In accordance with the Joint Working Agreement a new Chair will be elected from Devon County Council’s Committee members. 

The new Chair will invite nominations for a new Committee Vice-Chair in accordance with the Joint Working Agreement and a new Vice-Chair will be elected from Torbay Council’s Committee members.

Agreed that in accordance with the Joint Working Agreement Schedule C clause 4 –

(1)  Councillor Andrea Davis is appointed as Chair until the first meeting of the Join committee after 1 May 2018;

(2)  Councillor Tyerman is appointed as the Vice Chair until the first meeting of the Joint Committee after 1 May 2018.

To introduce attendees and receive apologies from non-attendance submitted by Members.

The Chair thanked the Committee Members for attending and asked if everyone could introduce themselves to the Committee.

There were no declarations of interest made by members in accordance with the code of conduct.

To sign and confirm as a correct record the minutes of the meeting held on the 27 July 2017.

Agreed the minutes of meeting held on 27 July 2017 were a correct record.

There were no items of Chair’s urgent business.

To receive a presentation summarising the performance of the contract and facility for 2017/18 and its current status.

Martyn Stapleton (SWDWP Assistant Contract Manager) and Ashleigh Sherrell (SWDWP Project Co-ordinator) provided members with details of the SWFWP annual performance summary and project update.

The highlight of the presentation included –

(a)   SWDWP Overview of 2017/18

·         EfW facility has been fully operational for nearly 3 years;

·         MVV’s overall 2017/18 service and performance was good;

·         Service issues had been minor in nature and we continue to work to reduce areas of difference in contract delivery;

·         MVV & SWDWP continue to work proactively with collection teams to optimise Partnership deliveries and waste composition;

·         MVV have complied with planning and environmental permit conditions with five exceptions;

·         Planned outage in September 2017 was successful. Odour issues were minimal (but 2018 outage has had some issues);

·         Defra confirmed SWDWP compliant with PFI grant conditions.

(b)  MVV Contract and Facility Performance 2017/18 Summary

·         MVV achieved 99.96% diversion from landfill (vrs 97% target);

·         Carbon savings of 78,400 tCO2/year (vrs 73,594 tCO2/year expected);

·         Plant availability 91% (90% target) with 14 unplanned shutdowns;

·         5 exceedances of Environmental Permit: (Odour, late report submission & CO2 emission breach);

·         33 Performance Indicator breaches;

·         28 vehicle turn-around times (0.2%);

·         3 non-adherences to Waste Acceptance Protocol;

·         2 maintenance tasks not undertaken to time;

·         Annual waste throughput 9,412 tonnes above the design point of 245,000 tonnes.

(c)   SWDWP Tonnages and Budgets 2017/18

·         SWDWP original forecast given to MVV for 2017/18 = 167,985 (revised forecast of 164,744 following update to PCC tonnages);

·         SWDWP 2.21% below revised tonnage forecast (4.1% below original forecast);

·         SWDWP total budget expenditure 1.0% below forecast.

(d)  2018/19 Contract Update and Current Status

·         MVV achieving 100% diversion from landfill (versus 97% target);

·         Major annual shutdown from 5th – 27th June;

·         With the exception of the planned outage, MVV reported only 1 hour and 43 minutes in lost availability (due to a reset on the ID fan);

·         3 Performance Indicator breaches (all turn-around times);

·         33 complaints received during the June outage;

·         2 permit breaches; 1 of these relating to the odour event;

·         SWDWP total tonnage delivered (to 30 June) 1.99% above forecast;

(e)  Partnership Waste Deliveries – 2018/19 to date (Apr – Jun);

(f)    Annual Outage Highlights – June 2018

·         5th - 27th June official downtime (plant went back online a week ahead of schedule);

·         Increased complaints;

·         Waste bunker at 85% (11,000 tonnes) by the end of the outage, MVV ran the bunker down to 9% in preparation;

·         All major works completed successfully including refractory and grate bar replacement, repairs to economiser 3, de-slagger chute replacement, crane maintenance, works on the turbine gearbox and a complete overhaul of the conveying system (de-slaggers,  ...  view the full minutes text for item 15.

To receive an update on community interface, communications and educational activities.

Jane Ford (MVV Environment Devonport) provided members with a presentation of the Community Interface, Communication and Education update.

The highlight of the presentation included –

(a)   Community Liaison

·         Support partner councils’ waste minimisation messages;

·         Raise awareness of the need for and value of the Facility;

·         Engage with schools and community groups;

·         Arrange events and open days;

·         Maintain public engagement with the ILC;

·         Enquiries and other communications;

(b)  Waste minimisation messages

·         Officer support for school visits to ensure quality delivery;

·         Agreed programme of activities for school visits;

·         Communication with officers regarding current issues to be addressed;

·         Reinforce waste hierarchy;

(c)   Raising awareness

·         Community groups;

·         Technical groups;

·         Waste collection operatives;

(d)  Visitor Centre

(e)  Events and open days

(f)    Incinerator Liaison Committee

·         Timeline on Incinerator Liaison Committee tasks and objectives.

(g)   Communications by type 2018/18

·         Support for academic projects;

·         Additional technical information;

·         Work experience and placements;

·         Student volunteers;

·         Community events.

To agree the 25 July 2019 as the date of the next meeting.

The next meeting date and location was not agreed. Chair asked members if the meeting could be put early in the year to allow members to attend with more ease. Although a date was not agreed, the Chair asked that officers work towards confirming a date later on the year.

Agreed that, under Section 100(A)(4) of the Local Government Act, 1972, the press and public are excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedules 12A of the Act, as amended by the Freedom of Information Act 2000.

Members will receive a presentation from Martyn Stapleton summarising the contract’s commercial issues and performance for year 2017/18 and the partnership’s budget forecast and allocations for 2018/19.

Martyn Stapleton (SWDWP Contract Manager) provided an update on the Commercial Contract Performance and Issues Summary and SWDWP accounts.