Memorandum of Understanding
1. The Railway Land Wildlife Trust will:
1.1. Share in the preparation of long-term management for the site.
1.2. Share in the preparation of the annual plan of action for the site, commensurate with the level of resources available.
1.3. Consult and be consulted by the Council on all matters affecting the site.
1.4. Initiate or support community volunteering activities, as appropriate and hold its own public liability insurance.
1.5. Invite a range of organisations and individuals to contribute as necessary to meetings which it will co-ordinate.
1.6. Hold its AGM as an autonomous trust and company limited by guarantee, as per the rules of the Charity Commission and Companies House, by which it is bound.
1.7. Receive quarterly reports from the Lewes District Council Ranger on progress against the approved action plan.
1.8. Participate in the selection and interview process for the Railway Land Nature Reserve Ranger.
1.9. Ask both LDC and Lewes Town Council to each appoint a nominated councillor representative to attend its meetings.
2. The Council’s Cabinet (or equivalent) will:
2.1. Provide a point of liaison for the Railway Land Wildlife Trust through the Lead Councillor for Community Services.
2.2. Approve a five-year Management Plan and an Annual Action Plan and with the RLWT arrange insurance cover for all activities undertaken on the site.
2.3. Consider any changes from time to time recommended by the Railway Land Wildlife Trust.
2.4. Employ a Ranger whose duties will include management of the site and as an employee of the Lewes District Council will be accountable to the Community Services Manager, who will liaise closely with the RLWT.
2.5. Allocate a specific number of Ranger days dedicated to the Railway Land Local Nature Reserve.
2.6. Maintain the Ranger’s operational budget for the Railway Land at a minimum of £3,500 a year, plus inflation.
2.7. Provide additional funding for works associated with health and safety responsibilities, which are over and above the core operational budget of the site, that are considered a priority in the District. The cost of additional works will not have any call on future years’ operational budgets.
2.8. Provide assistance in applications submitted for external funds (or apply itself for such funds, when agreed with the RLWT).
2.9. Through the Lead Councillor for Community Services, approve the annual action plan.
2.10. Through the Lead Councillor for Community Services, receive and consider an Annual Review produced by the Ranger, Lewes District Council and the Railway Land Wildlife Trust on the site’s activities and achievements.
2.11. Nominate a local district councillor as its contact point for the Railway Land Wildlife Trust.
2.12. Ensure the Ranger and/or the nominated local district councillor attends the quarterly meetings arranged by Railway Land Wildlife Trust.
2.13. Ensure that the Ranger provides a short written summary report for the quarterly meetings.
2.14. Lewes District Council will be responsible for the management of the site, including its boundaries and the health and safety of the public using the site excepting volunteers working under the Railway Land Wildlife Trust.
3. Finance
3.1. The Council will allocate an index-linked annual budget if £3,500 to the Ranger for the sole purpose of enabling the annual action plan to be delivered, in agreement with the Railway Land Wildlife Trust.
3.2. Any unused part of the Ranger’s budget will be carried over to supplement the next year’s allocation.
3.3. At the quarterly meetings of the Railway Land Wildlife Trust the Director of Finance and Community Services will provide a financial statement showing the position of income and expenditure, plus commitments against the annual budget and any budget balances in hand from previous years.
4. Operational issues
4.1. The focus for the Railway Land will be an approved five-year Management Plan prepared by the Ranger in partnership with the RLWT and other relevant parties, that can together with this Memorandum of Understanding, be reviewed and updated as necessary. There will be an agreed annual action plan that derives from the Management Plan and recommendations from the Habitat Advisory Group. Any new activities or major projects must be incorporated as part of the Management Plan.
4.2. It is envisaged that the Railway Land Wildlife Trust would continue to meet as appropriate. The meetings would continue to have a broad membership from local people, those with an active interest in the Reserve and those who can bring a range of necessary skills to help achieve the Railway Land Wildlife Trust objectives.
4.3. The organisations and individuals invited to contribute to the meetings mentioned in paragraph 1.5 will be invited to the AGM but only those that are paid up Railway Land Wildlife Trust members could take part in a vote at the AGM.
4.4. Meetings would cover a range of topics linked to the Railway Land including conservation, environmental management and education / interpretation.
4.5 The Ranger will provide a short written summary report for quarterly meetings. The Ranger will also be available to attend those meetings.
4.6. Whilst working with the Railway Land Wildlife Trust the Ranger will give full co-operation to help achieve the objectives of the Railway Land Wildlife Trust.
4.7. In the event of unresolved issues between the Railway Land Wildlife Trust and the Council, the Director of Finance and Community Services will be the contact for dispute resolution. Upon written request from either party the Director will then arrange at the earliest convenient date for everyone, a meeting with the Chairman of the Trust and the Lead Councillor for Community Services. In the event that an issue cannot be resolved, a third party (to be mutually agreed) should be brought in to arbitrate.
4.8. The proposed Heart of Reeds project falls outside the objects of this Memorandum of Understanding. Initiated by Lewes District Council, the work is scheduled to begin in September 2004, will resume in September 2005, followed by a formal opening in the summer of 2006. The time needed for planning, organisation, publicity and groundwork operations of this scheme is well beyond that of voluntary body and so we call on Lewes District Council to provide adequate officer time for the delivery of this very substantial project.
5. Accessibility and Participation
5.1. It is anticipated the Town Council will nominate a councillor to act as a local contact.
5.2. As Lewes Town Council’s contribution to the Railway Land Wildlife Trust, for no charge, the Yarrow Room will be made available for meetings and an appropriate room made available for an annual public meeting open to anyone who wishes to attend.
5.3. The Junior Management Board will continue to meet on an ad hoc basis on Sunday afternoons in the signal box and will be invited to provide an oral contribution at quarterly meetings.
5.4. The Habitat Advisory Group, made up of technical nature conservation experts will meet for an annual summer site visit to make recommendations as to the conservation of the site in line with the management plan. These will be fed into the annual action plan and the Railway Land Wildlife Trust will receive and take account of reports from the Habitat Advisory Group.
This Memorandum of Understanding was approved by the Lewes District Council Cabinet on the 7th January 2004.