Agenda and minutes

Basingstoke Canal Joint Management Committee - Wednesday, 5 June 2013 10.05 am

Venue: Concord Room, Rushmoor Borough Council, Farnborough Road, Farnborough, Hampshire, GU14 7JU

Contact: Victoria Lower 

Items
No. Item

16/13

APOLOGIES FOR ABSENCE

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    Minutes:

    Apologies were received from Sara Kinnell, Brian Gurden, Philip Riley, Adam Wallace and Julia Jacs.

     

    Roger Cansdale substituted for Philip Riley.

17/13

MINUTES OF PREVIOUS MEETING: 28 FEBRUARY 2013 pdf icon PDF 68 KB

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    The minutes will be available in the meeting room half an hour before the start of the meeting.

    Minutes:

    It was noted that Julia Jacs was present as a substitute for Denis Betro of Basingstoke Canal Houseboat Owners.

     

    The minutes were agreed as an accurate reflection of the meeting.

18/13

DECLARATIONS OF INTEREST

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    To receive any declarations of disclosable pecuniary interests from Members in respect of any item to be considered at the meeting.

     

    Notes:

    ·        In line with the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, declarations may relate to the interest of the member, or the member’s spouse or civil partner, or a person with whom the member is living as husband or wife, or a person with whom the member is living as if they were civil partners and the member is aware they have the interest.

    ·        Members need only disclose interests not currently listed on the Register of Disclosable Pecuniary Interests.

    ·        Members must notify the Monitoring Officer of any interests disclosed at the meeting so they may be added to the Register.

    ·        Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest.

    Minutes:

    There were no declarations of interest.

19/13

QUESTIONS AND PETITIONS

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    To receive either any questions or petitions.

     

    Notes:

    1.    The deadline for Member’s questions is 12.00 noon four working days before the meeting (30 May 2013).

    2.    The deadline for public questions is seven days before the meeting(29 May 2013).

    3.    The deadline for petitions was 14 days before the meeting, and no petitions have been received.

    Minutes:

    There were no questions or petitions.

20/13

MEMORANDUM OF AGREEMENT pdf icon PDF 38 KB

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    The Memorandum of Agreement is presented to the Basingstoke Canal Joint Management Committee for information at the start of the new County Council term. This Memorandum sets out the management arrangements including roles and responsibilities for the Partnership from April 2009 to April 2014.

    Additional documents:

    Minutes:

    The Committee was provided with the Memorandum of Agreement to consider.

     

    Key points raised during the discussion:

     

    1.    The Chairman informed the Committee that this was an information item only to enable Members to see the Memorandum of Agreement and accompanying annexes.

     

    2.    Hampshire County Council had not appointed Members to the Joint Management Committee due to the Council’s Exec Member meeting which would make the appointment being scheduled for 20 June 2013 and Surrey Heath had been unable to appoint a Member to the Committee. It was felt that it would be inappropriate to review the Memorandum of Agreement at this meeting without a full membership.

     

    3.    The Chairman requested the Memorandum of Agreement to be reviewed at the next meeting of the Joint Management Committee (JMC) when proposed amendments would be considered.

     

    4.    Members raised concerns that the current Memorandum of Agreement had not been ratified by all the County Councils, Boroughs and Districts.

     

    Recommendations:

     

    That officers consider possible amendments to the Memorandum of Agreement and provide a report at a future Committee meeting.

     

    Actions/further information to be provided:

     

    None.

     

    Committee Next Steps:

     

    The Committee will consider proposed amendments to the Memorandum of Agreement at the next meeting of the Basingstoke Canal Joint Management Committee.

21/13

SPECIAL INTEREST GROUPS MEMBERSHIP pdf icon PDF 45 KB

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    This report outlines the procedure for the appointment of Special Interest Group representation to the Basingstoke Joint Management Committee as co-opted members.

    Additional documents:

    Minutes:

    The Committee was asked to consider a report on the membership of Special Interest Groups to the Joint Management Committee.

     

    Key points raised during the discussion:

     

    1.    The Chairman gave a brief summary of the report and commented that it would be advisable to return to the matter at the next meeting in October 2013. This would enable new Committee members from Hampshire and Surrey Heath to give their input on the decision.

     

    Recommendations:

     

    None.

     

    Actions/further information to be provided:

     

    None.

     

    Committee Next Steps:

     

    The Committee will review the Membership of Special Interest Groups as part of its next meeting.

     

22/13

BASINGSTOKE CANAL FINANCE REPORT - FINAL ACCOUNTS 2012/2013 pdf icon PDF 36 KB

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    The purpose of this report is to brief Members on the final financial outturn  position of the Basingstoke Canal Authority for 2012/13. 

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None.

     

    Officers:

     

    Jane Lovett, Honorary Treasurer, Basingstoke Canal Authority.

     

    Key points raised during the discussion:

     

    1.    The Chairman explained briefly that the meeting was held in June to approve the financial returns for the Canal during 2012/2013.

     

    2.    The Committee was presented with a report on the financial position of the Basingstoke Canal Authority (BCA) for 2012/2013. It was highlighted that the BCA had contributed £195,000 to its reserves during the financial year. It was noted that this was £68,000 more than was reported at the February meeting of the JMC. The Committee was informed that this contribution was due to a combination of good budgetary control and one-off budget savings and additional income.

     

    3.    The Honorary Treasurer highlighted the funding contributions from the District and Borough Councils, and the variance between the anticipated contribution and the actual amount received with a shortfall in funding of £32,000. The Committee agreed there was a need for there to be more of a focus on ensuring the Boroughs and Districts submit their full contribution in future years, and requested all Councils be visited by the Canal Authority to discuss the benefits of the Canal.

     

    4.    Members suggested that developing an economic model which revealed the benefits of the Canal to the local area may provide an argument for Borough and Districts to invest in the Canal.

     

    5.    On behalf of the Committee, the Chairman thanked the District and Borough Councils that had made their full contributions.

     

    6.    The Chairman thanked, on behalf of the Committee, the Honorary Treasurer and Canal Manager for their excellent budget management during 2012/2013.

     

    Resolved:

     

    That the figures for the current final outturn for 2012/2013 be approved by the Committee.

     

    Actions/further information to be provided:

     

    None.

     

    Committee Next Steps:

     

    None.

23/13

BASINGSTOKE CANAL FINANCE REPORT - SMALL BODIES ANNUAL RETURN pdf icon PDF 22 KB

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    Additional documents:

    Minutes:

    Declarations of interest:

     

    None.

     

    Officers:

     

    Jane Lovett, Honorary Treasurer, Basingstoke Canal Authority.

     

    Key points raised during the discussion:

     

    1.    The Honorary Treasurer explained it was required for the Annual Governance Statement for 2012/2013 and the Accounting Statement for 2012/2013 to be approved by the Committee and signed by the Chairman on behalf of the Committee.

     

    2.    The Committee approved the Annual Return for the Basingstoke Canal Joint Management Committee.

     

    Resolved:

     

    1.    That the Annual Governance Statement for the Basingstoke Canal Joint Management Committee for 2012/2013 be approved.

     

    2.    That the Accounting Statement for the Basingstoke Canal Joint Management Committee for 2012/2013 be approved.

     

    Recommendations:

     

    1.    That the Honorary Treasurer to ensure the Annual Return is submitted for Audit.

     

    Actions/further information to be provided:

     

    None.

     

    Committee Next Steps:

     

    None.

     

24/13

CANAL MANAGER'S REPORT pdf icon PDF 27 KB

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    Minutes:

    Declarations of interest:

     

    None.

     

    Officers:

     

    Fiona Shipp, Canal Manager, Basingstoke Canal Authority.

     

    Key points raised during the discussion:

     

    1.    The Canal Manager provided an update on the work undertaken by the Basingstoke Canal Authority along the Basingstoke Canal. Navigation had opened along the Canal on 22 April 2013 and had been popular with a number of visiting boats.

     

    2.    The new navigation charges had been introduced and brought the Basingstoke Canal in line with local canals. There had been some feedback from the public, including a request for payments to be completed through direct debits and for bookings to be completed online. These requests were being looked at by the Canal Authority and Hampshire County Council, and it was hoped they would be implemented in the future. In addition, the Canal Authority was looking at buying in an online booking system for camping bookings.

     

    3.    The Committee was informed that the debt recovery protocol had been revised. This would put the Canal Authority in a better position to ensure all payments were received.

     

    4.    A brief had been written and sent out to three companies for the design of all new signs which would provide a ‘house-style’ for the Basingstoke Canal. Locations for the signs would be decided by the Canal Manager once quotes had been received from three companies. It was agreed that new signage would need to be done in stages and sponsorship could be sought to fund the project.

     

    5.    The Committee discussed canal furniture and the need for a consistent design of benches and bins along the canal. Locations for furniture would be considered when deciding on locations of signs.

     

    6.    Some Members of the Committee expressed concern regarding the navigable hours of the canal and the effect on local businesses. They felt the hours were detrimental to business, due to the suggested start date for holidays being unpopular with holidaymakers. The Committee confirmed the hours were agreed to ensure the canal would be open to the public in line with the funding available. The hours would be reviewed and business interests would be consulted future.

     

    7.    Further funding for the canal options have been considered, including funding from the Heritage Lottery Fund. A member of staff at Hampshire has been seconded to focus on the funding bid two days a week.

     

    8.    The Chairman, on behalf of the Committee, thanked the Canal Manager for her work in ensuring the canal is open to the public.

     

    Recommendations:

     

    None.

     

    Actions/further information to be provided:

     

    1.    That the Canal Manager to provide the Committee with proposals for new signage.

     

    2.    The Canal Manger to note the concerns raised by business interests concerning the navigation hours, and will arrange with the two Countryside client officers to discuss concerns with affected businesses.

     

    Committee Next Steps:

     

    The Committee to look at signage proposals at the next meeting of the JMC in October 2013.

     

25/13

MYTCHETT CANAL CENTRE DEVELOPMENT UPDATE pdf icon PDF 111 KB

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    Minutes:

    Declarations of interest:

     

    None.

     

    Officers:

     

    James Taylor, Senior Countryside Management Officer, Surrey County Council

     

    Key points raised during the discussion:

     

    1.    A report was tabled at the meeting for Members to view and is attached to the minutes of this meeting.

     

    2.    The Committee was provided with an update on the proposed Mytchett Canal Centre redevelopment following the consultation completed by Colliers International. The Committee was informed a detailed feasibility study would now be completed on options 3a, 5 and 5a as stated in the report. The feasibility study would enable Members to assess which option is the most appropriate for the site.

     

    3.    Members raised concerns that the development of an amenities block would not be fast tracked for the Canoe Club to use. Officers confirmed an amenities block would be part of the redevelopment of the site; however it was necessary to ensure public money was being spent appropriately and efficiently. The Chairman confirmed she had spoken to the Canoe Club and they were aware of the situation.

     

    4.    Officers confirmed they would look at grant funding opportunities for the redevelopment once the feasibility studies had been completed, and any plan would consider temporary arrangements for the Basingstoke Canal Authority and other current Canal Centre occupiers.

     

    Recommendations:

     

    None.

     

    Actions/further information to be provided:

     

    Officers to provide an update on the redevelopment plan for the Mytchett Canal Centre site once the feasibility studies have been completed.

     

    Committee Next Steps:

     

    The Committee to consider options for the Mytchett Canal Centre site.

     

26/13

BASINGSTOKE CANAL SOCIETY UPDATE pdf icon PDF 334 KB

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    Minutes:

    Declarations of interest:

     

    None.

     

    Officers:

     

    Martin Leech, Basingstoke Canal Society.

     

    Key points raised during the discussion:

     

    1.    This item was tabled at the meeting of the Basingstoke Canal JMC as an information item only. A copy of the report is attached to the minutes of this meeting.

     

    2.    The Basingstoke Canal Society provided an update of the progress of volunteer work parties which had completed 130 work days and the arrival of a new trip boat, John Pinkerton II, which was formally named on 2 June 2013.

     

    3.    The Canal Society expressed their desire for a working group to be created to discuss the construction of visitor centres along the canal which would provide information and facilities. Officers confirmed that visitor facilities would be retained at the Mytchett site.

     

    Recommendations:

     

    None.

     

    Actions/further information to be provided:

     

    None.

     

    Committee Next Steps:

     

    None.

     

27/13

DOGMERSFIELD LANDSLIP UPDATE

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    Minutes:

    Declarations of interest:

     

    None.

     

    Officers:

     

    Phil Allen, Countryside Service, Hampshire County Council.

     

    Key points raised during the discussion:

     

    1.    The Committee was provided with a presentation on the situation at the Dogmersfield landslip which was first noticed on Monday 25 March 2013 by a local lengthsman. Warning signs were put up in the area and officers visited to evaluate the situation. It was quickly established that large amounts of earth were falling into the canal quickly. The Committee was informed the slip is 50 metres in length, 10 metres deep and contains around 4,000 tonnes of material.

     

    2.    To slow the speed of movement there has been an extensive tree felling programme along the slip and movement continues to be monitored. It was felt that the towpath would not be reopened to the public in the near future due to the dangers of the land continuing to move.

     

    3.    Engineers had been to the site to drill boreholes, the results of this drilling would help to inform the next steps to be taken, while officers have spoken to the neighbouring landowner to discuss ways to ensure work to the towpath can be undertaken swiftly. It was stated a solution was unlikely to be available before November 2013, with work onsite to begin in Spring 2014.

     

    4.    Officers suggested the canal will be reopened soon for boats to travel single file along the slip at 1m/ph with canal posts restricting the passage.

     

    5.    Some Members expressed concern this would affect business and queried whether assistance would be provided for them to change location along the canal. Officers confirmed assistance that they would be pleased to discuss how assistance could be facilitated.

     

    6.    Members of the Committee and officers assured Committee Members that they were doing all they can to resolve the issue, though a final solution would take time.

     

    7.    The Chairman and Vice-Chairman, on behalf of the Committee, thanked officers for reacting quickly and efficiently when the landslip with occurred, and their continued work on stabilising the situation.

     

    Recommendations:

     

    None.

     

    Actions/further information to be provided:

     

    To continue to monitor the situation at the Dogmersfield landslip.

     

    Committee Next Steps:

     

    None.

28/13

DATES OF FUTURE MEETINGS

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    Future meetings of the Basingstoke Canal Joint Management Committee will take place on the following dates:

     

    Thursday 10 October 2013

    Thursday 27 February 2014

    Thursday 5 June 2014

     

    These meetings will take place at the Mytchett Canal Centre, Mytchett Place Road, Mytchett, Surrey, GU16 6DD, and will begin at 10.05am.

    Minutes:

    The following future meeting dates were noted by the Committee.

     

    Thursday 10 October 2013

    Thursday 27 February 2014

    Thursday 5 June 2014