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Terms of reference for Port Welfare Committees
INTRODUCTION
For more than fifty years the Board has administered Port Welfare Committees (PWCs) throughout the United Kingdom adhering to a principle subsequently laid down in International Labour Organisation (ILO) Convention 163.
The Board recognises the unique strengths of the various organisations subscribing to the PWCs and the great value of their local knowledge and understanding of seafarers' needs. In addition to providing a formal meeting forum, membership of a committee provides an opportunity to meet and better understand the work of others involved with maritime welfare in that area. This can be invaluable at times of crisis, or even when dealing with day-to-day problems.
The Committees, and through these the Board, are pleased to welcome, as members, those who have a contribution to make to the welfare of seafarers.
OBJECTIVES
Each Committee should encourage and co-ordinate the efforts of its members to provide welfare support and facilities for active and retired seafarers within its area.
MEMBERSHIP
Membership is drawn from organisations that contribute to the welfare of merchant seafarers, deep-sea fishermen and their dependants within the area covered by the local Committee. Members include representatives of the ship owners (frequently the shipping agents), crewing agencies, ship managers, seafarers' organisations (maritime trade unions), voluntary societies (charities), port authorities, port health, local government (including police authorities) and any other interested bodies. Membership is not provided to private individuals although they may be invited to attend meetings when appropriate.
MEETINGS
Frequency of Meetings
Committees are encouraged to meet at regular intervals, normally not less than twice and not more than four times per annum. One of those meetings will be an Annual General Meeting at which confirmation of, or changes to the membership are recorded. At the AGM both the Chairman and Vice-Chairman are elected or re-elected.
Location of Meetings
Meetings are generally hosted by Committee members and held at venues connected with the welfare of seafarers within their area. This enables committee members to familiarise themselves with the work of colleagues.
Quorum
A quorum consists of not less than three members representing three separate organisations. Notwithstanding the Chairman shall have the right to decide whether the numbers attending are sufficient to allow a meeting to be effective.
Absence
Members are asked to notify the Port Welfare Administrator, giving as much notice as possible, if they are unable to attend or send alternative representation.
Secretariat
The Board will provide the Secretariat for all committees from among its staff. This will normally, but not exclusively, be the remit of the Port Welfare Administrator whose duties include the preparation and distribution of agendas, the recording and distribution of minutes and liaison with members.
APPOINTMENT OF CHAIRMAN AND VICE-CHAIRMAN
The Committee(s), from among the members, nominates and elects the Chairman and Vice-Chairman. Since the formation of the Board, representatives of shipowners or seafarers organisations have normally held these offices although it is recognised that, in some circumstances, this may not always be practicable.
DUTIES OF PORT WELFARE COMMITTEES
The prime objective is to endeavour to ensure that both the serving (including those from overseas) and retired seafarers (and/or their dependants) are receiving the highest levels of welfare within the resources available. In undertaking this objective the committee should examine the needs of seafarers taking into account any relevant issues within the locality of their area and keep in mind that that duplication of effort is often wasteful.
Capital Grant Applications (see appendix attached)
All nautical charities making grants to organisations welcome, and indeed may require, the views of the local Port Welfare Committee on proposals for the opening, closing or major refurbishment of any seafarers' facility within the area and for the provision of additional or replacement vehicles. The recommendations and/or comments of the committees will be forwarded to the appropriate potential grant funder/s. Additionally the committees should monitor the progress of any application and subsequent work until completion.
Member organisations are encouraged to raise, at an early time, any proposal for seeking a capital grant from a nautical charity either within their reports, or as separate agenda items. They should also make every attempt to attend any PWC meeting at which their application will be discussed in order that they can answer any questions or note suggestions.
Certificates of Need
The Committees will be asked to endorse new applications for Certificates of Need within Scotland and Northern Ireland as required under statute by the MCA, which is the organisation responsible for their issue. Additionally, at each AGM, they will be asked to endorse the renewal of existing Certificates. Endorsements should take into account that the facility is for the sole use of seafarers and their guests, which is a statute condition. The Certificates enable seafarers clubs etc. to be granted a Seamen's Canteen Licence from their local licensing authority, which cannot normally be opposed other than on the grounds of Health and Safety or the unsuitability of a licensee.
Member Organisations Reports to the Committee
Organisations are particularly encouraged to draw to the attention of the PWC, ideally by submitting a written report in advance, any issues that they consider may have local, national or international significance. Such reports will be attached to the Agenda in order that other members may consider and/or make recommendations. In the absence of a written report members shall be encouraged to verbally report matters of interest.
GENERAL
All Chairmen or Vice-Chairmen are invited to attend, or nominate another member of their committee to attend the annual meetings of the Nautical Charities and PWC Representatives, normally held on the same day as the MNWB AGM. The Board will cover reasonable travel costs for one representative from each PWC to attend the meeting if no alternative funding can be found. This must be agreed with the Chief Executive or PWC Administrator in advance of the meeting.
MNWB Annual Objectives
All Committees will be invited to comment annually on the proposed Objectives of the Board for the subsequent two years and to pass on, via the Administrator, any comments.
ACKNOWLEDGEMENT
The Board recognises the valuable work of the Port Welfare Committee members, which is essential to the provision of proper welfare services to seafarers and their families in and around the ports of the United Kingdom. In particular, it is grateful to the members who willingly give of their time to the achievement of these aims.
Endorsed by Council of Management 10th July 2002.
Appendix
MERCHANT NAVY WELFARE BOARD
CAPITAL GRANT APPLICATIONS
PORT WELFARE COMMITTEE GUIDELINES
INTRODUCTION
Port Welfare Committees (PWCs) are encouraged to discuss proposed capital grant applications within their areas before they are submitted to any of the nautical charities making grants to organisations. The purpose of an open discussion, among PWC members, is to seek their views about the local implications of any capital project. The rationale is to ensure that needs of seafarers are being effectively met. Such deliberations should take into account all relevant issues within the area, recognising that duplication of effort is often wasteful.
APPLICATIONS
Proposed applications relevant for discussion by the PWCs are those involving capital grants. The Board encourages both national organisations and those based locally to become PWC members and to inform and advise the Committees of future proposals.
These include applications to any one, or more, of the following nautical charities; - ITF Seafarers Trust (via UK Affiliates), Seafarers UK, Liverpool Sailors’ Home Trust, Merchant Navy Welfare Board, Seamen’s Hospital Society, Trinity House
APPLICANTS
All members of the PWCs submitting an application for a grant for capital project, start up costs or an evaluation study involving a local project are requested to forward details to the Port Welfare Administrator on the: -Merchant Navy Welfare Board - Port Welfare Committee - Capital Grant Application Details Application.Click
here to view in detail
PWC COMMENTS
It is important to understand the various charities, making grants to organisations, set different deadlines and consequently 'Grant Applications' will be raised on the Agenda of each PWC meeting. The applicant should endeavour to attend the meeting at which their application is to be raised and be prepared to supply any further details and answer any general queries.
The PWC members are asked to consider:
- Whether the proposal will benefit visiting seafarers and/or those domiciled in that area.
- Whether there may already be sufficient existing alternative welfare coverage either by the applicant or from another source.
- If the application were unsuccessful whether the local seafarers' needs would be seriously and adversely affected.
- Whether there are any alternative suggestions or recommendations.
- Whether the members can make any suggestions to improve the project outlined within the application.
MINI BUSES
Any organisation seeking a grant towards an additional or replacement minibus is asked to advise the committee of the age of any current vehicle, its mileage and any outstanding major repairs. Consideration should also be given as to whether the new, or existing transport, within that area can be shared with other seafarers' charities.
UPDATES
Members who are awaiting a response to an application, have received an offer of a grant from one of the appropriate charities, or have commenced work are asked to provide progress reports to their PWC meetings until the project has been completed.
CONCLUSION
The PWCs are not empowered either to approve or veto any capital grant application. The ultimate decision must always lie with the charity, or charities, to which an application has been made. Nevertheless the charities making grants to organisations recognise the unique value of local knowledge and comments and will always take these into account as part of their decision making process.