Agenda and minutes

(Please complete the form provided at the meeting or telephone Corporate and Community Services to prepare a form for your signature before the meeting) Items must be re-declared when the item is called, and Councillors must leave the room if necessary)

Councillor Fowler

All items – personal interest as was a member of Ilfracombe Yacht Club and a boat owner

Councillor Campbell

All items – personal interest as worked for the Landmark Trust and on Lundy Island

Mr B Gear

All items – personal interest as was  a member of Ilfracombe Yacht Club

·         The audit of both harbours was carried out on 22^nd July 2020

·         124 actions had been completed since the last inspection, which was held in January 2020

Ilfracombe – actions completed

·         Storm damage works had been carried out at Old Quay Head

·         An electrical conduit had been installed at Old Quay Head

·         Bin replacement had been made at Stone Bench area, replacing a weather damaged metal bin with a plastic bin

·         New fenders and Yokohamas had been installed at South Pier to create a second landing point and helping to ease congestion, works had been carried out prior to the Covid-19 crisis

·         New signage and posts had been provided for the Lifebuoy Ring housings at the Cove

·         New chains had been fitted along Quay wall with the remaining replacement works to be carried out during the winter of 2020

·         Three lampposts along the pier had had their tops removed as they were unsafe

Ilfracombe – Risk Management

·         Minor non-conformities were found during the internal risk management audit on the following topics;

(i)            Legislation, Acts, Harbour Revision Orders, Byelaws and Directions: the Marine Safety Management System needed to be amended to reflect that the Harbour Authority did not have the powers to make Harbour Directions or General Directions; or an application to the Secretary of State would have to be made by the Harbour Authority.  To be applied for if required.

(ii)          Environmental Duty: the Marine Safety Management System and the Environmental Management Plan gave no specific reference to the Natural Environment and Rural Communities Act 2006 or any reference to the regard of biodiversity.  The Harbour Master would look at reviewing this.

(iii)         Risk Assessments: no evidence found to show independent review of risk assessments were carried out by a Harbour User group or representatives.  This was now a standing item on the Harbour Forum agenda.

·         A review of the designated person role carried out in November 2019 recommended that the Harbour Master at Minehead and Watchet, Somerset replaced our designated person.  Since then legal advice had been sought which highlighted potential problems with this arrangement.  The main one being that the part-time contracted position of the Minehead and Watchet Harbour Master would mean that a situation may arise whereby Ilfracombe and Lynmouth could be without a Designated Person if the Minehead and Watchet Harbour Master left their position.  Seconding this role would be our Harbour Master taking her away from duties at the detriment of Ilfracombe and Lynmouth Harbours

·         It had also since transpired that our procedures were working well and the current designated person was happy to continue in this role

Mr Cleary, Co-opted member of the Harbour Board stated that the current arrangements were very good and he was more than happy the situation was to remain the same.

·         This was a bi-annually (two yearly), reviewed plan and the only change made to it was deemed as a minor amendment

·         The minor amendment was the addition of reference to biodiversity

·         This was an annual update and was necessary to fulfil the requirement of periodic reviews to Harbour Policies and Plans under the Port Marine Safety Code and accompanying Guide to Good Practice

·         This plan had not changed since its last review

·         Audit had picked up on the lack of any emergency drill carried out but that it was hoped to be enacted with guidance from the Emergency Planning Officer

·         A public safety full risk assessment had taken place

·         The Policy is still covered by current legislative regulations and in line with accepted good guidance practice

·         The Harbour is a working harbour with pedestrianisation markings in place

·         A subsidence review of the cliffs behind the Fishermen’s stores was to be carried out

·         The Harbour was shut down from 24^th March 2020 due to the Covid-19 pandemic.  This closure was shortly before the annual lifting in of boats who had been stored over winter on the hard standing around the Harbour.

·         In April 2020 the Board agreed a course of action aimed at alleviating some of the financial burden experienced by recreational mooring holders loss of water time and businesses whose income  had been lost as a result of the closure of the Harbour

·         The cost implication would impact the Council budget next financial year 2021/22 but that an early ratification of this decision was needed in readiness for the budget setting that took place in the autumn.  The loss of income to the Council as a result of this waiver would be £11,750 but was seen as a good will gesture to help ease the financial impact on Harbour users

·         Income from visiting boats was down by 43%

·         The Government was to reimburse 75% of lost fees and charges to the Council but it was not known yet when this was to be received.

·         The first inspection had been carried out by NavMoor and the final report was expected shortly but nothing unusual or unexpected was discovered

·         The investigation into the use of solar powered lighting for the Harbour guiding lights would mean the Harbour Master could download an application and be notified as soon as there was a problem with the lighting.  This would avoid any delay or reliance on external reports of any failures of the lighting

·         The use of solar powered lighting was being used at Stornoway and on the South coast of Devon, they seemed to be robust, had a self-cleaning film painted onto them and in the long run would be cheaper to run

·         The current wiring had lasted for 20 years and it was not known if replacement wiring would have the same lifespan

·         The six monthly Port security committee meeting had been completed virtually

·         It was confirmed the Harbour would only be fully International Ship and Port Security (ISPS) compliant when cruise ships visited.  With no Cruise ships currently operating we were not currently an ISPS status Harbour

·         On the South Pier the new Fendering and slipway works were complete

·         The fuel tank was to be fully inspected.  The nozzles and hoses in the fuel dispensing unit were replaced.  The high grade marine replacement would extend their lifespan.

·         Due to the Covid-19 crisis there had been a loss of continuity with regards regular meetings of the Harbour Forum

·         Members had been communicated with via email and were asked to raise any issues of concern

·         The situation of restricted pedestrian access along Quay Road, due to parked vehicles, was of great concern and long term solutions to rectify this were being looked at

·         The Forum were seeking assurances from North Devon Council that the works to remove the old Toll Booths was still scheduled to be carried out

·         The Forum were keen to improve recycling around the Harbour

·         Toilet issues were ongoing and to help reassure visitors that cleaning was carried out regularly it was hoped to be able to share the work schedules

·         Bin provision needed to be looked at as there was a lot of take away businesses locally and sale of their food was generating a lot of waste which was quickly filling up bins.  The removal of this waste was not adequately frequent enough and was an environmental hazard which did not put Ilfracombe in a good light

·         There had been 82 satisfactory observations which meant a system that met or exceeded the requirement of the Port Marine Safety Code

·         There were no ‘Non-compliance’ observations made

·         35 ‘observations’ had been made this was where a weakness had been identified and required action to remedy

·         The updates on work completed would be reported as and when completed but it was hoped that by the November 2020 meeting of the Board all works would be finished

·         A business case was being drawn up to go to the Local Enterprise Partnership for additional funding towards the new Water Sports Centre

·         There was an opportunity to apply for further funding to go towards this project.  The deadline for applications was end of August 2020, an additional £1.5 million was being applied for

·         Any operational challenges would be worked on once the outcome of the funding bid was known

·         A funding application was ready to be made to the Maritime and Fisheries Fund (MFF) once the scheme was reopened.  This funding bid was to help replace safety ladders, landing cranes, and mooring facilities for the fishermen on the Harbour

·         It had become apparent recently, with an increased number of enquiries from the Police, that the CCTV system was no longer fit for purpose and needed replacing.  Funding for a replacement system could be made from the European Maritime Fisheries Fund.  The Fishing Association along with the Harbour Master would be working together to put in the bid for this funding