IN ATTENDENCE: Harbour Master/Harbour Engineer 1. APOLOGIES 3. MINUTES

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1 AT A MEETING OF THE POOLE HARBOUR COMMISSIONERS held at the harbour office, 20 new quay road, poole on Friday 28 th march 2014 at 9.30 a.m. PRESENT: Chairman Mr Richard Lacey, Vice-Chairman Mr Michael Mitchell, Chief Executive Mr Jim Stewart, Mr Doug Cramond, Professor Bob Cripps, Mr Brian Ford, Mr Graham Hildred, Mrs Jacky Hardy, Professor John Humphreys, Mr Tom James, Mr David Norman & Mr Gary Wordsworth. IN ATTENDENCE: Harbour Master/Harbour Engineer _ 1. APOLOGIES 1.1 There were no apologies. 2. declaration of interests 2.1 There were no declarations of interest 3. MINUTES 3.1 The minutes of the Board Meeting held on the 28 th February 2014 were approved. 4. MATTERS ARISING 4.1 Tom James advised that he had raised a question relating to the new position of Chief Financial Officer which had not been included in the minutes. The Chairman confirmed that the new position of CFO will source the financing of major projects going forward including possible grants. 5. monthly safety report 5.1 This report was presented by the Chairman The Chairman confirmed that there were two non-reportable accidents. 5.2 IT WAS RESOLVED that this report be received and approved. 6. harbour master s report/monthly marine safety report 6.1 This report was presented by the Harbour Master The Harbour Master advised that the PHC dredger CH Horn was now back in service and currently working on mooring maintenance followed by dredging at Fishermens Dock The Harbour Master reported that the Designated Person had carried out his six monthly visit to PHC. He further reported that the DP had viewed the Safety Management System and confirmed that this is compliant with the Port Marine Safety Code (PMSC). A report had been tabled for all Commissioners.

2 The Harbour Master advised that Local Notice to Mariners had been promulgated regarding the use of life jackets/kill cords and the speed limit in the harbour from the 1 st April The Harbour Master reported that the Moorings Manager and Harbour Engineer are currently working on standardising signage within the harbour. 6.2 IT WAS RESOLVED that the Harbour Master s report be received and approved. 7. CHIEF EXECUTIVE S MONTHLY UPDATE Crown Estate The Chief Executive reported that he met with representatives from Crown Estate during the month. He further reported that this was a constructive meeting Dorset Wildlife Trust The Chief Executive reported that he had met with representatives from Dorset Wildlife Trust during the month. He further reported that payment had now been made regarding acquisition of land at Holes Bay South and North British Ports Association (BPA) The Chief Executive advised that he had attended a BPA council meeting during the month. He further advised that a meeting had also been held with the Head of Ports Division of the Department for Transport which had been constructive Port Skills and Safety (PSS) The Chief Executive reported that as Chairman of PSS he will be attending a UK Port Industry Safety Summit in April on behalf of the ports sector. He further reported that PSS have worked closely with the HSE regarding the revocation of dock regulations and the adoption of the new approved code of practice PHC Safety Meeting The Chief Executive reported that he had attended a safety meeting within PHC during the month. He further reported that David Norman had also attended the meeting. The Chief Executive confirmed that the meeting had been constructive and thanked David Norman for his assistance on a number of health and safety issues, including near miss reporting and how PHC can improve this. The Chief Executive thanked Professor Bob Cripps for his assistance in providing a Health and Safety booklet which PHC are currently looking at.

3 LD Lines The Chief Executive advised that together with the Chairman they had visited the Chief Executive of LD Lines in Paris. He further advised that an Easter egg hunt had been arranged for local school children on the Norman Asturias in April Cruise Ship Conference The Chief Executive reported that he had attended a cruise ship conference in the USA in March on behalf of Destination South West. He further reported that he had met with major cruise ship companies which had been constructive Pension Trustee Meeting The Chief Executive reported that he had attended a pension trustee meeting during the month. He further reported that topics discussed had included future investment strategy and liability driven investment. It was agreed that information to be shared with the Commissioners going forward Harbour Lives The Chief Executive advised that the producers of Harbour Lives had approached PHC with a view to filming another series. The series to be aired on television in July monthly reports 8.1 Monthly reports were presented by the Chief Executive & the Chief Accountant The Chief Executive reported that due to adverse weather conditions, February had not been an ideal month for conventional cargo The Chief Executive reported LD Lines had managed eleven sailings during the month, and volumes are positive for March The Chief Executive advised that he was pleased to report that Brittany Ferries Barfleur has commenced sailings this morning (28 th March 2014) The Chief Accountant reported on the finances for February Channel Seaways were discussed and the Chief Executive advised that he will be visiting the Channel Islands shortly After discussion it was agreed that the balance sheet figures for stocks and materials to be looked at in further detail.

4 EXECUTIVE, REMUNERATION & AUDIT COMMITTEES MONDAY 24 TH FEBRUARY A verbal report was given by the Chairman The Chairman advised that the minutes of the meeting were tabled for all Commissioners. He confirmed that items discussed included budgets, insurances and the position of Chief Financial Officer The Chairman advised that an insurance presentation had been given by Price Forbes. Members of the Executive, Remuneration and Audit Committee agreed that the presentation was helpful and informative. The presentation is available for all Commissioners upon request. 9.2 IT WAS RESOLVED that the recommendations of the Executive, Remuneration and Audit Committees be approved. 10. budget 2014/ This report was presented by the Chief Executive The Chief Executive advised that the budget had been brought back to the Executive Remuneration and Audit Committees The Chief Executive reported that a pay increase had been discussed and union representatives would be meeting with their members early in April The Chief Executive reported that following a memorandum to PHC staff regarding reducing costs, ideas had been received from staff which would be looked at in more detail shortly The Chief Accountant advised that a loan facility had been agreed by Nat West for a one year period. He reported that the loan paperwork would be available for signing early in April, and the Commissioner delegated the signing authority for the loan document to the Officers The issue of new cranes was discussed, a paper to be brought back to the Board in April IT WAS RESOLVED that the Budget for 2014/15 be approved. 11. delegated powers 11.1 This report was presented by the Chief Executive The Chief Executive advised that following an earlier report brought to the Board in December, a further column had been added on showing at what level delegation is to be made. After discussion it was agreed that two items regarding pensions and insurances be delegated to the Chief Executive and Board. (Amended report attached) IT WAS RESOLVED that the Chief Executive s recommendations on delegated powers be approved.

5 licence for the construction of a slipway at 54 pearce avenue 12.1 This report was presented by the Harbour Engineer IT WAS RESOLVED that the Harbour Engineer s recommendations for a Licence for the construction of a slipway at 54 Pearce Avenue be approved. 13. kite surfing general direction 13.1 A verbal report was presented by the Harbour Master The Harbour Master reported that the public consultation for the General Direction concluded on the 24 th March 2014 with no representations The Harbour Master advised that he recommended that the approval now be given for the General Direction for Kite Surfing IT WAS RESOLVED that the General Direction for Kite Surfing be approved. 14. hro A verbal report was presented by the Chief Executive The Chief Executive advised that a number of meetings had been held with consultants during the month The Chief Executive reported that the draft HRO 1 for the new commercial quays and supporting statement have now been sent to the Marine Management Organisation (MMO). He further reported that any amendments will be incorporated and a final version will be brought back to the Board in May for Commissioners feedback The Chief Executive advised that a public consultation day will be held in the North Lounge of the Passenger Terminal between the hours of 1500 and 1900 on Monday, 28 th April A public notice will be published in the Daily Echo and also on the PHC website The Chief Executive confirmed that the final version of the Environmental Statement would be produced in early April, and a drop box will be available for viewing the statement accordingly. 15. any other business 13.1 Jacky Hardy updated the Commissioners on The Living with a Changing Coast. A report was tabled for all Commissioners.

6 Following a question raised regarding the purchase of Holes Bay North, the Chief Executive confirmed that a press statement will be promulgated Tom James reminded Commissioners of the closure of the Twin Sails Bridge for one week from Monday 31 st March The Chairman advised that it is the 100 th anniversary of World War I in He advised that PHC were looking to provide an article to the Daily Echo regarding PHC s involvement at this time.