June 2018

MALDON HARBOUR IMPROVEMENT COMMISSIONERS

MINUTES – Thursday, 14 June 2018, at 7 pm, Maldon Little Ship Club

MINUTES OF ORDINARY MEETING – 14 June 2018
PRESENT:
Jim Dines (Chairman)
I Hiner (Vice Chairman)
M Gibson (Treasurer)
G Courtney
John Dines
A Fluker
D Leggett
D Patient
A Wiseman

83        APOLOGIES FOR ABSENCE

Apologies for absence were received from N Cardy, N Harrisson, J Howorth.

84        DECLARATIONS OF PERSONAL AND PREJUDICIAL INTEREST
There were none, other than those declared during the meeting.

85        MINUTES – MEETING 26 APRIL 2018
The Minutes of the Ordinary Meeting held on 26 April 2018 were formally received.  It was AGREED that the Minutes of the Meeting held on 26 April 2018 be confirmed as a correct record subject to a minor amendment to Minute 82.

86        MATTERS ARISING
There were no matters arising.

87        CLERK’S REPORT
Item 1 – Maldon District Council Liaison Meeting.  A date of 26 June 2018 had been agreed.
Item 2 – Annual Public Meeting.  23 October 2018 had been set and booked with the Blackwater Sailing Club.
Item 3 – Trinity House Inspection of Local Aids to Navigation.  The Inspection took place on 16 May 2018 and Trinity House had reported that they were “found to be in good and efficient order”.
Item 4 – Maldon Riverside Route.  Following the last MHIC meeting, a letter had been sent to Jack Ellum, Public Relations and Dengie Gateway project Officer stating that MHIC supported the Route and offering to assist with information for display on boards along the route.
Item 5 – Joint River Safety Meeting, 2 May 2018.  The Notes for the Joint River Safety Meeting had been circulated to the Contacts List and the guest speakers had been thanked.  A List of Events had been posted on the MHIC website.
Item 6 – Port Marine Safety Code.  The May 2018 internal review had been completed by I Hiner and G Courtney and would be published shortly.
Item 7 – Commissioners’ Statement of Interests and contact details.  Details had been updated.

88        TREASURER’S REPORT
The Treasurer reported that the Annual Statement had been audited and had been found in order.
The balance on the account was £14,623.89 for the combined account.  The dues for Spartacus were pending.

89        TO CONSIDER THE RE-APPOINTMENT OF ADRIAN FLUKER WHOSE PERIOD OF APPOINTMENT ENDS ON 18 JUNE 2018

On being duly proposed and seconded, it was AGREED that Adrian Fluker be re-appointed as a Commissioner.

90        BUOY REPORT

I Hiner reported that an inspection and clean had been carried out on Saturday, 12 May 2018.  All buoys were found to be in satisfactory condition.  Trinity House had carried an inspection on 16 May 2018 and had confirmed that the buoys were in “good and efficient order”.
A further inspection and clean had been carried out by I Hiner and G Courtney on Monday, 11 June 2018 and all buoys found in previously reported condition.
Buoys No 11 and No 14 due for overhaul, preparation for exchange of these buoys was in hand.
Repairs to “L” (ex No 15) and refurbishment of “O” were continuing and a new M12 stainless steel lifting eye assembly for “O” had been obtained from Heritage Marine.
Additional buoy numbers were to be ordered from Fairway Signs.
An attempt had been made to right the overturned dinghy (origin unknown, tied to mooring buoy) near Buoy No 16 and Extension Wall.  It was found to be full of mud.  An additional marker buoy was attached pending the dinghy being removed.
20 March 2018 – a log located by the seawall had been secured and would be removed during the next high tide.
I Hiner noted (11 June 2019) that seven wooden marker posts from the Mud Race remained in the river bed (marsh-side mostly).

91        ITEMS FOR THE AGENDA FOR THE MALDON DISTRICT COUNCIL LIAISON MEETING, TUESDAY, 26 JUNE 2018, 5 PM
Jim Dines, I Hiner and G Courtney would attend.  Items for the Agenda were discussed.  These included:-
●  Visitors’ Pontoon and the progress of the Coastal Communities Bid.  A Fluker reported that MDC had submitted a new Coastal Communities Bid including the Visitors’ Pontoon.
●  Discharge and pumping out.  There had been a press release from MDC.  (Post-meeting note – this press release had been withdrawn by MDC.)  A Fluker reported that the Environment Agency had come out to take samples but had come at high tide.  He was arranging for them to return at low water.  The EA seemed concerned and had received complaints from other locations.
●  Abandoned vessels.
●  Barge exercise.  MHIC should have been notified.
●  Fuel leaks and containment.  There was discussion regarding the loading of fuel oil, issues and implications of leaks, responsibility for leaks, containment shore-side and/or in the Harbour, and whether this rested with the supplier/deliverer or the customer.  D Leggett outlined some issues including mitigation and containment and suggested contacting the EA regarding containment measures eg fixed anchor points for a boom.  The Water Framework Directive applied.
●  Parking permits for the Quay.
●  Web-cam, technical support and General Data Protection Regulations.  G Courtney reported that Maldon Tourism had agreed to ask MDC for technical support to set the system up once the cams were in place and wired.  D Leggett raised the issue of GDPR with respect to retaining imagery of people and keeping this secure.  The MDC solicitor had responsibility for GDPR.  A Fluker suggested that MHIC should have a DP Officer.  This would be put on the Agenda of the next MHIC meeting.

92        URGENT ITEMS OF BUSINESS
Item a)            Web-cam.  Continuing the discussion (see above), G Courtney had ordered two cameras with a 30° – 80° range which would cover most of the area, plus a 2TB recorder providing video storage for approximately 40 days, plus one 10 m cable, totalling £600.59 inc VAT and delivery.  MHIC have paid for the web-cams, Maldon Little Ship Club would install (physically) and it is proposed that MDC would provide technical support.  A Fluker would identify the appropriate staff at MDC.  Streaming would be possible to Maldon Tourism, MLSC and MHIC websites.  Storage (access and physical drive) would be secure.  Access would be restricted to MHIC.  A Fluker raised the need to budget for the correct warning signage compliant with GDPR.

The Chairman closed the meeting at 8.00 pm.

MINUTES OF ANNUAL MEETING – 14 June 2018
PRESENT:
Jim Dines (Chairman)
I Hiner (Vice Chairman)
M Gibson (Treasurer)
G Courtney
John Dines
A Fluker
D Leggett
D Patient
A Wiseman

1          APOLOGIES FOR ABSENCE
Apologies for absence were received from N Cardy, N Harrisson, J Howorth.

2          ELECTION OF CHAIRMAN
On being duly proposed and seconded, it was AGREED that James Dines be elected as Chairman for the ensuing year.

3          ELECTION OF VICE-CHAIRMAN
On being duly proposed and seconded, it was AGREED that Ian Hiner be elected as Vice-Chairman for the ensuing year

4          APPOINTMENT OF TREASURER
On being duly proposed and seconded, it was AGREED that M Gibson be re-appointed as Treasurer to the Commissioners for the ensuing year.

5          STATEMENT OF ACCOUNTS 2017 – 2018
There was discussion regarding boats on moorings having their own insurance.
It was AGREED that the Accounts for the year 2017 – 2018 be formally adopted.

6          ANNUAL REPORT 2017 – 2018
An amendment would be made to clarify the cost of buoys.  The amended Report could then be published.

The Chairman closed the meeting at 8.30 pm.