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HAMPSHIRE NATURAL RESOURCES TRUST

Present:
John Adams; Philip Coombe; Keith Riley; David Wrighton

Also in attendance:

Ian Avery (Executive Officer); Kevin Gardner (Secretary); Dave Wootton (Treasurer); Roger Freeman.

78. Apologies
    
    Barbara Bryant; Bob Lisney.
    
79. Declaration of Interests
    
    No interests were declared.
    
80. Minutes of Meeting on 7^th October 2003
    
    The minutes of the meeting held on 7^th October 2003 had been deferred to this meeting, due to the volume of business on the agenda at the previous meeting. These were agreed as a correct record, subject to the reference to "Entrust" in the tenth line of minute 66 being amended to read "Onyx Environmental Trust". There were no matters arising.
    
81. Minutes of Meeting on 5^th December 2003
    
    The minutes of the meeting held on 5^th December 2003 were agreed as a correct record. There were no matters arising.
    
82. Budget Update and Financial Statements
    
    Dave Wootton presented the 2003/04 Financial Statement (Item 7 in the Minute Book). This showed that there was currently just over £750 at the bank. It was explained that, due to timing issues, it was necessary to maintain overdraft facilities of up to £50,000, approved by the Council of Management on 7^th October 2003, to help manage the income and expenditure on the WEEE project. It was intended to bring further cash flow statements to the Council of Management. Members agreed that it was important that income and expenditure was managed within the £50,000 limit authorised, and were agreeable to a continuation of these arrangements being negotiated.
    
    Resolved:
    That the Treasurer be authorised to negotiate with the NatWest Bank a continuation of the overdraft facilities of £50,000 originally approved on 7^th October 2003.
83. VAT
    
    Roger Freeman reported on investigations as to whether VAT liability on payments made on the WEEE project could be avoided. It was stated that the only way to achieve this would be if the contractors to whom payment was being made were registered as environmental bodies. This was not considered feasible in which case it was assumed that VAT liability would need to be accepted.
    
    Resolved:
    That the position be noted.
    
84. Update on Charity Status
    
    Kevin Gardner reported that there had been further correspondence with the Charity Commission regarding the terms of the Trust’s objects clause. It was hoped that a mutually acceptable way forward could be agreed.
    
    Resolved:
    That the position be noted.
    
85. Insurance
    
    Kevin Gardner reported that insurance policy documents had now been received and that the level of cover approved by the Council of Management on 7th October 2003 (£5m public liability, £1m trustee indemnity) was now in place.
    
    Resolved:
    That the position be noted.
    
86. WEEE Project Update
    
    Roger Freeman presented a Progress Report on the WEEE project (Item 11 in the Minute Book). He summarised the process for selection of project partners. There had been 26 expressions of interest in the project in response to a public advertisement. However, not one of these had addressed the complete project. They had been reduced to twelve possible candidates, regarded as able to deal individually with different modules which, together, would make up the complete project. Selection had been made having regard to a range of relevant criteria, including cost and relevant expertise. It had been decided not to seek competitive tenders having regard to the fact that ability and willingness of particular contractors to undertake individual parts of the project had been limited. Keith Riley endorsed this approach saying that it was a typical process for a development project such as this. Members were therefore comfortable with the selection process.
    
    Onyx Environmental Trust and Entrust had been informed of the process by which contractors had been selected and given an opportunity to comment, prior to contracts being finalised. Subject to any such comments, Members were content to proceed with the proposals to engage project partners.
    
    Roger Freeman pointed out that the value of the assets returned at the end of the contract period may not be the same as the sum invested. The Finance Agreement with the Onyx Environmental Trust required that market value was recovered.
    
    Members discussed the fact that partners would only be required to have professional indemnity insurance in place for a period of six months following the conclusion of the project, to deal with any post-project matters. Clarification was needed that this would be sufficient to enable any waste management licence or IPPC requirements to be discharged. It was felt that the adequacy of the six month requirement should be reviewed at the end of the study phase taking into account the requirements of any relevant statutory consent. It was noted that, with regard to meeting regulatory requirements, there may be some advantages in co-locating the plant with an existing waste management facility already covered by relevant consents.
    
    Insurance requirements placed upon contractors would be as set out in the Financial Risk Assessment included in the Progress Report.
    
    It was recognised that the payment profile required careful attention to make sure that expenditure was maintained within the approved overdraft limit of £50,000. There was discussion as to whether this limit should be increased. The Treasurer was asked to explore the need for this and its feasibility, and report back.
    
    It would be September/October 2004 before the pilot phase of the project commenced, subject o regulatory consents being in place. The pilot phase would finish in around July 2005, with final reports to be disseminated to stakeholders and interested bodies by August 2005, when WEEE obligations would come into force.
    
    The Project Manager reported that he would be participating in a trade mission to Taiwan, where the opportunity would arise to visit ecoparks. This would provide essential information to assist with the development of the project.
    
    Resolved:
    1. That, subject to any comments from the Onyx Environmental Trust and Entrust, the selection process be endorsed and authority given to the Project Manager, Executive Officer and Secretary to finalise the details of contracts with project partners as follows: Seek-it; ICER; Scott Wilson Kirkpatrick Ltd; MEL Research; Axioms; Southampton University.
    
    2. Insurance requirements be as set out in the Financial Risk Assessment and the requirement to retain professional indemnity insurance for six months after the completion of the project be reviewed at the end of the study phase, taking into account any relevant regulatory requirements likely to extend beyond this period.
    
    3. The Treasurer investigate and report further on the possible need to increase the amount of the current overdraft facility.
    
    4. A financial contribution of £250 be paid towards the cost of a trade mission to Taiwan to visit facilities similar to those involved in this project.
    
87. Financial Support to other Projects
    
    Ian Avery presented a report setting out priorities for projects that could be supported by the Trust using available funds. The proposals reflected the views of the Natural Resources Initiative Advisory Group and focused on three areas: Developing Recycling Facilities for SMEs, Engaging with Business through Events, and E Generation.
    
    Resolved:
    
    1. The priority areas be supported, with £2000 being allocated to E Generation and £1000 to Engaging with Business through Events.
    
    2. A working group comprising John Adams, Keith Riley and Ian Avery be formed to develop costed proposals for SME recycling.
    
88. SUE Waste Consortium Collaboration Agreement
    
    Ian Avery reported the action taken since the last meeting, in consultation with Members, to enter into the SUE Waste Recycling Collaboration Agreement, following an assessment of risks and implications for the Trust. The timescale for completion of the agreement had meant that a decision on the Trust’s participation had to be made before the date of the present meeting.
    
    Resolved:
    
    1. That the action taken in entering into the SUE Waste Recycling Collaboration Agreement be confirmed.
    
    2. That Keith Riley be the Trust’s representative on the Consortium Steering Group.
    
89. Investigation of Funding Opportunity – CRED Programme
    
    Ian Avery presented a report on the feasibility of the Trust making a bid under the Community Recycling and Economic Development ("CRED") Programme for funding to support community involvement in recycling (Item 14 in the Minute Book).
    
    Resolved:
    
    
    1. The Executive Officer and Project Manager be authorised to explore the possibility of formulating a bid to extent the WEEE project through community involvement using funding from the CRED programme. The results of this investigation to be circulated to the Council of Management Members via email and, in the event of there being a need to progress a bid before the next meeting, the Chair be authorised to agree the application.
    
90. Media/Press Releases from the Trust
    
    There was a discussion about the arrangements for issuing communications with the media in connection with the Trust’s activities. It was noted that the Onyx Environmental Trust National Panel were holding their next meeting in Winchester on 18 March. They would be receiving a presentation on progress with the WEEE project and it was proposed to use the opportunity to take some publicity photographs and disseminate these with a press release.
    
    Resolved:
    
    1. Any press releases issued by the Trust are to be circulated in draft via email to Council of Management Members for comment, with the final draft being agreed by the Chair. These should be on Trust headed paper and issued with the assistance of Hampshire County Council or Environment Agency communications staff and networks.
    
    2. The role of the Natural Resources Initiative Advisory Group and its relationship to the Trust be clarified through the development of a philosophy and mission. The Executive Officer to prepare a report on this for further consideration.
    
91. Date of Next Meeting
    
    Tuesday 4 May 2004.

Signed:………………………………………..(Chair)

Date: May 2004

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