ISLE OF AXHOLME AND NORTH NOTTINGHAMSHIRE WATER LEVEL MANAGEMENT BOARD
Minutes of a Meeting of the Board held at Beckingham Recreation Room on Tuesday, 23rd January 2018 at 10.00 a.m.
Elected Members Nominated by North Lincolnshire Council * Messrs M.A. Harris (Chairman) * Cllr R. Allcock * R. Adam (Vice-Chairman) * Mr N. Arrand A. Barker * Cllr J. Briggs * P. Bradwell * Cllr Mrs J. Reed * G.R.J. Bramhill Mr J. Smith * J. Coggon Cllr D. Robinson * P. Cornish * Cllr D.J. Rose * K. Durdy Mr G. Wilson * R. Mason Three vacancies M. Wagstaff Nominated by Bassetlaw District Council S. White * Cllr Mrs H. Brand * M.T. Smith * Cllr Mrs J.M. Sanger
* Present
* Messrs A. McGill (Chief Executive) * D.J. Sisson (Engineer) * R.A. Brown (Works Manager) * Mesdames J.D. Watson (Operations Director) * L. Parker (Finance Assistant)
* In attendance
The Chairman congratulated Cllr Mrs J. Sanger who had been awarded an MBE for her services to charity and the community.
1. APOLOGIES
Apologies for absence were received from Messrs A. Barker, M. Wagstaff, S. White and G. Wilson.
2. DECLARATIONS OF INTEREST
Mr R. Allcock - item 13(4) and item 16 (3.2).
Mr J. Briggs - item 16 (PA/2017/1977).
3. NOTIFICATION OF ITEMS OF ANY OTHER BUSINESS
None.
4. BOARD MINUTES (Pages 356 to 366)
RESOLVED
That the minutes of the meeting of the Board held on 28th November 2018 be confirmed as a correct record.
5. MATTERS ARISING
The Chief Executive reported that the Engineer had agreed to continue full time until October 2018 and would then reduce to three days a week.
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Minutes of an Isle of Axholme and North Nottinghamshire Water Level Management Board meeting held on 23rd January 2018
RECEIVED
6. PLANT A COMPENSATION COMMITTEE MINUTES
The Operations Director reported on the five tenders received for a new excavator and these were considered in detail. All were within the budget of £175,000. The tenders had been evaluated by Officers and the whole life cost of the machines was reported together with trade-in price and warranty details. Overall, Officers considered that the Volvo machine would be the most suitable as this offered a longer warranty, good local servicing and included a reduced tail swing which could be useful when working on roadsides. The Chairman of the Plant Committee had reviewed the tenders and fully supported the purchase of the Volvo. The purchase was proposed by Cllr J. Briggs and seconded by Cllr R. Allcock.
Officers reported that the bush at Garthorpe (brought up under any other business) had been removed.
RESOLVED
(a) That the minutes of the Plant and Compensation Committee held on 6th November 2017 be confirmed as a correct record subject to the recommendation in 6:2 being amended to 'Caterpillar' rather than 'Case' and minute 7 being amended to 'Gathorpe' rather than 'Everton'.
(b) That the Board purchase a Volvo EWR150E wheeled excavator at a cost of £159,000 less trade in of £18,000; the order to be placed immediately for payment and delivery early in the 2018/19 financial year.
7. FINANCE COMMITTEE MINUTES
It was noted that Cllr Mrs J. Sanger had given her apologies for the meeting and agreed that the minutes would be amended accordingly.
RESOLVED
That the minutes of the Finance Committee held on 6th November 2017 be confirmed as a correct record subject to the amendment noted above.
8. DRAINAGE RATES AND SPECIAL LEVIES
Officers reported that £6,573.92 remained outstanding in respect of drainage rates at 15th January 2018. A total of 98.46% of drainage rates had been collected and special levies had been paid in full.
RECEIVED
9. FINANCE
The Accounts Assistant presented a detailed report for the period up to 31st December 2017 which showed income of £1,024,134 and expenditure of £940,986 giving a surplus of £83,147. Income for the period was slightly higher than estimated largely due to unbudgeted rechargeable works and grant income. Expenditure was £300,679 less than estimated for the period with lower pumping costs and the drain maintenance programme coming in under budget and capital works being behind schedule. Plant purchases showed as over budget but Officers would investigate this and report to the next meeting.
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Minutes of an Isle of Axholme and North Nottinghamshire Water Level Management Board meeting held on 23rd January 2018
Cash reserves and investments showed a total of £1,837,298 at 31st December 2017. Loans outstanding totalled £376,919.94.
Officers presented a schedule of payments over £500 that had been made since the last Board meeting.
RESOLVED
That the Board's financial position be noted and that the payment schedule be approved.
10. ESTIMATES OF INCOME AND EXPENDITURE FOR THE YEAR 1ST APRIL 2018 TO 31ST MARCH 2019
Officers presented the attached estimates of income and expenditure for 2018/19 for consideration. These had been considered in detail by the Finance Committee.
The forecast outturn for 2017/18 was £1,499,869, which would give an expected deficit at the year-end of £214,034. This was largely due to delayed loan income in respect of South Street Pumping Station, which the Board had agreed to postpone until 2018/19 in order to undertake the Kelfield project. Officers expected expenditure to be lower than originally estimated with £35,000 of savings being made on drain maintenance.
Officers reported that the 2018/19 estimates had been prepared allowing a 2% increase on this year's costs, including wages and salaries. The drain maintenance budget would, however, be reduced as costs had historically come in under budget.
The estimate for 2018/19 showed a gross expenditure of £1,649,609 and income of £503,721. A total of £1,145,888 would be funded from drainage rates and special levies giving a surplus of £39,477 to be added to balances.
In response to the Chairman, the Chief Executive reported that the formula for recharges was being reviewed in line with the recommendation made by the Internal Auditor. The result would be reported back to the Board for approval before implementation on 1st April 2018.
The Chief Executive reported that plant costs were being reviewed and would be separated to show purchase cost and running cost.
RESOLVED unanimously
(a) That the attached estimates of net expenditure for the year commencing 1st April 2018 be approved in the total sum of £1,145,888.
(b) That the amounts to be raised by means of drainage rates in respect of agricultural land and buildings, special levies on the local charging authorities and estimates of the amount from balances, for the year commencing 1st April 2018 be as follows:
(i) by drainage rates levied in respect of agricultural land and buildings - £446,248,
(ii) by special levy on North Lincolnshire Council - £635,466,
(iii) by special levy on Bassetlaw District Council - £94,238,
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Minutes of an Isle of Axholme and North Nottinghamshire Water Level Management Board meeting held on 23rd January 2018
(iv) by special levy on East Riding of Yorkshire Council - £7,991,
(v) by special levy on Doncaster Metropolitan Borough Council - £1,412, and
(vi) by addition to balances - £37,477.
(c) That the special levy for the financial year commencing 1st April 2018 on North Lincolnshire Council be made and sealed in the sum of £635.466.
(d) That the special levy for the financial year commencing 1st April 2018 on Bassetlaw District Council be made and sealed in the sum of £94,238.
(e) That the special levy for the financial year commencing 1st April 2018 on East Riding of Yorkshire Council be made and sealed in the sum of £7,991.
(f) That the special levy for the financial year commencing 1st April 2018 on Doncaster Metropolitan Borough Council be made and sealed in the sum of £1,412.
(g) That the statutory record of levies be made up.
(h) That the drainage rate for the financial year commencing 1st April 2018 be made and sealed in the total sum of 13.78 pence in the pound.
11. OPERATIONS REPORT
Officers reported that the summer maintenance programme had been completed on target and below budget and that winter works were progressing well with Steelgoose and Kelfield East Drain already underway. Kelfield Catchwater, Axholme Game Farm Branch, Toft Dyke, Smeath Lane Drain and Gunns Beck would commence shortly (see minute 13). All winter works should be completed by the end of March. The Operations Director reported that if local levy funding became available for the works detailed in minute 13:4 overleaf, some of the reforming works may have to be delayed.
The Operations Manager reported that all plant/machinery was working well, although some problems had been highlighted by the oil report on the Volvo which showed high levels of iron in the hydraulic oil and filters. The oil and filters had been changed and the pumps inspected as recommended and Officers would monitor this. The Operations Manager confirmed that all major plant items not in use were being kept under cover.
The Operations Director reported that Pumping Stations were all operating satisfactorily. Three refurbishments were due in April 2018 (Cow Lane, Rushcarr and Kelfield) to ensure this continued.
In response to the Vice-Chairman, the Operations Director reported that once the new employees had been trained there would be four excavator drivers and two flail drivers which should give sufficient cover for the Board to complete all works during the year. Due to the cost of training and the requirement to complete a certain number of hours for operatives to retain their cards, it was not considered cost effective to train all operatives to undertake all tasks.
Rainfall figures and pump run hours were presented for information.
RECEIVED
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Minutes of an Isle of Axholme and North Nottinghamshire Water Level Management Board meeting held on 23rd January 2018
12. COMPENSATION RATES
The Operations Director presented the following compensation rates for maintenance works which had been calculated in accordance with the Board's approved rates:
2017/18 Rate 2018/2019 Rate (per acre) (per acre) Crop Loss with Notice of Entry Cereal £254.70 Cereal £253.80 Oilseed Rape £273.38 Oilseed Rape £264.75 Crop Loss without Notice (Sep-Feb) Cereal £382.05 Cereal £380.70 Oilseed Rape £410.06 Oilseed Rape £397.13 Crop Loss without Notice (Mar-Harvest) Cereal £509.40 Cereal £507.60 Oilseed Rape £546.75 Oilseed Rape £529.50 Grazing Land £150 £150
Grazing Land reinstatement work £200 £200
Permanent Loss of Use of Land £7,470 TBC (£7,311 - Sep 17)
Weedcutting Cereal 25p Cereal 25p (per Linear Metre) Oilseed Rape 54p Oilseed Rape 52p
It was noted that the figures for land loss were not yet available and that these would be presented to the Committee meeting in March.
In response to Mr P. Cornish, the Operations Director reported that vegetables and root crops were calculated in accordance with rates in the John Nix pocket book.
The Vice-Chairman queried whether the current policy of avoiding standing crops was the most cost-effective method or if it would be cheaper to continue through crops and pay compensation. Although he recognised that the Board must work with the landowners, he suggested that this should be considered and the cost implications of returning to complete work on small sections be taken into account. The Operations staff reported that where only one field was affected, work would continue but if several fields were involved then it would be more cost effective to return when the crops were off. More expensive crops would be avoided wherever possible.
RESOLVED
That the compensation rates for crop loss arising from maintenance work undertaken by the Board be updated as above in line with the Board's policy.
13. ASSET RENEWAL AND REFURBISHMENT PROJECTS
13:1 Kelfield, Black Dyke and Southfield Pumped Catchments
As reported above reforming of the Kelfield East Drain was underway.
Tenders had been sought from five contractors for a new control panel at Kelfield Pumping. The Engineer reported that three tenders that had been returned and that these would be adjudicated by Officers to ensure that they were compliant.
RESOLVED
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Minutes of an Isle of Axholme and North Nottinghamshire Water Level Management Board meeting held on 23rd January 2018
That the Chairman and Vice-Chairman be granted delegated authority to approve the most suitable tender for the supply and installation of a new control panel at Kelfield Pumping Station within the approved budget.
13:2 Pumping Stations - Replacement Doors
New doors had been installed at Greenholme, Southfield, Kelfield and Paupers Pumping Stations as part of the refurbishments.
RECEIVED
13:3 Reforming Works Programme
Mitigation mowing was due to commence in February on Toft Dyke, Guns Beck and Smeath Lane Drain prior to reforming works which would be undertaken before the summer maintenance period.
RECEIVED
13:4 Local Levy Funding
The Engineer reported that in response to an anticipated underspend in local level funding, Officers had submitted a bid to a sub-committee of the Trent Regional Flood and Coastal Committee (RFCC), for local levy contributions towards the Occupation Drain culvert renewal at Haxey and the Carr Dyke North Improvements at Retford.
The sub-committee had suggested that these works may be eligible for national Flood Defence Grant in Aid (FDGiA) and had therefore requested that in the first instance the Board submit applications for this and report back to the sub-committee if the bids were unsuccessful. The sub-committee had agreed in principle to the works at Occupation Lane should FDGiA not be forthcoming.
The collapsed culvert at Ordsall was not eligible for any outside funding.
Cllr R. Allcock stated that the Trent RFCC had approved a 2% increase in local levy funding. He emphasised that this was a valuable source of extra funding and the RFCC had been very supportive of the Boards' works.
RESOLVED
That an application for FDGiA funding be submitted for Occupation Drain culvert renewal at Haxey and the Carr Dyke North Improvements at Retford and, if unsuccessful, local levy funding be sought.
13:5 Drainage Investigations - Luddington Village and Belshaw Lane, Belton
Investigations and surveys undertaken into flooding in Luddington Village (August 2017) and Belshaw Lane (over the last few years), showed that improvement works were required. Officers suggested that these could either be carried out by the Board or in partnership with other Risk Management Authorities.
The Engineer reported that there was an issue with a riparian watercourse in Luddington which required a small amount of mudding out at the top end and some reforming further down. Investigations continued to find the most sustainable long-term solution and a further report would be made to the March Board meeting. It was highlighted that there were plans to build ten houses and the Engineer confirmed that
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Minutes of an Isle of Axholme and North Nottinghamshire Water Level Management Board meeting held on 23rd January 2018
the developer would be approached to contribute towards any necessary work to facilitate the development.
Drainage problems south of Belshaw Lane, Belton were reported and it was noted that there had been concerns about this area dating back to 2015. The riparian watercourses were in multiple ownership making enforcement difficult. Because of this, it was suggested that the Board may wish to adopt the watercourse. The Engineer referred to the attached plan and stated that reforming of the watercourse would likely be required and possibly culvert replacement to improve the flow. The area was currently very overgrown and flailing would be required before any further surveys could be undertaken.
RESOLVED
That investigations continue into the flooding problems at Luddington Village and Belshaw Lane, Belton, full reports to be presented to the Board for consideration once the investigations were complete.
14. ENVIRONMENT AGENCY (EA) AND PARTNERSHIP MATTERS
14:1 Isle of Axholme Flood Risk Management Strategy and Keadby Pumping Station
The Chief Executive presented the following update from the recent Project Board meeting:
The River Torne model was being finalised to allow for a better understanding of the Torne Catchment. This would help to confirm the future pumping capacity at Keadby whilst ensuring the Isle of Axholme Strategy was followed. The conveyance capacity (channel bed roughness) of the main rivers that flowed towards Keadby was also being reviewed as this affected how quickly water flowed to the station.
Work was ongoing with consultants and pump manufacturers to better understand a solution that utilised the existing structure as much as possible to reduce costs. Discussions regarding possible partnership funding and contributions would commence over the next few months once the revised cost for the project had been agreed.
The outline business case would be submitted in Spring 2018 with detailed design later in in the year and completion of the project by March 2021.
An open day would be held to explain the proposed work and to give members of the public an opportunity to ask questions.
Cllr R. Allcock stated that partnership funding was essential for the project; the cost must be shared by all those who benefited. The Chief Executive confirmed that the EA would be approaching all those whose water drained to the system, e.g. highways, power companies etc. Cllr J. Briggs agreed.
Cllr J. Briggs stated that it was important to start delivering the project which had been on the cards for some considerable time now.
Cllr H. Brand queried whether the timescale for delivery was realistic as the larger authorities had fixed forward financial plans. The Chief Executive agreed that this could be an issue and he would highlight this to the Project Board.
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Minutes of an Isle of Axholme and North Nottinghamshire Water Level Management Board meeting held on 23rd January 2018
The Engineer reported that there had been little progress on the Isle of Axholme Strategy since the last Board meeting but Officers had confirmed the Board's support of the benefit apportionment calculations.
RECEIVED
14:2 Snow Sewer Demaining
A teleconference had been held with Officers of the Board and the Environment Agency (EA). The Engineer reported that this had been very positive and the EA had accepted that the whole system was a flood risk management asset which reduced the valuation considerably (£180,000 to £60,000). The Board's Officers had informed the EA that the Board would be willing to take over responsibility for the asset but would only do so at nil cost and would expect a commuted sum to be paid towards future maintenance costs. There were mechanisms in place for transfer between government departments but not to internal drainage boards. The interpretation of the current rules was being looked at further as there was concern that any steps taken now could set a precedence for the future. Any agreement would need to be signed off by the Secretary of State. There was considerable support from the EA to find a solution that suited all parties which must include compliance with the Regulations, propriety and value for money.
The Chairman was keen to progress this matter as it had taken some ten years to get to this stage.
14:3 2018 Public Sector Cooperation Agreement (PSCA) Works Including River Idle Enhanced Maintenance
The Engineer reported that the lower reaches of the River Idle had been split into the following six lengths:
Section Location Length (m) Year 1 West Stockwith to Misterton Soss Railway Bridge 1860 2018/2022 2 Misterton Soss Railway Bridge to Haxey Gate 1249 2018/2022 3 Haxey Gate to North Carr 5751 2018/2022 4 North Carr to Misson 3448 2017/2018 5 Misson to Slaynes Lane 3183 2017/2018 6 Slaynes Lane to Misson 2551 2018/2022
Officers reported that work was already underway on Sections 3 and 4 clearing trees and bushes, and vegetation from pontooons. The EA would like the Board to undertake the enhanced maintenance on the River using precept money to fund this. The Board's Officers had suggested agreement to this as long as there were sufficient funds available from the precept to undertake any other necessary works in the area; the EA was confident that the necessary funding was in place.
The Water Level Management Partnership had met to discuss how water levels in the system could be improved and had evidence that lowering levels in the downstream section would be of benefit. The Engineer reported that the issue of water abstraction would need to be addressed but a report on this would be presented for consideration at a future Board meeting. The Chairman reported that Messrs P. Cornish and J. Coggon were on the Water Level Management Committee and had been very helpful keeping this on track. He emphasised that it was not possible to retain high levels just for the benefit of the SSSIs, the levels needed to be managed for the benefit of the whole area.
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Minutes of an Isle of Axholme and North Nottinghamshire Water Level Management Board meeting held on 23rd January 2018
RESOLVED
That the Board support the use of the precept money to fund work on the River Idle as long as this did not have a detrimental effect on other rivers in the area.
15. ENVIRONMENTAL REPORT
15:1 Association of Drainage Authorities (ADA)/Environment Agency (EA) Eel Liaison Group
The Engineer reported that ADA had made strong representations on the issues with the present delivery of the Eel Regulations, particularly affordability, proportionate cost and incremental benefits.
Currently the Board allocated 5% on refurbishment and replacement schemes for eel measures and this amount had been accepted as reasonable. The EA’s Fisheries Teams would expect measures to be delivered if the environmental Benefit Cost Ratio was over 1.5 but recognised that, as public bodies, IDBs were bound by public spending rules, and if the money was not available an exemption would be granted.
Along with ADA. Internal Drainage Boards (IDBs) had provided funding for research conducted by the Environment Agency and Hull International Fisheries Institute research. These findings would provide evidence to allow the EA to evidence its decisions on implementation of the Eel Regulations and advise on pragmatic solutions. At the moment, installation of fish friendly pumps seemed the most likely solution for IDB pumping stations, if, as at Boygrift (in the Lindsey Marsh Drainage Board’s area) it was possible to remove bends from the discharge pipe work so that eels and fish were not damaged when passing through the pipe work.
The Eel Liaison Group was undertaking a review of the current delivery across catchments; this would allow them to advise the Environment Agency when they reviewed the delivery of the Eel Regulations for both EA and IDB pumping stations.
RECEIVED
15:2 Kelfield and Black Dyke Pumping Stations
The Engineer confirmed that the following eel exemptions had been extended:
(a) Black Dyke Pumping Station - to 31st December 2022 to allow the trials before a decision on possible decommissioning.
(b) Kelfield Pumping Station - to 30th September 2018 to allow the fitting of a fish friendly pump. RECEIVED
15:3 Keadby Warping Drain - Fencing
The Engineer confirmed that fencing was due to commence in February and all work would be completed by the end of March 2018.
In response to Mr G.R.J. Bramhill, the Engineer confirmed that there was someone interested in renting the area of land for grazing of goats or sheep.
Mr P. Bradwell stated that there had been reports of mink in this area; the Board's Environmental Officers would be asked to investigate.
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Minutes of an Isle of Axholme and North Nottinghamshire Water Level Management Board meeting held on 23rd January 2018
RECEIVED
15:4 Water Resources Abstraction Licences
Previously some IDB abstraction of water from main rivers was licensed, but most operated under exemptions. The Engineer stated that these exemptions had now been removed and the Board would be required to apply for abstraction licenses. The Board had until 31st December 2018 to license all abstraction points that exceeded 20m3 per day.
RESOLVED
That a full report be provided to the next Board meeting detailing the number of abstractions and the cost of obtaining licenses.
16. DELEGATED MATTERS - PLANNING, BYELAWS AND SUPERVISORY ROLE
16:1 Byelaw Applications
The Engineer reported that no Byelaw Consents had been issued since the last Board meeting.
RECEIVED
16:2 Section 23 Applications
The Engineer reported that no Section 23 Consents had been issued since the last Board meeting.
RECEIVED
16:3 Planning Applications
Officers reported that observations had been made on four planning applications since the last meeting. One objection had been raised to planning application number 17/01426/Ful as development was within eight metres of a Board maintained watercourse.
RECEIVED
17. HEALTH AND SAFETY
The Operations Director had no issues to report.
RECEIVED
18. ASSOCIATION OF DRAINAGE AUTHORITIES (ADA)
18:1 ADA Trent Branch Meeting
The next Branch meeting would be held at 10.00 a.m. on Thursday, 22nd February 2018, at the Doncaster Knights Rugby Club, Armthorpe Road, Doncaster. It was noted that this meeting would be hosted by the Board. The Chairman encouraged Members to attend.
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Minutes of an Isle of Axholme and North Nottinghamshire Water Level Management Board meeting held on 23rd January 2018
The Branch Annual General Meeting would be held on 7th June 2018.
RESOLVED
That the Chairman, Vice-Chairman, Messrs P. Bradwell, J. Coggon, P. Cornish, K. Durdy and Cllr R. Allcock represent the Board at the ADA Trent Branch meeting on 22nd February 2018.
18:2 Nominations for ADA Executive Board
The Chief Executive reported that nominations were being sought for the ADA Executive Board. Nominations could be made by any Trent Branch member, e.g. an internal drainage board, the Environment Agency, or the Lead Local Flood Authority, by 12 noon on 31st January 2018.
The term of office of the current Trent Branch Director (Mr M.A. Harris) had now expired and Mr W.J. Staunton (Chairman of the Trent Valley Internal Drainage Board) had indicated that he would be prepared to stand.
RESOLVED
That the Board nominate Mr W.J. Staunton as the Trent Branch representative on the ADA Executive Board.
19. DONCASTER EAST INTERNAL DRAINAGE BOARD
In response to the Vice-Chairman, the Chief Executive confirmed that Lindsey Marsh Drainage Board had entered into a contract to provide services to the Doncaster East Internal Drainage Board from 1st January 2018.
Messrs P. Cornish and K. Durdy declared an interest as members of the Doncaster East Internal Drainage Board.
RECEIVED
CHAIRMAN
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