Agenda and minutes

Apologies had been received from George Abrahams, Alderman Evans, Virginia Rounding and Alex Deane.

Deputy Catherine McGuiness declared a non-pecuniary interest as a Trustee of Epping Forest Centenary Trust.

To agree the minutes of the previous meeting.

Resolved: The minutes of the previous meeting were agreed as an accurate record.

To note the Burnham Beeches Consultation Group Minutes of 13^th November 2014.

The committee was provided with the draft minutes of the 13^th November 2014 meeting of the Burnham Beeches Consultation Group. The Chairman thanked Barbara Newman for chairing the consultation group on his behalf.

Received.

Report of the Town Clerk.

The Committee considered the schedule of visits for 2015 and agreed the following dates:

Report of the Director of Public Relations.

Members were updated on Public Relations activities in support of the services for which the Open Spaces and City Gardens Committee were responsible during the period October 2013 to November 2014. The activities in the report were also in support of the Communications Strategy 2014- 2017. Highlights of the support for the services of the Committee included:

§  Media

§  Public Affairs

§  Events

§  Website

§  Digital communications and social media

§  Literature and related activities

§  Member and internal communications

§  Filming

§  Sponsorship

Members thanked Public Relations Officer John Park for all of his hard work throughout the year.

Received.

The Superintendent of Epping Forest to be heard.

The Committee received the following update from the Superintendent:

Staff changes and training

·         The new Head of Visitor Services will commence work in mid-March

·         A permanent Grounds person At Wanstead Flats has been successfully recruited.

·         A Senior Conservation Officer secured an Achievement in Learning and Development Award from the City. The award was for ‘Putting Learning into Practice to Improve Individual Performance’ and recognised the Officer’s work for his final year project which was developing a Highways vegetation management system for Epping Forest

Volunteers

3,359 volunteer hours were accrued between October and November

Weather

2014 rainfall was 794mm at Epping Forest, continuing the trend of recent years of higher than pre-2002 levels.  Rainfall remained lower than the regional total of 1048mm.  In particular, November’s 92mm rainfall was 50% higher than 1979-2002 average of 60mm.  A fortnight’s rain fell in just one day on 29^th November putting a real strain on Forest paths and drainage systems.  The winter storms, including the forecast ‘weather bomb’ which ‘bookended’ Christmas were much milder than originally anticipated and had not caused any major damage.

Christmas Events

The hugely popular Christmas Greenery evening was revived and received 55 bookings.  The event has already been relisted for 2015 due to popular demand.   450 bookings for Father Christmas at the Hunting Lodge across 13^th and 14^th December were sold out within a month of being offered for sale, turning over £6,000 at the increased price of £12.95/child.

Molton Brown ‘A Splendid Christmas Affair’ Campaign

A Tom van Schleven video promotion filmed in July saw part of High Beach at Epping Forest featured as the fairy-tale backdrop for a national campaign by London-based beauty products company Molton Brown. 

Saffron Walden Camera Club

Thanks were extended to Forest Keepers by the Camera Club for access to the

Report of the Director of the Built Environment.

Members were informed that Baldwins Pond and Birch Hall Park (Deer Sanctuary) Pond both store water by virtue of earth dams which are over 100 years old. Both ponds are currently managed under the Health and Safety at Work etc. Act 1973 and are subject to precautionary biannual inspection.

Excessive wet weather over Spring 2012 highlighted leakage at both ponds as well as an overflow problem at Birch Hall Park Pond. Both ponds have been identified since 2010 through the biannual Panel Engineer’s inspections as requiring works to stabilise the existing structure and manage leakage.

Members noted that the total estimated cost range of £0.675m to £2.93m has increased significantly since Gateway 2 (£0.4m to £1.5m). The main reason for the significant increase in estimated costs had come from experience gained in developing other reservoir projects.

Discussions ensued regarding the cost of the project. Members were concerned that the projected costs were seriously underestimated and must be revised by Officers in the Department of the Built Environment. There were concerns over the implications to the surrounding area of the ponds.

Members queried whether the Corporation was moving to a legal position where Members were Non-Executive Directors and had personal criminal liability. Officers explained that a recent Committee report had explained issues around Trustee liability and that Health and Safety performance was now reported annually to the Open Spaces Committee. Members were well protected in this case as Officers had extended the Reservoirs Act inspection regime to reservoirs managed under the Health & Safety at Work Act.

Members noted that access and work to Baldwin’s Pond would have dramatic implications for the Forest, and Officers assured the Committee that they were looking closely at implications for the Forest under each option. Discussions with the appropriate bodies would also accompany this work.

A

Report of the Superintendent of Epping Forest.

Members were informed of the opportunity to utilise the licensing regime under the Marriages Regulations 1995 to generate future income by permitting the use of Queen Elizabeth’s Hunting Lodge (QEHL) for Marriages and Civil Partnership ceremonies. The significant heritage of the listed building and the idyllic surroundings of the Forest make the building very desirable as a venue for these ceremonies.

Members noted that in order to use QEHL as a venue for ceremonies a licence must be granted by the local authority, London Borough of Waltham Forest), at a cost of £600 for a 3 year licence, together with appropriate public advertising costing £1,000.

An updated report will be brought to the January 2016 Committee to review the hosting of ceremonies at QEHL.

Members stated that full payment must be sought within a reasonable time and a strong cancellation policy must be drafted. Members also raised concerned regarding parking availability which would be investigated.

Officers informed Members that there a central monitor of income production for schemes like this and Officers were scrutinising Service Based Review related projects to ensure they delivered projected income.

Resolved – That Members:

·         Approved submission of an application to London Borough of Waltham Forest to licence Queen Elizabeth Hunting Lodge to host for marriage and civil partnership ceremonies.

·         Approved the use of QEHL for marriage and civil partnership ceremonies, for the licence period of 36 months.

·         Agreed to review the use of QEHL for marriage and civil partnership ceremonies at the January 2016 meeting.

Report of the Superintendent of Epping Forest.

Members noted the level of dog-related incidents, recorded on Epping Forest and the Buffer Lands that have been reported to Forest Keepers between December 2013 to November 2014, together with the number of prosecutions and official warning letters for dog-related offences.

There have been 507 reported incidents from 1 December 2013 to 31 November 2014, identical to the overall figure for the same period in 2012/13.  The latest figures confirmed a continuing fall in a range of dog-related incidents, particularly dog attacks on people, other animals and other dogs.  Dog fouling reports have also fallen.  In contrast there has been a further increase of incidents involving dogs not under effective control, which have risen by 25.8% from 310 to 390 incidents.

Received.

Report of the Superintendent of Epping Forest. 

Members were updated on the charges levied for the management of various Forest licences and produce sales at Epping Forest and were requested to approve the proposed charges for 2015/16.

The licencing of activity (excluding filming and photography) on Forest Land and sales of produce has raised a total of £27,326.43 so far in the 2014/15 financial year.  Horse Riding Licences raised £12,015.62 + VAT, the licencing of regulatory activity realised £9,724.00, while produce sales have generated £2,155.43.

In line with the Service Based Review targets for increased income between 2015/16 – 2017/18, it is proposed that charges for licences and produce sales in 2015/16, be raised by a figure of 10% with the exception of Horse Licence charges.  Horse Licence charges have remained fixed since their introduction in 2003. The proposal was to raise those charges in line with the guidance outlined in the “Additional Byelaws for the Regulation of Horse-riding” which amounts to a 37.5% increase.

A Verderer informed the Committee that she had had much involvement with riders and Forest users on this subject recently. Unfortunately, there was a great deal of misinformation in the public domain. – some have it completely wrong how much we are increasing by and to. Concerns were raised regarding the attempt at consultation through appropriate forums and there was perceived unfairness from targeting a known and visible group as they are not the only users of the surfaced rides. Members agreed that there was a need to look at making this system more equitable.

Members agreed that cost collection needed to be reviewed, suggesting that a five-year scheme may be more useful. Members queried whether other events which were charged for needed to be reviewed. There was a suggestion that changes to charges should apply whenever RPI indicated a rise of

Report of the Superintendent of Epping Forest.

Members noted the work completed as part of the access and habitat Work programme for Epping Forest from April 2013 to March 2014 inclusive.

Received.

Report of the Superintendent of Epping Forest.

Members were informed of the progress with monitoring work on grazing and were provided the third annual assessment by the Independent Grazing Assessor, Dr Peter Dennis of Aberystwyth University.

Resolved: Members:

·       Noted the observations of this 3^rd Grazing Assessor report and progress with the conservation grazing monitoring programme;

·       Approved the production of a 4^th report by the Assessor, to be provided to the Management Plan Steering Group for consideration prior to being submitted to Committee by January 2016.

Report of the Director of Open Spaces.

Members were requested to exercises powers delegated by the Court of Common Council to authorise Superintendent, Paul Thomson, to appear on behalf of the City of London in Magistrates’ Courts.

Under the “Courts Act 2003” sections 8 and 10, Officers that have been authorised by the Committee and sworn in by a Magistrate can present a case at any Magistrates Court that is chosen by the Local Authorities that have Epping Forest land within their boundaries. The Authorities are the London Borough of Waltham Forest, the London Borough of Redbridge, the London Borough of Newham and Essex County Council.

In response to a query from Members, the Director clarified that this authorisation was to ensure that the Corporation was fully compliant in any Court proceedings. It would also allow the Superintendent to start any such process when he encounters byelaw offenders in the Forest.

Resolved: Members recommended that in accordance with Sections 101 and 223(1) of the Local Government Act 1972 and Section 31(4) of the Epping Forest Act 1878 that Paul Thomson be authorised to appear on behalf of the City of London in Magistrates’ Courts.

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

The Committee received the following update from the Superintendent:

Countryside Partnerships

The two countryside projects that we support, the Lower Mole Countryside Project and the Down lands Countryside Project (£15k each so £30k in total), have been merged under a single management unit along with a third - the Surrey Heathland Project - to form the Surrey Countryside Partnerships. The partnerships have a new organisational structure and new governance arrangements, including a Project Board to oversee their work. At recent Project Board meetings the partnerships have reported a funding shortfall for 2015/15 and funding partners have been asked to provide additional financial support. We have stated a reluctance to provide any additional core funding (against backdrop of SBR etc.) although it might be possible for us to accommodate additional task days to allow them to earn some additional money.

Burnham Beeches and Stoke Common

At Stoke Common, small scale heathland restoration was undertaken in October with 38 Cubs, Scouts and Explorer Scouts from Aylesbury plus leaders and Friends of Stoke Common attending. We cleared a 200metres by 150metres are of small birch in a 5 hour day. We have had an average of 2 volunteer sessions per week focussing on heathland restoration from Mid-September until Early December.

The Litter & recycling officer led his last task before retirement on 27 December.

The dog control order (DCO) project was a focus for November. Old 'No Cycling' signs were taken out and 36 dual message signposts installed, made from Oak cut at BB and milled locally. The sign installation took 1 week and Rangers patrolled more in the build up to the 1st December when DCOs came into force. Rangers have been continuing these high visibility patrols and handing out leaflets to educate people for the lead in period (4 weeks).

For the

A Verderer raised a query regarding the forthcoming excavation of a possible Egyptian artefact in Wanstead Park regarding the  licence conditions, and whether there was any commitment from CoL towards further work or expenditure on the conservation of the artefact. Officers confirmed that the excavation would be funded by the Friends of Epping Forest and the process was being overseen and licenced by Forest Keepers. Any further work or other obligation regarding the artefact would be subject to another report and approval from this Committee. The letter sent to Wanstead Research Group gave no commitment to further undertakings.

The Town Clerk circulated the terms of reference to the Committee for the annual review and Members agreed that the document was up to date.

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.

MOTION: 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 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 minutes of the previous meeting were agreed as an accurate record.

Joint Report of the City Surveyor and the Director of Open Spaces.

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

Report of the Superintendent of Epping Forest.

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

Report of the Superintendent of Epping Forest.

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

Report of the Superintendent of Epping Forest.

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

There was one non-public question.

There was no urgent business.