Agenda and minutes

Venue: Committee Room - 2nd Floor West Wing, Guildhall

Contact: Richard Holt  Email: Richard.Holt@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Alderman Nicholas Lyons and Verderer Paul Morris.

 ...  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 made a declaration that he had an existing relationship with Theydon Bois Parish Council mentioned in item 12.

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

3.

ORDER OF THE COURT OF COMMON COUNCIL pdf icon PDF 128 KB

To receive the Order of the Court of Common Council dated 15 April 2021 appointing the Committee and setting its Terms of Reference.

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

Minutes:

The Committee received the Order of the Court of Common Council dated 15 April 2021 appointing the Committee and setting its Terms of Reference.

 

RESOLVED- That the Epping Forest and Commons Committee Order of the Court of Common Council be noted.

 

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

4.

ELECTION OF CHAIRMAN

The Committee are invited to elect a Chairman in accordance with Standing Order 29.

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

Minutes:

The Committee proceeded to elect a Chairman in accordance with Standing Order No. 29.  The Town Clerk informed that Graeme Doshi-Smith, being the only Member expressing their willingness to serve, was duly elected Chairman of the Epping Forest and Commons Committee for the ensuing year and took the Chair for the remainder of the meeting.

 

RESOLVED- That Graeme Doshi-Smith be elected Chairman of the Epping Forest and Commons Committee for the ensuing year.

 

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

5.

Election of Deputy Chairman

The Committee are invited to elect a Deputy Chairman in accordance with Standing Order 30.

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

Minutes:

The Committee proceeded to elect a Deputy Chairman in accordance with Standing Order No. 30.  The Town Clerk informed that Benjamin Murphy, being the only Member expressing their willingness to serve, was duly elected Deputy Chairman of the Epping Forest and Commons Committee for the ensuing year and took the Chair for the remainder of the meeting

 

RESOLVED- That Benjamin Murphy be elected Deputy Chairman of the Epping Forest and Commons Committee for the ensuing year.

 

 

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

6.

Minutes pdf icon PDF 147 KB

To agree the minutes of the previous meeting of the Epping Forest and Commons Committee held on the 8th of March 2021.

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

Minutes:

The Committee considered the public minutes and non-public summary of the previous meeting of the Epping Forest and Commons Committee held on the 8th of March 2021. The Chairman noted that the sentence on item 9 of the minutes which needed to be corrected to make clear that the Epping Forest Charity did not receive any funds from local authorities.

 

The Chairman noted that Sylvia Moys had stepped down from her role on the Court of Common Council and, as a result, from the Epping Forest and Commons Committee. The Chairman added that he would be writing to Ms Moys to thank her for contribution to the work of the Committee and the City of London Corporation.

 

RESOLVED- That the public minutes of the Epping Forest and Commons Committee held on the 8th of March, subject to the corrections specified, be approved as a accurate record.

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

7.

2021/22 COMMITTEE APPOINTMENTS pdf icon PDF 118 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

The Committee considered a report of the Town Clerk, inviting Members to make their appointments tovarious Consultative Committees and Groups for 2021/22.

 

The Committee agreed that the Consultative Committees and Groups would continue with their membership for the previous year accept with Sylvia Moys no longer serving on the various committees she had previously served on and Caroline Haines stepping down from the Epping Forest Consultative Committee.

 

The Town Clerk informed the Committee that as Jeremy Simons was the only Member expressing an interest to be appointed as the local observer on the Open Spaces & City Gardens Committee and therefore the Committee would move to vote on this appointment. Jeremy Simons was therefore approved as the Epping Forest and Commons Committee appointed local observer on the Open Spaces & City Gardens Committee.

 

RESOLVED – That the following appointments be agreed:

 

Ashtead Commons Consultation Group

Graeme Doshi-Smith (Chairman)

Benjamin Murphy (Deputy Chairman)

Jeremy Simons

 

Burnham Beeches and Stoke Common Consultation Group

Graeme Doshi-Smith (Chairman)

Benjamin Murphy (Deputy Chairman)

Alderman Robert Hughes-Penney

 

Coulsdon Commons, West Wickham & Spring Park Consultation Group

Graeme Doshi-Smith (Chairman)

Benjamin Murphy (Deputy Chairman)

Jeremy Simons

 

Epping Forest Joint Consultative Committee

Graeme Doshi-Smith (Chairman)

Benjamin Murphy (Deputy Chairman)

 

Epping Forest Consultative Committee

Graeme Doshi-Smith (Chairman)

Benjamin Murphy (Deputy Chairman)

Verderer Michael Chapman DL

Verderer Paul Morris

H.H. Verderer William Kennedy

Verderer Nicholas Munday

 

Epping Forest Management Plan Steering Group

Graeme Doshi-Smith (Chairman)

Benjamin Murphy (Deputy Chairman)

Verderer Michael Chapman DL

Verderer Paul Morris

H.H. Verderer William Kennedy

Verderer Nicholas Munday

 

Open Spaces and City Gardens Committee Representative

Jeremy Simons.

 

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

8.

EPPING FOREST AND COMMONS COMMITTEE 2021 DATES pdf icon PDF 66 KB

Report of the Town Clerk.

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

Minutes:

The Committee received a report of the Town Clerk on the dates for 2021 relating to the Epping Forest and Commons Committee.

 

A member of the Committee commented that it would be helpful to extend the meeting dates provided into the next year and that it was important that a variety of sites were visited to ensure a oversite of land under the Committee’s responsibility. The Director of Open Spaces informed the Committee that a number of visits to commemorate what had been a difficult year. Responding to a query from a member of the Committee the Director of Open Spaces confirmed that a date for the Lord Mayor’s visit to Burnham Beeches would be established when appropriate.

 

RESOLVED- That the report be noted.

 

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

9.

Superintendent's Update pdf icon PDF 169 KB

Report of the Superintendent of The Commons.

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

Minutes:

The Committee received a report of the Director of Open Spaces on the

Superintendent’s update issues across the nine sites within ‘The Commons’.

 

A Member expressed concern on the abuse of staff mentioned in the report and asked how this abuse had affected the staff morale. The Director of Open Spaces replied by explaining that in general the morale of staff was coping well but that this would be keep under review.

 

Responding to a Member’s query on the visitor numbers to the open spaces the Director of Open Spaces explained that numbers were expected to increase in the summer months and that the numbers were likely to be higher than they were pre COVID19 pandemic for years to come. The Chairman noted that it was important to establish if any substantive mitigation strategies would be required in relation to the increased visitor numbers. Replying to a question from the Deputy Chairman the Director of Open Spaces explained that the Department would continue to work with local open spaces to discuss the effect of increased visitor numbers.  

 

RESVOLED- That the report be noted.

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

10.

Superintendent's Update pdf icon PDF 659 KB

Report of the Superintendent of Epping Forest.

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

Minutes:

The Committee received a report of the Director of Open Spaces on the Superintendent’s update which summarised the Epping Forest Division’s

activities across February to March 2021.

 

A Member commented on the virtual outing to Epping Forest for young

unaccompanied refugee minors mentioned in the report and suggested that a similar event be considered in person when possible.

 

The Committee discussed the issue of increased fly tipping in Epping Forest. The Director of Open Spaces informed the Committee that the Department were working closely with the local authorities in the area and that a number of prosecutions were being developed. It was commented by a Committee member that they were scheduled to meet with Officers to assist with these prosecutions. The Deputy Chairman suggested that a specific metric be developed to measure against for fly tipping in Epping Forest as it was evident that this was a significant issue for the Department.

 

The Director of Open Spaces, replying to a query from the Deputy Chairman, explained that the term cleared had been used in the report to refer to waste left by rough sleepers and that the numbers appeared to increasing due to the COVID19 pandemic. It was added that volunteer litter pickers had been extremely helpful in clearing this waste. Further to this the Chairman noted he and the Deputy Chairman were writing to all open spaces staff to thank them for their contribution.

 

Responding to query from a member of the Committee the Director of Open Spaces informed the Committee that staff were to be hired which should improve response to issues presented deer vehicular collisions.  

 

RESOLVED- That the report be noted.

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

11.

Epping Forest Work Programme 2021/2022 pdf icon PDF 260 KB

Report of the Director of Open Spaces.

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

Additional documents:

Minutes:

The Committee considered a report of the Director of Open Spaces on the Epping Forest Work Programme 2021/22.

 

RESOLVED- The annual work programme as summarised in the report be approved.

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

12.

Epping Forest Consultative Committee Appointments 2021 to 2024 (SEF 21/21) pdf icon PDF 176 KB

Report of the Director of Open Spaces.

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

Additional documents:

Minutes:

The Committee considered a report of the Director of Open Spaces on the Epping Forest Consultative Committee appointments 2021 to 2022. The Chairman noted that the correct version of the report was included in the supplementary agenda which the Committee would be considering.

 

Verderer Michael Chapman made a declaration that he was president of the Theydon Bois and District Rural Preservation Society which was mentioned in the report and, therefore, decided not to take part in the discussion further. Jeremy Simons and Caroline Haines made declarations as members of the Epping Forest Heritage Trust.

 

A member of the Committee commented that the option to co-opt representatives of certain groups, exempt from formally serving on the Committee, onto the Epping Forest Consultative Committee to allow those groups to contribute to relevant discussions.

 

The Committee considered the various organisations which had applied for membership of the Epping Forest Consultative Committee. The Committee agreed with list recommended and leave the position allocated to heritage organisation vacant to limit the size of the Committee to ensure there is room to co-opt members as appropriate. It was decided that the Loughton Residents Association remain as a member of the Epping Forest Consultative Committee but restrict the Association from appointing an elected local Councillors as their representative and that they be replaced when an alternative, which is complaint with rules on Political Party membership, is established. With regard to cycling groups representation on the Consultative Committee the Committee agreed that the Four cycling organisations who have applied be allowed to choice their representative.

 

RESOLVED- That: -

      I.        The applications as explained in the report, and detailed in Appendix 1, were considered and appointed as appropriate under the revised Terms of Reference; and

    II.        That thanks be extended to organisations that have applied, particularly those who

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

13.

Copped Hall Parkland Management Plan. (SEF 22/21) pdf icon PDF 177 KB

Report of the Director of Open Spaces.

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

Additional documents:

Minutes:

14.

Epping Forest Trustees Annual Report and Financial Statements for the Year Ended 31 March 2020 pdf icon PDF 108 KB

Joint report of the Chamberlain and Director of Open Spaces.

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

Additional documents:

Minutes:

15.

Whipps Cross Hospital Development : Imminent Planning Application. pdf icon PDF 155 KB

Report of the Director of Open Spaces.

 

To follow.

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

Minutes:

16.

Draft public minutes of the Epping Forest Joint Consultative Committee held on the 22nd of April pdf icon PDF 142 KB

To receive the draft minutes of the meeting of the Epping Forest Joint Consultative Committee held on the 22nd of April 2021.

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

Minutes:

The Committee considered the draft public minutes of the Epping Forest Joint Consultative Committee held on the 22nd of April 2021.

 

RESOLVED- That the draft minutes be noted.  

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

17.

Questions on Matters Relating to the Work of the Committee

Minutes:

There were no questions received in the public session.  

 ...  view the full minutes text for item 17.

18.

Any Other Business That the Chairman Considers Urgent

Minutes:

The Chairman requested that a report on the communications policy relating to the City of London Corporation managed open spaces be prepared for the Committee’s consideration. The Deputy Chairman commented that the Committee had a specific challenge in presenting a number of complex planning documents in a manner which is public facing noting that the requisite skills were present in the City of London Corporation but were not always best utilised to this end. The Director of Open Spaces informed the Committee that the report was being worked on and would be prepared for the next meeting of the Committee.

 

In response to a query from a member of the Committee the Chairman informed the Committee that its future meetings were planned to be held in a hybrid format with Members and Officers able to attend in person or dial in to the meeting and public discussions being streamed to YouTube. However, it was added that the ability of the Committee to meet, at least partly, in person was dependant on the position regarding social distancing rules.

 

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

19.

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 19.

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 19.

20.

Non-Public Minutes

To agree the non-public minutes of the previous meeting of the Epping Forest and Commons Committee held on the 8th of March 2021.

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

Minutes:

The Committee considered the non-public minutes of the Epping Forest and Commons Committee meeting held on the 8th of March 2021.

 

RESOLVED- That the non-public minutes of the Epping Forest and Commons Committee meeting held on the 8th of March 2021 be approved as an accurate record.

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

21.

Climate Action Strategy - Carbon Removals Project (SEF 23/21)

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 on the Climate Action Strategy Carbon Removals Project.

 

RESOLVED- That the report be approved.  

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

22.

Whipps Cross: initial negotiations on Special Area of Conservation (SAC) and vehicular access (SEF 25/21)

Report of the Director of Open Spaces.

 

To follow.

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

Minutes:

The Committee considered a report of the Director of Open Spaces on the Whipps Cross Hospital Development Imminent Planning Application. 

 

At 1pm Members agreed to extend the business of the agenda beyond two hours, in accordance with Standing Order 40, in order to conclude the business on the agenda.

 

RESOLVED- That the report be approved. 

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

23.

Draft public minutes of the Epping Forest Joint Consultative Committee held on the 22nd of April

To receive the draft minutes of the meeting of the Epping Forest Joint Consultative Committee held on the 22nd of April 2021.

 

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

Minutes:

The Committee considered the draft non-public minutes of the Epping Forest Joint Consultative Committee held on the 22nd of April 2021.

 

RESOLVED- That the draft minutes be noted.

 

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

24.

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

Minutes:

There was two questions received in the non-public session.

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

25.

Any Other Business That the Chairman Considers Urgent and Which the Committee Agree Should Be Considered Whilst the Public Are Excluded

Minutes:

There were not urgent items considered in the non-public session.

 ...  view the full minutes text for item 25.