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September 2014, at the Showground, Newark

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September 2014, at the Showground, Newark TRENT VALLEY INTERNAL DRAINAGE BOARD Minutes of a Meeting of the Board held at 9.30 a.m. on Thursday, 25th September 2014, at The Showground, Newark. Elected Members Nominated Members * Messrs W.J. Staunton (Chairman) Bassetlaw District Council * J. Miller (Vice-Chairman) * Cllrs K. Isard * R. Warburton (Vice-Chairman) * J.B. Rickells A. Arden * G. Wynne T.H. Farr Newark and Sherwood District Council * A. Howick * Cllrs J. Bradbury * R.J. Jackson * D.R. Payne * D. Loates I. Walker R.R. Oates * Mrs S. Michael R.N.J.S. Price Rushcliffe Borough Council * S.E. Richardson * Cllrs R. Hetherington J. Strawson * N.C. Lawrence * P. Smith * J.A. Stockwood Gedling/Melton Borough Councils * Mr J. Evens West Lindsey/North Kesteven District Councils * Cllr Mrs J. Frost * Present Staff Invited Representatives of Partner Organisations * Messrs A. McGill (Chief Executive) Messrs A. Wallace (Nottinghamshire County Council) * D.J. Sisson (Engineer) R. Marshall (Nottinghamshire County Council) * S. Thackray (Director of Finance) * J. Bowler (Bassetlaw District Council) * R.P. Mitchell (Director of I. Davies (Bassetlaw District Council) Operations) * M.S. Everett (Operations Manager) Mrs J. Bradley (Nottinghamshire Wildlife Trust) * P. Baines (Rating/Admin Officer) * Miss C. O’Brien (Admin Assistant) * In attendance The Chairman welcomed Cllr G. Wynne to his first meeting of the Board. Members were sad to learn that the LMDB’s surveyor had died and asked the Chief Executive to pass on their condolences to his family. 1. APOLOGIES Apologies for absence were received from Messrs A. Arden, I. Davies, T.H. Farr, R.R. Oates, R.N.J.S. Price, R. Marshall, J. Strawson, A. Wallace, Cllr I. Walker and Mrs J. Bradley. 2. DECLARATIONS OF INTEREST Mr J. Miller - agenda item 16:3. 3. NOTIFICATION OF ITEMS OF ANY OTHER BUSINESS Bassetlaw Scrutiny Committee. 4. BOARD MINUTES RESOLVED - 165 - Minutes of a meeting of the Trent Valley Internal Drainage Board held on 25th September 2014 at The Showground, Newark That the minutes of the meeting of the Board held on 26th June 2014 be confirmed as a correct record. 5. MATTERS ARISING 5:1 Minute 11:6, Page 161 - Floating Pennyworth in the Drinsey Nook Drain The Operations Manager reported that the ongoing spraying was proving successful. RECEIVED 5:2 Minute 17, Page 163 - Communications/Public Relations The Chairman reported that meetings had been arranged with Bassetlaw District Council, Newark and Sherwood District Council and Rushcliffe Borough Council in November to discuss the Board’s estimates and special levy levels for the next financial year. RECEIVED 6. DRAINAGE RATES AND SPECIAL LEVIES 6:1 Rate Collection The Rating/Admin Officer reported that drainage rates and special levies outstanding at 4th September 2014 totalled £597,548.84 although further collections had been made since this date. RECEIVED 6:2 Special Levy Transfers The Director of Finance reported that as agricultural land within the Board’s area was developed, transfers were made from agricultural rates annual assessable values to the special levy annual assessable value. The method for transferring value was by using the average value per area as determined at the 1992 revaluation. For Trent Valley IDB the rates as used by the predecessor boards continued to be used; £1,802.75 per acre for the Newark area, £7,618 per acre for the Laneham area, £601 for the Fairham Brook area and £10,775 per acre for the Kingston Brook area. These values reflected the high value of the power stations within the old Laneham and Kingston Brook areas. In response to Mr R. Warbuton, the Director of Finance reported that Staythorpe Power Station had not been operational in 1992 and was therefore excluded from the special levy annual value although Low Marnham power station which was operational in 1992 but had subsequently closed was included in the special levy annual value. Cllr R. Hetherington queried whether there would be any changes arising from the Kingston Power Station development. The Director of Finance explained that the only impact would be if the development took place on agricultural land and not if the development was taking place on the existing power station site. Cllr Hetherington understood that the development included land currently leased to a local farmer. The Rating/Admin Officer agreed to investigate. RESOLVED - 166 - Minutes of a meeting of the Trent Valley Internal Drainage Board held on 25th September 2014 at The Showground, Newark That the method for transferring from agricultural to special levy as detailed above be approved. 7. FINANCE The Director of Finance presented the attached report which showed a net surplus to date of £121,604; £121,136 favourable to budget. Officers stated that the overspend on the drain maintenance budget would be discussed under agenda item 8. Members were reassured that regular meetings between the operations staff and finance department had been instigated. Mr R.J. Jackson queried whether the costs recharged to the Environment Agency covered the complete cost of the works. The Director of Finance confirmed that full labour and machine costs were recharged. In response to Mr R. Warburton, the Director of Finance confirmed that Consortium recharges covered the actual time spent by Consortium employees on Trent Valley business. It was noted that the payment schedule showed payments gross of V.A.T. and this V.A.T. was reclaimed by the Board. The Director of Finance reported that an unqualified audit report had been received with no other matters raised. RESOLVED (a) That the Board’s financial position as detailed in the attached report be noted. (b) That the attached schedule of payments greater than £500 be approved. 8. OPERATIONS REPORT 8:1 Drain Maintenance The Director of Operations reported that the cost to date on maintenance works totalled £249,296 (41% of the budget). Although this represented a deficit of £21,000 to date, measures were being implemented to ensure works did not exceed the budget at the year end. These included: (a) Regular meetings with Lead Workers to ensure enhanced performance and productivity. (b) Reduction in overtime from 31st October 2014 (it was noted that some £21,000 had been paid in overtime since April). (c) Reduction of drains maintained this year in the Southwell district. It was noted that some £11,000 for reforming works had been wrongly allocated to this budget head and this would be adjusted. Work in the Southwell area had exceeded the budget but could be offset by savings made in other areas. This overspend had been largely due to difficulties getting around the area and the price per linear metre for - 167 - Minutes of a meeting of the Trent Valley Internal Drainage Board held on 25th September 2014 at The Showground, Newark the different areas would be reviewed to ensure it was accurate before the 2015/16 estimates were prepared. Although it was not realistic to stop paying overtime altogether, a review was being undertaken to see whether changes in the method of working could reduce this. Mr S.E. Richardson asked for clarification of the working hours; he understood that there were two working periods in the year, summer and winter. The Chief Executive reported that the basic week was 38 hours and confirmed that the review would take into account the need for additional hours during the summer to ensure completion of the weedcutting programme. It was estimated that some £38,000 of work would not be completed this year. The Chairman enquired what progress had been made following the meeting at Kingston Brook. The Operations Manager confirmed that he had met with householders from the area in June but was doubtful whether the Direct Labour Organisation would be able to undertake any further work during the current year. It was agreed that the Board’s officers should continue to liaise with representatives from Kingston Brook. RECEIVED 8:2 Construction Works Construction works undertaken by the Direct Labour Organisation since the last meeting included roadside bank reforming, weir repairs, bank repairs, manhole construction as well as access culvert and headwall repairs. RECEIVED 8:3 Works for Other Authorities Annual maintenance works undertaken for the Environment Agency under the Public Sector Co-operation Agreement continued. The value of works invoiced up to the end of July totalled £16,436. Flailing of Oxton Relief Channel had been undertaken for Newark and Sherwood District Council at a cost of £112 and watercourse clearance at Old Tannery Drive, Lowdham was due to commence shortly. Both jobs would be recharged. RECEIVED 8:4 Private Works Four private jobs had been undertaken and recharged at a total cost of £7,630. Work was also underway clearing a watercourse at Egmanton. RECEIVED 8:5 Plant and Equipment The new tractor and flail, and the low loader had been delivered and the Nissan pick-up sold for £1,500. The new Nissan pick-up, small pump and mower and trailer had still to be purchased this year. - 168 - Minutes of a meeting of the Trent Valley Internal Drainage Board held on 25th September 2014 at The Showground, Newark The plant replacement programme was currently being reviewed and would be presented to the Finance and Plant Committee for consideration on 6th November 2014. RECEIVED 9. ASSET RENEWAL AND REFURBISHMENT PROJECTS 9:1 Flood Investigations Preparation works and planning continued on the proposed projects for Thurgarton Village Flood Relief Scheme, Lowdham, Caythorpe and Gunthorpe Flood Relief Scheme and Egmanton Village Flood Relief Scheme as well as investigation into historic flooding in Kettlethorpe. The Engineer also gave updates on all the flood investigations that had arisen from events in 2012 and 2013 noting the following: (a) Southwell - the Board’s involvement had now become one of support of other agencies and riparian frontagers.
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