Agenda and minutes

Apologies had been received from Catherine Bickmore, Deputy Alex Deane, Alderman Gordon Haines, Wendy Mead, Virginia Rounding and Michael Welbank.

There were no declarations of interest.

To receive the Order of the Court of Common Council.

Resolved – that the Order of the Court of Common Council be received.

To elect a Chairman in accordance with Standing Order 29.

The Committee proceeded to elect a Chairman in accordance with Standing Order 29. The Town Clerk read out a list of Member’s eligible to stand and Alderman Ian Luder, being the only Member to express his willingness to serve, was declared the duly elected Chairman of the Committee for the ensuing year.

To elect a Deputy Chairman in accordance with Standing Order 30.

The Committee proceeded to elect a Deputy Chairman in accordance with Standing Order 30. The Town Clerk read out a list of Member’s eligible to stand and Graeme Smith, being the only Member to express his willingness to serve, was declared the duly elected Deputy Chairman of the Committee for the ensuing year.

Appointment of a Representative to the Streets and Walkways Sub Committee

Following a ballot, Jeremy Simons was appointed as the representative to the Streets and Walkways Sub Committee for the ensuing year.

To agree the minutes of the previous meeting.

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

Report of the Remembrancer.

The Committee considered a report of the Remembrancer informing Members they previously agreed that local consultation should be carried out with a view to the promotion of a private Bill in Parliament to make changes to the legislative framework governing the City Corporation’s Open Spaces. In the light of that consultation and following further internal discussion, a number of provisions as described in the main body of this Report are now being put forward for the Committee’s consideration.

Members noted that the principal aims of the changes would be to clarify and expand the management powers available to the Corporation, to increase opportunities to generate revenue for the benefit of the Open Spaces (consistently with their status as public places of recreation and enjoyment), and to strengthen enforcement powers. Members noted that the responsibility of considering proposals such as events and setting of charges would remain with the appropriate management committee.

Members noted that the general tenor had been positive. A number of specific concerns had been raised, but it was considered that these could be satisfactorily dealt with as matters of practical implementation rather than general principle. In

particular, local concerns would be reflected in the detailed drafting of the Bill,

through appropriate management plans and policies, and through local

engagement in decisions taken about the exercise of the new powers.

Members noted that the proposed powers for inclusion in the Bill would apply to Epping Forest, Hampstead Heath, Highgate Wood, Queen’s Park, and the various commons and other spaces managed under the City Corporation Act 1878. However, it would not be appropriate to include West Ham Park within the scope of the proposals at the present time.

The Committee noted that the proposals would be submitted to the Policy and Resources Committee before being sent to the

Report of the Deputy Town Clerk.

The Committee considered a report of the Deputy Town Clerk concerning the outcome of the cross-cutting review of the City Corporation’s grant giving activities.

It was noted that the proposals had been considered by the Resource Allocation Sub-Committee and were recommended for approval subject to responsibility for strategic oversight and performance management of the City Corporation’s grant giving activities being given to the Finance Committee rather than to the Finance Grants Sub-Committee.

The Committee acknowledged that a de minimis limit would need to be established as part of the governance process.

The Director of Open Spaces informed Members that the review would provide more streamlined governance and allow for a more structured approach to be taken to the ad hoc grants awarded by the various Open Spaces Committees.

The proposal for a formalised grants programme, which would be jointly governed by all Open Spaces Committees, would benefit from further discussion with Members. The Committee agreed that a Working Party should be formed to discuss the matter. The group would consist of up to three Members from the Open Spaces & City Gardens, Epping Forest & City Commons and Hampstead Heath, Highgate Wood & Queens Park Committees, 1 Member of the West Ham Park Committee and 1 representative of the Finance Grants Sub Committee.

The Open Spaces and City Gardens Committee appointed the Chairman and Deputy Chairman to the Working Party, and would seek a third appointment via email prior to the next Committee meeting. The Working Party would meet on 16 September at 9:30am and 25 November at 3:30pm and each meeting would last 1 hour.

RESOLVED – That:-

1.          Approval be given for a more structured approach to grant giving which was jointly governed by all Open Spaces and which was publicised and managed as part of the City Corporation’s suite of

Report of the Director of Open Spaces.

The Committee received a report of the Director of Open Spaces and noted that the Open Spaces Department Business Plan 2013-16 was approved by the Open Spaces and City Garden Committee on the 8th April 2014. Members noted that significant progress had been made against a number of projects this year. There had also been successes in non-capital projects, with significant progress being made in integrating Burnham Beeches and City Commons, the introduction of a land category board and in the role out the identity.

Discussions ensued regarding the usefulness of specific information such as indicators within the finance management and customer satisfaction sections. Officers informed Members that the business plan reported to the Committee at their last meeting highlighted the need for further work to be undertaken in relation to KPIs to ensure that they were a useful and accurate reflection of the work of the department.

Resolved – that the business plan be received.

The Superintendent of West Ham Park & City Gardens to be heard.

The Committee received an update from the Superintendent of City Gardens and noted that the City Garden budget is in line with agreed budget profiles.

Members noted that the annual summer bedding was currently being planted over the coming weeks, nectar rich species have been selected where possible. The Nigel Dunnett scheme on Beech Gardens was complete. The planting consists of 39,000 plants and 18 trees. The planting for the pond had also been designed by Nigel Dunnett and would be installed in July.

The City’s in Bloom campaign was underway. The Friends had recruited volunteers to judge entries for the City wide campaign. Details of how to enter or nominate a garden, project, window box etc. can be found on the City Gardens pages on the website. Judges for London in Bloom are visiting the gardens in early July. Members noted that the Friends were aware of Open Spaces Committee meetings and were welcome to attend the meetings or request agendas if they wished to do so.

As part of the Open Squares Weekend 13/14 June, a diverse range and increase of activities had been planned for the weekend, in partnership with the friends. For the first time, four poets would be in residence in; Postman’s Park, St Dunstan’s in the East, Christchurch Greyfriars garden and Bunhill Fields Burial Ground. The poets would recite and create poetry about the gardens.A number of walks and talks had been organised and will be delivered by City Garden Guides, the Friends of City Gardens and the City Gardens team. Talks would be delivered by John Price, the author of the recently published book about the Watts Memorial; will take place in Postman’s Park on both days.

Resolved – that the update be received.

There were no questions.

There was no urgent business.

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 minutes of the previous meeting.

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

There were no questions.

There was no urgent business.