Harbours Advisory Committee

15 March 2023

Updated Terms of Reference for the Harbour Consultative Groups

For Recommendation to the Portfolio Holder

Portfolio Holder:	Cllr R Bryan, Highways, Travel and Environment

Local Councillor(s):	All Councillors

Executive Director:	J Sellgren, Executive Director of Place

Report Author: Ken Buchan Dorset Council

Title:	Head of Environment & Wellbeing

Tel:	01305 225132

Email:	Ken.buchan@dorsetcouncil.gov.uk

Report Status: Public

Brief Summary:

Although Harbour Consultative Groups have existed in a variety of forms for some time at each of Dorset Council’s Harbours, these groups were formalised under one terms of reference following local government reorganisation in April 2019 when the district, borough and county authorities all came together to form the Dorset Council unitary authority. The Consultative groups have been operating under these terms of reference for almost 4 years and over time it has become apparent that the existing terms required some updating and clarification. The Harbour Revision Order for Weymouth and the draft HRO’s currently being consulted upon for Bridport and Lyme Regis Harbours all outline the requirement to have advisory bodies made up of harbour users, so it is important that these groups have the administrative basis to operate, are representative of harbour users and have a clear route to provide views and opinions to the Harbours Advisory Committee, the Duty Holder and the Harbour Teams.

The Terms of Reference sets out how these groups should be comprised and how they should operate. Comments from some members of the Consultative Groups sought clarification and updated terms on:

The tenure of the Chair and Vice Chair Roles

If the tenure of the Chair or Vice Chair could be extended in exceptional circumstances

The tenure of substitute members of the group

The ability of a member of the group who has completed their term to return to the group after a period of time, and how long this should be

The composition of membership at Bridport

The Terms of Reference have been reviewed accordingly to address these issues, and comment sought on the updated version from the Consultative groups. The new Terms of Reference are presented in Appendix 1 for consideration and approval by the Harbours Advisory Committee and the Portfolio Holder for Highways, Transport and the Environment.

Recommendation:

That subject to any suggested changes, the Harbours Advisory Committee recommend that the Portfolio Holder for Highways, Travel, and the Environment approve the Terms of Reference for the Harbour Consultative Groups.

Reason for Recommendation:

The existence of advisory bodies is a requirement of the Weymouth Harbour Revision Order and the draft Bridport and Lyme Regis Harbours Revision order currently being consulted upon. These groups require clear terms under which they will operate in order that the Harbour Advisory Committee, Duty Holder and Harbour Teams receive representative feedback from harbour users in an organised, fair and transparent manner. It is important to review these terms occasionally, and in particular when it becomes apparent there are some shortcomings in their content.

This review of the Terms of reference supports the Dorset Council Harbours Strategy objective to strengthen relationships with harbour users and stakeholders and work in partnership to achieve common goals.

Financial Implications

The Harbour team provides administrative support for the consultative groups as part of normal operations. Costs are kept to a minimum as meetings are generally hosted by one of the member organisations.

Climate Implications

There are no climate implications linked to the subject of this report.

Well-being and Health Implications

There are no wellbeing and health implications resulting from the subject of this report.

Other Implications

None

Risk Assessment

HAVING CONSIDERED: the risks associated with this decision; the level of risk has been identified as:

Current Risk: Low

Residual Risk: Low

Equalities Impact Assessment

There are no equalities impact issues resulting from the subject of this report.

Appendices

Appendix 1: Draft updated Harbour Consultative Group Terms of Reference.

Background Papers