ࡱ> #` u9bjbj r0hhhhh$d5d5d5P5d6I@8@8@8@8@8999FIHIHIHIHIHIHIYJhLHI=e9"9==HIhh@8@8%]I@@@=h8@8@8FI@=FI@@@@848 `tJ>Md5>@AtsI0I@AM>fAM@AM@H9_:@:|u;999HIHI,@^999I====+22hhhhhh]I Meet Your Navy 2008 Project Group PROJECT ISSUES LOG 27 Nov 07 1. This log is used to record the details of MYN 08 project issues and track their resolution. Any member of the Project Group can raise an issue through the MYN PM who will maintain the log. It will also form the record of debate/actions from meetings of the MYN PG. 2. The issues log will be examined at each PG meeting where New and Open projects will be reviewed and progressed. Projects are Closed when they no longer need to be reviewed at the meetings. 3. The Status of a project will be shown as Open and once closed will be removed to an archive PIL. The status of Open projects will be further highlighted as Green, Amber or Red: a. Red - Work on this issue (or aspects of it) has yet to commence or it places project completion seriously at risk. b. Amber This issue places completion of this project (or aspects of it) under threat. c. Green This issue is progressing satisfactorily and raises no significant threats to project completion on time. 4. MYN 08 Project Group meeting Standing Agenda: a. Introduction. b. Review PIL. c. Emerging issues. d. Risk Register. e. AOB. f. DONM.  18 Oct 07MYN 08 opening times to the publicIdentify a time and assess the consequences. Under what circumstances would we wish to remain open late into the evening? This info is required for PCC traffic assessment. 29 Oct 07 open at 1000 close at 1800 last tickets/entry at 1600 11 Dec 07 - 28 Oct 07Augmentee requirementsAll Team Managers to identify requirement iaw criteria. 29 Oct 07 first tranche submitted to DNR. PHDL to provide requirement also. 27 Nov 07 raised to red due to uncertainty over numbers. Flight holdover personnel being pursued. 11 Dec 07 no updateAll Team Managers/dtbc3All Team Managers/29 Oct 0748 Oct 07Commercial relationship with PHDLIdentify best way to capture commercial relationship to be adopted between NBC(P) and PHDL for MYN 08 to be decided prior to any involvement with an Event Co. The Contract is to facilitate an equal involvement in the dealings with any Event Co. 27 Nov 07 this relationship requires sign up by the end of this week otherwise this will be raised to NBC. This is in the risk register. 11 Dec 07 Meeting for Event Company held. Contract signature hoped prior to leave.YG/MS YG/MS58 Oct 07JV SponsorshipOutline the scope of MYN 08 to Susan Harris/Sam Brown in order to begin sponsorship negotiations. 29 Oct 07 JV firm interest in being lead sponsor 27 Nov 07 draft proposal to NBC. To be discussed today. 11 Dec 07 meeting to be held 11 Dec 07 to pitch JV sponsorship offer. Requesting an update on intention prior to Xmas leave. MYN08 PM/ 12 Oct 0768 Oct 07Comfort areasBench style seating areas to be provided in appropriate locations provide picnicking, refreshment, rest area. 29 Oct 07 evacuation routes from comfort areas. 11 Dec 07 need to identify these areas so that catering proposals can be made and to tie in with zones.78 Oct 07Charity donationsRN charity(s) to be identified for any profits to be donated to. Identify early for advertising purposes. 10% profit to go to Rowans Hospice 29 Oct 07 RNBT as main charity tbc, Rowans Hospice ass above. It should be noted that the PVHP area a charity and will be supporting on-water activity. 27 Nov 07 no update 11 Dec 07 Possibly Help for Heroes. Cdr Aiken to seek confirmation from NBC as to which charities will be donated to. Now needed asap for marketing purposes.MYNO899 Oct 07Media launchIs there an alternative RN VIP required in the absence of 1SL? 29 Oct 07 -CVS to be approached to confirm use as a platform whilst alongside in PNB or at London Boatshow. TB discussed at marketing meeting. 27 Nov 07 11 Dec 07 Mon 11 Feb 08 in Portsmouth. Marketing meeting 11 Dec to firm up plans for this launch in order to inform 1SL. Need to decide if a celeb will also be used.MYNO/15 Oct 071011 Oct 07Advertising materialAll external/internal advertising (inc tickets/programmes) to include security/safety requirements. 1111 Oct 07Incident training and security briefing1215 Oct 07Risk assessment of Hard and crowd/stewarding planThis is required for PCC. A form will be provided by PCC to complete. 29 Oct 07 Next meeting to be held 22 Nov 07. 27 Nov 07 Meeting to be held between PCC and us and local residents early New Year. 11 Dec 07 Event Company to be used for advice. Form required for risk assessment from PCC. Cdr Aiken to obtain.1329 Oct 07FinanceHow much cash is available for cash flow and to be recovered o/c? When is this cash available and is it available as a lump sum? What is the procedure to release this cash? 29 Oct 07 Budget required prior to release to Paul Dolton. Take financial spreadsheets to Marketing mtg to facilitate PHDL in adding estimates 27 Nov 07 no update 11 Dec 07 RCA form sign off to be hastened by Shelia Stringer as will delay contract signature with PHDL if not obtained. A Joint Management Team will be formed with PHDL, MOD and FSL representation in order to approve expenses and pay invoices etc. This is laid out in the contract. Financial spreadsheets will be managed by Shelia Stringer. A budget needs to be set for each area MYN PM to discuss with PHDL.1429 Oct 07Designating 29 Oct 07 What is the status of the ship visit ie; formal, informal. MYNO to discuss with NBC. Implication on costs to be recovered and charges to ship. Paul Dolton to clarify. 27 Nov 07 all ships (either RN or foreign) are to be treated as formal and therefore no charge. The costs should still be captured as there may be a cost to NBC for out of hours etc. Is this formal from the ship perspective as it effects entertainment budget. This needs to be investigated. 11 Dec 07 Cdr Aiken to investigate, with NBC, and report back prior to leave. This now an urgent issue so that costs can be calculated and approval to invite ships at nil cost is gained and documented. It was noted that any formal designator would only affect foreign ships and not RN ships as their visit would not carry a designator. MYNO1529 Oct 07Number and location of entries and exits29 Oct 07 - Identify this. Victory gate for public entrance/exit. Unicorn gate for coach drop off/pick up. 11 Dec 07 Emergency vehicle access via Unicorn Gate as normal. Teams should be prepared to open gates to the public earlier than advertised in order to ease congestion. Figures used for planning purposes to be a min of 15,000 per day with a max capacity of approx 50-60,000 per day. 1629 Oct 07Medical29 Oct 07 advice suggests that an outside company may be required. In the absence of Medical poc, the HSE document is to be used to assess the requirement. Gary Brennan to discuss. 27 Nov 07 comments received from Gary Brennan which have been added to the SOR. States that St Johns should support the RN medical cover element. It should be noted that St John is not the only company. As the MOD is maintining overall control of H & S, we should contract a company to take this role. 11 Dec 07 no update1729 Oct 07Command and Control29 Oct 07 - Use of the Ops room to be confirmed and detailed. OP Order to detail this. 11 Dec 07 no updateMYNO to lead on construction of Op Order1829 Oct 07OP Order29 Oct 07 -To be written by MYNO. Cost and resource requirements to begin to be captured. 11 Dec 07 no updateMYNO1929 Oct 07Restrictions to ship facilities29 Oct 07 Site plan and OP Order to define the facilities and arrangements available. 11 Dec 07 no updateMYNO/BSM2029 Oct 07Clearance and use of 1 Basin and 2 Basin29 Oct 07 Is there a need to remove 2 x MCMVs? BSM to discuss with NBC. Easiest option is to leave as they are. What is the requirement for 1 Basin (MYNO?) Work on using 1 Basin clarify how. 27 Nov 07 Hunts can be moved however dependent on what we would wish to use 1 Basin for. Preferred option is to leave Hunts in place although noted that would be preferable to use the Basin for something as it is in a key location. 11 Dec 07 confirmation of removal of ships berthed in 1 Basin also required or if retained, an alternative use to be identified. NBC expressed a concern over dormant ships berthed in 2 Basin noted that as long as they are sufficiently decorated(!) they could remain.BSM MYNO2129 Oct 07Site safety and risk assessment27 Nov 07 If possible this will be conducted pre Christmas with findings in Jan. This will also capture the disabled access issues. 11 Dec 07 - draft copy of the health and safety plan as written by CNBSO is now held on the n drive under site management plan.CNBSO2229 Oct 07Air and harbour display29 Oct 07 local notice to mariners required up to few weeks prior. Liaison required between DQHM and CFP. Therefore timings required. 11 Dec 07 no updateMYNO/DQHM2329 Oct 07Site layout27 Nov 07 this needs to start to be considered. The next Project Team meeting to discuss in detail. All Team Mangers to consider this. 1 arena proposed by North Corner with the Victory arena also. 11 Dec 07 It was identified that there is an urgent need to form a meeting of all those that will be affected by the Event (FSL, MOD, FTE, etc) to establish the impact of use of areas, access, working hours, time off. Cdr Aiken to take for action.2429 Oct 07Traders facilities29 Oct 07 established in SOR 11 Dec 07 -2529 Oct 07Insurance/Licences29 Oct 07 What insurance and what level is required? Linked to this is the type of licences required. There are a number of issues with regards to how this will be covered due to the relationship between PHDL, DE and also liability and cancellation of business insurance. Existing insurance in PHDL to be established. 27 Nov 07 depends on commercial relationship with PHDL however proposal from DE is to licence the Property Trust who in turn will licence PHDL for the extended area. 100 plus VAT for licence preparation fee. No cost for the licence. A footprint and a copy of the contract is required in order to draft the licence. Costs to extend the area will need to be captured by the Event. This goes for insurance also. 11 Dec 07 Kathy Bury to investigate insurance and licences req to cover entire NYN site. Public liability req for MOD activity. Site plan and layout with deiscrptions of all activities to be identified prior to insurance consultationYG/SH/PD/PHDL2629 Oct 07Informing PNB users and Unions of disruption issues29 Oct 07 these issues will need to be documented in order that all users can be informed of them. Linda Gibbs to be approached to discuss. 27 Nov 07 Ann Coe and David Owen identified as poc. 11 Dec 07 -MYNO2729 Oct 07Identification of incremental costs29 Oct contingency to be identified. 27 Nov 07 these are non WSMI2 costs which need to be identified. 11 Dec 07 -2829 Oct 07Displaced car parking29 Oct 07 plan to cover displaced parking plan for all cars displaced due to site closure 27 Nov 07 this links to serial 26 and should be considered at this point. 11 Dec 07 -BSyO2929 Oct 07DDA (Disability Discrimination Act)11 Dec 07 Restricted access issues need to be understood, what are the limitations of the site? do we want to open a ship for disables access? Does the cost outweigh the benefit? A statement may be required in early advertising material of what the constraints are.3027 Nov 07Park and ride27 Nov 07 11 Dec 07 Hilsea a park and train option. Alexandra Park as a park and ride option. Further discussion needed on who will operate the sites, ie MOD or other company. 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