To receive any apologies for absence.

Apologies for absence were received from Mr T Knowles and Mr E Martin.

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 – Port Managers report (minute 16 refers) and agenda item 9 – Business Development Progress (minute 17 refers) on the grounds that they contain 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.

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 29 May 2012 (copy enclosed).

The minutes of the meeting of the Board held on 29 May 2012 were confirmed, as circulated, and thereupon signed by the Chair.

To report any changes in Membership.

There were no changes to the membership of the Board to report on this occasion.

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 34 – Five Year Review of Port Staffing

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

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 - the security fencing works -   had been completed by the contractor,  Kier Construction Ltd.,

In relation to Phase 2 – the main civil infrastructure work – at its meeting on 14 June Cabinet had agreed the awarding of the works contract to deliver the Port of Workington Container Handling Facilities project to Thomas Armstrong.

Further details were provided in the Port Managers report (minute16 refers)  

Item 42 – Compliance with Port Security Regulations 2009

Details were provided in the Port Managers report (minute16 refers).

To consider the accounts and performance indicators to 30^th June 2012  (copy enclosed).

The Board considered the accounts and performance indicators to 30 June 2012.  The Port Manager reported that:-

-          Operating revenue was £424,296 against a budget profile of £474,000;

-          Operating expenditure was £404,909 against a budget profile of £408,000;

-          After operating recharges there had been a trading surplus of £19,387 against a projected £66,000;

-          After corporate recharges there had been a trading deficit of £1,732 against a projected surplus of £45,000;

-          There was a reserve position of £435,000 against a projected £615,733.

In discussing the accounts Board members spoke about future prospects once the new container handling facilities were completed.  In  commenting the Port Manger made the point that this was a significant phase in the development of the Port into a modern, multi-modal terminal which could transfer cargo between sea, road or rail.

Board members referred to a recent visit to the Port by the Shipping Minister, Mike Penning, to see how work was progressing on the major investments underway.  The Transport Minister had described the investments taking place as a key step forward for West Cumbria that would bring much needed economic benefits to the area.  In picking up on the key points in his speech it was suggested looking into the potential financial opportunities open to the Port to which he had alluded, and to his aspiration of using smaller ports for coastal deliveries. 

RESOLVED  that  the report be noted.

To consider a report by the Chief Executive (copy enclosed for Board Members only).

A report by the Chief Executive informed and advised the Board on the latest operational and financial position in respect of the Port’s strategy and policies for the period to 30^th June 2012.

In presenting the report the Port Manager advised of the process for reviewing the Port’s future strategy and policy, as well as its governance arrangements.  It was planned to put together a Business Case which would link to the development of the Port’s revised 5 year Business Plan (2012 -2017).  This would then lead onto a fully developed and costed plan for the Board to consider in the coming months.  

In relation to the Container Handling Facilities the Port Manager answered a number of detailed questions about the latest financial position.  Having regard to the future expansion of the Port confirmation was sought that adjacent land was earmarked for use by the Port.

Other issues touched upon in the report related to the Port Security Regulations; the current review of the Port’s Terms and Conditions; the Performance of the Port’s Marine Safety Management Systems; the performance of the Port’s Health and Safety Systems; and an internal audit report for the Environment Directorate in respect of the Port.     

During the course of the discussion members reiterated the views that they had expressed at previous meetings about the constitution of the Board and the need for it to become more commercially effective.  In picking up on points raised the Acting Assistant Director advised that  the Port of Workington was crucial for businesses in the area and was part of the County Council’s  Economic Development Strategy currently under consideration.

RESOLVED              that

(a)               the report be received;

(b)               the recommendation contained in section 6.9 be approved;

(c)               an application be made to Britain’s Energy Coast for funding to produce a Business Case to support the strategic planning and governance review.

To consider a report by the Chief Executive (copy enclosed for Board Members only).

Consideration was given to a report by the Chief Executive describing progress on business development issues during May and June 2012.  The report provided details about meetings with potential customers; marketing and communications; funding and grants; and other activities.

In presenting the report the Business Development Manager spoke about the Port’s broad strategic objectives, and the potential business opportunities as a result of the major improvements at the Port.  He also referred to the positive publicity received as a result of recent ministerial visits and the launch of the West Cumbria Economic Blueprint which was aligned to the aims of the Port.

The Business Development Manager then circulated a note updating the Board on progress with the organisation of the British Ports Association Annual Conference being hosted by the Port of Workington in October.

RESOLVED that the report be received.