Agenda and minutes

There were no apologies.

Deputy Catherine McGuinness and Verderer Richard Morris declared a standing interest as Trustees for the Epping Forest Centenary Trust.

To agree the public minutes and summary of the meeting held on 8^th July 2013 (copy attached).

RESOLVED – That the public minutes and summary of the meeting held on 8^th July 2013 be approved as a correct record.

Matters Arising:

The Director of Open Spaces informed Members that she had provided Deputy McGuiness with the requested information on resources and costs of using other City of London officers to assist with responding to planning issues. Further information was due to be sent to the Member when received from the Superintendents. 

Report of the Director of Open Spaces

The Committee received the report of the Director of Open Spaces which stated that once again the City of London Open Spaces have been successful in the Green

Flag and London in Bloom award schemes.

Members were informed that all of the City of London’s Open Spaces were successful in retaining their Green Flag status. Nine sites received additional Green Heritage Awards: Epping Forest, Ashtead Common, Kenley Common, Burnham Beeches, Hampstead Heath, Highgate Wood, West Ham Park, Bunhill Fields and the Cemetery and Crematorium.

Feedback reports from judges were received for a majority of the sites for the green flag awards. In response to a query, Members were informed that each site received a different judge and officers endeavoured to explain to each the context in which written information was submitted. The Superintendents were wary of judges accessing information from the City Corporation website, thus not giving officers a change to explain the data. Members asked that the Director of Open Spaces to relay the Committee’s comments regarding ensuring judges with relevant background and experience were appointed to judge the Open Spaces at her debriefing.

In response to a query from Members, Officers informed the Committee that the minimum pass mark was 66. Members noted that this year a score of 80 had been achieved.

Members noted that the lack of signage in and around the forest had been highlighted by the judges, and asked that Officers follow this up to ensure adequate signage was erected. It was noted that the Superintendents were addressing the fly tipping epidemic, and further information would be provided as part of their individual updates.

The Chairman, thanked the Director, Superintendent, Officers and Volunteers of Open Spaces for all of their hard work, and asked that a special thanks be sent to the Officers and

The Superintendent of Epping Forest to be heard.

The Superintendent of Epping Forest provided a brief verbal update to the Committee, with reference being made to the following:

New Herdsman

Epping Forest’s contract partner - Wildlife and Countryside Services – had recruited a new herdsman to replace the previous post holder.

Fires

Epping Forest had been at a Fire Severity Index of 4 for most of July and August relieved only by rain in August.  Epping Forest had experienced a series of fires mostly on Leyton and Wanstead Flats with the most serious incident being a series of 3 fires on Leyton Flats during the afternoon of x July which saw Fires close to Forest School; land close to the former Lido site and east of Hollow Pond.  At its height the latter fire was fought by 12 tenders.  Fires were continuing despite a reduced severity rating of 3 with fires at Wanstead and Leyton Flats in September.

Rough Sleeper Clearances

Clearances had increased by 63% to 44 from 27 for the same period in 2012.   Epping Forest staff had met with MPS; London Borough of Redbridge and third sector staff to develop a joint protocol that will more effectively coordinate the approach of al agencies.

Unexploded Ordnance

Two teenage twins uncovered an unexploded hand grenade with their metal detector prompting the public evacuation of Leyton Flats and closure of Whipps Cross Road while the Royal Logistic Corps destroyed the ordnance with a controlled explosion.

Flytipping

Overall fly tips remain down 17% on 2012.   The commercial component of the fly tips continued to increase with Claypit Hill, High Beach being subject to a 12mt fly tip along 0.25 miles of the road on x August.  There were also problems with a 15mt multiple fly tip across 4 weeks at Fairmead Road which was eventually cleared in September.

Nitrous

Report of the Director of Open Spaces – to follow

The Committee received the report of the Director of Open Spaces and noted that the wooded areas of Epping Forest offered a rich diversity of opportunity for

informal play by young people. Some areas of the Forest, notably the Flats,

Plains and Greens offer less play potential, and may coincide with shortfalls of

traditional playground facilities managed by local authorities. In such circumstances, the Committee had previously authorised the siting of traditional playgrounds on Epping Forest land.

Members were informed that low key Natural play facilities had been installed at three trial sites in Epping Forest as part of the Branching Out Project and are proving popular with children with no reported incidents to date. The City of London had been approached by both local people and local authorities requesting natural play areas at two further areas of the Forest - Hollow Ponds at Leyton Flats and

Woodford Green - where there was deemed to be both insufficient play provision

and other locally available public land.

In response to a query from Members, Officers said that Natural Play structures offered a focus for play at honeypot sites and were in keeping with the surroundings, while also re-engaging children with the natural environment in a safe and approachable surrounding. Natural Play provided a bridge between traditional play and the exploration of the wilder parts of the Forest. This was especially significant for children from the urban community who could experience barriers to enjoying and appreciating the Forest.

Officers informed the Committee that comparative to standard, metal and plastic playgrounds, natural play areas could be more cost effective. Where materials can be provided from the Forest, the only capital resource required was installation and landscaping by staff or contractors. Where costs were not met by a local authority, scheduled replacement, maintenance,

Report of the Chamberlain

The Committee considered the report of the Chamberlain and the Trustee’s Annual Report and Financial Statements. The draft accounts were circulated to the Chairman and Deputy Chairman. Subsequently the accounts had been signed on behalf of the Trust by the Chairman and Deputy Chairman of the Finance Committee and had been audited.

The Superintendent of Burnham Beeches & Stoke Common to be heard.

The Superintendent of Burnham Beeches and Stoke Common provided a brief verbal update to the Committee, with reference being made to the following:

Conservation

·       The Young pollard work had been completed and 63 young pollards received 2^nd round of cuts i.e. first cut around 10 years ago - including use of a mobile elevated platform

·       Cattle grazed in the 2^nd trial invisible loop for 4 weeks in July and this include either side of the public highway Stewarts Drive

·       The bracken control was undertaken by whipping and spraying by contractors

·       Officers took part in a fire drill with Bucks Fire Service at Stoke Common

·       Tree safety work had been carried out when the Local Highway Authority closed a section of public road allowing a safe window to work on difficult trees at the road side.

Events

·       Guided walks events had taken place with grazing/true or false/simply walk/Kids woodland wildlife week 

·       The Community well-being day took place on the main common and was run with local community Church.

·       The Chiltern Commons group visit had been hosted to look at invisible fencing

·       The Epping Forest and Commons Committee visit to Burnham Beeches had taken place

·       Officers has hosted buggy walks/alternative Simply walk/Burnham Grammar school induction days, and hosted the Burnham Beeches half marathon.

Volunteers

·       Volunteers had cleared the pine whipped bracken and heather scrapes, and repaired pathways.

·       The Regular Eco group was now 4+ people strong each week

·       A new office based volunteer had joined the team and was currently cataloguing historical items collected over the last 133 years. 

·       127 volunteers had contributed 678 hours, which was slightly quieter than normal due to summer holidays.

Other

·       Visitor survey began collecting demographic data of visitors as part of planning control issues

·       Visitor survey began collecting visitor opinions on the implementation of

Report of the Chamberlain

The Committee considered the report of the Chamberlain and the Trustee’s Annual Report and Financial Statements. The draft accounts were circulated to the Chairman and Deputy Chairman. Subsequently the accounts had been signed on behalf of the Trust by the Chairman and Deputy Chairman of the Finance Committee and had been audited.

The Superintendent of the City Commons to be heard.

The Superintendent of City Commons provided a brief verbal update to the Committee, with reference being made to the following:

Staff Changes

The Project Officer and Assistant Project Officer had both left the Division to take up new appointments.  The Superintendents PA retired in July.  The Superintendent was proposing to restructure the Division and aimed to bring a report to the November Committee.

Volunteers

Additional volunteer tasks over the summer had meant an increase in 7% on the same point last year.  3582 hours were completed by volunteers since April 2013.

Invisible Fence

Members of the Ashtead and Coulsdon Commons Consultative Committees visited Burnham Beeches on the 5^th September to view the invisible fence.  This was an extremely helpful visit and our thanks go to the Superintendent and the Head Ranger for providing such a thorough explanation of the system.

Travellers

Since reporting to the July committee there had been two further incursions on Coulsdon Commons.  Byelaw enforcement was implemented immediately to protect the Common.  The Superintendent was launching a project to improve the security around Coulsdon Common.

Events

The Kenley Fun Day was a great success with over 3000 people attending the event. A series of cross county runs, cycling and walking events have been licensed for September across the Commons. The villa project on Ashtead Common was currently underway and this forms the last year of site excavations.  Six guided walks were taking place over the weekend of the 14^th & 15^th September.

Report of the Director of Open Spaces

The Committee considered the report of the Director of Open Spaces and were informed that on the 13th January 2013 the Committee agreed to submit a grant application to the Heritage Lottery Fund (HLF) for Round 1 funding for the Kenley Revival Project, which aims to conserve historic airfield structures associated with the Kenley Airfield. On the 11th September the HLF were expected to announce the

result of the application.

Members were informed that to avoid delay in proceeding to the next stage of this project, it was proposed that the Kenley Revival Project could be submitted to the Projects Sub-Committee for Gateway 3-4 Options Appraisal approval on 26th September. The Project Sub-Committee would determine whether to accept the offer of grant funding and proceed with the development phase of the project.

RESOLVED: - That Members:

• Note the forthcoming HLF decision on funding for the Kenley Revival Project.

• That delegated authority be granted to the Director of Open Spaces, in consultation with the Chairman and Deputy Chairman, to approve the Options Appraisal report for presentation at the Project Sub-committee subject to the decision of the HLF.

Report of the Chamberlain

The Committee considered the report of the Chamberlain and the Trustee’s Annual Report and Financial Statements. The draft accounts were circulated to the Chairman and Deputy Chairman. Subsequently the accounts had been signed on behalf of the Trust by the Chairman and Deputy Chairman of the Finance Committee and had been audited.

Members queried when the Land Registration Working Party would be convening, and were informed that Officers were currently progressing some outstanding issues, after which the group would be assembled.

The Chairman of the Committee thanked Alderman Hall for his contribution to the work of the Epping Forest and Commons Committee over the years and said he would be dearly missed by the Members. Members agreed that Alderman Hall’s dedication and helpful advice would be missed.

The Chairman also thanked Esther Sumner, Policy Officer, for her hard work whilst working with the Committee and welcomed her replacement Iggi Falcon.

There was no urgent business.

MOTION: That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

RESOLVED - It was agreed that under Section 100A (4) of the Local

Government Act 1972, the public be excluded from the meeting for the

following items of business.

Item No.                                                         Paragraph(s)

15 – 18                                                                     3

The Superintendent of Epping Forest informed the Committee of three urgent items of business.

To agree the non-public minutes of the meeting held on 8^th July 2013 (copy attached).

RESOLVED: - That Members agreed that the non-public minutes of the previous items 18 – 27 were an accurate record.

Matters Arising:

The Director of Open Spaces said she would follow up an action from the previous meeting regarding the circulation of further briefing notes and information concerning the draft Warren House Conservation Management Plan.

Verderer Michael Chapman was invited to retire from the meeting, and was

excluded for the remainder of the business considered by the Committee.

RESOLVED: - That Members agreed that the non-public minutes of the previous items 28 – 31 were an accurate record.

There were no questions.