MINUTES
of the proceedings of the Board at a Meeting held at the Board's Offices, 47 Norfolk Street, Boston on Wednesday 17 September 2014
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Present: - J.E. Grant Esq. (Chairman)
Messrs: / J. A. AllenP. Bedford
B. Bowles
C. Brotherton
C. Crunkhorn
H. C. Drake
Mrs M. Wright / R. Hall-Jones
C. Hardy
A. Harrison
R. Harvey
R. F. Leggott
F. Pickett / P. Richardson
D. Richmond
T. W. Roberts
A. Saul
K. Smith
1. APOLOGIES FOR NON-ATTENDANCE
Apologies for non-attendance were received from:-
Messrs: / J. W. WardMrs M. Dennis / Mrs J Harrison
Agenda item 2
2. CHAIRMAN'S ANNOUNCEMENTS
2.1 ADA Incorporation
The chairman informed members that Jean Venables was standing down as Chief Executive of the National body of ADA. Her role has been advertised and the closing date for applications is 30 September 2014
2.2 Board’s Employees
2.2.1 Payroll No: 5024 – Land Drainage Operative
The Chairman informed Members that the above Operative previously reported as being signed off for two months had returned to work following treatment to see whether or not he was capable of continuing in the role.
2.2.2. Payroll No: 5056 – Land Drainage Operative- Lade Bank Pumping Station
The Chairman informed Members that the above Operative had asked to retire in April 2015. A recruitment process has started to find his replacement.
2.3 Correspondence
The Chairman informed Members that he had recently written to the local MP, Mark Simmonds,
and a copy of the reply from the Environment Agency, via Dan Rogerson, Parliamentary Undersecretary of State at DEFRA was circulated to members. The Chairman was disappointed with the response as he wanted to highlight the inadequacy of the tidal defences around Boston.
The Board had been approached to contribute to a Radio 4 programme covering the coastal breaches in December 2013 which would enable this to happen. Members made the following comments:
R. Hall JonesJ. Grant
D. Richmond
A.Saul / - wondered whether ‘Countryfile’ would be interested in covering the topic
- suggested that the Radio 4 coverage might stimulate interest
- suggested that the banks needed to be constructed from clay rather than just soil
-highlighted the issue of vermin in the banks, presenting a risk to the integrity of the banks
Agenda item 2
2. CHAIRMAN'S ANNOUNCEMENTS - Continued
2.4 Radio 4
Both the Chief Executive and H. Drake had been asked to participate in the Radio 4 programme looking at the 2013 tidal flooding along the east Coast. Interviews would be recorded in October with the programme aired in November.
Members felt that this would be a good opportunity to highlight the fragility of the coast line, highlighted by the event, and to promote the need for the banks to be raised.
Agenda item 3
3. DECLARATION OF INTEREST ON ANY GENERAL ITEM
Member / Interest declaredB. Bowles
H. Drake
A. Saul
R. Harvey / Any conversation regarding sea banks
Any conversation regarding sea banks
Any conversation regarding sea banks
Agenda item 9.10
Agenda item 4
4. MINUTES
4.1 Board Meeting –
The Minutes of the Meeting of the Board held on 11 June 2014 were submitted and signed by the Chairman.
Matters Arising:
4.1.1 Reglone – page 2
The Chairman said that progress with a new aquatic herbicide was slow and this would necessitate another application to use Reglone in 2015. He said that Dr Newman, who was developing the alternative needed to attend the Lincolnshire ADA October Branch meeting to assure IDB’s that, had pledged support, that something was happening.
4.1.2 Solar Panels – page 2
The Chief Executive reported that the anticipated energy generation of £5,225 was forecast for the year but that after just 9 months £4,462 had already been generated. The annual total was therefore expected to exceed £5,225
Agenda item 5.
5. MEETINGS WITH OUTSIDE ORGANISATIONS
The Chief Executive went through the various notes of meetings attended. The Main points highlighted were:
Agenda item 5.8
5.1 Wash Frontagers’ Group
The Chief Executive highlighted the meeting note from August 2014. A second meeting of the group was held at the beginning of September when A. Saul had attended and he gave an update to the meeting:
The group had formed a committee of 8 interested parties and they and posed a number of questions about who should lead the group and whether the Greater Lincolnshire Local Enterprise Partnership should be involved.
It was agreed the WFG should be a lobby group, an enabling group that sought funding for sea bank maintenance. R. Caudwell (RFCC Chairman) is supportive of the group and hopes to formally include the group in the Lincolnshire Partnership.
P. BedfordJ.Allen
P. Bedford / - said that South Holland IDB are pushing to get the wash banks designated under the Flood and Water Management Act 2010.
- said it was unfortunate that it would probably take a major flood event before any funding would be available.
- added that he had invited Liz Truss, the new DEFRA Minister, to visit Boston and see the risk for herself
Agenda item 6.
6. POTENTIAL SALE/RENT OF LAND AT CASTLEGATE, GIPSEY BRIDGE
The Chief Executive highlighted the summary of the position contained in the Agenda papers, where a number of residential properties had encroached onto the Board’s bank as it is no longer used for maintenance. A number of options were available to the Board who were asked to discuss the matter.
The Engineering Manager confirmed that all maintenance was able to be done from the opposite bank and that the Board still had powers of entry should they need access
The ChairmanR. Hall-Jones
C. Hardy / - said that large trees on the bank should be removed by the Board as they undermined the bank.
- Felt that all properties occupying the bank should pay rent.
- Was concerned by the number of buildings/sheds that were on the bank and that if we charged a rent, we must be consistent across the whole District.
The Engineering Manager explained that there were miles of watercourse in the District where breaches of the Board’s byelaws existed and had occurred in the past.
R. Harvey / - was happy to go along with any Board recommendations but we should not allow any buildings to be built near our maintained watercoursesThe Engineering Manager said that we do consent some works within the 6 metre margin, but that applicants are aware that the Board has the power to remove them if required.
P. RichardsonR. Leggott / - said that there were some gas tanks in the gardens of some properties that were on the Board’s bank as regulations would stipulate that they had to be far enough away from the houses
- felt that of the options available, we should go with option 4:
‘Write to property owners reminding them that the Board owns the land and that we wish to formalise the position by charging a bank rent ‘
The Chairman put this proposal to the Board and it was proposed by D. Richmond and seconded by J.Allen and
RESOLVED / that the Chief Executive write to property owners of properties backing on to the Board’s Castledyke Drain, reminding them that the Board owns the land and that we wish to formalise the position by charging a bank rent.Agenda item 7
7. CHIEF EXECUTIVE AND FINANCE MANAGERS REPORT
The Chief Executive went through his report for Members and Highlighted the following:-
Agenda item 7.1
7.1 Bank Balances & Money Market Deposits
RESOLVED / that the balances at the 31 August 2014 be notedAgenda item 7.2
7.2 Payments made by Accounts Committee
The Chief Executive explained that the Board were now required to publish all payments over £500 under the transparency code and that this would begin in 2015.
RESOLVED / that the payments made by Accounts Committee during June, July and August 2014 be confirmedAgenda item 7.4
7.3 External Audit Report
The External Auditor submitted his report to the Board on 16 July 2014 which was clean. However, there were a couple of “other matters not affecting our opinion” highlighted by the Auditor which will be addressed as part of the review of Governance Documents in November 2014. A copy of his report is attached at the end of this report and the Board are asked to note the contents.
RESOLVED / i) that the contents of the External Audit report be notedii) that ‘other matters not affecting our opinion” highlighted by the Auditor should be addressed as part of the review of Governance Documents in November 2014
Agenda item 7
7. CHIEF EXECUTIVE AND FINANCE MANAGERS REPORT - Continued
Agenda item 7.5
7.4 Rating Matters
7.4.1 Rate Arrears update
RESOLVED that the rate arrears as at the 31 August 2014 be noted
Agenda item 7.6
7.5 Expenditure to 31 July 2014
The Chief Executive went through the summary income and expenditure for the year to date, which did not show any major variations to budget.
All of the refurbishment works at Hobhole Pumping Station would be shown separately in the 2014/15 accounts together with the Grant Funding obtained to cover this work (see agenda item 7.8)
Agenda item 7.7
7.6 PURCHASE OF LAND AT HOBHOLE
The Chief Executive reported that the Board had completed on the purchase of the 7 acres adjacent to the Hobhole Pumping Station at a cost of £29,000. This was noted by the Board.
Agenda item 7.8
7.7 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 works and in particular, the timing of the new sluice doors.
The refurbishment of the piers at Lade Bank would not attract Grant Funding as not enough properties were at ‘high risk’ in the East Fen, the area drained by Lade Bank Pumping Station.
Agenda item 8
8. ENGINEERING MANAGER’S REPORT NO. 2/14
The Engineering Manager went through his report and highlighted particular areas of interest.
Agenda item 8.1
8.1 Maintenance
Maintenance work had gone largely according to plan.
R. RichmondThe Chairman / - asked if the Engineering Manager was concerned by the Environment Agency management of maintenance in the Maud Foster Drain.
- said if the Boston Borough Council were concerned about the state of maintenance they should contact the EA and push for a better standard of maintenance.
The Engineering Manager explained that there was some confusion by the public over who maintained the Maud Foster Drain, highlighted by a recent letter from a school girl.
The Chairman / - asked about the stonework that had been done to sewer 2/32 as in his opinion an alternative solution should have been found.The Engineering Manager accepted this and said he would bring a ‘Revetment Policy’ to the next Works Committee meeting.
R. Leggott / - also felt that a policy regarding the replacement of culverts was needed to confirm the practice the Board will put in a culvert if the landowner pays for the pipe.Agenda item 9.3
8.2 Planning Matters
There had been two more Planning Applications than in the previous quarter.
Agenda item 8
8. ENGINEERING MANAGER’S REPORT NO. 2/14 - Continued
Agenda item 8.4
8.3 Rainfall
Further to the rainfall figures included in his report (May to August), the Engineering Manager advised Members that there was a severe rainfall event on Friday and Saturday 8th & 9th August 2014, in Friskney. As a result of which a few properties were flooded.
The Engineering Manager explained that although the level of water in local drains and sewers was high, the water level at Lade Bank was not as the water was flowing slowly due to the weed not yet having been cut.
B. Bowles / - said that the levels did not begin to fall until the Monday morning. The Tofts saw the worst impact and the weeds in local dykes were the worst he had been seen.The Engineering Manager explained that with up to 150mm of rain falling in 24 hours, this was a significant rainfall event.
The Chairman / - said it was a balancing act between pumping and isolated water levels but the Tofts did suffer as they have fields with no ditches and tarmac drives pushing water onto roads.B. Bowles
K.Smith
(an ELDC Councillor) / - stated the Board should do more to manage these problems
- thanked the Board for the superb effort they had put in. The Engineering Manager had attended and the Board had reacted well. Some culverts were blocked which exacerbated the problems. He took 157mm on the 8th August which indicated an extreme event.
The Engineering Manager said that the loss of chemicals had resulted in excessive weed growth but that the event was so extreme, an event of this size would have caused problems where ever it occurred in the District.
Agenda item 8.7
8.4 Plant Replacement
RESOLVED / that the Board acknowledged that an order had been placed for a new Volvo Lorry at the cost of £79,450 which was due to arrive before December 2014.Agenda item 8.9