Agenda, decisions and draft minutes

Weymouth & Portland Harbour Management Board
Wednesday, 5th December, 2018 2.00 pm

Venue: Council Chamber - Weymouth & Portland Borough Council. View directions

Contact: Elaine Tibble 01305 838223  Email: etibble@dorset.gov.uk

Items
No. Item

29.

CODE OF CONDUCT

Members are required to comply with the requirements of the Localism Act 2011 and the Council’s Code of Conduct regarding disclosable pecuniary and other interests.

 

Check if there is an item of business on this agenda in which the member or other relevant person has a disclosable pecuniary or the disclosable interest.

 

Check that the interest has been notified to the Monitoring Officer (in writing) and entered in the Register (if not this must be done within 28 days).

 

 Disclose the interest at the meeting (in accordance with the Council’s Code of Conduct) and in the absence of dispensation to speck and/or vote, withdraw from any consideration of the item where appropriate.  If the interest is non-pecuniary you may be able to stay in the room, take part and vote.

 

For further advice please contact Rob Firth, Monitoring Officer, in advance of the meeting.

 

 

Minutes:

Steve Pitman declared an interest as Moorings Secretary of Weymouth Sailing Club.

30.

URGENT BUSINESS

To consider any items of business which the Chair has had prior notification and considers to be urgent pursuant to section 100B (4) (b) of the Local Government Act 1972. The reason for the urgency shall be specified in the minutes.

 

Minutes:

There was no urgent business.

31.

PUBLIC PARTICIPATION

30 minutes will be set aside to allow members of the public to ask questions relating to the work of the Council.  3 minutes will be allowed per speaker. The order of speakers is at the discretion of the Chair and is normally taken in the order of agenda items, questions must relate to a report which is on the agenda for consideration.  Notice is not required if you wish to speak at the meeting but if you require an answer to a question it is advisable to submit this in advance by contacting a member of the Democratic Services team or alternatively, by emailing etibble@dorset.gov.uk.

 

Minutes:

There was no public participation.

32.

MINUTES pdf icon PDF 109 KB

To approve the minutes of the meetings of 13 September and 26 September 2018 (already circulated)

 

To receive the minutes of the Harbour Consultative Group meeting of 14 November 2018

Minutes:

The minutes of the special meeting held on 13th September 2018 and the meeting of 26 September 2018 were agreed and signed as a correct record.

 

The minutes of the Harbour Consultative Group were noted.

 

The Harbour Master advised that he hoped to make the Consultative Group a formal committee going forward.

33.

HARBOUR MASTER UPDATE/PMSC ISSUES pdf icon PDF 97 KB

To consider the ongoing activity of the Harbour Office and any Port Marine Safety Code issues

Minutes:

The Harbour Master presented his update.

 

The Head of Assets and Infrastructure advised that following the approval of outline planning permission, the Peninsula development was moving forward. The Section 106 agreement was to be drafted and signed, after which demolition would start.  There was one objection to the Harbour Revision Order remaining, but this would not materially affect the final approved HRO.

 

The design for wall D was satisfactory and there was a timetable scheduled on page 14 of the agenda.  Piling would take place in 2019 after the main summer season ended, there would be no material risk if the work was delayed, it would be undertaken by the new unitary council.  The application was scheduled for Planning Committee on 12 December 2018.

 

The Engineering Projects Manager gave an update on Wall C for the Environment Agency Ground Penetrating Radar.  There had been no significant defects found, however due to some water ingress some sensitive investigation would be required due to the housing in the area.

 

In response to a query regarding the sluice gates at Westham Bridge, these were last surveyed in 2013 but the structure was continuously checked.  The Engineering Projects Manager would ask the Senior Building Services Engineer to put a report together for the Board.

 

34.

HARBOUR BUDGET MONITORING REPORT 2018/19 pdf icon PDF 102 KB

a.        To set out the current position for the Harbour Revenue budget at the end of October 2018.

 

b.        To set out the predicted position of the Harbour Reserves for 2018/19.

 

Additional documents:

Decision:

That the harbour budget prediction to return a year end surplus of £67,476 was noted.

 

That the predicted year end position of the Harbour Reserve of £1,048,061 of which £977,803 is allocated to the Asset Management Plan was noted.

 

Minutes:

The Harbour Finance and Admin Manager presented the Harbour Budget Monitoring report for 2018/19.  The surplus noted was an improvement on the last quarter.  The Asset Management Plan was highlighted in 5.3 of the report, there were a couple of outstanding queries on the Rates that may affect the final outcome, but all in all expenditure was on track.  The occupancy levels had been lower than expected which led to a predicted £44K shortfall on income. 

 

It was unknown at this stage whether the harbour and peninsula income would be ring fenced after LGR for the harbour and harbour walls, this would need to be discussed with the Section 151 Officer.

 

Decision:

 

That the harbour budget prediction to return a year end surplus of £67,476 was noted.

 

That the predicted year end position of the Harbour Reserve of £1,048,061 of which £977,803 is allocated to the Asset Management Plan was noted.

 

35.

HARBOUR MEDIUM TERM FINANCIAL PLAN (including 2019/20 Proposed Budget & Scale of Charges) pdf icon PDF 90 KB

To set out the Harbour Revenue Budget for 2019/20 for recommendation to Shadow Dorset Council as part of the corporate budget process.

           

To seek approval for the proposed Scale of Charges and Asset Management Programme of Works for 2019/20.

 

To set out the position of the Asset Management Plan proposed in-year spend for 10 years.

 

Additional documents:

Decision:

2.1      That the proposed Harbour Budget for 2019/20 as detailed in Appendix 1 subject to a mid-year review of the asset management plan in 2019 was approved.

 

2.2      That the 5 Year Medium Term Financial Plan as detailed in Appendix 1 was noted.

 

2.3      That the use of the Harbour Reserve of £116,392 in 2019/20 as detailed in Appendix 1 was approved.

 

2.4      That the Asset Management Programme of Works for 2019/20 at Appendix 2 subject to a mid-year review in 2019 was approved.

 

2.5      That the scale of charges for 2019/20 at Appendix 3.  Significant changes are given at Appendix 4 was approved.

 

2.6      That the funding requirement and current gap for the Asset Management Plan for years 1 - 5 at Appendix 1 and years 6 - 10 as detailed at para 5.12 was noted.

 

Minutes:

The Harbour Master presented the operational budget (which included the proposed Budget and Scale of Charges 2019/20).   There should be a report for committee in March to say how additional income would be dealt with under the Unitary.

 

There was very little change to the Scale of Charges attached at appendix 4.  The near status quo was aimed to encourage occupancy.

 

The Asset Management Plan at appendix 2 was a prediction of the work to take place, this was work in progress and would be reviewed in mid 2019.

 

One of the lay members expressed disappointment that there was very little change to the leisure income.  It was suggested that having someone with marketing skills to help the Harbour Master with promotions and advertising would be worthwhile.  The Head of Economy, Leisure and Tourism advised that it was not planned to change the project until the peninsula development was completed, then there would be a much improved product to promote.

 

Proposed by Cllr Farquharson, seconded by Cllr Wheller.

 

Decision:

 

1          That the proposed Harbour Budget for 2019/20 as detailed in Appendix 1 subject to a mid-year review of the asset management plan in 2019 was approved.

 

2          That the 5 Year Medium Term Financial Plan as detailed in Appendix 1 was noted.

 

3          That the use of the Harbour Reserve of £116,392 in 2019/20 as detailed in Appendix 1 was approved.

 

4          That the Asset Management Programme of Works for 2019/20 at Appendix 2 subject to a mid-year review in 2019 was approved.

 

5          That the scale of charges for 2019/20 at Appendix 3.  Significant changes are given at Appendix 4 was approved.

 

6          That the funding requirement and current gap for the Asset Management Plan for years 1 - 5 at Appendix 1 and years 6 - 10 as detailed at para 5.12 was noted.

 

36.

PLEASURE PIER ENGINEERING WORKS pdf icon PDF 79 KB

To update Harbour Management Board of the urgent demolition and strengthening works required to the Pleasure Pier structure.      For clarification the demolition will be of all the buildings on the pleasure pier above deck level and not including the separate former toilet block (now closed).

Decision:

a)        That the necessary works to the Pleasure Pier buildings and structure, as detailed in this report be agreed.

b)        That the current works will be undertaken utilising the Pleasure Pier Structural Maintenance Reserve Fund.

c)         That following demolition of the existing building, and assuming planning consent is granted, to seek occupier interest for a lease for provision of a catering kiosk with revenue to accrue to the Harbour Authority.

 

Minutes:

The Head of Assets and Infrastructure advised that the Pleasure Pier had remained empty since 2011 and required a lot of strengthening work.  It was suggested that some of the defunct buildings be demolished to save money on rates and to make the works to be undertaken easier and quicker.  Following the demolition and strengthening works it was suggested that a kiosk be constructed and leased to provide an all year round income.

 

If the demolition could be done in January/February 2019 then a planning application would be put in for a kiosk on the site which could be operational by April 2019. 

 

Proposed by Cllr Farquharson, seconded by Cllr Wheller.

 

Decision:

 

a)        That the necessary works to the Pleasure Pier buildings and structure, as detailed in this report be agreed.

b)        That the current works will be undertaken utilising the Pleasure Pier Structural Maintenance Reserve Fund.

c)         That following demolition of the existing building, and assuming planning consent is granted, to seek occupier interest for a lease for provision of a catering kiosk with revenue to accrue to the Harbour Authority.

 

37.

WORKPLAN pdf icon PDF 79 KB

To received the HMB Workplan

Minutes:

The work plan was noted by the members.  In response to a point made about seeing a Business Plan for the Harbour in April, the Harbour Master advised that one would be written once the structure of the new unitary organisation was known.

 

The Head of Assets and Infrastructure felt that although there were 3 harbours within Dorset Council Partnership, there would be more integration between the harbours within the new Dorset Council and until it was known where they would all sit, a Business Plan would be premature.

 

 

38.

POINTS/QUESTIONS FROM BOARD MEMBERS

To discuss any concerns or issues raised by Board Members.

Minutes:

Question from Cllr Farquharson.

“A number of detailed questions were amended to a request for clarification about the way ahead for the harbour budget regarding all ring-fenced areas and the starting position”.

 

The Financial Performance Manager felt that is was not a good idea to put a paper out at this stage.  Internal meetings were being held to look at the figures and different assumptions.  Officers would need to look forward to how additional income from the Peninsula would be ring fenced and how it was included in the Harbour Revision Order.  More information should be available by March 2019.

 

Question from Steve Pitman.

1.    “Has there been an approach from D & R to run both the harbour marinas?

2.    Has D & R been in discussion about developing the Commercial Road area?”

 

Board members were advised that discussions were taking place with Commercial Road land owners but it was not possible to give commentary of every party that approached the Council asking to work in partnership.

 

39.

EXEMPT BUSINESS

To move the exclusion of the press and the public for the following

item in view of the likely disclosure of exempt information within the

meaning of paragraph X of schedule 12A to the Local Government Act

1972 (as amended)

 

There are no exempt items

Minutes:

There was no exempt business.