Agenda and minutes

Venue: Ashtead Estate Office, Woodfield Road, Ashtead, Surrey, KT21 2DU

Contact: Alistair MacLellan 

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Deputy Stanley Ginsburg, Joseph Byllam-Barnes, Helen Cocker and Councillor Chris Townsend.

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

2.

Declarations by Members of Any Personal and Prejudicial Interests in Respect of Items on This Agenda

Minutes:

There were no declarations.

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

3.

Minutes of the Previous Meeting pdf icon PDF 31 KB

To agree the public minutes of the meeting held on 29 January 2013 (copy attached).

 

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

Minutes:

The minutes of the meeting held on Tuesday 29 January 2013 were agreed as an accurate record.

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

4.

Ashtead Common Consultative Committee Proposed Terms of Reference pdf icon PDF 178 KB

To approve the proposed Terms of Reference of the Ashtead Common Consultative Committee (copy attached).

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

Minutes:

The Superintendent of City Commons introduced the draft Terms of Reference of the Ashtead Common Consultative Committee. He noted the proposed format of a Summer site visit to the Common coupled with a Winter meeting at Guildhall to discuss the upcoming work programme for the coming year.

 

The Committee proceeded to discuss the draft Terms of Reference and the following points were made:

 

·         The Superintendent was considering the degree of input afforded to local schools.

 

·         The Superintendent would research and report back to the Committee the proposed final membership, and he would focus his research on individuals and organisations with a demonstrable affiliation to Ashtead Common.

 

·         The Chairman noted that he welcomed the encouragement and involvement of young people in the management and enjoyment of the Common.

 

·         It was noted under 1(A) that ‘Association’ should be in the singular.

 

·         It was suggested that the Environment Agency be involved, at least informally, in the business of the Committee and that the Terms of Reference could be redrafted to reflect the potential informal contribution of local and national organisations. The Superintendent responded by saying that a list of consultees will be drawn up to include organisations like the Environment Agency. Individuals and organisations on the list will not routinely attend committee meetings, but will receive information and may be called upon to attend consultation events depending on the subject in hand.  

 

·         The Superintendent concluded by saying he would welcome feedback from local organisations on any changes in membership in between the meetings of the Committee. 

 

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

5.

City Commons Management Priorities for 2013/14 pdf icon PDF 38 KB

To discuss the City Commons Management Priorities for 2013/14 and Ashtead Common Work Programme 2013/14 (copies attached).

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

Additional documents:

Minutes:

The Superintendent introduced the City Commons management priorities for 2013-14. He noted that the Committee had seen the draft proposals in January 2013. He went on to briefly discuss each of the service priorities and the management standards that staff of the City Commons would seek to adhere to. These included:

 

Rangering - the Superintendent stated that it was a key priority to maintain a visible public presence on the Commons.

 

Visitor Experience – the Superintendent noted that the City Commons had just undergone a Green Flag inspection and that the results would be available in the next few weeks.

 

Marketing – this was focused around Facebook and Twitter. The branding of the City Commons was currently being evaluated and will need to take account of the difficulty of marketing such a geographically diffuse set of Commons. The results of the evaluation would be shared with the Committee later in the year.

 

Condition Assessments – the Superintendent noted the obligation to assess the condition of City Commons sites given the receipt of government funding for their upkeep.

 

Tree Health – it was noted that Oak Processionary Moth was present in Kew. Furthermore, current City Commons volunteers had been designated as Tree Wardens and were carrying out inspections over the Summer to monitor the arrival and spread of tree disease. The Superintendent concluded by noting the need to study best practice from across Europe and the involvement of City Commons staff in the Ancient Tree Forum. In response to a question the Superintendent said that informal links and expertise provided by organisations such as the Ancient Tree Forum allowed the quick communication of intelligence on the spread of tree disease in areas in close proximity to the City Commons, but that there was no obligation of landowners in the immediate proximity

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

6.

Questions on Matters Relating to the Work of the Committee

Minutes:

Volunteers

In response to a question the Head Ranger reported that two training sessions on volunteer leadership had been held recently and that these were considered vital in maintaining a pool of trained volunteers.

 

Newton Wood

In response to a question the Head Ranger replied that the sale of Newton Wood was expected to be completed imminently. It would then be possible to engage with the new owner once we know his/her identity. 

 

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

7.

Any Other Business That the Chairman Considers Urgent

Minutes:

There was no urgent business.

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

8.

Date of Next Meeting

The next meeting will take place in January 2014 (date and venue to be confirmed).

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

Minutes:

The next meeting will be held on Tuesday 18 February 2014 at 11:30am in the Committee Rooms, Guildhall.

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