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SECTION 2
Getting your project off the ground
DOING YOUR HOMEWORK
Thorough market research is essential for the success of your project. You need to know in advance what the potential is for your intended project, by assessing the need, and making sure that there is a market for distributing/selling the materials you have collected for re-use, &/or recycling.
The main points you need to check are:
Discovering community needs and the views of local people
It is vital to assess the need for your project by consulting your local community. You will need find out what support there is for it. This information will form a very important part of your business plan, ie the market research section.
There are various methods of doing this, such as holding public meetings, postal surveys or by individual interviews using a structured questionnaire. These different methods will have different costs associated to them eg the cost for a postal survey can be expensive because of printing and distribution. It is also important to consider what response rates you are likely to get from each method.
Consulting the community is only part of the research required; it will also be necessary to check what plans are in place with the local authority for waste reduction, re-use and recycling. Ask your Recycling Officer, or equivalent, about your local Waste Management Plan. The document should also be available from your local library. Studying the plan is an essential part of your market research - there may be other groups already involved in recycling mentioned in the plan, and it will give you a good indication of the importance your local authority places on recycling. Another plan worth looking at is the Community Economic Development Plan, which should include what ideas are being pursued for the development of community enterprises in your area. Contact your Regional Development Agency to find out about what regional plans are in place for the development of the voluntary and community sectors across your region.
Markets for the materials you collect
You must be careful to avoid collecting materials for which you can not find a market. The main points you need to check are :
· What waste materials merchants will buy or accept, and therefore what may be worth collecting. Trade organisations exist for most recyclable materials and they can give advice.
· Local market prices for particular wastes.
· Collection and delivery arrangements required by merchants.
· Requirements for separation and removal of contaminants, often described by merchants as 'contraries'.
· Residential and/or commercial premises to collect from. Your local authority may be able to help with this.
· Special requirements such as confidentiality.
· Your capacity to store wastes safely.
· What other recycling activities are happening in your area, and what previous work may have been done on the issue.
· That your plans will not conflict with existing activities but will rather complement them.
Recycling credits
Recycling credits are payable to community groups who take materials out of the waste stream. They are calculated per tonne and based on the cost of other waste disposal options available in your area. You Recycling Officer or equivalent will be able to tell whether your council offers recycling credits, and if so, what your local rate is. They will also be able to advise you how to register for payment and how often it is paid - monthly, quarterly, half-yearly or yearly.
Feasibility studies
Before you embark on any practical activity, it is vital to have assessed the feasibility of your project. You will need to prepare a feasibility study, and may be able to find sponsorship for this. Advice on seeking funding is in the "Money Matters" section in this book. You could also approach your local Volunteer Bureau or Council for Voluntary Service for advice and information on this, they may be able to help.
Winning local support
When you have detailed plans for a project ie a prepared business plan, discuss them with the relevant departments of your local authority. Depending on the structure of your authority, these may be Engineers', Environmental Health, Cleansing, Technical Services, and Recycling Officers. Make sure you also discuss plans with other organisations whose support you will need, such as residents' associations, tenants' groups, local business, charities, environmental groups - and be broad in your scope!
GETTING A GROUP ORGANISED
If you are a first-time group coming together to organise recycling or waste reduction activities in your area, then this section should help you get going.
Telling others
As soon as you have an idea for a recycling or waste reduction project, tell others about it. Just a few people are needed at the beginning. Councillors and others with experience, influence and local knowledge may be able to help, or you may find that an existing local group is willing to follow up your ideas.
Getting advice
It is wise to spend time talking with people who may already know about recycling activities in your area, discussing with them the possibilities for further action. Many local authorities employ Recycling Officers, the Waste Watch Wasteline can assist you with named contacts for your local authority. The Community Recycling Network will be able to tell you about other community groups are in your area, and membership offers many benefits including copies of their newsletter, The Waste Paper, training, advice and a conference once a year.
Your local Council for Voluntary Service, Volunteer Bureau or Rural Community Council will give practical advice on starting a group and may know of others with similar aims to your own. They may also be able to help you find a meeting place, office space and assist with applications for funding. These organisations are listed in your local telephone directory and you can get more information from your local library and from national organisations given in the Contacts section of this booklet.
Waste Watch operate a scheme in conjunction with the Community Recycling Network which can assist groups planning new projects. Sharing Resources is funded by the National Lotteries Charity Board until September 2001 and can provide a free of charge, tailor-made consultancy service upon completion of an application form. In order to qualify, you need to be a community based, not-for-personal profit group or community business, looking to establish or develop a local 3R's project.
Your first meeting
When you have found a few people with enthusiasm and time to organise some local waste reduction or recycling activities, call an informal meeting to work out more precisely your aims and plan of action. It would be useful to ask each person to bring a list of their suggested aims for the group, which will form the basis of discussion for the first meeting.
After general introductions, it's a good idea to start with a brainstorming exercise. This is a period of unstructured discussion and a free exchange of ideas. The chairperson should ensure that no one person dominates and that all points and suggestions are recorded without debate during the brainstorm. Allow a set time for this. Then the group, guided by the chairperson, can discuss the ideas in turn. The following discussion could then be about each person's suggested aims.
Remember:
· One person from the group should chair the meeting, outlining its purpose and conducting the discussion effectively so that everyone can have their say and decisions are taken.
· It is essential that one person take notes, recording all decisions and the action each person has agreed to carry out - this could be done on a flip-chart for everyone to see and refer to.
· The atmosphere should be informal, as people need to get to know each other
· Before the end of the meeting, make sure you have the names and addresses of those who attended.
· Try to ensure you have meetings in venues that are accessible and are easy to reach by public transport. Better still, local enough to walk to.
· Try to offer to cover transport and child care costs to ensure that the meeting is as accessible as possible.
· Don't forget to agree the date, time and venue for the next meeting!
Plan of action
By the end of the first meeting the group should have a clear idea of what kind of waste reduction or recycling projects are to be investigated further and who is responsible for doing what by the next meeting. The Plan of Action should then be circulated, to everyone present at the meeting (and those who were unable to come) as soon as possible. Also include information about the next meeting and circulate the contact list. It's a good idea to circulate this information wider, for example to other local groups and appropriate networks.
Where next?
For a group to work efficiently its meetings must be properly managed so that business is dealt with effectively in the time available. It is helpful to elect people in the group to carry out the key tasks:
Secretary
· Arranges the times and venues for meetings.
· Draws up an agenda, based on the previous meeting and discussions with members of the group.
· Takes notes and prepares minutes.
· Writes letters on behalf of the group and responds to enquiries.
Chairperson
· Helps the secretary to prepare for meetings.
· Outlines the purpose of meetings and ensures decisions are taken and action agreed.
· Encourages all members of the group to express their opinions.
· Acts as a representative for the group when appropriate.
Treasurer
· Deals with the group's finances, opening a bank account and paying bills.
· Keeps financial records and prepares budgets.
· Co-ordinates fundraising and prepares applications for funding.
As a project develops you should also consider electing:
One or more Project Organisers, to arrange transport, storage facilities and the general running of the project.
A Community Officer, to promote the group and its activities.
A Development Officer to keep up to date with development in recycling and waste reduction and think about new directions for the group.
Constitution (Governing Document)
After several meetings the group may decide to draw up a constitution which embodies the agreed objectives, group structure and the responsibilities of members and officers. This will provide a clear point of reference and it should minimise the risk of misunderstandings. It also gives the group a clear identity and credibility, and can be helpful (often necessary) when applying for funding.
You should seek professional advice before deciding upon the wording of the "objects" clause (your aims and objectives), as this will have a significant bearing on your eligibility for registered charitable status. Your local Volunteer Bureau or CVS can help with this.
All constitutions must include:
· The name of your group or organisation.
· The aims and objectives of the group ("objects").
· Types of membership.
· Organisation of meetings.
· Rules concerning funds, subscriptions and accounts.
· Procedures for altering the Constitution and for dissolution of the group.
Legal structures
The group will need to decide whether it wants to be incorporated or unincorporated. The unincorporated organisation has the simplest form of legal structure and is suitable for groups with a small membership. Such a group will be governed mainly by its constitution (or club rules) and is not generally subject to outside interference, unless it is also a Registered Charity, in which case its activities will be monitored by the Charity Commission. The disadvantages of unincorporation are that the group cannot hold property in its own name, it is difficult to borrow money and certain named individuals will be held legally responsible for the debts and conduct of the group. However, if your group intends to run a small recycling project on a low budget, then unincorporated status may be all that you require.
The incorporated organisation has a legal identity of its own, separate from that of its individual members, thus limiting individual responsibility for the group's conduct and activities. If your group intends to expand, taking on a large recycling project, own property or assets, and increase its membership, then you should consider becoming an incorporated organisation by registering as an Industrial and Provident Society or a Private Limited Company (see below).
Charitable status
Charitable status provides a group with substantial financial privileges including:
· Exemption from income tax, corporation tax and capital gains tax.
· 80% mandatory rate relief (and a further 20% at the discretion of the local authority) on property occupied by the charity.
· Eligibility for funding from organisations which can only give grants to groups with registered charitable status.
Charitable status also confers a good public image, which helps a group to publicise its activities and attract additional funding and other support from business, local authorities and the public.
If your group is to qualify for charitable status, you must convince the Charity Commission and the Inland Revenue that it is exclusively charitable and fulfils one or more of the following purposes:
· Relief from poverty.
· Advancement of religion.
· Advancement of education.
· Some other purposes "beneficial to the community."
It is generally one of the last two categories which extends the qualification to recycling schemes, although the relief of poverty is the clause most often used for furniture schemes. It is wise to seek professional advice on the "objects" clause of your constitution when applying for charitable status.
The disadvantages of charitable status are the limitations imposed by the "objects" clause. Political and campaigning activities are prohibited, as is any form of trading which becomes a major activity of the group. One solution to this problem is to establish a separate organisation, perhaps a limited company, which can trade without restrictions and covenant profits back to the charity.
For more information about registering a charity in England or Wales, why not ask for an Information Pack (free of charge) from:
Charity Commission for England and Wales
2nd Floor
20 Kings Parade
Queens Dock
Liverpool L3 4DQ.
General Enquiries telephone : 0870 3330123
Minicom : 0870 3330125
Website : http://www.charity-commission.gov.uk
To register a charity in Scotland, you will need to contact :
The Inland Revenue
FICO Scotland
Trinity Park House
South Trinity Road
Edinburgh
EH5 3SD
Tel : 0131 551 8127
Industrial and Provident Societies (IPS)
A group will qualify for registration as an IPS if the promoters are running a business or trade and are either operating as a co-operative or intend their activities to be conducted for the benefit of the community. IPSs have a separate legal identity and limited liability. They can take action in their own name and can hold property.
Registration can be relatively quick and cheap if you use model rules available from "promoting societies" listed with the Registry of Friendly Societies, although the initial registration costs are somewhat higher than the costs of registering as a Private Company Limited by Guarantee with Companies House.
For more information, contact :
Registry of Friendly Societies
Victory House
30-34 Kingsway
London
WC2B 6ES
Industrial Common Ownership Movement (ICOM)
Vassalli House
20 Central Road
Leeds
LS1 6DE
Tel : 0113 246 1737
Fax : 0113 244 0002
e-mail : icom@icom.org.uk
Limited Companies
There are several forms of limited company but the most popular among voluntary groups is the "company limited by guarantee". This means that members guarantee to pay a nominal amount (usually £1) if the company is wound up and cannot meet its debt.
As with IPSs, a limited company has a legal identity separate from its members. It can also enter into contracts and it is relatively easy to borrow money by using the company's assets as security. A limited company can be started with just two people but can be easily expanded. A limited company is, however, subject to more controls than any other legal structure, and there are recurring administrative costs in paying auditors if your annual income is above £120,000.
For more information, contact :
Companies House Enquiry Service
Crown Way
Cardiff
CF4 3UZ
Tel : 01222 380801
Fax : 01222 380517
Industrial Common Ownership Movement (ICOM)
Vassalli House
20 Central Road
Leeds
LS1 6DE
Tel : 0113 246 1737
Fax : 0113 244 0002
e-mail : icom@icom.org.uk
MONEY MATTERS
A range of national, regional and local funding sources can be approached to support recycling schemes. You will need to know how much money you will need and how, in detail, it is to be used. The best way of doing this is by preparing a business plan first.
Eligibility for funding can sometimes be affected by the legal status of your group, for example, you can only apply to certain charitable trusts if you are a registered charity. It is worth being aware of these matters and vital to check the eligibility criteria for support with funders before you spend too much time completing application forms or writing request letters.
Many local recycling projects operate on a shoestring by using volunteers. Of the larger schemes that employ a paid workforce, sources of funding can vary, including European and Government support, Local Authority funding, private sector sponsorship, money from charitable trusts or general funding from the Landfill Tax Credits Scheme, National Lottery Charities Board or the New Opportunities Fund for example. For more details of the funding opportunities available, obtain a copy of the Finding Funding Wasteline Information sheet by sending an A4 sae with a first class stamp to Waste Watch.
For more information about publications and guides on funding opportunities, contact :
The Directory of Social Change
24 Stephenson Way
London
NW1 2DP
Tel : 0171 209 5151
Fax : 0171 209 4130
e-mail : info@d-s-c.demon.co.uk
website : www.d-s-c.demon.co.uk
Government Funding
The Department of the Environment Transport and the Regions (DETR) supports a number of recycling projects through their Environmental Action Fund. Grants of between £10,000 and £75,000 can be made for up to three years (subject to annual renewal). The Civic Trust administers this fund on behalf of the DETR.
Further information
Andy Kirby
Environmental Grants Manager
Floor 7/E8
Department of the Environment, Transport and the Regions
Ashdown House
123 Victoria Street
London
SW1E 0DE
Tel : 0171 890 7038
Fax : 0171 890 6689
The main sources of funding for groups in urban areas can be through Government regeneration programmes such as the Single Regeneration Budget (SRB) or New Deal for Communities (NDC). For both funds, there is a strong emphasis on partnership, and any funding bids made will need to show wide ranging support for your proposals. You should contact your local authority, Government Office or Regional Development Agency for more details about existing regeneration partnerships in your area.
General funding
In a bid to encourage more recycling, a tax on landfill was introduced in October 1996 which now stands at £10 per tonne of active waste landfilled, and £2 per tonne for inactive wastes. Funding is available for projects through the landfill operators' contributions under the Landfill Tax Credits Scheme, and is available to registered Environmental Bodies with ENTRUST.
Another source of funding is the National Lottery Charities Board (NLCB), who issue grants to registered charities and philanthropic organisations. The most relevant NLCB programme to apply under is the community involvement or poverty and disadvantage theme.
Further information
ENTRUST Environmental Trust Scheme Regulatory Body ltd
154 Buckingham Palace Road
London
SW1W 9TR
Tel : 0171 823 4574
Website : www.entrust.org.uk
For further information on registering as an Environmental Body and the scheme itself.
National Lottery Charities Board
7th floor
St Vincent House
30 Orange Street
London
WC2H 7HH
Tel : 0345 919191 for a guide and application pack.
Local authority support
It is wise to spend time discussing your plans with local authority Officers and Councillors to find out what is possible through your local authority. They may be able to support a local recycling project in many ways, such as providing some of the resources you need e.g. Officer time, help with premises, publicity, or even a vehicle. They may also be able to help you access various sources of funding.
Recycling credits may also be available in your area. Under the 1990 Environmental Protection Act, Waste Disposal Authorities (i.e. County councils) must refund Waste Collection Authorities (i.e. District Councils) the equivalent disposal costs for materials removed from the municipal solid waste stream and recycled.
This recycling credit can also be passed to third party groups (like you) collecting materials for recycling and diverting them from the domestic waste stream. At the moment, local authorities have the power to decide whether or not to pay this credit. Many do, and it is a valuable source of support for many local recycling projects. A booklet describing the Recycling Credits scheme in more detail is available from Waste Watch by sending an A4 sae with a first class stamp.
The local authority Capital Receipts Initiative (CRI) was established in October 1997 under the Local Government (Supplementary Credit Approvals) Act to fulfil commitment to reinvest housing receipts into housing. About 15% can be used for housing related regeneration schemes, you should ask your local authority directly about this.
European Funding
Revenue in the European Community's general budget is made of Value Added Tax (VAT), customs duties, agricultural levies, sugar and isoglucose levies and a proportion of the Member State's Gross National Product (GNP). This money is then redistributed into specific funds and budgets, which support actions to promote economic growth and social cohesion in all the Member States.
Your project may qualify for European funding, but it is wise to remember that the application process is lengthy, and even if awarded the grant, it may take a while before the funding actually comes through.
European funding is normally made available through your local authority, and there are a number of different funds which can be applied for. For example, if your proposed project has a strong training element, then it may be eligible for support from the European Social Fund (ESF). For more information, it is best to contact your local authority European or Economic Development Unit. Alternatively, you could try contacting the NCVO, Industrial Common Ownership Movement (ICOM) or the European Commission.
Commercial support
Local businesses can be approached for support and they may welcome the opportunity to sponsor a particular item in your scheme which gives them publicity, such as a waste directory or an item of equipment, for example, an electricity company may consider sponsoring the running of an electric vehicle. Businesses whose work involves waste management or who themselves generate large amounts of waste (for example, fast food outlets) may be willing to sponsor waste-saving events and competitions.
Some firms may like to make a regular donation to your project. If your group is a registered charity, ask them to consider payroll giving if you think your scheme will attract their employees to support you.
Often, firms are more willing and able to offer support in kind rather than hard cash. It is always worth remembering this, and looking for ways in which companies can help in this way - this could range from occasional help with bookkeeping through to use of spare yard or warehouse space. This can often be a simple way of establishing good relations with a commercial supporter that may lead to stronger sponsorship in years to come.
Local Chambers of Commerce can be a good source of support and information on local businesses. Most local Chambers have a reduced membership fee for charities and voluntary sector organisation - consider joining as a way of making local business contacts and also finding new customers. Details of your local Chamber can be obtained from the Association of British Chambers of Commerce and Industry.
A number of large companies run project funds that give a large number of small grants to support environmental work. The Shell Better Britain Campaign, the Transco Grassroots Environmental Action Scheme and the Henry Ford European Conservation Awards are among the most well known.
Charitable sources
Some of the larger recycling projects benefit from funding from the major trusts - look in the A Guide to the Major Trusts Volumes 1 & 2 to find out what activities particular charities like to support (educational work, for example), and the amounts they give.
You may find a number of smaller local charitable trusts willing to contribute to your scheme. Building societies, for example, sometimes have a fund for supporting community initiatives. Sometimes local radio stations and newspapers run appeals and funds that give small sums to local groups. Your local CVS or Volunteer Bureau can often be a good source of advice on local fundraising.
Applying for funds
Whatever source of money you are applying to, good presentation is important. Often, funding organisations now require you to complete detailed application forms, but you may still need to produce a written presentation, especially for smaller local funds. Your application should be brief, clear and include the following:
The nature and aims of your organisation.
· Why you need the money.
· How much (be realistic).
· Other organisations you are approaching.
Additional information you might like to include in support of your application can include the following:
· Examples of publicity materials and press cuttings.
· Letters of support from local dignitaries, such as the Mayor and local Member of Parliament.
Always try to address your application to a named person in the funding organisation you approach. It can be worth inviting potential donors to meet your group and see any project you already have in progress.
Follow up
Respond immediately to a successful application with a thank you letter, and keep your funders involved by sending them progress reports and inviting them to attend and officiate at recycling events.
Raising your own cash
Of course, another way of raising extra funds is to do it yourself. Jumble sales, car boot sales, sponsored competitions and fun runs are just a few of the many ways for voluntary groups to raise money. Well-organised events not only attract financial support but give you and your project extra publicity.
PREMISES
Small groups running a simple recycling project normally use members' homes for meetings and private gardens and garages for storage. Larger projects such as scrapstores and repair workshops need storage space, service areas and a place to hold meetings. Having your own premises may be a bonus for some groups and a real necessity for others. Either way, there are many advantages in having your own base for meetings, somewhere to store materials and equipment and an address for mail.
When you decide to look for premises consider:
· How much space you need and whether you will need yard space.
· How often you will use it.
· What facilities you require e.g. 3 phase electricity.
· Appropriate location and access.
· How much you can afford.
· Whether any planning permission will be required.
· Whether you will have to be a registered charity to receive the business rate rebate, or whether being simply "not-for-profit" will be sufficient. Ask your District Council, as the decision is at their discretion.
It is worth asking your local authority if they have space available in public buildings at low or negligible rent. Other local groups and church organisations may be willing to share their buildings with you. Businesses, if they are sympathetic to your project may also be able to help. Your local Council for Voluntary Service may also assist with advice on finding suitable local premises.
Managing and financing your own premises is a responsibility: as well as rent and rates, you will have to find money for furnishings and equipment, heating, lighting, maintenance and insurance. Buildings in public use require a fire certificate and you must be aware of and observe the requirements of the Health and Safety at Work Act. Advice should be sought from your local Fire Prevention Officer and from the Health and Safety Executive, which has regional offices. Ask your local Citizens' Advice Bureau to help you understand the terms of any leasehold agreements you are considering, and make sure your insurance covers all your needs.
Waste management licensing
If you are storing and processing waste materials then, under various provisions of the Control of Pollution Act 1974 and the Environmental Protection Act 1990, you may be required to obtain planning permission and a site licence for waste disposal. It is essential to seek advice from your Waste Regulation Officer at the Environment Agency before making a commitment to specific premises.
In most circumstances, your activities as a community recycling group will exempt you from these regulations, but you should check with your Waste Regulation Officer, as you will need to formally register as exempt. Failure to do so can carry a hefty fine.
TRANSPORT
Wherever possible, make arrangements for merchants to collect waste materials from you as this will reduce your transport costs.
If you do need your own vehicles, make sure these are large enough for your needs, reliable and fully insured (see below). Calculate how much it will cost to buy and maintain vehicles and include regular servicing costs in your budget. For vehicles over 3.5 tons a special Operators Licence is required - your local Road Haulage Association can provide details.
Duty of Care
Transportation of waste is also subject to control under the Duty of Care regulations in the Environmental Protection Act 1990. This means that every producer of waste must take all reasonable steps to look after any waste they have and prevent its illegal disposal by others. For recycling projects involved in transporting commercial wastes, this means setting up a system for the issue and receipt of transfer notes for waste, records of which have to be retained for a minimum of two years.
The Department of Environment Transport & the Regions publishes an introductory leaflet and a Code of Practice on the Duty of Care (ISBN 0-11-753210), available from DETR Publications Unit by telephoning 0171 873 9090.
Registration of Carriers
You should also be aware of another piece of legislation on transport of waste materials. The Controlled Waste (Registration of Carriers and Seizure of Vehicles) Regulations 1991 requires Waste Regulation Authorities to establish and maintain a register of waste carriers. Under the Control of Pollution (Amendment) Act 1989, only registered carriers can carry controlled wastes. Most recycling groups are likely to be exempt from this requirement to register, but you will need to check this with your Waste Regulation Officer at your regional Environment Agency office and obtain an exemption under regulation 2 of the Controlled Waste Regulations.
Do not be put off by the legal aspects of running your own transport; it's not as complex as it may seem! Waste Regulation Officers are a good source of advice on these legislative matters.
INSURANCE
Whatever your recycling activity, it is essential that you have adequate insurance cover. This does not mean full cover for every eventuality, but thinking through what is appropriate for your needs, considering the risks involved and what you can afford. Contact the CRN for information and advice about this.
It is sensible to appoint one person in the group to be responsible for arranging and renewing insurance policies.
Public liability
A community group can be sued if an accident results from its negligence or from the negligence of its paid or voluntary workers. This type of insurance will cover against liability for injury to any member of the public and damage to property.
Employers' liability
This insurance is compulsory for voluntary groups employing workers. It insures against claims for injury or disease, made by employees. For further information ask for the leaflet "Short Guide to the Employers Liability (Compulsory Insurance) Act 1969" which is available from the Health and Safety Executive.
It may be worthwhile insuring volunteers against any loss of earnings resulting from accidents or sickness which happen while they are working on your project. Consult your insurance broker about this.
Vehicle insurance
Your insurance company will need to know particulars of the vehicle, its intended use and who will be driving it. The choices are:
· Third party insurance - this covers injury to other people and also indemnifies the policy-holder for damage caused to other property.
· Third party, fire and theft - this provides additional cover against loss of or damage to the vehicle.
· Comprehensive insurance - covers third party, fire and theft and accidental loss of or damage to the vehicle.
A good insurance broker will be able to help you with your specific requirements.
Insuring premises
Where the premises are rented, the property owner usually insures the structure, but this should be checked. If you own premises, then the structure must be insured. Also consider insuring the contents against fire, theft and flood. An "all risks" policy will normally provide adequate cover against accidents, theft or other damage to the premises.
If you are running a repair workshop then a "products liability" insurance is the standard type for manufactured goods.
Other points to remember
Some final points to check when deciding on insurance:
· If your buildings are in public use you will need a Fire Certificate - ask your local Fire Prevention Officer for advice.
· Discuss your insurance requirements with the CRN; they may have useful tips to pass on and good insurance broker contacts.
· Shop around insurance companies for the best deals.
· Read the small print in any insurance policy before you sign it. If you do not understand some of the exclusions, get advice through a Citizens' Advice Bureau or Law Centre.
Further information
The British Trust for Conservation Volunteers Tel : 01491 839766 can arrange insurance for community groups.
The Community Recycling Network Tel : 0117 9420142 can provide details of insurance brokers used by it's members.
Your local Volunteer Bureaux or CVS may be able to provide information.
PUBLICITY AND PROMOTION
Publicising your group and promoting its waste reduction and recycling projects are essential ingredients for success. Effective action here can increase your funding and the level of participation in your activities.
Publicity and promotion are ongoing activities - it is wise to make this the special responsibility of one or two members of your group. The ability to speak and write clearly and convincingly about your group and its work is crucial, and they must be ready to generate many ideas for sustaining public and media interest.
Publicising your group
There are a few basic points to consider in publicising your group:
· Choose a short name that clearly identifies who you are and what you do. Witty acronyms are popular - if you can find one that has not already been used, congratulations!
· Invest in letter headed writing paper - and remember to promote the fact that it is recycled. You should also publicise your sponsors and funders, and make sure that your company or charity registration information is also displayed.
· Letters from your group should always give an address, telephone number and named person for reply.
· If you can afford it, a simple leaflet, explaining the group, its aims, activities and sponsors, will help in publicity and fundraising.
Promoting activities and event
It is essential to identify clearly the messages and the different audiences to be addressed before you decide on the best method of promotion. All messages should be accurate, concise, positive and expressed with enthusiasm. Consider:
· Audience - decide who you wish to inform and/or persuade - it may be the press, public, retailers, other businesses, the local authority, politicians - then discuss the merits of the different kinds of approach listed below. If you are campaigning as well as informing, it helps to identify some common interest with your target group as a way of promoting your project. For example, local politicians will want to know how voters can benefit, businesses will value extra publicity, local authorities will look for economies.
· Timing - this is very important. Avoid planning events and releasing any publicity on days of national or local significance, and check on the plans of other groups in the community to avoid clashes.
· Coping with the response - if you generate publicity, you must be ready to respond - dealing with enquiries, giving interviews and helping photographers are all time-consuming and you need to be sure that members of your group are going to be available to cover all these requests.
· Individuals - good relations with the local media - press, radio and television - are essential for good publicity. It is worth getting to know reporters and presenters personally so that you can keep them informed and be assured of attention when you have a particular event to promote. Likewise, try to identify the right contact for your work in all organisations with which you want to deal - some local authorities now have a community relations officer and most large firms have a person dealing with public affairs. Find out which local councillors are interested, talk to your local authority officers in charge of waste collection and disposal - many now have dedicated recycling officers - and also talk to the managers of civic amenity sites. Finally, if there are media personalities living or working locally, it may be worth keeping them informed of your activities - they may lend support for a future promotion.
Press releases
It is well worth reading one of the many 'how to' guides on publicity and press release writing. Here are a few basic guidelines for an effective press release:
· Choose a lively headline which encapsulates the message. Elaborate the details in the body of the text but keep it short - one side of A4 if possible.
· Make the information topical by linking general information about your project to a special event.
· Always give name(s) and telephone numbers for further information. Make sure you are available when you have said you are available!
· Include a good black and white photograph if you can - or even a photocopy of one that is available to them if they want it.
· Offer to stage a 'photo-opportunity' - a good and well captioned picture in a local paper can be very effective publicity.
· Never place an embargo on press releases unless it is absolutely essential and the news is extremely important.
· Remember the golden rule for press releases answer the questions: who did what, when and why, where did it happen and how as soon as you can in the press release to help gain the attention of a busy journalist. It is best to put the most important information in the first paragraph, and then expand.
· You can add a Notes to Editors section at the end of the press release, which gives further information about the project, your organisation and past or future projects.
· Finally, always follow up your release with a phone call to check it arrived and is being acted upon.
Local radio
It is worth maintaining regular contact with reporters from the local news desk and magazine programmes - you may persuade them to feature your group and a special event. Many local radio stations have a "careline" service (or equivalent) and recycling activities, with their consumer and employment implications, can be of interest to programme planners. Radio stations may even agree to provide a back up service - distributing a waste directory to callers, for example.
Leaflets
These are useful to publicise an event well in advance or to pass on information that people will want to refer to periodically (such as waste collection times). They can also be tailored to suit a particular target audience. Leaflets should be concise and factual and it helps to use a consistent style (with a logo if you have one).
Posters
These can be an excellent way of advertising events and regular collections, but beware of overloading a poster with too much information and get help from a professional designer if you can.
Newsletters
A well presented newsletter can work wonders for your image and may be influential in attracting new funding. It provides an ideal opportunity for you to inform your target groups of progress on all your activities, convey supportive messages from your sponsors, describe local "success stories" and give a diary of forthcoming events.
Producing a professional newsletter can be time consuming and needs one or more members of your group to take responsibility for compiling and editing it, producing artwork and negotiating with printers. Distribution also needs to be considered, as this can also take time, but will be crucial to the success of the newsletter.
A newsletter may be just the item a local firm is willing to sponsor, and you can also seek advertising support.
Exhibitions
It is worth making a special compilation of publicity materials for your project (for example, posters, leaflets, photographs, slides, press cuttings) which can be displayed at appropriate public events and when you are asked to give talks to different groups. Ask local shops, libraries, schools, churches or businesses with showrooms to display a temporary exhibition on your project.
Open days, visits and special events
Encourage sponsors and potential funders to visit your project to learn in detail what you do, and use the occasion if you can to attract media interest.
If you are running a large, well-established recycling scheme, consider organising an open day, seminar or conference to promote your work, to discuss future plans and attract more sponsors. These are always useful occasions for networking and learning from others.
Working with local schools can also be a very effective way of publicising your activities, for example through assemblies or articles in their newsletters. Why not contact Waste Watch to find out about Cycler, the rapping robot, who often makes special visits to schools to spread the 3Rs message!
Finally, try to inject an element of fun and excitement into your publicity by organising occasional "stunts" - for example, fancy dress parades (using safe waste materials), street theatre, carnival floats and window displays. These can be an effective way of drawing attention to your group and its projects and will bring in the press!
WORKFORCE
Volunteers
Many successful recycling projects have been initiated by enthusiastic and energetic volunteers who have turned their campaigning ideas into practical action. In some projects, they continue to play a vital role not only in collecting waste materials, but in motivating local people to participate and in publicising recycling activities.
Volunteers respond to good management just as employees do, and they should benefit in the same way from training, provision of special equipment and clothing, insurance, opportunities for social activity - and praise! Out of pocket expenses should always be reimbursed, and volunteers should be encouraged to take part in decisions about the project. Volunteers are often undervalued - they need to feel that their contribution is important and recognised.
Take the time to develop a volunteer policy - your local Volunteer Bureau and Council for Voluntary Service will have more advice and information, and may be able to help you find local volunteers interested in recycling.
There are other workforce options besides ad-hoc volunteering, such as the Employment Service's New Deal for the long term unemployed. Of particular relevance to community recycling organisations are the Environment Task Force (ETF) and Voluntary Sector Options, which can provide placements for local unemployed people to combine accredited training with valuable work experience for a 6 month period. For more information about this, contact your regional New Deal office.
Intermediate Labour Markets (ILMs)
ILMs are a stepping stone for those people furthest away from the labour market to gain permanent employment. As a community recycling organisation, you could become an ILM yourself or work in partnership with your nearest designated ILM as one of their projects on a sub-contracted basis.
As an ILM, your workers would be employed on a 12 month fixed term contract, and also receive accredited training and career counselling. All ILM workers sign-off as unemployed and become employees with a real wage for the full 12 months, after which, they would be expected to leave and enter employment with a suitable local firm.
There is no one blueprint for an ILM as the design and funding arrangements will depend on local conditions. Typical funding can include New Deal, the Lottery, European funding, landfill tax and Single Regeneration Budget, although there are many other possibilities. For more information, ask your Economic Development Department.
Employees
As a recycling project develops, there is likely to be increasing pressure upon the time and energy of volunteers and you may then need to consider employing people. This generates many new responsibilities: some concerning legal requirements, others with how you propose to manage and train a workforce and ensure job satisfaction. Before you decide what to do, consider the range of options carefully:
· Stay as you are, confining activities to what the group can comfortably achieve with its current composition.
· Recruit more volunteers if these are available - but make sure you have the capacity to motivate and organise a larger number.
· Make arrangements to share work with other local groups.
· Employ people to complement or take over the work of volunteers.
If you are considering this last option, ask yourselves the following questions:
· Why do you need employees?
· Can you afford them? There are now legal obligations regarding the minimum wage - contact ICOM for further information.
· Where is the money going to come from?
· Is the group stable enough to take on employees?
· Who will supervise the work and how will this be done?
· Who will deal with the payment of salaries, organise insurance cover and all the other responsibilities of being an employer?
If you decide upon employing people, you must first work out how this will be financed.
The following sections highlight a number of key issues you will need to consider once you have decided to become an employer.
Job description
Identify the work that needs to be done and draw up job descriptions (which will include areas of responsibility, practical tasks, reporting procedures, skills required). Think about what skills and experience are required, whether the job has achievable objectives and can give satisfaction.
Conditions of employment
You are, as an employer, legally required to set out the Conditions of Employment, which must include salary, hours of work, holidays, disciplinary and grievance procedures and other arrangements. Further information is available from ACAS.
Recruitment and selection
You will need to draw up a timetable and allocate responsibility for preparing and placing advertisements, short-listing candidates and interviewing them. Remember, it can be costly to advertise nationally and you will need a budget for this.
All enquirers should be sent a brief description of the project with an application form, as well as a detailed job description and conditions of employment.
Equal opportunities
With their traditional links into the community, voluntary groups are in a unique position to identify and try to meet local needs, including those of disabled people. If you intend to become an employer, look at the Sex Discrimination Act 1975, Race Relations Act 1976 and Disabilities Act 1998 which make it illegal to discriminate against people on the grounds of sex race or disability (except where the job specifically requires qualifications and experience related to gender and race). Other forms of discrimination still occur and voluntary groups are encouraged to promote equal opportunities at work regardless of sex, race. disability, sexual orientation or religion. Codes of Practice on equal opportunities in employment are available from the Equal Opportunities Commission and the Commission for Racial Equality.
Groups should also be aware of the Equal Pay Act 1970 which entitles men and women to be paid the same rate for the job where the work is the same or broadly similar.
Health and safety
Under the Health and Safety at Work Act 1974 and the Offices, Shops and Railway Premises Act 1963, an employer has a legal duty to ensure a safe and healthy environment for employees. Particular attention must be given to:
· Providing a safe workplace and a safe system of working.
· Safe storage of materials.
· Safe transport.
· Informing and training employees on health and safety matters.
· Carrying out a Risk Assessment for all the activities undertaken by the workforce.
It is good practice for employers to prepare a written statement on health and safety; the Health and Safety Executive (HSE) can offer guidance on this.
Training
Training is an important element in project management, necessary not only to improve performance, but to give identity, increase job satisfaction and ensure good staff relations.
An induction programme should always be arranged for new staff to enable them to learn about your organisation, its staff and activities and the recycling context. Make sure all your employees and volunteers know about health and safety at work, first aid and how to operate machinery and vehicles. Project managers will need to be introduced to existing and potential sponsors, waste merchants, local authority personnel and others with whom the project works.
Staff should also be encouraged to attend conferences and workshops to learn more about recycling elsewhere, and to meet others doing similar work.
Government funded training programmes
A number of recycling projects involve themselves in providing training for the long-term unemployed under various training packages.
Currently, New Deal exists to provide long-term unemployed people with real work experience and accredited training to give them skills to find employment. If you wish to consider this, contact your regional New Deal office or ask the Employment Service for more details.
STARTING A RECYCLING BUSINESS
In recent years, a number of recycling projects with origins in the voluntary sector have succeeded in spawning small independent businesess - collecting wastes from homes, repairing furniture, or dealing in recycled products such as paper. They have included groups of self-employed people working in partnership or as co-operatives.
This may be possible for your group - but remember that it is crucial to explore the possibilities for business development thoroughly in advance. Also, any budding "recycling entrepreneur" should expect hard work and long hours to be the order of the day - but there can be a high degree of job satisfaction.
Launching any new small business is risky, and recycling enterprises that aim to be self-sustaining face a number of special problems. First, the supply of waste materials depends upon the co-operation of people who are willing to separate and "donate" them. A good public response is essential to sustain a successful recycling collection business. This in part will depend upon your ability to provide and publicise a regular, reliable waste collection service.
Secondly, you may have to create a demand for the materials you are dealing in - for example, persuading people to buy renovated furniture, or recycled papers. Businesses relying on selling wastes collected from consumers must negotiate favourable contracts with local merchants in a market which is very volatile. Increasingly, there may be instances where business will seek to charge for their recycling service, especially where selling prices for particular waste products remain depressed. Charging for your waste collection service may of course affect the demand for your service - you will need to evaluate this carefully.
Thirdly, the unconventional nature of these new 'green businesses', the uncertainties of supply and demand in waste products, and the need to explore new markets for waste and recycled goods, all mean difficulties in getting start-up funding for a new enterprise.
Finally, sound business advice for recycling initiatives may be hard to obtain. Experience of these enterprises is limited, however, specialist advice is available through Sharing Resources for community enterprise ventures.
Given these hurdles, it is not surprising that many independent recycling businesses have grown out of established local recycling schemes in the voluntary sector. They were able to take advantage of an established market, and experience in the group about public response and the likely income from waste materials, as well as often sharing office space and administration costs.
A small but growing number of recycling businesses have managed to establish themselves even without the support of the voluntary sector. Whether you embark upon a recycling enterprise as an individual, partnership or as a community group, the basic principles for setting up the business and obtaining advice remain the same, and a number of key areas to note are now outlined.
Feasibility study and business plan
These are essential early stages for any new business as you will need to examine rigorously the viability of your proposed operation.
A feasibility study must project incomes (for example, from sales) and outgoings (including cost of salaries, transport, premises, insurance, administration). Other considerations include deciding the optimal size of the business, in terms of jobs to be done or tonnage collected and the number of people needed for these tasks.
A business plan takes the process further to include a detailed budget for the first and subsequent 3-4 years, based on projected cash flows, profit and loss. A business plan should also set out objectives in detail, say how they will be met and the criteria for measuring performance. It will indicate how the business is expected to develop, identifying new directions and potential markets.
For further information on funding and other matters see earlier sections of this guide.
Pooling resources
There are many costs involved in establishing a recycling business, particularly during the start-up period. Equipment, transport, premises all have to be acquired, and added to the costs of salaries, administration and other overheads. There may be costs associated with obtaining planning permission, waste disposal site licences and registration as a waste carrier which also need to be taken into account. To offset these costs, many small recycling businesess retain links and pool resources with a parent recycling or wider environmental scheme. Sharing premises, heating and lighting, administration and maintenance costs can bring substantial savings.
Business advice
More than 300 organisations in the United Kingdom give help and advice (usually free or at nominal cost) to small businesses. However, very few have experience of recycling initiatives or can offer specialist advice on this, which is one reason why Sharing Resources was set up in the first place. Even so, recycling businesses are not immune from the need for sound general business advice, so it will be worth finding out what is available to you locally, and making use of it!
Most agencies can provide access to advice and training on business management, including book-keeping, cash flow forecasting, drawing up business plans and applying for loans. The main agencies are:
· Business Links business development services, funded by the Department of Trade and Industry.
· Business in the Community - Professional Firms Group, can assist in providing secondments from industry to help voluntary organisations.
· REACH (Retired Executives Action Clearing House) can assist in providing opportunities for retired executives from business and industry to work with voluntary groups for expenses only.
· Local Enterprise Agencies, sponsored by local government, industry and commerce, aim to provide financial support, workshop space, business advice and counselling for small enterprises. There are over 200 local agencies in the United Kingdom.
· Training and Enterprise Councils (TECs) provide complementary services to local enterprise agencies, and further support small enterprises with provision of training courses and funding advice.
Local Government support
In addition to giving practical help (for example, with premises), many local authorities (particularly city and county councils) have Economic Development Officers to give advice on starting up and running community enterprises. Increasingly, local authorities are working in partnership with Enterprise Agencies and TECs to deliver support.
Raising a loan
Banks and other financial institutions are in the business of lending money, and the accepted way of persuading them to invest in your enterprise is to present a sound business plan, and evidence of as much support - in cash or in kind - that you can muster.
Community Business
Many recycling projects have developed into fully fledged community businesses. Community businesses can vary in structure - for example, they may range from workers co-operatives to companies limited by guarantee. They are all characterised by a desire to promote common ownership and collective enterprise, having wider community development and environmental objectives and keeping their earned income within the community, promoting local economic development.
Advice and support for projects wishing to develop a community business is available from a number of sources, including Sharing Resources. Community Enterprise UK, Community Business Scotland and the Industrial Common Ownership Movement (ICOM) are sources of advice on community business development. Jointly, they publish a magazine New Sector, which is a good source of contacts and debate on community business.
Further information
Department of Trade and Industry
Enquiry Unit
Tel : 0171 215 5000 for general information and literature.
Business Links
Tel : 0345 567765 for details of your local Business Links contacts.
Department of Trade and Industry
Environmental and Energy Enquiry Point
Freephone: (0800) 585794 for information and advice on environmental matters for business, including technical questions and legal requirements.