Agenda and minutes

Apologies were received from Verderer H.H William Kennedy.

Verderer Morris noted that he would make a declaration of interest in respect of Item 21 in the non-public session.

To receive the Order of the Court of Common Council dates 21^st April 2022, appointing the Committee and setting its Terms of Reference.

The Committee received the Order of the Court of Common Council dated 21st April 2022, which appointed the Committee and set its Terms of Reference. The Town Clerk noted a typographic error in the name of a Verderer serving on the Committee which would be updated accordingly.

RESOLVED- That the Order of the Court be noted. 

To elect a Chair in accordance with Standing Order 29.

The Committee proceeded to elect a Chairman in accordance with Standing Order No. 29.  The Town Clerk informed that Benjamin Murphy, 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 Benjamin Murphy be elected Chairman of the Epping Forest and Commons Committee for the ensuing year.

A vote of thanks was proposed by Gregory Lawrence;

RESOLVED UNANIMOUSLY:

That the Members of the Epping Forest and Commons Committee wish to place on record their sincere appreciation to 

GRAEME DOSHI-SMITH

Their very great and sincere thanks and appreciation for the distinguished manner, in which he has served as Chairman since 20th May 2019.

He has tackled with admirable energy and skill the considerable challenges to the management of both Epping Forest and the Commons which have presented themselves during his Chairmanship, and much has been achieved in what has been a challenging financial period.

Graeme’s chairmanship was dominated by the COVID-19 national health emergency.  Alongside the many vicissitudes suffered by the Nation, there has been a renewed awareness of the value of Open Spaces to the public’s physical, emotional and mental health.  Under Graeme’s steady leadership, working closely with many partner organisations, the Charities has managed the challenges of increased visiting, with visits at Epping Forest temporarily rising from 4.3 million to 11.2 million; the hosting of a Temporary Mortuary Facility at Wanstead Flats and the need for traffic and car park restrictions at both The Commons and Epping Forest during the three national lockdown periods

The successful management of The Commons division’s restructure proposals for the Target Operating Model and the twelve percent savings has ensured a bright future for these sites with

To Elect a Deputy Chair in accordance with Standing Order 30.

The Committee proceeded to elect a Deputy Chairman in accordance with Standing Order No. 30.  The Town Clerk informed that Graeme Doshi-Smith, 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.

RESOLVED– That Deputy Graeme Doshi-Smith be elected as Deputy Chairman for the ensuing year.

The Committee considered the public minutes and non-public summary of the previous meeting of the Epping Forest and Commons Committee held on the 17th of January 2022.

The Assistant Director updated on a number of items arising from the last meeting particularly including informing the Committee that the Sesquicentennial Celebrations Planning Group will start in October 2022, The Graziers meeting is postponed due to loss of key staff with the content of the CSS bids needing to be considered by the Committee in July before the graziers are met with, An outcome is awaited on the High Beach Gating Order and discussions where under with Essex Bridleway Trust on improvement to the land in the area following an incident. In addition, with relation to film charges it was confirmed that a review by the Director of Communications had concluded that the rates for filming were competitive. 

Following this comment, a Member asked if indeed the rates are competitive, is there interest to reflect this. It was confirmed that there were a large volume of enquires received at small, medium to large scale. Further to this the process for ensuring that any filming did not adversely affect the Forest was provided. The Chairman requested that the filming policy be kept under review as this was likely to be an important revenue source going forward.

RESOLVED- That the public minutes of the previous meeting of the Epping Forest and Commons Committee held on the 17th of January 2022 be approved as an accurate record.

The Committee received the minutes of the Epping Forest Consultative Committee meeting held on the 9^th of February.

RESOLVED- That the minutes be noted.

The Committee considered a report of the Town Clerk on the Committee appointment for 2022/23.

The Committee agreed to standardise the names of all the consultative bodies to consultative group to clearly define the difference between the Epping Forest and Commons Committee as the formal decision making body and the groups as consultative. In addition, the edition to the various consultative groups terms of reference to reflect the updated job titles of the superintendent to assistant director and support function to be managed locally by the Environment Department was also agreed.

Verderer Paul Morris, as the only member expressing an interest in standing, was appointed as a local observer to the Open Spaces and City Gardens Committee.

RESOLVED- That-

1. The previous composition of the following Consultative Groups be appointed:

• Ashtead Commons Consultative Group;

• Burnham Beeches and Stoke Common Consultative Group;

• West Wickham, Spring Park and Coulsdon Commons Consultative Group;

• Epping Forest Consultative Group.

2. That Verderer Paul Morris be appointed as the Epping Forest and Commons Committee local observer on the Open spaces and City Gardens Committee; and
3. That the Consultative Groups’ Terms of Reference be updated to reflect that they will be supported locally by the Environment Department and the updated job titles of relevant staff.

Report of the Director of Environment.

The Committee considered a report of the Executive Director Environment regarding the application to Natural England for recognition as a National Nature Reserve.

The Committee observed that it was important that the concerns of the Epping Forest Consultative Group (previously Committee) are noted and that a further report which detailed the possible impacts of the National Nature Reserve recognition was required to make a fully informed decision on the matter.

RESOLVED- The completion an Expression of Interest to Natural England for the designation of the majority of Epping Forest and its associated Buffer land as a National Nature Reserve be approved.

Report of the Executive Director of Environment Department.

The Committee received a report of the Executive Director Environment on the Epping Forest Work Programme 2022/23.

Responding to a Committee Member’s questions it was confirmed that contractors were only used when appropriate and that the income for the sale of wood was minimal, noting that some of the wood be given to local community groups free of charge.

Following a Committee Member’s request Officers provided an update on Churchill Avenue project.

The Chairman noted that the Committee needed to be mindful of risks and keep these in review. It was confirmed that the backlog of tree safety words had been included on the Local Risk Register.

RESOLVED- That the annual work programme be approved.

Report of the Environment Director.

The Committee considered a report of the Executive Director Environment on the Platinum Jubilee Celebrations 1952-2022 Queen Green Canopy Proposed Tree Planting.

RESOLVED- That the report be noted.

Report of the Environment Director.

The Committee considered a report of the Executive Director Environment on the Epping Forest Car Park Charging Phase 3. Introducing the report, the Members were informed of the challenges met throughout stages one and two of the introduction of car parking charges, how those issues have been resolved and also those that are still ongoing. In addition, the Committee were informed of the Environment Department’s action to address some of the feedback that had been received from the public in providing longer stay and free parking options regarding the management of visitors in terms of encouraging visits away from the SAC (Special Area of Conservation).

Following a question from the Chairman it was clarified that free parking cannot be permitted inside the SAC as a requirement of Natural England and their Habitats regulation assessment, which was conducted at the outset of implementing car parking charges. It was added that it was a requirement of Natural England in order to prevent displacement that charging has to be implemented in all car parks that are in or adjacent to the SAC.

Replying to a Member’s concern the reasoning behind the introduction of car parking charging was provided and it was confirmed that these reasons were explained fully in the background reports which were all received by the Committee. It was added these charges were introduced for a number of reasons not just budgetary concerns.

A Member observed that there was objection to car parking charges on a local level. The Chairman commented that he hoped that the car parking charges would be understandable when the improvements to the carpark become more visible. A Committee Member expressed concerns about the project and requested that a review be completed before it was taken any further. Members asked that Officers remember that a ‘one size

Report of the Superintendent of Epping Forest.

The Committee received a report of Executive Director Environment which provided the Epping Forest Superintendent’s update for December 2021 to March 2022.

RESOLVED- That the report be noted

Report of the Environment Director.

The Committee received a report of the Executive Director Environment on the Natural Environment Epping Forest Forward Agenda Plan 2022.

RESOLVED- That the report be noted.

Report of the Director of Environment.

The Committee received a report of Executive Director Environment on the Provision of car parking infrastructure across the Commons Division at car parks at Burnham Beeches, Riddlesdown and Farthing Downs.

RESOLVED- That: -

     I.        The G6 report be noted; and

    II.        The closure of this project be approved.

Report of the Director of Environment.

The Committee agreed that, as the management plans had not been successfully uploaded due to a technical issue, the report would be deferred.

RESOLVED- That the report be deferred.

Report of the Executive Director of Environment.

The Committee received a report of the Executive Director on the Assistant Director’s update for the Commons including annual report of PSPO incidents.

RESOLVED- That the report be noted.  

Following a Member’s query the Chair agreed that more work needed to be done on communications, both internally and externally, to ensure that all partners and stakeholders had access to the information regarding the work of the Committee as required. The Chair of the Open Spaces and City Gardens Committee informed that communications across the whole of the open spaces was being assessed which would be reviewed at the upcoming Open Spaces and City Gardens Committee away day. A Committee member observed that effective communications were vital for the Committee to exercising the powers and duties of the Court of Common Council as Conservators of Epping Forest.

The Chairman welcomed the new and returning Members to the Committee and thanked those Members would were no longer serving on the Committee for their service.  

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.

RESOLVED: That under Section 100(A) 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 of the Epping Forest and Commons Committee meeting held on the 17^th of January 2022.

The Committee considered the non-public minutes of the Epping Forest and Commons Committee meeting held on the 17th of January 2022.

RESOLVED- That the non-public minutes of the Epping Forest and Commons Committee meeting held on the 17th of January 2022 be approved as an accurate record.

Report of the Director of Environment.

The Committee considered a report of the Executive Director Environment on the Epping Forest Catering and Leisure Facilities Lease Renewals.

The Committee agreed to suspend Standing Order 40, taking the meeting beyond two hours.

RESOLVED- That the report be approved. 

Report of the Director of Environment.

The Committee considered a report of the Executive Director Environment on the Epping Forest Catering Tenants Lease Renewals Butlers Retreat.

RESOLVED- That the report be approved.

Report of the Director of Environment. 

The Committee considered a report of the Executive Director Environment on Baldwins and Birch Hall Park Ponds.

RESOLVED- That the report be approved

The Committee received one question in the non-public session.

There was no urgent business considered in the public session.

Report of action taken.

The Committee received a report of the Town Clerk on action taken.

RESOLVED- That the report be noted.