Agenda and minutes

Apologies had been received from George Abrahams.

Deputy Catherine McGuiness declared an interest in the Epping Forest Centenary Trust.

Deputy Ginsburg declared an interest in an item regarding the City Bridge Trust.

To agree the minutes of the previous meeting.

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

Matters arising:

Epping Forest and Commons Committee Reporting

A Member raised a query regarding the proposed changes to the agenda and how to ensure that best use was made of the Committee’s time. The Chairman informed the Member that although this would be dealt with as part of the main agenda of the meeting, Members were always able to raise relevant issues at meetings and would be given every opportunity to discuss items which were being considered by the Committee.

Superintendent’s Update

The Superintendent of Epping Forest informed Members that the salary for litter pickers amounted to £16,500 per annum.

Epping Forest District Council Green Belt Review Stage 1

A Member raised a query regarding whether the Chief Officers Group would be considering a report in relation to the Green Belt Review. The Director informed Members that she attended meetings of the Chief Officers Group and would be able to update Members on any discussions from the meetings if and when the group received the Green Belt Review report.

Report of the Director of Open Spaces.

The Committee received the report of the Director of Open Spaces regarding the outcome of the first quarter of 2015/16-2017/18 business plan.

RECEIVED.

Report of the Director of Open Spaces.

The Committee received a report of the Director of Open Spaces in relation to proposed changes to the agenda of future Committee meetings. Members were in agreement that the use of starred items in the future would result in better use of Member and officer time. Members agreed that achieving a balance of information received by the Committee would substantially enhance the amount of time that Members were able to devote to consider key strategic matters.

Resolved – that minor, non-controversial or procedural items be marked with a star to indicate that discussion is not anticipated, inviting the Committee to agree or receive item without discussion if no Members wishes to raise any issues.

Report of the Director of Open Spaces.

The Committee received the report of the Director of Open Spaces regarding the wide variety of learning services offered across the Open Spaces Department which helped further the departmental objective of enriching the lives of Londoners. Members were informed that details regarding the service provision were not included in this report, but would be considered during the confidential part of the meeting by Members only.

Members were in agreement that they must offer an outcome-based learning programme to ensure guidance was given to groups and individuals who helped to deliver the service. The Committee agreed that the City of London Corporation logo should be included where possible to help broadcast the City’s devotion with the service.

RECEIVED.

Report of the Superintendent of Epping Forest.

The Committee received a report of the Superintendent of Epping Forest updating them on recent operational activity. In response to a question the Superintendent replied that although 729 users had registered on the Epping Forest Management Plan Consultation website 122 responses had been submitted. The Superintendent hoped that the remaining registered users were taking advantage of the long consultation period and would submit their answers by the deadline.

The Chairman and Members of the Committee congratulated staff at Epping Forest, Burnham Beeches and the Commons on securing Green Flag and Green Heritage certification in awards announced during Love Park Week 2015.

In response to query regarding cattle grazing, the Superintendent replied that the general agricultural policy would be reviewed shortly to ensure cattle were put out to graze as soon as possible. In relation to another query, Members noted that Forest Keepers actively patrolled the forest in vehicles and on foot to identify issues such as rough sleepers in the area.

RECEIVED.

Report of the Chamberlain.

The Committee considered a report of the Chamberlain regarding the Trustee’s annual report and financial statements for the year ended 31 March 2015.

RECEIVED.

Report of the Superintendent of Epping Forest.

The Committee received a report of the Superintendent regarding the details of action taken in accordance with delegated authority granted in respect of gateway designs in the forest. Some Members said the ‘Thank You for Driving Safely’ notes on the backside of signs leading out of the forest could be better utilised as an advertising opportunity.

RECEIVED.

Report of the Superintendent of Epping Forest.

The Committee received a report of the Superintendent of Epping Forest regarding recent assessments of five unites within Epping Forest Site of Special Scientific Interest and progress made towards the Government’s Biodiversity 2020 Strategy target. Officers informed Members that seven units currently fell below the desired habitat condition threshold.

RECEIVED.

Report of the Superintendent of Epping Forest.

The Committee considered the report of the Director of Open Spaces regarding the division’s risk register. A Member queried whether ‘corporate manslaughter’ should be added as a further risk, however the Director stated that this was covered under the ‘corporate prosecution’ risk indicator.

RECEIVED.

Report of the Superintendent of Epping Forest.

The Committee considered the report of the Superintendent of Epping Forest regarding the Green Belt Review at Stage 1. Members noted that although Cabinet had considered the review on 3^rd September 2015, their comments were not yet known. Officers were scheduled to meet with the Epping Forest District Council planning officers on 15^th September 2015 to discuss the review. Members expressed concern over the way in which land which was not buffer land had been assessed in terms of contribution to the Green Belt. Members agreed that any response from the City would need to be robust.

Resolved – that further engagement by Officers with Epping Forest District Council be approved to make the case for the protection of Epping Forest and its surrounding Green Belt units in the forthcoming Stage 2 Green Belt Review Process.

Report of the Superintendent of Epping Forest.

The Committee considered the report of the Superintendent of Epping Forest regarding the Mini Holland project and Whipps Cross/Lea Bridge Road remodelling works. In response to a query, the Superintendent agreed to remove point 8 regarding cycle friendly proposals and the supporting of recreational cycling.

Resolved – that Members

·       Received the design amendments for the remodelling of Whipps Cross junction with use of Forest land at Lea Bridge Road.

·       Approved the dedication of land at Lee Bridge Road (24m²) for highways purposes to facilitate the borough’s aspirations to improve the Whipps Cross junction for pedestrians and cyclists and as a consequence improve Forest access, subject to 1875m² to the east of the junction ceasing to be highway and being returned to Epping Forest.

·       Authorised all deeds and agreements with the highway authority as were required to dedicate the land at Lea Bridge Road (24m²) as highway, and to secure the return of the formerly dedicated land (1875m²) to the Forest.

Report of the Superintendent of Burnham Beeches.

The Committee received a report of the Superintendent of the Commons updating them on recent operational activity. In response to a query regarding a recent jail sentence given for fly tipping in Burnham Beeches, the Superintendent agreed to provide Members with the details via email after the meeting.

Report of the Chamberlain.

The Committee considered a report of the Chamberlain regarding the Trustee’s annual report and financial statements for the year ended 31 March 2015.

RECEIVED.

Report of the Chamberlain.

The Committee considered a report of the Chamberlain regarding the Trustee’s annual report and financial statements for the year ended 31 March 2015.

RECEIVED.

Report of the Director of Open Spaces.

The Committee received a report of the Director of Open Spaces regarding the delivery of the Kenley Revival Project. Members noted that a second round application had been submitted to the Heritage Lottery Fund which would be considered on 17^th September 2015.

In response to a query, Officers informed Members that total project delivery cost was £1,102,422 and the City’s financial contribution to project costs was £40,000. The ongoing maintenance cost for five years was £35,190. There was a predicted cost of ongoing maintenance over a 10 year period. This was partly due to the deterioration of the restored heritage assets which would be stabilised.

Resolved – that authority to accept the HLF grant, should it be offered, be delegated to the Director of Open Spaces in consultation with the Chairman of the Epping Forest and Commons Committee and the Chairman of the Project-sub Committee, and authority to appoint the Conservation Consultant and Conservation Contractor is delegated to the Town Clerk in consultation with the Chairman of the Project Sub-Committee and the Chairman of the Epping Forest and Commons Committee 

A Member raised a query regarding the condition of the conservatory at the Warren. The Superintendent informed Members that Officers were currently seeking tenders in order for work to be carried out on the site to facilitate the work required on the listed building.

The Committee considered one item of urgent business which was the appointment of the Wanstead Park Working Party, to which the following Members were appointed:

·        Alderman Haines

·        Mr Abrahams

·        Mrs Newman

·        Mrs Moys

·        Mr Woodhouse

·        Verderer Adams

·        Verderer Chapman

·        Verderer Morris

·        Verderer Thomas

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 – It was agreed 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 ground 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 non-public minutes of the previous meeting be agreed as an accurate record.

Report of the City Surveyor.

The Committee considered a report of the City Surveyor regarding the Deed of Easement of forest access crossovers.

Report of the Superintendent of Epping Forest.

The Committee received a report of the Director of Open Spaces regarding the lease renewal of a refreshment facility.

There was one non-public question.

There was one item of urgent business.

Report of the Director of Open Spaces – to follow.

Members considered a confidential report regarding the Service Based Review.