Agenda and minutes

Apologies were received from Deputy John Barker, Barbara Newman, Virginia Rounding, Deputy Alex Deane and Alderman Ian Luder.

Deputy Stanley Ginsburg and Ian Seaton declared an interest as Members of The City Bridge Trust Committee.

To agree the minutes of the previous meeting.

The public minutes of the meeting held on Monday 8 September 2014 were approved as a correct record subject to the following amendments: that the apologies for lateness of Deputy Catherine McGuinness be recorded; that it be noted that the Verderers are responsible for Epping Forest business only and therefore the approval of the Introduction of Dog Control Orders at Burnham Beeches was outside the remit of the Verderers; and that Members resolved to adopt the Historic Environment ‘Policy’. 

Matters Arising

Oak Processionary Moth

The Director informed the Committee that the moths trapped at Hampstead Heath; the City Cemetery and Crematorium and Epping Forest had been confirmed by the Forestry Commission as male Oak Processionary Moths, however, the numbers recorded are below the statistical threshold for concern.

Report of the Remembrancer and Director of Open Spaces

The Committee considered a report on proposals to make amendments to the legislation governing the City’s Open Spaces. The amendments would clarify the City Corporation’s management powers, increase opportunities to receive revenue for the benefit of the Open Spaces and strengthen enforcement powers. The report recommended canvassing local opinion ahead of potentially promoting a City of London Bill in autumn 2015.

The Director of Open Spaces noted that the report was being submitted to each of the City Corporation’s Open Spaces Committees. The suggested possible amendment of the legislation arose from the need to tackle long standing issues regarding management powers, finance and enforcement in the Open Spaces. The Director added that it was advisable to consult the local communities on potential measures before taking any decision to bring forward legislation. The report provided an introduction to the issues involved.

The Director of Remembrancer’s Affairs added that it was customary to introduce Private Member’s Bills in November each year.  The proposals did not deal with electoral or constitutional matters but focused on matters of immediate practical concern. Subject to the views of the Committee, Officers would discuss with local interest groups and work up more detailed proposals which would be put to Members of the Committee in due course.

In response to a question from the Chairman, the Director of Open Spaces clarified that Officers were not proposing a formal or statutory consultation but rather informal consultation to get a sense of local opinion.

In response to a suggestion from a Member, the Director of Open Spaces agreed to circulate the minutes from local meetings to the Committee.

In response to concerns raised by a Member, the Director of Open Spaces confirmed that the fact that the City Commons Consultative Committees would not meet until early 2015 did not

The Superintendent of Epping Forest to be heard.

Recruitment

A Gardener had commenced work during October 2014 alongside two temporary litterpickers.  A recruitment campaign for a Head of Visitor Services was currently underway.

Weather

September 2014 had been the driest month for the Forest since 1910, with rainfall being less than 20% of the long term average.   By contrast, October had been more unsettled with temperatures 1.6 degrees above the 20 year average and rainfall at 125%.  The residue of Hurricane Gonzalo had little impact across the Forest on the 20/22 October.

Chamberlain’s Visit

The Chamberlain had visited Epping Forest on 3 October.

Highams Park Lake Dam

Work had commenced on deep excavations for the floodwall to protect the Watersports Centre. Over 5,000m3 (the equivalent to two Olympic sized swimming pools) will be shorty removed from the site over the next 3 weeks.

Great Gregories

The site had been prepared for works to commence, with footings for steelwork having been dug in anticipation of building construction which will commence on 10 November.

Open House 20/21 September

750 persons had visited the Hunting Lodge and The Temple during the national Open House Event weekend.

Anti-Air War Memorial, Woodford Green

The restored 1935 Grade II memorial had been rededicated following restoration funded by local developer Galliard Homes.  The memorial was unveiled by peace campaigner Bruce Kent and local MP & Minister Iain Duncan Smith on 24 October.

Visit England

Epping’s annual visitor figures had been accepted by Visit England, leading them to declare Epping Forest the fifth most visited free attraction in London, after the British Museum, National Gallery, Natural History Museum and Tate Modern.

Ghost Bike

A Ghost Bike had been erected at Woodford Green to mark the death of a cyclist following a collision with a car in February 2014.

Traveller Trespass

A trespass involving eight traveller caravans

Report of the Chamberlain and the Director or Open Spaces.

The Group Accountant introduced a report of the Chamberlain, updating the Committee on Epping Forest’s latest approved revenue budget for 2014/15 and seeking approval for a provisional revenue budget for 2015/16. She added that the recommendation authorising the Chamberlain, in consultation with the Director of Open Spaces, to revise the proposed budgets would be subject to any revisions not exceeding £50,000.

The Superintendent of Epping Forest went on to outline the context of the proposed revenue budget in relation to the City Corporation’s Service Based Reviews, noting that he was required to factor in significant budget reductions of £492,000 over the coming three years. Efforts to achieve this target ranged from applying to The City Bridge Trust for further education-related funding; commercialising the grant of wayleaves; more proactive asset and fleet management; and the introduction of charges for guided walks and educational visits. Other measures included the adoption of a forthcoming Retail Strategy, a Lodge Residency Strategy, car parking charges, and sponsorship.

In response to a question from a Verderer, the Epping Forest Business Manager noted that the £102,000 reduction in the Local Risk repairs and maintenance budget was misleading given that the budget which was reserved for improvement works was reverting to its normal level following an exceptional item of expenditure in 2014/15. The Director of Open Spaces added that the remaining figure did not include the amounts spent of repairs and maintenance separately by the City Surveyor’s Department provided in Table 2. The Verderer responded that he was seeking industry standard indices to determine whether  spend on repairs and maintenance was appropriate.

In response to a question from a Verderer, the Superintendent noted that officers from the Department of the Built Environment would be reporting to the Committee in January 2015 on the proposals for Baldwin’s & Birch Hall

The Superintendent of Burnham Beeches, Stoke Common and City Commons to be heard.

Kenley Heritage Lottery Fund Bid

A major review meeting would be held with the HLF on 21 November to examine the Conservation Management Plan, activity plan, budget, management plan and maintenance plan. The project was currently on track for submission as a phase 2 bid in March 2015 with an announcement expected in June 2015. If the bid were successful it would be a challenge to implement the project in time for the September 2015 commemorations of the Battle of Britain.

Personnel

Mid-Year Staff Appraisals had been completed and a Support Services Manager was expected to be in post by February 2015. The Personal Assistant to the Superintendent will be taking maternity leave in January 2015 and so options for the coming year were currently being evaluated. On Ashtead Common, a Cambridge University student had just completed a six week work placement and a Merrist Wood student had joined the team on a three month, three day week placement. On the City Commons, the post of Information Ranger had just been filled.

Winter Work Programme – City Commons

The Superintendent noted work on the stock fencing project at Woodplace Farm Fields, Farthing Downs, and recent dangerous tree works on Coulsdon Commons. He went on to note that staff had held an conservation and wildlife talk at West Wickham Library at West, and the work of corporate volunteers across the Commons, with 1,024 hours at Ashtead in particular.

The Superintendent went on to note that the individual who had advised officers from the Commons on the production of charcoal had recently passed away but that the work he had encouraged and advised upon continued to be put into practice on the Commons and was an excellent way to utilise what would otherwise be waste material.

Winter Work Programme – Burnham Beeches

Report of the Superintendent of Burnham Beeches, Stoke Common & City Commons.

The Superintendent of Burnham Beeches, Stoke Common and City Commons introduced a report requesting approval of the proposed Dog Management Strategy that would guide the enforcement, administration and monitoring of Dog Control Orders (DCOs) at Burnham Beeches. He noted that the report recommendations had been amended to reflect advice received from the Comptroller and City Solicitor, and that interested parties had been largely positive regarding the introduction of DCOs.

In response to a question from an Alderman, the Superintendent replied that officers would employ an element of forewarning and education before pursuing straightforward enforcement of Fixed Penalty Notices (FPNs). He added that, despite there being no formal appeal process, that the City Corporation had nevertheless introduced an informal process of appeal.

In response to a question from a Member, the Superintendent confirmed that refusal to pay a FPN constituted a criminal offence. The Member noted therefore that Officers should place an emphasis on forewarning and education to avoid, potentially, burdening people with criminal records too readily.

RESOLVED, that City Corporation Members:

·         Approve the Dog Management Strategy for Burnham Beeches so that it may be advertised according to DEFRA requirements and used to guide the administration of Dog Control Orders on the site;

·         Provide delegated authority to the Director of Open Spaces to authorise officers at Burnham Beeches for the purpose of issuing Fixed Penalty Notices for offences under each of the Dog Control Orders and giving directions under the Dogs on Leads by Direction (Burnham Beeches) Order 2014;

·         Approve the level of Fixed Penalty for breach of a Dog Control Order at £80, with a reduction to £50 if paid within 10 days;

·         Note the site signage arrangements.

Report of the Chamberlain and the Director or Open Spaces.

The Group Accountant introduced a report of the Chamberlain updating the Committee on the latest approved revenue budget and seeking approval for the provisional revenue budget for 2015/16. She added that any delegated revisions would not exceed £50,000.

The Superintendent provided further context on the proposed revenue budget for 2015/16 in light of the City Corporation’s Service Based Reviews, noting that proposed budget savings would be met through focusing on core services, achieving operational efficiencies and generating income.

RESOLVED, that City Corporation Members:

·         Agree that the provisional 2015/16 revenue budget reflects the Committee’s objectives and approve its submission to the Finance Committee;

·         Authorise the Chamberlain, in consultation with the Director of Open Spaces, to revise these budgets to allow for any further implications arising from Corporate Projects, departmental reorganisations and other reviews, and changes to the Additional Works Programme, subject to any revisions not exceeding £50,000;

·         Agree that should additional service based review proposals to in addition to those within the report are requested by another Committee, that the substitution of other suitable proposals for a corresponding amount is delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman. If the substituted saving is not considered straightforward in nature, then the Town Clerk shall also consult with the Chairman and Deputy Chairmen of the Policy and Resources Committee prior to approving alternative proposals.

Report of the Superintedent of Burnham Beeches, Stoke Common & City Commons.

The Superintendent introduced an update report on the expansion of conservation grazing at Burnham Beeches. He noted that the scope of the project had changed since it was first introduced, and that the trial of invisible fencing had revealed the need to adopt a more organic approach to implementing conservation grazing at the site. Moreover, it had become apparent that there would always be a need to provide some element of permanent enclosure at the site for example to hold livestock in emergencies. He concluded by noting that some short-term solutions to issues identified within the report were needed in advance of more reliable technology becoming available.

The Chairman noted that, given the invisible fencing project had been a trial, it was inevitable that a degree of flexibility would be needed in how the project was approached during the course of its implementation. He added that the potential to commercialise the project existed, and that he would welcome the opportunity to consider proposals to do so in due course.

In response to a question from a Verderer, the Superintendent replied that conservation grazing in Trial Area 1 would not have a detrimental effect on the Scheduled Ancient Monument, as English Heritage had advised that any damage would be outweighed by the benefit of vegetation control.

In response to points raised by a Verderer that no alarm system was operating in the event of the circuit being broken and that there was potentially scope to fit animals with GPS collars to assist tracking, the Superintendent of Epping Forest replied that an alarm system was feasible but the poor mobile phone coverage in both the Forest and Burnham Beeches prevented the transmission of alarms alerts.  At Epping Forest GPS tracking had been added to selected collars allowing cattle to be located by

There were no questions.

There was no other 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: 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 minutes of the previous meeting.

RESOLVED – that the non-public minutes of the meeting held on Monday 8 September be approved as a correct record, subject to an amendment.

Report to follow.

The Superintendent of Epping Forest introduced a progress report on the tender for the refreshment site at High Beach.

Report to follow.

The Superintendent noted that this was intended as a verbal item with no associated report, contrary to the published agenda.

There were no questions.

The Committee heard two items of urgent business.