Invitees:

Mark Shephard - Corporate Director Communities

Andrew Thomas – Group Manager, Sports and Physical Activity

Cllr C Smith – Cabinet Member Regeneration and Economic Development

The Corporate Director Communities presented a report outlining the current operation of the Porthcawl Harbour and Marina facilities and services and identifying the opportunities and challenges in relation to the Harbour and Marina. The development was completed in 2013 benefitting from external investment and European funding. As a result of this development, the Marina now had a range of additional features including a tidal lock gate and a pontoon access system providing 70 berths for berth holders and visitors. It had also generated increased interest in other regeneration and investment projects including the sale of the Jennings Building and the potential development of the Harbourside project.

The report also identified challenges to the service to generate additional income and to control costs where possible within the budget and also longer term challenges of asset maintenance and replacement. The Marina had performed well in terms of income generation and had exceeded its berth holder and visitor related income targets. There were however facility related costs that were less easy to predict relating to technical installations infrastructure and the impact of the coastal environment particularly due to adverse weather.

It was important that the Marina remained financially competitive and the costs were currently lower than those neighbouring Marinas because of the limited facilities currently available. There would be progressive annual increases as further developments were completed and facilities improved.

Members asked for clarification regarding the definition of a Marina and a Harbour. The Group Manager Sports and Physical Activity explained that in Porthcawl we had both, the Marina formed part of the area that supported the larger harbour footprint.

Members questioned the staffing structure and the contracts of those staff who worked at the Marina including the contracted hours of the Harbour Master and support staff and whether or not there were any staff on zero hours contracts. The Group Manager Sports and Physical Activity explained that the Marina operated with tidal access originally supported for all tidal movements 24 hours per day, 7 days per week. More recently, the gates would open during the night on a request basis and mainly for commercial fishermen and this required a flexible workforce including sessional staff deployed hourly to supplement the full time staff. The original plan was to run all tides and then review the position after 18 months. The decision was then taken to staff the core tides and the unsociable tides on request. Members suggested that the operational management of the Marina be reviewed including the option of procuring a Commercial Operator to manage the Marina to make better use of the Authority’s resources.

The Committee asked if income from the Waverley was included in the figures. The Group Manager Sports and Physical Activity explained that the Waverley would have docked at the Harbour but not at the Marina but a fee was charged.

The Committee requested further information regarding the membership of the Harbour Board, the decision-making process and if Minutes from meetings were available to the public. The Group Manager Sports and Physical Activity explained that BCBC had a number of legal responsibilities identified within the Mid Glamorgan County Council Act 1987 including putting in place reasonable charges for services and facilities. Decisions were then taken by using existing Cabinet approval processes. Council representatives from a range of service areas sat on the Board and focussed on key issues including asset management, business performance and pricing. The Harbour Board reviewed operational issues and made recommendations on issues requiring corporate approval and the Marina Operational Board made recommendations to the Harbour Board. There was no Local Member representation on the Harbour Board however the Minutes from all meetings were available. Concerns were raised about demand for berths outstripping supply and the need for this to be controlled by officers with no Member involvement and appropriate Terms of Reference. Members stated that public money had been invested in the Marina and therefore business should be open and transparent and there should be Local Member representation on the Harbour Board. 

The Committee asked for further information on the financial costs to the Authority to subsidise the costs of running the Marina and also a detailed breakdown of the projected closing budget for the financial year 2016/17 to include staff costs, maintenance costs and any other ongoing associated costs associated with the running of the marina. The Corporate Director Communities explained even though there was a long term vision and strategy for the Marina, there would be an element of expenditure required for coastal defences and other issues. There had been considerable investment in gates and the pontoon and one off costs had already been incurred but this was unpredictable.  The Committee specifically requested to see evidence on the further development of the business model so the Marina was running at break-even costs.

Members asked for more information on the further developments mentioned in the report. The Group Manager Sports and Physical Activity explained that this included a crane and lifting gear, improvements to the overall environment and the Jennings building, showers and toilets.

The Committee asked where the Marina sat when benchmarked against neighbouring providers. The Group Manager Sports and Physical Activity explained that fees at the Marina were low in comparison to neighbouring marinas because of limited facilities and restricted tidal movements and this was reflected accordingly.

Members asked how visitors gained access to the Marina 24 hours per day, 7 days per week. The Group Manager Sports and Physical Activity explained that any request would be capable of being accommodated ,that advance booking based on vessel suitability was required and the Marina was staffed at the appropriate times.

The Committee asked how many berths were held for visitors. The Group Manager Sports and Physical Activity explained that there had been 174 visiting vessels to the Marina with some staying for extended periods. If the visitor berths were full, the berths of those sailing or travelling were resold as detailed in the Terms and Conditions.

Members asked how often there were visits from Custom and Excise. The Group Manager Sports and Physical Activity explained that there had been visits but they were unannounced and not scheduled.     

The Committee asked if there were any policing issues around the Marina. The Group Manager Sports and Physical Activity explained that there were incidents of inappropriate behaviour and work had been carried out with the community police to reduce the problem. There was CCTV in operation and the Harbour Master controlled the footage. There were incidents of petty theft at certain times of the year but no major vandalism.

Members asked if it was viable for the site to be used for productions such as Casualty and Sherlock. The Group Manager Sports and Physical Activity explained that this was already taking place, interest was welcomed and companies were asked to contact communications to negotiate a fee.

The Committee asked what the issue was with the £10k per annum required for dredging activity. The Group Manager Sports and Physical Activity explained that there were protocols set by the Environment Agency and it depended on how much silt was required to be removed and the method of approved disposal. It depended on the depth of the silt and how much room was required for boats to move around and dredging would be necessary in the next few years.

Members asked how the Marina could be made more accessible for the disabled. The Group Manager Sports and Physical Activity explained that the steepness of the ramp depended on the tides and support was needed for wheelchair users. There was also the issue of risk.

The Committee asked what the financial projections were for the future. The Corporate Director Communities reported that with additional lifts and the Marina now able to accommodate bigger, longer boats (by replacing some pontoons) it was an improving picture.

Members thanked the officers for the report.   

Further Information

The Committee requested further information on contracts of those staff who work at the Marina to include the contracted hours of the Harbour Master and support staff and specifically if there were any staff on zero hour contracts. 

The Committee requested further information on the financial costs to the Authority to subsidise the costs of running Marina

The Committee requested a detailed breakdown of the projected closing budget for the financial year 2016/17 to include staff costs, maintenance costs and any other ongoing costs associated with the running of the marina.  The Committee specifically requested to see evidence on the further development of the business model so the Marina was running at break-even costs.

Recommendations

The Committee recommends that the minutes of the Harbour Board and Stakeholder Group meetings are publicly available and easily accessible to ensure openness and transparency

The Committee strongly recommends that there is Local Member representation on the Harbour Board and that they form part of the decision making process of the Marina.  Members suggested a local Member plus one other County Borough Member. 

The Committee recommends that the Operational Management of the Marina be reviewed and the option of procuring a Commercial Operator to manage the Marina be considered to make better use of the Authority’s resources.

The Committee recommends a review of the visitor berths and how they are managed to ensure there are utilised to full capacity to maximise the income to the Marina.