Agenda and minutes

Apologies were received from Deputy McGuiness and Verderer Thomas.

There were none.

To agree the public minutes and summary of the previous meeting.

Resolved: That the minutes of the previous meeting be agreed as an accurate record, subject to items 12 and 13 being agreed by Members via email.

Matters arising:

The Town Clerk informed Members that the figures listed under item 4 in the minutes should be altered as follows:

Original budget 2014/15 = £4,788,000

Expenditure increase = £326,000

Increase in City Surveyor’s Additional Works Programme of £337,000 for Epping Forest and £253,000 for Burnham Beeches, Stoke Common and City Commons.

It was noted that 2014/15 Open Spaces Work Programme would be circulated to Members and Verderers in March 2014.

In response to a query regarding bovine TB, Officers informed Members that regular tests were carried out with no issue yet.

To note the public minutes of the previous meeting of the West Wickham and Commons Consultative Committee meeting

The minutes were noted.

To note the Burnham Beeches Consultation Group Minutes of 11th December 2013

Members asked Officers to list attendance at the meeting in the minutes in the future.

To receive the report of the Town Clerk

The Committee received the report of the Town Clerk which informed Members that as part of the post-implementation review of the changes made to the governance arrangements in 2011 it was agreed that all Committees should review their terms of reference annually. This would enable any proposed changes to be considered in time for the reappointment of Committees by the Court of Common Council.

Members noted the Terms of Reference with one change made to clarify the quorum of the Committee with the following sentence being added to:

“For the purpose of non-Epping Forest related business the quorum must consist of five Committee Members who must be Members of the Court of Common Council.”

Resolved: That Members agreed the Terms of Reference for the Committee, with one vote against the recommendation to approve the Terms of Reference.

The Superintendent of Epping Forest to be heard.

The Committee received an update from the Superintendent of Epping Forest and noted the following points:

Staff changes

Football Development Officer has left to head up a public health initiative in a North London Borough.  Visitor Services have successfully appointed a six month Internship with funding from (TBA while a new Volunteer Assistant Publications Officer is working at The Warren.

Anti-Social Behaviour, Policing and Bill - Changes in Dog Sentencing

Following the consultation last summer,new laws will be introduced in England and Wales raising the maximum jail sentence for the owner of a dog that kills someone from two to 14 years.  In the consultation Epping Forest sought this parity with current sentencing guidance on motoring offences.

Environment Agency Flood Maps

On 12^th December, the Environment Agency published new Flood Maps covering properties at risk from sea, river and surface water flooding.

Department of Environment, Farming & Rural Affairs - CAP Modulation

DEFRA have announced a 12% transfer from Pillar 1 (direct payments to farmers that previously replaced price supports) to Pillar 2 (rural development).  DEFRA had previously argued for the full EU figure of 15%, but have responded to a NFU campaign for 9%.  87% 0f payments will be through Natural England/RPA Agri-Environment Schemes with a review of schemes in 2016. 

Local Government Information Unit Research on the Green Belt

National Trust sponsored research by the Local Government Information Unit shows 51% of LPAs likely or very likely to allocate GB for development purposes.  Recent proposals in the Chancellor’s Autumn Statement may encourage the release of Green Belt Land.

St Jude’s Day Storm

A team of 12 staff have worked for four weeks to remove more than 250 trees and branches which have fallen close to roads, homes and paths.  Costs are estimated at £45,000 and rising.

Report of the Superintendent of Epping Forest.

The Committee received the report of the Superintendent of Epping Forest informing Members that the Branching Out projects were broadly on track, with capital elements largely complete: Jubilee Pond landscaping and car park works were finished and all four cattle grids had been installed with minor snags being addressed by Essex County Council.

Three new apprentice arborists had been recruited for the final year of the scheme. The spend profile matches the programme. The focus for the next six months was on the design of Gateways and a standard approach to Forest furniture, now that the Open Spaces branding exercise was nearing completion.

The Director informed Members that the report had been considered by the Finance Committee, where the Chairman had asked for the following information to be added to the report for clarity:

“Budget variances reflect a contingency claim from HLF to cover a £22,747 increase in the arborist salary and training budget. Apprentices were older with higher salaries than estimated due in part to the requirement for them to have a driving licence. The City and Guilds Land Based Services Assessments are now paid by the Corporation, rather than the training college, as originally planned.

Other changes are minimal or reflect transfers of miscoded items from revenue to capital, which balance out. They include £1,200 for the vehicle crossover to access the rear of Butler’s Retreat adjusted from fees to works; the transfer of £4,000 from works to fees for a Highways Deed of Easement at High Beach, and; virement of £1,400 to balance the budget lines for the project manager’s salary, which is split between two projects. There is no change to the overall budget allocation, which includes a contingency sum.”

Members noted that new volunteer roles comprised cattle warden and publication assistant, alongside a renewed

Report of the Superintendent.

The Committee received the report of the Superintendent of Epping Forest informing Members of Visitor Services’ objectives and operational priorities for the coming financial year.

Members were informed that there were seven areas the Visitor Services Department focus on and they were as follows:

i) Delivering an information service to Epping Forest visitors primarily through the flagship Visitor Centre at The View and Queen Elizabeth Hunting Lodge and also at The Temple and High Beach Visitor Centre.

ii) Providing memorable visits and income through complimentary retail

activity.

iii) Delivering Life Long Learning sessions concentrating on Tudor History and

provide support to three external Learning Partners that provide ecological learning sessions.

iv) Entertaining visitors to Epping Forest through the management and hosting of Forest Events.

v) Interpreting the significance of Epping Forest through exhibitions and publications such as Forest Focus and the Events Diary.

vi) Developing a communications presence for Epping Forest through publications, the City of London Website, Press statements and social networking platforms such as Twitter.

vii) Developing wider public participation in formal sport, especially football at Wanstead Flats and golf at Chingford.

Visitor Services Priorities were set out as follows:

i) Health and Safety of all

ii) Visitor Experience

iii) Heritage, Education and Learning

iv) High Quality Events

v) Positive P.R. (both internal and external)

vi) Income Generation

vii) Sustainability

A point was raised by a Verderer regarding the income generated by High Beech Visitor Centre and the high level of visits Centre, making it clear that High Beach was an essential site and must be retained.

Officers said the Centre remained an attraction, but there was a sure and steady increase on visits and sales at The View. Officers were still searching for volunteers and partners suitable for High Beach and wished to retain

Report of the Superintendent.

The Committee received the report of the Superintendent of Epping Forest updating Members on the charges levied for the management of various Forest licences and produce sales at Epping Forest and sought approval for the proposed charges for 2014/15.

The licencing of activity on Forest Land had raised a total so far in 2013/14 of

£9,898. Produce sales had generated £1,132 and Horse Riding Licences a

further £10,524. Charges for licences had been raised by a figure of 3% with

the exception of Horse Licences charges, which remained fixed since their introduction in 2003.

The additional byelaws for the regulation of Horse Riding were introduced at

Epping Forest on 20 June 2003. The fees that could be charged for horse rising

licences are set out in the byelaws, and were the only charges that have

remained static since introduction. Prices for licences were set having regard

to matters set out in the byelaws, could be reviewed from time to time, and can

only rise by the Retail Price Index from the period that the prices were last

reviewed. Based on the Bank of England inflation calculator a full year Riding

School licence would now cost in the £54.73 £56.32 range (based on the

precise RPI indexation).

In response to a query from Members it was noted that the charges levied under Horse Riding licence scheme were designed to realise 50% of the costs of maintaining surfaced and posted rides which were the only available access for horses during the closed riding season.

Officers informed the Committee that Horse licences had not changed and neither had model aircraft – although the latter were fixed under the byelaws. Officers wanted to have a wider conversation with users on fishing, football, golf, horse riding and other activities widely subsidised by us, to

Report of the Superintendent.

The Committee received the report of the Superintendent of Epping Forest informing Members of the level of dog-related incidents, which occurred on Epping Forest and the Buffer lands that had been reported to the Conservators from January to November 2013 and the number of prosecutions for dog related offences. The report showed that there was a varied degree of increase or decline in the figures shown for the five types of incidents monitored and that further monitoring was necessary to pick up any trends.

There had been 482 reported incidents from 1 January 2013 to 31 November

2013 compared with 396 for the same period in 2012, an overall increase of

21.7%.

Members noted that the report indicated the estimated dog visits per year; the percentage of reported incidents which included fouling was very low and not a major discussion point for the Committee.

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

The Committee received an update from the Director of Open Spaces on behalf of the Superintendent of Burnham Beeches and Stoke Common, and Members noted the following:

Christmas Storms

·       The Burnham Beeches site was closed fully for 1 day (Christmas eve) and partially on two further occasions.  No major damage was done in the area but some clearance was required on each occasion.  The Christmas period saw limited staff on duty which made this a particularly challenging period for those on rota.

Events – 1300 participants attended the following events:

·       Christmas carols at the Café and  lantern making - 100 people attended

·       Hosted school 9 visits– 540 students attended

·       Guided walks x 2 – 45 people attended

·       Health walks  x 4 – 40people attended

The total number of volunteer hours was 1331 (366 hours were accrued by under 18s)

Ongoing projects included: 

·       Heathland restoration

·       Post storm clear up

·       Ancient tree survey

·       Office support work.

Stoke Common

·       Continuation of heathland restoration works at SC – 1.5 Ha of Mulching – stumps and young birch

·       Additional 0.5Ha of secondary woodland cleared on the north common.

Burnham Beeches

·       Work on pollards with MEWP (Mobile elevated work platform) + tree safety following storms Joint work with NLOS to cable brace a pollard.

·       Narrowing of Lord mayors drive undertaken – included the complete re-modelling of one side of the entrance apron, provision of a pedestrian access path, drainage and tarmac works. 

·       Additional Works Programme (City Surveyor) - 350sqm of tarmac repair were carried out on Lord Mayor’s Drive

Staff Changes

The Assistant information Ranger/Conservation Officer was due to leave her post at the end of January and the recruitment process had begun.

Report of the Superintendent of Burnham Beeches.

The Committee received the report of the Superintendent of Burnham Beeches, which sought Member approval to proceed to the statutory consultation phase for the introduction of Dog Control Orders at Burnham Beeches National Nature Reserve, using the powers provided under Secondary Authority status.

The Director of Open Spaces had recently received a lengthy response from the Kennel Club which required further investigation by Members. The Committee agreed that in order to make a decision on the matter Members must address the points raised in the Kennel Club response. The following Members agreed to attend a two hour meeting in the beginning of February with the Director, Superintendent and a Member of the Burnham Beeches Consultative Committee:

·       Deputy Deane

·       Ian Seaton

·       Stanley Ginsburg

·       Verderer Adams

The Chairman also suggested that George Abrahams may wish to take part in the meeting. It was noted that although the Verderers could take part in the discussions on this matter they would not be able to vote on the decision.

Resolved: Members agreed that the decision would be deferred until the March Committee meeting.

The Superintendent of the City Commons to be heard.

The Committee received an update from the Superintendent of City Commons, and Members noted the following points:

Storms

Christmas storms caused damage to trees across City Commons, consequently, the Rangers on duty were very busy making the sites safe and clearing fallen trees.  The Ranger team should be congratulated for their commitment over this period having to do a series of zone 1 tree safety inspections each time the wind exceed 45MPH.

Byelaw Enforcement

A prosecution under the byelaws in relation to a dog not under effective control on Riddlesdown is progressing.  The court hearing has been deferred and we are waiting for a new date to be announced.

Bridleway 38 – Ashtead Common

The surfacing of Bridleway 38 from Craddock’s Avenue to Lady Howards Crossing has been successfully completed taking advantage of a very dry spell of weather in late November early December.

Holmefield Road – Coulsdon Common

Posts have been installed successfully alongside Holmefield Road, the intension of these posts is to prevent vehicles encroaching onto the Common.

Cattle

The last of our breeding cattle left Farthing Downs in December.  Some were sold and 16 have moved to Epping Forest for over wintering.  The 13 one-year old calves are grazing Lower Woodplace Farm Field on the west side of the Downs, having moved there from Kenley Common on New Year’s Eve.  The two-year old cows are in our barn at Merlewood and have been blood tested before being moved to Epping Forest in late January.  This will allow space to house the one-year old calves in February & March.

Sheep

Some of our sheep are grazing Tollers Field on the east side of New Hill where they are likely to be joined by sheep from Kenley Common and Riddlesdown later in January.

Volunteer numbers

By the end of December

There were none.

There were three matters considered urgent by the Chairman:

1. Management and secondment arrangements following the resignation of the Superintendent of Hampstead Heath

Following the resignation of the Superintendent of Hampstead Heath, Highgate Wood and Queens Park, Members were informed on the details of the secondment arrangements, to ensure the effective management of North London Open Spaces is maintained and in particular, the “Ponds Project”, continues to be delivered. Members thanked the Superintendents for all of their hard work and their readiness to add new areas to their remits. Members offered their continued support to the Officers.

2. Highams Park Conservation Management Plan – Progress Report

On 8 July 2013 in a joint report of the City Surveyor and the Superintendent of Epping Forest regarding the dam at Highams Park, there was reference to the need for a Conservation Management Plan (CMP) for the park to support the Planning Permission process for the dam project. Members agreed that the draft consultation required more work and offered to email their comments to the City Surveyor to incorporate into the current draft and present at the Committee meeting in March.

The Superintendent agreed to send the City Surveyor notes of local meetings.

3. Schedule of Committee visits 2014

The Town Clerk presented the following schedule to Committee Members:

Resolved: That Members agreed the Schedule of Visits.

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.

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.

To agree the non-public minutes of the previous meeting.

Resolved: That Members agreed the minutes as an accurate record of the previous meeting.

The Committee received the report of the Superintendent of Epping Forest and the City Surveyor.

Report of the Superintendent.

The Committee received the report of the Superintendent of Epping Forest.

Report of the Superintendent.

The Committee received the report of the Superintendent of Epping Forest.

There were none.