Self Assessment guidance and matrix for National Indicator NI 188 Planning to adapt to climate change

Self Assessment guidance and matrix for National Indicator NI 188 Planning to adapt to climate change Version 1.0 April 09 Defra 1

Contents Introduction...3 Submission of Data for NI188...3 How does this tool fit with the NI188 guidance...3 NI188 Data submission Information...4 Overview...4 Instructions for submission of NI188 data...4 Instructions for Completing the Matrix...5 What to record?...5 Filling out the matrix...6 Quality assurance...6 NI 188 Self Assessment Matrix... 7 FAQ and Further Information... 28 2

Introduction The data for National Indicator 188 (NI188) Planning to Adapt to Climate Change is provided through self assessment by the local authority and local strategic partnerships (LSP). This document sets out the process for submitting this data. Submission of Data for NI188 The data required by Defra for NI188 is in 2 parts: 1. The NI188 level achieved 2. A self assessment matrix containing a snapshot of the evidence which supports this assessment. Details of the procedure to follow in submitting this information is set out below. How does this tool fit with the NI188 guidance The NI188 Guidance Notes were issued in December 08 and included information on suggested approaches to meeting the NI188 levels. These guidance notes are advisory and do not form part of the assessment criteria for NI188. However the suggested approaches contained within the guidance are designed to help authorities in meeting the NI188 levels. 3

NI188 Data submission Information Overview Who should report? All local authorities district, single tier and county councils. Collection interval Annual; April March. Time period Return format Achievements up to 31 March. [First submission to cover achievements up to 31 March 2009.] NI188 Level i.e. Number 0 4 to Communities and Local Government (CLG) Data Hub https://www.hub.info4local.gov.uk/dihweb/ Supporting matrix to NI188.mailbox@zeus.gsi.gov.uk Submission window Open date: 1 April 2009 Deadline date: 29 May 2009 Instructions for submission of NI188 data There are 2 key actions which authorities and LSPs need to take when submitting their NI188 data; 1. Submit the level data to the CLG data hub 2. Submit a self assessment matrix to Defra via an e mailbox at: NI188.mailbox@zeus.gsi.gov.uk For different types of authority i.e. single or two tier authorities there are some additional options and variations to this procedure. These are set out in the boxes below. 4

Single Tier Authorities Step 1 Upload your NI188 level data for your authority to the CLG data hub Step 2 Submit one self assessment matrix per authority to NI188.mailbox@zeus.gsi.gov.uk Two Tier Authorities Step 1 Upload your NI188 level data for your authority to the CLG data hub Step 2 Submit one matrix per authority to NI188.mailbox@zeus.gsi.gov.uk. Defra are happy to receive one matrix covering both county and district evidence if it would minimise duplication of reporting. Where this option is chosen please indicate on the matrix which organisations the matrix includes. Alternatively we will accept separate matrix from county and districts. Step 3 2 tier authorities who have NI188 as a priority indicator only; submit your overall LSP self assessment NI188 Level to NI188.mailbox@zeus.gsi.gov.uk as part of the completed matrix. Instructions for Completing the Matrix What to record? The authority should record a snapshot of their evidence in the Evidence column in the self assessment matrix. This should be no more than around 2 pages per level. The evidence can be made up of bullets, milestones or hyperlinks to existing documents on websites. Please note we do not need copies of evidence beyond the self assessment matrix itself. The matrix should cover both the actions of the local authority and wider LSP where appropriate. 5

Filling out the matrix Included in the Evidence column in the self assessment matrix are a number of examples of evidence which you can tick as completed if they closely match your examples. These examples are provided to help authorities and LSPs identify the types of activity which might have been undertaken to meet the level criteria. However they are not an exhaustive or compulsory list of requirements. If the examples listed do not adequately describe the evidence or activity undertaken to meet a level, the authority/lsp can record any alternative activity as bullets or narrative under the Other/Additional Evidence heading. Quality assurance As with any performance assessment, Local authorities and LSPs should ensure that their data is of good quality and meets their internal quality assurance standards. 6

NI 188 Self Assessment Matrix Once completed, Please return to: NI188.mailbox@zeus.gsi.gov.uk If you have a query regarding completion of this matrix, please contact your Government Office(GO) in the first instance. If your query cannot be resolved by the GO please email the NI188 e mailbox (above) clearly marking the title of your e mail QUERY. This will help us to filter queries from competed forms. Overview Information Name of Authority/Local Strategic Partnership: (please include the names of all organisations covered in this matrix) Gloucestershire Councils (Cheltenham Borough Council, Cotswold District Council, Forest of Dean District Council, Gloucester City Council, Gloucestershire County Council, Stroud District Council, Tewkesbury Borough Council) Is NI188 in your Local Area Agreement: (i.e. Yes, No or Local indicator) Yes NI188 priority indicator holders in 2 tier authorities only: Record your LAA level: Level: 1 7

Level 0: Baseline The Authority has begun the process of assessing the potential threats and opportunities across its estate and services (for example, flood and coastal resilience plans, emergency planning, community risk registers/strategies etc) and has identified and agreed the next steps to build on that assessment in a systematic and coordinated way. Criteria Criteria to be achieved for this level. a. The Authority has begun the process of assessing the potential threats and opportunities across its estate and services Evidence Add an X next to the examples of evidence provided and/or add in a description of your own evidence (Box will expand as required) High level stock take of if / how climate change impacts are considered within council policies, programmes and risk registers has started X The Gloucestershire Councils employed Global to Local Ltd to review how climate change impacts are currently considered within key regional policies (e.g. Regional Spatial Strategy) as well as county wide and local policies (e.g. Core Strategy), programmes and risk registers (e.g. Community Risk Register). For full details see: http://www.stroud.gov.uk/info/policy/ev2.pdf Relevant documents have been located/listed/reviewed X A web presence, hosted currently by Stroud District Council, has been established to centralise and collate information relevant to taking forward Gloucestershire s NI 188 programme. For full details see: http://www.stroud.gov.uk/docs/community/climate_change_glos.asp Executive or senior management team aware of cross council structure for work on adaptation X The Gloucestershire NI 188 programme is sponsored by the Gloucestershire Environment Partnership (see: http://www.gloucestershire.gov.uk/index.cfm?articleid=17746) and responsibility for delivery rests with the county Strategic Directors Group. A small delivery group of County and District officers is coordinating activity and ensuring that the 25k agreed by GEP for the programme is spent in accordance with the LAA Delivery Plan. The first two events in the programme included lead elected 8

members, Directors and officers from the 7 Councils. Copies of the agendas and presentations used can be found at: http://www.stroud.gov.uk/docs/community/climate_change_glos.asp Other/Additional Evidence Cheltenham Borough Council: additional information to be added if felt appropriate Cheltenham climate change strategy, published May 2005, identifies the risks associated with climate change and a series of measures to help Cheltenham adapt http://www.cheltenham.gov.uk/site/scripts/download_info.php?fileid=955 Adapting to climate change and achieving level 2 of NI188, in line with all other Gloucestershire authorities, is identified in the council s business plan for 2009 10 and the corporate risk register http://tivoli.cheltenham.gov.uk/committeeminutes/start/council/2009/reports/2009_03_30_cou_11_ap pa.pdf Cotswold District Council: additional information to be added if felt appropriate Climate change is identified as a key action in the Council s Corporate Strategy and Corporate Plan, and the Environmental Services Service Delivery Plan. A high level policy review is planned over 09/10 to evaluate the Council s policies in line with our commitment to climate change. All of CDC s relevant plans and policies have been compiled in a shared folder. A Climate Change Risk and Adaptation workshop run by COIN is being held at CDC s offices on the 18 th May 09 to be attended by elected Members, Directors and Service Managers. A presentation will be given to Service Managers at their monthly meeting on the 12 th May 09 outlining their involvement in NI188. Forest of Dean District Council: additional information to be added if felt appropriate Climate change identified as a priority in the Council s Corporate Delivery Plan (http://www.fdean.gov.uk/content.asp?parent_directory_id=810). A review of key Council policies is planned over 2009/10 to include climate change considerations. 9

The Local Strategic Partnership is currently working on producing a Climate Change Strategy for the district as part of Outcome 1 in the Sustainable Community Plan (http://www.forestofdeanpartnership.org.uk/content.asp?nav=20&parent_directory_id=3). This will involve adaptation and assessment of the potential threats and opportunities posed by climate change (notes available on request). Gloucester City Council: additional information to be added if felt appropriate Environmental responsibility is one of the Core Values of the organisation. The City has had climate change strategy in place since July 2007, this was reviewed in 2008 and included and expanded section on adaptation. The strategy is more project rather than policy based and included a number of high profile adaptation responses such as retro SUDs and the setting up of a brook warden scheme see http://www.gloucester.gov.uk/climatechange/climate.aspx#2 Business continuity plan builds in need to address climate change driven emergencies by ensuring critical services are maintained. Environmental coordinator sits on Asset management group ensuring decisions on City council assets are climate aware. Risk management group has identified climate change as a risk to service delivery. Gloucestershire County Council: The Council s Corporate Climate Change Strategy and Action Plan ( Responding to Climate Change ) was adopted by Cabinet on 7 th July 2008, taking a One Council approach (see http://www.gloucestershire.gov.uk/utilities/action/act_download.cfm?mediaid=30432). Relevant Council wide actions completed in 2008/09 include: Governance and Performance Management One Council approach implemented, with appropriate performance management and review. Actions are now an integral part of our corporate performance management framework, reported to the Climate Change Forum (chaired by the Lead Cabinet Member, with cross party representation and senior management leads from each directorate), Directors Board, Corporate Management Team, Budget and Performance Scrutiny and Cabinet (see http://www.gloucestershire.gov.uk/index.cfm?articleid=92839). Local Climate Impacts Profile County profile developed to illustrate the implications of extreme climate on services, communities, organisations and business. In partnership with UK Climate Impacts Programme, East Midlands Regional Assembly and Student Force for Sustainability (see 10

http://www.stroud.gov.uk/info/policy/presentation_08.ppt) Decision Making incorporated consideration of climate change adaption issues into our decision making for asset management, procurement, staff induction, risk management, insurance, accommodation strategy, waste management and resources assessment. Risk Management developed the Risk Management Framework, with support and training, to enable service managers to identify appropriate climate change related risks (adaptation and mitigation) and resource implications. Business Continuity Plans services supported to updated or develop across the Council, taking account of the full range of climate impacts for all critical/ essential service areas. Business Plans ensuring all business plans address climate change and management of associated risks from 2009/10, including appropriate performance indicators and targets. Flood resilience leading and co ordinating the delivery of Scrutiny Inquiry recommendations, and Pitt Enquiry recommendations in relation to flood resilience in Gloucestershire. Heat Waves Plan implementing with the Primary Care Trust (now NHS Gloucestershire). Highways Flood Recovery and Resilience including implementation of infrastructure repairs, increasing reliance at key locations and multi agency approach to flood alleviation. Stroud District Council: The risk of climate change has been identified and the priority for action identified within the Council s Corporate Delivery Plan (see: http://www.stroud.gov.uk/cgi_bin/meeting_docs/public/2008 2009/reportspublic/cab 12mar09 Ag8CDPcomplete.pdf ) and Strategic Risk Register (see minutes of Strategic Risk Management Group April 27 2009 for latest position). Mechanisms are in place, including the Council s own Business Continuity Plan, to contribute and respond to the requirements of the County Civil Contingency plans, which already address key aspects of climate change, particularly severe weather. The Local Strategic Partnership has established a Global Challenges Think Tank to look at the twin perils of climate change and Peak Oil and has reported on the Role of Land Use Planning, Housing, Transport and Food Supply (for further details see: http://community.stroud.gov.uk/general.asp?pid=34&pgid=1532). This has influenced the emphasis and focus for the Sustainable Community Strategy (see: http://community.stroud.gov.uk/general.asp?pid=34&pgid=1190 and http://www.stroud.gov.uk/cgi_bin/meeting_docs/public/2008 2009/reports public/cab 12mar09 11

Ag10Interim%20SCS%20Report.pdf). The work of the LSP has informed the focus for consultations currently being undertaken in relation to the development of the Core Strategy (for further details see: http://www.stroud.gov.uk/docs/lp/core.asp). Tewkesbury Borough Council: The Council has drafted a climate change strategy for consultation to be taken to Executive committee June/ July 09. In terms of delivering the action plan for corporate and community mitigation task group of officers and members will be drawn up. Led by the Strategic Director of Operations, a task group of senior officers is being set up to over see the adaptation plan for the Council. This will identify the areas of the Council s operations which will be impacted by the risks posed by climate change and develop a plan to reduce the identified risks and maintain business continuity throughout. The Tewkesbury Environment Partnership is being established by the LSP with membership from the local authority and other local environmental organisations. The initial focus of this group will be climate change mitigation and adaption, tying in links with the over arching aim of the Gloucestershire Environment Partnership. b. has identified and agreed the next steps to build on that assessment in a systematic and coordinated way Initial project plan in place for the next stage X The overall approach to NI 188 has been agreed by GEP and the SDG and has been set out in the Year 1 and Year 2 LAA delivery plans. The Year 1 plan can be found at: http://www.gloucestershire.gov.uk/index.cfm?articleid=12808. The Year 2 delivery plan milestones in relation to NI 188 are: 1. Complete professional group training and action planning sessions* (minimum 3 sessions by end of November 09) 2. Complete individual Council training and action planning sessions** (minimum 10 sessions by end of December 09) 3. Building on the LCLiP and using UKCIP 2009 data complete a comprehensive risk based assessment of local vulnerabilities and where appropriate to do so identify priority risks and effective adaptation approaches (by December 09) 4. Report priority risks and where appropriate adaptation responses to GEP / CSEB / GSP and District 12

LSPs (by March 2010). 5. Each Council to have a climate change adaptation plan in place (by March 2010) (* The first event is for Emergency Planning officers and Risk Managers on 22 nd May 2009. This will be followed with a session for land use planners involved in the development of Core Strategies). (** The first event will be held at Cotswold District Councils on May 12) Resources determined X The resources necessary to deliver the collective elements of NI 188 as set out in Year 1 and 2 of the LAA delivery plan have been agreed by GEP. Individual Council s are developing capacity and capability necessary to deliver the local requirements of NI 188. : Cheltenham Borough Council: additional information to be added if felt appropriate The Cabinet Member for Sustainability and the Strategic Director Environment have responsibility for delivering the council s contribution to the county NI 188 programme Cotswold District Council: additional information to be added if felt appropriate Internal NI188 action planning event to be held during the w/c 8 th June 09. Forest of Dean District Council: additional information to be added if felt appropriate Gloucester City Council: additional information to be added if felt appropriate Cabinet Member for Environment and the Director for Regeneration have responsibility for the delivery of NI188. Further review of Climate Change Strategy (It is reviewed annually) will progress adaptation and the City Council s preparedness for climate change and will build on aspects of NI188. Gloucestershire County Council: additional information to be added if felt appropriate Delivery of the Corporate Climate Change Strategy is a Council priority for 2009/10, including to improve our ability to adapt our services to the expected changing conditions. Key actions include: 13

Co ordination and Review ongoing monitoring and assessment of performance through the Climate Change Forum and performance management framework (see http://www.gloucestershire.gov.uk/index.cfm?articleid=92839). Risk Management improved risk assessments and understanding of likely changes for all services; climate change awareness and risk management training to all managers; assessments for IT suite, libraries and archives, all premises; annual review and renewal of insurance and financial contingency cover. Economic Strategy using the revised Integrated Economic Strategy to drive forward initiatives to develop a low carbon economy in Gloucestershire that is resilient to climate change impacts (see http://www.glosfirst.co.uk). Flood Resilience ongoing co ordination of the Flood Resilience Programme. Community work with schools, contractors and service providers to improve adaptation; provide parents with information on dealing with extreme weather conditions; provide improved advice to consumers on adaptation products; encourage behaviour change through our Life skills Centres. Stroud District Council: The Cabinet Member for Planning and Climate Change and the Deputy Chief Executive / Strategic Head (Development Services) have responsibility for delivery the Councils contribution to the county NI 188 programme. The proposed County NI 188 Plan and the Council s contribution to it was agreed by Strategic Team on April 8 2009 (see relevant minutes). Cabinet Members were briefed at the Executive Board meeting on April 20 2009. Tewkesbury Borough Council: additional information to be added if felt appropriate Lead member for the Built Environment, Strategic Director of Operations and Environmental Development Officer have the responsibility for the Council s contribution to the County NI188 programme 14

Level 1: Public commitment and prioritised risk based assessment The Authority has made a public commitment to identify and manage climate related risk. It has undertaken a local risk based assessment of significant vulnerabilities and opportunities to weather and climate, both now and in the future. It can demonstrate a sound understanding of those not yet addressed in existing strategies and actions (e.g. in land use planning documents, service delivery plans, flood and coastal resilience plans, emergency planning, community risk registers/strategies etc ). It has communicated these potential vulnerabilities and opportunities to department/service heads and other local partners and has set out the next steps in addressing them. Criteria Evidence 15

a. Made public commitment to identify and manage climate related risk. Signed Nottingham Declaration or equivalent local Declaration or Executive has formally made a commitment to identify and manage climate related risk which has been published X All 7 Gloucestershire Councils have signed the Nottingham Declaration. : Cheltenham Borough Council: additional information to be added if felt appropriate The overall policy context for climate change adaptation is set out in Cheltenham climate change strategy (see link above). Reducing Cheltenham s impact on climate change also forms part of the council s 20 year vision and climate change adaptation is specifically included in the council s business plan for 2009 10 (see link above). Tackling climate change is also identified as one of three principles underpinning Cheltenham s sustainable community strategy http://www.cheltenhampartnership.org.uk/libraries/templates/page.asp?folderid=21 and Cheltenham strategic partnership has prioritised addressing climate change as one of four key themes on which to focus in 2009 Cotswold District Council: additional information to be added if felt appropriate Climate change is identified as a key action in the Council s Corporate Strategy and Corporate Plan, and the Environmental Services Service Delivery Plan. Forest of Dean District Council: additional information to be added if felt appropriate Climate change identified as a priority in the Corporate Plan. Gloucester City Council: additional information to be added if felt appropriate Public commitment made clear in Climate Change Strategy and subsequent review. Organizations commitment to broader environmental aspects set out in Energy Strategy and commitment to 16

environmental responsibility in our corporate plan. Gloucestershire County Council: additional information to be added if felt appropriate Our ambition is set out in the Council s Corporate Climate Change Strategy and Action Plan ( Responding to Climate Change ), adopted by Cabinet on 7 th July 2008 (see http://www.gloucestershire.gov.uk/utilities/action/act_download.cfm?mediaid=30432). This includes the ambition to be an excellent (NI188 Level 4 ) authority by 2011/12 and the commitment to publish annual progress reports, in line with our Nottingham Declaration Commitment (the first will be published in Sep 2009). Stroud District Council: The overall policy context for climate change adaptation is set out in the Council s Environment Strategy 2007 2027 (see: http://www.stroud.gov.uk/docs/environment.asp). The corporate priority for the work is made clear in the Corporate Delivery Plan and day to day deliver has been integrated into the Council s annual Environment Programme, which is externally validated each year as part of its registration under the Eco Management and Audit Scheme (EMAS); in 2009 the Council will have been registered under EMAS for 10 years. The Council s annual progress report, known as the Environmental Statement, which is also one of the requirements of EMAS, can be found at: http://www.stroud.gov.uk/docs/community/emas.asp Tewkesbury Borough Council: The Climate Change strategy prepared for consultation is the authority s response to the requirements of the Nottingham Declaration. 17

b. Undertaken local risk based assessment of significant vulnerabilities and opportunities to weather and climate, both now and in the future. Local risk based assessment completed X Gloucestershire County Council have undertaken a Local Climate Impact Profile (LCLiP) in accordance with the guidance issued by the UK Climate Impact Programme (UKCIP). For more details see: http://www.stroud.gov.uk/info/policy/presentation_08.ppt Significant vulnerabilities and opportunities identified X A combination of existing Community Risk Registers, LCLiP, report by Global to Local Ltd, initial launch events on January 7 and 24 and work by individual Councils has allowed significant vulnerabilities and opportunities to be identified. This has been drawn together into a Summary of Risks and Opportunities, Responsibilities and Existing Data / Plans document for consultation (see: http://www.stroud.gov.uk/info/policy/ev2.pdf). Executive or senior management team are aware of the findings of the risk based assessment X GEP and Strategic Directors Group are aware of the findings. The Year 2 delivery plan includes activities designed to widen the debate within the Gloucestershire Conference and Local Strategic Partnerships. Cheltenham Borough Council: additional information to be added if felt appropriate Cotswold District Council: additional information to be added if felt appropriate LCLIP to be made more relevant to CDC by undertaking the second part of the process; interviews across the organisation, at CDC during June/July 09. These interviews will be held with all service managers and directors. Forest of Dean District Council: additional information to be added if felt appropriate Gloucester City Council: additional information to be added if felt appropriate Most work has focussed around flood resilience. We have an up to date flood plan and through neighbourhood partnerships have facilitated community flood plans. This has resulted in brook watch and similar community based self help schemes. A flood Forum has been set up and instigated flood fairs. These groups coupled with more technical work have identified high risk premises so remedial action can be taken during further events. 18

Gloucestershire County Council: additional information to be added if felt appropriate A climate change awareness and risk management training workshop was held with the Climate Change Forum on 8 th January 2009 (see http://www.gloucestershire.gov.uk/index.cfm?articleid=92839). Stroud District Council: Local actions have already been described above. Tewkesbury Borough Council: additional information to be added if felt appropriate c. Has a sound understanding of significant vulnerabilities and opportunities not yet addressed in existing strategies and actions. Report or documentation to Executive or senior management team on significant vulnerabilities or opportunities not yet addressed or X The process to date has identified significant vulnerabilities and opportunities. The focus on civil contingencies, risk management and land use planning has been designed to reassure the Gloucestershire Councils that preparedness for severe weather events is sound and that the opportunity of producing Core Strategy s and a Strategic Infrastructure Development plan for the County are not missed in terms of planning longer term for climate change. There are undoubtedly many aspects of climate change that have not been addressed yet, which have been highlighted to senior and lead officers during the LClIP presentations and work shop day. These will be addressed as the Gloucestershire approach develops. Cheltenham Borough Council: additional information to be added if felt appropriate The requirements of NI 188 and significant risks and vulnerabilities presented were discussed (in April) by the Strategic Director Environment, Cabinet member for sustainability and Assistant Chief Executive, with the County lead for NI 188 Cotswold District Council: additional information to be added if felt appropriate Forest of Dean District Council: additional information to be added if felt appropriate 19

Gloucester City Council: additional information to be added if felt appropriate Vulnerabilities, risks and opportunities have been discussed at the Councils management Forum (May 2009). Managers made aware of issues and resources available internally on how to take matters forward. Gloucestershire County Council: additional information to be added if felt appropriate The Climate Change Forum reviewed the Corporate Climate Change Strategy Action Plan, to review planned actions and identify significant gaps at its meeting on 6 th March 2009, as part of the development of the 2009/10 action plan (see http://www.gloucestershire.gov.uk/index.cfm?articleid=92839). Stroud District Council: The requirements of NI 188 and significant risks and vulnerabilities presented, both those being addressed and those not, have been discussed by the Councils Strategic Team (April 8 2009) and Executive (April 20 2009). Tewkesbury Borough Council: additional information to be added if felt appropriate d. Has communicated significant vulnerabilities and opportunities to department / service heads and other local partners that have an influence over these. Information about significant vulnerabilities and opportunities communicated to department / service heads, and other local partners that have an influence over these, by distributing written information and/or meetings or workshops or X A wide range of Council staff and elected members have been involved to date. The Year 2 delivery plan is designed to ensure that the vast majority of Councillors, senior managers and key staff (e.g. risk managers) have been through a common process and that individual Councils have their local action plans in place by March 2010. Cheltenham Borough Council: additional information to be added if felt appropriate Cheltenham climate change strategy was developed by officers from across the council working with external organisations with expertise on climate change, leading to a sound understanding of the impacts of climate change across a range of services. Key improvement measures were identified as 20

part of this process, but these need to be reviewed to ensure all significant vulnerabilities are being picked up. This should be achieved through the county programme. Cotswold District Council: additional information to be added if felt appropriate Following the LCLIP interviews a CDC specific mini LCLIP report will be circulated to all relevant parties and will be made available to all staff. Forest of Dean District Council: additional information to be added if felt appropriate Comprehensive discussions within LDF development, particularly in the development of the core strategy. Engagement with RSL and residential design guide initiated. Risks and Opportunities document circulated to groups for team discussions. Action planning workshop arranged. Gloucester City Council: additional information to be added if felt appropriate Climate change strategy through its consultation and adoption has raised awareness amongst local partners. Particular targets included the Environment and Ecology Forum and Community Forum who had focused workshops. Internally the Energy Champions have been briefed on issues, vulnerabilities and opportunities, as have managers Forum. Fall out of 2007 floods have heightened issue across population. Gloucestershire County Council: additional information to be added if felt appropriate Through the Climate Change Forum climate change priorities and risk assessments are now an integral part of each Directorate s business plan from 2009/10. Stroud District Council: As a result of the Council s Environment Strategy and EMAS Registration understanding of climate change and its impacts is well developed. Individual service plans have the EMAS Environmental Programme actions integrated into them. Tewkesbury Borough Council: This information will be addressed at the senior officers initial meeting 21

and also as part of the Climate Change strategy action group meetings. e. Set out the next steps in addressing significant vulnerabilities and opportunities. Programme plan in place for next steps or X The Year 2 delivery plan has made clear the need to build on the LCLiP and use UKCIP 2009 data to complete a comprehensive risk based assessment of local vulnerabilities and where appropriate to do so identify priority risks and effective adaptation approaches. The aim is to complete this by December 09. Cheltenham Borough Council: additional information to be added if felt appropriate Cotswold District Council: additional information to be added if felt appropriate In June/July 09 a planning meeting will be held with risk managers and emergency planners to identify the way forward for Level 2 Comprehensive risk based assessment. Forest of Dean District Council: additional information to be added if felt appropriate Gloucester City Council: additional information to be added if felt appropriate Nothing to add awaiting UKCIP 09 to begin detailed work Gloucestershire County Council: additional information to be added if felt appropriate We have contributed to the East Midlands regional LCLIP project, and intend to use their experiences of phases 2 and 3 as a guide to expanding our LCLIP. Delivery of the Corporate Climate Change Strategy is a Council Priority for 2009/10, with a corporate action plan agreed for 2009/10 onwards. 22

Stroud District Council: Nothing further to add. Tewkesbury Borough Council: additional information to be added if felt appropriate Level 2: Comprehensive risk based assessment and prioritised action in some areas The Authority has undertaken a comprehensive risk based assessment of vulnerabilities to weather and climate, both now and in the future, and has identified priority risks for its services. It has identified the most effective adaptive responses and has started incorporating these in council strategies, plans, partnerships and operations (such as planning, flood management, economic development, social care, services for children, transport etc). It has begun implementing appropriate adaptive responses in some priority areas. In its role as a community leader the council has started working with its LSP encouraging identification of major weather and climate vulnerabilities and opportunities that affect the delivery of the LSP s objectives. 23

Criteria Evidence a. Undertaken a comprehensive risk based assessment of vulnerabilities to weather and climate, both now and in the future b. Identified priority risks for council services. Comprehensive risk based assessment completed Report to Executive or senior management team on the findings of a comprehensive risk based assessment or Executive or senior management team aware of priority risks for council services c. Identified the most effective adaptive responses. Documents and agreements in place approved by departmental directors which identify adaptive responses for the priority risks for their department s functions d. Started to incorporate adaptive responses into council strategies, plans, partnerships and operations. Adaptive responses for priority risks have been incorporated into one or more departmental strategies, plans, partnerships and operations 24

e. Begun implementing appropriate adaptive responses in some priority areas. Council or departmental performance management reports record implementation of some adaptive responses for priority risks f. Encouraged the LSP to identify major weather and climate vulnerabilities and opportunities that affect the delivery of the LSP s objectives. Encouraged LSP to identify major weather and climate vulnerabilities by: distributing written information to partners; and/or contributions at meetings; and/or holding workshops; and/or forming adaptation sub group or Level 3: Comprehensive action plan and prioritised action in all priority areas The Authority has embedded climate impacts and risks across council decision making. It has developed a comprehensive adaptation action plan to deliver the necessary steps to achieve the existing objectives set out in council strategies, plans, investment decisions and partnership arrangements in light of projected climate change and is implementing appropriate adaptive responses in all priority areas. This includes leadership and support for LSPs in taking a risk based approach to managing major weather and climate vulnerabilities/opportunities across the wider local authority area. Criteria Evidence 25

a. Embedded climate impacts and risks across council decision making. Procedure in place to ensure that all new policies and activities are assessed for climate impacts and risks or b. Developed a comprehensive adaptation action plan. Comprehensive adaptation action plan covering all significant vulnerabilities and opportunities has been approved by the Executive and published The action plan sets out: priority risk areas; actions; roles & responsibilities; timescales; financing; processes for monitoring and review. c. Implementing appropriate adaptive responses in all priority areas. Council or departmental performance management reports record implementation of adaptive responses for all priority risks identified in the adaptation action plan d. Providing leadership and support for LSPs to take a risk based approach to managing major weather and climate vulnerabilities/opportunitie s across the wider local authority area. Contributions at LSP meetings and other events to address climate vulnerabilities and opportunities across the local authority area 26

Level 4: Implementation, monitoring and continuous review Authority and LSP are implementing the comprehensive adaptation action plan across the local authority area, and there is a robust process for regular and continual monitoring and review to ensure progress with each measure and updating of objectives. The Authority and LSP are taking appropriate adaptive responses. Criteria Evidence a. The Authority and LSP are implementing the comprehensive adaptation action plan across the local authority area. b. There is a robust process for regular and continual monitoring and review of the action plan. Annual (or more frequent) report to the Executive on implementation of the adaptation action plan Monitoring and review of action plan implementation is embedded in the council s and LSP performance monitoring and review systems or c. The Authority and LSP are taking appropriate adaptive responses. Include key adaptive responses completed this year and those planned for the near future (around 5 years) Describe Evidence 27

FAQ and Further Information Where do I go if there is a problem? If you have a query or have will have trouble submitting the data to Defra or the hub by the 29 May, please inform your Government Office in the first instance. If your query cannot be resolved via this route in the first instance please e mail the NI188 e mailbox (NI188.mailbox@zeus.gsi.gov.uk) clearly marking the title QUERY in the e mail header. Why do we need the data by 29 May? We have allowed 2 months after the end of the first year of NI188 to complete the self assessment process. We have committed to publishing the approved data by 30 June 09 so the earlier we can get the assessments the easier it will be for us to do this. I don t have NI188 in my LAA, do I need to complete a self assessment matrix? Yes. All authorities need to complete a self assessment matrix as well as upload their NI188 level to the CLG data hub. What is the Hub? The Data Interchange Hub ( the Hub ) is a secure online repository for National Indicator Data. It allows Central Government Departments, Local Authorities and Local Strategic Partnerships to deposit all National Indicator data in a single data store, and retrieved for the purposes of analysis and performance management using preferred internal systems and tools. For further assistance and enquiries specific to the Hub please contact the Hub Help Desk through the Contact Us link on the left hand side of the Hub home page at www.hub.info4local.gov.uk I ve met the criteria for a higher Level but missed a criteria at the Level below, does that mean I m at the lower level? Not necessarily. NI188 follows an overall process of embedding adaptation. It is therefore unlikely that an organisation will have reached the criteria of a higher level without having undertaken some activity which meets the lower level criteria in some way or another. If however, the authority has missed a core activity at the lower level then it s likely you will be at the lower level. In all cases this will be based on the self assessment of the authority and or LSP. 28

What counts as evidence? Evidence can be anything which demonstrates that the authority or LSP has met the requirements of the NI188 technical definition. For each criteria you should look for the most relevant, influential and robust pieces of evidence at your disposal. Should I submit copies of my evidence to Defra? No. Defra only require a copy of the NI188 self assessment matrix. However if part of the evidence is published online please include a hyperlink to it on the appropriate website. This will help us when we come to review the matrix and identify future case studies. Can I record evidence against higher level criteria than our current self assessed level? Yes. Any evidence of criteria at any level can be included. Can I change the matrix? No. How flexible is the matrix? NI188 sets out the broad process for becoming an adapting organisation area. Within this framework the NI188 levels signify milestones of achievement along that process. What it doesn t do is dictate what actions need to be taken to get there. This is entirely down to the authority or LSP to choose the most appropriate methodology which meets the NI188 level requirements. What will happen in Year 2 and 3? We are very aware that this is an emerging policy area and one which will develop over time. With that in mind, we want to continue working in year 2 and 3 with authorities as we have already through the regional workshops to develop the systems behind NI188 supporting local adaptation. We will be using the data from NI188 to start this process during June and into Summer 09. 29