Agenda and minutes

Apologies had been received from Deputy Alex Deane.

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

To receive the Order of the Court of Common Council.

RESOLVED – that the Order of the Court of Common Council be received.

To elect a Chairman in accordance with Standing Order 29.

The Committee proceeded to elect a Chairman in accordance with Standing Order No. 29. A list of Members eligible to stand was read and Alderman Gordon Haines being the only Member expressing a willingness to serve was declared to have been elected as Chairman of the Epping Forest and Commons Committee for the ensuing year.

The Chairman welcomed the Chief Commoner Deputy Billy Dove to the committee meeting. New Members Alderman Sir Paul Judge and Philip Woodhouse were welcomed to the Committee and the Chairman wished them well during their tenure on the Epping Forest and Commons Committee.

To elect a Deputy Chairman in accordance with Standing Order 30.

The Committee proceeded to elect a Deputy Chairman in accordance with Standing Order No. 30. A list of Members eligible to stand was read and George Abrahams being the only Member expressing a willingness to serve was declared to have been elected as Deputy Chairman of the Epping Forest and Commons Committee for the ensuing year.

The Deputy Chairman thanked Members for their support and thanked outgoing Members of the Committee for their work during their tenure.

To agree the minutes of the previous meeting.

RESOLVED – that the minutes of the previous meeting be agreed as an accurate record.

Report of the Town Clerk.

The Committee received the report of the Town Clerk and were asked to consider its appointments for the next twelve months. Members were reminded of the current membership of the various Sub Committees, Consultative Committees, Steering Groups and Management Project.

RESOLVED – That the Membership of Sub Committees be agreed as follows:

Epping Forest Reference Sub Committee

Alderman Haines

George Abrahams

Deputy Barker

Deputy McGuiness

Sylvia Moys

Barbara Newman

Virginia Rounding

Verderer Morris

Verderer Thomas

Ashtead Commons Consultative Committee

Alderman Haines

George Abrahams

Sylvia Moys

Barbara Newman

Burnham Beeches Consultative Committee

Alderman Haines

George Abrahams

Sylvia Moys

Barbara Newman

CoulsdonCommon Consultative Committee

Alderman Haines

George Abrahams

Verderer Adams

Sylvia Moys

Barbara Newman

West Wickham Commons Consultative Committee

Alderman Haines

George Abrahams

Verderer Adams

Sylvia Moys

Barbara Newman

Epping Forest Centre Joint Consultative Committee

Alderman Haines

George Abrahams

Verderer Adams

Verderer Morris

Deputy McGuiness

Sylvia Moys

Epping Forest Management Plan Steering Group

Alderman Haines

George Abrahams

Verderer Adams

Sylvia Moys

Deputy McGuiness

Verderer Thomas

Verderer Chapman

Verderer Morris

Wanstead Flats Playing Fields Committee

Alderman Haines

George Abrahams

Verderer Thomas

Verderer Adams

Opens Spaces & City Gardens Committee representative

Verderer Adams

In response to a query, Members noted that the City of London Corporation’s education strategy was currently being refreshed by the Education Board. As this included education around the Open Spaces there may be significant changes to the status of the Epping Forest Joint Consultative Committee’s terms of reference, and Members would receive an update at a future committee meeting.

Report of the Remembrancer.

The Committee noted that on 3rd November 2014, Members agreed that local consultation should be carried out with a view to the promotion of a private Bill in Parliament to make changes to the legislative framework governing the City Corporation’s Open Spaces. In the light of that consultation and following further internal discussion, a number of provisions were now being put forward for the Committee’s consideration.

In response to a query, Members were informed that the principal aims of the changes would be to clarify and expand the management powers available to the Corporation, to increase opportunities to generate revenue for the benefit of the Open Spaces (consistently with their status as a public resource), and to strengthen enforcement powers.

Members noted that land held solely in a private capacity and not under statutory regime, such as Epping Forest buffer land, would not be affected by the Bill. Members agreed that the issue of buffer land would require further investigation and it would therefore not be appropriate to include it as part of this work as the Bill was due to go through Parliament in November 2015. The Remembrancer assured Members that the City of London Corporation had become more au fait with promoting private Bills in Parliament and therefore Members may request Officers to address the buffer lands as a separate piece of work later in the year.

Members also noted that the report would be submitted to the Policy and Resources Committee, after which the Court of Common Council would consider the matter.

RESOLVED – that approval be given for the Bill to be promoted to seek

the legislative changes.

Report of the Director of Open Spaces.

The Committee were presented with the Open Spaces Business Plan report and noted that the four departmental objectives were to:

·       Protect and conserve the ecology, biodiversity and heritage of our sites.

·       Embed financial sustainability across our activities by delivering

identified programmes and projects.

·       Enrich the lives of Londoners by providing a high quality and engaging

learning and volunteering offer.

·       Improve the health and wellbeing of our communities through access to

green space and recreation.

Members noted that the delivery of these objectives was supported by a number of corporate, departmental and divisional projects and programmes. These were illustrated on a roadmap. Members also noted the list of charitable objectives and agreed that these were an important priority for the years ahead.

In response to a query regarding ‘Health and Safety’ indicators, Officers agreed to review these without delay to ensure adequate plans were in place locally and to inform the parent Committee of any key issues arising from this process.

Officer clarified that the ‘cemetery and crematorium shoot’ was a project to provide additional burial space and work was now ready to commence on site in 2015/6.

RESOLVED – that the Open Spaces Business Plan 2015/16 – 17/18 be agreed.

Report of the Superintendent of Epping Forest.

Members were informed that since 2005 direct grant payments from the European Union (EU) for the area of agricultural land under management, including grasslands available for grazing or fodder, had been made through the Single Payment Scheme (SPS) administered by the Rural Payments Agency (RPA). These area payments had been applied for and successfully claimed annually since 2005 for the eligible land within Burnham Beeches & Stoke Common, City Commons, and Epping Forest and its Buffer Land Estate.

Members noted that following an extensive review by the EU and the agriculture ministers of its Member states over the last two years the SPS has been replaced by the Basic Payment Scheme (BPS). The eligibility criteria and the cross-compliance rules, which ensure good environmental management, remain very similar to those of the SPS. The RPA had modified how the applications were made for BPS compared to SPS. As a result it would be operationally appropriate for the Superintendents for these Open Spaces divisions to be able to submit the applications in lieu of the Director.

In response to a query, Officers informed Members that the BPS payment rates were expected to be about 10% lower than SPS, although the exact reduction awaits confirmation from the RPA depending upon the size of the total UK claim to the EU. However, a revision of the area of land on which the claim can be made has resulted in City Commons and Epping Forest proposing to claim a greater hectarage than in 2014. It was anticipated that the grant claimed would be in the range £190,000- 210,000 but this would also be dependent on exchange rates

RESOLVED – that the following be approved:

·(an) application(s) for grant under the new Basic Payment Scheme (BPS);

· the sale of any excess SPS entitlements no longer valid

Report of the Superintendent of Epping Forest, Superintendent of Burnham Beeches, Stoke and City Commons Superintendent of Hampstead Heath

Members noted that a wide range of residential properties, farms, community facilities and businesses rely on access across City of London land, either from the public highway or City land itself, to land in their ownership or occupation. This access may be for pedestrian or vehicular purposes and / or for the passage of utility services. Access requirements for new or existing ‘enclosures’ created by the City of London’s acquisition of land were largely managed by Wayleave agreements.

Members discussed Option 2 which linked the charging of Motorgates to the existing council tax bandings, A-H. Officer found that there was a standard percentage escalation between council tax bands nationally.The Motorgate fee charged for properties in council tax banding ‘A’ setting the benchmark of fees from £70 per annum, which represents the current value of £50 when linked to the retail price index over the last 10 years.

Members noted that the Handgate Wayleaves was to increase from £5 per annum to £10 per annum resulting in an increased income for Handgates from £5,190 pa to £10,380 pa. The total increase in income for Motorgates and Handgates would be approximately £30,000 pa.

Discussions ensued regarding making use of the Council Tax Banding system as the basis to calculate various access cross-over tariffs for the least to the most expensive dwellings, bearing in mind that the charges should remain affordable at the lower end of the tariff and any increase such that it does not meet wholesale opposition. However, the Committee agreed that this approach would be unfair and unreasonable.

RESOLVED – that approval be given to the following:

·       Option 2 which linked the charging of Motorgates to existing Council Tax bandings, and increases Handgates from £5 per annum to £10 per annum.

·       Delegated authority to the Superintendent of Epping Forest

The Superintendent of Epping Forest to be heard.

The Superintendent of Epping Forest provided Members with a verbal update. Members noted that a new Support Services Team Leader and a new Litter Picker have been recruited. Volunteers had contributed 2,397 hours to the Forest over the last two months.

Major projects were completed at Highams Park Project completed at the end of March; a new £17,000 bridge on Ditches Ride at Debden. Following CCTV assessment, the Epping Town Green sink hole was excavated locating a collapsed storm drain which has now been repaired and reconnected to the sewer system. The hazardous trees work programme is underway which may encompass the striking veteran tree at Brook Road.

The Chairman, Deputy Chairman, Verderer Thomas  joined footballer Ledley King to celebrate a shared 125 year anniversary with the London Playing Field Foundation who were the first operators of sports pitches on Wanstead Flats in 1890. 

A 6 week public consultation until mid-June was currently underway to gain public insight into the challenges around combining both heritage and nature conservation objectives at Epping’s two Iron Age hillforts.

A Planning Inspector was considering the North Enfield Area Action Plan promoted by London Borough of Enfield which includes a proposal road to link Enfield’s Innova Park Industrial Area with junction 26 of the M25 rerouting traffic congestion on A10/junction 25.  With the support of many local authorities Epping Officers were successful in deleting references to the link road.

In response to a query regarding the £37,000 project to repair the Cobbins Brook culvert at Copped Hall Park, Officers informed Members that the costs would be covered by the City Surveyor’s department.

RESOLVED – that the updated be noted.

Report of the Superintendent of Epping Forest.

The Committee were informed that a field at Upshire on the Warlies Park Estate, part of City of London’s Buffer Land, has been utilised for community benefit for many years, firstly as St Thomas’ Cricket Club and since 2002 as the Upshire Millennium Field (UMF).

Officers sought approval to grant a further lease to the Upshire Millennium Trust in respect of the Millennium Field for a period of three years. The Trustees had sought a continuing commitment to the peppercorn rent enjoyed since the Greater London Council’s ownership of the site. Officers agreed to submit an annual report regarding the use of Warlies Park Millennium Field.

RESOLVED – that approval be given to the grant of a lease to the Upshire Millennium Trust in respect of the Warlies Park Millennium Field for a period of three years from the 12th May 2015 at a peppercorn rent and to exclude the protection provision of S.24-28 Landlord & Tenant Act 1954 and that the Comptroller and City Solicitor be instructed to complete the necessary documentation with each side to bear its costs.

Report of the Superintendent of Epping Forest.

Members noted that some 132 planning applications had been considered on the Committee’s behalf, a 45% increase on last year. Objections were made to 39 applications. From these applications 44% had been refused or withdrawn, 36% have been granted permission, seven applications were for pre-application advice, and one application had Forest verge crossover implications. The 44% refused or

withdrawn level compares favourably with national statistics for year ending

2014, which show a 12% refusal rate.

In response to a query regarding the Policy and Resources Committee’s past decision to allocate £25,000 for external planning advice, Members noted that this fund had been allocated for a specific time period which had lapsed. Officers informed Members that the full sum was not utilised however it was not advised that Members seek further funding for external planning advice during the time of Service Based Reviews and also due to the amount of ‘carry forward budget’ by the Open Spaces directorate.

RESOLVED – that the report be received.

Report of the Superintendent of Epping Forest.

The Committee were informed of a review of charges to hold the current

published seasonal tariff charges at 2014/15 levels but reducing the

season to a 30 week season from the current 32 week season which

represents an effective 4% increase to the teams, while retaining a 1.6%

increase for one off bookings.

RESOLVED – that approval be given to the following:

· the proposed charges for sports facilities in Epping Forest

for 2015/16, be held at 204/15 season rates while reducing the season

duration from 32 to 30 weeks, securing an overall 4% increase, whilst

retaining a 1.6% Consumer Price Index increase for individual date

bookings.

· The Superintendent retained delegated powers to discount or waive charges

for trial periods in order to develop both new pitch configurations and offpeak

and out-of-season use, and to help target underrepresented groups

identified in the Sports Development Plan.

· The Superintendent retained delegated powers to revise the current sport

charges terms and conditions and retain the deposit arrangement for clubs

‘block booking’ pitches in advance that was introduced five years ago.

Report of the Superintendent of Epping Forest.

The Committee noted that there had been 210 licences issued for various events, activities and temporary use of Forest Land which together had raised a total of £84,070.66. The most commonly requested licences were for Filming (51) 24%; Community Events (27) 13% and Photography (24) 11.5%. 457 horse riding licences, which includes annual, weekly and replacement licences, were also issued raising a total of £13,377.07. The total income of £97,447.73 represents a 17% increase on income from 2013/2014.

Members were informed that this year 289 horse riding licences had been sold. Members queried whether the increase in the price for horse riding licences would result in horse riders riding without a valid licence. Officers informed Members that a strict enforcement programme was in place to manage horse riders in the forest without a valid licence.

RESOLVED – that the report be received.

Report of the Superintendent of Epping Forest.

The Committee noted that the work undertaken since 2009 to better understand the

potential landscape conservation and regeneration potential of Wanstead Park. Members noted that a substantial amount of work had been undertaken to research and understand the landscape conservation and regeneration needs at Wanstead Park since it was added to the Heritage at Risk Register in 2009.

Members discussed whether it was necessary for such information reports to be submitted to the Grand Committee. The Director agreed to investigate the possibility of submitting these information reports to a subcommittee or consultation group for their consideration in future.

RESOLVED – that the report be received.

Report of the Superintendent of Epping Forest.

Members noted that there had been recently reported cases of cyclists physically

altering Forest land to create jumps and berms. The former brick workings at Pole Hill had left a series of gravel mounds and dips; with very little natural ground cover. The area has historically been a popular area for cyclists, particularly those who follow the sport of Bicycle Motocross (BMX). BMX courses required the construction of jumps and berms to create courses that offer more physical challenge and excitement.

Members discussed the implementation of option 1 to maintain the area restriction on the grounds that previous enforcement and restoration work which has maintained a climate of compliance would be undermined by a change. Similarly, it should be noted that BMX is currently experiencing resurgence which could see renewed interest in the site. The Committee agreed that option 1 was the preferred option, however signage regarding enforcement around cycling must be erected around the forest to ensure the public are aware of the area restrictions. These could be in the form of simple signs at the forest entry sites.

RESOLVED – that of option 1 to maintain the area restriction be approved on the grounds that previous enforcement and restoration work which had maintained a climate of compliance would be undermined by a change.

Report of the Superintendent of Epping Forest.

The Committee noted the update on the delivery programme for the City’s

£6.8million Branching Out project, which began in August 2009 with a grant of £4.76

million from Heritage Lottery Fund (HLF). The projected programme had been extended, with agreement from the HLF, to reflect the need for more time to complete the Car Parks and Access element of the project, specifically delivery of the important ‘gateways’ to the Forest and the visitor hub interpretation panels.

The Committee placed on record their thanks to Officers for their hard work and perseverance with this project.

RESOLVED – that the report be received.

Report of the Superintendent of Epping Forest.

Members were informed that there had been 513 fly tips, an average of 10 per week, recorded on Forest land in the reporting period. These varied from a single black sack of household waste to lorry loads of builders waste; it also includes fly tips of hazardous waste such as asbestos and tyres.

Discussions ensued regarding members of public who collected rubbish whilst out walking in the forest. The Committee agreed that this must be encouraged and requested Officers in the Public Relations Office to investigate whether an article could be placed in the local papers around Epping Forest to encourage the public to pick up litter around the forest.

RESOLVED – that the update be received.

Report of the Superintendent of Epping Forest.

Management Plan document (Appendix 3) to be circulated separately, with the agenda introduction to follow.

Members noted that a new Management Plan was required to guide the future management of Epping Forest, following the expiry of the previous plan in 2010. The inherent value of engaging with interested parties during the early stages of the plan’s development had been recognised in previous reports.

Members noted that a comprehensive consultation would take place in the summer of 2015 to capture the thoughts, views and ideas of community groups, members of the public and stakeholders on the management issues faced by the Conservators. This consultation would give the Conservators a greater understanding of the management priorities for the Forest over the next 10 year period from the perspective of our stakeholders and visitors.

Members agreed that the introduction to the document must explain the layout of the consultation plan to ensure respondents understood how to navigate their way around the 209 page document.

The Committee expressed their gratitude to the Epping Forest Management Plan Steering Group and the Officers involved with producing the consultation document.

RESOLVED – That approval be given to the text for public consultation as per the Epping Forest draft Management Plan Consultation Phase 1 document and the timetable for consultation.

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

The Superintendent of Burnham Beeches, Stoke and City Commons provided Members with a verbal update. Dog Control Order (DCOs) had been in operation at Burnham Beeches for  5 months and no Fixed Penalty Notices had been issued. At a recent meeting of the Burnham Beeches Consultative Group, the Dogs Trust verbally gave their full support for the DCO’s and stated that it was the best delivery they had seen by a local authority and that Officers had clearly tried extremely hard to accommodate all views

Members noted that further trials were carried out with new, lighter and more secure electric collars on the Exmoor ponies at off-site fields using a buried cable and a new design of collar. Outcomes had been promising and further testing would be undertaken.

Members noted that on Sunday 19th April six fires broke out across the wood pasture areas of Ashtead Common, two of which were attended by the Fire Service. By raising the alarm, the public helped to minimize the impact on the site. The firebreaks also worked well and minimised the damage.  The Fire Service believed that the fires were lit deliberately as an act of arson. Officers were therefore appealing for information. Volunteers had helped greatly with the clear up. None of the living veteran oak trees were affected but some standing dead trees were damaged and stag beetle larvae and a clutch of snake eggs burnt.

The Phase 2 HLF bid for the Kenley Revival Project was now nearing completion.  A final meeting would take place with the HLF at the end of May and the bid submitted in the first week of June.  The HLF would announce the outcome in September

RESOLVED – that the updated be noted.

In response to a query regarding the lack of cattle grazing at Epping Forest, Officers informed Members that this was due to a dry spring and the fact that the cattle had recently received anti-flu treatment. Due to the updated invisible fencing, the cattle would require some training before being let out to graze, however they would be bought out over the next two weeks.

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.

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 be agreed as an accurate record.

Report of the City Surveyor.

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 were no questions.

There was no urgent business.