Items
No. |
Item |
65. |
Virtual meetings procedure - briefing and etiquette
Minutes:
The Corporate and Community
Services Officer confirmed who was in attendance and outlined the
virtual meeting procedure and etiquette to the Committee and
Attendees.
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66. |
Apologies for Absence
Minutes:
Apologies for absence were
received from Councillor Campbell.
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67. |
To approve as a correct record the minutes of the meeting held on 11th August 2020 PDF 229 KB
Minutes:
There were not enough members present at this
meeting to vote for the minutes of the meeting held in August
2020.
RESOLVED to consider the minutes of the
meeting held on 11th August 2020 at the next meeting of
the Harbour Board.
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68. |
Declarations of Interest
(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)
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Minutes:
The following declarations of
interest were announced:
Councillor Fowler
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All items – personal
interest as was a trustee of Ilfracombe Yacht Club and a boat
owner
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Mr B Gear
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All items – personal
interest as was a member of Ilfracombe Yacht Club
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69. |
Designated Person Port Marine Safety Code Audit Report - Ilfracombe and Lynmouth Harbours PDF 382 KB
Report by Health and Safety
Manager (attached)
Minutes:
The Board noted the Designated
Person Port Marine Safety Code Audit report – Ilfracombe and
Lynmouth Harbours (circulated
previously).
The Designated person confirmed
that the Marine Safety Management System was working effectively
thus ensuring compliance with the Port Marine Safety
Code.
The Designated person gave the
board the following updates:
Ilfracombe Harbour
·
The aid to navigation lights had passed the Trinity
House audit which meant that the solar powered lighting project was
not so urgent
·
The new location of the gig club storage unit, meant
a survey of works was not required as it was no longer planned to
go below the cliff face
·
The top rail on the safety barrier for the Waste
Shark hoist had been lowered
·
The rusty gates on the steps to the second landing
had been removed
·
Self- closing devices had been fitted on the end
gates, harbour-side, at the steps to the loading and unloading
area
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Internal Risk Management
– Ilfracombe
·
the findings of the three areas audited
were:
(i)
Incident Reporting and Investigation – which
found no non-conformity or non-compliance
(ii)
Competency and Training – no non-conformity or
non-compliance
(iii)
Drink and Drugs – One non-conformity found
which was no reference to drink or drugs procedures in the Marine
Safety Management System. In the event
of the Harbour Master suspecting a mariner to be under the
influence of a substance there were no references to the procedures
to be followed, the version being audited against was v2.2, (v3
would include reference to procedures when published after adoption
at the next Board meeting)
·
the boats out had completed successfully over
7th and 8th November 2020
·
works still outstanding, but ongoing, were the
fender works at the first landing, the
electrical conduits and the removal of the top chains along Quay
wall
·
Examination and testing quotes were being sought for
the mooring equipment and bollards on the Quay. This was quite complex as there were four
different types and no confirmation from the Maritime and
Coastguard Agency on testing criteria
·
The Environment Agency had completed repointing
works on the Harbour wall by the Royal Britannia Public
House
Lynmouth
·
The Environment Agency had completed their remedial
works to the stone work to the flood area
·
The hole left by the removal of the mooring ring
needed filling or replacing
·
White lines had been repainted along the edges of
the slipway but were already degrading.
A more permanent solution had to be found
·
The rusted barrier below the Rhenish tower had been
made good
Internal Risk Management
– Lynmouth
·
The findings of the three areas audited
were:
(i)
Incident Reporting and Investigation – no
non-compliance or non-conformity
(ii)
Competency and Training – one possible
non-conformity as no specific training had been undertaken by
anyone except the Mayor of Lynton and Lynmouth. Whether this
needed to be addressed depended on the outcome of the legal review of the status of Lynmouth Harbour that was underway
(iii)
Drink and Drugs – possible non-conformity as
there was ...
view the full minutes text for item 69.
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70. |
Ilfracombe Harbour - Charges Review 2021 - 2022 PDF 527 KB
Report by the Harbour Master
(attached)
Additional documents:
Minutes:
The Board considered the
Ilfracombe Harbour Charges Review 2021 – 2022 report
(circulated previously) by the Harbour Master.
The Harbour Master highlighted
that the increase of 2% was on all charges.
RESOLVED that the Ilfracombe
Harbour Charges review 2021-2022 be adopted.
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71. |
Ilfracombe Harbour - Enforcement and Prosecution Policy PDF 69 KB
Report by the Harbour Master
(attached)
Additional documents:
Minutes:
The Board considered the
Ilfracombe Harbour – Enforcement and Prosecution Policy
report (circulated previously) by the Harbour Master.
RESOLVED that the Ilfracombe
Harbour – Enforcement and Prosecution Policy report be
adopted.
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72. |
Ilfracombe Harbour - Marine Safety Management System PDF 69 KB
Report by the Harbour Master
(attached)
Additional documents:
Minutes:
The Board considered the
Ilfracombe Harbour – Marine Safety Management System report
(circulated previously) by the Harbour Master.
RESOLVED that the Ilfracombe
Harbour – Marine Safety Management System review be
adopted.
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73. |
Ilfracombe Harbour - (Dangerous Goods) Standard Operating Procedures PDF 171 KB
Report by the Harbour Master
(attached)
Additional documents:
Minutes:
The Board considered the
Ilfracombe Harbour (Dangerous Goods) Standard Operating Procedures
(circulated previously) by the Harbour Master.
RESOLVED that the Ilfracombe
Harbour (Dangerous Goods) Standard Operating Procedures be
adopted.
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74. |
Ilfracombe Harbour - Training Policy PDF 68 KB
Report by the Harbour Master
(attached)
Additional documents:
Minutes:
The Board considered the
Ilfracombe Harbour Training Policy report (circulated previously)
by the Harbour Master.
The Harbour Master gave the
following update:
·
The Harbour Master had attended a three day
specialised training course for Harbour Masters, held in
Southampton, which was attended by Harbour Masters from across the
country. It was a very good opportunity
to network as well as being a very informative course. It was hoped that the deputy Harbour Master would
be able to attend the same course in the future.
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RESOLVED that the Ilfracombe
Harbour Training Policy be adopted.
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75. |
Recruitment Process to appoint Independent Member to Harbour Board PDF 165 KB
Report by the Harbour Master
(attached)
Minutes:
The Board members considered a
report in relation to the Recruitment process to appoint an
Independent Member to the Harbour Board (circulated
previously).
RESOLVED that the recruitment
of an independent member of the Harbour Board be carried
out.
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76. |
Aids to Navigation Update
Minutes:
The Harbour Master update the
Board members in relation to aids to navigation as
follows:
·
As Ilfracombe harbour was now classed as a Statutory
Harbour Authority (SHA) the two yearly
records audit would now not be needed instead this would be five
yearly
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77. |
Harbour Security Update
Minutes:
The Harbour Master gave Board
members an update on Harbour Security as follows:
·
The funding bid to the European Maritime and
Fisheries Fund (EMFF) had been accepted
and if successful would contribute to the cost of the CCTV
upgrade
·
A second Port Security committee meeting was due to
take place, at which no incidents were to be reported
In response to a question on
when the harbour would hear about the EMFF application the Harbour Master advised the
closing date for applications was 29th November 2020 and
it was expected to hear very quickly after closing
date.
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78. |
Infrastructure Update
Minutes:
The Harbour Master gave Board
members an update in relation to Infrastructure as
follows:
·
A substantial bulge in the wall at stone bench was
being monitored. A further bulge near
the fuel berth that was not impinging on the fuel berth was also
being monitored
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79. |
Ilfracombe Harbour Community Forum PDF 402 KB
Report by Chair of Harbour
Community Forum (attached)
Minutes:
The Board considered the
Ilfracombe Harbour Community Forum report (circulated previously)
by the Chair of the Forum.
The Chair of the Community
Forum for Ilfracombe gave the Board the following
update:
·
No formal meetings had taken place but regular
emails were sent to members of the Forum
Quay
Road Congestion
·
Issues with the increased numbers of visitors and
obstructions along Quay Road to the carpark had caused problems for
pedestrians and businesses. The
increase in footfall was a positive for the local economy, however,
the gridlock caused by traffic traversing along Quay Road was off
putting for families visiting. It was
hoped solutions could be found and put in place ahead of the next
busy season but it was disappointing that there was no action to be
seen to have happened as yet
The Head of Resources confirmed
that this was a Highways issue under the remit of Devon County
Council. The Local Authority had no
jurisdiction over street parking, and that the carpark access could
not be closed off as the loss of revenue would be detrimental to
the authority.
The Harbour Master advised that
an onsite meeting had taken place with Devon County Council but
that local Businesses needed to agree on a course of action as a
way of moving forward.
Recycling provision
·
In anticipation of increased visitor numbers the
recycling capacity needed to be increased. The overflow of waste from the current receptacles
gave a negative perception to visitors
The Harbour Master confirmed
finding a solution was costly as the waste needed to be separated
out for the waste and recycling teams to be able to remove the
waste. Sponsorship of recycling bins
may be the best route to take. Due to
the limited spacing along Quay Road the bins had to be a
specialised size. The Harbour Master
wanted to take this opportunity to thank the dedicated waste and
recycling teams who had done an outstanding job over the summer
months especially with the increased amounts of waste to be
collected.
The Head of Resources advised
that the rounds were due to be remodelled, taking into account the
increased loads during peak times. The
Teams had worked very closely with the local
communities.
Pier Gates Development
Proposal
·
The Forum hoped the development was still going
ahead as would be perceived as forward thinking and would provide
pedestrian friendly access to the pier
The Harbour Master advised the
Board that it was hoped the project would be completed by March
2021. As soon as the relocation site
had funding works could begin on the Pier.
Water Sports Centre
·
The Community Forum were seeking an update on the
latest position of the Water Sports Centre
The Head of Resources advised
that the list of funding conditions that had to be met, as set out
by the Local Enterprise Partnership, were nearing completion and
that as soon as funding was confirmed, and in place, tenders would
be invited.
Pier Toilets
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80. |
Future Projects
Minutes:
The Board members received the
following update from the Harbour Master in relation to future
projects:
·
Works would be kept to a minimum with just
maintenance jobs undertaken as and when required
·
Two self-closing gates would be installed one at the
second landing and the other at stone bench
·
The British Ports Association membership was due for
renewal the cost of which was £900. The Harbour Master proposed not renewing this
membership but instead arranging duty holder training at a time
convenient to members
·
Five new oil spill responders were to have their
training the cost of which the Harbour Master was requesting to use
the Harbour budget to cover
·
Board members would be invited to attend the
training session which was due to take place at Castle Quay,
Barnstaple. The Harbour Master would
send out email invites with further details
RESOLVED:
·
That Harbour Master not renew the British Ports
Association membership
·
That the Harbour budget be used to cover the cost of
training the emergency responders
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81. |
Consider dates of future meetings of the Harbour Board 2021/2022
To agree the following dates
for future meetings of the Harbour Board:
·
Tuesday 4th May 2021at 2pm
·
Tuesday 10th August 2021at 2pm
·
Tuesday 16th November 2021 at
2pm
·
Tuesday 1st February 2022 at
2pm
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Minutes:
The following future dates of
the Harbour Board were noted:
·
Tuesday 4th May 2021 at 2 pm
·
Tuesday 10th August 2021 at 2
pm
·
Tuesday 16th November 2021 at 2
pm
·
Tuesday 1st February 2022 at 2
pm
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