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the Goole Fields District Drainage Board with the approval of the Secretary of State under Paragraph 3(1) of the Second Schedule to the Land Drainage Act, 1991. The relevant statutory provisions governing the proceedings of an Internal Drainage Board are set out in the Annex to these Rules for reference purposes Regulations as to Proceedings 1. Meetings of the Board will be open to the public and press who will on the invitation of the Chairman be able to speak at the meeting. The Board can name a resolution to exclude the public and/or press from a meeting or part thereof:- (a) Every third year, following an election of members, the Board will hold a Meeting at which the election of Chairman and Vice Chairman will be made. (b) The Board will hold a meeting at which the drainage rate and special levies will be set to enable the latter to be served on the special levy council by no later than the 15th February in respect to the following financial year. (c) In the event of the need for an emergency meeting the notice will be waived. 2. For each meeting, other than one arranged as an emergency meeting, members will receive an Agenda and any accompanying papers by post or other means despatched at least seven days before the meeting. 3. No business shall be transacted by the Board, other than that which appears on the Agenda, unless 75% of the members present agree to any such additional issue being discussed. 4. (a) A formal meeting of the Board cannot be conducted unless one third of the current members, but a minimum of three, are present at the start of and during the meeting (currently three). If departures reduce the number below three then the Chairman will terminate the meeting at that point. (b) All resolutions and proposals will be decided by a majority of votes of the members present. (c) In the case of an equality of votes at any meeting, the Chairman for the time being of such meeting shall have a second or casting vote. 5. The Board shall meet at a venue to be determined from time to time with such venue being confirmed in the agenda for that meeting. 6. The Board shall, as soon as they conveniently can, appoint a Chairman and Vice-Chairman. The term of office of such Chairman and Vice Chairman shall continue until the first meeting of the Board after the next election following his appointment 7. If any vacancy occurs in the office of Chairman or Vice-Chairman, the Board shall as soon as they conveniently can after the occurrence of such vacancy, choose some one of their number to fill such vacancy. 8. (a) At any meeting of the Board the Chairman, if present, shall preside. (b) If the Chairman is absent from a meeting of the Board, the Vice-Chairman, if present, shall preside. Proceedings of the Board 2020.doc Page -3- (c) If at any meeting of the Board both the Chairman and Vice-Chairman are not present at the time the members present shall choose from someone of their number to be Chairman of such meeting. 9. The Board shall cause Minutes to be made of all meetings and recorded in an appropriate form:- (a) of all appointments of Officers made by the Board (b) of the names of the members present at each meeting of the Board and Committees or Sub-Committees of the Board (c) of all orders made by the Board and Committees or Sub-Committees of the Board, and (d) of all resolutions and proceedings of meetings of the Board and of Committees or Sub-Committees of the Board The Board will approve, with or without amendments, the minutes of the preceding meeting and these will be duly signed by the Chairman together with any financial statements presented at the meeting 10. All proceedings, resolutions and reports of every Committee or Sub-Committee intended to be laid before the Board shall be circulated among the members of the Board at least seven days before the meeting of the Board at which the same are to be submitted Committees or Sub-Committees 11. The Board may appoint such Committees or Sub-Committees as they think fit but all acts of any Committee or Sub-Committee shall be subject to the approval of the Board unless the Board has delegated its powers to that Committee or Sub-Committee to deal with specific issue 12. A Committee or Sub-Committee may elect a Chairman of their meetings. If no such Chairman is elected, or if he is not present, the member present shall choose from one of their number to be Chairman of such meeting. 13. A Committee or Sub-Committee may meet and adjourn as they think proper. Proposals at any meeting shall be determined by a majority of votes of the members present, and shall be decided by a show of hands. In case of any equal division of votes the Chairman shall have a second or casting vote. 14. Regulations 9 and 10 shall apply to Minutes of Committees and Sub-Committees Standing Orders Order of Debate 15. Every proposal or amendment, other than a proposal for the approval of a Committee or Sub-Committee, shall be proposed and seconded and shall, if required, be written out and handed to the Chairman who shall read it out before it is further discussed or put to the meeting. 16. The Chairman will invite members to speak on the subject under discussion. Proceedings of the Board 2020.doc Page -4- 17. Members must declare whether they have an interest in a matter to be discussed, the Chairman then deciding what if any part of the member can take in any ensuing discussion and whether the member can vote. 18. A proposal or amendment once made shall not be withdrawn without the consent of the Board. 19. Every amendment shall be relevant to the proposal to which it is applied. 20. Whenever an amendment upon an original resolution has been proposed and seconded, no second or subsequent amendment shall be moved until the first amendment shall have been dealt with, but notice of any number of amendments may be given. 21. If an amendment is rejected then other amendments may be proposed on the original resolution or proposal. 22. If an amendment is carried the proposal as amended shall take the place of the original proposal and shall become the question upon which any further amendment may be moved. 23. No proposal to rescind any resolution which has been passed within the preceding six months, nor any proposal to the same effect as any proposal which has been negatived with the preceding six months shall be in order unless; (a) notice thereof has been given and specified in the Agenda and (b) the notice bears, in addition to the name of the member who proposed the resolution, the names of two other members; and when such resolution or proposal has been disposed of by the Board, it shall not be competent for any member to propose a similar proposal within a further period of six months. 24. Order 23 shall not apply to proposals which are moved by the Chairman or other members of the Committee or Sub-Committee in pursuance of the report of the Committee. Common Seal 25. The Common Seal of the Board shall be kept in some safe place. All deeds And other documents to which the Common Seal of the Board shall require to be affixed shall be sealed in pursuance of the Board, and in the presence of both the Chairman and the Clerk of the Board. 26. Copies of all sealed documents must be retained. Suspension of Standing Orders 27. Any one or more of the standing orders, in any case of urgency or upon resolution or proposal made on a notice duly given, may be suspended at any meeting, so far as regards any business at such meeting, provided that 75% of the members of the Board present and voting are in agreement Proceedings of the Board 2020.doc Page -5- Special Circumstances – Coronavirus * 28. In relation to any meeting held before 7th May 2021, “presence” at a meeting includes physical attendance and being present through remote attendance. “Remote attendance” means attending or participating in a meeting by electronic means, including by one or more of the following: i) telephone conference, ii) video conference, iii) live webcast, iv) live interactive streaming. 29. In relation to any meeting held before 7th May 2021, regulation 5 is suspended, and the Board shall instead provide members with relevant details to enable members to attend and participate in meetings, including remotely. The board shall provide confirmation of these details in the agenda. For these purposes, “details” includes one or more of the following: i) the venue, ii) the availability of a telephone conference facility and the manner of accessing such facility, iii) the availability of a video conference facility and the manner of accessing such facility, iv) the availability of a live webcast facility and the manner of accessing such facility, v) the availability of a live interactive streaming facility and the manner of accessing such facility. *Clauses 28 and 29 were added to the Board’s proceedings on 17 April 2020. Proceedings of the Board 2020.doc Page -6- STATUTORY PROVISIONS REGARDING THE PROCEEDINGS OF AN INTERNAL DRAINAGE BOARD SET OUT IN PARAGRAPH 3 OF SCHEDULE 2 TO THE LAND DRAINAGE ACT 1991. Proceedings of Internal Drainage Board 3. (1) An Internal Drainage Board may, with the approval of the relevant Minister, make Rules:- (a) for regulating the proceedings of the Board, including quorum, place of meetings and notice to be given of meetings; (b) with respect to the appointment of a Chairman and Vice-Chairman. (c) for enabling the Board to constitute committees; and (d) for authorising the delegation to committees of any of the powers of the Board and for regulating the proceedings of committees, including quorum, place of meetings and notices to be given of meetings. (2) The first meeting of an Internal Drainage Board shall be held on such day and at such time and place as may be fixed by the relevant Minister; and the relevant Minister shall cause notice of the meeting to be sent by post to each member of the Board not less than fourteen days before the appointed day. (3) Any member of an Internal Drainage Board who is interested in any company with which the Board has, or proposes to make, any contract shall (a) disclose to the Board the fact and nature of his interest; and (b) take no part in any deliberation or decision of the Board relating to such contract; And such disclosure shall be forthwith recorded in the Minutes of the Board. (4) A Minute of the proceedings of a meeting of an Internal Drainage Board, or of a Committee of such a Board, purporting to be signed at that or the next ensuing meeting by a describing himself as, or appearing to be, the Chairman of the meeting to the proceedings of which the Minute relates:- (a) shall be evidence of the proceedings; and (b) shall be received in evidence with further proof (5) Until the contrary is proved – (a) every meeting in respect of the proceedings of which a Minute has been so signed shall be deemed to have been duly convened and held; (b) all the proceedings at any such meeting are the proceedings of a committee, the committee shall be deemed to have been duly constituted and to have had power to deal with the matters referred to in the minute. (6) The proceedings of an Internal Drainage Board shall not be invalidated by any vacancy in the membership of the Board or by any defect in the appointment or qualification of any member of the Board. Proceedings of the Board 2020.doc Page -7- At the Meeting of the Board held on 16th June 2020 the Board Resolved to accept the foregoing Standing Orders. Signed and Sealed on 16th June 2020 …(Signed)……………………………………………………………………. Chairman …(signed)……………………………………………………………………. Clerk Proceedings of the Board 2020.doc Page -8- ANCHOLME, GOOLE AND AIRMYN, GOOLE FIELDS, SCUNTHORPE & GAINSBOROUGH, SOW AND PENK INTERNAL DRAINAGE BOARDS STANDING ORDERS The Secretary of State for Environment, Food and Rural Affairs, by virtue of the power contained in paragraph 3 of Schedule 2 to the Land Drainage Act 1991, HEREBY APPROVES these standing orders. C A Tidmarsh for and on behalf of the Secretary of State Date: 17 April 2020 0HHWLQJ3DSHUV 6XPPHU $33(1',;%±6HFWLRQVRIWKH$*$5 &RSLHV RI WKH UHOHYDQW VHFWLRQV RI WKH $QQXDO *RYHUQDQFH $FFRXQWDELOLW\ 5HWXUQ FDQ EH IRXQGRYHUWKHIROORZLQJSDJHV *RROH)LHOGV''%3DSHUV6XPPHUGRF Section 1 – Annual Governance Statement 2019/20 :HDFNQRZOHGJHDVWKHPHPEHUVRI GOOLE FIELDS DISTRICT DRAINAGE BOARD ENTER NAME OF AUTHORITY our responsibility for ensuring that there is a sound system of internal control, including arrangements for WKHSUHSDUDWLRQRIWKH$FFRXQWLQJ6WDWHPHQWV:HFRQ¿UPWRWKHEHVWRIRXUNQRZOHGJHDQGEHOLHIZLWK UHVSHFWWRWKH$FFRXQWLQJ6WDWHPHQWVIRUWKH\HDUHQGHG0DUFKWKDW Agreed Yes No* ‘Yes’ means that this authority: 1. :HKDYHSXWLQSODFHDUUDQJHPHQWVIRUHIIHFWLYH¿QDQFLDO prepared its accounting statements in accordance management during the year, and for the preparation of ✔ with the Accounts and Audit Regulations. the accounting statements. 2. We maintained an adequate system of internal control made proper arrangements and accepted responsibility including measures designed to prevent and detect fraud ✔ for safeguarding the public money and resources in DQGFRUUXSWLRQDQGUHYLHZHGLWVHIIHFWLYHQHVV its charge. 3. We took all reasonable steps to assure ourselves has only done what it has the legal power to do and has that there are no matters of actual or potential complied with Proper Practices in doing so. QRQFRPSOLDQFHZLWKODZVUHJXODWLRQVDQG3URSHU ✔ 3UDFWLFHVWKDWFRXOGKDYHDVLJQL¿FDQW¿QDQFLDOHIIHFW on the ability of this authority to conduct its EXVLQHVVRUPDQDJHLWV¿QDQFHV 4. We provided proper opportunity during the year for during the year gave all persons interested the opportunity to WKHH[HUFLVHRIHOHFWRUV¶ULJKWVLQDFFRUGDQFHZLWKWKH ✔ inspect and ask questions about this authority’s accounts. requirements of the Accounts and Audit Regulations. 5. We carried out an assessment of the risks facing this FRQVLGHUHGDQGGRFXPHQWHGWKH¿QDQFLDODQGRWKHUULVNVLW authority and took appropriate steps to manage those ✔ faces and dealt with them properly. risks, including the introduction of internal controls and/or H[WHUQDOLQVXUDQFHFRYHUZKHUHUHTXLUHG 6. We maintained throughout the year an adequate and DUUDQJHGIRUDFRPSHWHQWSHUVRQLQGHSHQGHQWRIWKH¿QDQFLDO effective system of internal audit of the accounting ✔ controls and procedures, to give an objective view on whether records and control systems. internal controls meet the needs of this smaller authority. 7. We took appropriate action on all matters raised ✔ responded to matters brought to its attention by internal and in reports from internal and external audit. external audit. 8. :HFRQVLGHUHGZKHWKHUDQ\OLWLJDWLRQOLDELOLWLHVRU disclosed everything it should have about its business activity commitments, events or transactions, occurring either during the year including events taking place after the year GXULQJRUDIWHUWKH\HDUHQGKDYHD¿QDQFLDOLPSDFWRQ ✔ end if relevant. WKLVDXWKRULW\DQGZKHUHDSSURSULDWHKDYHLQFOXGHGWKHP in the accounting statements. 9. (For local councils only) Trust funds including Yes No N/A has met all of its responsibilities where, as a body charitable. In our capacity as the sole managing corporate, it is a sole managing trustee of a local WUXVWHHZHGLVFKDUJHGRXUDFFRXQWDELOLW\ trust or trusts. responsibilities for the fund(s)/assets, including ¿QDQFLDOUHSRUWLQJDQGLIUHTXLUHGLQGHSHQGHQW examination or audit. 3OHDVHSURYLGHH[SODQDWLRQVWRWKHH[WHUQDODXGLWRURQDVHSDUDWHVKHHWIRUHDFKµ1R¶UHVSRQVHDQGGHVFULEHKRZWKH DXWKRULW\ZLOODGGUHVVWKHZHDNQHVVHVLGHQWL¿HG7KHVHVKHHWVPXVWEHSXEOLVKHGZLWKWKH$QQXDO*RYHUQDQFH6WDWHPHQW 7KLV$QQXDO*RYHUQDQFH6WDWHPHQWZDVDSSURYHGDWD 6LJQHGE\WKH&KDLUPDQDQG&OHUNRIWKHPHHWLQJZKHUH PHHWLQJRIWKHDXWKRULW\RQ DSSURYDOZDVJLYHQ DD/MM/YY SIGNATURE REQUIRED DQGUHFRUGHGDVPLQXWHUHIHUHQFH Chairman MINUTE REFERENCE SIGNATURE REQUIRED Clerk Other information required by the Transparency Codes (not part of Annual Governance Statement) $XWKRULW\ZHEDGGUHVV WWW.SHIREGROUP-IDBS.GOV.UKAUTHORITY WEBSITE ADDRESS Annual Governance and Accountability Return 2019/20 Part 3 29 Local Councils, Internal Drainage Boards and other Smaller Authorities* Section 2 – Accounting Statements 2019/20 for GOOLE FIELDSENTER DISTRICTNAME OF AUTHORITY DRAINAGE BOARD Year ending Notes and guidance 31 March 31 March 3OHDVHURXQGDOO¿JXUHVWRQHDUHVW 'RQRWOHDYHDQ\ 2019 2020 ER[HVEODQNDQGUHSRUW RU1LOEDODQFHV$OO¿JXUHVPXVW £ £ DJUHHWRXQGHUO\LQJ¿QDQFLDOUHFRUGV 1. Balances brought Total balances and reserves at the beginning of the year IRUZDUG 27,685 30,592 DVUHFRUGHGLQWKH¿QDQFLDOUHFRUGV9DOXHPXVWDJUHHWR Box 7 of previous year. 2. 3UHFHSWRU5DWHVDQG 7RWDODPRXQWRISUHFHSW RUIRU,'%VUDWHVDQGOHYLHV Levies 26,782 26,782 received or receivable in the year. Exclude any grants received. 3. 7RWDORWKHUUHFHLSWV Total income or receipts as recorded in the cashbook less 2 152 the precept or rates/levies received (line 2). Include any grants received. 4. 6WDIIFRVWV Total expenditure or payments made to and on behalf of all employees. Include gross salaries and wages, 00employers NI contributions, employers pension contributions, gratuities and severance payments. 5. /RDQLQWHUHVWFDSLWDO Total expenditure or payments of capital and interest repayments 00made during the year on the authority’s borrowings (if any). 6. $OORWKHUSD\PHQWV Total expenditure or payments as recorded in the cash- 23,877 28,790 book less staff costs (line 4) and loan interest/capital repayments (line 5). 7. (=) Balances carried Total balances and reserves at the end of the year. Must IRUZDUG 30,592 28,736 equal (1+2+3) - (4+5+6). 8. Total value of cash and The sum of all current and deposit bank accounts, cash short term investments 34,671 28,148 holdings and short term investments held as at 31 March – To agree with bank reconciliation. 9. 7RWDO¿[HGDVVHWVSOXV The value of all the property the authority owns – it is made long term investments 150,000 150,000 XSRIDOOLWV¿[HGDVVHWVDQGORQJWHUPLQYHVWPHQWVDVDW and assets 31 March. 10. 7RWDOERUURZLQJV The outstanding capital balance as at 31 March of all loans 00from third parties (including PWLB). 11. (For Local Councils Only) Disclosure note Yes No The Council, as a body corporate, acts as sole trustee for re Trust funds (including charitable) and is responsible for managing Trust funds or assets. 1%7KH¿JXUHVLQWKHDFFRXQWLQJVWDWHPHQWVDERYHGR not include any Trust transactions. I certify that for the year ended 31 March 2020 the Accounting ,FRQ¿UPWKDWWKHVH$FFRXQWLQJ6WDWHPHQWVZHUH Statements in this Annual Governance and Accountability DSSURYHGE\WKLVDXWKRULW\RQWKLVGDWH Return have been prepared on either a receipts and payments RULQFRPHDQGH[SHQGLWXUHEDVLVIROORZLQJWKHJXLGDQFHLQ DD/MM/YY Governance and Accountability for Smaller Authorities – a Practitioners’ Guide to Proper Practices and present fairly DVUHFRUGHGLQPLQXWHUHIHUHQFH WKH¿QDQFLDOSRVLWLRQRIWKLVDXWKRULW\ 6LJQHGE\5HVSRQVLEOH)LQDQFLDO2I¿FHUEHIRUHEHLQJ MINUTE REFERENCE presented to the authority for approval SIGNATURE REQUIRED 6LJQHGE\&KDLUPDQRIWKHPHHWLQJZKHUHWKH$FFRXQWLQJ 6WDWHPHQWVZHUHDSSURYHG DD/MM/YY SIGNATURE REQUIRED Date Annual Governance and Accountability Return 2019/20 Part 3 30 Local Councils, Internal Drainage Boards and other Smaller Authorities* 0HHWLQJ3DSHUV 6XPPHU $33(1',;&±&RUUHVSRQGHQFHZLWK1DWXUDO (QJODQG 'HWDLOVRIWKHPHHWLQJWKDWWRRNSODFHRQ'HFHPEHU19DORQJZLWK1DWXUDO(QJODQG¶V UHVSRQVHFDQEHIRXQGRYHUWKHIROORZLQJSDJHV *RROH)LHOGV''%3DSHUV6XPPHUGRF Goole Fields DDB, Owner/Occupiers and Natural England Meeting 5th December 2019 Attendees Goole Fields Chairman - Mr Michael Dougherty - Goole Fields Board Members – John Barker, Martin Belton, John Oldridge, Douglas McTaggart Mr Charles Tindall – ratepayer Mr Fred Cawkwell – ratepayer Mr Michael Glew – ratepayer Mr Andrew Wraith – Land Agent Mr Tim Kohler – Natural England Mr Ian Benn – Clerk to the Board Mr Paul Jones – Engineer to the Board Purpose To understand the current position and forward outlook from Natural England in relation to water being held on Thorne Moors adjacent Goole Fields which is causing injury to adjacent owner/occupiers. Overview • Water is being retained in the northern area of Thorne Moors adjacent Goole Fields to improve the condition of the SSSI. • There is a historical bund between the retained water and Goole Fields which is owned by multiple owner/occupiers. • Water is being retained several feet above historical levels, (Note: water levels were held significantly lower to facilitate peat extraction). • Natural England have to utilise pumps to effectively balance water levels on the Moor to maintain a constant water level for the SSSI and assist in removing excess rainfall. Unfortunately the ‘new’ pump that was installed as part of the water level management plan has not been operating for several months, resulting in the old diesel pump being pressed back into service. • Surface and ground water from the retained area is escaping from the SSSI and causing injury to adjacent owner/occupiers which is exaggerated during intense rainfall events. • Notable injury has been caused during in 2017 and 2019 during exceptional rainfall. • Owner/occupiers have the right to claim for injury through the Land Drainage Act 1991 (as amended) via the Upper Land Tribunal. The DDB is not an owner/occupier and therefore cannot pursue any claims for injury. • The Goole Fields DDB Pumping Station is not designed to accommodate the excess water escaping from the SSSI. Shipcote Gravity outfall is restricted by the River Humber tidal cycle. The DDB pump station discharges into the Warping Drain at 165 litres per second up to a maximum of 250 litres per second. Natural England Overview of Current Position • The old diesel pump is currently operational • The new diesel pump is non-operational, and M&E Contractors have been contacted to resolve. • At the beginning of September 2019 it is claimed that water levels were similar to those in 2016 • There is a restriction on flow into Warping Drain for the Natural England pumps by Reedness & Swinefleet DB due to the potential impact on Black Dyke gravity outfall and Reedness village. • Natural England are currently running a procurement exercise for a package of work to identify effectiveness of WLM plan and issues currently affecting IDBs around the moors Moving Forwards • Owner/occupiers were provided with the reporting structure for Natural England as follows: • Natural England reporting structure noted as: Mr Tim Kohler reports to Mr Neil Pike (Team Leader) who reports to Mr Paul Duncan (Area Manager) who reports to a Senior Leadership Team under the CEO. 32 • The upcoming review into the effectiveness of WLM plan needs to incorporate the northern boundary injury and water level management issues • Additional short and medium term solutions need to be identified by Natural England as well as funding to prevent future injury to adjacent owner/occupiers. Natural England agreed Actions • Resolve issue with new diesel pump and put into operation • Continue to operate old diesel pump • Lower northern area retained water level until water escapement issues have been resolved • Seek agreement to over pump / increase discharge into Warping Drain from Reedness & Swinefleet DB. Other notes • The Chairman requested the Engineer contact Perry’s Pumps and regarding a pump vibration issue 33 34 35 6KLUH*URXSRI,'%V (SVRP+RXVH 0DOWRQ:D\ 5HGKRXVH,QWHUFKDQJH $GZLFNOH6WUHHW 'RQFDVWHU'1)( 7 LQIR#VKLUHJURXSLGEVJRYXN ZZZVKLUHJURXSLGEVJRYXN -%$&RQVXOWLQJKDVRIILFHVDW &ROHVKLOO 'RQFDVWHU 'XEOLQ (GLQEXUJK ([HWHU *ODVJRZ +D\ZDUGV+HDWK ,VOHRI0DQ /HHGV /LPHULFN 1HZFDVWOHXSRQ7\QH 1HZSRUW 3HWHUERURXJK 6DOWDLUH 6NLSWRQ 7DGFDVWHU :DOOLQJIRUG :DUULQJWRQ