Contact: Nicky Court, ext 6741

1. Summary

1.1 The following decision is sought:

That approval be given to developing the Hampshire Biological Record into a partnership-led Hampshire Biodiversity Information Centre in accordance with the Hampshire Biodiversity Information Centre Business Plan 2002-2005.

2. Reason

2.1 To provide an improved biodiversity data service to the County Council, other public and private sector organisations, and the public.

3. Other Options Considered and Rejected

3.1 To take no action.

4. Conflicts of Interest Declared by the Decision Maker or a Member or Officer consulted - Not applicable.

5. Dispensation granted by the Standards Committee - Not applicable.

6. Reason(s) for the Matter being dealt with if Urgent - Not applicable.

Approved by: Date:

Councillor K B Estlin

7. Introduction

7.1 On 22 January 2001 the former Planning and Transportation Committee approved the principle of developing the Hampshire Biological Record into a partnership-led Hampshire Biodiversity Information Centre. A further report would be presented once the Business Plan had been prepared. Since then work has commenced on establishing the partnership framework and securing the funding required. A Business Plan has now been prepared.

7.2 The Centre will provide an improved biodiversity data service to Hampshire County Council, other local authorities, Government and non-government agencies, commercial organisations, educational establishments and the public.

7.3 An operational and management model has been agreed by partners on the `interim' Strategic Management Group for the Centre. This proposes that the Centre will be `hosted' by the County Council but will have its own name, logo and accounting stream.

7.4 Hampshire County Council would continue to put in the level of expenditure commensurate with existing levels of funding and support for the Biological Record. Additional funding will have to come from partner organisations, set through service level agreements. Key partners, including both funders and data suppliers, will be represented on a small strategic management group which would be tasked with setting the overall aims and priorities of the Centre but not day-to-day management.

8. Building the Partnership

8.1 In order to engage potential funding partners a guidance note, explaining the rationale for supporting and funding a Hampshire Biodiversity Information Centre, was prepared by the County Council in consultation with the interim Strategic Management Group set up to represent key data users and suppliers in Hampshire. The guidance note:

(i) summarised the large body of United Kingdom and European legislation and guidance that requires local authorities and other organisations to take account of species and habitats in their work;

(ii) listed the services and products required of the Centre;

(iii) set out the advantages of supporting a partnership arrangement (as detailed in the previous committee report); and

(iv) gave suggested funding levels which would cover the amount organisations currently pay into the long established Hampshire Habitat Survey Project (which the Centre would take over from the Hampshire Wildlife Trust), together with an additional amount as a contribution towards the costs of data management, interpretation dissemination, currently being met by the Hampshire Biological Record.

8.2 The note was sent out to all key biodiversity data users - district councils, unitary authorities, English Nature, the Environment Agency and the Hampshire Wildlife Trust - as potential major funding bodies. Following positive feedback a series of meetings were arranged with each organisation to go through a draft framework document for the Centre which described the purpose, functions, proposed management structure, and partnership and operational arrangements of the Centre. The document also set out the services which the Centre would provide through three-year service level agreements.

8.3 The outcome of these meetings was overwhelming support for the Centre and a commitment to provide the necessary funding from most, if not all, of the organisations to enable the Centre to be up and running from April 2002. There was also an `in principle' commitment for a further two years funding at the same level but including a 3% rise for inflation.

8.4 A Business Plan for 2002-05 has now been produced which incorporates much of the content of the guidance note and draft framework document and sets out the staffing and funding proposals. This document will also set out the legal status of the partnership. A separate partnership agreement will be drawn up to cover legal responsibilities and include a contingency plan to deal with the problems that could arise from a drop in funding.

9. Staffing and Accommodation Implications

9.1 The three current County Council permanent staff (one manager and two data management officers) will be seconded to the Centre. Staff numbers will increase to 7.5 staff to include two habitat surveyors (transferred from the Hampshire Wildlife Trust), a new part-time administrative assistant and two further data management officers employed on fixed term contracts.

9.2 Accommodation is currently being investigated but is likely to remain within The Castle complex. It must include space for visitors and provide a visible façade to the public.

10. Financial Implications

10.1 The annual running costs of the proposed Centre have been costed at approximately £200,000 which compares to the annual running costs of the County Council's Hampshire Biological Record of approximately £115,000. The additional resources of approximately £85,000 will be found from the partnership which has already pledged £52,000 with further in-principle agreements for funding from organisations awaiting formal approval.

10.2 English Nature has also given a one-off grant of £20,000 for the first year towards establishment costs. Income from commercial organisations and consultants towards staff time already raises approximately £5,000 per year and is rising steadily. Service level agreements will also be sought from the major Utilities; Southern Water has such an agreement with the Sussex Biodiversity Records Centre.

10.3 It is expected that the Centre will have a surplus at the end of the first year and will break even at the end of year three. Partnership organisations are aware that contributions will be reviewed during year three with an expected increase for the following three years.

10.4 A bid will be made to the Heritage Lottery fund for development costs which have to be targeted at 'increasing understanding and enjoyment of the heritage', 'developing new audiences' and 'encouraging active participation'. The Heritage Lottery fund will not fund core running costs which it considers to be the role of local authorities and conservation agencies.

6902/NC