16 June 2004

1. National HECA Fora Secretariat Annual Progress Meeting 16 June 2004 End of year review

2. Contractual obligations • Organise Chairs meetings • Information dissemination • Produce monthly activity reports • Prudent financial control • Progress meetings • Newsletters • Web site development • Organise National Conference • Produce and maintain HECA Strategy • Collection and collation of regional reports and workplans • Maintain and update database

3. Organise Chairs meetings • Organise and attend 4 national HECA Chairs meetings per year • Defra • Birmingham City Council • EST • Welsh LGA • Produce an Agenda for each meeting • Gather supporting documents • Produce and disseminate minutes

4. Information dissemination • Dates of meetings and agendas • Training information • HECA related events • Conferences • Seminars • Consultations • Reports, published documents • Relevant new legislation and regulations • Other requested information from the National Forum, Partnership or relevant external contacts

5. Produce monthly activity reports • These are produced to itemise:- • Finance • Staff time • Travel • Admin expenses • Mailings • Meetings attended • Promotion & development of the HECA Network

6. Admin statistics

7. Progress meetings • These should occur regularly between EST, the Secretariat and the National Chair • This is a good opportunity to raise issues and review progress. This unfortunately slipped due to the loss of the previous Programme Manager, but it is hoped they will be retained

8. Newsletters • Produce 4 quarterly newsletters • Spring 2003 • Conference edition 2003 • Autumn / Winter 2003 • Spring 2004

9. Web site development • Up and running, maintained and up-to-date Contains: • Newsletters • Events • Minutes • Conference info • Relevant documents • Useful contacts • Links to other sites

10. Organise National Conference • The 2003 National Conference was the first to be organised by the UK HECA Secretariat and the HECA Conference Sub-group and was the most successful HECA Conference to date

11. Conference 2004 • The 2004 Conference was organised by the UK Secretariat and the Chairs steering group. • Sole sponsorship from Enact • 3yr deal with Marriott Hotels • A very successful conference with excellent feedback from delegates and exhibitors. • A small profit was made. • Great range of speakers and workshops. • Overall the conference has improved year after year and omens look good for the next conference which is in the process of being organised.

12. Produce and maintain HECA Strategy • This is ongoing since the inception of the HECA Network,it has now become the “Annual Strategy and Work Plan” for 2004 - 2005. • The secretariat has been working to the Gantt chart timescales as published in the original Strategy

13. Collection and collation of regional reports and workplans • Each (funded) region produces a work plan. This is forwarded by the Secretariat to EST for approval. • Minutes of regional meetings are submitted quarterly to the Secretariat, published via the website and submitted to EST • Funding of these regional fora is paid bi-annually • Final report is to be submitted by each (funded) region for checking against the work plan

14. Maintain and update databases • This includes keeping up to date records of elected officials:- Chairs, Vice Chairs, Secretariats • Updating the names and contact details of LA HECA Officers via regional Secretariats and telephone checks • New contact databases have been formed for the conference

15. Non Specified Extras In addition to the contractual obligations,Leicester Energy Agency has: • Organised a “Chairs Learning Day” looking at a minimum standard of accreditation for HECA Officers (ongoing project to be carried into new year), this included research into current HECA Officers’ qualifications that was used as a basis for developing the levels of training. This is an ongoing project with projected timescales of implementation by 2005 • Organised and supported the HECA Research sub-group (ongoing project to be carried into new year) • Includes organising tender documents, the contract and finances.

16. Non Specified Extras • Updates and maintains regional distribution contact lists • Has built up a separate “newsletter mail out” list • Developed and maintains a “Conference Database” of commercial and industrial contacts and possible exhibitors/ sponsors • Designed and developed Secretariat stationery and logo

17. Ideas for the Future • Include in the contract an amount of money to cover the National Chairs’ expenses (travel and OOP expenses) • Try to attract a main sponsor for all 4 annual editions of the Newsletter • Develop the training programme for HECA Officers • Review and downsize the Monthly Activity Report • Produce a generic HECA Officer job description for the website • Maintain a monthly update of schemes and grants either by email or on the website

18. National HECA Fora Secretariat Annual Progress Meeting 16 June 2004 End of year review