Agenda and draft minutes

Venue: Committee Room - 2nd Floor West Wing, Guildhall

Contact: Natasha Dogra  Email: Natasha.Dogra@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies had been received from Alderman Paul Judge.

 ...  view the full minutes text for item 1.

2.

MEMBERS' DECLARATIONS UNDER THE CODE OF CONDUCT IN RESPECT OF ITEMS ON THE AGENDA

Minutes:

There were no declarations of interest.

 ...  view the full minutes text for item 2.

3.

Order of the court of common council pdf icon PDF 90 KB

The Committee are invited to receive the Order of the Court of Common Council.

 ...  view the full agenda text for item 3.

Minutes:

Resolved – the Committee received the Order of the Court of Common Council dated 21 April 2016.

 ...  view the full minutes text for item 3.

4.

election of chairman

The Committee are invited to elect a Chairman in accordance with Standing Order 29.

 ...  view the full agenda text for item 4.

Minutes:

The Committee proceeded to elect a Chairman in accordance with Standing Order No. 29. A list of Members eligible to stand was read and Philip Woodhouse 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 Members of the Committee and expressed his sincere thanks to the outgoing chairman, Alderman Gordon Haines. Mr Woodhouse thanked Alderman Haines for his constant support and commitment to the work of the Committee.

 

Resolved – that Philip Woodhouse be elected as Chairman of the Committee for the ensuing year.

 ...  view the full minutes text for item 4.

5.

election of deputy chairman

The Committee are invited to elect a Deputy Chairman in accordance with Standing Order 30.

 

 ...  view the full agenda text for item 5.

Minutes:

The Committee proceeded to elect a Deputy Chairman in accordance with Standing Order No. 30. A list of Members eligible to stand was read by the Town Clerk; Sylvia Moys, Graeme Smith and Verderer Peter Adams all expressed an interest in serving as Deputy Chairman.

 

The Town Clerk advised that a ballot would be required however, under Standing Order 30(9) only elected Members of the City Corporation would be eligible to vote. This point was challenged by the Verderers of Epping Forest who informed the Committee that they had always been able to exercise a vote in election of Chairman and Deputy Chairman and other Members supported this point. The Comptroller and City Solicitor offered to review the matter immediately and seek procedural advice. When this was received, the Town Clerk informed Members that the Verderers are full members of the Committee for Epping Forest business and were therefore entitled to vote. The Town Clerk apologised for this error and proceeded to conduct a ballot for Deputy Chairmanship.

 

After one round of voting, the result was as follows:

Graeme Smith                  6 votes

Sylvia Moys                      4 votes

Verderer Peter Adams       3 votes

 

As no candidate had a secured a majority, or 50% of the votes, a second round of voting was required between the two candidates with the highest number of votes; Graeme Smith and Sylvia Moys.

 

The result was as follows:

Graeme Smith                  7 votes

Sylvia Moys                      6 votes

 

Graeme Smith was therefore elected to serve as Deputy Chairman of the Epping Forest and Commons Committee for the ensuing year. The Deputy Chairman thanked the Committee for their support and expressed his thanks to the outgoing Chairman, Alderman Gordon Haines.

 

Resolved – that Graeme Smith be appointed as Deputy Chairman of the Epping Forest and Commons Committee for the ensuing

 ...  view the full minutes text for item 5.

6.

Minutes pdf icon PDF 160 KB

To agree the minutes of the previous meeting.

 ...  view the full agenda text for item 6.

Minutes:

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

 ...  view the full minutes text for item 6.

7.

2016/17 Committee Appointments pdf icon PDF 89 KB

Report of the Town Clerk.

 ...  view the full agenda text for item 7.

Additional documents:

Minutes:

The Committee considered a report of the Town Clerk, inviting Members to appoint their sub committees for 2016/17.

 

Resolved – that the following memberships be agreed:

 

Epping Forest Reference Sub Committee

Philip Woodhouse

Graeme Smith

Deputy McGuiness

Sylvia Moys

Barbara Newman

Jeremy Simons

Stanley Ginsburg

+ Any Two Verderers

 

Ashtead Commons Consultative Committee

Philip Woodhouse

Graeme Smith

Sylvia Moys

Barbara Newman

Jeremy Simons

 

Burnham Beeches and Stoke Common Consultative Committee

Philip Woodhouse

Graeme Smith

Sylvia Moys

Barbara Newman

 

West Wickham and Coulsdon Common Consultative Committee

Philip Woodhouse

Graeme Smith

Jeremy Simons

Sylvia Moys

Barbara Newman

 

Epping Forest Centre Joint Consultative Committee

Philip Woodhouse

Graeme Smith

Verderer Adams

Verderer Chapman

Deputy McGuiness

Sylvia Moys

Jeremy Simons

Stanley Ginsburg

 

Epping Forest Management Plan Steering Group

Philip Woodhouse

Graeme Smith

Sylvia Moys

Barbara Newman

Deputy McGuiness

+ All Four Verderers

 

Wanstead Flats Playing Fields Committee

Philip Woodhouse

Graeme Smith

Alderman Haines

Sylvia Moys

Verderer Thomas

Verderer Adams

 

Opens Spaces & City Gardens Committee representative

Verderer Adams

 

 

 ...  view the full minutes text for item 7.

8.

2016 to 2019 Open Spaces Business Plan pdf icon PDF 686 KB

Report of the Director of Open Spaces.

 ...  view the full agenda text for item 8.

Minutes:

The Committee received the departmental Business Plan which detailed fifteen key actions over a five year period that would deliver these departmental and charitable objectives. In order to manage performance, twenty four ‘SMART’ performance indicators had been proposed. This would enable the Department to show, over a three year period that it was working towards continuous improvement.

 

Members noted that the Department’s vision was to “Preserve and protect our

world class green spaces for the benefit of our local communities and the environment”. The Committee were informed that following consideration by the Open Spaces and City Gardens & West Ham Park committee meetings, some minor amendments had been made to the plan.

 

In response to a query regarding a performance indicator related to the increase of Learning Programme participants from BME groups, the Director informed the Member that the language used when referring to under-represented groups was standardised across the City Corporation.

 

Officers clarified that for the purpose of the Business Plan, volunteers were referred to as staff. Members noted that volunteers underwent a number of health and safety checks prior to volunteering in any of the City Corporation’s open spaces.

 

Resolved – that the business plan and risk register be received.

 ...  view the full minutes text for item 8.

9.

Superintendent's Update pdf icon PDF 222 KB

Report of the Superintendent.

 ...  view the full agenda text for item 9.

Minutes:

The Committee received the report of the Superintendent of the Commons which updated Members on activities in and around Burnham Beeches and the Commons.

 

Resolved – that the update be received.

 ...  view the full minutes text for item 9.

10.

Proposed Pedestrian Crossing at West Wickham Common pdf icon PDF 97 KB

Report of the Superintendent of the Commons.

 

 ...  view the full agenda text for item 10.

Additional documents:

Minutes:

Members were informed that in March 2015 the Committee considered and approved ‘in principle’ a proposal to install a signalled pedestrian crossing on the A232 Croydon Road at West Wickham Common. Members had authorised the Superintendent of The Commons to liaise with Transport for London (TfL) on the proposal to minimise its impact on the Open Space as far as is reasonably practicable. Finally, Members had instructed the Superintendent to report back on the outcome of TfL’s public consultation with more detailed proposals to clarify any subsequent requirement to dedicate land for highway use.

 

Members received a brief presentation from colleagues from TfL. A Member raised a query regarding the future requirement of the land. Officers informed Members that the City is required to enter into deeds of dedication with TfL and the London Borough of Bromley, as the two relevant highway authorities, in order to formally dedicate the land in question as highway maintainable at public expense. If in the future the land to be dedicated is no longer required for highway purposes then, under the proposed terms of those agreements, the highway authority shall use all reasonable endeavours to secure the stopping up of that land as soon as practicable and return it to the City for use as open space.

 

A Member queried whether compensatory land of a suitable quality and location would be offered by TfL, however Officers confirmed that it had not been offered. Discussions ensued regarding the speed limit on the road, and whether it would be beneficial to reduce the speed limit from 40mph to 30mph. Members agreed that it would be helpful to request TfL to consider reducing the speed limit on the A232.

 

The Committee requested that the Superintendent of the Commons worked closely with the Superintendent

 ...  view the full minutes text for item 10.

11.

Operational Property Review Farthing Downs Office - The Commons pdf icon PDF 171 KB

Report of the Superintendent of the Commons.

 ...  view the full agenda text for item 11.

Additional documents:

Minutes:

The Committee received the Operational Property Review which was

taking a more strategic view of the operational assets of the City of London

Corporation. Members noted that its aim was to identify opportunities to rationalise the Corporation’s operational property portfolio and reduce the high and rising cost of property.

 

In response to a query regarding the selling or renting or property, Members were informed that Standing Orders require Committees to declare surplus any facilities not required for operational use. Farthing Downs Office had been highlighted as

underutilised or surplus to requirement and sets out options and recommendations for its long-term use or disposal.

 

Resolved – that Members agreed:

1. The Farthing Downs Office be declared surplus to the Open Spaces

Department’s requirements and be presented to Corporate Asset Sub

Committee. Further, it is agreed that the Corporate Asset Sub Committee be requested to declare Farthing Downs Office as surplus to the City of London Corporation’s requirements.

 ...  view the full minutes text for item 11.

12.

The Commons Management Priorities for 2016-17 pdf icon PDF 83 KB

Report of the Superintendent of the Commons.

 ...  view the full agenda text for item 12.

Additional documents:

Minutes:

The Committee received the Commons Management Priorities which would guide the annual work programme during the period 1 April 2016 to 31 March 2017.

 

Resolved – that the Commons Management Priorities be approved.

 ...  view the full minutes text for item 12.

13.

Superintendent's Update pdf icon PDF 208 KB

Report of the Superintendent of Epping Forest.

 ...  view the full agenda text for item 13.

Minutes:

The Committee received an update from the Superintendent of Epping Forest informing Members of activities which had taken place in and around the Forest. Members noted that the end-of-year figures for volunteers for 2015 /16 totals 15,328 hours. With regards to the Open Spaced Act, Members noted that Officers were awaiting details of the next phase of the Parliamentary process where the text of the Bill will be open to scrutiny by select committee, particularly in light of the two petitions received. A further clause was being considered to reflect new Powers made available to waste collection authorities by The Unauthorised Deposit of Waste (Fixed Penalties) Regulations 2016.

 

Fly tips for the current period being reported in 2016 were 53 compared to 86

in the same period in 2015, giving an approximate 45% decrease. This

reduction may reflect the very wet weather in February and increased night

time closure of car parks. Members commended the work undertaken by Officers to ensure the car parks were closed at night; however it was noted that information in the form of signs at the car parks informing members of the public of the reasoning behind the night-time closures would have been very useful. The Superintendent agreed to investigate the placement of signs in the car parks detailing the reasons behind the closure of the car parks at night.

 

In response to a query regarding BBQs in the forest, Officers informed Members that BBQs were not permitted on land owned by the City, however it would be useful to ensure that a joined up approach was taken across all of our open spaces. The Superintendent informed Members that a change in the policy regarding BBQs would require an amendment to the byelaws. The Superintendent of Epping Forest clarified that Bushcraft Session were conducted to

 ...  view the full minutes text for item 13.

14.

Epping Forest Association Football Charges 2016/17 pdf icon PDF 103 KB

Report of the Superintendent of Epping Forest.

 

 ...  view the full agenda text for item 14.

Additional documents:

Minutes:

The Committee received the report reviewing the charges for the Association Football facilities that were provided at Epping Forest. The proposal following a review of charges is to increase the annual fees by 0.6 – 6% to bring prices further into line with comparison sites.

 

In response to a query regarding the increase in charges, Officers informed Members that although the percentage increase was less than neighbouring boroughs, it was anticipated that the lower rate would help to increase use of the pitches. The City had held Sunday prices for 5 years before increasing by 4% last

season, while it has increased Saturday prices by 10% for 3 seasons until a

3.5% increase last season. The 2016/17 prices increases will bring

Saturday/Sunday price differential closer to the optimum target of 1:1.3 balance.

 

A Member asked Officers to investigate the future possibility of offering a concession rate to young people to help encourage use of the pitches. One Member also said that the City should seek to offer provisions for other sports such as hockey, netball and rugby.

 

Resolved – that Members agreed:

· The proposed charges for sports facilities in Epping Forest for 2016/17

· That the Superintendent retained delegated powers to discount or waive charges

for trial periods in order to develop both new pitch configurations and off-peak

and out-of-season use.

· That 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.

 ...  view the full minutes text for item 14.

15.

Request to reprovide the Woodford Wells Drinking Fountain pdf icon PDF 101 KB

Report of the Superintendent of Epping Forest.

 

 ...  view the full agenda text for item 15.

Additional documents:

Minutes:

The Committee outlined the request by a newly formed amenity group who were

seeking to re-provide the once distinctive Woodford Wells Drinking Fountain at

its original location on Epping Forest Land at Woodford Wells.

 

Members noted that the amenity group fully appreciated that the City was unable to fund and care for such facility and intended to both privately raise the necessary capital to re-provide a reproduction of the original fountain and shelter and endow a fund to meet the on-going maintenance costs. Members agreed that this was acceptable in principle, and decisions regarding the final design, cost and on-going maintenance provision would be subject to a subsequent full licence agreement which would be placed before the Committee if the project gained sufficient momentum. Members advised that the drinking fountain should be fully insured and asked Officers to convey this comment to the amenity group.

 

Resolved – that Members:

· Approved in principle that Forest Land at Woodford Wells could be used to

host a reproduction fountain and shelter, subject to further Committee

approval of the final design and funding arrangements for both

construction, operation, maintenance and if necessary decommissioning.

 ...  view the full minutes text for item 15.

16.

Request for Highway Dedication on Forest Land at Bell Common adjacent Hemnall Street pdf icon PDF 151 KB

Report of the Superintendent of Epping Forest.

 ...  view the full agenda text for item 16.

Additional documents:

Minutes:

The Committee considered the request by Essex County Council for the installation of a new footpath on Forest Land at Bell Common on the east side of Hemnall Street, Epping and for the installation of two lamp columns on Forest Land on the west side of Hemnall Street to allow adequate lighting of the proposed footpath.

 

Members were informed that the progressive urbanisation of the Epping Forest land through the construction of additional highways infrastructure remains a challenge for the Committee. The overall assessment by officers was that the proximity of existing residential development, roads and street lighting has already detrimentally affected Forest Land in this area and hence this additional 85 m2 wayleave would have a low impact on natural aspect and tranquillity considerations.

 

The Committee were shown a number of photographs which showed the west side of Hemnall Street. The Committee agreed that the situation was very concerning as the proposal appeared to deliver child directly into an area without access to footpaths.  Members were in agreement that the proposal could be better delivered and further thought was required, including an analysis of the flow of children to and from the school. Members agreed that the request required further discussion by the Highway Agency and that the Head Teacher of St Johns School should be fully consulted.

 

Members agreed that there was a need to strike an appropriate balance between requests by Highway Authorities where the safety of pedestrians had been identified and the duty to protect Epping Forest Land. While the progressive urbanisation of Epping Forest and the damage to tranquillity remained a concern the overall impact of highway infrastructure in this predominately suburban area would be minimal, especially if matched by compensatory land of a suitable quality and location.

 

Resolved – that Members:

· Approved the dedication

 ...  view the full minutes text for item 16.

17.

Epping Forest: The Next Ten Years Consultation Report pdf icon PDF 122 KB

Report of the Superintendent of Epping Forest.

 

 ...  view the full agenda text for item 17.

Additional documents:

Minutes:

The Committee considered the new Management Plan which was needed to guide the future management of Epping Forest. A large consultation exercise ‘Epping Forest – The Next 10 Years’ was undertaken between June and October, 2015, to seek the views of Epping Forest stakeholders and members of the public on numerous management issues.

 

Members of the Epping Forest Management Plan Steering Group met on 8th April 2016 to discuss the consultation document. One Member of the Committee asked Officers to seek to ensure that local meetings did not clash with meetings in Guildhall. A number of comments and changes were made to the document and one Members expressed concern that the minutes of the meeting had not yet been circulated to the Committee. The Superintendent apologised for this and informed Members that the meeting had been clerked locally in Epping; he agreed to circulate the minutes by the end of the week. Members said they were happy to consider the report now, and delegate authority for final sign off to the Director and Town Clerk, in consultation with the Chairman and Deputy Chairman provided that the minutes would be circulated to the Committee by Friday, 13th May. Members of the Committee were invited to send any further comments they had on the consultation document to Officers by the end of the week.

 

A Member raised a query regarding the commitment to wood pastures in The Next 10 Years’ Consultation 2015’ report. The Superintendent agreed to amend the wording under this heading to clarify that this commitment remained under debate.

 

Resolved – that delegated authority be given to the Director and Town Clerk, in consultation with the Chairman and Deputy Chairman to approve the Officers response statements contained in the Draft Summary Report ‘Epping Forest - The Next 10

 ...  view the full minutes text for item 17.

18.

Heritage Lottery Fund 'Our Heritage' Application by the Friends of Wanstead Parklands pdf icon PDF 225 KB

Report of the Superintendent of Epping Forest.

 

 ...  view the full agenda text for item 18.

Minutes:

The Committee considered a report informing Members that the Friends of Wanstead Parklands were a well-established voluntary group with a commitment to promoting the use, recreational opportunities, public awareness and benefits of improvement to Wanstead Park as part of Epping Forest. The Group were independently applying to the Heritage Lottery Fund – Our Heritage Programme - for an award towards £100,000 with the intention of interpreting the physical and natural environment of Wanstead Park.

 

Members agreed that the project was excellent and would be a valuable initiative by Friends of Wanstead Park. Members were also able to view their application and the City had a right to veto on the content in the application. With regards to the excavation of the Pyramidian, the Superintendent said the research was invaluable.

 

The Committee noted that the bid required the approval of the Committee on behalf of the City of London as the Conservators of Epping Forest. There were no direct financial implications for the City of London in supporting the project other than Officer time associated with approving the interpretive content of the project. Members agreed that a robust plan would be required from the Friends of Wanstead Parklands with sustainability built in to it. The Committee asked Officers to convey to the group that this approval was subject to no financial support being provided by the City Corporation.

 

Resolved – that Members:

· Supported, in principle, the application by The Friends of Wanstead Parklands for an application to the Heritage Lottery Fund – Our Heritage Programme – to

interpret the heritage of the Wanstead Park Grade II* Listed Registered Park

and Garden.

 ...  view the full minutes text for item 18.

19.

Questions on Matters Relating to the Work of the Committee

Minutes:

In response to a question regarding work undertaken at the Warren House, Members noted that an unprecedented amount of wood rot had been found and therefore work had taken longer than expected. It was due to be completed by the end of June 2016.

 ...  view the full minutes text for item 19.

20.

Any Other Business That the Chairman Considers Urgent

Minutes:

The Superintendent informed the Committee that in July 2015, Members considered a report of the Director of Epping Forest on Deer Management of the South West Essex Deer Herd on the Buffer Lands and Epping Forest. The Director of Open Spaces noted that the Fallow Cull target was 86 for 2015/16 and the Superintendent sought approval from the Committee to begin a tender process to out-source the Fallow cull.

 

Resolved – that Members gave approval for Officers to begin the deer management tendering exercise.

 

 ...  view the full minutes text for item 20.

21.

Exclusion of the Public

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.

 

 ...  view the full agenda text for item 21.

Minutes:

Resolved - 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.

 ...  view the full minutes text for item 21.

22.

Non-Public Minutes

To agree the minutes of the previous meeting.

 ...  view the full agenda text for item 22.

Minutes:

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

 ...  view the full minutes text for item 22.

23.

Access Report 1

Report of the Superintendent of Epping Forest.

 

 ...  view the full agenda text for item 23.

Minutes:

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

 ...  view the full minutes text for item 23.

24.

Access Report 2

Report of the Superintendent of Epping Forest.

 

 ...  view the full agenda text for item 24.

Minutes:

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

 

 ...  view the full minutes text for item 24.

25.

Non Public Questions on Matters Relating to the Work of the Committee

Minutes:

There were no non public questions.

 ...  view the full minutes text for item 25.

26.

Any Other Business That the Chairman Considers Urgent and Which the Committee Agree Should Be Considered Whilst the Public Are Excluded

Minutes:

There was no urgent businee.

 ...  view the full minutes text for item 26.