BDA Webinar – Guidance to Get Your Coal Authority Permit Application Right First Time – Reviewed

October 24, 2024

On 23^rd October 2024, the British Drilling Association (BDA) hosted an informative webinar on Coal Authority Permits, which was attended by over 100 people. This event, titled ‘Guidance to Get Your Coal Authority Permit Application Right First Time’, aimed to help participants navigate the complex process of securing Coal Authority permits, ensuring compliance with the latest regulations and guidelines. The session was presented by key figures from the Coal Authority, including Riwilo Masulani, Principal Permitting Manager; Helen Hartley, Permitting and Licensing Technical Officer; Kevin Waite, Permitting Manager; Charlie Whittaker, Acting Head of Engineering, Principal Civil Engineer; and Ruth Griffiths (mediator/questions) Permitting Manager, each bringing expert knowledge to the table.

For professionals working in coalfield areas, or on sites with historical mining activity, understanding the permitting process is essential to ensure safe, compliant, and effective operations. In this article, we provide an in-depth overview of the key themes discussed during the webinar and highlight practical advice for ensuring a successful permit application.

The Role and Responsibilities of the Coal Authority

The Coal Authority is a non-departmental public body, functioning in partnership with the Department for Energy Security and Net Zero (DESNZ). As custodians of the UK’s coal legacy, the organisation manages abandoned coal mines and oversees a range of services aimed at safeguarding public safety and environmental protection.

Its remit extends beyond simply managing mining heritage. The Coal Authority also plays a pivotal role in supporting the UK Government’s strategic goals, including the ten-point plan for a green industrial revolution, the industrial decarbonisation strategy, and commitments to ‘levelling up’ the country. By leveraging its technical expertise, the Coal Authority contributes to social, environmental, and economic priorities across the UK’s devolved nations, helping to create cleaner and greener communities.

What is a Coal Authority Permit and When is One Required?

A Coal Authority permit is a legal requirement for any works that might disturb coal seams, abandoned mine workings, or mine entries (shafts and adits). Essentially, the permit serves as a contract between the Coal Authority and the landowner or responsible party conducting the work. This permitting process ensures that all works in coalfield areas are conducted safely, without compromising public safety or damaging the assets of the Coal Authority.

Typical activities requiring a permit include:

• Ground investigations: Such as drilling, trenching, and piling.
• Site remediation: Including grouting of mine workings and the capping of mine entries.
• Ground source heat and water extraction: For projects involving these energy solutions.

The primary goal of the Coal Authority is to protect public safety while preserving their assets, and the permitting process is a critical tool in achieving this.

Recent Updates to Permit Terms and Conditions

An important aspect of the webinar was the review of recent changes to the Coal Authority’s permit terms and conditions, which were updated in May 2024. These revisions introduced several significant updates, including:

• A clear definition of ‘designer’ and ‘contractor’ roles.
• The introduction of an indemnity cap of £10 million (Clause 1).
• Enhanced requirements for insurance coverage (Clause 6), ensuring contractors are adequately insured.
• A mandate to keep the permit on-site at all times (Clause 12).
• Clarifications regarding the insurance requirements for public bodies and statutory entities.

These updates ensure that all parties involved in works within coalfield areas are clear on their responsibilities and fully prepared to meet the stringent safety and environmental requirements.

Step-by-Step Guide to Completing a Permit Application

One of the key focuses of the webinar was a detailed walk-through of the online permit application process. Attendees were guided step-by-step on how to successfully complete the form and avoid common mistakes that can delay approval. Below is a summary of the essential steps:

• Company and Contact Information: Ensure that accurate and complete details are provided, including the names of the key contacts and companies involved in the works.
• Project Details: Clearly define the proposed start date, expected duration, and specific location of the works. The site’s eastings and northings should be pinpointed using the mapping tool provided in the application system.
• Document Attachments: Upload necessary documents such as site plans, grouting specifications, and engineering calculations. Each document must be appropriately labelled, with ‘site plan’ being a mandatory attachment for the application to be submitted.
• Design and Risk Assessments: Provide detailed designs and assessments, including ALARP (As Low As Reasonably Practicable) risk evaluations and contractor audit certifications.
• Terms and Conditions: Applicants must ensure that they are using the most up-to-date version of the permit terms and conditions, signed and dated by the appropriate parties.
• Payment: Submit accurate billing details to ensure prompt processing of payment and issuance of the necessary VAT receipts.

Key Considerations for Different Types of Work

The Coal Authority team provided expert advice on the specific considerations for different types of works that require permits. Key points included:

• Investigation of Mine Workings: Important factors such as drilling techniques, the number and depth of boreholes, and the type of flushing medium used were highlighted. Accurate planning is critical to avoid unforeseen complications during the works.
• Mine Entry Investigation: Whether the investigation involves shafts or adits, specific methods such as excavation or probing need to be employed. Ensuring adequate protection during excavation is vital, as is the consideration of potential zones of collapse and the impact on surrounding areas.
• Remediation of Mine Entries: In instances where mine entries need to be remediated, detailed engineering appraisals must be completed. This includes the specification of grouting and the design of caps for shafts, ensuring that any capping measures are structurally sound.
• Restoration of Mine Workings: The use of PFA (Pulverised Fuel Ash) cementitious grouts was discussed as an effective method for restoring mine workings, but it was emphasised that detailed specifications are required to ensure successful outcomes.

Common Engineering Challenges and Best Practices

The webinar shed light on some of the most common engineering challenges encountered during coalfield works, many of which can lead to costly delays or issues if not addressed properly:

• Shaft Caps: Errors in the design and installation of shaft caps, such as incorrect load calculations or insufficient bearing checks, can result in structural failures. The Coal Authority stressed the importance of adhering to Eurocode standards and conducting thorough site investigations.
• Piled Shaft Caps: The webinar highlighted frequent issues such as piles not being socketed into rock or inadequately tied into caps, emphasising the need for proper engineering solutions to prevent movement or collapse.
• Re-use of Existing Caps: For sites where existing caps are in place, the Coal Authority recommended overcapping with trench fill foundations to enhance stability, particularly when the original design life of the cap is unknown.

Concluding Thoughts and Next Steps

The session concluded with a reminder of the importance of thoroughly reviewing all sections of the application before submission. This includes confirming insurance cover, ensuring that the latest terms and conditions are adhered to, and providing all necessary supporting documentation. These steps are crucial to avoid delays and ensure the application is processed efficiently.

For further information on the permit process, and to access additional resources such as application forms and guidance documents, visit the Coal Authority’s official website or contact the BDA [office@britishdrillingassociation.co.uk] for further advice and slides to this presentation.

Following the webinar, a short survey was issued to all attendees, the responses will help the BDA and the Coal Authority to determine the success of the messages delivered during the webinar and assist with future webinar topics.

To watch the webinar recording, visit: https://www.britishdrillingassociation.co.uk/news/bda-webinar-october-2024-coal-authority/