Whole document page no. 001 Cumbria Strategic Flood Partnership Board
10th March 2020 Whole document page no. 002
CSFP Board Agenda
Date: Tuesday 10th March 2020, 1:30 – 4:30pm
Venue: Conference Rooms A&B, Cumbria House, 117 Botchergate, Carlisle, CA1 1RD
Attendees: - Paul Wood Allerdale BC Elizabeth Radford Eden Rivers Trust Doug Coyle Cumbria County Peter Miles Environment Agency Council Angela Jones Cumbria County Sharon Kennedy Environment Agency Council Richard Denyer Chair Stewart Mounsey Environment Agency Janet Chapman Community rep Jonathan Reade Highways England Faith Cole Community rep Tim Duckmanton LDNPA John Kelsall Community rep Sharma Jencitis UU Paul Barnes Community rep Katie Duffy UU Carolyn Otley Cumbria CVS James Halliday UU Jane Langston Eden DC Vikki Salas West Cumbria Rivers Trust Keith Little Cumbria County Adrian Shepherd YDNPA Council
Officers in Attendance: - Anthony Lane Cumbria County Helen Renyard Cumbria County Council Council
Observers: - Richard Milne Carlisle Luis Eckersley Mike Fox Low Crosby Lynne Jones Keswick Rhian Davies Carlisle Rachel Lee Carlisle Richard Guzinski Windermere Lake Levels Group
Apologies: - Sam Plum Barrow BC Rachel Osborn Highways England Bryan Craig CALC Sarah James Lune Rivers Trust Jane Meek Carlisle City Council Chris Kaighin Natural England Steven O’Keeffe Carlisle City Council Julian Harms Network Rail Philip Greenup Cumbria County Council Adam Briggs NFU Pat Graham Copeland BC Adrian Lythgo RFCC David Harpley Cumbria Wildlife South Cumbria Rivers Trust Pete Evoy Trust Ellyse Mather Environment Agency South Lakeland District David Sykes Council James Bickley Forestry Commission Tony Griffiths, UU John Ferguson Highways England Andrew Kendall UU
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Refreshments available from 1pm
Objectives for meeting: A. To report to members on recent activities, including storms and incidents. B. For the Strategy Task Group and Steering Group to bring members up to speed on the development of the new strategy. C. To discuss, amend and approve in principle elements of the emerging strategy, to enable progress to be maintained.
Note: Emerging Strategy sent out in advance. We will assume you have read this prior to the meeting. You will not be able to participate effectively in the meeting unless you have read the draft strategy.
No Agenda Item Purpose & content Lead Time Page
Arrivals, registration During arrivals, informally 1300 consider the four mission statement options over tea/coffee. Welcome and Apologies RD 1330 1 Minutes 16th December 2019 FOR APPROVAL (r) RD 1335 5 1.1 Accuracy 1.2 Action 1.3 Other matters arising 2 Recent storms in Cumbria: 1345 2.1 Receive/consider reports; (v); DC 2.2 Agree CSFP procedure for FOR DISCUSSION RD/DC acting on lessons learned. 3 Reports FOR INFORMATION 1410 Not for discussion a) RFCC report DC 9 b) MSfWG report Late paper DC 12 c) Chairs report RD 16
Break 10min 1410
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4 Draft interim Strategy Discussion, chapter by RB 1420 18 Progress presentation from chapter: Strategy Task Group - Anything you want to know more about? - Improvements to make?
Checking levels of comfort around: a) Mission statement b) Move to a legal entity c) Partnership structure o d) Knowledge management e) Technical committee f) Culture of collaboration g) Funding h) Next steps 5 Concluding remarks RD 1620 6 AOCB Direct discussion with 1630 officers only Close 1630 Glossary 33 Annexes 1 Report on discussions in Approved by Executive 40 agenda item 4 – Draft interim Committee Strategy 2 Commentary on report in Approved by Executive 45 Annex 1 Committee r = report; p = presentation; v = verbal
DONM: Tuesday 2nd June 2019; 1330-1630; Cumbria House, Carlisle. Whole document page no. 005
CSFP Board – Minutes Item 1
Meeting: CSFP Board Date: Monday 16th December 2019, 4pm Venue: Pennine Gallery, Rheged, Redhills, Penrith CA11 0DQ
A short Board meeting had been called to receive quarterly reports and deal with any urgent business after the CSFP Strategy Workshop.
Attendees:
Paul Barnes Farming Jane Langston Eden District Representative Council Janet Chapman South Lakes Keith Little Cumbria County Representative Council Faith Cole Derwent Community Pete Miles Environment Representative Agency Doug Coyle Cumbria County Stewart Mounsey Environment Council Agency Richard Denyer Chair Steven O’Keeffe Carlisle City Council Simon Johnson Environment Agency Carolyn Otley Cumbria CVS Angela Jones Cumbria County Jonathan Reade Highways England Council Andrew Kendall United Utilities Adrian Shepherd YDNPA
Officers in Attendance: -
Anthony Lane Cumbria County Council Helen Renyard Cumbria County Council Kate Luxton Environment Agency
No Agenda Item Action Welcome Chair thanked those present for staying beyond the CSFP Strategy Workshop to participate in this short meeting. Papers as listed on the agenda had already been circulated.
1 Minutes of the last Board meeting 27th September 2019 and actions Approved
Actions Minute 2. Ensure communications to residents around dates and times for gully cleaning to be made a priority for the CCC Highways Service. Action: PS. Outstanding. Although this was identified as an on-going PS action, priority was asked for to mitigate flood risk at this time of year. Noted that CCC has been working closely with resources available
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from UU to improve gully cleaning operations. Highways England emphasised the priority they place on this work at this time of year. Minute 3. Convene a sub-Group of Community Representatives to collate comment on the Environment Agency Evidence Review on Community Engagement. Meet with authors of report to feedback. Action: PM & Community reps. Outstanding. A meeting between PM community groups, EA officers and the authors has been arranged. Minute 4. Gravel removal programme to be made available to the Board. Action: PM. PM provided following links: Infrequent Maintenance (gravel etc.) https://environment.data.gov.uk/asset- management/index.html?element=http%3A%2F%2Fenvironment.data.gov .uk%2Fasset-management%2Fid%2Fasset%2F439859&layer=maintained- assets Routine / Frequent Maintenance https://environment.data.gov.uk/asset- management/index.html?element=download Minute 4. Carlisle Phase 2 and Eden Bridge clearance update for JK. Action: PM. PM has updated JK. Minute 9. Funding source proposals for transition to Flood Hub website. To be discussed under Item 2 of the agenda.
Other matters arising None raised
2 Minutes of the Board Steering Group 18th November 2019 Accepted. Noted as a correct record by attendees at meeting concerned.
Matters Arising Minute 9. Future of the CSFP website. Recommendation to the Board: Place on hold the wholesale transfer of content from the CSFP website to the Flood Hub until Board has received and agreed proposals for CSFP website. It is important nevertheless for partners to submit information to the Flood Hub. Endorsed. Chair will bring a paper to a future meeting of the Board Steering Group. Chair
3 Reports Received and noted: - a) RFCC update; b) Making Space for Water Group Update.
3.1 In consideration of the MSfWG report, AL noted that the Making Space for Water section of the Gov.uk website has closed down. Since 2007, when this initiative was set-up by government, not all areas of England have established working groups, but it has been very successful for Cumbria.
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3.2 The decision of the Board Steering Group to ask for updates on s.19 reports as a standing item for meetings of the Steering Group and the CSFP Board was noted and HR was thanked for organising the Making Space for Water Group Update. Whilst this will cover current s.19 reporting there is a need to ensure HR that all flood incidents are covered, their recommendations pursued and hotspots addressed by MSfWGs.
4 Any Other Competent Business 4.1 Chair thanked everyone for their constructive participation in the CSFP Strategy Workshop including especially intensive work from members of Strategy Task Group. A clear mandate from those present at this Board meeting was provided for the Strategy Task Group to proceed to develop a working draft Strategy for presentation to the Board at the next meeting in March 2020. Chair
4.2 The CLRF, through the Flood and Severe Weather Planning Group, are working on a new Multi-agency Flood Plan Parts 2 and 3. These new parts replace the Section 10 of the current plans, critically they focus on community flood risk at a local (sub-district) level. This is the cross-over of the CLRF and CSFP with local risk management. The participation from the CSFP in consultation and engagement will be an important part of the process. Steven O’Keeffe has a new role as CLRF Programme Board Chair, this will ensure closer work across the CSFP & CLRF. Chair reported on a most constructive meeting with him and the new Chair of CLRF, Assistant Chief Constable A. Slattery.
4.3 JR noted the imminent announcement of the Highways England Winter Statement. This is a programme report and is expected to cover the A66 upgrade between Penrith and Scotch Corner as well as improvements planned in the Whitehaven area. It will also contain a statement on the resilience of the Highways England network. He urged everyone to look at it and let him know of any comments. All
4.4 High quality of the draft Cumbria Coastal Strategy and the huge effort it must have taken was recorded. The short period of recent consultation for the final draft of the Strategy raised at the Board Steering Group was explained as the last of various stages of consultation throughout the Strategy development. If organisations and individuals have experienced difficulties with responding in this short timeframe, CCC have confirmed it will accept contributions until the end of January 2020 from CSFP partners.
4.5 Flood Risk Management Plans (FRMPs) and River Basin Management Plans (RBMPs) planning process. Recommendation to the Board from the Board Steering Group: That a joint CSFP response will be made to the Challenges and Choices consultation. To support this, partner organisations will be encouraged to draft a response to the consultation individually. They will be asked to submit draft AL
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versions of their submissions to CSFP [by the end of February All 2020] to enable a joint CSFP response to be [drafted by the end of March 2020]. This will identify divergence of view and note abstentions, and in addition, having considered CSFP collective views, individual partners will then be free to proceed with their submissions. CSFP’s document will be shared with partners for final comment before submission on the closure date of 24 April 2020. Agreed.
4.6 Chair highlighted the discussions from the Board Steering Group on the work required to improve CSFP participation in consultations. CSFP members are urged to bring forward consultations that they become aware of that are relevant to CSFP work. All
4.7 Chair noted the recent response he had made to a RFCC consultation on Partnership Funding Rule Amendments. He’d asked that the FCERM appraisal process needs to take an improved and visible account of the importance of cultural heritage, including listed buildings, conservation areas, and World Heritage Sites.
Date of next meeting Tuesday 10th March 2020, 1330-1630. Conference Rooms A&B, Cumbria House, 117 Botchergate, Carlisle, CA1 1RD
Action summary
Minute Action By no. 1 Ensure communications to residents around dates and times for gully cleaning to be made a priority for the CCC Highways Service. PS 1 A meeting between community groups, EA officers and the authors [of the EA Evidence Review on Community Engagement]. PM 2 Paper on the future of the CSFP website to be brought to the Board Steering Group. Chair 3.2 Updates on s.19 reports as a standing item for meetings of the Steering Group and the CSFP Board. HR 4.1 Strategy Task Group to proceed to develop a working draft Strategy for presentation to the Board at the next meeting in March 2020. Chair 4.3 Review Highways England Winter Statement and pass any comment to JR All 4.5 FRMP & RBMP planning process. Partner organisations will be encouraged to draft a response to the [RBMP] consultation individually. AL Partner organisations will be asked to submit draft versions of their submissions to CSFP [by the end of February 2020] to enable a joint CSFP response to be [drafted by the end of March 2020]. All 4.6 CSFP members are urged to bring forward consultations that they become aware of that are relevant to CSFP work. All
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CSFP Board Meeting - Item 3a
Subject: North-West Regional Flood & Coastal Committee Report
Authors: Doug Coyle; Anthony Lane
Sponsor: Cllr. Keith Little
Meeting Date: 10th March 2020
1.0 Purpose
This report provides the CSFP with an update on the Regional Flood and Coastal Committee meetings including the Finance sub-Group and related activities
NWRFCC Meetings NWRFCC Finance sub-Group Meetings Friday 24th January 2020 Friday 10th January 2020 Next meeting: Friday 24th April 2020 Next meeting: Friday 3rd April 2020
2.0 Background
Details of the purpose and remit of the NWRFCC and the Finance sub-Group can be seen in the ‘About the NWRFCC’ section of the Flood Hub. This website is a one-stop shop for flood information and resources to support householders, businesses and communities across the North West in becoming more flood resilient. https://thefloodhub.co.uk/about-us/#section-1
Further details, including approved minutes from NWRFCC meetings can be found on the Gov.uk website here: https://www.gov.uk/government/groups/north-west-regional-flood-and-coastal-committee
Full details of all items in this report, including RFCC papers and presentations can be obtained from [email protected]
3.0 Finance sub-Group meeting, 10th January 2020.
3.1 Investment Programme report
Against the target of 3,055 homes, derived from the February 2019 consented programme, 3,928 homes are forecasted to be better protected across the North West. This will make a total of 37,432 homes better protected since 2015. This forecast is 873 more than the 3,055 target. Forecasts have reduced by 1,641 since the last report in October 2019, due primarily to the planned acceleration of the Carlisle Scheme not proving possible. There is currently a national pressure on Local Authority led and EA led FCRM GiA that needs to be managed back to affordable levels. It is therefore possible
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that the North West will be held to the forecast GiA spend to help support the national position. Spend forecasts to the end of November 2019 for the NW RFCC Local levy element of the programme indicate the target to spend the £4.101 million allocation will be met. It was noted again that with the Local Levy balances reducing, a more strategic and prioritised approach to its allocation needs to be established. This will be put in place during 2020 as part of the development of the Local Levy Strategy and Process Review. The need to review the Terms of Reference for the Finance Sub Group, which include detail on scrutiny procedures of items requiring Local Levy support was noted. Following the latest annual refresh of the investment programme, the NW RFCC allocation for capital schemes is £65.226 million. In addition there are now confirmed allocations for support schemes of £2.514 million and the scheme level detail for these allocations was received by the Committee.
3.2 RFCC Action Plan 2019/20
Sally Whiting, EA Senior FCRM Advisor provided an update on progress delivering the RFCC Action Plan for 2019/20.
4.0 Key Updates from 24th January 2020 NWRFCC meeting
4.1 Coastal Update.
Carl Green of the North-West Coastal Group provided an update with the following: -
Adapting to coastal change. The future challenge of higher sea levels and increased storminess will require a mix of greater capital investment together with change of land use and removal of assets (including homes) from high risk areas. The North West has benefited from over £150 mllion investment over the decade and North West Coastal Group members continued the important work of delivering reductions in flood risk to coastal communities. Managing assets. The coastal monitoring underpins the understanding of risk and provides robust evidence for effective delivery of the capital programme. Phase 3 (2021 – 27) has been submitted to EA Large Projects Review Group (LPRG) with £37m included in SR19. £5.8m has been included for the 927km of the North West Coast a cost of £1,100/km/yr. North West Shoreline Management Plan. The National SMP-Refresh project is on-going. This includes SMP-Explorer, a digital platform piloting a prototype map- based data and information platform, which will both signpost and host (where appropriate) SMPs and coastal data. Developing a centre of coastal excellence in the North West. One of the key mechanisms for delivering the aspiration of DEFRA and to meet the future chal- lenge is to develop a Centre of Coastal Excellence bringing together the knowledge and experi- ence gained over the last decade to provide a central resource. This will allow development of the coastal resource, improved integration of coastal regeneration and the provision of efficient and effective coastal management. Improved funding for the coast. The following areas have been discussed and accepted at a national level with DEFRA and Treasury, guidance will be amended to reflect the following: -
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Include homes that are part of coastal adaptation (rollback) schemes Include B&Bs as 'homes' and not just business premises Include homes that become at risk due to impacts of climate change Communications. The North West Coastal Group Web Site has been completely upgraded and represents an excellent showcase for the work of the coastal group and coastal understanding. The Group has also been working with the EA and Newground to incorporate coastal aspects and case studies into the Flood Hub website.
4.2 Update from the SUDs Task and Finish Group
From Sophie Tucker, Sustainable Drainage Systems Manager, United Utilities and Laura Makeating, Merseyside Flood Risk Co-ordinator, Wirral Council. Details were provided on the development and consultation on the SuDS Pro-forma for use by Local Planning Authorities being developed by the Group to facilitate the delivery of high quality SuDS.
4.3 NFM and Land Management
Ellyse Mather, Senior Officer at the Environment Agency, gave a presented a paper on the Environmental Land Management Scheme. This included the programme, opportunities for flood hazard reduction and mitigation and the Cumbria ELM Test and Trial. David Harpley of Cumbria Wildlife Trust, Dave Kennedy, EA FCRM Advisor and Dave Brown, EA FCRM Senior Advisor provided an update on NFM including challenges and barriers. Ian Irving, RFCC Member, gave a presentation on the Stockdalewath NFM scheme.
5.0 Recommendation
The CSFP Board is asked to note the contents of this report.
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CSFP Board Meeting - Item 3b
Subject: Making Space for Water Groups (MSfWG)
Authors: Helen Renyard
Sponsor: Lead Local Flood Authority
Meeting Date: 10th March 2020
1. Purpose
The purpose of this report is to provide the CSFP with an update from the 6no district wide Making Space for Water Groups.
2. Flood Reports Update
The following information provides details of the flood event that have resulted in Section 19 reports within the last year and indications of the properties that have been affected and the actions proposed.
Community Date of flooding No. of Summary of potential actions properties internally flooded Appleby 9th February 2020 27 Addendum report to be produced as previous flood report produced Shap 9th February 2020 12 Addendum report to be produced as previous flood report produced Low Crosby 9th February 2020 5 Addendum report to be produced as previous flood report produced
3. Making Space for Water Group meetings
Date of next meeting –
District Date Allerdale 14th April 2020 Barrow 23rd April 2020 Carlisle 7th May 2020 Copeland 14th April 2020 Eden 7th May 2020 South Lakeland 23rd April 2020
The following is an example of some of hotspots discussed at the previous meeting – District Update Allerdale Penrith Road Keswick – Works are scheduled for completion April 2020 but is weather dependant. Tallentire village – New contractor to be appointed.
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Branthwaite –The owner has been advised that any works will need to be funded by himself. No funding can be secured as the conversion to housing was after 2012.
Flimby Scheme – funding for further works is currently an issue but discussions with partners is continuing to find the funding. Newlands / Braithwaite – There is going to be a funding short fall for works in this area, partners still continuing to find investigate this. Dearham – Sewer upsizing works are planned by UU to remove DG5 flooding. Harrington, Northfield Ave – issue of water surcharging from manhole now complete Workington Findley Place – Issues with blocked gully, however, road is private – residents have been informed. Barrow Rating Lane – UU to contribute to ongoing investigation Sharp Street/Steel Street – investigations to commence shortly Greystone Lane (planning) – Infiltration check to be carried out to inform further comments from consultant Blea Beck Askham – further investigations into potential problems in the area following culvert survey Carlisle Gosling Sike - A culvert upgrade is planned to resolve capacity issues at Askerton Close / northern extent of the Morrisons car park. A business case is being prepared by the EA. Low Crosby - It is currently being explored by the EA removing existing flood defences on the southern bank of the River Eden. Rickerby – The EA have begun work to raise the flood defences around Rickerby. The project is scheduled to be completed by Autumn 2020. Warwick Bridge – Culvert beneath A69 maintained by ROADLink –more information on the condition of the culvert is required for the next meeting. Beaumont – Issues with erosion from the River Eden. The MSFW group will not revisit this as it sits with the landowners to protect their properties from riverbank erosion. Baldwinholme – Flooding occurred on 1 October 2019 at a junction to the north east of the village. Colloquially residents believe a field ditch has been filled in. Highways will be surveying the culvert beneath the road. Barclose – All root cutting, silt removal and surveys have been undertaken by the Highways Authority. Kingmoor Park – Photographs of flooding to Cargo Beck under the West Coast Main Line and Kingmoor Central Business Park were submitted to the EA – LLFA to examine the culvert and watercourse to check for any issues and discuss the results with EA. Dalston Road – Hihgways spoke to EA regarding the Pirelli trash screen on Fairy Beck. LLFA is speaking to the Church Commissioners who own the land to clean the beck as it is full of silt.
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54 and 56 Castlerigg Drive, Carlisle – experienced flooding on 10 August 2019. Highways jetted the surface water drainage network to the front of the properties and found no issues. Brow Nelson, Dalston – Pipe has now been removed and ditch re-opened. Property downstream on the right has had some flooding coming onto the highway. Highways will monitor situation. Copeland Moor Row, Stonegarth – Highways have installed Beanie Kerbing. LLFA would like to connect into UUs SW system. UU is looking into the possibility once further design details are known. Highways to arrange for survey works to be done. Cleator Moor, Little Croft / Norbeck Park – EA have carried out some works but their modelling has indicated that there are capacity issues. LLFA to visit the end two houses to discuss riparian ownership responsibilities. To monitor. Millom & Haverigg – Initial Assessment work has been awarded to a consultant who will begin work shortly Moresby Parks, School Brow - Potential SW Drainage works hoped to extend from the station site to the beck to the north is being blocked by the farmer. LLFA to pursue with the farmer, UU are tracing the drains within the estate tracking down runs & their outfalls, and a clearer picture is being formed. The station access is to be improved by inclusion of a raised table to divert water flow back onto the road. Harras Moor development – The Highlands Extension – UU identified issues regarding the surface water drainage for the new development site, it will be necessary to ensure care is taken in its design. Sandwith - Jnc Lighthouse Road – LLFA & UU met house owner, he thinks the pipe is blocked next to the pumping station. Highways would get a quick CCTV survey done to determine what is wrong, to clean out the gutter on the lane to get it running correctly. WCRT & LLFA met on site to find ways to slow flows & reduce siltation downstream. LLFA is looking at putting a road table in with a swale over the adjacent grassed area and out falling to the stream Whitehaven – Magellan Park – leak in liner understood to be now fixed. Highways to monitor. Egremont – Beck Green – Copeland BC reported a blocked drain which is backing up water through the gullies causing a risk of flooding, Highways requested to Dye Test. LLFA has been in discussion with Home Group who are responsible for the drains, awaiting a response back. Eden Mauds Meaburn - project to divert flow of water from track with solid bunds, kerbing and re-profiling. Kelleth – Possible project there, LLFA to discuss with Highways. Threlkeld – UU Planning on diverting culvert under highway transferrable. The culvert runs along highway then crosses further up, so the diversion at either end before under the highway. UU has asked for design detail from EA. Carleton development – 128 properties – UU will look into – is at design stage – the Flood Risk Assessment provided was lacking detail
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Stainburn / Newbiggin – Highways / LLFA investigating issue – Fields have had hedge rows removed and connected drainage to highway drain in the corner onto highway and same with the other field. Letter has been sent out giving notice to remove. Appleby Doomgate, Question to UU and CCC with regards to any excess surface water to connection into EA culvert. Looking at options to divert surface water flow where possible. Commission surveys to find out further detail. Threlkeld – Ghyll How Bridge – Land owner had built a bridge over Kilnhow Beck EA are investigating and have sent out a letter to the land owner responsible. South There has been no South Lakeland MSfWG meeting in the last quarter. Lakeland
4. Flood Incidents reported since last meeting from LLFA
Period covered is from storm Ciara and Dennis to date.
Total of Internal Properties flooded is 82 No
Note:- only Eden District having sufficient to trigger government support for those flooded.
Total of External flooded properties is 22 No
Note:- There were at least 12No repeatedly flooded both named storms.
Task for Flood Team
Flood Investigations :–
3 No S19 addendum reports 25 No Flood Incident Reports (FIR) 15No Near Flood Incident Reports (NFIR) – external flooding only
5. Recommendations
That the CSFP Board notes the MSFWG Update.
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RESTRICTED CSFP/2020/1 CSFP CHAIR REPORT # 2 CHAIR’s ACTIVITIES & BRIEFING DEC 2019 – MAR 2020
1 Strategy Discussions & Preparations With weekly Strategy Task Group meetings, and intensive discussions and preparations almost every day in between, this activity has been the major focus since the last plenary meeting. I must thank and pay tribute to my fellow STG members, and especially to Anthony Lane for his diligent coordination and many other contributions.
2 Parliament & Government Due to the incidence of the General Election, the Christmas /New Year holidays and the long period of political reconstruction and re-orientation that followed (All-Party Groups (APPGs) always have to be re-established, for example; and Cumbria has several new MPs), there has been limited activity in the political dimension. Taking up his statements implying that more Northern flood and economic development funds would be available, I wrote to the Prime Minister on New Year’s Eve to press the case for CSFP support, with copies to Trudy Harrison MP (his new Parliamentary Private Secretary and MP for Copeland) and Jake Berry MP, Northern Powerhouse Minister; though I regret to say there has been no response.
Partly as a constituent, I met Tim Farron MP on 27 January, and found him extremely supportive of CSFP’s potential. He offered to give enthusiastic advocacy, guidance and practical support to any bids from CSFP, but it has not been possible to follow this up in the window he suggested, due to an apparent CSFP protocol (of which I was previously unaware) requiring the simultaneous involvement of all Cumbria MPs in any such ask. I have not yet been able to meet the other county members due to preoccupation with Strategy discussions, planning and preparation, but I hope to do so as soon as diaries and virological restrictions allow.
Assuming parliament is going to remain open, I shall be attending a number of APPG meetings in the coming weeks, starting with one on housing design and regulation that includes the Shadow Floods Minister, Ruth Jones MP. Comments and questions from me will be among those put forward for discussion by a small selection of participants, and I invite Partners to send me as soon as possible their suggestions or spatial development /flood-relevant evidential material (including some I might give her, since she is from South Wales and may have limited knowledge of Cumbria; or indeed show to other legislators and opinion-formers present).
3 Agencies Let me simply mention the following highlights:
3.1 Environment Agency --Meeting with John Curtin (National Flood Director), accompanied by Stewart Mounsey, Adrian Lythgo (RFCC) and Philip Greenup (CCC) --Site Visit to Ulverston, including Town Beck, and South Ulverston, with Kate Luxton (also involving Jayne Kendall, Town Clerk) (As she has now moved from a Cumbria location, I pay tribute to Kate Luxton for her outstanding contributions to CSFP and support for me, and for her work in and with communities)
3.2 Highways England Jonathan Reade (Assets Manager, twice), Bruce Parker (Regional Director) & Rachel Osborn
3.3 Forestry Commission Keith Jones (Area Director)
4 Catchments I attended meetings of West Cumbria Catchment Partnership & Derwent River Catchment Group. South Cumbria RT has not yet responded to the request for a meeting (despite several reminders)
3c Chairs Report 1
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5 Health Sector A meeting with Jon Rush, Chair of the North Cumbria NHS Clinical Commissioning Group, pointed to some possible areas of collaboration, especially on wellbeing and mental health issues.
6 Commerce & Industry 6.1 Discussions with Mark Cropper, Chair of James Cropper plc
6.2 A meeting with Sam Rayner, Chair of Lakeland plc, who thought CSFP has the right objectives and ambition to involve the business community, linking to Lakeland business goals and to experience of employees who have suffered from flooding, and to his experience as former High Sherriff. For Knowledge Management initiatives, Lakeland offered to provide limited involvement by some employees (equivalent to a type of short-term intermittent secondment). SR himself (and others) will be willing in due course to rejoin the conversation on communication and customer engagement issues and resources.
7 Cumbria County Council Strong practical and moral support continues. One recent example of the former is the generous and most valuable offer to provide access to Sharepoint facilities to underpin the work of the Board and any other CSFP components that might be established as a result of the Interim Strategy.
On behalf of the Partnership, I extended congratulations and good wishes to Angela Jones on her appointment to the substantive post of Executive Director, along with a tribute to her fine leadership of CSFP over the past 2-3 years. In our subsequent meeting, she underlined the Council’s (and her) commitment to its development. I am also glad to acknowledge the encouragement of Cllr Keith Little.
8 United Utilities The meeting that was imminent when my last report took place in Warrington, and I am grateful for the warm and open briefing and exchange of views on drainage (in most helpful depth). Unfortunately the envisaged HQ meeting on reservoirs has not materialised, but I was glad to note Ian Cross’s contributions to the Camerton meeting.
9 Cumbria Resilience Forum As reported orally on 16 Dec, the meeting with Assistant Chief Constable Andrew Slattery, the new Chair (who was present for the strategy workshop and Steven O’Keefe, the new Chair of CRF Programme Committee), were most encouraging, and CSFP needs to agree on ways of taking the ideas forward.
10 RFCC I was an observer at the January RFCC meeting in Kendal. There appears to have been no word back from DEFRA on my proposal related to extension of the appraisal formulae, intended to benefit Cumbria differentially as compared with the better-heeled counties that are currently at a distinct advantage because of population density and house prices.
11 External activities I was the only delegate from Cumbria at a most enlightening conference held in Newark on Trent on 19 Feb. The title was Flood Risk Management for the next decade: A Multi-layered Safety Approach, but it centred almost entirely on Natural Flood Management. At the time of writing my last report, The Future of Floods Conference and associated briefing sessions, were imminent. They proved most valuable events from my perspective, with many practical examples of challenges and successful investment in complex environments (though few as complex in some respects as Cumbria!). An excellent innovation was a session allowing young water management professionals to comment on the event and on general trends, and it is especially noteworthy for CSFP that Doug Coyle (alone) was selected to mentor presenters and moderate /organise the session (a tribute to his standing in the field)
Richard Denyer [email protected] March 2020
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CSFP strategy update 10th March 2020
Board meeting: 10th March 2020 Whole document page no. 019 Objectives
1. Update Partners on development of new strategy.
2. Discuss, suggest amendments, support and approve in principle elements of emerging strategy, to enable progress to be maintained.
Board meeting: 10th March 2020 Whole document page no. 020 Agenda
① Update: where Task Group has got to ② Clarifications ③ Check levels of comfort: • Mission • Move to a legal entity • Partnership structure overall • Knowledge management focus, focus of KM Ctte • Technical committee and panels, LTR panel • Better culture of collaboration • Funding • Next steps
Board meeting: 10th March 2020 Whole document page no. 021 Strategy Task Group’s journey
• 16th December Rheged workshop • STG met 7 times: intensive discussions and drafting • Hampered by floods, holidays and commitments • Joint STG and Board Steering Group meeting • Draft interim strategy exists, looking for guidance/support today
Board meeting: 10th March 2020 Whole document page no. 022 Strategy: focus
• Legitimacy – proposed restructure
• Funding – legal entity will enable funding, then action
• Action – we know this may appear a weakness at the moment: but it cannot precede legitimacy, funding and further inputs from partners
Board meeting: 10th March 2020 Whole document page no. 023 Mission statement
• Not easy! • Criteria: It unites us (adequately) Simple, Accessible and Short: easily memorable and used Accurate: clarifications sit alongside
4 options: your levels of comfort?
Board meeting: 10th March 2020 Whole document page no. 024 Legal entity a. Limited liability protection b. Governance, accountability, transparency c. Set out remit to respect partners’ roles d. Able to receive funding: central support, community projects tbc e. Mechanism to consider concerns and recommendations f. Enter partnerships g. Provide credible focus for interaction with opinion leaders/others
If comfortable, Exec Ctte will draw up detail
Board meeting: 10th March 2020 Whole document page no. 025 Structure
• Every partner has a place on the new Council • Everyone interested could have a place on Committee or Panel If comfortable, Exec Ctte will draw up detail
Board meeting: 10th March 2020 Whole document page no. 026 Knowledge management
• Why this is at the centre of the strategy • We want your input on the KM Committee’s remit
If comfortable, Exec Ctte will start implementing
Board meeting: 10th March 2020 Whole document page no. 027 Technical Committee, Panels
• Panels all focus on one issue each (across Cumbria) • Pilot • We want your input-on Lake, Tarns and Reservoir Panel’s remit • Technical Committee oversees all Panels • Comments on Technical Committee’s remit /ToR
If comfortable, Exec Ctte to start implementing pilot LTR Panel & TC
Board meeting: 10th March 2020 Whole document page no. 028 Better collaborative culture
• Throughout the CSFP structure and across partners • Enabling individuals to join Committees and Panels that interest them and they can contribute to • Code of Conduct • Needs to be actively built – more than just words in a strategy: • Skills development • Willingness to work collaboratively • Leadership and support • Time and resources Any other areas to consider?
Board meeting: 10th March 2020 Whole document page no. 029 Funding
• We go nowhere fast without funding • Aspirations • Progress
Requests and suggestions required!
Board meeting: 10th March 2020 Whole document page no. 030 Next steps: transition
• Executive Committee meeting on 26 March, to consider today’s suggestions • Draw up detail of legal entity for June meeting • Implement: 1. Executive Committee 2. Technical Committee 3. Knowledge Management Committee 4. LTR Panel 5. June meeting would start as Old Board, and close as New Council
Board meeting: 10th March 2020 Whole document page no. 031 Levels of comfort
Check levels of comfort: 1. Mission 2. Move to a legal entity 3. Partnership structure overall 4. Knowledge management focus, focus of KM Ctte 5. Technical committee and panels, LTR panel 6. Better culture of collaboration 7. Funding 8. Next steps
Board meeting: 10th March 2020 Whole document page no. 032
Thank you
Board meeting: 10th March 2020 Whole document page no. 033
Glossary
ACTion with Communities in Cumbria is the AcT community development organisation and Rural Community Council for Cumbria. AD Associate Director Asset Information Management System. AIMS System owned by the Environment Agency for managing their flood risk assets. Asset Management Period 7. Water companies tender contracts to service providers to help keep infrastructure properly maintained every 5 years. The AMP7 next period starts in 2020 (the seventh since water industry privatisation) following Ofwat price review in 2019 (PR19). AOB Any other business BRAG See RAG C@R Communities at Risk (of flooding) CCC Cumbria County Council Cumbria Community Foundation exists to address disadvantage by making life-changing grants and promoting philanthropy. It responds to emerging CCF need, having managed four disaster appeals, most recently raising £10.3m in response to the floods in 2015. Catchment Based Approach. CaBA Central approach led by DEFRA for water environment management Civil Contingencies Act 2004. The legislation that establishes a coherent CCA framework for emergency planning and response ranging from local to national level. CCTV Closed circuit television Cumbria Flood Action Plan was the first step to developing an action plan covering the Eden, Derwent and Kent and Leven catchments. It provides an overview of on-going work, new actions, CFAP information and evidence gathered since the flooding of December 2015. The Environment Agency, working with the Cumbria Floods Partnership and communities across Cumbria, has collated the action plan. CH2M Consultant name Countryside Landowners and Business Association. CLA A membership organisation for owners of land, property and businesses in rural England and Wales. CMG Catchment Management Group Coastal Protection Authorities. CPAs Local authorities identified as responsible for coastal management in the Coastal Protection Act 1949.
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Cumbria Rivers Authority Governance Group. Co- ordination of County Community Action to minimise the effects of flooding. Provides a community CRAGG communication structure to affiliate all Flood Action, Parish and Community Groups so their views can be represented at a County level CSFP Cumbria Strategic Floods Partnership Comprehensive Spending Review is a governmental process in the United Kingdom carried out by HM Treasury to set firm expenditure limits and, through public service agreements, define the key improvements that the public can expect from these CSR resources. Flooding risk management investment is set within each spending review. The first 6-year investment programme was defined by a CSR in 2015 and covered 2015-21. A similar arrangement defined by a CSR is expected to cover the 6 years between 2021-27. Cumbria CVS (Cumbria Council for Voluntary Service) offers help, advice, training and support to third sector groups throughout Cumbria. It is a CVS registered charity and membership organisation helping community/voluntary/not-for-profit groups and organisations to develop and improve. Department of Communities and Local Government. The department of central government responsible DCLG for a wide range of local government and community activities. Department for Environment, Food and Rural Affairs. DEFRA The department of central government responsible for flood management policy in England. Drainage & Wastewater Management Plan. Plans currently being developed by water companies for DWMP the long term planning of drainage and wastewater services. Plans will be published in 2022. EA Environment Agency The Environment, Food and Rural Affairs Committee is appointed by the House of Commons to examine the expenditure, administration and policy of the Department for Environment, Food and Rural Affairs EFRA (Defra) and its associated public bodies. The EFRA Committee is one of the 19 Select Committees related to Government Departments, established by the House of Commons under Standing Order No. 152. Environmental Land Management Scheme. The cornerstone of future land management policy post- ELMS Brexit; underpinned by natural capital principles and delivering through the Defra 25-year Environment Plan goals. EU European Union European Regional Development Fund is a fund ERDF managed by the European Union. Its purpose is to
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transfer money from richer regions (not countries), and invest it in the infrastructure and services of underdeveloped regions. ERT Eden Rivers Trust ESI Company name. Geographical Information Systems FAS Flood alleviation scheme Final Business Case. A later stage of scheme FBC development. FCRM Flood & Coastal (Erosion) Risk Management FCERM Ditto FLAGs Flood Action Group FAG Ditto FRMS Flood risk management scheme. Grant in Aid. GiA Main source of funding from Defra for FCERM projects. General Data Protection Regulations. European legislation (including in the UK) that aims to keep GDPR peoples data safer than ever before and gives people more control and say on how their personal information is used. GMMC Greater Manchester Metropolitan Councils GM Greater Manchester Highways England is the government company charged with operating, maintaining and improving HE England’s motorways and major A roads. Formerly the Highways Agency, it became a government company in April 2015. Integrated Drainage Area Study. Integrated approaches to urban stormwater drainage IDAS management for advancing more sustainable and holistic management of urban water environments. IDB See WLMB. Infrastructure Task & Finish set-up after the CSFP Board in March 2018 to carry out an assessment of Infrastructure the flood resilience of infrastructure and establish an T&F agreed baseline assessment of the current exposure to flood risk. Infrastructure Recovery Programme. Owned by Cumbria County Council, this programme covers IRP repairs and replacement of highways and bridges infrastructure damaged in the 2015 floods. LAs Local authorities LDNPA Lake District National Park Authority Local Enterprise Partnerships. Voluntary partnerships between local authorities and businesses set up in 2011 by the Department for LEPs Business, Innovation and Skills to help determine local economic priorities and lead economic growth and job creation within the local area
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Lead Local Flood Authority. The Floods and Water Management Act 2010 gave County Councils or Unitary Authorities a new leadership role in local flood risk management. They have become the lead local flood authority, with LLFA responsibility for development, maintaining and applying a local flood risk strategy. Local flood risk is defined as a risk of flood arising from surface run-off groundwater or an ordinary watercourse, which includes a lake or pond which flows into an ordinary watercourse. LPA Local Planning Authority (Cumbria) Local Resilience Forum. Brings together all organisations with responsibilities under the CCA. LRF Responsible for producing and maintaining the MAFP. Multi-Agency Flood Plan. Sets out responsibilities and plans for response in flood events for MAFP emergency services, first responders and the military services. Ministry of housing, Communities & Local MHCLG Government. Making Space for Water Group. There are 6 area based MSfWGs across Cumbria. Membership is made up of officers from key RMAs MSfWG such as UU, EA, Cumbria County Council as well as Rivers Trusts. They meet quarterly and their key responsibility is to investigate flood incidents and seek solutions to reducing flood risk MSFW Same as above Natural England. The government’s adviser for the natural environment in England, helping to protect England’s NE nature and landscapes for people to enjoy and for the services they provide. Natural England is an executive non-departmental public body, sponsored by DEFRA National Flood Risk Management Strategy published NFRMS by the Environment Agency. Natural Flood Management. Natural flood management as the alteration, NFM restoration or use of landscape features, is being promoted as a novel way of reducing flood risk. NFU National Farmers Union Non-government organisation. An organization that is neither a part of a government nor a conventional for-profit business. NGO Usually set up by ordinary citizens, NGOs may be funded by governments, foundations, businesses, or private persons. New EA procurement strategy due to be launched in NGSA 2019 to replace WEM agreements.
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The National Planning Policy Framework was published on 27 March 2012 and sets out the NPPF government’s planning policies for England and how these are expected to be applied. NR Network Rail National Resilience Review published by the NRR government in 2016. NWR Ditto NW North-West NWRFCC North-West Regional Flood & Coastal Committee Ordinary Business Case. A stage of scheme OBC development. The Water Services Regulation Authority, or Ofwat, is the body responsible for economic regulation of Ofwat the privatised water and sewerage industry in England and Wales. Outcome measure – those outcomes expected from flood risk management investment. Identified in the OM EA Partnership Funding Calculator used to identify the cost benefits of a project. Covers number of homes protected and environmental outcomes. Project Application and Funding Service. A DEFRA PAFs on-line service available to RMAs to seek funding allocations for flood risk management schemes. Programme Delivery Unit. PDU Environment Agency procurement framework. Partnership funding. Scheme funding shared PF between a number of partner sources. PLP Property level protection (against flooding) Ofwat 2019 Price Review. Every five years, OFWAT set limits on the prices PR19 which water companies in England and Wales can charge to their customers; this process is known as a Price Review. Project Review Group. A review group constituted to make independent review of project progress or a funding application. PRG Membership is usually made up of individuals or organisational representatives with close interests and responsibilities in the project. Partnership and Strategic Overview. Teams within the Environment Agency with PSO reposibilities for promoting partnerships with LLFAs and RMAs Project Working Group – normally operating with PWG Catchment Management Groups Red, Amber, Green. Colour coding used to identify the progress status of projects: - RAG Red – significant concern, needs to be escalated; Amber – some concern, but most issues resolvable; Green – satisfactory
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BRAG - includes Black – critical, requires immediate attention. River Basin Management Plan. River basin management plans set out how RBMP organisations, stakeholders and communities will work together to improve the water environment. REDFA River Eden & District Fisheries Association Regional Flood & Coastal Committee (normally RFCC referring to NWRFCC) Risk Management Authority. An authority with responsibilities in flood risk RMA management as defined in the Flood & Water Management Act 2010. RSPB Royal Society for the Protection of Birds Special Areas of Conservation (SACs) are protected areas in the UK designated under regulations, the UK Government and Devolved Administrations are required to establish a network of important high- quality conservation sites that will make a significant SAC contribution to conserving the habitats and species identified in Annexes I and II, respectively, of European Council Directive 92/43/EEC on the conservation of natural habitats and of wild fauna and flora, known as the Habitats Directive. SCRT South Cumbria Rivers Trust Strategic Environmental Assessment. The systematic appraisal of the possible effects of SEA decisions taken at a high level (such as those in strategies, policies and plans) on the built, natural and historic environments. Shoreline Management Plan. Plans to manage the threat of coastal change and developed by Coastal Groups with members mainly SMP from local councils and the Environment Agency. They identify the most sustainable approach to managing the flood and coastal erosion risks to the coastline over the next 100 years. Special Protection Areas (SPAs) are protected areas for birds in the UK classified under regulations in accordance with European Council Directive SPA 2009/147/EC on the conservation of wild birds, known as the Birds Directive. SPAs protect rare and vulnerable birds (as listed on Annex I of the Birds Directive), and regularly occurring migratory species. Government public spending review planned for SR19 2019. A Site of Special Scientific Interest (SSSI) in Great Britain is a conservation designation denoting a protected area in the United Kingdom. SSSIs are the SSSI basic building block of site-based nature conservation legislation and most other legal nature/geological conservation designations in the United Kingdom are based upon them, including
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national nature reserves, Ramsar sites, Special Protection Areas, and Special Areas of Conservation. Slow the Flow. Usually adopting NFM approaches these flood risk STF management techniques seek to reduce the rate of flows in watercourses. Sustainable drainage system. A system designed to reduce the potential impact of SuDS new and existing developments with respect to surface water drainage discharges. SW Surface water Terms of reference define the purpose and structures of a project, committee, meeting, ToR negotiation, or any similar collection of people who have agreed to work together to accomplish a shared goal. Total expenditure. Used mainly in the water industry to reflect the change in investment from capital Totex expenditure (capex – new and improved infrastructure) to total expenditure where investment is made over a wider range of activities. Task & Finish. A group set-up to accomplish a T&F specific task within a defined time. UU United Utilities Water and Environment Management. WEM An Environment Agency procurement framework Water Environment Grant. This scheme provides funding to improve the water environment in rural WEG England, which includes: rivers and their estuaries; lakes; canals; wetlands; groundwaters; coastal waters; The scheme closed at 5pm on 11 May 2018. WCRT West Cumbria Rivers Trust Water Level Management Board. Also referred to as Internal Drainage Boards (IDBs), these Boards operate in the low lying fen and valley areas, maintaining pumping stations and drainage WLMB channels to ensure that people are safe and the risk of flooding is greatly reduced. They are independent bodies accountable to the local community for the flood protection service they provide.
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Whole document page no. 040 Annex 1 to 10th March Board Minutes. From agenda item 4 – Draft Interim Strategy CSFP Board Meeting
Date: Tuesday 10th March 2020, 1:30 – 4:30pm
Venue: Conference Rooms A&B, Cumbria House, 117 Botchergate, Carlisle, CA1 1RD
Draft interim Strategy: notes from the discussion forming Annex 1 to 10th March Board Minutes
1. Presentation Slides are included in the meeting papers.
Discussions covered each aspect of the strategy in turn: clarifying points then gauging the levels of comfort in the partnership with the proposals.
2. Mission As participants arrived in the room, they were asked to indicate their views on the four potential mission statement options provided by the Strategy Task Group. These four statements had been generated by the group as the ‘frontrunners’ but they wanted feedback on which was most suitable for the CSFP.
There was solid support (and no disagreement) with one of the statements, which was then further refined in the meeting to result in an agreed mission statement:
“To reduce flood risk and its impact on people, communities and livelihoods, by working together in partnership”.
It was noted that there would be a flexible approach taken to this statement, with the option of review at the June meeting.
3. Legal Entity There was a broad-ranging discussion of the proposal to create a legal entity for the work of the CSFP. Several attendees felt that this was vital to be able to lever funds in the future, and to protect the Partnership, (including its Board, other components and individuals) from liability arising from recommendations or activities. There was overall support for the ambition and the move to form a legal entity, but also a number of clarifications requested, for the new Executive Committee to consider with good legal advice, including: The role of public bodies in governing the entity, if their officers or members were not allowed to become directors of other organisations such as CSFP. Who would be the directors, and how would public bodies have an appropriate role? The costs involved of running the entity. A legal entity feels very different from a partnership: there are many additional costs such as insurance, staff, pensions, secondment, HR to consider. Why was a Company Limited by Guarantee the legal status proposed? Charitable status could be considered, but there could also be a lot of bureaucracy if this route is chosen. Also, it is worth noting that charity trustees need to be individuals not organisation representatives. A Community Interest Company is worth considering. If partner organisations are carrying out the delivery of Partnership projects, what is indemnity required for? Legal advice gained from another organisation had implied that capital funding determines liability therefore the liability would lie with the
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Whole document page no. 041 Annex 1 to 10th March Board Minutes. From agenda item 4 – Draft Interim Strategy
statutory bodies. However, revenue funding is required to run the partnership. Important to get this right from the start, especially with risks as great as a loss of life. Does the membership need to change given the new mission? It may need reconfiguring slightly to provide a good fit. How is accountability ensured? Need to be really clear how the County Council and Environment Agency are involved as decision-makers to ensure accountability: this still needs to be worked out.
These points were left with the Executive committee to consider prior to the June meeting.
4. Structure The draft structure comprises a CSFP Board, accountable to Council, and giving reports annually to a CSFP Senate and a Cumbria Flood Assembly (neither with powers). The Board would be informed by an Executive Committee and other committees as they are created. If adequate funding and support is forthcoming, the proposed structure allows for a range of Committees providing expertise to the Board, and one of these, the Technical Committee, is in turn informed by up to 10 Panels. Initially it was being proposed that the Knowledge Management Committee and the Lakes, Tarns and Reservoirs Technical Panel would start as pilots, alongside the Executive Committee that effectively already exists.
There was broad support, with several attendees applauding the scope and ambition of the proposals, but several were nervous of the complexity and resources required. Points raised included: There was excitement at the ambition in the draft strategy and a feeling that the Partnership could end up leading the country in this type of work. The structure appears overly complicated, big, and potentially doesn’t feel like integrated catchment management with so many panels: it is important to avoid silo working. Resourcing the number of committees will be very challenging: there are already a lot of new committees for statutory bodies and the new structure needs to be sustainable. There must be partnership approach to leading and chairing meetings, they must not be reliant on statutory bodies. They simply won’t be able to resource it. Avoid duplication: there are already other groups existing to cover lakes / tarns etc. Natural Flood Management and climate change should be included somewhere. Are panels task and finish? Greater understanding needed of how they are going to work – attendees were directed to the Annex 4 Terms of Reference. It was felt that the current CSFP structure offered the opportunity for people from the community who volunteer time/resource to speak directly to authorities and that it was very important to maintain this. Keswick flood action group has worked successfully for over 15 years through the community being able to work with the right expertise, very important to keep this dialogue open. The Catchment Management Partnerships felt they had been much more effective with community input.
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Whole document page no. 042 Annex 1 to 10th March Board Minutes. From agenda item 4 – Draft Interim Strategy
CSFP is currently very limited in its ability to get to grips with details of problems, potential solutions or constraints. It is not currently working, effectively / efficiently so how will this work with a more complicated structure. Funding needs to be in place before implementing complex structural change.
It was noted by the Chair and members of the Strategy Task Group that:
There is no intention to move away from catchment management, but the catchment management model does not allow for full cross–pollination or detailed analysis of all the factors involved in flooding. The EA is not expected to chair everything. There is a desire to get more young people involved in panels, a opportunity to get junior staff members of organisations engaged and reduce resource drain at management level. The whole picture of the structure is given for understanding but it is not all going to happen at once – there will be a flexible approach to the growth of the structure over time. Existing work - e.g. the effective community activity at Thirlmere - will be drawn from There is a clear distinction between committees and panels, panels will be largely self- directed. Terms of Reference will be reviewed annually and ongoing. Already have offers from commercial sector e.g. on technical expertise. The pilot technical committee – lakes, tarns and reservoirs – is to demonstrate the principle of having panel - the list is not final and may change over time.
5. Knowledge Management
It is proposed that the Knowledge Management Committee will be the first to be implemented - knowledge considered to be 70% people, 20% process and 10% technology. There was broad agreement for the formation of this committee, with suggestions as follows:
Highways England has a lot of data: has previously presented mapping tools to the CSFP. They would be potential members of this committee. When previously trying to record assets held by different organisations, the Resilience Direct tool has been most helpful, however there have been sensitivities around data sharing. There has been a reluctance to include communities on the Resilience Direct tool but a solution may be available. Knowledge doesn’t need to be held in one place, just accessible to all who need to access it – that is the point of knowledge management. Contingency / disaster implemental plans are important, but can be as simple as one person taking a hard drive back-up home with them. How do we add value? We already hold information, but we need to be able to disseminate it to those who need it. Important to rely on expertise not opinion.
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Whole document page no. 043 Annex 1 to 10th March Board Minutes. From agenda item 4 – Draft Interim Strategy
6. Technical Committee / Panels
There was broad support for the technical committee and panels as set out in the draft strategy, with queries mainly focussing on whether some of this work was already being carried out by other groups. It was considered important to avoid either duplicated effort, or missing out vital elements. Points raised included:
Are there already existing technical panels covering these subjects. Resourcing efficient use of existing groups / priorities could be problematic, especially for statutory bodies where the remits are very similar. Can we map existing groups: many rely on resource from County Council already. Cultural landscapes already covered in more discrete areas e.g. Lake District National Park, Yorkshire Dales National Park, AONBs - so is a Cumbria-wide approach appropriate? In some circumstances it might be more appropriate to commission work from another body that already exists, rather than establish a new panel.
It was noted by the Chair and members of the Strategy Task Group that: The lack of knowledge about other committees shows the need for Knowledge Management Committee. Part of the role of the Technical Committee is to oversee the panels and ensure they do not duplicate work or overlap unnecessarily. Also, the first job of each panel is to research their area and define what their job is in relation to other existing work.
7. Culture of Collaboration
Partners felt it was important to establish that the next level of detail should define where the decision-making should lie, primarily in the establishment of a legal entity, as this would have an impact on collaborative working. All partners need to be involved in this to avoid misinformation. Some felt that the underlying philosophy was overly complex and could be further refined/ simplified. This is left with the Executive Committee to consider.
8. Funding Budget options were briefly discussed, with the hope expressed that the funding from Cumbria County Council and the Environment Agency in terms of support in kind would continue and perhaps increase. It was noted that a Resources/Volunteering Committee had been included in the proposals. It was noted by the Chair that: Industry / commerce interest would be dependent on clarity of purpose, as well as many trust funds/foundations and public or private sources of funding would be dependent on provision to a legal entity.
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Whole document page no. 044 Annex 1 to 10th March Board Minutes. From agenda item 4 – Draft Interim Strategy
9. Next Steps There was general endorsement for going ahead immediately with: -
Executive Committee (comprising of the Board Steering Group and Strategy Task Group) Knowledge Management Committee Lakes, Tarns & Reservoirs Panel Technical Committee (to oversee /encourage LTRP).
It was stressed that the draft strategy remains open for email input, ideally by the end of the week so comments can be rapidly incorporated. There was a plea for future documents to be more streamline/ succinct and a request for the second half of section 3 of the document to be shortened and condensed. The Executive Committee will provide an update on progress to the June Board meeting.
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Whole document page no. 045 Annex 2 – Executive Committee commentary to 3KQ report
CSFP Board Meeting - Item 4
Subject: Executive Committee commentary to 3KQ report on Draft Interim Strategy discussions, Board, 10th March 2020
Author: CSFP Executive Committee
Sponsor: CSFP Board
Meeting Date: 10th March 2020
1. Purpose
3KQ delivered a report summarising the discussions on the Draft Interim Strategy at the CSFP Board meeting, 10th March 2020; see agenda item 4. This commentary is intended for submission to CSFP Board to try and reduce ambiguity on selected points pending a full set of proposals by Executive Committee.
2. Commentary
(Numbering follows the report itself)
#3 bullet point (bp) 2: a) The existence of a legal entity is completely separate from questions of employment etc. Many CLGs have no staff; b) But there are huge dangers in implementing employment or other contractual matters without being incorporated; c) Insurance is a different and essentially unrelated matter again. In the case of CSFP, the Chair was willing to pay for cover himself, but no insurer was able to sell or write a policy in absence of incorporation; d) limitation of liability is also impossible without some form of legal entity with a clause specifying it (can be a Royal Charter or a Friendly Society or Cooperative, not necessarily a CLG);
#3 Bp3: a) CSFP would be eligible for charitable status, but : i) starting (and continuing in parallel) as a CLG is by far and away the most popular route to that, since protection & ability to raise funds operates from Day2, whereas charity applications can take up to a year (sometimes more); ii) the application process for CIO (Charitable Incorporated Organistion) and Community Interest Companies are longer even than for basic chsrities) and the advantages are minimal for a body of CSFP's likely scale, but these options can be explored if there are strong feelings on the subject. b) Information on CLGs is given in DIS Annex 6.
#3 bp 4: a) No funds of any kind will be forthcoming unless & until incorporation occurs;
Annex 2 - Commentary to 3KQ report P a g e | 1 Whole document page no. 046 Annex 2 – Executive Committee commentary to 3KQ report b) Incorporated status is also needed to allow CSFP to enter Partnerships itself. c) The indemnity sought does not relate to the funding source or description, but to the people responsible for CSFP's recommendations. Indemnity is a standard provision of CLG Memorandum & Articles of Association, and links to limited liability. Everyone associated with CSFP is currently running huge risks by having no limitation of liability. All are open to accusations that their recommendations either went too far or not far enough. That in turn lays them open to legal action if the complainant feels, however irrationally, that their interests have been harmed. The alleged damage might be material, or financial or reputational, or all three. And other options besides. They would not need to demonstrate negligence or malevolence to generate a solicitor's letter or a full blown lawsuit. Nor would reasonableness necessarily enter into it. Unless each person has specific indemnity from their employers for the actions and recommendations of CSFP, there is a way in for ingenious lawyers, persistent insurers seeking to recoup their payouts, and obsessive complainants. Apart from potential seizure of houses and other personal assets, even solicitors letters take time and money to get legal advice and assemble all the necessary documentation and other evidence.
#3 bp5: As stated in DIS #4.1.5, defined criteria for joining are currently absent, as are statements of actual or implied obligation on each side. There are no formal procedures for accountability (at any level), making decisions, delegating powers, interacting with designated CSFP or external representatives, expeessing opinions or for resigning voluntarily or in any other way. There is not even an agreed list of Partners.
#3 bp 6: Accountability of agencies & authorities will be assisted by : a) Regular receipt & consideration of S19 Reports by the Board, informed by past information in the Knowledge Management system, and where appropriate by comments or questions from relevant committees and panels; b) Presentatons to the Board on particular topics or incidents; c) Formal questions or comments to the Board from the CSFP Council; d) Presentations to the CSFP Senate and CSFP Assembly at their annual meetings, and informal questions; e) Informal collaboration in the Panels between professionals & knowledgeable others (potentially the most powerful); f) reduction or cessation of an antagonistic approach which tends to stand in the way of free exchange of ideas & problems, and enhances neither transparency nor individual or collective self-esteem in relevant professionals (key prerequisites for opnen-ness)
#4 bp2: a) The proposed structure of committees & panels are specifically designed to AVOID silo working, by seeking to ensure that lessons learned in one place are made available elsewhere in Cumbria at the time and into the distant future. Currently it seems rare for there to be transfer of experience & detailed evidence-based knowledge from one catchment to another, even in real time.
Annex 2 - Commentary to 3KQ report P a g e | 2 Whole document page no. 047 Annex 2 – Executive Committee commentary to 3KQ report b) The proposed Catchment Management Committee is designed not only to assist such transfer, but also to ensure that CSFP's hierarchy and external supporters are alerted to problems & opportunities.
#4 bp3: The structure of committees & panels is predicated on the observation that there are many potential volunteers of great talent who would welcome the opportunity to be of practical service at the same time as engaging constructively with professionals from agencies/authorities on matters of serious concern to them, their families & their communities. At present the only way many feel they can get their voice heard is by shouting.
#4 bp5: There may well be other groups in Cumbria addressing one or more of the topics proposed for Panels, but: a) neither the CSFP chair nor anyone else has the time even to research their existence, still less to engage in negotiations about collaborating, or actually doing so. Panels have a minimum complement of 2, and can finish after an initial report if there is no value in continuing. The point of the proposed structure is that the convener should pursue this, and ensure all concerned have access to the resulting knowledge. b) in the absence of any mechanism, at present it is almost certain that different groups are unaware of the existence of others. c) even if the groups are not formally attached to other bodies it is unlikely that flooding is their main focus.
#4 bp 6: a).NFM will feature in several panels & committees. Separating it off will reduce opportunities for evidence-based and constructive exchange of experience; b) Climate Change will similarly need to be considered in several CSFP places, but in this case extends way beyond flooding and is being addressed in many better-resourced forums.
#4 bp 7: See also #4 bp 5 above.
#4 bp 8: Agreed crucial. See also #3 bp 6 above.
#4 bp 11: The proposed structure is precisely intended to allow consideration and exchange on detail. On any particular topic, the structure is straightforward, not more complex.
#4 bp 12: Agreed some support vital, but intention is to begin with pilots which will not require vast resources!
#5 CSFP already open for offers from.others to add to the most helpful first movers & words if caution.
Annex 2 - Commentary to 3KQ report P a g e | 3 Whole document page no. 048 Annex 2 – Executive Committee commentary to 3KQ report
#6 & 7 Some relevant observations can be found above.
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