Agenda and minutes

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

Contact: Edward Foale
tel. no.: 020 7332 1426  Email: edward.foale@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Deputy Stella Currie and Richard Gurney.

 ...  view the full minutes text for item 1.

2.

Declarations by Members of Any Personal and Prejudicial Interests in Respect of Items on This Agenda

Minutes:

Jeremy Simons declared a non-pecuniary interest in item 16 as he was a Trustee of two of the St. Andrew Holborn charities.

 

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

3.

Minutes pdf icon PDF 202 KB

To agree the public minutes and summary of the meeting held on 8 October 2012 (copy attached).

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

Minutes:

The public minutes and summary of the meeting held on 8 October 2012 were approved as a correct record.

 

MATTERS ARISING

The Chairman informed Members that he had contacted the Greater London with respect to the Committee’s concerns on the proposed National Planning Policy Framework and Neighbourhood Planning report. A report was being prepared to be submitted to the Policy and Resources Committee which will highlight the Superintendents’ current use of resources on local planning matters, address issues concerning the legal status of Neighbourhood Forums’ powers in relation to key legislation and make suggestions as to what the City’s Open Spaces relationship with neighbourhood forums should be. It will be helpful to progress engagement with the County and District local planning authorities surrounding the City’s Open Spaces.

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

4.

Schedule of Visits Report pdf icon PDF 73 KB

Report of the Town Clerk (copy attached).

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

Additional documents:

Minutes:

Members considered a report of the Town Clerk that outlined a schedule of visits to the various open spaces Members noted that the format for the visits would be conveyed to Members in advance.

 

In response to a Member’s query, the Town Clerk undertook to investigate the possibility of holding the City Gardens visit on 12 July 2013 instead of 19 July 2013, which was suggested in the report.

 

RESOLVED: that,

i)       all dates listed in the 2013 schedule of visits excluding 19 July, as set out in Appendix 1 to the report, be agreed; and,

ii)     the Town Clerk investigate the possibility of holding the City Gardens visit on 12 July 2012 and report to the next Committee meeting; and,

iii)    the various dates that relate to visits for each Committee be noted.

 

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

5.

Open Spaces, City Gardens and West Ham Park: Public Relations Update pdf icon PDF 191 KB

Report of the Director of Public Relations (copy attached).

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

Minutes:

Members considered a report of the Director of Public Relations updating Members on Public Relations activities in support of the services for which the Open Spaces, City Gardens and West Ham Park Committee was responsible during the period October 2011 to September 2012.

 

In response to a Member’s query the Director advised that local press widely publicised the services for which Open Spaces was responsible, and Officers would continue to push publicity for the City of London owning and funding these Open Spaces through media activity.

 

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

West Ham Park

Charlotte Evans - Vote of thanks

The Committee noted that this was Charlotte Evans’ last meeting and the Chairman thanked Charlotte on behalf of the Committee for her contribution over the past four years.

6.

Superintendent's Update

The Superintendent to be heard.

 

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

Minutes:

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

·        60 trees were currently being planted in line with the Conservation Management Plan as coppices within the Park.

·        Three staff had completed ten days mini excavator training which would now certify them to carry out operations involving digging in the Park. This training would assist with another CBT project:the removal of the tennis court hedge and replanting as it was suffering from Honey Fungus.

·        The nursery had enjoyed a very busy month with the completion of floral displays for the Indonesian and Kuwait State banquets. The nursery had also completed the first delivery of bedding to Richmond, Bushy and Greenwich Park.

·        The Friends of the Park held a successful building Newham’s largest leaf pile day with over 70 people participating. Their next event was Park in the Dark, scheduled for Friday 7 December 2012 at 4pm.

 

Members thanked the Manager and staff at West Ham Park for providing the flower arrangements at the State Banquets.

 

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

Open Spaces

7.

Tree Diseases - The Current Position and Impact on Open Spaces

Presentation from the Director of Open Spaces.

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

Minutes:

Members received a presentation from the Director of Open Spaces relative to tree diseases. The following points were noted:

·        There is considerable variation in the makeup of the tree population across Open Spaces, with the urban parks such as City Gardens and West Ham Park containing relatively more London plane and less ash and oak trees than the rural open spaces including of Epping Forest, Hampstead Heath, City Commons and Burnham Beeches.

·        Massaria, which attacks London plane trees, is likely to have a costly impact on our sites: for example £80,000 had been spent inspecting trees in the City. Of 1,200 London plane trees inspected at West Ham Park, to date, only one was affected by Massaria. Treatment involves removing diseased limbs. At Queens Park 6 of 80 trees had been attacked. The disease was first identified in these areas in June 2012. Staff will inspect trees in the City three times a year, but it was too early to estimate a financial cost of the disease. City Commons and Hampstead Heath were on high alert for Massaria. £19,000 had been spent removing limbs attacked by Massaria in the southern areas of Epping Forest.

·        Oak Processionary Moth (OPM): Although not yet identified in any of our Open spaces, it is likely that this disease may affect Highgate Wood, City Commons and Hampstead Heath due to the high number of oak trees present here.

·        Ash Dieback: This was currently of less concern for Open Spaces although the long-term implications will see the loss of many trees. Any tree with Ash Dieback would only be felled if it was deemed dangerous.

·        Horse Chestnut Leaf Miner: Epping Forrest and Queens Park were losing a few trees each year to this disease. 

Action would be taken locally to address key issues

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

8.

Annual review of filming in the Open Spaces pdf icon PDF 172 KB

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

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

Minutes:

Members considered a report of the Director of Open Spaces informing the Committee of the extent of filming activity in the Open Spaces and the income received in 2011/12. It also provided guidelines for filming charges for 2013/14. Details of the activity at each Open Space were outlined in the report. Members noted that income from filming across all the Open Spaces in 2011/12 amounted to £73,550, compared to £78,300 in the previous year, although the amount of filming in any year remains unpredictable.

 

In response to a query from Members, the Support Services Manager advised that damage to sites from film crews was very limited and the Superintendent held the discretion to impose restrictions on film crews when using the sites, and in extreme circumstances to suspend filming.

 

RESOLVED: That the guidelines for filming charges in the Open Spaces in 2013/14 be approved.

 

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

9.

Revenue and Capital Budgets - 2012/13 and 2013/14 pdf icon PDF 289 KB

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

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

Minutes:

Members considered a joint report of the Chamberlain and the Director of Open Spaces that updated the Committee on its latest approved revenue budget for 2012/13 and sought approval for a provisional revenue budget for 2013/14, for subsequent submission to the Finance Committee. The budgets had been prepared within the resources allocated to the Director. Members noted that overall the provisional Original budget for 2013/14 totalled £2.901M, an increase of £34,000 compared with the latest approved budget for 2012/13.

 

In response to a query from Members, the Head of Finance advised that any further changes would be sent to the Committee Chairman. The Head of Finance agreed to review the tables in the report and consider including historic figures to help put the current position into context.

 

RESOLVED: that Members:

i)       approve the budget for submission to the Finance Committee;

ii)     approve the draft Capital Budget;

iii)    authorise the Chamberlain, in consultation with the Director of Open Spaces, to revise these budgets to allow for any further implications arising from Corporate Projects, departmental reorganisations and other reviews, changes to the Additional Works Programme, and implications arising from Carbon Trading Allowances.

 

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

10.

Open Spaces Department Business Plan - Second Quarter Progress Report 2012/13 pdf icon PDF 185 KB

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

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

Additional documents:

Minutes:

Members considered a report of the Director of Open Spaces that updated the Committee on the progress of the Open Spaces Business Plan for 2012-2015, which the Committee approved on 25 April 2012. The report presented the second quarter review of the Plan, which showed progress on achieving the indicators for 2012/13 and a summary of financial performance. At the end of the second quarter, the overall departmental local risk budget was overspent by £63,000. However, all of the Open Spaces were expected to remain broadly in line with their local risk budgets at the end of the year.

 

The Director informed Members that an evaluation of Learning and Development would be undertaken every six months and the impact of courses organised would be included in the half year and end of year Business Plan progress report.

 

RECEIVED

 

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

City Gardens

11.

Superintendent's Update

The Superintendent to be heard.

 

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

Minutes:

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

 

·       Work was being undertaken to convert 15 annual bedding areas into more sustainable planting beds using shrubs, perennials, herbaceous planting to create planting schemes that give seasonal interest as well as introducing biodiversity features. Relevant bodies had been consulted regarding how they would be affected by the works and positive responses in general were received

·       The team had undertaken a tree planting programme and staff had just planted 8 new trees to replace trees that have either been diseased, damaged or died, 11 new trees with a further 12 to be planted in the New Year, linked to the 2nd year of the Green Corridors project. Further tree planting is planned subject to trial pits being identified. 

·       Seething Lane Gardens was now closed due to extensive works taking place at 10 Trinity House nearby. A newly landscaped garden would re-open in 2014. Information about closure and the new design has been posted on the hoarding and on our website.

·       Monkswell Square tree pruning was about to take place, to lift and protect two existing tress from scaffolding which was about to be installed around the Barber Surgeons Hall, as part of refurbishment works to the building. The scaffolding would remain in place until June. Re-landscaping the garden would take place in the summer of 2013, City Gardens would undertake the planting in early autumn 

·       User Survey - City Gardens had commissioned ASK, a market research company to assess residents, city workers and visitors opinions and views of City Gardens.  The findings from the survey would inform the Open Spaces strategy. The opportunity would be used to promote our parks and green spaces by field workers, they will give out interpretation leaflets to passers-by

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

12.

Proposals Concerning Rennie Garden, London Borough of Southwark pdf icon PDF 151 KB

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

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

Additional documents:

Minutes:

Members received a report of the Director of Open Spaces relative to a proposal by Carlyle Investment Management LLC for a major development scheme either side of the southern approach to Blackfriars Bridge to provide a mixed commercial and residential scheme. If approved, the development would adjoin Rennie Garden. Members were asked to put forward their views on the proposal. Concerns were expressed at the net reduction of our trees on the site and the problems which can arise from split responsibility for maintenance of the sites.

 

In response to a Member’s query the Director advised that Southwark Council’s Planning Committee would be determining this application, however it had not yet been submitted. Members queried the maintenance regime of the trees going forward as the trees were outside of the City’s boundary. Officers advised that the maintenance plan would form a key part of their discussions with contractors, and that Officers would be robust in their discussions.

 

A timescale had not yet been placed on the application. Nevertheless, an update report would be considered by Members at the next meeting of the Committee.

 

RECEIVED

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

13.

Questions on Matters Relating to the Work of the Committee

Minutes:

There were no questions.

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

14.

Urgent Items

Minutes:

There was no urgent business.

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

15.

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 as follows:-

 

Item No.                                                         Paragraphs in Schedule 12A

 

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

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:

Item                                                                                    Paragraph

   16                                                                                            3

 

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

16.

Issue Report - St. Andrew's Holborn Church Gardens

Report of the Director of the Built Environment (copy attached).

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

Minutes:

Members received a report of the Director of the Built Environment relative to St. Andrew’s Holborn Church Gardens.

 

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

17.

Questions on Matters Relating to the Work of the Committee

Minutes:

There were no questions.

 

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

18.

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

Minutes:

There was no urgent business.

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