Agenda Item No


The Vale of Glamorgan Council


Cabinet Meeting: 23rd July 2012


Report of the Cabinet Member for the Environment and Visible Services


Coldbrook Catchment Flood Management Scheme


Purpose of the Report

1.             To update members on the current scheme progress.

2.             To obtain approval to allocate the match funding element of the additional grant provision from Welsh Government.

3.             To obtain authorisation to enter into contract for the delivery of the Coldbrook Catchment Flood Risk Management Scheme.


1.             That members confirm their acceptance of the proposed flood management measures for the Coldbrook Catchment, Barry

2.             That Members approve that the Council accept the additional funding from the Welsh Assembly Government and provide the 15% match funding element of the grant, for the completion of the Coldbrook Catchment Flood Management Scheme.

3.             That Cabinet authorise the Director of Housing and Visible Services in consultation with the Director of Resources and the Cabinet Member for the Environment and Visible Services, to accept the successful tender (to a value of up to £1,600,000) for the execution of the Coldbrook Catchment Flood Management Scheme works. 

Reasons for the Recommendations

1.             To ensure that Cabinet is aware of progress of this scheme and the flood risk management work being undertaken.

2.             To provide sufficient funding to ensure that the flood mitigation measures will provide adequate protection against flood risk within the catchment.

3.             To enable the tender award for the scheme to take place during the summer recess


4.             During the summer period of 2007 there was extensive flooding across England and Wales which included localised flood events in Wales which has demonstrated the consequences of communities living with flood risk.

5.             There was a localised flooding incident within the Coldbrook Catchment on 20 July, 2007 following a prolonged period of localised heavy rain. The source of the flooding being a combination of overland flow and the watercourse.

6.             A report was taken to Cabinet on 20th July 2011 to provide members with an update on the progress of the Coldbrook Catchment Flood Management Scheme.

7.             Cabinet resolved;

(1)       T H A T the current position with this scheme be noted.

(2)       T H A T a further report be presented when the flood risk measures proposed for this Catchment were finalised.

Reasons for decisions

(1)       To ensure that Cabinet is aware of the progress of this scheme and the flood risk management work being undertaken.

(2)       To provide Cabinet with the opportunity to agree any flood risk reduction measures prior to implementation.

8.             The detailed design phase of the scheme is now nearing completion

Relevant Issues and Options

9.             A Pre Feasibility Study has been undertaken to ascertain costs for conventional engineering solutions. Historic records have been examined and a damage assessment undertaken in respect of the known flood events.

10.        A Preliminary Project Appraisal Report has been undertaken and this has been used to inform a Project Brief to engage a specialist consultant to carry out the flood management scheme on behalf of the Council.

11.        A two stage tender process in accordance with the European Procurement rules has been completed and Martin Wright Associates have been appointed to complete all elements of the scheme in accordance with the Welsh Governments New Approach to flood risk management. This will include working closely with other flood risk management agencies and raising public awareness with those affected by flooding and the wider community.

12.        The scheme has now progressed through the detailed design stage and Martin Wright Associates is currently seeking tenders from 5 contractors and this Council's Highways and Engineering section. The 5 contractors were selected using the 2 stage OJEU procurement process.

13.        A public awareness meeting was held on the 31st May 2012 following a press release and letters of invitation to some 1200 residents affected by the proposed scheme. This meeting provided the residents and local members with an opportunity to consider the detailed design proposals for the catchment.

14.        Presentations are also being made to the 4 schools within the catchment to raise awareness of the scheme and the flood risk management issues.

15.        A website and a text alert system have also been implemented along with TWITTER and FACEBOOK sites, again to raise awareness of the flooding issues within the catchment.

16.        The scheme programme indicates that the tender process for the scheme works contract will take place during the period of summer recess; therefore measures need to be put in place to enable the contract to be awarded to the successful tenderer.

17.        The proposed scheme will provide flood risk protection for a 1 in 100 year storm plus 20% for climate change in accordance with the Welsh Government flood risk management strategy.  An overviewing of the main elements of the scheme is detailed in the tender document extract at Appendix 'A'.

Resource Implications (Financial and Employment)

18.        The Council has secured European Regional Development Funding (ERDF) and a Welsh Government Flood and Coastal Erosion Risk Management Grant to address the management of the flood risk that exists within the Coldbrook Catchment in Barry.

19.        Funding has been approved which will support the project identified in the preliminary project appraisal that will include; catchment modelling, project appraisal, catchment study, scheme design, raising awareness, community engagement, procurement and construction. 

20.        From the project appraisal the total project cost is estimated at £1,684,350. The Welsh European Funding Office confirmed on 2nd February, 2010 that £450,000 ERDF grant was approved and £465,000 was made available by WG. Match funding has been identified in the Councils Capital Programme for 2011/12 and 2012/13 (£82k in total).

21.        Welsh Government has recently confirmed that additional FCERM grant funding has been made available for the scheme. This additional funding is £803,000 @ 85% grant aid, this equates to £683,000 It is proposed the 15% match funding of £120,000 will be provided from Visible Services Reserves. The Council is yet to receive this offer formally but correspondence which confirm the availability of these additional funds is attached at Appendix 'B'.

22.        The scheme programme outlines the activities to be completed to bring the scheme to a successful conclusion by March 2013 in accordance with the requirements of the grant.

23.        The tender estimate is as identified above and value engineering may be undertaken to reduce these costs where possible.

Legal Implications (to Include Human Rights Implications)

24.        There are no legal implications to this report.

Crime and Disorder Implications

25.        There are no crime and disorder implications to this report.

Equal Opportunities Implications (to include Welsh Language issues)

26.        There are no equal opportunity implications to this report.

Corporate/Service Objectives

27.        Regeneration - Improvement objective 27L:  Action RI - Implement the Shoreline Management Plan along with improved drainage and flood control measures.

Policy Framework and Budget

28.        This report is within the policy framework and budget.

Consultation (including Ward Member Consultation)

29.        The local Members have been consulted on this project and will continue to be engaged throughout the process.

Relevant Scrutiny Committee

30.        Economy and Environment.

Background Papers


Contact Officer

Chris Perkins Tel. No:  02920 673 075

Officers Consulted

Head of Public Housing Services

Head of Public Protection

Operational Manager Legal Services

Accountant, Building and Visible Services

Finance (Capital)

Business Manager (Ch. Ex.)

Director of Development Services

Responsible Officer:

Miles Punter, Director Visible Services and Housing