CC

UPPER WITHAM INTERNAL DRAINAGE BOARD

Minutes of a meeting of Upper Witham Internal Drainage Board held on Monday, 28th September 2015 in South Hykeham Village Hall at 2.30pm.

Present: Mr. F. H. Myers - Chairman. Mr. R.H. Ballerini - Vice Chairman. Mr. J. Boyall. Cllr. B. Charlesworth. Cllr. N. Craft. Mr. R.J. Epton, M.B.E., D.L. Cllr. C. Goldson. Mr. P. Gowen. Cllr. Mrs. S.K. Howe. Cllr. R. Kaberry-Brown. Mr. A.V. Kerr. Mr. R.W. Parker. Mr. R.J. Phillips. Mr. P. Roe. Mr. J.R. Scarborough. Cllr. I. Stokes. Mr. C. Smith. Mrs. J.S.P. Smith. Cllr. T. Speakman. Cllr. P. Vaughan. Mr. B.F. White. Mr. S.H. White. Cllr. Mrs. P.A. Woodman, M.B.E. Mr. P. Wright.

In Attendance:

Mrs. Jane Froggatt, Chief Executive. Mr. Steve Larter, Finance Manager. Mr. Martin Shilling, Director of Operations. Ms. Lorraine Sayce, Finance and Rating Officer.

Apologies: Apologies for absence were received from Mr. M.J. Arnold, Cllr. B. Bilton, Cllr. G. Hewson, Mr. J.R. Hollis, Cllr. D. Jackson, Mr. D.R. Knight, Cllr. M.J.W. Parish, Cllr. L.J. Pennell and Mr. G.E. Porter.

On behalf of members of the Board and Officers, everyone present congratulated the Chairman on his marriage to Melanie, on 20th September.

3944

46.15 Declarations of Members’ Interests.

Members nominated by Councils declared interests relating to their respective councils. Mr. V. Kerr declared an interest in item 57.15 relating to Westborough Flood Alleviation Scheme.

47.15 Chairman’s Announcements.

The Chairman welcomed members and officers to the meeting and highlighted changes to the Board’s membership as follows:

 City of Lincoln Council nominees.

It was confirmed that 7 members had been nominated in June, as returning members. These were Cllr. Pat Vaughan, Cllr. David Jackson, Cllr. Gary Hewson, Cllr. Tony Speakman, Mr. Jeff Boyall, Mr. Colin Smith and Mr. Paul Gowen. Two new members had been nominated, namely Cllr. Bill Bilton and Cllr. Brent Charlesworth.

 South Kesteven District Council.

Cllr. Nick Craft had been nominated, to continue as a member. Two new members had been nominated in Cllr. Rosemary Kaberry-Brown and Cllr. Ian Stokes.

 North Kesteven District Council.

Three existing members were nominated in Cllr. Mrs. Sue Howe, Cllr. Lance Pennell and Cllr. Mrs. Pat Woodman. They are joined by new member Cllr. Chris Goldson.

 Newark & Sherwood District Council.

Cllr. David Clarke had joined the Board in June as a new member.

 West Lindsey District Council.

Cllr. Malcolm Parish had joined the Board as a new member.

 Changes to directly elected membership.

One member, Mr. Murray Arnold, had indicated that he will be standing down when his term of office ends on 31st October. He had joined the Board in November 1978 and will have therefore completed 37 years’ service to the Board. In the absence of Mr. Arnold, the Chairman passed on good wishes from members and Mr. V. Kerr would present a small gift from the Board. This leaves a vacant seat for the Electoral District of Long Bennington, Barkston and Normanton.

Mr. Bob Skelton indicated on 24th October that he was standing down from the Board, with immediate effect, after 30 years’ service. Mr. Skelton had advised of a potential successor. Ms. Emma Jenkinson will represent South Witham from the new electoral term of office starting on 01st November.

3945

48.15 Minutes of the Board Meeting on 22.06.15.

The Minutes of the Board’s previous meeting held on Monday, 22nd June 2015 were proposed, seconded and APPROVED as an accurate record, subject to the following 2 amendments:

 on page 3928, Cllr. Bill Bilton had been recorded both as a returning member (one of seven) and also as a new member. He is a new member.  on page 3928, the correct spelling is Mr. Paul Gowen (not Gowan).

MATTERS ARISING:

48.15.1 Lincolnshire IDB Clerks’ meeting of 01.06.15 (minute 25.15.2 refers).

It was confirmed that IDBs across Lincolnshire had mapped on GIS the stretches of watercourses where the EA was apparently interested in de- maining stretches of current main river. The Secretary to ADA Lincolnshire Branch had written to the EA’s Area manager to request discussion across Lincolnshire about potential de-maining, but this had yet to happen. A list of those watercourses in Upper Witham’s district would be provided in the Director of Operations’ presentation.

48.15.2 Internal Audit (minute 27.15 refers).

Following the Internal Auditor’s report on 2014/15, which he presented to the June meeting, he would be visiting on 18th and 19th November to review actions arising and to start work on 2015/16.

48.15.3 IDB Annual Return 2014/15 (minute 1949.3 refers).

Following the Board’s approval of the Annual Return for 2014/15 on 22.06.15 (together with the Annual Report and Statement of Accounts and the IDB 1 Report 2014/15 to Defra), it had been submitted to External Auditors, Grant Thornton.

Attention was drawn to discussion at the Finance and General Purposes Committee meeting on 09.09.15 where it was confirmed that on 28.08.15 the ensuing ‘Notice of Closure’ had been received from Grant Thornton and the content of the two ‘other matters’ to be reported to the Board (but not affecting the Audit opinion).

48.15.4 Summer Inspections 2015.

There had been good attendance at the group of 3 Boards’ two Summer Inspections, the first on 15.07.15 internal to the 3 Board’s drainage districts and the more recent visit on 22.09.15 to North East Lindsey IDB’s district (including the Port of Immingham).

Members expressed support for the content of the inspections and a similar format in 2016.

3946

49.15 Minutes of the Finance & General Purposes Committee Meeting, 09.09.15.

The minutes of the Finance & General Purposes Committee meeting held on Wednesday, 09th September 2015 were proposed, seconded and APPROVED as an accurate record and the recommendations to the Board were NOTED.

MATTERS ARISING:

49.15.1 EA maintenance on main rivers (minute 3.1 refers).

It was noted that the Director of Operations had raised Cllr. Mrs. Pat Woodman’s query about main watercourse water levels in Aubourn with the EA and had responded to the query raised.

It was confirmed that, since the meeting on 09.09.15, the EA had now confirmed works orders under the PSCA for both Foston Beck and Shire Dyke. It was noted that some work had now been undertaken now on Foston Beck.

49.15.2 Programmed replacement of the Komatsu PC210 long reach excavator in 2016 (minute 7 refers).

The Board noted the discussion at the Committee meeting and ratified the specification for the replacement excavator proceeding to invitation to tender, prior to the January Board meeting, in order to avoid the usual 01st January rise in plant prices. Even if ordered in 2015, the machine would not be delivered and paid for until the 2016/17 financial year.

50.15 Minutes of Joint Services Committee, 27.07.15.

The minutes of the first Joint Services Committee meeting between the Group of 3 IDBs held on Monday, 27th July 2015 were NOTED, as were the recommendations from the Committee.

MATTERS ARISING:

50.15.1 Terms of Reference (minute 5 refers).

Attention was draw to the Terms of Reference for the committee, which all 3 Boards had agreed should incorporate the role of the previous Joint Administration Committee (in place since 01.04.2009) but be broadened to include a wider range of services (e.g. Engineering, GIS, Consents & Enforcements, Operations) and specific functions where the 3 Boards could do work jointly to avoid duplication, specifically:

 Audit & Governance.  Environment Committee.  Health & Safety.  Terms & Remuneration.

50.15.2 Financial Report 2015/16 (minute 6 refers).

Attention was drawn to the joint administration recharges between the Board, Witham Third DIDB and Witham First DIDB for the first three months of 2015/16 to 30.06.15. 3947

On a budget for the three months of £101,354, actual expenditure was £101,165.19 (i.e. a positive variance totalling only £188.81).

On Engineering Services, against a budget of £54,484 for the 3 months, expenditure of £55,485.85 had been incurred (giving an adverse variance of only £1,001.85).

Although the budget assumption was that Upper Witham’s Engineer returns from secondment on 01.11.15, there is likely to be continued savings to all 3 Boards, as an extension of his secondment to 31.03.16 is being finalised.

It was noted that overall, for all joint services, on a budget for the 3 months to 30.06.15 of £186,383, expenditure was £185,012.77 (i.e. a positive variance of £1,370).

The Financial position on joint services was noted, as too were the Terms of Reference for the Joint Services Committee.

50.15.3 Motor Vehicles Allowances Policy (minute 8 refers).

Progress on implementing the revised vehicle allowances policy was noted and that the commercial lease vehicles were likely to arrive in early November 2015.

51.15 Chief Executive’s Report.

The Chief Executive’s Report had been circulated with the agenda. Issues highlighted included:

 IDB Annual Return 2014/15.

As mentioned earlier, there had been discussion this year with Grant Thornton about two ‘other matters’ which pleasingly did not affect their audit opinion on the IDB Annual Return for 2014/15, but which they wished to draw to the attention of the Board. The original ‘Notice of Closure’ dated 22.07.15 was received and publicised on 28.07.15 for the minimum of 14 days required, but after queries on 19.08.15 all 3 Boards’ Fixed Asset Registers were submitted to Grant Thornton. Whilst it was then accepted that the Board had not included depreciation, a revised ‘other matters report’ was received on 10.09.15 (dated 22.07.15) and this was advertised on the Board’s website for 14 days from Monday, 14.09.15. That wording was drawn to the Board’s attention as follows:

“Upper Witham Internal Drainage Board. Audit Report for the year ended 31 March 2015.

Other matters not affecting our opinion which we wish to draw to the attention of Upper Witham Internal Drainage Board for the year ended 31st March 2015.

Fixed Assets – Box 9. The figure in Box 9 has been overstated on the Annual Return. The Board has confirmed that the correct figure is £3,973,615.

3948

Financial Regulations. The Financial Regulations do not include checks to ensure that all expenditure is within the powers of the Internal Drainage Board or checks to ensure that all PAYE/NI and VAT regulations are met”.

Members received and NOTED the two other matters reported with the Notice of Closure The Financial Regulations, revised and approved in November 2014, would be further revised to make this point explicit and those revisions will come to the November 2015 Board meeting for approval.

 Revised Motor Vehicles Allowances Policy.

Progress on implementation was noted and the allocation of commercial lease vehicles/existing vehicles was NOTED as follows:

Name Vehicle Existing/New Replacement Notes Date Lee Albans Isuzu Eiger New 2019/20 Chris Hoyles Isuzu Eiger New 2019/20 Darren Ross Citroen Van New 2019/20 Alf Turner Citroen Van New 2019/20 John Tobutt Citroen Van New 2019/20 Steve Parker Citroen Van New 2019/20 Robert Wasden Citroen Van New 2019/20 Simon Horton Izusu Rodeo Existing 2019/20 (FY11 GFX) Depot Truck Land Rover Existing - Replaced Defender (GV64 previous LR VLC) Depot truck. Depot Truck Tipper Truck Existing - - (VU09 PYY). Surplus to sell Isuzu D/C (FY58 Existing 2015/16 Was for KVF) 15/16 replacement. Surplus to sell Izusu D/C (FY58 Existing 2015/16 Was for KVG) 18/19 replacement. Surplus to sell Land Rover Existing 2016/17 Dispose in Defender (S316 15/16. DFW). Notes:

 Upper Witham is therefore leasing 2 Isuzu Eiger D-Max Pick up 2.5 TD/DC vehicles at £4,445.44 per annum, based on 10,000 miles p.a. and including full maintenance/service contract (i.e. the Board to meet insurance and fuel costs on vehicles).  Upper Witham is leasing 5 Citroen Berlingo L1Hdi 90 625 XTR + vans at £2,375 per annum, based on 10,000 miles p.a. and including full maintenance/service contract (i.e. the Board to meet insurance and fuel costs on vehicles).

Total lease cost to Upper Witham is £20,765.88 per annum for a 5 year period.

3949

 Eel Regulations (England & Wales) 2009.

Members were advised of the potential costs of full compliance with the Eel Regulations. Based on an assessment of 6 of the Board’s pumping stations assessed to date, the estimate for compliance at those is £4,163,307. A further 9 pumping stations had yet to be assessed but, inputting the average cost of £585,452 per pumping station would give a notional cost of £5,269,068 for these. This gives a current estimated Eel compliance cost of £9,432,438 (compared with an estimated cost in Witham First DIDB of £6,850,631 and in Witham Third DID’s of £10,647.728).

It was envisaged there would need to be a degree of pragmatism nationally.

 Consents & Enforcements service for Lincolnshire County Council.

Members noted that LCC, in the capacity as Lincolnshire’s Lead Local Flood Authority since April 2012, had extended the annual Memorandum of Understanding (whereby the IDBs provide a Consents and Enforcements service outside the drainage districts in their extended rainfall catchment areas for the LLFA) to a 3 year agreement until 31.03.18.

Members received and NOTED the report and update.

52.15 Elections 2015.

It was confirmed that, as at the closing date of Friday, 25.09.15 for nomination papers, there had not been more completed nomination papers than the 15 seats available on the Board (excluding Council nominated members), so 14 members were duly appointed to membership of the Board for a 3 year term from 01.11.15 to 31.10.18 (and the Board carried one vacant seat in the Electoral district of Long Bennington, Barkston and Normanton).

There was one new member, Ms. Emma Jenkinson, representing the Electoral district of South Witham.

It was noted that accordingly a ‘Notice of No Poll’ had been placed in the Lincolnshire Echo for Thursday, 01.10.15 and will be on the Board’s website. Letters of appointment and copies of the Notice of No Poll were distributed and will be posted to absent members and the new member.

53.15 Financial Performance Report 2015/16, month 5 to 31.08.15.

The Finance Manager presented the month 5 financial performance report to 31st August. This had been circulated with the agenda and set out approved full year Estimates 2015/16, profiled budget, actual income, spend and variances.

In summary, the anticipated 31st August positon was a (£87,499) budget surplus. The actual position was a surplus of (£134,187), so a positive variance of (£46,688).

Whilst the Board has currently an improved actual position against budget, this was viewed with caution at this early point in the year. There are high risk spend areas on electricity costs at pumping station through Autumn/Winter, overtime costs yet to be incurred, holiday pay, the pay award to factor in and fuel prices may rise again.

Income was (£12k) ahead of profile overall. Within this, rechargeable works income was (£6k) ahead of target. The 5 Councils had paid the first tranche of Special

3950

Levies, the second being due to the Board in November. Drainage Rates collection was good as at 31.08.15, with a 90.2% collection rate or £214,886.05 collected on both 2015/16, and prior years’, with a closing balance of £21,957.75 outstanding to the Board.

Final reminders had been posted to account holders on 03.09.15 and a court date had been set for 25.11.15. Collection rates were improved on the same point in 2014.

Also on income, it was confirmed that the Highland Water claim to the EA was due to be paid to the Board (for the costs to the Board of processing water from upland areas) by 30.09.15, this having been chased. There was a reconciliation balance on 2014/15 of (£37,634) due to the Board and of the (£170,000) estimate for 2015/16, 80% or (£136,000) was due to be paid.

On the approved plant programme for 2015/16, the revised position was set out as follows:

Programme 2015-16 Sales Chipper £0 To be hired not purchased Wheeled £135,000 Terex 1305 £15,000 Excavator (2006) Weed Bucket £5,780 Weed Bucket £600 Fuel Bowser £5,000 Caged Tipper £11,845 Isuzu Rodeo £5,000 Vehicle Land Rover LWB £22,940 Land Rover £3,000 TOTAL £180,565 £23,600 £156,965 2016-17 Tracked £130,000 Komatsu PC210 £10,000 Excavator Weed Bucket £6,000 Weed Bucket £600 Weed Bucket £6,000 TOTAL £142,000 £10,600 £131,400 OVERALL £322,565 £34,200 £288,365 TOTAL DIFFERENCE (£25,435) £2,000 (£23,435)

The purchase of the replacement Land Rover depot truck was brought forward to fit in with the implementation of the fleet review and to ensure one was purchased whilst LR Defenders are still available (as they are going out of production). Overall, this delivers net savings of (£23,435) over the two years of the programme.

On bank balances and investments as at 31.08.15, these were detailed as follows:

Lloyds 1 £ 14,010.01 Lloyds 2 £118,578.86 Nationwide Instant Access £200,400.32 Nationwide 90 Day Notice £201,599.45. Total £534,588.64

Members received and NOTED the financial position as at 31st August 2015.

3951

54.15 Statement of Expenditure, 01.05.15 to 31.08.15.

The Statement of Expenditure incurred for the 4 months to 31st August 2015 had been circulated with the Agenda.

Expenditure totalled £545,773.98 or, excluding £39,017.36 VAT, the net amount of £506,756.62. Of this, £45,636.32 was rechargeable expenditure to other bodies.

Queries were raised on items 13, 20 and 35.

Members NOTED the expenditure incurred.

55.15 Drainage Rates write-offs.

The Finance & Rating Officer had prepared a paper, circulated with the agenda, which requested the Board write-off 3 account values totalling £57.08

Members AGREED to write-off the accounts totalling £57.08, write-offs being reserved to the Board.

56.15 Director of Operations’ Report.

The Director of Operations’ Report for the period 01.07.15 to 09.09.15 had been circulated with the agenda and was presented, together with a verbal update.

Highlights included:

 Planned Maintenance Programme. The first cuts of the Hand Roding Programme had been completed. Those drains listed in the second phase of the programme will be cut during the period up to the end of October. This hand roding programme concentrates on those water courses where machine access is difficult or impractical and contains a number of drains that serve residential urban areas.

The main summer mechanical maintenance programme had also progressed through this period. Whilst progressing well, there have been the usual difficult periods caused by inclement weather and accommodating standing crops and drilled fields, August being wet and harvest therefore stop/starting.

 Plant. The new Atlas 150W wheeled excavator (a replacement vehicle) with 3-part dipper was delivered to the Board’s Meadow Lane depot last week. It was delivered complete with a new Herder weed cutting basket, which was purchased separately by the Board. The delay in its delivery has been caused by the fitting of the incorrect middle section to the machine’s hydraulic arm. Whilst this gave the machine greater reach, it was not what was specified by the Board and made the machine somewhat unstable in certain scenarios. It now had the correct fitting.

The flail head attached to the Spearhead Twigo SPV has received repairs to the bolts retaining the flails and rotating head. The cause of this was general ‘wear & tear,’ caused by the heavy workload required on IDB drains.

3952

The fuel tank of the Claas tractor had been cleared of ‘debris’ and cleaned after a blockage to the fuel delivery system. The debris was found to be paint particles from the barrels used to store fuel for its use whilst it is parked away from the main depot. As a result of this issue, purposes built bunded fuel storage tanks have been purchased. These will not only ensure clean fuel for the plant, but also provide added security against spillages and leaks of fuel.

The JCB JS145 had suffered further breakdowns and theft/vandalism. The most serious of the breakdowns was loss of oil from the engine caused by the failure of a head gasket and ‘O’ rings. During its repair the alternator’s fixing bolts were released, but not reinstated, which caused a further breakdown. Whilst working in the Broxholme area the machine had suffered two instances of theft, where the small amounts of fuel were taken from its main tank and an un-successful attempt was made to remove its battery on the second occasion.

 Pumping Stations. An invasive non-native species of weed, Azolla [Azolla filiculoides], had been recorded within the Pyewipe Pumping Station system and reported to the EA. The weed was found within the Pyewipe Junction Drain. A floating boom was placed across the Skellingthorpe Pump Drain to prevent it spreading further upstream within the system. The control structures that separate this system from Coulson Road system and Fossdyke Delph prevent its spread into the neighbouring catchments. Discussions as to its control and possible eradication continue with the Environment Agency (it was recorded within the Fossdyke Canal and Burton Catchwater system).

 Public Sector Co-operation Agreement. The Board had continued with work on behalf of the Environment Agency under the PSCA. Vegetation removal and obstructions runs have been completed to the EA’s specification on Boultham Catchwater Drain, Skellingthorpe Beck, Skinnard Dyke, Cardinal Dyke, Foston Beck and Shire Dyke.

 Lincolnshire County Show (24th & 25th June 2015).

The Board was represented at the show, as part of a stand and display demonstrating the work of all the Boards in Lincolnshire organised by the Show Committee of Lincolnshire Branch Association of Drainage Authorities. The display included the Board’s Kaboto midi-digger which formed the centre piece of its main quiz attraction. Visitors were asked to guess its weight and ‘win a digger.’ The stand received a steady flow of visitors throughout both days of the show, including the Board’s Chairman, the Chairman of ADA, Henry Cator, and its Chief Executive, Innes Thompson.

 Winter De-Silting Works 2015-16.

Once the summer programme is completed, winter works will be:

Watercourse Length (km) Miles Pyewipe Junction Drain 0.24 0.1 Broxholme Pump Drain West 1.88 1.2 Hykeham Pump Drain North 3.16 2.0 North Hykeham Catchwater Drain 1.62 1.0 Washland Soke Dyke 0.8 0.5 Green Lane Drain 0.64 0.4 North Hykeham Pump Drain South 0.61 0.4 Soke Dyke 1.25 0.8 Totals 10.2 km 6.4 miles

3953

 EA demaining of Watercourses.

As discussed, the EA had informally indicated that it may wish to cease maintenance on some main rivers, seeking to transfer the maintenance to other bodies. In the Board’s district, the following stretches of watercourse had been identified for potential demaining:

Bassingham Fen Lane Catchwater (part) Boultham Catchwater (part) Burton Catchwater (part). Cringle Brook. River Brant (part)* River Till (part)* Shire Dyke Skellingthorpe Beck River Witham – Paper Mill Bypass

*: indicates some potential benefit to the Board’s existing maintained system.

Discussion followed on the potential demaining of current main river and the criteria for discussion with the EA. Members would be briefed as discussion develops.

Members received and NOTED the report and presentation.

57.15 Westborough Flood Alleviation Scheme (FAS).

A report detailing a proposed Flood Alleviation Scheme (FAS) for the village of Westborough had been circulated with the agenda.

Members were reminded that the Board had approved the first part of the FAS on 27.04.15, which would benefit the west side of Westborough, a village with some history of flooding. This first part of the scheme had been presented to a sub-group of Westborough Parish Council on 29.01.15 by the Engineer and Chief Executive. However, it was acknowledged that the economical and simple £15k scheme involving the creation of a new 520m long overflow channel, did not address all the issues in the village.

On the western part of the scheme, it was reported that the two landowners concerned (Bridge Farm and Nottinghamshire County Council) had been supportive in principle. The only detractor had been the tenant farmer on NCC land and his concerns were more that the proposed western overflow channel alone is not sufficient.

The report set out proposed works to address the eastern part of the village and alleviate problems there, which the western overflow channel did not address.

The report set out the basis of a feasible minor scheme, offering significant benefits. A 460m length of ditch was poorly maintained and had collapsed over a short length of circa 10m, blocking the channel entirely and rendering it ineffective. This was adjacent to a grass track and was easily accessible for plant. The proposed scheme was to regrade the ditch (C to E) and at E to lay a 300mm diameter pipe from the ditch through the oxbow lake flood bank, a length of approximately 15m. The outfall 3954 would be flapped and, although this would have to be below even the 2 years return period level to drain by gravity, it would be effective for significantly rarer rainfall events. This is because the catchment feeding it is only 28.8ha (13.0ha within the district), meaning it has a time of concentration or critical storm duration of less than 4 hours, possibly as short as 2 hours. The catchment of the River Witham to the same point is 26,901ha giving a critical storm duration (using the Flood Estimation Handbook methodology) of 28 hours. Therefore, for all storms of duration less than 28 hours, the proposed outfall would divert water away from the village until the rising river forced the flap closed. The estimated cost for this eastern part of the scheme is £5k for the ditch improvement and £8k for the outfall through the floodbank (subject to EA requirements). The ditch is adjacent to a public right of way and minimal, if any, land take would be required. The land through which the pipe would go is privately owned and the house owner has informally agreed to the works, which would reduce flood risk to the property. It was also highlighted that drains from A to B and C to D to E would be an integral part of the eastern FAS for Westborough and, for this reason, the Board should consider adopting these which would be in accordance with the Board’s approved Policy (January 2014) for the Scheduling of Watercourses (Section 3.4, ‘serving a flood defence purpose’). A further intermediate length of just 130m of Long Lane Drain would remain a riparian responsibility which, at some point in the future the Board may consider adopting.

The proposed scheme, both this new eastern scheme and the element for the western part of the village approved in April 2015, had been presented and discussed at the South Kesteven multi-agency flood group (MAG) meeting on 20.08.15 and support was given for the whole scheme. The proposed funding package (£30k for the total scheme, including £3k contingency) was outlined to the MAG and LCC had made a clear statement of intent to contribute, SKDC had been positive but had not yet given a firm commitment.

After discussion, members APPROVED the Westborough FAS as outlined, to protect the eastern side of the village, noting the scheme to protect the western side of the village was approved by the Board on 27.04.15.

The Board AGREED a pre-tender estimate for the whole scheme of £30k and the Chief Executive and Engineer would explore opportunities for partnership funding contributions, to progress the scheme as soon as practicable.

The Board further AGREED that, as and when the scheme is progressed (and upon completion), the new watercourse A to B to the west of Westborough and the watercourse C to D to E plus the 15m long flapped outfall to the EA’s River Witham be adopted by the Board and scheduled for maintenance.

58.15 Consents & Enforcements.

A report outlining the current position on consents and enforcement cases, both within the drainage district and in the extended rainfall catchment where the Board acts for and on behalf of LCC as the LLFA, had been circulated.

Detail was as follows:

 Byelaw Consent Applications.

Reference Location Applicant Details Date UD-2139- Sand Beck LCC Strengthening of brick culvert 16/06/15 2015-CON

3955

UD-2157- Shire Dyke Alfred Bagnall & Painting of National Grid gas pipe 14/07/15 2015-CON Sons UD-2185- Broxholme R W Farming 16no. land drainage outfalls 14/07/15 2015-CON Junction Drain UD-2241- Oxpasture Pump Western Power 11kV overhead line and cable 08/09/15 2015-CON Drain / Outfall crossings

 Section 23 Land Drainage Act Consent Applications – Board’s District.

Reference Location Applicant Details Date UD-2138-2015- Harby JH & TJ Medley Treated domestic foul water 12/06/15 CON outfall UD-2256-2015- Sedgebrook AMCO Lining of railway culvert 19/08/15 CON

 Section 23 Land Drainage Act Consent Applications – Board’s Extended Area.

Reference Location Applicant Details Date UE-2193-2015- Allington Big60Million Access culvert 17/07/15 CON UE-2252-2015- Skellingthorpe Mr P Ambler Domestic treatment plant / 01/09/15 CON surface water outfall UE-2273-2015- Sturton by John Kinch Culvert ditch in front of 3 new 08/09/15 CON Stow Builds dwellings

 Enforcement Issues – Board’s District.

Reference Location. Description Situation UD-886-2014-ENF QK Cold stores, Previously Case QK have agreed to move the cable Tollbar Drain, No. 2013.05 over the next 6 months, sent Marston Low Service reminder awaiting response. Wires

UD-1191-2014-ENF Possible Possible Work complete case closed 14-8- maintenance maintenance 2015 required to required watercourse, Meadow Lane, North Scarle UD-1493-2014-ENF Allotment Tree in Work complete case closed 11-9- Gardens Off watercourse 2015 Boultham, Park Road, Lincoln UD-2131-2015-ENF Sudbrook Beck, Possible bank Owner notified and arranging for Sudbrook slip due to remedial work to be undertaken water extraction UD-2235-2015-ENF Church Street, Potential Work complete LCC 31-8-2015 Hougham blocked culvert, UD-2260-2015-ENF Southam Drain Possible Awaiting access to site Piped, Heapham damage to concrete cover UD-2262-2015-ENF Coats Drain, Obstruction in Contacted land owner awaiting Coats watercourse response.

 Enforcement Issues – Extended Area.

Reference Description. Comment. Recommended Action.

UE-165-2013- Waterlogging and flooding Flooding issue Work completed by Network Rail 1-8- ENF issues at allotments 2015 adjacent to Poplar Farm Development, Grantham UE-301-2013- Flooding of property. Possible blocked culvert Remedial work appears to be on- ENF Waterloo Cottages, Belton. going

3956

UE-656-2013- Rose Hill Close, Saxilby Problems with Awaiting confirmation from owners ENF watercourse due to new agent that the work has been development undertaken, No progress UE-893-2014- Land at rear of Sedgebrook Possible maintenance to Work completed case closed 18-8- ENF Road, Allington watercourse required 2015 UE-1311-2014- Fenton Lane, Stubton Possible maintenance Work completed case closed 1-8- ENF required and smell from 2015 watercourse UE-1559-2014- 8 Thoresby Close, Blocked culvert caused Awaiting CCTV survey and remedial ENF Waddington flooding of properties action by LCC UE-1703-2014- 544 Newark Road, Lincoln Flooding of garden Case closed 11-8-2015 ENF UE-1788-2015- Main ST, North Carlton Possible maintenance to Some work completed. Levels taken ENF watercourse required and continuing to monitor. UE-1841-2015- Exchange Road, Lincoln Possible maintenance to Work completed 20-7-2015 ENF watercourse UE-1868-2015- Land adjacent to 7a The Maintenance to Work completed by network Rail 1-8- ENF Maltings, Grantham watercourse 2015 UE-1890-2015- Grange Farm, Heapham Unconsented culvert Culvert removed 11-8-2015 ENF UE-2055-2015- Fenton Road, Stubton Slip in watercourse Awaiting repair by LCC ENF UE-2080-2015- The Lodge, Manthorpe Possible obstruction in Case closed 4-6-2015 ENF watercourse UE-2101-2015- Hall Wath, Bassingham Flooding of gardens Case closed 14-8-2015 ENF

UE-2155-2015- Football field, Blockage in watercourse Contacted owner, awaiting response ENF Skellingthorpe Road, Lincoln UE-2182-2015- South Witham Tree in watercourse Case closed 8-7-2015 ENF UE-2207-2015- Unit 2 Westminster Trading Bank slip Case closed, culverting application ENF Est, Lincoln received. 10-8-2015 UE-2240-2015- Boundary Drain off Brant Rubbish in watercourse Mail drop to riparian owners, case ENF Road, Lincoln. closed.2-9-2015 UE-2247-2015- Church Lane, Hougham Possible blocked culvert Case closed. LCC investigating 14-8- ENF 2015 UE-2271-2015- 2 Riverside Cottage, Water Possible blocked culvert Case closed 27-08-2015 following ENF lane, North Witham investigation. UE-2293-2015- Belton Woods Hotel, Unconsented works in a Watercourse enlarges to form pond. ENF Belton, Grantham watercourse. No further action. Case closed10-9-2015

Mr. Bob Ballerini requested an update on UE-656-2013-ENF in Saxilby and Cllr. Ian Stokes requested an update on UE-1868-2015-ENF.

Members received and NOTED the position statement in the report.

59.15 Planning Report (Report No. E660e15).

A report summarising the planning applications considered and the comments submitted to the relevant Local Planning Authority (LPA) had been circulated with the agenda.

An update was provided on the work of the Western Growth Corridor Technical Flood Group, a multi-agency group overseeing the technical aspects (including flood risk) of the proposed urban extension to the west of Lincoln. Cllr. Chris Goldson wished to record his astonishment that there may be building in a flood plain and the Board’s position was outlined, i.e. that the Board remains opposed to housing development in a flood plain but the Local Planning Authority in this instance is City of Lincoln Council, and the LPA determines any planning application. The Board is providing advice and technical support, through the Group, to advise about flood risk, catchment modelling and flood mitigation in order to inform the LPA’s planning process.

3957

Members received and NOTED the report on planning applications and issues and that a presentation on the JBA Lincoln Catchment Study would come to the Board’s November meeting.

60.15 Environmental Report for September 2015.

 Environmental Training, 22.07.15.

A joint training session had been held for Operational staff in all 3 Boards, which ADA Lincolnshire Branch’s Environment Committee Chairman and Vice Chairman also attended. This included the identification of Invasive Non-Native species (INNS), using the GLNP INNS identification guides. The session also covered a review of 2014/15 issues and the 2015/16 Environmental Action Plan. Locations for the 2015/16 works were presented and discussed. On a number of wider drains across the 3 Boards, a marginal fringe of vegetation will be left uncut for environmental benefits. The possibility of trailing a static water level on a drain in Witham First DIDB was discussed.

 Diversity of Invertebrates.

Discussion is underway with Paul Wood of Loughborough University, regarding a study to assess the diversity and abundance of invertebrates on the 3 Boards’ drains. His work elsewhere suggests regular maintenance work on IDB drains creates valuable habitats.

 Community Engagement.

The Boards hosted a visit from South Hykeham Community Primary School at land opposite Upper Witham IDB’s Meadow Lane Depot. The aim was to explain the work that IDBs do and activities included:

 wildflower meadow planting, as part of the national ‘Growing Wild’ project.  identifying invertebrates in water samples from Hykeham Pump Drain North.  identifying where species live, in and around a watercourse.  making a model Archimedean Screw Pump.  tour of Hykeham Pumping Station.

 Eel Regulations (England & Wales) 2009.

The EA’s holding position on compliance with Eel regulations remains:

“The Environment Agency is still considering the challenges presented by the need to implement measures to protect eels at pumping stations across the country. We will provide an update as soon as we are able to.

The Environment Agency is required by law to take action to halt and reverse the decline in the European eel stock. We are working with Internal Drainage Boards to assess what is required at priority sites in order to take the most cost-effective action to protect this endangered species. While the costs of the work will vary from place to place, many of the measures that site owners can make are simple to implement and are relatively low cost. Where the agreed projects will involve higher costs, sites will be given a longer period to complete the work”.

3958

A liaison group has been set up between the Environment Agency and IDBs to discuss the implementation of eel regulations. Following the last meeting on 13th July, ADA has sent a questionnaire to IDBs to provide an accurate picture of the national cost and timescale for implementing eel regulations. It will also capture local progress and concerns.

 Upper Witham IDB’s estimated cost of eel compliance is £9.4 million.  Witham First DIDB’s estimated cost of eel compliance is £6.9 million.  Witham Third DIDB’s estimated cost of eel compliance is £10.6 million.

Members received and NOTED the report on Environmental initiatives.

61.15 Lincoln Combined Catchment Study (Report No.661).

The Engineering Services Officer had provided a paper detailing the on-going work on the Lincoln Catchment Study, a computer model of the Board’s pumping stations and drainage system west and north of Lincoln. The Board had supported this project on 19.05.14 and a successful application was made to the EA for Flood & Coastal Risk Management Grant in Aid (FCRMGiA).

The Board received £46,000 in FCRMGiA. The contact for the modelling work was awarded to JBA Consulting of Skipton, at a cost of £39,640. The final report has recently been received and the final payment made. The study also involved a survey carried out by North Level Internal Drainage Board at a cost of £2,175.00. There is currently £4,185.00 of unspent FCRMGiA funding, to commission further work.

The final report is a comprehensive document that reinforces confidence in the Board’s interconnected drainage network and pumping stations. Although there has not been insufficient time available to thoroughly review the results in the report, the initial conclusions are that:

 Overall the system prioritises the urban area of Lincoln.  Even for high event return periods there are relatively small areas of land flooded. This corresponds to the areas pumped by Fen Lane and Decoy pumping stations, which are the low level stations that pump into Skellingthorpe Pump Drain.  The stations to the North and South of the Fossdyke Navigation operate independently and the decommissioning of the tunnel under the Fossdyke Navigation and Pyewipe Pumping Station would have minimal effect on the system.  The system is robust and resilient, working during events even when pumping stations are not available.  Boultham Mere is not required for additional attenuation, although it still could be considered.

It was thought that the remaining funding would be spent on further model modifications and runs to improve the flood protection to areas of the Board’s system that were shown to have the lowest standard. As the system has proved to be robust it is proposed that the available funding is used to look at efficiencies including changes to water control levels and configuration of pumps/pump capacities at the existing stations. Also for the long term, an assessment of the system as a whole to see if it is viable to reduce the number of pumping station sites and redistribute the pumping capacity would be useful.

3959

JBA are currently developing a model tool that can be added to model to analyse efficiency directly from the model. They have offered to use the Board’s model as a test case.

The report was NOTED and that a presentation will be made to the November Board meeting on the results of the JBA Lincoln Catchment Study.

62.15 Any Other Business.

There were no further items of business.

63.15 Date, Time and Place of Next Meeting.

The next meeting of the Board and AGM was confirmed for Monday, 09th November 2015 in South Hykeham Village Hall commencing at 2.30 pm.

………………….……………………..Chairman.……………………………. Date UWBM 28.09.15

3960