16 June 2004

Annual Progress Meeting

End of year review

National HECA Fora Secretariat

• 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

Contractual obligations

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

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

Produce monthly activity reports

• These are produced to itemise:-

– Finance• Staff time

• Travel

• Admin expenses

– Mailings

– Meetings attended

– Promotion & development of the HECA Network

Admin statisticsPost Telephone Fax Email Copies Letterhead Envelopes

April 150 164 10 400 465 220 200May 16 255 2 483 569 21 11June 3 61 0 191 260 4 3July 50 61 0 204 111 5 10August 34 61 4 128 121 32 34September 33 68 4 112 190 20 27October 10 55 7 119 100 12 12November 16 45 5 139 73 12 18December 58 47 6 121 246 64 62January 1377 75 14 223 126 17 991February 19 133 6 246 80 18 36March 386 not avail not avail not avail 386 386 386

Total: 2152 1025 58 2366 2727 811 1790

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

Newsletters• Produce 4 quarterly newsletters

– Spring 2003

– Conference edition 2003

– Autumn / Winter 2003

– Spring 2004

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

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

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.

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

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

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

Non Specified Extras In addition to the contractual obligations,Leicester Energy Agency has:

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• 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.

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

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

16 June 2004

Annual Progress Meeting

End of year review

National HECA Fora Secretariat