A MEETING OF THE EAST SUFFOLK INTERNAL DRAINAGE BOARD WAS HELD IN ORFORD TOWN HALL, ORFORD, WOODBRIDGE, SUFFOLK ON WEDNESDAY, 7 JUNE 2017 AT 10.30 AM.
Elected Members Appointed Members P Cooke Ipswich BC * J Foskett Vacancy * N Garrod Vacancy * E Greenwell Vacancy * A Hall * C Loyd Mid Suffolk DC C Mann * J Caston * R Mann * K Welham * M Paul Vacancy * R Pipe * A Rowlands Suffolk Coastal DC Mrs C Block * C Hedgley * Mrs J Marson *A Smith
Guests Babergh DC, * T Darby, Ipswich BC, East Suffolk Water Mid Suffolk DC, Abstraction Group Suffolk Coastal DC and Waveney DC Mrs S Allen C Rivett
Present (61%)
Sir Edward Greenwell in the Chair
In attendance:
Mr P J Camamile (Chief Executive), Mr G Bloomfield (Catchment Engineer) and Miss K Thomas (Project Manager)
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20/17 APOLOGIES FOR ABSENCE
20/17/01 Apologies for absence were received on behalf of Messrs P Cooke, C Mann, C Rivett, Mrs S Allen and Mrs C Block.
21/17 CHANGES TO APPOINTED MEMBERSHIP
21/17/01 Waveney District Council had appointed Mr Craig Rivett to serve as a jointly appointed member on the East Suffolk IDB, replacing Mr Keith Patience.
21/17/02 Mr Andy Smith was welcomed to his first meeting as a Suffolk Coastal District Council appointed member to East Suffolk IDB, replacing Mrs Sue Harvey.
21/17/03 The Chief Executive reported that following correspondence with Ipswich Borough Council concerning its entitlement to appoint three members to the Board, the Borough Council had advised that it would confirm these appointments at its full Council meeting on 26 July 2017. RESOLVED that this be noted.
21/17/04 It was agreed to arrange a meeting for the induction of new members. PJC RESOLVED that this be noted.
22/17 DECLARATIONS OF INTEREST
22/17/01 Alde/Ore Estuary Partnership and Alde/Ore Estuary Trust
Sir Edward Greenwell declared an interest in all matters pertaining to the Alde/Ore Estuary Partnership due to his role as Chairman of that group. Mrs J Marson and Mr R Mann declared an interest in all matters pertaining to the Alde/Ore Estuary Partnership due to their membership of that group. Mr R Pipe declared an interest in all matters pertaining to the Alde/Ore Estuary Trust due to his role as Trustee. RESOLVED that this be noted.
22/17/02 Blyth Estuary Group
Mrs S Allen declared an interest in all matters pertaining to the Blyth Estuary Group due to her involvement within that group. RESOLVED that this be noted.
22/17/03 Deben Estuary Partnership
Mrs C Block and Mr J Foskett declared an interest in all matters pertaining to the Deben Estuary Partnership due to their membership of that group. RESOLVED that this be noted.
22/17/04 East Suffolk Water Abstraction Group (ESWAG)
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Mr Tim Darby declared an interest in all references to ESWAG due to his membership and representation of that group. RESOLVED that this be noted.
23/17 TO RECEIVE THE CHAIRMAN’S RESIGNATION AND ELECT NEW CHAIRMAN
23/17/01 Sir Edward Greenwell recorded his intention to stand down as IDB Chairman after 38 years’ service since he felt that it was no longer possible to Chair both East Suffolk IDB and the Alde & Ore Estuary Partnership due to the potential conflict of interest between the two groups. His role as Chairman of East Suffolk IDB would therefore conclude after this Board meeting. RESOLVED that this be noted.
23/17/02 Nominations were invited for a Chairman to serve on the East Suffolk IDB until the end of the current election term on 31 October 2018. It was proposed by Mrs J Marson, and seconded by Mr R Mann to elect Mr R Pipe to take on this role and there being no other nominations, it was unanimously agreed and thereby RESOLVED to elect Mr R Pipe as East Suffolk IDB Chairman until 31 October 2018.
24/17 ELECTION OF VICE-CHAIRMAN
24/17/01 The resolution to elect Mr R Pipe as Board Chairman created a vacancy for the Vice-Chairman role, (previously held by Mr R Pipe). It was proposed by Mr R Pipe and seconded by Mr N Garrod to elect Mr J Foskett to take on this role and there being no other nominations, it was unanimously agreed and thereby RESOLVED to elect Mr J Foskett to serve as Vice-Chairman of East Suffolk IDB for the remainder of the current election term to 31 October 2018.
25/17 MINUTES OF THE LAST BOARD MEETING
25/17/01 The minutes of the last Board meeting held on 17 January 2017 were approved and signed as a true record, subject to the amendments recorded with matters arising:
25/17/02 Sudbourne Pumping Station – UK Power Networks (UKPN) (03/17/01
The Catchment Engineer would contact UKPN concerning the GB relocation of overhead cables that were currently restricting the safe use of machines for ditch maintenance works at Sudbourne pumping station. RESOLVED that this be noted.
25/17/03 Alde & Ore Works Committee Proposal for East Suffolk IDB to seek ministerial consent to apply for public works loan for Alde/Ore Estuary (04/17/03-(i))
It was agreed and thereby RESOLVED to amend minute 04/17/03 – (i)
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to record that ‘the AOET will keep the East Suffolk IDB informed of the accumulated total amount of cash, (net of all expenses), that has been produced from the sale of enabling development donated by ratepayers. If and when this exceeds £2 million, it is agreed that the IDB may repay part or all of the IDB’s public works loan to the extent of such excess should it decide to do so’.
25/17/04 It was agreed and thereby RESOLVED to amend minute 04/17/03 (ii) to record that ‘a clear, financially costed delivery programme must be in place to establish where works will commence and in what order of priority before any works are undertaken. It was agreed that the East Suffolk IDB should follow the AOEP Estuary Plan, as recently amended by the AOEP to include a spend of up to £1 million from the Public Works Loan Board loan on the worst bits of the flood defences on the flood cells that fall into the latter stages of the priority programme’.
25/17/05 It was agreed and thereby RESOLVED to amend minute 04/17/03 (iii) to record that ‘East Suffolk IDB confirms its intention to enter an arrangement with AOET governing the terms on which the Trust will make grants to the IDB to fund the work to implement the Estuary Plan. The IDB will not start any such works unless either:
a) The IDB holds the cash funds to pay for such work and has received a binding conditional grant offer from AOET to cover the cost of such works, which will be payable if and when the AOET has received funds it can use to make that grant, or;
b) The IDB has received a binding grant offer from AOET to fund the works, together with confirmation from AOET that it already holds the funds needed to make that grant, or;
c) The IDB has funding from sources other than AOET to cover the cost of the works.
25/17/06 Waldringfield Marshes (06/17/04)
Mr A Smith proposed that it would be useful to involve Trudy Wakelin, Director of Licencing with the Marine Management Organisation, with the Board’s Project Manager’s discussions on licencing for works with partners in the Deben and Alde/Ore Estuaries.
26/17 ALDE & ORE WORKS COMMITTEE MINUTES
26/17/01 The recommendations arising from the Alde & Ore Works Committee minutes of 10 May 2017, (a copy of which is filed in the Report Book), were considered in detail. Arising therefrom:
26/17/02 Update on Public Works Loan (13/17/02)
Members considered the email to the Board’s Chief Executive, Chairman and Vice-Chairman received on 6 June 2017 from the AOET Chairman, together with the draft Grant Framework Agreement between
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the AOET and East Suffolk IDB. It was unanimously agreed that this agreement provided the necessary assurances to the IDB for it to proceed to borrow £3 million from the Public Works Loan Board repayable over a 30 year period on a fixed rate of interest that had been approved by Defra. RESOLVED that this be noted.
26/17/03 Members considered that based on the now approved agreement between the AOET and the IDB it was now appropriate for the IDB to repay the landowner the deposit he had previously contributed to the Phase 1 works at Aldeburgh. RESOLVED that this be noted.
26/17/04 Members considered the worst case possibility of the full estimated cost of £10 million for the flood defence works in the Alde/Ore estuary not being realised through funding and landowner/community contributions. It was agreed that should this transpire then works would have to be scaled down accordingly so that only £3 million would be spent. RESOLVED that this be noted.
26/17/05 Mrs J Marson, in her capacity as Chairperson of the Lower Alde Works Committee recorded her thanks to Mr R Pipe, the AOET and IDB officers for all the work they had put into the complicated process of organising the funding aspects for works in the Alde/Ore Estuary. RESOLVED that this be noted.
27/17 RIVER DEBEN CATCHMENT WORKS COMMITTEE MINUTES
27/17/01 The recommendations arising from the River Deben Catchment Works Committee minutes of 24 May 2017, (a copy of which is filed in the Report Book), were considered in detail. Arising therefrom:
27/17/02 East Suffolk Water Abstraction Group (ESWAG) (09/17/01)
Mr Tim Darby, ESWAG updated members on the Holistic Approach to GB Water Management – Felixstowe Peninsula Project Water Transfer Scheme. Mr Darby suggested the possibility of the IDB either managing this project, or acting as an enabler to the project. Mr C Loyd raised questions about ‘ownership’ of the water and what exactly the WMA/IDB priorities are. Several members recorded that in their view the IDB should not be managing this project and that perhaps there should be ‘a community interest group’ approach. It was agreed that the Catchment Engineer would prepare a paper about the Felixstowe Peninsula Project Water Transfer Scheme for the Board’s consideration at the appropriate time. RESOLVED that this be noted.
28/17 OPERATIONS REPORT
28/17/01 The Operations Report was considered in detail and approved (a copy of which is filed in the Report Book). Arising therefrom:
28/17/02 Pumped Districts (2)
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It was agreed that the Operations Engineer would arrange for all pump GB/PR attendants to have access to the telemetry system via text or email alerts. RESOLVED that this be noted.
28/17/03 Deben Estuary Partnership Update (4.3)
In addition to the update report by the Project Manager included within the Operations Report, Mrs C Block and Mr A Smith reported the following points in relation to the Deben Estuary Partnership:
(i) Mrs Block is working with Suffolk Coastal District Council on enabling development and providing support on this to parish councils.
(ii) Mr A Smith reported that Suffolk Coastal District Council will manage the coastal management and planning issues around enabling development. Mr Smith will endeavour to progress enabling development with Suffolk Coastal District Council and at a political level. He recorded that parish councils will require reassurance that any new housing will be supportive of parish needs with the inclusion of small houses, (preferable to the term ‘affordable housing’ as this tends to reduce the land value).
(iii) Mrs C Block reported coastal route and access issues.
(iv) Mrs C Block reported that the Deben Estuary mouth works needs to be progressed and highlighted erosion issues at Bawdsey quay.
28/17/04 Alde and Ore Estuary Partnership Estuary Modelling (4.6)
The Project Manager reported that the Anglia Eastern RFCC had agreed to £50k funding for the Alde/Ore Estuary Partnership’s modelling of the estuary and the IDB had now secured these funds on the Partnership’s behalf, in advance of modelling work commencing. The Project Manager was progressing tenders/tender analysis in order to determine the preferred consultant for these works. RESOLVED that this be noted.
28/17/05 Aldeburgh Town Marsh Wall (4.7)
The Catchment Engineer reported that environmental mitigation focussing on water voles as the primary species, together with reptile populations had taken place at Aldeburgh 20 February 2017 – 24 March 2017 in preparation for the infill of the old soke dyke and completion of the Phase 1 works once funding was confirmed. Based on the Board resolutions earlier in this meeting, these works would be initiated week commencing 12 June 2017. RESOLVED that this be noted.
28/17/06 Lowestoft Temporary Flood Barriers (4.16)
Mr A Smith asked thanks to be recorded for the efforts of IDB officers involved in the deployment of the temporary flood barriers and in dealing with the tidal surge of 13 January 2017. He reported that Sarah
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Hendry, Defra had visited and that East Suffolk IDB’s contribution had been highlighted by Coastal Partnership East.
28/17/07 Bawdsey Coastal Partnership (4.17)
Members considered the Project Manager’s update on the Bawdsey Coastal Partnership’s independent review by Alastair Tindle Consultants to understand the wider coastal frontage to facilitate an engineering options appraisal study. Mrs C Block expressed her concern about the contentious nature of this frontage and both Mr R Pipe and the Project Manager assured those present that the full engagement of local people was integral to the whole approach. The Project Manager was working closely with Suffolk Coastal District Council and in particular with Sharon Bleese who would be involved in the engagement approach. RESOLVED that this be noted.
28/17/08 Public Sector Cooperation Agreement (PSCA) Works (4.18 – 4.21)
Members considered the works undertaken by East Suffolk IDB via PSCA agreements with Waveney District Council and Suffolk County Council. Arising therefrom:
(i) Mrs C Block reported that Suffolk County Council Flood Risk Management Scrutiny Committee had appraised the Kirkley Stream works, (4.19), including asking the opinion of local residents and concluded these works had gone very well. RESOLVED that this be noted.
28/17/09 Health and Safety (6)
There were no incidents for report during this reporting period. RESOLVED that this be noted.
28/17/10 Planning (7)
The Planning Report, (included within the Operations Report), was considered in detail and approved. There were no matters arising.
29/17 DE-MAINING UPDATE
29/17/01 The Project Manager apprised Members of the roll-out of de-maining pilot projects as agreed by Defra. Please refer to the Environment Agency information sheet, Appendix 1 to these minutes.
30/17 INTERNAL AUDIT REPORT 2016/17
30/17/01 The Internal Audit Report for 2016/17 including the three observations and subsequent recommendations as prepared by the Board’s Internal Auditor, (King’s Lynn and West Norfolk Borough Council Shared Internal Audit Services), together with the Chief Executive’s responses and completion dates, (copies of which are filed in the Report Book), were
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considered in detail and approved. Arising therefrom:
30/17/02 The Chief Executive apprised members that the King’s Lynn and West Norfolk Borough Council now shared its internal audit service with Fenland District Council and as a result of this the WMA Member Boards’ internal audit had been undertaken by a new manager of the King’s Lynn and West Norfolk Borough Council Shared Internal Audit Services, Kathy Woodward.
30/17/03 Members considered and approved the updated procedures for the Board’s Financial Regulations as recommended by the Consortium Management Committee at its meeting on 30 March 2017 as a result of the phishing emails sent to the WMA on 5/6 December 2016, which were reported to the Internal Auditor and subsequently included in the observations and recommendations arising from the Internal Audit Report 2016/17. The Chief Executive reported that the £34,438 loss incurred by the WMA as a result of the cyber-crime would be borne by all the WMA Member Boards according to their basis of apportionment, which for East Suffolk IDB is 4.84%. RESOLVED that this be noted.
30/17/04 The substantial level of assurance awarded by the Internal Auditor on conclusion of the audit was noted.
31/17 APPOINTMENT OF INTERNAL AUDITOR FOR 2017/18
31/17/01 It was agreed and thereby RESOLVED to approve the re-appointment of the King’s Lynn & West Norfolk Borough Council’s (shared with Fenland District Council) Internal Audit Service to undertake the Board’s Internal Audit for 2017/18.
32/17 ANNUAL RETURN YEAR ENDING 31 MARCH 2017: SECTION 1 ANNUAL GOVERNANCE STATEMENT
32/17/01 The Chief Executive apprised members of the requirements for the Annual Return for 2016/17 in accordance with The Accounts and Audit Regulations 2015 and the circulation from ADA on 3 April 2017 of the March 2017 issue of the Governance and Accountability for Smaller Authorities in England Practitioners Guide to Proper Practices to be applied in the preparation of statutory annual accounts and governance statements.
32/17/02 The Annual Governance Statement shown in Section 1 of the East Suffolk IDB Annual Return for the year ended 31 March 2017 was considered in detail and approved by the Board.
33/17 FINANCIAL REPORT YEAR ENDING 31 MARCH 2017
33/17/01 The Financial Report for the year ending 31 March 2017 was considered in detail and approved, (a copy of which is filed in the Report Book). Arising therefrom:
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33/17/02 The Chief Executive advised Members that the net surplus of £115,101 for the 2016/17 year was largely attributable to the rechargeable works undertaken in the financial year. RESOLVED that this be noted.
34/17 ANNUAL RETURN YEAR ENDING 31 MARCH 2017: SECTION 2 ACCOUNTING STATEMENTS
34/17/01 The Accounting Statements shown in Section 2 of East Suffolk IDB’s Annual Return for the year ended 31 March 2017 were considered in detail and approved. RESOLVED that this be noted.
35/17 DATE OF COMMENCEMENT PERIOD FOR THE EXERCISE OF PUBLIC RIGHTS
35/17/01 In accordance with the Accounts and Audit Regulations 2015, the responsibility for setting the date for the exercise of public rights to inspect the accounts now resides with the Board’s Responsible Finance Officer rather than the external auditor. It was agreed to publish notice on the Board’s website and display in the district that the Accounts year ending 31 March 2017 would be available for inspection for the 30 working day period commencing 19 June 2017 and ending 28 July 2017. RESOLVED that this be noted.
36/17 SCHEDULE OF PAID ACCOUNTS
36/17/01 The Schedule of Paid Accounts for the period of 1 January 2017 to 31 March 2017, totalling £549,771.61, (a copy of which is filed in the Report Book), was considered in detail and approved. There were no matters arising.
37/17 REVIEW OF OBJECTIVES 2016/17
37/17/01 The review of objectives for 2016/17, (a copy of which is filed in the Report Book), was considered and approved as having been achieved in part, with two objectives not achieved due to other priorities being rolled over to 2017/18. Arising therefrom:
37/17/02 The Chief Executive apprised members of the real progress that had been made in regard to the Board’s objective to ensure its precept paid to the EA was fair and spent on works benefitting the Board’s Drainage District. The Anglia Eastern RFCC approval for the EA to pay £350,000 per year over a three year period for the four IDBs in the Eastern region to deliver maintenance works on main river was considered a real achievement as it would enable the Board to deliver a maintenance programme on main river which the Board’s drainage district benefits from. RESOLVED that this be noted.
37/17/03 An Adoption and Charging Policy in respect of Sustainable Drainage
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Systems (SUDs) was on this meeting agenda for the Board’s consideration to support the Board’s objective for Local Planning Authorities to include IDBs as statutory consultees in the planning consent process and to promote IDBs to adopt SUDs in or affecting its Internal Drainage District. RESOLVED that this be noted.
38/17 OBJECTIVES 2017/18
38/17/01 It was agreed and thereby RESOLVED to approve the objectives for 2017/18 as follows:
(i) To ensure that total expenditure does not exceed the expenditure budget for 2017/18 and plan for subsequent years’ rate increases to equate to no more than an inflationary rise.
(ii) To ensure that the EA’s annual precept charge on the Board is fair and that it is spent on work that benefits the Internal Drainage District.
(iii) To make progress with changing the legislation to enable the Board to extend its area, should Highland Water Contributions be reduced or no longer made by the EA to the Board for managing surface water entering the Drainage District from the Upland Catchment.
(iv) To help introduce a sustainable investment programme primarily for the ‘low consequence’ main river network that the Board’s watercourses discharge into, by working with the EA, SCC, LPAs, NE and our other partners.
(v) To complete the review of the arterial network and the Board’s Infrastructure Adoption/Abandonment Policy, (carried forward from 2016/17)
(vi) To devise an indicative 5 year maintenance programme for consideration by the two Works Committees and the Board, (carried forward from 2016/17).
(vii) To help introduce a sustainable investment programme primarily for the unaffordable and ‘uneconomic’ sea walls that protect the Board’s District, by working with the EA, AOEP/AOET, DEP, SCC, SCDC, WDC, NE and our other partners.
38/17/02 It was agreed that an indicative 5 year maintenance programme should GB/PR be available for consideration by the two Works Committees as soon as possible. RESOLVED that this be noted.
39/17 SUDs ADOPTION AND CHARGING POLICY
39/17/01 The SUDs Adoption and Charging Policy, (a copy of which is filed in the Report Book), was considered in detail and adopted by the Board. Arising therefrom:
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39/17/02 Mrs C Block reported that Suffolk County Council Flood Risk GB Management Scrutiny Committee would be looking at the issues surrounding SUDs and it was agreed to send the Board’s SUDs Adoption and Charging Policy to Matt Hullis at Suffolk County Council for inclusion in this review, to highlight the promotion and benefits of IDBs taking on this responsibility against the risks associated with private management companies having responsibility for SUDs. RESOLVED that this be noted.
40/17 MATERIAL CHANGES TO RISK REGISTER
40/17/01 Members considered the risk register for those risks with a risk assessment matrix score of ≥ 6. Arising therefrom:
40/17/02 Members considered there were no material changes to be made during this reporting period to the risk assessment score for those higher scoring risks as presented, although it was agreed to change the wording from ‘overtopping’ to ‘breaching’ to more accurately reflect potential impact arising from severe weather events along sea defences that are not effectively maintained. RESOLVED that this be noted.
40/17/03 It was agreed to add to the Risk Register the risk of the Alde and Ore MEC Estuary Trust not being able to raise sufficient funding to pay for the works, beyond that which could be paid for by the Public Works Loan for reinstatement works in the Alde/Ore Estuary. RESOLVED that this be noted.
41/17 BLYTH ESTUARY WORKING GROUP
41/17/01 Mrs S Allen advised that discussions had taken place with Waveney District Council about the role of the Blyth Estuary Group in regards to how this would meet the needs of the estuary and also the transfer of data to/from Waveney District Council. Mrs Allen confirmed that it had been agreed that a new Blyth Working Group be set up to feed into the wider partnership with the IDB Catchment Engineer and Project Manager also linking into the Blyth Working Group. RESOLVED that this be noted.
41/17/02 It was agreed and thereby RESOLVED to include the Blyth Estuary Group as a standard agenda item for East Suffolk IDB meetings to keep the Board informed.
42/17 CORRESPONDENCE: NATIONAL AUDIT OFFICE REPORT ON IDBs
42/17/01 Members considered the National Audit Office Report on IDBs that had been published on 17 March 2017, together with ADA’s response, (copies of which are filed in the Report Book). Arising therefrom:
42/17/02 The general consensus was disappointment with the way in which the
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Report challenged IDB governance and leadership. It was felt that the report was basically undertaken as a desk top exercise and not at all representative of the majority within the IDB industry. However a key issue raised in the Report that did relate to East Suffolk IDB was that several Local Authority appointed member entitlements to sit on IDBs were not taken up. The IDB had subsequently taken this up with its Local Billing Authorities, asking them to take up their entitlement on the Board, and both Ipswich Borough Council and Mid Suffolk District Council had declared intentions to do so. RESOLVED that this be noted.
42/17/03 Members were advised that ADA intended to send an additional, more robust response to the Report to the Secretary of State for the Environment, Food and Rural Affairs and at the same time invite the Secretary of State to visit an IDB. The WMA was also intending to respond on behalf of its Member Boards. RESOLVED that this be noted.
43/17 NEXT MEETING
43/17/01 The next East Suffolk IDB meeting would take place on Wednesday, 11 October 2017 at 10.30 am in Orford Town Hall.
44/17 ANY OTHER BUSINESS
44/17/01 The Chief Executive raised the need for consultation with ratepayers in the gravity areas of the Alde and Ore Estuary, together with Suffolk Coastal District Council, before the Board would be permitted by Defra to introduce a change to the Differential Rating Order, to ensure that all those benefitting from estuary wall reinstatement works in the Alde & Ore were paying towards the cost of servicing the public works loan.
45/17 OPEN FORUM: TO HEAR FROM MEMBERS OF THE PUBLIC, WITH LEAVE OF THE CHAIRMAN
45/17/01 There were no members of the public present at this meeting.
46/17 CONSORTIUM MATTERS
46/17/01 The unconfirmed minutes of the last Consortium Management Committee meeting held on 31 March 2017 were considered in detail and approved. Arising therefrom:
46/17/02 Surface Water Development Contribution Rate 2017/18 (11/17/05)
It was agreed and thereby RESOLVED to approve the WMA CMC recommendation to approve a 1% increase to £75,500 to the surface water development contribution rate payable per impermeable hectare in the financial year 2017/18. RESOLVED that this be noted. 12 ID East Suffolk IDB, Minute Action
46/17/03 Schedule of Paid Accounts
The WMA Schedule of Paid Accounts for the period 1 December 2016 to 28 February 2017 totalling £167,510.48 as approved at the Consortium Management Committee meeting on 31 March 2017, was considered in detail and adopted. There were no matters arising.
46/17/04 Financial Report
The WMA Financial Report for the period 1 April 2016 to 28 February 2016, as approved at the Consortium Management Committee meeting on 31 March 2017 was considered in detail and adopted by the Board. There were no matters arising.
46/17/05 Issues for discussion at the next CMC meeting
There were no specific issues raised by members that would require discussion at the next Consortium Management Committee meeting on 30 June 2017.
47/17 CONFIDENTIAL BUSINESS
47/17/01 There was no confidential business to discuss.
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Update for East Suffolk Internal Drainage Board Members ‘De-maining’ Pilot Project
On the 14th March 2017, ADA and Defra announced a number of pilot projects that propose to “de-main” certain sections of main river across the country. This has come after significant engagement with Internal Drainage Boards (IDBs), Local Authorities and the Environment Agency (EA). The process involves investigating the passing of river maintenance, operational activities and regulatory powers from the EA to IDBs, Lead Local Flood Authorities (LLFAs) or District Councils where there is mutual agreement, a locally generated appetite, and benefit to do so. The pilots are focussing on ‘low consequence’ rivers where there is little or no risk of flooding to people and property. If successful, the pilots will lead to the permanent passing of these activities to the IDBs/LLFA’s concerned.
The national “Rationalising of the Main River Network” (RMRN) project is piloting de-maining in five pilots areas which include:
• Norfolk and Suffolk Rivers (Tranche 1 and Tranche 2) – EAST ANGLIA • Stour Marshes – KENT AND SOUTH LONDON • Isle of Axholme – EAST MIDLANDS • South Forty Foot – LINCS AND NORTHANTS • Wormbrook and Allensmore Brook – WEST MIDLANDS
Following the project update from Innes Thomson 9th May 2017, all five of the Pilot areas that were selected to progress to de-mainment are continuing to work with local partners, interested stakeholders and communities to plan the public consultation stage of the de- maining process. The timescales around this consultation stage have been delayed by the announcement of the General Election. The EA plan to undertake informal consultations with stakeholders and communities in September, through public drop-in sessions and stakeholder meetings. Following this, formal consultations is scheduled to begin November. As part of the consultation process IDB officers are working with EA to ensure that all national and local stakeholders know in advance of the start of the informal consultations. The Environment Agency have phased the pilots into Tranche 1 and 2.
For East Suffolk we are currently progressing the River Bologney (Tranche 1), River Cookley and the River Wang (Tranche 2). EA and IDB officers are working together to produce a joint Communications and Engagement Plan to share information about the project, involve local people and highlight key messages.
EA and IDB officers are also working with Suffolk County Council (SCC), as Lead Local Flood Authority, as some sections of the watercourses fall outside of the Internal Drainage District and as such SCC and East Suffolk IDB will need to agree a maintenance approach together. This could be done through Public Service Cooperation Agreement (PSCA) and officers from all three organisations are also working together on this matter. There are no Environment Agency assets that will require transfer to the IDB on the River Bologney, River Cookley or the River Wang.
The EA and IDB will organise walkovers for these watercourses so that we understand the details of transfer. The EA will be writing to a number of key stakeholders (including landowners) to inform them of our intention to demain. EA will also be posting information on websites, in parish magazines and other local communication routes to advertise this project.
East Suffolk Internal Drainage Board members will be engaged in this project through Board meetings, regular updates and through discussions with individual members with a pilot main ESIDB Minutes 7 June 2017 Appendix 1 river in their district or land-ownership. Members with an interest in the pilot areas are asked to contact the IDB project officer.
The IDB officer will also be involved in the Technical Working Group for this project that will bring together the experience and expertise of all the Pilot areas.
For more information please contact:
Karen Thomas as IDB officer lead in Suffolk [email protected]
Marie Coleman - EA lead officer: [email protected]
A MEETING OF THE EAST SUFFOLK IDB ALDE & ORE WORKS COMMITTEE WAS HELD AT ORFORD TOWN HALL, ORFORD, WOODBRIDGE, SUFFOLK ON WEDNESDAY, 10 MAY 2017 AT 10.30 AM.
Elected Members Elected Members * P Cooke * R Mann * M Cordle * Mrs J Marson * Sir Edward Greenwell * R Pipe * J Greenwell * R Skepper * J Grimsey * P Waring * A Howe * G Watson A King
Present (92%)
Mrs J Marson in the Chair
In attendance:
Mr P J Camamile (Chief Executive), Mr G Bloomfield (Catchment Engineer) and Ms K Thomas (Project Manager and minutes)
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10/17 APOLOGIES FOR ABSENCE
10/17/01 Apologies for absence were received on behalf of Mr A King.
11/17 ADDITIONAL ATTENDEES EXTRA TO COMMITTEE
11/17/01 Following the letter of invitation from the Chief Executive on behalf of the Committee Chairperson to ratepayers in the Alde/Ore district there were some non-Committee members also in attendance at the meeting. A copy of the letter, together with non- Committee attendees’ register of attendance, is appended with these minutes.
12/17 MINUTES OF LAST MEETING
12/17/01 The minutes of the last Alde and Ore Works Committee meeting held on 9 January 2017 were considered in detail and approved.
12/17/02 There were no matters arising from the minutes of 9 January 2017 that were not otherwise included on the agenda.
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13/17 UPDATE ON PUBLIC WORKS LOAN
13/17/01 The Chief Executive reported on the current position regarding the public works loan, recording that Defra had agreed to allow the Board to borrow up to £3m from the Public Works Loan Board to undertake works on the Alde/Ore Estuary flood defences.
13/17/02 The Chief Executive went on to explain some of the challenges he understood the Alde/Ore Estuary Trust was facing with regard to providing the Board with the necessary assurances that it would be paid for the work it had done at a time when the Trust had the money to do so. The Chief Executive had not yet received the necessary assurances from the AOET and had not therefore drawn down or requested any of the £3m loan from the Public Works Loan Board.
13/17/03 Sir Edward Greenwell reported that the Alde/Ore Estuary Trust was taking advice in relation to Enabling Development because funds arising from Enabling Development cannot be construed as offering ‘direct’ benefit to the landowner without resulting tax implications, and would also contravene the charitable status of the Trust. A small number of sites for Enabling Development were now going forward for discussion with Suffolk Coastal District Council Planners. The feedback regarding likely sums available from these proposals highlights the balance that is needed between the likely planning and community desire for several smaller houses on a village plot, (estimated at £50k per property contribution towards the schemes), versus the more financially viable option of a single larger property in a more rural location (£100k+ per property contribution towards scheme).
14/17 UPDATE ON PHASE 1 WORKS AT ALDBURGH
14/17/01 The Catchment Engineer reported that the original phase 1 works at Aldeburgh were estimated to cost £966k to deliver. Following wall slips last year as a result of poor ground conditions work was stopped, which resulted in additional environmental mitigation works being required on site in Spring 2017 to allow for final works to be undertaken to complete phase 1.
14/17/02 The additional mitigation works, repairs and demobilisation /remobilisation costs have increased the total cost of works to an estimated £1.2M. The Environment Agency has provided £500k and a landowner has also made contributions. At present total spend has been approx. £800k.
14/17/03 Committee members considered the further £400k that would be required to complete phase 1 works and whether the public works loan should be used to pay for this. It was agreed to recommend
11 ID East Suffolk IDB, Alde & Ore Works Committee, Minute Action
that East Suffolk IDB draws down £500k of the £3M public works loan to facilitate completion of phase 1 works at Aldeburgh, subject to obtaining conditional agreement from the AOET that they will pay for this work when they have the funds to do so. RESOLVED that this be noted.
14/17/04 The Catchment Engineer reported that if East Suffolk IDB approved the recommendation recorded in minute 14/17/03 then phase 1 works at Aldeburgh could recommence in week beginning 12 June 2017. RESOLVED that this be noted.
15/17 PROPOSED CHANGES TO PRIMARY LEGISLATION FOR RATING REVALUATION - UPDATE
15/17/01 The Chief Executive apprised members of his involvement with the Defra Working Group looking at rating revaluation and proposed changes to primary legislation that would allow IDBs to extend to their full hydrological watershed catchment boundaries. Defra were not currently progressing this project and until such time as the legislation was changed, it would not be possible for IDBs to do this.
16/17 DIFFERENTIAL RATING UPDATE
16/17/01 It was noted that many landowners were no longer in arable production and were in HLS agreements and there was a perception that the land was of less commercial value which would prompt a ratings re-evaluation with a view to pay less rates. However, the committee also recognised that the ‘value’ of the land with HLS and tenant graziers made its ‘value’ comparable or possibly more valuable. This was an important point as several committee members were concerned that if rates were re- evaluated ‘down’ for key landowners in the estuary it would place the burden of loan repayments on a smaller number of landowners-making the loan less attractive. There was therefore a general view that it would be preferable if the ratings remained the same so that there is equity across the majority of landowners regarding the loan repayments.
17/17 INCOME AND EXPENDITURE YEAR ENDING 31 MARCH 2017
17/17/01 Members were asked to note the inclusion of the Aldeburgh scheme.
12 ID East Suffolk IDB, Alde & Ore Works Committee, Minute Action
18/17 NEXT MEETING
18/17/01 A works committee meeting prior to the 11 October 2017 East Suffolk IDB meeting was considered, but a date had yet to be confirmed. This date would be agreed by the Chairperson and all committee members and other landowners would be notified by email accordingly.
19/17 ANY OTHER BUSINESS
19/17/01 Environment Agency Demaining Programme
The Project Manager reported that the EA has announced five nationwide pilot areas for demaining, including Norfolk/Suffolk. The Bologney River should therefore be de-mained over the next 12 month period.
19/17/02 The Project Manager advised that the EA is keen to see an open, transparent and inclusive process with landowners and local communities with full East Suffolk IDB involvement and this will be discussed further at the 7 June Board meeting. It was also noted that a proportion of the Bologney River is outside the drainage district and discussions are therefore underway with Simon Curle, Flood Risk Manager at Suffolk County Council as to how best East Suffolk IDB and Suffolk County Council can work together, possibly through a Public Sector Cooperation Agreement.
13 ALDE/ORE WORKS COMMITTEE MINUTES 10 MAY 2017
Kettlewell House Austin Fields Industrial Estate KING’S LYNN Norfolk
PE30 1PH
t: +44(0)1553 819600 f: +44(0)1553 819639 5 May 2017 e: [email protected] w: www.wlma.org.uk
To: Alde & Ore District Ratepayers
Dear Ratepayer
NOTICE OF MEETING
You are invited to attend the East Suffolk IDB Alde & Ore Works Committee meeting that is taking place on Wednesday, 10 May 2017 at 10.30 am in the Town Hall, Orford, Woodbridge, Suffolk IP12 2NZ. Questions to the Committee will be permitted, with leave of the Chairperson, following close of Committee business.
If you would like to receive updates affecting the Alde & Ore Sub District would you please provide a current email address to Jan Maddison on the telephone number above, or by emailing Jan on [email protected]
Yours sincerely
P J CAMAMILE CHIEF EXECUTIVE
Sir Edward Greenwell (Chairman) Mr R J Pipe (Vice-Chairman)
Mr P J Camamile (Chief Executive)
Cert No. GB11990 Mr G Bloomfield (Catchment Engineer) Ms K Thomas (Project Manager) Cert No. GB11991 Mr P Roberts (Operations Engineer)
DEFENDERS OF THE LOWLAND ENVIRONMENT
ALDE/ORE WORKS COMMITTEE MINUTES 10 MAY 2017 A MEETING OF THE EAST SUFFOLK IDB RIVER DEBEN CATCHMENT WORKS COMMITTEE WAS HELD AT LOW FARM, BRIDGE ROAD, BROMESWELL, WOODBRIDGE ON WEDNESDAY, 24 MAY 2017 AT 2PM.
Elected Members Elected Members * D Adams * C Loyd * J Foskett * C Mann * R Garnham * M Paul G Henderson W Pipe * M Hollingsworth A Rankin B Kerr * J Kerr
Surveyor K Gray
Present (62%)
Mr M Paul in the Chair
In attendance:
Mr G Bloomfield (Catchment Engineer) and Mr P Roberts (Operations Engineer)
ID East Suffolk IDB: River Deben Catchment Works Committee Action
01/17 APOLOGIES FOR ABSENCE
01/17/01 Apologies for absence were received on behalf of Messrs G Henderson, B Kerr, W Pipe and A Rankin.
02/17 WELCOME AND INTRODUCTION
02/17/01 Mr Tim Darby, East Suffolk Water Abstraction Group, (ESWAG), was welcomed as a guest attendee.
03/17 MINUTES OF THE LAST COMMITTEE MEETING
03/17/01 The minutes of the last Committee meeting held on 7 December 2016 were approved as a true record. Arising therefrom:
03/17/02 Flooding Issues at Ufford (10/16/02)
The Catchment Engineer reported that discussion was ongoing with the Environment Agency about the possibility of the IDB undertaking maintenance works on EA main rivers that IDB watercourses discharge into and the EA would pay the IDB to do this. IDB officers would need to produce a programme of works for the EA to agree but it may be possible to include works on the 14 ID East Suffolk IDB: River Deben Catchment Works Committee Action
Deben at Ufford within that programme.
03/17/03 EA Main River (10/16/05)
The Catchment Engineer reported that the EA has announced five nationwide pilot areas for demaining, including Norfolk/Suffolk. It was therefore anticipated that the Bologney River would be demained over the next 12 month period.
03/17/04 Planning (10/16/09)
Generally no new planning items of concern. Mr C Loyd raised GB point of a recent scheme where he is aware of landowner benefitting from third party muck away payments circa £10/tonne. This was on a scheme with planning permission granted. Contrast with Suffolk estuaries is that all works will be under permitted development rights. Catchment Engineer to call Mr Loyd to discuss item in more detail.
03/17/05 Deben Estuary Partnership (DEP) Update (12/16/01)
Members present commented that they were not aware of any MP recent update from the DEP and Mr M Paul agreed to email Mrs C Block for a status update.
03/17/06 Deben Estuary Partnership (DEP) Update Post Meeting Note
Mr C Mann reported that he would be meeting with the new owners CM of Bawdsey Manor in due course to discuss the sea defence issues along the Bawdsey Manor frontage.
04/17 INCOME AND EXPENDITURE YEAR ENDING 31 MARCH 2017
04/17/01 Members considered the detailed Income and Expenditure account for the year ending 31 March 2017. Arising therefrom:
04/17/02 The £90,460 net surplus for the year that had been transferred to the Capital Reserve was noted.
05/17 PUMPING STATIONS
05/17/01 All the pumping stations in the Deben catchment had been serviced and were working well. The benefits of in-house mechanical and electrical engineering resource was noted.
06/17 MAINTENANCE PROGRAMME 2017/18 AND FIVE YEAR MAINTENANCE PROGRAMME 2018/19 – 2022/23
06/17/01 The Catchment Engineer reported that the Operations Engineer PR was in the process of reviewing the maintenance programme 15 ID East Suffolk IDB: River Deben Catchment Works Committee Action
throughout the entire East Suffolk IDB drainage district to produce a targeted five-year maintenance programme. RESOLVED that this be noted.
07/17 MEETING FREQUENCY AND NEXT MEETING DATE
07/17/01 The general consensus of members in attendance was that the Committee should continue to meet biannually.
07/17/02 It was agreed to hold the next Committee meeting on Wednesday, 6 December 2017 at 2.00 pm at Kirton Lodge.
08/17 DEBEN ESTUARY PARTNERSHIP UPDATE
08/17/01 Please refer to minute 03/17/05.
09/17 ANY OTHER BUSINESS
09/17/01 EAST SUFFOLK WATER ABSTRACTION GROUP (ESWAG)
Mr Tim Darby attended and gave a project progress update as most present already had prior knowledge of work in hand. Mott McDonald cost estimates had been reviewed downward increasing the likelihood of affordable water for growers. General acceptance of the scheme. Mr C Loyd raised issue of IDB involvement and favoured a privately run venture and raised parallels with Wissey Water Transfer Scheme in Norfolk. Water must leave IDB pumps first before it becomes free and EA are keen to then see the resource licenced, at around £12,000/yr. Next group meeting is 7 July 2017.
09/17/02 Holistic Approach to Water Management Felixstowe Peninsula Project Water Transfer Scheme
The Catchment Engineer reported approximately £100k in benefit has already been utilised by ESIDB with much of this being invested back into equipment / research / enabling works in the early days of the scheme within the Deben Catchment.
09/17/03 Suffolk Coastal Forum
The Catchment Engineer reminded members that the Suffolk Coastal Forum conference would be taking place on Friday, 6 October 2017 at Trinity Park, Ipswich.
16
OPERATIONS REPORT FOR THE PERIOD JANUARY 2017 - MAY 2017
1. Operational information for the Board
1.1 Revenue Maintenance Works
1.2 Please refer to maintenance works in the Financial Report for Period 12, 2016/17.
1.3 Operations Engineer and Operations Manager are continuing to pull together a draft maintenance programme. In recent weeks a thorough walkover has been made in conjunction with our environmental assistant to appraise work type, extent and approximate frequency required in a catchment. Work has been drafted for all Gipping and Deben gravity and pumped catchments along with Shingle Street / Hollesley and some upper Alde gravity districts.
1.4 Maintenance works to the River Gipping catchment have been undertaken during the first quarter. G Guymer has retired and been replaced by his long standing associate S Felgate. Additional support for some catchments by other WMA employees was needed after Storm Doris.
2. Pumped Districts
2.1 Tidal Blyth Catchment
2.1.1 Reydon Pumping Station (No. Pumps - 2)
No major problems reported.
Remote monitoring Telemetry installed.
Weed clearance of screen ongoing problem, weed removal 360 organised through Barry Day.
2.2 Tidal Alde & Ore Catchment
2.2.1 Butley Pumping Station (No. Pumps - 1)
Service to pump completed.
No major problems reported.
Remote monitoring Telemetry installed.
2.2.2 Chillesford Pumping Station (No. Pumps -1)
No major problems reported.
Remote monitoring Telemetry installed.
17
2.2.3 Gedgrave Pumping Station (No. Pumps - 1)
No major problems reported.
Remote monitoring Telemetry installed.
2.2.4 Sudbourne Pumping Station (No. Pumps - 1)
No major problems reported this period.
Remote monitoring Telemetry installed.
2.2.5 Iken Pumping Station (No. Pumps -1)
No major problems reported this period. External light for pump in operation faulty.
Remote monitoring Telemetry installed.
2.2.6 Hollesley Colony Marsh Pumping Station (No. Pumps - 1)
No major problems reported.
2.3 Tidal Deben Catchment
2.3.1 Bawdsey Pumping Station (No. Pumps - 1)
Service to pump completed.
No major problems reported.
Remote monitoring Telemetry installed.
2.3.2 King’s Fleet Pumping Station (No. Pumps - 1)
Service to pump completed.
No major problems reported.
Remote monitoring Telemetry installed.
2.3.3 Falkenham Pumping Station (No. Pumps -2)
Pump service completed, no major problems reported this period.
Remote monitoring Telemetry installed.
3. Gravity Districts
Nothing to report.
18 4.Capital Works & Operational Matters
4.1 Capital Works Sudbourne Eel Friendly Pumping Station Trial
Nothing to report this period.
4.2 Strategic sourcing of clay for flood defence
No further waste exemption licences have been secured for landowners at this time.
4.3 Deben Estuary Partnership (DEP)
We are working with the DEP to progress a number of projects arising from the Deben Estuary Plan. There have been no formal DEP meetings since the last Board meeting so nothing to report back. Key projects include:
Ongoing updates with EA and DEP for the Bawdsey Marshes frontage as IDB have been asked to submit application for FDGIA funds through a project Appraisal Report for this frontage as it is the largest flood cell in the Deben and needs improvement.
IDB engineers have costed options for improvements to this frontage. Landowners have advised at this stage that they will use the IDB costs for their discussions with Suffolk Coastal DC planners regarding enabling development. Cllr Block is also progressing these discussions. If successful this will be the key partnership funding contribution to attract FDGIA. The Business cannot be developed further without a partnership contribution.
Given the impact of this flood cell on wider estuary flood risk, we have asked the EA and Suffolk Coastal DC whether there are opportunities to draw in benefits from other estuary flood cells, (which have benefited from flood wall upgrades post 2013 flood), and not claimed any FDGIA. Walls at Kirton, Waldringfield and Martlesham Creek have all been upgraded to DEP plan designs with flood recovery funds and/or private investment by communities and landowners. We have now been advised by EA that this approach is unlikely to generate any significant additional FDGIA.
We have been developing a saltmarsh strategy for the DEP which has been endorsed by Suffolk Coastal Forum to secure new investment streams to support local saltmarsh restoration and beneficial use of dredging projects. If successful this will support natural protection to existing flood defences in the estuary and reduce the need for managed realignment over the next 20 years. A costed programme of works is being developed based on initial estimates that have been shared with DEP. The project will explore whether marine businesses benefit from streamlined dredging licences and landowners in the upper estuary can receive dredged material to enhance marshes in front of their walls. Elsewhere costs are being developed for wide scale restoration of marshes using polder work methods. The costed programme of works will be shared with Suffolk CC and Suffolk Coastal DC who will make
19 links to wider investment streams which ESIDB will manage and deliver on the ground on behalf of DEP. The ESIDB will be developing a strategic licence with the Marine Management Organisation to streamline consents and reduce costs to local businesses. At the time of writing this report the IDB project manager has developed a project bid to AONB unit to support this next phase of works.
4.4 Waldringfield Marshes
Work on this frontage completed last year and was officially launched at a ceremony on 1 December 2015. No further update since the last Board meeting on 17 January 2017.
4.5 Alde and Ore Estuary Partnership (AOEP)
ESIDB officers continue to support the AOEP who are now in the initial stages of delivering their estuary plan outcomes. The AOEP have set up an Implementation Group to act on their behalf to develop the delivery programme which the Project Manager attends.
4.6 Estuary Modelling
As the Upper estuary modelling by Eden Vale Young has proved inconclusive an opportunity has arisen for a full estuary model to be undertaken in this year. Officers have advised that this would be an opportune time to use this model to emulate the entire AOEP plan as it is outlined in the plan document. This would allow EA to understand any flood risk implications of the AOEP approach, underpin Flood Risk Activity Permits (needed to undertake wall works) and streamline our applications for FDGIA going forward. The AOEP agreed to this approach at their meeting in December 2016. Subsequently the RFCC have agree to fund the AOEP’s modelling work and the IDB have secured the funds on behalf of the partnership ahead of the modelling work being undertaken. The Project Manager has been progressing the modelling tenders, evaluation and subsequent contract with the preferred consultant and this is formally being agreed at the time of writing this report.
Iken – Clay has continued to be delivered and reworked ahead of any scheme for Iken pending the modelling results and subsequent FDGIA bid and fund- raising locally.
The IDB and AOEP have a total cost estimate of £12M for the whole estuary plan at this time. This is ahead of modelling and costs may well be reduced after this work is completed. The breakdown of contributions is roughly £2M from potential FDGIA and RFCC levy contributions, £5M from local contributions (community and public) and £5M from landowners. The IDB ratepayers in the Alde and Ore Estuary and Suffolk Coastal District Council have agreed for the IDB to apply for a £3M Public Works Loan and have voted to triple their drainage rates/special levies to repay this over the next 30 years. These funds may not actually be drawn down until they are required (as interest is only accrued once funds have been drawn down). It is expected that a further £2M could be raised by landowners from Enabling Development. IDB and AOEP have worked closely with the Alde and Ore Trust to establish an agreement for how AOEP funds can contribute towards IDB works. The IDB will provide a costed programme of works once we have the modelling outputs and this will inform the AOEP and Trust of the timing of works and contributions
20 required to support the Trust in funding the IDB to complete works on behalf of the AOEP.
The Project Manager is also working with the AOEP Funding group to develop alternative funding approaches and consider cost-saving methods to reduce flood defence improvement costs.
4.7 Aldeburgh Town Marsh Wall
To enable the filling in of the Phase I area old soke dyke a period of environmental mitigation was completed over the period starting 20 February 2017 through to week ending 24 March 2017. Mitigation work focussed upon water voles as the primary species as well as reptile (snakes and lizard) populations.
Water Vole mitigation involved the installation of special fencing to preclude their access to active soke dyke areas, houses dug into the field drains to re- home the captured animals, 80+ traps installed alongside the soke dyke to capture the animals, twice daily trap checking and baiting to capture and move animals, vegetation cutting / management, soke dyke edge clearance and return monitoring / vegetation management to deter re-establishment once site closed down post completion. An active population in excess of 62 animals was recorded along with well over 100 captures, an element of these toward the end of the mitigation work being recaptures. Animal recapture rates were quickly managed down by further sensitive vegetation management in specific areas deterring return of any animals due to a lack of suitable vegetation for cover or food.
Reptile monitoring was also undertaken but soon given the all clear due to a lack of captures, mainly due to the large amount of work undertaken to manage this last year prior / during the main construction works for Phase I.
The site is currently dormant pending funding availability to return and infill the old soke dyke, re-profile the widened embankment and full reinstatement to complete Phase I.
21 Completed Water Vole exclusion fencing in Field Start of flailing work on landward side of existing No.5 main soke dyke. soke dyke margins, post Water Vole checks and ecologist sign off.
Water Vole release pen installed in field drain edge. Flail cleared soke dyke edges to original soke dyke to eventually be infilled in Field No.5.
Water Vole in trap. Male adder being handled.
22
4.8 Snape Village and Maltings
No further update since the last report at the 17 January 2017 Board meeting.
4.9 Holistic Approach to Water Management (HAWM) Felixstowe Peninsula Project:
Over winter, bird surveys to aid Natural England’s advice on how much fresh water needs to continue to flow into the estuary to support the wading birds (the reason for the estuary’s international designation) is near completion and should report mid-June.
Ongoing discussions with East Suffolk Water Abstraction Group (ESWAG) and Deben Sub Committee members with landowners have established and confirmed the demand for new water and are now determining the seasonal demand, on-farm storage capacity and the availability of pipework to transfer the water from the holding reservoir to when and where it is needed.
Datasets are very promising, suggesting there is adequate water available to satisfy demand in most years. Quality monitoring has indicated that water in the Falkenham pump area may be too saline to be of use, but the quality at the Kingsfleet pump is fine.
Thanks to financial support from Anglian Water and Suffolk County Council, consultants Mott MacDonald have undertaken an options study, using the available data. Three key options are being considered; a small collective reservoir, possibly the King’s Fleet itself, with the majority of storage on farm; a large collective reservoir (probably in the King’s Fleet area) with limited on farm storage and a middle option. The routes for associated pipelines from this collective reservoir to the landowners’ boundaries are being proposed and this pipework and necessary pumps costed – to give an indication of the cost of available water to landowners. The high level costs are indicated at c £7m and will be subject to scrutiny through detailed design. It is felt the project could be delivered for under £5m (excluding on farm reservoir building and assumes minimal 3rd party compensation, enabling legal access agreements).
Discussions with water users have suggested that the preferred business model would be for the IDB to act as the managing body. Using examples from around the world we are now developing a formal proposal for a governance structure that would allow the IDB to make the capital investment in the shared pumps and pipework and sell the water to users in a fair and equitable manner, and at a competitive price.
For more information follow the link to SCC host site http://www.greensuffolk.org/flooding/hwmp/felixstowe/
4.10 Sizewell C Nuclear Power Station
Nothing to report this period.
4.11 Minsmere Levels Stakeholders Group
Nothing to report this period.
23 4.12 Sizewell B Tidal defence wall improvements
The Operations Engineer and Operations Manager attended a site meeting with Sizewell B Station Engineer on the 6 April 2017 to understand further their possible requirements for flood protection work at the northern end of the current B complex. An outline high level summary of three options was returned to the Station Engineer for their further appraisal, any follow up work to be notified in due course.
4.13 Gardiner Close, Bury St Edmunds
ESIDB have constructed a 500 metre flood embankment on behalf of Suffolk County Council at Gardiner Close, Bury St Edmunds. This project has helped the local residents of Gardiners Close by raising the standard of flood protection for over 20 homes from an estimated 1:45 year Standard of Protection to a 1:200 year SoP. Works also achieved the separation of the fluvial flood waters from overtopping into an Anglian Water owned attenuation pond.
A four week works programme starting from end of February / early March 2017 saw the existing failing flood defence completely removed and rebuilt to a height of 40.8mAODN with a 1 metre crest width and having 1:2.5 slope gradients. Construction utilised a D5 Bulldozer, 14t Excavator and a 10 wheeled dumper truck. The Bank was constructed using material won locally from the flood plain of the River Linnet giving us the volume of material required and increasing the capacity of the Linnets flood plain. Material was also gained locally from the attenuation pond which greatly improved the storage capacity for more surface water run-off.
The flood plain has been re-graded and with the use of shallow ditches, flood water can now flow quickly back into the Linnet after a period of flooding, which allows the public open space to be re-useable shortly after a flood event. The flood plain has been re seeded with a wild flower and grass seed mix to encourage wildlife into an urbanised area.
Flooding to properties in February 2014.
24 Construction underway in February / March 2017.
Completed flood bank and seeding beginning to take hold.
4.14 National Grid Bramford to Twinstead Connection project
Nothing to report this period.
4.15 East Anglia ONE Offshore Wind farm project
Applications for various temporary enabling construction dams and construction phase temporary haul road culverts at 9 locations have been received this period and are under consideration, first phase fees are £1,100.
25 4.16 Lowestoft Temporary Flood Barriers
In the week beginning 9 January 2017 ESIDB / WMA were given notice by Waveney District Council to mobilise and deploy the Lowestoft Temporary Flood Barrier for the first time. The Flood Barrier deployment is a project we have been working on with Waveney District Council and our joint delivery partner Waveney Norse through a Public Sector Cooperation Agreement with ESIDB.
Flood Barrier installed ready for action inside the port area adjacent Bascule Bridge. This protects the main flood route into Station Square and London Road North commercial areas.
Flood Barrier being installed at Commercial Road.
The temporary flood barriers are a stop gap that is protecting key parts of Lowestoft against tidal inundation until a larger Capital project to build a new tidal flood barrier is delivered by Waveney DC Coastal Partnership East Team by 2021.
Over the days of 10 to 12 January 2017 ESIDB/WMA and Waveney Norse mobilised to install the temporary flood barrier prior to the full project and equipment being in place. The main work to install the barriers was complete by end of the working day, Thursday 12 January 2017.
26 A small surge tide forecast for the evening of Wednesday 11 January 2017 prioritised the southern river side temporary flood barrier being installed first. The evening tide flood level was approximately 400mm below the quayside piling level at Kirkley Ham basin.
During Thursday 12 January 2017 the remaining temporary flood barrier sections on the north side of the river were installed. By this stage approximately 1400m of flood barrier had been installed in less than favourable weather conditions. The Friday morning high water passed without any real flood concerns as levels came in lower than forecast.
High water at Kirkley Ham on evening high water 13 January 2017, 100mm below the top of the quay heading.
During the afternoon of Friday 13th high winds unveiled and the weather conditions were suited for the large surge tide that had been predicted by the Environment Agency for the 21:45 high water in Lowestoft, everyone was preparing themselves for a forecast tide level of 2.96mAODN (including a 1.81m surge on top of the normal high water). This would have seen flood waters pouring into central Lowestoft similar to levels experienced in December 2013, the new flood barriers however would guard against this.
The evening tide eventually made approximately 2.40mAODN at Lowestoft, this being around 100mm lower than the quay heading at Kirkley Ham area, adjacent Waveney Drive. On this occasion the actual tide levels made well under the predicted tide level and fortunately damage to property and risk to life was minimal, all of the necessary precautions however were in place and tested once again. The temporary flood barrier was removed on the 14th and 16th January and is now stored and ready for any such future event where it can be quickly deployed to aid the protection of central Lowestoft.
27 An important outcome of this five year contract with Waveney DC is the joint purchase of 4No. 8inch mobile pumps and associated equipment. The units were delivered in early May and whilst during winter months they remain on priority call to Lowestoft to aid with over pumping (in line with calculated leakage rates from the flood barrier) they are otherwise available to assist with project / emergency pumping needs / 3rd party hire throughout ESIDB and other Eastern Boards. The purchase of the equipment has been a joint venture with Waveney DC meeting half the procurement costs and a shared maintenance cost.
4.17 Bawdsey Coastal Partnership
In May 2017 the IDB was asked to support the Bawdsey Coastal Partnership (BCP) in developing an understanding of the wider coastal frontage with a view to undertaking engineering options appraisal. The Project Manager has met with the BCP members including key landowners and developed a 2 phased approach to this work.
Phase 1 is being funded by the BCP to undertake an independent review of coastal processes in the area at their cost. They have recently appointed Phil Barber and Alastair Tindle Engineering Consultants to undertake this work.
Phase 2 will be an options appraisal stage and will receive some funding from Suffolk Coastal DC and Suffolk CC to progress the project. At this time the Project Manager is facilitating the BCP project and linking with other RMA partners regarding progress and outcomes. This project has a significant water resources element to it and IDB officers are keen to bring their expertise to the development of sustainable options for the frontage and support local landowners and the BCP.
4.18 Waveney DC Public Sector Cooperation Agreement Works
A number of contracts have been completed with Waveney DC using the ESIDB Public Sector Cooperation Agreement, these are outlined below: Felixstowe Sea Front Nesting Birds Survey – A short contract to conduct a nest finding survey on a site in Felixstowe where vegetation / scrub clearance needs to take place to enable a temporary chain linked fence to be erected, a new footpath along the fence line and two beach huts to be removed. Blundeston Pond – Construction of a small flood embankment to raise the southern bank of the village pond to stop water over flowing and flooding a house
28 on the opposite side of the road during heavy rainfall events. Installation of a 10metre long section of rock filled gabion baskets to stabilise a failing bank adjacent to the highway. Hall Road - Vegetation Clearance to a minor watercourse running behind house’s on Hall Road, Lowestoft. 1-2 Days work to hand clear 100m of heavy vegetation. Bonds Meadow - Works undertaken to stop water backing up in to properties further upstream. Works have also stopped the flooding of Hall Road, Lowestoft, in times of flood. Photos below show condition pre and post works.
Gunton Meadow - clearing vegetation and blockages from Gunton Meadow Watercourse. Also excavated culvert on Leisure Way, jetted out pipe, fitted a new trash screen and installed water safety signs in the children’s play area.
29
4.19 Kirkley Stream Pioneer Clearance and Pond De-silting Scheme ESIDB working in partnership with Suffolk County Council undertaking a large scale pioneer Vegetation Clearance scheme on the Kirkley Stream and Brook running along both sides of the A12 for over a mile heading into Lowestoft.
Following previous flooding events affecting houses in Kirkley, the Kirkley Stream / Brook were cleared of vegetation and debris allowing the free flow of water.
Along with the Pioneer clearance works ESIDB were tasked with de-silting five large attenuation ponds, used in part to manage A12 surface water runoff into Kirkley Stream and Brook. These had become largely silted up due to little / no maintenance since the highway was upgraded over a decade ago.
Another part of the project was to clear a 5m working access route along the whole stretch for future maintenance works.
Suffolk County Council using the PSCA agreement have now asked East Suffolk IDB to carry out yearly maintenance works to keep the stream, ponds, culverts and brook in a good working order going forward into the future.
4.20 Debenham Natural Flood Management Works
Working in conjunction with Suffolk County Council and the Deben Holistic Water Management Plan ESIDB is undertaking a PSCA to deliver two Natural Flood Management features around Debenham. The first site at Deben Hall Farm is under construction and will likely take less than a week to finish.
The second site will be at a location within the grounds of Aspall Cyder, and will be a slightly larger feature, acting as a mini off-line flood storage reservoir. Construction is planned in early June. Collectively these sites along with another two larger flood storage reservoirs will make a considerable contribution to managing flood waters in the upper Deben catchment.
30 4.21 Stutton Hall Estate Vegetation Clearance
A recharge project was scoped and costed for the estate, bordering the ESIDB area. The project is aiming to improve an approximate 150metre section of tidal embankment on the River Stour. The landowner has not currently engaged us to deliver the main embankment improvements but a large amount of tree / vegetation clearance works were undertaken in the vicinity to improve access, prepare the site and open up locally available clay sources. Clearance works are complete and we await further instruction to undertake the main embankment improvement work.
31 5. Hydrological Report
(extracts from http://www.metoffice.gov.uk/climate/uk/summaries/2017)
January started with a brief northerly outbreak which brought bright and fairly cold weather with overnight frost. The second week was unsettled and increasingly windy, and there was snow in many places on the 12th-14th. The second half of the month was mostly dry and settled, and cold at times, especially in the south, but it turned much milder and wetter in the last few days.
February started with a mild and wet south-westerly type, but between the 5th and 12th easterly winds prevailed and brought mostly dry but cloudy weather, with snow for many parts on the 11th and 12th but generally limited accumulations on the ground at low levels. From the 13th onwards it was generally mild, and it was relatively quiet until the 20th but the last third of the month was unsettled and often windy.
March began mild and changeable with mainly south-westerly winds. The south- westerly type persisted until mid-month but there were some quieter interludes. It was unsettled and briefly colder from the 20th to the 22nd with some snow in the north. Several days of dry sunny weather followed, but it turned unsettled again and very mild for the last few days.
April began with slackening low pressure over the country and a mix of sunshine and showers, but it soon became dry, warm and sunny for most parts as high pressure built from the south. It was often unseasonably warm until the 9th with plenty of dry sunny weather. The rest of the month was cooler but remained mostly dry and settled. A northerly outbreak brought widespread wintry showers on the 25th and 26th, and the 30th was wet in the south-west.
32 East Anglia East Lexham Buxton SevenMile Buxton West 1981‐2010 Anglia Estate observed Halvergate 1971‐2000 Somerton Average mm Actual mm Actual mm mm** Actual mm Actual mm** Actual mm JAN 53.4 46.7 26 50.7 37 57.8 47.5 FEB 37.2 41.4 61.5 49.4 44 38 43 MAR 44.8 33.1 41.5 39.7 33.6 49 31.5 APR 45.3 14.5 22 21.7 17.6 45.8 26.8 MAY 44.8 41.4 JUN 54.3 55.2 JUL 46 51.6 AUG 50.1 53.2 SEP 55.6 57.8 OCT 59 64.3 NOV 58.5 66.1 DEC 56.8 59.5
*http://www.metoffice.gov.uk/climate/uk/averages/19712000/areal/east_anglia.html ** http://www.metoffice.gov.uk/climate/uk/2017/
The actual rainfall figures are an estimated mean for the district, are indicative only and can vary substantially from sub-catchment to sub-catchment.
6.0 Health and Safety
Nothing to report this period.
7.0 Planning
Residential Development South of Saxmundham see map location (Map1). Outline advice and charging policy including links to our development pages, provided to consultant.
33 Map 1
Development at Sudbourne Hall –SUDs discharge Surface Water Contribution Calculated for site layout in question.
A ‘pre-application’ proposal for a winter storage abstraction near Blaxhall, NGR TM 36843 57882 at a maximum rate of 60 l/ for reservoir storage and subsequent spray irrigation.
Advice to SCC Highways (Footpaths) re river bank erosion - River Gipping, Creeting St Mary.
Consultation: variation to abstraction licence 7/35/05/*S/0032 from ditches in the East Suffolk IDB, Catchment CMT172P- Iken.
Drainage Proposals at Norwich Road, Barham - Map 2. Outline advice and charging policy including links to our development pages, provided to consultant.
34 Map 2
8.0 Complaints
Nothing to report this period.
9.0 Staff /Workforce – Meetings –Training/Education
Catchment Engineer attended the following meetings:
06 February 2017 Eel & Fish Steering Group Meeting. London.
10 February 2017 ESWAG AGM- Minister Therese Coffey and Henry – Leveson Gower (head of abstraction reform at Defra) present, post AGM meeting held to discuss the merits of the HAWMP.
20 February 2017 HAWMP Kings Fleet Waterbody Stakeholder meeting held to discuss options of a change in water level management to aid storage of incoming high flows before pumping to reservoirs.
28 February 2017 Aldeburgh Walkover with Environment Agency.
35
03 March 2017 Landowner meeting with Benacre Estate to discuss high level options appraisal.
20 March 2017 HAWMP Steering Group meeting Felixstowe Peninsular project.
22 March 2017 Meeting with Broads Board Chairman to discuss WMA Officer involvement to influence nationally via ADA Committees and Defra Conference.
23 March 2017 AOEP/ IDB/Trust MoU meeting to draft Governance structure for wider consultation.
03 April 2017 First HAWMP Felixstowe Peninsular Landowner / Stakeholder Meeting to present draft findings of hydraulic investigations and analysis including costs.
10 April 2017 SCC & IDB Managers meeting to discuss closer working through Public Sector Co-operation Agreements PSCAs and explain works on Saltmarsh trials at Waldringfield and further ideas for research, county wide.
20 April 2017 Suffolk Coast Forum Meeting.
21 April 2017 Kessingland Landowner update meeting outlining findings from base modelling.
25 April 2017 Meeting with Blyth Estuary Group to discuss water level management and flood risk along estuary including, Walberswick & Southwold Town Marshes.
03 May 2017 Staff Meeting King’s Lynn.
12 May 2017 Second HAWMP Felixstowe Peninsular Landowner / Stakeholder Meeting to present detailed findings of hydraulic investigations and analysis including costs and possible governance structures.
9th May 2017 Meeting with BCP to discuss their project ideas for Bawdsey/East Lane.
9 May2017 AOEP Meeting.
10 May 2017 Alde and Ore Works Committee Meeting.
11 May 2017 Suffolk Saltmarsh Group Meeting.
36 18 May 2017 Attended Floodex.
22 May 2017 EA meeting to discuss Demaining Pilot.
22 May 2017 SCDC/SCC meeting to discuss Suffolk Coastal Conference.
23 May 2017 BCP meeting to meet consultants and site walkover.
Workforce WMA -Eastern
09 January 2017 Health,Safety & Wellbeing Day with updates on environmental matters Hickling barn for the Workforce.
20 April 2017 Face fit test and training carried out at Martham depot for all operational employees.
26 – 27 April 2017 Lantra All Terrain vehicle (ATV) training carried out at Halvergate for Alan Goose, Alan Cullingford, Caroline Laburn, James Armstrong, Barry Harding & Ali Bloomfield.
37
Water Management Alliance
INTERNAL AUDIT REPORT 2016/17
April 2017
Contents:
1. Executive Summary 2. Overall Conclusion 3. Acknowledgements 4. Detailed Observations, Recommendations and Agreed Actions APP 1 Agreed Terms of Reference
Audit Code: EA1 Final @ 29/04/16 ‐ 381 of 11 ‐
1. Executive Summary
The audit of the Water Management Alliance and the constituent Internal Drainage Boards was carried out by Kathy Woodward for the year 2016‐17. This Executive Summary sets out our overall conclusion on the system reviewed, and summarises the key recommendations arising. A copy of the Terms of Reference for this audit is attached as Appendix 1.
Regulation 5 of the Accounts and Audit Regulations 2015 requires that ‘A relevant authority must undertake an effective internal audit to evaluate the effectiveness of its risk management, control and governance processes, taking into account public sector internal auditing standards or guidance’. The completion of this internal audit fulfils that role.
It should be noted that any system of internal control is designed to manage risk to a reasonable level, and therefore Internal Audit cannot provide absolute assurance against loss. As well as being effective, controls need to be proportionate to the risk involved and not overburden the organisation with excessive costs.
The Water Management Alliance provides administration and management services to the five constituent Internal Drainage Boards, namely Broads, King’s Lynn, East Suffolk, Norfolk Rivers and South Holland. During the financial year 2016‐17 the Alliance entered into a contract to provide administration and management services to the Pevensey and Cuckmere Water Level Management Board for a period of two years.
New guidance was issued on 30th March 2017 by the Joint Practitioners’ Advisory Group (JPAG), ‘Governance and Accountability for Smaller Authorities in England – A Practitioners Guide to Proper Practices to be applied in the preparation of statutory annual accounts and governance statements, March 2017’. Although the new guide does not become mandatory until the 2017/18 financial reports are prepared, the Water Management Alliance has decided on early adoption on a voluntary basis. With this in mind the auditor has considered the effect the new guidance would have on the required internal audit and has concluded that essentially the work remains the same. Therefore the audit has been undertaken in line with previous years, based on the 2007 guidance. Audit work has included review of the procedures and systems of control in place at the Water Management Alliance and considered if they were effective and being applied as intended. Sample testing was carried out on elements as considered necessary by the auditor in order to substantiate the application of the control.
As part of the audit a follow‐up was carried out on the recommendations raised in last year’s report. Most of the recommendations made have been implemented. There is one recommendation still outstanding in relation to segregation of duties in timesheet authorisation, but this is only a best practice recommendation with no significant risks arising as a consequence.
2. Overall Conclusion
In conclusion, the procedures used at the Water Management Alliance are simple but effective, and appear to be carried out diligently by all staff concerned. Controls are
Audit Code: EA1 Final @ 29/04/16 ‐ 392 of 11 ‐ working as expected. However, there are some aspects that can be improved and details of recommendations can be found in Section 4 together with the actions agreed with the Chief Executive.
The overall level of assurance attributed to the system is:
Substantial Assurance A sound system of internal control, but there are a few weaknesses that could put achievement of system objectives at risk.
The observations and recommendations are detailed in Section 4. Each recommendation is allocated a priority as defined below:
High Major risk requiring action by the time the final report is issued.
Medium Medium risk requiring action within six months of the issue of the draft report. Low Matters of limited risk. Action should be taken as resources permit.
3. Acknowledgements
We would like to express our thanks for their assistance and co‐operation to: Mary Creasy, Personal Assistant (CEO) Sallyanne Jeffrey, Finance Officer Trish Walker, Finance Assistant Graham Tinkler, Rating Officer/Site Warden
Audit Code: EA1 Final @ 29/04/16 ‐ 403 of 11 ‐ Internal Audit Services
Observations and their effects/ Recommendations Priority Agreed Action/ Responsible Officer/ Target Date
1. Bank Reconciliation Observation Bank reconciliations are carried out weekly, as per Financial Regulations. Evidence is presented to Low Agreed. the Chief Executive each month in the form of a cash flow statement. King’s Lynn IDB bank account became overdrawn during the year, but was rectified the following day with no charges The unreconciled report will being incurred. be used more consistently.
There were a number of occasions where the dates on the cashbook reconciliation did not tie back Filing will be improved. to the bank statements being reconciled. The information contained within the report was correct.
The use of the unreconciled reports on the cash book seems to have dropped off throughout the Finance Officer course of the year resulting in a large amount of manual reconciliation taking place.
It was difficult in some cases to identify the information relating to each individual bank reconciliation that is filed within the folder
Consequence Monthly reconciliations are carried out correctly but this is not always evidenced.
The method of carrying out the bank reconciliation is thorough but the supporting reports from Sage are not always printed. The unreconciled reports are not used effectively.
Recommendation 1. Agree to use the unreconciled report function of sage to minimise the amount of manual reconciliation needed in the process to improve the audit trail of the reconciliation. 2. Agree to use file separation in the folders to identify each individual bank reconciliation.
Audit Code: EA1 Final @ 29/04/16 ‐ 414 of 11 ‐ Internal Audit Services
Observations and their effects/ Recommendations Priority Agreed Action/ Responsible Officer/ Target Date
2. Timesheet Authorisation Observation Files containing the timesheets were requested and checked for evidence of timesheets and Low Agreed. authorisation. The method of authorising Results were summarised in a spreadsheet. All timesheets had been signed by the Operations these timesheets will be Managers for each Board and by the Finance Officer for WMA. reviewed.
The Broads Operations Manager is authorising his own timesheets due to the remoteness of the Chief Executive/Catchment working area. The Operations Manager is now managing 3 sites, Broads, Norfolk Rivers and East Engineer. Suffolk. For this reason at the end of each month an invoice is raised to recharge supervisory time for the other IDB’s. While the Broads Operations Manager is salaried, the timesheets are used to evidence the recharges to other boards.
Consequence There is no segregation of duties. This is not best practice, however there is a some mitigating control as all payroll is countersigned by the Chief Executive when is has been entered into Sage and the report produced.
Recommendation To be discussed to establish if the new offices at Martham create on opportunity for a monthly meet up of the Catchment Engineer and the Operations Manager to sign / countersign timesheets when required.
Audit Code: EA1 Final @ 29/04/16 ‐ 425 of 11 ‐ Internal Audit Services
Observations and their effects/ Recommendations Priority Agreed Action/ Responsible Officer/ Target Date
3. Financial Regulations Observation A sample of payments for each Board was selected from the bank statements and traced back to 1) High Agreed. source documents. Purchase orders and invoice payments were for authorisation in accordance with Financial Regulations. Creditor’s reports and files containing invoices from all the sites were Changes have been made to requested and a sample was checked. each Board’s Financial Regulations (please see Purchase orders and invoice payments are being authorised by the same person. This does not attached). appear to be breach of Financial Regulations. A mitigating control is the review of the Proposed Payments list by the Chief Executive prior to the payment run. Chief Executive.
There were two Chaps payments made in Dec 2016 on urgent request of the Chief Executive via email. It was later found that the Chief Executive’s personal email account had been impersonated by a fraudster and the requests to make a payment where in fact a fraud. This type of fraud is called phishing (sending fraudulent emails) and social engineering (manipulating the victim into performing a task they would not normally do). The total amount lost was £34,438. The Police and 2) Low the Bank were contacted to try and recover the money – with little success. Agreed Weaknesses in the finance system were also observed around the allocation of reference numbers for invoices. There is no ‘unique’ identifier parameter meaning that many different invoices can be Speak again to Finance allocated the same reference number and also the second reference where the invoice number System Advisors about a received from the supplier would be populated is also not unique. The means that there is no possible upgrade/change in system control over paying duplicate invoices. accounting software.
Consequence Finance Officer / Chief 1) Ensuring appropriate authorisation of payments is essential in ensuring the organisation is Executive not targeted by criminals taking advantage of weak systems of internal control. Audit Code: EA1 Final @ 29/04/16 ‐ 436 of 11 ‐ Internal Audit Services
Observations and their effects/ Recommendations Priority Agreed Action/ Responsible Officer/ Target Date
2) Duplicate invoices could be processed as there is no system control in place to prevent this happening. Each transaction cannot be identified individually by its reference (transaction) number causing confusion.
Recommendation 1) Financial Regulations need to be followed at all times, by all members of staff. An enhancement has been made to the financial regulations for adoption immediately.
2) Finance Officer to speak to finance system advisors about ‘unique’ reference numbers and if this can be incorporated into the system upgrade.
Audit Code: EA1 Final @ 29/04/16 ‐ 447 of 11 ‐
Internal Audit Services
WATER MANAGEMENT ALLIANCE
INTERNAL AUDIT TERMS OF REFERENCE 2016-17
45 Internal Audit Services
1. INTRODUCTION
1.1 This document sets out the strategy and plan for the audit of the Water Management Alliance for the year 2016-17.
1.2 Section 6 of The Accounts and Audit Regulations 2015 states that ‘The relevant body must conduct a review at least once in a year of the effectiveness of its system of internal control’.
1.3 Internal Audit is defined as ‘an independent, objective assurance and consulting activity designed to add value and improve an organisation’s operations. It helps an organisation accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control, and governance processes.’ Public Sector Internal Audit Standards, April 2017
1.4 The Internal Auditor will work in accordance with the Public Sector Internal Audit Standards (PSIAS) adopted by CIPFA from April 2017 and thus will be able to provide the review required by the Regulations.
1.5 The authority of the Internal Auditor is established in the Financial Regulations.
1.6 The audit work will concentrate on records and systems used by the Water Management Alliance, who provide the financial and administrative functions for: Broads (2006) IDB East Suffolk IDB King’s Lynn IDB Norfolk Rivers IDB South Holland IDB. Pevensey and Cuckmere Water Level Management Board As such, this work will enable the auditor to complete the Annual Returns for all six Boards.
2. OBJECTIVES AND SCOPE OF THE AUDIT
2.1 The work of the Internal Auditor will be guided by ‘Governance and Accountability for Smaller Authorities in England – A Practitioners Guide (Rev March 2017)’.
2.2 In order to be able to complete section 4 of the Electronic Annual Return for 2017 the auditor will consider the following:
A. The Accounting Records To ensure that the accounting system is accurate, complete and timely, and that data input is being verified appropriately.
B. Financial Regulations and Standing Orders To ensure that they are current and are being adhered to.
C. Risk Management processes To ensure that management review the Risk Register on a regular basis and that risk is being identified and actively managed in a proportionate manner.
46 Internal Audit Services
D. Budgetary Controls To ensure that the budgets are prepared on a realistic basis and are monitored throughout the year and any variations are investigated, with corrective action being taken if necessary.
E. Income Controls To ensure that processes are in place and functioning correctly to collect, record and bank income in full and on time.
F. Petty Cash Procedures To ensure petty cash provisions are reasonable, used in accordance with Financial Regulations and adequate records are kept of payments made.
G. Payroll Controls To ensure that remuneration to employees and Board Members is calculated correctly and in accordance with the levels agreed by the Board, and that all HMRC requirements are complied with.
H. Asset Management To ensure that there are satisfactory processes in place to maintain the register and check for accuracy.
I. Bank Reconciliation To ensure that periodic and year-end bank account reconciliations were properly completed and verified.
J. Year-end Procedures To ensure that the appropriate accounting basis have been used to prepare the year-end accounting statements and that figures contained in the statements can be verified by reference to working papers and accounting records.
2.3 Any recommendations and issues arising from the previous audit will also be followed up to establish if they have been implemented or if there is a satisfactory explanation for non-implementation.
2.4 Contained within the scope of work described above it is implied that the auditor will have due regard for Value for Money considerations and the potential for fraud.
3. TASKS
3.1.1 The project tasks are to: Establish if the procedures recorded as part of the audit for 2015-16 remain the same and document any changes that may have taken place.
Perform tests to establish that systems are operating in accordance with the procedures and that good practice is being complied with.
47 Internal Audit Services
Assess strengths and weaknesses of the systems operated and the levels of financial and management risk.
Discuss the results with the Chief Executive and make recommendations as appropriate, which will be communicated to the Boards by means of a report.
Complete Section 4 of the Electronic Annual Return for 2016-17.
4. WORK PLAN
4.1 The audit will be undertaken by Miss Kathy Woodward, CPFA Shared Internal Audit Manager, Borough Council of King’s Lynn and West Norfolk.
4.2 The audit has been allocated 5 days, which will be utilised as follows:
Task Time Confirm existing procedures and 0.5 record any changes. Undertake a follow-up of actions agreed from the audit report for the year 2015-16.
Testing – to establish that processes 3.5 are being applied as intended.
Conclusions and discussion 0.5
Completing the Return and reporting if 0.5 required.
5.0 AGREEMENT
Signature Date Phil Camamile Chief Executive, Water Management Alliance …………………………………… ……………
Kathy Woodward Shared Internal Audit Manager …………………………………… …………… Borough Council of King’s Lynn and West Norfolk
48
WMA: FINANCIAL REGULATIONS PROPOSED CHANGE TO PROCEDURES, FOLLOWING CYBERCRIME INCIDENT OF 5/6 DECEMBER 2016
1. Payments should never be made to anyone on the strength of an email request from a budget holder without being authorised in the proper manner, as set out in section D of each Board’s Financial Regulations.
2. When the Finance Officer or Finance Assistant receives an email instruction to pay someone purporting to come from the Chief Executive, the payment will only be made:
2.1 if the email has come from the Chief Executive using his/her WLMA domain, e.g. [email protected], and
2.2 if the email has an Invoice attached to it; made out to the WLMA or one of its Member Boards quoting a valid Purchase Order Number, and/or where a clear explanation is given by the Chief Executive detailing what the payment is for and where the expenditure should be coded to, and crucially
2.3 after the request has been verified by the Finance Officer either in person or on the telephone with the Chief Executive him/herself.
2.4 Only when these 3 checks have been made will the payment be processed by BACS transfer, which will be subject to the usual 3 day clearance period. Payment will never be made by CHAPS transfer where funds are cleared immediately the payment is made, unless otherwise requested by the Chief Executive in person.
2.5 If the Chief Executive requests that the payment be made by CHAPS transfer, the Finance Assistant or Finance Officer will complete a manual payment requisition for the Chief Executive to sign, thereby authorising the CHAPS transfer and confirming financial values, coding (where necessary), the person/company to be paid and the bank details to which the bank transfer will be made.
3. The WMA will insure against cybercrime attacks arising from phishing emails, viruses and data theft etc., subject always to the adequacy of cover provided and the affordability of premiums.
P J CAMAMILE CHIEF EXECUTIVE
24 MARCH 2017
49 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE ACCOUNTING POLICIES
1 FINANCIAL REPORTING STANDARDS, REGULATION AND GUIDANCE
(i) The Board has not elected to prepare a full Statement of Accounts required by larger public bodies (Category 1 Authorities), as provided for in the Local Audit and Accountability Act 2014.
(ii) The Board has completed this Statement of Accounts in accordance with Regulation 11 of the Accounts and Audit Regulations 2015, which all Category 2 Authorities are required to do. The Board is a Category 2 Authority.
(iii) The Annual Return has been prepared in accordance with proper practices that are set out in Sections 1 and 2 of the Guidance published by the Association of Drainage Authorities in 2017. This Statement of Accounts therefore includes the Accounting Statement reported on the Annual Return, which has been reconciled to the Income and Expenditure Account and Balance Sheet stated herein.
2 ACCOUNTING CONCEPTS
These Accounts have been prepared in accordance with the following accounting concepts:
Going Concern Prudence Accruals
3 FIXED ASSETS
(i) Fixed Assets are recognised as expenditure on the acquisition, creation or enhancement of fixed assets. Assets with estimated useful economic lives in excess of one year and a value of £5,000 or above are capitalised on an accruals basis in the Accounts.
(ii) All fixed Assets are valued on the following basis:
Land and buildings are included in the balance sheet at lower of net current replacement cost and net realisable value, net of accumulated depreciation. Net current replacement cost is assessed as:
Non-specialised operational properties - existing use value
Specialised operational properties - depreciated replacement cost
Vehicles, plant and equipment are included at cost less depreciation
(iii) Disposals are written off at cost less depreciation. Any surplus/deficit arising is charged/credited to Exceptional Items in the Income and Expenditure Account.
(iv) Depreciation has been provided for using the straight line method.
(v) The useful lives of the various assets held on the Fixed Asset Register are as follows:
Land: not depreciated Buildings: 20 years
50 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE ACCOUNTING POLICIES
4 STOCKS AND WORK IN PROGRESS
Stocks and work in progress are valued at the lower of cost or net realisable value.
5 GOVERNMENT GRANTS AND SUBSIDIES
Government grants and contributions have been credited to the Income and Expenditure Account on an accruals basis.
6 TAXATION
Drainage Boards are exempt from Income, Corporation and Capital Gains Taxes. Value Added Tax is included in the Income and Expenditure Account only to the extent that it is irrecoverable.
7 EXCEPTIONAL ITEMS, EXTRAORDINARY ITEMS AND PRIOR YEAR ADJUSTMENTS
(i) There are no material exceptional or extraordinary items to disclose in the Accounts.
(ii) Profits or losses on the disposal of fixed assets are shown separately on the face of the Income and Expenditure Account prior to the Operating Net Surplus/(Deficit).
8 INCOME RECOGNITION
Income is recognised at the time of invoicing. In the case of Drainage Rates this is on the 1st April annually.
9 RESERVES
The Board holds the following Reserves, the adequacy of which are reviewed by the Board annually. The Board has 5 sub districts and each one has its own General Reserve and Capital Reserve:
(i) General Reserves The Association of Drainage Authorities guidance recommends that the General Reserve held by the Board is 20% to 25% of estimated net expenditure. The year end surplus/(deficit) for each Sub District is taken to the General Reserve.
(ii) Capital Reserves The purpose of this Reserve is to reduce the impact on drainage rates as and when pumping plant and gravity sluices are refurbished or improved, in accordance with the Pumping Station Refurbishment Programme and Capital Works Programme.
51 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
ACTUAL ACTUAL BUDGET NOTE INCOME AND EXPENDITURE ACCOUNT 2015/16 2016/17 2016/17 VARIANCE £ £ £ £
INCOME
1 Drainage Rates 138,638 139,611 139,611 0 2 Special Levies issued by the Board 140,156 141,141 141,141 0 3 Grants Applied 84,343 16,798 1,100,000 -1,083,202 4 Highland Water Contributions 96,161 104,513 113,600 -9,087 5 Income from Rechargeable Works 567,777 1,097,683 0 1,097,683 6 Other Income 71,094 122,731 5,000 117,731
Total Income £1,098,169 £1,622,477 £1,499,352 £123,125
EXPENDITURE
7 Capital Works 84,343 16,798 1,100,000 1,083,202 8 Environment Agency Precept 75,275 79,039 79,039 0 9 Maintenance Works 159,261 298,640 252,938 -45,702 10 Administration Charges 59,088 70,466 56,952 -13,514 11 Cost of Rechargeable Works 529,919 1,042,433 0 -1,042,433
Total Expenditure £907,886 £1,507,376 £1,488,929 -£18,447
Profit/(Loss) on disposal of Fixed Assets 0 0 0 0
Net Surplus/(Deficit) for the Year £190,283 £115,101 £10,423 £104,678
52 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE BALANCE SHEET AS AT 31-3-2017 2015/16 MOVEMENT 2016/17 £ £ £
12 Fixed Assets Land and Buildings 175,542 -15,958 159,583 Shared Consortium Assets 0 0 0 175,542 -15,958 159,583
Current Assets 13 Cash at Bank and in Hand 260,889 348,368 609,257 14 Short term Investments 500,000 -200,000 300,000 15 Debtors and Prepayments 43,551 336,813 380,364 804,440 485,180 1,289,620 Current Liabilities 16 Creditors and Receipts in Advance 111,033 368,637 479,670 17 Loans Repayable within the next 12 months 14,516 709 15,225 125,549 369,346 494,895
Net Current Assets 678,891 115,834 794,725
Less Long Term Liabilities 17 Long Term Borrowing 190,440 -15,225 175,215 190,440 -15,225 175,215
Net Assets £663,993 £115,101 £779,094
18 Reserves General Reserves 89,249 0 89,249 Capital Reserves 574,744 115,101 689,845 663,993 115,101 779,094
Reserves £663,993 £115,101 £779,094
0 -1 P J CAMAMILE MA FCIS S JEFFREY BSc (Hons) FCCA CHIEF EXECUTIVE FINANCE OFFICER
53 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
RIVER DEBEN (PUMPED) LOWER ALDE (PUMPED) AHB (PUMPED) BLYTH (PUMPED) GRAVITY TOTAL INCOME AND EXPENDITURE ACCOUNT BUDGET ACTUAL BUDGET ACTUAL BUDGET ACTUAL BUDGET ACTUAL BUDGET ACTUAL BUDGET ACTUAL £ £ £ £ £ £ £ £ £ £ £ £
INCOME
Drainage Rates 32,054 32,054 61,367 61,367 12,747 12,747 8,370 8,370 25,073 25,073 139,611 139,611 Special Levies issued by the Board 28,287 28,287 10,241 10,241 0 0 135 135 102,478 102,478 141,141 141,141 Grants Applied 0 16,205 850,000 594 250,000 0 0 0 0 0 1,100,000 16,798 Highland Water Contributions 36,070 33,183 40,188 36,972 6,317 5,811 12,935 11,900 18,090 16,647 113,600 104,513 Income from Rechargeable Works 0 165,584 0 0 0 0 0 0 0 932,099 0 1,097,683 Other Income 1,889 40,987 1,623 43,448 402 8,479 278 7,239 808 22,577 5,000 122,731
Total Income £98,300 £316,300 £963,419 £152,621 £269,466 £27,038 £21,718 £27,644 £146,449 £1,098,875 £1,499,352 £1,622,477
EXPENDITURE
Capital Works 0 16,205 850,000 594 250,000 0 0 0 0 0 1,100,000 16,798 Environment Agency Precept 6,025 6,025 5,105 5,105 1,074 1,074 236 236 66,599 66,599 79,039 79,039 Maintenance Works 61,380 84,768 101,111 126,524 10,958 16,192 20,008 24,370 59,481 46,786 252,938 298,640 Administration Charges 6,834 8,639 7,404 9,212 2,278 2,721 1,139 1,500 39,297 48,394 56,952 70,466 Cost of Rechargeable Works 0 110,204 0 0 0 0 0 0 0 932,230 0 1,042,433
Total Expenditure £74,239 £225,840 £963,620 £141,435 £264,310 £19,987 £21,383 £26,106 £165,377 £1,094,009 £1,488,929 £1,507,376
Profit/(Loss) on disposal of Fixed Assets 0 0 0 0 0 0 0 0 0 0 0 0
Net Surplus/(Deficit) for the Year £24,061 £90,460 -£201 £11,187 £5,156 £7,051 £335 £1,538 -£18,928 £4,866 £10,423 £115,101
54 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
RIVER DEBEN (PUMPED) LOWER ALDE (PUMPED) AHB (PUMPED) BLYTH (PUMPED) GRAVITY TOTAL STATEMENT OF MOVEMENT ON RESERVES BUDGET ACTUAL BUDGET ACTUAL BUDGET ACTUAL BUDGET ACTUAL BUDGET ACTUAL BUDGET ACTUAL £ £ £ £ £ £ £ £ £ £ £ £
GENERAL RESERVES
Opening Balances as 1-4-2016 24,259 24,259 31,283 31,283 5,053 5,053 7,211 7,211 20,143 21,443 87,949 89,249 Net Surplus/(Deficit) for the Year 24,061 90,460 -201 11,187 5,156 7,051 335 1,538 -18,928 4,866 10,423 115,101 Transfers (to)/from Capital Reserve -24,061 -90,460 0 -11,187 -5,156 -7,051 -335 -1,538 0 -4,866 -29,552 -115,101
Closing Balances as at 31-3-2017 £24,259 £24,259 £31,082 £31,283 £5,053 £5,053 £7,211 £7,211 £1,215 £21,443 £68,820 £89,249
CAPITAL RESERVES
Opening Balances as at 1-4-2016 173,980 200,422 139,041 207,814 37,096 44,318 21,984 30,430 64,636 91,760 436,737 574,744 Transfers (to)/from General Reserve 24,061 90,460 0 11,187 5,156 7,051 335 1,538 0 4,866 29,552 115,101
Closing Balances as at 31-3-2017 £198,041 £290,882 £139,041 £219,001 £42,252 £51,369 £22,319 £31,968 £64,636 £96,626 £466,289 £689,845
55 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
ACTUAL ACTUAL BUDGET OUR ID NAME 2015/16 2016/17 2016/17 VARIANCE
DRAINS MAINTENANCE
SD1: River Deben (Tidal Pumped) Sub District DRN179P0101/4/5 King's Fleet 0 0 0 0 DRN179P0102 Laurel Farm Delph 0 0 0 0 DRN179P0103 Gulpher 0 0 0 0 DRN179P0201 Falkenham Delph 3,146 0 0 0 DRN179P0204 Falkenham Marsh Drain 0 0 0 0 DRN179P0202 Kirton Drain 3,146 0 0 0 DRN179P0205 King's Fleet Weir Drain 0 0 0 0 DRN178P0301/3 Ramsholt Marsh 0 0 2,500 2,500 DRN178P0101/4 Queen's Fleet 0 0 0 0 DRN178P0201 Bawdsey Marsh 0 0 0 0 Contingency Spraying 0 0 2,000 2,000 £6,292 £0 £4,500 £4,500 SD2: Lower Alde (Tidal Pumped) Sub District DRN172P0101 Iken Marsh Drain 0 11 3,000 2,989 DRN171P0101 Ferry Farm Drain 0 0 0 0 DRN171P0201 Sudbourne Delph 0 0 0 0 DRN171P0202 Church Farm Drain 0 0 0 0 DRN171P0201 Oxx Lead Drain 0 0 0 0 DRN170P0101 Gedgrave Drain (North) 0 0 0 0 DRN170P0201 Gedgrave Drain (South) 0 0 0 0 DRN168P0101 Chillesford Drain 0 364 0 -364 DRN167P0101 Butley Marsh Drain 0 0 0 0 DRN167P0102 Stonebridge Drain 0 0 0 0 DRN167P0103 Capel Drain 0 0 0 0 Contingency Various 0 0 10,000 10,000 £0 £374 £13,000 £12,626 SD3: AHB (Tidal Pumped) Sub District DRN176P0101 Colony Marsh Drain 0 0 0 0 DRN177P0101 Un-Named 0 0 0 0 DRN177P0201 Un-Named 0 0 0 0 DRN177P0202 Un-Named 0 0 0 0 DRN177P0301 Un-Named 0 0 0 0 DRN177P0302 Un-Named 0 0 0 0 £0 £0 £0 £0 SD4: Blyth (Tidal Pumped) Sub District DRN160P0101 Un-Named 0 0 1,100 1,100 DRN160P0102 Reyden 0 200 2,200 2,000 £0 £200 £3,300 £3,100 SD5: Gravity Sub District DRN162G0101 Blyth, Tidal, Un-Named 0 0 0 0 DRN164G0101 Thorpeness 100, Un-Named 0 0 0 0 Bologney River (if enmained) 0 0 7,500 7,500 DRN169G0101 Butley Mill River, Lower Alde 0 0 2,000 2,000 DRN165G0102 Boyton Marsh Drain, Lower Alde 0 0 500 500 DRN165G0101 Boyton Marsh Delph, Lower Alde 0 0 0 0 DRN182G0101/7 Shottisham River, Lower Deben 0 0 0 0 DRN180G0101/3 Ramsholt Dock Drain, Lower Deben 0 0 2,500 2,500 Ringfence for Lower Deben at Ufford 0 0 4,000 4,000 DRN163G0101 Eastbridge Drain, Minsmere 56 200 0 200 200 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
ACTUAL ACTUAL BUDGET OUR ID NAME 2015/16 2016/17 2016/17 VARIANCE
DRN163G0301 Un-Named, Minsmere 0 0 3,000 3,000 DRN163G0401 Un-Named, Minsmere 0 0 0 0 DRN163G0203 Un-Named, Minsmere 0 0 0 0 DRN163G0201 Un-Named, Minsmere 0 0 0 0 DRN163G0202 Un-Named, Minsmere 0 0 0 0 DRN161G0101 Holton Drain, Blyth 0 0 0 0 DRN163G0501 Un-Named, Minsmere 0 0 0 0 DRN175G0101 The Canal, FRAT 0 0 0 0 DRN175G0201 Sternfield Drain, FRAT 0 0 0 0 DRN175G0401 Un-Named, Upper Alde 0 0 0 0 DRN175G0501 Bruisyard Hall Drain, Upper Alde 0 0 0 0 DRN175G0301 Blackstock Drain, Upper Alde 0 0 2,000 2,000 DRN183G0101/3 River Fynn, Lower Deben 0 0 0 0 DRN184G0801/3 Framsden Drain, Upper Deben 0 0 0 0 DRN184G0701 Horsefen Drain, Upper Deben 0 0 0 0 DRN184G0601 Moneweden Drain, Upper Deben 0 0 0 0 DRN184G0501 Rendlesham Drain, Upper Deben 0 0 0 0 DRN184G0101/5 Byng Brook, Upper Deben 0 0 0 0 DRN184G0201 Eyke Marsh Drain, Upper Deben 0 0 0 0 DRN184G0301/3 Loudham Drain, Upper Deben 0 0 0 0 DRN184G0401 Ashe Abbey Drain, Upper Deben 0 0 0 0 DRN190G0101 Wetherden Stream, River Gipping 3,331 3,116 2,450 -666 DRN191G0101/3 Wetherden Stream, River Gipping 0 0 0 0 DRN186G1001 Gipping Stream, River Gipping 2,106 2,240 2,000 -240 DRN189G0101 Rattlesden River 0 208 650 442 DRN189G0102/3 Golf Course Stream, River Gipping 1,949 1,583 2,100 517 COW Edgar's Farm Drain, River Gipping 0 0 0 0 DRN186G0901/2 Creeting Drain, River Gipping 1,648 1,157 2,000 843 DRN186G0801/6 Badley Stream, River Gipping 7,833 5,540 7,355 1,815 DRN186G0701/4 Jack's Green Drain, River Gipping 2,038 1,901 1,400 -501 COW Needham Market Drain, River Gipping 0 0 0 0 DRN186G0601/5 Coddenham Stream, River Gipping 1,492 2,942 1,550 -1,392 DRN186G0301/4 Claydon Marsh Drain, River Gipping 218 677 1,000 323 DRN186G0201/3 Claydon Hill Drain, River Gipping 1,407 2,437 1,600 -837 DRN186G0101 Bramford Marsh Drain, River Gipping 0 0 0 0 DRN186G0401 Barham Marsh Drain, River Gipping 340 476 600 124 DRN188G0101/5 River Jordan, River Gipping 1,158 661 850 189 DRN186G0501 Gallows Hill Drain, River Gipping 0 815 200 -615 £23,720 £23,755 £45,455 £21,700
DRAINS MAINTENANCE £30,011 £24,329 £66,255 £41,926
57 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
ACTUAL ACTUAL BUDGET OUR ID NAME 2015/16 2016/17 2016/17 VARIANCE
PUMPING STATION MAINTENANCE
SD1: River Deben (Tidal Pumped) Sub District PMP178P001 Bawdsey Pumping Station Power 5,705 -289 6,500 6,789 Repairs and Maintenance 0 13,276 6,000 -7,276 Superintendence 1,000 1,000 1,000 0 Telemetry 0 2,885 3,500 615 6,705 16,873 17,000 127 PMP179P001 King's Fleet Pumping Station Power 4,296 2,872 6,500 3,628 Repairs and Maintenance 1,085 2,145 9,000 6,855 Superintendence (Gratis) 0 0 0 0 Telemetry 0 0 0 0 5,381 5,017 15,500 10,483 PMP179P002 Falkenham Pumping Station Power 2,414 4,942 5,500 558 Repairs and Maintenance 156 3,196 1,000 -2,196 Superintendence 1,000 1,000 1,050 50 Telemetry 0 0 0 0 3,570 9,139 7,550 -1,589
£15,656 £31,029 £40,050 £9,021
SD2: Lower Alde (Tidal Pumped) Sub District PMP167P001 Butley Pumping Station Power 2,709 3,288 5,000 1,712 Repairs and Maintenance 729 4,489 1,000 -3,489 Superintendence 1,000 1,000 1,050 50 Depreciation 5,319 5,319 4,839 -480 Telemetry 0 2,885 3,500 615 9,757 16,981 15,389 -1,592 PMP168P001 Chillesford Pumping Station Power 1,451 1,641 3,000 1,359 Repairs and Maintenance 0 2,121 1,000 -1,121 Superintendence 1,150 1,150 1,050 -100 Depreciation 5,319 5,319 4,839 -480 Telemetry 0 2,885 3,500 615 7,920 13,116 13,389 273 PMP170P001 Gedgrave Pumping Station Power 943 854 1,800 947 Repairs and Maintenance 0 2,238 1,000 -1,238 Superintendence 1,050 1,050 1,050 0 Depreciation 5,319 5,319 4,839 -480 Telemetry 0 2,885 3,500 615 7,312 12,346 12,189 -157 PMP172P001 Iken Pumping Station Power 10,117 3,694 3,500 -194 Repairs and Maintenance 427 2,448 1,000 -1,448 Superintendence 1,050 1,360 1,050 -310 Telemetry 58 0 2,885 3,500 615 11,594 10,387 9,050 -1,337 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
ACTUAL ACTUAL BUDGET OUR ID NAME 2015/16 2016/17 2016/17 VARIANCE
PMP171P001 Sudbourne Pumping Station Power 4,808 3,505 6,000 2,495 Repairs and Maintenance 0 2,425 1,000 -1,425 Superintendence 0 1,050 1,050 0 Telemetry 0 2,885 3,500 615 4,808 9,866 11,550 1,684
£41,392 £62,696 £61,567 -£1,129
59 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
ACTUAL ACTUAL BUDGET OUR ID NAME 2015/16 2016/17 2016/17 VARIANCE
SD3: AHB (Tidal Pumped) Sub District PMP176P001 Colony Marsh Pumping Station Power 111 95 1,400 1,305 Repairs and Maintenance 0 696 800 104 Superintendence 1,000 1,000 1,050 50 Telemetry 0 2,885 3,500 615 £1,111 £4,676 £6,750 £2,074
SD4: Blyth (Tidal Pumped) Sub District PMP160P001 Reyden Pumping Station Power 5,709 5,685 7,000 1,315 Repairs and Maintenance 408 3,083 1,000 -2,083 Superintendence 1,000 1,000 1,000 0 Telemetry 0 2,885 3,500 615 £7,117 £12,654 £12,500 -£154
PUMPING STATION MAINTENANCE £65,276 £111,055 £120,867 £9,812
DIRECT WORKS £95,287 £135,384 £187,122 £51,738
TECHNICAL SUPPORT STAFF COSTS 50,275 147,039 54,000 -£93,039 OTHER TECHNICAL SUPPORT COSTS 3,309 2,502 2,102 -£400 BAP IMPLEMENTATION 0 4,000 4,000 £0 TECHNICAL SUPPORT (INCLUDING BAP IMPLEMENTATION) £53,584 £153,541 £56,102 -£97,439
FINANCE COSTS (LOAN INTEREST: LOWER ALDE) £10,390 £9,714 £9,714 £0
FINANCE COSTS (LOAN INTEREST: RIVER BLYTH) £0 £0 £0 £0
MAINTENANCE WORKS £159,261 £298,640 £252,938 -£45,702
60 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE NOTES TO THE ACCOUNTS
1 DRAINAGE RATES 2015/16 2016/17 2016/17 2016/17 Actual (£) Actual (£) Budget (£) Variance (£)
River Deben (Tidal Pumped) Sub District 31,831 32,054 32,054 0 Lower Alde (Tidal Pumped) Sub District 60,940 61,367 61,367 0 AHB (Tidal Pumped) Sub District 12,658 12,747 12,747 0 River Blyth (Tidal Pumped) Sub District 8,311 8,370 8,370 0 Gravity Sub District 24,898 25,073 25,073 0 138,638 139,611 139,611 0
2 SPECIAL LEVIES ON COUNCILS 2015/16 2016/17 2016/17 2016/17 Actual (£) Actual (£) Budget (£) Variance (£) River Deben (Tidal Pumped) Sub District: Suffolk Coastal District Council 28,091 28,287 28,287 0
Lower Alde (Tidal Pumped) Sub District: Suffolk Coastal District Council 10,170 10,241 10,241 0
River Blyth (Tidal Pumped) Sub District: Waveney District Council 134 135 135 0
Gravity Sub District: Babergh District Council 1,541 1,552 1,552 0 Ipswich Borough Council 32,641 32,871 32,871 0 Mid Suffolk Borough Council 34,607 34,851 34,851 0 Waveney District Council 2,654 2,672 2,672 0 Suffolk Coastal District Council 30,318 30,532 30,532 0 101,761 102,478 102,478 0
140,156 141,141 141,141 0
Special Levies are due to be paid by constituent Councils in two equal halves on 1 May and 1 November every year.
3 GRANTS APPLIED
Grants Applied for this year and last year are as follows:
2015/16 2016/17 2016/17 2016/17 Capital Scheme Actual (£) Actual (£) Budget (£) Variance (£) River Deben (Tidal Pumped) Sub District: Deben Estuary Partnership Scheme Development 12,435 1,000 0 1,000 Bawdsey Pumping Station (Health & Safety Improvements) 0 0 0 0 King's Fleet Pumping Station (Health & Safety Improvements) 0 0 0 0 Falkenham Marshes: Pumping Station (Replacement & Relocation) 44,517 15,205 0 15,205 56,952 16,205 0 16,205 Lower Alde (Tidal Pumped) Sub District: Alde & Ore Estuary Partnership Scheme Development 2,391 594 0 594 Iken Pumping Station (Health & Safety Improvements) 0 0 0 0 Sudbourne Pumping Station (Fish/Eel Friendly Replacement) 0 0 850,000 -850,000 2,391 594 850,000 -849,406 AHB (Tidal Pumped) Sub District: Colony Marsh Pumping Station (Health & Safety Improvements) 0 0 250,000 -250,000
River Blyth (Tidal Pumped) Sub District: Reydon Marsh Pumping Station (Health & Safety Improvements) 0 0 0 0 Reydon Marsh Pumping Station Improvement Study 0 0 0 0 Reydon Marsh Pumping Station Improvement Scheme 25,000 0 0 0 25,000 0 0 0
84,343 16,798 1,100,000 -1,083,202 61 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE NOTES TO THE ACCOUNTS
4 HIGHLAND WATER CONTRIBUTIONS
(i) This income now comes from the Environment Agency in September each year. Highland Water income has been derived from a relatively complex calculation designed to recompense the Board for managing the water that enters its Drainage District from the upper reaches of its hydraulic catchment.
(ii) Highland water contributions are credited to each of the 5 Sub Districts according to an agreed fraction of the value of the maintenance work that has been carried out in each Sub District. These fractions are determined by the Environment Agency:
2015/16 2016/17 2016/17 2016/17 Actual (£) Actual (£) Budget (£) Variance (£)
River Deben (Tidal Pumped) Sub District 24,700 33,183 36,070 -2,887 Lower Alde (Tidal Pumped) Sub District 41,433 36,972 40,188 -3,216 AHB (Tidal Pumped) Sub District 3,540 5,811 6,317 -506 River Blyth (Tidal Pumped) Sub District 9,735 11,900 12,935 -1,035 Gravity Sub District 16,753 16,647 18,090 -1,443 96,161 104,513 113,600 -9,087
5 INCOME FROM RECHARGEABLE WORKS 2015/16 2016/17 2016/17 2016/17 Actual (£) Actual (£) Budget (£) Variance (£)
River Deben (Tidal Pumped) Sub District: Contribution towards sea wall reinstatement work at Kirton 24,000 0 0 0 Contribution towards sea wall reinstatement work at Waldringfield 355,957 29,486 0 29,486 Saltmarsh Restoration Fencing at Waldringfield 0 102,526 0 102,526 Bird Surveys at King's Fleet Outfall 0 23,572 0 23,572 Upper Deben 0 10,000 0 10,000 379,957 165,584 0 165,584
Lower Alde (Tidal Pumped) Sub District: Iken Wall 21,475 0 0 0 Saltings Creation - Faggots 0 0 0 0 Contribution towards sea wall reinstatement work at Hazlewood 0 0 0 0 Contribution towards sea wall reinstatement work at Ham Creek 0 0 0 0 21,475 0 0 0 AHB (Tidal Pumped) Sub District: Twin Banks Watercourse (EA) 0 0 0 0 0 0 0 0
River Blyth (Tidal Pumped) Sub District: N/A 0 0 0 0
Gravity Sub District: Aldeburgh Town Marshes - Tidal Defence Repairs 0 504,920 0 504,920 Snape Village Tidal Wall Repair 156,708 0 0 0 Bramford Meadows River Restoration 9,450 0 0 0 EA Tidal Surge REA0002 0 2,939 0 2,939 Kirkley Stream Flood Storage 0 139,833 0 139,833 Sternfield 0 6,994 0 6,994 Waveney District Council RWV0001 - Setup 0 0 0 0 Waveney District Council RWV0002 - re Christmas Lane, Ipswich 0 5,051 0 5,051 Waveney District Council RWV0003 - Hall Road 0 1,071 0 1,071 Waveney District Council RWV0004 - Bonds Meadow 0 9,283 0 9,283 Waveney District Council RWV0005 - Coopers Drive 0 1,071 0 1,071 Waveney District Council RWV0006 - Blundeston Pond 0 26,051 0 26,051 Waveney District Council RWV0007 - re Lowestoft Barrier Deployment 0 153,038 0 153,038 Waveney District Council RWV0008 - Gunton Meadow 0 6,353 0 6,353 62 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE NOTES TO THE ACCOUNTS
Stutton Estate RST0001 0 6,395 0 6,395 Suffolk County Council RGC0001 Gardners Close 0 54,420 0 54,420 Norfolk Rivers IDB Recharge 128 3,145 0 3,145 Broads (2006) IDB Recharge 59 11,488 0 11,488 WMA Recharge 0 47 0 47 166,345 932,099 0 932,099
567,777 1,097,683 0 1,097,683
6 OTHER INCOME 2015/16 2016/17 2016/17 2016/17 Actual (£) Actual (£) Budget (£) Variance (£) River Deben (Tidal Pumped) Sub District: Investment Interest 763 1,028 1,889 -861 Other Income from WMA (34%) 7,872 39,773 0 39,773 Summons Costs 213 187 0 187 8,849 40,987 1,889 39,098 Lower Alde (Tidal Pumped) Sub District: Investment Interest 992 1,094 1,623 -529 Other Income from WMA (36%) 8,528 42,112 0 42,112 Summons Costs 277 242 0 242 MOD Special Contribution 0 0 0 0 9,796 43,448 1,623 41,825
AHB (Tidal Pumped) Sub District: Investment Interest 264 226 402 -176 Other Income from WMA (7%) 2,624 8,189 0 8,189 Summons Costs 74 64 0 64 2,961 8,479 402 8,077 River Blyth (Tidal Pumped) Sub District: Investment Interest 195 172 278 -106 Other Income from WMA (6%) 1,312 7,019 0 7,019 Summons Costs 54 48 0 48 1,562 7,239 278 6,961 Gravity Sub District: Investment Interest 2,082 518 808 -290 Other Income from WMA (17%) 45,262 21,551 0 21,551 Summons Costs 582 509 0 509 47,926 22,577 808 21,769 71,094 122,731 5,000 117,731
Investment Interest is apportioned to each Sub District according to the closing balances of the Sub District, when expressed as a proportion of the Board's total closing balances as at the previous year end: River Deben (33.84%), Lower Alde (36.01%), AHB (7.44%), River Blyth (5.67%) and Gravity (17.04%).
7 CAPITAL WORKS
(i) The following capital work was undertaken during this year and last year. The Board is happy to receive any questions the reader may have about this work and contact details can be accessed from our website:
2015/16 2016/17 2016/17 2016/17 Grant Aided Works Actual (£) Actual (£) Budget (£) Variance (£) River Deben (Tidal Pumped) Sub District: Deben Estuary Partnership Scheme Development 12,435 1,000 0 -1,000 Bawdsey Pumping Station (Health & Safety Improvements) 0 0 0 0 King's Fleet Pumping Station (Health & Safety Improvements) 0 0 0 0 Falkenham Marshes:Pumping Station (Replacement & Relocation) 44,517 15,205 0 -15,205 56,952 16,205 0 -16,205 Lower Alde (Tidal Pumped) Sub District: 63 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE NOTES TO THE ACCOUNTS
Alde & Ore Estuary Partnership Scheme Development 2,391 594 0 -594 Iken Pumping Station (Health & Safety Improvements) 0 0 0 0 Sudbourne Pumping Station (Fish/Eel Friendly Replacement) 0 0 850,000 850,000 2,391 594 850,000 849,406 AHB (Tidal Pumped) Sub District: Colony Marsh Pumping Station (Health & Safety Improvements) 0 0 250,000 250,000
River Blyth (Tidal Pumped) Sub District: Reydon Marsh Pumping Station (Health & Safety Improvements) 0 0 0 0 Reydon Marsh Pumping Station Improvement Scheme 25,000 0 0 0 25,000 0 0 0
84,343 16,798 1,100,000 1,083,202
(ii) The Eel Regulations (England and Wales) 2009 place an obligation on operating authorities to ensure that pumping stations, inlets, sluices etc are regulation compliant. In 2012 it was agreed between the Environment Agency (Anglian Region) and the IDBs within that region to implement a joint region-wide consultancy contract to review the approx. 460 sites. A contract was awarded to Capita Symonds consultants to carry out a study and options appraisal for each of the priority sites within each IDB.
(iii) Sites within the East Suffolk IDB are: Bawdsey, King's Fleet, Falkenham, Sudbourne & Iken Pumping Stations.
(iv) The protocol agreed was that each IDB would be awarded FDGiA, but that the consultancy would be managed by the EA, so in effect the grant payable was retained by the EA, so there was no cost to each IDB other than some non-grant eligible staff time. The East Suffolk IDB was thus ‘awarded’ £15,000 on 11th March 2015 under EA ref: IDB0359. This allowed approximately £3,000 per site +10% contingency, if required.
8 ENVIRONMENT AGENCY PRECEPT
The Precept is paid to the Environment Agency for maintaining the main rivers and sea defences that help protect the Board's area. Half of the Precept is payable to the Environment Agency on 31 May and the other half is paid to them on 30 November each year. The amount payable is apportioned to each of the Board's sub districts according to assessable value:
2015/16 2016/17 2016/17 2016/17 Actual (£) Actual (£) Budget (£) Variance (£)
River Deben (Tidal Pumped) Sub District 5,738 6,025 6,025 0 Lower Alde (Tidal Pumped) Sub District 4,862 5,105 5,105 0 AHB (Tidal Pumped) Sub District 1,023 1,074 1,074 0 Blyth (Tidal Pumped) Sub District 224 236 236 0 Gravity Catchments Sub District 63,428 66,599 66,599 0
75,275 79,039 79,039 0
9 MAINTENANCE WORKS
(i) The detailed maintenance work undertaken in each of the Board's sub districts is charged directly and can be viewed in the Maintenance section of this Report (other than Technical Support Costs, which are apportioned as follows: Lower Deben 35%, Lower Alde 35%, AHB 7.5%, River Blyth 7.5% and the Gravity Areas 15%. Maintenance work undertaken during this year and last year is summarised as follows: 2015/16 2016/17 2016/17 2016/17 Actual (£) Actual (£) Budget (£) Variance (£)
River Deben (Tidal Pumped) Sub District 28,378 84,768 61,380 -23,388 Lower Alde (Tidal Pumped) Sub District 58,749 126,524 101,111 -25,413 AHB (Tidal Pumped) Sub District 3,254 16,192 10,958 -5,234 Blyth (Tidal Pumped) Sub District 8,189 24,370 20,008 -4,362 Gravity Catchments Sub District 60,693 46,786 59,481 12,695
159,262 298,640 252,938 -45,702 64 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE NOTES TO THE ACCOUNTS
10 ADMINISTRATION CHARGES
(i) Administration charges include the Board's share of consortium expenditure, together with other expenses shown below (excluding technical support costs, which are included in the maintenance works expenditure). Detailed expenditure is regularly monitored by the Consortium Management Committee and the Board. The Board's representatives are happy to receive any questions the reader may have and their contact details can be accessed from the Board's website:
2015/16 2016/17 2016/17 2016/17 Actual (£) Actual (£) Budget (£) Variance (£)
(ii) Shared Administration Staff Costs 37,934 40,203 39,970 -233 Shared Establishment Charges 5,993 6,093 6,386 293 Shared ICT Charges 2,510 7,111 3,098 -4,013 Other Shared Administration Charges 3,994 6,136 4,554 -1,582 Other Administration Charges 6,925 8,281 4,140 -4,141 57,356 67,824 58,148 -9,676 (-) Sundry Income 0 0 -1,196 -1,196 Net Consortium Charges 57,356 67,824 56,952 -10,872
Anglia Farmers Annual Subscription 185 210 0 -210 Contributions towards the Environment Bank Report (Deben) 1,000 0 0 0 Suffolk Coast Forum Contribution 0 550 0 -550 Drainage Rate write-offs (AHB) 74 0 0 0 Drainage Rate write-offs (Gravity) 473 1,374 0 -1,374 Drainage Rates Settlement Discount 0 508 0 -508 Other Expenses 1,732 2,642 0 -2,642
Administration Charges 59,088 70,466 56,952 -13,514
(iii) Administration costs are apportioned to each of the Board's sub districts as follows: River Deben (12%), Lower Alde (13%), AHB (4%), River Blyth (2%) and Gravity (69%). The Consultancy for the funding initiative is apportioned to each of the 3 relevant sub districts according to their proportion of aggregate assessable value:
2015/16 2016/17 2016/17 2016/17 Actual (£) Actual (£) Budget (£) Variance (£)
River Deben (Tidal Pumped) Sub District 7,905 8,639 6,834 -1,805 Lower Alde (Tidal Pumped) Sub District 7,480 9,212 7,404 -1,808 AHB (Tidal Pumped) Sub District 2,376 2,721 2,278 -443 Blyth (Tidal Pumped) Sub District 1,151 1,500 1,139 -361 Gravity Catchments Sub District 40,176 48,394 39,297 -9,097 59,088 70,466 56,952 -13,514
11 COST OF RECHARGEABLE WORKS 2015/16 2016/17 2016/17 2016/17 Actual (£) Actual (£) Budget (£) Variance (£) River Deben (Tidal Pumped) Sub District: Emergency Sea Wall Reinstatement Work: Kirton 23,970 0 0 0 Waldringfield Tidal Defence Reinstatement Work 355,957 60,655 0 -60,655 Waldringfield Salt Marsh 0 47,888 0 -47,888 Saltmarsh Restoration Fencing at Waldringfield 0 1,660 0 -1,660 379,927 110,204 0 -110,204
Lower Alde (Tidal Pumped) Sub District: Iken Wall 2,710 0 0 0 Saltings Creation - Faggots 0 0 0 0 Emergency Sea Wall Reinstatement Work: Ham Creek 0 0 0 0 Emergency Sea Wall Reinstatement Work: Hazlewood 0 0 0 0 65 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE NOTES TO THE ACCOUNTS
2,710 0 0 0 AHB (Tidal Pumped) Sub District: Twin Banks Watercourse (EA) 0 0 0 0 0 0 0 0 River Blyth (Tidal Pumped) Sub District: N/A 0 0 0 0
Gravity Sub District: Aldeburgh Town Marshes - Tidal Defence Repairs 0 545,852 0 -545,852 Snape Village Tidal Wall Repair/Clay Deliveries 137,728 81,036 0 -81,036 Bramford Meadows River Restoration 9,367 0 0 0 EA Tidal Surge REA0002 0 2,309 0 -2,309 Kirkley Stream Flood Storage RKI0002 0 18,250 0 -18,250 Kirkley Stream Phase 2 Pioneer RKI0003 0 32,714 0 -32,714 Kirkley Stream Attenuation Ponds RKI0004 0 29,237 0 -29,237 Kirkley Brook Pioneer Clearance RKI0005 0 15,325 0 -15,325 Kirkley Ponds RKI0006 0 38 0 -38 Sternfield 0 9,620 0 -9,620 Waveney District Council RWV0001 - Setup 0 6,469 0 -6,469 Waveney District Council RWV0002 - re Christmas Lane, Ipswich 0 636 0 -636 Waveney District Council RWV0003 - Hall Road 0 5,087 0 -5,087 Waveney District Council RWV0004 - Bonds Meadow 0 3,681 0 -3,681 Waveney District Council RWV0005 - Coopers Drive 0 636 0 -636 Waveney District Council RWV0006 - Blundeston Pond 0 24,106 0 -24,106 Waveney District Council RWV0007 - re Lowestoft Barriers 0 105,800 0 -105,800 Waveney District Council RWV0008 - Gunton Meadow 0 6,398 0 -6,398 Stutton Estate RST0001 0 6,392 0 -6,392 Suffolk County Council RGC0001 - Gardners Close 0 31,991 0 -31,991 Norfolk Rivers IDB Recharge 128 3,145 0 -3,145 Broads (2006) IDB Recharge 59 3,462 0 -3,462 WMA Recharge 0 47 0 47 147,282 932,230 0 -932,230
529,919 1,042,433 0 -1,042,433
12 TANGIBLE FIXED ASSETS Land and Buildings Total Cost Opening Balance as at 1-4-2016 255,334 255,334 (+) Additions 0 0 (-) Disposals 0 0 Closing Balance as at 31-3-2017 255,334 255,334
Depreciation Opening Balance as at 1-4-2016 79,792 79,792 (+) Depreciation Charge for year 15,958 15,958 (-) Accumulated depreciation written out on disposal 0 0 Closing Balance as at 31-3-2017 95,751 95,751
Net Book Value at 31-03-2016 175,542 175,542 Net Book Value at 31-3-2017 159,583 159,583
(I) Full details of all Assets are recorded in the Board's Fixed Asset Register, which can be made available to the reader upon request. The Board also shares ownership of a proportion of the WMA's Shared Fixed Assets, which were last valued by Cruso & Wilkin, Chartered Surveyors as at 31 March 2012. Such assets have a Net Book Value of zero.
(ii) It should be noted that only 4 of the Board's 10 Pumping Stations have a net book value of greater than zero. If all 10 of the Board's Pumping Stations were revalued and capitalised it would lead to a significant impairment charge being made to the Lower Alde Sub District.
66 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE NOTES TO THE ACCOUNTS
13 CASH AT BANK AND IN HAND 2015/16 2016/17 Opening Balance as at 1-4-2016 b/fwd 49,396 260,889 (+) Receipts 1,361,073 2,596,507 (-) Payments -1,149,580 -2,248,139 (=) Closing Balance as at 31-3-2017 c/fwd 260,889 609,257
Balance on Statement as at 31-3-2017 268,817 751,842 (-) Less: Unpresented Payments -7,928 -142,585 (+) Add: Unpresented Receipts 0 0 (=) Closing Balance as at 31-3-2017 c/fwd 260,889 609,257
14 SHORT TERM INVESTMENTS
Short term Investments as at 31-3-2017 are as follows: Investment Maturity Variable Financial Institution Capital Date Date Interest Rate Natwest Treasury Reserve Deposit 300,000 26/10/2016 26/10/2017 0.51% 300,000
15 DEBTORS AND PREPAYMENTS 2015/16 2016/17 Stocks and Work in Progress 0 303,428 Trade Debtors 0 51,653 Drainage Rates and Special Levies Due 12,416 12,366 EA Grants Due 0 0 H M Revenue and Customs 520 0 Amounts owed from/(to) WMA 30,615 12,917 43,551 380,364
16 CREDITORS AND RECEIPTS IN ADVANCE 2015/16 2016/17 Trade Creditors 1,033 6,373 H M Revenue and Customs 0 763 Capital Grants Unapplied 69,413 82,615 Accruals (BAP Work: £1,750, Pump Attendance: £12,875 ) 9,525 14,625 Payments received in advance (AOET: Aldeburgh & Snape Village) 0 355,875 Payments received in advance (WFDG: Waldringfield) 29,510 19,419 Payments received in advance (BDC: Special Levy) 1,552 0 111,033 479,670
17 LOANS OUTSTANDING 2015/16 2016/17 Loans Payable in next 12 months 14,516 15,225 Loans Payable in more than 12 months 190,440 175,215 204,956 190,440
One of the Board's predecessors (Lower Alde IDB) took out loans to refurbish the following pumping stations in 2005: Butley, Chillesford and Gedgrave pumping stations. The cost of servicing these loans is charged directly to the Lower Alde (Tidal Pumped) Sub District.
18 RESERVES General Capital Total Reserves Reserves Reserves Opening Balances as at 1-4-2016 89,249 574,744 663,993 67 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
NOTE NOTES TO THE ACCOUNTS
Net Surplus/(Defict) for the year 115,101 0 115,101 Transfers to/(from) Reserves -115,101 115,101 0 Closing Balances as at 31-3-2017 89,249 689,845 779,094
(i) Please note the Statement of Movement on Reserves, which shows the movements and balances of the General and Capital Reserves for each of the Board’s Sub Districts.
(ii) It is important to note that the Board is a member of the Water Management Alliance Consortium and as such has a proportion of the pension liability for the shared staff that have been employed by King's Lynn IDB t/a "the Water Management Alliance" since joining the group on 1 April 2008. The Fund Actuary for Norfolk County Council has prepared a separate Report for the Water Management Alliance, which identifies a notional net pension liability of £1,827,000 as at 31 March 2017 that is shared by all 5 Member Boards. The Board's share of this pension liability is set out every year in the WMAs Basis of Apportionment, which was approved by the Board on 19 January 2016.
19 RELATED PARTY DISCLOSURES
(i) The following Board members have performed pump attendance duties at the Board's pumping stations during the year, for which they have claimed/will claim the following payments:
Mr P Cooke (Stanny House Farm Partnership) £680 Iken Mr R Mann (Iken Hall Farms) £680 Iken Mr C J Mann (Mann Farms Ltd) £1,000 Bawdsey Sir E Greenwell (Greenwell Farms) £1,050 Gedgrave Mr R Pipe £1,000 Hollesley, Colony Marsh Mr A Hall £1,000 Reydon £5,410 (ii) The following Works Committee members have performed pump attendance duties at the Board's pumping stations during the year, for which they have claimed/will claim the following payments:
Major J Greenwell (Capel St Andrew Farms) £1,000 Butley Mr R Skepper (Ferry Farm Co) £1,050 Sudbourne Mr G Watson (Chillesford Lodge Estate) £1,150 Chillesford Mr M Hollingsworth £1,000 Falkenham £4,200
(iii) All elected members of the Board pay Drainage Rates either as Individuals, Partners in Partnerships, or as Directors of limited companies; the exact nature of which can be found in the Rate Book as at 1 April 2016.
(iv) The Board is a member of the Water Management Alliance Consortium, who provide administrative and technical support services to the Board. The Board has 3 representatives who serve on the Consortium Management Committee, which include the Chairman and Vice- Chairman of the Board, and the Board Member Mr M Paul.
(v) The Board uses Rating Software for the collection of Drainage Rates known as DRS. This software is owned by South Holland IDB and was developed by Mr PJ Camamile, the Chief Executive. The software is supported at no cost to the Board by Byzantine Ltd. Mr PJ Camamile is the Company Secretary of Byzantine Ltd and his wife Mrs P Camamile is a Director. Both are shareholders.
(vi) The Board has also paid BG Goose & Partners a sum of £24,942.00 for bog mat hire upto 31/03/17. The Board's Operations Manager is a partner of this business.
(vii) The Board has paid Ben Goose £325,940.49 up to 31/03/17 for plant/labour hire. The Board's Operations Manager is related to Ben Goose.
Recommended Actions:
1. To approve the Financial Report for the period ending 31-3-2017.
P J CAMAMILE MA FCIS S JEFFREY BSc (Hons) FCCA CHIEF EXECUTIVE FINANCE OFFICER
68 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
ACTUAL ACTUAL BOX NO. ANNUAL RETURN, FOR THE YEAR ENDED 31 MARCH 2017 2015/16 2016/17 £ £
1 Balances brought forward General Reserves 89,249 89,249 Capital Reserves 384,461 574,744 As per Statement of Accounts 473,710 663,993
(-) Fixed Assets, Long Term Liabilities and Loans Loans Payable in less than 12 months -13,840 -14,516 Long Term Liabilities -204,955 -190,440 Net Book Value of Tangible Fixed Assets 191,500 175,542 -27,295 -29,414
(=) Adjusted Balances brought forward 501,005 693,407
2 (+) Rates and Special Levies Drainage Rates 138,638 139,611 Special Levies issued by the Board 140,156 141,141 As per Statement of Accounts 278,794 280,752
3 (+) All Other Income Grants Applied 84,343 16,798 Highland Water Contributions 96,161 104,513 Other Income 71,094 122,731 Income from Rechargeable Works 567,777 1,097,683 As per Statement of Accounts 819,375 1,341,725
4 (-) Staff Costs Shared Technical Support Staff Costs 50,275 147,039 Shared Administration Staff Costs 37,934 40,203 88,209 187,242
5 (-) Loan Interest/Capital Repayments Loan Interest 10,390 9,714 Capital Repayments 13,839 14,516 As per Statement of Accounts 24,229 24,230
6 (-) All Other Expenditure Capital Works 84,343 16,798 Maintenance Works 159,261 298,640 Environment Agency Precept 75,275 79,039 Administration Charges 59,088 70,466 Cost of Rechargeable Works 529,919 1,042,432 As per Statement of Accounts 907,886 1,507,375
(-) Loan Interest shown separately 10,390 9,714
(-) Depreciation charged to Maintenance Works 15,958 15,958
(-) Staff Costs now recorded in Box 4 88,209 187,242
(+) Capitalised Additions Land and Buildings 0 0 69 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
ACTUAL ACTUAL BOX NO. ANNUAL RETURN, FOR THE YEAR ENDED 31 MARCH 2017 2015/16 2016/17 £ £
Plant and Equipment 0 0 0 0
(=) Adjusted Other Expenditure 793,329 1,294,461
7 (=) Balances carried forward General Reserves 89,249 89,249 Capital Reserves 574,744 689,845 As per Statement of Accounts 663,993 779,094
(-) Fixed Assets, Long Term Liabilities and Loans Loans Payable in less than 12 months -14,516 -15,225 Long Term Borrowing -190,440 -175,215 Net Book Value of Tangible Fixed Assets 175,542 159,583 -29,414 -30,857
(=) Adjusted Balances carried forward 693,407 809,951 693,407 809,951 8 Total Cash and Short Term Investments Cash at Bank and in Hand 260,889 609,257 Short term Investments 500,000 300,000 As per Statement of Accounts 760,889 909,257
9 Total Fixed Assets and Long Term Assets Land and Buildings (valued at Purchase Cost) 255,334 255,334 Shared Consortium Assets (valued at Net Book Value) 0 0 As per Statement of Accounts 255,334 255,334
10 Total Borrowings Loans Due (<= 1 Year) 14,516 15,225 Loans Due (> 1 Year) 190,440 175,215 As per Statement of Accounts 204,957 190,440
70 From: 01 April 2016 Period: 12 To: 31 March 2017 Year Ending: 31 March 2017
ACTUAL ACTUAL BOX NO. ANNUAL RETURN, FOR THE YEAR ENDED 31 MARCH 2017 2015/16 2016/17 £ £
ACTUAL ACTUAL 7, 8 RECONCILIATION BETWEEN BOXES 7 AND 8 2015/16 2016/17 £ £
7 Balances carried forward (adjusted) 693,407 809,951
(-) Deduct: Debtors and Prepayments Trade Debtors 0 51,653 Work in Progress 0 303,428 Drainage Rate Debtors 12,416 12,366 EA Grants Due 0 0 H M Revenue and Customs 520 0 Amounts owed from/(to) WMA 30,615 12,917 43,551 380,365
(+) Add: Creditors and Payments Received in Advance (<= 1 Year) Trade Creditors 1,033 6,373 H M Revenue and Customs 0 763 Grants Unapplied 69,413 82,615 Accruals 9,525 14,625 Payments received in advance (AOET) 0 355,875 Payments received in advance (WFDG) 29,510 19,419 Payments received in advance (Special Levy: Babergh D.C.) 1,552 0 111,033 479,670
(=) Box 8 760,889 909,257
8 (=) Total Cash and Short Term Investments Cash at Bank and in Hand 260,889 609,257 Short term Investments 500,000 300,000 760,889 909,257
P J CAMAMILE CHIEF EXECUTIVE
07 JUNE 2017
71 Local Councils, Internal Drainage Boards and other Smaller A.uthorities in England . Annual return for the year ended 31 March 2017
Every smaller authority in England with an annual turnover of £6.5 million or less must complete an annual return at the end of each financial year in accordance with proper practices summarising its activities. In this annual return the term 'smaller authority'* includes a Parish Meeting, a Parish Council, a Town Council and an Internal Drainage Board.
The annual return on pages 2 to 4 is made up of three sections:
Sections 1 and 2 are completed by the smaller authority. Smaller authorities must approve Section 1 before Section 2.
- Section 3 is completed by the external auditor.
In addition, the internal audit report is completed by the smaller authority's internal audit provider.
Each smaller authority must approve Section 1 and Section 2 in order and in accordance with the requirements of the Accounts and Audit Regulations 2015.
Completing your annual return
Guidance notes, including a completion checklist, are provided on page 6 and at relevant points in the annual return.
Complete all highlighted sections. Do not leave any highlighted box blank. Incomplete or incorrect returns require additional external auditor work and may incur additional costs.
Send the annual return, together with the bank reconciliation as at 31 March 2017, an explanation of any significant year on year variances in the accounting statements, your notification of the commencement date of the period for the exercise of public rights and any additional information requested, to your external auditor by the due date.
Your external auditor will ask for any additional documents needed for their work. Unless requested, do not send any original financial records to the external auditor.
Once the external auditor has completed their work, certified annual returns will be returned to the smaller authority for publication and public display of Sections 1, 2 and 3. You must publish and display the annual return, including the external auditor's report, by 30 September 2017.
It should not be necessary for you to contact the external auditor for guidance.
More guidance on completing this annual return is available in the Practitioners' Guide that can be downloaded from www.nalc.gov.uk or from www.slcc.co.uk or from www.ada.org.uk
•tor a complete list of bodies that may be smaller authorities refer to schedule 2 to Local Audit and Accountability Act 2014
Page 1 of 6 72 Section 1 -Annual governance statement 2016/17
We acknowledge as the members of:
Enter name of smaller authority here: our responsibility for ensuring that there is a sound system of internal control, including the preparation of the accounting statements. We confirm, to the best of our knowledge and belief, with respect to the accounting statements for the year ended 31 March 2017, that: ~ ·ves' ~ means that this smaller authonty: 1. We have put in place arrangements for effective / prepared its accounting statements in financial management during the year, and for the V accordance with the Accounts and preparation of the accounting statements. Audit Regulations. 2. We maintained an adequate system of Internal control, / made proper arrangements and accepted including measures designed to prevent and detect V responsibility for safeguarding the public money fraud and corruption and reviewed its effectiveness. and resources in its charge. 3. We took all reasonable steps to assure ourselves that has only done what it has the legal power to do there are no matters of actual or potential non-compliance and has complied with proper practices with laws, regulations and proper practices that could j in doing so. have a significant financial effect on the ability of this smaller authority to conduct its business or on its finances. 4. We provided proper opportunity during the year for the / during the year gave all persons interested the exercise of electors' rights in accordance with the V opportunity to inspect and ask questions about requirements of the Accounts and Audit Regulations. this authority's accounts. 5. We carried out an assessment of the risks facing this considered the financial and other risks it faces smaller authority and took appropriate steps to manage I and has dealt with them properly. those risks, including the introduction of internal controls V and/or external insurance cover where required. 6. We maintained throughout the year an adequate and / arranged for a competent person, independent effective system of internal audit of the accounting of the financial controls and procedures, to give records and control systems. an objective view on whether internal controls meet the needs of this smaller authority. 7. We took appropriate action on all matters raised in responded to matters brought to its attention by reports from Internal and external audit. internal and external audit. 8. We considered whether any litigation, liabilities or disclosed everything it should have about commitments, events or transactions, occurring either 1 its business activity during the year during or after the year-end, have a financial impact on this \1 including events taking place after the year-end smaller authority and, where appropriate have induded if relevant. them in the accounting statements. 9. (For local councils only) Trust funds including charitable. Yes I No I NA has met all of its responsibilities where it is a In our capacity as the sole managing trustee we sole managing trustee of a local trust or trusts. discharged our accountability responsibilities for the fund(s)/assets, including financial reporting and, if required, independent examination or audit.
This annual governance statement is approved by this smaller authority on: Signed by Chair at meeting where approval is given: c------~~ and recorded as minute reference: Clerk: c- ---______---, _) c ______0]
~ate: Please provide explanations to the external auditor on a separate sheet for each 'No' respons~. Describe how this smalle~ authority will address the weaknesses identified. --- - ·------·------
Page 2 of 6 73 _Section 2- Accounting statements 2016/17 for
Enter name of smaller authority here:
Total balances and reserves at the beginning of the year as recorded in the financial records. Value must agree to Box 7 of previous year. 2. ( +) Precept or Rates Total amount of precept (or for lOBs, rates and levies) received and Levies or receivable in the year. Exclude any grants received. 3. (+) Total Total income or receipts as recorded in the cashbook less the other receipts g\~~75 \ 3,4-\ 7.2> precept or rates/levies received (line 2). Include any grants received. 4. (-)Staff costs Total expenditure or payments made to and on behalf of all employees. Include salaries and wages, PAYE and Nl (employees 8 ~1.01 \ €'12..4-2 and employers), pension contributions and employment expenses. 5. (-)Loan Total expenditure or payments of capital and interest made during interesVcapital the year on the smaller· authority's borrowings (if any). repayments :l42.2..f.t 6. (-)All other Total expenditure or payments as recorded in the cashbook less staff payments \2.. rt4-~l costs (line 4) and loan interesVcapital repayments (line 5). 7. (=) Balances carried Total balances and reserves at the end of the year. Must equal forward Sd'\C\SI (1+2+3)- (4+5+6)
8. Total value of cash The sum of all current and deposit bank accounts, cash holdings and and short term short term investments held as at 31 March - To agree with bank investments reconciliation. 9. Total fixed assets This cell shows the value of all the property the authority owns. It is plus long term made up of its fixed assets and long-term investments. investments and assets 10. Total T he outstanding capital balance as at 31 March of all loans from third borrowings \ G 0 lU-4:-0 parties (including PWLB).
11. (For Local Councils The Council acts as sole trustee for and is responsible for managing Only) Disclosure Trust funds or assets. note re Trust funds N.B. The figures In the accounting statements (including charitable) above do not include any Trust transactions.
I certify that for the year ended 31 March 2017 the l confirm that these accounting statements were approved accounting statements in this annual return present fairly the by this smaller authority on: financial position of this smaller authority and its income and expenditure, or properly present receipts and payments, as the case may be. and recorded as minute reference: Signed by Responsible Financial Officer: ------=~ ,___ :=J Signed by Chair at meeting where approval is given: Date ~--~------:] ~------:J
Page 3 of 6 74 Section 3 - External auditor report and certificate In respect of:
Enter name of smaller authority here:
1. Respective responsibilities of the body and the auditor
This smaller authority is responsible for ensuring that its financial management is adequate and effective and that it has a sound system of internal control. The smaller authority prepares an annual return in accordance with proper practices which :
• summarises the accounting records for the year ended 31 March 2017; and
• confirms and provides assurance on those matters that are relevant to our duties and responsibilities as external auditors.
Our responsibility is to review the annual return in accordance wilh guidance issued by the National Audit Office (NAO) on behalf of the Comptroller and Auditor General (see note below). Our work does not constitute an audit carried out in accordance with International Standards on Auditing (UK & Ireland) and does not provide the same level of assurance that such an audit would do.
2. 2016/17 External auditor report
(Except for the matters reported below)* on the basis of our review of the annual return, in our opinion the information in the annual return is in accordance with proper practices and no other matters have come to our attention giving cause for concern that relevant legislative and regulatory requirements have not been met. (*delete as appropriate).
(continue on a separate sheet if required)
Other matters not affecting our opinion which we draw to the attention of the smaller authority:
(continue on a separate sheet if required)
3. 2016/17 External auditor certificate We certify/do not certify* that we have completed our review of the annual return, and discharged our responsibilities under the Local Audit and Accountability Act 2014, for the year ended 31 March 2017. 1·We do rn>l External auditor signature External auditor name Date Note: The NAO issued-guidance applicable to external auditors' work on 2016l1; accounts in Auditor Guidan~e Note AGN/02. The- - ~ AGN is available from the NAO website (www.nao.org.uk) Page 4 of 6 75 Annual internal audit report 2016/17 to Enter name of smaller authority here: This smaller authority's internal audit, acting independently and on the basis of an assessment of risk, carried out a selective assessment of compliance with relevant prpcedures and controls expected to be in operation during the financial year ended 31 March 2017. Internal audit has been carried out in accordance with this smaller authority's needs and planned coverage. On the basis of the findings in the areas examined, the internal audit conclusions are summarised in this table. Set out below are the objectives of internal control and alongside are the internal audit conclusions on whether, in all significant respects, the control objectives were being achieved throughout the financial year to a standard adequate to meet the needs of this smaller authority. A. Appropriate accounting records have been kept properly throughout the year. / B. This smaller authority met its financial regulations, payments were supported by invoices, all expenditure was approved and VAT was appropriately accounted for. v C. This smaller authority assessed the significant risks to achieving its objectives and reviewed the adequacy of arrangements to manage these. v D. The precept or rates requirement resulted from an adequate budgetary process; progress against the budget was regularly monitored; and reserves were appropriate. / E. Expected income was fully received, based on correct prices, properly recorded and promptly banked; and VAT was appropriately accounted for. / F. Petty cash payments were properly supported by receipts, all petty cash expenditure was approved and VAT appropriately accounted for. 1\1/tt- G. Salaries to employees and allowances to members were paid in accordance with this smaller authority's approvals. and PAYE and Nl requirements were properly applied. ./ H. Asset and investments registers were complete and accurate and properly maintained. ./ I. Periodic and year-end bank account reconciliations were property carried out. ../ J. Accounting statements prepared during the year were prepared on the correct accounting basis (receipts and payments or Income and expenditure), agreed to the cash book, supported by an / adequate audit trail from underlying records and where appropriate debtors and creditors were properly recorded. K. (For local councils only) Trust funds (including charitable)- The council met its responsibilities as a trustee. For any other risk areas identified by this smaller authority adequate controls existed (list any other risk areas below or on separate sheets if needed) ------~~ Name of person who carried out the internal audit I KAI-h~ · ~cx:!N o.Y"Ci Signature of person who carried out the internal audit L i44loxi ~. ~ Date I *If the response is 'no' please state the implications and action being taken to address any weakness in control identified (add separate sheets if needed). **Note: If the response is 'not covered' please state when the most recent internal audit work was done in this area and when it is next planned, or. if coverage is not required, internal audit must explain why not (add separate sheets if needed). 1 Page 5 of 6 76 Guidance notes on completing the 201 6/17 annual return 1. You must apply proper practices for preparing this annual return. Proper practices are found in the Practitioners' Guide* which is updated from time to time and contains everything you should need to prepare successfully for your financial year-end and the subsequent work by the auditor. NALC, SLCC and ADA have helplines if you want to talk through any problem you encounter. 2. Make sure that your annual return is complete (i.e. no empty highlighted boxes), and is properly signed and dated. Avoid making amendments to the completed return. Any amendments must be approved by the smaller authority, properly initialled and explanation provided. Annual returns containing unexplained or unapproved amendments may be returned and incur additional costs. 3. Smaller authorities must approve Section 1 on page 2 before approving Section 2 on page 3. 4. Use the checklist provided below. Use a second pair of eyes, perhaps a Councillor or Board Member, to review the annual return for completeness and accuracy before sending it to the external auditor. 5. Do not send the external auditor any information not specifically asked for. Doing so is not helpful. However, you must tell the external auditor about any change of Clerk, Responsible Finance Officer or Chair. 6. Make sure that the copy of the bank reconciliation which you send to your external auditor with the annual return covers all your bank accounts. If your smaller authority holds any short-term investments, note their value on the bank reconciliation. The external auditor must be able to agree your bank reconciliation to Box 8 on the accounting statements (Section 2 on page 3). You must provide an explanation for any difference between Box 7 and Box 8. More help on bank reconciliation is available in the Practitioners' Guide*. 7. Explain fully significant variances in the accounting statements on page 3. Do not just send in a copy of your detailed accounting records instead of this explanation. The external auditor wants to know that you understand the reasons for all variances. Include a complete numerical and narrative analysis to support your explanation. There are a number of examples provided in the Practitioners' Guide* to assist you. 8. If the external auditor has to review unsolicited information, or receives an incomplete bank reconciliation, or you do not fully explain variances, this may incur additional costs for which the auditor will make a charge. 9. You must inform the external auditor of the date set for the commencement of the period for the exercise of public rights. 10. Make sure that your accounting statements add up and the balance carried forward from the previous year (Box 7 of 2016) equals the balance brought forward in the current year (Box 1 of 2017). 11. Do not complete Section 3 which is reserved for the external auditor. Completion checklist - 'No' answers mean you may not have met requirements I Done? All sections All highlighted boxes have been completed? All additional information requested, including the dates set for the period for the exercise of public rights, has been provided for the external auditor? Section 1 For any statement to which the response is 'no'. an explanation is provided? Section 2 Smaller authority approval of the accountirag statements is confirmed by the signature of the Chair of the approval meeting? An explanation of significant variations from last year to this year is provided? Bank reconciliation as at 31 March 2017 c:greed to Box 8? An explanation of any difference between Box 7 and Box 8 is provided? Sections 1 and 2 Trust funds - all disclosures made if a Council is a sole managing trustee? NB: Do not send trust accounting statements unless requested. Internal Audit report All highlighted boxes completed by internal audit and explanations provided? *Note: The Practitioners' Guide is available from your local NALC, SLCC or ADA representatives or from www.nalc.gov.uk or www.slcc.co.uk or www.ada.org.uk. Page 6 of 6 77 East Suffolk IDB Schedule of Paid Accounts Payment Date From : 0110112017 Payment Date To : 31/0312017 Amount Paid Account 10 Name Details This Period AB0002 Abrehart Ecology Environmental Survey 1,200.00 AN0001 Angtia Farmers Ltd Electricity/Materials 52,725.80 AN0002 Dave Andrews Water Vole Trapping 1,499.00 AU0002 Auto Plant Plant Repairs 534.40 BA0003 BASEcolo9y Ltd Water Vole Surveying 187.50 BF0001 BFS Enterprise (Fabrications) Ltd Fabrication 78.00 BR0004 Broads (2006) IDB Plant & Labour hire!Materials 125,955.24 CA0001 Capel St Andrew Farms Pump attendance 1,440.00 CI0002 City Electrical Factors Parts 448.40 CL0001 Cleveland Containers Ltd Container 21,918.00 C00004 Collins Skip Hire Skip Hire 60.00 C00005 S J Cobbold Suffolk Plant, Labour, Equipment 132,953.76 DA0002 W H Davison Haulage Contractor 607.20 EN0001 Environment Agency Precept 39,519.50 EN0003 Enforcement Bailiffs Ltd Bailiffs Fees 216.00 FE0002 Fenton Insurance Solutions Vehicle Hire Insurance 164.26 G00001 MrG Goymer Labour 7,918.32 G00003 B J Goose Plant/labour hire 10,752.00 G00004 B G Goose & Partners Bog Mats 132.00 HB0001 H B Ecology Mitigation Supervision 1,237.55 H00001 J Hollingsworth & Sons Pump Attendance 1,200.00 H00003 Michael Hoit Surveying 745.02 IK0001 lken Hall Farms Pump attendance 816.00 LA0001 Mervyn Lambert Plant Ltd Welfare Unit Hire!Traffic 367.20 LA0002 Laser Civil Engineering & Labour 32,416.62 LA0003 Keith Langdon Water Vole Trapping 1,052.28 MG0001 MGT (Suffolk) Ltd Container Moves 360.00 MH0001 MHE Consulting Ltd Consulting 26,498.42 M00001 Mole Valley Farmers ltd Gas oil 106.87 NE0002 Newey & Eyre Electricial Parts 1,232.87 N00001 Norfolk Rivers IDB Labour 1,703.28 PU0002 Pulsar Process Measurement Ltd PPM 180 Fascia std 1,230.72 R00002 Craig Robson Trapping 3,142.50 SE0001 Selwood Ltd Pump Hire 5,063.39 V00001 Vodafone ltd SIM Card Delivery 142.94 WA0011 Water Management Alliance T echnica! Support Costs 55,621.67 WI0003 Wild Frontier Ecology ltd Surveys 13,766.40 YA0001 Yarmouth Rewinds Ltd Repairs to Flygt pump 4,159.70 YE0001 Yeoman Windows and Doors 598.80 Please note that the amounts shown above include Vat £ 549,771.61 78 East Suffolk Internal Drainage Board Draft Objectives 2016/17 - Performance Review Objective Responsible Officer Status 1. Ensure total expenditure does not exceed the expenditure budget Chief Executive/ Budget Achieved, other than in the for 2016/17 and plan for subsequent year’s rate increases to Holders: Catchment Engineer Lower Alde Sub District where equate to no more than an inflationary rise. land occupiers and Suffolk Coastal District Council have agreed to a significant increase for 2017/18 to part fund sea wall reinstatement works in the Alde Ore Estuary. 2. Ensure the EA’s annual precept charge on the Board is fair and is Chief Executive/Board Some real progress has been spent on work that benefits the Internal Drainage District. made: the EA Precept charge increased by 5% from 2015/16 to 2016/17 and will increase again by another 5% for 2017/18 without any real idea of where this precept money is to be spent. However the Board's Officers have now been requested by EA Officers to prepare a 3-year programme of works showing where and how we would like our precept money spending. EA officers have indicated that this work programme will then be delivered by the IDB and part- funded from the Board's precept payment/RFCC local levy, moving forward. 3. To complete the review of the arterial network and the Board’s Catchment Engineer/Operations Not achieved, due to other Infrastructure Adoption/Abandonment Policy. Engineer priorities. Rolled over to 2017/18. 4. To devise an indicative 5 year maintenance programme for Catchment Engineer/Operations Not achieved, due to other consideration by the two Works Committees and the Board. Engineer priorities. Rolled over to 2017/18. 79 East Suffolk Internal Drainage Board Draft Objectives 2016/17 - Performance Review 5. To lobby Local Planning Authorities to include IDB as a Statutory Chief Executive/ Catchment Ongoing. Adoption of SuDS Consultee in their consideration of planning applications and to Engineer Adoption Policy is imminent. promote the IDB to adopt SUDs in or affecting its IDD. 6. To seek to enmain sections of main river deemed by the EA to be Chief Executive/ Catchment Achieved in so much as we can: of less strategic importance. Engineer ESIDB is now one of five national pilots being used to test the EA/DEFRAs revised de- maining procedures. 7. To continue to work with the EA, The AOEP, The DEP, The Chief Executive/ Catchment Achieved and will hopefully Minsmere Stakeholders Group and our other partners. Engineer/ Project Manager continue. P J CAMAMILE CHIEF EXECUTIVE 80 Draft Objectives for 2017/18 1. To ensure that total expenditure does not exceed the expenditure budget for 2017/18 and plan for subsequent years’ rate increases to equate to no more than an inflationary rise. 2. To ensure that the EA’s annual precept charge on the Board is fair and that it is spent on work that benefits the Internal Drainage District. 3. To make progress with changing the legislation to enable the Board to extend its area, should Highland Water Contributions be reduced or no longer made by the EA to the Board for managing surface water entering the Drainage District from the Upland Catchment. 4. To help introduce a sustainable investment programme primarily for the ‘low consequence’ main river network that the Board’s watercourses discharge into, by working with the EA, SCC, NE and our other partners. 5. To complete the review of the arterial network and the Board’s Infrastructure Adoption/Abandonment Policy. 6. To devise an indicative 5 year maintenance programme for consideration by the two Works Committees and the Board. 7. To help introduce a sustainable investment programme primarily for the ‘uneconomic’ sea walls that protect the Board’s District, by working with the EA, AOEP/AOET, DEP, SCC, SCDC, WDC, NE and our other partners. 81 SuDS ADOPTION POLICY Sustainable Drainage Systems (SuDS) adoption policy 1. Adoption of SUDS within each IDB’s respective Drainage District IDBs will consider the adoption of SUDS within their respective Drainage Districts where the SUDS cater for more than one property owner. The decision whether to adopt will be made:- • On a site specific basis • Dependent on the IDB having had input to the design from an early stage so that: • Adequate access and working space is allowed around the SUDS for future maintenance with machinery. • Landscaping designs consider the future maintenance and access to the SUDS. • Space is allowed within the site design for deposition of arisings from the SUDS, whether it be annual weed cutting material, or more infrequent mudding material, so that this did not have to be removed, but instead accommodated on site. Generally, for guidance, IDBs may only consider adopting the type of SUDS which:- • Are above ground and can be maintained using the equipment commonly used by IDBs, such as flails, basket cutters etc. for example storage ponds, swales, and flood storage areas (it is felt that other types of SUDS may better be suited for adoption by another authority). • Have a maintenance regime similar to the rest of the IDB’s infrastructure, e.g. cutting once or twice a year, (it is generally felt that SUDS infrastructure that needs maintaining much more frequently such as public open space or swales in front of properties may better be suited for adoption by another authority, but check first with the IDB concerned). 2. Adoption of SUDS within each IDB’s respective “extended area” Those IDBs with “extended areas” may also consider adopting SUDS outside of their Drainage District, but within their “extended area”, if doing so will be of a benefit to their Drainage District, subject to the same conditions as shown above. 3. Adoption charges for IDBs to adopt SUDS A one-off upfront Adoption Charge will be payable, by the developer, to the IDB as part of the IDB’s adoption procedure. This charge is based on the present value of the total maintenance cost associated with the SUDS over the design life of the development (usually 100 years unless it can be demonstrated to be less). The annual maintenance costs used to calculate this charge will be based on a maintenance programme agreed as part of the SUDS consenting and adoption process. 82 EAST SUFFOLK INTERNAL DRAINAGE BOARD RISK REGISTER LIKELIHOOD IMPACT RISK RATING STRATEGIC RESPONSE (ACTIONS RISK IMPACT SCORE SCORE (HIGH, MEDIUM, OBJECTIVES PLANNED/TAKEN) (1 – 3) (1 – 3) LOW) To reduce the flood risk Reduction in, or Reduction in Asset Management Plan and to people, property, insufficient finance, FCERM service 3 3 High 9 profile future funding public infrastructure and grant and income the Board is able requirements, (Capital Finance the natural environment to provide and Reserves Policy). by providing and EA may cease to maintaining technically, pay highland water Inability to Explore alternative funding environmentally and contributions to replace assets streams economically sustainable IDBs flood defences within the Internal Drainage District (IDD) Environment Potential Working with stakeholders and Agency (EA) is no overtopping 3 3 High 9 Estuary Community Groups to longer willing or during severe develop investment plans for able to carry out weather events flood compartment and deliver work on sea and associated works on the ground defences that cost implications protects the Internal PSCA in place with other Drainage District, or RMAs to undertake works continues to maintain these but Increased capacity and to a reduced capability through WMA standard (Eastern) Implementation of Prohibitive cost Sites assessed and prioritised Eel Regulations to update all 2 3 High 6 and agreed with EA. 2009 requiring infrastructure to changes to Board be compliant Need to apply for grant aid infrastructure with the if/when derogation is not regulations extended beyond Dec 2020 EA has issued derogation to Dec 2020 on priority sites at Bawdsey, Falkenham, Iken, Sudbourne and Hollesley pending results of accredited EA national trials Updated 10 January 2017 83 EAST SUFFOLK INTERNAL DRAINAGE BOARD RISK REGISTER LIKELIHOOD IMPACT RISK RATING STRATEGIC RESPONSE (ACTIONS RISK IMPACT SCORE SCORE (HIGH, MEDIUM, OBJECTIVES PLANNED/TAKEN) (1 – 3) (1 – 3) LOW) To enable and facilitate Planning Authorities Increased flood Get involved with each land use for residential, ignore advice risk 2 3 High 6 constituent Planning Authority commercial, recreational provided by Board to better integrate/ coordinate and environmental planning and flood risk purposes by guiding and Lack of staff Potential for lost management issues regulating activities, resources results in income from which have the potential turning a blind eye SWDCs and Board comments made on to increase flood risk to Byelaw/Land commuted sums planning applications are Drainage Act available on each Planning infringements and Authority’s website contraventions or failure to collect Planning/Enforcement issues development reported at Board and contributions and Committee meetings commuted sums Board has access to Potential for Inadequate or Planning/Enforcement Officer developers to allow total lack of through WMA SUDs to be maintenance of managed by private SUDs could Lobby LPAs to include IDBs as companies who have an adverse Statutory Consultees and to allow them to fall impact on the treat IDB watercourses as into disrepair IDB SUDs through lack of long infrastructure term maintenance and Promote IDB services for subsequently adoption of SUDs in planning increase the risk consents to ensure they are of flooding maintained in perpetuity Look to introduce a SUDs adoption and charging policy Updated 10 January 2017 84 Risk Assessment Matrix (From the Risk Management Strategy and Policy as approved 17 January 2017) Risk Assessment Matrix Likelihood Highly Likely Medium (3) High (6) High (9) Possible Low (2) Medium (4) High (6) Unlikely Low (1) Low (2) Medium (3) Negligible Moderate Severe Impact The categories for impact and likelihood are defined as follows: IMPACT Severe – will have a catastrophic effect on the operation/service delivery. May result in major financial loss (over £100,000) and/or major service disruption (+5 days) or impact on the public. Death of an individual or several people. Complete failure of project or extreme delay (over 2 months). Many individual personal details compromised/revealed. Adverse publicity in national press. Moderate – will have a noticeable effect on the operation/service delivery. May result in significant financial loss (over £25,000). Will cause a degree of disruption (2 – 5 days) or impact on the public. Severe injury to an individual or several people. Adverse effect on project/significant slippage. Some individual personal details compromised/revealed. Adverse publicity in local press. Negligible – where the consequences will not be severe and any associated losses and or financial implications will be low (up to £10,000). Negligible effect on service delivery (1 day). Minor injury or discomfort to an individual or several people. Isolated individual personal detail compromised/revealed. NB A number of low incidents may have a significant cumulative effect and require attention. LIKELIHOOD Highly likely: very likely to happen Possible: likely to happen infrequently Unlikely: unlikely to happen. 85 East Suffolk IDB Distributed to: Members Allen Ms S Block Mrs C Caston J Cooke P N R Foskett J Garrod N Greenwell Sir E (Chairman) Hall A R Harvey Mrs S Hedgley C Loyd C A Mann C J Mann R W Marson Mrs J Paul M A Pipe R J (Vice-Chairman) Rivett C Rowlands A J Welham K Officers Bloomfield G Camamile P J Roberts P Thomas Miss K East Suffolk IDB Meeting 7 June 2017