENDED that:

a)     the Environment Partnership should focus on work on local authority estates which contributes to reducing greenhouse gas emissions and where direct savings can be achieved;

b)    the local authority officer group will report to the Environment Partnership only:

·        when there are issues which need to be supported or resolved at a strategic level;

·        on matters relating to relevant Oxfordshire 2030 priorities;

·        in response to specific requests, for example, to share best practice;

·        to provide annual reports, for example, on greenhouse gas emissions on local authorities’ own estate;

c)      the Environment Partnership will have a continuing role in relation to local residents and communities, and that a “challenge group” representing Oxfordshire-wide organisations is invited to bring issues and proposals to the partnership, or provide challenge and feedback on proposed partnership activities, as the need arises;

d)     strategic matters or problems which cannot be resolved by the Environment or Waste Partnerships are referred to the LEP, if relevant, or other appropriate forums;

e)     the Environment Partnership will continue to consider priorities for Oxfordshire 2030; and

f)        the Environment Partnership should investigate possibilities of working with potential partners such as Low Carbon Oxford to maximise income generation.

At the last meeting on 21 January 2011, views were sought on the future activities and role of the Environment Partnership. Following a full discussion, it was agreed to:

(a)               review the aims and ambitions for the environment and climate change priorities over which the Environment and Waste Partnerships have the greatest influence; and

(b)               investigate opportunities for alignment of the Environment Partnership with the Local Enterprise Partnership (LEP).

The Partnerships had before them a report (OWP6) which provided further detail on the issues involved and which proposed some recommendations for the way forward.

Members and officers put forward a number of views, and there was general agreement in relation to the following:

·        Members were encouraged by the references to Low Carbon Oxford and to linkage with the Local Enterprise Partnership; and

·        Not to underestimate the degree of rapid change within this area of work. There was also much uncertainty amongst the organisations involved with regard to sufficiency of resources etc. The inherent knowledge and skills available was extraordinary and it should not be lost, therefore any good ideas from the partnerships need to be encouraged.

The Partnerships AGREED the following:

a)     the Environment Partnership should focus on work on local authority estates which contributes to reducing greenhouse gas emissions and where direct savings can be achieved;

b)     the local authority officer group will report to the Environment Partnership only:

·        when there are issues which need to be supported or resolved at a strategic level;

·        on matters relating to relevant Oxfordshire 2030 priorities;

·        in response to specific requests, for example, to share best practice;

·        to provide annual reports, for example, on greenhouse gas emissions on local authorities’ own estate;

c)       the Environment Partnership will have a continuing role in relation to local residents and communities, and that a “challenge group” representing Oxfordshire-wide organisations is invited to bring issues and proposals to the partnership, or provide challenge and feedback on proposed partnership activities, as the need arises;

d)     strategic matters or problems which cannot be resolved by the Environment or Waste Partnerships are referred to the LEP, if relevant, or other appropriate forums;

e)     the Environment Partnership will continue to consider priorities for Oxfordshire 2030; and

f)         the Environment Partnership should investigate possibilities of working with potential partners such as Low Carbon Oxford to maximise income generation.

The Partnerships also requested that officers bring papers to a future meeting setting out suggested targets to be met and also a short report informing the meeting how Oxford City Council had reduced their Carbon Footprint by 25%.

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).

To approve the minutes of the Oxfordshire Waste Partnership Joint Committee held on  21 January 2011 (OWP9). (Please note that you are required to approve Minute numbers 62/10  - 77/10 inclusive).

Approved and signed (Minute numbers 62/10 – 77/10 inclusive).

With regard to Minute 73/10 – Fast Road Cleaning – It was reported that contact had been entered into with the OCC Highways Authority with a view to ensuring that the excellent progress in joint working with the Waste Collection Authorities was maintained as far as possible. Furthermore, District Council officers had been invited to attend future routine officer meetings.

10:00 am

A presentation will be given on the work undertaken during 2010/11 by the Community Action Group (CAG) Project.

Simon Kenton, Community Action Group Project Manager, gave a presentation on the work undertaken during 2010/11 by the Community Action Group Project.

Simon Kenton undertook to circulate the CAG Project annual report to all members of the Partnerships.

The officers offered the following comments:

• highlighted the importance of bringing together, and  marketing the work being undertaken at a community, business and academic level, there were small businesses;
• It was important to improve the existing routes by learning from existing groups and by encouraging other groups to come onto the map;
• The local authority officer networks could provide the links to enable community groups to receive the appropriate support.

The Partnership thanked Simon Kenton for his excellent presentation on the work undertaken during 2010/11 by the Community Action Group Project and congratulated him and his Team on their extensive community engagement work.

10:20 am

The report (OWP11) provides a further update on planned changes to Household Waste Recycling Centre provision. The consultation document is also attached.

Representatives of the Oxfordshire Waste Partnership are RECOMMENDED to provide feedback on the revised HWRC strategy and are encouraged to formally respond to the consultation. 

The Partnership considered a report (OWP11) which provided a further update on planned changes to Household Waste Recycling Centre provision. The Consultation document was also before the members for information. Members were asked for feedback on the revised Strategy and were encouraged to formally respond to the Consultation.

District Council members expressed their pleasure that the County Council had amended the proposed Strategy and put forward a number of comments which included the following:

• Concerns about the isolated nature of some villages, some not enjoying good bus routes to the Centres which were to remain open;
• There could be a traffic problem within the vicinity of the Redbridge Centre at weekends;
• The issuing of passes for Oxfordshire residents could result in increased incidents of fly tipping, which would incur additional costs to districts. This outcome had been borne out in Reading and Berkshire. Could there be some negotiated access for people living on the boundaries;
• The public tend to ‘switch off’ when faced with making a response electronically via the internet;
• The County Council was requested to publicise as early as possible where the new facility would be sited near to Banbury;
• The new site at Kidlington was ‘of benefit to Oxford’;
• What arrangements will there be for the gap in service for the 9 month period that Redbridge is closed?
• Oxford City Council would raise no objections to the County Council running a privatised operation at Redbridge, as long as the residents from the South and Vale areas could be allowed to use it on weekdays, not merely people from the Oxford City area. Would the County Council please look at this again and when a decision is made will they take steps to inform people about where they are permitted to go?
• Concern that if Dean Pit closes later this year then there would be an upsurge of fly tipping. Should this be so, then the district authority could be requesting assistance from the County Council; and
• Please could we have some joined up thinking, taking into account the energy/climate change agenda, of the ongoing costs to people making a 30 mile round trip to dump their waste?

The Chairman responded with the following points:

• There are financial implications throughout for all concerned and this forms part of the consultation;
• He reminded all that it would be a phased approach up to 2014, by which time it was hoped that all would be satisfied;
• The County Council have already explored the possibilities of investment in Dean Pit to facilitate its refurbishment and in order to satisfy Health & Safety.
• There will be a permit scheme put in operation for commercial operators to dispose of waste at Household Centres. Waste which has been the subject of fly tipping tends to be of a commercial nature;
• The Strategy has to be approved before a suitable site can be found for Banbury.

Andrew Pau advised that currently there was no formal arrangement with neighbouring local authorities for access to Waste Recycling Centres  ...  view the full minutes text for item 31/11

10.35 am

The report (OWP12) provides an update on financial arrangements payments for the year to date and to set out a current estimate for the year end adjustment payment.

The Oxfordshire Waste Partnership is RECOMMENDED

(1)   to note the financial arrangements payments, as set out in appendix 1, and the forecast year end adjustment figures, as set out in appendix 2; and

(2)   that the forecast residual waste allowances for 2011/12 be agreed at the next meeting of the Oxfordshire Waste Partnership on 24 June 2011.

The Partnership had before them a report (OWP12) which provided an update on financial arrangements payments for the year to date and which also set out a current estimate for the year end adjustment payment.

The Oxfordshire Waste Partnership AGREED

(1)   to note the financial arrangements payments, as set out in appendix 1, and the forecast year end adjustment figures, as set out in appendix 2; and

(2)   that the forecast residual waste allowances for 2011/12 be agreed at the next meeting of the Oxfordshire Waste Partnership on 24 June 2011.

10.40 am

To provide a quarterly update on the performance of the Oxfordshire Waste Partnership (OWP13).

The Oxfordshire Waste Partnership is RECOMMENDED to note the report and to agree the revised project completion date proposed in section 2.2 (relating to the websites review).

The Partnership had before them the quarterly update on the performance of the Oxfordshire Waste Partnership (OWP13).

The significant improvements in NI target performance, as set out in paragraph 2.6, table 3, was noted and all involved were congratulated.

The Partnership AGREED to

(a)   note the report and to agree the revised project completion date proposed in section 2.2 (relating to the websites review); and

(b)   in relation to the ‘Improved Street & Environmental Cleanliness (levels) of graffiti, litter, detritus and fly posting (page 66 of the report), the Officer Group were requested to investigate ways of producing, in a cost effective manner ,more accurate and consistent statistics, and to report back to the next meeting on 24 June 2011.

10.45 am

To update the Oxfordshire Waste Partnership on progress in relation to the residual Waste Treatment Procurement Project (OWP14).

The Oxfordshire Waste Partnership is RECOMMENDED to note and support the progress made on the procurement of residual waste treatment.

The Partnership had before them a progress report (OWP14) in relation to the residual Waste Treatment Procurement Project.

The Partnership noted and supported the progress made on the procurement of residual waste treatment.

NB. Oxford City Council noted only.

To consider a draft action plan for 2011/12 – 2013/14 in support of the Joint Municipal Waste Management Strategy (JMWMS) (OWP15).

The Oxfordshire Waste Partnership is RECOMMENDED to agree the action plan as set out at annex 1.

The Partnership considered a draft action plan for 2011/12 – 2013/14 in support of the Joint Municipal Waste Management Strategy (JMWMS) (OWP15).

The Partnership AGREED the Action Plan as set out at Annex 1.

10.55 am

The report (OWP14) considers a draft action plan for 2011/12 – 2013/14 in support of the Partnership’s Joint Municipal Waste Management Strategy (JMWMS).

The Oxfordshire Waste Partnership is RECOMMENDED to note the report and that further detail on the process and timescales for completing the five year review of the JMWMS will be provided in June 2011.

The Partnership had before them a report (OWP16) which considered the commencement of a five year review of the Partnership’s Joint Municipal Waste Management Strategy (JMWMS).

The Partnership AGREED to note the report and that further detail on the process and timescales for completing the five year review of the JMWMS would be provided in June 2011.

11.05 am

To report on a review of the effectiveness of the internal audit function of Oxfordshire Waste Partnership (OWP17).

The Oxfordshire Waste Partnership is RECOMMENDED to note the review findings as set out in the report and to raise any concerns it may have with regards to the efficacy of the OWP internal audit function.

The Partnership considered a report (OWP17) which reviewed the effectiveness of the internal audit function of Oxfordshire Waste Partnership.

The Partnership AGREED to note the review findings as set out in the report and to raise no concerns with regard to the efficacy of the OWP internal audit function.

11.10 am

The report (OWP18) sets out the External Audit findings for 2009/10.

The Oxfordshire Waste Partnership is RECOMMENDED to note the issues raised by the external auditors, as set out in paragraphs 2.2 to 2.4 and to agree the responses.

The Partnership had before them a report (OWP18) which set out the External Audit findings for 2009/10.

The Partnership AGREED to note the issues raised by the external auditors, as set out in paragraphs 2.2 to 2.4 and to agree the responses.