Agenda and minutes

Apologies had beenr reived from Graeme Smith.

Deputy Catherine McGuinness declared an interest in the Epping Forest Centenary Trust.

To elect a Deputy Chairman pursuant to Standing Order 30.

In accordance with Standing Order 30, Members of the Committee were invited to appoint a Deputy Chairman for the remainder of this municipal year.

Resolved -  Mr Philip Woodhouse being the only Member to express an interest in serving was appointed as Deputy Chairman for the remainder of the year.

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 and stage 2 of the review would commence in March 2016. He would continue to work closely with Officers during the next stage. In response to a query regarding media coverage, the Superintendent informed Members that local press was monitored very carefully and the City had not been implicated in mentions of the sale to Officers’ knowledge. Members agreed that Epping Forest was inalienable, though the buffer land was a separate issue.

The Warren Conservatory

The Superintendent of Epping Forest informed Members that improvements works on The Warren Conservatory had been delayed by bad weather and strong winds; however, the work would restart when it was safe to do so.

Report of the Town Clerk.

The Committee received a report of the Town Clerk outlining the Terms of Reference for the Committee. Members’ attention was drawn to the one proposed amendment to the Committee’s Terms of Reference. This arose from the review of the Corporation’s grant-giving activities, which the Committee considered in July 2015. The Committee agreed to set up a joint Open Spaces Grants Review Working Party to determine how to best allocate open spaces grants.

Members noted that the Working Party agreed that the most suitable approach would be for the Open Spaces and City Gardens Committee to take responsibility for awarding open spaces grants, with the Epping Forest and Commons Committee, West Ham Park Committee or Hampstead Heath, Highgate Wood and Queen’s Park Committee providing comments and recommendations on any grant requests relating to their areas.

Resolved – that the amended Terms of Reference be agreed with the amendment to item (d) “to express views or make recommendations to the Open Spaces and City Gardens Committee for that Committee’s allocation of grants which have relation to Epping Forest and Commons”.

Committee Members are asked to consider the attached schedule of visits for the ensuing year.

Members received the schedule of visits for 2016. The Superintendent informed Members that following the success of the even last year, the Chairman was liaising with the Town Clerk and Remembrancer about the possibility of hosting a Committee dinner in June or July this year. Committee Members would be updated once a decision had been made regarding the format of the event.

Resolved – that the following dates be agreed:

5th          March Committee visit to Epping Forest

30^th     April Committee visit to Spring Park and West Wickham

7th          May Committee visit to Epping Forest

8th          June Lord Mayor’s Visit to Dorneywood

9th          July Committee visit to Burnham Beeches

10th       September Committee visit to Epping Forest

19^th        November Committee visit to Epping Forest

Report of the Director of Open Spaces.

The Committee received the Business Plan Quarterly Performance update which summarised the Open Spaces departmental performance against the 2015/16 – 17/18 business plan. Members noted that at the end of third quarter, one departmental programme was reporting as amber – the Lodges Review Programme. All other programmes were green. Members were informed that 15 Green Flags and 12 Green Heritage Awards had been received by the City.

Resolved – that the item be received.

Delegated Authority report

Members received a report seeking approval for delegated authority to respond to

a Public Consultation document published by the Department for Communities

and Local Government proposing changes to the National Planning Policy

Framework. Consultation closes on 22 February 2016.

The Committee noted that the Consultation document contained six proposals to simplify the provision of new homes, with two of particular potential impact. The proposals suggested increases to the residential densities for new developments close to areas defined as ‘transport hubs’ and also propose weakening openness considerations when developing brownfield sites within the Green Belt. The Committee did not wish to encourage car parking pressures on the area by an increased number of commuters from the area and asked that this comment be included in the response to the consultation.

Members were encouraged to respond to the consultation emphasising the importance of protecting Open Spaces potentially affected by these changes, highlighting the primary importance of Sites of Special Scientific Interest and Special Area of Conservation status.

Resolved – that  authority be delegated to the Town Clerk; in consultation with the

Chairman and Deputy Chairman and Director of Open Spaces to provide a

suitable response to the Consultation.

Report of the Superintendent of Epping Forest.

The Committee received an update from the Superintendent of Epping Forest summarising the division’s key activities from October – December 2015. Of particular note was:

·        an improvement in dissolved oxygen levels in major Forest water bodies;

·        a positive “duty of care? prosecution on fly tipping;

·        the annual closure of the Forest to open riding; reduced water levels in the Wanstead Pond cascade due to dam repairs and containment of Floating Pennywort; and

·        a major incident which saw a ruptured water main under Fairmead Road create a “geyser? effect on 2nd January that was flooded sections of the Forest and damaged a significant stretch of public highway.

The Superintendent also presented the Committee with a petition titled “Keep Epping Forest Free of Charge for the People”. The petition originated from Change.org and had received 14,924 signatures to date.

In response to a query, Members noted that a monetary value was not placed on the number of hours volunteers worked; however the number of hours worked was reported to the Committee regularly.

Members noted that the cost of pumping 29,000m³ of water into the Heronry Pond, where the water had reduced to a very low level, would be between £4,000 and £5,000.

In response to a query regarding arbitration land Members noted that Officers always try to speak to the prior to submitting an objection to an application. Officers now had a bank of very useful QC’s advice to draw upon. Officers said that car parks could be considered as ‘previously developed’ under planning law however the arbitration award itself was silent on car parking. Officers were pursuing all available avenues

Resolved – that the update be received.

Report of the Superintendent of Epping Forest

The Committee received an update on the charges levied for the management

of various Forest licences and produce sales at Epping Forest and seeks

approval for the proposed charges for 2015/16.

The licencing of activity (excluding filming and photography) on Forest Land and

sales of produce raised a total of £58,060 so far in the 2015/16 financial

year. Horse Riding Licences raised £15,408, the licencing of regulatory activity

realised £34,112, while produce sales have generated £8,540. In line with the Service Based Review targets for increased income between 2015/16 – 2017/18, it was proposed that charges for licences in 2016/17 be raised by a figure of 10% with the exception of both Horse Riding Licence Fee and Produce charges.

It is proposed that Horse Riding Licence Fees ware raised by

the Retail Price Index (RPI) using the 12 month figure set in October, being

0.7%. Produce charges are newly set this year and are based on current market

rates and therefore need no change at present. Members noted that a series of checks were carried out last year to ensure horse riders had the appropriate licenses; Officers would continue to undertake the necessary checks this year.

Resolved – that Members:

· Approved the proposed charges for 2016/17

· Approved the addition of cancellation terms to the Superintendent’s

discretionary powers

Report of the Superintendent of Epping Forest.

The Chairman welcomed Officers and a Volunteer Mentor to the meeting. Members of the Committee noted that Epping Forest had owned, preserved and displayed historic objects and documents relating to the Forest for over one hundred years. There ware reputational, promotional, financial and legal benefits to be derived from management of these objects as a formal museum collection in line with an externally accredited framework, Museum Accreditation, administered by Arts Council England. The collection is formally named “The View (Epping Forest Collection)?.

The Committee as governing body of The View (Epping Forest Collection) was required by the museum accreditation framework to give formal approval to key policies and documents

prior to accreditation submission. There was no direct cost for applying for accreditation.

The deadline for submission to Arts Council England is 26 May 2016. An Accreditation

award covered three years after which the organisation is invited, but not obliged, to submit a return application. Members were of the view that the forward plan should be reviewed regularly at local meetings together with an annual report regarding progress against targets. The Director agreed that Members should receive this information and that it would form part of the business plan submitted to the Committee for their consideration.

Members noted that Officers were working with the Museum of London and City Corporation departments to share their experiences with accreditation.

Resolved – that Members approved the Statements, Plans and Policies.

Report of the Superintendent of Epping Forest.

The Committee noted that Cattle grazing took place across the Forest and Buffer Lands this year with an average number of animals in the two herds of 162. The extensive grazing area of Fairmead was not grazed adequately due to problems with the invisible fencing initially and some cattle management issues with the grazier latterly.

Resolved – that Members:

· noted the observations of this 4th Grazing Assessment;

· approved the commissioning of a shorter 5th report by the

Independent Assessor for 2016 focussing on the Fairmead extensive

grazing area

Report of the Superintendent of Epping Forest - to follow.

This report was removed from the agenda by the Superintendent of Epping Forest, with approval from the Chairman.

Report of the Director of the Built Environment.

The Committee were informed that Highams Park Lake was one of five Large Raised Reservoirs at Epping Forest that were subject to regular statutory inspections by a suitably qualified and approved Engineer. Following an inspection in January 2011, a Section 10 notice was served on the City of London to complete dam strengthening works at Highams Park within 3 years.

Members noted that a project valued at £1.85 Million to undertake the necessary safety works in accordance with the Reservoirs Act was completed successfully on 24 March 2015, following a 14 month extension to the Section 10 notice by the Environment Agency.

In response to a query regarding health and safety Members noted that the planning of any dam works would take a considerable amount of time. Draining the reservoir could cause structural damage to the dam itself as the clay would dry out, increasing risks if there was a flood. Officers informed Members that two independent engineers had been tasked with completing six monthly inspections – the results of which were included in Risk Report Updates to the Committee.

Resolved – that the update be received..

Report of the Superintendent of the Commons.

The Committee received a general update on issues across the nine sites within

‘The Commons’ division that may be of interest to members and is

supplementary to the monthly email updates.

The Superintendent informed the Committee that The campaign to recruit a Kenley Revival Project Manager was unsuccessful and the post has been re-advertised. This delay has affected the project’s start schedule, but the elements that need to be progressed as an immediate priority were being addressed. These included the recruitment of the Learning and Volunteer Officer and a specialist Conservation Consultant. The target completion date for the project as a whole remains unaltered.

Resolved – that the update be received.

To note the attached minutes.

Resolved -  that the minutes of the Burnham Beeches Consultation Group

Meeting be received.

Report of the Superintendent of the Commons.

The Committee received the report which stated that Car Park Charges at weekends and Bank Holidays were introduced at Burnham Beeches in August 2011. The charge had remained at £2 per day since that date.

As part of its Service Based Review commitment the Division was required to

achieve an additional £20,000 income per annum from the car park at Burnham

Beeches, commencing April 2016. Benchmarking had been carried out and various options considered by the Burnham Beeches Consultation Group (BBCG). The delivery timetable was three months and to that end the two most feasible options and associated views of the BBCG are shown in the main body of this report.

Resolved – that Members:

· Approved Option 1 i.e. to raise the weekend and Bank Holiday car park

charge from £2.00 to £3.00 per day commencing April 1st 2016.

· Noted that further research will be carried out to facilitate future increases

in parking charges should they become necessary.

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 Director of Open Spaces

The Committee received a report of the Director of Open Spaces.

Report of the Superintendent of Epping Forest.

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

Report of the Superintendent of Epping Forest.

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

Report of the Superintendent of Epping Forest.

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

Report of the Superintendent of Epping Forest.

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

There were no questions.

There was no urgent business.