Agenda of Joint Council Waste Futures Project Steering Committee

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.

File Ref: 18/598

REPORT TO: Joint Council Waste Futures Project Steering Committee

MEETING DATE: Wednesday 25 July 2018

FROM: Waste Minimisation Officer

Angela Atkins

Waste Minimisation Lead

Rhett van Veldhuizen

SUBJECT: Final Joint Waste Management and Minimisation Plan

1.0 SUMMARY

1.1 The purpose of this report is to present to the Committee, the final version of Joint Waste Management and Minimisation Plan (WMMP) and to attain a recommendation for both Councils to adopt the new WMMP by 30 September 2018.

1.2 This issue arises from legislative provisions within the Waste Minimisation Act 2008 requiring Council to review their WMMP every six years. The Joint WMMP must be reviewed by 30 June 2018.

1.3 The 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, services and performance that are efficient and effective and appropriate to present and anticipated future circumstances.

1.4 The objective of this decision relevant to the purpose of local government is to fulfil the statutory requirements of the Local Government Act 2002 in regard to consultation and decision making.

1.5 This report is an administrative matter and concludes by recommending the Joint Committee to recommend the WMMP to both Councils for adoption by 30 September 2018.

2.0 BACKGROUND

2.1 The Council’s draft Joint WMMP was adopted on 20 December 2017. A comprehensive community consultation was carried out in early 2018. A total of 6,165 submissions were received.

2.2 All submissions were considered during the four days of hearings as well as an officer’s report covering the statistical information regarding the submissions. The hearings were held from Monday 18 to Thursday 21 June 2018. Fifty one (51) submitters spoke to their submissions.

2.3 At the Committee meeting dated 18 June 2018 (concluding 21 June) the Committee completed all the relevant provisions contained within the Local Government and Waste Minimisation Acts regarding the preparation of a WMMP.

2.4 A copy of the minutes of the meeting which commenced on Monday, 18 June 2018 is attached to this report (Attachment 1).

2.5 The final step in the WMMP process is adoption of the new Joint WMMP by both the Hastings District Council and Napier City Council.

3.0 CURRENT SITUATION

3.1 The vision, goals and action plan of the WMMP have been updated to reflect the outcome of the consultative process and is presented to the committee as a final version.

3.2 Vision – To deliver waste minimisation and resource recovery across Hastings District and Napier City working towards zero waste.

3.3 The following are key points from the consideration of the submissions.

3.4 Provide a small (80L) general rubbish bin to every home in current council collection areas, with Hastings semi-urban; close to town, also considered for the service. Initially weekly rubbish collection with a move to fortnightly as people become more skilled at recycling.

3.5 Provide recycling containers to ensure plastics, paper and glass are kept as clean as possible to enable them to be recycled; and moving Napier from a fortnightly to weekly recycling pick-up.

3.6 Work collaboratively with the waste collection industry to set up an incentive scheme/s that will strongly encourage people to separate out their green waste to ensure it is composted (either at home or commercially).

3.7 Roll out a major public engagement and education programme explaining the best ways to deal with rubbish and recycling and why change is necessary.

3.8 Consider a local waste levy to help pay for initiatives identified in the action plan.

3.9 Set up a contestable fund to seed fund waste reducing initiatives

3.10 Engage closely with iwi to embed the principles of Kaitiakitanga throughout the waste plan.

3.11 Work with commercial, industrial and retail businesses to encourage recycling.

3.12 Investigate methods for better dealing with problem products.

3.13 Continue to lobby central Government on the need for priority products and product stewardship schemes.

3.14 Improve data collection and provide results to the public.

3.15 Bylaw reviews to ensure they are online with the WMMP and other planning controls.

3.16 Consider forming one combined Napier and Hastings waste team.

4.0 OPTIONS

4.1 The committee has two options available to them;

4.2 Option 1) – Recommend to both Hastings District Council and Napier City Council to accept the updated and final version of the WMMP (Attachment 2) with changes made based on deliberations of the committee following the consideration of all submissions at the hearings meeting in June 2018. This option requires the revoking the previous Joint WMMP 2012 – 2018.

4.3 Option 2) – Accept the new Joint WMMP with any specific changes as identified by the committee and recommend the adoption of the WMMP by both councils.

5.0 SIGNIFICANCE AND CONSULTATION

5.1 In conjunction with Napier City Council, Hastings District Council implemented an extensive campaign to inform the Hawke’s Bay community of the opportunity to review the draft Joint WMMP and to submit on the consultation via an online or written submission. The consultation was undertaken between 19 February and 23 March 2018.

5.2 The process followed for the WMMP consultation satisfies that framework in sections 82 and 83 of the Local Government Act 2002 which provides the principles for consultation.

5.3 Four days of hearings were held the week of 18 June 2018 where all of the submissions received were heard, or read and considered before alterations were made based on these submissions. All changes recommended at the conclusion of these hearings have been incorporated into the attached version of the WMMP (Attachment 2).

5.4 The Medical Officer of Health was specifically consulted with as part of the consultation process as required by Section 51 of the Waste Minimisation Act 2008. The Medical Officer of Health submission (#10083) will be included in the documentation that forms the final Joint WMMP.

6.0 ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)

6.1 Option 1)

6.2 The Joint WMMP consultation process set about obtaining community views and preferences and these were considered at the hearings meeting in June prior to the committee agreeing on recommended changes to the draft Joint WMMP. Officers have made the changes to the WMMP as instructed by the committee.

6.3 Option 2)

6.4 The Joint WMMP 2018 – 2024 is approved with specific changes recommended for inclusion prior to reporting to the parent councils.

6.5 The committee should be aware of a territorial authorities requirements to spend the levy to promote or achieve waste minimisation. Waste management and minimisation plans (WMMP) prepared by each territorial authority set out how the levy will be used.

6.6 Section 33 of the Waste Minimisation Act 2008 which states:

Secretary must retain levy money instead of paying territorial authority in certain situations

(1) Despite section 31, the Secretary must retain levy money payable to a territorial authority if,—

(a) at the time the payment is to be made, the territorial authority has not—

(i) adopted a waste management and minimisation plan; or

(ii) reviewed its waste management and minimisation plan under section 50, if a review was required before the time for payment; or

(b) the Minister has directed the Secretary to retain the payment under section 37.

(2) The Secretary must spend any money retained under subsection (1) in accordance with section 30(c).

7.0 PREFERRED OPTION/S AND REASONS

7.1 The preferred option is for the Joint Waste Futures Project Steering Committee is Option 1, to accept the changes made to the Joint WMMP document and make a formal recommendation to each parent Council to adopt the Joint WMMP with no amendments as the Joint WMMP has been the subject of a robust and thorough public consultation process across both communities.

8.0 RECOMMENDATIONS AND REASONS

A) That the report of the Waste Minimisation Officer titled “Final Joint Waste Management and Minimisation Plan” dated 25/07/2018 be received.

B) That the minutes of the Committee meeting held on Monday 18 June, Tuesday 19 June, Wednesday 20 June and Thursday 21 June 2018 be accepted in respect of submissions to the Joint Waste Management and Minimisation Plan.

C) That the Committee recommends the Hastings District Council and Napier City Council adopt the Joint Waste Management and Minimisation Plan 2018-24 in accordance with section 43 of the Waste Minimisation Act 2008 without further amendment.

D) That the Committee delegate to the Chief Executives of the Parent Councils any updates and changes recommended from the Committee meeting.

E) That the Joint Council Waste Futures Project Steering Committee recommend to the parent Councils, in terms of Section 82 and 83 of the Local Government Act 2002, that the principles set out in that section have been observed in such a manner that the Hastings District Council and Napier City Council considers, in its discretion, is appropriate for the decisions made during the course of this meeting.

F) That this Joint Council Waste Futures Project Steering Committee recommend to the parent Councils that additional resource is urgently required to implement the WMMP from financial Year 1 of the Long Term Plan 2018-2028.

Attachments: