WITHAM FOURTH DISTRICT INTERNAL DRAINAGE BOARD
MINUTES

of the proceedings of the Board at a Meeting held at the Board's Offices, 47 Norfolk Street, Boston on
Wednesday 11 December 2013

-------
Present:J.E. Grant Esq. (Chairman)
Messrs:
J. A. Allen
P. Bedford
B. Bowles
C. Brothertoft
C. Crunkhorn
H. C. Drake
R. Hall-Jones
C. Hardy
A. Harrison
R. F. Leggott
F. Pickett
P. Richardson
D. Richmond
A. Saul
Mrs M. Dennis
Agenda3/13: Item no. 4
Apologies for non-attendance were received from:
Messrs:
R. Harvey
K. Smith
T. W. Roberts
Mrs J Harrison
J. W. Ward
Mrs M. Wright
Agenda 3/13: Item 1.
1.
ELECTION OF VICE-CHAIRMAN
Following R. Hall-Jones’ decision to step down it was
UNANIMOUSLY RESOLVED
that Peter Richardson (proposed by C. Hardy and seconded by
H. Drake) be elected Vice-Chairman until the next Triennial
Elections fall due.
The Chairman thanked R. Hall-Jones for his work as Vice Chairman and said together, they had
been a good team.
Agenda 3/13: Item 2
2.
CHAIRMAN'S ANNOUNCEMENTS
2.1
T. Roberts
The Chairman informed Members that their colleague Tom Roberts was in hospital recovering
from a heart attack and asked the Chief Executive to pass on the Board’s best wishes to Tom.
2.2
2.2.1
Tidal Surge Flooding – 5th December 2013
Engineering Manager’s report
The Chairman had asked the Engineering Manager to prepare a report in respect to the Tidal
Surge Event which had happen after the preparation of the meeting reports.
The Engineering Manager went through his report (attached to the minutes) and provided
members with a slide presentation showing photographs of the impact of the surge event on
coastal defences. In particular he highlighted the following issues:
i)
ii)
iii)
The breach at Friskney, affecting reclaimed land although not the Board’s responsibility could
have been quickly remedied with a cut being made to the pumping station outfall creek at
Wrangle. Frontagers to ascertain from Natural England what works are permitted in times of
emergencies.
The slackers from the Jubilee enclosure are shut but if opened, the Board would need to
dispose of the flood waters inside the enclosure. The Engineering Manager asked members if
they were happy to do this as they did in 1978 and estimated the cost of doing so now would
be around £3,500 (see Any Other Business)
Parts of the sea defences were overtopped and damaged during the event.
35
Agenda 3/13: Item 2
2.
2.2
CHAIRMAN'S ANNOUNCEMENTS - Cont’d
Tidal Surge Flooding – 5th December 2013 - Continued
2.2.2
Members Comments
The Chairman put on record his thanks to the Board’s Officers and staff who responded to the
event. He informed members that he had taken Mark Simmonds MP on a tour of the sea defences
so that the MP could fully appreciate the risk faced by the County.
D. Richmond echoed the Chairman’s thanks and said the event was worse than that of 1953 but
the effects were less, indicating that the defences are better.
Other Board Members were concerned that EA staffs were walking the sea defences but no repair
work had been carried out.
P. Bedford encouraged members to write individually to Mr Simmonds with their concerns to
improve the weight of any arguments regarding sea defences.
The Chairman highlighted the issues created by Badgers in the sea defences and asked members
to also flag this up in any correspondence.
H. Drake was dismayed that Natural England (NE) has allowed badger sets to remain in the
Environment Agency 1948 bank as this would seriously undermine the resilience of the bank.
R. Leggott said Natural England needed to be aware and this was echoed by B. Bowles.
The Engineering Manager highlighted recent discussions with the Environment Agency regarding
the improvement of the Haven Banks ahead of the Boston Barrier project.
C. Hardy felt that the Barrier was key to the issue and said he would write to Mark Simmonds MP
with his thoughts.
Agenda 3/13: Item 3
3.
DECLARATION OF INTEREST ON ANY GENERAL ITEM
H. Drake
A. Saul
R.Hall-Jones
- declared an interest in discussions about Bridges and Sea Banks
- declared an interest in discussions about Sea Banks
- declared an interest in discussions about Toynton Works
Agenda 3/13: Item 5
3.
MINUTES
3.1
Board Meeting –18 September 2013
The Minutes of the Meeting of the Board held on 18 September 2013 were submitted and signed
by the Chairman.
Matters Arising:
Agenda 3/13: Item 5.1
3.1.1
Triton Knoll Wind Farm – Page 11
The Engineering Manager had nothing to update other than the planning application is being taken
directly to the Secretary of State.
Agenda 3/13: Item 5.2
3.1.2
Solar Panels – Page 11
It was reported that the Solar panels had been installed and had been generating electricity for the
past two weeks. A remote monitoring facility would shortly go live.
Not included on the Agenda
3.1.3
Governance Issues – Page 12
The Chairman highlighted that it was the Governance Issues at Caldicott that led to the Welsh
Government deciding to absorb Welsh IDBs into Natural Resources Wales from April 2015.
Agenda 3/13: Item 5.3
3.1.4
Barlode Bridge – Page 17
The Chief Executive reported that a revised lease agreement had been submitted to the owners
and there were a couple of queries to resolve before the agreement would be signed in January
2014.
36
Agenda 3/13: Item 5
3.
3.1
MINUTES – Cont’d
Board Meeting –18 September 2013 - Continued
Not included on the Agenda
3.1.5
Reglone - Page 18
An application for use of Reglone in 2014 would be submitted to the Secretary of State in January
2014.
Agenda 3/13: Item 6
3.2
Minutes of Governance & Risk Committee – 20 November 2013 – Page 19
Matters arising:
3.2.1
To approve amendments to Governance Documents
R. Leggott commented that in common with Members code, it is the member not the Chair who
should flag up the interest.
RESOLVED
that the amendments to the Governance Documents be approved
Agenda 3/13: Item 7
3.3
Minutes of the Works Committee – 20 November 2013 – Page 24
Matters arising:
Agenda 3/13: Item 7.1
3.3.1
To Approve the 2014/15 Estimates Recommended by the Works Committee
3.3.1.1 Weed Control and Cleansing
RESOLVED
that the Estimates for weed control and cleansing 2014/15 totalling £916,000
recommended by the Works Committee be approved.
3.3.1.2 Assets
RESOLVED
that the recommended 2014/15 Estimate totalling £45,000 be approved
3.3.1.3 Bridge works
RESOLVED
that the recommended 2014/15 Estimate totalling £30,000 be approved
Agenda 3/13: Item 8
3.4.
Minutes of the Plant & Pumping Stations Committee – 20 November 2013 – Page 27
Matters arising:
Agenda 3/13: Item 8.1
3.4.1
To Approve the 2014/15 Estimates Recommended by the Plant & Pumping Station Committee
3.4.1.1 Plant Replacement 2014/15
The Board spent time discussing the plant items due for replacement in 2014 including the Volvo
Lorry.
The Chairman said it had done 210,000km to date but that most of these were on heavy plant
short trips. He asked Members for their comments:
J. Allen
R.Richmond
C. Crunkhorn
C. Hardy
R. Leggott
H. Drake
- We need the lorry so keep it
- agreed but thought it should be run into the ground
- now is the time to replace it as we have put off the decision for several years
- replace the lorry in 2014
- agreed that it should be replaced, however could the Board look at the most
cost effective way of purchasing it e.g. contract hire
- agreed it should be replaced.
The Chief Executive said that he would look at all the finance options when a replacement vehicle
was selected.
37
Agenda 3/13: Item 5
3.
MINUTES – Continued
Agenda 3/13: Item 8.1
3.4.
Minutes of the Plant & Pumping Stations Committee – 20 November 2013 – Page 27 - Continued
3.4.1.1 Plant Replacement 2014/15
It was therefore:
RESOLVED to allow £82,000 for the replacement of the Volvo Lorry in 2014/15
(All said aye, D Richmond abstained)
It was also
RESOLVED
i) to approve the purchase of the following items in 2014/15:
New Holland Tractor
£53,000
Spearhead Flail No 5
£32,000
3m Weedbasket
£ 4,600
Caterpillar teleporter
£55,000 ( NB to buy a decent second-hand one )
Welfare Hut
£24,000
Small plant
£ 2,000
ii) to defer the replacement of the Case digger for 12 months
iii)to scrap the Godwin 6” pump
3.4.1.2 Pumping Station Estimate
RESOLVED
that the recommended 2014/15 Estimate totalling £440,233 in respect of Pumping
Station Operation Costs be approved.
3.4.1.3 Depot Expenses
RESOLVED
that the recommended 2014/15 Estimate totalling £42,000 in respect of Depot
Expenditure be approved.
3.4.1.4 Executive Powers
RESOLVED
that the Chairman and Vice Chairman of the Board be given Executive Powers to
deal with the purchase and sale of plant items in 2014/15
Agenda 3/13: Item 9
3.5
Minutes of Environment Committee – 20 November 2013 – Page 33
Matters arising:
Agenda 3/13: Item 9.1
3.5.1
To Approve the 2014/15 Estimates Recommended by the Environment Committee
RESOLVED
that the recommended 2014/15 Estimate totalling £ £110,639 in respect of
Environmental Expenditure be approved.
Agenda 3/13: Item 10
4.
MEETINGS WITH OUTSIDE ORGANISATIONS
The Chief Executive went through recent meetings and highlighted matters of interest.
R. Leggott, who sits on the ADA Executive Committee, informed members that a 2% increase in
ADA subscriptions had been agreed by the Executive at their last meeting.
Agenda 3/13: Item 11
5.
LOCAL GOVERNMENT SUPERANNUATION SCHEME – INCREASED CONTRIBUTIONS
The Chief Executive updated members on the latest contribution rate declared by the LGPS
Actuary which on paper, would see a 10% increase in the employer rate paid by the Board which
all IDB’s had agreed was unacceptable. A meeting with the LCC pension representative had been
arranged on 17 December 2013 and the Chief Executive would report back thereafter.
D. Richmond asked why the information had come through so late in the day.
The Chief Executive explained the New 2014 LGPS incorporated several new aspects which had
taken much longer to go through than Lincolnshire County Council had anticipated.
38
Agenda 3/13: Item 12
6.
2014 STRATEGIC PLAN
The Chief Executive went through the changes to the Strategic Plan and the new objectives set.
R. Leggott enquired why progress was only 5/10 on page 11 in respect of the Board’s progress on
breaking down expenditure in line with the 2006 Defra IDB Review.
The Chief Executive explained that Defra had not pursued this but the figures could be broken
down if requested.
D Richmond and R. Hall Jones commented on the plans to continue to raise the Board’s profile
and suggested using market stalls, twitter and Facebook to promote the Board’s work.
Agenda 3/13: Item 13
7.
CHIEF EXECUTIVE AND FINANCE MANAGERS REPORT
Agenda 3/13: Item 13.1
7.1
Bank Balances
RESOLVED
that the Bank Balances be noted
Agenda 3/13: Item 13.2
7.2.
Payments made by Accounts Committee
RESOLVED
that the Payments made by Accounts Committee be noted
Agenda 3/13: Item 13.4
7.3
Revaluation of Agricultural Assessments
RESOLVED
that the following in-house valuations be Determine with effect from 1 April 2014
A/c No
Assessment
No
1765
0511264
Removal of Poultry Houses
2004
15010774
Confirmation of AV of £55 per acre
Present
Value £
Reason
5,510
Recommended
Value £
Comments
2,353
Revalue land at £50 per acre
£110
Retrospective from 1.4.13
Previously part of a bulk Value
Valued as per neighbouring land
Agenda 3/13: Item 13.5
7.4
Expenditure to 31 October 2013
The Chief Executive went through the expenditure to date and reported that total expenditure was
currently less than the estimate to date.
Agenda 3/13: Item 13.6
7.5
Rate Arrears Update
Members were pleased with progress.
Agenda 3/13: Item 13.7
7.6
Environment Agency – Flood Defence Grant in Aid Applications – Progress as at 31/10/2013
The Chief Executive explained how the Hobhole grant would be drawn down by 31 March 2014.
Agenda 3/13: Item 14
8.
ENGINEERS REPORT NO. 3/13
The Engineering Manager went through his report highlighting matters of particular significance
Agenda 3/13: Item 14.5.2
8.1
Abstraction – Trickle Irrigation
The Engineering Manager explained that an application had been received for Trickle Irrigation,
which unlike spray irrigation, does not require an Environment Agency license. After discussion it
was agreed to adopt the following policy in respect to such applications
1.
2.
3.
Abstraction is to cease at a predetermined level (as per spray irrigation licences).
Applicants are advised to join Water Transfer Limited.
If the applicant is an existing spray licence holder, abstraction for trickle irrigation to be offset against spray licence quantity.
39
Agenda 3/13: Item 14
8.
ENGINEERS REPORT NO. 3/13 - Continued
Agenda 3/13: Item 14.6
8.2
Pumping Stations
Agenda 3/13: Item 14.6.2.1
8.2.1
Hobhole Pumping Station
The Engineering Manager stated that further to his written report, an electric pump had been taken
out for repair at Hobhole Pumping Station, the second time it had been repaired in the last 24
months. It was being looked at by an alternative supplier.
The Chairman suggested that the Engineering Manager take this up with the original supplier, if
their work was found to be inadequate.
Agenda 3/13: Item 14.7.
8.3
Plant Replacement
RESOLVED
that the purchase of the Caterpillar 308EC at the cost of £59,973 be noted.
Agenda 3/13: Item 14.9.
8.4
Drainage Matters
Agenda 3/13: Item 14.9.3 & 4
8.4.1
Illegal Dyke Filling
The Engineering Manager updated members on progress with illegal dyke filling from the last
Board Meeting
Agenda 3/13: Item 14.9.5
8.4.1.1 Leverton Outgate
RESOLVED
that the Engineering Manager should write to the parties involved stating no
further action is to be taken unless the dyke filling causes drainage problems in the
future (e.g. from the highway where adjacent)
Agenda 3/13: Item 14.11
8.5
Policy Statements In Respect To Land Drainage Act & Byelaw Applications Consent
The Engineering Manager had drafted a suggested policy in respect to future applications to
ensure consistency and contained a flow chart to help with decisions. This was explained to the
Board who
RESOLVED
i) that the policy be approved to consenting.
ii) that a non-governance Policy Folder be created to contain all such policies.
iii) that the policy on enforcement awaits the LCC countywide concordat in 2014.
Agenda 3/13: Item 14.12
8.6
Sewer Adoptions
Agenda 3/13: Item 14.12.1
8.6.1
Halton Holegate
A new cut had been made by the Board following the 2007 flood events and following a request,
by resident who was flooded in 2007, it was
RESOLVED
to adopt this sewer under the Board’s maintenance programme.
Agenda 3/13: Item 14.12.2
8.6.2
Mareham-le-Fen
A recent planning application had been rejected owing to concerns about site drainage in this
village. This was discussed by Members:
A. Harrison commented that there was not enough room to widen the drain in front of the Anglian
Water (AW) pumping station.
P. Bedford suggested the developer should enter into a S.106 Agreement to hand money over to
the Board to allow us to deal with the issue.
H. Drake suggested that we adopt the Fen Lane drain to aid villagers to have ‘flushing‘ water
which was an issue after heavy rainfall.
The Engineering Manager said there was a referendum taking place in the village on 12 December
2013 to decide whether or not to support the development.
P. Richardson suggested that the Board should adopt the Fen Lane Drain
A. Saul concurred.
R. Leggott agreed but asked if Fen Lane Drain was improved, would the AW sewage treatment
works be able to cope with the increased flows.
40
Agenda 3/13: Item 14
8.
ENGINEERS REPORT NO. 3/13 - Continued
Agenda 3/13: Item 14.12
8.6
Sewer Adoptions - Continued
Agenda 3/13: Item 14.12.2
8.6.2
Mareham-le-Fen - Continued
The Engineering Manager agreed to carry out a survey to determine the costs adopting and for
maintaining the drain to the February Board Meeting, regardless of the outcome of the referendum.
(NB The village decided against the development on17.12 .13)
RESOLVED
to approve the adoption of the Fen Lane Drain subject to the Engineering Manager
cost estimate.
Agenda 3/13: Item 14.13
8.7
Low Loader Accident
The Chief Executive confirmed that the Board’s insurers had been notified and costs were in the
region of £8,500.
Agenda 3/13: Item 14.14
8.8.
Health & Safety Matters
RESOLVED that the Health & Safety Matters be noted
Agenda 3/13: Item 14.15
8.9
Rechargeable Works
RESOLVED that the Rechargeable Works be noted
Agenda 3/13: Item 14.16
8.10
Requests Re: Permission to Arrange Fishing Matches
RESOLVED
to approve the annual request from local angling clubs to fish in the Board’s drains
Agenda 3/13: Item 15
9.
ANY OTHER BUSINESS BY LEAVE OF THE CHAIRMAN
Item not shown on the Agenda
9.1
Jubilee Enclosure, Friskney
During the meeting, reference had been made to the breach of the Jubilee bank at Friskney. Whilst
this does not directly affect the Board, the Board does receive a contribution (apportioned between
the Boards pumped area and the reclaimed land) towards Wrangle Pumping Station costs from
landowners farming inside this enclosure.
In order to give the Engineering Manager operational guidance the Chairman asked members for
their comments regarding pumping at Wrangle Pumping Station to assist in removing the flood
water from the enclosure.
H. Drake, having declared an interest in the matter, commented that although the slackers
connecting the enclosure to the Board’s system were closed, there was evidence that some were
leaking. He said he could speak for all the enclosure land owners who would pay for the flood
water to be pumped away and also any damage this may cause the pumps at Wrangle, provided
the Board were prepared and able to do this.
R. Hall-Jones said the Board ought to help move the water away and that the pumps were
designed to cope with saline water.
The Engineering Manager confirmed that pumping could start immediately.
The Chairman asked if Natural England (NE) had been informed and H Drake confirmed they had.
P. Richardson said that the Board should support the affected landowners as removing the water
ultimately helps the Board’s system and the costs of doing so are already underwritten.
B. Bowles said the breach could have happened anywhere and inundated the Board’s system, so
the Board should go ahead.
The Chairman asked for a show of hands and all were in favour of beginning pumping at Wrangle
Pumping Station to remove the tidal water from the Jubilee Enclosure with the costs being
recharged to the landowners.
41
Agenda 3/13: Item 15
9.
ANY OTHER BUSINESS BY LEAVE OF THE CHAIRMAN - Continued
Item not shown on the Agenda
9.2
Letter from Association of Drainage Authorities
The Chairman informed members that he had received a letter from Henry Cator, ADA Chairman
thanking the Board for its response to the recent tidal surge.
Item not shown on the Agenda
9.3
Christmas Message
On behalf of the Board the Chairmen thanked the Chief Executive, all Officers and Staff for their
hard work during the year and wished them all a Merry Christmas.
Chairman
42