DRYSIDES INTERNAL DRAINAGE BOARD
28 THORNHAM WAY EASTREA
Tel 01733 351223 Mobile 07808 58 22 50
Email russellianwright@hotmail.co.uk www.wcidb.org.uk
10th May 2010
Gentlemen
You are cordially invited to attend the next Meeting of the Board to be held at Turntree House, 62 Turningtree Road Whittlesey on Thursday 27th May 2010 at 8.30am when it is hoped you will find it convenient to attend.
Yours truly
Mr R Wright
Clerk to the Board
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A G E N D A
1 Apologies for Absence
The Chairman to report upon the death of Cllr Ray German in January 2010 and who represented Fenland District Council on the Board since 2001
2 Confirmation of Minutes
Meeting held on Tuesday 12th May 2009 (Pages 4-5-6-7)
3 Matters Arising
a) Moreton’s Leam – Further to minute B706 (a) no problems have been reported.
b) Magna Park Further to minute B706 (b) the Chairman to report.
c) Amalgamation – Whittlesey I D B – Further to minute B706(c) the Clerk to report that the Environment Agency had advertised the draft scheme in the Evening Telegraph on 23 February. After 28 days the EA will inform Defra to process the matter by advertising draft scheme, arranging for order to be sealed, advertising sealed order and then confirming order. The EA were unable to give a timescale as it would be in the hands of Defra.
d) Inspection – The Clerk reported that the Whittlesey I D B had received a letter from I Smith MLC finding it very interesting to see an internal perspective of the Whittlesey Area and see a selection of the Board’s installations. The inspection showed clearly how important it is for the Commissioners and IDBs to work closely together and for local input and expertise to be maximised, to reduce flood risk.
Several others commented on how much they enjoyed the day.
4 Maintenance of Channels
a) The Board have undertaken a complete slubbing of the District in the past two years and consideration to any works required in 2010/2011 is to be given
b) Flail mowing arrangements 2010/2011
c) The Clerk had met with Tim Darling of Hanson. The meeting was arranged to discuss progress of Hanson’s works and works envisaged in the autumn of 2010 as part of the planning condition Hanson are required to undertake – the cutting of a new perimeter watercourse around the Must farm workings
5 Pumping Station
a) The Chairman to report that A J Speechley Son & Partner had undertaken a service of the pump and panels and attend to E.L. level problems.
b) To consider works, if any for 2010/20011
6 General Matters
a) Planning issues – The Clerk to report that during last year the Consulting Engineer continued to liaise with:- Hanson Building Products for clay extraction.
Capita Symonds proposed development at Magna Park
b) Risk Management - Control and Risk Management – The Clerk to report upon the risk management assessment and that a review of the Board’s Insurance cover has been made. The Board’s cover for pumping station building panel and machinery was fixed at £437,955 from £427,050.00.
A review of the Health & Safety arrangements has also been made and appropriate risk assessments undertaken.
c) DEFRA
Middle Level Commissioners Consultant G Beel talked about his proposals for IDB Review within the Middle Level Area. He spoke about the J Benn report of 2006, followed by the Pitt report of 2007, and Defra’s Sub-catchment proposals of 2008. The Flood and Water Management Bill was made an Act in April 2010. The idea to merge the existing 32 Boards into one Board was considered wholly unworkable and not sustainable. His proposals were for three boards based on income, district council boundaries and river catchments with a further ten year time scale from April 2013. He felt that Boards should be looking into possible mergers in order to prevent Defra enforcing amalgamations.
d) ADA
e) Electricity – The Clerk to confirm that a new twelve contract with SWALEC ending 31st March 2011 had been entered: Standing Charge £13.19 Qrt, all units 7.95 p/kWh
f) Biodiversity Action Plan – The Board to approve the BAP plan presented by Middle Level Commissioners/ Wildlife Trust.
7 Payments - To consider payments made during 2009/2010 £181520.98 less deposits £165,050.00, making £16,470.98 inclusive of vat (pages 8-9)
8 Annual Accounts 2009/2010
a) To approve Statement of Annual Accounts and Annual Governance statement – (Pages 10-11)
b) Audit Arrangements – External Audit – Moore Stephens has been appointed as external auditor and the 2009/2010 audit has been advertised for 1st June 2010 and returns are to be completed by 30th June 2010
c) Internal audit arrangement –to appoint G Whitfield as Internal auditor for 2010/2011.
The Internal Auditor reported that there were no material matters to bring to the Boards attention.
9 Estimates of Income and Expenditure
To consider and approve estimates of Income & Expenditure for 2010/2011 See attached (Page 12)
The payment of the Clerk’s salary for 2009/2010 was £1,288.82.
The Board to give consideration and approve the Clerk’s salary for 2010/2011.
The payment to the Whittlesey IDB for District Officer duties in 2009/2010 was £940.00. The Board to consider expenses for 2010/2011
The Clerk to report that a Treasury Bond with Barclays for £55,000 @ 1.1% from 7th August 2009 to 5 Feb 2010 was taken out. A Bond of £50,000 with Abbey @ 2.81%. This matured on 1st April and along with interest of £1,054.80 was re-invested @ 2.3% for twelve months. A further £60,000 was invested with Santander @ 2%.
10 Rates and Levy Requirement
Under Section 37 of the Land Drainage Act 1991, the appropriate proportions in which the net expenditure of the Board must be borne for 2009/2010: -
a) Proportion to be borne by Agricultural Sector 4.60%
b) Proportion to be borne by Special Levy issued
to Fenland District Council 95.40%
In 2009/2010 a rate of 1p together with corresponding special levy would raise £4,381.60
The estimated net expenditure of £11,910 in 2010/2011 is equivalent to: -
a) A rate in the £ on agricultural land and buildings of 2.72p in the £ to raise £552.48
b) A special levy on Fenland District Council of £11,365.46
In 2009/2010 agricultural land paid £507.81 and the District Council £10,446.20 (rate @2.5p)
Should the Board wish to maintain the rate at 2.5p then a sum of £956 would be used from balances.
A 2.5p rate would raise £507.80 from Agriculture and £10,446.20 from Special Levy on Fenland D C.
At the 1st April 2010 the General Fund Account stands at £35,046.445 Pump Replacement Account £85,320.05 and the Development Account at £4,829.02 The bank balance with Barclays as at 31st March 2010 was £10212.86, National Savings Bank £4,156.53, Santander £110,050.00. Total £124,419.39
11 Any other business
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Minutes of a meeting of the Board held at Turntree House, 62 Turningtree Road Whittlesey on Thursday 27th May 2010 at 8.30am.
Present M Martin (Chairman), G Easton, J Martin, R Wright (Clerk)
Apologies for Absence R Easton, T Martin
The Chairman reported upon the death of Cllr Ray German in January 2010 and who represented Fenland District Council on the Board since 2001. A moment of silence was held in recognition of his death.
B 716 Confirmation of Minutes
RESOLVED – That the minutes of the meeting held on Tuesday 12th May 2009 are recorded correctly and that they are confirmed and signed.
Members were asked to register any items that they felt they had a conflict of interest. None were recorded.
B 717 Matters Arising
a) Moreton’s Leam – Further to minute B706 (a) The Chairman reported that no problems have been received and as the Nene Wash area had been listed as a reservoir the Environment Agency were responsible for the maintenance of the barrier banks.
b) Magna Park Further to minute B706 (b) the Chairman reported that progress was continuing but no material matters required mentioning.
c) Amalgamation – Whittlesey I D B – Further to minute B706(c) the Clerk reported that the Environment Agency had advertised the draft scheme in the Evening Telegraph on 23 February. After 28 days the EA will inform Defra to process the matter by advertising draft scheme, arranging for order to be sealed, advertising sealed order and then confirming order. The EA were unable to give a timescale as it would be in the hands of Defra.
d) Inspection – The Clerk reported that the Whittlesey I D B had received a letter from I Smith MLC finding it very interesting to see an internal perspective of the Whittlesey Area and see a selection of the Board’s installations. The inspection showed clearly how important it is for the Commissioners and IDBs to work closely together and for local input and expertise to be maximised, to reduce flood risk.
Several others commented on how much they enjoyed the day.
B 718 Maintenance of Channels
a) The Board have undertaken a complete slubbing of the District in the past two years and gave consideration to any works required in 2010/2011. RESOLVED – That no works were to be planned but a contingency sum should be included in the estimates.
b) Flail mowing arrangements 2010/2011. RESOLVED – That no flail mowing except around culverts and water control structures would be planned but consideration to spraying the drains for reeds etc would be investigated.
c) The Clerk reported that he had met with Tim Darling of Hanson. The meeting was arranged to discuss progress of Hanson’s works and works envisaged in the autumn of 2010 as part of the planning condition Hanson are required to undertake – the cutting of a new perimeter watercourse around the Must farm workings. To date no correspondence had been received.
The Clerk reported that Hanson’s contractors had requested whether the section of drain 2-3 could be filled. RESOLVED – That the Board had no objections to relinquishing control of the drain and it being dammed off. The Board felt that a small spur should remain so as to prevent any damage to the main pumping drain batter.
B 719 Pumping Station
a) The Chairman reported that A J Speechley Son & Partner had undertaken a service of the pump and panels and attending to the E.L. level problems. The Clerk reported that the fire extinguisher had been serviced and the PIR test on the electrical installation should be undertaken this year.
b) It was discussed and considered that no mechanical works would be required in 2010/2011
B 720 General Matters
a) Planning issues – The Clerk reported that during the last year the Consulting Engineer continued to liaise with: - Hanson Building Products for clay extraction.
Capita Symonds proposed development at Magna Park
b) Risk Management - Control and Risk Management – The Clerk reported upon the risk management assessment and that a review of the Board’s Insurance cover has been made. The Board’s cover for pumping station building panel and machinery was fixed at £437,955 from £427,050.00.
A review of the Health & Safety arrangements has also been made and appropriate risk assessments undertaken.
c) DEFRA
Middle Level Commissioners Consultant G Beel had talked about his proposals for IDB Review within the Middle Level Area. He spoke about the J Benn report of 2006, followed by the Pitt report of 2007, and Defra’s Sub-catchment proposals of 2008. The Flood and Water Management Bill was made an Act in April 2010. The idea to merge the existing 32 Boards into one Board was considered wholly unworkable and not sustainable. His proposals were for three boards based on income, district council boundaries and river catchments with a further ten year time scale from April 2013. He felt that Boards should be looking into possible mergers in order to prevent Defra enforcing amalgamations.
d) ADA – The Clerk reported that the Annual conference would be held at the east of England Showground in September. J Martin reported that the Board would be entering a team in the Golf tournament.
e) Electricity – The Clerk confirmed that a new twelve month contract with SWALEC ending 31st March 2011 had been entered: Standing Charge £13.19 Qrt, all units 7.95 p/kWh
f) Biodiversity Action Plan – The Board considered and approved the BAP plan presented by Middle Level Commissioners/ Wildlife Trust.
B 721 Payments – The Board considered and approved the payments made during 2009/2010 of £181,520.98 less deposits £165,050.00, making £16,470.98 inclusive of vat.
B 722 Annual Accounts 2009/2010
a) The Clerk presented and reported upon the Annual Accounts for the year ending 31st march 2010. RESOLVED – That the Statement of Annual Accounts and Annual Governance statement be signed by the Clerk as RFO and Chairman.
b) Audit Arrangements – External Audit – Moore Stephens has been appointed as external auditor and the 2009/2010 audit has been advertised for 1st June 2010 and returns are to be completed by 30th June 2010. Mr Whitfield was currently undertaking the internal audit review of the 2009/2010 accounts.
c) Internal audit arrangement –G Whitfield a former Audit Manager with the Audit Commission was appointed as internal auditor for 2010/2011.
The Internal Auditor reported that there were no material matters to bring to the Boards attention in respect of the 2008/2009 accounts.
B 723 Estimates of Income and Expenditure
The Board considered and approved estimates of Income & Expenditure for 2010/2011
The payment of the Clerk’s salary for 2009/2010 of £1,288.82 was increased to £1,330 for 2010/2011.
The payment to the Whittlesey IDB for District Officer duties in 2009/2010 was £940.00 was increased to £965 for 2010/2011.
Although no drainworks and flail owing was envisaged the sum of £1,500 and £750 was retained in the estimates.
RESOLVED – That the estimated gross expenditure of £14.160 be approved. The income of £2,250 related to interest that applied mainly to the Pumping Station replacement account.
The Clerk reported that a Treasury Bond with Barclays for £55,000 @ 1.1% from 7th August 2009 to
5 Feb 2010 was taken out.
A Bond of £50,000 with Abbey@2.81%. matured on 1st April 2010 and along with interest of £1,054.80 was re-invested @ 2.3% for twelve months.
A further £60,000 was invested with Santander @ 2%.
At the 1st April 2010 the General Fund Account stands at £35,046.445 Pump Replacement Account £85,320.05 and the Development Account at £4,829.02 The bank balance with Barclays as at 31st March 2010 was £10,212.86, National Savings Bank £4,156.53, Santander £110,050.00. Total £124,419.39
B 724 Rates and Levy Requirement
Under Section 37 of the Land Drainage Act 1991, the appropriate proportions in which the net expenditure of the Board must be borne for 2009/2010: -
a) Proportion to be borne by Agricultural Sector 4.60%
b) Proportion to be borne by Special Levy issued
to Fenland District Council 95.40%
In 2009/2010 a rate of 1p together with corresponding special levy would raise £4,381.60
Although the estimated net expenditure of £11,910 in 2010/2011 is equivalent to a rate of 2.72p in the £ it was considered that provision should be made for the main bulk of interest being allocated to the Pumping Station Replacement Account.
RESOLVED:-
a) A rate in the £ on agricultural land and buildings of 3p in the £ to raise £609.36
b) A special levy on Fenland District Council of £12,535.44
c) That the seal of the Board be affixed to the Record of Rate and Special Levy
d) That the Clerk be empowered to recover any outstanding rate through the courts.
B 725 Date of next meeting To be arranged by Chairman and Clerk in 2011.
The Chairman closed the meeting at 10.15am and thanked the members for their attendance.
