MINUTES OF THE KYLE & UPPER OUSE IDB MEETING
HELD ON MONDAY 22nd JULY 2024
AT THE GALTRES CENTRE, EASINGWOLD
68 Present Mr R Shedden (Chair), Mr A Boddy, Mr G Robinson, Mr R Spilman
In attendance - Mr N Everard (Clerk of the Board), Mr P Jones (Consulting Engineer)
69 Apologies Mr R Pennock, Mr I Galtrey, Cllr J Cattanach, Cllr A Hook
The Clerk apologised to members for cancelling the scheduled June
Board Meeting which was due to ill health.
70 Declaration of None
Interest
71 Minutes As a quorum was not present it was agreed to proceed with the
meeting subject to approval of the Minutes at the next Board Meeting for which a quorum was present.
72 Consulting The Consulting Engineer’s report dated June 2024, together with
Engineer’s Report details of planning applications considered, and the consents issued to 18th June 2024 were approved.
The Consulting Engineer reported that there had been a follow up meeting with contractors and direct labour to review the work programme for the forthcoming season. A 12 month contract for flailing, hedge cutting and de weeding/desilting was agreed to July 2025 at the existing rate and will target either of the options below of a combination of 40 kilometres of flailing and hedge cutting on primary watercourses or 26.5 kilometres of flailing, hedge cutting and de weeding on primary watercourses.
A summary of the meeting had been shared with contractors and direct labour.
During the bird nesting season the ecologists had attended on site to carry out a nesting bird surveys prior to emergency works being undertaken by direct labour. On these visits the presence of Himalayan Balsam had been identified and the Consulting Engineer will look for further guidance.
An example of the ecologists report was circulated.
The Consulting Engineer reported on an approach from QTS (Network Rail contractor) and North Yorkshire Council with regard to proposed works to mitigate a collapsed culvert under the railway north of Alne. Consent applications were awaited which may include diversion of an existing watercourse.
The Consulting Engineer reported on correspondence from an agent acting on behalf of a landowner adjoining Easingwold Golf Course confirming that it was a Riparian owner responsibility as a private system.
A potential obstruction to flow crossing New Parks Beck had been reported to managers of the estate who had acknowledged notification and were working with tenants to resolve the matter.
Jetting contractors had cleared an obstruction to a culvert at
Plainville which was found out to be caused by tree roots. The system requires a further desilt prior to repair of the culvert. The Consulting Engineer has kept residents advised.
The Consulting Engineer was awaiting further details from contractors in respect of the Yorkshire Green Project.
The Consulting Engineer reported that a submission had been made to DEFRA/Environment Agency in connection with the Emergency Drainage Board fund announced by the previous Government for the benefit of the farming community. The application included a submission for the replacement of two culverted sections of watercourses at Beningbrough with an estimated cost of £902,000. Any works proposed must be completed by 31st March 2025 to apply. The Board delegated authority to the Finance Committee.
73 Health & Safety A site visit is proposed later in the season to review the
Report Health & Safety Policy and Risk Assessments.
74 Risk Management/ The Clerk had not heard anything further from ADA with regard to
Strategy & Policy DRS rating package, however ADA had advised members that a
solution would be available to Boards post March 2025 and that an application had been submitted to DEFRA to cover the costs of the data migration.
The Clerk reported that there were no additional requirements following a meeting with insurers and that there was no proposed change to the policy subject to the outcome of the Health & Safety review which was to be arranged.
75 ADA Update The Clerk reported that ADA had continued to lobby DEFRA on
behalf of the Boards with regard to the release of the emergency funding referred to above. They also confirmed that DEFRA are being lobbied to provide additional guidance to Boards regarding maintenance access on SFI Schemes.
76 Audit The Clerk reported on the report received from internal auditors and
confirmed that there were no matters to be brought to the attention of the Board. The appointment of the internal auditor was approved for the forthcoming year.
a) The effectiveness of the system of internal control – the Board approved the internal control review for the year ended 31st March 2024.
b) Annual Governance Statement – the Clerk advised that due to ill health and the cancellation of the June meeting that the deadline for submission had been missed and the auditor was advised and granted an extension. Point 1 on the Annual Governance Statement 2023/24 was therefore noted as No.
The Board approved the Annual Governance Statement (Section 1 of the AGAR) for the year ended 31st March 2024.
c) Accounting Statements – the Board had considered and approved the Accounting Statements (Section 2 of the AGAR) for the year ended 31st March 2024. The Chairman and Clerk were authorised to sign on behalf of the Board.
77 Appointed Members The Clerk confirmed that Mr S Wragg and Cllr Mr T Stead were no
longer appointed members for City of York Council.
The Consulting Engineer prepared a brief presentation for Board Members and the Clerk will ensure that this is circulated with a copy being sent to Easingwold Town Council to encourage representation on the Board. If members are aware of any other potential members would they please contact the Chairman or the Clerk.
78 Direct Labour The Vice Chairman reported a request by the Foreman for
an increase in the Board’s pension contribution from the statutory 3%. The Clerk was instructed to respond direct to advise that the Board were not able to increase the contribution, however individuals could increase the pension contribution with a corresponding reduction in gross wage.
79 JCB & Excavator The Chairman advised that he was currently reviewing the costs for
Replacement potential works of the excavator and subject to this would advise on
whether it was beneficial to retain or dispose of the machine. The decision was delegated to the Finance Committee.
It was reported that the operator’s JCB requires a significant repair and it was hoped that the machine would be available for the current season and the Board would then look to budget for its replacement in the forthcoming year.
80 Environmental The Chairman raised concerns with regard to ongoing discharge
Matters from a milk unit near Shipton which had previously been reported to the Environment Agency Pollution Line.
81 Consulting Engineer The Board considered the Consulting Engineer’s request for an
increase in contract rates with effect from 1st April 2024 of 3.2%. The Clerk confirmed that this was within the budget and was subsequently approved by the Board.
82 Clerkship The Clerk advised that the Assistant Clerk, Mr N P Atkinson, was
retiring and the Board agreed to appoint Mr J Pullein who is a Director at Hunter Gee Holroyd Ltd as Assistant Clerk. The Clerk was authorised to update the bank mandate.
83 Accounts Accounts for Payment Schedule numbers 16, 17, 18a, 18, 19, 20 &21
Were approved in the sums of £35,561.24, £13,988.18, £29,937.28, £13,642.89£18,776.67 £23,304.25 and £13,801.68 respectively.
84 Next Meeting The Clerk reported that the next meeting was scheduled for Monday 2nd December 2024 at 2.00pm at the Galtres Centre,
Easingwold.
………………………….Chairman
……....………………………...Date