Members will be asked to make any declarations of interest in respect of items on this agenda.

There were no declarations of interest.

To sign and confirm as a correct record the minutes of the meeting held on 19 November 2012.

Agreed that the minutes of the meeting of the South West Devon Waste Partnership Joint Committee held on Monday 19 November 2012 are confirmed as a correct record.

To receive reports on business which, in the opinion of the Chair, should be brought forward for urgent consideration.

There were no items of chair’s urgent business.

Members will receive an update on the project from Mark Turner, Project Director.

Mark Turner, Project Director gave a project update.  Members were informed that –

(a)           piling continues on site although the poor weather conditions had presented some challenges but had not affected the programme unduly;

(b)          landscaping had started in some areas and would form part of a greater scheme;

(c)           outside of main construction, it was reported that the design process was on-going to refine the technology to optimise efficiency of the plant as far as possible; 

(d)          the IT interface and reporting mechanisms between MVV and SWDWP were being developed;

(e)          MVV were continuing to develop their ideas on community engagement and were working closely with the partnership to ensure an effective working relationship;

(f)            a Financial Allocation Mechanism (FAM) was being developed by the Partnership and a report would come to a subsequent meeting for information and approval.

In response to members questions it was reported that the North Yard Community Trust was being set up and initially administered through the Plymouth City Council’s Planning Department. Members had been appointed but it’s believed they have not yet met formally.  Request to receive an update on this Trust at subsequent meetings.

Agreed that –

1.         a report on the Financial Allocation Mechanism to be presented to Members at a subsequent meeting.

2.         Members receive an update on the North Yard Community Trust at the next meeting.

Members to receive an update from Liz Waugh on communication activity from November 2012 to January 2013.

Liz Waugh, the Partnership’s Communication Consultant gave a verbal update on recent and upcoming communication activity.  Members were informed that –

(a)           no letters had been received since the last meeting by the partnership  and there had been very little media coverage on the project;

(b)          MVV continue to focus on listening and working alongside the community and developing their stakeholder strategy.  It was useful to have members of the public present at the partnership meeting today;

(c)           MVV were working closely with the City College to address concerns on the skills agenda;

(d)          the Incinerator Liaison Committee is on-going although membership is currently low.

Members will receive a presentation summarising MVVs Construction progress and site activities from Mark Turner, Project Director.

Mark Turner, Project Director, gave a presentation providing an update on MVV’s construction programme and site activities.  Members were informed that -

(a)           piling work was progressing although there were challenges due to underground obstructions.  This has created an increase in noise levels which MVV were trying to mitigate.  MVV were hoping to finish the piling work at the end of January before moving onto the next stage of works;

(b)          a 60 metre high tower crane was recently erected for work to be undertaken above the ground;

(c)           there were no planning contraventions in December, however, in January MVV had again exceeded the agreed work hours this week. This was due to a mechanical failure with one of the rigs. To date there’s been 3 contraventions for noise and 6 contraventions for exceeding work hours since March 2012.  MVV have now agreed to increase the noise monitoring frequency to weekly from bi-weekly;

(d)          MVV were continuing their appeal against Devon County Council’s planning refusal at Whitecleave Quarry for the disposal of bottom ash.

In response to members questions it was reported that -

            (e)        MVV’s noise monitoring requirements are already very tight and a Noise Monitoring Steering Group with MVV and specialists from EA, and PCC planners met regularly and meetings were minuted and sent to the PCC Planning Committee;

(f)            MVV were using mobile acoustic screens to defuse the noise. The Project Director would speak to MVV on how the screens work;

(g)           noise from site would continue after completion of the piling work although the noise type would change.  The noise would continue throughout construction but should improve when the building cladding was in place as this would provide a natural shield. MVV have rescheduled works to ensure the elevation to the residential side will be in place first to act as a noise barrier;

(h)           various Partnership and Plymouth City Councillors had been invited to visit the site and it was requested that MVV be asked whether the invitation could be extended to other Councillors.

Agreed that –

1.         the Project Manager to have discussions with MVV on the acoustic screens used to defuse noise and report back to the partnership at the next meeting;

2.         the Noise Monitoring Steering Group minutes to be sent to Councillor Coker; and

3.         more information about noise monitoring and the applicable standards be presented at the next meeting.

Members will receive a Project Programme from Mark Turner, Project Director.

Mark Turner, Project Director, presented the latest Project Programme and informed members that there were no changes since the last meeting apart from the possible impact of the adverse weather.

The next meeting is scheduled for 25 April 2013 at 10am at Torbay Council.

Agreed that the meeting will be held on Thursday 25 April 2013 at 10am at Torbay Council.

To consider passing a resolution under Section 100A(4) of the Local Government Act 1972 to exclude the press and public from the meeting for the following item(s) of business on the grounds that it (they) involve the likely disclosure of exempt information as defined in paragraph(s) 3 of Part 1 of Schedule 12A of the Act, as amended by the Freedom of Information Act 2000.

Agreed that, under Section 100(A)(4) of the Local Government Act, 1972, the press and public be 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 I of Schedule 12A of the Act, as amended by the Freedom of Information Action 2000.

Following questions raised at the last Joint Committee, Members will receive a response from Mark Turner with respect to how the Partnership Agreement links with the Contract.

Mark Turner, Project Director gave members an overview on the joint working agreement and contract in response to a question raised at the November meeting.