Agenda and minutes

Gloucestershire Joint Waste Committee - Tuesday 3 October 2017 10.00 am

Venue: Cabinet Suite - Shire Hall, Gloucester. View directions

Contact: Andrea Clarke 01452 324203 

No. Item


Declarations of interest

Please see note (a) at the end of the agenda.


No declarations of interest were received.


Minutes of the previous meeting - 20 June 2017 pdf icon PDF 69 KB


The minutes of the meeting held on Tuesday 20 June 2017 were agreed as a correct record and signed by the Chairman.



Election of Vice Chairperson


Cllr Nigel Moor was elected Vice Chairman.


The Chairman took the opportunity to welcome Wayne Lewis to the meeting as an observer. Wayne had been appointed to the post of Head of Joint Waste Service, and would be starting at the council on 9 October 2017.


Public Questions

To answer any written or oral questions about matters which are within the powers and duties of the committee.


The closing date/time for receipt of written questions is 6.00pm on 27 September 2017 (three clear working days before date of the meeting). Please send questions to the Democratic Services Unit, marked for the attention of Andrea Clarke (email: 


An oral question may be asked by a member of the public if notice of the question is given by the questioner to Democratic Services at least 30 minutes prior to the start of the meeting.


Depending on the nature of the questions asked it may not be possible to provide a comprehensive answer at the meeting, in which case a written answer will be supplied as soon as reasonably possible after the meeting.



No public questions were received.


Member Questions

To answer any written members’ questions about matters which are within the powers and duties of the committee. The closing date/time for the receipt of questions is 6.00pm on 27 September 2017 (three clear working days before the date of the meeting). Please send questions to the Democratic Services Unit marked for the attention of Andrea Clarke (email:


No members’ questions were received.


Communications Activities Update

The committee to receive a verbal update.


15.1     David Dale, Strategy Manager Place Based Services, updated the committee on recent activity. This included: -

Ø  The appointment of a Waste Minimisation and Recycling Officer (Kathryn Turner) who would lead on communications and community engagement activities.

Ø  WRAP Recycle Week had just ended. This event was organised by WRAP under the Recycle Now brand.  Members were informed that the aim of the week was to encourage the public to recycle more by demonstrating the benefits of recycling items from all around the home.

Ø  Cheltenham Borough Council’s new waste recycling collection service was due to begin week commencing 16 October 2017 and there had been communication activity to support this service change.

Ø  The BBC Inside Out programme had been out in the Forest of Dean filming alongside the Biffa crews. This segment would be aired on Monday 9 October 2017. The specific focus was health and safety issues relating to poor driving choices by members of the public.

Ø  The Love Your Forest campaign was now in its second year; the evaluation report was due in December 2017.


15.2     Members agreed that it was important to focus on positive messages ‘what you can do’ as opposed to ‘what you can’t do’ to encourage more people to recycle. It was agreed that it would be useful to understand what worked and what did not in terms of engaging with the public, and if it was possible to interpret whether using social media made a difference to the success of campaigns. It was also agreed that it would be helpful for the committee to receive the Love Your Forest campaign evaluation report when available.


Health and Safety Update pdf icon PDF 131 KB


16.1     Roger Smith, Joint Waste Team, presented the report. He informed the committee that the number of reported incidents over the last 12 months was low; there had been no serious incidents in the previous 12 months; Ubico has been working to harmonise health and safety procedures across contracts; and that, at Javelin Park, UBB were being proactive with regard to health and safety issues.


16.2     In response to questions it was explained that it was difficult to compare Cheltenham Borough and District Councils data given the differences between urban and rural landscapes; and that in the transition period from Kier to Ubico at the Household Recycling Centres it had been disappointing to note the disengagement with regard to reporting incidents. Members were informed that the level of reporting had now improved.


16.3     Gareth Edmundson, Managing Director Ubico Ltd, informed the committee that as a company Ubico were working to encourage operational teams to report near misses. Work was also in place to increase the prominence of quality assurance across the company. He emphasised that Ubico was working to achieve continuous improvement.


16.4     Members were concerned as to whether agency workers would be sufficiently aware of what constituted a health and safety issue, eg a near miss. It was explained that the driver was the charge hand and that all issues should be reported to them, but it was acknowledged that agency staff inexperience with regard to health and safety could lead to under reporting. This matter was being addressed. It was also agreed that there needed to be a consistent approach, across all districts, to health and safety reporting.


16.5     There was agreement across the committee that the report would benefit from changing the way data was presented to enable easier and better comparison across districts.


Management Accounts Monitoring Report pdf icon PDF 158 KB

Additional documents:


17.1     Rachel Capon, presented the Management Accounts Final Outturn Report 2016/17, and the Management Accounts Monitoring Report 2017/18.


17.2     The committee agreed to note the financial performance as contained in the Management Accounts Final Outturn Report 2016/17.


17.3     With regard to the monitoring report the committee engaged in a detailed debate relating to the income generated from recycling materials and the challenges in the marketplace.


17.4     It was agreed that it was important to ensure that the committee was using appropriate metrics/sensible targets to ensure that performance was easily monitored, and it was felt that there should be a focus on reducing residual waste per capita.


17.5     The Chairman commented that there whilst there were challenges in the recycling market and that these were outside the committee’s control, the committee was able to continue to do everything possible to promote recycling across the county. It was acknowledged that there were differences in contracts across the districts; it was expected that the work to develop the service integration route map could identify opportunities for improvement.


17.6     It was noted that there had been particular issues in Gloucester City with regard to uncompleted waste collection rounds. This related to the national driver shortage. Mr Edmundson informed the committee that nationally the industry was 30k short of the number of drivers needed. Locally the risk was more mitigated for Cheltenham and Tewkesbury as they shared the same site. In Gloucester City the rate of pay has been increased to address the situation in the short term. There was a lot of work on recruitment campaigns, and Ubico were also looking to ‘grow their own’ by seeking to train some operatives who had joined as loaders. This was a significant risk both in terms of service delivery and reputation.


17.7     Information on what percentage of the budget related to driver costs was requested.

ACTION:        Wayne Lewis/Gareth Edmondson


17.8     The committee agreed to note the financial performance as contained in the Management Accounts Final Outturn Report 2016/17.



Service/Action Plan Update pdf icon PDF 175 KB

Additional documents:


18.1     Scott Williams, Joint Waste Team, gave a detailed presentation of the report.


18.2     The Chairman informed the committee that she had already spoken with the new Head of Joint Waste about the need for a workshop to develop the action plan, and debate upcoming and current issues, and look at how performance measures could be improved. The committee agreed with this plan and also agreed that it would be appropriate to invite Mr Edmundson to this meeting. It was agreed that the workshop should also look at cross border issues, and waste issues relating to blocks of flats.


18.3     Members discussed the promotion of composting opportunities in communities. It was noted that this was one of the areas that the newly appointed Waste Minimisation Officer would be taking forward.



Performance Report pdf icon PDF 311 KB


The committee agreed to note the report.