Agenda item

A Risk Register is maintained highlighting that the key risks relate to the partnership ceasing to function properly through partners withdrawing funding, or if the BCA fail to inspect critical infrastructure correctly. The annual review has highlighted a significant increase in risk especially surrounding funding levels.

Officers:

James Taylor, Strategic Manager – Basingstoke Canal

Key points raised during the discussion:

1. Officers introduced the report and highlighted that the Risk Register was considered by the JMC annually at each November meeting. Members noted:

a.    That three risks had got worse or had become more likely in the past 12 months

b.    That the risk associated with culvert inspections (BCA53) was now a red risk and that the cost of the inspection was three times higher compared to 10 years ago.

c.     That a risk associated with the recruitment and retention of staff had declined.

d.    That the risk associated with earthworks remained a red risk.

e.    That a key area of risk which had increased was surrounding Reservoir Safety due to increased standards by the Environmental Agency.

f.      Two risks related to staff had moved in the right direction.

2. The Chairman highlighted that the highest risk related to funding.
3. A Member of the JMC highlighted an issue related to bridges. The Strategic Manager informed Members that the majority of bridges were not managed by the County Councils as part of the Canal and therefore issues related to bridges were not included within the Risk Register. The Strategic Manager however highlighted that there was a duty of care under the Occupiers’ Liability Act to the public using the Canal.
4. In regard to Risk BCA 54, a Member stated that COVID-19 was a declining risk and therefore should be reduced within the Risk Register. The Strategic Manager stated that the risk had declined due to the vaccination programme, increased number of staff, and reduced legal restrictions.
5. A representative from Rushmoor Borough Council stated that they needed to cut funding to the Basingstoke Canal for 2023/24 due to the need to create a balanced budget. The Member state that they did not intend for the funding to be cut permanently. The following comments were made:
   1. The Chairman noted that, under the Memorandum of Agreement, a year’s notice was required to amend agreed funding allocations. Following discussion, it was noted that a letter was sent to the wrong addressee and therefore was not sent to the Canal Authority to provide notification of the change.
   2. The Chairman asked that a letter be sent to the Leader of Rushmoor Borough Council to highlight the year’s notice requirement, to confirm that no letter of notification had been received, and to ask the Leader to reconsider the decision to withdraw funding.
   3. A Member suggested that a letter be sent to all chief executive officers of council’s that provide funding to the Canal to remind of the requirement to provide a year’s notice.
   4. A Member suggested that council’s have their voting rights removed from the Basingstoke Canal Joint Management Committee in the event of funding withdrawal.
   5. The representative from Rushmoor Borough Council stated that he would bring back comments to his council’s leadership.
   6. An officer highlighted the responsibility for council’s to provide open spaces to local residents. In response, the representative from Rushmoor Borough Council provide detail on the open spaces already provided by the council.
   7. The Chairman suggested that a face-to-face meeting be organised with the relevant executive Member, Leader and lead officer at Rushmore Borough Council. This suggestion was later superseded by A6/22 within Minute 1922.
   8. A Member urged Rushmoor Borough Council to reconsider their decision.
   9. A Member suggested that boating charges were increased in areas of reduced funding by councils. Following discussion, another Member suggested the introduction of carparking charges in areas of reduced funding by councils.
   10. The representative from Rushmoor Borough Council said that there was a possibility of providing reduced funding instead of cutting funding altogether. The representative reiterated the need to produce a balanced budget at Rushmoor Borough Council.

Actions/ further information to be provided:

That a letter be sent to the Leader of Rushmoor Borough Council to highlight the year’s notice requirement, to confirm that no letter of notification had been received, and to ask the Leader to reconsider the decision to withdraw funding.

Recommendations:

The JMC noted the annual revision to the Risk Register.