The West London Waste Authority met on Friday 22 March 2024 to discuss a range of waste management and operational matters. Key decisions included the approval of the Annual Procurement Plan for 2024/25 and the updated IT Strategy. The Authority also noted reports on waste composition analysis, food recycling projects, contracts and operations, and the finance update.

Waste Composition Analysis Report

Members received an update on the Authority's residual waste composition analysis, which is conducted every 15 months to identify fluctuations throughout the year. The report detailed findings on recycling capture rates and the potential impacts of upcoming legislative changes, including Extended Producer Responsibility (EPR), Deposit Return Scheme Systems, Simpler Recycling, and the Emissions Trading Scheme (ETS).

Emma Beal, Managing Director, explained that while the exact EPR timelines are subject to change, the Authority anticipates receiving information on funding in November 2024, with collection requirements for flexible plastics due in 2027. This will represent a significant shift for the Authority. Members discussed the need to avoid investing in infrastructure that may become unsuitable and were advised that EPR is expected to evolve considerably in its initial years, which will be closely monitored.

A discussion also took place regarding embedded versus embodied carbon, with Members being informed that only carbon from fossil fuels would be taxed. Peter Tilston, Projects Director, noted that textiles are a significant issue due to their high plastic content. The report was noted by the Authority.

Food Recycling Projects Update

An update was provided on the Authority's Food Waste investment in Borough Business Cases, approved in September 2020. Peter Tilston, Projects Director, highlighted that the report adopted a capture-based approach, aiming to expand food waste services across boroughs. He noted that overall performance was mixed and that direct comparisons between boroughs were complex.

A Member raised concerns about participation rates and the incorrect use of the food waste service, emphasizing the significant financial and environmental impact. Emma Beal, Managing Director, mentioned attending a meeting with counterparts from other waste disposal authorities and RE London to address this issue on a London-wide scale, with the aim of fostering a food waste recycling culture.

Members acknowledged variations in collection methods and frequencies across boroughs. One Member reported receiving feedback from residents about food waste being mishandled by collection crews. Peter Tilston advised that while tool box talks had previously been provided to collection crews, this was a management issue for individual boroughs. The report was noted by the Authority.

Contracts Operations Update

Tom Beagan, Assistant Director of Operations, presented an update on the Authority's waste treatment arrangements and procurements, focusing on transfer stations and the Household Re-use and Recycling Centre (HRRC) improvement project. He confirmed that contingency arrangements for waste hauling via road, implemented due to issues at Victoria Road related to HS2, had been successful in minimising disruption to tipping times. Similar arrangements will be in place during the upcoming crane replacement works at Victoria Road, scheduled to begin on 1 April. Members will be kept informed of these arrangements until the works conclude on 20 April 2024.

Regarding the HRRC improvement programme, Members were informed that £1.2 million had been allocated for in-year investment to enhance performance across all west London sites. While spending by boroughs had been slow, diversion rates had improved. A best practice study has been commissioned to establish a model for high-performing HRRCs, with the findings to be reported at the next meeting.

The Authority resolved to note the report and approved the remaining HRRC improvement funds to be ringfenced by each Borough for delivering improvements identified by the best practice report.

Annual Procurement Plan 2024/25

Beth Bayley, Contracts and Procurement Manager, introduced the Annual Procurement Strategy for 2024/25. She highlighted that two procurements were anticipated to exceed £1 million, requiring approval from Chief Officers and Members. The report also detailed strategic procurements and potential challenges.

In response to a question about improvements to the resident booking system, officers indicated they would work with boroughs, acknowledging current issues where residents could only view available timeslots after completing all their details. Regarding IT projects, the Finance Manager confirmed that consultants had reviewed the overall structure and suggested more cost-effective alternatives.

The Authority approved the Annual Procurement Plan for 2024/25.

Finance Update January 2024

Sapna Dhanani, Finance Manager, presented the financial and operational update. She drew attention to the amber and red Key Performance Indicators (KPIs) detailed in Appendix 2 of the report.

Emma Beal, Managing Director, addressed concerns about PPP income, emphasizing the need to reduce residual waste as this income could cease without notice. She also highlighted the significant challenges the Authority faces, including those related to flexible plastics.

The Treasurer noted the slow response from some boroughs regarding investments in HRRCs and food waste, expressing hope that collective encouragement from officers and Members would drive action. The Chair proposed progressing a previous suggestion to hold an away day to discuss these matters.

The Authority resolved to note the current financial position and forecast for 2023/24, approve reserves to carry forward unspent HRRC funding and unspent programme budget from PPP income for use in 2024/25, approve the Treasury Management Plan for 2024/25, and note the KPIs to date and the absence of delegated decisions.

IT Strategy Update

Members received an update on the Authority's IT Strategy. The strategy has been revised to incorporate current technology for a connected, secure, and inclusive workplace, ensuring that data collection and sharing with boroughs and stakeholders will not be compromised. The strategy also outlines a considered approach to the implementation of Artificial Intelligence (AI) following thorough research and development, and emphasizes the pivotal role of cybersecurity in the face of increasingly sophisticated attacks. Training for staff and the creation of policies to ensure proper IT use are also key components.

The Authority approved the IT Strategy as set out in Appendix 1 of the officer report.