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 June 2014

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

Present: J.E. Grant Esq. (Chairman)
Messrs:

1.
J. A. Allen
P. Bedford
B. Bowles
C. Brotherton
C. Crunkhorn
H. C. Drake
C. Hardy
A. Harrison
R. Harvey
R. F. Leggott
Mrs M. Dennis
Mrs J Harrison
P. Richardson
D. Richmond
T. W. Roberts
A. Saul
J. W. Ward
APOLOGIES FOR NON-ATTENDANCE
Apologies for non-attendance were received from:-

Messrs:
R. Hall-Jones
F. Pickett
K. Smith
Mrs M. Wright
Agenda item 2
2.
2.1
CHAIRMAN'S ANNOUNCEMENTS
ADA Incorporation
The chairman informed members that the National body of ADA had incorporated on the 1 April
2014 and that the Chief Executive would take on the role of Company Secretary. At Branch
Level, Bob Fletcher had taken over as Vice Chairman from Richard Leggott, supporting Norman
Osborne as the Branch Chairman.
2.2
Board’s Employee
The Chairman informed Members that one of the Board’s Operatives who was continuing his fight
against cancer had returned to work for several weeks after treatment but had now been signed
off for a further two months.
2.3
Fish and Eel Passes
The Chairman updated members on his recent visit to Holland to investigate fish and eel passes,
fish friendly pumps and weed boats.
2.4
Hobhole Pumping Station
The Board had recently hosted a visit by the Mozambique Agricultural Minister and High
Commissioner organised by the local MP as part of a fact finding tour of the area. They were
impressed with our system and our ability to drain land.
2.5
Correspondence
The Chairman informed Members that he had recently written to the local MP, Mark Simmonds,
expressing concern regarding the Boston Barrier and the timing of the Haven bank works.
He had also e-mailed Richard MacDonald (exNFU) who sits on the EA Board, to make the case
for raising the sea banks along the east coast and dealing with the risk posed by badgers.
Agenda item 3
3.
DECLARATION OF INTEREST ON ANY GENERAL ITEM
No declarations of interest were made.
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Agenda item 4
4.
4.1
MINUTES
Board Meeting –
The Minutes of the Meeting of the Board held on 13 February 2014 were submitted and signed by
the Chairman.
Matters Arising:
Agenda item 4.1
4.1.1
Reglone – licence granted for 2014- Page 46
Members were asked to refer to The Engineering Manager’s report which highlighted the use of
Reglone and also the Environment officer’s report detailing the trials with a new herbicide,
Flumioxazin.
Agenda item 4.2
4.1.2
Barlode Bridge
The Chief Executive confirmed that the 999-year lease had been signed and the agreed
commuted sum of £40,000 paid in lieu of future repair liabilities.
T. Roberts - said he was pleased for the Board that the issue was now concluded.
Agenda item 4.3
4.1.3
2014/15 Pay award - page 49
The Chief Executive reported that the Unions had accepted the Lincolnshire Pay & Conditions
Committee offer of a 1% increase on all pay rates with effect from 1 April 2014, which had been
implemented.
The Chief Executive also asked for formal approval of the 2013/2014 pay increase, also 1%, the
matter was reported in the negotiation stage and members were aware that the Board had
increased the pay rates pending the outcome.
that the Board formally approve the 1% increase implemented on all pay rates
from the 1 April 2013
RESOLVED i)
ii)
that all Witham Fourths pay rates be increased by 1% with effect from 1 April
2014
Agenda item 4.4
4.1.4
Board’s Byelaws – page 50
The Chief Executive confirmed that updating the Byelaws was on hold as the new Water Act 2014
had just received Royal Assent and ADA were looking at the impact of this act on IDB Byelaws
Non-Agenda Item
4.1.5
Solar Panels
The Chairman asked if the faulty invertor had now been replaced and the Chief Executive
confirmed it had.
Agenda item 5
5.
FUTURE BOARD MEETINGS
The dates presented were confirmed by Members as being acceptable. It was therefore
RESOLVED
that future Board meetings be held on the following dates:
Wednesday
Wednesday
Thursday
Thursday
Wednesday
17 September 2014
19 November 2014
11 December 2014
22 January 2015
11 February 2015
-
Board Meeting
Committee
- Meetings
Board Meeting
Finance & General Purposes Committee
Board Meeting
Agenda item 6
6.
WASH FRONTAGERS GROUP
Members had been copied into a letter addressed to Wash Frontagers from Stafford Proctor
(CLA), which attempted to form a lobby group to promote the inadequacy of the sea defences on
the East Coast around the wash.
H. Drake
- Provided members with an update and said that Mr Proctor’s letter was the
current state of play. He said the issue needed support so that the Environment
Agency and Natural England have a body to consult with, a single voice on
issues such as borrow pits.
B. Bowles
- Said that Richard MacDonald was a good person to have on board.
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Agenda item 6
6.
WASH FRONTAGERS GROUP - Continued
R. Leggott
- Said that the use of borrow pits would be a hard argument to win and asked what
role the IDB’s had in promoting the Wash Frontagers Group
Mr Leggott was informed that the Witham Fourth had as requested by Mr Proctor, enclosed a
copy of the letter with Demand Notes for occupiers with land fronting The Wash.
Agenda item 7
7.
MEETINGS WITH OUTSIDE ORGANISATIONS
The Chief Executive went through the various notes of meetings attended. The Main points
highlighted were:
Agenda item 7.1
7.1
ADA Lincolnshire Show Committee
The Engineering Manager reminded Members that the show was taking place on the 18 and 19
June. ADA’s stand would be by the countryside area near the lake.
Agenda item 7.6
7.2
Tidal Surge Response
The main findings of a review of the response to the tidal surge in Boston on 5 December 2013
were that IDB’s needed to have access to pumps with longer reach pipes and that these should
be jointly purchased and held in convenient locations for all Boards to use. However the multiagency response in Lincolnshire was deemed to be very successful.
Update
Members were advised that the EA were in the process of spending the £130m fund announced
by the government following the extreme weather events of December 2013 and January 2014,
with £8m being spent locally.
Agenda item 7.7
7.3
Lincolnshire Flood Risk & Drainage Management Partnership
Members were informed that the Environment Agency had re-organised in April to remove the
regional structure. The old ‘Anglian Northern Region’ will now be known as the ‘Lincolnshire and
Northamptonshire Area’
The new EA surface water maps are on the EA website and members were encouraged to look
at them.
Agenda item 8
7.4
Final ADA Executive Meeting
R. Leggott
-
thanked the Chief Executive for preparing the notes of the last meeting and
highlighted that communication was a big issue for ADA Members, particularly
with a reduced ADA Board.
Agenda item 7.9
7.5
Boston Barrier Workshop
The workshop which focused on how the barrier would actually operate was attended by the
Engineering Manager together with various user groups. The Engineering Manager had raised
concern that three separate authorities would be responsible for operating the barrier, pumping
stations and sluices needed to make the scheme work.
The Chairman - Said he was also concerned about the timing and extent of the works
downstream of the Barrier ahead of a future tidal surge.
R Leggott
- Said he had already e-mailed the EA. to make the same point.
C. Hardy
- Asked how far down the Haven the improvement works would go and if the
Maud Foster and the Hobhole Pumping Station would be protected.
P. Bedford
- Confirmed that it was his understanding that these works were going to take
place
It was not known if the improvements works were to be far enough down the Haven to help
protect the Maud Foster and the Hobhole Pumping Station. The Chairman agreed to obtain and
circulate the exact scope and timing of the works along the Haven Bank from a report recently
sent to him by P. Bedford.
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Agenda item 8
8.
CHIEF EXECUTIVE AND FINANCE MANAGERS REPORT
Agenda item 8.1
8.1
Bank Balances & Money Market Deposits
RESOLVED
that the balances be noted
Agenda item 8.2
8.2
Payments made by Accounts Committee
RESOLVED
that the payments be confirmed
Agenda item 8.4
8.3.
Bank Rents – Year ending 31 March 2014
Agenda item 8.4.1
8.3.1
Tenancy Changes
Proposed by A Harrison, seconded by C. Brotherton
RESOLVED
that the tenancy changes to the 31 March 2014 be noted
Agenda item 8.4.2
8.3.2
Remissions
Proposed by R. Harvey, seconded by A. Saul
that the bank rent remission listed amount to £292.57 be granted
RESOLVED
Agenda item 8.5
8.4
Debtors Irrecoverable
Proposed by R. Harvey, seconded by A. Saul
RESOLVED
that the write offs amounting to a credit of £33.12 be confirmed
Agenda item 8.6
8.5
Rating Matters – Year ending 31 March 2014
Agenda item 8.6.1
8.5.1
Rate Irrecoverable
Proposed by R. Harvey, seconded by A. Saul
RESOLVED
that the write offs amounting to £370.67 be confirmed
Agenda item 8.6.2
8.5.2
Rate Arrears
The Chief Executive explained that good progress had been made in respect of the back- log of
apportionments and the checking of liability to the 1970 OS maps. This had enabled previously
un-demanded rates to be collected. The collection for the 2013/14 rating year had also gone well.
The closing balance at the 31 March 2014 therefore showed an improvement of previous years.
The Internal Auditor had also made a positive comment about this matter.
D.Richmond
- asked if we continue to chase debts that remain unpaid
The Chief Executive confirmed this was the case and explained the list of unpaid rates in the
Agenda highlighted what actions the Board had taken to date.
C. Crunkhorn
- asked about interest rates and whether it would be better to pay off the Board’s
PWLB Loans, some of which had high rates of interest.
The Chief Executive explained that the early repayment penalties precluded this at the moment.
D.Richmond
- asked if there was a penalty for non-payment
The Chief Executive confirmed that a £25 administration fee was added if a summons was
issued.
P Bedford
- asked if the Board offered the ability to pay by credit card.
The Chief Executive confirmed that this was set up last year and £9,000 of rates had been
collected from ratepayers using credit/debit card payments as per Agenda item 8.6.4
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Agenda item 8
8.
CHIEF EXECUTIVE AND FINANCE MANAGERS REPORT - Continued
Agenda item 8.6.2
8.5.2
Rate Arrears - Continued
RESOLVED
that the Rate Arrears as at the 31 March 2014 be noted
Agenda item 8.6.3
8.5.3
Specialist Building – Revaluation – Assessment 53010728
The Chief Executive explained the changes to a duck farm that necessitated a revision to the
rateable value for the Annual Value for the above assessment.
RESOLVED
that a revised Annual Value of £4,125 backdated with effect from 19 June 2013
be determined in respect of Assessment 53010728
Agenda item 8.7
8.6
Accounts – Year ending 31 March 2014
Agenda item 8.7.1
8.6.1
Internal Audit Report
The Chief Executive went through the report and highlighted the steps taken in the management
plan to resolve the issues raised. Members were pleased that the report determined that the
internal controls tested enabled an adequate assurance conclusion to be given. The Board were
happy with the report.
D.Richmond
- asked if the Board receive Freedom of Information Act requests
The Chief Executive stated that none had been received to date.
Agenda item 8.7.2
8.6.2
Audit Strategy and Plan for 2014-15
The Board noted the Strategy for the following year and when prompted by the Chief Executive,
confirmed that there was no particular area on which they would like the Internal Auditor to focus
in 2014/15.
Agenda item 8.7.3
8.6.3
Unaudited Management Accounts & Annual Return - Year ending 31 March 2014
The Chief Executive went through the Management Accounts in detail to enable members to
understand the key changes over the past 12 months. In particular, he drew attention to the
increase in the pension deficit and the movements on reserves.
C. Crunkorn
- asked if the deferred payments were stripped out is everything still looking ok?
This was confirmed by the Chief Executive.
D.Richmond
- asked why there was an increase in Professional Fees at Pumping Stations
The Chief Executive responded that an unannounced Health and Safety Executive visit had
necessitated works and consultant fees in order to comply with the HSE legislation.
Agenda item 8.7.4
8.6.4
External Audit – Year ending 31 March 2014
The Chief Executive had already sent a pack of information to the External Auditors (Grant
Thornton), who now needed to see the approved Annual Return. He explained the ‘cash’ nature
of the return and how this differed from the Management Accounts.
H. Drake
- Highlighted the fact that the Board had to rely on the Chief Executive to ensure
the figures in the Annual Return were correct, as no Board Member was able
to check the figures.
The Chief Executive explained that both the Internal and External Auditors looked at the return
and were given a copy of the document that tracks the figures. He offered to go through this with
any Board Member who would like to understand the difference between the two accounting
documents.
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Agenda item 8
8.
CHIEF EXECUTIVE AND FINANCE MANAGERS REPORT - Continued
Agenda item 8.7.4
8.6.4
External Audit – Year ending 31 March 2014 - Continued
It was proposed by R. Leggott and seconded by J. Allen and
RESOLVED
i)
that the Management Accounts be approved and that the Chairman should
sign them on behalf of the Board.
ii)
that the Annual Return be approved and that the Chairman and Chief
Executive sign then on behalf of the Board
Agenda item 8.8
8.7
Contributions from Developers
RESOLVED
that the development charge be increased to £7.25 per impermeable square
metre in respect to all application received after the 1 July 2014
Agenda item 8.9
8.8
Insurance Renewal
The Chief Executive had approached two separate brokers to place the Board’s insurances from
1 July 2014 for a three year engagement. The two quotes were:
Wilsons (the Board’s present insurers)
Bluefin(Incorporating Towergate)
£38,000
£33,000
Proposed by C Brotherton, seconded by C. Crunkhorn it was
RESOLVED
that to confirm the appointment of Bluefin(Incorporating Towergate) as the
Board’s Insurers with effect from I July 2014
Agenda item 8.10
8.9
Flood Defence Grant in Aid Applications
The Chief Executive went through the timing to the various FDGiA projects managed by the
Board. He drew attention to the Hobhole Pumping Station Refurbishment ‘Fact Sheet’ that had
been prepared to explain the programme to residents and other stakeholders.
The timing of the repair work to the bridges needed further discussion between the Board and the
landowners, which the Chief Executive and Engineering Manager would follow up.
Agenda item 9
9.
ENGINEERING MANAGER’S REPORT NO. 1/14
The Engineering Manager went through his report and highlighted particular areas of interest.
Agenda item 9.1
9.1
Maintenance
Maintenance work had gone largely according to plan.
Agenda item 9.3
9.2
Planning Matters
Planning Applications had increase during the last three months
Agenda item 9.4
9.3
Rainfall
Further to the rainfall figures included in his report (January to April), the Engineering Manager
advised Members that the Average rainfall for May was 108mm.
Agenda item -*9.7
9.4
Plant Replacement
RESOLVED
that the following purchases be acknowledged:
Twiga SPV 2 - £125,000
Caterpillar Teleporter – £38,950
Welfare site hut - £16,625
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Agenda item 9
9.
ENGINEERING MANAGER’S REPORT NO. 1/14 - Continued
Agenda item 9.8
9.5
Sewer Adoption
RESOLVED
that the sewer cut by the Board at Halton Fenside in 2010/11 be adopted by the
Board and maintained from 2014/15 onwards.
Agenda item 9.9
9.6
Health and Safety Matters
Agenda item 9.9
9.6.1
Reported Incidents/Accidents
The Engineering Manager reported one minor incident since the last Board meeting.
D.Richmond
- asked if operatives had first aid training
The Engineering Manager confirmed all district men received this training.
Agenda item 9.11
9.7.1
2014/15 Sewer Cleansing Programme
RESOLVED
that the 2014/15 Sewer Cleansing Programme be approved.
Agenda item 10
10.
ENVIRONMENT OFFICER’S REPORT
The Engineering Manager went through this report and no questions were raised as a result.
Agenda item 11
11.
ANY OTHER BUSINESS
11.1
Land adjacent to Hobhole Pumping Station.
A. Harrison
- Asked about land being purchased by the Board adjacent to Hobhole Pumping
Station
The Chief Executive confirmed that the matter was with the Board’s solicitors and searches were
awaited.
R. Leggott
- Said he was pleased with the Board’s Annual News Letter and in particular,
the note about adherence to Byelaws
Chairman
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