Agenda and 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 Sylvia Moys and Barbara Newman.

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

2.

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

Minutes:

Verderer Michael Chapman declared an interest in matters relating to Theydon Bois as he was a resident of the area.

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

3.

Minutes pdf icon PDF 150 KB

To agree the minutes of the previous meeting.

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

Minutes:

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

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

4.

Open Spaces Business Plan annual report 2016/17 pdf icon PDF 252 KB

Report of the Director of Open Spaces.

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

Additional documents:

Minutes:

The Committee noted that 2016/17 was a year of development within the department. The programme approach gathered pace and delivered a number of successes including the new learning team, sales of surplus fleet which were invested in energy efficiency and disposals of surplus lodges. Sites have done well to continue to deliver excellent services (as reflected by our high customer satisfaction) while delivering these changes.

 

Resolved – that the business plan be received.

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

5.

Open Spaces Events Policy pdf icon PDF 80 KB

Report of the Director of Open Spaces.

 

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

Minutes:

Members noted that as part of the ongoing preparations for the passage of Open Spaces Bill through Parliament, we are required to develop a formal events policy. The report provided an update on the proposals to develop proposals and consult our communities. It is proposed the consultation takes place from autumn 2017 to early 2018 with the local Consultative Groups. This would allow the events policy to then be considered by each Committee prior to the spring.

 

Resolved – that the report be received.

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

6.

Cyclical Works Programme Bid - 2018/19 pdf icon PDF 92 KB

Report of the Director of Open Spaces.

 

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

Additional documents:

Minutes:

The Committee noted the provisional list of cyclical projects being considered for properties under the management of Epping Forest and Commons Committee under the “cyclical works programme”. The draft cyclical project list for 2018/19 totals approximately £1.46m and if approved will continue the on-going programme in the maintenance of the property and infrastructure assets.

 

Resolved – that the report be received.

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

7.

Superintendent's Update pdf icon PDF 402 KB

Report of the Superintendent of Epping Forest.

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

Minutes:

Members noted a summary of the Epping Forest Division’s activities across April to May 2017. Of particular note was the impact of the General Election on the passage of the Open Spaces Bill through the House of Commons; a further decline in figures for the number of fly tips; five successful prosecutions for fly tipping with fines totalling £6,464; the discovery of the wildflower Milkwort on previously grazed land at Big View; the discovery of Oak Processionary Moth caterpillars at Leyton Flats near Hollow Ponds; Harmful Algal Blooms at Perch Pond and the impact of Epping Forest’s Special Area of Conservation designation in consideration of Local Plans for Redbridge; Broxbourne and by the four Local Planning Authority signatories to the Memorandum of Understanding on the impacts of growth.

 

In response to a query, Officers agreed to provide Members with a breakdown of expenditure relating to fly tipping, OPM, plant diseases and costs associated with travellers on forest land.

 

Resolved – that the update be received.

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

8.

Epping Town Green - Further report on the Impact of proposed Highway Improvements on Forest Land pdf icon PDF 108 KB

Report of the Director of Open Spaces.

 

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

Additional documents:

Minutes:

The Committee noted Epping Town Green is a 2.4 acre triangular area of Forest Land located on the edge of Epping Town Centre, which is managed on behalf of the City London Corporation by Epping Town Council. Over the past 35 years, the City of London Corporation and Epping Town Council have sought the closure of the Lindsey Street spur road which crosses Epping Town Green to both better manage damage to the spur road verges by Heavy Goods Vehicles and protect the setting of the Grade II Listed War Memorial.

 

In response to a query it was noted that on 15 May in order to close the Lindsey Street spur road fronting the War Memorial, Essex County Council needs to undertake junction improvements at Lindsey Street (B181) / Palmers Hill (B1393) to facilitate, the eastward and westward journeys of large vehicles between the Nazeing/Epping Green area and Theydon Mount/Ongar. The junction improvement works at Palmers Hill require approximately 45m2 of Epping Forest Land to be dedicated for highway purposes. The closure of the spur road and the creation of a public footway fronting the war memorial will return to the Forest a corresponding 45m2 of land therefore satisfying your Committee’s policy position on seeking compensatory land for Forest Land dedicated to support Highway Schemes.

 

Members had instructed the Superintendent to pursue only the closure of the Lindsey Street spur road. This report was necessary to advise the Committee that following further discussions with Essex County Council, Senior Highway Officers have reiterated that the Highway Authority can only safely achieve the spur road closure with the completion of junction improvements at Lindsey Street/Palmers Hill. Epping Town Council, who has been consulted on this matter, intends to provide a letter of support for the scheme as currently proposed.

 

Resolved -

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

9.

Review of Epping Forest Wedding and Civil Partnership Event Hire at the Queen Elizabeth Hunting Lodge between 2015-16 pdf icon PDF 246 KB

Report of the Director of Open Spaces.

 

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

Additional documents:

Minutes:

Members noted the success of the decision to provide facilities for marriages and civil partnerships at The Queen Elizabeth’s Hunting Lodge between 2015 and 2016. Reflecting public demand, the report makes proposals to increase the frequency and scale of weddings to generate further income ranging between £36,000 to £62,200 for reinvestment in to Epping Forest local risk budget. The report makes proposals to balance public access to the Hunting Lodge, while meeting increasing demand for ceremonies at weekends by offering more weekend opportunities and an extension of the value chain facilitating the staging of receptions on site by erecting a marquee within the under-utilised courtyard at The View. In order to meet potential demand for receptions it is proposed to obtain a full Premises Licence from the local authority.

 

Some Members raised concerns over the closure of the Hunting Lodge for long periods of time over the summer time, whether there were adequate facilities and car parking available for guests and whether staff resources were available to accommodate the weekend events. Officers confirmed that consideration would be given to licensing later parking hours to ensure that adequate car parking was available. The facilities had been reviewed and been deemed sufficient, and more staff would be recruited to ensure that events could be accommodated. Some Members still felt this was insufficient and the Chairman took the decision to a vote. The decision was agreed with 7 Members voting for and 3 Members voting against the recommendation below. The Committee agreed that the Wedding and Civil Partnership Hire policy should be reviewed annually.

 

Resolved – that Members:

· Approved the proposal of an increase in fee associated with marriage and civil ceremonies at the Queen Elizabeth’s Hunting Lodge.

· Approved an increase to the number of ceremonies that can take place on a

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

10.

Epping Forest Consultative Committee pdf icon PDF 152 KB

Report of the Director of Open Spaces.

 

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

Additional documents:

Minutes:

Members noted the draft Terms of Reference for a Consultative Committee. Expressions of interest to be invited as soon as possible, with the first meeting of the Epping Forest Consultative Committee to be organised for Autumn 2017. The Epping Forest Consultative Committee is to meet half yearly initially. After the first three sessions the Consultative Committee will review these existing terms and may put forward proposals for amendments to this Committee for consideration. The Consultative Committee will comprise of 22 members and will include representation from Chairman, Deputy Chairman and four Verderers all drawn from the Epping Forest and Commons Committee.

 

Officers confirmed that the meetings would need to be held in public unless there was a reason for items to be considered in non-public. The Town Clerk clarified that although it would be a public meeting it would not be a meeting for members of the public to speak; any questions would need to be raised at the meeting by Consultative Committee members only, unless the Chairman gave discretionary permission otherwise. Members also agreed that the Chairman or his/her representative would chair the meetings which would take place a minimum of 3 times per year.

 

The Committee will be supported by the Town Clerks Department and will consider reports provided by the Superintendent and his Senior Managers. Other Committee members will also be welcomed. The remaining 16 attendants must be nominated members of groups holding a specific interest in the Forest, either with large membership, a broad geographical spread across the whole Forest and with knowledge or interest in the themes of heritage, environment, conservation, recreation/sport or voluntary and friends groups. Groups should be formal, constituted organisations, or, with discretion, working to achieve a constitution within a fixed time frame.

 

Members agreed with option 1 – to schedule the

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

11.

Revenue Outturn 2016/17 - Epping Forest pdf icon PDF 193 KB

Report of the Director of Open Spaces.

 

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

Additional documents:

Minutes:

The Committee noted that the Director had an adverse variance on his local risk budget position of £131,000 mainly due to increased reactive works needed on invasive species, hazardous trees and investment in property maintenance. This Outturn position has been aggregated with budget variations on services overseen by other committees, which produces a City Cash overall favourable budget position of £167,000 (Local Risk) across all Open Spaces. A request to carry forward all of this £167,000 will be considered by the Chamberlain in consultation with the Chairman and Deputy Chairman of the Resource Allocation Sub Committee.

 

The City Surveyor’s favourable budget variance of £150,000 is mainly due to a cautious approach within the Additional Works Programme with a number of works being carried forward within the 3 year work allocation. The decrease of £112,000 in recharges is mainly due to a reduction in Support Services Costs and Learning recharges.

 

Resolved – that the report be received.

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

12.

Superintendent's Update pdf icon PDF 130 KB

Report of the Superintendent of Burnham Beeches & the Commons.

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

Minutes:

Members noted 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.

 

Resolved – that the report be received.

 

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

13.

Revenue Outturn 2016/17 - The Commons pdf icon PDF 183 KB

Report of the Director of Open Spaces.

 

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

Additional documents:

Minutes:

The Committee noted that there were no significant variances across Local Risk, Central Risk, and Recharges. The £22,000 (Local Risk) worse than budget position has been aggregated with budget variations on services overseen by other committees, which produces a City’s Cash overall better than budget position of £167,000 (Local Risk) across all Open Spaces. A request to carry forward all of this £167,000 will be considered by the Chamberlain in consultation with the Chairman and Deputy Chairman of the Resource Allocation Sub Committee.

 

Resolved – that the update be received.

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

14.

Burnham Beeches Dog Control Orders pdf icon PDF 857 KB

Report of the Director of Open Spaces.

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

Additional documents:

Minutes:

The Committee noted that all Dog Control Orders (DCOs) are in the process of being phased out and replaced by Public Spaces Protection Orders (PSPOs). Any remaining DCOs will automatically be treated as PSPOs from 20th October 2017 – there is no requirement to take any specific action at that stage. However, PSPOs may not have effect for more than three years, unless extended. As the DCOs at Burnham Beeches came into force on 1st December 2014, they must be extended by 30th November 2017, if they are to continue in force. At the January 2017 meeting of this Committee members authorised the Superintendent to consult on extending the effect of the existing DCOs at Burnham Beeches beyond 30th November 2017 as PSPOs.

 

Members noted the outcome of that recent public consultation exercise. The consultation exercise was conducted in two phases both of which indicate support for extending the existing DCOS as PSPOs until 2020. An iPetition was conducted by local dog walkers that provides alternative proposals. This report seeks your committee’s decision concerning the continued use of the existing DCOs as PSPOs guided by the outcome of the consultation exercise.

 

The Chairman and Members of the Committee thanked the Superintendent and his team for all of their hard work and an excellent committee report.

 

Resolved – that Members supported Option 1 as explained within and resolve to extend the effect of the existing DCOs at Burnham Beeches, once they have become PSPOs, for three years from 1st December 2017, and authorise the Comptroller and City Solicitor to make replacement orders.

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

15.

Questions on Matters Relating to the Work of the Committee

Minutes:

There were no questions.

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

16.

Any Other Business That the Chairman Considers Urgent

Minutes:

There was no urgent business.

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

17.

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 17.

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 17.

18.

Non-Public Minutes

To agree the minutes of the previous meeting.

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

Minutes:

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

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

19.

British Pipeline Agency UK Oil Pipeline (UKOP) Proposed Diversion - Fishers Green

Report of the Director of Open Spaces.

 

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

Minutes:

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

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

20.

Forest land at Ivy Chimneys - Vehicular crossover

Report of the Director of Open Spaces.

 

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

Minutes:

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

 

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

21.

Access to Golden Row, Mott Street, Waltham Abbey

Report of the Director of Open Spaces.

 

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

Minutes:

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

 

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

22.

Wayleave - Access to Elms Park Homes Ltd

Report of the Director of Open Spaces.

 

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

Minutes:

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

 

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

23.

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

Minutes:

There were no questions.

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

24.

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 business.

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