BUCKINGHAM AND RIVER OUZEL INTERNAL DRAINAGE BOARD BOARD MEETING

Transcription

1 BUCKINGHAM AND RIVER OUZEL INTERNAL DRAINAGE BOARD BOARD MEETING Minutes of the meeting held at 2pm on 12 June 2012 at Longueville Hall, Newton Longville. PRESENT: N Costin (Chairman); M C Howell (Vice Chairman); A Dransfield; R W Edwards; R Haynes; P Hirons; H J Hunt; D Isham; J Lloyd and V McPake. IN ATTENDANCE: F Bowler (Clerk/Chief Executive), J Oldfield (Director of Operations), and R Easom (Committee Clerk). 1 APOLOGIES were received from P Bowsher; D Prosser; M Versallion and N Warren. 2 DECLARATION OF MEMBERS INTERESTS and MEMBERS CODE OF CONDUCT The Chairman declared an interest in so far as he is a member of Central Bedfordshire Council. There were no other declarations of interest. The Clerk reminded members about the Members Code of Conduct, a copy of which all new members are issued with, and offered additional copies to any members who required them. The Clerk also talked about the requirement to keep the Board up to date regarding members interests and made available copies of the Register of Members Interest forms. 3 MINUTES OF BOARD MEETING HELD 7 FEBRUARY 2012 The Minutes of the meeting held on 7 February 2012 were accepted as a true and accurate record. Mrs Lloyd pointed out that under members PRESENT Mr Warren s initial had been omitted. The Committee Clerk agreed to add the N. 4 MATTERS ARISING FROM THE MINUTES Watercourse Surveys Report Mrs McPake said the Milton Keynes Council Flood and Water Management Committee would be meeting towards the end of July and suggested that, as the Director of Operations attends this meeting, he raise as an agenda item, the issue of Grant in Aid bids and Local Authority support. ADA Newsletter via Mr Hirons said he was still not receiving the monthly ADA newsletter. The Clerk said she had provided the ADA administration office with details of all members addresses but she would contact them again. Milton Keynes Council nominated representatives Mr Dransfield referred to past MK Council members becoming nominated members of the Board and stated that only members of Milton Keynes Council can speak on behalf of Milton Keynes Council. The Chairman said that those who have been members of the Board in the past bring a wealth of experience and, on occasions such as this when there is a shortage of members in attendance, nominated members are needed. He added that the principle to which Mr Dransfield was referring is exactly as the Board meetings are conducted. However, he did not wish to stifle debate and said that all those present were, first and foremost, members of the Board.

2 Mr Edwards requested information regarding the constitution of the Board and what vacancies there were. The Clerk agreed to provide this. 5 UNCONFIRMED MINUTES OF JOINT MANAGEMENT COMMITTEE held on 30 APRIL 2012 The Chairman presented the minutes which were noted. Discussion took place: Mr Brian Collier The Clerk regretfully informed members that Mr Brian Collier, Vice Chairman of the Beds & River Ivel Board and member of the JMC, had died. EA Protocol for Maintenance of Flood and Coastal Risk Management Assets Mrs McPake asked whether there was a definitive list of watercourses for which the EA will maintain. The Director of Operations said he did not think there was a formal list. The EA categorise watercourses into High, Medium and Low Risk and they now only focus on high risk watercourses. He said the EA do publish their annual maintenance programme on their website and he offered to send members a link. Mr Edwards said he would like to be provided with information on the riparian owners of watercourses; watercourse references and location. Officers said there are plans on the Bedford Group of IDBs website which show the location of IDB watercourses and reference numbers. However, Mr Edwards said he would prefer an alternative reference to the Boards website. Internal Audit Corporate Governance publishing of Board/Committee agenda, reports and minutes The Clerk said she had spoken further with the Internal Auditor regarding this issue and what to make available to the general public on the Boards website. The Clerk said it will be a matter for discussion at the Lincolnshire Clerks meeting which she was due to attend later in the week and that she would report back following that meeting. New Office/Depot Accommodation The Director of Operations said the planning application was due for determination at the end June. He said he and the Clerk were due to meet the following day with the architect and project manager with regard to going out to tender for the design and build. Mr Dransfield was concerned about the delay with the project and asked what had been holding it up. Officers said there had been a number of issues that had taken time to resolve with the landowner. The original site drainage strategy was insufficient to the Board as a developer, because the Board as regulator would refuse consent. There had also been disagreements about boundaries, one as to ownership of the adjoining watercourse and one as to the location of the utilities statutory easements. A planning application had to be submitted for access and there had also been delays with solicitors. Mr Dransfield suggested that the price for the land be re-negotiated due to the delay. Officers said that, Hannah Reed, the Boards retained consultants, had considered the price was still reasonable just a few months ago. Also, other members agreed that, if the price were to be re-negotiated it could easily go up particularly in view of the fact that the land may then have full planning permission. The Clerk said that officers did not feel there had been any need to rush as the current lease on Cambridge House has a break clause for December 2013.

3 The Chairman stated that the meeting on 24th April 2012 between the Chairman of the Joint Management Committee and the Vice Chairman of the Bucks & Ouzel Board, the Clerk and Director of Operations and representatives of Woods Hardwick and Heckler Associates, had been held in order to examine the reasons for the hold up. The Chairman said the legal implications of challenging the purchase price would be examined and officers should now be able to hand the project over to the project manager without further delay. 6 WORKS PROGRESS REPORT FOR THE PERIOD 1 JANUARY TO 31 MAY 2012 The Works Progress Report was accepted by the Board. Discussion took place on: The D of O explained that the report covered part of what the Boards term the quiet period where works are restricted due to conservation and protected species. Mrs McPake enquired whether or not the wet weather had affected works. The Director of Operations said it had; the mild but damp spring had produced extra weed growth. Mr Hirons asked whether the Board were behind with the works programme. The Director of Operations said that there was some work in hand and that it is usual to over-programme due to the dynamic nature of the work and so that there will always be agreed work to carry out. However, Mr Hirons felt it was difficult to assess the Board s performance. The Director of Operations said the Board had always focused on delivery of the works on the ground and not on over-processing the planning of the work. He felt that there was a danger of analysing to such an extent that the cost of back room staff hampers delivery. However, he said he would give the matter of reporting on the progress of the works programme some thought. Mr Howell commented on the reinstatement works carried out at the Kingfisher Country Club. The Director of Operations said that an increasing amount of reinstatement work is being carried out in order to leave the land in the same condition as the Board finds it. It is also work that can be carried out during the bird nesting season. Mr Haynes said he felt that this was a valid exercise as the Board needs to work closely with land owners and reinstatement is a key issue. Mrs McPake queried the figures behind the reported 3% sickness. Officers responded that the Buckingham & River Ouzel Board workforce comprises of only 4 members. There were 12.5 sick days during the period and 11 of those days were attributable to one member of the workforce who has on-going problems with his hips. 7 TECHNICAL REPORT The Technical Report for the period January to May 2012 was accepted by the Board. Discussion took place on: Milton Keynes Tariff Mr Dransfield said detailed discussion was currently taking place with Milton Keynes Council about the transfer of land assets from the Homes and Communities Agency to MKC and advised officers of the Board to be proactive or the Board may not be consulted. Members provided the officers with the names of contacts and Mrs McPake suggested Mr Dransfield, as a Cabinet member of MKC, raise the issue in Council in order to ensure the Board is consulted on SuDs. Mr Dransfield agreed to pass on information provided to him by the Director of Operations.

4 Broughton Brook storm sewer outfall from Maidstone Road / cascade weir Following discussion, members requested that officers endeavour to meet with Anglian Water to discuss the responsibility for the outfall to the sewer which is in need of refurbishment. The proposal of partnership works was supported with a without prejudice contribution to the works from the Board. However, prior to offering a contribution, officers were asked to explore the possibility of seeking legal opinion by consulting the Board s retained solicitor about responsibility for maintenance of assets, as it was felt that the owner of an asset is responsible for the asset, whilst the Board only has discretionary powers to carry out maintenance. Environment Agency & Defra Defra Medium Term Plan Mr Hirons enquired about the Ledburn scheme. The Director of Operations said the watercourse south of the village caused flooding problems in 2007, and in the past the culverted watercourse through the middle of the village had been prone to capacity issues and blockages. A small scheme is proposed in order to reduce the flood risk to approximately 20 houses, which is the majority of the village. Planning Applications Mr Dransfield made the observation that the number of Milton Keynes Council planning applications which had been commented on seemed low compared with Central Bedfordshire Council. The Director of Operations said he would check the figures but pointed out that only those applications within the Drainage Board area would be requested and not those with a small extension such as a porch or a conservatory. 8 FINANCE i) Finance Report for the period 1 April 2011 to 31 March 2012 Members accepted the Finance Report for the period 1 April 2011 to 31 March ii) To approve the Financial Statement for year ending 31 March Members approved the Financial Statement for the year ending 31 March 2012 for the Chairman and Clerk to sign. Discussion took place on the following: Mr Dransfield commented on the fact that names of members are not included in the Financial Statements. The Clerk said that it was not a requirement to do so. iii) To approve the Audit Commission Annual Return and Annual Governance Statement year ending 31 March 2012 Members approved the Audit Commission Annual Return and the Annual Governance Statement (answering questions 1 8 in the affirmative) for year ending 31 March 2012 for the Chairman and Clerk to sign. 9 INTERNAL AUDIT - To receive the Internal Audit Report and the Management Action Plan Members approved the Internal Audit Report dated May 2012 and the Management Action Plan. Discussion took place: The Clerk said all outstanding items on the Management Action Plan were now implemented with the exception of:

5 Continue to pursue the introduction of an on-line payment system with dual authorisation The Clerk reported that the confirmation of the increase in BACs monthly limits has now been received from the bank and the process of implementing the on-line payment system was on-going. A All Board / Committee agenda, reports, minutes (with the exception of confidential items) and policies to be stored on the web-site. The Clerk said she had spoken further with the Internal Auditor regarding this issue and what to make available to the general public on the Boards website. The Clerk said it will be a matter for discussion at the Lincolnshire Clerks meeting which she was due to attend later in the week and that she would report back following that meeting. 10 ANY OTHER BUSINESS Rating Mr Dransfield said he had been asked by Loughton Parish Council to enquire as to why they were being charged drainage rates on an allotment site. The Clerk responded that they were charged because they were classed as agricultural land and up until recently Milton Keynes Council had paid. However, MKC now maintain that they are not responsible for land which is not special levy and subject to the agricultural drainage rate. Tour of Inspection/Members Training Day Mr Dransfield asked whether another Tour of Inspection/Members Training Day was planned. Members felt that it would be useful to invite MPs and MEPs. The Clerk said she would give the matter some consideration. 11 DATE OF NEXT BOARD MEETING 5 February 2013 The meeting closed at 4.04pm