The minutes of the previous meetings were
approved as true and accurate records of the previous two meetings
of the committee.
13/16
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
made.
14/16
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 [Thursday 27
October].
2. The
deadline for public questions is seven days before the
meeting[Wednesday 26 October].
3. The
deadline for petitions was 14 days before the meeting, and no
petitions have been received.
Purpose of the report: To
brief Members on the financial position of the Basingstoke Canal
Authority
Minutes:
Officers:
Jane Lovett, Honourary Treasurer, Hampshire County Council.
James Taylor, Strategic Manager, Basingstoke Canal
Authority
Declarations of interest:
None
Key
points of the discussion:
Officers highlighted that the financial situation
for 2016/17 was predicted to be better than budgeted, highlighting
that the Basingstoke Canal Authority (BCA) had contributed
£3,230 into its reserves rather than the £10,000 draw
included in the budget mainly as a result of increased income. It
was highlighted that the BCA had performed financially well over
the last financial year so far.
Officers pointed out that the 2017/18 draft budget
BCA was aiming to create a robust future budget for the upcoming
financial year, with a primary focus on creating a balanced budget
sheet. This was highlighted as the key priority for the BCA to
mitigate unforseen future risks. It was noted that the BCA had a
positive outlook for the next financial year.
Officers pointed out that canal maintenance funding
was lower than was calculated in the maintenance plan. This had the
potential to cause issues, however maintaining a balanced budget
was the key concern for the BCA at the present juncture. Members
questioned whether the reduced maintenance budget would have a
significant long term negative impact upon the canal. The Strategic
Manager of the Basingstoke Canal highlighted that this would be a
risk if the maintenance budget was low over a sustained period. The
Honorary Treasurer made the point that there was one-off expenditure of £50,000 in the
2017/18 budget so therefore this was not necessarily an on-going
position
The Chairman of the Committee noted that
implications of the future governance model of the BCA would have
unforeseen on the future budget situation. It was noted that these
changes would have an unknown impact until details of the
prospective changes had emerged.
Officers noted that the primary expenditure for the
BCA Capital Works projects were the Dogmersfield landslip and
Barley Mow development in Hampshire.
Members commented that the increased revenue from
income generation, particularly sales income, was a positive
development for the BCA. It was noted that the fees and charges
policy had been updated to be more robust going forward into
2017/18 and that and the recommendations in relation to charging
for essential carers were accepted by Members.
Members had questions regarding the financial
implications on the budget going forward regarding the lower
financial contributions from Surrey Heath and Runnymede Borough
Councils and whether this could be rectified. It was also
questioned whether the Memorandum of Agreement could be amended to
link voting rights on the committee and budget
contributions.
8.Members questioned whether there was sufficient
funding for adequate dredging works in future. Officers responded
that the BCA was waiting for a response from surveyors in order to
commence with works, but that there was funding available going
forward for some key dredging works.
9.Members raised a question about the Rive Ditch
(Woking) Culvert project, requesting information as to whether the
project increased flooding risks. Officers highlighted that the
replacement culvert was ...
view the full minutes text for item 15/16
Purpose of the
report:The Basingstoke Canal Authority
report detailing works and events relating to the Canal to
September 2016.
Minutes:
Officers:
James Taylor, Strategic Manager, Basingstoke Canal
Fiona Shipp, Canal Manager Lisa
Creaye-Griffin,Countryside Group Manager
Declarations of interest:
None
Key
points of the discussion:
Officers highlighted that there were several key
winter projects for the BCA, highlighting the inception of the five
year rolling programme of foliage reduction was being conducted as
a key priority.
Officers informed Members that the BCA had
undertaken its routine tree surgery and that a three year tree
inspection was due in 2017.
Officers noted that there were a high number of
insurance claims regarding boats on the canal damaging lock gates.
It was noted that this was unusual, but that the BCA had no causal
link available as to why this was the case.
Officers highlighted that capital improvement works
and seepage prevention at Ash Embankment which had been
successful.
Officers highlighted that depth surveys had been
undertaken across the waterway and that the results were expected
imminently.
It was also noted work was being undertaken to
assess Swan “Cutting.” Members queried whether work was
being undertaken with the Basingstoke Canal Society (BCS) and
whether officers were planning to organise a meeting with the BCS
regarding this issue. Officers responded affirmatively stating that
they would work closely with the BCS to outline options regarding
Swan “Cutting,” before the next meeting of the Joint
Management Committee. It was pointed out that options for
redevelopment would be likely to exceed £350,000, however, it
was noted that work would be a long term solution.
It was also noted that work on Wilks Water Culvert
had been indefinitely paused due to an underestimation of costs by
contractors.
It was noted that the Dogmersfield landslip work
would result in a 20 week closure of the waterway between December
2016 and April 2017. Officers noted that this was a tight time
schedule.
Officers highlighted the closure of the Barley Mow
car park as a result of anti-social behaviour. Officers stressed
that the BCA apologised if this had caused disruption to local
residents, however, it was highlighted that all other possible
options had been looked into and the temporary closure method was
taken as a last resort to prevent risk to public and
personnel.
It was noted that the Deepcut locks were closed for
two weeks in September 2016 as a result of low water
levels.
It was highlighted by Members that there were some
Japanese Knotweed issues of significance at Deepcut Barracks site
adjacent to the Canal property, where soil removal was proposed.,
Officers pointed out that this was not an option on the Canal and
treatment of Knotweed with the stem injection of herbicide was the
only effective method available, but that it took a significant
amount of time to take full effect.
Actions/Further information to be provided
That options regarding Swan “Cutting” be
further explored by Hampshire County Council officers and
BCS.
Officers highlighted the three functions of the plan
– as a work programme, repository for operational procedures,
and the method of calculating the Key Results Indicators to be
reported to this committee. Members questioned why the operational
procedures all related to navigation when the vast majority of
visitors were on foot or cycle. Officers noted that policies and
procedures were only adopted as and when the need arose, it was
also noted that HCC and SCC policies were already available for
non-waterway specific management.
Officers noted that the mechanism for calculating
the Key Results Indicators (KRI) from a range of individual Key
Performance Indicators (KPI) was contained in the plan. The KRIs
would be presented and reviewed at the next meeting of the
committee, based on achievement for 2016/17.
Officers highlighted that the BCA had set its own
realistic, but challenging, targets for the first year. Members
questioned the robustness of self-setting targets. It was
highlighted that this was an initial pilot and that the committee
were welcomed to challenge targets as part of their review at the
next meeting of the committee.
Resolved:
The Committee approved the adoption of the
Operational Plan.
Actions/
Further information to be provided
The Committee requested that a review of the
progress of the BCA based on its KRIs be brought to the committee
at its next regular meeting
Purpose of
the report:To inform the Joint
Management Committee of the key risks associated to the Basingstoke
Canal Authority Canal Partnership after annual review and to ensure
risks are mitigated as far as possible.
Officers:
James Taylor, Strategic Manager, Basingstoke Canal
Fiona Shipp, Canal Manager Lisa
Creaye-Griffin, Countryside Group Manager, Surrey County
Council
Jo Heath, Head of Countryside, Hampshire County
Council
Declarations of interest:
None
Key
points of the discussion:
Officers explained the risk register to Members,
noting the key risk to funding as part of the comprehensive
spending review. This was highlighted as a primary risk to the
service, while also noting several other increasing risks to the
service.
Members questioned the implications of the risk
regarding the delay to site redevelopment, and requested that BCA
begin work on implementing plans regarding redevelopment to
mitigate this. The Head of Countryside, Surrey County Council,
highlighted that site redevelopment discussions were in progress,
however, that the possible changes in governance arrangements had
delayed the process due to uncertainty regarding future
arrangements. The Chairman noted that additional funding and
investments during the possible change in governance arrangements
would be a significant challenge to achieve.
Resolved:
The Committee noted the risks in the plan and the
works underway within the BCA and local authorities to mitigate
these.
Purpose of the report: To
update the Committee on the work of the Basingstoke Canal
Society.
Minutes:
Witnesses:
Philip Riley, Chairman of the Basingstoke Canal Society
Martin Leech, Vice Chairman of the Basingstoke Canal Society
James Taylor, Strategic Manager, Basingstoke Canal
Declarations of interest:
None
Key
points of the discussion:
The Chairman of the BCS noted the positive reception
of the work undertaken by the BCS during the period June 2016 to
November 2016, highlighting the refurbishment of the Woking
disposal facility and the Woking Canal Festival, as positive events
for residents.
The Chairman of the BCS noted that there was a
potential issue regarding vegetation with the bank between the
towpath and canal. It was noted that the BCS wished to ensure that
the vegetation was kept at an acceptable level for residents to see
the canal sufficiently. It was noted that the BCS approved of the
work undertaken by the BCA with regard to this.
Members questioned whether riparian land owners had
responsibility to provide funding to the BCA in response to works
undertaken that could disrupt the canal function. Officers noted
that there was in place the Community Infrastructure Levy (CIL),
but that funding from this would go to the local planning
authority. While it was the case in some authorities that this
funding would be transferred to the BCA, this was not the case in
all. Members questioned whether the Committee Members could query
this with their respective local authorities to amend this policy,
highlighting the idea of creating a “corridor” of
riparian land owners around the canal which would be liable to
provide CIL funding to the BCA.
Purpose of the
report:To introduce the Forward Work
Programme and Recommendations and Actions Tracker and the Committee
is asked to review, providing comment as necessary.