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Capital Grant Workshop

Capital Grant Workshop. Hilton Hotel, Leeds 6 July 2007. Agenda. 10.30 Welcome and introduction 10.40 Outcome Measures Matt Crossman (Flood Management Division, Defra) 11.00 Medium Term Plan process Paul Deane (National Capital Programme Manager, Environment Agency)

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Capital Grant Workshop

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  1. Capital Grant Workshop Hilton Hotel, Leeds 6 July 2007

  2. Agenda • 10.30 Welcome and introduction • 10.40 Outcome Measures Matt Crossman (Flood Management Division, Defra) • 11.00 Medium Term Plan process Paul Deane (National Capital Programme Manager, Environment Agency) • 11.40 Completion of the Medium Term Plan form (FRM1) David Wilson (Environment Agency, LA/IDB Liaison Unit) • 12.00 Question and answer session • 13.00 Lunch

  3. Agenda (continued) • 13.30 Financial Processes Bob Taylor (FRM Chief Accountant, Environment Agency) • 14.00 Environment Agency relationship / support for Operating Authorities Jim Hutchison (Project Manager, Environment Agency) • 14.30 Question and answer session • Close by 15.00

  4. Capital Programmes for Flood and Coastal ErosionP DeaneEnvironment AgencyNational Capital Programme Group

  5. National Summary - Flood 2007/ 08 2008/ 09 2009/ 10 2010/ 11 2011/ 12 Plan/Strategy/Project Name Total Cost All figures in £k Upper Avon Pumping Station 250 300 1500 2000 Washbury Weir 70 150 870 1090 Puddle Town Flood Alleviation Scheme 100 150 2000 4500 Seamerton sea wall refurbishment 4600 1800 9500 Washlands strategy 25 50 50 125 National Summary -Coastal Erosion 2007/ 08 2008/ 09 2009/ 10 2010/ 11 2011/ 12 Plan/Strategy/Project Name Total Cost All figures in £k High Cliff to Seaword cliff protection 250 755 1500 2505 Sandbanks to West End 70 150 1550 1025  2795 Singing Hill to Hurst Point scheme 100 250 1000 1350 Aim:To create 2 nationally prioritised programmes for Flood Defence Grant in Aid (FDGiA )

  6. Operating Authority Information Request • Key points: • Medium Term Plan request is similar to last year with the significant addition of Outcome Measures • Scheme funding profiles should be based on ‘deliverable need’ • Aim for completeness • Cases for urgency • Returns by 31 August 2007 • Role of EA Area Flood Risk Managers

  7. OUTCOME MEASURES - Delivery Profile of Benefits 2007/08 2008/09 2009/10 2010/11 Total 100% 100% 10% 10% 20% Outcome Measures for MTP • Relevant OMs: • Risk • Probability • Deprived Communities • BAP • SSSI

  8. National Funding Scenarios

  9. How the national Flood & Coastal Erosion programmes are constructed National Prioritised List of Flood Defence Schemes IDB Flood LA Flood EA Flood Coastal Erosion National Prioritised List of Coastal Erosion Schemes IDB Flood LA Flood EA Flood Coastal Erosion Region X Region Y

  10. Timescale of Allocation Decisions • Return date for MTPs: 31 Aug 2007 • Compilation of national Flood & CE Programmes by 30 Sept 07 • Preparation of prioritised 5 year programmes • Moderation • Preparation of Low & high funding scenarios for EA Directors meetings in October & November • Defra FDGiA allocation decision – December • Communication of allocation decisions to Operating Authorities– January 2008

  11. Thank you • Any Questions?

  12. Medium Term PlanFRM 1 David Wilson Environment Agency LAIDB Liaison Unit

  13. New Form • Changes to five and twenty year planning periods • Includes Outcome Measures • Includes Moderation column

  14. Format

  15. Coastal Contrib- LDW/ Erosion utions or Moderation Evidence Y/N Delivery Risk (H/M/L) Approval Status LDW/ Funding CPW/ IDB (CE) or Third Party CPW/ IDB Code Number Flooding Funding? (FL)? Y/N IDB CE SMP YES A NO Project Details

  16. Funding Codes

  17. Previous 2013/14 - 2018/19 - 2007/08 2008/09 2009/10 2010/11 2011/12 2012/13 Years 2017/18 2027/28 Spend to Year 11 - Year 0 Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 - 10 Total Cost Date 20 (£000s) (£000s) (£000s) (£000s) (£000s) (£000s) (£000s) (£000s) (£000s) (£000s) Expenditure Details

  18. Priority Score Details

  19. Planned Dates

  20. DESCRIPTIVE DETAILS (All Projects) Scheme National If Part of a Defra Problem to be Environmental Brief Description of Post Codes Location Grid Ref. or EA Agreed Addressed Considerations Proposed Scheme (Town, River Strategy, please including Significant (If more than etc) give Reference Factors Influencing one, and Name (Maximum (Maximum Costs and how separate by length = 400 length = 400 Benefits have been commas) characters, characters, Derived approx. 7 lines) approx. 7 lines) (Maximum length = 400 characters, approx. 7 lines) Descriptive Detailsof all projects

  21. Exempt Schemes

  22. Outcome MeasuresDelivery Profile of Benefits

  23. Outcome Measures Cost / Benefit

  24. Outcome MeasuresFlood Risk

  25. Outcome MeasuresCoastal Erosion

  26. Outcome MeasuresWards, SOAs, SSSIs, BAP

  27. Question and Answer session

  28. Lunch

  29. Capital Grants Bob Taylor Flood Risk Management Chief Accountant

  30. Grant Memoranda • Former MAFF memoranda updated • Most provisions in the memoranda unchanged • 95% rule removed for current schemes (CP April 08) • Consultation with Defra/Coastal Groups/LGA

  31. MTP Dispatch & Receipt MTP Collation Sanctioned List Approvals Interim Claims Variations Final Accounts Flood Risk Mgt. Finance Area Flood Risk Manager Area Flood Risk Manager Area Flood Risk Manager Flood Risk Mgt. Finance Area Flood Risk Manager Flood Risk Mgt. Finance Responsibilities

  32. MTP Processes • MTP submissions - basis of need • Sanctioned MTP list - Minister endorsed schemes • Only schemes on the sanctioned list can be approved • Sanctioned list has grant earmarked subject to the project being approved.

  33. Grant Claims • First claim on commencement of the scheme/study. • Once commenced can claim preliminaries • Not all expenditure is grant eligible • 95% rule removed - ensure compliance with conditions • Aim to process interim claims within 30 days of receipt • New FRM3 forms - better clarity • Eligible Expenditure to date plus 3 months (in year)

  34. Forecasts • Forecast Controls - Monthly/Quarterly • Drawdown of funds for payments - accurate profiling • Variations to Area Flood Risk Manager - Funding • Final accounts submission - Two stage • Compensation. • Audit Commission Audits • Year end Adjustments • Loans

  35. Capital Grant WorkshopFriday 29 June 2007 Approval Process Coast Protection Act, 1949 Jim Hutchison Project Manager

  36. Approval Processes • Recap on arrangements for dealing with Land Drainage Act approvals and Grant Aid • Explain role of the LA/EA/Defra Delivery Group • Update on the transfer of Coast Protection approvals from Defra to EA, including transitional arrangements and operation from April 2008 • Update on EA Strategic Overview

  37. Key documents • Key documents already in your possession: • IDB/Local Authority Guidance Note 1 [GN1] • Dave Rooke’s letter of 23 April 2007 • Information Sheets [Nr 1 dated June 2007] • Still to come: MTP letter with Guidance :a further Guidance Note to cover Coast Protection issues [similar to GN1] : Revised Grant Memorandum [including new suite of Forms]

  38. Land Drainage Approvals • LA / IDB  Problem identification with Area Flood Risk Managers • Area Flood Risk Managers  use NCPMS/NEAS as required • LA/IDB  present to PAB/NRG [supported by AFRM] • PAB/NRG positive recommendation to EA Finance  If Project on MTP then FM Finance will make offer of Grant Aid to LA/IDB [single letter sent from AFRM] • LA/IDB assist EA Finance in monitoring progress/costs/completion, etc.

  39. Key Work strands for the Delivery Group Delivery Group is made up of LA/EA/Defra officers and are charged with some key work areas: • 07/08 Programme Approval • Processing of Approvals/VOs/FSAs • Procedures, e.g. Grant Memoranda & other advice notes • Future Mentoring/Training • Processes for forward plans/approvals, i.e. from April 2008 & onwards

  40. Transitional arrangements Team of Defra secondees working with Agency to: • Process 07/08 approvals under the CPA • Updating Grant Memorandum for CPA • Assist with this year’s MTP exercise • Setting up the necessary processes for EA to approve Projects under the CPA • Training/mentoring for dealing with CPA • Passing over any residual knowledge of strategies/approvals to EA Area Flood Risk Managers/NCPMS/NEAS, etc.

  41. Projects from 2008 onwards • Transitional arrangements finish 1 October 2007, when all discussions between LA/IDB with Defra on project/scheme work ceases • LA/IDB to work with AFRMs to ensure all future studies, projects are put onto MTP returns • List all studies you may need to prepare strategies as separate entries if LA/IDB not able to carry costs • Liaise with AFRMs on getting a good programme agreed using SMP2 where you have them, or SMP1 or strategies where not. • Identify if Project on MTP is Coast Protection Act [i.e. erosion] or sea flooding, i.e. Land Drainage Act • If strategy more than £50m/£100m wlc, LA/IDB to work with EA to forward to Defra/Treasury for consideration, noting ongoing discussions on levels of delegation.

  42. Funding of Coast Protection Projects • Maritime Council  Area Flood Risk Manager • Area Flood Risk Manager  NCPMS/NEAS • Area Flood Risk Manager/LA  NRG/PAB [Note: NRG to invite Council as an observer before submitting project to get a feel for how it operates] • NRG/PAB makes recommendation for grant aid • EA Finance – offer of grant under the Coast Protection Act [process covered by Phil Winrow]

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