HAMPSHIRE NATURAL RESOURCES TRUST
COUNCIL OF MANAGEMENT
Minutes of meeting No. 4 held at 5.20pm on 2 April 2003 in the Ashburton
Court Conference Room, The Castle, Winchester, Hampshire
Present:
Barbara Bryant (Chair); John Adams; Philip Coombe; Bob Lisney; Keith Riley;
David Wrighton
Also in attendance:
Ian Avery (Executive Officer); Kevin Gardner (Secretary); Dave Wootton
(Treasurer).
36. Apologies
None.
37. Declaration of Interests
John Adams declared an interest as a member of staff of the Environment
Agency; Barbara Bryant declared an interest as a member of Hampshire Economic
Partnership; Keith Riley declared an interest as a Director of Onyx UK
Limited; .
38. Minutes of Previous Meeting
The minutes of the previous meeting held on 5
February 2003 were agreed as a correct record and signed by the Chair.
39. Matters Arising
There were no matters arising.
40. Update on Administrative Matters
Ian Avery reported that the Hampshire Natural Resources Initiative Business
Plan includes plans to enhance the independence of the Trust over the course
of the next year. It was intended to bring to the next meeting of the Trust an
outline strategy of how the Trust can develop to a position where its advisers
are totally independent of Hampshire County Council.
41. Charitable Status
The application for charitable status was presented and duly signed by the
trustees. This would now be submitted to the Charity Commission. A report on
progress would be provided at the next meeting.
42. Pilot Electrical and Electronics Goods Recycling Facility Report on
Progress
The Executive Officer presented the Finance Agreement with the Onyx
Environmental Trust that would govern the provision of funds for the project,
and the brief and conditions of contract that would apply to the engagement of
a project manager (Items 7(a) and (b) in the Minute Book). The Secretary
explained that it was unlikely that the terms of the Finance Agreement would
be open to negotiation. However, the proposed contract with the project
manager had been drafted to reflect and pass on any obligations placed upon
the Trust under the Finance Agreement. Arrangements for the selection of a
suitable project manager were discussed and agreed.
Resolved:
1. That approval be given to entering into the Finance Agreement.
2. The Executive Officer publish notice relating to the project manager post,
via the Daily Echo and Portsmouth News, allowing two weeks for responses. The
Executive Officer to shortlist applicants having regard to the criteria
included in the brief for the role.
3. A panel be established comprising John Adams, Bob Lisney and Keith Riley
(Philip Coombe as a reserve), with delegated authority to interview
shortlisted candidates and make the appointment of the project manager. A date
for the panels meeting for this purpose to be set by the Executive Officer.
43. Audit of Commercial and Industrial Waste
It was noted that this bid formerly being taken forward by the Trust had
now lapsed, and was being pursued by other partners.
44. Banking Arrangements
The Treasurer reported that it had been clarified with Entrust that the
Trust needed to have its own independent bank account. A meeting had been
arranged with the Natwest Bank to discuss this further.
Resolved:
That the Treasurer and Executive Officer be authorised to enter into
discussions with the Natwest Bank regarding the establishment of a bank
account for the Trust.
45. Audit Arrangements
The Treasurer reported that he had written to four local audit firms
inviting them to bid for the provision of audit services to the Trust. None
had responded. He had written to another four firms, and at least one had
expressed some interest. Responses were to be returned by 25 April 2003 and
would be reported on further at the next meeting.
46. Insurance Arrangements
The Secretary presented a risk assessment of the Trusts activities
(Item 11 in the minute book) which had been conducted for the purposes of
determining appropriate levels of insurance to be purchased. This process
suggested that the Trust required public liability insurance in sum of £5m,
trustee indemnity insurance in sum of £1m, and legal expenses insurance.
Research had indicated the combined cost could be up to £3,000, although a
full quote was awaited. None of the Trustees was aware of any circumstances or
incidents which might give rise to a claim under the proposed insurance.
Resolved:
That the Secretary be authorised to procure insurance cover for the Trust of
the types and levels indicated above, provided that the combined cost of such
insurance does not exceed £3,000.
47. Date of Next Meeting
Wednesday 4 June 2003 following meeting of the Advisory Group.
Signed:
..(Chair)
Date: June 2003
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