Agenda and draft minutes

Harbours Committee - Wednesday, 16th June, 2021 10.00 am

Venue: MS Teams Event

Contact: Denise Hunt  01305 224878 - Email: denise.hunt@dorsetcouncil.gov.uk

Media

Items
No. Item

1.

Apologies

To receive any apologies for absence.

Minutes:

Apologies for absence were received from Cllr Rob Hughes and Ken Buchan, Head of Environment and Wellbeing.

 

2.

Declarations of Interest

To disclose any pecuniary, other registerable or personal interest as set out in the adopted Code of Conduct. In making their disclosure councillors are asked to state the agenda item, the nature of the interest and any action they propose to take as part of their declaration.

 

If required, further advice should be sought from the Monitoring Officer in advance of the meeting.

Minutes:

Cllr Mark Roberts declared that he held a mooring at West Bay Harbour.

 

3.

Public Participation pdf icon PDF 46 KB

To receive questions or statements on the business of the committee from town and parish councils and members of the public.

Public speaking has been suspended for virtual committee meetings during the Covid-19 crisis and public participation will be dealt with through written submissions only.

Members of the public who live, work or represent an organisation within the Dorset Council area, may submit up to two questions or a statement of up to a maximum of 450 words.  All submissions must be sent electronically to denise.hunt@dorsetcouncil.gov.uk by the deadline set out below.  When submitting a question please indicate who the question is for and include your name, address and contact details.  Questions and statements received in line with the council’s rules for public participation will be published as a supplement to the agenda.

Questions will be read out by an officer of the council and a response given by the appropriate Portfolio Holder or officer at the meeting.  All questions, statements and responses will be published in full within the minutes of the meeting.  The deadline for submission of the full text of a question or statement is 8.30am on Monday 14 June 2021.

Minutes:

A public question was read out at the meeting.  A copy of the question and response is outlined in the appendix to these minutes.

 

4.

Chairman's Report

To consider a verbal report by the Chairman.

Minutes:

The Chairman stated that, at the Annual Meeting of Council on 4 May 2021, it was agreed that all council meetings that are not executive in nature, would continue to be held virtually from 7 May 2021 until such time as social distancing requirements were removed.  Whenever a decision was required, committee members would express a ‘minded to’ decision in respect of recommendations set out in officer reports, with decisions being taken under officer delegated authority in the light of ‘minded to’ decisions expressed by members in the virtual meetings.  John Sellgren, the Executive Director of Place had joined the meeting to fulfil this role.

 

The Chairman also reported on the following points:-

 

  • he had participated in a multi-agency event on Saturday 12 June concerning marine regulations in Weymouth Harbour that had been well supported;
  • consideration of the draft Harbours Strategy prior to public consultation had been deferred to the Harbours Committee meeting on                  29 September 2021 to allow additional time for preparatory work;
  • a recruitment process for two new Independent Members would take place through the summer period due to a resignation and the end of term of office of two of the existing Independent Members.

5.

Harbour Consultative Group (HCG) Minutes pdf icon PDF 48 KB

To note the minutes of the Weymouth, Bridport and Lyme Regis Harbour Consultative Groups.

Additional documents:

Minutes:

The Chairman welcomed the newly appointed Chairmen of the Bridport and Lyme Regis HCGs to their first Harbours Committee meeting.

 

The Chairmen of the Weymouth, Bridport and Lyme Regis HCGs presented the minutes of meetings of the HCGs held during May 2021.

 

Noted

6.

Harbour Master Updates pdf icon PDF 1 MB

To receive updates from the Weymouth and Bridport & Lyme Regis Harbour Masters.

Additional documents:

Minutes:

The Harbour Masters presented their updates.

 

Noted

7.

Flood & Coastal Erosion Risk Management (FCERM) Engineering Update pdf icon PDF 72 KB

To consider a report by the Lead Manager - Flood & Coastal Erosion Risk Management (FCERM).

Additional documents:

Minutes:

The Lead Officer - FCERM presented an update report for the three Dorset Council Harbours.

 

Noted

8.

Budget Outturn Report pdf icon PDF 89 KB

To consider a report by the Weymouth and Bridport & Lyme Regis Harbour Masters.

Additional documents:

Minutes:

The Committee considered a report on the final position for the harbour revenue budgets for Weymouth, Bridport and Lyme Regis harbours at the end of March 2021 and the final position of the Weymouth Harbour reserves for 2020-21.

 

Further to questions put by members, the committee was informed that:

 

  • there was no minimum amount for reserves at the present time although this was currently being discussed internally; and
  • that £71,200 from the local government income compensation scheme had been successfully gained as a result of submitting evidence of financial loss attributable to the Covid restrictions which represented the full amount requested by the Council.

 

Noted

9.

Budget Monitoring Report pdf icon PDF 91 KB

To consider a joint report by the Weymouth and Bridport & Lyme Regis Harbour Masters and Service Manager (Finance).

Additional documents:

Minutes:

The Finance and Admin Manager and Harbour Masters presented the current budget monitoring position for the harbour revenue budgets for Weymouth, Bridport and Lyme Regis Harbours at the end of May 2021 and the predicted position of the Harbour Reserves for 2021-22.

 

There was some debate around the funding associated with dredging in Weymouth Harbour, both maintenance dredging and the ability to secure funding to dredge to a deeper level to attract larger craft as concern was expressed that this was not clear in the report.

 

Officers advised that the capital bidding process had changed  in light of the Harbour Revision Order and that a further update could be provided once the processes were in place.

 

Resolved: That a further update on funding for dredging in Weymouth Harbour is provided at the meeting on 29 September 2021.

10.

Review of the Weymouth Asset Management Plan and Impact on Future Finances pdf icon PDF 87 KB

To consider a report by the Weymouth Harbour Master.

Minutes:

The report was presented by the Finance and Admin Manager who explained the change in approach to the Asset Management Plan.  This had resulted in revised budgeted costs funded from the operational budget and identified savings each year that provided an improved and more sustainable financial picture.

 

Although this review would maintain the existing assets, there remained significant pressure on the budget with a need to continue to look at ways of doing things differently in order to generate additional savings.

 

Noted

11.

Forward Plan pdf icon PDF 116 KB

To consider the Harbours Committee Workplan.

Minutes:

The Committee noted its forward plan.

12.

Urgent items

To consider any items of business which the Chairman has had prior notification and considers to be urgent pursuant to section 100B (4) b) of the Local Government Act 1972. The reason for the urgency shall be recorded in the minutes.

Minutes:

There were no urgent items.

 

13.

Renewal of Weymouth Gig Rowing Club Lease pdf icon PDF 62 KB

To consider a report by the Weymouth Harbour Master.

 

Appendix 2 of this report is not for publication by virtue of paragraph 3 of Schedule 12A, Part 1 of the Local Government Act 1972, as amended.  The public interest in maintaining the exemption, outweighs the public interest in disclosing it.

Additional documents:

Minutes:

The Committee considered a report that sought approval for the renewal of a lease for the Weymouth Gig Rowing Club for a term of 25 years.

 

Appendix 2 of the report was exempt from publication by virtue of paragraph 3 of Schedule 12A, Part 1 of the Local Government Act 1972, as amended.

 

The committee was minded to approve and authorise the grant to the

Weymouth Rowing Club C.I.O. of a lease for a period of 25 years from 25 March 2020 on the terms outlined in the report and appendices.

 

The Executive Director of Place stated that he had read the report and listened to the presentation and subsequent questions and agreed with the view of the committee.

 

Decision: That a lease for a period of 25 years from 25 March 2020 on the terms outlined in the report and appendices be approved.