Agenda and minutes

Apologies had been received from Deputy Chairman, George Abrahams.

There were no declarations made.

To agree the minutes of the previous meeting.

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

Matters Arising:

Epping Forest District Council Green Belt Review Stage 1 update

The Superintendent of Epping Forest informed Members that he had met with Epping Forest District Council Planning Officers on 15^th September to discuss the view and stage 1 had now been completed. He would continue to work closely with Officers during the next stage.

The Warren Conservatory

The Director of Open Spaces informed Members that improvements works on The Warren Conservatory would be funded through the Additional Works Programme and tenders were due to be received this week.

Report of the Superintendent of the City Commons.

The Committee received the update report of the Superintendent of the City Commons updating them on recent operational activity. In response to a question, Members were informed that Transport for London had concluded its public consultation process for the A232 pedestrian crossing. The result was 97% of respondents supported the Committee’s approved option and a detailed report was anticipated in January 2016.

Members congratulated Officers on successfully securing the Kenley Revival Heritage Lottery Fund bid. Consent to proceed was received on 18^th September 2015 and mobilisation had commenced.

The Superintendent informed Members that he would soon be submitting a report for Members to consider the terms of reference and frequency of meetings of local consultative committees. Members were in agreement that site visits were very useful in helping to understand the situation at various open spaces.

In response to a query, the Superintendent agreed to investigate the possibility of charging cancellation fees to companies who cancelled their filming booking. Motorcycle riders had been a persistent problem at Ashtead Common in

recent weeks and the Superintendent informed Members that whilst motorcycles in the Commons might be considered detrimental to public safety they did not cause much damage to the forest; rangers and police continued to monitor and provide an increased presence in the area.

Received.

Joint report of the Chamberlain and Director of Open Spaces.

The Committee considered the report of the Chamberlain regarding the latest approved revenue budget for 2015/16 noting that overall the provisional original budget for 2016/17 totalled £2,284M, a decrease of £103,000 compared with the latest approved budget for 2015/16. The main reasons for this decrease were a reduction in the City Surveyor’s additional works programme off-set by an increase in employees. Members were in agreement that any contribution from City’s cash to open spaces should be well publicised.

Resolved – that Members:

·       Reviewed the provisional 2016/17 revenue budget to ensure that it reflects the

Committee’s objectives and, if so, approve the budget for submission to the Finance

Committee; and

· Authorised 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. Any changes over £50,000 would be reported to

Committee.

Report of the Superintendent of Epping Forest.

The Committee received the update report of the Superintendent of Epping Forest for August, September and October 2015 and the recent operational activity was noted. In response to a query regarding raised charges for wayleaves, the Superintendent said that some queries had been received and were being responded to appropriately.

In response to a query regarding objections to planning objections, Officers agreed that the City must ensure a balanced approach was taken to support for and against planning applications. Discussions ensued regarding requesting a sum of money from the Policy and Resources Committee to invest in external planning consultant guidance to ensure a balanced view was taken towards planning matters.

Members requested that Committee reports and updates be accompanied by a map highlighting the site which was the subject of discussion and the Superintendent agreed to make a map available to Members at Committee meetings.

In response to a query regarding provisions for playing rugby, Officers informed Members that they had approached local rugby clubs and none had requested additional facilities.

Discussions ensued regarding fly tipping taking place in the forest. Members agreed that deterrents and certainly of capture were essential elements when trying to decrease the amount of fly tipping taking place. The Superintendent that said he could provide total costs incurred for rubbish removal however it was difficult to quantify disposal costs of fly tips separately to general litter.

In response to a query regarding the maintenance of Gifford Wood, the Superintendent informed Members that a management grant had been received from the Forestry Commission which would cover the maintenance of the area for the next few years.

Officers informed Members that they were utilising a range of social media outlets to promote new City of London Corporation initiatives with funding for underprivileged schools to visit and

Report of the Superintendent of Epping Forest.

The Committee considered the report of the Superintendent of Epping Forest regarding permission to perform Civil Marriages and Partnerships at The Temple and The Temple Enclosure. Members said that a working party had been created to discuss all aspects of management of Wanstead Park and they had hoped the working party would have had sight of the report prior to the Committee being consulted. Members noted that the proposal was to hold wedding ceremonies at Wanstead Park only and not wedding receptions. Members noted that open air ceremonies were currently not legal and therefore did not form part of the proposal.

Resolved – that permission be granted to perform civil marriages and partnerships at The Temple and The Temple enclosure.

Joint report of the Chamberlain and Director of Open Spaces.

The Committee considered the report of the Chamberlain regarding the latest approved revenue budget for 2015/16 and the provisional revenue budget for 2016/17. The Chamberlain informed Members of the following amendments due to be made to the total recharges across funds for Woodredon and Warlies as follows:

Actual 2014-15: £28,000

Latest Approved Budget 2015-16: £14,000

Original Budget 2016-17: £11,000

Movement 2015-16 to 2016-17: £3,000

Members noted that £5,389,000 of City’s Cash was spent to maintain Epping Forest.

Resolved – that Members:

·       Reviewed the provisional 2016/17 revenue budget to ensure that it reflects the

Committee’s objectives and, if so, approve the budget for submission to the Finance

Committee;

· Authorised 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. Any changes over £50,000 would be reported to

Committee.

There were no questions.

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.

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 minutes of the previous meeting.

Resolved – that the non-public minutes of the previous meeting be agreed as an accurate record.

Report of the City Surveyor.

The Committee considered the report of the City Surveyor in relation to the updated Terms of the Deed of Easement. 

Joint report of the Chamberlain and City Surveyor – to follow.

The Committee considered the report of the City Surveyor in relation to the Operational Property review.

Report of the Superintendent of Epping Forest.

The Committee considered the report of the Director of Open Spaces in relation to access at Knoll House.

The Town Clerk had received notice of one non-public question from Verderer Morris.

There was no urgent business.

To consider the confidential minutes of the previous meeting – to be circulated to Members at the meeting.

Resolved – that the confidential minutes be agreed as an accurate record.