CANTERBURY CITY COUNCIL WHITSTABLE HARBOUR BOARD Minutes of a meeting held on Friday, 20th July, 2012 at 3.00 pm in the Mallandain Room, Whitstable Castle, Tower Hill, Whitstable Present: Councillor Todd (Chairman) Councillor Baker Councillor Dixey Ms Brown Councillor Harrison Paul Moore Councillor Sharp Peter Steen Councillor Wratten Officers: Owen Croft - Principal Valuer Michael Jury - Assistant Head of Finance Mike Wier - Port Manager and Harbour Master Matthew Archer - Assistant Head of Democratic Services Dawn Hudd - Deputy Head of Culture and Enterprise 216 APOLOGIES FOR ABSENCE There were no apologies for absence received. 217 SUBSTITUTE MEMBERS (COUNCILLORS) There were no substitute members present at the meeting. 218 DECLARATION OF INTERESTS BY MEMBERS AND OFFICERS Councillor Harrison declared a personal interest in any relevant item as she rented a beach hut from the Harbour Board. Peter Steen declared a personal interest in any relevant matter as he was an employee of the Port of London Authority. Paul Moore declared a personal interest in any relevant item as he was a sailing member of the Whitstable Yacht Club. Attention was drawn to the new code of conduct adopted by the council with effect from 1 July 2012. It was confirmed that a copy of the new code had been sent to the Independent Members. 219 PUBLIC PARTICIPATION There were no public speakers for the meeting. - 1 -
220 LIAISON WITH STAKEHOLDERS No representations from stakeholders were made at the meeting. 221 MINUTES OF THE MEETING HELD ON 25 MAY 2012 The minutes of the meeting held on 25 May 2012 were agreed as a true record and signed by the Chairman. 222 ACTIONS ARISING FROM THE PREVIOUS MEETING The Deputy Head of Culture and Enterprise explained that a report had been commissioned on the life expectancy of the steel work of the quay, which would be presented at the September meeting. 223 PORT MANAGER AND HARBOUR MASTER'S REPORT The Board members considered the report of the Deputy Head of Culture and Enterprise which updated the board on matters pertaining to legislation, management, harbour operations, staff, communications, publicity and general marine issues. The members of the board discussed the issues raised and asked questions of the Port Manager and Harbour Master and the Deputy Head of Culture and Enterprise. The issues discussed included the following: (i) (ii) (iii) (iv) (v) (vi) Health and Safety - additional dredging had taken place during the week commencing 14 July and had now been completed. One of the access ladders had been installed and a further two would be installed shortly. Enhancements to the seating area had been completed and the ice cream trailer van was now operating from a newly installed electrical point. Harbour operations at South Quay testing of condition of sheet piling was due to be carried out in August with the full report to the Harbour Board on 21 September. Wind farm operations support ongoing. Staff two seasonal port attendants had been appointed on a job share basis. Staff would be in attendance on most Saturdays and Sundays and the situation would be reviewed at the end of the summer. Beach huts Two beach huts on the front row were presently vacant. All fishermen s huts were occupied. There had been a requirement to upgrade the electrics in the fishermen s huts at a cost of approximately 7,500 to replace 25 year old electrical components. The opportunity had been taken to spread the electrical load among the huts. The work had been funded from the revenue maintenance budget and if required the money could be drawn from the reserve at the end of the financial year. Communications and publicity a number of events had been hosted on the deck at Dead Man s Corner. The Oyster Festival was scheduled for 21 July and the Harbour Open Day for 4 August 2012. - 2 -
Members asked a number of questions to which the following responses were provided: 1. Were the seasonal port attendants wearing high visibility jackets to denote that they were in a position of authority? Also, were they covering other council events and if so were they harbour related? It was confirmed that the attendants were wearing high visibility clothing and that they would be supporting other council events, many of which may be harbour related such as the Oyster Festival. 2. Would the attendants also be supporting other events in the district such as the Herne Bay Festival? It was confirmed that instead of the port attendants the council was currently using two staff from the Events Team until the end of the summer. Both were qualified in first-aid and this arrangement enabled the council to have a presence on site during the high season. Cover arrangements were being put in place for the occasions when the staff were not available to work in the harbour. 3. Were the fishermen s huts individually metered following the electrical works and would the rents be reviewed as a consequence of the works undertaken? It was confirmed that the huts were individually metered but there was no connection between the work carried out and the rents as it had been done for health and safety reasons. The Port Manager and Harbour Master drew attention to the shipping activity report for the first quarter of 2012/13. It was noted that the number of ships and tonnage were down on last year s figures. Peter Steen asked how pilotage training would be managed if numbers continued to fall. The Port Manager and Harbour Master explained that the training could be achieved using an existing vessel in the harbour. 224 HARBOUR ACTION PLAN Members of the board reviewed the current property issues, operational issues, marketing, current development projects, potential development projects and standing issues as set out in the Whitstable Harbour Action Plan. Officers provided updates on the progress to date on the action and general points arising from the discussions between the board members and officers, as follows Current property issues Angling rent review The Single Grants Gateway Panel was recommending to the Executive that the concessionary rent be increased from 40 to 45%. The matter would be considered at a future meeting of the Executive. Cardium lease renewal Cardium had transferred ownership of the lease and the matter was now in the hands of solicitors. St Augustines lease Negotiations were ongoing and the matter was now with external solicitors. St Augustines external alterations The matter was now resolved as the small building was covered by a separate licence and they were paying an extra sum for use of the space. Item to be removed from action plan Eastgate Offices lease renewal Terms of the lease had now been agreed. - 3 -
WOFC lease The solicitor was now in receipt of full instructions and matters were proceeding. South Quay The various seasonal licences granted to St Augustines and West Whelks had now been dealt with. Fishermen s Huts The service charges on the huts were capped at 152 per hut therefore the cost of the works would not be fully reflected in the revised charge. A member asked whether there was a surcharge on the electricity used in the fishermen s huts. It was explained that the Harbour Office paid the bill and then invoiced the cost to the occupier of the hut. No levy was applied over and above the actual cost. It was proposed by Councillor Dixey and seconded by Peter Steen that a levy be applied to electricity charges to bring it in line with the way that fuel charges were managed. He said the levy should reflect the cost of administration associated with the work plus the loss of interest from the point when the council pays the electricity bill to the point where the hut owner reimburses the council for the outstanding sum. RESOLVED That the Deputy Head of Culture and Enterprise and the Port Manager and Harbour Master be delegated authority to calculate an appropriate levy to be applied to electricity charges on the fishermen s huts. The Board discussed problems with tables and chairs overflowing beyond the designated areas, sometimes significantly, allocated for individual leaseholders or licensees. This had resulted in a number of complaints from the public. The Port Manager and Harbour Master said that the tenants had been advised that the Harbour Board takes these matters seriously. Boundaries had been marked and were being enforced through the use of photographic evidence. The Deputy Head of Culture and Enterprise suggested that temporary café style barriers could be used to prevent tables and chairs overflowing designated areas. RESOLVED 1. That officers be authorised to purchase café barriers and to enforce their use to prevent encroachment. 2. To investigate the use of advertising on the café barriers. 3. To include a provision in the lease or licence requiring the owner to place them along the designated boundary in order to prevent overflow. Music from the East Quay A councillor noted that loud music was emanating from the Brewery Bar between 2.30 and 3.30am, which had been reported to Environmental Health. Marketing Representatives of the board had met to discuss marketing the harbour to businesses and visitors. It was intended that the topic be discussed at the AGM and ideas taken forward. - 4 -
Current development projects Urban delivery The Deputy Head of Culture and Enterprise said the project was awaiting the outcome of the Interreg bid for 867,000. An announcement was expected in October 2012. Barge Museum Representatives of the Barge Museum had been updated on 6 July and all parties were now awaiting the results of the feasibility study which was due to be commissioned shortly. Standing issues The Working Group had met to discuss the annual meeting and the annual report. 225 HARBOUR FINAL OUTTURN REPORT 2011/12 The board considered a report of the Head of Finance which set out the summary profit and loss account for Whitstable Harbour for the year 2011/12. The Assistant Head of Finance reported that a net surplus of 209,963 had been transferred to harbour reserves. This had been split 100,000 to a new Quay Maintenance reserve and the balance of 109,963 to the Harbour General reserve which now held a balance of 420,528. A member commented that the harbour had produced a good set of figures and congratulated the team for their work. It was suggested that a press release be published and it was confirmed that a draft had been sent to the press office for approval. It was also requested that the balances on the four reserve budgets relating to dredging, building maintenance, general and the quays be added to the quarterly report for information. 226 LONG BEACH PROMENADE, PROPOSED NAME CHANGE The Port Manager and Harbour Master informed the board that he had received an email from the Director of the Whitstable Biennale withdrawing the proposal for the road name change. It was suggested that a temporary sign could be installed for the period of the Biennale to celebrate the project, potentially on the flank wall of the bowls club. RESOLVED That the Port Manager and Harbour Master be delegated authority to undertake negotiations and issue the necessary licences if required. 227 ITEMS FOR FUTURE MEETINGS No items were forthcoming. 228 DATE OF NEXT MEETING The date of the next meeting and the Whitstable Harbour Board annual meeting were both scheduled for Friday 21 September, however the Board was advised that it would not be possible for the Independent Members to attend the annual meeting on that day. The Deputy Head of Culture and Enterprise asked the Board whether they felt the meeting should be postponed and an alternative date found when they could - 5 -
attend. Whilst deliberating the Board consulted members of the public who were present at the meeting. RESOLVED To delegate authority to the Deputy Head of Culture and Enterprise and the Port Manager and Harbour Master, in consultation with the Chairman, to review alternative options concerning the date, time and venue of the annual meeting and only revert back to the existing date and time if no better alternative can be found. 229 ANY OTHER URGENT BUSINESS TO BE DEALT WITH IN PUBLIC None. 230 EXCLUSION OF THE PRESS AND PUBLIC TO RESOLVE To resolve that under Section 100(A)(4) of the Local Government Act 1972, the public and press be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act or the Freedom of Information Act or both. 231 HARBOUR DEBTORS INFORMATION The Board received the debtors report as at 18 July 2012, setting out all harbour invoices over 30 days old. The Board requested that further details be circulated on case number eight in the schedule. RESOLVED That the report be noted. 232 WHITSTABLE HARBOUR DEVELOPMENT GROUP - 4 JULY 2012 The Harbour Board received the minutes. There Board discussed on a number of points relating to the Anglers Club business plan, the consultants brief for a museum service for Whitstable Harbour and the enforcement of the use of tables and chairs within the designated areas of the harbour. There being no other business the meeting closed at 4.51 pm - 6 -