LITTLEHAMPTON HARBOUR BOARD NOTICE OF ......Mr Tony Squires Councillor Dr James Walsh A Meeting of...

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LITTLEHAMPTON HARBOUR BOARD

NOTICE OF MEETING – MONDAY 22nd JUNE 2015

To: Mr Philip Bush (Chairman) Councillor Roger Elkins (Vice Chairman) Councillor George Blampied Councillor Ian Buckland Councillor Mike Clayden Councillor Janet Mockridge Mr Richard O’Callaghan Councillor Nigel Peters Mr Tony Squires Councillor Dr James Walsh

A Meeting of the Littlehampton Harbour Board will be held in Committee Room 1, Arun District Council, Maltravers Road Littlehampton on Monday 22nd June 2015 commencing at 10am and you are requested to attend. Nicola Jones Clerk to Littlehampton Harbour Board

A G E N D A

1. Welcome & Notices (1 min)

2. Mobile Phones (1 min) Members and the public are reminded that the use of mobile phones (other than on silent) is prohibited at Harbour Board and Sub-Committee meetings.

3. Apologies (1 min)

4. Declarations of Interest (2 mins) Members and Officers are reminded to make any declarations of personal and/or prejudicial interests that they may have in relation to items on this Agenda.

They should declare their interest by stating:

a. The item they have the interest in b. Whether it is a personal interest and the nature of the interest. c. Whether it is also a prejudicial interest. d. If it is a prejudicial interest, whether they will be exercising their right to speak

under Question Time.

5. Declaration of Office (1 min) To invite Cllr Blampied to make his declaration of office to become a Member of Littlehampton Harbour Board

6. Appointment of a Member of the Personnel Sub Committee (1 min)

To appoint a further Member to the Personnel Sub Committee

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7. *Minutes of the Annual Meeting held on 27th April 2015 (p4) (5 mins) To approve as a correct record the Minutes of the previous Board meeting held on 27th April 2015

8. *Operational Report (p13) (10 mins) To receive the Harbour Master’s Operational Report for the period ended 31st May 2015.

9. *Naming of the ERICA (p19) (10 mins) To receive a report from the Harbour Master regarding the possible renaming of the

Board’s vessel ERICA.

10. *Annual Meeting Date for the Littlehampton Harbour Board (p21) (5 mins) To receive a report from the Clerk regarding arrangements for future Annual Meetings of the Harbour Board.

11. *Audit Sub Committee report and minutes(p23) (5 mins) To receive the minutes of the Audit Sub Committee’s meeting held on 29th May 2015.

12. *2014/15 Internal Audit together with the Audit Report (p26) (5 mins) To receive a report from the Treasurer outlining the internal auditor’s findings. 13. *Treasurer’s Report (p29) (10 mins) To receive a report from the Treasurer reviewing the year to the end of March 2015. 14. Adoption and approval of the 2014-15 Accounts and Annual Return (p34) (10mins) To review and adopt the 2014-15 Accounts and Annual Return. 15. Public Questions

To receive any questions from members of the public. The time for questions from the public will be limited to a total of 15 minutes save that the Chairman may extend the time at his discretion. A member of the public may only ask a question regarding one subject at a time. Other members of the public will be invited to ask questions and only if there is sufficient time left remaining will the original questioner be entitled to ask further questions. Questions may be rejected if, in the opinion of the Chairman or Clerk, they are considered to be defamatory, frivolous, offensive or substantially the same as a question posed to the Board during the preceding 6 months.

16. Confidential Business (1 min) The Board is asked to consider passing the following resolution:-

That due to the confidential nature of the following item(s) to be considered, that the public and accredited representatives of the press and other media be excluded from the meeting on the grounds that they involve the likely disclosure of business or personal information relating to an individual, the business of third parties and/or legal proceedings

17. *Minutes from Exempt Business 27th April 2015 (p51) (2 mins)

To approve as a correct record the Minutes of Exempt Business from the Board meeting held on 27th April 2015.

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18. *Reappointment of Board’s Internal Auditor (p52) To receive a recommendation from the Audit Sub Committee regarding the reappointment of the Board’s Internal Auditor.

OPPORTUNITY TO VISIT ERICA: Weather permitting, following the conclusion of the Board Meeting, Members are invited to attend the Harbour Offices for a tour of ERICA. Date of next meeting: Monday 7th September 2015

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AGENDA ITEM 7

MINUTES OF THE ANNUAL MEETING OF THE LITTLEHAMPTON HARBOUR BOARD HELD IN THE NEW MILLENIUM CHAMBER,

LITTLEHAMPTON TOWN COUNCIL, THE MANOR HOUSE, LITTLEHAMPTON ON MONDAY 27TH APRIL 2015 AT 10AM

Present: Councillor N Peters (Chairman) Mr P Bush (Vice Chairman)

Councillor I Buckland Councillor M Clayden Councillor R Elkins Councillor A Squires Councillor Dr J Walsh Councillor D Wensley

In Attendance: Ms N Jones (Clerk to the Board) Mr C Braby (Treasurer to the Board)

Mr B Johnson (Harbour Master) Mrs J Harris (Notes Secretary)

647. WECOME AND NOTICES

The Chairman welcomed everyone to the meeting. He reported that Mr Shenton had tendered his resignation and that consequently the Board would be looking to appoint a new Commercial Users Representative.

648. MOBILE PHONES Members and the public were reminded that the use of mobile phones (other than on silent) was prohibited at Harbour Board and Sub-Committee meetings. 649. APOLOGIES

Apologies were received from Councillor Mockridge, and Mr O’Callaghan. 650. DECLARATIONS OF INTEREST

There were none.

651. APPOINTMENT OF CHAIRMAN 2015/16 651.1 The Board observed that the local elections were imminent and that the outcome

could have impact on the membership of the Board. It was therefore agreed that the Clerk check the statutory requirements and investigate the possibility of changing the timing of the Annual meeting in the future.

651.2 The outgoing Chairman thanked the Vice Chairman and the Board for their

tremendous support and also commended the staff and officers for the dedicated and professional manner in which they served the Board.

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651.3 The Clerk confirmed that the Board’s constitution stated that the procedure for appointing the Chairman and Vice Chairman was by a show of hands. During a discussion on the matter it was observed that it was customary at Board level for these appointments to be made by way of a ballot. It was therefore proposed that the Harbour Board’s Standing Orders relating to the voting process for the appointment of the Chairman and Vice Chairman be suspended in favour of a ballot. The proposition was duly seconded and it was therefore RESOLVED that:

The Harbour Board’s Standing Orders relating to the voting process for

appointment of the Chairman and Vice Chairman be suspended and that the appointments be made by a ballot conducted among those members present.

651.4 Mr Bush and Councillor Dr Walsh were proposed as candidates for the Chairmanship

of the Board and the proposals were duly seconded. A ballot was subsequently held supervised by the Clerk and the outcome verified by the Treasurer.

Mr Bush was duly elected as Chairman of the Board for the ensuing year.

651.5 In taking the Chair Mr Bush expressed his thanks to Councillor Peters for his stewardship of the Board over the last two years.

652. APPOINTMENT OF VICE CHAIRMAN 2015/16 652.1 Councillor Buckland and Councillor Elkins were proposed as candidates for the Vice

Chairmanship of the Board and the proposals were duly seconded. A ballot was subsequently held supervised by the Clerk and the outcome verified by the Treasurer.:

Councillor Elkins was duly elected as Vice Chairman of the Board for the ensuing year.

653. APPOINTMENT OF MEMBERS TO THE PERSONNEL SUB-COMMITTEE 653.1 There were four positions which were currently held by the Chairman, Councillor

Peters, Councillor Squires and Councillor Wensley. There being no other nominations it was therefore RESOLVED that:

These Members remain on the Personnel Sub-Committee for the forthcoming year.

654. APPOINTMENT OF MEMBERS TO THE AUDIT SUB-COMMITTEE 654.1 There were four positions which were currently held by the Chairman, Councillor

Peters, Councillor Clayden and Councillor Squires. There being no other nominations it was therefore RESOLVED that:

These Members remain on the Audit Sub-Committee for the forthcoming year.

655. APPOINTMENT OF MEMBERS TO THE PILOTAGE SUB-COMMITTEE

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655.1 There were three positions which were currently held by the Chairman, Councillor Dr Walsh and one vacancy. Councillor Buckland was nominated to fill the vacancy and there being no other nominations it was RESOLVED that:

The Chairman, Councillor Dr Walsh and Councillor Buckland form the Pilotage Sub-Committee for the forthcoming year.

656. APPOINTMENT OF MEMBERS TO THE INFRASTRUCTURE PROJECT DEVELOPMENT GROUP

656.1 There were three positions which were currently held by the Chairman, Councillor

Buckland and Councillor Squires, supported by the Harbour Master. There being no other nominations it was RESOLVED that:

The Chairman, Councillor Buckland and Councillor Squires remain on the Infrastructure Project Development Group for the forthcoming year.

657. MINUTES 657.1 It was RESOLVED that the Minutes of the meeting held on 2nd March 2015

(previously circulated) be approved and signed by the Chairman. 658. HARBOUR OPERATIONAL REPORT

The Harbour Master presented a report (previously circulated) which detailed the operational activities undertaken in the harbour since the last meeting. In addition, the Harbour Master updated the Board on the following matters:

658.1 Commercial Trade

The Harbour Master reported that two further commercial ships had visited the harbour in April.

658.2 Leisure Trade

Regarding the casualty stays, the Harbour Master confirmed that these were a result of RNLI rescues owing to the stress of weather conditions. It was noted that there was a slight increase in the number of the stays for this period, which although small was normal for this time of year.

658.3 Dredging The Harbour Master reported that the ADURNI had successfully completed dredging

works on the Bar.

658.4 Local Notices to Mariners – AYC Seasonal race marks The Harbour Master confirmed that a Local Notice in respect of the AYC seasonal race marks was issued on 24th April.

658.5 S43 and MMO Consents

Regarding 01/15, Safety of Navigation Consent for the North Littlehampton Moorings. The Harbour Master confirmed that having assessed the details of the proposals to

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create a new marina at Wick Quay (just beyond the A259 bridge) he was content that they did not present a risk with regard to safety of navigation in the Harbour. He would therefore be issuing a consent later today (27th April 2015) under the powers delegated to him by the Board.

658.6 EA East Bank Flood Defence Scheme Works

It was noted that the public realm works were almost complete and that the contractors were now preparing to leave the Harbour Board’s yards. The Harbour Master reported that work to transfer the ownership of the additional land created by the scheme had been complicated by the need to negotiate arrangements for the maintenance of the street scene with the County Council. This was ongoing and he would therefore keep the Board advised of progress.

658.7 Multi-Purpose Vessel

The Harbour Master reported that stability trials of the vessel had been successfully completed and he expected to collect the vessel shortly. He confirmed that the vessel had already been booked to carry out works for the Worthing Foreshore Office. Whilst it was noted that that the business case for the vessel was predicated on its ability to undertake contract work, concerns were expressed about the absence of the vessel so soon after its acquisition. The Harbour Master confirmed that the vessel would be absent from Littlehampton for two days and assured Members that work in the Harbour such as dredging and pilotage would not suffer as a result of this contract.

658.8 Staff Matters

The Board noted that a member of staff had joined the RNLI on the Thames on a temporary contract until December 2015. The opportunity would provide the member of staff with further experience which would benefit both the individual and the harbour.

658.9 Harbour Dues

The Harbour Master reported that take up so far was good with 230 plaques issued to date and on a par with the prior year. 658.10Repair Works

Regarding the piles on the East Bank Pier, the Harbour Master reported that having consulted the Coastal Engineer at ADC, the piles were not thought to be structurally at risk. He acknowledged that the piles appeared unsightly in their current state and agreed to investigate undertaking some cosmetic work to improve their appearance. It was therefore RESOLVED that: The contents of the Harbour Operational Report be otherwise noted.

659. TREASURER’S REPORT 659.1 The Treasurer presented the income and expenditure statement and income analysis

for the period to 28th February 2015 (previously circulated). He stated that the timetable for reporting had prevented him circulating more up to date figures. However, it was noted that the year-end position had been finalised and it was expected that the accounts would show a surplus of £42K for the year ended 31st

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March 2015. This was largely due to the income generated from the safety boat contract during the flood defence works and it was pleasing to note that the Board had otherwise kept close to its budget. He advised Members that proposals for transferring the surplus to reserves would be presented to the Board at the next meeting.

659.2 The Treasurer confirmed that the Board had received full payment of the loan for the

purchase of the multi-purpose vessel from West Sussex County Council at the end of March. The Board expressed its thanks to the staff and Councillors for their assistance in bringing this about and went on to consider proposals for disposal of the pilot boat “Jumna”. The Treasurer reported that a professional valuation had been obtained from the broker handling the purchase of the multi-purpose vessel. The proposal was in line with the value placed on the boat as part of the business case for the acquisition of the replacement vessel and the Board was therefore recommended to delegate authority to the Harbour Master and Treasurer to deal with its disposal. The Board was supportive of this proposal and it was RESOLVED that:

The contents of the Treasurer’s report be noted and that the Treasurer and the

Harbour Master be authorised to dispose of the pilot boat “Jumna” at the best achievable price.

659.3 The Board went on to discuss the name of the new multi-purpose vessel. The

Harbour Master proceeded on the basis that the vessel would retain its current name and there was some debate among Members about whether this was appropriate. It was reported that there was a long held tradition in the Harbour that the Board’s pilot boats were named “Jumna”. The Harbour Master stated that the new vessel had been repainted and that any further changes to the specification could have financial implications and delay delivery. The Board wished to have a better understanding of the implications of this and it was therefore RESOLVED that:

A report on the implications of changing the name of the new multi-purpose vessel be brought to the Board for consideration at the next Meeting.

660. REVIEW OF STANDING ORDERS 660.1 The Board received a report which proposed a number of changes to the Standing

Orders which had been updated following a review undertaken by the Clerk (previously circulated). The main changes related to updates to reflect the creation of the new Accounting and Administration role and policy updates reflecting changes to statutory requirements. Having examined the revised document the Board RESOLVED that:

The revised Standing Orders dated April 2015 be approved. 661. REVIEW OF THE BUSINESS RISK REGISTER 661.1 The Board received a report which proposed a number of minor changes to the

Business Risk Register which had been updated following a review undertaken by the Harbour Master and the Treasurer (previously circulated). The Treasurer explained that it was important that the register be regularly reviewed. The Board was therefore asked to consider a number of amendments which aimed to ensure that the

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Register accurately reflected current working practice. Having examined the revised document the Board RESOLVED that:

The amendments to the Business Risk Register as contained in the draft attached to the report be approved.

662. REVIEW OF INTERNAL CONTROLS 662.1 The Treasurer presented his report, (previously circulated), and explained that the

system of internal control was part of the Board’s governance framework designed to manage risk and to prevent fraud and corruption, and was subject to regular review.The Treasurer went on to explain that the system relied heavily on the control of risk and Internal Audit. The Risk Register had been reviewed in the previous agenda item and the Internal Audit Plan was attached to this report. The Treasurer then gave an explanation on the relevance of the Internal Audit Process and its contribution to internal control.. The Treasurer explained that the Board was being asked to consider whether it was satisfied with the process and that the level of control in operation was effective. Having examined the arrangements the Board RESOLVED that:

1) It was satisfied with the internal control arrangements. 2) It was satisfied that there was a proper system of Internal Audit in place. 3) The current process was adequate to aid the Board in its decision as to

whether it was able to approve Schedule 2 of the Annual Governance Statement.

663. MINUTES OF THE STAKEHOLDER GROUP (SG) MEETING 7th APRIL 2015 663.1 The Board received the minutes of the SG meeting held on 7th April 2015 (previously

circulated). It was noted that the Group had received reports from local agencies and that in terms of the conduct of the meeting, a number of standing reporting items had been introduced. It was RESOLVED that;

The Minutes of the Safety Group meeting held on 7th April 2015 be noted. 664. PUBLIC FORUM

There were seven members of the public present.

664.1 Mr Chapman expressed the view that the Harbour had declined over the last 25 years. Citing the loss of Harbour infrastructure such as cranes and the lack of progress with requests from stakeholders for the introduction of scrubbing posts, he asked what the Board’s plans were to rectify this especially if they planned to be a leisure port.

664.2 In response, Harbour Master disputed this claim and stated that the Board had

invested in improvements to the Harbour infrastructure. This was evidenced by recent purchase of the new multi-purpose vessel which was also equipped with a small crane.

664.3 Mr Boyce referred to the accusations he had made against Officers of the Board at

the last meeting and stated that he had subsequently made a written representation

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by email. Mr Boyce questioned the Board’s procedure for handling written questions and asked for clarification of the process adopted by the Board to investigate his claims. In particular he refuted the interpretation of his enquiry as a complaint and wished to know who had been instructed to investigate his claims.

664.5 In response the Harbour Master confirmed that having received an emailed letter

from Mr Boyce following the last meeting, the issues raised were interpreted as being complaints. This was confirmed by the Clerk. The Harbour Master had replied to the complaint in accordance with the published complaints procedure. Mr Boyce wished to ask a supplementary question, and the Chairman of the Board reiterated the request that Mr Boyce put his enquiry in a formal letter.

664.6 Regarding the need for dredging in the river, Mrs Boyce understood from the MMO

that the Board already had the statutory power to undertake dredging on behalf of third parties and that further licenses were not required. She therefore asked if the Board, using its statutory powers, would instruct the owners of moorings in the river to undertake dredging to bring the river bed back to the appropriate levels.

664.7 In response the Harbour Master stated that although the Board had overarching

statutory powers in respect of maintaining the river, he understood that a licence was still required for other organisations carrying out dredging. It was agreed that Mrs Boyce provide the Harbour Master with a copy of the advice she had received from the MMO so that this could be reviewed.

664.8 Following the acquisition of the multi-purpose vessel, Mr Walker, the owner of a

commercial vessel operating in the river asked if it was now the policy of the Board to act in direct competition with operators like him for commercial work. In view of the fact that the vessel had been Council funded he considered this to be unfair completion.

664.9 In response the Treasurer provided clarification regarding the financing of the

purchase. It was noted that the Board had taken on a loan to finance the boat which had to be paid back with a specified period. The Harbour Master confirmed that it was the intention of the Board to use the vessel on a commercial basis as well as using it to fulfil its conservancy obligations.

664.10 Mr Walker asked for details of the daily rates to be made available. 664.11 The Harbour Master stated that this information was commercially confidential but

that it was his intention to market the services of the new vessel. 664.12 Regarding dredging the river bed, Mr Draffan, Managing Agent representing

Angmering Park Estate, a prominent riparian owner in the river, stated the estate had no objection to dredging being carried out in the river. He added that in his view it would be the interests of stakeholders to carry out dredging on the West Bank

664.13 Mr Draffan, in his capacity as Managing Agent for the Angmering Park Estate, also

asked the Board to press its solicitors to complete the work on the mooring license for the Estate.

664.14 In response, The Clerk assured Mr Draffan that she was chasing the Board’s

solicitors at WSCC for completion of this matter.

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664.15 Noting that contractors were now preparing to leave the Harbour Board’s

Yards, Mr Boyce asked for clarification regarding who was paying the rates on the wharfs and at what rate.

664.16In response, both the Harbour Master and the Treasurer confirmed that the

Board had continued to pay the rates on these wharfs as a contribution towards the flood defence scheme. The Treasurer undertook to confirm that business rates had been paid on land occupied by the EA contractors for the duration of the scheme and the sum involved.

664.17Reflecting on the issues raised by Mr Boyce earlier in the Public Forum regarding the

Boards’ Complaints procedure, Members proceeded to discuss the procedure for investigating accusations against Officers. Councillor Dr Walsh expressed the view that it was not appropriate for the subject of a complaint to conduct the investigation into the allegation. This principle was common in all public bodies and was supported by the Board.

Councillor Dr Walsh left the meeting at 11.05am. 665. EXEMPT BUSINESS

It was RESOLVED that:

Due to the confidential nature of the following items to be considered, that the public and accredited representatives of the press and other media be excluded from the meeting on the grounds that they involve the likely disclosure of business of personal information relating to an individual, the business of third parties and/or legal proceedings.

SUMMARY OF MATTERS DISCUSSED IN THE EXEMPT PART OF THE AGENDA

666. THE EXEMPT MINUTES OF THE MEETING HELD ON 2ND MARCH 2015 666.1 It was RESOLVED that the exempt minutes of the meeting held on 2nd March 2015 (previously circulated to members of the board only) be confirmed as a true record and signed by the chair. 667. THE EXEMPT MINUTES OF THE PERSONNEL SUB-COMMITTEE MEETING

HELD ON 15TH FEBRUARY 2015 667.1 The Board received the confidential minutes of the Personnel Sub-Committee

meeting held on 15th February 2015 and it was RESOLVED that the minutes be noted.

668. ANNUAL DECLARATION - RELATED PARTY TRANSACTIONS

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668.1 Members of the Board agreed to complete a declaration of related party transactions and return them to the Clerk as soon as possible in order to complete the Annual Return.

The meeting closed at 11.08am.

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AGENDA ITEM 8

Report to: LHB Report by: HM Date: 31st May 15 Subject: HARBOUR OPERATIONAL REPORT Harbour Operations Commercial Trade UMA Wharf Apr 2 May 2 Railway Wharf - released by EA contractor 17th Apr 15 Apr 0 May 2 New stone cargo being landed from Granville. Pilotage The LHB continues to operate an open port and un-interrupted pilotage service. Leisure Trade Town Quay Apr 17 May 10 to date. Conservancy Duty Survey Photographic monitoring of shoal last conducted 7th Jan 14 Shoal Bank last conducted 19th Mar 14 Bar last conducted 6th May 15 Pier Road last conducted 3rd Dec 14 Town Quay last conducted 3rd Dec 14 Dukes Wharf last conducted 3rd Dec 14 Turning Basin last conducted 20th Aug 13 Complete Port survey last conducted 30th Sep 11 Aids to Navigation Trinity House Audit completed 30th Apr 15. No non-compliances. Arundel buoy visited and repositioned 16th May 15 following reports off station. Dredging 3 ½ tides maintenance dredge on bar by ADURNI took place in Apr. Local Notices to Mariners 03/15 – Seasonal Racemarks Issued 24th Apr 15 04/15 – Unmarked Wreck at Entrance Issued 12th May 15 05/15 – Update to Wreck at Entrance Issued 13th May 15 06/15 – Further Update to Wreck at Entrance Issued 20th May 15

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Consents/Consultations Section 43 Consents 01/15 – North Littlehampton Moorings Issued 23rd Apr 15 02/15 – Unimead Sheet Pile Renovation Dukes/County Wharf Received MMO/Trinity House Consultations None Environment IFCA Bream tagging project commenced at Kingmere. Safety MarNIS Report

Date ID Code Accident Category Name

11/05/2015 LHP3059INV I Sinking and capsizing 011 of 2015 - Wreck of GENOUX

07/05/2015 LHP3057CLO N Dangerous occurrence 009 of 2015 - Wheelchair Boarding of LYC Ferry

02/05/2015 LHP3058CLO I Striking with ship (moored) 010 of 2015 - Dinghy Collision with Moored Vessel

17/03/2015 LHP3050CLO I Sinking and capsizing 008 of 2015 - Sinking On Mooring of Dory

13/03/2015 LHP3049CLO I Marine Pollution (Minor) 007 of 2015 - Pollution Report Osborne of Arun

08/03/2015 LHP3047CLO I Grounding 006 of 2015 - Grounding and Recovery of MISTRESS

07/03/2015 LHP3046ACT N Collision ship - ship 005 of 2015 - MV MARTIN Outbound CQS

26/02/2015 LHP3028ACT I Grounding 004 of 2015 - MV MARTIN touching bar on entry

08/02/2015 LHP3040ACT N Collision ship - ship 002 of 2015 - Dinghy race and FV complaint

07/01/2015 LHP3041CLO I Other personnel or public safety item 003 of 2015 - Paddler on West Works

07/01/2015 LHP3039CLO N Fall from height 001 of 2015 - Bridge Jumper

15/11/2014 LHP3029ACT I Impact with Structure 010 of 2014 - BEN VARREY Berthing

15/11/2014 LHP3056CLO I Slip, trip, fall same level 014 of 2014 - Slip at UMA Wharf

07/10/2014 LHP3024ACT I Marine Pollution Tier 1 009 of 2014 - Diesel pollution

27/08/2014 LHP3023CLO I Improper Waste Disposal 008 of 2014 - Southern Water sewerage pump failure

05/07/2014 LHP3027CLO I Striking with ship (moored) 007 of 2014 - Dinghy collision with moored vessels

04/07/2014 LHP1002ACT N Collision ship - ship 006 of 2014 - Sea Gypsy - near miss

30/06/2014 LHP2002CLO N Other nautical safety 005 of 2014 - PWC - excessive speed

23/06/2014 LHP2004CLO I Dangerous occurrence 004 of 2014 - Car in River at Slipway

Projects EA East Bank Flood Defence Scheme Complete. Transfer of land ownership on Pier Road/Arun Parade in hand with ADC. Post works ADCP current measurement completed on springs and neaps cycle. Multi-Use Vessel Purchase and trials complete. Vessel delivered to Littlehampton 8th May 15. Coding for commercial use underway. Initial contract work scheduled for late May. West Works Repair Mackley Construction mobilised on site 18th May 15 for 10 days work during suitable tides. Small Ports Recovery Fund – East Training Wall In house work on capping beam paused during personnel shortage and other taskings. News and Events On The River New Arrivals Lee Harrison our DHM welcomed a baby boy into his family on 9th April 15, and after some leave has now fully returned to work.

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Harbour Dues At time of writing 308 plaques issued. 2nd June last year 360 plaques issued (previous year 356). Ferry The Littlehampton Yacht Club Ferry started operating in April. Recommendation

That the Board notes this report.

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Annex A to Operational Report Commercial Shipping

Totals for Financial Year 2015/16

No of Ships Month GRT

Gt Dues (£)

Cargo Dues In (£)

Cargo Dues Out (£) Pilotage £

Pilot Boat and Mooring Service

Commercial TradeTotal

Total incl Pilotage

0.4863 0.2392 in/out

Inv @ £126.51 per boat/gang

0.4784

2 April 1791 870.9633 1640.6534 0.0000 856.8144 1012.08 2,511.62 4,380.51

4 May 3582 1741.9266 3223.2403 0.0000 1713.6288 2024.16 4,965.17 8,702.96

0 June 0 0.0000 0.0000 0.0000 0 0 0.00 0.00

0 July 0 0.0000 0.0000 0.0000 0 0 0.00 0.00

0 August 0 0.0000 0.0000 0.0000 0 0 0.00 0.00

0 September 0 0.0000 0.0000 0.0000 0 0 0.00 0.00

0 October 0 0.0000 0.0000 0.0000 0 0 0.00 0.00

0 November 0 0.0000 0.0000 0.0000 0 0 0.00 0.00

0 December 0 0.0000 0.0000 0.0000 0 0 0.00 0.00

0 January 0 0.0000 0.0000 0.0000 0 0 0.00 0.00

0 February 0 0.0000 0.0000 0.0000 0 0 0.00 0.00

0 March 0 0.0000 0.0000 0.0000 0 0 0.00 0.00

6 5373 £2,612.89 £4,863.89 £0.00 £2,570.44 £3,036.24 £7,476.78 £13,083.47

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22 21

29 28

20 21

10

0

10

20

30

40

2009 2010 2011 2012 2013 2014 2015

Large Commercial Vessel Calls

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Annex B to Operational Report Leisure Shipping

0

500

1000

1500

2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

ANNUAL TOTAL of VISITING YACHTS ON TOWN QUAY

0 0 0

10

31

47

107 109

54

1 0 0 0 7

11 17

0

20

40

60

80

100

120

January February March April May June July August September October November December

Yearly Comparison of Visiting Yachts on Town Quay

2014

2015

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LHB MEETING – 22nd June 2015 Agenda Item: 9


Report to: Littlehampton Harbour Board

Report on: Naming of the ERICA

Report by: Harbour Master Date: 20th May 2015

1. Context 1.1 At the last Board meeting it was discussed by Members that the newly purchased

vessel ERICA may have interrupted a tradition of naming LHB vessels JUMNA. A paper on the relative merits of changing the name of the vessel from ERICA to JUMNA was requested.

2. Consideration of Tradition 2.1 The Board has operated a number of vessels named JUMNA since the first JUMNA, a

steam powered iron paddle tug (81.5 ft. 51 tons, 24 n.h.p.) built by Hepple of North Shields in 1884. This vessel arrived in Littlehampton in 1884 and left in 1923 reputedly destined for use on the Tigris and Euphrates Rivers. The origin of the name JUMNA is unclear but may be a reference to the River Jamuna, a tributary of the Ganges.

2.2 The Board’s last two Pilot launches have indeed been called JUMNA but it would seem this is not exclusive as the preceding vessel was called TERN and can still be seen in the river under a different name. Without exhaustive research into historic minutes I can find no record of vessel names prior to this but likewise no reference to a continual line of JUMNAs.

2.3 There is also the tradition of ERICA to consider. The vessel has already been used commercially on the south coast and its name therefore carries some weight. The percentage of the population of Littlehampton who would know the name of our current pilot boat is likely to be small. This would be an ideal opportunity focus on the new opportunities available to the port.

3. Requirements to Consider & Cost 3.1 Changing the name of even a small vessel is not a simple matter. There would be a

requirement to change the name onboard the vessel as well as with a number of outside agencies. Sign writing; Lifebuoys; AIS equipment, Radio Licence; MMSI number changes would all attract costs.

3.2 Total costs are estimated to be £1000.

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4. Recommendation 4.1 It is my recommendation that the Board consider carefully whether changing the name

of the ERICA at this stage is of benefit, given the opportunity to capitalise on its local reputation.

4.2 Accordingly, the Board are requested to approve the retention of the name ERICA for its multi-use vessel.

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LHB MEETING – 22nd June 2015 Agenda Item: 10 LITTLEHAMPTON HARBOUR BOARD


Report on: Annual Meeting Date

Report by: Clerk to the Harbour Board

Date: 1st June 2015

1. Background

At its previous meeting, the Board asked the Clerk to look into the matter of the date of

the Board’s annual meeting and whether it could be moved so that it might take place

after local elections, held in May in relevant years. This would give greater certainty as

to the Membership of the board when considering vacancies for Chairmanship of the

Board and membership of the Board’s various sub committees.

2. Current position

There are restrictions in the Constitution and Local Act relating to the date of the annual

meeting. The relevant sections of the Constitution and legislation are as follows:

S20 LHADOA – annual meeting to be held in May or such other month as the

Board may resolve from time to time

Constitution Part 5 Section 1 1.1 – In every 4th year when an Appointed Day falls

the Annual Meeting will take place in the month of May or such other month as

determined by the Harbour Board (LHADOA 1927 s20). In any other year the

Annual Meeting will take place in April or May as decided by the Harbour Board.

WSCC Act 1972 makes no mention of the Annual Meeting and does not repeal the

provisions of s20.

The Appointed Day is the date on which, every 4 years, members are appointed to the

Board.

The Constitution is restricting the date upon which the Annual Meeting can be held. The

Act allows for annual meetings at any time effectively, and by default in May if no other

date is chosen. Part 5 Section 1.1 restricts the ability to only the years in which members

are reappointed to the Board.

There was some concern that this matter had been previously investigated and it had been

ruled that the date of the Annual Meeting could not be changed from April or May.

However, investigations and discussions with former Clerks have not been able to

substantiate this.

3. Options

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The Board could choose to amend the Constitution so as to remove the restriction to

hold its Annual Meeting in April or May in the years which do not include an Appointed

Day.

The Clerk produces a schedule of meetings which is approved annually by the Board.

The meeting which is to be the Annual Meeting is shown on the Schedule. A meeting

is usually held in June to accommodate approval of annual accounts/annual return, as

appear on the agenda for this meeting. This meeting could be the preferred Annual

Meeting date.

4. Recommendation

The Board alter Part 5 Section 1.1. of the Constitution to read as follows:

“The Annual Meeting of the Board shall take place in the month of May or such

other month as determined by the Harbour Board (Littlehampton Harbour and

Arun Drainage Outfall Act 1927 s20)”

Contact: Nicola Jones

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Agenda Item: 11


Report on: Audit Sub Committee Meeting 29th May 2015

Report by: The Treasurer to the Board

1.0

Introduction

1.1

The Audit Committee met on the 29th of May and the minutes of that meeting are attached to this report. Members dealt with matters arising from the meeting in October last year, and reviewed the Internal Auditors Report for 2014/15 and the Statement of Accounts and Annual Return for the year ended 31st March 2015.

2.0 Collection of dues

2.1 The Committee received a report from the Accounting and Administrative Officer

regarding lack of co-operation from some organisations within the harbour which was putting the collection of dues at risk. The Committee requested the Treasurer to submit a report on this matter to the Board.

3.0 3.1

Internal Audit Report for the year ended 31st March 2015 The Internal Auditor, Rachel Hall, presented her report. With the exception of one very minor observation no matters arose that gave her any cause for concern. The Committee recorded their thanks to the Accounting and Administration Officer for her exemplary work on the accounts and the Board’s Officers for their attentive financial management.

4.0 Draft Accounts and Annual Return

4.1 The Committee reviewed both the Annual Accounts and the Annual Return and recommended their submission to the Board for approval.

5.0 Re appointment of Ms Hall as Internal Auditor

5.1 The Committee resolved to recommend the re appointment of Ms Hall and also, given that her fees had remained at the same level for 4 years, to recommend an increase in her fees even though she had not requested one. The reappointment of Ms Hall is the subject of a separate report under confidential business.

6.0

Recommendations That the Board note this report and the Committee recommendations

BACKGROUND PAPERS Minutes of the Audit Sub Committee Meeting held on the 29th of May 2015 Contact: Chris Braby Treasurer to the Board 31.05.15

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AUDIT SUB-COMMITTEE

MINUTES OF A MEETING HELD ON 29TH MAY 2015

HELD AT THE HARBOUR OFFICE, LITTLEHAMPTON

Present: Mr Philip Bush Cllr Mike Clayden In Attendance: Mr Chris Braby (Treasurer to the Board) Rachel Hall (Internal Auditor) 39. Item 1: Apologies

Apologies had been received from Cllr Nigel Peters and Mr Tony Squires. The Chairman recorded his thanks to Cllr Peters for preparing written comments on the Agenda Items.

40. Item 2: Declarations of Interest

Ms Rachel Hall (Internal Auditor) declared a Personal and Prejudicial interest in Agenda Item 8 – Reappointment of the Internal Auditor.

41. Item 3: Minutes of Previous Meeting

The Minutes of the Previous Meeting held on 6th October 2014 were agreed. The Chairman duly signed the minutes.

42. Item 4: Matters Arising

The following matter arose from the previous meeting:

Item 6: Harbour Management System. The Treasurer reported that he had reviewed the support arrangements for the Harbour Management System and advised that it was functioning satisfactorily.

43. Item 5: Lack of Co-operation from 3rd Parties with regard to the collection of Harbour Dues.

A paper prepared by Mrs Kerrie Whitely (Accounting and Administrative Officer) was tabled that described a lack of co-operation from a number of 3rd parties with regard to the collection of Harbour Dues. In essence a request for them to provide information on berth holders by the Harbour Master was denied. The members of the Audit Sub Committee recorded their disappointment at the lack of co-operation.

Resolution. It was resolved that:

a. The Treasurer would report this matter to the Board. b. The Treasurer in liaison with officers would assess the financial impact of

the lack of co-operation and make recommendations.

44. Item 6: 2014/2015 Audit Report

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The Sub Committee considered the Internal Auditor’s Report for 2014/15. The Internal Auditor assessed the Board’s accounting processes and procedures to be “outstanding” and was only able to make one very minor observation. The members of the Sub Committee recorded their thanks to the Accounting and Administrative Officer for her exemplary work on the accounts and applauded the Treasurer and the Board’s Officers for their attentive management of the accounts.

Resolution. It was resolved that the Treasurer present the 2014/2015 Internal Audit Report to the Board for formal endorsement.

45. Item 7: Draft Accounts and Annual Return for 2014/15

The Treasurer presented the Draft Accounts and Annual Return for 2014/15 that demonstrated good budget management and, for the first time in several years, had shown the Board to have made a profit. The Officers were commended on achieving this and even in the absence of the additional safety workboat activities had achieved a good outcome.

Resolution. It was resolved that the Treasurer should present the Accounts, Annual Return and associated Accounting and Annual Governance Statements for 2014/15 to the Board for formal endorsement.

46. Item 8: Reappointment of the Internal Auditor

Rachel Hall left the meeting.

The Sub Committee considered the reappointment of the Internal Auditor and her fees noting that she had not had an increase for 4 years..

Resolution. It was resolved that:

a. The Treasurer would recommend to the Board that Ms Rachel Hall should be reappointed as the Internal Auditor.

b. The Treasurer would recommend to the Board a cost of living increase to the Internal Auditor’s Fees.

47. Item 9: Any Other Business

Rachel Hall re-joined the meeting.

No items were presented for discussion under this agenda item.

48. Arrangements for Next Meeting

Resolution. It was resolved that the next Audit Sub Committee Meeting would take place in October 2015 on a date to be arranged.

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Agenda Item 12 LITTLEHAMPTON HARBOUR BOARD


Report on: 2014-15 Internal Audit


1.0

Introduction

1.1

The 2014/15 Internal Audit on the Harbour Board’s financial and governance records was conducted on the 30th of April 2015 and the resulting report is attached for the Board’s information. This report has already been reviewed by the Audit Sub Committee who have recommended its endorsement.

2.0 Internal Audit Report

2.1 No matters arose that required any comment during the audit this year. The report

summary concluded that all the areas covered by the audit were deemed to be of a high standard.

3.0 Recommendations

That the Board note this report

BACKGROUND PAPERS Internal Audit Report for the year ended 31st March 2015 Contact: Chris Braby Treasurer to the Board 01.06.15

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Agenda Item: 13



Report on: Treasurer’s Report


1.0 Income and expenditure for the year ended 31st March 2015

Summary Attached to this report is a statement of income and expenditure and income analysis for the year ended 31st March 2015. The provisional figures presented to the April Board Meeting have not changed and the final outcome for the year is confirmed as a surplus of £41,981. Such a surplus was only to be expected given that the Board have been operating a safety boat service to Volker Stevin throughout their Littlehampton tidal flood defence work. Brought forward ear marked reserves from 2013/14 of £23,646, which thanks to the safety boat contract have survived intact, can be added to the cumulative reserves which now stand at £100,627. After discounting the statutory reserve of £35,000 this leaves free reserves of £65,627. Income for the year at £541,571 was above budget by £188,000 but after removing the impact of the safety boat income, a small grant and the loan advance from West Sussex County Council all of which were unbudgeted, the year finished below budget by £6,000. Commercial income fell short by £8,000 due to the mix in vessel sizes, the budget assuming half the traffic would be made up of larger vessels generating more dues and pilotage. Leisure dues were up on budget by £3,000 the budget assuming a low level of visitors during the flood defence works, and moorings finished below budget overall by £5,000. Although the full £314,000 loan had been received from West Sussex County Council by the end of March, only that portion relating to the actual costs expended to date on the engineering modifications to the multi-purpose vessel have been included as income, the balance has been treated as deferred income and transferred over to 2015/16 to match the final payments due on the vessel itself. Operating costs totalled £454,281, £60,000 above budget, but after removing the costs of operating the safety boat contract, costs were above budget overall by £7,000. Capital all unbudgeted amounted to £97,255, consisting of improved waterside access to the workshop compound £3,605, CCTV enhancements £2,013, and the engineering modifications to the new multipurpose vessel £91,637. Employee costs were £27,000 adrift, but after removing the costs of the safety boat contract, the variance falls to £5,000 of which half relates to pilotage allowances, the budget assuming a greater reliance on contract pilots, the remaining half relates to NI and Superannuation costs.

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Legal and Professional Services were above budget by £34,000, however after removing £24,000 to fund contractors to assist with the crewing of the safety boat, the variance falls to £9,000 of which half relates to further costs of the HRO. Equipment Hire: hire of a tender for the safety boat contract. Comparison with Last Year Income increased year on year by £180,000 but after removing the impact of additional safety boat contract income, a small grant and the loan advance from West Sussex County Council, income was actually £19,000 up on the previous year, half of which came from commercial shipping. Costs Increases year on year for employment and Legal and Professional costs all relate to the safety boat contract with Volker Stevin. Harbour Structures up due to repairs to the West Works and Training Wall, Navigational due to additional dredging in 2014-15.Vessel repair costs up due to work boat, (Windsong”), engine replacement. Significant increase in Capital spend due primarily to engineering modifications for the new multipurpose work boat.

BACKGROUND PAPERS

Statement of Income and Expenditure for 2014/15 compared with Budget Income Analysis by source

2.0 Collection of Harbour Dues This year we have encountered a complete lack of cooperation from some businesses operating in the harbour with regard to providing the Harbour Board with data pertaining to their berth holders, this has not been the case hitherto. Without current data on vessels residing in the harbour the only course of action for the Board is to bill all of last year’s customers in the hope that most, if not all, are still resident in the harbour. This still leaves new arrivals totally unaccounted for. The result to date is that we have been forced to issue a number of credits to individuals who no longer have boats in the harbour. With regard to new arrivals the only solution is to mount additional patrols on foot and on the water to spot vessels not displaying a current plaque. This has the combined impact of reducing income and increasing costs to the detriment of all harbour users who will ultimately be faced with the prospect of increases to dues beyond inflation. Once the financial implications of this issue become clearer, a further report recommending action to be taken will be submitted the Board.

RECOMMENDATION : That the Board note this report Contact: Chris Braby Treasurer to the Board 30th May 2015

32

Littlehampton Harbour Board

2014/15 Income and Expenditure Statement

2014/15 2014/15 This time

Actual Budget Last

Total Year Year

£ £ £

Income

Commercial Income 303,970 210,727 225,665

Leisure Income 142,331 142,440 133,364

Other Miscellenous 1,281 250 2,546

Investment Income 243 125 149

Grant 2,109 0 0

Loan from WSCC 91,637 0 0

Total Income 541,571 353,542 361,724

Expenses

Employee Costs 231,528 204,016 213,795

Services to the Board 14,557 14,394 17,780

Legal and Professional Services 45,289 11,340 18,148

Repairs and Maintenance

Premises 6,821 8,940 9,804

Moorings 911 1,000 886

Harbour Structures 34,782 33,500 16,398

Navigational 24,868 23,800 14,715

Boats and Vehicles 16,951 17,319 6,630

Equipment Hire 9,157 750 3,340

Administration

Rent and Rates 15,731 21,000 17,087

Utilities 3,229 4,770 3,038

Printing, Postage and Stationery 6,682 9,890 6,849

Insurance 23,289 24,085 22,938

IT 6,231 5,940 14,260

Telephone 1,500 1,350 1,455

Training 818 2,000 11,183

Bank and Credit Card Charges 2,933 3,750 3,195

Other Administrative 9,004 6,645 12,033

Discounts 0 0 0

Total Expenses 454,281 394,489 393,534

Loan and interest payments 157,696 163,696 159,835

Capital 97,255 0 18,497

Total Expense 709,232 558,185 571,866

Precept Income (209,642) (209,642) (194,133)

(Deficit)/Surplus 41,981 4,999 (16,009)

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2014/15 Financial Year 2014/15 2014/15 This time

Actual Budget Last Year

INCOME Description £ £ £

Commercial Vessels Harbour Dues 13,809 13,296 7,709

Cargo Dues 10,173 15,737 10,912

23,982 29,033 18,621

Commercial Rents Railway Wharf (Tarmac) 84,000 84,000 84,000

Railway Wharf (UMA) 6,000 6,000 6,000

The Old Customs House 25,000 25,000 25,000

Workshop 7,500 7,500 7,500

Office Rent 7,175 7,175 7,175

WSFR Rent 130

129,675 129,675 129,805

Footbridge Footbridge WSCC 26,937 26,936 26,937

Pilotage Pilotage Service 10,455 13,083 7,768

Pilot Boat and Mooring Service 11,221 12,000 9,839

21,676 25,083 17,607

Safety Boat 101,700 0 32,695

TOTAL COMMERCIAL INCOME 303,970 210,727 225,665

Leisure Harbour Dues Leisure Craft 57,063 55,740 54,776

Visitor Harbour Dues 4,737 2,625 4,665

Commission Look and Sea (153) (50) (161)

61,647 58,315 59,280

Chargeable Services Crane 2,767 1,250 2,230

Labour 95 500 325

Electricity Cards 122 250 327

Work Boat 1,211 750 1,512

Office Services 1 0 4

Supplies 9,101 0 592

Tide Table Sales 4,140 4,950 4,570

Fuel Sales 0 8,095 0

17,437 15,795 9,560

Moorings & storage Moorings 53,452 64,275 52,642

Visitors Berths 4,903 3,000 8,585

Boat Storage 4,893 1,055 3,297

63,248 68,330 64,524

Income from Investments

Investment Interest 243 125 149

Misc Income 1,280 250 2,546

Grant - East Training Wall 2,109 0 0

Loan WSCC 91,637 0 0

TOTAL INCOME 541,571 353,542 361,724

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Agenda Item: 14


Report on: The Statutory Accounts for the Year ended 31st March 2015 and the

Annual Return for the same period.


1.0 2014-15 STATUTORY ACCOUNTS- Summary

The accounts reflect a surplus for the year of £41,981. The General Fund must be maintained at a minimum figure of £35,000. The Treasurer Is therefore seeking the Board’s consent to transfer the surplus to earmarked reserves which will then stand at £65,627.

1.1 At their meeting on the 29th of May the Audit Committee reviewed the 2014/15 Accounts and the Annual Return and recommended their acceptance (see minutes of the Audit Committee Meeting, (minute 45))

2.0

Income and Expenditure Account (Page 3) This statement reflects the Income and Expenditure for the year compared with 2013/14. The Income and expense and the resulting surplus is dealt with in detail in the Treasurer’s report on the year’s financial activity.

3.0 Balance Sheet (Page 4)

This statement is a snap shot of the Board’s financial position as at the 31st of March 2015. In compliance with accounting requirements this financial position is compared with the position at the close of the previous financial year. The loan advance from West Sussex County Council ,(£314,000), and the payments made on the multipurpose vessel by the end of March, (£91,367), give rise to a number of significant differences in balances year on year, especially cash and creditors. Current Assets Debtors- the analysis of this figure can be found in note 3 (Page 6) and represents the value of outstanding customer debt at that date. The relatively small change in the level of debt year on year is entirely due to timing. The switch from a VAT creditor in 2013/14 to a Debtor in 2014/15 is due to VAT on stage payments made on the multipurpose vessel right at the end of the year and awaiting reclaim. Cash at Bank and in Hand The Board’s cash deposits increased dramatically at the end of the year due to the loan advance from West Sussex County Council to purchase the multipurpose vessel.

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Creditors Analysed in note 4 (Page 6). This item includes creditors incurred in the normal course of the Harbour’s operations and accrued expense. Trade Creditors increased significantly over 2013/14 reflecting outstanding payments to be made on the multipurpose vessel. Deferred Income represents the difference between the loan income received from West Sussex County Council before the end of March and the actual payments made by the end of the financial year on the multipurpose vessel. Represented by This is the Board Reserves; The General Fund remains at the statutory Minimum of £35,000, a transfer is Recommended to be made into earmarked reserves which would finish the year at £65,627.

4.0 THE ANNUAL RETURN

This return has to be approved and adopted by the Full Board at the latest by the 30th of June each year. The Board are required to approve Sections 1 and 2 of the return. Section 1 Statement of accounts is merely an extraction of the figures contained in the statutory accounts currently before you for consideration, (appendix 1 showing the source of the figures is included for information purposes). Section 2 Annual governance statement is an acknowledgement by the Board that they are satisfied with the arrangements in place for Internal Audit and that adequate Internal Controls are in place to properly regulate the affairs of the Board. As Members will recall the effectiveness of internal audit and internal control is considered annually by the Board who have considered the process to be perfectly adequate and have indicated their willingness for the Chairman to sign Section 2 on their behalf.

5.0 RECOMMENDATIONS That the Board:

(a) Approve and adopt the 2014/15 Annual Accounts Statement and the Annual Return and authorise the Chairman to sign both documents on behalf of the Board.

(b) The Board approve the transfer of the 2014/15 surplus of £41,981 to earmarked reserves

BACKGROUND PAPERS

Statement of Accounts for the Year Ended 31st March 2015 2014-15 Annual Return Sections 1 & 2 and 4 Appendix 1 Source of figures for Section 1 of the Annual Return

Contact: Chris Braby Treasurer to the Board 1st June 2015

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