Agenda and minutes

Apologies received from Alderman Gordon Haines and Richard Gurney.

Jeremy Simons declared a non-pecuniary interest in Item 20 – St Andrew’s Holborn Gardens, as he was a Trustee of 2 Charities who had contributed towards the scheme.

Alex Deane declared a non-pecuniary interest in Item 20 – St Andrew’s Holborn Gardens as he was a Trustee of the company responsible for the landscaping.

To agree the public minutes and summary of the meeting held 3 December 2012 (copy attached).

The public minutes and summary of the meeting held on 3 December 2012 were approved as a correct record, subject to Richard Gurney and Justin Meath-Baker being removed from the list of attendees.

Matters Arising

National Planning Policy Framework (page 2) – The Chairman stated that he had not received any response from the Greater London Authority in respect of the Committee’s concerns on the proposed National Planning Policy Framework.  The Director of Open Spaces advised that she would be attending a meeting with the Mayor’s Office on 19 February and would report back on progress at the next meeting.

Schedule of Visits (page 2) – In answer to a question, the Town Clerk advised that she would look into the dates once again and report back to Members as soon as possible.

London Borough of Newham Representative (page 3) – The Superintendent advised the Committee that correspondence had been received in the Town Clerk’s dept informing them of the person would be replacing Charlotte Evans as the representative for the London Borough of Newham.  He stated that LB Newham were due to confirm their appointment on 7^th February and would report back in due course.

Forestry Commission Conference (Trees and Diseases) (page 3) – The Director of Open Spaces stated that the conference had been helpful and well attended.

St Andrew’s Holborn Church Gardens (page 67) – The Director of Built Environment advised that this had now been approved by the Projects Sub Committee.

Joint report of the Chamberlain and the Director of Open Spaces (copy attached).

The Committee considered a joint report of the Chamberlain and the Director of Open Spaces updating the Committee on the latest approved revenue budget for 2012/13 and the proposed revenue budget for 2013/14.

RESOLVED:  That the Members note the latest approved revenue and capital budgets for 2012/13 and the provisional revenue and capital budgets for 2013/14, as approved by the relevant Open Spaces Service Committees.

Order of the Court of 6 December 2012, concerning the Post-implementation review of the Governance Arrangements (copy attached).

The Committee received an Order of the Court of 6 December 2012, concerning the Post-implementation review of the Governance Arrangements.

RECEIVED.

In accordance with the Order of the Court of 6 December 2012, the Committee are invited to review their terms of reference prior to their submission to the Court at its meeting in April 2013 (copy attached).

The Committee considered their Terms of Reference prior to their submission to the Court at its meeting in April 2013.

RESOLVED:  That the Terms of Reference remain unchanged and submitted to the Court at its meeting in April 2013.

The Superintendent to be heard.

The Committee received a verbal update from the West Ham Park Manager. The following points were made:

·                Work has commenced with the removal of the hedge around the tennis courts which is a privet which has Honey Fungus as part of the CBT funded projects for this year.  The team will spend the next month removing the hedge and preparing the soil for the replanting of a replacement hedge;

·                The Team has completed the planting of small coppices of native medium trees such as Hawthorn, Crab-apple and Field Maple in areas of the park.  The planting reflects the original intentions of the 1873 master plan for the park.;

·                The Friends of West Ham Park supported the RSPB Big Garden Birdwatch.  A successful event which attracted 25 members of the public.  22 species of large birds were recorded including Gold Crests, Field fares, and a pair of Red Wings as our more unique visitors;

·                The Nursery team are preparing to grow an amazing 350 different Genera of bedding plants for the City, Park and three of the Royal Parks – Richmond, Bushy and Greenwich; and

·                The Team have been very busy developing and creating exciting and accessible web pages.  They have had to meet very tight deadlines whilst also undergoing on the spot training to produce the pages.  This can be found at www.cityoflondon.gov.uk/westhampark

The Superintendent advised the Committee that the manager of the catering business had recently signed a new agreement starting from December 2012.

Report of the Director of Open Spaces (copy attached).

The Committee considered a report of the Director of Open Spaces relative to the sports charges for West Ham Park for 2013/14.

RESOLVED:  That Members approve the proposed schedule of charges (attached as Appendix A to the report) for sports facilities in West Ham Park for the 2013/14 financial year.

Report of the Director of Open Spaces (copy attached).

The Committee received a report of the Director of Open Spaces providing an update on funding received by the Tessa Sanderson Foundation and Academy from The London Marathon Trust of £100,000 towards the refurbishment of tennis courts at West Ham Park at no cost to the City of London Corporation.

RECEIVED.

Order of the Court of 6 December 2012, concerning the Post-implementation review of the Governance Arrangements (copy attached).

The Committee received an Order of the Court of 6 December 2012, concerning the Post-implementation review of the Governance Arrangements.

RECEIVED.

In accordance with the Order of the Court of 6 December 2012, the Committee are invited to review their terms of reference prior to their submission to the Court at its meeting in April 2013 (copy attached).

The Committee considered their Terms of Reference prior to their submission to the Court at its meeting in April 2013.

RESOLVED:  That the Terms of Reference remain unchanged and submitted to the Court at its meeting in April 2013.

Report of the Director of Open Spaces (copy attached).

The Committee received a report of the Director of Open Spaces relative to the Open Spaces Business Plan – Third Quarter progress report for 2012/13.

RECEIVED.

Report of the Director of Open Spaces (copy attached).

The Committee received a report of the Director of Open Spaces relative to the Health and Safety Audit for Open Spaces.

RECEIVED.

In accordance with the Order of the Court of 6 December 2012, the Committee are invited to review their terms of reference prior to their submission to the Court at its meeting in April 2013 (previously circulated under item …..).

The Committee considered their Terms of Reference prior to their submission to the Court at its meeting in April 2013.

RESOLVED:  That the Terms of Reference remain unchanged and submitted to the Court at its meeting in April 2013.

Report of the Town Clerk (copy attached).

The Committee received a report of the Town Clerk providing details of action taken by the Town Clerk in consultation with the Chairman and Deputy Chairman of the Open Spaces, City Gardens and West Ham Park Committee, in accordance with Standing Order No. 41(a), relating to Lucid Space Arts Application.

RECEIVED.

The Superintendent to be heard.

The Committee received a verbal update from the City Gardens Manager. The following points were made:

Finance

·                the budget is showing an overspend for this time of year, due to a number of high expenditure items and an expensive year due to the Olympics, however a number of internal and external recharges are due that will balance the books

Works update

·                the team have been undertaking a comprehensive winter work programme.  Works have included the conversion of 15 annual bedding areas into more sustainable beds, these have been completed;

·                as part of the 2^nd year of the Green Corridors project a further 19 trees are to be planted in February with a potential for another 5 in March

User Survey

·                ASK, a market research company have completed their user survey – to find out residents, City workers and visitors opinions and views of City Gardens.  The report is eminent and will be reported at an Open Spaces Committee meeting and the findings used for the next Open Spaces strategy.

Volunteering and Friends of City Gardens

·                A couple of volunteers who regularly volunteer in City Gardens are interested in forming the Friends of City Gardens  With our support, they are in the process of finalising a constitution, associated policies and insurances, and plan to launch formerly in September with an event.

In the meantime, the ‘shadow friends’ are planning with support from us a number of volunteer sessions

·           They are planting 12 dwarf stock fruit trees, a mix of damson, apple, pear in the planters located on the Golden Lane Estate open space.  The fruit trees have been paid for from a successful Capital Growth application fund.

·           On 22^nd March, 450 native whips have been won from a successful application made by the friends, to the Woodland Trust –

There were no questions.

There were no urgent items.

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 as follows:-

Item No.                                                         Paragraphs in Schedule 12A

     20                                                                                       3         

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 as follows:-

Item No.                                                         Paragraphs in Schedule 12A

     20                                                                                       3         

To agree the non-public minutes of the meeting held on 3 December 2012 (copy attached).

The non-public minutes of the meeting held on 3 December 2012 were approved.

There were no questions.

There were no urgent items.