Agenda of Joint Council Waste Futures Project Steering Committee

OPEN

A G E N D A

Joint Council Waste Futures Project Steering Committee MEETING

Meeting Date:

Thursday, 14 September 2017

Time:

10.00am

Venue:

Council Chamber

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

Group Members

Chair: Councillor Kerr

Councillors Heaps, and Lyons (HDC)

Councillors Brosnan (Deputy Chair), Dallimore and Tapine (NCC)

(Quorum= 4 at least one Councillor from each Council)

Officer Responsible

Waste and Data Services Manager (Mr M Jarvis)

Secretary

Christine Hilton (Extn 5633)

Joint Waste Futures Project Steering Committee – Terms of Reference

Background

Section 43 of the Waste Minimisation Act 2008 states that a territorial authority must adopt a waste management and minimisation plan which provides:

· objectives, policies and methods for effective and efficient waste management and minimisation,

· collection, recovery, recycling, treatment and disposal services

· facilities for waste management

· waste minimisation activities including education and public awareness; and

· a framework for funding implementation, grants and advances of money

The Solid Waste Management Committee which had been set up with Napier City Council, jointly prepared a Waste Minimisation Plan (WMMP) which was formally adopted in 2012. This committee was disestablished upon adoption of the WMMP. In early 2014 the Joint Council Waste Futures Project Steering Committee was established to meet to oversee and manage a range of programmes and interventions to achieve effective and efficient waste management and minimisation within the Omarunui landfill catchment.

The WMMP must be reviewed every 5 years. A Waste Assessment, which is the first step of the review has been undertaken and options are being developed for the WMMP. It is proposed that all submissions on the draft WMMP are heard by a joint committee of Napier City and Hastings District Council:

Purpose

· To approve the content of the Draft Waste Management and Minimisation Plan for public consultation.

· To hear submissions and make recommendations to the constituent Councils on the draft regional Waste Management and Minimisation Plan 2011-2017.

· To be responsible for overseeing, supporting, monitoring and reporting progress toward achieving the intent of WMMP. As well as representing the interests of participatory Councils in the WMMP.

· To review the Joint Waste Management and Minimisation Plan at least every six years to meet the requirements of the WMA 2008

Members

Three elected members appointed from Hastings District Council

Three elected members appointed from Napier City Council

Name

The Joint Waste Futures Project Steering Committee

Status

By agreement of the local authority members, the Joint Waste Futures Joint Project Steering Committee has been established as a Joint Committee under clause 30A of Schedule 7 of the Local Government Act 2002.

Delegated Authority

The Joint Committee will have responsibility and authority to:

1. Accept and hear submissions on the joint Waste Management and Minimisation Plan 2017-2023, and report back to the individual Councils on an as required basis.

2. To make recommendations to each participant Council on the Waste Management and Minimisation Plan.

3. To monitor performance and progress to give effect to the purpose of the WMMP and to make recommendations to the constituent Councils accordingly.

Administering Authority and Servicing

Hastings District Council shall administer the Joint Committee meetings.

Meetings

The Hastings District Council’s Standing Orders will be used to conduct the Joint Committee meetings.

The Joint Committee shall meet as and when required as agreed for the achievement of the purpose of the joint committee.

Quorum

The quorum at any meeting shall be not less than four (4) including not less than two representatives of each of the member bodies.

Voting

The members shall strive at all times to reach a consensus.

Each representative shall be entitled to one vote at any meeting.

There shall be no casting vote.

Chairperson and Deputy Chairperson

The Joint Committee shall also appoint by simple majority vote, a Chairperson from one Council and a Deputy Chair from the other Council.

Variations

Any Member may propose an amendment (including additions or deletions) to the Terms of Reference which may be agreed to by the Joint Committee.

Variations to the Terms of Reference must be referred to the constituent Councils for ratification.

Term of Office

The primary purpose of this Joint Committee is the approval and adoption, by both Councils, of the Waste Management and Minimisation Plan 2018. However the Joint Committee will continue to meet as and when required to oversee performance of the WMMP in operation.

HASTINGS DISTRICT COUNCIL

Joint Council Waste Futures Project Steering Committee MEETING

Thursday, 14 September 2017

VENUE:

Council Chamber

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

TIME:

10.00am

A G E N D A

1. Apologies

An apology from Councillor Tapine has been received.

At the close of the agenda no requests for leave of absence had been received.

2. Conflict of Interest

Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have.

3. Consideration of General Business Items

4. Confirmation of Minutes

Minutes of the Joint Council Waste Futures Project Steering Committee held Wednesday 2 August 2017.

(Previously circulated)

5. Waste Assessment 7

6. Recommendation to Exclude the Public from Items 7 and 8 143

7. Kerbside Collection Options

8. Waste Management and Minimisation Plan

File Ref: 17/880

REPORT TO: Joint Council Waste Futures Project Steering Committee

MEETING DATE: Thursday 14 September 2017

FROM: Waste Minimisation Officer

Angela Atkins

SUBJECT: Waste Assessment

1.0 SUMMARY

1.1 The purpose of this report is to present the Waste Assessment to the Committee.

1.2 The public consultation as required by the Local Government Act Special Consultative Procedure is proposed for 30 days commencing 1 February 2018.

1.3 This request arises from The Waste Minimisation Act 2008 (WMA) giving councils the responsibility to promote effective and efficient waste management and minimisation within their territory. The WMA requires councils to adopt a waste management and minimisation plan (WMMP), which must be reviewed every six years.

1.4 Council is required to give effect to the purpose of local government as prescribed by Section 10 of the Local Government Act 2002. That purpose is to meet the current and future needs of communities for good quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost–effective for households and businesses. Good quality means infrastructure and services that are efficient, effective and appropriate to present whilst anticipating future circumstances.

1.5 This decision is relevant to the purpose of Local Government as it provides local infrastructure which contributes to public well-being and safety and helps to protect the current and future natural environment via wasting less as a community.

1.6 This report concludes by recommending this report and the Waste Assessment be received.

2.0 BACKGROUND

2.1 A Waste Assessment has been produced (Attachments 1-5). The purpose of the assessment is to provide the supporting information for the development of the WMMP.

2.2 The assessment outlines how waste and recycling is currently managed, where waste comes from, how much waste there is, what it is made up of, and where it goes. It also identifies potential options for improvement in the region’s waste management and minimisation services.

2.3 The Waste Assessment does not (and is not intended to) provide any strategic guidance about how these issues may be addressed. It is to enable preferred options to be identified, a vision, goals and objectives which form the agreed strategic direction were developed to guide the WMMP.

2.4 The Waste Assessment details the local situation, however the global situation needs to be acknowledged also. As of August 2017, China has stopped accepting plastics for recycling. This is one of many situations which could influence future decisions and service provisions. As it is a moving target, these influences need to be considered and assessed when new services are introduced or contracts are renewed, notwithstanding the Waste Assessment.

2.5 Since the last meeting of the Joint Waste Futures Committee, work undertaken by council officers has focused on drafting the WMMP document. This preliminary draft is based on the documents produced by Jacobs, Morrison Low, and Council comprising the Waste Assessment.

3.0 CURRENT SITUATION

3.1 Hastings District and Napier City Council officers have completed the Waste Assessment, including support from external consultants, and are now drafting the Joint WMMP. The compilation of the reports completed as part of the Waste Assessment have been finalised.

3.2 The Waste Assessment is comprised of the following documents:

· Jacobs Consulting Ltd. Waste Assessment 2017

· Morrison Low Peer Review of Jacobs Consulting Ltd. Waste Assessment 2017

· Morrison Low District Specific Issues and Options Table

· Morrison Low Kerbside Collection Options

· Additional Supporting Internal Assessment 2017 (once received this will be circulated separately)

4.0 OPTIONS

4.1 The Waste Assessment is attached as Attachments 1-5.

5.0 SIGNIFICANCE AND ENGAGEMENT

5.1 The WMA does not specifically require consultation on a waste assessment but recommend council’s adopt the waste assessment before reviewing and subsequently drafting the WMMP.

5.2 The draft WMMP is subject to the requirements of the Local Government Act Special Consultative Procedure.

6.0 ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)

6.1 In assessing options to meet the forecast demands of the district, consideration must be given to the requirements of the LGA 2002. Section 77 of the LGA requires councils to consider all reasonably practicable options to achieving the objective of the decision and assess these options in terms of their advantages and disadvantages.

6.2 The preferred options for managing and minimising waste have been identified by the Joint Committee using a multi-criteria assessment developed by Morrison Low. These preferred options are outlined in the draft WMMP, along with the proposed funding source, implementation timeframes, and factors such as monitoring and reporting measures.

7.0 PREFERRED OPTION/S AND REASONS

7.1 That the Waste Assessment documents be received.

8.0 RECOMMENDATIONS AND REASONS

A) That the report of the Waste Minimisation Officer titled “Waste Assessment” dated 14/09/2017 be received.

B) That the documents comprising the Waste Assessment, as set out in Attachments 1 to 5 of the report in “A” above, be received.

With the reasons for this decision being that the objective of the decision will contribute to meeting the current and future needs of communities for good quality local infrastructure and local public services in a way that is most cost-effective for households and business by:

i) Providing fit for purpose solid waste services and facilities.

Attachments:

1	HDC NCC Waste Assessment 2017-Final-05	CG-14-1-00433
2	Solid Waste - Waste Minimisation & Recycling - Morrison Low - Peer Review Waste Assessment	SW-25-17-4340
3	Morrison Low Options Table District - Specific Issues and Options Table	PRJ17-113-0002
4	Kerbside Collection Options Without Financial Aassessment	PRJ17-113-0009
5	Additional Supporting Internal Assessment 2017 (To be circulated separately once received)

HDC NCC Waste Assessment 2017-Final-05

Attachment 1

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HDC NCC Waste Assessment 2017-Final-05

Attachment 1

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Trim File No.: CG-14-36-00008

Agenda Item: 6.

HASTINGS DISTRICT COUNCIL

Joint Council Waste Futures Project Steering Committee MEETING

Thursday, 14 September 2017

RECOMMENDATION TO EXCLUDE THE PUBLIC

SECTION 48, LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

THAT the public now be excluded from the following part of the meeting, namely:

7 Kerbside Collection Options

8 Waste Management and Minimisation Plan

The general subject of the matter to be considered while the public is excluded, the reason for passing this Resolution in relation to the matter and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this Resolution is as follows:

GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED

REASON FOR PASSING THIS RESOLUTION IN RELATION TO EACH MATTER, AND

PARTICULAR INTERESTS PROTECTED

GROUND(S) UNDER SECTION 48(1) FOR THE PASSING OF EACH RESOLUTION

7 Kerbside Collection Options

Section 7 (2) (h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

The information contained in the report is commercially sensitive.

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.

8 Waste Management and Minimisation Plan

Section 7 (2) (h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

The information in the report is in draft form for the consideration of the Steering Committee.

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.