Agenda and minutes

Venue: Committee Rooms, 2nd Floor, West Wing, Guildhall

Contact: Leanne Murphy  Email: leanne.murphy@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Rachel Evans, Graeme Doshi-Smith and William Upton QC.

 

There were no declarations.

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

2.

Minutes pdf icon PDF 96 KB

To agree the public minutes and summary of the meeting held on 11 September 2019.

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

Minutes:

RESOLVED, that the public minutes of the meeting held on 11 September 2019 were approved as a correct record.

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

3.

Outstanding Actions pdf icon PDF 46 KB

Report of the Town Clerk.

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

Minutes:

Members noted the various outstanding actions and the updates provided

thereon.

 

With regards to Actions 2 and 4, the Chairman advised that a priority list of items had been agreed to go into the bidding process which included the toilet at Queen’s Park.  

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

4.

Other Minutes

Minutes:

4a

Hampstead Heath Consultative Committee pdf icon PDF 111 KB

To receive the draft public minutes of the Hampstead Heath Consultative Committee meeting held on 14 October 2019.

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

Minutes:

The draft public minutes of the Hampstead Heath Consultative Committee meeting held on 14 October 2019 were received.

 

A Member noted the discussion concerning swimming facilities at the Heath and felt that it needed to be highlighted to the local community that it cost the City Corporation to provide these facilities and keep them safe.

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

4b

Highgate Wood Consultative Group pdf icon PDF 75 KB

To receive the draft public minutes of the Highgate Wood Consultative Group meeting held on 9 October 2019.

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

Minutes:

The draft public minutes of the Highgate Wood Consultative Group meeting held on 9 October 2019 were received.

 

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

4c

Queen's Park Consultative Group pdf icon PDF 90 KB

To receive the draft public minutes of the Queen's Park Consultative Group meeting held on 9 October 2019.

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

Minutes:

The draft public minutes of the Queen’s Park Consultative Group meeting held on 9 October 2019 were received.

 

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

5.

Kenwood Events 2019/20 pdf icon PDF 55 KB

The Kenwood House General Manager to be heard.

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

Minutes:

Members received a verbal update from Kenwood House General Manager regarding events at Kenwood House and the following comments were made:

 

·         The Kenwood House General Manager advised that Kenwood House had again hosted two public engagement meetings to receive advice and feedback from the public concerning its outdoor events and inform the 2020 Events Programme. A summary of the feedback was provided in the agenda pack.

 

·         Members were advised that the visitor count for outdoor events in 2019 was 44,900 people and that capturing these figures was good for funding bids.  

 

·         It was noted that Kenwood House remains open all year and that its access routes were important to the local community. Accessibility was a key issue raised by residents at the 2018 engagement sessions.

 

·         The community were supportive of outdoor events but were keen that the building/breakdown of structures had a limited impact on the site. Dust was identified as an impact to the Kenwood House itself and solutions were being identified to protect the building. There were also issues with the use of South Terrace.

 

·         The House Festival generated £75k in donations.

 

·         The 2020 Events Programme would be updated in February incorporating all feedback.

 

·         Members found the process useful and it was noted that the Heath had similar commitments to the local community regarding pathways and access.

 

 

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

6.

Superintendent's Update pdf icon PDF 79 KB

Report of the Superintendent of Hampstead Heath.

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

Additional documents:

Minutes:

Members considered a report of the Superintendent providing an update on matters concerning Hampstead Heath, Highgate Wood and Queen’s Park. The Superintendent drew Members’ attention to the three recommendations proposed in the report.

 

Golders Hill Park Accessible Car Park

 

·         Members were advised that there had been healthy engagement with users and the next steps were to review the design of the space with safety being the most important factor. There would be consideration of whether the car park should be open during the weekend and bank holidays with the user group and proposals to the Committee would follow.  

 

·         A Member concerned that there were not resources in place to adequately police the space which had had issues in the past. The Superintendent stated that rangers/constabulary were in place to marshal the area although resources were particularly stretched during good weather.   

 

·         In response to a query regarding whether fines could be increased as a deterrent, Members were advised that the Heath received 10% from every £100 fine. Members did not feel this was a fair negotiation and requested that Officers look into renegotiating the Heath’s percentage with the enforcement company.

 

·         Members agreed with the proposed next steps.

 

Dog walking consultation exercise

 

·         Members were advised that the outcomes of the dog walking consultation exercise were presented to HHCC Members and their feedback was incorporated into the process. A Code of Conduct would be developed using the feedback and would be brought to the Committee for approval.

 

·         A Member noted that a similar process was being rolled out by London Borough of Barnet which could cause potential displacement of dog walkers at the Heath and agreed to liaise with colleagues.

 

·         Members were advised that the Heath was working with English Heritage to ensure Kenwood House was not impacted by displacement.  

 

Forest Schools

 

·         Members

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

7.

Fees and Charges 2020/21& 2021/22 pdf icon PDF 76 KB

Report of the Superintendent of Hampstead Heath.

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

Additional documents:

Minutes:

Members considered and approved a report of the Superintendent of Hampstead Heath setting out the proposed fees and charges for sports facilities and services provided at Hampstead Heath, Highgate Wood and Queen’s Park for 2020/21 and the proposed fees and charges for Weddings and Civil Ceremonies for 2021/22.

 

Members were advised that the report had been to the Hampstead Heath Swim Forum, Sports Advisory Forum and Consultative Committee for input.

 

With regards to paragraph 14, it was noted that flexibility was required as the swimming freeze could not be held.

 

A Member queried what the position was regarding providing contactless and online payments for swimmers and what the timeline would be following the delay. It was highlighted that the Chairman and Deputy Chair were passionate about bringing in the technology which would massively improve the compliance of payments.

 

The Superintendent advised that the availability of contactless payments was being actively progressed across the Corporation’s open spaces. However, ongoing issues concerning physical connectively, Lloyds bank technical implementation and legalities from the Chamberlain’s Department had caused significant delays. It was hoped this would be in place by April 2020. Online payments were already available for booking tennis and the Team were building a business case to use this model across all facilities. Members agreed that offering contactless and online payments were spend to save projects that needed to be implemented.      

 

RESOLVED – That Members:-

 

·         agree the proposed fees and charges for 2020/21 and 2021/22, as set out in Appendix 1 of this report;

 

·         agree for the new Bandstand and Meeting Room charges to be introduced from 14 November 2019 as set out in paras 16 & 17.

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

8.

Queen's Park Café - Engagement and Consultation Exercise pdf icon PDF 69 KB

Report of the Superintendent of Hampstead Heath.

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

Additional documents:

Minutes:

Members considered and approved a report of the Superintendent of Hampstead Heath providing Members with an update concerning the Queen’s Park Café Engagement and Consultation Exercise.

 

The Chairman voiced gratitude to Hoxton Beach who were currently managing the Highgate Wood Pavilion Café following the termination of Urban Leisure Group’s lease and whilst the City Corporation carried out consultation. 

 

Members were advised that the user feedback during consultation had been beneficial and a revised timeline for the delivery of the project and the tendering of the Highgate Wood Pavilion Café and the Queen’s Park Café had been approved. Consultation with the Highgate Wood and Queen’s Park Consultative Groups would follow.

 

A Member queried why the tendering could not be moved forward to take place before February 2020 and ensure a new operator was in place before Easter. Members were informed that the Act allowed for leases much longer than three years and time was needed to ensure the right trader was selected.

 

A Member recommended that as part of the negotiations, it was preferable to offer a reduced rent during the establishment phase rather than a rent-free period.

 

RESOLVED That:-

 

·         Members note the outcomes of the public engagement and consultation undertaken by Groundwork London (Appendix 1);

 

·         Members agree the revised timeline for the tendering of the Queen’s Park Café and the Highgate Wood Pavilion Café (Para 12);

 

·         Members agree that further consultation is carried out with the Queen’s Park Consultative Group and the Highgate Wood Consultative Group regarding the development of tender documentation supporting the tender process of both cafés (Para 13).

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

9.

Management Framework Update pdf icon PDF 59 KB

Report of the Superintendent of Hampstead Heath.

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

Additional documents:

Minutes:

Members considered a report of the Superintendent of Hampstead Heath providing Members with an update on the tendering of the Highgate Wood Pavilion and the Queen’s Park Cafés.

 

Members were advised that the Q2 updates for the Divisional Plan and the Annual Work Programme were included. An Annual Update had been prepared to demonstrate what had been achieved over the last year and to set out our priorities for the coming year. A Measurement Framework was being developed which would enable the Team to assess progress towards achieving the Outcomes and Priorities contained in the Management Strategy 2018-2028.

 

It was noted that there were two corrections within the report: the Tree Team should list paragraphs 6-12 instead of 11-15 and the Constabulary should list paragraphs 28-32 instead of 44-49.

 

RESOLVED – That Members receive the 2nd Quarter updates for the Hampstead Heath Divisional Plan 2019-2022 and the Annual Work Programme.

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

10.

The City of London Corporation's DRAFT Sport and Physical Activity Strategy for 2020-25 pdf icon PDF 209 KB

Report of the Head of Corporate Strategy and Performance.

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

Minutes:

Members received a report of the Head of Corporate Strategy and Performance concerning the City of London Corporation’s Draft Sport and Physical Activity Strategy for 2020-25. The following comments were made:

 

·         The Chairman noted that the Strategy had been considerably revised since Members first saw it and was undergoing a new round of engagement with relevant Committees for feedback before it was finalised. 

 

·         The Chairman noted that the Sports Advisory Group was listed as a contributor but were not listed to receive the update Strategy again to provide input. It was agreed that the Strategy would be shared with the Sports Advisory Group and asked to provide feedback which would be fed into the HHC meeting in January 2020. 

 

·         A Member congratulated the Chairman and Deputy Chair for stopping the City machine in its tracks with its previous draft of the Strategy and pushing on important sports issues.

 

·         The Chairman queried the governance of the proposed Sport and Physical Activity Working Party, who it would report to and which budgets would be used, Members were advised that many Departments had been approached and this would be reviewed following the Fundamental Review and Governance Review.

 

·         Members agreed that clarity was needed on alignment in terms of where the Strategy would report into and how it will be funded to ensure that the responsibility of funding would not fall solely on Open Spaces. It was agreed it would be helpful for the Working Party to report to the Policy & Resources Committee.

 

·         The Deputy Chair explained that some of the work included things Open Spaces already did but was pleased to see that the Strategy acknowledged Open Spaces and the work it does. 

 

·         The Chairman stated that following a request at PRED, work was being carried out to work out the exact spend

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

11.

Brexit Planning

The Director of Open Spaces to be heard.

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

Minutes:

Members received a verbal update from the Director of Open Spaces concerning Brexit planning.

 

Members were advised that negotiations had been halted pending the results of the General Election in December. It was noted that the City Corporation continue to plan for all outcomes and that protecting grant aid was a particular focus for Open Spaces.

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

12.

Fundamental Review Update

The Director of Open Spaces to be heard.

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

Minutes:

Members received a verbal update from the Director of Open Spaces concerning the Fundamental Review.

 

Members were advised that there was no report on the agenda providing the draft 2020/21 Budget or Business Plan, which normally came to the year-end meeting for review, as this was on hold due to the Fundamental Review. The Director of Open Spaces confirmed that the Open Spaces Department was working on figures with a 2% efficiency and that the Town Clerk was looking at dates for an extraordinary Committee meeting in January for Members to discuss and approve the budget and Business Plan for the next year. 

 

A Member queried whether the 2% efficiency included inflation. Members were advised that this was a continuation of efficiency but that the Department would receive a 2.6% uplift from inflation which would neutralise the budget.

 

In response to a query regarding Departments not providing the requested data targets for 2020/21, Members were informed that the open Spaces Department had provided all estimates and reviewed 400+ projects.

 

 

 ...  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.

Any Other Business That the Chairman Considers Urgent

Minutes:

There were no urgent items.

 ...  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 they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Act.

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

16.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 11 September 2019.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 11 September 2019 were approved as a correct record.

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

17.

Non-Public Superintendent's Update

The Superintendent of Hampstead Heath to be heard.

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

Minutes:

 

Members received a non-public verbal update from the Superintendent of Hampstead Heath on matters concerning Hampstead Heath, Highgate Wood and Queen’s Park.

 

 

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

18.

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

Minutes:

There were no questions.

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

19.

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

Minutes:

There were two urgent items.

 ...  view the full minutes text for item 19.