Agenda and minutes

Apologies were received from George Abrahams, Alderman Evans, Deputy Deane, Deputy Barker and Ian Seaton.

Deputy Catherine McGuiness declared an interest as a Trustee of Epping Forest Centenary Trust.

To agree the minutes of the previous meeting.

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

Matters Arising: A query was raised regarding the ‘No Cycling’ policy implemented at Pole Hill. Officers said that the policy was being adhered to however; they would review the situation if any issues arose. Officers were not aware of members of the public disturbing the land by creating bike jumps but the Superintendent agreed to visit the area to ensure this was not occurring.

To note the draft minutes.

The Chairman thanked Members of the Committee for their commitment and support to the West Wickham Consultative Committee meetings. The draft minutes were received by the Committee.

RECEIVED.

To note the draft minutes.

The Chairman thanked Members of the Committee for their commitment and support to the Ashtead Commons Consultative Committee meetings. The draft minutes were received by the Committee.

RECEIVED.

To note the draft minutes.

The Chairman thanked Members of the Committee for their commitment and support to the Coulsdon Commons Consultative Committee meetings. The draft minutes were received by the Committee.

RECEIVED.

Report of the Remembrancer.

The Committee received the report of the Remembrancer informing Members of the relevant provisions of the Infrastructure Bill which would introduce a new regime to facilitate the control of non-native invasive species. Under this regime, Government bodies would be able to enter into voluntary agreements with landowners, setting out what measures are to be taken in order to eradicate or control an invasive species. Where the voluntary process is unsuccessful, it would be possible to make binding orders requiring the landowner to take action or to pay the costs of doing so.

Discussions ensued regarding the inspection rota and the possible incurrence of costs under the new regime. Officers clarified that there were no initial costs to be incurred or duties imposed on responsible authorities to enforce an inspection programme until the powers of the regime were evoked against the authority. Officers confirmed that Spanish bluebell (Hyacinthoideshispanica)were classed as a non-native invasive species and were kept under a close watch by Officers.

RECEIVED.

The Superintendent of Epping Forest to be heard.

The Superintendent of Epping Forest provided the Committee with a verbal update and Members noted that the Head of Visitor Services Jacqueline Eggleston commenced work today. The Chairman welcomed Jacqueline to the meeting and wished her well in her new role. Officers said 2,121 volunteer hours had been accrued over the last two months, which was a 34% rise compared to the same time last year.

Members noted that floodwall construction, drawdown installation and landing stage repairs were now complete at Highams Park Lake.  The new footbridge was in position and the spillway had been re-profiled with imported clay. Members noted that work on the Great Gregories overwintering facility was also nearing completion with the completion of buildings, concrete pads, the construction of a screening bund and the attenuation pond.  

The Superintendent informed the Committee that alternative Natural Play designs were the subject of public consultation which began on 27January. 72 responses from the public had been received and evaluated.  A consultation on conceptual options for Wanstead Park was live between 23 February and 8 March. 

Members noted that it had been a busy time for Officers around planning applications over the past two months including contributions to the East Hertfordshire Local Plan which revealed the significant development proposed to ring Harlow.  Officers presented the views of the City of London Corporation at Planning Area Sub-Committees on Albion Hill. Members were informed that the Friends of Epping Forest had gained coverage for their unsuccessful opposition to residential development at Pine Lodge, Lippitts Hill. 

Local campaigners were currently seeking the City of London Corporation’s support in opposing a new TfL car park at Theydon Green.  The City also secured a Certificate of Lawful Development for the Hill Wood tea hut. The Committee were advised that the London Borough of Newham

Report of the Superintendent of Epping Forest.

The Committee considered the report of the Superintendent of Epping Forest and noted that a dominant theme of the 2015/16 Work Programme was the need to increase the area of land under wood-pasture restoration from 16.5 ha to approximately 40 ha each year. Members noted that the programme also sought to consolidate works initiated in 2013-14, such as those undertaken through the Wanstead Park Steering Group or at Highams Park to continue with the vegetation management works visited by the Committee in November 2014.

Officers said tree safety would continue to be a significant aspect of the Operations Teams work in 2015. The Forest structures survey, completed by the Built Environment team in 2014, would be developed in 2015 to create a comprehensive structures database for Epping Forest. The grassland mowing programme would be extended to include additional cutting of wood-pasture restoration areas. Cattle grazing would be extended into new areas, such as Honey Lane Quarters, with the help of the new infrastructure including the nine new loops of the invisible fence network.

Members agreed that volunteers would be instrumental in delivering both the Highams Park works and to improve access at Swaines Green, as well as working on key areas of wood-pasture restoration elsewhere in the Forest.

Discussions ensued regarding the long term financial viability of wood-pasture restoration. Officers agreed to submit an outturn report consisting of the economic aspect of this activity for the Committee’s consideration later in the year. The Chairman thanked all of the staff involved with delivering the Operations Programme for their hard work.

Resolved: Members approved the Epping Forest Operations Programme for 2015/16.

Report of the Superintendent of Epping Forest.

The Committee considered the report of the Superintendent of Epping Forest and noted Officers’ dismay at the level of fines handed out by Magistrates recently. Officers informed Members that it was their intention to invite local Magistrates to visit the forest to witness the misuse of the area.

The Committee approved, in March 2014, an increase in the level of Court costs and charges for the disposal of fly tips, in line with the three year Retail Price Index (RPI) of 10.01%. It was proposed to increase charges again using the RPI of 1.4%.

Officers clarified that in the case of Byelaw 3(21) Erecting or building on Forest Land, a fine had been issued by Barkingside Court for £200.00, however the costs of dissembling and storing the display amounted to £2341.00. These costs were not always awarded in full, and were often unpaid by the guilty parties. It was the responsibility of the Courts to recover these monies and pass them on to the City of London Corporation. Payments to the City of London Corporation currently broadly reflect the national average collection rate of 52%.

In response to a query from Members, Officers confirmed that staff in the forest represented themselves during court cases and were able to seek legal advice. Forest Keepers received personal safety training together with professional witness and court training to support the enforcement of the Epping Forest byelaws.

Resolved: Members approve an increase on the current figures for 2015/16 of 1.4% for court costs (in line with Retail Price Index increase of 1.4%) and 8% for disposal costs (in line with the Government Landfill Tax escalator).

Report of the Superintendent of Epping Forest.

The Committee considered the report of the Superintendent of Epping Forest. The Chairman welcomed Mr Chris Bowers and his colleague from the London Borough of Waltham Forest. Mr Bowers informed the Members that the project was a joint effort by the London Boroughs of Enfield, Kingston and Waltham Forest who had together been designing and developing the programme. The City of London Corporation and London Borough of Hackney had also been included in the consultation of this scheme. The programme was born out of a desire to provide a gateway to the borough at Whipps Cross roundabout whilst balancing the needs of public and road users.

Members noted that the provision for cyclists to use the roads safely would be included in the programme and Officers confirmed that accessibility for cyclists would form part of the programme. Members noted that the provision for bus stands was accounted for, along with raised kerbs and the need for safe crossing points close to bus stands. Officers confirmed that they were in talks with London Buses to ensure that the programme suited their needs. Officers confirmed that these provisions would be delivered within the £3.5million programme budget.

Officers said that although Forest School was situated outside of the London Borough of Waltham Forest, they would still be included in the consultation programme. The School had also recently hosted a Road Safety Programme run by the London Borough of Waltham Forest.

The Chairman informed Members that he regularly met with Councillors from the London Borough of Waltham Forest which provided a good opportunity to hear about planned projects and proposals.

Resolved: Members agreed to delegate authority to the Superintendent in consultation with the Chairman and Deputy Chairman to agree any formal responses to public consultation and to enter into any agreements required to

Report of the Superintendent of Epping Forest.

The Committee considered the report of the Superintendent of Epping Forest and noted that the Arts Council England museum accreditation would provide a wide range of benefits for Epping Forest’s museum collection. As well as opening up a number of funding channels, accreditation would ensure that the material heritage of the Forest was well cared for within a nationally recognised heritage industry framework, raise the profile of the collection and the history of the Forest, provide opportunities for workforce development and partnership working, formalise the management of the collection and provide opportunities for inter-museum loans.

Members noted that though significant progress had been made towards achieving accreditation in the last 12 months, The View’s “working towards accreditation” status was due to expire on 31 March 2015. Applying for an extension until 31 March 2016 would enable work to be completed in areas where the management of the collection did not currently meet the required standard.

Officers informed the Committee that to achieve museum accreditation, the Conservators were required by the scheme to have access to appropriate professional advice. Consequently, a well-qualified Museum Mentor, who would not charge for professional advice, had been identified.

Members noted that there were minor property maintenance updates to be made at the Saw Mill to accommodate the proposals were to be met from the local budget; however there were no long term expenses or implications to be incurred from this work. Members were assured that the property would be suitable for storing documents and artefacts.

In response to a query from Members, Officers clarified that there was currently a backlog of items which were due to be added to the catalogue system, Beehive. Officers were working towards updating the catalogue, which was available online. With regards to new acquisitions, Officers said that a majority of

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

The Committee received a verbal update from the Superintendent of Burnham Beeches, Stoke Common and City Commons. Members noted that North London Open Spaces staff visited to Burnham Beeches in early February to work with the local team on reduction work on some of the ancient pollards and staff from the two divisions were able to share knowledge and expertise. The Burnham Beeches team used a Mobile Elevating Work Platform (MEWP) whilst North London Open Spaces staff worked on those trees that could be best dealt with by climbing and where the ground conditions were not suitable for the MEWP.

Officers said volunteers and staff had cleared fence lines and holly for the further expansion of the invisible fencing.  This would ensure in 2015 that 160ha, or 73%, of the site, would be available for grazing - doubling the present grazed area which would allow for larger paddocks. In the long term this may lead to the need for a few additional cattle, and Officers would make a judgement based on the effect of the larger paddocks on the current herd.

A ‘Meet the Ranger’ event was held and 20 people attended. 30 people attended a bird box building event - 21 boxes were made and taken home, with a donation given to cover the cost of materials. The local garden centre had donated bird boxes. Over 100 children took part in the Woodland Wonders half term trail. The trails included suggested routes through the woods, spotter sheets and games and activity ideas to do on site and back at home.

Members noted that Ashtead Common hosted the annual Megatask. Over 50 conservation volunteers took part from the Ashtead Common Volunteers, Epsom Common Volunteers, Epsom’s “Eco-vols” and the Lower Mole project. The team coppiced a large area

Report of the Superintendent of Burnham Beeches, Stoke and City Commons

The Committee received the report of the Superintendent of Burnham Beeches, Stoke Common and City Commons, and noted that Members had previously agreed a proposal by Transport for London (TfL) to locate a Pegasus crossing on the A232

Croydon Road at West Wickham Common, subject to TfL gaining support

from local residents for the scheme. The public consultation was unfavourable, and TfL had recently provided a revised proposal to locate a Pelican crossing 20 metres further west along the Croydon Road that was more likely to gain local support. TfL sought the City’s agreement, prior to the necessary further public consultation on the revised proposal.

Resolved:

·       Members approved Option 3: to facilitate the installation of a Pelican

crossing on West Wickham Common.

·       The Committee authorised the Superintendent of the Burnham Beeches,

Stoke & City Commons to liaise with Transport for London on the

proposal, minimising the impact on the Open Space as far as was

reasonably practicable.

·       The Superintendent of Burnham Beeches, Stoke and City Commons was

instructed to report back to the Committee on the outcome of the public

consultation and TFL’s response, with more detailed proposals clarifying

any subsequent requirement to dedicate land for highway use.

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

The Committee received a report of the Superintendent of Burnham Beeches, Stoke Common and City Commons regarding charges for sports facilities and miscellaneous items that were provided by the Burnham Beeches, Stoke Common and City Commons Division.

Resolved: Members approved the proposed charges for 2015-16.

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

At this point Deputy McGuiness left the meeting.

The Committee received a report of the Superintendent of Burnham Beeches, Stoke Common and City Commons regarding the management priorities for the Burnham Beeches, Stoke Common and City Commons Division that would guide the annual work programme during the period 1 April 2015 to 31 March 2016.

Resolved: Members approved the Management Priorities for 2015-16.

A question was raised regarding the information available to Members regarding the workload and visits associated with being a Member of the Epping Forest and Commons Committee. The Town Clerk agreed to circulate relevant information regarding the degree of involvement associated with being a Member of this Committee when appointments were due to be made to the Committee, along with the relevant dates of scheduled Open Spaces visits.

The Chairman informed Members that a number of useful information in the form of leaflets and booklets were available regarding the work undertaken at Epping Forest and Burnham Beeches. Members were asked to request these publications from Officers if they did not already receive them.

There was one item of business which the Chairman agreed was urgent and must be considered at this Committee meeting due to the requirement for a decision to be made at the Court of Common Council meeting on 23^rd April 2015.

The Chairman informed the Committee that he had spoken with Members regarding the chairmanship of the Epping Forest and Commons Committee for the next municipal year. Members were informed that the Chairman was minded to seek the necessary permissions to extend his tenure as Chairman for a fourth and final year.

Virginia Rounding moved that the Chairman be given the opportunity to seek the

necessary permissions to stand for the Chairmanship of this Committee for a fourth and final year. Alderman Haines underlined that this was not intended, in any way, to set a precedent, but would offer great continuity and stability to the work of the Committee. To allow a natural succession into the role of Chairman, Alderman Haines clarified that he would not seek to exercise his right to stand for the role of Deputy Chairman in the next municipal year, should the Committee agree this extension to his current chairmanship.

Barbara Newman seconded this motion.

The Committee voted unanimously in favour of the Motion with the exception of the

Chairman who abstained.

The Town Clerk explained that this matter would now need to be considered by the

Policy and Resources Committee on 26 March 2015 and subject to their views, by

the Court of Common Council on 23^rd April 2015.

RESOLVED – That the Committee requests that the Policy and Resources Committee consider recommending to the Court of Common Council that Alderman Haines be allowed to stand for election of the Chairman of Epping Forest and Commons Committee for a fourth and final year.

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.

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.

The Committee received the non public minutes.

Report of the Director of the Built Environment.

To be considered by the Project Sub Committee on 25^th March 2015.

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

Report of the City Surveyor.

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

Report of the City Surveyor.

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

Report of the Superintendent of Epping Forest.

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

Report of the Superintendent of Epping Forest.

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

Report of the Superintendent of Epping Forest.

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

There were no questions

There was no urgent business.