MANOR FARM CARAVAN SITE
PROJECT INITIATION DOCUMENT
North Norfolk Pathfinder Programme
2010
CONTENTS
1.
Pathfinder Background
2.
Introduction
3.
Scope and overall approach
4.
Project organisation
5.
Project timescales
6.
Project constraints
7.
Project controls
8.
Quality plan
9.
Configuration
10. Reports to Defra
11. Appendices
1
1.
Pathfinder Background
In late 2004 North Norfolk District Council (NNDC) published the draft Kelling to
Lowestoft Shoreline Management Plan. On much of the frontage it was proposed
that there would be a change from a policy of defence to one of retreat or doing
nothing. While in many respects this move reflected the reality that the North
Norfolk coastline has been eroding for thousands of years, it was nevertheless not
a change the Council and its communities found acceptable without there being
some recognition of the consequences of such a policy change and the need for
help in responding to the issues arising from coastal erosion.
In the period since 2004 the Council has, with others, lobbied strongly for changes
to the proposed arrangements. The outcome was the announcement by
Government as part of the Comprehensive Spending Review 2007 of a Coastal
Change (formerly Adaptation) Fund. This has been coupled with the publication in
June 2009 of a draft Coastal Change Policy.
At the same time as publishing this draft Coastal Change Policy the Government
invited local authorities in whose areas coastal change and management was a
significant issue to bid for funds to trial various approaches to coastal change.
North Norfolk District Council submitted a bid under the Coastal Pathfinder
Programme and was successful in securing £3 million to trial a number of projects.
This project forms part of NNDC’s trial Pathfinder projects.
2
2.
Introduction
Manor Farm Caravan Park is close to the cliff edge and lies almost entirely within
the area identified in the Shoreline Management Plan as at risk before the year
2025. It is reducing in size and this will in time affect the viability of the business.
The threat to Manor Farm Caravan Park from coastal erosion was discussed at a
community workshop held in September 2007, where people feared that the loss of
the site would lead to the loss of “valuable holiday trade”. This element of the
Pathfinder programme was therefore developed to manage the impacts of coastal
change on a business that plays an important role in the economic (and social)
vitality and viability of the Happisburgh community.
The project focuses principally on identifying an alternative site and devising a
process for facilitating the relocation to it, securing the necessary permissions and
overcoming the obstacles.
There may be impediments to achieving a solution that is in the community’s best
interests (e.g. shortfall in funding, land values or land availability) with
recommendations about how these could potentially be overcome. The project will
therefore need to identify and analyse these issues, together with possible
mechanisms to overcome them; perhaps comparing an ‘ideal’ outcome with the
possible ‘pragmatic’ (compromised) outcome.
As well as the obvious relationship with the other Happisburgh Pathfinder projects
this project is closely linked with the Business support and advice package. Manor
Farm Caravan Park, along with other businesses, should go through the business
health check, take advantage of the specialist advice available and the support in
developing a business plan. There is, however, a further specific fund available to
enable this particular business to start to overcome at least some of the problems it
is currently facing leading towards a long-term sustainable business solution. The
total amount of support available to this business (including that delivered through
the business advice and support project) cannot exceed the financial equivalent of
€200,000 (in order to comply with ‘state aid’ rules.
3
3.
Scope and Overall approach
2.1
Project Aims
•
(In conjunction with the Pathfinder Business Support Project) to identify options
to enable the business to plan for its future and overcome obstacles to secure
its long-term survival in the village
•
Develop and evaluate options for the relocation of the business to a suitable site
close to the village
•
Develop an agreed plan for the relocation of the site
If appropriate, within the time, budget and other constraints, assist with the
implementation of the relocation of the park
2.2
Scope
The project focuses principally on identifying an alternative site and devising a
process for facilitating the relocation to it, securing the necessary permissions and
overcoming the obstacles. Finding this longer-term solution, however, is likely to be
complex and may involve processes that go far beyond the Pathfinder period. In
this case the Pathfinder may also be able to provide assistance to help meet the
needs of the business as an interim measure; this will include the development of a
business plan, exploring the feasibility of the relocation plan, appraising the various
options and developing a business case for the relocation over a longer time
frame. It might also be able to support interim measures, such as temporary
replacement of the vans most immanently on an adjacent field.
2.3
Approach
The project will be lead by the NNDC Coastal Management Team with Rob Young,
Coastal Planner as Project Officer. The owner of the Caravan Park will play a
critical role in the development of a business plan and vision to pave the way for
the business in the future. The Project Officer will work with the owner in
investigating future options and delivering the support. The local community will be
involved through the Happisburgh Project Liaison Group. It may be necessary as
the project progresses to involve external specialists to provide advice and
guidance on options or the implementation of the business plan.
2.4
Options
To a large extent the options available will depend upon the desires of the
business owner and the outcomes of the business support process, they will also
be influenced to a large extent by the timescale.
The key options are:
a) to identify the most appropriate alternative site solution, develop a business
case and secure the necessary consents in order for it to be implemented
over a suitable time frame;
b) to assist in implementing an interim solution (e.g. securing the necessary
consents for a relocation of the static caravans at the cliff top front of the site
and helping to meet some of the costs of physical works); or
c) to identify the site which offers the best possible outcome for the whole
community of Happisburgh and to take the necessary steps to overcome
4
any impediments to securing the relocation of the caravan park to that site
(including consideration of the use of compulsory purchase powers).
2.5
Outcomes
The project will have the following outcomes:
•
Initiate implementation of the Manor Farm Caravan Park Business Plan and
enable the business to continue implementing the plan beyond the
Pathfinder project.
•
If required by the business plan identify and implement a short term strategy
to enable maintained numbers of holiday homes.
•
Enable the business owner to implement a long term relocation plan for the
holiday park.
•
Maintain vibrancy of other local service businesses in Happisburgh through
by maintaining continued viability of the caravan park.
5
4.
Project Organisation
4.1
Project Structure
The Project will co-ordinated as part of the Pathfinder programme of projects and
will be structured as in figure 1.
Figure 1. Manor Farm Caravan Park project structure
PATHFINDER PROJECT BOARD
(Programme management)
PROJECT MANAGEMENT TEAM
(Rob Young (Coastal Planner) &
Rob Goodliffe (Programme
Manager))
REFERENCE GROUP
(Overseeing Project
Development)
HAPPISBURGH LIASON GROUP
(Overseeing implementation of the project)
4.2
Roles and Responsibilities
The owner of Manor Farm Caravan Park will play an essential role in the
development and implementation of the project. The project can not develop or be
implemented without the leadership and involvement of the caravan park owner.
The programme Sponsor is Steve Blatch (Strategic Director, Community Services).
The Project Board will be responsible for the overall management of the Manor
Farm Caravan Park Project. It consists of officers and councillors, augmented by
the Chair of the North Norfolk Business Forum. The reference and project liaison
group will play key roles involving the community and will feedback to the Project
Board through the pathfinder project team.
For information regarding the Project Board and Reference Group please view the
Programme Initiation Document.
The Manor Farm Caravan Park Project Team will be formed consist of Rob Young
(Coastal Planner) as Project Officer and will be supported by the Coastal
Management Team. Administrative support will be provided by the Coastal Team
Technical Administrative Assistant Marti Tipper.
The function of the Project Team is to:
6
• oversee the delivery of the project and provide advice/ideas/input into the
project and identify any challenges, issues, risks, lessons learned and costs;
• ensure that the tasks identified within the project plan are carried out in
accordance with the timetable of the project plan;
• ensure the project communication is undertaken as identified in the
Programme Communications Matrix and that any further methods are
identified;
• report progress to the Project Board.
4.3
Interfaces & Community Engagement
All the North Norfolk pathfinder projects have been based on public engagement
and this will be maintained throughout their implementation. The Communications
and Community Engagement Strategy sets out how this will be achieved (see the
Programme Initiation Document). Key engagement of the projects in Happisburgh
will be public open days to be arranged at key points as the Happisburgh packages
of projects are implemented. The Happisburgh Liaison Group will help to share
information with residents to keep them updated.
The table below summarises the communications required for this project as
identified in the Pathfinder Programme communications matrix.
Who will be informed
NNDC Staff
Council Members
Project Board
Project Team (Internal)
Parish Council
Reference Group
Liaison Group
Public
Defra
How
The Briefing
Newsletter
Members Bulletin
Coastal Management Board
Coastal issues Forum
Newsletter
Meetings
Meetings
Via the Happisburgh Liaison
Group and attending meeting
where required.
Meetings
Documents and updates from
the Project board
Meetings
Outlook Articles
Pathfinder Newsletter
Press articles
Local newsletter articles
Website
Open days/Workshops
Quarterly Reports
Final Report
7
How Often
Monthly
Monthly
At key stages
During scheduled meetings
Quarterly
Monthly
At scheduled meeting or if
required
Weekly
Throughout the project.
Minimum once per quarter
Ongoing
As often as required by the
project and the group
Quarterly
Monthly
At key stages
When key information is
required to be disseminated
Updated Weekly
At key stages
April, July, October 2010,
January 2011
June 2011
Who will be informed
External government
agencies, authorities, &
professionals
How
Conferences/Events
Meetings
Workshops
Periodicals
Website
Final Report
How Often
As required
Ongoing
June 2011
4.4
Dependencies
The success of this project is dependent on:
•
•
•
the development of a Business Plan through the Pathfinder Business Advice
Initiative.
the identification and availability of a suitable site for relocation
the ability to obtain planning consent to relocate the business
Other dependencies between pathfinder projects include:
• the possible need to record the existing site as part of the Heritage Project
• the need to understand the timescales and what land may become vacant in
the future to incorporate in to the cliff top enhancement scheme.
8
5.
Project Plan
5.1 Project Timetable
The project will progress as outlined in the figure 2.
Figure 2 – Project timescales
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Task
Develop project approach
Investigate availability, suitability and
feasibility of alternative sites
Investigate local opinion as to potential
locations and issues this may create
Manor Farm Caravan Park utilises the
Business Advice Project to update/develop
a Business Plan
Identify and evaluate all the available
options for the short, medium and long term
Agree the preferred option and the draft
process and timescales with the relevant
parties
Identify how NNDC and the Pathfinder can
assist further in implementing the preferred
option
Test the preferred option with the local
community
Business owner to pursue the design and
planning of the preferred scheme, together
with the land acquisition, with appropriate
assistance from the pathfinder
Implementation of preferred scheme over
an agreed timeframe
Report to Defra
Predicted timescale
March – May 2010
April – June 2010
April 2010
May – August 2010
June- September 2010
August – September 2010
September 2010
October 2010
October – December 2010
January 2011 - onwards
April – May 2011
5.2
Project plan
The project plan will be created and updated
using MS Project. The plan will detail all the tasks required to complete the project
and will be used to forecast estimated timescales of project completion and aid in
the allocation of resources.
9
6.
Project Constraints
6.1 Time
This project has a defined timeframe and must be completed or have funds
committed by April 2011.
6.2
Personnel/contracts
Officer time is limited due to other commitments beyond the Pathfinder
programme.
Bruton Knowles, property advisor and negotiator for NNDC during the pathfinder
projects will be available to provide property advice and complete the tasks outlined
in the tender brief. Bruton Knowles will also be able to complete additional schemes
of work should the need arise, they accept and the funds are available.
It may be necessary to engage with external specialists to provide some of the skills
required to fulfil the project, this may include for example a planning agent.
It will be necessary for other internal departments to assist in the delivery in the
programme, particularly, Planning (including Planning Policy), Finance/Procurement,
Corporate Monitoring and Communications. Additional internal assistance may be
limited due to other commitments.
6.3
Finance
The pathfinder projects have been allocated budgets to enable them to be planned
and proceed. These allocations may be amended as projects progress.
Due to the state aid rules the maximum budget which can be allocated to the
Manor Farm Caravan Park Project is he €200,000. This value will be calculated on
the exchange rate at the time of aid provision. To enable a budget to be allocated
to the project a nominal sum based at an exchange rate of €0.8 to the £1, which
calculates at £160,000. This figure will be mostly capital funding with a smaller
element of revenue funding for some project management costs.
6.4
Legal
Procurement must follow the NNDC Procurement Strategy.
The Authority has the powers to acquire land for coastal protection works the
under the Coast Protection Act 1949. However for this project these powers are
not relevant. However under section 120 of the Local Government Act 1972
acquisition of land can be completed for the purposes of the benefit, improvement
or development of their area.
State aid rules limit the level of support which can be offered to Manor Farm
Caravan Park, please see the information in section 6.2.
Delegated authority has been granted by the cabinet of NNDC that the Chief
Executive or Strategic Director (Communities) is able to procure works and
services within the parameters set out in the Council’s Coastal Change Pathfinder
applications.
10
It is necessary that all due processes within the council are followed, and should the
project deviate from existing policies or conventions it will be assessed and the
relevant action taken to ensure that there are no constitutional issues. One element
which has arisen is the need for a Corporate Acquisitions Policy.
6.5
Planning Consent/Land Availability
Planning consent will be required for any relocation.
Discussions have taken place with the owner of the business, together with owners
of alternative sites. Land is available for a wholesale relocation of the site
(although some sites are known to be unavailable). No detailed studies have yet
been undertaken to determine the feasibility of such a move; and their suitability in
planning terms has not yet been fully tested.
6.6
Assumptions.
It is assumed that Defra wish NNDC to complete the projects as we see fit as
indicated by to the open nature of the funding offer. The Coastal Management
Team also assumes the general support of the Authority and its departments as a
whole in the project delivery.
11
6.7
Risks
The following risks have been identified with the pathfinder project programme. The risk matrix can be viewed in Appendix C of the
Programme Initiation Document.
Ref
1
Date
Logged
Owner
Title
1
18.05.10
RY
Time
5
5
Inherent
Risk
(Likelihood
x Impact)
25
2
18.05.10
RY
Transparency
3
3
9
The business
could be
perceived to be
favoured by
other
businesses in
similar
situations
Manor farm will also be required
to complete the business advice
and planning initiative to ensure
that there is a robust business
plan for the
relocation/adaptation. It must be
clear that the manor Farm
project has been highlighted as
part of the package of measures
in Happisburgh to tackle that
communities needs.
O
3
1
3
3
18.05.10
RY
Land
availability
4
5
20
No suitable
land is
available in the
village for
relocation or
adaptation.
This will be considered in the
business plan and through
investigations into the land
suitability and availability. If this
is the case the project or the
parameters of the relocation
may need to be considered.
O
2
5
10
=
Likelihood
Impact
Low
12
Description
Summary of Actions/Mitigation
Status
The limited
timescale of the
pathfinders will
not enable a full
relocation of
the park.
Provide support to enable the
relocation planning and facilitate
the relocation to happen over
the longer term and the enable
the business to adapt in the
short term.
→
5
Subsequent
Likelihood
Impact
Residual
Risk
O
1
5
5
=
High
7.
Project Controls
7.1 Management
The project will be documented with the following; project initiation document,
project plan, ongoing issues log, quality log, lessons learned log and change log as
required. The project initiation document will be agreed by the Project Board.
The board will be updated during each stage of the project and will make decisions
at key points and advise in the project direction. When ‘exceptions’ occur which
require a decision to be made urgently by the project board, information will be
circulated via email to members of the Board. The discussions and decision will
be recorded in the emails and resolution must be met in a maximum of 5 working
days.
The minutes of the Liaison Group will be assessed by the Programme Manager
and action taken as required. The minutes will be circulated prior to Board
meetings and made available to the Reference Group.
Bruton Knowles will meet with NNDC on a monthly basis whereby a monthly report
will be submitted identifying progress, issues and any other relevant information.
6.2 Financial
The project must not exceed the total budget of €200,000 9capital) and Manor
Farm Caravan Park must not receive greater than this sum over a three year
period. The accounts will be monitored monthly following a report from the
Accounts Team by the Programme Manager and reported back to the board.
Should the project have an expected under spend of 10% or if there is any
predicted overspend, it will be reported to the board.
7. Quality Plan
The quality log will include the meetings for the Liaison Group and reports of each
of the public open days. Where the quality check reveals the project is off
specification or feedback suggest the scope of the project may need amending,
the project team with the programme manager will investigate the options and
present to the Project Board agree the most appropriate action.
The monthly financial report/check and scheduled re assessment of risks and
issues logs will be completed prior to Project board meetings.
8. Miscellaneous
8.1
Document Versions
Project documents will be saved in the pathfinder folders M:\File
System\Pathfinder Programme\Projects\Infrastructure Package\Trimingham village
hall of the coastal management section and documents will carry in their title the
creation/amendment date to enable current versions to be easily identified.
8.2
Meeting Minutes
Meetings will be concisely recorded with Actions, Decisions and Issues highlighted
where appropriate.
13
9. Defra Reports
The project will be reported quarterly from April 2010 to Defra on the proforma
provided.
Report will be produced for the end of the month in:
•
•
•
•
•
April 2010
July 2010
October 2010
January 2011
April 2011
14