­

Minutes of a meeting of Directors held on Thursday 12th September 2019 

in McArthur`s Store Dunbar 

 

Present

Alasdair Swan (Chair); Paul Ingram;  John Band; Barry Fisher; Kenny Maule; Yvonne Wemyss 

Apologies

Steven Anderson; ; Alison Fisher; Robin Hamilton; Eric Robertson; 

Quentin Dimmer (Harbourmaster)

Item

 

Action

1 Minutes of the previous meeting

The minutes of the meeting held on 8th August 2019 were approved and will be posted on the website.

 

2 Matters Arising

  • The leaflet on harbour dangers will be carried forward to the next meeting

 

ER

3 Port Marine Safety Code

 

Incident Log Review

  • There were no incidents recorded on the incident log.
  • The process for recording accidents/incidents and near misses was discussed. The current process is not well understood and the relevant extract from the Safety Management System will be circulated for further consideration at the next meeting.
  • The critical requirement is that the bare facts (without comment or judgment) be recorded and communicated to members of the board for further analysis and review.
  • At the moment we are recording very few incidents involving personal injury or damage to boats, perhaps because there are none at the harbour, or possibly because we are not recording them properly.
  • The swamping of the incident log with incidents of swimming was discussed. The harbourmaster’s suggestion that there be a log of criminal incidents will allow him to record the number of days, the volume of children and the location, without him having to analyse the root cause and preventative measures.
  • The results of an inspection of the harbour, identifying such matters as inadequate mooring ropes, should be treated separately from safety incidents.
  • Movement under the bridge without proper supervision of what may be coming out of Victoria Harbour into the Broadhaven is a hazard that merits risk assessment.
  • It was agreed that all incidents should be considered at Board Meetings against the relevant risk assessment to consider whether the probability, severity and control measures have been correctly identified.
  • It was noted that a father had three children in the Broadhaven this week-end. When told not to swim into Victoria Harbour he brought his children back to the slipway only to turn round and swim back to the Victoria Harbour when he was not being supervised. The problem lies with the parents every bit as much as with the children.

Risk Assessment Review

  • The risk posed by mooring failures was discussed. This is not high with the commercial fleet as the fishermen are highly experienced with their moorings. However the probability of mooring failures among the leisure craft is high (although perhaps not as high as the current rating of 8) because of the variability of the quality of moorings and the experience of the leisure craft owners.
  • The grounding on debris in the harbour was considered to be a low probability although the harbour dries out with every tide and there is frequently debris to be seen on the harbour floor. This evaluation was challenged and the probability is indeed greatly reduced by the control measure of regular inspections by the harbourmaster.

PMSC Audit Review

  • Dunbar remains compliant with the Port Marine Safety Code.
  • The controls in each risk assessment will be listed separately with fuller explanations.
  • Incident reports must prompt a review of the risk assessment.
  • Visiting boats approaching Dunbar must be instructed to stay out if there is any doubt about the depth at the harbour entrance or swell conditions.

 

 

 

 

 

 

AS

 

QD

 

 

 

 

 

QD

 

 

 

QD

 

PI

 

 

PI

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PI

 

 

QD

4  Finance Report

  • There was a surplus of £6,467 in the month.
  • Landings were well down on the bumper August 2018 level but are still just higher than last year on a year-to-date basis.
  • The donations reflect another highly successful Sparkling Dunbar Harbour Festival and the monies raised have enabled the Trust to purchase a marquee for this and future events.
  • The professional fees of £1,200 were for CAD drawings for the Maggie project produced for the Trust by Blueprint.
  • The total debtors have been reduced from the end July level of  £20k but there are still a few customers with long overdue debts.
  • The policy on traders at the harbour will be further reviewed and amended before it is published. Yvonne has kindly agreed to take on the communication to the traders and the associated administration, working with Avril Anderson on invoicing to retailers.
  • The pricing of trading pitches will follow the policy. All other prices will go up by 3% for 2020/21. There was further discussion about the prices for hardstanding and it was noted that there is no current problem fitting the boats onto the available land. It might be necessary to increase the hardstanding costs if the demand for hardstanding exceeds the number of available spaces. The draft tariff will be tabled at the next meeting for final ratification.
  • The draft statutory accounts have been circulated. There are certain passages to be drafted before the accounts can be signed off at our next meeting. There was a discussion as to whether the Thelma Band Fund was a designated or restricted fund. It has been designated for future Harbour Festivals and may well be used to further improve the high quality of the acts and more appropriately reward those performers who do turn up for the Harbour Festival. It will only be used for other purposes at the suggestion and with the prior approval of John Band and Yvonne Wemyss. It is currently not envisaged that it will be used for anything other than future Harbour Festivals. These funds will be more fully reported on in the monthly management accounts once the statutory accounts are signed off.

 

 

 

 

 

 

 

 

 

 

 

 

 

YW

 

 

 

 

 

 

 

AS

 

 

 

 

 

 

 

JB/YW

 

 

AS

5 Harbour Management Committee

  • There has been no DHMC meeting this month
  • It was suggested that speed signs approaching the bridge should replace the previous suggestion of speed bumps. Discuss with DHMC for final ratification at the next meeting.
  • The yellow markings are mainly needed for the RNLI. The meeting felt it was a cost for the RNLI to bear and they will be written to accordingly.
  • The parking spaces need to be re-lined. It is not clear why the RNLI need more than one space for their vehicle and it would be desirable to mark out the disabled space so that it complies with current standards,

 

 

 

ER

 

 

AS

6 Projects

Maggie

  • working through Planning conditions
  • Building Warrant submitted
  • setting out programme of works with Kevin Thomson, archaeologist and C+G Developments for site start next month.

Harbour Bridge

  • The other 4 internal bearings  on lifting bridge were inspected by AGT last week but we do not know outcome yet
  • Still awaiting quotes from contractors for more substantial work on bridge.They have all been out and inspected bridge in operation
  • The two yearly condition report on harbour walls is in draft and we should have it shortly

CCTV

  • Paul Ingram was congratulated on all of his hard work in putting together a successful FLAG grant application. 80% of the allowable costs will be grant funded, leaving the Trust with less than £5,000 to find from its own funds.
  • Appreciation was given to the Dunbar Sailing Club and Barry Buglass for their help with this project.
  • The ELC Planning Department require a map of the harbour marked in blue and various members of the Board offered to see whether they could help Paul to obtain such a thing
  • CCTV signs will need to be posted around the harbour

 

 

7  Harbour Improvement Plan

  • Collection box – some excellent ideas have come forward and will be considered next month once they have been costed. Consideration was given to the different target groups – the general visiting public; launchings; and campervans.
  • Drainage outside the cold store – still work-in-progress

 

 

ER

 

RH

8  Friends of Dunbar Battery

  • August was a very successful re music events.
  • There are a few gigs in September; 1650, Pix in the Stix, Harbour Dogs
  • It was agreed that the lights would come on again when the clocks change

 

 

 

SA

9  Other Harbour Events

  • Yvonne was congratulated on a hugely successful Sparkling Dunbar Harbour Festival.
  • She in turn thanked all who had helped and supported the event.
  • The main lesson learned from this year’s experience was that the teams need to be divided into those who will erect the marquees and those who will take them down. It is too long a day for the same team to do both and this year there was an army at the start of the event and a platoon to put everything away.
  • It was noted that Forth Wild had an excellent service offering on the day but the site location was not clear as there was no advertisement board.
  • Rhona Bell is organising a Dogs at Harbour Day event at the Battery and it was noted that a proper risk assessment needs to be completed as we have not had a pet event like this before at the location

 

 

 

 

YW

10 AOCB

  • It was noted that Sanderling  (the late Gordon Tait’s boat) has been bought locally and will be staying in Dunbar Harbour.
  • The Chair needs to follow up with the Harbourmaster where we are with the Junior B
  • A laser may prove useful so that we can complete a hydrographic survey of the harbour. It was suggested that Dave Johnstone may be able to help us  by providing this equipment.
  • The interpretation panel on Diving went missing but was found outside the Harbourmaster’s office. It is now glued back into position.
  • Shona in the Lifeboat Shop is plague by visitors asking her where the toilers are. There were no immediate answers as to how the Trust could provide directions to the Swimming Pool in a meaningful way.
  • Kenny was congratulated on the Dunbar Harbour Newsletter which is greatly appreciated. In October and November he has asked that contributions and photographs should be sent to him

 

 

 

AS

 

PI

 

 

 

 

 

 

 

All

 

11 Date of next meeting – Thursday 10th of October.

 

­