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Public Document Pack Epping Forest & Commons Committee Date: MONDAY, 19 NOVEMBER 2018 Time: 11.00 am Venue: COMMITTEE ROOM - 2ND FLOOR WEST WING, GUILDHALL Members: Deputy Philip Woodhouse (Chairman) Graeme Smith (Deputy Chairman) Peter Bennett Alderman Sir Roger Gifford Caroline Haines Alderman Gregory Jones QC Gregory Lawrence Sylvia Moys Benjamin Murphy Jeremy Simons Oliver Sells QC (Ex-Officio Member) For consideration of Business Relating to Epping Forest Only Verderer Michael Chapman DL Verderer Dr. Joanna Thomas Verderer Melissa Murphy Vacancy Enquiries: Gemma Stokley Tel no: 020 7332 3414 [email protected] Lunch will be served in the Guildhall Club at 1pm N.B. Part of this meeting could be the subject of audio or visual recording John Barradell Town Clerk and Chief Executive AGENDA Agenda Part 1 - Public Agenda 1. APOLOGIES 2. MEMBERS' DECLARATIONS UNDER THE CODE OF CONDUCT IN RESPECT OF ITEMS ON THE AGENDA 3. MINUTES To agree the minutes of the previous meeting. For Decision (Pages 1 - 6) 4. EPPING FOREST CONSULTATIVE COMMITTEE MINUTES To receive the minutes of the Epping Forest Consultative Committee meeting held on 10 October 2018. For Information (Pages 7 - 18) 5. DEPARTMENTAL BUSINESS PLAN 2018/19 - SIX MONTH PERFORMANCE UPDATE Report of the Director of Open Spaces. For Information (Pages 19 - 32) Epping Forest 6. SUPERINTENDENT'S UPDATE FOR AUGUST TO SEPTEMBER 2018 Report of the Superintendent of Epping Forest. For Information (Pages 33 - 44) 7. REPORT OF ACTION TAKEN BETWEEN MEETINGS Report of the Town Clerk. For Information (Pages 45 - 46) 2 8. APPOINTMENT OF VERDERER OF EPPING FOREST (SOUTH) Report of the Town Clerk. For Decision (Pages 47 - 50) 9. REVENUE & CAPITAL BUDGETS - EPPING FOREST 2018/19 & 2019/20 Joint report of the Chamberlain and the Director of Open Spaces. For Decision (Pages 51 - 66) 10. EPPING FOREST TRUSTEE'S ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2018 Report of the Chamberlain. For Information (Pages 67 - 98) 11. EPPING FOREST LICENCE, PRODUCE AND SPORTS CHARGES Report of the Director of Open Spaces. For Decision (Pages 99 - 110) 12. EPPING FOREST CONSULTATIVE COMMITTEE TERMS OF REFERENCE AND SCHEDULE Report of the Director of Open Spaces. For Discussion (Pages 111 - 128) 13. WANSTEAD PARK: - BRIEFING NOTE FOR MEMBERS Report of the Director of Open Spaces. For Decision (Pages 129 - 134) 14. COMMERCIAL WAYLEAVE REVIEW Report of Heritage. N.B.: This report has a companion report on the Non-Public agenda at Item 27. For Decision (Pages 135 - 140) 3 Burnham Beeches & The Commons 15. SUPERINTENDENT'S UPDATE Report of the Superintendent of Burnham Beeches & the Commons. For Information (Pages 141 - 146) 16. REVENUE & CAPITAL BUDGETS - 'THE COMMONS' 2018/19 & 2019/20 Joint report of the Chamberlain and the Director of Open Spaces. For Decision (Pages 147 - 162) 17. ASHTEAD COMMON TRUSTEE'S ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2018 Report of the Chamberlain. For Information (Pages 163 - 188) 18. BURNHAM BEECHES AND STOKE COMMON TRUSTEE'S ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2018 Report of the Chamberlain. For Information (Pages 189 - 216) 19. WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS TRUSTEE'S ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2018 Report of the Chamberlain. For Information (Pages 217 - 246) 20. THE COMMONS EVENTS POLICY REPORT Report of the Superintendent of Burnham Beeches and The Commons. For Decision (Pages 247 - 290) 21. BURNHAM BEECHES MANAGEMENT PLAN. CONSULTATION PROCESS AND TIMETABLE. Report of the Superintendent of Burnham Beeches and The Commons. For Decision (Pages 291 - 294) 4 22. STOKE COMMON MANAGEMENT PLAN, PUBLIC CONSULTATION AND GRANT APPLICATION Report of the Superintendent of Burnham Beeches and The Commons. N.B.: Full, colour copies of the Management Plan itself have been separately circulated to all Members and are available on request. For Decision (Pages 295 - 298) 23. QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE 24. ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT Part 2 - Non-Public Agenda 25. 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. For Decision 26. NON-PUBLIC MINUTES To agree the minutes of the previous meeting. For Decision (Pages 299 - 300) 27. COMMERCIAL WAYLEAVE REVIEW Report of the Director of Open Spaces. N.B.: This report is a companion report to the Public Report at Item 14. For Decision (Pages 301 - 310) 28. RENT REVIEW - THEYDON BOIS Report of the Director of Open Spaces. For Decision (Pages 311 - 324) 29. BUTLERS RETREAT CAFÉ - LEASE RENEWAL Report of the Director of Open Spaces. For Decision (Pages 325 - 328) 5 30. BURNHAM BEECHES CAFÉ - LETTING OPTIONS Report of the Superintendent of Burnham Beeches and The Commons. For Decision (Pages 329 - 344) 31. NON-PUBLIC QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE 32. ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT AND WHICH THE COMMITTEE AGREE SHOULD BE CONSIDERED WHILST THE PUBLIC ARE EXCLUDED 6 Agenda Item 3 EPPING FOREST & COMMONS COMMITTEE Monday, 10 September 2018 Minutes of the meeting of the Epping Forest & Commons Committee held at Committee Room - 2nd Floor West Wing, Guildhall on Monday, 10 September 2018 at 11.30 am Present Members: Deputy Philip Woodhouse (Chairman) Peter Bennett Gregory Lawrence Sylvia Moys Jeremy Simons Verderer Michael Chapman DL Verderer Dr. Joanna Thomas Verderer Melissa Murphy Officers: Natasha Dogra Colin Buttery Paul Thomson Andy Barnard Gerry Kiefer Jo Hurst Jacqueline Eggleston Alison Elam Andrew Buckingham 1. APOLOGIES Apologies were received from Alderman Gifford, Alderman Jones and Caroline Haines. 2. MEMBERS' DECLARATIONS UNDER THE CODE OF CONDUCT IN RESPECT OF ITEMS ON THE AGENDA There were none. 3. MINUTES Resolved – that the minutes were agreed as an accurate record, apart from an amendment on Item 12 page 7 where it was determined that approval was subject to the requested rewording. Officers undertook to recirculate the revised Policy wording. 4. SUPERINTENDENT'S UPDATE The Committee received an update from the Superintendent. Of particular note was the extremely hot weather and lack of rainfall which has affected the Forest leading to falling lake and pond levels and the forest fire reaching a damaging burn of approximately 60 acres at Wanstead Flats; further rises in fly tipping and continued associated enforcement action and a significant rise in Oak Page 1 Processionary Moth nests identified through survey work. A Member enquired about the addition of speed restrictions at Lower Forest to deal with the large number of Deer Vehicle Collisions. The Superintendent confirmed that while this was a matter for the Highways authority following the success of the previous Forest transport Strategy, which increased speed restriction on 22 miles of roads, the next FTS will seek to widen speed restrictions around Epping. The Superintendent also undertook to provide a Committee of a summary report in January of agreed actions with the Emergency Services following the major fire incident at Wanstead Flats. A Member requested a review of the pumping of potable water from the aquifer to supply the Wanstead cascade. The Superintendent indicated that pumping is licensed for a limited period to 2022 when the matter will be reconsidered. Officers assured Members seeking assurances that given the number of proposals being considered for highway dedication of Epping Town Green at Lindsey Street that the matter would be returned to Committee for approval. Assurances were sought by a Members on the response to the infrequent escapes of cattle over the grazing system. The Superintendent confirmed that all barrierless fencing areas are reinforced by roadside fencing and cattle grids alongside the major A Roads. A Member also queried the publication of cautions made by the Superintendent and it was agreed that guidance would be sought from the City Solicitor. Members sought clarification on representation regarding Rough Sleepers on the City Corporation Homelessness and Rough Sleepers Sub-Committee and Officer Working Group. CC Murphy was a Member of the Sub Committee. The Superintendent confirmed that the Head Keeper was represented on the Officer Working Group for the Square Mile and worked closely with the Forest four Local Authorities. A Member sought assurances that the additional costs and budget shortfalls were being properly addressed. The Superintendent confirmed that lease rent reviews and some serendipity around license payments would manage this year’s shortfall, the following year would be more challenging. The Chairman added that he was also pursuing central funding for costs around the fires; Oak Processionary Moth and fly-tipping. Resolved – that the update be received. 5. EPPING FOREST AND THE COMMONS RISK MANAGEMENT REPORT The Committee received the risk management report and noted that This report provides the Epping Forest and Commons Committee with an update on the management of risks undertaken by the Open Spaces Department and the Epping Forest and the Commons Divisions. Risk is reviewed regularly by the Department’s Senior Leadership Team as part of the ongoing management of the operations of the Department. It is also reviewed regularly by the Management teams at Epping Forest and The Commons. Page 2 There are fourteen risks managed by the Superintendent of Epping Forest. Seven of these risks are currently reported red and seven are reported amber. There are nine risks managed by the Superintendent of The Commons. Two of these risks are currently reported red, four amber and three green. A number of members raised concerns regarding the number of risks and the relative amount of information regarding their management.
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