Terms of reference for the Welsh Flood Forum (WFF) steering group, outlining its role in the establishment of an independent WFF.
Contents
Introduction
- The Welsh Government supports the establishment of a dedicated flood forum for Wales (the Welsh Flood Forum (WFF)).
- The intention is to create a fully independent charity that would support communities to build resilience to and recover from flooding.
- This document provides the terms of reference for the WFF Steering Group (the Steering Group), outlining its role in the establishment of an independent WFF.
Background
- The National Flood Forum (NFF) is a well-established UK organisation that supports communities at risk of flooding. It provides advice, advocacy, and practical help before, during, and after floods, while promoting resilience, influencing policy, and empowering local flood groups to reduce risk and improve preparedness through collaboration with Risk Management Authorities along with other stakeholders.
- NFF has been deployed on a number of occasions to support and assist communities in Wales. They also supported the development and establishment of the Scottish Flood Forum (SFF).
- NFF have been commissioned by the Welsh Government to develop proposals for a dedicated WFF, an independent charity that will provide support and meet the specific needs of flood effected communities in Wales.
- Any future WFF would be funded by the Welsh Government and delivered with the assistance of the NFF.
- The commissioned works cover the establishment phase (Phase One) for the WFF.
Role of the Steering Group
- The role of the Steering Group is to provide advice, assurance, scrutiny and recommendations to support robust decision-making around the programme plan and its delivery. Responsibility for decision-making remains with Welsh Ministers and Welsh Government.
- The Steering Group will be responsible for providing advice and assurance to the Cabinet Minister for Rural Resilience and Sustainability (the Cabinet Minister) as delivery moves through the different development and implementation stages in the establishment of the Welsh Flood Forum. The Steering Group will also bring areas of concern or gaps in capability to the attention of the Cabinet Minister for their consideration.
- Steering Group members will provide a crucial links between:
- Established Flood and Risk Management Groups;
- Risk Management Authorities;
- Local Resilience Fora;
- Community groups and third sector organisations; and,
- Preparedness focused groups within the Civil Contingencies governance structures.
Phase One Objectives – focus of the Steering Group
- The Steering Group will provide oversight, advice, assurance and scrutiny of Phase One objectives:
- Establish the Welsh Flood Forum as a registered Charitable Incorporated Organisation (CIO).
- Development of the governance, policies and operational systems required to support long-term delivery.
- Development of strategic relationships with the Welsh Government, Natural Resources Wales, local authorities and partner organisations.
- Creation of a Wales-wide understanding of community flood resilience capacity and identify future opportunities for support.
- Development of the organisational profile and communications required to establish the WFF as a trusted voice for community flood resilience in Wales.
- Preparation of the organisation for transition to Phase Two - implementation and mobilisation.
- This phase will conclude with the formal launch of the WFF as an independent charity, equipped with the governance, partnerships, Board of Trustees and operational capability required to deliver a sustainable national model.
- The newly appointed Board of Trustees will lead the organisation following its establishment.
Timescales
- Members of the Steering Group will be identified and convened within six weeks of the launch of the Steering Group Term of Reference.
- Once convened, Steering Group meetings will be held approximately every six weeks either at the Welsh Government’s Cathays Park Office or virtually, but flexibility will be retained around format and frequency of meetings.
- The tenure for Steering Group members will run throughout, and to the completion of Phase One (2027/28), when the set-up of the WFF as an established, registered CIO is complete.
Form and content of meetings
- The Welsh Government will provide the secretariat role for meetings.
- Meetings will be chaired by either the Cabinet Minister or delegated Welsh Government Senior Civil Servant.
- The Steering Group will work through a combination of meetings and email communications. The whole group will meet regularly performing the core of the work and subgroups may be established to undertake specific tasks or functions.
- The agenda and associated meeting papers will generally be shared by the Welsh Government secretariat approximately five working days before the Steering Group meeting is due to take place.
Steering Group Membership
- Membership is limited to one nominated representative from each organisation listed below.
- Core
i. Welsh Government – Mining Legacy, Water & Flood Division
ii. Welsh Government – National Security & Resilience Division
iii. Natural Resources Wales
iv. Welsh Local Government Association (WLGA)
v. Wales Council for Voluntary Action (WCVA)
vi. Local Authority (Chief Executive)
vii. Wales Resilience Forum
viii. National Infrastructure Commission for Wales
ix. National Flood Forum
x. Community Voice (citizen)
xi. One Voice Wales (Town and Community Council)
xii. Community Group Representation
xiii. British Red Cross (Third Sector representation)
Ad-hoc
i. Flood and Coastal Erosion Committee representative.
ii. Other Welsh Government representatives (e.g. Housing, Regeneration, Transport, Finance).
iii. Other key infrastructure organisations including Network Rail and Transport for Wales.
- It is expected that Steering Group members will attend all meetings and where attendance is not possible will organise for a deputy to attend in their place, notified in advance to the secretariat.
GDPR and information sharing
- Information shared in relation to the Steering Group will be handled in accordance with the associated Privacy Notice. Steering Group papers and associated information should not be circulated outside of the Group unless advised by, or permission given, by the Welsh Government.
Responsibilities
- Senior Responsible Owner (SRO) – Deputy Director, Mining Legacy, Water and Flood, Welsh Government. The SRO is accountable to Welsh Ministers for delivery of Flood and Coastal Erosion Risk Management (FCERM) activity and has overall responsibility for ensuring the establishment of the Welsh Flood Forum is in line with the National Strategy for FCERM in Wales, the Wellbeing of Future Generations Act and other Welsh Government commitments.
- Programme Manager, Welsh Government: The Programme Manager manages, administers and delivers the Programme and where appropriate for Steering Group meetings will:
i. Provide updates since the last meeting on the Programme Plan, and progress specific activity and budgets, ensuring transparency and openness in prioritisation of investment decisions made by Welsh Government.
ii. Provide an updated Risk Register for consideration/comment.
- Secretariat, Welsh Government: The secretariat will be responsible for the administration of the Steering Group including:
xiv. Taking and dissemination of minutes.
xv. Circulation of Steering Group papers.
xvi. Keeping and updating the action log.
xvii. Sharing of information to Steering Group members.
- Steering Group Members will:
xviii. Provide advice, assurance, scrutiny and recommendations to support robust decision-making by the Welsh Government.
xix. Offer their views, and those of their representative organisations, on issues relating to aspects of FCERM and Community Resilience in Wales.
xx. Disseminate information in line with data sharing arrangements from the Steering Group as well as providing feedback to the Steering Group. This includes two-way communications between their related Resilience Groups, Regional Groups, Coastal Groups and within Steering Group members’ organisations.
xxi. Actively participate in Steering Group meetings.
- Members will provide relevant updates to the Steering Group on any related areas in the establishment of the WFF.
- WLGA and local authority representatives will represent the interests of all 22 local authorities and provide feedback to these authorities as well as to and from any relevant Resilience Fora, Regional Groups and Coastal Groups.
Review of Terms of Reference
- These terms of reference will be reviewed on a six-monthly basis.