Agenda and minutes

Apologies had been received from Deputy Ginsburg and Ian Seaton.

There were no declarations.

To receive the Order of the Court of Common Council from 1^st May 2014.

Received.

To elect a Chairman pursuant to Standing Order No. 29

The Committee proceeded to elect a Chairman in accordance with Standing Order No. 29. A list of Members eligible to stand was read and Alderman Gordon Haines 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 the new Members who had just joined the Committee and also recorded his thanks to those Members who were no longer serving.

To elect a Deputy Chairman pursuant to Standing Order No. 30

The Committee proceeded to elect a Deputy Chairman in accordance with Standing Order No. 30. A list of Members eligible to stand was read and George Abrahams being the only Member expressing a willingness to serve was declared to have been elected as Deputy Chairman of the Epping Forest and Commons Committee for the ensuing year.

The Committee extended their thanks to Deputy Ginsburg for the work he undertook during his year as Deputy Chairman.

Report of the Town Clerk.

The Committee received the report of the Town Clerk and were asked to consider its appointments for the next twelve months. Members were reminded of the current membership of the various Sub Committees, Consultative Committees, Steering Groups and Management Project.

RESOLVED – That the Membership of Sub Committees be agreed as follows:

Epping Forest Reference Sub Committee

Alderman Haines

George Abrahams

Deputy Barker

Deputy McGuiness

Alderman Evans

Sylvia Moys

Barbara Newman

Virginia Rounding

Two Verderers

Ashtead Commons Consultative Committee

Alderman Haines

George Abrahams

Sylvia Moys

Barbara Newman

1 Vacancy

Burnham Beeches Consultative Committee

Alderman Haines

George Abrahams

Sylvia Moys

Barbara Newman

Coulsdon Common Consultative Committee

Alderman Haines

George Abrahams

Verderer Adams

Sylvia Moys

Barbara Newman

West Wickham Commons Consultative Committee

Alderman Haines

George Abrahams

Verderer Adams

Sylvia Moys

Barbara Newman

Epping Forest Centre Joint Consultative Committee

Alderman Haines

George Abrahams

Verderer Adams

Verderer Morris

Deputy McGuiness

Epping Forest Management Plan Steering Group

Alderman Haines

George Abrahams

Verderer Adams

Sylvia Moys

Deputy McGuiness

Verderer Thomas

Verderer Chapman

1 Vacancy

Wanstead Flats Playing Fields Committee

Alderman Haines

George Abrahams

Verderer Thomas

Verderer Adams

Opens Spaces & City Gardens Committee representative

Verderer Adams

To agree the public minutes and summary of the previous meeting

Resolved: That the minutes of the previous meeting were agreed as an accurate record.

To receive the minutes of the Burnham Beeches Consultation Committee meeting.

Received.

Report of the Remembrancer.

The Committee received the report of the Remembrancer which informed the Committee of a legislative change which would allow the Common Council to exercise new powers to tackle anti-social behaviour (including powers relating to the control of dogs) in the City Corporation’s open spaces.

The Anti-social Behaviour, Crime and Policing Act 2014 created the Public

Spaces Protection Order, which could be used by local authorities to curtail

activities which have a detrimental effect on public spaces in their areas. As

a result of discussions with the Government, provision was included in the

Act to enable the Secretary of State to designate the Common Council and

other custodians of open spaces as bodies additionally entitled to make these

Orders.

Use of this provision would enable the Common Council to make Public

Spaces Protection Orders in the open spaces outside the City. Infringements

of the Orders will be criminal offences punishable by a fixed penalty notice

of £100, or a fine of £1,000 on summary conviction. The Common Council’s power to make Dog Control Orders would cease after the changes come into effect, although existing Dog Control Orders would continue in force for a period of three years.

Report of the Director of Open Spaces.

The Committee considered the report of the Director of Open Spaces. The plan outlined the departmental priorities for the forthcoming year, outlined longer term projects and specified how Officers would measure our performance using a range of performance indicators.

Resolved: That Members approved the Open Spaces Department Business Plan for 2014-17

Report of the City Surveyor.

The Committee considered the report of the City Surveyor which set out a provisional list of cyclical projects being considered for properties under the management of Epping Forest and Commons Committee under the umbrella of the “additional works programme”.

The draft cyclical project list for 2015/16 totaled approximately £0.72m and would continue the ongoing programme in the maintenance of the property and infrastructure assets.

Resolved: That Members endorsed the provisional list of works for 2015/16.

The Superintendent of Epping Forest to be heard.

The Committee received the following update from the Superintendent of Epping Forest:

Staff changes

The Community Liaison Officer completed his temporary contract term.  An Interim Sports Development Coordinator had been appointed to work on current and future season’s bookings, together with four casual Information Assistants for ‘The View’.

Weather

With an unseasonably warm and dry March and April, the Fire Severity Index for the south of the Forest rose to 4 (Very High) and 3 (high) for the North of the Forest for the last few weeks of April.

Riders Forum – 9^th March

A very positive meeting was held on 9^th March, with praise for information being disseminated on events and work to open up 7 km of horse rides.  Concerns continued to be raised around grid bypass gates; cattle fencing and mounting blocks.

Skylark Initiative

A series of events and new signposting had been delivered in partnership with Wren Conservation and an Animal Behaviourist to draw attention to the problem of disturbance by dogs of ground nesting birds, especially skylarks.

Reservoir Inspection – 17^th April

Dr Andy Hughes completed his first inspection of the year.  Dr Hughes was again complimentary over the further improvements in dam vegetation maintenance and again emphasised the need for hard landscaping improvements to Baldwins Pond and Birch Hall Park Pond.

Tour de France

Further meetings were being held with the organisers and Local authorities regarding the stage through Epping Forest, including road closures and viewing opportunities.

Knighton Wood

The recent temporary measures to restrict public access to the Knighton Wood car park attracted some criticism in the local press.  The new car park gate had improved the situation.

Trespass Incidents – Wanstead and Leyton Flats

15 caravans and associated vehicles tried to occupy The Dell on 23^rd March and

Report of the City Surveyor.

The Committee received the report of the City Surveyor and Director of Open Spaces.

Report of the City Surveyor

The Committee considered the report of the City Surveyor. Members noted that a number of changes had been made to the Highams Park Conservation Management Plan, and a draft had been circulated to the Committee. Discussions ensued regarding the idea of a public consultation regarding the plan. The Committee were in agreement that a public consultation at this moment would not be very helpful.

In response to a query from Members, Officers clarified that the document was currently on hold pending further discussion at a future date.

Resolved: That Members:

(a) Noted the content of this report and the amended draft Highams Park

Conservation Management Plan.

(b) Took licence of the content in the report and where appropriate and affordable Officers should investigate the progression of work to the dam and the surrounding areas.

Report of the Superintendent.

The Committee considered the report of the Superintendent of Epping Forest and noted the design and build of Epping Forest Gateways and associated standardisation of furniture such as signage and benches is part of the Branching Out project. It had been informed by the new graphic designs for Open Spaces.

Design options are appended for consideration. We are seeking approval of a

design concept and materials, which would then be worked up with  detailed drawings for the gateways, signage and Forest furniture.

The budget for design and build of a series of Gateways and furniture is £250,000.

The exact allocation will depend on the chosen design and materials. The

intention was to install signage within the Branching Out contract by the end of

November 2014.

Discussions ensued regarding the inclusion of the City of London Corporation crest and the words “Epping Forest: Registered Charity” on all of the signs, and Officers agreed to investigate this further. Members agreed that all signs should include this wording

Members discussed the possibility of erecting signs along the Tour De France route which could be picked up by the media to advertise Epping Forest and the City Corporation. Whilst road surfaces could not be painted, nor arches erected across the road, Officers agreed to consult with colleagues in the Public Relations Officers regarding possible advertising opportunities.

Resolved: That Members:

• approved the design approach in order for officers to request the contractor to prepare detailed designs.

• agreed that that the decision on the final design be delegated to the Chairman and

Deputy Chairman of the Epping Forest and Commons Committee.

The Superintendent of Burnham Beeches, Stoke Common and City Commons to be heard.

The Committee received the following update from the Superintendent of Burnham Beeches, Stoke Common and City Commons:

New City Commons structure commenced 2^nd April

·        Two Ranger vacancies had been filled by internal candidates: Livestock Ranger at City Commons and Ranger at Ashtead Common

·        Personal Assistant post filled by internal candidate

·        Recruitment had commenced for a ‘City Commons wide’ Information Ranger on a temporary contract

·        Assistant Ranger post filled by external candidate

·        Early retirement of Head Ranger of West Wickham and Spring Park: Support Service Manager post was being considered as direct replacement.

·        Temp Admin Assist post contract extended for 6 months – Ashtead Common

·        Reviews of health and safetey procedures, staff rotas and vehicle fleet were programmed for the coming months

·        Two vacant posts at City Commons had been put on hold pending SBR decisions

·        Assistant Information Ranger recruited at Burnham Beeches

Proposed road crossing A 232 - West Wickham Common.

•        A long standing issue for residents with a recent ‘near miss’ bringing a new focus

•        Issue previously brought to member’s attention but the issue had not been resolved

•        Meeting with TFL who have new proposals – these would require loss of Open Space.  New proposals had requested.

•        Residents Association AGM in June and would require sensitive handling

Dog Control Orders at Burnham Beeches

•        Kennel Club sent another list of queries – response sent and notes would be circulated to Members

•        Formal Consultation letters sent to Primary and Secondary Authorities

•        Timetable for public, formal consultation had drawn up and would commence post LM visit and by mid-June

Burnham Beeches Local Development Plan

·        Synthesis report bringing together all the soil, air, lichen, hydrology, recreation and dog research had concluded that: Viewed together the combination of urban effects is currently impacting on the SAC

There were no questions.

The Committee reminded Members that the annual visit to Dorneywood would take place on 9th June and the Epping Forest Ladies day would be held on 11^th June.

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 non-public minutes of the previous meeting.

Resolved: That the non-public minutes were agreed as an accurate record.

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 one item of urgent business.