King's Lynn IDB Minutes and Report Extracts - Water ...

A MEETING OF THE KING’S LYNN INTERNAL DRAINAGE BOARD WAS HELD IN THE BOARD ROOM, KETTLEWELL HOUSE, AUSTIN FIELDS INDUSTRIAL ESTATE, KING’S LYNN, NORFOLK ON MONDAY, 25 SEPTEMBER 2017 AT 9.30 AM.

Elected Members Appointed Members

* J R Askew King’s Lynn & W N B C

J S Austen B Ayres

* K Banham * M Chenery of Horsbrugh

Ms S Keene * C Crofts

R S Markillie R W Groom

S A R Markillie Lord Howard of Rising

* T Matkin * B Long

* M Riddington * Mrs E Nockolds

* J Symington * D Whitby

Vacancy T Wing-Pentelow

* Mrs S Young

GUESTS

P Burrows, EA Fenland District Council

N Bridgman, EA D Oliver

P Woods, RHDHV

I Thomson, ADA Present (52%)

Mr B Long in the Chair

In attendance:

Mr P J Camamile (Chief Executive),

Mr G Howe, (Operations Manager/Health & Safety Officer), Miss S Jeffrey (Finance (Officer) and Mrs M Creasy (minutes)

ID King’s Lynn IDB, Minute Action

86/17 APOLOGIES FOR ABSENCE

86/17/01

Apologies for absence were received on behalf of Messrs B Ayres, J S Austen, R W Groom, R S Markillie, S A R Markillie, D Oliver, T Wing-Pentelow, Lord Howard of Rising and Ms S Keene.

87/17 DECLARATIONS OF INTEREST

87/17/01 Mr J Askew declared an interest in the payment recorded in the Schedule of Paid Accounts to Account ASO120, due to his family connection to the account holder. RESOLVED that this be noted.

88/17 ISLINGTON CATCHMENT FLOOD RISK MANAGEMENT SCHEME: EA AND RHDHV UPDATE ON FDGiA APPLICATION

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88/17/01 Paul Burrows, EA FCRM Manager, Natalie Bridgman, EA FCRM

Officer and Patrick Woods, RHDHV Consultants’ Principal Engineer working on the Islington outline business case to submit to the EA for approval for funding, were all welcomed to the meeting.

88/17/02 Members were apprised of the ongoing liaison between the EA, the Board’s consultant Royal Haskoning DHV (RHDHV) working on the Islington Catchment Flood Risk Management Scheme business case and the Board’s Chief Executive. (Copies of both Paul Burrows’ notes and RHDHV’s presentation from Patrick Woods are filed in the Report Book). Arising therefrom:

88/17/03 Mr Burrows set out EA concerns and perceived risks currently associated with the Islington Catchment Flood Risk Management Scheme outline business case that needed to be submitted to EA Large Project Review Group (LPRG) meeting in December 2017 for final assessment and decision on whether or not the scheme would be approved for FDGiA for what was now a c£30m scheme.

88/17/04 The EA nationally has a mandate to deliver within its current six year capital programme ending 1 April 2021, improved flood risk protection to 300,000 houses, the bulk of which would be delivered via IDB capital programme FDGiA schemes. Future investment in FCERM to the EA from the Government is dependent on this objective being achieved. Whilst the inclusion of the Islington scheme contributes to reaching that level of protection, and there is already £3.3m FDGiA allocated, (but not yet approved), to the scheme until 2019/20, the options for the Islington scheme have been changed to include protection for more properties but at a much increased scheme cost of c£30m as opposed to the original scheme cost of £12.2m. The concern is that the scheme is currently behind schedule and if the potentially higher £24.8m eligible FDGiA was awarded to the scheme, but the scheme did not deliver the properties flood protection by April 2021, the EA nationally would not meet its target and future Government investment in FCERM could be jeopardised. It was also unlikely that this level of FDGiA would be available until after April 2021 especially in view of the concern of scheme delivery within the timeframe.

88/17/05 Members were therefore asked to seriously consider the Board’s capital programme options as to what schemes can be delivered within FDGiA, local levy and IDB affordability. Members were also asked to consider another EA concern about the lack of resource to manage and govern the capital schemes as the EA would require confirmation that adequate resource was in place, particularly on the Islington scheme if FDGiA was approved.

88/17/06 P Burrows left the meeting at this point, 10:08hrs.

88/17/07 Mr P Woods, RHDHV took members through the nineteen different options the consultants had been asked to consider, the resulting six shortlisted options and the economically preferred option that

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had ultimately been determined, for a new 12m3/s pumping station for the Islington catchment and refurbish Greenbank and Eau Brink adding eel screens for all options and the resulting £29,727,000 cost, of which £8,634,000 was allocated for risk and inflation. A copy of Mr Woods’ presentation is filed in the Report Book.

88/17/08 Mr Woods advised that RHDHV were working with the Chief Executive to reduce the delay in lead time for the Islington scheme in order to deliver the scheme by April 2021, which would support the EA meeting its target for flood protection to an increased number of properties and therefore qualify for FDGiA to deliver the scheme. There was, however, very little lea way and the timescale was very tight.

88/17/09 The Chief Executive advised that the outline business case needed to be approved, or at least approved in principle by the LPRG in December 2017 or it would not be possible to get the scheme off the ground until the next EA six year funding period.

88/17/10 Application for Public Works Loan to fund major capital improvement works Members considered the merits of the Board proceeding with the already agreed, (minute 74/17/04) resolution to apply for a public works loan in the sum of £10m repayable at a fixed rate of interest, currently 2.8%, over a 50 year period, which was affordable without increase to the rate or special levy, and which would cover the shortfall in funding for the major capital schemes planned over the next 3 – 5 year period, (based on FDGiA and local levy funding of up to £36m), as recommended in item 1.6 of the Engineering Report. It was agreed that despite the current uncertainty surrounding FDGiA for the Islington scheme, this scheme must proceed in one form or another as the Board must not allow the pumps to fail in this catchment. It was therefore proposed by Mr J Askew, seconded by Mr C Crofts and carried unanimously to seek loan sanction from DEFRA for the £10m public works loan as soon as possible and to then decide on when to draw down on the loan at a later date. RESOLVED that this be noted.

88/17/11 Delivery of major capital projects: Employment of Project Engineer Following consideration of EA concerns raised earlier in the meeting by Mr Burrows, together with the Chief Executive’s report and recommendation under item 1.7 of the Engineering Report, it was proposed by Mr J Askew, seconded by Mr C Crofts and carried unanimously, to recruit a Project Engineer to deliver the Board’s major capital schemes planned over the next five years, and also to extend the remit of RHDHV to the Board by the provision of additional engineering support during the delivery phase of Islington, subject to receipt of FDGiA.

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89/17 MINUTES OF THE LAST MEETING

89/17/01 The minutes of the last Board meeting held on 13 July 2017 were approved and signed as a true record.

90/17 MATTERS ARISING

90/17/01 Kettlewell House Relocation/Redevelopment (70/17/02) The Chief Executive reported that a contract for the purchase of the land off Nar Ouse Way had finally been received from King’s Lynn and West Norfolk Borough Council and was with the Board’s solicitor. Clarification was currently being sought on a clause within the contract concerning the ‘Millennium Communities Agreement’. RESOLVED that this be noted.

90/17/02 Gravel Bank Site (70/17/03) Members considered the offer received by the Chief Executive for the purchase of the Gravel Bank site for £20k plus acceptance of a covenant to the purchase confirming the Board would receive a percentage of any increased volume of development on the site. It was agreed and thereby RESOLVED that this offer could not be considered until the outcome of an application for outline planning permission for residential use on the site was known.

PJC

90/17/03 Gravel Bank Site (70/17/04) The Operations Manager was arranging to bring all papers still in the old pump house building to Kettlewell House for Mr B Howling to view to see what if any, were his. It was agreed that any copyright documents should remain the property of the Board and be archived as such. RESOLVED that this be noted.

GH

90/17/04 Permissive footpath and signage from Reffley Wood to Earsham Drive, King’s Lynn (73/17/04) Mrs E Nockolds recorded on behalf of the local Ramblers’ Association, their appreciation of the permissive footpath and signage, although she had also received one or two comments from the general public complaining about no longer being able to access the area around the Reffley reservoir. The Operations Manager recorded that there had already been incidents of vandalism and it was agreed that he would install extra signage notifying the general public that walking around the reservoir was prohibited. RESOLVED that this be noted.

GH

91/17 ENGINEERING REPORT

91/17/01 The Engineering Report was considered in detail and approved, (a copy of which is filed in the Report Book). Arising therefrom:

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91/17/02

Crabbs Abbey Pumping Station (1.1) The condition report from Northern Divers for Crabbs Abbey pumping station, together with catchment modelling data from Tolethorpe would establish whether or not an upgrade of the electric pumps is required for Crabbs Abbey pumping station.

91/17/03

(i)

(ii)

North Lynn Link Scheme (1.3) The Operations Manager reported that the Gaywood River had been partially dammed during the c. two week construction period for the coffer dam and penstock installation linking Gaywood River to the Bawsey Drain. At this point Mrs E Nockolds apprised members of the Hidden Heritage Project, which included a recent open day celebrating restoration works on the Gaywood River. The Operations Manager recorded his disappointment that despite the Board’s involvement with Norfolk Rivers Trust on this project, Officers had not been informed of, nor acknowledged in the open day. RESOLVED that this be noted.

91/17/04 Wolferton Catchment Flood Risk Management Scheme (1.5) The Chief Executive reported that liaison with Natural England was ongoing as a matter of urgency for Natural England to provide written confirmation that the Wolferton scheme will protect the Dersingham Bog natural environment, which would sanction an additional £1.5m FDGiA in this respect. The Chief Executive was also liaising with the Board’s consultant Peter Brett Associates about the inclusion of properties in Dersingham and Snettisham currently not included in the business model for this scheme that could potentially add benefit to the case for approval of FDGiA.

91/17/05

Health and Safety (2.1) There were no incidents to report during this reporting period. RESOLVED that this be noted.

92/17 ENVIRONMENTAL REPORT

92/17/01 The Environmental Report was considered in detail and approved, (a copy of which is filed in the Report Book). There were no matters arising.

93/17

PLANNING REPORT

93/17/01 Miss C Lewis, interim Planning/Enforcement Officer for the Board joined the meeting at this point to take members through the Planning Report.

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93/17/02 The Planning Report was considered in detail and approved, (a

copy of which is filed in the Report Book). Arising therefrom:

93/17/03 Application to alter a watercourse at land adjacent to Marshland Primary School, School Road, Marshland St James (1.1) Members considered the application for consent to culvert a privately owned watercourse running an 89m length along School Road, Marshland St James in order to provide a footpath and vehicular access over the watercourse to a proposed residential development. Given that the existing watercourse is currently overgrown by hedging with no visible inlets it was agreed and thereby RESOLVED to consent culverting of the 89m section of watercourse as identified on the plan included in the report, subject to: The final position of the culvert, along with the method of works

and specification, is to be previously agreed by the Board’s Officers, and must ensure that manholes are provided every 30m minimum, with 300mm sumps. At the school details of the connection to the drain from the southwest are to be previously agreed with the Board’s Officers.

The pipe diameter is to be as specified by the Board. The

developer is suggesting 1200mm with a 150mm layer of pea gravel. If this is provided then manholes will need to be min 1500mm dia. A 900mm pipe may be acceptable given the low expected flows and condition of the existing ditch.

Details of the inlet headwall, pipe levels and manhole positons

are to be provided to and approved by the Board before construction.

As the existing ditch appears to take the road drainage the new

pipes are likely to need to do so too. If this is the case details of the drainage plan and connections are required to be provided to and approved by the Board before construction.

A protected species survey must be carried out by a suitably-

qualified professional, at the applicant’s cost, to confirm if there are any protected species or habitats which may be affected by the infilling works. Any required mitigation measures are to be undertaken at the applicant’s cost.

Confirmation of the party responsible for future maintenance of

the culverted ditch is to be provided to the Board before construction.

93/17/04 Application for relaxation of Byelaw 10 Four dwellings at Fosters Sports Building Site, Ferry Road, Clenchwarton (1.2)

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Members considered the application for the construction of a private access road with flat edged kerbs, (on the site of the existing car park), turning heads and parking spaces within the 9m access strip alongside the Board-maintained Fosters Drain, to serve four proposed new dwellings. It was agreed and thereby RESOLVED to consent the relaxation of Byelaw 10 subject to: The applicant (and any future owners of the properties) is to

enter into the Board’s standard Deed of Indemnity, including paying all costs incurred by the Board in preparing and executing that document.

A minimum depth of construction should be required for the

drive to accommodate maintenance vehicles; if the existing carpark is found to be less than this then it should be stripped out and replaced with a greater depth.

For the plot on the corner of the watercourse restrictions on

future landscaping and fencing will be required. Any fencing arrangements are to be provided to and approved

by the Board prior to construction.

93/17/05 Application for relaxation of Byelaw 10 Proposed extension to existing side extension at 56 Magdalen Road, Tilney St Lawrence (1.3) Members considered the application to demolish an existing outbuilding and then extend the existing side extension to the property, which would result in the finished extension being 4m from the brink of the Board-maintained Chase Farm Drain. Members considered that as access to the drain from the property side was already restricted by trees and the existing buildings in situ, and appeared to have been so for at least 40 years, (as evidenced by the aerial photography included in the report), consent for relaxation of Byelaw 10 would be approved, subject to the applicant submitting a formal application and subject also to: The applicant entering into the Board’s standard Deed of

Indemnity, including paying all costs incurred by the Board in preparing and executing that document.

The applicant providing written confirmation from a suitably

qualified engineer that the foundation design of the extension will not reduce the stability of the drain bank and vice-versa.

93/17/06 The Operations Manager recorded that if in the future the land on the other side of the Chase Farm Drain was developed for housing it would be necessary to ensure that a 9m access strip was retained to enable the Board to access the drain for maintenance. RESOLVED that this be noted.

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93/17/07 Delegated Consents (2.1)

The delegated consents granted by the Chief Executive’s Management Committee using its delegated authority were considered in detail and approved.

93/17/08 Miss Lewis left the meeting.

94/17 FINANCIAL REPORT

94/17/01 The Financial Report for the period 1 April 2017 to 31 August 2017, (a copy of which is filed in the Report Book), was considered in detail and approved. Arising therefrom:

94/17/02

The Finance Officer reported that of the >90 day outstanding debt of £11,086 due from Persimmon Homes was due to be paid by the end of September 2017. RESOLVED that this be noted.

95/17 SCHEDULE OF PAID ACCOUNTS

95/17/01

The Schedule of Paid Accounts for the period 1 June 2017 to 31 August 2017 totalling £295,633.46, was considered in detail and approved, (a copy of which is filed in the Report Book). There were no matters arising.

96/17 MATERIAL CHANGES TO RISK REGISTER

96/17/01 Members considered the risk register for those risks with a risk assessment matrix score of ≥6. Arising therefrom:

96/17/02 It was agreed to update the risk register with the high level of risk associated with the Islington catchment flood risk management scheme. RESOLVED that this be noted.

MEC

97/17 AUDITED ANNUAL RETURN 2016/17

97/17/01 The audited annual return for the year ended 31 March 2017 was considered in detail and approved, (a copy of which is filed in the Report Book). Arising therefrom:

97/17/02 The clean audit opinion awarded by Mazars LLP was noted.

98/17 CO-OPTION OF ELECTED MEMBER

98/17/01 Following Mr Andrew Lensen’s resignation from the Board, the application received from Mr Adrian Whitehead to fill this elected member vacancy and his subsequent interview with the Board’s Chairman and Chief Executive, Mr Whitehead’s co-option to serve

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on the Board until the next election in October 2018 was ratified by the Board. RESOLVED that this be noted.

99/17 CORRESPONDENCE

99/17/01 There was no correspondence for the Board’s consideration during this reporting period. RESOLVED that this be noted.

100/17 NEXT MEETING OF PLANT AND WORKS COMMITTEE

100/17/01 Dates would be circulated to Plant and Works Committee members to schedule a meeting to discuss plant requirements for 2018/19. Post meeting note: Plant and Works Committee meeting held on 23 October 2017.

101/17 NEXT MEETING

101/17/01 The next meeting is scheduled for 17 November 2017.

102/17 ANY OTHER BUSINESS

102/17/01 Natalie Bridgman and Patrick Woods left the meeting at this point.

102/17/02 There was no other business to discuss.

103/17 ADA UPDATE: PRESENTATION BY INNES THOMSON, ADA CHIEF EXECUTIVE

103/17/01 ADA Chief Executive Innes Thomson was welcomed to the meeting by the Chairman and Mr Thomson thanked the Board for the opportunity to attend and update members about ADA.

103/17/02 Mr Thomson took members through ADA’s new five-year business plan covering 2017 – 2020, (a copy of which is available for download from the ADA website: https://www.ada.org.uk/wp-content/uploads/2017/03/ADA_Business_Plan_2017-2020.pdf ).

103/17/03 Mr Thomson apprised members that ADA was working to simplify its governance arrangements and reduce the number of its Board Directors and Committee members to create a more efficient organisation, as well as achieving cost savings. At the same time, ADA is trying to encourage more input within the membership of its ten regional branches. Mr Thomson also spoke of ADA’s continued lobbying and liaison with Government, (Defra), the CLA and NFU as examples of working to influence policy on sustainable surface water drainage.

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103/17/04 ADA’s Flood-Ex events have generated a big increase in funds,

which has stabilised ADA’s financial position, resulting in a decrease in its dependence on subscriptions; currently 70% of ADA’s funding is from subscriptions whereas it has previously been a much high percentage. This has enabled ADA to keep subscription rates at the same level for this year.

103/17/05 Members were apprised of ADA’s 80th AGM taking place on 16 November 2017, the key speakers who would be attending and that this would be the last AGM with Henry Cator, OBE, DL as ADA Chairman, this role being passed on to Robert Caudwell at the AGM.

103/17/06 Members considered that having heard from ADA’s Chief Executive how ADA was evolving and addressing much of the issues around its member subscription costs, (which had been a key factor in King’s Lynn IDB withdrawing its membership), it may now be time to reconsider the Board’s membership of ADA. It was therefore agreed to include this consideration as an agenda item for the next Board meeting on 17 November 2017. RESOLVED that this be noted.

MEC

103/17/07 The Chairman, on behalf of the Board thanked Mr Thomson for his presentation and Mr Thomson left the meeting. RESOLVED that this be noted.

104/17 OPEN FORUM: TO HEAR FROM ANY MEMBER OF THE PUBLIC, WITH LEAVE OF THE CHAIRMAN

104/17/01 There were no members of the public present at the meeting.

105/17 CONSORTIUM MATTERS

105/17/01 There were no specific issues raised by Members that would require discussion at the next Consortium Management Committee meeting on 29 September 2017.

106/17 CONFIDENTIAL BUSINESS

106/17/01 It was agreed and thereby RESOLVED to exclude the public from the next part of the meeting due to the confidential nature of the business to be transacted, in accordance with Section 2 of the Public Bodies (Admission to Meetings) Act 1960.

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6 September 2017 ENGINEERING & OPERATIONS REPORT

1 CAPITAL WORKS

1.1 CRABBS ABBEY PUMPING STATION Northern Divers attended site on 12 and 13 July and carried out the underwater inspections and testing on both the old station and the electric one. They have measured the residual thickness of the steel sheet piles in the intakes and outfalls, the results of this showed that the intake on the electric side was in good condition and, as expected, the intake on the old side was in very poor condition. The outfall pipes on the electric side were also in good condition. They were unable to locate an outfall for the old side, which means that it is possibly covered in silt and other material but it doesn’t give us any confirmation of whether or not there is still any kind of flap valve on the end of the discharge pipeline.

(area in which the old outfall should be exposed)

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We are waiting for Tolethorpe to complete the survey, so that the catchment can then be modelled. Once this has been done, we can establish whether we need to upgrade the electric pumps at this station.

1.2 ISLINGTON CATCHMENT FLOOD RISK MANAGEMENT SCHEME The initial review of the Business Case has now been carried out by the EA and feedback was received from them on 16 August 2017. We have been told by the EA that there is much work to be done before the Business Case can be submitted to LPRG and we will not therefore be in a position to apply for grant on 4 October 2017, contrary to what was envisaged at the last Board meeting. The EA has expressed some concern over how the shortlisted options had been selected from the 16 other options that the consultants were asked by us to consider, and also around whether enough work has been done to secure an exemption certificate for non-compliance with the Eel Regulations. The EA has voiced concerns about the Board being able to sufficiently resource delivery of the scheme and whether or not this scheme is affordable to the Board, when considering the other big projects that need to be undertaken by us during a similar timeframe (Wolferton, Green Bank and Eau Brink). The Chief Executive has since had a number of meetings with Royal Haskoning and the EA in an attempt to help develop a robust Business Case. It is hoped that we will be in a position to apply for grant and submit the Business Case to LPRG at their meeting in December 2017. Our consultant, Royal Haskoning has advised that this scheme could cost up to c£30m to deliver, so it’s vitally important that we secure as much grant/local levy as possible, without which we may not be able to proceed, particularly when accounting for the estimated costs of the other big projects we also need to deliver during the next 3 to 5 years. If there are any further delays in applying for this grant, there is also a real risk that the EA will pull the plug and seek to meet its targets by sponsoring other projects that they feel have a greater likelihood of being delivered within their 6 year government reporting period (i.e. before 2021).

1.3 NORTH LYNN LINK SCHEME The new control structure at Riverside has now been completed. The sheet piles and culvert units have been installed, and the partial demolition of the existing concrete headwall and initial concreting works for the intake structure have also been completed.

Photograph showing a new water control structure linking Gaywood River to Bawsey Drain.

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1.4 WEST LYNN OUTFALL

Following investigation it was agreed that both the penstock and flap valve were requiring complete replacement as they were failing assets. As agreed by the Board, Martin Childs Ltd was awarded the contract of £31,367.46 for this work. These works have now been completed to a satisfactory standard within the timescale that was given. The fence and gates on the upstream side have also been replaced, as these were no longer fit for purpose. This work was carried out by PK Fencing (our preferred fencing contractor) for £3,650.00, this has meant that we have overspent by £10,000 on this project but this was because we had to replace the asset rather than refurbish it. Now that all of the work has been completed we can give the site another 20 + years life (see photos below).

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1.5 WOLFERTON CATCHMENT FLOOD RISK MANAGEMENT SCHEME

The Lawful Development Certificate referred to at the last Board meeting was received from the Borough Council on 17 July 2017. The application for FDGiA has now been reconsidered by the EA and there are a number of concerns that still need to be addressed, if the Board is to maximise the grant it can receive for this project. This scheme is currently estimated to cost c£6m and we could potentially receive £3m in grant (£1.5m for protecting people and property and £1.5m for protecting the natural environment, namely Dersingham Bog). The Board will therefore need to find at least £3m to deliver this scheme, as expected. The EA will not sanction the grant of £1.5m for protecting Dersingham Bog without a letter from Natural England confirming the same. The EA have advised us that we need to have this resolved, one way or the other by the end of September 2017. The WMA Group’s Environmental Officer is now on the case and we hope to have a decision from Natural England imminently. Our consultant PBA is handling all the other queries, which appear to be more straightforward, to secure the remaining grant of £1.5m for protecting people and property in the Wolferton catchment. If the Board is unable to secure the approval from Natural England, then it will need to fund £4.5m of the estimated £6m to deliver this project (as opposed to £3m). On 16 August 2017 the Board’s Chief Executive, Project Manager and Operations Manager had a meeting with the consultant, PBA, to go through the detailed design of the new pumping station. The detailed design work has now been completed and invitations to tender for the civil engineering and weedscreen contracts have been issued, with all tenders to be returned by 12 October 2017. Breheny, Jacksons and Barhale have been invited to tender.

1.6 FUNDING THE MAJOR CAPITAL IMPROVEMENT SCHEMES: APPLICATION FOR A

PUBLIC WORKS LOAN

The Board has to deliver 4 big projects during the next 3 to 5 years, which could cost as much as c£40m in total: Islington Pumping Station Replacement: £30m Wolferton Pumping Station Replacement: £6M Green Bank Pumping Station Refurbishment: £3m Eau Brink Pumping Station Refurbishment and Improvement: £1m

We are hoping to receive grant aid and local levy of up to £36m in total, which would leave us with a shortfall of at least £4m. It is therefore recommended that the Board seeks ministerial consent to take out a public works loan of up to £10m from the Public Works Loan Board, at a fixed rate of interest (currently 2.8%) repayable over 50 years, which is the life of both the Islington and Wolferton schemes. This will cost approximately £372k per year to service the loan, which is less than the current provision of £384k allowed for in the Board’s Estimates. Therefore Drainage Rates and Special Levies would not need to increase to service this loan if we had to borrow the full £10m. If we needed to borrow more than £10m, the scheme would be unaffordable. The decision as to how much to actually borrow and whether the scheme proceeds can then be taken at a later date, after we receive ministerial consent and when we have much greater certainty as to scheme costs for Islington and the level of FDGiA/Local Levy that will be made available by the EA for these projects.

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1.7 DELIVERING THE MAJOR CAPITAL PROJECTS: EMPLOYING A PROJECT

ENGINEER

Following the Planning/Enforcement Officer’s departure on 18 August 2017, the EA has expressed concern about whether the Board has the capability to deliver the Islington Scheme, along with the other big projects that are planned during the next 5 years. The Chief Executive has been advised by the EA that the Board is not as likely to get the grant for Islington, unless this issue is addressed and articulated in the Business Plan. It is recommended that the Board agree in principle to employ a Project Engineer to deliver these schemes and extend the remit of our consultants, Royal Haskoning to provide the Board with additional engineering support during the delivery phase of Islington, subject to obtaining grant aid as indicated above (the cost of employing a Project Engineer and the additional consultancy fees would be fully funded by this grant for the duration of the projects).

2 HEALTH & SAFETY

2.1 ACCIDENTS AND NEAR-MISSES

There have been no accidents or near misses during this reporting period.

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3 RAINFALL Rainfall statistics relating to the Board’s gauges for the months of July and August are as follows (recordings in mm):

LOCATION

JULY AUGUST CUMULATIVE

2017 2009-16 Average 2017 2009-16

Average 2017 2009-16 Average

Islington Pumping Station 92 63 63 49 434 378

Pierrepoint Pumping Station 109 65 48 66 492 410

Wolferton Pumping Station 93 66 39 74 450 426

ACTUAL AND LONG-TERM AVERAGE MONTHLY RAINFALL READINGS KING’S LYNN: SEPTEMBER 2016 – AUGUST 2017

ENVIRONMENTAL REPORT

1 BIODIVERSITY ACTION PLAN AND STANDARD MAINTENANCE OPERATIONS POLICY DOCUMENT Work has commenced on reviewing the Board’s Biodiversity Action Plan and Standard Maintenance Operations Policy document with the WMA Group’s Environmental Officer. It’s anticipated that the updated drafts will be available for discussion before the end of the current financial year.

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PLANNING REPORT 1 ITEMS REQUIRING BOARD’S CONSIDERATION: 1.1 APPLICATION TO ALTER AWATER COURSE AT LAND ADJACENT TO MARSHLAND

PRIMARY SCHOOL, SCHOOL ROAD, MARSHLAND ST JAMES DRAIN AFFECTED – OWNED BY THE APPLICANT APPLICANT – FOUNTAIN CONSTRUCTION (ANGLIA) LTD An application has been received seeking agreement to culvert a section of watercourse for a footpath and access to a proposed residential development. The applicant is proposing to culvert the entire length along the road to provide a footpath and vehicle accesses over the drain. The existing drain is approximately 89m long between the indicated end points on the plan. The existing drain is largely over grown by hedges, with a small depth and section until close to the corner with the school. At this corner another ditch joins the drain from the south west. The drain is culverted under the parking spaces in front of the school through a large pipe, estimated 900mm diameter. Over the length that is proposed to be culverted there are no visible inlets, however the road is cambered and there are several points where dips in the roadside would appear to allow the road water to drain into the ditch, there is no other mechanism to drain the road. Given the condition of the existing watercourse and large diameter being proposed I do not believe the culverting would lead to an increase in flood risk or loss of capacity, however given the length of the proposed culvert I am referring the matter to the Board. If the Board is agreeable to this section of watercourse being culverted, I would recommend that consent is granted subject to the following: The final position of the culvert, along with the method of works and specification,

is to be previously agreed by the Board’s Officers, and must ensure that manholes are provided every 30m minimum, with 300mm sumps. At the school details of the connection to the drain from the southwest are to be previously agreed with the Board’s Officers.

The pipe diameter is to be as specified by the Board. The developer is suggesting 1200mm with a 150mm layer of pea gravel. If this is provided then manholes will need to be min 1500mm dia. A 900mm pipe may be acceptable given the low expected flows and condition of the existing ditch.

Details of the inlet headwall, pipe levels and manhole positons are to be provided

to and approved by the Board before construction.

As the existing ditch appears to take the road drainage the new pipes are likely to need to do so too. If this is the case details of the drainage plan and connections are required to be provided to and approved by the Board before construction.

A protected species survey must be carried out by a suitably-qualified professional, at the applicant’s cost, to confirm if there are any protected species or habitats which may be affected by the infilling works. Any required mitigation measures are to be undertaken at the applicant’s cost.

Confirmation of the party responsible for future maintenance of the culverted ditch

is to be provided to the Board before construction.

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Location plan

Site plan – the pink double line shows the proposed pipe alignment and the red stars show its length and that of the existing ditch

15

1.2 APPLICATION SEEKING RELAXATION OF BYELAW 10 IN CONNECTION WITH 4

DWELLINGS AT FOSTERS SPORTS BUILDING SITE, FERRY ROAD, CLENCHWARTON DRAIN AFFECTED – FOSTERS DRAIN APPLICANT – IVORY HOUSE LIMITED The applicant is seeking permission from the Board to construct a private drive, turning heads and parking spaces within the 9m easement strip alongside Fosters Drain to serve four new dwellings. The existing site is mainly a hard surfaced carpark that served the former social club on the site. For the new access road the intention is to use the existing carpark as a base, strip off the top layer and provide a new finish to match existing levels. The existing levels fall from the ditch to an open gulley that then discharges into the ditch; the applicant is proposing to keep this fall and discharge. For the perimeter of the access road 50mm flat edged kerbs are proposed. Fencing arrangements have not been confirmed but would need to meet the Board’s requirements. Recommendation If the Board is prepared to grant a Byelaw 10 relaxation for the proposed development here, I would recommend that this is subject to compliance with the following conditions: The applicant (and any future owners of the properties) is to enter into the Board’s

standard Deed of Indemnity, including paying all costs incurred by the Board in preparing and executing that document.

A minimum depth of construction should be required for the drive to accommodate maintenance vehicles; if the existing carpark is found to be less than this then it should be stripped out and replaced with a greater depth.

For the plot on the corner of the watercourse restrictions on future landscaping and fencing will be required.

The fencing arrangements are to be provided to and approved by the Board prior to construction.

16

Location plan

17

Site Plan- Blue line shows 9m easement

.

1.3 APPLICATION SEEKING RELAXATION OF BYELAW 10 IN CONNECTION WITH A SIDE EXTENSION TO THE DWELLING AT 56 MAGDAELEN ROAD, TILNEY ST LAWRENCE DRAIN AFFECTED – CHASE FARM APPLICANT – MR MEADEN

The owners of this property wish to demolish an existing out building and demolish and extend the existing side extension to the property. The drain is currently accessed from the opposite bank, as existing trees and the house and outbuilding restrict access from the property side. The photos show the well-established treeline along the brink of the rain between the drain and the property. The existing outbuilding is situated almost on the brink of the drain and the existing extension is approximately 4.5m from the brink at its closest point. The owners are proposing to remove and not replace the out building, and remove but replace and extend the side extension. For the first section the extension would be within its current footprint, for the rest it would extent into the footprint of the outbuilding. At the worst point the distance between the drain and the extension would be 4m. The owners have aerial photos showing that historically there have been outbuildings situated along the brink of the drain.

18

Recommendation The extension will not be the minimum required 6m from the brink of the drain, however the development would not reduce access to this section of the drain as this is not currently possible at this location due to the trees, the outbuilding and existing extension; if anything it would slightly increase access. There is evidence that access from this dwelling has not been possible for at least 40 years. If the Board is prepared to grant a Byelaw 10 relaxation for the proposed development here, a deed of indemnity would normally be required. Given the existing restrictions to access if the application were granted I would ask that it be considered whether the standard deed is appropriate. The applicant should provide confirmation by a qualified engineer that the foundation design will not reduce the stability of the drain bank.

Location plan

Site referred to

This map is reproduced from Ordnance Survey material with the permission of Ordnance Survey on behalf of the Controller of Her Majesty's Stationery Office © Crown copyright. Unauthorised reproduction infringes Crown copyright and may lead to prosecution or civil proceedings. Licence number 100052639, [2017].

19

Photographs showing the drain from the opposite bank, existing building, extension and outbuilding

20

Aerial photo of structures along the drain in the past 40-50 years

Plan of existing site and proposed extension

21

2 OTHER PLANNING MATTERS:

2.1 DELEGATED CONSENTS GRANTED

During this reporting period the following consents have been granted by the Chief Executive's Management Committee under its delegated authority: APPLICANT/AGENT LOCATION DEVELOPMENT WATERCOURSE(S) W.G Beaumont Marshland St James Maintenance and

pedestrian deterrents to cadent gas main

Long Lots 1 & 2, Rands Drain

C LEWIS – PLANNING/ENFORCEMENT OFFICER

22

From: 01 April 2017 Period: 5

To: 31 August 2017 Year Ending: 31 March 2018

Y-T-D Y-T-D Y-T-D Annual Projected ProjectedNotes Income and Expenditure Account Budget Actual Variance Budget Out-Turn Variance

£ £ £ £ £ £

Income:

Occupiers Drainage Rates 309,686 309,686 0 309,686 309,686 0

1 Special Levies issued by the Board 1,880,624 1,880,624 0 1,880,624 1,880,624 0

Grants Applied 332,417 11,061 -321,356 797,800 476,444 -321,356

Rental Income 1,333 221 -1,112 3,200 3,200 0

2 Highland Water Contributions 39,278 57,710 18,432 39,278 57,710 18,432

Income from Rechargeable Works 0 48,086 48,086 0 48,086 48,086

Investment Interest 10,417 7,253 -3,164 25,000 17,407 -7,593

Development Contributions 0 141,187 141,187 0 141,187 141,187

4 Other Income 34,617 34,907 290 83,081 83,371 290

Total Income £2,608,372 £2,490,734 -£117,637 £3,138,669 £3,017,714 -£120,954

Less Expenditure:

5 Capital Works 810,417 148,335 662,081 1,945,000 1,282,919 662,081

6 Environment Agency Precept 161,533 161,243 290 161,533 161,243 290

7 Maintenance Works 468,494 447,972 20,522 1,449,384 1,293,446 155,938

Development Expenditure 0 0 0 0 0 0

Interest Payments 0 0 0 0 0 0

8 Administration Charges 127,756 127,207 549 250,507 242,023 8,485

Cost of Rechargeable Works 0 41,206 -41,206 0 41,206 -41,206

3 Net Deficit/(Surplus) on Operating Accounts 0 -27,512 27,512 0 0 0

Total Expenditure £1,568,200 £898,451 £669,748 £3,806,424 £3,020,836 £785,588

Profit/(Loss) on disposal of Fixed Assets £0 £1,000 £1,000 £0 £1,000 £1,000

9 Net Surplus/(Deficit) £1,040,172 £1,593,282 £553,110 -£667,755 -£2,122 £665,633

23



Opening Movement ClosingNotes Balance Sheet as at 31-8-2017 Balance This Year Balance

£ £ £

10 Fixed Assets:

Land and Buildings 921,790 -3,322 918,468Plant and Equipment 861,495 100,194 961,689Pumping Stations 266,544 -37,020 229,524Shared Consortium Assets 0 0 0

2,049,829 59,852 2,109,681

Current Assets:

11 Bank Account 113,338 48,496 161,834Stock 5,397 2,794 8,191

12 Trade Debtors 62,188 17,401 79,58913 Work in Progress 0 315 31514 Term Deposits 4,100,000 700,000 4,800,000

15,16 Drainage Rates and Special Levies Due 22,817 977,228 1,000,04517 Prepayments 0 0 0

Prepayments to WMA 138,320 -83,933 54,387Accrued Interest 0 0 0VAT Due 95,977 -71,837 24,140Grants Due 0 0 0

4,538,037 1,590,463 6,128,500Less Current Liabilities:

Trade Creditors 1,135 84,433 85,56818 Grants Unapplied 99,846 -11,061 88,785

Accruals 0 0 0Payroll Controls 0 0 0Finance Leases 0 0 0Receipts Paid in Advance 0 20,681 20,681Loans due in less than one year 0 0 0

100,981 94,053 195,034

Net Current Assets 4,437,056 1,496,410 5,933,466

Less Long Term Liabilities:

25 Pension Liability 3,360,000 0 3,360,000Loans due in more than one year 0 0 0

3,360,000 0 3,360,000

Net Assets £3,126,885 £1,556,262 £4,683,147

19 Reserves:

Earmarked20 General Reserve 2,195,674 1,593,282 3,788,95621 Development Reserve 876,667 0 876,66722 Capital Works Reserve 0 0 023 Plant Reserve 2,821,148 0 2,821,148

5,893,489 1,593,282 7,486,771Non-Distributable

24 Revaluation Reserve 593,396 -37,020 556,37625 Pension Reserve -3,360,000 0 -3,360,000

-2,766,604 -37,020 -2,803,624

Total Reserves £3,126,885 £1,556,262 £4,683,147

P J CAMAMILECHIEF EXECUTIVE

24



Note Notes to the Accounts

1

Y-T-D Budget Y-T-D ActualBorough of King's Lynn & West Norfolk 1,775,463 1,775,463Fenland District Council 82,338 82,338South Holland District Council 22,823 22,823

1,880,624 1,880,624

2

3

Y-T-D Budget Y-T-D ActualLabour Operations Account 0 -29,233Mobile Plant Operations Account 0 1,721

0 -27,512

4 Other Income for this year is made up as follows:Y-T-D Budget Y-T-D Actual

4803 Shared Income from WMA 33,367 31,8764802 Summons Costs 417 2,9254775 East Wash Coastal Management CIC Administration Fee 208 04800 Sundry Income 625 106

34,617 34,907

5

6

7

Y-T-D Budget Y-T-D Actual Estimate Labour Charges 223,474 226,797Plant Charges 103,178 104,712Materials 3,017 3,062Contractors 6,862 6,964Electricity 45,235 45,907Pumping Station Insurances 3,450 3,501Telemetry 2,197 2,230Heating Fuel 79 80Pumping Station Depreciation 0 0Direct Works 387,492 393,254

5400 Technical Support Staff Costs 77,442 49,8525450 Other Technical Support Costs 1,129 6995500 Biodiversity Action Plan Costs 2,431 4,167

Contingency 0 0Annual Plant Reinstatement Provision 0 0Maintenance Works 468,494 447,972

8

Y-T-D Budget Y-T-D Actual Estimate6000 Administration Staff Costs 39,758 39,7796001 Other Administration Costs 79,781 75,479

Special Levies collected from constituent Billing Authorities were as follows:

The Highland Water Claim for 2017/18 is due to be paid by the Environment Agency (EA) to the Board in September, following thechanges made to the timetable in 2015 (previously the payment was made in two installments - one in May and one in December).

Detailed operating surpluses/(deficits) for the Labour Operations Account and each item of Mobile Plant are shown in the Labour andPlant Operations Reports, which can be made available to members on request. These Reports are scrutinised by the Board's Plant andWorks Committee every year.

The cost of each capital scheme is approved by the Board annually and detailed on the schedule of capital works, as managed by thePlanning/Enforcement Officer, which can be made available to members on request. This Report is also scrutinised by the Board's Plantand Works Committee every year.

The detailed maintenance operations in each sub catchment are approved by the Board annually and shown on the schedule ofmaintenance works, as managed by the Operations Manager, which can be made available to members on request. The summarisedanalysis of expenditure is as follows:

The Net Operating Deficit/(Surplus) for this year is made up as follows:

Administration charges reflect the Board's share of consortium expenditure (excluding the technical support costs, which are included inthe maintenance works expenditure). Detailed expenditure is monitored by the Consortium Management Committee and the Board everythree months:

The EA Precept due for 2017/18 is as estimated. Half of the EA Precept is payable to the EA on 31 May and the other half on 30November.

25




6400 Sundry Expenses 0 7,1766200 Drainage Rates AV Increases/(Decreases) 3,750 4066100 Kettlewell House Depreciation 3,322 3,3226300 Sundry Debtors written off 146 06500 Settlement Discount 1,000 1,045

127,756 127,207

9

Budget

Capital Works Reserve 0General Reserve -667,755

-667,755

10

CostOpening Balance b/fwd 1,417,491 1,461,250 888,480 3,767,221(+) Additions 0 164,415 0 164,415(-) Disposals 0 -3,285 0 -3,285Closing Balance c/fwd 1,417,491 1,622,380 888,480 3,928,351

DepreciationOpening Balance b/fwd 495,702 599,755 621,936 1,717,392(+) Depreciation Charge for year 3,322 64,221 37,020 104,562(-) Accumulated depreciation written out on disposal 0 -3,285 0 -3,285Closing Balance c/fwd 499,023 660,691 658,956 1,818,670

Net Book Value as at 31-3-2017 921,789 861,495 266,544 2,049,829Net Book Value as at 31-8-2017 918,468 961,689 229,524 2,109,681

11

2016/17 2017/18Opening Balance as at 1-4-2017 b/fwd 79,308 113,338(+) Receipts 7,126,651 3,006,023(-) Payments -7,092,621 -2,957,527(=) Closing Balance as at 31-8-2017 c/fwd 113,338 161,834

Balance on Statement as at 31-8 169,193 169,010Less: Unpresented Payments -55,855 -7,176Add: Unpresented Receipts 0 0Closing Balance as at 31-8-2017 c/fwd 113,338 161,834

12 Aged Debtor profile is currently as follows:Number of

Debt period Amount Debtors<=30 days 6,773 4>30 days and <=60 days 0 0>60 days and <=90 days (EA HWC) 61,730 2>90 days 11,085 1

79,589 7

>90 days Amount Inv. Date OriginatorPE0001 11,086 24/03/2017

11,086

13 EstimatedCompletion

Land and Buildings

Plant and Equipment

Pumping StationsTotal

Planning Officer

The Board also share ownership of a proportion of the WMAs Shared Fixed Assets, which were last valued by Cruso & Wilkin, CharteredSurveyors, as at 31 March 2012. Such assets have a Net Book Value of zero.

The Board has planned to increase/(reduce) balances by financing expenditure from the following reserves:

The movement in Fixed Assets is detailed in the Fixed Assets Register for 2017/18, which can be made available to members onrequest.

The Bank Account balance will be kept to a minimum following the decision to invest additional working balances on the short termmoney market. The Bank Account is reconciled as follows:

Work In Progress (WIP) is currently made up of the following jobs:

26




Customer Amount Date Budget Holder

RWO0001 315 N/A315

14 Term Deposits are currently as follows:Investment Maturity

Financial Institution Capital Date Date Interest RateNatwest Bank 500,000 05/08/2016 07/08/2017 0.42%Vernon Co-Op Bank 300,000 28/04/2017 15/09/2017 0.42%Newcastle Building Society 500,000 15/05/2017 29/09/2017 0.40%West Bromwich Building Society 300,000 15/05/2017 16/10/2017 0.41%National Counties Building Society 200,000 15/05/2017 16/10/2017 0.45%Skipton Building Society 500,000 31/05/2017 31/10/2017 0.35%Progressive Barclays 500,000 15/06/2017 15/11/2017 0.45%Coventry Building Society 500,000 30/06/2017 30/11/2017 0.29%Nottingham Building Society 500,000 14/07/2017 15/12/2017 0.42%National Counties Building Society 300,000 31/07/2017 16/10/2017 0.28%West Bromwich Building Society 200,000 15/08/2017 29/12/2017 0.37%Principality Building Society 500,000 31/08/2017 15/01/2018 0.31%

4,800,000

15

16

2016/17 2017/18Arrears b/fwd 26,363 22,818Drainage Rates for the year 305,736 309,686Special Levies for the year 1,856,510 1,880,625Payments Received -2,180,556 -1,235,238Settlement Discount -984 -1,044Returned/(Represented) amounts 377 0Value /(Decreases) -5,207 -2,211Value Increases 3,391 2,108New Assessments 1,816 103Irrecoverables and write offs -9,077 -407The East Coastal Management CIC 20,681 20,681Summons collection costs 3,750 2,925Special Levy Adjustment 0 0Drainage Rate Adjustment 18 0Paid Refunds 0 0Sundry adjustments/Summons 0 0Arrears c/fwd 22,818 1,000,045

17 There are currently no Prepayments.

18 Grants Unapplied are those grants that we have received in advance of doing work on the following schemes:

2016/17 2017/18SCH30: Islington Catchment Flood Risk Management Scheme 99,846 88,785

99,846 88,785

19

20 Movements on the General Reserve are made up as follows:

2016/17 2017/18Opening Balance, as at 1 April b/fwd 3,069,224 2,195,674Net Surplus/(Deficit) for the year -767,378 1,593,282Net transfer (to)/from Development Reserve -256,745 0Net transfer (to)/from Capital Works Reserve 127,000 0Net transfer (to/from Plant Reserve 0 0Revaluation Reserve adjustment 23,573 0Closing Balance c/fwd 2,195,674 3,788,956

Operations Manager

The Reserves are managed in accordance with the Balances and Earmarked Reserves Policy for 2017/18, as approved by the Board on16 January 2017. This policy is available for viewing on the Board's website.

Special Levies are paid by Constituent Councils in two halves on 1 May and 1 November.

Drainage Rates are paid by occupiers of agricultural land and/or buildings. There are currently 206 Ratepayers that have not paid theirDrainage Rates for 2017/18, as compared to 161 Ratepayers this time last year. Summarised transactions for Drainage Rates andSpecial Levies during the year are as follows:

27




21

2016/17 2017/18Opening Balance, as at 1 April b/fwd 619,922 876,667Net contributions transferred from General Reserve 256,745 0Closing Balance c/fwd 876,667 876,667

22

2016/17 Gen. Reserve 2017/18SCH36 West Lynn Sluice - Structural Investigation 0 0 0SCH33 Wolferton Pumping Station - Structural Investigation 0 0 0SCH35 Control Panel Replacements & Weedscreen Cleaner Refurbishme 0 0 0

0 0 0

23

2017/18Fixed Plant Reserve 2,021,148Mobile Plant Reserve 800,000Plant Reserve 2,821,148

242017/18

Opening Balance, as at 1 April b/fwd 593,396Less:Pumping Station & Kettlewell House Depreciation -37,020

Closing Balance c/fwd 556,376

25 Pension Liability

(i)

(ii)

26 Related Party Disclosures

(i)

(ii)

(iii)

(iv)

The Board is a full member of Anglia Farmers Ltd, an agricultural purchasing cooperative. Several members of the Board are alsoshareholders of this organisation. The Board paid Anglia Farmers Ltd £54,317.76 upto 31/08/17.

Board member Mr J Askew is related to Mr R Askew, Director of Richard Askew Agricultural Supplies Ltd, which is one of the Board'ssuppliers. The Board paid Askew Agricultural Supplies Ltd £1,350.95 upto 31/08/17.

All elected members of the Board pay drainage rates either as individuals, Partners in Partnerships, or as Directors of limited companies;the exact nature of which can be found in the Rate Book as at 1 April 2017.

Mr Harvey Howe is employed by the Board as a full time Operative. The Board's Operations Manager is related to Harvey Howe.

The Capital Works Reserve largely represents the committed cost of capital schemes that the Board has approved in previous years,where suppliers have not actually invoiced for work, due to slippage in the programme or other issues with the contract:

Movements on the Development Reserve are made up as follows:

The Board is a member of the Water Management Alliance Consortium and as such also has a proportion of the pension liability for theshared staff that are employed by King's Lynn IDB, t/a the Water Management Alliance. The Fund Actuary for Norfolk County Councilhas prepared a separate Report for the Water Management Alliance, which identifies a notional net pension liability of £1,827,000 as at31 March 2017 that is shared by all 5 Member Boards. The Board's share of this pension liability is set out every year in the WMAsBasis of Apportionment, which was approved by the Board on 16 January 2017.

The Pension Liability is calculated by the Local Government Pension Scheme (LGPS) Fund Actuary at the end of every financial year. Itis a notional liability that is shown as a Long Term Liability on the Balance Sheet. This figure is meant to show the extent of the Board'sliability at the Balance Sheet date, based on a number of actuarial assumptions. However it is important to note that this sum does notrepresent an estimate of the exit cost of withdrawing from the LGPS at the Balance Sheet date.

The Fixed Plant Reserve and Mobile Plant Reserve have been merged into a single Plant Reserve, as at 31 March 2014:

Movements on the Revaluation Reserve are made up as follows:

Movements on the Capital Works Reserve are made up as follows:

28




(v)

(vi)

Recommended Actions:

1.

P J CAMAMILE P WALKERCHIEF EXECUTIVE FINANCE ASSISTANT

The Board uses Rating Software for the collection of Drainage Rates known as DRS. This software is owned by South Holland IDB andwas developed by Mr P J Camamile, the Chief Executive. The software is supported at no cost to the Board by Byzantine Ltd. Mr P JCamamile is the Company Secretary of Byzantine Ltd and his wife Mrs P Camamile is a Director. Both are shareholders.

The Board is a member of the Water Management Alliance Consortium, who provide administrative services to the Board. The Boardhas 3 representatives who serve on the Consortium Management Committee, that include the Chairman and Vice Chairman of theBoard. During the reporting period the Chairman received £4,200.00 Chairman's Allowance.

To approve the Financial Report for the period ending 31-8-2017.

29

King's Lynn IDBSchedule of Paid Accounts

Payment Date From : 01/06/201731/08/2017Payment Date To :

Amount PaidThis PeriodAccount ID Name Details

-22,328.17

AN0100 Anglia Farmers Ltd Electricity 22,328.17-114.95

AN0101 Anglian Water Water Charge 114.95-3,269.77

AR0001 Arval Fuel 3,269.77-1,179.94

AS0120 Richard Askew Agricultural Supplies Spares & Repairs 1,179.94-7,917.40

BO0001 Borough Council of King's Lynn & West Norfolk

Pierrepoint Rates 7,917.40-265.59

BO0240 BOC Ltd Oxygen 265.59-450.90

BT0270 BT Phone/Broadband 450.90-272.83

BU0282 BUPA BUPA Subscriptions 272.83-19.00

BU0285 Burley Fluid & Air Ltd Spares & Repairs 19.00-2,106.00

CA0320 Carter Haulage & Storage Ltd Excavator Moves 2,106.00-20.95

CR0380 King's Lynn Auto Electrical Ltd Electrical Parts 20.95-332.50

CR0399 C R Electrical Electricial Repairs 332.50-699.16

DO0004 John W Doubleday Spares & Repairs 699.16-330.00

DV0001 DVLA Vehicle Tax 330.00-825.60

EM0001 EMG Anglia Ltd Vehicle Servicing 825.60-1,397.91

EN0520 Engineering & Hire Ltd Plant Spares & Repairs 1,397.91-54.10

EON001 E.ON Electricity 54.10-2,855.20

FI0620 Finning (UK) Ltd Maintenance Works 2,855.20-340.21

FR0001 Franklin Industrial Supplies Ltd Small Tools 340.21-308.71

FR0650 Frimstone Ltd Reject Stone 308.71-625.27

HA0810 Hayley Group plc Engineering Supplies 625.27-25,023.97

IN0001 Inland Revenue Paye & Nic 25,023.97-567.36

IR0001 Ireland's Farm Machinery Ltd Plant Parts 567.36-125.22

JO1060 A T Johnson Spares 125.22-283.20

KL0001 King's Lynn Engine Centre Vehicle Repairs & Service 283.20-2,785.71

MA0001 Marshall Ford DD Ford Lease 2,785.71-37,884.41

MA0002 Martin Childs Ltd Capital Works 37,884.41-2,396.05

MA1310 Mastenbroek Ltd Machine Parts 2,396.05-480.00

MI0001 Mickram Ltd Crossbank Rd Repair Contribution 480.00-153.60

MR1390 Mr Signs Signs & Notices 153.60-1,308.00

MU0001 Murley Construction Equipment Ltd Spares/Repairs 1,308.00-24,502.03

NO0001 Norfolk Pension Fund Pension Contributions 24,502.03-4,920.00

NO0002 Northern Divers Diving Team/Inspection 4,920.00-2,252.64

OR1550 Oriel Systems Ltd Telemetry Maintenance 2,252.64-75,003.06

PBA001 Peter Brett Associates LLP Capital Works 75,003.06-4,380.00

PK0001 PK Fencing Fencing/Gates 4,380.00-17,695.48

RO0003 Royal Haskoning DHV Capital Works 17,695.48-611.00

SP0002 Spearhead Machinery Ltd Servicing/Parts 611.00-1,671.78

ST0002 Stapleton's (Tyre Services) Ltd New Tyres 1,671.78-66.78

TE0001 Tears Recovery Vehicle Recovery 66.78-4,130.74

TH2030 Thurlow Nunn Standen Ltd Plant Servicing/Parts 4,130.74-1,523.45

TI2050 Timber Services Ltd Materials 1,523.45

30

King's Lynn IDBSchedule of Paid Accounts

Payment Date From : 01/06/201731/08/2017Payment Date To :

Amount PaidThis PeriodAccount ID Name Details

-81.00

VJ2250 V & J Knitwear Ltd Protective Clothing 81.00-2,197.82

VO0001 Vodafone Ltd Mobile Phone 2,197.82-19,443.51

WA0001 Watson Petroleum Gas Oil 19,443.51-19,082.49

WA2310 Water Management Alliance Rechargeable Works 19,082.49-1,350.00

WA2320 Watling JCB Ltd (Wymondham) Service 1,350.00

295,633.46Please note that the amounts shown above include Vat £

31

KING’S LYNN INTERNAL DRAINAGE BOARD RISK REGISTER

Updated 13 January 2017

STRATEGIC OBJECTIVES

RISK IMPACT LIKELIHOOD

SCORE (1 – 3)

IMPACT SCORE (1 – 3)

RISK RATING (HIGH, MEDIUM,

LOW)

RESPONSE (ACTIONS

PLANNED/TAKEN)

To reduce the flood risk to people, property, public infrastructure and the natural environment by providing and maintaining technically, environmentally and economically sustainable flood defences within the Internal Drainage District (IDD)

Reduction in, or insufficient finance, grant and income EA may cease to pay highland water contributions to IDBs

Erosion of Board’s capital and general reserves. Reduction in FCERM service the Board is able to provide. Unable to replace assets as scheduled in the Board’s asset plan.

3

3

High 9

Explore alternative funding streams Continue to lobby Defra to update the Land Drainage Act 1991 to refer to current rating lists used by billing authorities for levying agricultural drainage rates and special levies, to support the extension of the Board’s area to its watershed, which would provide additional rates to the Board from the upland area.

The EA is no longer willing or able to carry out work on sea defences that protects the Internal Drainage District, or continues to maintain the sea defences but to a reduced specification

Potential overtopping into the IDD during severe weather events. Cost implication of managing the increase in water.

2

3

High 6

Formation of the East Coast Management Strategy with KL&WNBC and local business community and the East Coast Wash Community Interest Company is raising funds which will contribute to recycling and rechargeable works costs when EA activity is withdrawn IDB to work with key stakeholders to develop strategy for investment to reduce risk Use of Public Sector Cooperation Agreement (PSCA) to facilitate partnership working with

32

KING’S LYNN INTERNAL DRAINAGE BOARD RISK REGISTER

Updated 13 January 2017

STRATEGIC OBJECTIVES

RISK IMPACT LIKELIHOOD

SCORE (1 – 3)

IMPACT SCORE (1 – 3)

RISK RATING (HIGH, MEDIUM,

LOW)

RESPONSE (ACTIONS

PLANNED/TAKEN)

other risk management authorities (RMAs)

To enable and facilitate land use for residential, commercial, recreational and environmental purposes by guiding and regulating activities, which have the potential to increase flood risk

Planning Authorities ignore advice provided by Board, which leads to increased flood risk Lack of staff resources results in turning a blind eye to Byelaw/Land Drainage Act infringements and contraventions or failure to collect development contributions and commuted sums SUDs managed by private companies who allow them to fall into disrepair through lack of long term maintenance

Increased flood risk Potential for lost income from SWDCs and commuted sums Inadequate or lack of maintenance of SUDs could have an adverse impact on the IDB infrastructure and subsequently increase the risk of flooding

2

3

High 6

Planning/Enforcement Officer comments on planning applications are available on each Local Planning Authority website Planning/Enforcement Officer reports planning matters and issues at Board and Committee meetings Liaise where possible with Local Planning Authorities to better integrate/coordinate planning and flood risk management issues Lobby Local Authority Planners to include IDBs as Statutory Consultees and to treat IDB watercourses as SUDs. A SUDs adoption and charging policy approved by the Board November 2016 Promote IDB services for adoption of SUDs to ensure these are maintained in perpetuity

33

Risk Assessment Matrix (From the Risk Management Strategy and Policy as approved 13 January 2017)

Risk Assessment Matrix

Likelihood

Highly Likely Medium (3) High (6) High (9)

Possible Low (2) Medium (4) High (6)

Unlikely Low (1) Low (2) Medium (3)

Negligible Moderate Severe

Impact

The categories for impact and likelihood are defined as follows:

IMPACT

Severe – will have a catastrophic effect on the operation/service delivery. May result in major financial loss (over £100,000) and/or major service disruption (+5 days) or impact on the public. Death of an individual or several people. Complete failure of project or extreme delay (over 2 months). Many individual personal details compromised/revealed. Adverse publicity in national press.

Moderate – will have a noticeable effect on the operation/service delivery. May result in significant financial loss (over £25,000). Will cause a degree of disruption (2 – 5 days) or impact on the public. Severe injury to an individual or several people. Adverse effect on project/significant slippage. Some individual personal details compromised/revealed. Adverse publicity in local press.

Negligible – where the consequences will not be severe and any associated losses and or financial implications will be low (up to £10,000). Negligible effect on service delivery (1 day). Minor injury or discomfort to an individual or several people. Isolated individual personal detail compromised/revealed. NB A number of low incidents may have a significant cumulative effect and require attention.

LIKELIHOOD

Highly likely: very likely to happen

Possible: likely to happen infrequently

Unlikely: unlikely to happen.

34

Local Councils, Internal Drainage Boards and other Smaller Authorities in England Annual return for the year ended 31 March 2017 Every smaller authority in England with an annual turnover of £6.5 million or less must complete an annual return at the end of each financial year in accordance with proper practices summarising its activities. In this annual return the term 'smaller authority'* includes a Parish Meeting, a Parish Council, a Town Council and an Internal Drainage Board.

The annual return on pages 2 to 4 is made up of three sections:

.... _ are completed by the smaller authority. Smaller authorities must approve Section 1 before Section 2.

Sect1or is completed by the external auditor.

In addition, the internal audit report is completed by the smaller authority's internal audit provider.

Each smaller authority must approve Section 1 and Section 2 in order and in accordance with the requirements of the Accounts and Audit Regulations 2015.

Completing your annual return

Guidance notes, including a completion checklist, are provided on page 6 and at relevant points in the annual return.

Complete all highlighted sections. Do not leave any highlighted box blank. Incomplete or incorrect returns require additional external auditor work and may incur additional costs.

Send the annual return, together with the bank reconciliation as at 31 March 2017, an explanation of any significant year on year variances in the accounting statements, your notification of the commencement date of the period for the exercise of public rights and any additional information requested, to your external auditor by the due date.

Your external auditor will ask for any additional documents needed for their work. Unless requested, do not send any original financial records to the external auditor.

Once the external auditor has completed their work, certified annual returns will be returned to the smaller authority for publication and public display of Sections 1, 2 and 3. You must publish and display the annual return, including the external auditor's report, by 30 September 2017.

It should not be necessary for you to contact the external auditor for guidance.

More guidance on completing this annual return is available in the Practitioners' Guide that can be downloaded from www.nalc.gov.uk or from www.slcc.co.uk or from www.ada.org.uk

•tor a complete list of bodies that may be smaller authorities refer to schedule 2 to Local Audit and Accountability Act 2014

Page 1 of 6 35

Section 1 - Annual governance statement 2016/17

We acknowledge as the members of:

Enter name of

smaller authority here:

our responsibility for ensuring that there is a sound system of internal control, including the preparation of the accounting statements. We confirm, to the best of our knowledge and belief, with respect to the accounting statements for the year ended 31 March 2017, that:

We have put in place arrangements for effective financial management during the year, and for the preparation of the accounting statements.

2. We maintained an adequate system of Internal control, including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness.

3. We took all reasonable steps to assure ourselves that there are no matters of actual or potential non-compliance with laws, regulations and proper practices that could have a significant financial effect on the ability of this smaller authority to conduct its business or on its finances.

4 We proV1ded proper opportumty during the year for the exerc1se or electors· lights tn accordance With the reqUirements of the Accounts and Audit Regulations. ----We carried out an assessment of the risks factng thts smaller authonty and took appropriate steps to manage those nsks. mcluding the tntroductton of internal controls andtor external msurance cover where reqUired.

We malntatned throughout the year an adequate and effecttve system of 1nternal audit of lhe accounttng records and control systems

We took appropriate action on all matters raised in reports from internal and external audit

8. We considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on this smaller authority and, where appropriate have included them in the accounting statements.

9. (For local councils only) Trust funds including charitable. In our capacity as the sole managing trustee we discharged our accountability responsibilities for the fund(s)/assets, including financial reporting and, if required, independent examination or audit.

This annual governance statement is approved by this smaller authority on:

and recorded as minute reference:

v

v v /

/

v

../

prepared its accounting statements in accordance with the Accounts and Audit Regulations.

made proper arrangements and accepted responsibility for safeguarding the public money and resources in its charge.

has only done what it has the legal power to do and has complied with proper practices in doing so.

during the year gave all persons interested the opportunity to inspect and ask questions about this authonty"s accounts

considered the financial and other risks it faces and has dealt with them properly.

arranged for a competent person, independent of the financial controls and procedures, to give an objective view on whether internal controls meet the needs of this smaller authority.

responded to matters brought to Its attention by internal and external audit.

dtsclosed everything tt should have about its business activity during the year including events taking place after the year-end if relevant.

~tdl!l,lllilli~_...._. has met all of its responsibilities where It ts a sole managing trustee of a local trust or trusts.

Slgoo:;;:;,~:Jc whe<e appco"l ;, gi>e"'

Clerk: J

(J, /lMA,1U~ 'Note Please provtde explanations to the external auditor on a separate sheet for each 'No' response Describe how this smaller authority will address the weaknesses Identified.

Page 2 of 6 36

Section 2 -Accounting statements 2016/17 for

Enter name of


Balances brought rorward

2 (+)Precept or Rates and LeVIes \(:il.A%

3. (+)Total other receapts 2H 2.S

4. (-) Staff costs

G2.&qs& lo+-1232-5. (-) Loan

interesVcapital 0 0 repayments

6 ()All other payments l2.'8q~

7. (=) Balances earned forward '5\b'2.:l1'1

8. Total value of cash and short tenn

5.:l1Cl~ oS 4 'l.\2,!.~:S anvestments

9 T olaf fixed assets plus long term investments :.2.1 ~> ...... 32 2. ol+tl S2. q and assets

10 Total borrowings 0 0

11 (For Local Councils Only) Otsclosure note re Trust funds (tncludang chantabfe)

I certify that for the year ended 31 March 2017 the accounting statements in this annual return present fairly the financial position of this smaller authority and its income and expenditure, or properly present receipts and payments, as the case may be.

Signed by Responsible Financial Offacer:

(J t' ~~,v.t/i Date

Total balances and reserves at the beginning or the year as recorded in the financial records Value must agree to Box 7 or previous year.

Total amount of precept (or for lOBs, rates and levaes) received or receiVable In the year. Exclude any grants recoived.

Totalux:ome or receapts as rocorded 1n the ca!ihbook less the precept or rates.1evres recerved (hne 2). Include any grants recetved

Total expenditure or payments made to and on behalf of all employees Include salaries and wages PAYE and Nl (employees end employers) pension contnoouons and employment expenses.

Total experxllture or payments of capnal and Interest made dunng the year on the smaller authority's borrowmgs (If any)

Total expel'ldrture or payments aq recorded in the cashbook less staff costs (hoe 4) and loan mterestfcapttal repaymen• (~ne 5).

Total balances and reserves at the end of tho year. Must equal (1 +2+3) - (4+5+6)

The sum of all current and deposal bank accounts. cash holdings and short term 1nve"tments he d as at 31 March - To agree with bank reconciliation.

This cell shows the va ue of all the property the authority owns. It is made up or 1ts fixed assets and long-term investments.

The outstandtng capttal balance as at 31 March or all loans from ' rd parues (lnclud1ng PWLB )

The Counctl acts as so.e tru~tl::ie for and is responstble for managutg Trust funds or assets.

I confirm that these accounting statements were approved by this smaller authority on:

tc::q os l :l il and recorded as minute reference:

s~lt l / c l Signed by Chair at m~etinyre approval is given:

A~&)t,tvf tffi~ I

Page 3 of 6 37

Section 3- External auditor report and certificate In respect of:

Enter name of


1. Respective responsibilities of the body and the auditor

This smaller authority is responsible for ensuring that its financial management is adequate and effective and that it has a sound system of internal control. The smaller authority prepares an annual return in accordance with proper practices which:

• summarises the accounting records for the year ended 31 March 2017; and

• confirms and provides assurance on those matters that are relevant to our duties and responsibilities as external auditors.

Our responsibility is to review the annual return in accordance with guidance issued by the National Audit Office (NAO) on behalf of the Comptroller and Auditor General (see note below). Our work does not constitute an audit carried out in accordance with International Standards on Auditing (UK & Ireland) and does not provide the same level of assurance that such an audit would do.

2. 2016/17 External auditor report

(E~eef:JI fer tl=le mettere FefileFteEI ~ele"')* on-the basis of our review of the annual return, in our opinion the information in the annual-~ , return is in accordance with proper practices and no other matters have come to our attention giving cause for concern that relevant ] legislative and regulatory requirements have not been met. (*delete as appropriate). · ~

I (continue on a separate sheet if required) ' ··-------------------------1 Other matters not affecting our opinion which we draw to the attention of the smaller authority:

i

i (continue on a separate sheet if required)

3. 2016/17 External auditor certificate We certify/do not sortify* that we have completed our review of the annual return , and discharged our responsibilities under the Local Audit and Accountability Act 2014, for the year ended 31 March 2017.

1 • We do not certify completion because:

I J External auditor signature U'J2a2Ltl S L ..LP._ _____________ ____________________ __, Externalauditorname I Mazars LL8 Durham, OH1 SIS I Date I \.-\ AU.~ !. :\St li ' l 3' I Note Tho NAO 1ssued gurdance applicable to external audrtors' work on 2016117 accounts In Audrtor Guidance Note AGN102 Thu AGN IS available from the NAO website (www.nao.org uk)

Page 4 of 6 38

Annual internal audit report 2016/17 to

Enter name of


This smaller authority's internal audit, acting independently and on the basis of an assessment of risk, carried out a selective assessment of compliance with relevant procedures and controls expected to be in operation during the financial year ended 31 March 2017.

Internal audit has been carried out in accordance with this smaller authority's needs and planned coverage. On the basis of the findings in the areas examined, the internal audit conclusions are summarised in this table. Set out below are the objectives of internal control and alongside are the internal audit conclusions on whether, in all significant respects, the control objectives were being achieved throughout the financial year to a standard adequate to meet the needs of this smaller authority.

Appropriate accounting records have been kept properly throughout the year.

B This smaller authority met its financtal regulations, payments were supported by invoices, all expenditure was approved and VAT was appropnately accounted for.

----------------c. This smaller authority assessed the significant nsks to achteving tis objectives and revtewed the adequacy of arrangements to manage these

0 The precept or rates requirement resulted from an adequate budgetary process. progress against the budget was regularly monitored: and reserves were appropnate.

Expected income was fully received, based on correct prices, properly recorded and promptly banked; and VAT was appropriately accounted for ----Petty cash payments were properly supported by recetpts. all petty cash expendtture was approved and VAT appropriately accounted for

G. Salanes to employees and allowances to members were paid 1n accordance with thts smaller authority's approvals. and PAVE and Nl reqwements were properly applted

t-H Asset and investments registers were complete and accurate and properly mamtained /

ft. Periodic and year-end bank account reconciliations were properly carried out. __J .,/'

l J. Accounting statements prepared durjng the year were prepared on the correct accounting basis I

(receipts and payments or income and expenditure), agreed to the cash book, supported by an adequate audit trail from underlying records and where appropriate debtors and creditors were properly recorded.

K. tFor local councils only)

Trust funds (including charitable)- The council met its responsibilities as a trustee.

: I I NOt . t Yes · No ~

For any other risk areas Identified by this smaller authority adequate controls existed (list any other risk areas below or on separate sheets if needed)

Name of person who carried out the internal audit Ka ~j rJood~m\

Signature of person who carried out the internal audit ~~ oate 03{05/ w n

•1r the response is no· please state the implications and actton being taken to address any weakness in controlldenbfied (add separate sheets if needed)

.. Note. If the response is not covered' please state when the most recent internal audtl work was done In thts area and when it Is next planned. or, If coverage Is not required, Internal audtl must explatn why not (add separate sheets if needed).

Page 5 of 6 39

Guidance notes on completing the 2016/17 annual return 1. You must apply proper practices for preparing this annual return. Proper practices are found in the

Practitioners' Guide* which is updated from time to time and contains everything you should need to

prepare successfully for your financial year-end and the subsequent work by the auditor. NALC, SLCC and ADA have helplines if you want to talk through any problem you encounter.

2. Make sure that your annual return is complete (i.e. no empty highlighted boxes), and is properly signed and dated. Avoid making amendments to the completed return. Any amendments must be approved by the smaller authority, properly initialled and explanation provided. Annual returns containing unexplained or unapproved amendments may be returned and incur additional costs.

3. Smaller authorities must approve Section 1 on page 2 before approving Section 2 on page 3.

4. Use the checklist provided below. Use a second pair of eyes, perhaps a Councillor or Board Member, to review the annual return for completeness and accuracy before sending it to the external auditor.

5. Do not send the external auditor any information not specifically asked for. Doing so is not helpful.

However, you must tell the external auditor about any change of Clerk, Responsible Finance Officer

or Chair.

6. Make sure that the copy of the bank reconciliation which you send to your external auditor with the annual return covers all your bank accounts. If your smaller authority holds any short-term investments, note their value on the bank reconciliation. The external auditor must be able to agree

your bank reconciliation to Box 8 on the accounting statements (Section 2 on page 3). You must provide an explanation for any difference between Box 7 and Box 8. More help on bank reconciliation

is available in the Practitioners' Guide*.

7. Explain fully significant variances in the accounting statements on page 3. Do not just send in a copy of your detailed accounting records instead of this explanation. The external auditor wants to know that you understand the reasons for all variances. Include a complete numerical and narrative analysis to support your explanation. There are a number of examples provided in the Practitioners' Guide* to assist you.

8. If the external auditor has to review unsolicited information, or receives an incomplete bank

reconciliation, or you do not fully explain variances, this may incur additional costs for which the auditor will make a charge.

9. You must inform the external auditor of the date set for the commencement of the period for the exercise of public rights.

1 0. Make sure that your accounting statements add up and the balance carried forward from the previous year (Box 7 of 2016) equals the balance brought forward in the current year (Box 1 of 2017).

11 . Do not complete Section 3 which is reserved for the external auditor.

All sections

Set:tion 1

Section 2

Sect1ons 1 and 2

All highlighted boxes have been completed?

All additlonalmformation requested. including the dates set for the period for the exercise of public rights has been provided for the external auditor?

For any statement to which the response ;-:;;:~;;;-:~:;';i=~:;::;i:i,;::;;------~r-""'1 Smaller authority approval of the accounting statements is confirmed by the signature of the Chair of the approval meeting?

Trust funds · all disclosures made 1f a Council is a sole managmg trustee? NB. Do not send trust accountmg statements unless requested.

1-:----.-:--::----f-. highlighted boxes ;~ted'bviirrt;~m;;;rt;;;;d;xD~ilio;;c~ld;(j?-----~--~

•Note The Practitioners' GUide IS ava1lable from your local NALC. SLCC or ADA representatives or from www.nalc.gov.uk or YMW slr.r. CO llk Of WWW a<ia org W,

Page 6 of 6 40

Kings Lynn IDB

Distributed to:

Members

Askew J RAusten J S (Chairman)Ayres BBanham KBaron M Chenery of HorsbrughCrofts CGroom R W Keene S MsLord Howard of RisingLong BMarkillie R SMarkillie S A RMatkin TNockolds E MrsOliver DRiddington M Symington JWhitby DWing-Pentelow TYoung S Mrs

Officers

Camamile P JHowe GJeffrey Miss SNeale Mrs M

Guests

Burrows P, EAWoods P, RHDHVKing's Lynn IDB Meeting 25 September 2017

King's Lynn IDB Minutes and Report Extracts - Water ...

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