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Agenda Item No. 12(a)

THE VALE OF GLAMORGAN COUNCIL

COUNCIL MEETING: 1 MARCH 2017

REFERENCE FROM CABINET: 23 JANUARY 2017

C3441 COLDBROOK CATCHMENT FLOOD RISK MANAGEMENT SCHEME (VLRS) (SCRUTINY COMMITTEE – ENVIRONMENT AND REGENERATION) -

Cabinet was informed of the progress in delivering the Coldbrook Catchment Flood Risk Management Scheme and approval was sought to allocate the Council's additional match funding element to cover an increase in scheme costs.

The report also sought Cabinet approval to accept additional grant funding from Welsh Government.

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

There was a significant 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 surcharging of the watercourse.

A report was taken to Cabinet on 20 July, 2011 (Minute No C1390 refers) to provide members with an update on the progress of the scheme.

A further report was taken to Cabinet on 23 July, 2012 (Minute No C1771 refers) to update members on scheme progress, obtain approval to allocate match funding and to seek authorisation to enter into contract for the delivery of the Coldbrook Catchment Flood Risk Management Scheme.

The final scheme detailed design was completed in May 2014, and the various scheme elements remained as reported to Cabinet on 14 July, 2014 (Minute No C2399 refers). The report also updated members on scheme progress, obtained approval to revise the allocated match funding and authorisation to enter into a contract for the delivery of the Coldbrook Catchment Flood Risk Management Scheme.

Construction procurement commenced in July 2014 and the scheme construction contract was awarded to Dyer & Butler in October 2015 following a two stage tender process in accordance with European Procurement rules.

The Contract management and site supervision of the scheme was being undertaken by Peter Brett Associates LLP on behalf of the Council.

The Contractor was issuing regular newsletters updating the general public (as attached at Appendix A to the report) and all residents directly affected were contacted in person by the Contractor and Site Supervision team, with support from Council project team as required. The Contractor had appointed a Community Liaison Officer for the scheme, and was registered with the Considerate Contractors scheme. The scheme was inspected in March and November 2016 and scored Good to Excellent in all areas.

The initial 40 week programme had now been extended, with a planned completion date of 22 August, 2017. The delay in delivery had resulted from a combination of factors, including unforeseen ground conditions, uncharted services and difficulties gaining access to key work areas. Elements of the scheme now required additional hydraulic modelling to inform a re-design to accommodate uncharted services before further works could commence. The longest delays had been incurred in construction of the Solent Road overflow and adjacent work elements lower in the catchment. The storm event that struck the Vale of Glamorgan from 19 to 21 November, 2016 also resulted in damage to the works under construction, with a section of new culvert requiring subsequent reconstruction due to a floatation event. Regular progress and risk reduction meetings were being held with both the Contractor and design consultant to manage the issues appropriately.

The completed scheme would provide flood risk protection up to a 1 in 100 year storm plus 20% allowance for climate change in accordance with the Welsh Government flood risk management strategy. On a cost basis the scheme was 82% completed against the original activities, although the ongoing assessment of quotation events made the assessment of 60% progress by duration a better measure of progress on site. A more detailed summary of the works undertaken to date was provided in Appendix B attached to the report.

At the meeting, the Cabinet Member for Visible, Leisure and Regulatory Services read out an Executive Summary of the report and thanked residents, some of whom had been seriously affected by the works, for their continued patience and support as the scheme progressed.

In agreement with his colleague, the Leader commented that the amount of work being undertaken as part of the scheme was extensive and expressed thanks to the residents who had put up with the extensive works with incredible patience.

This was a matter for Executive decision

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1) …………….

(2) …………….

(3) …………….

(4) …………….

(5) …………….

(6) T H A T in respect of resolutions 2, 3, 4 and 5 the use of Article 14.14 of the Council's Constitution (urgent decision procedure) be authorised.

Reasons for decisions

(1) …………….

(2) …………….

(3) …………….

(4) …………….

(5) …………….

(6) To ensure the scheme could progress to its conclusion without any undue delays to the work programme or payments due to contractors.