task & finish group starter pack contents & finish group starter pack contents 1....

Task & Finish Group starter pack

Contents

1. Introduction ......................................................................................................... 2

1.1 Aims of the Adur & Ouse Partnership ........................................................... 2

2. Task & finish groups vision statement ................................................................. 3

3. Role and make-up of the task & finish groups ..................................................... 3

3.2 Role of the task & finish groups ..................................................................... 3

3.3 Make-up of the task & finish groups .............................................................. 3

4. Role of chair and members ................................................................................. 4

4.1 Role of chair .................................................................................................. 4

4.2 Role of members ........................................................................................... 4

5. Action Hierarchy .................................................................................................. 4

6. Steering Group Guidance ................................................................................... 6

6.1 Framework structure and ways of working .................................................... 6

6.1.1 Objectives ............................................................................................... 6

6.1.2 Interactions between task & finish groups .............................................. 6

6.2 Evidence requirements ................................................................................. 6

6.3 Accountability & Deliverability ....................................................................... 7

6.3.1 Deadlines ................................................................................................ 7

6.3.2 Key Milestones........................................................................................... 7

7. Documents and templates .................................................................................. 8

Appendix 2 Possible outcomes exercise .................................................................. 12

Appendix 3 Backcasting exercise ............................................................................. 15

Appendix 4 Potential „theme‟ scope and objectives ................................................. 19

Appendix 5 Background information for task & finish groups ................................... 21

1. Introduction

The Adur and Ouse Partnership were established in October 2011, with support from a number of organisations. The Partnership will develop over time and comprise a broad membership of organisations and individuals representing a range of interests throughout the Adur and Ouse catchment, including the coast. The Adur Ouse Steering Group is a core group that provide direction and co-ordination for work in the Adur and Ouse catchment.

1.1 Aims of the Adur & Ouse Partnership

1. Improve our local waters in the Adur and Ouse area and achieve more ambitious environmental goals under the European Water Framework Directive umbrella by:

Working together to understand the issues

Discussing and agreeing on outcomes and priorities

Sharing information and resources

Working together to tackle difficult issues that require multi-agency input

Working collaboratively to deliver work on the ground to achieve the agreed outcomes.

2. Ensure that work to improve waters in the Adur and Ouse area is well informed by local evidence and best practice. Ensure that the work of the Partnership takes account of all relevant plans and strategies that include the Adur and Ouse catchment area.

3. Co-ordinate and integrate existing collaborative activity with relevant aims into the Partnership where appropriate.

4. Maximise the use of existing resources and seek to attract additional funding.

5. Production of a strategic Catchment Plan that details what on the ground activity is needed when in order to achieve the agreed outcomes.

6. Direct and oversee the work of any Partnership task and finish groups in order to deliver work on the ground that achieves the agreed outcomes. Task & finish groups have been set up to provide a place to carry out work that needs more detailed, in depth attention for each of the themes agreed by the Adur Ouse Steering Group.

2. Task & finish groups vision statement

“Understanding and improving all aspects of water within the Adur and Ouse

catchment”

Adur & Ouse task & finish groups will understand the complex issues within the Adur

and Ouse catchment by drawing on a wide range of expertise. This understanding

will stem from robust evidence gathered from the wider Adur & Ouse Partnership.

The evidence will be used to underpin all action in the Adur and Ouse catchment and

form the basis of the Adur & Ouse Catchment Plan.

3. Role and make-up of the task & finish groups

The role and make-up of the task & finish groups was previously agreed in the

Partnership Agreement. The full Partnership Agreement can be made available on

request or downloaded from the Adur Ouse Pilot Catchment group hosted on the

Knowledge Hub. Search for „Adur Ouse‟ here.

3.2 Role of the task & finish groups

a) Theme or issue based task and finish groups will be set up by the Adur & Ouse

Steering Group, on an „as needed‟ basis, in order to carry out work that needs more

detailed, in depth attention than can be provided at Partnership meetings. This will

include exploring and improving evidence, and developing options and ideas for

solutions.

b) Theme or issue based task and finish groups will be set up by the Adur & Ouse

Steering Group to allow relevant individuals and organisations to come together to

explore evidence, issues, and put forward ways to deliver solutions.

c) Theme or issue based task and finish groups will be able to make

recommendations to the Steering Group. There is an expectation that the Steering

Group will take seriously any recommendations that are made.

d) Theme or issue based task and finish groups will act on instruction from the Adur

& Ouse Steering Group.

3.3 Make-up of the task & finish groups

a) Membership of the theme/issue task and finish groups will be decided on by the

Adur & Ouse Partnership.

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b) The theme/issue sub-groups will be made up of individuals and organisations with

a particular interest, knowledge or influence in the subject of the group, and will be

drawn from beyond the membership of the wider Partnership stakeholders.

c) Membership of the theme/issue sub-groups will be limited to eight or ten

individuals, in order to keep meetings and decision making efficient.

4. Role of chair and members

The roles of the task & finish group chair and members are set out here.

4.1 Role of chair

Ideally be a member of the Steering Group

Report progress of task & finish group at Steering Group meetings

To be the „gatekeeper‟ of the task & finish group and approve additional

members

To organise meetings and agendas (with help from members)

4.2 Role of members

Represent their organisation for the theme of the task & finish group

To bring knowledge and expertise to the group about the theme of the task &

finish group

To make recommendations to the chair about additional members

Support the chair in organising meetings and agendas

Share data and evidence with the task & finish group

5. Action Hierarchy

The action hierarchy explains the differences between themes, objectives, targets

and actions. The Adur & Ouse Steering Group agreed that this format would provide

a good starting point for the task & finish groups.

The themes have been agreed by the Adur Ouse Steering Group, and form the basis

of each task & finish group. There will be one task & finish group for each theme.

The agreed themes are:

Coastal waters

Community engagement

Fisheries

Groundwater

Natural rivers

Surface water quality

The subsequent objectives, targets, and actions shown in the hierarchy are to be

developed for each theme by each task & finish group.

Each task & finish group‟s action hierarchy will then form part of the Adur & Ouse

Catchment Plan, once agreed by the Adur & Ouse Steering Group.

To develop the objectives, targets and action, the task & finish groups should gather

data and evidence to understand the issues around their theme. The group also

needs to understand what work is ongoing in the Adur and Ouse and how it relates

to their theme. A starting point for this exercise would be to use the „activity mapping‟

spreadsheet. This is a list of projects which are ongoing or planned in the Adur and

Ouse catchment as submitted by the Steering Group.

6. Steering Group Guidance

The Steering Group met in March 2012 and laid out their expectations and

requirements for the task & finish groups. The group reviewed the template in

Appendix 1 and laid out the following guidance for task & finish groups –

6.1 Framework structure and ways of working

6.1.1 Objectives

There should be no set or maximum number of objectives, targets and actions

However they should be prioritised

Thought should be given to resource to ensure the action plan is achievable

It is acceptable to start with a “wish list” approach, as long as the resulting

plan is deliverable!

Some objectives were highlighted in the back casting exercise (appendix 3)

and these should be taken on board by task & finish groups, as should

objectives set as “starters for 10” by the Steering Group in April 2012.

6.1.2 Interactions between task & finish groups

Task & finish groups should share their meeting notes via the Knowledge Hub

Task & finish groups should be able to assign actions to one another

As all the task & finish group chairs are members of the Steering Group, it

was agreed that a half hour catch up meeting for the chairs would be held

before the Steering Group meetings.

6.2 Evidence requirements

The Steering Group felt the task & finish groups would be best placed as

experts to provide the evidence to inform the groups

There was concern that the existing documented evidence base was not

accurate, the Steering Group felt that each task & finish group should have

an objective to “verify” their evidence base and identify and requirements for

further investigations

The activity mapping exercise will be made available to the groups, and

hopefully will be mapped

There was concern that objectives would be formed based on questionable

evidence and therefore be invalid. The steering group was sympathetic to

the fact that given the timescales it will probably not be possible to verify

thoroughly all the evidence before setting objectives, therefore some

“movement” was to be expected. In order to avoid wasted effort it is

recommended the task & finish groups use their expertise in the field to

judge where this may be an issue and set objectives accordingly.

6.3 Accountability & Deliverability

6.3.1 Deadlines

The task & finish groups should meet in April if they have not already. This

would be to familiarise themselves with this pack, the role of the chair and

participants

For their second meeting, which should happen in May, they should be able

to further set objectives that will have been given initial thought by the

steering group

During the initial meetings the task & finish groups should set what is

included and excluded from the scope of their theme and then respond to

the steering group

In August 2012 the task & finish group Chairs should report into the steering

group to present their action plans.

6.3.2 Key Milestones

The draft catchment management plan must be submitted in September

2012

The catchment management plan must be submitted in December 2012

Biosphere has a publication coming out in June which can carry information

& messages

Accelerated actions – the engagement group recommend a communications

plan should be finalised at the earliest opportunity to allow steering group

members to communicate linked key messages with their respective

audiences.

7. Documents and templates

The following documents and templates should be utilised by the task & finish

groups.

Adur & Ouse Catchment Plan template

This template will form a part of the Catchment Plan. This is the action hierarchy in

„word‟ form. An example of how the template should be filled in can be found in

appendix 1. The actual template can be downloaded from the Knowledge Hub.

Possible Outcomes exercise

The Adur & Ouse Steering Group carried out a „possible outcomes‟ exercise to

generate some potential objectives for each theme. The possible outcomes exercise

can be found in appendix 2 and would be a useful starting point for the task & finish

groups.

Backcasting exercise

The Adur & Ouse Steering Group carried out a „backcasting‟ exercise to understand

how to achieve improvements to some of the themes. The backcasting exercise can

be found in appendix 3 and would be a useful starting point for some task & finish

groups.

Potential theme group scope and initial objectives

The Adur & Ouse steering group had some initial discussion in March 2012 about

which cross-cutting themes should initially fall under each theme and potential

„starter for ten‟ objectives. These can be found in Appendix 4.

Discussion Draft Catchment Outcomes

A document was prepared in October 2011 that covers the background and

potentially justification to many of the identified theme groups. This text has been

extracted and placed in appendix 5 for the task & finish groups.

Activity mapping spreadsheet

This is a list of projects ongoing or planned in the Adur and Ouse catchment, as

submitted by the members of the Adur & Ouse Steering Group. This can be

downloaded from the Knowledge Hub.

Knowledge Hub

The Knowledge Hub is an online sharing resource hosted by local government. The

Adur & Ouse Partnership are using Knowledge Hub to share information.

Instructions of how to register have been included in this pack.

Partnership Agreement

This gives some information about the Adur & Ouse Partnership and its governance

and structure. The full Partnership Agreement can be downloaded from the

Knowledge Hub.

Appendix 1 Catchment Plan example

Adur & Ouse Catchment Plan task & finish group template

The template has been filled in with an example to give you an idea of how the final

product might look...

Theme - Fleas

Current status

Tam Henderson‟s cat Loki has fleas. These have now spread to

Tam‟s other cat Fib and Tam‟s house.

Objective 1

Kill the fleas on Tam‟s cats Loki & Fib

Issues

A vet has identified that Loki has fleas. The vet also tested Fib,

Tam‟s other cat, and found she also has fleas.

Target - Loki should have 0 fleas

Target - Fib should have 0 fleas

Objective 2

Kill the fleas now in Tam‟s house

Issues

Fleas do not live on cats, they live in soft furnishings.

Target - there will be 0 flea bites on Tam

Target - 0 fleas will be found in Tam‟s house

- 1 -

Appendix 1 continued

Actions

- 2 -

Appendix 2 Possible outcomes exercise

The „Possible outcomes‟ exercise carried out by the Adur & Ouse Steering Group

resulted in the following themes having a brief „wish list‟ of objectives.

1: Fisheries

1a) By 2027, fisheries within the Adur and Ouse will not contribute to failures for the Water Framework Directive through fish stocks being at a sustainable level to provide recreational and economic services to the catchment. 1b) By (?), we will have the ability to monitor the marine ecosystem in the pilot area and determine success/failure against good ecological status. 1c) By (?), status of juvenile marine populations within transitional waters will support sustainable stocks/fisheries. 1d) By (?), Partnership will understand the relationship and the role of the Adur/Ouse in supporting coastal marine fisheries – habitat/juvenile/recruitment relationships. 2 : Surface water quality

2a) By 2021, phosphates and emerging contaminants within the Adur and Ouse will not contribute to failures for the Water Framework Directive. 2b) By (?), the Adur and Ouse gets a good allocation of funding from PR14 to address flow and water quality, including diffuse pollution.

3 : Natural rivers

3a) By 2027, modified river channels will be restored to a more naturalised state, without compromising social or economic functions. 3b) By 2027, modified river channels will be restored to a more naturalised state, whilst appreciating and enhancing social and economic functions. 3c) By 2027, the Adur and Ouse will be a healthy ecological network with a viable future in a changing climate. 3d) By 2021, riparian owners appreciate their rivers with reference to having a naturally functioning system. 4 : Coastal waters

4a) By 2015, the Partnership will understand the interactions between the water quality aspects of the Water Framework Directive and marine conservation within inshore areas. 4b) By 2012, there is consensus among key stakeholders about what they want to achieve in the catchment. 4c) By (?), we will have the ability to monitor the marine ecosystem in the pilot area and determine success/failure against good ecological status. 4d) By (?), status of juvenile marine populations within transitional waters will support sustainable stocks/fisheries. 4e) By (?), Partnership will understand the relationship and the role of the Adur/Ouse in supporting coastal marine fisheries – habitat/juvenile/recruitment relationships.

5 : Groundwater

5a) By 2015, all risks to groundwater quality will have been identified through sharing of evidence, agreed by the Partnership and addressed, leading to a change in approach to land management that will significantly reduce pollutants reaching the groundwater. 5b) By 2021, sustainable agriculture will be the leading practice of downland and headwater land use. 5c) By 2027, land management practices are in place such that diffuse pollution does not contribute to failures to groundwater qualitative status; this management is long term. 5d) By 2027, groundwater quantity within the Brighton Chalk Block will be at sustainable levels, balancing both availability and demand. 5e) By 2027, groundwater quantity within the Brighton Chalk block will be at sustainable levels within the context of an integrated supply network balancing both supply and demand.

6 : Community engagement

6a) By 2015, there is a properly co-ordinated approach to volunteer management across organisations that have volunteers focussed on failing water bodies. 6b) By 2015, more volunteers are actively helping to look after their local waterbody, and this is happening in failing waterbodies. 6c) By 2014, we will have a clear understanding of public perceptions, values and aspirations regarding the Adur and Ouse catchment.

6d) By 2016, the public will value the contribution of naturally functioning wetland ecosystems and more natural catchment management to their lives and business.

Appendix 3 Backcasting exercise

The „backcasting‟ exercise carried out by the Adur & Ouse Steering Group used the

aforementioned „possible outcomes‟ exercise to populate a timeline of events to

achieve the wish list of objectives. Note: not all themes were covered in the

backcasting exercise.

2 : Surface water quality

By 2011

Determine what and where current problems are specific to WFD and wider (for other contaminants)

By 2012

Key actors identified and engaged The major causes of WFD defined elements have been identified and agreed by

partners – septic tanks; farm, road and urban run-off Point source failures are addressed through the Periodic Review (PR) process

supported by the Partnership By 2013

Major sources of emerging contaminants of concern (non WFD) are identified By 2014

Catchment management strategies for diffuse contaminant sources (inc. metaldehyde) have been developed and agreed

Draw on best practice (e.g. Southern Water upstream thinking approach) By 2018

Land practices changed to reduce diffuse run off By 2019

Point source treatment or stripping implemented By 2020

Monitoring programme implemented across catchment and data evaluated – has it worked?

3 : Natural rivers

2013 – 2027

Landowner liaison habitat creation 2014 – 2018

Large scale projects start to be scoped, consulted upon and funding secured By 2011

Habitat potential model was created

Established baseline for existing networks (EA, Sussex BRC, IFCA etc) - mapping

By 2012

Existing Middle Ouse Restoration of Physical Habitats (MORPH) projects demonstrated success

Linked habitat and other models, e.g. climate vulnerability maps Initiated local community groups and landowners voluntary mapping programme

By 2013

MORPH incorporated partnership goals (good synergy achieved!) Quick win projects delivered by community groups Created a mapped vision of what we wanted to create Generated cross organisation commitment through the Partnership

By 2014

Partnership established control of Defra funding streams Newhaven Regeneration Project incorporated habitat creation works on the

Ouse By 2016

First breeding otters since 1967 recorded at Sheffield Park By 2017

25% of vision realised By 2018

We have re-created 400 ha of species rich wet grassland with community groups By 2020

South East Water demonstrates reduced treatment costs for drinking water due to ecosystem services

By 2022


Bitterns on wetlands created north of Newhaven By 2025

Due to explosion in Sea Trout population – first Sussex sustainable netting fishery opened by IFCA


Lewes has not flooded since 2001 despite heavy winter rains By 2027

Ouse and Adur Wetland Wanders footpaths open to great accolade

5 : Groundwater

By 2013

Brighton and Hove Council has active broad downland partnership and agreed sustainable farming strategy (by the time biosphere reserve bid is submitted)

Evidence base on water quality and quantity is received and agreed by Partnership

Business cases around alternative sustainable farming systems is established By 2014

Champions of sustainable farming out there selling the message – events Building consensus with land managers and other key stakeholders – events

both individual and groups Water companies and Partnership agree PR14 bid to capture funds for land

management Public awareness campaign to reduce water consumption

By 2018

Brighton and Hove downland and sustainable farming strategy is implemented Small scale winter storage reservoirs where appropriate planning regulations

have changed

6 : Community engagement

By 2011

Identification of potential groups e.g. divers, OART, commercial interests, boaters, ramblers, RSPB, schools

Identify issues which volunteers can assist with – reasons for failure Identify routes into groups of people that may be new volunteers Partnership agrees on what activities and where the volunteers need to work

together Choose activities that demonstrate/show evident benefits in short term Identification of measures/actions where volunteers are well suited

By 2012

Known volunteer groups have agreed to work together Do not take power away from existing groups Existing local groups feel empowered and stronger, not disempowered The Partnership is disseminating information out through all existing routes to all

potential volunteers – LSPs a key audience for this. Conference held for volunteers Shared Action Plans developed

By 2013

We have river/coast guardians for recognised stretches of river/coast with access to groups of volunteers

Volunteer groups are recognised for their work Work is promoted through local schools and successes are celebrated Report on results from voluntary action RBMP2 contains clear recognition of what volunteers have achieved Develop incentives for groups Virtual network established on Facebook etc and newsletter

Appendix 4 Potential ‘theme’ scope and objectives

Over the course of Steering Group meetings thoughts have been tabled and agreed

regarding inclusions of scope in some of the theme groups that can be considered

as cross cutting. These are listed below for the benefit of the task & finish groups.

Coastal waters

To include coastal fisheries

Initial objectives

Understand environment

Understand pressures

Review available evidence


Initial objectives

Community ownership of issues & solutions

Community empowerment


Fisheries

Initial objectives


Groundwater

Initial objectives

Chalk Aquifer

Groundwater recharge impacts (waste water)


Natural rivers

To include invasive species (crayfish was mentioned specifically)

Initial objectives

Restoring hydromorphology

Restoration to support more habitats for wildlife

Ecosystem services



To include Sediment

Initial objectives

Identify pressures


Appendix 5 Background information for task & finish

groups

Some background work has already been undertaken by the Steering Group around

issues surrounding each theme. This information was recorded during the

development and identification of the initial outcomes (October 2011) and then the

development of the overarching themes (February 2012). This information has been

collated and presented below for initial task & finish group discussions.

Fisheries

Fish is the most frequently failing element of the water framework directive

classification within the Adur and Ouse with roughly 70% of the catchment

underperforming. This issue must be addressed in order for us to reach Good

Ecological Status for the Adur and Ouse and support the sustainable fish stocks that

provide recreational and economic services to the catchment


Phosphate is the second highest failing element of the water framework directive

classification within the Adur and Ouse with roughly 50% of the catchment

underperforming. High nutrient levels (predominantly phosphates and nitrates) within

the rivers can lead to more frequent algal blooms, potentially depleting the rivers of

oxygen.

Coastal waters

The Adur and Ouse is the only pilot catchment within the current Defra pilots that

includes the estuarine and/or coastal environment. One of the recently proposed

Marine Conservation Zones lies along the Sussex coastline and this pilot provides a

unique opportunity to look at the interactions between the Water Framework

Directive and the Marine and Coastal Access Act (2009). There is an acceptance

from those working in this environment that we need to better understand how both

these frameworks can join up and share environmental evidence


Community engagement is one of the main parameters that are being evaluated

through the Defra pilot catchment timeline. There is a need within the Adur and Ouse

catchment to better understand and integrate our current engagement across

stakeholders.

Groundwater

Over 70% of the public water supply to Sussex comes from groundwater. In fact,

there is less water available per person in the South East than in many

Mediterranean countries. This, together with the fact that people here consume more

water than in the rest of the country, means that managing water resources is a real

challenge for the South East

Natural rivers

River modification is extensive throughout the Adur and Ouse catchment for historic drainage or flood risk reasons. More recently the rivers have been identified as heavily modified in the water framework directive for flood defence and water transfer needs. In order for the rivers to function more naturally we need to look at sites where we can re-naturalise the river to provide benefits for flood risk and biodiversity.