HUNDRED FOOT WASHES INTERNAL DRAINAGE BOARD
Telephone: DD (01354) 602003 Middle Level Offices Fax: (01354) 659619 85 Whittlesey Road E-mail: [email protected] MARCH www.middlelevel.gov.uk Cambs PE15 0AH
16 April 2018
Mr Chairman and Gentlemen
Meeting of the Board 23rd April 2018
I enclose the Agenda for the Meeting of the Board to be held at the WWT Welney Wetland Centre at 2.00 pm on Monday the 23rd April 2018.
Please telephone or e-mail to confirm your attendance as soon as possible.
Yours truly
D C THOMAS
Clerk to the Board
To the Chairman and the Members of the Hundred Foot Washes Internal Drainage Board
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A G E N D A
1. Apologies for absence
2. Declarations of Interest
Members to declare any interests relating to the agenda.
3. Confirmation of Minutes
To confirm the Minutes of the Meeting of the Board held on the 11th April 2017. (Copy pages 10-20)
4. Matters arising from the Minutes
5. Appointment of Chairman
To appoint the Chairman of the Board. (Present Chairman – S A Calton Esq)
6. Appointment of Vice Chairman
To appoint the Vice Chairman of the Board. (Present Vice Chairman – L J Marshall Esq)
7. Election of Board Members
The Clerk will report that as the number of candidates for membership did not exceed the number of persons to be elected (TWELVE), the following candidates were elected as Members of the Board for a period of three years from 1st November 2017, viz:-
BOWDEN Chris HAMILTON Matthew CALTON Steven Andrew HARRINGTON Paul CARSON Clifford Alexander MARTIN Roger Sydney DAVIS Steve MARSHALL Leigh James FLETCHER Robert TAYLOR Jonathan TOUGH David
The Clerk will also report that Mr T Stannard did not seek re-election to the Board and consequently there is now one vacancy on the Board. 2
8. Board Membership
Further to minute B.1092, the Clerk will report that as Mr David Hoccom is no longer employed locally by the RSPB, Mr Chris Bowden has been appointed as his replacement.
9. Death of Mr Roger Martin
The Clerk will refer to the death of Mr Roger Martin on Sunday the 18th February 2018.
10. Vacancies in Membership
To consider the filling of the vacancies in the membership of the Board caused by the resignation of Mr Stannard and the death of Mr Martin.
11. Ouse Washes Land Managers Group
Further to minute B.1093, to consider the minutes of the Ouse Washes Land Managers Group dated the 14th March and 12th September 2017. (Copy pages 21-33)
12. Ouse Washes Habitat Group (Ouse Washes Strategic Group)
Further to minute B.1094, the Clerk to refer to the Action Notes from the meeting held on the 18th July 2017and will report. (Copy pages 34-35)
13. Water Transfer Licences
Further to minute B.1096, the Clerk will refer to a letter received from ADA dated the 27th October 2017 and to his response to Defra and also to the fact that licencing of water transfer came into force on the 1st January 2018.
However, only one licence is required per EA water body transferred from even if multiple intakes exist. Therefore the Board will only require one licence which will cost £1,500 and last for 12 years. (Copy pages 36-37)
14. Culverts/Tunnels connecting to the Header Ditch – Mr R Riches
Further to minute B.1097, the Clerk to report.
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15. Ouse Washes Section 10 Reservoir Middle Level and Level South Barrier Bank works
Further to minute B.1098, the Clerk will refer to Briefing notes from the Environment Agency dated August, September and October 2017 and will report. (Copy pages 38-43)
16. Ouse Washes Landscape Partnership Scheme
The Clerk will refer to a letter received from Cambridgeshire Acre dated 1st May 2017 and will report. (Copy pages 44-47)
17. Tidal River Action Plan Scoping Workshop
Further to minute B.1111, the Clerk to report
18. Water Quality
Further to minute B.1128, the Vice Chairman to report.
19. Consulting Engineers’ Report
To consider the Report of the Consulting Engineers. (Copy pages 48-53)
20. Capital Improvement Programme
To review and approve the Board’s future capital improvement programme. (Copy page 54)
21. Washes Superintendents’ Reports
To consider the Reports of the Superintendents in respect of the year 2017/2018.
(Copy pages 55-58)
22. Environmental Officer’s Newsletter and BAP Report
The Clerk to refer to the Environmental Officer’s newsletter, previously circulated to Members, and to consider the most recent BAP Report, together with the information sheets about floating pennywort. (Copy pages 59-74)
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23. Cleaning of Culverts – 2017/2018
The Clerk to report.
24. Wash Superintendents' Fees
To give consideration to the Wash Superintendents' fees for 2018/2019.
25. State-aided Schemes
To consider whether to undertake further State-aided Schemes and whether any future proposals should be included in the forward capital forecasts provided to the Environment Agency.
26. Slubbing and spreading work
a) Slubbing work
Tenders for slubbing work in 2018 will be submitted for consideration by the Board.
b) Spreading work
To consider whether any spreading work is required during the year.
Further to minute B.1107, the Clerk to report.
(NB – Natural England’s assent will be required)
27. Applications for byelaw consent
The Clerk will report that applications for consent to undertake works in and around watercourses have been approved and granted since the last general meeting of the Board.
Name of Applicant Description of Works Date consent granted
Wildfowl & Wetlands Trust Replace existing 15m length of 13th October 2017 concrete pipe culvert in private watercourse off the IDB Header Drain close to Charity Inlet
Mr R W Riches Construction of two culverts 15th November 2017 adjacent to the IDB Header Drain close to Hagen Smart's Inlet
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28. Environment Agency – Precept
a) The Clerk will report that the precept for the financial year 2018/2019 has been fixed at £1,232 representing a rate (including special levies) of 1.19p.
The precept for 2017/2018 was £1,214.
29. Association of Drainage Authorities
The Clerk will:-
a) Annual Conference
Report that the Annual Conference of the Association of Drainage Authorities will be held in London on Wednesday the 14th November 2018.
b) Annual Conference of the River Great Ouse Branch
Report on the Annual Conference of the River Great Ouse branch of the Association held in Prickwillow, Ely on Tuesday the 6th March 2018 and the fact that the administration of this branch has now been passed to the Middle Level Commissioners.
c) Subscriptions
Report that it is proposed by ADA to increase subscriptions by approximately 1% for 2018, viz:- from £536 to £542.
d) Liability of Board Members
Refer to a Guidance Note received from ADA dated the 28th September 2017.
(Copy pages 75-77) e) Updating IDB Byelaws
Refer to a letter received from ADA dated the 20th October 2017. (Copy pages 78-90)
f) Floodex 2017
The Clerk will report that Floodex 2019 will be held at The Peterborough Arena on the 27th and 28th February 2019.
30. Capital Programme Strengthening and Delivery
The Clerk will refer to the slides presented by the Environment Agency at the Great Ouse IDB and EA Strategic Group meeting on the 19th April 2017. (Copy pages 91-97)
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31. Middle Level Commissioners and Administered Boards Chairs Meeting
The Clerk will report that a meeting of the Chairmen of all of the Middle Level Commissioners' administered Boards was held on the 8th March 2018 to discuss the challenges facing Boards. Innes Thomson, Chief Executive of ADA, spoke on the arrangements adopted by other Boards around the country.
Matters raised included:- 1) Advantages, disadvantages and barriers to amalgamation. 2) Future meetings and the opportunity for Boards to request items be added to the agenda. 3) Reviewing Board membership numbers. 4) Frequency of Board meetings.
32. Member training and the appointment of a Health and Safety Officer
The Clerk to report.
33. Defra IDB1 Returns
The Clerk to report on proposed changes to the Annual Defra IDB1 Returns.
34. Requirements for a Biosecurity Policy
The Clerk to report.
35. The General Data Protection Regulation (GDPR)
The Clerk will refer to the Guidance Note on the implementation of the GDPR and that all organisations must become fully compliant by the 25th May 2018. (Copy pages 98-99)
36. Charging for Environmental Permits
The Clerk will report on the consultation on charging for Environmental Permits which closed on the 26th January 2018. It is suggested within the consultation that charging should be designed to recover costs and as such there may be significant increases in the charges for obtaining Environment Agency permits for some IDB activities which require such consents. ADA have responded on behalf of the industry and their response is available on their website, www.ada.org.uk/2018/01/ada- responds-environment-agency-charge-proposals-2018.
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37. Completion of the Annual Accounts and Annual Return of the Board – 2016/2017
a) To consider the comments of the Auditors on the Annual Return for the year ended on the 31st March 2017. (Copy pages 100-104)
b) To consider the Audit Report of the Internal Auditor for the year ended on the 31st March 2017. (Copy pages 105-107)
38. Budgeting
The Clerk to refer to the budget update reviewed by the Chairman, with comparison to year end out-turn added, and any actions taken. (Copy page 108)
39. Review of Internal Controls
a) To consider the system of Internal Controls.
b) To consider the appointment of the Internal Auditor and the proposed Audit Strategy and Audit plan for 2019-2021. (Copy pages 109-118)
40. Risk Management Assessment
To give consideration to the Board's Risk Management Policy.
41. Appointment of External Auditor
Further to minute B.1077, the Clerk to report.
42. Transparency Code for Smaller Authorities
The Clerk to report.
43. Exercise of Public Rights
The Clerk to refer to the publishing of the Notice of Public Rights and publication of unaudited Annual Return, Statement of Accounts, Annual Governance Statement and the Notice of Conclusion of the Audit and right to inspect the Annual Return.
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44. Annual Governance Statement – 2016/2017
To review and complete the Annual Governance Statement. (Copy page 119)
45. Payments 2017/2018
The Clerk to report on payments made during the financial year 2017/2018. (Schedule page 120)
46. Annual Accounts of the Board - 2017/2018
To consider the Annual Accounts and bank reconciliation for the year ended on the 31st March 2018 and the completion of Section 2 of the Annual Return as required in the Audit Regulations.
(Copy pages 121-124)
47. Governance and Accountability for Smaller Authorities in England
The Clerk to refer to the recently issued Practitioners’ guide to proper practices to be applied in the preparation of statutory Annual Accounts and Governance Statements which will apply to Annual Returns commencing on or after 1st April 2017 which is available on our website at www.middlelevel.gov.uk/HundredFootWashesInternalDrainageBoard/GovernanceandAccountability.
48. Expenditure estimates and special levy and drainage rate requirements 2018/2019
To consider estimates of revenue expenditure and levy and rate requirements in respect of the financial year 2018/2019. (Copy pages 125-126)
49. Date of next Meeting
To agree the date for the Meeting of the Board in 2019.
50. Any other business
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HUNDRED FOOT WASHES INTERNAL DRAINAGE BOARD
At a Meeting of the Hundred Foot Washes Internal Drainage Board held at the Middle Level Offices, March on Tuesday the 11th April 2017
PRESENT
S A Calton Esq (Chairman) S Davis Esq L J Marshall (Vice Chairman) P Harrington Esq C Carson Esq J Taylor Esq
Miss Lorna McShane (representing the Clerk to the Board) was in attendance. Mr D Tough also attended the meeting.
Apologies for absence
Apologies for absence were received from R S Martin Esq.
B.1086 Declarations of Interest
Miss McShane reminded Members of the importance of declaring an interest in any matter included in today’s agenda that involved or was likely to affect any individual on the Board.
Messrs Harrington and Marshall declared interests in item 23 - Wash Superintendents' Fees.
B.1087 Confirmation of Minutes
RESOLVED
That the Minutes of the Meeting of the Board held on the 12th April 2016 are recorded correctly and that they be confirmed and signed.
B.1088 Clerk to the Board
a) Further to minute B.1049, Miss McShane reported that Mr David Thomas had been appointed as Clerk to the Board and that she had been appointed Solicitor/Assistant Clerk.
Miss McShane reported that the Chairman had authorised a donation of £100 towards the gift to mark Iain Smith's retirement and that Mr Smith had asked that his thanks be passed on to the Board for their generous contribution towards his retirement gift and would like it recorded that it had been a pleasure for him to serve the Board and that he wished it all the best for the future.
b) Changes to Bank Mandate
Further to minute B.1071, Miss McShane reported that, as most invoices raised came through the engineering department, the Internal Auditor had advised that David Thomas should not be named on the bank account and that the Treasurer and Assistant Treasurer of the Middle Level Commissioners should be the officers authorised to make payments of authorised
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accounts and that in pursuance of minute B.1071, the Chairman has authorised the appropriate changes to the mandate.
B.1089 Appointment of Chairman
RESOLVED
That S A Calton Esq be appointed Chairman of the Board.
B.1090 Appointment of Vice Chairman
RESOLVED
That L J Marshall Esq be appointed Vice Chairman of the Board.
B.1091 Election of Board Members
Miss McShane reported that the term of Office of the elected Members of the Board would expire on the 31st October 2017 and submitted the proposed Register of Electors applicable to the 2017 election.
RESOLVED
That the Register be approved.
B.1092 Board Membership
Miss McShane reported that as David Hoccom had taken up a new role within the RSPB he had resigned from the Board.
Miss McShane also reported that since Mr Shaun O'Driscoll was no longer employed by the Wildlife and Wetlands Trust, Mr David Tough had been appointed as his replacement.
RESOLVED
i) That once the RSPB replacement for Mr Hoccom was known they be co-opted to membership of the Board in Area 3.
ii) That Mr David Tough be co-opted to membership of the Board in Area 3.
iii) That a copy of the Register of Electors be sent to all Board members. ______
The Chairman welcomed Mr Tough.
B.1093 Ouse Washes Land Managers Group
Further to minute B.1052, Members considered the minutes of the Ouse Washes Land Managers Group dated the 15th March and 13th September 2016. F:\Admin\Word\hundredfootwashes\mins\11.4.17 11
B.1094 Ouse Washes Habitat Group (Ouse Washes Strategic Group)
Further to minute B.1053, Miss McShane referred to the Action Notes from the meeting held on 9th December 2016 and these were noted.
B.1095 Water Framework Directive
Further to minute B.1054, Miss McShane reported that there had been no further developments, apart from Mr Paul Sharman being appointed as the IDB representative following the retirement of Mr Iain Smith, but advised that, due to the Environment Agency no longer being able to support it, the River Basin Liaison Panel had since been disbanded. She also reported that the Clerk was satisfied that there were other partnerships in place and would continue to update Members when required.
B.1096 Water Transfer Licences
Further to minute B.1055, Miss McShane reported that ADA had met with Defra officials, including Sarah Hendry, on the 11th October to discuss the Water Transfer Licences and it appeared that the Minister was keen to avoid over regulation. ADA had proposed certain points to Defra, including that ADA would hold one licence for the industry or that the opportunity should first be given for the information which the Environment Agency allege that they do not have to be provided other by regulation but perhaps through a form similar to the present IDB1. Defra officials had, it was understood, agreed to consider these proposals.
Miss McShane gave a brief update on the current position in relation to proposed licensing changes and made it clear that unnecessary bureaucracy and unfair charging would be resisted.
B.1097 Culverts/Tunnels connecting to the Header Ditch – Mr R Riches
Miss McShane advised that due to the confidential nature of the issues concerning Mr Riches, it was necessary to pass a formal resolution to exclude the public.
RESOLVED
That in pursuance of Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960, the public be excluded from the meeting when the above matters are being considered by reason of the confidential nature of the business to be transacted. ______
B.1098 Ouse Washes Section 10 Reservoir Inspection
Further to minute B.1057, Miss McShane referred to a briefing note from the Environment Agency dated July 2016.
B.1099 Consulting Engineers’ Report
The Board considered the Report of the Consulting Engineers.
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RESOLVED
That the Report and the actions referred to therein be approved.
B.1100 Capital Improvement Programme
Members considered the Board's future capital improvement programme.
RESOLVED
i) That the Capital Programme be approved in principle and kept under review.
ii) That the Middle Level Commissioners' Senior Engineer be requested to liaise with the Washes Superintendents when carrying out the Inspection for the current year.
iii) That consideration be given to a device to keep out Floating water Pennywort and the creation of Kingfisher sites on the slackers, where appropriate.
B.1101 National Flood Resilience Review
Miss McShane referred to the publication of the above review by the Government in September 2016 and to the response from ADA.
B.1102 Washes Superintendents' Reports
The Board considered the Reports of the Washes Superintendents.
Mr Harrington reported that a leak had occurred in Common Wash Slacker.
RESOLVED
i) That the Reports and the actions referred to therein be approved.
ii) That the Reports be forwarded to the Area Manager Environment Agency, Cambridgeshire and Bedfordshire Area.
iii) That the Middle Level Commissioners' Senior Engineer be requested to include the leak in Common Wash Slacker in his inspection.
B.1103 Environmental Officer’s Newsletter and BAP Report
Miss McShane referred to the Environmental Officer’s Newsletter dated December 2016, previously circulated to members.
Mr Carson asked that he be notified of anyone using eel nets.
Members considered and approved the most recent BAP report.
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B.1104 Cleaning of culverts – 2016/2017
Miss McShane reported that the RSPB and WWT had carried out cleaning of the culverts as in previous years and would invoice the Board for the work.
RESOLVED
That a payment of £10 continue to be made in respect of each culvert.
(NB) – Messrs Harrington and Taylor declared an interest (as employees of the RSPB) in the payment made to the RSPB.
B.1105 Washes Superintendents’ Fees
The Board gave consideration to the Washes Superintendents' fees for 2017/2018.
RESOLVED
That the Board agree that the sum of £1,310 be allowed for the services of the Washes Superintendents for 2017/2018.
(NB) – The Vice Chairman and Mr Harrington declared a financial interest when this item was discussed.
B.1106 State-aided Schemes
Consideration was given to the desirability of undertaking further State-aided Schemes in the District and whether any future proposals should be included in the capital forecasts provided to the Environment Agency.
RESOLVED
That no proposals be formulated at the present time.
B.1107 Slubbing and Spreading work
a) Slubbing work
The Board considered the tender received from Fen Group to undertake slubbing work on behalf of the Board in 2017/2018.
RESOLVED
That the tender received from Fen Group in the sum of £39 per hour to undertake slubbing work in 2017/2018 be accepted by the Board.
b) Spreading work
Members considered the question of the undertaking of spreading work within the District.
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RESOLVED
i) That the Washes Superintendents carry out a survey and the Chairman be authorised to take any further action he considers appropriate.
ii) That the Clerk contact Natural England to see if a further consent is required for the spreading work.
B.1108 Environment Agency – Precept
a) Miss McShane reported that the precept for 2017/2018 had been set at £1,214.
b) Local Choices Update
Further to minute B.1065(b), Miss McShane referred to the Environment Agency's newsletter dated October 2016.
B.1109 Association of Drainage Authorities
a) Annual Conference
Miss McShane reported that the Annual Conference of the Association of Drainage Authorities would be held in London on Thursday the 16th November 2017.
RESOLVED
That the Clerk be authorised to obtain a ticket for the Annual Conference of the Association if a Member wishes to attend.
b) Annual Conference of the River Great Ouse Branch
Miss McShane reported on the Annual Conference of the River Great Ouse branch of the Association held in Prickwillow, Ely on Tuesday the 7th March 2017.
c) Subscriptions
Miss McShane referred to an e-mail received from ADA dated the 16th December 2016 and reported that the Clerk had been advised that subscriptions for 2017 will remain unchanged at £536.
RESOLVED
That the requested ADA subscription for 2017 be paid.
d) Floodex 2017
Miss McShane reported that Floodex 2017 will be held at The Peterborough Arena on the 17th and 18th May 2017 and referred to the free Health and Safety Seminars that will also be taking place.
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e) Further Research on Eels
Miss McShane referred to an e-mail received from ADA dated the 15th November 2016 and the research specification from the Environment Agency regarding the eel research proposed over the next 2 years.
Members discussed the ongoing eel research and the request from ADA seeking contributions.
RESOLVED
That the Board contribute £100 per year over the next two years towards further research on eels.
B.1110 Governance of Water Level Management in England
Miss McShane referred to the publication of the National Audit Office’s (NAO) Report on Internal Drainage Boards, available on their website, www.nao.org.uk/report/internal-drainage- boards; to the Report Summary and to the response from ADA.
B.1111 Tidal River Action Plan Scoping Workshop
Further to minute B.1067, Miss McShane reported that there had been no developments regarding agitation dredging except to say that trial works were likely to be carried out next year.
B.1112 Health and Safety Audits
Miss McShane drew attention to the continuing need to ensure that the Board complied with Health and Safety Requirements and reminded Members of the arrangements with Croner and that if the Board had any issues they could seek advice from Croner via the Middle Level Commissioners.
Miss McShane reported that the Middle Level Commissioners had put together a pack consisting of a practical guide, templates and examples relating to health and safety requirements, which they hoped would assist Boards with their health and safety responsibilities.
RESOLVED
i) That a set of Health and Safety templates be sent to the Washes Superintendents.
ii) That the Board avail themselves of assistance from Croner on Health and Safety matters.
B.1113 Cambridgeshire and Norfolk Flood Risk Management Partnership Update
Further to minute B.1069, Miss McShane reported that the main issues considered by the Partnership were:-
1. The proposal to extend the provision of rain gauges in catchment. 2. Discussions over the maintenance of Sustainable Drainage Systems (SUDS).
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3. The provision of Community flood kits. The LLFA are sourcing funds to provide kits to certain groups, i.e. March town council, but certain criteria are having to be met. 4. Work on the A14 project has now commenced. 5. The Supplementary Planning Document on flood risk has now been endorsed by Cambridgeshire County Council. 6. An update on the surface water management plan. Requesting quotes for surveys to be undertaken for property level protection (PLP). 7. Partner projects were discussed including Embankment raising in the Middle Level (MLC) and in the Ouse Washes (EA).
B.1114 Authorisation to appear in court to obtain distress warrants
RESOLVED
That under the provisions of section 54 of the Land Drainage Act 1991, in addition to Mr R Hill and Miss S Ablett, Miss Lorna McShane be authorised generally to institute or defend on behalf of the Board proceedings in relation to a drainage rate or to appear on their behalf in any proceedings before a Magistrates’ Court for the issue of a warrant of distress for failure to pay a drainage rate.
B.1115 Potential Changes in Rating Valuation
Miss McShane reported the consideration presently being given by ADA and Defra to possible changes in the way in which drainage rates and special levies may be calculated in future. She advised that the present system, under the Land Drainage Act 1991 and the Internal Drainage Board (Finance) Regulations, provides for agricultural property to be valued at a notional rental value for that property as at 1st April 1988 with non-agricultural hereditaments being valued at the "average acre" rate, calculated by reference to pre-1988 development within the District of the individual Board. The current legislation does however require that properties that existed before 1st April 1988 are valued according to their old rateable values, records for which may no longer exist and this causes problems for IDBs which are looking to extend their boundaries and particularly where there are proposals to create new IDBs. Miss McShane understood however, that, at present, Defra are unlikely to progress the issue urgently and that some further consideration will have to take place before any change is proposed. In addition, as a change to primary legislation would be required, Parliamentary time would have to be found for this. At this stage Miss McShane wished therefore to simply alert the Board to these discussions and further reports will no doubt be made to the Board in the future should legislative amendment be proposed.
B.1116 Completion of the Annual Accounts and Annual Return of the Board – 2015/2016
a) The Board considered and approved the comments of the Auditors on the Annual Return for the year ended on the 31st March 2016.
b) The Board considered and approved the Audit Report of the Internal Auditor for the year ended on the 31st March 2016.
B.1117 Budgeting
Miss McShane referred to the budget comparison of the forecast out-turn and the actual out- turn for the financial year ending 31st March 2017. F:\Admin\Word\hundredfootwashes\mins\11.4.17 17
B.1118 Review of Internal Controls
The Board considered and expressed satisfaction with the current system of Internal Controls.
B.1119 Risk Management Assessment
The Board considered and expressed satisfaction with their current Risk Management Policy.
B.1120 Transparency Code for Smaller Authorities
Miss McShane reported that from 2017/2018 smaller public bodies (Boards with income or expenditure less than £25,000) would not be required to undertake a formal audit but would need to have greater publication requirements in place. She advised that it would also be necessary to question the effect of “one off” payments such as development contributions taking the Board above the £25,000 limit, in a particular year.
B.1121 Exercise of Public Rights
Miss McShane referred to the publishing of the Notice of Public Rights and publication of unaudited Annual Return, Statement of Accounts, Annual Governance Statement and the Notice of Conclusion of the Audit and right to inspect the Annual Return.
B.1122 Annual Governance Statement – 2016/2017
The Board considered and approved the Annual Governance Statement for the year ended on the 31st March 2017.
RESOLVED
That the Chairman be authorised to sign the Annual Governance Statement, on behalf of the Board, for the financial year ending 31st March 2017.
B.1123 Payments
The Board considered and approved payments amounting to £29,666.83 which had been made during the financial year 2016/2017.
(NB) – The Vice Chairman and Mr Marshall declared an interest in the payments made to them.
(NB)– Mr Carson declared an interest (as an employee of the Middle Level Commissioners) in the payments to the Middle Level Commissioners
(NB) – Messrs Harrington and Taylor declared an interest (as employees of the RSPB) in the payment made to RSPB Sales Ltd.
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B.1124 Annual Accounts of the Board – 2016/2017
The Board considered and approved the Annual Accounts and bank reconciliation for the year ended on the 31st March 2017 as required in the Audit Regulations.
RESOLVED
That the Chairman be authorised to sign the Annual Return, on behalf of the Board, for the financial year ending 31st March 2017.
B.1125 Expenditure estimates and special levy and drainage rate requirements 2017/2018
The Board considered estimates of expenditure and proposals for special levy and drainage rates in respect of the financial year 2017/2018 and were informed by Miss McShane that under the Land Drainage Act 1991 the proportions of their net expenditure to be met by drainage rates on agricultural hereditaments and by special levy on local billing authorities would be respectively 99.39% and 0.61%.
RESOLVED
i) That the estimates be approved.
ii) That a total sum of £20,641 be raised by drainage rates and special levy.
iii) That the amounts comprised in the sum referred to in ii) above to be raised by drainage rates and to be met by special levy are £20,515 and £126 respectively.
iv) That a rate of 20.00p in the £ be laid and assessed on Agricultural hereditaments in the District.
v) a) That a Special levy of £119 be made and issued to the Borough Council for Kings Lynn and West Norfolk for the purpose of meeting such expenditure.
b) That a Special levy of £7 be made and issued to East Cambridgeshire District Council for the purpose of meeting such expenditure.
vi) That the seal of the Board be affixed to the record of drainage rates and special levies and to the special levies referred to in resolution (v).
vii) That the Clerk be authorised to recover all unpaid rates and levies by such statutory powers as may be available.
B.1126 Display of rate notice
RESOLVED
That notice of the rate be affixed within the District in accordance with Section 48(3)(a) of the Land Drainage Act 1991.
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B.1127 Date of next Meeting
Members considered a letter from the Chief Executive of the Borough Council of Kings Lynn & West Norfolk dated the 19th July 2016 concerning the Board meeting dates and the setting of drainage rates and special levies.
RESOLVED
That no change be made to the meeting date and that the next scheduled Meeting of the Board be held on Tuesday the 10th April 2018.
B.1128 Water Quality
The Vice Chairman reported the presence of nitrates and phosphates in the water and that, although the Board had no responsibility, as a Site of Special Scientific Interest, he would like to continue Natural England's work in testing the water quality.
RESOLVED
That the Vice Chairman investigate using the kit used by the Old Bedford and Middle Level Watercare Partnership.
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From: Innes Thomson Sent: Fri 27/10/2017 08:32 To: Ian Moodie ; David Thomas; Andrew Newton; Kekeke, Pauline (Defra) cc: Robert Caudwell; David Sisson - ADA Trent Branch; Trevor Purllant Subject: Water Transfer & Abstraction licencing
Hello All,
Having just met with Sarah Hendry, she has informed me that it is Defra’s intention to require licenses for the abstraction of water from Main Rivers from 1st January 2018 and that an announcement to that effect is expected to be made by the Minister on 6th Nov !
Apparently, the EA and Defra have been working on this for some time and I expressed our real concern that we heard nothing about what to expect and when.
I was told that current exemptions for all abstractions will end on 31st December and that licenses will be required for any water passing from a Main River into another system. If I understood correctly, there will be a single licence fee payable per abstraction of £1,500 which will be valid for 12 years. I was also told that the EA would not be licencing transfers within IDB areas.
I expressed concerns in particular about water needs for environmental sites and how IDBs do not have the means to recuperate the licence fees from those sites. I also mentioned concerns about highland water and what happens when the EA want to transfer water into IDB areas at times of flood to relieve pressure on the main river systems.
Sarah did not have all the detail to hand and promised to provide as much information as possible without delay so we could be of much assistance as possible in landing this news in the short term. I strongly advised that the Minister will need to say something about her plans at Conference and be prepared to take some challenging questions on the subject.
We left the subject with me saying that Defra and the EA must very carefully think about the detail and to use the practical experience of one or two IDBs to sense check any process being applied.
Watch this space,
With best regards,
Innes
Eur Ing J Innes Thomson BSc CEng FICE
Chief Executive ADA | Representing drainage, water level & flood risk management authorities Rural Innovation Centre, Avenue H, Stoneleigh Park, Warwickshire, CV8 2LG Mobile: 07827 279 209 | Office: 02476 992 889 www.ada.org.uk | : @ADA_updates
ADA 80th Annual Conference | 16 November 2017 | One Great George Street, Westminster, To book your place please visit: www.ada.org.uk/events/annual-conference
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From: David Thomas Sent: Fri 27/10/2017 10:20 To: Kekeke, Pauline (Defra) cc: Innes Thomson Subject: RE: For meeting with Sarah Hendry tomorrow ftao Sarah Hendry
Dear Sarah,
I have just heard some very concerning news from Innes on the plans for the new arrangements for water transfer licencing.
I know the Board will be disappointed when I have to report to them next Thursday that after our significant efforts to engage there has been a very prolonged period of silence and it now appears from what Innes has told me that work on this matter has continued with no further engagement with the IDBs and that changes are to be implemented with virtually no notice. I am particularly disappointed as over the summer we have worked very closely with DEFRA and been extremely supportive with the sampling that has been carried out for Ralstonia Solanacearum, lending our board room, office space and facilities for over a month at no charge and in advance of this with providing detailed information, support, maps and technical data. I do not believe that we could have done more.
Can you advise me if it is correct that licencing for transfers will become mandatory from 1st January next year and that a fee of £1,500 will be payable? Beyond this what level of detail will be required for the licence?
As you know we have concerns that most of these transfers are required to support SSSIs, SACs and RAMSAR sites and for facilitating abstraction. Whilst I appreciate the need to record where transfer takes place and also understand that the impacts of water transfers need to be assessed in areas where there is concern and hence would want to work with the EA and DEFRA to deliver improvements, in line with Water Framework objectives, I am also conscious that as a public body our ratepayers are currently covering the burden of the cost of this. If the principal within the DEFRA family is that each of its partner public bodies recover their costs from other partner public bodies, which seems to be what this indicates, this should be more widely publicised.
I can only speak for the MLC and associated IDBs, but for us the costs of managing water for the benefit of abstractors, who pay fees only to the EA is not insignificant. Should we be aiming to recover all of these costs from the EA in future?
Regards.
David
Chief Executive Middle Level Commissioners
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Hundred Foot Washes I.D.B.
Consulting Engineers Report – March 2018
Eel Regulations National IDB/Environment Agency (EA) meetings have been held and it is hoped that new, more appropriate evidence-led guidance will be issued. However, this may take a year or two to complete.
Internal Consultation with the Board The process of “internal consultation” between the Commissioners and the Board (usually, but not always, with the Chairman and/or District Officer) to seek the Board’s comments and thus aid the decision-making process, is generally working well and will be continued and reviewed at a later date.
Planning Procedures Update Informatives on Decision Notices Despite positive steps being taken, a review of the decisions that have recently been made has identified that very few informatives are being added to Decision Notices advising the applicants of their separate legal obligation to comply with the requirements of the Board’s Byelaws and the Land Drainage Act.
Planning Agents Training Day Having identified engagement issues between “Developers” and the Commissioners and Associated Boards, a Training Day was held in late October. Approximately 50 invitations were sent out to a cross section of interested parties representing developers, agents and consultants and including all the LPA areas that we deal regularly with. Council Officers were also invited. The event was oversubscribed with twenty-five people attending but several others are on a ‘short list’ if another similar event is held. The feedback suggests the event was well received.
The format of the event was to inform those attending of the unique nature of the area; where the IDBs fit into the development process; what the issues are; and how the Middle Level Commissioners deal with them.
Analysing the figures very crudely 46% of attendees were agents; 34% consultants; 18% developers and less than 1% Council Officers. The areas covered were 37%, predominantly consultants; all the LPAs, 45% Fenland and 18% West Norfolk. There was no specific
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representation from Huntingdonshire District, East Cambs District, South Cambs District or Peterborough City Councils.
Planning Applications No issues concerning previous applications have been dealt with. The following application has been received and dealt with since the last meeting: MLC Council Type of Ref. Ref. Applicant Development Location 007 F/YR17/0821/F RSPB Formation of 1no scrape (seasonal shallow The Bank, Welches Dam pool) to enhance biodiversity interest of the Ouse Washes
Cambridgeshire Flood Risk Management Partnership (CFRMP) The Commissioners’ Planning Engineer has represented both the Commissioners and their associated Boards at meetings held since the last Board meeting. The main matters that may be of interest to the Board are as follows:
The Great Ouse Tidal River Baseline report This EA document is complete and available in PDF format. The report sets out the status of flood risk management on the tidal River Ouse. One of the most critical/important maps highlights cost benefits in terms of GiA and other funding sources. The report also sets out issues going forward with regard to long term funding of managing the catchment.
The Future Fenland Project Phase 1 of this EA project has commenced. The project is for the whole Fens so needs to include Lincolnshire and Northamptonshire. Phase 1 will take a couple of years to complete and will include Lincolnshire and Northamptonshire. Workshops for stakeholders were held in January and March 2018. One of the aims of this phase is to outline the total cost benefit analysis of maintaining the Fens.
Phase 2 will assess how the Fens may change in the future based on information from Phase 1. This may include considering changes in land uses and funding streams.
There are varying views on the future of the Fens and the development of the project. One of the concerns raised was the source of future funding for the management of the Fens and the conflicting views on how it should be managed.
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Programme Development Unit (PDU) This EA team will focus on helping partners deliver projects more efficiently. There are a number of large EA projects that the PDU will be involved with therefore a hierarchy of projects will need to be established to ensure clarity of their involvement.
Flood risk activities: environmental permits (formerly flood defence consents) There is currently a proposal by the EA to raise the costs of permitting in stages from the current £170 minimum potentially up to £1441.
CCC has advised that the LLFA has also been involved in a similar process with ADA. A response has been prepared by ADA, for more detail see item 35 on the Agenda.
Members will be aware that the statutory fee for obtaining consent stated within the Land Drainage Act has, for many years, been only £50 which does not cover the real costs of processing such a consent.
Cambridgeshire County Council – Flood and Water Team – Ordinary watercourse consents have been considered and issued when required.
The Bedford Group of IDBs has advised that Ordinary watercourse consents in its area were not originally considered with protected provisions in the Development Control Order (DCO), a planning document. A legal agreement was subsequently agreed that reflects the IDBs’ byelaws and protected provisions.
It is understood that the EA had a similar situation at Peterborough on a Main River, even though it was a stakeholder in the project.
IDBs are reminded that they are not Statutory Consultees in such consultations but do need to be aware of forthcoming schemes in order to protect their interests.
Rain Gauges Project Note. The Official Journal of the European Union (OJEU - previously called OJEC, the Official Journal of the European Community) is the publication in which all tenders from the public sector which are valued above a certain financial threshold according to EU legislation, must be published. The legislation covers organisations and projects that receive public money, such as Local Authorities, NHS Trusts, MOD, Central Government Departments and Educational Establishments.
The Eastern RFCC area (largely Norfolk, Suffolk and Essex) will be joining this Central RFCC project which is likely to be Project Managed by the EA.
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The gauges will be located on secure and accessible EA or Anglian Water Services Ltd (AWSL) structures, such as water recycling centres (WRCs), and the Botanical Gardens in Cambridge.
It is intended that information from the rain gauges will be for the use of all partners for flood investigations etc with all sites available via telemetry using a web interface, possibly with three levels of membership – Administrator, Partners and the Public - and associated viewing rights within the web interface with the latter only seeing “local” information. This interface will be based on the software that AWSL already uses for its existing rain gauges and combined sewer overflows (CSOs). The data will not be directly compatible with EA data, however a widget will be developed for this purpose. Discussion/negotiations are ongoing with the Met Office regarding a data swap.
The size of the project is causing delays but draft OJEU tender documents, a business case and inter LLFA and AWSL legal agreements are currently being drafted.
As members of the CFRMP, the Commissioners have been asked to comment on the proposed location of rain gauges. The LLFA advises that the proposed new gauges have been chosen because they are adjacent to major areas of population and known “wet spots”. The nearest rain gauges to the Board’s area are at Downham Market (EA gauge), March, Chatteris, Ely, and St Ives WRCs and the LLFA has proposed gauges at Littleport, Doddington, Somersham, Haddenham and Over, presumably on WRCs.
In respect of the Board’s interests sites at the following locations were suggested:
Manea Town Lots WRC (MANTSM) or Christchurch WRC (TEGLST) or Chestnut Avenue Pumping Station, Welney (WECASP)
Back Lane off Pious Drove Pumping Station, Upwell (UPBLSP)
Strategic Flood Risk Planning Advisor Funded by the Local Levy the EA has employed a Strategic Flood Risk Planning Advisor on a two year contract. The role will include providing input to LPA’s Local Plans (most of which, within Cambridgeshire, are approaching completion) and highlighting flood mitigation opportunities within strategic development proposals.
Integrated FRM PhD research project A PhD researcher at the Flood Hazard Research Centre (FHRC) Middlesex University is working on integrated flood risk management within Cambridgeshire with the aim of understanding the connectivity between different networks (such as the RFCC, CFRMP, catchment partnerships, local resilience forums, enterprise partnerships) and to see how these influence the integration of
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different FRM objectives (preventing new risk, reducing existing risk and managing residual risk) and other wider sustainable development objectives. She met with representatives of the Middle Level Commissioners’ staff on 5 January to discuss their role; the role of IDBs and partnership working, amongst other things.
Local Plan Consultations Further to the last meeting, the Commissioners have responded to public consultations on the Board's behalf. However, these are primarily development based and do not specifically involve the Board.
Strategic Flood Risk Assessments (SFRA) Note. SFRAs are high level strategic documents and, as such, do not go into detail on an individual site-specific basis and are developed using the best available information at the time of preparation.
Joint Norfolk Authorities SFRA The Joint Authorities of Greater Norwich (Norwich City, Broadlands and South Norfolk), Great Yarmouth, King’s Lynn & West Norfolk Borough Council, North Norfolk District Council and the Broad Authority are undertaking a joint Level 1 SFRA to inform their new emerging Local Plans. Unfortunately, the unrealistic timescale for providing a response, presumably imposed by the Councils involved, and the need to respond to other time related matters meant that it has not been possible to participate in this process.
East Cambs. District Council Level 1 SFRA It is understood that despite not having been reviewed by the Commissioners the SFRA which fulfils both Level 1 and Level 2 SFRA requirements has been adopted by the Council and can be found at the following link: https://www.eastcambs.gov.uk/local-development-framework/strategic- flood-risk-assessment-pslp-document-library.
Fenland District Council Level 1 SFRA No further progress has occurred with its District Wide Level 2 SFRA.
Huntingdonshire Strategic Flood Risk Assessment (SFRA) It is understood that despite not having been reviewed by the Commissioners the SFRA which fulfils both Level 1 and Level 2 SFRA requirements has been adopted by the Council and can be found at the following link: http://www.huntsdc.gov.uk/environmentalissues/flooding/strategic- flood-risk-assessment/.
However, it is noted that this web page includes the note below:
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FDC Liaison Meeting A meeting attended by representatives from the Commissioners and FDC was held in November to improve working relations between the two authorities.
The actions arising from the meeting primarily related to development and do not specifically involve the Board.
Another meeting is to be held in May this year.
General Advice Assistance has been given, on the Board’s behalf, in respect of the following:
(a) Wildfowl and Wetlands Trust – An application was received for consent to replace an existing concrete piped culvert in a private watercourse with plastic 300mm diameter pipe and concrete filled sandbags as headwalls. A tidal flap was also proposed on the upstream end to improve safety and efficiency (the location of the new culvert is near Charity Inlet). The application was recommended for approval.
(b) Robert William Riches – An application for consent to construct two culverts adjacent to the Board’s header drain, close to Hagen Smarts Inlet, each using 6 metre long plastic 300mm diameter pipes with concrete filled sandbagged headwalls was recommended for approval.
(c) Repairs were undertaken in September 2017 to ensure the full closure of Kents Slacker and prevent uncontrolled water entering the header drain.
Consulting Engineer
26 March 2018 Hundred Foot Washes (347)\Reports\March 2018 53
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Superintendents Report 2017 – 2018 Welney to Earith.
Water Levels
The Summer retention level on the Washes (0.56mAOD at Welches Dam) was met on 21st April 2017. After 46mm of rain was recorded between 12th and 20th May the Earith sluice opened, on high tides, and the flood level went up to a peak of 1.12 m for one day only. Levels slowly went back down but never reached summer retention level again all season. Average levels were June 0.67, July 0.72, August 0.82, September 0.76, October 0.80 and 0.99 for November when Earith sluice opened on high tides from the 6th.
Winter flooding began in the middle of December peaking at 2.65m at the end of the month. Bank to bank flooding persisted for the rest of the winter with average levels for January and February being 2.55m and 2.01m respectively. The average level for March up to 16th was 2.01 with levels rising to a peak of 2.46 on 16th.
IDB drain management.
Fen Group supplied 360 digger for 112 hours @ £39 an hour. Total cost £4,368. A total of 1,868m of the Header dyke was maintained. This was less than in previous years and all that was required. The remaining scheduled ditch maintenance 38 hours were added to the agreed and budgeted for 100 hours for spreading spoil banks.
Spoil spreading
Fen Group supplied a 360 digger for 138 hours to level spoil banks adjacent to the IDB Header dyke in 16 washes at a cost of £5,382.
Slacker Inlets
Black sluice slacker - door mechanism still tight but operational.
Willow Wash ( Witcham Gravel) slacker – the slight leak did not cause a problem in 2017.
Common Wash slacker - The slow leak around the pipe at the Common Wash slacker was apparent but did not worsen throughout the year and did not cause a problem. There were times that vegetation in the Hundred Foot River got trapped behind the slacker door causing leaking when the door was closed. The door is probably a bit to loose and may need attention in the future if the problem continues. It did not cause any major issues in 2017.
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Days Hay ( Kents) slacker In September, during operation and whilst the slacker door was open, coinciding with a high river levels, the bolt securing the door to the spindle sheared off meaning the door could not shut and a significant flow of water was entering the ditch system uncontrolled. I called Chris Convine who was able to come out at short notice on two occasions with an engineer to assist with what was a priority fix. Firstly, the door was successfully tapped back down to shut off the water. We then had to wait until the next available low tide when the river level was low enough to pull the door up high enough to fit a new bolt to the door and spindle. The slacker is now fully operational.
All other slackers operational.
Reserve management
92% of the total reserve washland was managed.
Including privately owned washes
986.77 ha grazed, 455.88 ha topped, 52.28 ha hayed, 152.38 ha unmanaged.
Grazing stock numbers peaked at 2,100 including 250 cattle not keepered by the RSPB in the Sutton to Earith section.
Ditch maintenance – 8,514m RSPB ditching, 945m WT ditching. There was no private ditching required but a privately owned pool was maintained.
Breeding birds - Welney to Earith
2013 2014 (partial 2015 2016 (partial 2017 (minor flood) flood) flood event) Lapwing 100 107 91 98 128 Redshank 78 106 125 125 121 Snipe 20 66 72 68 94 Mallard 338 238 319 331 294 Shoveler 84 126 91 62 81 Gadwall 96 46 47 61 86 Garganey 7 4 7 6 5 Yellow 27 59 20 55 45 wagtail Reed bunting 50 58 74 81 90
Breeding waders Pilot Project and Carroll’s Ground
2013 2014 2015 2016 2017 Oystercatcher 2 2 2 2 3 Lapwing 48 42 99 90 90 Redshank 24 19 42 44 34 Black-tailed 0 0 0 0 0 godwit Snipe 28 19 33 34 26
Paul Harrington
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Hundred Foot Washes IDB Suspension Bridge – John Martin Sluice Superintendents Report for 2016-17
Internal Drainage Board Works
Slubbing works Fen Ditching Limited carried out annual slubbing sections of the header drain and cleaning the three slackers.
Slacker maintenance All slackers were greased and are in good working order and regularly unblocked because of the debris due to the heavy flows in the river.
Issues In Brief all the IDB works that was asked of Mr Riches have now been completed. An Update will be presented at the board’s meeting.
WWT Management
Slubbing programme Russell Fowler carried out works of renewing/repairing water control structures and the annual program of slubbing ditches on the Ouse washes section and some on the lady fen lands.
Grazing 2017 The first cattle of the season came on the reserve on the 14th April and grazed part of the lady fen complex. River banks were used initially then cattle were gradually moved onto the washes from the 24th May where numbers peaked to 341 animals on the Ouse washes and 162 on Lady Fen. A consecutive year of a prolonged grazing season with similar dates to last year. Last herd being taken off the Ouse washes on the 20th November. The washes were left in ideal conditions for both winter and the coming spring.
Again a small flock of sheep were used for certain areas to eat the rosettes of ragwort. Also present throughout the winter months grazing all river banks and maintaining the required sward height expected by the EA.
Topping of washes Topping was carried-out from September onwards by WWT staff and contractors where a total of 85% of the WWT holding was topped.
Ecological
Breeding birds Overall another positive year for breeding birds for both the WWT section of the Ouse washes and the Lady Fen complex. Observations also show in the field that there was good productivity particular wildfowl on the Ouse washes.
Highlights were three pairs of black tailed Godwit fledging two chicks. A pair of black winged stilts nesting for the first time at Welney and successfully hatching three chicks. However they were unfortunately predated within a day. Black headed gulls were highly likely to be species in question. Finally a single Bitten booming and now corncrakes are recorded as annual breeders on the Welney washes.
This year (17/18) we completed arable counts and roost counts for Mute, Bewick’s and Whooper Swans. These took place from November – February.
Species Whooper swan Bewick’s swan Peak numbers 8770 1435 Month January (roost count, national January (arable count, national count) count) 57
Breeding Birds 2017
Bank Bank Farm 2017 Lady Fen Farm extension Reserve Total Mute swan 1 1 24 26 Greylag goose 3 7 1 7 18 Canada goose 0 0 Shelduck 2 2 2 14 20 Wigeon 2 2 Gadwall 4 2 1 14 21 Teal 1 0 1 Mallard 14 21 13 89 137 Garganey 1 1 2 Shoveler 23 14 9 8 54 Pochard 0 0 Tufted duck 5 3 1 10 19 Water rail 2 2 Moorhen 1 6 7 Coot 6 2 31 39 Little grebe 1 1 2 Oystercatcher 1 2 1 4 8 Black-winged stilt 1 0 1 Avocet 4 7 2 41 54 Little ringed plover 1 3 4 Lapwing 34 53 6 45 138 Snipe 3 2 1 15 21 Black-tailed godwit 3 0 3 Redshank 16 26 7 30 79 Black-headed gull 127 635 5 767 Common tern 1 8 9 Skylark 5 6 5 47 63 Meadow pipit 8 4 8 33 53 Yellow wagtail 2 5 19 26 Wren 1 3 18 22 Dunnock 2 2 Sedge warbler 1 1 2 45 49 Reed warbler 2 1 3 29 35 Whitethroat 2 1 7 10 Blackcap 2 7 9 Chaffinch 1 1 9 11 Goldfinch 1 1 Yellowhammer 0 0 Linnet 0 0 Reed bunting 7 1 2 59 69 Corn bunting 3 1 1 7 12 Total birds 1,796
Leigh Marshall 24.3.18
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Hundred Foot Washes Internal Drainage Board Biodiversity Action Plan Report 2017-18 Drainage Ditch Action Plan
Target Action Target IDB Actions Partners Date Indicators Report Reference Reference Establish and maintain a A map-based plan has management plan for Plan finalised and Environmental been produced. It is being 1.1 routine IDB operations 2015 followed each Officer updated as further data incorporating key year becomes available. biodiversity features Look for opportunities to If re-profiling is provide natural erosion No re-profiling Environmental carried out, 1.2 protection such as marginal Ongoing opportunities occurred Officer opportunities Manage ditches plant ledges when re- during the period. identified for biodiversity as profiling ditches 1 well as for Length of ditch Provide natural erosion drainage Environmental with ledge / 1.3 protection as in 1.2 if Ongoing No opportunities available Officer natural vegetation opportunities available revetment Ensure ditch cleansing operations do not damage Appropriate checks were bird nests in nettles or other Environmental carried out if ditching 1.4 Ongoing Measures taken vegetation. If necessary Officer machines were operating carry out nest surveys near potential nest sites. immediately prior to works Identify ditches of Environmental The 2011 survey of conservation Ensure appropriate Officer, aquatic plants report has Specified in 2 interest and 2.2 management of ditches for Plantlife, Ongoing been used to ensure the management plan manage priority species Wildlife Trust, appropriate management appropriately WWT, RSPB of IDB ditches. Environmental Support the Refer private landowners to Officer, Number of Environmental the Environmental Officer for Inquiries were dealt with RSPB, WWT, contacts received Officer in working advice on creating field by the Fenland Agricultural 3 3.1 Natural Ongoing and passed to with landowners margin buffer zones and Advisor based at the Ouse England, Environmental to benefit wildlife wildlife-friendly ditch Washes. Wildlife Trust, Officer in the district management FWAG
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Floating pennywort, an Invasive Non-Native Species, Floating Pennywort has been seen in the Hundred Foot Drain in 2017 in rafts. The possibility of it entering the Environmental Report any sightings of non- system through the Officer, native invasive species slackers is likely but Environment Reports to Control invasive immediately to the preventative measures 4 4.1 Agency, Ongoing Environmental species Environmental Officer and should be considered. As RSPB, WWT, Officer control as appropriate (see it has also been present in Plantlife, Appendix F for species list) the Bedford Ouse there is Wildlife Trust a possibility it may enter via Earith and invade the Old Bedford/Delph. Azolla, was seen in small quantities. It was controlled by the host specific weevil population. Four trees planted previously. Both of the two trees planted in 2013 at the Welney Wash Road are growing. The west one Plant black Identify suitable sites and is surviving despite having poplars to Environmental Number of trees 5 5.1 plant at least 2 young black 2015 suffered some damage increase existing Officer planted poplars from deer browsing. The population east tree is thriving. The male of the two trees planted at Sutton Gault was replaced. The female tree there is thriving.
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Floodplain Grazing Marsh Action Plan
Target Action Target IDB Actions Partners Date Indicators Report Reference Reference Identify, assess Wildlife Trust, RSPB, Review of Pass details of any Existing areas already and map areas of WWT, Natural potential grazing 1 1.1 known areas to 2012 identified and mapped by existing floodplain England, marsh area Environmental Officer conservation bodies. grazing marsh Environment Agency carried out Support Manage District adopted (a) Number of (a) New areas of compensatory landowners in drains where possible to Environmental requests damp grassland creation are creating or assist private landowners Officer, Natural received being progressed to the east of 2 2.1 Ongoing restoring grazing and organisations England, RSPB, (b) Number of the Ouse Washes, by WWT at marsh / wet undertaking habitat WWT, Wildlife Trust landowners Lady Fen and by EA/RSPB at grassland creation assisted Coveney b) One. Environmental Contribute to Officer, Natural implementation of all All relevant Ouse Washes Strategy Group England, RSPB, 3.1 relevant plans (e.g. site Ongoing actions meetings were attended and WWT, Environment management plan and implemented supported. Agency, Wildlife WLMP) Trust Support (a) No. of appropriate 3 opportunities to (a) Environment Agency action management of Environmental comment on to reduce summer flooding by the Ouse Washes Promote and support Officer, Natural flood-limiting agitation dredging trials in the measures to limit spring England, RSPB, 3.2 Ongoing measures Hundred Foot and Tidal River and summer flooding of WWT, Environment (b) No. of Ouse appears to have stalled. the Ouse Washes Agency, Wildlife comment (b) No further meetings were Trust opportunities organised by EA. taken up
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Open Water Action Plan
Target Action Target IDB Actions Partners Date Indicators Report Reference Reference (a) No ditch in-fills or (a) Number of Consider pond creation Local authorities, culverting carried out to mitigation as mitigation when a Amphibian & Reptile mitigate for. Pond/scrape 1.1 Ongoing opportunities (b) ditch has to be filled in or Conservation, areas are created by the Number of ponds culverted Wildlife Trust conservation land owners created and wildfowling groups. Promote the Environment creation of ponds, Support creation of flood No flood storage or reservoir 1 Agency, Natural Number of projects lakes and reservoirs 1.2 storage areas and Ongoing creation projects presented England, Wildlife involved with in appropriate areas reservoirs for support. Trust, RSPB (a) Number of Assist private Amphibian & Reptile information landowners with advice, (a) No information requests 1.3 Conservation, Ongoing requests information or contacts (b) no responses required, Wildlife Trust (b) Number as necessary responded to Create a pool at an Look for appropriate ditch junction No appropriate opportunities opportunities to One pool when re-profiling (see the Environmental on IDB ditches occurred 2 create open water 2.1 2010 successfully Drainage Channel Officer during the period, see 1.1 habitat when created Biodiversity Manual, above managing ditches . technique CL3))
Water Vole Action Plan
Target Action Target IDB Actions Partners Date Indicators Report Reference Reference Manage ditches Assume water voles are Measures Ditch maintenance carried according to the present when carrying out Environmental incorporated in out according to NE/ADA 1 law and to best 1.1 works (discuss special Ongoing Officer management Best Practice for mitigating practice for water circumstances with the plans effects on water voles. vole Environmental Officer)
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Best Practice for rat control Publicise good practice for Environmental where water voles are Good practice 1.2 rat control near drainage Officer, Wildlife Ongoing present was publicised in publicised ditches Trust the Natural Level newsletter during December 2011. Environmental (a) Opportunities (a) No appropriate Look for opportunities to add Officer, RSPB, identified opportunities occurred 2.1 a marginal shelf when re- Ongoing WWT, Wildlife (b) Measures during the period profiling banks Enhance drainage Trust taken (b) n/a 2 ditch habitat to (a) Sites benefit water vole Consider using coir roll to No sites appropriate for this Environmental considered 2.2 stabilise banks and provide Ongoing technique occurred during Officer (b) Measures marginal vegetation the period. taken Informal records of water Set up a survey programme Environmental Surveys carried vole signs and sightings are 3.1 to monitor water vole Officer, Wildlife 2010 out recorded by the Monitor water vole populations Trust 3 conservation owners. populations Provide data on water vole Environmental Data sent via Data is sent as it becomes 3.2 to the relevant Biological Officer, CPBRC, Ongoing Environmental available. Records Centres NBIS Officer annually Carry out mink control as (a) Number of (a) Sightings of mink part of the Middle Level Control mink as Environmental trapping days during winter 2017-18 in 4 4.2 programme and report all Ongoing necessary Officer (b) Number of sightings to the the Welches Dam area, 2 mink caught Environmental Officer traps set (b) none to date.
Otter Action Plan
Target Action Target IDB Actions Partners Date Indicators Report Reference Reference Identify and maintain existing key bushes, Sites identified pollards and trees near 2012 Identified as the IDB BAP Environmental and listed in 1.1 watercourses (likely to be and management plan map is Officer management Improve otter important for otters, ongoing developed. 1 plans habitat particularly during times of flood) Two. Both of the otter holts built in Provide at least two Environmental Number of holts 1.3 2015 2011 had signs of otter use during artificial otter holts Officer provided the period. 63
No dead otters recorded in the Ensure any dead otters district during the period. Otters are reported to the Otters reported remain active throughout the Monitor otter Environmental Officer and Environment 2 2.3 Ongoing to Environmental populations transferred to the Agency District. Sightings of individuals Officer, if found Environment Agency for are reported regularly in the post mortem Counterdrain and the River Delph. Otters being drowned in illegally Report incidents of set eel and gill nets remain a Reduce otter suspected illegal netting, Environment concern. Land owners and users deaths related to trapping or fishing to the Incidents Agency, Angling are encouraged to report any 3 eel and crayfish 3.1 Environment Agency Ongoing reported, if Clubs & trapping and Fisheries Officers and the discovered suspicious activity observed syndicates road traffic MLC Environmental immediately to the EA Hotline Officer 0800 807060 or to myself on 07765 597775.
Bats Action Plan
Target Action Target IDB Actions Partners Date Indicators Report Reference Reference Six boxes sited previously - 1 panel bat box installed at Sutton Gault in 2013, 1 Put up at least 3 Bat Number of bat panel box installed at Welches Dam in 1.1 bat boxes at Conservation 2015 boxes sited 2012. 2 Schwegler bat boxes were appropriate sites Trust installed in T-shape Wash trees and two in Old House Wood trees on 28/10/14. Improve No new trees were pollarded during the Pollard suitable 1 habitat for Number of trees period but maintenance re-pollarding was 1.2 trees to provide bat Ongoing bats pollarded carried out. Key tree sites for bat roosts roosts identified on BAP Map. Identify potential Environmental sites for a bat As (a) Potential (a) Limited opportunities for this potential Officer , Bat 1.3 hibernaculum, e.g. opportunities sites looked for action due to the lack of old buildings or Conservation in disused buildings arise (b) Site created suitable culverts in the District. (b) None. Trust or tunnels
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(a) 6 boxes were monitored for use. (b) 4 used by bats. Signs of use at box 2 in Old House Wood and box 1 in T Shape trees (a) Number of on a 2017 check. Both the Welches Dam Bat boxes monitored and the Sutton Gault panel boxes were 2015 2.1 Monitor bat boxes Conservation (b) Number of used by bats in 2017. The Welches Dam onwards Collect Trust boxes used by box had a rare dead Nathusius's information 2 bats pipistrelle (Pipistrellus nathussi) in it in on bat May 2017. Also present were droppings populations from a different bat, perhaps brown long- eared bat or possibly Leisler's bat.
Pass bat box Environmental 2015 Data via 2.2 information to Officer, CPBRC, Environmental Data passed on. CPBRC and NBIS NBIS onwards Officer annually
Kingfisher Action Plan
Target Action Target IDB Actions Partners Date Indicators Report Reference Reference Three. Singing Washes slacker and Churchman Wash culvert. A third Provide at least 2 potential Environmental Number of nest site was drilled in a 1.1 nest holes in sheet pilings or Ongoing Officer sites provided timber sided culvert at by other suitable methods Improve the quality of the entrance to 1 kingfisher habitat Cambient Detached wash on 12/06/17. Numerous perches are Leave kingfisher fishing Environmental Number of available on natural 1.2 perches where possible (e.g. Ongoing Officer perch sites left sites over many occasional branch) channels and ditches.
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The site created in September 2015 at Churchman Wash culvert was again occupied by kingfishers in 2017. At least one, Note sightings of potential probably two broods Collect records of breeding kingfisher and Environmental Data sent via were raised. The site at 2 kingfisher breeding 2.1 pass information to CPBRC Officer, Ongoing Environmental the Singing Washes between March and July and NBIS via the CPBRC, NBIS Officer annually slacker was occupied in Environmental Officer 2017, at least one brood was raised. The long-established site near Welches Dam was used successfully in 2017, three broods were raised.
Procedural Action Plan Target Action Target IDB Actions Partners Date Indicators Report Reference Reference (a) Two meetings/courses held. A course on the Identification of water vole and otter signs was held on April (a) Number of rd 20th & 22 2017. Environmental courses held The IDB BAP Partnership Provide training on Establish programme of Officer, Wildlife (b) Number of meeting was held on 6th IDB BAP and 1.1 1-day courses for IDB Trust, Natural 2013 Board December 2017. conservation staff and members England, other members / staff (b) 2 board members 1 management of specialists attending attended IDB BAP meeting. drainage channels for courses Any Board members able to all relevant staff by attend the next IDB BAP 2013 meeting on 5th December 2018 would be very welcome.
The Fen Group machine Establish suitable Contractors Environmental operators that work on the 1.2 training for contractors’ 2013 attended Officer, Contractors Washes are aware of water vole- staff training course friendly methods.
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(a) Number of Consult with the Take biodiversity into capital Environmental Officer account when schemes No IDB capital schemes and choose the best Environmental 2 planning and 2.1 Ongoing undertaken undertaken (b) no comments possible mitigation Officer undertaking capital (b) Number of required. solutions for biodiversity, works schemes e.g. fish-friendly pumps commented on
Cliff Carson Environmental Officer 03/04/18
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In early March a pair of kingfishers adopted the site at the Singing Wash slacker in addition to the pair at Churchman’s Wash culvert.
The Singing Wash pair raised at least one brood, possibly two.
A potential nest site for kingfishers was created on the IDB header dyke at Cambient Detached th culvert on 12 June 2017.
Extra silt was added and a 60mm tunnel augured out. Time will tell if it proves attractive to another pair of kingfishers.
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The bat box at Adventurers House, Welches Dam had droppings from a larger bat and a dead Nathusius's pipistrelle (Pipistrellus nathussi) bat present when it was checked in May 2017. The droppings are from a larger bat, perhaps brown long-eared or possibly Leisler’s bat. Checks will be carried out in 2018 to establish if any of the different bat species return.
The black poplars planted on the Fenland Wildfowlers wash on the Welney Wash Road are thriving in the winter flooded conditions in March 2018.
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INVASIVE NON-NATIVE WATER PLANT ALERT
Waterway users entering or using drains and rivers in the Middle Level network are urgently asked be aware of the need to prevent the spread of Floating Pennywort, an invasive non-native water plant that is present in the Bedford Ouse, the Old West River, the River Cam, the Ely Ouse and the Tidal River Ouse, including the Denver Sluice area. It is highly invasive and grows very aggressively during warm conditions in summer. It remains green through much of the winter. It forms thick floating mats spreads easily when small or large fragments are broken off and float to new sites. It out-competes other plant species and by blocking out light inhibits the ability of native insects, plants and their dependant animals and fish to survive.
As far as we know, it is currently not present in the Middle Level system and we are very keen to prevent it becoming established in a new catchment. Well Creek is one of the most vulnerable waterways for it to be carried into.
We are seeking the help of everyone that has any contact with waterways to prevent Floating Pennywort entering the Middle Level system and to be alert and report any early signs of it so that it can be controlled at an early stage.
Boat owners entering the Middle Level from the Denver Sluice direction are particularly asked to ensure there are no fragments of vegetation being carried into Well Creek on propellers, anchor chains or any other means. It is requested that propellers, drive shafts and water intake filters are checked before entering Salters Lode Locks. Before approaching the locks at Salters Lode in the Tidal River Ouse channel it is requested that back-thrusting (putting the propeller briefly in reverse) is carried out at least twice, when safely possible, to throw off any vegetation attached. If any fragments of vegetation are found in the water filter or any part of the boat they should be carefully placed in an air-tight plastic bag tied closed until they can be deeply buried in a site away from water that will not be disturbed. Anglers moving tackle and equipment from other areas, especially the South Level, River Cam etc. should ensure no vegetation is carried into the Middle Level. Internal Drainage Board members and staff, anglers, dog walkers, riverside joggers, birdwatchers and all water users can help by being on the alert for signs of the plant in the system by studying the attached identification sheet and reporting any suspected signs to any or all of the contacts below. Cliff Carson, Environmental Officer, Middle Level Commissioners. Office 01354 602965. Mobile 07765 597775 [email protected] Also contact the EA at their 24/7 hotline 0800 80 70 60 Further biosecurity information can be viewed at http://www.nonnativespecies.org/checkcleandry/biosecurity-for-anglers.cfm
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GENERAL DATA PROTECTION REGULATION (GDPR)
Internal Drainage Boards as Public Authorities will be affected by the introduction of the General Data Protection Regulation (GDPR) which will come into force on 25th May 2018.
The purpose of this note is to make Board members aware of the main changes which will be introduced by this European Regulation – which the Government has indicated will apply to English Law whatever our future with Europe!
Many of the main concepts and principles of the GDPR are much the same as the current Data Protection Acts of 1988 and 2003. So that if the Board are compliant under the current law, then much of their approach to Data Protection issues should remain valid under the GDPR. However there are a number of new elements and enhancements to the legislation which the Board should be aware of in processing personal data.
Some elements of the GDPR will be more relevant to certain organisations than others and I have tried to identify those areas which will have the greatest impact on IDBs.
Compliance with Data Protection Principles
Boards need to be aware of the personal data they are currently holding.
In most cases this will be data about ratepayers and employees, but could include other data.
Before gathering any personal data, current legislation requires that you notify ratepayers or others of your reason for gathering the data, the use it will be put to and who it will be disclosed to and if it is to be transferred outside the EU.
Under GDPR additional information must be communicated to individuals in advance of processing such as the legal basis for processing the data, (in our case this will be The Land Drainage Act 1991) retention periods, the right to complain, whether any data will be subject to automated decision making and their individual rights under the GDPR.
Personal Privacy Rights
This would be a good time to review procedures generally to ensure compliance with the Data Protection Legislation and the new Regulation.
Rights for individuals under the GDPR include:- subject access to data to have inaccuracies corrected to have information erased to object to direct marketing
Subject Access will change under the GDPR
If the Board receive a request for information the Access Request should be processed within ONE MONTH. The current period was 40 days and you cannot now charge for processing the request unless you can demonstrate that the cost would be excessive.
If a request for data is refused because it is deemed manifestly unfounded or excessive the Board will need grounds for the refusal and set these out.
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The IDBs do not currently receive a large number of access requests so the shorter timeframe and the need to give information about data retention periods and the right to have inaccurate data corrected should not prove burdensome but there may be more public awareness about the GDPR from the Information Commissioner at the time of implementation.
Legal Basis
In most cases the information held about individuals will be in connection with the collection of drainage rates, but there will also be information about Board Members, employees and District Officers, Contractors etc. A legal basis exists for this information under the Land Drainage Act 1991. Where a legal basis does not exist and you want to hold personal data you will need consent from the individual and if this is the case you need to review how you seek, obtain and record that consent. To obtain consent requires a positive indication of agreement. It cannot be inferred, pre- ticked boxes or inactivity. There are some clear standards required by the GDPR if consent is your legal basis.
Processing Children’s Data
There are some special protections for children’s data but these will not be applicable to IDBs.
Reporting Data Protection Breaches
If there is a breach of Data Protection a procedure is needed to detect, report and investigate a breach.
Under GDPR there are mandatory breach notifications that must be made to the Information Commissioner within 72 hours. If the breach is likely to bring harm to an individual such as identity theft or breach of confidentiality, the breach should also be notified to the individual.
Failure to report a breach could lead to a fine.
Fines and Enforcement
The important area I would like to highlight is there will be a substantial increase in fines for organisations that do not comply with the new regulation.
The Information Commissioner will have power to issue penalties equal to 10 million Euros or 2% of the organisation’s gross revenue for violations of record keeping security, breach notifications. However violations of obligations relating to legal justification or processing data, data subject rights may result in penalties of the greater of 20 million Euros or 4% of gross revenue.
Data Protection Officer
As a Public Authority the IDB will need to designate a Data Protection Officer (DPO) who has knowledge support and authority to take responsibility for the Board’s Data Protection compliance.
Previously Iain Smith was the named person responsible for Data Protection and registrations with the Information Commissioner.
The approval of the Board is therefore sought to appoint Lorna McShane, Solicitor and Assistant Clerk at the Board’s Data Protection Officer, who will give further advice and guidance to any Boards about the implementation of the GDPR.
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HUNDRED FOOT WASHES INTERNAL DRAINAGE BOARD BUDGET MONITORING 2017/2018
Budget Actual Forecast to 2017/2018 to 31.12.2017 31.03.2018 £ £ £
1 Insurances 450 256 260
2 Drainworks (including Environmental measures), repairs and renewals, Washes Superintendents' fees etc 15,000 18,791 20,500 - Includes contractors drain maintenance 9,455 Includes installation of pipe & flap valve 3,948 3 Administration charge, Health and Includes provisions to end of year:- 400 Safety contract, Audit fee, printing, stationery, advertising, Association of Drainage Authorities subscriptions etc 6,400 1,798 6,300
4 Environment Agency - Precept 1,214 1,214 1,214
5 Improvement works: Inlet structures 1,000 0 0
24,064 22,058 28,274
LESS Government grant, Deposit Accounts interest etc 29 100 100
24,035 21,958 28,174
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HUNDRED FOOT WASHES INTERNAL DRAINAGE BOARD
INTERNAL AUDIT STRATEGY AND AUDIT PLAN
2018 – 2021
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REPORT
1.0 INTRODUCTION
1.1 The Board has a statutory responsibility under the Local Government Act 1972 and Accounts and Audit (England) Regulations 2011 to maintain an effective internal audit of its activities. The regulations require that the Board shall be responsible for ensuring the financial management of the Board is adequate and effective and that there are sound systems of internal control that facilitate the effective exercise of the Board’s functions. Internal audit is also an important element of the Board’s risk management arrangements in terms of the work that it undertakes in evaluating and reporting upon the control environment.
1.2 The Local Government Act 1972 (Section 151) states that “a relevant body shall maintain an adequate and effective system of internal audit of its accounting records and of its system of internal control in accordance with the proper internal audit practices”.
1.3 Internal audit is an independent, objective assurance and pro-active consulting service designed to add value and improve the Board’s operations. It provides an independent and objective opinion to the Board on the control environment that comprises of risk management, control and governance.
2.0 INTERNAL AUDIT STRATEGY AND PLAN
2.1 The Audit Strategy is a high level statement on how the Internal Audit Service will be delivered and developed. A proposed strategy for 2018-21 (2018/19, 2019/20 & 2020/21) is attached.
2.2 The Audit Plan has been developed in compliance within the current and future 2018-21 strategy and the indicative annual plan for 2018-19 is attached as illustration for future years together with Appendix A &.B.
3.0 CONCLUSION
3.1 An internal audit strategy and internal audit plan is required to be approved.
RECOMMENDATION
4.0 The Board to approve the Audit Strategy for 2018-21 and indicative Audit Plan for 2018-19 and future years.
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INTERNAL AUDIT STRATEGY 2018-21
1.1 This Audit Strategy is designed to be a high level statement of how the Internal Audit Service will be delivered and developed.
1.2 Internal audit is an independent, objective assurance and pro-active consulting services designed to add value and improve the Board’s operations. It provides an independent and objective opinion to the Board on the control environment that comprises risk management, control and governance.
1.3 The Accounts and Audit (England) Regulations 2011 state that the Board is responsible for ensuring the financial management of the organisation is adequate and effective and that the Board has sound systems of internal control which facilitate the effective exercise of their functions (including risk management). The Regulations also require that the Board should conduct a review, at least once a year, of the effectiveness of its systems of internal control and shall include a Statement on Internal Control in its financial statements. The Internal Audit Service is a key independent and objective source of assurance for the Board.
1.4 The authority of Internal Audit is included within the Board’s Financial Regulations.
2. RESOURCES
2.1 The Internal Audit Service is provided by Whiting and Partners who are an independent firm of Chartered Accountants.
3. AREAS OF WORK
3.1 All internal audit work will be undertaken with due regard to the Governance and Accountability in Internal Drainage Boards – a Practitioner’s Guide and the CIPFA Code of Internal Audit Practice in Local Government.
3.2 The annual audit plan will be devised through discussions and agreement with the Clerk, Board Members, and the External Auditor where applicable.
3.3 The following paragraphs describe the main areas of internal audit work. The work concentrates on assurance and risk-based audits, traditional probity checks and assistance with risk management and provision of advice.
3.4 It covers aspects of all financial systems annually, rather than just on a strict 3 year cyclical basis which is a fairly common alternative for Internal Audit functions. The plan is for minimal ‘systems review’ days as the financial systems are undertaken on a common basis by the Middle Level Offices, so using a risk based audit approach these only require to be audited on a sample basis across the IDBs on an annual basis. The normal level of both System confirmation and Transaction testing is set to ensure that some transactions of all individual boards within the Middle Level Commissioners’ administered area are covered each year such as will be appropriate to the Board’s level of activity and/or strength of assessed internal controls; nonetheless all Boards will be covered in all areas across a 3 year period.
In addition, work is carried each year on certain areas to ensure compliance and correctness of the Annual Return form.
The following list summarises the work done and frequency:
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A - Return, Accounts & Completion (Annually)
Ensure IDB cashbook kept up to date Ensure that monthly bank reconciliations are carried out Check that verification of bank reconciliations has been carried out Ensure that the annual return and accounting record opening and comparative figures agree to prior years records Ensure that figures stated on the annual return agree to underlying accounting records Checking casting and arithmetic of schedules Review variance report and investigate reasons excessive variances
B – Purchases (Cyclically)
Check proper purchase authority is recorded by the board in relation to IDB payments Carry out walkthrough testing in relation to IDB purchase system Agreement of purchase ledger balances to trial balance Ensuring payment of principal and interest in respect of loans is in accordance with agreed terms Confirm list of payments issued agrees to minutes Ensure that individual purchases are authorised by a relevant person
C– Minutes, Value for Money, Risk Management, Ethical Standard and Sustainability (Annually)
Minutes
Review of minutes to check that risks relating to the boards are discussed Ensure that a formal risk assessment is carried out by the board Review the budget setting process Review minutes for unusual or extraordinary activities Check insurance review
Value for Money
Ensure that value for money principles are being observed Obtain relevant tenders for capital purchases to ensure VFM principles are being considered.
Risk Management
Ensure that the boards risk register is kept up to date and adequately covers potential areas of risk facing the board. Ensure that risk factors are taken into account in the board’s decision making and implementation processes
Ethical Standards and Sustainability
Ensure that decisions are made in an ethical manner by the board, bearing in mind environmental and other socioeconomic circumstances/responsibilities within the local community. Ensure that ethics is taken into account within the boards defined policies
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Ensure that long term sustainability is being taken into account in operational decisions.
D - Budget and Variance Analysis (Cyclically)
Review variance analysis issued by the board Check that progress against budgets are regularly monitored Check that budgets are used for determining rates for the following year Review accruals for reasonableness Review after date information for possible accruals
E - Sales (Cyclically)
Perform walkthrough testing on the IDB rates system Review any rates write offs and ensure received board approval Perform walkthrough testing of other sales made by IDBs Review minutes to ensure all expected other income has been received and banked
F - Petty Cash (Cyclically)
Not applicable at present, no petty cash function for any IDBs currently.
G - Wages (Cyclically)
Performance of wages walkthrough Ensure that authorisation granted for overtime paid Review of P11Ds Ensure that non-pay rolled staff have been correctly taxed
H - Assets (Cyclically)
Vouch additions and review sales of fixed assets in the year Ensure assets are adequately covered by IDB insurance policies Ensure that asset movements in the year are reasonable and consistent with prior years
I – Bank (Annually)
Ensure that regular reconciliations have occurred in the year Recalculation of interim and year end bank reconciliation Ensure that cashbooks entries are based on transactions as made rather than in order of appearance on the bank statements
J – Trial Balance & Nominal (Cyclically)
Ensure Opera trial balance transferred to the accounts correctly Scrutinise creditors, accruals, debtors and prepayments Identify any transactions that are held within the audited figures that relate to prior or future periods
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3.4.1 Assurance Audits
All financial systems are to be documented and reviewed on an annual basis to provide the required level of assurance. Where appropriate probity audit work will be undertaken and the propriety, accuracy and recording of transactions sample tested. The level of testing to be agreed with the Clerk and External Auditor.
3.4.2 Consultancy and Advice
Internal Audit will be available to assist the Board with control or operational issues. During the year there might be emerging risks or issues that need an independent view or review. In addition, internal audit will be pro-active with suggestions and advice to management from information gained through experience, other organisations and networking groups.
3.4.3 Anti-fraud, Bribery and Corruption
Internal Audit will be pro-active in counter fraud work. Although it is not a function of Internal Audit to detect fraud, bribery and corruption (this is a responsibility of management and good system control) work will be undertaken to help ensure there are adequate systems and procedures to highlight potential instances.
3.4.4 Value for Money (VFM), Risk Management, Ethical Standards and Sustainability
As a part of the audit review, systems and controls established by management to secure VFM, risk management, ethical standards and sustainability will be examined and evaluated. Matters of an overall nature are also addressed within the annual work programme. Auditors may initiate, conduct or participate in special reviews in these areas where need arises.
4.0 AUDIT REPORTS
4.1 At the completion of each audit a report will be produced and agreed with the Clerk. This details the terms of reference and scope of the audit, findings, recommendations and a management action plan. An executive summary that includes an audit opinion on controls will also be included.
4.2 An annual internal audit report shall be produced to the Board to provide an overall opinion on controls and detail the audit work for the year.
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HUNDRED FOOT WASHES INTERNAL DRAINAGE BOARD INTERNAL AUDIT PLAN for 2018-19 – ANNUAL REVIEW and MEETING STANDARDS
Expected Standard Evidence of Achievement Yes/No Scope of Internal As has been reported to the Board, Whiting and Partners, Yes Audit Chartered Accountants have been appointed as the Board’s Internal Auditor. The Internal Audit Strategy for 2018-21 and this indicative Audit Plan for 2018/19 and future are to be approved by the Board. Internal Audit work takes into account both the Board’s Risk Assessment and wider internal control arrangements. Internal Audit work covers the Board’s anti-fraud, bribery and corruption arrangements.
Independence Internal Audit has direct access to those charged with Yes governance (see Financial Regulations). Reports are made in the name of the internal auditors to the Board. Internal Audit does not have any other role within the Board but can if requested provide temporary financial assistance with financial accounts preparation although there are no plans for this currently.
Competence There is no evidence of a failure to carry out Internal Audit Yes work ethically with integrity and objectivity.
Relationships All responsible officers are consulted on the Internal Audit Yes Plan.
Audit Planning and The Annual Internal Audit Plan is formulated in the context Yes Reporting of the Internal Audit Strategy and properly takes account of all the risks facing the Board and is to be approved by the Board. The Internal Audit Report for 2018/21 will be reported in accordance with the Internal Audit Plan.
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HUNDRED FOOT WASHES INTERNAL DRAINAGE BOARD ANNUAL REVIEW OF INTERNAL AUDIT – CHARACTERISTICS OF EFFECTIVENESS
Characteristics of Effectiveness Evidence of Achievement Yes/No Internal Audit work Planned Internal Audit work is based on risk assessment and Yes is planned designed to meet the Board’s needs.
Understanding the The Annual Audit Plan demonstrates how audit work will Yes whole organisation, provide assurance for the Board’s Annual Governance its needs and Statement. objectives
Be seen as a catalyst Internal Audit supports the Board’s work in delivering Yes for change improved services. It will report, where identified, on aspects that appear to reflect sub-optimal efficiency, effectiveness and value for money.
Add value and assist The Board makes positive responses to Internal Audit’s Yes the organisation in recommendations and follows up with action where this is achieving its called for. objectives
Be forward looking In formulating the Annual Audit Plan, national agenda Yes changes are considered. Internal Audit maintains awareness of new developments in the services, risk management and corporate governance.
Be challenging Internal Audit focuses on the risks facing the Board. Internal Yes Audit encourages the Board to develop their own responses to risks, rather than relying solely on audit recommendations.
Ensure the right Adequate resource is made available for Internal Audit to Yes resources are complete its work. Internal Audit understands the Board and available. the legal and corporate framework in which it operates.
PROPOSED AUDIT FEE 2018 – 2021
In light of the highlighted work to be carried out and the planned period of time the audit is scheduled to take place we propose a total fee of £17,750 (exc. VAT) for 2018/19 with a rise of 3.0% per annum (assumed general inflation level) over the next 3 years.
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APPENDIX A
Internal Audit Plan for the year ended 31st March 2019 for the Middle Level Commissioners’ administered Internal Drainage Boards (see Appendix B)
Audit Areas Plan Days
Planning, discussions, reporting etc. 5
Systems Review and confirmation 12
Transaction Tests 15
Advice 3
TOTAL 35
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APPENDIX B
Benwick Internal Drainage Board Bluntisham Internal Drainage Board Churchfield & Plawfield Internal Drainage Board Conington & Holme Internal Drainage Board Curf &Wimblington Combined Internal Drainage Board Euximoor Internal Drainage Board Haddenham Level Drainage Commissioners Hundred Foot Washes Internal Drainage Board Hundred of Wisbech Internal Drainage Board Manea & Welney District Drainage Commissioners March West & White Fen Internal Drainage Board March East Internal Drainage Board March Fifth District Drainage Commissioners March Sixth District Drainage Commissioners March Third District Drainage Commissioners Needham & Laddus Internal Drainage Board Nightlayers Internal Drainage Board Nordelph Internal Drainage Board Ramsey First (Hollow) Internal Drainage Board Ramsey Fourth (Middlemoor) Internal Drainage Board Ramsey Upwood and Great Raveley Internal Drainage Board Ransonmoor District Drainage Commissioners Sawtry Internal Drainage Board Sutton &Mepal Internal Drainage Board Swavesey Internal Drainage Board Upwell Internal Drainage Board Waldersey Internal Drainage Board Warboys Somersham & Pidley Internal Drainage Board
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HUNDRED FOOT WASHES INTERNAL DRAINAGE BOARD
Payments 2017/2018 (1st April 2017 - 31st March 2018)
DATE DETAIL NET VAT GROSS
18/04/2017 Middle Level Commissioners - Fees (Planning & Development applications) 53.00 10.60 63.60 18/04/2017 Association of Drainage Authorities - Subscription 2017 536.00 107.20 643.20 17/05/2017 Fen Group - Drainworks 782.50 156.50 939.00 18/07/2017 Fen Group - Drainworks 4,370.50 874.10 5,244.60 27/07/2017 Middle Level Commissioners - Internal audit fees (Whiting & Partners, 2016-2017 accounts) 405.00 81.00 486.00 31/07/2017 Environment Agency - Precept 607.00 0.00 607.00 22/08/2017 Middle Level Commissioners - Fees (Planning & Development applications) 26.50 5.30 31.80 22/08/2017 Fen Group - Drainworks 565.50 113.10 678.60 20/09/2017 Association of Drainage Authorities (River Great Ouse branch) - Subscription 2017-2018 5.00 1.00 6.00 20/09/2017 PKF Littlejohns LLP - Audit fee (2016-2017 accounts) 100.00 20.00 120.00 04/10/2017 Middle Level Commissioners - Renewal of insurances 225.89 0.00 225.89 04/10/2017 Middle Level Commissioners - Administration charge, postages and telephone charges 1,887.54 377.51 2,265.05 16/10/2017 Fen Group - Drainworks 4,914.00 982.80 5,896.80 14/11/2017 RSPB Sales Ltd - Clearance of 14 slackers, 2017 140.00 28.00 168.00 30/11/2017 Environment Agency - Precept 607.00 0.00 607.00 07/12/2017 Middle Level Commissioners - Contribution (Environmental Officer) 265.00 0.00 265.00 07/12/2017 Middle Level Commissioners - Fees (Planning & Development applications) 42.00 8.40 50.40 05/01/2018 Fen Group - Installation of 300mm pipe, headwall and flap valve 3,948.00 789.60 4,737.60 12/01/2018 Fen Group - Drainworks 3,737.00 747.40 4,484.40 19/02/2018 Middle Level Commissioners - Repairs to broken inlet (Kent's Inlet) 871.04 174.21 1,045.25 13/03/2018 Middle Level Commissioners - Contribution to Eel Research (University of Hull) 100.00 0.00 100.00 28/03/2018 Information Commissioner - Data Protection Registration renewal 35.00 0.00 35.00 28/03/2018 Middle Level Commissioners - Fees (Production of Board Report) 70.50 14.10 84.60 28/03/2018 Middle Level Commissioners - Administration charge, postages, telephone charges, stationery and Health and Safety contract 3,071.00 614.20 3,685.20
27,364.97 5,105.02 32,469.99
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HUNDRED FOOT WASHES INTERNAL DRAINAGE BOARD BUDGET 2018/2019
Draft Budget Actual budget 2017/2018 2017/2018 2018/2019 Remarks £ £ £
1 Insurances 450 226 275 A - Slubbing - 364.5 hrs 14,370 2 Drainworks (including Environmental Superintendents fees 1,310 measures), repairs and renewals, Cleaning culverts 170 Washes Superintendents' fees etc 15,000 16,254 A 15,000 B Fees and miscellaneous 404 16,254 3 Administration charge, Health and Safety contract, Audit fee, B - Slubbing - 250 hrs @ 40.00 10,000 printing, stationery, advertising, Spreading 3,000 Association of Drainage Superintendents fees 1,320 Authorities subscriptions etc 6,400 6,165 6,375 Cleaning culverts 170 Fees and miscellaneous 510 4 Environment Agency - Precept 1,214 1,214 1,232 15,000
C - Provision for inspection of inlets 5 Improvement works: Inlet structures 1,000 C 4,819 D 1,000 C D - Repairs to Kent's inlet 871 Installation of pipe & flap valve 3,948 24,064 28,677 23,882 4,819
LESS Government grant, Deposit Accounts interest etc 29 126 20 Rate raised 17/18 - 20.00p - £20,641 24,035 28,551 23,862 General fund balance at 31.03.2018 - £24,898
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Hundred Foot Washes Internal Drainage Board
Rate and levy requirements
Under Section 37 of the Land Drainage Act 1991, the appropriate proportions in which the net expenditure of the Board must be borne for 2018/2019 is:-
a) Proportion to be borne by the Agricultural Sector – 99.39% b) Proportion to be borne by Special levies issued to:-
Borough Council of Kings Lynn and West Norfolk – 0.57% East Cambridgeshire District Council - 0.04% 0.61%
The product of a rate of 1p in the £ on Agricultural land and buildings is £1,026.
In 2018/2019 a rate of 1p together with corresponding Special levies would raise £1,032.
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Revenue cash in balance on 31st March 2018 - £24,898.
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The estimated net expenditure in 2018/2019 is £23,862 and is equivalent to:-
a) a rate in the £ on Agricultural land and buildings of 23.12p
b) a Special levy on the Borough Council of Kings Lynn and West Norfolk of £138 and
c) a Special levy on East Cambridgeshire District Council of £9.
In 2017/2018 a rate of 20.00p in the £ was raised together with Special levies of £119 on the Borough Council of Kings Lynn and West Norfolk and £7 on East Cambridgeshire District Council.
The Board should give consideration to the future level of balances required when setting the rate for 2018/2019.
D C THOMAS
Clerk to the Board
April 2018
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