Please read these rules and proceed to the on-line application form by
clicking on the link at the bottom of this page. You will be asked to confirm
your acceptance of these rules on the application
form.
1) Subscriptions
The administrative costs of the Association shall be financed by means of
an annual subscription fee relating to each annual period commencing on 1
April, which shall be the sum of £1,200 per member of the Association or
such sum as may be decided by a simple majority vote of the members from time
to time of the Association ("the Members").
2) Objects
The objects of the Association are:
(a) The collection and distribution among the Members of technical
information relating to waste management facilities.
(b) The appointment by competitive tender from time to time of one or more
consultants (individually and collectively referred to as "the Consultant")
to audit qualitatively waste management facilities which may be used by some
or all of the members of the Association with a view to avoiding multiple
audits and thereby reducing audit costs.
(c) The sharing of costs incurred in the preparation of waste management
facilities audits by the Consultant.
(d) Encouraging and assisting the Members to fulfil their obligations
under the duty of care contained in section 34 of the Environmental
Protection Act 1990 and subsidiary legislation.
(e) The development of waste management training courses.
3) Meetings
3.1 The Association shall meet at least once in each year between the
beginning of April and the end of March on such date or dates and at such
venue or venues as may be agreed by a simple majority of the Members and the
Secretary of the Association ("the Secretary") shall give at least 21 clear
days' notice in writing to each Member. Minutes shall be taken by the
Secretary who shall enter a record of all proceedings and resolutions in a
Minute Book(which may be kept in electronic form) and circulate copies to
Members.
3.2 The quorum at a meeting of the Association shall be a simple majority
of the Members and in the case of any committee appointed under clause 6
shall be three..
3.3 Any four Members may requisition a meeting of the Association in
addition to the meetings referred to in rule 3.1 by giving written notice to
that effect to the Secretary who shall convene a meeting in accordance with
the procedure in rule 3.1, except that the date and venue of such a meeting
shall be decided by the Secretary after consulting the Members making the
requisition.
4) Admission of Members
Admission of new Members to the Association shall be by election of the
existing Members by simple majority vote. Having regard to the objects of the
Association, new Members shall only be considered for election having regard
to the following criteria:
(a) The prospective new Members have waste streams similar to those of the
existing Members and thus use or could use the same waste disposal
facilities;
(b) No prospective new Member shall be admitted to the Association who has
significant interests in the business of waste handling, treatment or
disposal. In deciding what is significant, account shall be taken of the
proportion of the prospective new Member's interest in the waste industry in
relation to (a) overall turnover of the group or company applying for
membership and (b) the value of trade of the waste industry as a whole;
(c) No prospective new Member shall be admitted which has statutory
functions of regulation of the waste industry; and
(d) Applicants for membership shall complete a membership application in
the form agreed by the Committee (as defined in rule 6.1) which shall require
details of the applicant's interests in the waste industry.
5) Benefits and Obligations of Membership
5.1 Immediately upon the election of a new Member notice thereof shall be
given to it in writing and that Member shall be provided with a copy of these
Rules and a request to remit to the Secretary the Association's then current
annual subscription fee. Upon payment of such fee it shall become a Member
and be entitled to the benefits of membership and be bound by these rules.
5.2 Each Member must declare in writing to the Secretary forthwith any
changes in its interests in the business of waste handling, treatment or
disposal.
6) The Committee and Members' Representatives
6.1 The management of the Association (except as otherwise provided by
these rules) shall be delegated to a committee of one representative from
each of such number of Members as shall be decided from time to time by the
Members who shall be elected to hold office for a two-year term on a
renewable basis ("the Committee"). The first Committee shall consist of the
representatives of the five Founder Members of the Association.
6.2 Each Member of the Association shall be entitled to vote for such
number of candidates for the committee as has been decided in accordance with
clause 6.1 (“the Committee Maximum”). The candidates equivalent
to the Committee Maximum who receive most votes shall be declared elected and
in the case of two or more candidates receiving an equal number of votes then
a random selection shall be made by the Secretary as between such
candidates.
6.3 Any vacancy on the Committee shall be filled until the following
election by the unsuccessful candidate with the highest number of votes in
the last election held in accordance with clause 6.2. In the case of two or
more such candidates receiving an equal number of votes, a random selection
shall be made by the Secretary as between them.
6.4 In the event of a representative of a Member resigning or otherwise
leaving the Member's organisation, he or she shall immediately cease to be
the representative of the Member, (and, if applicable, a member of the
Committee) unless the Member notifies the Secretary to the contrary in
writing. In such a case, continued membership of the Committee shall be
subject to approval by a majority of the remaining members of the
Committee.
7) The Secretary
The Secretary shall be appointed under an agreement in the form attached
at Appendix I (“the Secretariat Agreement”) by the Members of
the Association on an annual basis or for such other period as the Members
may agree. The Members may agree that the Secretariat Agreement may be signed
on behalf of the Members of the Association by the Members of the
Committee.
8) The Consultant
The Consultant shall be appointed under an agreement in the form attached
at Appendix II by a simple majority vote of the Committee on such basis as
may be agreed from time to time by the Association in a meeting convened in
accordance with rule 3.
9) Voting at Meetings
Except as stated otherwise in this Agreement in all matters relating to
the Association, the Members attending each meeting shall act by a simple
majority vote of those present and entitled to vote.
10) Auditing of Waste Facilities
Each Member shall be entitled to propose waste facilities to be audited on
behalf of the Association by providing details of the facility to the
Secretary, provided that no facility belonging to a Member shall be audited
on behalf of the Association.
11)
Upon receipt of any proposal under rule 10 the Secretary shall circulate
it to all Members and any Member wishing to participate in that audit of that
facility ("Participating Member") shall notify the Secretary. The costs of
the audit shall be borne equally by the Participating Members and the results
of the audit shall be available only to Participating Members
12)
The costs apportioned as above of each audit shall be agreed with the
Consultant and the Participating Members having regard, inter alia, to the
number of Participating Members and the numbers and types of sites to be
audited by the Consultant during the term of its appointment by the
Association.
13)
Where a Member wishes to gain access to an audit report in relation to
which he is not a Participating Member ("Paying Member"), it may do so by
paying to the Association a sum equal to the amount paid by each individual
Participating Member. However, the Committee may decide to reduce the sum
payable by a Paying Member to such sum as may appear appropriate in the case
of an audit report which is more than two years old.
13a)
Each Participating Member shall at the request of any Paying Member
assign, wholly and without limitation, to the extent permitted by law, to the
Paying Members and Participating Members its copyright design right and all
other intellectual property rights of like nature in all countries in all
drawings, reports, photographs, design documents, models, software (whether
in object or source code form), specifications and other goods and documents
and in any patents, trade or service marks, design which come into being as a
result of the service provided by the Consultant and any other products of
such service to hold to the Participating and Paying Members as tenants in
common legally and beneficially in equal shares.
14) Confidential Information
14.1 During the course of discussions between the Members each Member
might acquire information of a confidential nature relating to the others'
waste management arrangements (such information, when clearly designated as
confidential, being hereinafter referred to as the "Information"). Each
Member undertakes to use the same care to avoid disclosure, publication or
dissemination of the Information as it uses with its own confidential
information and to use the same solely for the purpose of enabling it to
decide whether or not to participate in any proposed audits by the
Consultant.
14.2 The minutes of all meetings of the Association, including (without
prejudice to the generality of the foregoing) any meeting of the Committee
shall constitute Information for the purpose of clause 14.1.
14.3 Subject to rules 14.4 and 14.5 below each Member shall hold any audit
report prepared by the Consultant in strict confidence and, unless otherwise
agreed by the Members, disclose the same only to employees and Associates
within their own organisation and independent consultants engaged by any
Member in connection with its waste management activities and then only on
the same terms of secrecy as are contained in these Rules. "Associates" shall
mean any company wholly owned by a Member.
14.4 The undertakings contained in rules 14.1, 14.2 and 14.3 above shall
not apply to any of the Information or any part of the audit reports that:
(i) was known to the recipient prior to receipt; or
(ii) was independently developed by the recipient; or
(iii) is or becomes publicly available without breach of this Agreement;
or
(iv) is rightfully received by the recipient from a third party entitled
to disclose the same; or
(v) is required to be disclosed by law.
14.5 A Member may discuss the factual findings contained in any audit
report with the waste facility audited therein.
14.6 Audit reports may only be disclosed to independent consultants in
accordance with rule 14.3 if the consultants have prior to the disclosure
signed a confidentiality letter in a form agreed by the Members.
15) Termination of Membership
Any Member may terminate its membership of the Association at any time
provided that it gives 28 days written notice to the Secretary , terminates
its participation in any agreements to be entered into by the Members with
the Consultant or any other third parties and pays its share of all invoices
for reports it has agreed to participate in and its share of other services
rendered to and costs incurred by the Members to the date of such termination
and upon such payment shall be entitled to receive and use any such reports
subject to the obligations under rules 14.1 to 14.4 which shall continue
despite such termination.
16)
If any Member breaches any of these Rules and (in the case of a breach
capable of remedy) fails to remedy such breach within 28 days of notification
in writing of the breach from the Secretary it shall be deemed to have
terminated its membership of the Association. Such Member shall indemnify and
hold harmless the other Members, their employees, directors, agents,
successors and assigns from and against all costs, claims, demands, loss,
damage, liabilities or settlement amounts directly arising out of or
resulting from such breach but shall not be liable under such indemnity for
loss of profits, business, revenue, goodwill, anticipated savings or other
consequential loss or damage. In addition, such Member shall retain the same
liabilities as if it had terminated its membership in accordance with rule
15.
17)
Any Member may be expelled by simple majority vote of the Members provided
that the Secretary has given at least 28 days notice in writing to all
Members of the proposal (which may be made to the Secretary by any Member in
writing) to take such a vote and of the date, time and place at which it will
be taken.
18)
Any Member shall, upon ceasing to be a Member of the Association, forfeit
all rights to and claim to a refund of its subscription fee, except in the
case of expulsion in accordance with rule 17 in which case a proportionate
part of the subscription fee shall be refunded to him. For the avoidance of
doubt, any Member who ceases to be a Member of the Association shall remain
liable for any unpaid subscription fee whether relative to the current year
or otherwise and for any other unpaid sums due to the Association.
19) Additions, repeals and amendments to the Agreement
19.1 This Agreement may be added to, repealed or amended by resolution of
the Members provided that no such resolution shall be deemed to have been
passed unless it is carried by a majority of at least three quarters of the
Members except that in the case of additions, repeals or amendments to rules
4(a) to (d) such resolution shall be deemed to be passed if it is carried by
a simple majority of the Members.
19.2 Any alteration of this Agreement shall be proposed in writing to the
Secretary not less than 28 days before the meeting is convened at which the
alteration is to be brought forward. At least 21 clear days' notice in
writing of such a meeting, setting forth the terms of the alteration proposed
shall be sent by the Secretary to each Member.
20) Appointment of Auditors
The Association will at its first meeting and thereafter annually appoint
independent auditors to carry out an annual audit of the Association's
financial affairs.
21) Financial Matters
21.1 The Association will open a bank account in the name of the
Association and will ensure that cheques may only be drawn on the said
account or funds withdrawn from the said account by authorisation of the
Secretary.
21.2 All money raised by or on behalf of the Association shall be applied
to further the objects of the Association and for no other purpose provided
that nothing contained in these rules shall prevent the payment in good faith
of reasonable and proper remuneration to any of the Association's financial,
legal or other advisers or the repayment of reasonable out of pocket expenses
of Members or their representatives.
22)
All sums payable by the Members to the Association (including but not
limited to the Consultant's fees and the Secretary's fees) shall be paid
within 30 days of receipt by the Member of the relevant invoice.
23) Void or Unenforceable Rules
If any of these rules are held to be void or unenforceable by operation of
law the parties hereto agree to replace any such void or unenforceable rules
by valid and enforceable rules which will achieve, to the fullest extent
possible, the purposes of the Association.
24) Termination of the Association
The Association shall be terminated at a meeting of the Association by a
simple majority vote of the Members on a resolution to that effect or
automatically when there are no more than three persons who would be Members
except for this provision.
25)
In the event of termination of the Association, the assets held on behalf
of the Association shall after the satisfaction of any proper debts and
liabilities be given to a charity to be nominated by a majority of those who
were Members immediately prior to such termination and in default to a
charity nominated by the Chairman of the Council for the time being of the
Royal Society of Arts.
26)
In the event of the termination of the Association, the liabilities of
those who were Members immediately before such termination shall be the same
as if they had terminated their membership in accordance with rule 15 and for
the avoidance of doubt rules 14.1-14.4 shall continue to bind such former
Members despite such termination.
APPENDIX 1 - FORM OF SECRETARIAT AGREEMENT
THIS AGREEMENT made and entered into effective as of the 5th day of April
1993 by and between the companies listed as signatories to this Agreement
(hereinafter referred to individually and collectively as the
“Company” or the “Companies”) and EAG Limited of
11 Kingsway London WC2B 6YE (hereinafter referred to as the
“Secretary”).
WITNESSETH
WHEREAS:
(a) the Companies have joined together into an association called the
Waste Facilities Audit Association (the “Association”) for the
purpose of evaluating hazardous waste management facilities and perform
related activities; and
(b) the Companies desire to retain a Secretary to co-ordinate such
activities on the Companies’ behalf; and
(c) the Secretary has represented to the Companies that it has expertise
in such matters;
(d) the Companies desire to make use of the Secretary’s expertise
upon the terms and conditions hereinafter set forth; and
(e) the Companies enter into this Agreement for their own benefit and for
the benefit of any other company which joins the Association during the term
of this Agreement.
NOW THEREFORE in consideration of the premises and of the mutual covenants
hereinafter set forth, the parties hereto mutually agree as follows:
1) TERM
This Agreement shall be for a term beginning [ ] and terminating in
accordance with clause 11.1 of this Agreement.
2) SERVICES AND COMPENSATION
2.1 The Secretary, as an independent contractor, shall perform the
services set forth in Schedule A and activities related thereto as directed
by the Companies. The Secretary agrees that services rendered hereunder will
only encompass co-ordinating and administering the joint activities
undertaken by the Companies in evaluating waste management facilities and
related activities (the ”Joint Activities”). This Agreement
shall not prohibit and does not apply to other services rendered by the
Secretary to one or more of the Companies; except that the Secretary is
expressly prohibited from independently conducting or participating in any
evaluation of a hazardous waste disposal facility and initiating
communications with or making recommendations on whether or not to use any
hazardous waste disposal facility that is to be evaluated by the Companies
(whether or not such evaluation is conducted on behalf of one or more of the
Companies) without the express written consent of the Companies.
2.2 In consideration of the proper performance by the Secretary of its
obligations under this Agreement, the Companies shall pay the Secretary, as
full and complete compensation, in accordance with the fee schedule attached
hereto as Exhibit B and each Company shall only be liable to pay its share of
the fee as set out in Schedule B.
2.3 In addition, the Companies shall reimburse the Secretary for
reasonable out-of-pocket expenses (transportation, hotel, meals, etc.)
necessarily incurred by the Secretary in connection with any trip made at the
Companies’ request. Travel expenses will be billed at a cost plus a
five (5) percent general and administrative fee.
2.4 Total payments for fees and expenses incurred in providing services
hereunder shall not exceed the amount set forth in Schedule B without the
prior written consent of the Companies.
2.5 The Companies shall share equally the fees and expenses incurred by
the Secretary with respect to Joint Activities. The Secretary shall provide
monthly valid VAT invoices to the Association covering fees and expenses
incurred hereunder during the preceding calendar month. The Association shall
arrange payment by the Companies within forty-five (45) days of receipt of
the Secretary’s invoice.
2.6 Upon request, the Secretary shall provide additional reasonable
documentation of any charges included in its invoice(s) to the Companies. The
Companies may withhold from any payment to the Secretary an amount necessary
to settle any claims the Companies may have against the Secretary.
3) CONFLICTS OF INTEREST
The Secretary hereby warrants to the Companies that no conflicts of
interest exist as a result of the Secretary’s performance of services
hereunder. If any possible conflicts exist or thereafter arise, the Secretary
shall immediately fully disclose, in writing, such conflicts to the Companies
and shall exercise its best efforts to resolve any such conflicts to the
Companies’ satisfaction.
4) PROPRIETARY INFORMATION OF OTHERS
The Companies hereby state that they do not desire to acquire from the
Secretary any secret or confidential know-how or information which the
Secretary may have acquired from others, including any Company that is a
party to this Agreement. Accordingly, the Secretary represents and warrants
that the Secretary is free to divulge to the Companies without any obligation
to, or violation of any right of others, any and all information, practices
or techniques which the Secretary will describe, demonstrate, divulge or in
any other manner make known to the Companies during its performance of
services hereunder. The Secretary will not (nor will any Company request the
Secretary to) participate in any arrangement for the exchange of information
between any companies other than information of a technical nature and
information which is necessary for the functioning of the Association.
5) RECORDS AND INFORMATION
5.1 The Secretary covenants that all records ad copies of records, reports
prepared by a Company or for a Company by others, waste disposal transaction
data, specifications, drawings, prints and other data relating to each
Company’s operations, investigations and business, made or received by
the Secretary at any time are and shall be such Company’s property
exclusively, and the Secretary shall keep the same at all times confidential
and in its custody and subject to its control, and shall surrender the same
at any time upon the Company’s request or at the termination of this
Agreement.
5.2 The Secretary recognises that the Companies have commissioned and will
commission Waste Management Facility Audit Reports (“Reports”).
The Secretary agrees not to disclose the Reports to any company that is not a
Member of the Association. The Companies shall make available to the
Secretary agreements entered into among the Companies and between the
Companies and other third parties for the evaluation of waste management
facilities and related activities. The Secretary agrees to become familiar
with the terms and conditions of such agreements and to abide by the terms of
such agreements and hereby warrants that it will not take any action that
would place any Company in breach of any such agreement and will indemnify
the Company against any and all liabilities, costs, claims, expenses or
proceedings arising out of any breach of this warranty.
5.3 Any other information and knowledge divulged in confidence to the
Secretary by any Company or which the Secretary acquires or has acquired in
confidence from any Company in connection with or as a result of the services
rendered hereunder shall be treated as confidential. Without limiting the
generality of the foregoing the Secretary covenants as follows:
5.3.1 unless and until published, all features of the compounds,
compositions, formulations, apparatus, processes and application methods
heretofore or hereafter used or developed by any Company are and shall be the
trade secrets of such Company;
5.3.2 the Secretary shall not use or disclose any such information,
knowledge or trade secrets to any person, either during or for a period of
seven years after the period of this Agreement, except as otherwise
authorised by the Company from which such information is received;
5.3.3 all specifications, drawings, prints, descriptions and other data
and all knowledge or information involving know-how, trade practices or trade
secrets supplied by any company to the Secretary shall be treated as
confidential; and
5.3.4 no special features or design or construction peculiar to such
specifications, drawings, prints, descriptions or other data, and no such
know-how, trade secrets or practices shall be incorporated by the Secretary
in orders or projects or otherwise, or be used for any purpose.
6) DISCLOSURE OF WORK PRODUCT
All knowledge, data, specifications, reports, recommendations or other
such information that has been or is obtained or made by the Secretary
pursuant to the Secretary’s performance of services hereunder shall
immediately become the property of the Companies and shall be disclosed to
the Companies only, unless the Companies agree in writing, that any such
knowledge, data, specifications, recommendations, reports or other
information may be disclosed to a party or parties other than the
Companies.
7) INDEPENDENT CONTRACTOR
In the performance of all services hereunder the Secretary:
7.1 shall be deemed to be and shall be an independent contractor and as
such shall not be entitled to any benefits applicable to employees of the
Companies;
7.2 shall comply with all applicable laws and regulations; and
7.3 shall have sole responsibility for the payment of all applicable
governmental taxes and for all employment and disability insurance, Social
Security and other similar taxes.
8) SECRETARY’S WARRANTIES AND COVENANTS
The Secretary warrants and covenants that all services performed hereunder
and the work product resulting therefrom shall be safely, lawfully,
efficiently and properly performed and of good workmanship in accordance with
the best standards generally accepted at the time of performance for such
services and work products. Notwithstanding any other provision of this
Agreement, no review and/or failure to review by the Companies of any of the
Secretary’s procedures, methods or other work product shall operate to
relieve the Secretary of this obligation.
9) INDEMNIFICATION
9.1 The Secretary shall indemnify and hold the Companies, their employees,
agents, directors, successors and assigns, harmless from any and all loss,
damage, claims, costs, attorney fees, reasonable settlement costs, fines,
penalties and demands on account of personal injuries (including death),
property damage (public or private) or any other cause whatsoever, arising
out of any breach of this Agreement or any warranties or covenants of this
Agreement or arising out of any negligence or wilful act or omission of the
Secretary.
9.2 The Secretary shall indemnify and hold the Companies, their employees,
agents, directors, successors and assigns, harmless from any and all loss,
damages, claims, costs, attorney fees, reasonable settlement costs, fines,
penalties and demands on account of personal injuries (including death) to
the Secretary, its employees and agents, or loss of or damage to its
employees, agents or its property, arising out of or resulting in any manner
from or occurring in connection with the Secretary’s performance of
services hereunder except for instances involving a Company’s gross
negligence or wilful act or omission.
9.3 Each Company shall indemnify and hold the Secretary harmless
(including reasonable legal fees) from and against any claims or liabilities
arising from the actions of such Company or any Consultant retained by the
Companies to prepare Reports. Notwithstanding the foregoing, Companies shall
have no obligation whatsoever under this paragraph if any claims or
liabilities result from the Secretary’s gross negligence, wilful act
or omission, or material breach of this Agreement.
10 SUBCONTRACTORS AND ASSIGNMENT
10.1 The Secretary shall not arrange for others to act for the Secretary
or perform any services for the Secretary without the prior written consent
of each of the Companies. The Secretary shall also not subcontract, assign
nor transfer this Agreement nor any part thereof nor any monies due or to be
due hereunder to its subsidiary, parent or other business unit or related
entity, or to any other person or entity. Any purported subcontracting,
assignment or transfer made without the Companies’ prior written
consent shall be null and void.
10.2 Any purported subcontracting, assignment or transfer made by the
Secretary, without the prior written consent of the Companies shall confer on
the Companies an immediate, unqualified right of termination of this
Agreement.
11 TERMINATION
11.1 All the Companies may terminate this Agreement at any time without
cause upon thirty (30) days’ written notice to the others of such
termination. The Secretary may terminate this Agreement at any time upon six
(6) months’ written notice to each Company. If the Secretary’s
services are terminated at any time, the Companies shall have no obligation
or liability whatsoever except to pay the Secretary’s fees and
expenses for all services actually and properly performed up to the effective
date of such termination. Termination of this Agreement for any reason shall
not defeat or affect the Secretary’s obligations under Paragraphs 5, 6
and 9 hereinabove.
11.2 Each Company may terminate its participation in this Agreement at any
time; provided that it gives 30 days’ notice to the other parties
hereto and pays its share of the Secretary’s fees and expenses for all
services actually and properly performed up to the date of such termination.
If any Company terminates its participation in this Agreement, the Agreement
stays in effect as to the remaining parties.
12) NEW MEMBERS
In the event that the Companies decide to admit any new member(s) to the
Association the Companies shall require such new member(s) to become a party
to this Agreement and the parties hereto shall amend this Agreement
accordingly.
13) ENTIRETY
This Agreement contains the entire Agreement and understanding between the
parties hereto with respect to the subject matter hereof, and merges and
supersedes all prior discussions and writings with respect thereto. No
modification or alteration of this Agreement shall be effective unless made
in writing and signed by the parties hereto.
14) OTHER PROVISIONS
14.1 This Agreement shall be governed by and construed in accordance with
the laws of England.
14.2 The terms and conditions of this Agreement shall have control over
any work orders, quotations, purchase orders, or other written or oral
communications between the parties.
14.3 No omission of a party to insist upon performance by the other party
of any requirement(s) of this Agreement shall waive any later performance of
such requirement(s) nor waive the performance of any other requirement(s).
14.4 Any notices or communications required pursuant to this Agreement
shall be in writing and addressed to the parties at the addresses indicated
on the signature page.
SCHEDULE A - THE SECRETARY - SCOPE OF WORK
Item Description
1 Scheduling meetings, conferences & technical seminars
2 Developing meeting/conference/seminar agendas, arranging guest speakers
& venues
3 Preparation and circulation of meeting minutes to members and managing
actions arising
4 Liaison with and coordination of Steering Group activities
5 Liaison with Associations retained lawyer & audit consultants
6 Managing Association’s Constitution/Member, Secretariat and
Consultant Agreements and change management process
7 Managing allocation of audits among consultants
8 Managing the UK and European audit programmes (including member
nomination and approval process) & auditing approval correspondence with
waste management companies
9 Reviewing and distribution of draft audit reports to waste facilities
10 Reviewing and distribution of audit reports to members via the WFAA web
site
11 Facilitating the development and maintenance of the WFAA waste facility
audit questionnaire
12 Managing WFAA initiatives to develop more efficient ways of undertaking
waste facility audits
13 Dealing with external and internal enquiries to the Association by
prospective members, waste management companies and consultants
14 Promoting Association activities to potential new members and
organisations
15 Developing, maintaining and updating the Access database of waste
facilities, members’ contact details & audits undertaken
16 Management & storage of Association’s documentation and
archive storage facilities (hard and soft copy electronic information)
17 Maintenance of Association essential documents and providing access to
Steering Group via the WFAA web site
18 Facilitating consultant appointment process including preparation of
tender documentation & co-ordinating approval by Steering Group and
Members
19 Providing quarterly reports on the activities of the Secretariat
including a breakdown of time and costs
20 Promoting the activities of the Association through articles published
in trade and technical journals etc.
21 Preparation of Association marketing brochures and flyers
22 Management of the WFAA accounts including preparation of quarterly
financial balance sheets for Steering Group approval
23 Liaison with organisation retained to manage the Association’s
financial accounts (invoicing, accounting, liaison with external auditors and
financial reporting) including Steering Group approval process
24 Preparation of WFAA invoices
25 Liaison with Association’s bankers
26 Highlighting financial concerns that need to be addressed by the
Steering Group
27 Providing regular financial advice considered to be in the general
interest of the Association
28 Monitoring and progressing invoice payments by members
29 Managing the Association’s web site including administration,
hosting & waste facility SQL database information
30 Managing contracts with external organisations (Environment Agency)
31 Managing WFAA training programmes
32 Managing & maintaining Association’s software programme
records (access data base and adobe acrobat document programmes)
SCHEDULE B - RATE SCHEDULE
The fee shall be negotiated from time to time.
APPENDIX II
CONSULTANT SERVICES AGREEMENT
This Agreement made and entered into effective as of the day of by and
between the companies listed as signatories to this Agreement (hereinafter
referred to individually and collectively as the "Company" or the
"Companies") and ( ) (hereinafter referred to as the "Consultant").
WITNESSETH
WHEREAS
(a) the Companies have joined together into an association called the
Waste Facilities Audit Association (the "Association") for the purpose of
evaluating waste treatment, recovery and disposal facilities and to perform
related activities; and
(b) the Companies desire to appoint a Consultant to provide advice and
assistance in relation to the auditing activities of the Association; and
(c) the Consultant has represented to the Companies that it has expertise
in such matters;
(d) the Companies desire to make use of the Consultant's expertise upon
the terms and conditions hereinafter set forth; and
(e) the Companies enter into this Agreement for their own benefit and for
the benefit of any other company which joins the Association during the term
of this Agreement.
NOW THEREFORE in consideration of the premises and of the covenants
hereinafter set forth, the parties hereto agree as follows:
1) SCOPE OF THE SERVICES
The Consultant undertakes to provide the Companies with the non exclusive
services as more fully set out in Appendix A attached (and hereinafter
referred to as "the Services").
2) CONSULTANT'S WARRANTIES AND COVENANTS
2.1 The Consultant warrants to the Companies that it has exercised and
that it will continue to exercise in the performance of the Services such
reasonable skill, care and diligence as may be expected of a properly
qualified and competent waste management consultant experienced in carrying
out work of a similar size, scope and complexity to that requested by the
Companies and having regard to the waste facility ("the Waste Facility").
Notwithstanding any other provision of this Agreement, no review and/or
failure to review by the Companies of any of the Consultant's procedures,
methods or other work product shall operate to relieve the Consultant of this
obligation.
2.2 The Consultant warrants that it has not been engaged by the present
owner or operator of the Waste Facility which is the subject of the Services
to audit such Facility within the period of 12 months immediately preceding
the date of this Agreement.
2.3 The Consultant warrants that it has declared to the Companies any work
which it has carried out on behalf of the present operator or operator of the
Waste Facility which is the subject of the Services and any audit which it
has carried out for any person of such Waste Facility.
3) SUB CONTRACTORS
The Consultant shall not sub contract any part of the Services without the
Companies' prior written consent. Any such consent to sub contract shall not
affect the Consultant's duties and obligations hereunder in relation to the
services. The Consultant will ensure that it has an appropriate agreement
with any such sub contractors sufficient to enable the Consultant to comply
with the provisions of this Agreement.
4) CONSULTANT'S EMPLOYEES
For the purposes of this Agreement the word "Employee" shall mean any
person who is wholly employed by the Consultant. Persons provided by the
Consultant under this Agreement will be deemed to be Employees and will not
for any purpose be considered employees or agents of the Companies.
5) CONSULTANT'S AGREEMENT WITH EMPLOYEES
The Consultant shall where necessary have an appropriate agreement with
its Employees sufficient to enable the Consultant to comply with all the
provisions of this Agreement, and shall, upon request by the Companies,
furnish evidence that the Consultant has fulfilled his undertaking under this
clause.
6) CONSULTANT'S RESPONSIBILITY FOR THE EMPLOYEES
The Consultant assumes full responsibility for the actions of its
Employees in the performance of this Agreement, and shall be solely
responsible for their supervision, daily direction and control, payment of
wages, including withholding Income Taxes, National Insurance, pension
contributions and premiums, contributions to medical and sickness schemes,
holidays with pay, other contributions and any other outgoings for which the
Consultant is liable at law to pay in respect of any such Employees.
7) SAFETY AND SECURITY
7.1 The Consultant and its Employees shall at all times whilst on the
Waste Facilities' premises comply with all the Waste Facilities' safety and
security regulations, rules and recommendations and, to the extent applicable
to the Services, any statutory provisions, regulations and orders.
7.2 Whilst working on the Waste Facilities' premises the Employees may be
issued with an appropriate Company pass which, if issued, must be worn in a
visible position at all times whilst on any Waste Facility location.
7.3 If any Waste Facility Operator loans or supplies any material or
equipment to the Consultant for the carrying out of the Services such
material or equipment shall be at the Consultant's risk in respect of loss or
damage thereto until returned to the Waste Facility Operator.
7.4 Any material or equipment which the Consultant brings onto any Waste
Facility's premises for the purpose of carrying out the Services shall be in
a good and safe condition and shall be at the Contractor's risk in respect of
any loss or damage suffered thereto or caused thereby during the time that
such material or equipment are on the Waste Facility's premises.
8) CONSULTANT'S CO ORDINATOR RESPONSIBLE
The Consultant shall appoint and notify to the Companies a co ordinator
who will at no additional cost to the Companies supervise the Consultant's
fulfilment of its obligations under this Agreement. In particular, the co
ordinator will take remedial action in any questions or dispute relating to
delivery or quality of the Services supplied under this Agreement. Such co
ordinator shall have the authority to act as agent for the Consultant.
9) COPYRIGHT
9.1 All drawings, reports, designs, design documents, models, software
(whether in object or source code form), photographs, specifications and
other goods and documents supplied to any Company participating in an audit
("the Participating Company") by the Consultant in the provision of the
Services or otherwise created as a product of the Services shall be and
remain the property of that Participating Company.
9.2 The Consultant shall promptly disclose to each Participating Company
only all literary, artistic or other material (including computer program
material in any medium) relating to the audit in which they are
participating, created or composed by the Employees in the performance of the
Services.
9.3 Without prejudice to clause 9.1, the Consultant now assigns to each
Participating Company, wholly and without limitation, to the extent permitted
by law and where executory then by present assignment of future rights, its
copyright design right and all other intellectual property rights of like
nature in all countries in all such drawings, reports, photographs, design
documents, models, software (whether in object or source code form),
specifications and other goods and documents and in any patents, trade or
service marks, designs and any other products of the Services To Hold to the
Participating Companies as tenants in common legally and beneficially in
equal shares. The Consultant agrees to give the Participating Companies all
reasonable assistance and enter into such further assurances required to
perfect this assignment.
9.4 The Consultant warrants and undertakes that the disclosure of such
drawings, reports, photographs, specifications and other documents shall be
made to the Participating Companies exclusively except as authorised by the
Participating Companies in writing, and that it is the maker, author or
designer and a qualifying or qualified person within the meaning of the
Copyright Designs and Patents Act 1988.
10) CONFIDENTIAL INFORMATION
10.1 "Confidential Information" shall mean all information obtained by the
Consultant from or disclosed to the Consultant by any Participating Company
or the Waste Facility being audited whch relate to their past, present and
future waste management arrangements and other business activities and the
results of the Services performed by the Consultant, except such information
as is previously known to the Consultant without any undischarged
accompanying obligations to retain in confidence for any Participating
Company, or is publicly disclosed either prior to or subsequent to the
Consultant's receipt of such information.
10.2 During the term of this Agreement and thereafter, the Consultant
shall hold all such Confidential Information in trust and confidence for each
Participating Company and shall neither use such Confidential Information
other than for the purpose of this Agreement, nor disclose by any means to
any person any such Confidential Information except with the prior written
authorisation of each Participating Company in writing.
10.3 In the event that any report relating to a waste facility used by any
member of the Association (other than a report prepared by the Consultant) is
supplied to the Consultant whether directly or indirectly by a member or
officer of the Association, the Consultant shall ensure that no copy is made
of the whole or any part of the report and that the report is returned
immediately to the Secretary of the Association on demand and in any event no
later than the date of completion of the Services in relation to that waste
facility.
11) INDEMNIFICATION
11.1 The Consultant shall indemnify and hold the Companies, their
employees, agents, directors, successors and assigns, harmless from any and
all loss, damage, claims, costs, attorney fees, reasonable settlement costs,
fines, penalties and demands on account of personal injuries (including
death), property damage (public or private) or any other cause whatsoever,
arising out of any breach of this Agreement by the Consultant or arising out
of any negligence or wilful act or omission of the Consultant in the
performance of his obligations under and in connection with this
Agreement.
11.2 The Consultant hereby agrees that it has taken out and it will
maintain with reputable insurers carrying on business in the [United Kingdom]
from the date of commencement of the Services and for a period expiring no
earlier than six years after the date of completion or earlier determination
of the Services under this Agreement, professional indemnity insurance to
provide cover without unusual or onerous conditions or excesses in respect of
each and every claim which may arise out of the Services of not less than
(£[2,000,000] [two] million pounds) provided always that the same is
available at reasonable commercial rates of premium in the insurance market
and that it will provide within 10 working days of the Companies request
sufficient documentary evidence that such insurances are being properly
maintained.
12)
In consideration of the proper performance by the Consultant of its
obligations under this Agreement, the Companies shall pay the Consultant, as
full and complete remuneration, a fee in accordance with the fee schedule
attached hereto as Appendix B ("the Fee") and each Company shall only be
liable to pay its share of the Fee as set out in Appendix B.
13) PAYMENT TERMS
The Consultant should address a valid VAT invoice to the Association which
will arrange payment by the Companies within 45 days of receipt of the
invoice (but for the avoidance of doubt the Association shall have no
liability whatsoever for payment).
13a) Each Participating Member shall at the request of any Paying Member
assign, wholly and without limitation, to the extent permitted by law, to the
Paying Members and Participating Members its copyright design right and all
other intellectual property rights of like nature in all countries in all
drawings, reports, photographs, design documents, models, software (whether
in object or source code form), specifications and other goods and documents
and in any patents, trade or service marks, design which come into being as a
result of the service provided by the Consultant and any other products of
such service to Hold to the Participating and Paying Members as tenants in
common legally and beneficially in equal shares.
14) LIMITATIONS OF PAYMENT
Payment shall not constitute an acceptance by the Companies of the quality
of the Services provided under this Agreement, nor shall it impair the
Companies' right to exercise any of their statutory, common law, or other
contractual remedies of set off or other relief.
15) CONSULTANT MAINTAINS RECORDS
The Consultant shall maintain complete and accurate accounting records, in
a form in accordance with standard accounting practices, to substantiate the
Consultant's charges hereunder, and shall retain such records for a period of
six years from date of final payment by the Companies of the relevant
invoice.
The Companies shall have access to such records for purposes of approving
payments or resolving disputes during normal business hours during the term
of this Agreement and during the respective periods in which the Consultant
is required to maintain such records as herein provided.
16) BANKRUPTCY
16.1 If the Consultant shall become bankrupt or insolvent or have a
receiving order made against it or compound with its Creditors or commence to
be wound up (not being a Member's voluntary winding up for the purpose of
reconstruction or amalgamation) or have a Receiver or Administrator appointed
over its business, the Companies jointly shall be at liberty either:
1. to terminate this Agreement forthwith by notice in writing to the other
party or to the Receiver or Liquidator or to any person in whom the
Consultant may become vested; or
2. to give such Receiver, Liquidator or other person the option of
carrying out this Agreement subject to his providing a guarantee for the due
and faithful performance of this Agreement up to a period to be agreed
17) ADVERTISING
The Consultant shall have no right to use any of the Companies' trademarks
or trade names or to refer to the Companies directly or indirectly in
connection with any product, service, promotion, or publication without the
prior written consent of the Companies.
18) SURVIVAL FROM THIS AGREEMENT
The provisions of this Agreement shall continue to bind each party insofar
as and so long as may be necessary to give effect to their respective rights
and obligations hereunder and shall bind the parties and their legal
representatives, successors, heirs and assigns.
19) ASSIGNMENT
Subject to the previous Clause, this Agreement shall be in all respects
personal to the Consultant who may not assign its rights or obligations
hereunder in any manner whatsoever, without the prior written consent of the
Companies.
20) TERMINATION OF AGREEMENT
20.1 This Agreement may be terminated as follows:
1. by either party giving 30 days written notice to the other; or
2. by the Companies forthwith in the event of the Consultant failing to
perform any of the Services to the satisfaction of the Companies after
receipt of 14 days written notice to this effect from the Companies.
20.2 In the event of termination as aforesaid, the Companies shall
(subject to any withholdings, deductions or set offs which the Companies are
entitled to make) pay to the Consultant that part of the Fee which shall have
accrued due prior to the date of such termination less the amount of any
payments in respect of the Fee previously made by the Companies under this
Agreement.
20.3 Upon any termination of the Consultant's engagement howsoever arising
the Companies shall not be liable save as set out in clause 20.2 to the
Consultant for any loss of profit, loss of contracts or other costs losses
and/or expenses arising out of or in connection with such termination.
21) EFFECTIVE DATE
Notwithstanding the date of this Agreement it shall have effect as if it
had been executed upon the actual commencement of the Services by the
Consultant.
22) SOLE AGREEMENT
This Agreement constitutes the entire and exclusive statement of the
Agreement between the parties and shall supersede all prior Agreements and
understandings between the parties respecting the Services to be provided
hereunder. This Agreement may not be varied or terminated orally by or on
behalf of either party.
23) DISPUTES
Any dispute or difference arising from this Agreement shall be referred to
the arbitration of a person to be agreed and on terms to be agreed between
the parties to this Agreement or failing agreement, nominated by the
President for the time being of the Institute of Civil Engineers.
24) APPLICABLE LAW
This Agreement shall be governed by the Laws of England and Wales.
AS WITNESS hands of the duly authorised signatories of the parties hereto
the day and year first above written.
SIGNED for and on behalf of The Consultant
SIGNED for and on behalf of Waste Facilities Audit Association
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