MINUTES OF THE BOARD MEETING HELD ON 10 JUNE 2016 AT 1015 HOURS

Transcription

1 MINUTES OF THE BOARD MEETING HELD ON 10 JUNE 2016 AT 1015 HOURS Present: Mr D Ellis Chairman Mr T Tomlinson Deputy Chairman Capt M Sansom Chief Executive and Harbour Master Mrs C Gilmore Mr C Jarvis Mr G Tranter Prof J Wolfram Mrs M Stribley Minutes GOVERNANCE 1. Apologies: Mr R Reed. 2. Declarations: None. 3. Approval of Minutes: May 2016 quarterly meeting: 4. Matters arising: REPORTS The minutes for the Board meeting were approved and signed. CEO updated the Board on the matters arising. The Board considered the report produced by intern Alex Emslie and agreed to send a vote of thanks by letter to him and his course tutor for the good work done. The report will be discussed in Part 2. ACTION: Write to Alex Emslie and his course tutor expressing thanks for his report. The Board were content that all matters arising had been captured. 5. Reports by exception in accordance with standing orders: a) Damage to forklift truck CEO reported that the forklift truck was damaged when it slid into the water whilst carrying a pontoon. Its generator is at the bottom, and this sustained damage. There is a claim against us, and we have claimed 9k on our insurance; we had 500 excess. As a result of this we are amending the operating procedures for the forklift truck. b) Exhibition and presentation to the public Page 1 of 6

2 GT said that he had sent an on behalf of the Communications Sub- Committee to Wild West thanking them for their efforts on the exhibition and presentation at the Poly. PROJECT UPDATES 6. Project updates: a) Falmouth Cruise Gateway project CEO said that the Exhibition had followed the submission of the appropriate assessment documents for the MMO to consider. They will take 4-6 weeks to review the document. He reported that the presentations had been well-received, and they had good feedback. Colin May from the MMO came to the exhibition, and has subsequently met with CEO and Chair. He had subsequently sent an clarifying certain subjects that were discussed but this had raised further questions. Chair asked CEO to respond to him. ACTION: CEO to respond to Colin May to express concerns over his opinions on the Marine Plan. MMO are organising a Marine Plan consultation; Paul Wickes (Cornwall Marine Network) and Kim Conchie will be attending this. JW asked if the Plan considers the socio-economic aspect; CEO said that it includes activities and considers impacts and environmental concerns. The Board felt that the exhibition posters were really informative; CEO said that they have been offered to A&P for an exhibition and presentation for senior staff that they are planning for July 6. b) Integrated Management System i) Report by Designated Person The Board noted the report; we have had a clean audit. Discussion about the appointment / re-appointment of the designated person is on the agenda for Part 2. c) Procurement of new mooring vessel The timetable was noted, with the end date set for November Chair thought it would be a good idea to provide reassurance for the staff. ACTION: Mention the procurement timetable in the staff newsletter. ACTION: Add commissioners into newsletter distribution list. Page 2 of 6

3 d) FaBTest lease and licence renewal CEO reported that this is moving along well and discussions were taking place with both MMO and Crown Estate about renewal. CEO reported that Poole and Blyth are going to be affected by the designation of new SPAs. He had been involved in the discussion about this at the BPA. JW said it would be useful to get Wild West to raise the profile of FaBTest and the benefits of the working agreement with NE in the management of the Site. DECISIONS 7. Regulation decisions (as required): a) Draft Harbour Direction 01/16 CEO said that he was proposing an amendment to the bathing area as the new positions of the buoys marking it was too close to the beaches. The Board agreed that the proposal should be consulted with the Port User Group. b) Draft Harbour Direction 02/16 CEO said that this came about because an MAIB report into a serious accident criticised HA for not having enforceable speed limits. The Board were asked for comments: GT thought that 30kts still seems too high. CJ said he would expect sensible seamanship, and we should make the point that speeds will probably be lower. He also pointed out that we should emphasise the fact with Col Regs required vessels to navigate at a safe speed dependant on the prevailing circumstances. GT echoed this. Chair said that the MAIB report will give credibility to the proposal. The Board discussed A&P s approach and their separate Port User Group. JW said that the speed limit is 8kts in Truro s approaches. The Board agreed that we do have to impose a speed limit, due to the credible threat of incidents. The Board agreed that the draft direction should be consulted via the Port User Group ACTION: The two draft directions are to be discussed at the Port User Group meeting on 14 June. Page 3 of 6

4 OTHER MATTERS 8. Refresher presentation on the role of the duty holder: 9. Review of Red Risks: CEO said that the Board will need to spend an additional minutes at the next Board Meeting on this training. The Board are very keen to complete this. ACTION: Undertake role of duty holder training at next Board Meeting. Strategic Risk 28 Triggering pseudo section 75 liabilities for Pilots Pension Fund Board acknowledged continued activity towards mitigating red risks. CORRESPONDENCE AND URGENT BUSINESS 10. Correspondence: a) Response from Historic England The Board considered the response. CG pointed out the slightly different plans in the future may allow them to respond slightly differently. The Board discussed this point. CG talked about the documents that we submit and advocated that we appoint a conservation architect. Chair suggested that we give this back to FH as it is part of their Business Plan. CEO pointed out that, as the issues surrounding the Chain Locker s proposed re-development were misunderstood by Historic England, there is a weakness in the argument of their response to us accordingly. CG said it is worth spending money to contract someone in who speaks the heritage language and understands the implications. JW asked about pointing of the quay; there was a discussion of the works done to the quay FHC have had to rebuild parts of it in the past. CJ suggested that a conservation architect would be required to engage with Historic England and the local protest group if new plans are to be brought forward. JW asked if we could design a pontoon system that further restricted the length of vessel. CG said that we would not make nearly as much income that way. ACTION: FH to review all options on CHQ re-development and report back to the Board. Page 4 of 6

5 b) Report into Trust Ports CEO said that there are a number of recommendations from the report, but no real action is proposed as a result. Although not a specific recommendation, the Guide to Good Governance is being revised. c) Whole of Government accounts The report implies that trust ports will become part of UK national assets with financial statements being incorporated into the national accounts. There are significant implications to this which were discussed at the BPA. Chair asked if we need to discuss this with Sarah Newton. CEO said that in the short term we should contact DfT enquiring whether the public corporation status for FHC was going to continue. ACTION: CEO to look into classification issues. d) Rateability of conservancy and pilotage CEO said there are good legal reasons why this should not happen, and he doesn t anticipate it should have much of an effect on us as costs appear to be taken into account. GT mentioned that when they did this to land-based businesses, a couple of medium-sized companies went out of business. Chair proposed that we monitor this closely via BPA. 11. Urgent business including that tabled by Commissioners: a) Naming of new mooring maintenance craft CEO said we have used geographical names previously, when naming craft. The Board discussed who to ask; maybe ask the staff who are going to use it. CG wondered if we should ask the Consultative Committee; CJ advocated keeping it internal. The Board agreed to keep it in-house and not to go to the schools, for example. ACTION: Ask the staff for suggestions; give a shortlist to the Consultative Committee to determine a name. b) Red Arrows arrangements CEO reported that there was a meeting yesterday to determine the basis of the event this year; the Red Arrows have indicated that they will perform on an identical basis to previous years. He added that the RNLI will be holding events on CHQ. CEO asked the Board to consider what type of event they wanted this year, bearing in mind that we need to be clear about objectives; perhaps we don t want to host an event, just sponsor the Red Arrows. Chair thought that we need to make the most of it, despite finances. He asked the Board if we should we host the an event for invited guests. Page 5 of 6

6 JW asked if we invite Premium Mooring Holders; he was told that we don t as not all are local or here for all summer. GT asked the number of guests there are approximately 200. CG said this would be a good opportunity to display the dredging exhibition posters too. CJ agreed that if we are going to do it, then we should do it well. He advocated that the invitation list is thoroughly reviewed and targeted. Chair recommended that we go ahead with hosting; he went round the table and the Board agreed to host the event, with a cap on the cost of catering. Meeting Ended: 1150 hrs Date of Next Meeting: 8 July 2016 Signed, Chairman 8 July 2016 Page 6 of 6