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A MEETING OF THE SOUTH HOLLAND INTERNAL DRAINAGE BOARD WAS HELD IN THE BOARD ROOM, MARSH REEVES, FOXES LOWE ROAD, HOLBEACH, LINCOLNSHIRE ON TUESDAY, 5 NOVEMBER 2019 AT 10:30 AM. Elected Members Appointed Members * S Bartlett South Holland D C C Dring * A Beal * N J Grundy * F Biggadike * A G Hay * P Coupland * S A R Markillie P Redgate * J Perowne * G Rudkin * I Stancer * M Seymour S R Taylor * Mrs E Sneath R C Thompson J Tyrrell * D R Worth * D Wilkinson Vacancy South Holland D C/ Boston B C * A Casson * Present (71%) Mr D R Worth in the Chair In attendance: Mr P J Camamile (Chief Executive), Mr K L J Vines (Catchment Engineer/Health and Safety Officer), Miss S Jeffrey (Finance & Rating Manager), Mrs C Cocks (Minutes) ID South Holland IDB, Minute Action 74/19 APOLOGIES FOR ABSENCE 74/19/01 Apologies for absence were received on behalf of Messrs C Dring, P Redgate, S R Taylor, R C Thompson and J Tyrrell. 75/19 INTRODUCTIONS AND WELCOME 75/19/01 The Chairman welcomed Mr G Rudkin to his first Board meeting and welcomed back Mr D Wilkinson. Both members had been appointed by South Holland District Council. 75/19/02 Miss Cathryn Brady, Sustainable Development Manager, was welcomed to her first Board meeting. Miss Brady had replaced Mr G 1 ID South Holland IDB, Minute Action Brown, Flood and Water Manager who had recently left the WMA Group and was now working for the National Trust. 76/19 DECLARATIONS OF INTEREST 76/19/01 Mr S A R Markillie declared an interest in agenda item 20 (2) of the Consortium Matters Schedule of Paid Accounts in respect of a payment made to his business with regard to his duties as WMA Chairman. RESOLVED that this be noted. 76/19/02 Mr J Perowne declared an interest regarding matters to be discussed in the Confidential Business section of the meeting. RESOLVED that this be noted. 77/19 MINUTES OF THE LAST BOARD MEETING 77/19/01 The minutes of the last Board meeting held on 6 August 2019 were approved and signed as a true record. 78/19 MATTERS ARISING FROM THE MINUTES 78/19/01 Eels (56/19/05) The Catchment Engineer had recently discussed the suspected KV/DW/FB pollution in Holbeach River with Mr F Biggadike out of meeting and it was now clear that this had emanated from a broken Anglian Water sewer in Fleet Road which then found its way in to the surface water drainage system, and not from an overflow as initially thought. He had arranged a site meeting with the local team from Anglian Water Services and both the Chairman and Mr Biggadike would also attend if possible. 79/19 PERFORMANCE SUB COMMITTEE 79/19/01 The unconfirmed minutes of the Board’s Performance Sub Committee meeting held on 26 September 2019 and Interim Performance Review for 2019/20 were considered in detail and approved. Arising therefrom: 79/19/02 Objective 4: Review of the Capital Financing and Reserves Policy It was agreed that the Finance & Rating Manager and Catchment SJ/KV Engineer should clear down Grants Unapplied from the Current Liabilities section of the Board’s Balance Sheet, and formally close off the capital projects that had long since been completed before 31 March 2020. RESOLVED that this be noted. 2 ID South Holland IDB, Minute Action 80/19 HEALTH AND SAFETY COMMITTEE 80/19/01 The unconfirmed minutes of the Board’s Health and Safety Committee meeting held on 14 October 2019 were considered in detail and approved. Arising therefrom: 80/19/02 It was agreed and thereby RESOLVED that operatives should have their eyes tested annually with effect from 1 April 2020, which would be paid for by the Board. This would be compulsory for all drivers. 80/19/03 It was agreed and thereby RESOLVED to approve the Health and Safety Policy Statement for 2019 (a copy of which is filed in the Report Book). 80/19/04 It was agreed and thereby RESOLVED to approve the Health & Safety Report for 2019 (a copy of which is filed in the Report Book). 80/19/05 Mr F Biggadike informed members that he had recently seen operatives cutting one of the Board’s drains, which looked precarious in the way the operation was being carried out. The Catchment Engineer confirmed that all operatives had since received a toolbox talk on not going too close to the edge of the drain when carrying out work with machinery. RESOLVED that this be noted. 80/19/06 Mr A Beal expressed an interest in joining the Health and Safety Committee. It was proposed by Mr D R Worth, seconded by Mr F Biggadike and unanimously agreed to elect Mr Beal to serve on the Board’s Health and Safety Committee until 31 October 2021. RESOLVED that this be noted. 81/19 PLANT AND DEVELOPMENT COMMITTEE 81/19/01 The unconfirmed minutes of the Board’s Plant and Development Committee meeting held on 14 October 2019 were considered in detail and approved. Arising therefrom: 81/19/02 Indicative 5-Year Capital Programme (05/19) It was agreed and thereby RESOLVED to approve the Indicative 5- Year Capital Programme (a copy of which is filed in the Report Book). 81/19/03 Financial Reports (06/19 and 07/19) It was agreed and thereby RESOLVED to approve the Labour Operations Account, Mobile Plant Operations Account and the Mobile Plant Fixed Assets Register (copies of which are filed in the Report Book). 81/19/04 Mobile Plant Review and Proposed 5-Year Mobile Plant Replacement Programme and Budget (08/19/01-05) 3 ID South Holland IDB, Minute Action It was agreed and thereby RESOLVED to approve the Mobile Plant Review, the Proposed 5-Year Mobile Plant Replacement Programme and Budget, as detailed in the minutes of the Pant & Development Committee meeting held on 14 October 2019. Arising therefrom: 81/19/05 It was agreed and thereby RESOLVED to set an annual net plant replacement budget of £255,270 for 2020/21, which would increase by the percentage that drainage rates and special levies increased by over the next 5 years until 2024/25. It was further agreed that the budget would operate on a five year rolling average basis, so that an under spend in any particular year would be available for use in future years if needed. 81/19/06 It was agreed and thereby RESOLVED to provide additional funds in 2020/21 and 2021/22 to make up for the two years of underspend in 2016/17 and 2017/18, which would allow the mobile plant replacement programme to “catch up”. The net budget for 2020/21 and 2021/22 would therefore be £476,444 per year. 81/19/07 The Board’s Chairman congratulated and thanked both the Committee Chairman and the team for the work they had done on this review. 81/19/08 Mobile Plant Requirements for 2020/21 (09/19/01) It was agreed and thereby RESOLVED to purchase the following DM equipment as soon as possible (based on the new Machinery Condition Register, the items prioritised for replacement in 2020/21 were the Volvo Excavator (7119) and the Herder Grenadier cutter and tractor (7547) and (7440)). The anticipated cost of these items of plant is shown below, and is within the agreed budget for 2020/21: Net Cost Medium Reach Excavator & Basket £180,335 Grenadier Type Cutting Unit £93,880 Tractor For Grenadier £98,450 Cutting Attachments for Grenadier £42,230 £414,895 81/19/09 It was agreed and thereby RESOLVED to investigate the possibility DM of sharing a Plant Engineer with King’s Lynn IDB when the Board’s Plant Engineer retired (expected May 2021). 82/19 OPERATIONS REPORT 82/19/01 The Operations Report (a copy of which is filed in the Report Book), was considered in detail and approved. Arising therefrom: 82/19/02 Near Misses (5.2) 4 ID South Holland IDB, Minute Action The Board were made aware of two near misses, both involving water DM pipes, one in a water meter box at Saunders Dyke and the other in a duct crossing at Clarks Hill Drain. Both had been hit with a flail while undertaking cutting work. Neither had resulted in injuries. Repairs had been carried out by Anglian Water. The Board would be continuing to install marker posts next to service crossings as a visual sign for future protection. RESOLVED that this be noted. 83/19 ENGINEERING REPORT 83/19/01 The Engineering Report (a copy of which is filed in the Report Book), was considered in detail and approved. Arising therefrom: 83/19/02 Westmere Pumping Station and Sluice Refurbishment (1.2) It was agreed and thereby RESOLVED to delegate authority to the Chairman, Vice-Chairman and Plant & Development Committee Chairman to appoint a contractor to carryout this work, following receipt of tenders. 83/19/03 Low Fulney Area Drainage Improvements (1.6) Further to the repeated flooding issues in the old Land Settlement KV area of Low Fulney and the resulting Section 19 Investigation undertaken by Lincolnshire County Council (LCC) it had been proposed that a new road culvert be installed to provide a new drainage connection from the old land settlement to the Board’s network. LCC were interested in sharing the cost of this work with the Board on a 50/50 basis and to complete the work in the current financial year. The total cost was reported as being approximately £30k (£15k each).

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