CC UPPER WITHAM INTERNAL DRAINAGE BOARD Minutes of a meeting of Upper Witham Internal Drainage Board, incorporating the Annual General Meeting, held on Monday, 09th November 2015 in South Hykeham Village Hall at 2.30pm. Present: Mr. F. H. Myers (Chairman, from item 65.15). Cllr. B. Bilton. Mr. J. Boyall. Cllr. N. Craft. Mr. R.J. Epton, M.B.E., D.L. Cllr. C. Goldson. Mr. P. Gowen. Cllr. G. Hewson. Cllr. D. Jackson. Ms E.E. Jenkinson. Cllr. R. Kaberry-Brown. Mr. A.V. Kerr. Mr. D.R. Knight. Mr. R.W. Parker. Cllr. L.J. Pennell. Mr. R.J. Phillips. Mr. G.E. Porter. Mr. P.J. Roe. Mr. J.R. Scarborough (Vice Chairman, from item 66.15). Cllr. I. Stokes. Mr. C. Smith. Mrs. J.S.P. Smith. Cllr. T. Speakman. Cllr. P. Vaughan (Vice Chairman, from item 66.15). Mr. B.F. White. Cllr. Mrs. P.A. Woodman, M.B.E. Mr. P. Wright. In Attendance: Mrs. Jane Froggatt, Chief Executive. Mr. Guy Hird, Engineering Services Officer. Mr. Steve Larter, Finance Manager. Mr. Martin Shilling, Director of Operations. Ms. Lorraine Sayce, Finance and Rating Officer. This being the Board’s Annual General Meeting, the Chief Executive initially chaired the meeting. Apologies: Apologies for absence were received from Mr. R.H.P. Ballerini, Cllr. B. Charlesworth, Cllr. D. Clarke, Mr. J.R. Hollis, Cllr. Mrs. S.K. Howe, Cllr. M.J.W. Parish and Mr. S.H. White. 3961 64.15 Declarations of Members’ Interests. Members nominated by Councils declared interests relating to their respective councils. In addition, City of Lincoln nominated members and Mr. John Scarborough declared specific interests in minute 84.15 (the Lincoln Catchment Study) in relation to the potential Western Growth Corridor development. Mr. Vic Kerr declared an interest in discussion relation to the proposed Westborough Flood Alleviation Scheme at minute 74.15.3. 65.15 Election of Chairman. The Chief Executive invited nominations for the role of Chairman. There was one nomination, Mr. Fred Myers, who was proposed by Mr. Richard Parker, seconded by Mr. Paul Wright and who was supported unanimously by all members present. 66.15 Election of Vice Chairman. At the Chairman’s request, the Chief Executive remained in the chair for this agenda item. Mr. Ray Phillips proposed and Mr. Graham Porter seconded a proposal that Mr. Bob Ballerini be re-elected as Vice Chairman for the ensuing year. Mr. Richard Parker, a former Chairman of the Board, made a short statement to members about the importance of supporting the Chairman and collaborative working within the Board. Following this the proposer and seconder withdrew their nomination. Mr. Richard Parker proposed and Cllr. Mrs. Pat Woodman seconded a motion that the Board reverted to its custom, prior to 21.11.11, of having two Vice Chairmen. This was approved. The Board, having agreed to elect two Vice Chairmen, considered nominations to the role. Mr. Paul Wright proposed and Mr. Peter Roe seconded the election of Mr. John Scarborough to the role of Vice Chairman. This was agreed by all members. Cllr. Gary Hewson proposed and Cllr David Jackson seconded the election of Cllr. Pat Vaughan to the role of Vice Chairman. This was agreed by all members. It was resolved, therefore, that Mr. John Scarborough and Cllr. Pat Vaughan be elected to the 2 Vice Chairmen roles for the forthcoming year to November 2016. Furthermore, it was resolved that a letter of thanks be sent by the Chairman to Mr. Bob Ballerini for his service since November 2009 as Vice Chairman of the Board. 67.15 Chairman’s Announcements. Mr. Fred Myers took the Chair and thanked members for their continued support and his re-election as Chairman for a further year, a role he had enjoyed since November 2009. He added that he looked forward to working with members and officers in the interests of land drainage, flood protection and water levels management. 3962 He congratulated the two members elected as Vice Chairmen, Mr. John Scarborough and Cllr. Pat Vaughan. The Chairman then welcomed Ms. Emma Jenkinson to her first Board meeting. Emma is from 01.11.15 representing the electoral district of South Witham. She replaces the previous longstanding member, Mr. Bob Skelton. Members were reminded that the Board carries one vacancy, since 01.11.15, for Long Bennington, Barkston and Normanton. Finally, members were requested to update their contact details and also to complete an updated Register of Members’ interests, returning this to Witham House. 68.15 Election of members to the Finance and General Purposes Committee. Twelve members were proposed, seconded and elected to the Finance and General Purposes Committee for the forthcoming year to November 2016. These were the Chairman, the 2 Vice Chairmen, Mr. Richard Parker, Mr. Ray Phillips, Mr. Peter Roe, Mr. Paul Wright, Cllr. Nick Craft, Cllr. Tony Speakman, Cllr. Mrs. Pat Woodman, Cllr. Lance Pennell and Mrs. Jacky Smith. 69.15 Election of 6 members to the Works Committee. The six Works Committee members proposed, seconded and elected for the forthcoming year to November 2016 were the Chairman, the 2 Vice Chairmen, Mr. Peter Roe, Mr. Paul Wright and a seat would be held vacant (to be filled on an occasional basis by the relevant local representative, as and when the Committee is convened). 70.15 Election of 2 members to the ADA Lincolnshire Branch’s Environment Committee. Mr. Paul Gowen was proposed, seconded and elected as the Board’s representative on the ADA Lincolnshire Branch’s Environment Committee to November 2016. This left a second representative role vacant. 71.15 Election of 4 members and 4 deputies to represent the Board on the Group of 3 IDBs’ Joint Services Committee. Four members were proposed, seconded and elected to membership of the Joint Services Committee for the forthcoming year. These were the Chairman, the 2 Vice Chairmen and Cllr. Mrs. Pat Woodman. Cllr. Nick Craft, Mr. Richard Parker, Mr. Peter Roe and Cllr. Tony Speakman were proposed, seconded and elected as the 4 members to deputise on the Committee. 72.15 Proposed Calendar of 2016 meeting dates. Members APPROVED the following meetings dates for 2016: Meetings of the Board, South Hykeham Village Hall at 2.30pm. Monday, 25th January 2016. Monday, 25th April 2016. Monday, 06th June 2016. Monday, 26th September 2016. Monday, 21st November 2016 (+ AGM). 3963 Meetings of the Finance & General Purposes Committee, Witham House at 10am. Wednesday, 13th January 2016. Wednesday, 13th April 2016. Wednesday, 25th May 2016. Wednesday, 14th September 2016. Wednesday, 09th November 2016. It was also NOTED that joint Summer Inspections (with Witham First DIDB and Witham Third DIDB) were planned for Wednesday, 20th July and Thursday, 22nd September 2016. 73.15 Members’ Code of Conduct and Register of Members’ Interests. A copy of the Members’ Code of Conduct, approved by the Board on 13.05.13, had been circulated with the agenda as an aide memoire. In addition, a copy of the associated Register of Members’ Interests form had been circulated. Members were requested to complete this and return it to Witham House so that an up-to-date Register is maintained for all members. Members were advised of the importance of this being an accurate record. The information in the Register may be subject, for example, to an FOI request and public disclosure. 74.15 Minutes of the Board Meeting on 28.09.15. The Minutes of the Board’s previous meeting held on Monday, 28th September 2015 were proposed, seconded and APPROVED as an accurate record. MATTERS ARISING: 74.15.1 Programmed replacement of the Komatsu PC120 long reach excavator in 2016 (minute 49.15.2 refers). It was confirmed that invitations to tender for the replacement long reach excavator had indeed been sent out, and quotations closed on Friday, 06th November. These would be opened after today’s meeting and it was confirmed that if an order is placed before the usual 01st January price increase, payment would fall due only after the 01.04.16 start of 2016/17 financial year. 74.15.2 Motor Vehicles Allowances Policy (minute 51.15 refers). An update on implementation arrangements for the revised motor vehicles allowances policy was provided. The first of the commercial lease vehicles, some of the 4 x 4 double cab Isuzu vehicles, were due to arrive on 13.11.15. 74.15.3 Westborough Flood Alleviation Scheme (minute 57.15 refers). It was confirmed that the Board’s Engineer had recently completed the design brief for both phases of the potential Westborough scheme. An attempt would be made to access the Environment Agency’s 6-year Capital Investment Programme monies and, should this be unsuccessful, a partnership scheme would be assembled between the Board, LCC (as the Lead Local Flood Authority), SKDC and the Parish Council for 2016/17, to enable works to be carried out during the dry season. 3964 75.15 Minutes of the Finance & General Purposes Committee Meeting, 28.10.15. The minutes of the Finance & General Purposes Committee meeting held on Wednesday, 28th October 2015 were proposed, seconded and APPROVED as an accurate record and the recommendations to the Board were NOTED. There were no matters arising, all issues being covered by the agenda. 76.15 Chief Executive’s Report. The Chief Executive’s Report had been circulated with the agenda. Issues highlighted included: Environment Agency’s potential de-maining of watercourses. As outlined at the Board’s September meeting, stretches of watercourses in Lincolnshire IDBs had been identified by the EA as potentially those on which they would withdraw their permissive powers to undertake maintenance works.