Agenda and draft minutes

Apologies had been received from Alderman Ian Luder, Graeme Smith and Virginia Rounding.

Deputy McGuiness declared an interest in the Epping Forest Centenary trust.

To agree the minutes of the previous meeting.

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

Matters Arising:

Ms Moys had circulated typographical changes to the Town Clerk prior to the meeting. In response to a query regarding the membership, the Town Clerk explained that due to an IS glitch the incorrect membership had been automatically pulled through on the minute document. The Committee were assured that this had now been amended and the correct Members were listed on the minutes.

Report of the Director of Open Spaces.

Members noted the update on the management of risks faced by the Open Spaces Department. Risk which was reviewed regularly by the Department?s Senior Leadership Team as part of the ongoing management of the operations of the Department.

The Open Spaces Department had one corporate risk and upon review, had five

departmental risks. There were eight risks for The Commons and fourteen risks for

Epping Forest. The Epping Forest and City Commons Committee oversees five registered charities:

· Epping Forest (charity number 232990

· Ashtead Common (charity number 1051510)

· Burnham Beeches and Stoke Common (charity number 232987)

· Couldson Commons and Other Commons (charity number 232989)

· West Wickham Common & Spring Park (charity number 232988)

In accordance with the Charity Commission’s Statement of Recommended

Practice (SORP), Trustees are required to confirm in the charity’s annual report

that any major risks to which the charity is exposed have been identified and

reviewed and that systems are established to mitigate those risks. Using the

corporate risk register guidance, the management of these risks meets the

requirements of the Charity Commission.

In response to a query, Officers suggested that in future Members may benefit from receiving the risk reports relating to Epping Forest and the Commons only. The Open Spaces risk report could be circulated to Members for their information separately from the agenda.

Resolved – that Members of the Epping Forest and City Commons Committee:

· Agreed the Epping Forest risk register.

· Agreed The Commons risk register.

· Agreed the removal of the „green? risks from future risk reports to this committee

as proposed.

· Noted the Departmental risk register outlined.

Report of the Superintendent of the Commons.

The Committee received the report of the Superintendent of the Commons

which updated Members on activities in and around Burnham Beeches and the

Commons. Of particular note to Members was the unfortunate robbery which took place at Burnham Beeches Café. No members of staff were hurt in the incident and Police were carrying out an investigation. Members were also made aware of a suicide at Kenley Common. The Committee noted that the City Corporation offered counselling services to members of staff who had been affected by an incident whilst at work.

The Committee congratulated Officers on their many achievements and awards. The Superintendent agreed to liaise with the Chairman regarding sending a letter to various schools and volunteer groups to thank them for their time and effort.

Resolved – that the update be received.

Report of the Superintendent of Epping Forest.

The Committee received an update from the Superintendent of Epping Forest

informing Members of activities which had taken place in and around the

forest. Of particular note was that Epping Forest has received the Green Flag and Green Heritage Awards for a 14th consecutive year. Invasive alien species also featured prominently in this period. On the plus side was the work undertaken to clear Floating Pennywort from Perch Pond at Wanstead Park, which made significant inroads in dealing with this problem vegetation. On the other hand, however, the arrival of Ash Dieback was confirmed conclusively.

There were two significant incursions by travellers during this period which were

dealt with successfully. In the meantime rough sleeping and fly-tipping were

reduced compared to the same period last year. Local Plans continue to

exercise a lot of officer time as well and this work is set to increase as new

consultations are now in train.

Fly-tips for the current period being reported in 2016 were 102 compared to

121 in the same period in 2015, a decrease of 15.7%. The closure of the car

parks has not accounted for the decrease in fly tips and we have no evidence

which explains this trend. The only significant drop in car park fly tips occurred

in Centre road car park where 59 fly tips occurred last year and 24 this year.

In response to a query regarding the proposal to plant crocuses on Forest land, Officers noted that Members of the Committee were not in favour of this proposal an asked for this to be fed back.

Officers informed Members that they were working with local authorities and emergency services to remove an abandoned vehicle in the Forest. This was taking slightly longer than originally anticipated as the vehicle’s chassis was badly damaged

Report of the Superintendent of Epping Forest.

The Mayor of London and Transport for London were working with the London

Boroughs of Redbridge (LBR) and Newham (LBN) to install cycle Quietway 6 –

between Mile End and Barkingside within financial year 2016/17.

The Quietway route will bring a range of benefits to the open spaces in the area

including the impact of reduced carriageway widths and consequent traffic speed

reductions; the removal of vehicle parking on the northern edge of Capel Road

adjoining Wanstead Flats; improved signage and the installation of a Toucan

crossing improving connections with the Cemetery and Crematorium.

Discussions ensued regarding the provision of cycling in the Forest and the development of a policy regarding the activity. Members agreed that while cycling should be encouraged it should also be carefully managed in the Forest.

Officers sought the Committee’s approval to dedicate a total area of 77m2 of

Forest Land to LBN and LBR for nil consideration to enable these local highway

authorities to undertake the installation of the section of Quietway 6, which would run adjacent to Forest Land. The cost of installation and future care and maintenance costs are to be met by the local authorities.

Resolved – that Members:

· Approved the proposal to dedicate to public highway 37 m2 of Forest Land to

LBN to facilitate the installation of Quietway 6 - Mile End to Barkingside.

· Approve the proposal to dedicate to public highway 18 m2 of Forest Land to

LBR to facilitate the installation of Quietway 6 - Mile End to Barkingside.

· Approved the proposal to convert the existing wayleave agreements with LBR

covering 22m2 to public highway

· Requested further information regarding a formal ‘land bank’ arrangement with the relevant Local Authorities.

Report of the Superintendent of Epping Forest.

Members noted Go Further Cycling was a well-established local cycle hire business which had previously operated from Debden campsite and was currently located at Wake Arms was seeking new operating premises. The company had approached Officers at Epping to discuss utilising the rear of the Caddy House building as a cycle store, workshop and hiring office.

The location of the Caddy House with car parking capacity, toilets, showers and a

soon to be tendered Café, all close to a bus terminus and Overground rail station was thought to provide an ideal cycle hire location. Chingford Plain also offered good access to level surfaced and unsurfaced tracks providing an ideal introduction to off road cycling in Epping Forest. This arrangement would bring an existing operation which relied on Epping Forest for cycling access under a greater degree of control and cost recovery.

The Committee discussed the provision of cycling within the Forest and agreed that the activity needed to be managed responsibly. Members agreed that this 18 month exercise could provide Members with information which could be useful when considering a formal cycling policy in the future. Officers agreed to submit a report at a future Committee meeting regarding cycling in the Forest.

Members agreed that whilst they were minded to approve this facility in principle, the base could act as an education tool to help provide members of the public with information regarding responsible cycling in the Forest.

Resolved – that Members approved in principle the licencing of a cycle hire facility based at the Caddie House at Chingford Golf Course, subject to a suitable financial agreement and compliance with any planning requirements.

Report of the Superintendent of Epping Forest.

The Environment Agency would commence public consultation in September 2016 on proposals contained within its June 2015 Update to the River Roding Flood Risk

Management Strategy, which was originally published in 2012. Members noted that firstly, the Environment Agency had indicated that it intended to withdraw

maintenance support for the flood embankments which it constructed along the

banks of the River Roding, most recently in the 1980s. The responsibility was intended to be transferred to riparian landowners including the City of London. It was expected that the City will be held to be responsible for 1.9 km of the river’s western embankments adjacent to Wanstead Park and the contiguous Exchange Land.

Secondly, the public consultation would also seek public support for the construction of a proposed £5.2 Million Flood Alleviation Scheme at Shonks Mill, Chipping Ongar, designed to protect 900 properties in Loughton, Woodford, South Woodford and Wanstead. The scheme had been awarded Flood Defence Grant-in-Aid of £2.4

Million with Local Authorities and Riparian landowners expected to provide the

balance of £2.8 Million. The Environment Agency has assessed the City of London’s

outline contribution at up to £500,000.

Resolved – that the report be received.

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.

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.

To agree the minutes of the previous meeting.

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

Report of the Superintendent of the Commons.

The Committee considered the report of the Superintendent of the Commons.

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.

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.