Agenda and minutes

To receive any apologies for absence.

Apologies for absence were received from Mr S Collins, Mr M Fryer  and Mr T Gilroy.

To consider whether the press and public should be excluded from the meeting during consideration of any item on the agenda.

RESOLVED that the press and public be excluded from the meeting during consideration of agenda item 8 - Business Development Progress (minute 8 refers) on the grounds that it contains exempt information as defined under Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 relating to the financial affairs of particular persons.

There were no members of the press and public present at the meeting.

To disclose any personal and prejudicial interests relating to any item on the agenda.

NB   The following is a summary of what constitutes a personal interest and a personal and prejudicial interest.  Please seek advice or refer to the Code of Conduct (paragraph 8) for full definitions.

Personal Interests

You have a personal interest if the issue being discussed in the meeting affects the well-being or finances of you, your family or your close associates more than most other people who live in the Electoral Division affected by the issue.

Personal interests are also things that relate to an interest you must register.

N.B. If the personal interest arises because of your membership of another public body, you only need to declare it if you intend to speak.

A personal interest should be declared as follows:

I have a personal interest in agenda item […] regarding the report on […] because I am […].

Personal and Prejudicial Interests

If you have a personal interest in a matter you will also have a prejudicial interest in that matter if the interest is one which a member of the public, with knowledge of the relevant facts, would reasonably regard as so significant that it is likely to prejudice your judgement of the public interest.  If you have a personal and prejudicial interest you must withdraw from the meeting room for that item, unless you are there to make representations and the public have the same opportunity to do so

NB You only have a prejudicial interest if the matter

• affects your financial position or that of your family, close associate, employer etc or it
• relates to a regulatory matter

A personal and prejudicial interest should be declared as follows:

I have a personal and prejudicial interest in agenda item […] regarding the report on […] because I am […].

Advice on this can be sought from staff in Legal and Democratic Services.  Members are requested to seek advice, wherever possible, before the meeting starts.

There were no disclosures of interest on this occasion.

To confirm as a correct record the Minutes of the Board meeting held on 27 March 2012 (copy enclosed).

The minutes of the meeting of the Board held on 27 March 2012 were confirmed, as circulated, and thereupon signed by the Chair.

To note that Mr SB Collins has been appointed in place of Mr D Fairbairn.

It was noted that Mr S B Collins had been appointed to the Board in place of Mr DS Fairbairn.

To consider a report by the Port Manager ( copy enclosed).

The Board considered the latest version of the Action Plan and received a powerpoint presentation that provided further details.

Item 33 – 10 Year Investment Plan – Secure External Funding for Tranches 5-8

It was vital to formulate a strategy for future investment requirements if the Port was to continue and deliver. The immediate priority was Tranche 5 and the reconstruction of berths 1 and 2.

The Chair reported on a meeting she had attended with the County Council’s Chief Executive on 25 April where she had raised all the actions requiring urgent attention that had been identified by the Board.  The Chair advised that the meeting had been both positive and encouraging.  The Chief Executive had referred to the economic strategy being developed and indicated that a sustainable future for the Port of Workington had to be one of the Council’s priorities.  She was aware that officer time was needed to develop a costed plan which would secure the Port’s future and she hoped to be able to do this in the months ahead.

Item 34 – Five Year Review of Port Staffing

A review of the Management/Administration/Operational maintenance functions to match service delivery to customers was ongoing.

Details of the revised staffing structure would be presented to the July meeting of the Board for inception in October.

Item 37 – Maintenance Dredging Review

Competitive tenders would be invited for a three year contract to be operative from September 2012 for the provision of Maintenance Dredging.

In the meantime short term requirements would be covered via Contract Hire.

Item 40 – Container Handling Facilities Project

Funding was in place from NMP(£4m) and the NDA (£1.7m).

Phase 1 of the main civil infrastructure works had been completed - the security fencing works, which had been awarded to Kier Construction Ltd.  The final out-turn cost of £165,963 was slightly more than had been budgeted for.

In relation to Phase 2 – the main civil infrastructure works – the tender had been published on the North West’s Local Authority Procurement Portal on 24 January.  At it meeting on 14 June Cabinet would be asked to confirm the awarding of the works contract to deliver the Port of Workington Container Handling Facilities project to the preferred contractor.  

It was agreed that a summary of the full project be presented to a future meeting of the Board.

Item 41 – Port Asset Review and Review of Insured Assets

The previous Port asset valuation had been carried out in 2007.

An asset valuation had been carried out in late February to take account of changes over the past 4 years.  A draft valuation report was awaited.   

Item 42 – Compliance with Port Security Regulations 2009

The Port of Workington PSA boundary plan had been established and the consultation impact assessment completed. The establishment of a Port Security Authority was expected later in the year.

In responding to questions raised by Board members the Port Manager explained that the Port’s Risk Assessment would need to be  ...  view the full minutes text for item 7.

To consider the accounts and performance indicators to 31 March 2012 (Provisional Out-turn 2011-12) and 2012-13 Accounts and Performance Indicators to 30 April 2012 (copies enclosed).

The Board considered the accounts and performance indicators to 31 March 2012 (provisional out-turn 2011-12) and 2012-13 accounts and performance indicators to 30 April 2012.

It was reported that operating revenue was £144,192 against a budget profile of £154,500.  Operating expenditure was £119,171 against a budget profile of £136,000.

There was a trading surplus of £25,021 against a projected £19,000.  After corporate recharges there had been a trading surplus of £17,938 against a projected £11,750, with a reserve position of £454,670 against a projected £577,733

In relation to the 12 month accounts to 31st March 2012 it was noted that operating revenue was £1,438,253 against a budget profile of £1,474,450.  Operating expenditure was £1,492,776 against a budget profile of £1,556,300.

There had been a trading deficit of £54,523 against a projected  £81,850.  After corporate recharges there was a net deficit of £187,000 against a projected £166,850, with a reserve position of £436,733 against a projected £456,883.

It had been a volatile year and given the difficult circumstances it was agreed that this was a creditable performance.

RESOLVED  that the report be noted.