FLOODING MONITORING REPORT
CABINET: 27 SEPTEMBER 2007
MEMBER REPORTING: COUNCILLOR RAYNER
1.
PURPOSE OF REPORT
To provide an update on flooding actions, pursuant to the Motion agreed by Council, and to
report on the on-going work of the Thames Flood Forum (TFF).
2.
MEMBER’S RECOMMENDATION: That the flooding actions, and the TFF process
be noted.
3.
SUPPORTING INFORMATION
3.1
Wards Affected
All Riverside wards in the Borough.
3.2
Relevant Matters Upon Which Decision is Based
3.2.1
Council, in June 2004, agreed the following Motion in relation to flooding: "That this
Council, as proposed in the FRAG report, will undertake a program of action to help protect
vulnerable residents from avoidable flooding risk. The action shall include, but not be limited
to: a scheduled program of gully and ditch clearance for Council owned gullies and ditches,
-operation with the Environment Agency to secure publication and
establishment of maintenance regimes for non-Thames watercourses, and that Cabinet shall
receive a quarterly monitoring report of these actions and others, especially those of the
Environment Agency,
taken to reduce flooding risk."
3.2.2
Members were provided with summaries of the actions that the Council had embarked upon
in relation to improving the communication of flood risk in previous Flooding Monitoring
Reports. These included details with regard to the establishment of a web page on the
Council’s web site, and the information contained on the web page was outlined. The
publication of a Council leaflet was also reported, which is designed to give people a better
understanding of the causes of flooding, who is responsible for what in flooding situations,
what steps people should take to protect property and possessions, and what assistance can be
reasonably expected from different agencies. This leaflet has been widely distributed,
including placing copies in the ‘flood libraries’ established at Maidenhead and Old Windsor
libraries, and in the reception areas of the Borough’s administrative buildings. Copies of the
leaflet have also been sent to all Parish Councils and Flood Wardens.
3.2.3
Additional tasks undertaken by the Council were also reported and these included the
strategic storage and distribution of sandbags, the deployment of officers to patrol the
Borough at strategic points along the river front during times of flood, and the preparation of
traffic regulation and road closure plans in advance of any flooding. Prior to the on-set of
winter, the Borough’s Emergency Planning Officer liaised further with the riverside Parish
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Councils regarding the stock piles of sand bags that were established. Co-ordination meetings
continue to be held with the Environment Agency, local flood wardens and other groups to
clarify roles, and a hotline has been established for the reporting and monitoring of flooding.
3.2.4
The Streetcare and Operations Unit continue to meet with flood wardens to review and
discuss issues and procedures, and also with parishes to review and discuss the flood warden
scheme. Names and contact details of flood wardens has been published so residents in the
area know who to contact, and a leaflet on flood wardens has also been produced and
distributed. The schedule of gully and ditch clearance for Council owned gullies and ditches
is also operated and continually monitored by the Streetcare and Operations Unit.
3.2.5
Briefings and meetings also continue to be take place between the Council’s Streetcare
Operations Unit and the utility companies to discuss responses during and after a flood, and a
series of successful emergency planning exercises have also taken place.
3.2.6
The Council’s Emergency Plan has also been updated, and Members considered a revised
version of the Plan at the December Cabinet meeting.
3.2.7
The Council has received a small number of enquiries in relation to the Land Drainage Policy,
which have been dealt with. The policy sets out enforcement powers available to the Borough
for taking enforcement action on ordinary (riparian owned) watercourses, the criteria in which
enforcement will be applied and the procedure for enforcing. Information on the policy has
been made available through a leaflet and is also on the Council’s web site, including the
relevant contact details for Officers, how to obtain help and advice, and contact information
for other relevant agencies. Information relating to land drainage problems is also held on a
database within the Streetcare and Operations Unit.
Flooding
3.2.8
In common with much of Southern England, the Royal Borough experienced torrential
intense rainfall on 20th July 2007, which resulted in wide scale disruption and flash flooding.
Approximately 120 properties suffered internal flooding mainly as a result of sewer
surcharging. The Environment Agency issued Flood Warnings for the River Thames relating
to key stretches within the Borough as a result of rainfall, which had fallen on the upper
reaches of the Thames catchment over the preceding week or so. Key events, statistics and an
overview of the Council’s response for both flooding incidents are set out in Appendix A.
3.2.9
The Council was advised by the Environment Agency at 3.00pm on Sunday 22 July that a
flood warning would be issued at 6.00pm for the Thames along its catchment within the
Royal Borough. Upon receiving this information, the response of the officers and members
was immediate, effective and efficient, with many officers working hard and tirelessly
throughout the period, and out-of-hours, to ensure that measures and plans were put in place
to attempt to deal with the anticipated rainfall and floods. Preliminary plans had been drawn
up by the officers in anticipation of this, and Appendix A details the measures that were
undertaken. These measures included the replenishment of sandbags deployed throughout the
storm event, crews being placed on standby, and river patrols being instigated through the
night to monitor the situation. Letter drops were also undertaken to keep residents advised of
the situation, and over 600 calls were received by the Streetcare and Operations Team asking
for assistance and sandbags. Appendix A explains the sandbag drops that were implemented.
In addition, the work undertaken by the Council’s Corporate Communications Team in
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informing the public, and keeping them updated of events and flood warnings etc was
excellent, together with dealing with the vast amount of calls from the national and local
media. Throughout this period, the staff in the Customer Service Centre (CSC) also worked
extremely hard and effectively in dealing with the public and liaising with them in receiving
their questions and enquiries, and on Monday 23 July, the CSC were tasked with staying
open to handle calls for assistance.
3.2.10
Officers of the Council are currently checking the drainage infrastructure for the areas that
suffered flash flooding. Preliminary investigations show that in most cases the system is
functioning and that surcharging due to capacity problems was the main cause. In many parts
of the borough this falls under the responsibility of Thames Water. A letter has been sent to
Thames Water in this respect. In addition to the Council’s own officers, Consultant Drainage
Engineers are currently investigating a number of locations that have been liable to flooding.
3.2.11
A further detailed report will be made at November Cabinet.
Government Funding Packages
3.2.12
The National Government has responded to the recent floods by announcing a number of
financial packages to support local authorities that have had to deal with the financial
pressures arising from the unusually heavy rainfall in the past few weeks.
3.2.13
These initiatives fall into 4 main categories:
 The first is to refine the long-standing Bellwin arrangements, 100% of costs being
covered above a threshold rather than the usual 85%. The threshold for the Borough
is calculated to be £302k (the assumption being that the Borough holds reserves to
cover the costs of smaller scale emergencies).
Bellwin, however, only applies where “an emergency or disaster occurs involving
destruction of or danger to life and property”. It specifically excludes costs that are:

Insurable;

Of a capital nature;

Normal wages and salaries
Whilst the Borough has registered it interest in the scheme it seems unlikely that the
significant efforts of staff in Streetcare and Operations supported by colleagues across
the Borough will qualify for financial support under this scheme.
 The second scheme is operated by the Department for Schools, Children and
Families. A £3m national fund has been distributed using a “rough & ready” formula
based on the number of schools affected. The Boroughs share of this fund is £60k.
Current estimates suggest that this will largely cover the cost of flood damage to
schools.
 The Government has announced the release of a further tranch of Flood Delivery
Grant (initial allocations were made following the June floods, which impacted
largely in the north of England. It is understood that a further £10m has been made
available nationally. DCLG have announced allocations based on the number of
properties affected. Whilst a number of properties have been affected in the Borough,
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clearly there are other parts of the country that have seen a much greater impact and it
is these that have attracted the bulk of the available funds. The Borough will receive a
grant of £60k
 A fourth scheme has been released by the Department for Transport designed to
compensate authorities for damage to highway infrastructure. Again a threshold has
been applied based on the maintenance element of the LTP funds, £270k for the
Borough. Capital costs over this sum can be claimed from DfT. Officers are currently
examining infrastructure to establish the extent of any damage caused to roads,
bridges or drainage systems, either by increased volumes of water or speed of its
flow. DfT officials have emphasised that this scheme is designed to put infrastructure
back where it was. No “betterment” will be allowed. This means that no funds are
available for the Borough to rectify known weaknesses in the Borough’s drainage
system.
3.2.14
All these initiatives will be kept under review and the cost of the floods will be reported to
Cabinet in November as part of a detailed report.
3.2.15
Much has been made in the national press about bids against the EU Solidarity Fund. In the
first instance DCLG are gathering data from a range of sources, notably Local Authorities
and Insurance Companies to establish whether a claim can be justified. How any funds would
be distributed is once again far from clear at this stage but indications are that they would be
used as part of the clear up process rather than the prevention of future events that the
Borough would like to focus on.
Flood Map Update
3.2.16
The Environment Agency has recently published the Flood Map for England and Wales June
2007. The new dataset provides updated spatial data on the extent of areas liable to flood
within the borough.
3.2.17
An examination of the new dataset shows revisions to the extent of both the High Risk and
Medium Risk zones. The list below provides details areas which are shown to have a revised
flood risk. The land is in proximity to the named locations.
Areas Inserted into Flood Zones:
 Land at Flemish Farm, Windsor.
 Land at, north and south of Horton.
 Land at Silwood Farm, Wells Lane, Sunninghill.
Areas Removed from Flood Zones
 Land in proximity to Bolton Avenue and Osborne Road, Windsor.
 Land at Coworth Close, Broomhall Lane, London Road, Sunningdale.
3.2.18
In accordance with the officer delegation, the latest changes have been agreed, in
consultation with the Lead Member for Planning and Housing, and have been adopted as a
material consideration in planning decisions.
3.2.19
Maps showing the previous and new Flood Maps are viewable via Democratic Services,
Group Rooms and York House. Notification is also being provided to Members on the
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Development Control Panels and affected Parish and Town Councils. Following comments
made at the Planning and Environment Overview and Scrutiny Panel, Ward Members will
also be able to access the relevant changes through the Development Control Panel reports
and the quarterly monitoring report.
The Thames Flood Forum (TFF)
3.2.20
The previous Flooding Monitoring Report presented to Cabinet in June reported on the last
TFF meeting held on 22 May 2007, which was hosted by the Runnymede Borough Council.
Since the last report, the TFF has held its next meeting and this took place on 10 July 2007 at
the offices of the Royal Borough of Kingston-Upon-Thames. The main focus of the meeting
was on Planning Policy Statement (PPS) 25, and the associated practice guide, and the TFF
heard from Mr Chris Hanson-Kahn, Planning Policy Manager at Runnymede Borough
Council and also the Chairman of the Lower Thames Planning Officer Group. In addition,
the meeting also heard from Justine Glynn from the Environment Agency, and John Brooks
of Spelthorne Borough Council.
3.2.21
The TFF heard how Spelthorne Borough Council had been working with the Environment
Agency and specialist consultants to develop a detailed understanding of flood risk in their
borough. The TFF noted that their Strategic Flood Risk Assessment provided a
comprehensive review of flood risk and set out a policy approach, which had been embodied
in their new development plan, which had been submitted to the Secretary of State in June
2007. The study had produced detailed mapping of flood risk areas and the TFF was
informed that it had taken account of future climate change, likely increases in flood risk and
a recent tougher line in Government policy. The TFF noted that the approach gave positive
support to appropriate flood risk management measures, a rigid protection of the flood plain,
strict control on all new development in areas of greatest risk and in areas of lesser risk
requiring any new development that was justified to increase flood storage capacity.
Spelthorne are encouraging all other authorities to take a similar comprehensive and forward
thinking approach. The TFF also noted the comments of the environment Agency on the
main changes in PPS25, and how the emphasis had moved towards appraising, managing and
reducing flood risk.
3.2.22
Other matters considered by the TFF at the 10 July meeting included financial issues, and
Members of the Forum noted outcome measures for flood management which had been
adopted by DEFRA. In addition, the TFF noted proposals by the Environment Agency for
the allocation of Government flood management grant aid. Additional issues discussed by the
TFF associated with financial issues, included a request to local Members of Parliament to
seek an immediate increase in DEFRA funding for flood management, a joint Environment
Agency/local authority report on development opportunities in the TFF area that could lead
to an overall reduction in flood risk, and lobbying for levy funding if this was needed for th
Lower Thames Strategy investigations. The TFF also noted recent consultation documents in
relation to the Environment Agency’s Strategic Overview role for Inland Flood Risk
Management, and Institutional arrangements required to promote integrated urban drainage
management.
3.2.23
The TFF meeting also discussed the future of the TFF, and it was noted that a meeting of the
Steering Group held a couple of weeks in advance of the 10 July meeting had also considered
this aspect. Members of the TFF were informed that the future of the TFF would be
considered in detail at the November TFF meeting. Prior to this, the TFF agreed that, in order
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to evaluate the performance of the TFF, the membership together with other key stakeholders
should be surveyed to evaluate the effectiveness of the Forum. Principally, this would seek to
evaluate its achievements against the five-point terms of reference that the TFF had agreed
when it was established in November 2005.
3.2.24
A Copy of the Minutes and all associated papers from the TFF meeting held on 10 July are
available on the TFF’s web site at www.thamesff.org.uk. A copy of the Agenda from the 10
July meeting has been placed in the Group Rooms, Members Rooms and is also available
from Democratic Services. The TFF has also issued a press release since the meeting took
place, and this attached as Appendix B to this report for information.
3.2.25
The next meeting of the TFF is scheduled to take place on a date to be confirmed in
November 2007, and will be hosted by Spelthorne Borough Council, and would primarily
consider the future of the TFF. A further meeting of the TFF’s Steering Group will also be
held prior to the next TFF meeting. The next Flooding Monitoring Report will report on
both of these meetings.
Environment Agency – Flood Risk Management Update – August 2007
3.2.26
The Environment Agency has recently published its August 2007 newsletter edition of
‘Flood Risk Management Update’ for the Thames Region, South East Area. This 8-page
document provides information on a variety of flood management issues, and can be located
on the Agency’s website at www.environment-agency.gov.uk. Alternatively, copies of the
newsletter are available in the Group Rooms, Members Rooms, and also from Democratic
Services.
3.3
Options Available and Risk Assessment
1.
3.4
Option
There are no recommendations contained in this
report, other than that Members note the
flooding actions and the Thames Flood Forum
process.
Comments
The Flooding Monitoring
Report is a quarterly
monitoring report to Cabinet,
updating Members on flooding
actions, including the work of
the Thames Flood Forum.
Relevant Council Policies/Strategies
None
4.
CONSULTATION CARRIED OUT
None.
5.
OVERVIEW AND SCRUTINY PANEL COMMENTS
5.1
This report was presented to the Planning and Environment Overview & Scrutiny Panel on 3
September. The Panel’s comments are set out below:
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 Wootton Way to be included in the list of 'worst affected areas' in the Diary of Key
Events.
 A meeting of flood wardens to be arranged to enable new flood wardens to get up to
date on relevant issues.
 Flood map updates to be notified to relevant Ward Councillors and Members of the
Development Control Panels.
 The Borough's support of the Thames Flood Forum to be stressed.
 A properly scaled approach to flood warnings to be implemented.
 Further information to be provided on dispersal of the Flood Delivery Grant to
affected residents.
6.
IMPLICATIONS
6.1
Financial, Planning and Legal
None arising from report.
6.2
Human Rights Act
Article 1 of the First Protocol – the protection of property – may be affected by the policy
statement on sandbags. Any interference must be proportionate and in accordance with the
law.
Background Papers: Thames Flood Forum Agenda 10 July 2007; Thames Flood Forum Press Release June 2007
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APPENDIX A
‘DIARY OF KEY EVENTS’ – 20-25 JULY 2007
Friday 20th July 2007
At 10:06 hrs on Thursday 19th July the Met Office issued an Early Warning of heavy rain
from 00:00 Friday 20th July until 12:00 hrs Saturday 21st July. The assessed risk was 70% with
20 to 40mm of rain expected widely and the potential for 75-100mm in places although those
places were unknown at this time. The Met Office was also unsure at this time as to the exact
timings of this event. At 15:10 hrs the Environment Agency issued flood watches based on
current problems in Oxfordshire / Gloucestershire and the anticipated effects downstream.
Streetcare & Operations convened an Emergency Briefing to discuss the response to the sever
weather warning. Due to the uncertainty of event timings, it was agreed to lay on additional
standby crews and suspend normal operations. Lorries were pre-loaded with sandbags for
immediate deployment.
At approximately 07:00 it began to rain heavily in Windsor and flooding was being reported
in roads such as Pierson Road and Burnets Road. A tanker was dispatched to this location to
assist with flood relief.
High volumes of calls requesting assistance with sandbags were received. This numbered
600+ and a triage system was employed. It became apparent that the rain was moving very
quickly towards Maidenhead as the calls were increasing in that direction. Information
suggested that the M4 had been closed due to flooding and a lot of traffic was leaving the M4
and passing through Maidenhead. This along with the flooding in the Maidenhead area in
locations such as the King Street, Norden Road Railway Bridges made accessing the areas
difficult for our vehicles plant and materiel. Congestion very quickly brought the town to a
standstill and made transiting the area difficult. A tanker was dispatched to the Pines
Veterinary Clinic on Bath Road to alleviate flooding, due to its previous history. During this
time a report from TVP suggested that a large hole had opened adjacent to a block of flats and
they were in danger of collapse. Officers were dispatched to assess the danger and perform a
structural analysis.
Assessment showed that the worst affected areas were Bath Road, King Street, Clare Road,
Pierson Road and Brill Close, however many other areas were affected. Learning and Care
Directorate sent staff to the affected areas to offer assistance and Streetcare & Operations
offered assistance with cleanup operations and damage waste collection.
The Leader of the Council, Chief Executive, Directors and Officers visited the worst affected
areas. Later that day the runoff from the lad and surrounding watercourses began to cause
problems in the Fifield and Holyport area.
A total of 120 properties are believed to have been flooded internally. The boroughs rain
gauges showed that a total of 104mm of rain had fallen and 33mm of this had fallen within a
15-minute period at approximately 08:45. Streetcare & Operations dispatched approximately
11,000 sandbags. The unit’s tankers were deployed at various locations from 07:00 to 21:00.
Sunday 22nd July 2007
At 15:00 hrs the EA advised that a flood warning would be issued at 18:00 hrs for the Thames
along its catchments within the RBWM. In anticipation, preliminary plans were drawn up.
These included the replenishment of sandbags deployed during Friday’s storm event. At
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APPENDIX A
22:15 hrs the final EA model stated that the 1 peak would happen within 48 hrs although
expected to be at 2000 levels. Crews were placed on standby and river patrols were instigated
through the night to monitor the situation.
st
Monday 23rd July 2007
Patrols reported that river levels had risen and there was minor flooding of low lying fields
and the Hurley caravan site.
A letter drop was instigated to keep residents advised of the situation, as some of the press
reporting was different from EA statements. Streetcare & Operations received 600+ calls for
assistance and sandbags from public. A triage system and forward reconnaissance was set up
and based upon EA modelling information the unit triaged calls and assigned bag drops to
potentially affected properties. The strategic sandbag drop zones in parts of the borough such
as Wraysbury and Ham Island were replenished throughout the day. There was a large amount
of media interest in the letter drop and very positive feedback from the residents. The CSC
was tasked with staying open to handle all calls for assistance effectively. By 15:00 hrs the
EA reported that the 1st peak is now in RBWM and not expected to cause problems to
habitable properties. The preparatory works being undertaken by the RBWM were the subject
of positive media attention and BBC film crews arrived to film the activities. River patrols
were maintained throughout the night to monitor levels and ensure that no risk to life was
present as well as offering reassurance to residents that RBWM is operating.
Tuesday 24th 2007
Following briefings it was decided that that the letter drop was successful and should be
repeated giving residents assurance that EA predictions are accurate and that some of the
press is overstating impact on RBWM. Learning and Care provided officers to assist with the
letter drop. At 14:45 hrs the latest intelligence from EA suggests 2nd peak at 23:00 in Hurley
and 06:00 in Wraysbury areas. The EA model still shows that potential impact is below 2003
levels and below property threshold levels.
Wednesday 25th July
Streetcare & Operations continue to receive calls and dispatch sandbags to those properties
that were in the predicted affected areas. The latest intelligence from EA suggested the 2 nd
peak in Hurley area at 02:00 and Wraysbury at 11:00. The second peak was a result of the
flooding in the Oxford area reaching the RBWM. The Emergency Operations Centre (EOC)
continued to operate and representatives from Learning & Care and a GIS expert attended.
Learning & Care identified vulnerable persons that were within the predicted flood envelope.
Patrols were maintained during the night to reassure residents and report on any changes in
river levels. The EOC was in its third night of continuous operation.
At 04:00 hrs on Thursday 26th July the EA revised their predictions and reduced the expected
peak by 100mm. By 08:00 hrs the EA predicted that the river levels would not rise any further
and that no more flooding will occur.
Streetcare & Operations continued to replenish sandbags and maintain patrols. Approximately
15,000 sandbags were distributed during the Flood Warning period and 2800 information
letters were delivered over the preceding three days. No habitable properties on the river
frontage were flooded although a number had water in gardens
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APPENDIX B
News from-
Thames Flood Forum
18 July 2007
103/07
Forum welcomes Spelthorne’s plans to limit future flood risk
The Thames Flood Forum, meeting in Kingston on 10 July, heard how Spelthorne Borough
Council has been working with the Environment Agency and specialist consultants to develop a
detailed understanding of flood risk in the borough.
Their Strategic Flood Risk Assessment provides a comprehensive review of flood risk and sets out
a policy approach which has been embodied in their new development plan, submitted to the
Secretary of State in June.
The study has produced detailed mapping of flood risk areas and taken account of future climate
change, likely increases in flood risk and a recent tougher line in government policy (PPS25).
The council’s approach is one of the most comprehensive and far reaching so far seen for this part
of the Thames. It gives positive support to appropriate flood risk management measures, a rigid
protection of the flood plain, strict control on all new development in areas of greatest risk and in
areas of lesser risk requiring any new development that is justified to increase flood storage
capacity.
Spelthorne is encouraging all other authorities to take a similar comprehensive and forward
thinking approach.
The Environment Agency discussed the main changes in PPS 25 and how the emphasis has moved
towards appraising, managing and reducing flood risk. This approach is embedded in Spelthorne’s
Flood Risk Policies.
Tom Crossett, forum chairman, said: “We welcome the actions that Spelthorne is proposing. Most
of us know from grim experience in 2003 just how awful flooding is. The recent floods in
Yorkshire have provided a stark reminder and underline the fact that flooding can kill. However
even now we have difficulty in appreciating the challenge that we face in the Thames Valley.
“At our meeting the presentation included an animation of the kind of flood that we might see once
every hundred years. It was awesome and nothing like it has occurred since 1898. While the
measures now proposed by Spelthorne bring new restrictions they should limit the liabilities that
we hand on to future generations. Although Forum members had questions on matters of detail we
believe that the overall balance is about right.
more
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APPENDIX B
“We now need to encourage all other councils in meeting the challenge. The new insights into
tackling flood risk should also help us all to manage floods better.
“We talk glibly about the 1 in 100 year risk, but as Yorkshire now knows, it could happen
tomorrow. We must look after the future but we must also be better prepared for the present.”
ends
Notes for Editors:
1 Government policy is given in Planning Policy Statement 25 Development and Flood Risk was
published on 7 December 2006. It is available at
http://www.communities.gov.uk/index.asp?id=1504639
Interpretation of the policy is supported by Practice Guide published in February 2007
(http://www.communities.gov.uk/index.asp?id=1506265 )
2 The Local Development Framework (Spelthorne Development Plan) is posted on the council’s
website http://www.spelthorne.gov.uk/environment___planning/planning/env_planning_ldf.htm
Stakeholders can comment until 2 August.
3 Presentations made by the officials from the Environment Agency and Spelthorne BC’s agenda
for the meeting will be posted on the Forum’s website www.thamesff.org.uk during the week
starting 16 July (search for 94 and 95).
Thames Flood Forum
The Thames Flood Forum is a voluntary group that brings together organisations with an interest in
reducing flood risk in areas adjacent to the Thames and its tributaries between Hurley and
Teddington, including local authorities, community groups, the Environment Agency.
The forum promotes flood risk reduction by better mutual understanding of flood risk issues and
options for their management. Membership is open to any organisation that shares the
forum’s interests. Anyone can attend its meetings as an observer.
More information can be obtained from the Forum website www.thamesff.org.uk
Forum resources are provided by local authorities and the Environment Agency. The forum is
chaired by independent scientist Tom Crossett. He welcomes comments and suggestions for
future business. He can be contacted at tom.crossett@gmail.com
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