Contact: Tony Clatworthy, tel 01489 576387

email: [email protected]

1. Summary

1.1 This report summarises the activities and events on the river from 8 December 2004. Any incidents taking place after this report is distributed will be reported verbally.

2. Corporate Strategy

2.1 The report supports Aims 1 to 5 of the Corporate Strategy (Maximising Life Opportunities, Stewardship of the Environment, Achieving Economic Prosperity, Building Strong and Safe Communities, and Improving Services) by contributing to the statutory duties entailed in the management of the River Hamble.

3. Report

3.1 The river has been patrolled daily during daylight hours (0700 to 1830 from September) by the duty staff.

4. Incidents

4.1 Two incidents of theft were reported during December 2004. Two winches were stolen from a boat in The Elephant Boatyard and a boat trailer was stolen from Hamble Point Marina.

4.2 On 1 January at 1400 hours, following various radio messages and telephone calls, the Harbour Patrol responded to an emergency call from an RIB broken down in Southampton Water. The RIB, with five persons on board, was drifting without power and required assistance. As Hamble Rescue was not operational the patrol attended and found the RIB hard against the floating oil boom extended from the north side of the Esso Terminal Jetty. The RIB was pinned onto the boom and was being violently smashed against it by the choppy sea. It was also raining and the winds were at gale force. The boat was recovered to Warsash Jetty and met by the Coastguard team. The rescue of the RIB by the Harbour Patrol led to a post-incident review and an investigation of the qualifications of

those taking part in the operation. It was found that the vessel used was stable and suitable for the task, and that those taking part in the rescue did have the necessary qualifications and experience to safely carry out such an operation.

4.3 On 6 January a walker reported a deposit of a sponge-like substance and granules along the shoreline at Warsash and Hillhead. The sample collected had an extremely strong odour which was very similar to that of an epoxy substance. The discovery was immediately reported to the Environment Agency, and following further investigation the deposit was confirmed as being an epoxy resin. Responsibility for cleaning the beaches falls within the Hampshire County Council Coastal Oil and Chemical Pollution Plan (Fareham Borough Council and County Council Emergency Planning). The Coastguard was informed and advised and updated on developments. The lack of wading birds normally to be seen feeding on the foreshore was noted.

4.4 At 0400 hours on Friday 7 January an oil spill was reported by Southampton Harbour Master from a vessel alongside at Fawley Terminal. It was reported that, during a transfer operation of the ballast tanks to storage ashore, a hose connection became faulty. The faulty connection allegedly allowed an estimated 50 gallons of heavily-contaminated water to spill into Southampton Water. A thin film of fuel oil, contaminated water entered the river and reached the area of the Harbour Master's Jetty at Warsash by about 0930 hours. The ebb tide removed the contamination before causing the Authority any problems. No deposits were seen to be made on the banks or shoreline of the river.

4.5 On 8 January gale force winds overnight caused a number of moored boats to break their mooring lines and unfurl headsails. These were corrected by the patrol that morning. Three boats bow or stern lines chaffed/parted and four boats required attention to poorly set springs and mooring warps. A total of eight and a half man hours was involved. No damage was reported. The use of poor quality or heavily worn warps was noted. One vessel was totally reliant on a very worn link in a chain that it is estimated was more than 70% worn through and should have been changed at least 18 months earlier. Two boats that were moored together had lost both stern lines, and if they had not been attended and warps replaced, there was danger of them both coming adrift and very likely causing damage to other vessels before ending up on a mud bank.

4.6 On 13 January a vessel moored on U14-U15 was broken into through the main hatch and various items of equipment were reported as stolen.

4.7 On 11 February, owing to damage to a pile and a pile guide at the fuel barge at Port Hamble, an emergency management programme was put into action. The plan investigated the safety of the fuel barge and the urgency of any repairs required, along with a planned response should any pollution be caused. Working with MDL and Walcon the fuel barge was quickly declared safe and normal operations continued.

4.8 On 12 February Hamble River Sailing Club reported a dinghy was out of control and departing the river with one male aboard. The dinghy was found on the beach at Hook. The helmsman had been unable to fully control the boat and had landed on the shore. The helmsman was brought back into the river by Hamble Lifeboat and the dinghy recovered at a later date.

4.9 On 14 February the 38 foot catamaran Safari Blue was found adrift and resting on the Ferry Hard at Warsash. The patrol recovered the boat and the mooring buoy and chain to Warsash Jetty and contacted the owner through the Warsash Sailing Club. The damage to the moorings was attributed to a rogue anchor found laying across the mooring ground chain. The riser had been worn away by the action of the tide forcing it against the fluke and wearing it away.

4.10 On 17 February red paint/red anti-foul was observed laying under the drain outlet of Lobster Quay. A film of red paint was distributed across the mud to the low-water mark, forming pools on the way. Various wading birds were seen feeding and standing in the substance. Lobster Quay is the property of Warsash Sailing Club. An officer from the Environment Agency, who was visiting the Harbour Authority, observed the spill and proceeded to take action against the Club. The Harbour Master also wrote to the Club, warning of its duties to the River Hamble Bye-Laws (number 30). The Environment Agency pointed out the Club's responsibilities to other legislation, such as the Environmental Protection Act 1990, Integrated Pollution Control, Waste and Contaminated Land `The Duty Of Care', Waste Framework Directive, Hazardous Waste Directive, Water Resources Act 1991, Ground Water Regulations 1998, Bathing Water Directive, Biocide Directive and the Habitats Directive (Environmental Protection Act). To help overcome these problems in the future and to have an up-to-date reference, the Environment Agency, Royal Yachting Association (RYA) and the British Marine Federation have produced an Environmental Code of Practice, listing the relevant legislation and the advice. The Code is available from the RYA.

4.11 The Warsash Sailing Club has reacted to this incident in a very positive manner by writing to all members explaining the problem and requesting them to take this matter extremely seriously. All members are to ensure that they comply at all times to the regulations and bye-laws. The Sailing Club has also had the drains professionally cleaned. The Commodore of the Club is to be thanked for acting so swiftly and dealing with the matter in such a positive way.

5. Port Marine Safety Code Audit

5.1 On 26 January 2005 Marine Enforcement Limited completed the six monthly audit of the Port Marine Safety Code and the Harbour Authority's Safety Management Scheme. The Audit Report and the Harbour Master's Action Plan are attached to this report as Appendices 1 and 2.

6. New Procedures - Port Marine Safety Code

6.1 Following a near miss between a large motor vessel and sailing dinghies preparing to start a race at the Warsash Sailing Club start line, a new operational procedure has been written and is attached as Appendix 3. This problem was also identified at the Port Marine Safety Code Audit. The Harbour Master confirms that all assistance will be given to the sailing clubs to enable safe dinghy racing to continue in and from the river. Discussions with Warsash Sailing Club and the Harbour Master are underway, regarding possible procedures to be introduced to help manage the identified risks. The risks will be managed and reduced to as Low As Reasonably Possible (ALARP).

7. Speeding Vessels After Hours

7.1 On a number of occasion vessels have been reported speeding after the patrols have finished for the night. Speeds of 20 and 30 knots have been reported causing a disturbance to moored vessels and also being a danger to other craft and themselves. A number of other incidents have also taken place between the time of patrols ceasing and midnight. This danger/risk was identified by the Harbour Master from reports received from river users, patrol staff and was also the subject of a report during the Port Marine Safety Code Audit.

7.2 A roster for the coming summer season has now been completed which allows patrols to continue until midnight on most nights of the week. Agreement to implement this roster has been arrived at as a result of the flexibility and goodwill of the staff and without further negotiations having to take place to alter current contracts. Again the dedication of the staff has proved its worth and their full cooperation should be noted in taking this action to overcoming a difficult situation. During the summer season patrols will be available from 6.00 am until midnight, which will undoubtedly be to the benefit of all river users.

8. Speeding Vessels

8.1 A number of vessels have been observed speeding but the Harbour Authority has been unable to prosecute owing to a lack of evidence. To overcome the problem the authority is in the process of purchasing a radar speed gun. This will be used primarily for education, but will provide valuable additional evidence in the event of a prosecution.

8.2 Patrols will be able to show skippers exactly how fast they were going, if required, use the evidence in a court of law to prosecute the skipper. The Chichester Harbour Conservancy successfully prosecuted eight speeding vessels with the aid of a radar gun last season. Advice from other enforcement agencies has confirmed that the radar gun will be a very good asset and will help towards successful prosecutions.

9. Disposal of Out of Date Flares

9.1 Owing to new regulations concerning the storage and transportation of flares, the MCA and the Military have ceased to collect flares for disposal. This has led to a number of problems which are very likely to increase in the future. Currently on the river flares are collected at the point of sale and at three marinas. This arrangement works 60% of the time but falls down when flares are discovered on the sale of a boat ,or the run-out date is different from purchase time. There are a number of reasons why flares become available for disposal and are not handed in at the point of sale. Flares have been turning up in waste bins and evidence of incorrect disposal has been found, which could be dangerous.

9.2 The storage of flares requires a firearms certificate under Section 5 and a trading standards certificate. Transportation of flares comes under another section of the Transport Act which will become increasing complex once European legislation comes into effect. The storage of flares ready for disposal can be overcome by utilising a storage container specifically designed by McMurdo, which has been given a standard certificate and therefore does not require a firearms licence and also falls within the health and safety rules, thus overcoming the necessity for a trading standards certificate.

9.3 To help overcome the lack of safe collection points for out-of-date flares on the eastern bank of the harbour, the Harbour Authority will establish a collection point at the Harbour Office at Warsash using a safe container. Other yards and marinas will also be taking part in the same scheme which will bring down the transport and collection costs. Other collection points will be Hamble Point Marina, Port Hamble, Mercury Marina, Deacons, Moody's, Stone Pier Yard and the Harbour Office. The arrangements at Universal Marina have yet to be confirmed. Stone Pier Yard will also be approached to help towards the cost of the collection point at the Harbour Office. Aladdin's Cave chandleries will continue with the exchange programme in the five shops on the river but may have to alter arrangements owing to the cost of transport. The user might have to pay to have flares taken away in future depending on how the industry approaches the problem. There is no legislation to make the user pay for disposal at the point of purchase so the industry must remain competitive with those who are not willing to support a disposal scheme.

10. Closed Circuit Television (CCTV)

10.1 The CCTV system is now operating from all three locations returning pictures back to the Harbour Authority which are capable of being recorded. The system has been undergoing operational trials by all members of staff who have been gaining experience of how to operate and make use of its full potential. The system has been used to alert duty personnel to a number of incidents involving vessels. Duty personnel have been able to track vessels by using the CCTV, locating the mooring or destination of the vessel, enabling the skipper to be spoken to by the Harbour Authority Staff at a later date. Speeding vessels have been identified and intercepted as have vessels causing a wash. The CCTV system has been an aid to safety during operations involving the control of vessel traffic and giving instruction to large commercial craft such as dredging barges and tugs with loads under tow in confined channels.

10.2 A copy of the draft Operating Instructions are attached to this report as Appendix 4. The operating instructions have not yet been finalised and will be the subject of amendments during the coming sailing season.

10.3 Even though the CCTV system is working and supplying pictures from the three sites, a number of small technical and equipment failures have occurred during the handover and commissioning of the system. Therefore until these small glitches have been finalised the final payment of £15,000 to the company supplying the system has been withheld.

Recommendation

That this report be noted.

9255/TC

APPENDIX 1

31^st January 2005

Mr A Clatworthy

Harbour Master

River Hamble Harbour Authority

Shore Road

Warsash

Southampton SO31 9FR

Dear Sir

PORT MARINE SAFETY CODE COMPLIANCE AUDIT 26.01.05

The Port Marine Safety Code requires that the Designated Person audits the Harbour Authority's compliance with the Code and provides independent assurance to the duty holder. We report accordingly and ask that this report be presented to the Executive Members Advisory Group.

We enclose a Certificate of Compliance confirming compliance with the Code subject to the contents of this report. This should be filed in Volume 4 of the Safety Management System. We also enclose a notated Audit Report Form.

1. OBSERVATIONS:

1.1 Responsibilities between River Hamble Harbour Authority and Crown Estates:

In our last compliance audit the respective responsibilities between the River Hamble Harbour Authority and Crown Estates was reported as a non-conformity. It is recognized that negotiations are continuing.

1.2 CCTV Cameras:

Apart from a technical problem with the camera at Bursledon Bend the system is operational. Signs have been posted and a Notice to River Users issued. It is hoped the system will prove an effective management tool as well as a deterrent. It is noted that operating procedures are yet to be completed (RHHA/S01/005) although a Code of Practice has been adopted.

1.3 Notices to River Users:

We note that cancelled Notices are available on the Harbour Authority's website. We recommend that Notices that are no longer valid are removed from the site.

1.4 Safety Briefings and Meetings with Staff:

We are impressed with the team spirit and positive attitude adopted by all staff. The management style is open and ideas and suggestions from all staff are encouraged. Regular meetings are held. The completion of non-conformity and incidents reports is encouraged.

The Harbour Master was absent on the day of the audit but his staff were both able and comfortable to act in his absence. The minutes of the safety meetings will be sighted at the next audit.

1.5 Emergency Drills:

An incident that involved assisting a RIB in Southampton Water on 01/01/05 doubled as a drill. The response sheet identified all of the issues which arose from this incident and they have been actioned. The response to this incident is a reflection of the professional manner in which the staff approach their duties and their willingness to assist all mariners together with assisting the official rescue services when appropriate.

Whilst evaluating real incidents is always helpful we urge caution if such incidents are to substitute for drills. Pre-planned drills remain an important aspect of the Safety Management System.

At the next audit it is suggested that the auditor initiates an emergency drill.

It is noted that on 21/01/05 a helicopter was involved in an exercise as part of Southampton Institute's Open Day. As this pre-arranged exercise was conducted within the jurisdiction of the River Hamble Harbour Authority prior notice should have been given (it appears not to have been). Whilst the entrance of the River was quiet on this day it makes it no less important that the Harbour Authority is aware of what is planned to take place in the River to enable it to react and plan accordingly.

1.6 Warsash Sailing Club (WSC) Starting Line:

WSC have historically started races from a start line that stretches across the entrance of the River from the end of their pier to the Millennium pontoons. As the River has become busier, (albeit most starts are at quiet times e.g. Wednesday evenings) there is some concern whether it is appropriate to start a sailing race where the start line straddles the main channel of a busy River.

The Harbour Master has, quite rightly, initiated a procedure that includes the attendance of patrol boats during the starts and this should significantly reduce the risk of collisions and near misses.

However we raise the following for further consideration:-

The Harbour Authority may wish to consult WSC about the location of the start line. However, it could be anticipated that WSC would resist suggestions to move the start line away from the main channel. With this in mind it must be recognized that the Port Marine Safety Code does not require that risks (in this case of collision) are negated but that precautions are put in place so that the risks are managed to be as low as reasonably practical. The Harbour Authority's role is not to unduly restrict activity on the River. It must balance its responsibility to manage safety with the practical needs of its stakeholders. Accordingly, we make the following suggestions which coupled with the new procedures should be sufficient to demonstrate that the Harbour Authority has managed the risk as required by the Port Marine Safety Code.

· The start line should be confirmed to extend only as far as the Millennium pontoons and not across the channel that runs to the West of the Millennium pontoons;

· Participating dinghies awaiting the start of the races should keep away from the entrance and keep out of the channel that runs to the West of the Millennium pontoons;

· The channel to the West of the Millennium pontoons should be kept clear for vessels transiting the River and the Harbour Authority patrol boats should assist in this regard;

· A Notice to River Users should be promulgated explaining the arrangements.

Vessels transiting the entrance of the River at the time races begin will have two options:-

· Wait until the races have started and the entrance is clear;

· Use the channel to the West of the Millennium pontoons with caution.

These options should be included in the Notices to River Users which may need some thoughtful wording.

1.7 Speeding:

In our audit report dated 15 July 2002 we stated:

"Without doubt the single biggest risk to safety in the River Hamble remains excessive speed and wash generation"

This statement still applies and there continues to be numerous reports of vessels operating at high speed, especially at night. We suggest that it is now time to consider an anti-speeding campaign and we raise the following for further consideration:-

a) A general anti-speeding campaign should be launched at the beginning of the season and publicized by a Local Notice to River Users and Press Releases.

b) The River should be patrolled until midnight (there is currently an increase in speeding after the present patrols finish at 22.00 hrs.) We understand this is in hand.

c) Consideration should be given to obtaining a hand held radar speed gun.

· Because of tide considerations evidence for use in Court from a radar speed gun may be troublesome although prosecutions would not depend solely on such evidence (see below);

· A visible presence of a speed gun will slow vessels (this has been the case in Cowes), regardless of its use as providing evidence. Speed cameras and guns deter speeding;

· Information from a speed gun can be persuasive when interviewing an alleged offender;

d) A concentrated weekend blitz:-

■ high visibility patrols with cameras (video and still);

■ high visibility use of a speed gun;

■ use and publicity of CCTV;

■ the issuing of official warnings for minor infringements (say 6 to 15 knots);

■ prosecutions for breach of Harbour Master Direction 1 for serious offences (say above 15 knots)

■ the prosecution of "speeders" caught during a blitz could be dealt with as a "job lot" thus keeping costs to a minimum;

■ the Marine Unit of Hampshire Constabulary should be invited to assist as police presence will aid in obtaining bona fide names and addresses of offenders;

■ evidence of speeding should not rely on speed gun evidence alone. Photographic evidence and witness statements must support the use of a speed gun;

■ local recent examples of fines and costs imposed on "speeders" indicate the deterrent effect of such a campaign would be worthwhile.

Fine Costs*

Cowes £250 £2,000

Hamble £120 £2,000

Southampton £350 £1,246

* includes other offences.

e) The Harbour Authority needs to maintain a balance between fulfilling its responsibilities (to enforce local legislation) and not being perceived as over zealous, unfair prosecutors who are raising money by fining those caught speeding. The Press Release associated with an anti-speeding campaign will need careful thought and management if the good reputation of the Harbour Authority and of its staff is not to suffer.

f) It is our view that if speeding on the River is to be curbed the Harbour Authority must adopt a pro-active role and the worst offenders swiftly and cost effectively brought before the Magistrates' Courts.

2. NON-CONFORMITIES:

2.1 Records of Routine River Patrols in the Upper River:

Whilst River patrols above Bursledon Bridge are conducted on an ad hoc basis no formal record is made of when the patrol was conducted. Whilst it is understood that a patrol of the upper reaches of the River is light and tide dependant and would take some time we urge that the Harbour Authority should patrol all areas of its jurisdiction at appropriate frequency and also to keep formal records.

We recommend that the patrol boat daily log sheet is adjusted to enable the patrol officer to indicate the extent of his patrol. Further, there should be a procedure devised to ensure all areas within the Harbour Authority's jurisdiction are regularly patrolled. The upper reaches may only need patrolling once a week or so but we leave this to the Harbour Master.

Date for rectification: immediate.

2.2 Salvage Pump:

To be regularly and routinely tested. Records to be kept.

Date for rectification: immediate.

3. CONCLUSION:

The role of the Designated Person is to provide independent assurance to the Harbour Authority that the Safety Management System is working effectively. We can, subject to the comments detailed in this report, confirm this is the case. We also confirm that we have had direct access to the highest level of the Harbour Authority.

Yours faithfully

Mark G Capon

Managing Partner

Enc:

APPENDIX 2

Port Marine Safety Code Compliance Audit

26 January 2005-02-15

Action Plan from Points Raised

APPENDIX 3

OPERATIONAL PROCEDURE

10 Dinghy Sailing in the Area of Warsash and the Entrance to the River Hamble

10.1 Introduction

The River Hamble is one of the busiest leisure harbours in the UK and the volume of traffic is steadily increasing each year. The type of craft using the facilities in the Hamble are also changing, the trend being an increase towards the larger motor vessel.

The practice of sailing and racing dinghies in this area is well established and occurs on a weekly basis with as many as 20 to 30 dinghies forming up to start a race. Because of this well-established practice sailing clubs believe that they have priority within that area to continue this practice regardless of any consequences. On occasions this brings some River users into confrontation with dinghy sailors.

The Code of Practice, that all yacht clubs have signed, has identified all the risks and put in place procedures to manage those risks. The organisers of the various events are therefore responsible for ensuring they manage the associated risks.

10.2 Actions By Duty Harbour Master

· The Harbour Authority has taken note of various complaints and near misses during the start of the summer season. To help overcome the possibility of any further incidents the Duty Harbour Master will position a patrol craft up and downstream of the starts. The reasoning behind this is to warn transiting vessels or dinghies of any oncoming dangers. If possible re-direct traffic into the secondary channel on the western side and away from the boats forming up at the start line.

· Notes should also be made on the daily report log sheet of the actions of the yacht club safety boats and how effective they are in protecting the dinghy crews and reacting to various situations.

· All patrol staff are to give as much help and assistance as they can to the dinghy fleet to ensure that the River remains as safe as possible.

· Reports of any incidents between vessel traffic and the dinghy fleet should be recorded on an Incident Report Form to ensure it comes to the notice of the Harbour Master and the Port Marine Safety Code Audit Team. Any photographs of incidents or near misses should be attached.

Please note that The Code of Practice for Racing in the River covers all the risks associated with the above. The yacht clubs should be conforming to that Code and therefore managing those risks.

APPENDIX 4

CCTV RIVER HAMBLE HARBOUR AUTHORITY

OPERATING PROCEDURES

INTRODUCTION

The CCTV system will always be operated within the CCTV Code of Practice which has been written to conform to the Hampshire County Council Code of Practice for operating CCTV systems closely following the guidelines set out by the Home Office.

The operating instruction will be subject to an annual review following the second six monthly audit of the PMSC.

OBJECTIVES OF THE CCTV SCHEME

To enable the Harbour Master to carry out his statutory duties.

To promote maritime safety.

To help manage vessel traffic.

To assist in managing the River Hamble.

To increase safety to those operating in small boats.

To protect the Harbour Authority's buildings and assets.

To support the Police in a bid to deter and detect crime.

To assist in identifying, apprehending and prosecuting offenders.

To increase personal safety and reduce the fear of crime.

To protect members of the public and private property.

DATA PROTECTION

Only Harbour Authority employed staff may operate or view the system. Other people may view the system but must first be registered in the CCTV visitors' viewing book. The River Hamble Harbour Authority will treat the system and all information, documents and recordings obtained and used as data protected by the Act. Such information will be locked in the CCTV file draw.

Cameras will not be focused onto private homes, gardens and other areas of private property. Unless an immediate response to events is required, staff must not direct cameras at an individual, their property or a specific group of individuals, without an authorisation being obtained using the County Council's forms for Directed Surveillance to take place, as set out in the Regulation of Investigatory Power Act 2000.

Materials or knowledge secured as a result of CCTV will not be used for any commercial purpose. CDs will only be released to the media for use in the investigation of a specific crime and with the written authority of the police.

OPERATIONS ROOM ACCESS

The Scheme will be administered and managed by the Harbour Master in accordance with the principles and objectives expressed in the code.

The day-to-day management will be the responsibility of the Harbour Master.

The Operations Room will only be staffed by the Harbour Master's staff.

The Duty Harbour Master will check and confirm the efficiency of the system daily and in particular that the equipment is properly recording and that cameras are functional.

Access to the CCTV Operations Room will be strictly limited to the Harbour Master's staff while the screen is active. Should the operations room be unattended the screen will be switched off but allowing the recording system to operate in the background.

Unless an immediate response to events is required, staff in the Operations Room must not direct cameras at an individual or a specific group of individuals, without having signed an Authorisation Form, according to the requirements of the Regulation of Investigatory Powers Act 2000. These corporate forms are available for downloading at http://www.hants.gov.uk/TC/members/ripa/forms.html and must be used whenever Directed Covert Surveillance or use of a Covert Human Intelligence Source is planned or being considered as part of a surveillance operation.

Visitors and other contractors wishing to enter the Operations Room while the screen is active will be subject to particular arrangement as outlined below.

The system may generate a certain amount of interest. It is vital that operations are managed with the minimum of disruption. Casual visits will not be permitted.

Visitors must first obtain permission from the Harbour Master and must be accompanied by a member of his staff throughout the visit.

Separate arrangements may be made for organised parties.

Any visit may be immediately curtailed if prevailing operational requirements make this necessary.

Out of hours emergency maintenance may arise. In these circumstances the staff must be satisfied of the identity and purpose of the contractor before allowing entry.

A visitors' book will be maintained in the Operations Room. Full details of visitors including time/data of entry and exit will be recorded for visits made while the screen is active.

Other administrative functions will include maintaining compact discs, filing and maintaining occurrence and system maintenance logs.

LIAISON

Liaison meetings will be held with the Police and all bodies involved in the support of the system.

MONITORING PROCEDURES

Camera surveillance will be maintained at all times.

A monitor is installed in the Operations Room to which pictures will be continuously recorded from all three cameras.

When the operations room is being used for other reasons than CCTV monitoring or is empty the screen may be switched off.

If the room is not manned the system should be switched to "tour" and the screen switched off. In that mode each camera will visit each site and record the tour.

If covert surveillance is planned or has taken place copies of the Authorisation Forms, including any Review, or Cancellation must be returned to the Corporate Monitoring Officer, Hampshire County Council, Chief Executive's Department, Elizabeth II Court, The Castle, Winchester, Hants. SO23 8UJ.

The corporate policy and procedures can be downloaded from

http://www.hants.gov.uk/TC/members/ripa/index.html

COMPACT DISC (CD) PROCEDURES

In order to maintain and preserve the integrity of the CDs and the facility to use them in any future proceedings, the following procedures for their use and retention must be strictly adhered to:

(i) Each CD must be identified by a unique mark.

(ii) Before using each CD must be cleaned of any previous recording.

(iii) The operator shall register the date and time of CD insert, including CD reference.

(iv) The date and time of the ejection of the CD from the recorder must be registered.

(v) A CD required for evidential purposes must be sealed, witnessed, signed by the operator, dated and stored in a separate, secure, evidence CD store. If a CD is not copied for the police before it is sealed, a copy may be made at a later date providing that it is then resealed, witnessed, signed by the operator, dated and returned to the evidence CD store.

(vi) If the CD is archived the reference must be noted.

(vii) CDs will be changed at all times to be specified for each shift. Accurate records of CDs' use will be kept.

(viii) CDs will be retained for 28 days from the date of recording. The recording will then be erased and the CD reused. No CD will be used for more than 12 cycles. The CD will then be erased prior to disposal.

(ix) CDs will be disposed of by special certificated collection for incineration.

CDs may be viewed by the Police, authorised officers of the Harbour Authority for supervisory purposes, authorised demonstration and training.

A record will be maintained of the release of CDs to the Police or other authorised applicants. A register will be available for this purpose.

Viewing of CDs by the police must be recorded in writing on the approved form.

Should a CD be required as evidence a copy may be released to the Police under the procedures described in paragraph 26 (v) of this Code. CDs will only be released to the Police on the clear understanding that the CD remains the property of the Harbour Authority, and both the CD and information contained on it are to be treated in accordance with this code. The Authority also retains the right to refuse permission for the Police to pass to any other person the CD or any part of the information contained thereon. On occasions when a Court requires the release of an original CD this will be produced from the secure evidence CD store, complete in its sealed bag.

The police may require the Authority to retain the store CDs for possible use as evidence in the future. Such CDs will be properly indexed and properly and securely stored until they are needed by the police.

Applications received from outside bodies to view or release CDs will be referred to the Harbour Master. In these circumstances CDs will normally be released where satisfactory documentary evidence is produced showing that they are required for legal proceedings or in response to a Court Order. A fee will be charged in such circumstances.

Performance monitoring, including random operating checks will be carried out by the Harbour.

DAILY OPERATING PROCEDURES

All members of staff who operate the CCTV system must fully understand and follow the Hampshire County Council Code of Practice for CCTV Systems.

The system will be checked by the on coming Duty Harbour Master as being serviceable and all three cameras are fully functioning.

The cameras will be set up for normal surveillance to locations A5, B3 and C2 or C3. Cameras will be left recording in those positions during normal working. If the Operations Room is not manned the system may be left in the "tour" mode.

The CCTV system will be ready for immediate use as an aid during any situation or incident.

At the end of each shift the cameras should be positioned as per paragraph 37.