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. The Director encouraged members to focus on the Red Risks and welcomed the opportunity to provide more information on any particular concerns that Members may have. The Asset Management framework was discussed as an important tool in managing the liabilities associated with building maintenance.

Resolved – that the risk report be agreed.

6. APPLICATION FOR MAJOR EVENT ON WANSTEAD FLATS: CONSIDERATION OF PRE-APPLICATION OPTIONS The Committee considered the application for the major event in Wanstead Flats. Members noted that the major event organisers MAMA & Company are proposing a series of large-scale music concerts to take place on Wanstead Flats during the summer of 2019. The proposals are in accordance with the recently approved Open Spaces Events Policy Parts 1 and 2 and the City of London (Open Spaces) Act 2018.

Members are asked to give consideration to the proposals and provide guidance as to the number of events that might be accommodated, with reference to the policy position provided in the Open Spaces Events Policy.

Following Members questions, officers indicated that the report was reactive to an external and unsolicited approach by a major event organizer. Members were supportive of further discussions with the organizers regarding one or two pilot events ideally in September. Members were assured that any consultation by the organizer with communities would seek to address issues regarding noise, litter and damage to the site.

Resolved – that the application be received, and Members approved one of the three options proposed and further development, so that an event application can be worked up in more detail and brought back to the Committee in November for final decision.

7. UPDATE ON THE INTERIM MITIGATION STRATEGY FOR EPPING FOREST SPECIAL AREA OF CONSERVATION The Committee received a report on the interim mitigation strategy and noted that the progress made since Committee granted approval in May 2018 for costed mitigation proposals to be submitted, under delegated authority, to Epping Forest District Council, for inclusion in an interim Mitigation Strategy. Such a Strategy is required to protect Epping Forest Special Area of Conservation (SAC) from the adverse impacts of residential, highways and other developments proposed in forthcoming local plans by the local authorities surrounding the Forest. Each local authority, whose local plan might have a significant adverse impact on the Forest is deemed a competent authority, and

Page 3 so even authorities currently outside the Memorandum of Understanding for Epping Forest SAC are required to contribute to the Mitigation Strategy in a proportionate manner.

This interim strategy covers only mitigation of the likely impacts from recreational pressures. Other issues such as urbanisation and air pollution remain to be considered for avoidance/mitigation as part of a full Strategy still to be negotiated.

The current timetable for the interim Mitigation Strategy is for it to be tabled at a meeting of the Duty-to-Co-operate Member Board on 10th September prior to it being agreed by each local authority under its governance requirements this autumn. The interim Mitigation Strategy, including a proposed tariff structure, would be brought to this Committee as soon as allowed by this timetable.

Resolved – that the report be received.

8. SUPERINTENDENT'S UPDATE The Committee received an update from the Superintendent and noted that the Kenley Revival Project was progressing well; the mortar faults to the blast pens continue to be investigated by the architects, ‘Avanti’. Brick and mortar samples testing has been conducted by the Building Research Establishment (BRE). Current circumstances have suggested it was an extreme sulphate attack in combination with the materials, soil and rain. The Superintendent and Project Team have met with the City Corporation’s Commercial Contracts team to review the City’s position. A

meeting with Avanti, PAYE, Historic England and Officers, including the Commercial Contracts team is scheduled for 6th September. This meeting will determine the programme of rectification works and responsibilities for associated costs.

The ‘Learning Roadshow’ engaged over 350 schoolchildren in workshops. The roadshow was held in local libraries and all schools which took part had not previously engaged with the Kenley Revival Project.

A ‘priorities pot’ application for the role of a Legacy Project Officer to achieve post-project legacy aims had been awarded and will be for 21 months beginning in January 2019. ‘Community Archaeology’ was held 16 – 25th July with 30 volunteers taking part and 30 Open Spaces staff joining in from across the Department. The dig will also be included in a future episode of the BBC4 production ‘Digging for Britain’. The finds are currently being rationalised in discussion with Museum of London who have selected three pieces to go into their collections.

A planning application for onsite interpretation signage has been granted. Planners indicated that the signs need to be reduced further due to visual clutter and the MoD plans for the fence which was reached through compromise with the planners. The timetable for the works has been revised with the ‘small and large wings’ expected to be installed by mid-November

Page 4 along with the production of the travelling exhibition. The ‘table top signs’ will be designed, manufactured and installed a few weeks later.

Remembrance season is planned for November consisting of; school assemblies, handling workshops, pop-up museums, theatre performance, showcase at other museums. The Superintendent will represent the City at the annual Remembrance Day service at Kenley Tribute.

The project has successfully achieved all its volunteer contributions for the project including the financial contribution with over 1,100 contributions delivering 317 days of volunteering. Over 14,500 people have been engaged in physical activities on and offsite.

The Kenley Revival Project Manager is moving to a new post with the National Trust from mid-September. Negotiations are to ensue with HLF to resolve how best to fill the post given that only 9 months remain of the contract.

Resolved – that the update be received.

9. QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE There were no questions.

10. ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT There was no urgent business.

11. EXCLUSION OF THE PUBLIC 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.

12. NON-PUBLIC MINUTES Resolved – that the minutes be agreed as an accurate record.

13. LEARNING PROGRAMME LONG TERM FUNDING The Committee considered a report regarding the learning programme long term funding and note the information provided within the report.

Resolved – that the report be noted.

14. BURNHAM BEECHES CAFÉ - FORFEITURE, PAYMENT OF ARREARS, BUSINESS REVIEW AND OUTLINE TENDER PROCESS The Committee considered a report regarding the payment of arrears relating to the Burnham Beeches Cafes.

Resolved – that the report be noted.

Page 5 15. NON-PUBLIC QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE There were no questions.

16. ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT AND WHICH THE COMMITTEE AGREE SHOULD BE CONSIDERED WHILST THE PUBLIC ARE EXCLUDED There was no urgent business.

The meeting ended at 1:15pm

Chairman

Contact Officer: Natasha Dogra [email protected]

Page 6 Agenda Item 4

EPPING FOREST CONSULTATIVE COMMITTEE

Wednesday, 10 October 2018

Minutes of the meeting of the Epping Forest Consultative Committee held at the Hope Centre, 201 High Road, Loughton at 7.00 pm

Present

Members: Graeme Smith - Deputy Chairman Robert Levene - Bedford House Benjamin Murphy Community Association Sylvia Moys Brian McGhie – Epping Forest Judith Adams - Epping Forest Heritage Trust Conservation Volunteers Jo Blackman - Friends of Wanstead Paul Morris - Epping Forest Forum Parklands Carol Pummell - Epping Forest Riders Jill Carter - Highams Residents Association Association Susan Creevy - Loughton Residents Gordon Turpin - Highams Park Planning Association Group Matthew Frith - London Wildlife Trust Enid Walsh - Open Spaces Society James Head – Wren Wildlife & Conservation Steve Williamson - Royal Epping Forest Group Golf Club Andy Irvine - Bushwood Area Residents Tim Wright - Orion Harriers Association Verderer Michael Chapman DL

Officers: Colin Buttery - Director of Open Spaces Paul Thomson - Superintendent, Epping Forest Jeremy Dagley - Head of Conservation, Epping Forest Jacqueline Eggleston - Head of Operations, Epping Forest Jo Hurst - Business Manager, Epping Forest Martin Newnham - Head Forest Keeper, Epping Forest Geoff Sinclair - Head of Operations, Epping Forest Leanne Murphy - Town Clerk’s Department

1. APOLOGIES Apologies were received from Chairman Deputy Philip Woodhouse (the meeting was chaired by Deputy Chairman Graeme Smith), Martin Boyle, Tim Harris (James Heal represented the Wren Wildlife & Conservation Group), Verderer Dr Joanna Thomas and Verderer Melissa Murphy.

2. DECLARATIONS There were no declarations.

3. MINUTES RESOLVED, that the public minutes of the meeting held on 13 June 2018 be approved as a correct record

Page 7 4. MINUTES OF THE EPPING FOREST & COMMONS COMMITTEE

a) 9 July 2018 The Committee noted the minutes of the Epping Forest & Commons Committee held on 9 July 2018.

b) 10 September 2018 The Committee noted the minutes of the Epping Forest & Commons Committee held on 10 September 2018.

5. SUPERINTENDENT'S UPDATE APRIL/MAY & JUNE/JULY Members received a presentation from the Superintendent of Epping Forest and noted his report summarising the Epping Forest Division’s activities across April to July 2018. The following comments were made:

Staff and Volunteers

 The Superintendent advised Members that recruitment was underway to address a series of staff shortages. It was noted that the team had sadly lost Litter Van Driver Russell Stock and Consultant Peter Wilkinson.

Award winners

 Epping Forest has received the prestigious Green Flag Award for the 15th time in a row and a Green Heritage Award for 2018/19 from the environmental charity Keep Britain Tidy.

Weather

 The Superintendent advised that after the wetter than average April, the very dry and hot summer had had an impact with the Forest reflecting 2% lower than normal on a heat map.

Parklife

 The Football Foundation has provided a grant of £34,777 to enable the City of London Corporation to develop plans for a hub at Wanstead Flats football.

Forest Services

Fly tipping  Members were advised that fly-tipping and littering had significantly increased over the hot summer months.

Rough Sleepers  Members were advised that there had been a number of rough sleepers at the Forest over the summer months and that the City of London Corporation was working to find better outcomes to resolve rough sleeping on the Forest.

Page 8 Deer vehicle collisions  Members were advised that the number of deer related road accidents was moving proportionally down from 2017.

Fire  The Superintendent advised that the extremely hot weather and lack of rainfall had led to 37 forest fires throughout the summer reaching a damaging burn of approximately 60 acres at Wanstead Flats. The Police and Fire Services were still looking investigating suspected arson at the flats.

 Annual training with the Fire Authority is due to take place in the spring.

Heritage, Landscape and Nature Conservation

Biodiversity  Members were advised that a number of rare birds and invertebrates have been spotted in the Forest.

 It was noted that there had been a population explosion of the beech leaf mining weevil Orchestes fagi and the Team had received guidance from the Joint Nature Conservation Committee (JNCC) regarding treatment. Grazing  Conservation grazing took place throughout the summer.

 The Superintendent noted that a report regarding the Eagle Pond Heritage Landscape would come to the next meeting.

Oak Processionary Moth (OPM)  Members were advised that there had been a significant rise in OPM nests leading to a busy period of work to manually move the nests with Essex Bridleways Association.

 It was noted that only four nests were found in 2017 and that the response to OPM would be re-evaluated to manage the dramatic rise.

Land Registration

 The Superintendent advised that a tribunal hearing date was awaited following a re-submission regarding the case of a land claim on Forest Land at Broomhill Road, Woodford Green.

Visitor Services

 Members were advised that there had been significant social media growth and as of 19 June 2018 was as follows - Twitter followers: 6,487 (13% increase); Facebook likes: 1,415 (103% increase); Instagram followers: 1,011 (184% increase).

Page 9  Members were advised of two exhibitions which opened in the summer. An exhibition to celebrate 130 years of golf on the Chingford Golf Course, in partnership with the Royal Epping Forest Golf Club, took place on 16 June to 15 July and an exhibition to mark the 140-year anniversary of the passing of the Epping Forest Act of 1878 opened on 21 July.

 The Superintendent noted a pattern of Anti-Social Behaviour following schools breaking up for the summer holidays and advised that the Team were working with schools to prevent this.

 Members were advised that a licensing agreement had been agreed with the Theydon Bois Donkey Derby event organisers.

 With regards to the relinquishment of the Buffer Land Woodredon Estate Properties, the Superintendent advised Members that four properties were under offer and that the future development of Woodredon House would be managed by a freehold disposal of the property and a leasehold retention for the grounds.

 A Member queried the criteria regarding dog and other animal incidents on the Forest noting that there had been a serious dog attack on a horse and a child close to Blackweir Hill which were not referenced in the report. The Superintendent agreed to look into this incident.

 Various Members thanked the Visitor Services Team for supporting work on Walter Spradbery celebration event at The Wilderness, Buckhurst Hill in September.

RECEIVED.

6. WANSTEAD PARK - BRIEFING NOTE FOR MEMBERS Members considered a report of the Director of Open Spaces providing Members with an update regarding Wanstead Park. The following comments were made:

 The Head of Operations advised that the aim of the report was to update Members on the progress of the Parkland Plan and introduce the implications for the Plan of the notification by the Environment Agency in December 2017 of a statutory revised High-Risk category for the three Large Raised Reservoirs (LRR).

 Members were advised that it was recommended that a Project Board be established to support the preparation of a combined LRR and Parkland Plan project proposal to be submitted to the Projects Sub (Policy & Resources) Committee for December 2018.

 A Member noted that there was a lot of frustration in the local community regarding the rate of progress but was grateful that the strategy work

Page 10 had identified and would ensure necessary works and improvements would take place.

 A Member voiced concern over the annual pumping of up to 294,000 cubic metres of potable water from the chalk aquifer underlying London querying how this was justified. The Superintendent explained that the request for water supply had been carefully considered by the Environmental Agency. The six-year abstraction licence was an interim measure rather than a long-term solution. The aim of the Parkland Plan was to creatively address water conservation through improved catchment management, harvesting neighbouring water sources and storing offering floodwater storage.

 In response to a query regarding wider consultation of the plan, Members were advised that consultation had already taken place with key stakeholders and the plan would come to the Committee for feedback.

 In answer to a Member’s question on timescales the Superintendent recorded his thanks to John Cryer MP for calling a Wanstead Park Summit with key agencies which had helped secure a designation from the environment agency after a 3-year hiatus. The High-Risk designation now provided a basis on which an integrated Parkland Plan could be developed.

RESOLVED, that Members support the preparation of a combined LRR and Parkland Plan (Gateway 1/2) project proposal be submitted to the Projects Sub (Policy & Resources) Committee for December 2018.

7. LONDON BOROUGH OF CULTURE MAY DAY EVENT ON CHINGFORD PLAIN Members considered a report of the Director of Open Spaces regarding the London Borough of Culture May Day Event on Chingford Plain and the following points were made:

 The Head of Visitor Services advised that the London Borough of Waltham Forest had become the first London Borough of Culture for 2019 and subsequently the Borough was planning to host its opening event on Epping Forest at Chingford Plain.

 In response to a query regarding how attendees would be prevented from taking a shortcut across golf course land or using it to park cars, Members were advised that the event would be managed by experienced event management company with stewards managing the crowds and parking on pre-planned locations.

 A Member queried whether the Team’s staff could cope with the extra pressures caused by this event which would have a ‘knock-on effect’ on other areas. Members were advised that if it was decided

Page 11 that extra resources were required following receipt of the final plan, then these would be requested from the organisers.

 A Member was concerned that bad weather plus the extra footfall could have a detrimental effect on the land. Members were advised that protective matting/tracking would be used if there was bad weather and that all routes would not be on the Forest except the event itself.

 The Head of Visitor Services advised Members that all concerns would be factorised in the due diligence checks and that detailed planning for the event would come to the Committee. It was noted that the event would only be licensed if the organisers could demonstrate that all expectations would be managed.

RESOLVED – that Members support the:-

 Agreement for the London Borough of Waltham Forest use of Chingford Plain for an opening event for the inaugural year of the London Borough of Culture, on Monday 6th May 2019.

 Instruction to the Comptroller and City Solicitor to undertake any necessary documentation.

8. EPPING FOREST LICENCE, PRODUCE AND SPORTS CHARGES Members considered a report of the Director of Open Spaces concerning the performance of charges levied for licenced activities, produce sales and formal sports in the last full financial year 2017/18 and proposals for revised charges in 2019/20. The following points were made:

 A Member thanked the City for not raising the green fees, noting that golf was a very competitive market and added that the early proposal on charging helped with marketing plans.

 A Member suggested that the Forest Golf Clubs had a forum to discuss common interests. The Head of Visitor Services noted that there had been regulated meetings with the four clubs to discuss options and hoped this would continue in the future to look at joint operations, marketing, etc, across all four sites.

 A Member felt that the sports day freeze on fees were positive as they would help alleviate pressures on schools.

 In response to a query regarding the high costs of car park event licensing, the Head of Visitor Services advised that this report covered up to April 2018 and the costs regarding newer licences would be reported in the next report.

 Following queries regarding the Bury Road Car Park, Members were advised that the build project for London Overground was behind schedule and would hopefully be finished soon. A

Page 12 commercial compound rate continued to be charged and the surface would be improved once the compound has been closed down.

RESOLVED – That Members support the:-

 Proposed charges for 2019/20;

 Continued subsidy for association football.

9. APPLICATION FOR MAJOR EVENT ON WANSTEAD FLATS: FURTHER DETAIL FOR APPROVAL Members considered a report of the Director of Open Spaces concerning the Application for a major event on Wanstead Flats The following points were made:

 The Head of Visitor Services advised that major event organisers MAMA & Company are proposing a series of large-scale music concerts to take place on Wanstead Flats during the summer of 2019. This was in accordance with a long legacy of events on Forest Land and the recently approved Open Spaces Events Policy Parts 1 and 2 and the City of London (Open Spaces) Act 2018.

 Members were advised that originally proposals for two concert series were approved in principle by the Epping Forest and Commons Committee on 10 September 2018. The proposal had now changed to a single 6-day Music Festival scheduled to be staged in September 2020.

 A Member asked whether music festivals were an appropriate used of public open space and whether the same organiser was involved at Victoria Park. The Head of Visitor Services emphasised that public recreation and enjoyment was a central duty of the Act. The event would therefore be in policy parameters and the Trustees would need to judge whether such an event was a good idea. The proposed event would be a new festival rather than the relocation of an existing festival.

 Members voiced a number of concerns regarding the scale of the six- day event, the impact and damage it would have on the Forest and wildlife, the impact on the local residents and the precedent this could set for encouraging similar-sized events on the Forest in the future.

 Some Members had concerns regarding the reputation of the organiser based on community concerns raised at other park events. It was noted that this may be a reason that the promoter was looking for a new location to host its events. It was further clarified that this report was proposing a new event and not an existing relocated event.

 The Friends of Wanstead Parklands were not against events in principle but were against this proposal as it contravened the rules on having an event on two consecutive weekends. There were also concerns regarding 1) the impact a large-scale and long duration event would

Page 13 have on the Forest and wildlife; 2) the limited consultation period and; 3) what was felt to be the negative track record of the promoters.

 The Wren Wildlife Conservation Group made a statement opposing the proposal in full on the basis that 1) the Wanstead Flats are an important location for bird nesting and breeding in London which would be disturbed by its close proximity to the event and could potentially have a permanent effect on wildlife in the area; 2) given the scale of the event to the Group had doubts as to whether the impact could be properly mitigated. It was also noted that failure to protect the wildlife in the area would cause broad reputational damage to the City of London Corporation.

 A Member raised concerns regarding the precedent that may be set for other nature reserves across London. It was noted that without long- term ecology surveys, there was not enough information to understand the impacts of such a large-scale event or how to mitigate them.

 A Member stated that there was a feeling in the community that the City of London Corporation did not liaise locally and asked if there was a need for greater promotion of its committees. The Superintendent felt that the City Corporation had been as open and transparent as possible through early public reporting of the proposal at its earliest stages. Once known, the detail of any final event would be the subject of consultation by the event organiser prior to any application to the event organiser.

 The Head of Visitor Services stated that all feedback would be included in the report which would go the Epping Forest and Commons Committee for consideration. It was noted that full information regarding the event would not be received until there was certainty over the location. Only with certainty around the size and duration of the event could meaningful consultation be undertaken.

 Members were advised that concerns regarding safety and impact and the wilderness would be addressed by wilderness groups and safety advisory groups who would request environmental impact studies and due diligence to address resident’s concerns. The event organisers would also have to carry out wide public consultation as a licensing requirement and the Team would assist to ensure all relevant groups are included.

 Members were advised that the planned location was not part of the Site of Special Scientific Interest (SSSI). Although the proposed event footprint is part of a Site of Metropolitan Importance for Nature Conservation (SINC) the area forms part of a long-standing football pitch footprint with a very low conservation value.

 The Director of Open Spaces highlighted the importance of consultation on the proposal occurring prior to the promoter seeking an event licence as this meant that concerns were taken seriously by the promoter who would have to prove to the public and the licensing authority that all the

Page 14 concerns could be resolved prior to getting a licence. It was noted that the Epping Forest and Commons Committee wanted to understand all concerns prior to making a formal decision.

 To give context, the Director of Open Spaces & Heritage explained that the Forest was under financial stringency and this firm proposal from a promoter provided a good opportunity for the Forest to reach its annual efficiency costs. However, he maintained that this proposal was being fully evaluated and it would not be approved if the organisers could not address all concerns.

 A Member requested that the Committee be provided with a diagram of the decision-making process which Members could take to their organisations.

 In response to a suggestion that the funds from this event be used on the Wanstead Flats, a Member disagreed against ringfencing money from an event for one area stating that Epping Forest was one entity and that any funds should only ever be used where it was needed. This was supported by the Committee.

RESOLVED - Members did not support the proposals outlined in this report.

10. COMMERCIAL WAYLEAVES REVIEW Members considered a report of the Director of Open Spaces concerning the Commercial Wayleave Review and the following points were made:

 The Superintendent explained that a commercial wayleave was a legally recorded personal licence agreement for passage across a public highway/Forest land involving an exchange of money and a set of conditions.

 The Open Spaces Wayleave Review 2015 identified 25 wayleaves granted for non-residential access, including business premises, liveries, public houses and residential park homes. It was agreed that a mechanism was needed to manage the charges allowing access across the Forest

 The Superintendent advised that the recommended charging model to apply on all 25 commercial wayleaves was to base the revised wayleave fee on a percentage of the rateable value for businesses or a multiplier based on residential wayleaves for park home sites.

 In response to a query regarding comparable best practice activity, the Superintendent advised that as a charitable trust the aim was to always ensure the land is being used correctly and it was working on a process to clarify and protect the Forest’s rights. The aim was for a fair and consistent policy which would also provide an income for the charity.

 The Director of open Spaces noted that the historic process had not been updated and therefore the rates had not increased gradually over

Page 15 an extended period. He stated that wayleaves were valuable and needed to be calculate fairly.

 Members supported Option 4 - Using consultant’s advice apply new Wayleave fees immediately based on either rateable value or a council tax formula, applying further increases by Committee approval using a recognised multiplier formula.

RESOLVED – That Members support the:

 approval of new commercial wayleave fees immediately based on either rateable value or a council tax formula, applying further increases by Committee approval using a recognised multiplier formula;

 tender a valuation contract with external valuers to value and negotiate the remaining wayleave agreements;

 instruction of the City Solicitor and Comptroller to assist in completing the necessary wayleave agreements.

11. EPPING FOREST CONSULTATIVE COMMITTEE TERMS OF REFERENCE AND SCHEDULE Members considered a report of the Director of Open Spaces and Heritage concerning the Epping Forest Consultative Committee Terms of Reference and Schedule. The following points were made:

 The Business Manager for Epping Forest advised that a deadline of the fourth meeting had been set to finalise the Epping Forest Consultative Committee’s Terms of Reference and more complete terms were being proposed for Committee approval. These now covered outstanding elements including determining how many members are required to hold valid proceedings (quorum) and the agreement of a code of conduct for Members.

 A Member felt a key element needed was to allow for the public to input and suggested a framework that allowed time on the agenda for Members to discuss other issues raised. Members were advised that any questions/requests to add something to the agenda needed to be submitted to the Town Clerk and Chairman in advance of the agenda being published. It was agreed that this should be done two weeks prior to the agenda being published (four weeks before the meeting date).

 A Member felt that one week was not long enough to process the contents of the agenda pack and recommended circulation of the agenda two weeks prior to the meeting date to allow groups to review it. Members agreed the Chairman approved this request.

 A Member noted that there was no youth representation on the Committee and it was suggested that one or two members of the Epping Forest Youth Council be co-opted onto the Committee. It was noted the

Page 16 meetings took place at 7pm and this would be challenging and a safety concern for young people to attend evening meetings. The Business Manager of Epping Forest stated that all relevant groups were invited to join the Committee, and some chose not to be represented. She noted that membership would be refreshed every three years and an offer to all relevant groups would be made again. It was noted that spaces on the Committee could also arise if a representative was a consistent non- attender.

 A Member was confused by the wording of “resolved” in minutes in response to reports and did not feel this accurately explained the decisions of this Committee. The Town Clerk explained that this was the standard wording and style of City of London Corporation reporting used to show a collective view. It was added that reports included the feedback from consultative committees although this was not always explicitly clear. Members agreed that some of the wording in minutes and reports did not translate for a consultative committee and the Superintendent and Chairman agreed to look at the style and process with Officers to better reflect the Committee. A Member suggested including an appendix on the process.

 A Member noted that the Play Policy application was subject to conditions and recommended that Members received updated reports following feedback, so they remained up-to-date. It was noted that most amendments had been made to this report and it would be emailed to the Committee when finalised before being published on the website.

RESOLVED – That Members support the updated Terms of Reference for the Epping Forest Consultative Committee.

12. QUESTIONS ---- RESOLVED - With two hours having elapsed since the start of the meeting, in accordance with Standing Order No. 40 the Committee agreed at this point to extend the meeting by up to thirty minutes. ----

The following questions were raised:

Deer culling A Member stated that despite the Epping Forest Forum campaigning regarding deer hunting two years ago, there still had not been any feedback or outcome. He argued that as this public issue, all consultation needed to be made public and not come to the Committee for ‘rubber stamping’ later. The Superintendent advised that the Terms of Reference had taken longer than expected but they would be published on the London tender Portal website next week and a report will come to the Committee following the compilation of the Review and ahead of public consultation.

Page 17 It was argued that the timescale had been too long, and the lack of engagement meant that the public were not aware of what was going on in the background. Th Superintendent advised that this work would go out to tender and run for six weeks and would be followed by public consultation in February 2019. Members agreed that the timelines for this public sensitive subject should be made public and the Superintendent agreed that this would be added to the website.

Closure of the Temple A Member voiced concern regarding the length of time the Temple had been closed which had severely affected the programme of events. Members were advised that the Temple was closed due to the progressive collapse of the ground floor ceiling and the building could not be reopened until surveys had been carried out to establish the cause of the collapse and contractors had completed the repair work. It was noted that this had now taken place, but the Temple required redecoration works before it could be reopened, and this would be advertised on the website when completed.

Car Park Closures A Member queried what the closure times for all the car parks were as this was not always clear. Members were advised that car park timings were listed on the website which are closed between 4-5pm but timings changed during the summer to between 8.30-9.30pm. It was noted that car parks were occasionally closed for routine Forest works, etc, which was not always posted on the website.

A Member noted that it stated that some car parks open for 24 hours on the website and it was agreed this would be removed to prevent any further confusion.

13. ANY OTHER BUSINESS There was no other business.

14. DATE OF NEXT MEETING Members were advised that the 2019 meeting dates would be circulated by the Town Clerk in due course.

The meeting closed at 9.15 pm

Chairman

Contact Officer: Leanne Murphy [email protected]

Page 18 Agenda Item 5

Committee: Date:

Epping Forest and City Commons - For Information 19 November 2018 Hampstead Heath, Highgate Wood - For Information 28 November 2018 and Queens Park Open Spaces and City Gardens - For Information 10 December 2018 West Ham Park - For Information 10 December 2018 Subject: Departmental Business Plan 2018/19 – Six month Public performance update Report of: For Information Colin Buttery – Director, Open Spaces Report author: Gerry Kiefer, Open Spaces

Summary

This report provides Members with an update on progress and performance against the 2018/19 Business Plan by the services which report to the various Open Spaces Committees.

The update highlights progress against programmes and projects, six monthly performance indicator data and includes achievements under the Business Plan’s three main objectives.

Recommendation

Members are asked to:

 Note the progress made against the 2018/19 Business Plan objectives, projects and performance indicators.

Main Report

Background

1. The Open Spaces & City Gardens Committee approved the Departmental Business Plan 2018/19 (Appendix 1) in April 2018.

2. The Department’s Vision is: we enrich people’s lives by enhancing and providing access to ecologically diverse open spaces and outstanding heritage assets across London and beyond.

3. The Business Plan identified three main objectives under which sit twelve outcomes which are set out on page one of the Business Plan.

4. The key programmes and projects listed on page 2 of the Business Plan will help the Department achieve these objectives and outcomes.

Page 19 Current Position

Objectives and Outcomes 5. A number of notable achievements have already been made under the three objectives:

A. Open Spaces and Historic Sites are Thriving and Accessible.  Epping Forest and The Commons are progressing Special Area of Conservation (SAC) Mitigation strategies with their neighbouring local planning authorities  Successful multi-agency working limited the impact of the grass and heathland fires across the sites, but particularly at Wanstead Flats  Significant work was undertaken by contractors to mitigate against the impact of Oak Processionary Moth (OPM). It is anticipated that this will be an ongoing issue for the Department.  Sherriff Redcliffe opened West Ham Parks extended wildlife garden during the Committee visit to site in June.  Surveys continue to record rare species on Burnham Beeches and Stoke Common, including a new fungus species for the county, 3 new red data book (RDB) lichens and 4 species new to the county. A new species of damselfly, the Willow emerald damselfly, has been recorded mating and egg laying on the Heath for the first time this year.  2018 ZSL survey reveals Hampstead Heath as a very important London site for hedgehogs.  West Ham Park awarded Mayor of London’s ‘Greener City Fund’. The £15k Community tree planting grant will contribute towards South Meadow improvement project.

B. Spaces Enrich People’s Lives.  The summer’s good weather meant that customer demand for swimming at the Parliament Hill Fields Lido and Heath Bathing Ponds increased significantly.  Sixteen funding applications received from voluntary and registered charities to support projects linked to “Enjoying Green Spaces and the Natural Environment”. Award recommendations will be proposed to OSCG Chairman and Deputy in December.  27,228 people have engaged with the Learning Programme between April and September.  Facilitated visit programmes by the Learning Team engaged 32 diverse community groups who do not usually visit green spaces.  Epping Forest contributed to the successful bid by Waltham Forest as the first ever London Borough of Culture. Several arts events in the Forest have been announced  A wide programme of visitor service events and exhibitions have been held across all the sites increasing awareness of nature and the sites history including an exhibition celebrating 130 years of Golf in Epping Forest and 140 years of the Epping Forest Act  The Kenley Revival Project engaged with 6,256 people during this period.

Page 20  1,864 hours of volunteering were recorded at the Kenley Revival project including the community archaeology strand of the project, where participants uncovered a machine gun pit and other WWII features.

C. Business Practices are Responsible and Sustainable.  The City of London Corporation hosted the National Parks City conference in July.  Across the Department there are 23 apprentices undertaking a wide variety of roles.  Countryside Stewardship Grant applications have been submitted for Stoke Common and Burnham Beeches.  Funding has been awarded from the Chamberlains ‘Priorities Investment Pot’ for Open Spaces projects and initiatives.  A review of the waste and recycling operations is underway across the Department.  The learning team delivered a successful talent and skill building programme for 54 young people, including 16 work experience placements looking to explore careers in the environmental and green spaces sector.  Epping Forest adopted a new Play Policy to prevent unsuitable development  197 responses were received to the Open Spaces staff survey which gave staff a chance to anonymously share their views on working in the Open Spaces Department. Recommendations are being implemented.  Three inter-divisional project days have been held which encourage and enable networking and joint working across the Department. The projects included: a dead hedge project at West Ham Park, a time team event at Kenley Common and wildlife area restoration at the Cemetery and Crematorium.

Programmes and Projects 6. The Business Plan identified 15 grouped programmes and projects which would help the Department to deliver its three main objectives. Good progress has been made including:

 An initial bid was submitted in August 2018 to the Heritage Lottery Fund for project development funding for Bunhill Fields.  Public consultation on playground options at West Ham Park engaged with over 400 people, comments and feedback have been incorporated into the detail design.  Significant design development on Finsbury Circus reinstatement project.  Commencement of lodge letting on Epping Forest.  Departmental and Divisional events policies adopted by Committees.  Stoke Commons Management Plan and the Hampstead Heath Management Strategy are very close to completion and adoption.

7. Detailed progress against each programme / project is detailed in Appendix 2.

Page 21 Performance Indicators 8. The Business Plan report identified a number of performance indicators. Many of these are collated annually, but those where data is available at 6 months is attached as appendix 3. Some notable points include:

 Retained 15 Green Flag and 13 Green Heritage Awards  the number of rounds of golf at Chingford in the first 6 months of this year, is 22% higher than the previous year.  the hot summer has impacted on tennis participation levels with tennis numbers down across all sites. Numbers are 18% lower than last year and represents only 60% of this years annual target.  79% of staff who responded to the Staff Survey would recommend working for the Open Spaces Department

Implications

Financial Performance 9. Six months into the financial year and across the Divisions that report to the Open Spaces Committees, the full year outturn position is estimated to be broadly on budget.

10. The graph below shows the percentage actual expenditure, income and net expenditure to end September.

Graph to show percentage actual expenditure, income and net position after 6 months by site 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Epping Hampstead West Ham Park Q. Park & H. City Gardens & The Commons Directorate Heath Wood Bunhill

Percentage of actual gross expenditure to end September’ Percentage of income to end September Percentage of actual net expenditure to end September

Page 22 11. It should be noted though that some expenditure and income is not spent/received in equal proportions across the year

12. Hampstead Heath is showing 80% income for the year. This is comparable with last year and recognises the seasonality of the income from activities such as sports fees and charges, events, filming and car park charges. Other sites where summer sports fees and charges make up a significant proportion of the income will also show greater than 50% of income achieved.

13. The 61% net expenditure for City Gardens is comparable to last year and recognises that a fair proportion of their income is from S106 contributions and rechargeable works which are applied towards the end of the financial year.

Outstanding Debt 14. The Department’s debt is managed in accordance with corporate guidelines and are within acceptable parameters. The majority of the value for the 731+ days debt is for payment of wayleaves and easements. Officers will continue to actively manage outstanding payments with the Chamberlains Department and the debt recovery team.

Total Value of Debt Outstanding by Age

400000 341982 350000

300000

250000 208148 200000

150000

100000

35515 28404 33603 50000 19874 1819 14619 0 0 - 30 Days 31 - 60 Days 61 - 90 Days 91 - 180 Days 181 - 365 366 - 730 731+ Days Total Days Days

Corporate & Strategic Implications

Open Space Charities 15. Many of the Open Spaces sites are registered charities. Officers have been asked to remind Members that decisions they take in relation to the relevant charity must be taken in the best interests of the charity. The Open Spaces charities to which this Business Plan relates are listed in appendix 4.

Page 23 The Corporate Plan 16. The Open Spaces Department actively contributes to the following Corporate Plan 2018-23 aims and outcomes:

Contribute to a flourishing society - People enjoy good health and wellbeing - People have equal opportunities to enrich their lives and reach their full potential - Communities are cohesive and have the facilities they need

Shape outstanding environments - We inspire enterprise, excellence, creativity and collaboration - We have clean air, land and water and a thriving and sustainable natural environment. - Our spaces are secure, resilient and well-maintained

Conclusion 17. The Open Spaces Department has progressed well in delivering its Business Plan. Its activities are helping to achieve the Department’s three main objectives and Corporate Plan aims. The Department’s programmes and projects are progressing well.

Appendices  Appendix 1 - High-level Business Plan 2018-19  Appendix 2 - Progress against the Business Plan Programmes and Projects  Appendix 3 - Performance Measures  Appendix 4 - Open Spaces Registered Charities

Background Reports Final Departmental Business Plan 2018/19 – Open Spaces, April and May 2018.

Gerry Kiefer Business Manager – Open Spaces Department

T: 020 7332 3517 E: [email protected]

Page 24 Appendix 1: High-level business plan 2018-19 We enrich people’s lives by enhancing and providing access to ecologically diverse open spaces and outstanding heritage assets across London and beyond

The main Corporate Plan aims and outcomes What we do is: Protect, enhance and provide access to Our total 2018-19 budget is we aim to impact on are: open space; preserve heritage; provide engaging visitor (Local and central risk, recharges and n opportunities, conserve and enhance biodiversity; share surveyors local risk): a l Contribute to a flourishing society history; enable community engagement and learning; provide (Expenditure) Income Net cost

P 2. People enjoy good health and wellbeing respectful commemoration and disposal of the dead (£000) (£000) (£000)

s 3. People have equal opportunities to enrich City of London Cemetery & Crematorium (5,492) 4,821 (671)

s their lives and reach their full potential City Gardens & Bunhill Fields (2,313) 429 (1,884) e 4. Communities are cohesive and have the Directorate & Learning Programme (1,594) 1,353 (241) n i facilities they need The Commons (Burnham Beeches, Stoke Common and (3,340) 324 (3,016) s City Commons)

u Shape outstanding environments Epping Forest (7,808) 1,678 (6,130)

B 10. We inspire enterprise, excellence, creativity and collaboration Hampstead Heath, Highgate Wood, Queen’s Park & (12,558) 3,703 (8,855) 9 11. We have clean air, land and water and a Keats House 1 thriving and sustainable natural environment. West Ham Park (1,930) 316 (1,614) -

s 12. Our spaces are secure, resilient and well- Monument (634) 669 35 8 maintained Tower Bridge (7,849) 6,261 (1,588) e 1 Total (43,518) 19.544 (23,964) c 0 Page 25 Page 2 a

, Our three top line objectives and twelve outcomes are: What we’ll measure: p s A. Open spaces and historic sites are thriving and accessible.  Ecological condition e

S  Visitor experience c

1. Our open spaces, heritage and cultural assets are protected, conserved and enhanced (10)  Green Flags and Green a 2. London has clean air and mitigates flood risk and climate change (1, 11, 12) n Heritage p 3. Our spaces are accessible, inclusive and safe (1, 2, 12)

e  Knowledge of learning S 4. Our habitats are flourishing, biodiverse and resilient to change (10, 11, 12) participants p n B. Spaces enrich people’s lives.  Intention of participants e O 5. People enjoy good health and wellbeing (2, 3, 4) to visit again or

p

f 6. Nature, heritage and place are valued and understood (2, 3, 4) recommend to friends O

7. People feel welcome and included (3, 4, 10)  Volunteering o f 8. People discover, learn and develop (3) participation and t o

experience t Cn . Business practices are responsible and sustainable.  Number of customers / n 9. Our practices are financially, socially and environmentally sustainable (5, 11) e visits / satisfaction e 10. London’s natural capital and heritage assets are enhanced through our leadership, influence, investment, across our services m m collaboration and innovation (7, 9, 11)  Condition of heritage t t 11. Our staff and volunteers are motivated, empowered, engaged and supported (8) r

r assets

a 12. Everyone has the relevant skills to reach their full potential (8) a p p e The numbers show how our outcomes and Departmental programmes and projects link to delivering the Corporate Plan Outcomes 2018-2023. D e Departmental programmes and projects What we’ll a) Progress a number of capital improvement projects at the central heritage sites including; Keats House and Gardens, measure: the launch of a fully accessible education facility at Tower Bridge, review the potential for a secure exit facility at the  Customer service n Bridge’s South Tower and progress a standalone Visitor Centre for the Monument (3, 4, 10). standards a

l b) Continuously develop the visitor offer across the Department in terms of content, processes, technology, customer service and cultural programming (3, 4, 7, 9)  Accreditations P c) Develop and agree a sustainable model for delivering Learning (3, 4, 10)  Staff satisfaction s d) Deliver opportunities arising from improved management capability from the City of London Corporation (Open Spaces)  H&S accident s investigations

e Act (1, 3, 10, 12)  Sickness absence n e) Protect our heritage at risk: developing partnership funding bids at Wanstead Park and Bunhill Fields while completing i  Utility consumption

s funded works at Kenley Common (10, 1)

u f) Develop engineering studies for six Raised Reservoirs at Epping Forest (1, 11, 12)  Electricity generation

B g) Develop sustainable football improvements at Wanstead Flats (2, 9)  Website visits and h) Progress the replacement of ageing cremators with new at the Cemetery and Crematorium (11) social media 9 i) Work cross-departmentally through Asset Management Planning to maximise the value of our assets including: engagement 1 implementing agreed options for commercial wayleaves, Heathfield House, Warren House, lodges, Finsbury Circus  Project management - and the former West Ham Park Nursery site (2, 4, 10,12) and delivery 8 j) Initiate and progress key capital and local risk projects including playgrounds, ancillary visitor and operational facilities  Income 1 and grazing expansion plans; (2, 4, 10,12)  Net budget position 0 k) Secure funding to create new accessible public spaces within the City’s churchyards (2, 4, 10, 12) 2

, l) Progress the Departmental Programmes including; Fleet, Energy Efficiency and Sports. (2, 4, 5, 11) Page 26 Page s m) Obtain agreement and implement the overarching Departmental and site specific ‘events’ policies (2, 4, 5,10, 12) e n) Progress reviews, drafting and completion of management / conservation plans at Epping Forest, Hampstead Heath, c Stoke Common and West Ham Park (11, 12) a p Corporate programmes and projects

S . Ensure efficient use of property and reduction in maintenance costs . Provide support for the initial 24 apprenticeships within the department and seek to expand the programme using the levy funding n . Support the development of asset management plans and master plans for each site e

p How we plan to develop our capabilities this year . Continue to deliver initiatives arising from the Culture Board Programme; increasing cross division working O . Make more effective use of IT and technology and adopt ‘smarter’ ways of working. f . Finalise and refine our outcomes framework to better understand and demonstrate our value to our customers o . Use GIS to support management of sites and enhance visitor information t

n . Develop and implement a Charitable Trusts fundraising strategy

e . Enhance customer service through use of CRM What we’re planning to do in the future: m t . Improve our workforce planning and ensure our workforce is reflective of the communities we serve r . Develop the cultural profile of the Department’s heritage attractions a . Complete the process of land registration p . Develop on-line retail and bookings and increase opportunities for a cash-free environment e D The numbers show how our objectives and Departmental programmes and projects link to delivering the Corporate Plan Outcomes 2018-2023. Appendix 2 - Progress against the Business Plan Programmes and Projects

Programmes and Projects Progress to 30 Sept 2018 Red / Amber / Green Continuously develop the visitor  Epping Forest played an important role in the offer across the Department in winning award for Waltham Forest as London terms of content, processes, Borough of Culture. technology, customer service  New book of walks and map published for Epping and cultural programming Forest Green  Family facilities added in a revamp of The View Epping Forest visitor centre.  Epping Forest & Tower Bridge secure VAQAS Blue Tourist Badge Awards. Develop and agree a  A report requesting an increase in the Open sustainable model for delivering Spaces baseline budget to provide a ‘core learning the Learning Programme. offer’ was supported by the Open Spaces Committees and Education Board but turned down Red by RASC. Officers were advised to resubmit their request as part of 2019/20 Medium Term Financial Planning report in January Deliver opportunities arising  Epping Forest - Forest lodges are being prepared from improved management for letting; a longer tenancy is being offered to capability from the City of secure external grant funding and utility providers London Corporation (Open are now paying works access charges. Green Spaces) Act  Highgate Wood and Burnham Beeches - café tenders are proposed to be longer in duration as permitted under the new Act. Protect our heritage at risk:  Wanstead Park - In addition to a Steering group developing partnership funding for landowners a Project Board has been bids at Wanstead Park and established to coordinate the joint Heritage and Bunhill Fields while completing Reservoir Safety project funded works at Kenley  Kenley Common - Completion of the project is Common delayed by 6 months to allow time to resolve construction issues that occurred in 2018. Priorities Investment Pot has funded a part time ‘Kenley Amber Project Legacy officer’ for 21 months commencing January 2019.  Bunhill Fields - Round 1 bid to HLF submitted in partnership with London Borough Islington in August 2018 for project development grant with a confirmed £250K of S106 match fund from Islington. Develop engineering studies for  Supervising Engineer has requested an six Raised Reservoirs at Epping engineering study of the Wanstead Park cascade Forest (4 lakes) with a funding proposal to be considered in December. Amber  DBE struggling with resource capacity to progress the evaluations for Baldwins & Birch Hall park ponds. Develop sustainable football  A new team structure at Wanstead Flats is improvements at Wanstead addressing pitch management and ‘playing without Green Flats paying’ more effectively.

Page 27 Programmes and Projects Progress to 30 Sept 2018 Red / Amber / Green  The Football Foundation have awarded a grant of £34,719 (58.45%) for the feasibility study in to the construction of artificial grass pitches on Wanstead Flats. Work cross-departmentally  Asset Management Framework – Epping Forest through Asset Management is piloting Asset outturn reporting with CSD. Planning to maximise the value  Commercial Wayleaves – trial negotiations have of our assets including: been successful and Committee approval is being implementing agreed options for sought for wider implementation. commercial wayleaves,  Finsbury Circus – Working with City Surveyors to Heathfield House, Warren produce a holistic design for the garden including House, lodges, Finsbury Circus landscape reinstatement post Crossrail and café Amber and the former West Ham Park pavilion with a view to achieving financial Nursery site sustainability for the maintenance of the gardens.  West Ham Park Nursery – Designs for the future of the site developed to RIBA stage 2 in consultation with the Options Review Group. Presentation made to the Housing Delivery Programme Working Group. A report on the next Gateway will be made in December 2018. Initiate and progress key capital  West Ham Park playground – Consultation and local risk projects including completed. Gateway 3/4 report to Committees in playgrounds, ancillary visitor December 2018 and operational facilities and  Wanstead Park Playground – Committee have grazing expansion plans; approved ‘in principle’ plans to support fundraising Green initiatives.  Grazing expansion - continues with new areas grazed across The Commons including Ashtead and Kenley Commons Secure funding to create new  Diocese of London to make an application for accessible public spaces within funding to the CIL neighbourhood pot spring Amber the City’s churchyards summer 2019. Progress the Departmental  Fleet Board – has overseen the introduction of Programmes including; Fleet, Local Fleet and Plant Management Plans and Energy Efficiency and Sports associated health and safety documentation. The Corporate Fleet Board is currently taking the lead as the City considers how best to reshape its fleet to meet the Ultra-Low Emission Zone challenge and policy decision not to purchase diesel vehicles.  Energy Board –currently scoping three further Green Photovoltaic installations (Parliament Hill Fields Lido, Merlewood Estate Office and Kenwood Nursery Yard). Bids will be submitted to the Energy Efficiency Fund to deliver these projects in 2019.  Sports Board – This Board was closed but individual projects will continue including standardisation of the sports grounds maintenance specifications and licencing sports events under 500 participants.

Page 28 Programmes and Projects Progress to 30 Sept 2018 Red / Amber / Green Obtain agreement and  Departmental Events Policy (Part One) agreed implement the overarching by OSCG Committee on 18 April 2018. Departmental and site specific  Site Specific Events Policies (Part Two) agreed ‘events’ policies by Service Committees: Green o Epping Forest on 14 May 2018 o Hampstead Heath including Golders Hill Park and the Heath Extension on 5 September 2018 Progress reviews, drafting and  Epping Forest – final draft for consideration by the completion of management / Management Plan sub-Committee. conservation plans at Epping  Stoke Common – being presented to Committee Amber Forest, Hampstead Heath, on 18 November for adoption Stoke Common and West Ham  Hampstead Heath - being presented to Committee Park on 28 November for approval

Page 29 Appendix 3 - Performance indicators

2018/19 Performance 2018/19 update to PERFORMANCE INDICATORS Target 30 Sept 2018 15 green flag sites overall band Retain 15 Green Flags and improve score the overall band score achieved PI 1 53% = 80+ 15 Green Flag Awards across our Green Flag sites by 27% = 75 – 79 2018/2019 20% = 70 - 74

Retain 12 green heritage awards and PI 2 13 Green Heritage Awards 13 Green Heritage Awards increase this to 13 sites by 2018/19

Increase the number of ‘visitors’ to 2017/18 performance plus 10% PI 20 620,463 the Open spaces webpages. = 843,784

Reduce the average number of Full Time Employee (FTE) working days 3.2 days FTE Working Days PI 22 1.68 lost per FTE due to short term Lost per FTE sickness absence.

Reduce the average number of FTE 2.30 days FTE Working Days PI 23 working days lost per FTE due to 1.91 Lost per FTE long term sickness absence. This exact question was not asked in the Department staff survey, but a similar Increase the percentage of Open question resulted in the Space’s staff who state they are at PI 24 95% following response: least satisfied with their workplace in  79% of staff would the annual staff wellbeing survey. recommend working for the Open Spaces Department

WHP: increase court hours Increase the amount of tennis played used by 25% on 2017/18 actual PI 16 4,472 Total across our sites. = 8,416

Parliament Hill: increase court 8,276 Total hours by 5% each for adults and concessions on 2017/18 actual 5,806 Adult = 2,470 Concession 7,664 Adult 4,322 - Concession Golders Hill Park: increase court hours by 5% each for adults and 2,884.5 Total concessions on 2017/18 actual = 1,584.5 Adult 1,866 Adult 1,300 Concession 1,472 - Concession

Page 30 2018/19 Performance 2018/19 update to PERFORMANCE INDICATORS Target 30 Sept 2018 Queens Park: increase court 3,348 Total hours by 5% each for adults and concessions on 2017/18 actual 2,766 Adult = 582 Concession 4,390 Adult 1,010 Concession

Increase the number of golf visits at Increase 2017/18 performance PI 18 13,797 Chingford Golf Course. by 5% = 19,612

Increase the percentage of Learning Programme participants who are surveyed who are more PI 11 85% of participants surveyed 100% knowledgeable about the natural history of our open spaces. (Learning objectives met) Increase the percentage of Learning Programme participants who are PI 13 surveyed who are from Black and 55% of participants surveyed 59% Minority Ethnic or under-represented groups

Page 31 Appendix 4

Charity Charity number Ashtead Common 1051510 Burnham Beeches & Stoke Common 232987 Coulsdon & Other Commons 232989 West Wickham Common & Spring Park 232988 Epping Forest 232990 Hampstead Heath 803392 Highgate Wood & Queen's Park 232986 West Ham Park 206948

Page 32 Agenda Item 6

Committee(s) Dated: Epping Forest and Commons 19 11 2018 Subject: Public Epping Forest - Superintendent’s Update for August to September 2018 Report of: Superintendent of Epping Forest (SEF 44/18) For Information

Report author: Paul Thomson – Epping Forest

Summary

This purpose of this report is to summarise the Epping Forest Division’s activities across August to September 2018. Of particular note was continuing reduced rainfall which is accentuating the impact of the summer drought; the arrival of Leisler’s Bat and the Ivy Bee within the Forest; the successful extension of the barrierless fencing system at Chingford and Sunshine Plains; positive promotion of Epping Forest at the Commonwealth High Commissioners Banquet; well received work on the restoration of the Long Walk at Wanstead Park and the celebration of 130 years of Golf at Epping Forest.

Recommendation(s)

Members are asked to:

 Note the report.

Main Report

Staff and Volunteers

1. One temporary 17.5 FTE Investigating Officer role has been recruited during this reporting period.

2. One part-time Sports Bookings Assistant left at the end of September. Recruitment for a replacement was undertaken in early October.

Budgets

3. The Revised Estimates process has been completed at Epping Forest, realigning budgets for 2018/19 and setting them for 2019/20, as detailed in a separate report. At the end of September (50% of financial year), overall expenditure budgets for all Epping Forest codes were at 48%, and income at

Page 33 41%. The low-income figure is dependent on the payment of both this year’s and last year’s Environmental Land Management Scheme grant income.

Weather

4. August 2018 saw below average rainfall in Epping Forest. Total monthly rainfall (48.2 mm) was 29.7% below the average rainfall recorded for August in Epping Forest since 1979 (68.6 mm). There were 20 days of rainfall in total, the wettest being 11th August, which saw 8.0 mm of rainfall.

5. September 2018 saw below average rainfall in Epping Forest. Total monthly rainfall (34.6 mm) was 23.8% below the average rainfall recorded for September in Epping Forest since 1979 (45.4 mm). There were 9 days of rainfall in total, the wettest being 22nd September, which saw 17.2 mm of rainfall.

6. Due to a problem with the rain gauge, rainfall recordings for 1st, 2nd and 3rd September 2018 are missing, which may affect the data presented above.

Sustainability

7. Staff are investigating the environmental credentials of residential property at Epping Forest after inspections for Environmental Performance Certificate (EPC) at some sites indicated lower than desirable classification.

Epping Forest Projects

Parklife 8. The framework project managers QMP have been appointed and have completed initial studies including topographic surveys of the Wanstead Flats Sports Pavilion Sites.

Forest Services

Fly-tipping 9. There was a total of 49 fly-tips over this period compared to 109 over the same period in 2017, this is a reduction of 55%. This potentially could be attributed to the better weather over this period compared to 2017, which resulted in greater public presence within the Forest in the late evenings. There has also been more increased gate closures and layby logging which has reduced available locations.

Page 34 Fly-tip location types Aug-Sep 2018

40

35

30

25

20

15

10

5

0 Forest Interior Gated Car Non-gated Car Roadside House back Forest Ride Park Park

10. Roadside locations remain the largest vulnerable location for fly-tipping in the Forest. Over this period these locations represented 73.5% of all fly-tips. Positively for the Conservators many of these locations are the responsibility of the local or municipal authorities to remove. This changed liability does not however reduce the eyesore and potential environmental impact of these tips. It is also noticeable that fly-tipping has increased in the Forest periphery especially in the Epping Forest District Council area.

Fly-tip content types Aug-Sep 2018

16 14 12 10 8 6 4 2 0

Parts Camp other Waste Clothes Waste Waste Rubble Goods Asbestos Cannabis Car Furniture Vegetation Food White Builders Sleeper Household Rough

11. Builders Waste remains the predominant waste type representing 31% of tips. Two of the recorded tips are the removal of Rough Sleeper Camps which is an additional resource requirement when addressing rough sleeping in the Forest.

Page 35 Fly-tips in Wanstead Flats area Aug-Sep 2018

No Yes

12. Over this period 26% of the tips collected occurred in the Wanstead Flats area of the Forest. It should be noted that Newham Council have been very swift to remove fly-tips on the Forest border, which although reported to us are not the responsibility of the Conservators.

Enforcement Activity 13. No prosecutions were heard during the period under report. Two written warnings and two conditional cautions were issued during the period under report.

Rough Sleepers 14.Five camps have been found in the following areas. The Triangle Wanstead Flats (one male and one female occupant); Leyton Flats (one male occupant). Wanstead Flats (one male occupant). Bushwood South (one male occupant). A disused camp was found at the Waterworks. All occupants were spoken to and the relevant information and paperwork to help them find assistance were given to all occupants alongside 48 hours’ notice to vacate the Forest. The camps were cleared by the litter team, as soon as the camps were vacated.

Licences 15. A total of 53 licences for events were issued during the two months being reported, which yielded an income of £47,682.13 plus VAT. 51 licences were issued during the same period in 2017 (income of £33,866.19).

Unauthorised Occupations 16. There were 3 traveller incursions during this reporting period:

 7th August – Pyrles Lane/Rectory Lane - The travellers moved on immediately and peacefully.

 Thursday 19th August – George Green- Using the LBR court injunction, the travellers moved on peacefully within the hour and headed towards Clapton.

Page 36  Thursday 30th August – Woodford Green (near Churchill Statue) – 70 travellers in 30+ caravans initially resisted enforcement action and attempted the movement of FK vehicle. With successful multi-agency work, the travellers were removed within 2 hours.

Dog Incidents 17. No incidents recorded during this reporting period.

Deer Vehicle Collisions 18. Over the period of August/September, there were 9 recorded incidents of deer vehicle collisions. Three of these occurred on the same day 23rd September but were not related. Incidents did occur on the Thornwood Road and Woodredon Hill which are repeat hot spots.

Heritage; Landscape and Nature Conservation

Biodiversity 19. A colleague from North London Open Spaces undertook treatment of Japanese Knotweed around the Forest. The treatment appears to be working very well with significant reductions in established stands of this aggressive invasive plant species, and disappearance from other sites.

20. A small family (including juveniles) of Leisler’s ( Nyctalus leisleri) bat were discovered roosting in Warlies Park. The bats were found during monthly bat box monitoring checks at the site. This bat species is extremely scarce in Britain, so the discovery of a small family especially with juveniles, is extremely encouraging.

21. At the end of September, a breeding colony of Ivy Bee (Colletes hederae) was discovered on Warren Hill. This bee was new to Britain, found in Dorset, in 2001 and has been spreading rapidly ever since. It is another insect that has colonised the Forest of its own accord, like the Tree Bumblebee which also arrived in the UK in 2001 and is now one of the three dominant bees of springtime. The Ivy Bee on the other hand is very much a bee of autumn, and one of the latest flying bees, nesting in the sandy soils of heathlands like Warren Hill.

Agri-environment Schemes 22. Preparation for the Countryside Stewardship Application for a 2019 application continues. As part of the required process, all commoners on the Register of Commoners were contacted about the likelihood of exercise of their grazing rights on Epping Forest. This consultation will continue until early November 2018.

23. The Euro:Pound exchange rate for the Basic Payment Scheme was set at 0.8928, which is only 0.2% less than the rate for 2017, so income from this scheme should be very similar to that of last year.

Grazing 24. Invisible fencing wire installed in March have been completed with bespoke above ground storage boxes for the battery’s and generators. 29 cattle have

Page 37 been grazing the new Chingford Plain to Bury Wood loop (52 Ha) since the beginning of September. Water to the site utilises the existing granite metropolitan water trough that was in disrepair and covered with scrub. The Sunshine South new loop (11.5Ha) has been grazed with 6-12 animals from the beginning of September. This site was grazed in the past with an electric fence over a smaller area.

25. The Grazing team visited two sites as part of knowledge sharing and building links with other conservation graziers. Visits included to Sir Charles Burrell’s Knepp Estate, Horsham, a place which uses Longhorns and to The Surrey Wildlife Trust reserve holdings which utilise Belted Galloways. Return visits to these sites as well as hosting at Epping Forest has been arranged for early next year.

26. Dr Peter Dennis of Aberystwyth University spent two days in late September conducting surveys of the grazing areas for the Grazing Audit, which will be reported separately to Committee.

27. 10 Longhorn cattle were purchase from Norwich Livestock Market from a dispersal sale of 26 Animals. The cattle were well presented and of excellent breeding (Bloodlines from the renowned Carreg herd in Wales) and the sale attracted other important, large-scale Longhorn breeders.

Heritage 28. The GIS Officer and Museum and Heritage Manager met with a knowledgeable local historian to survey and map (on GIS) the World War 2 features after the Wanstead Flats summer fire.

29. The Conservation Statement for Eagle Pond has been finalised. This will be presented to Committee at a future meeting.

Contractors 30. GTM Rural Limited continues to undertake wood pasture restoration across the Forest as part of the Higher Level Stewardship Scheme. Essex Arboriculture Limited also carried out work at Hawksmouth, near Pole Hill(Chingford).

Land Management (JRD)

Town & Country Planning 31. The Epping Forest District Council (EFDC) Local Plan continued as a key priority for work with detailed discussions with its officers about the interim Mitigation Strategy for which your officers provided the substantive and detailed on-site mitigation proposals for the 14-year plan period from 2019 to 2033. In addition to submitting the detailed table of proposals, amounting to £2.5M-worth of mitigation projects over that period, the case was also made for off-site avoidance/mitigation measures, in the form of Sustainable Alternative Natural Greenspaces (SANGs).

32. In a letter to the Council (14th September 2018), prior to its submission of its Local Plan to the Planning Inspectorate, the Chairman reiterated the vital

Page 38 importance of avoiding damage by using SANGs to provide alternative areas for recreation to the Forest Special Area of Conservation (SAC). Nonetheless, although the matter of SANGs and the critical issue of air pollution from traffic have not been resolved in a full Mitigation Strategy, the EFDC Local Plan was submitted on 21st September 2018.

33. In the meantime, the interim Mitigation Strategy is due to be debated and discussed by EFDC Cabinet in October and by the other financially-contributing authorities, the London Boroughs of Redbridge and Waltham Forest later in the autumn.

Land Registration 34. The first-tier Lands Tribunal hearing concerning the encroachment at Broomhill Road, Woodford Green is now to be held in 2019 with all the statements now received and accepted by the Tribunal.

Operations (GS)

Habitat Works 35. Wood-pasture Restoration and Management - [Arborist teams have continued with the final phase of the wood pasture restoration across the Forest as part of the Higher Level Stewardship Scheme. The Forest mulcher was hired for a second period to help progress works on holly dominated sites.

36. Branches, wood, bracken and other materials from a wood pasture restoration site were used to create a small section of Epping Forest at the Commonwealth High Commissioners banquet at the Guildhall. This was installed to reflect the environment theme of the conference and also the City’s involvement in the Queens Commonwealth Canopy project. Staff from EF worked with a team form the Guild of Master Gardeners to construct the installation.Flailing of existing wood pasture areas has fallen behind this year as the teams have needed to focus on meeting the requirements of the 10-year HLS agreement which ends this year. A period of catch will be required in 2019.

37. Wanstead park:

37.1 Floating pennywort control - [The floating pennywort control work on the Perch Pond has ended for 2018 ]In total about half a cubic meter of pennywort was removed through the year and it is now much reduced.

37.2 The Long Walk/Glade: Works to restore the width of this avenue to its original width were completed during this period. There was considerable local support for this work as it was being progressed. The avenue trees no longer form a straight line and surprisingly are comprised of multiple species. The next phase of work will be to prepare a strategy for managing these and to undertake thinning as required.

38. Highams Park Lake - [Arborist and grassland team have been working with local volunteers to take forward several projects. The horse ride was widened to allow

Page 39 more light in and to help the pathway dry out quicker. Volunteers have maintained the cleared lake fringes to help sustain the open views of the lake.

39. Grass cutting: The contract habitat grass cutting program has been completed for 2018. The inhouse team’s habitat grassland management program is on schedule for completion with a number of large extra areas completed on the Buffer Lands in support of the grazing project.

Risk Management Works 40. Tree Safety - [This work progresses weekly and we are on track to complete all identified work on time

41. Highway Verge management: This should be completed but our contractor, but work has progressed slower than last year. The end of year contract review will seek to agree a tighter timetable for 2019.

Visitor Services

Chingford Golf Course

42. The Head Green Keeper and his team continued to water daily to keep the greens playable throughout the drought, where the irrigation system has failed. Hand watering was carried out in places with the help of wetting agents along with the regular spray programme to the greens. Work was carried out on extending, levelling and over seeding the 3rd & 10th tees to help protect current tees for increased play and to allow more play options on these holes.

43. 130 years of golf in Epping Forest at the end of August was celebrated. Mini golf and inflatable target golf were hired in for this day, which was a success bringing more families and children to the site. The event attracted 200+ visitors on the day.

44. Total revenue from online sales this period is £6,612, total revenue from reception was £70,086.75 broken down into:

Breakdown of figures from Reception 2018/19 2017/18 Difference (+/-) Green fees: £54,778.85 £53,044.68 +£1734.17 Drinks: £1760.10 £1287.50 +£472.60 Hire £7246.00 £6017.00 +£1229.00 Equipment: Shop Sales: £3349.90 £2850.40 +£499.50 Wanstead: £2548.00 £787.00 +£1761.00 Horse Riding: £403.90 NA +£403.90

Page 40 45. Compared to last year the total difference in revenue equates to an increase in income of £8,706.17.

46. Online bookings for the same period last year was £4,006 compared to £6612 this year, making an increase of £2,275 (65%).

47. Total revenue from reception last year was £63,986.58 compared to £70,086.75 in the current year, an increase amounting to £6,100.17. £403.90 of this year’s takings is however from horse riding licences, which was administrated from The View last year.

48. The number of rounds played has increased for the first 6 months of the year. Total number of rounds are up 3,650. The EPOS system and daily bag tags has helped to monitor these figures more accurately compared to previous years. Getting everyone to report into reception before going out onto the golf course meant season ticket holders could no longer just walk out onto the golf course without checking in, meaning we missed reporting that round. Increased online sales has helped attract new people to the golf course, again helping to improve the number of rounds played.

CHINGFORD GOLF COURSE

2017 Total Rounds 2018 Total Rounds 2782 2702 2670 2459 2295 2246 2228 1988 1969 1913 1775 1631

APRIL MAY JUNE JULY AUGUST SEPTEMBER Wanstead Flats Football

49. Seasonal block bookings have been secured for the 2018/19 football season. This consists four leagues, 13 clubs and three soccer schools with over 65 matches played weekly.

50. The four leagues facilitate over 100 teams playing competitive grassroots football on Wanstead Flats at weekends, over half of which are youth teams aged between 12 and 18 years.

51. A licence has been granted to provide refreshments to the footballers at Capel Road for the season.

Page 41 52. Parkrun attracted 1,857 runners over August and September, up 90 runners on the same period last year. This free activity, led by Epping Forest Volunteers, continues to thrive.

Visitor Numbers

53. Visitor numbers continue to be lower than previous years due to the continued closure of The Temple, though The Temple enclosure welcomed visitors to the site for open air theatre in the summer. Numbers visiting The View and Queen Elizabeth’s Hunting Lodge are somewhat but not significantly down from 2017- 18.

Visitor QEHL 2017 View 2017 Temple 2017 High 2017 Total Total Numbers 2018 Beach 2017

August 2902↓ 3123 3973↓ 4197 0 closed↓ 794 2458↓ 2564 9333 10678

September 1872↓ 1902 3280↓ 4215 0 closed↓ 722 2055↑ 1858 7207 8697

Visitor Services Events

54. ‘The Forest that was saved’ 1878 exhibition at Queen Elizabeth’s Hunting Lodge continued into August and September and was enhanced with drawing, dressing up and play activities for family enjoyment and learning during the summer holidays. Adults and children contributed several hundred drawings to the exhibition boards confirming that this simple sort of participation offer is very popular with the public.

55. The View and Queen Elizabeth’s Hunting Lodge participated in Open House weekend on 22 and 23 September. For the first time we offered pre-booked heritage walks (at Hollow Ponds and from The View) which were fully booked (35 places each) within hours of the booking opening on 12 August. Each Eventbrite entry was viewed around 500 times indicating that this approach is a good promotion of the Forest. Heavy rain on 23 September deterred all but 5 resilient walkers. 341 visits were recorded at The View: 217 visits at Hunting Lodge for the Open House weekend. Some visitors would have visited both sites.

56. Taster sessions run in partnership with London Borough of Waltham Forest Adult Learning continued with 5 September ‘Capture the Beauty of the Forest in Clay’ which attracted 18 participants, several new to Epping Forest.

57. Illyria, the renowned Open-Air Theatre company, returned to Wanstead Park this summer with another successful season. This year, Pirates of Penzance was performed on 18 July (attended by approximately 235 people) and a family, matinee performance of The Adventures of Doctor Dolittle took place on 12 August (attended by approximately 170 people).

Page 42 58. Epping Forest District Museum with support from Visitor Services and the arborists, held an open day event at ‘The Wilderness’, re-enacting the opera and dance performances that were held there when it was the residence of Walter Spradbery and his wife.

Communication and Information

59. As of 30 October 2018 our social media following is:

-Twitter followers: 6,785 (13.8% year on increase) - Facebook followers: 1,773 (90.4% increase) - Instagram followers: 1,133 (164.1% increase)

 The top tweet for August received 9,365 engagements.

 The top tweet for September with 5,552 impressions promoted The Centenary Walk.

60. The chart shows a comparison of our figures at the same point in 2017:

Comparison of social media followers, Aug / Sep 17 to Aug / Sep 18

8000 7000 6000 5000 4000 3000 2000 1000 0 Twitter Facebook Instagram Aug - Sep 2017 Aug - Sep 2018

61. The recent autumn edition of Forest Focus featured articles about fungi, natural play, and an interview with local author, Will Ashon. It also promoted the Singing in The Wilderness event celebrating the life and work of local artist, Walter Spradbery. Once again an e-zine version of the magazine was distributed in addition to the printed version.

62. The local ‘Life’ August publication once again featured an Epping Forest article. Entitled ‘Warm and Lazy Days in Epping’, the article promoted the Illyria Open Air Theatre event.

Page 43 Major incidents

63. There were no major Forest incidents.

Appendices  None

Paul Thomson Superintendent of Epping Forest T: 0208 532 1010 E: [email protected]

Page 44 Agenda Item 7

Committee: Date: Epping Forest and Commons 19 November 2018 Subject: Public Report of Action Taken Between Meetings Report of: For Information Town Clerk Report author: Gemma Stokley, Town Clerk’s Department

Summary

This report advises Members of action taken by the Town Clerk since the last meeting of the Board, in consultation with the Chairman and Deputy Chairman, in accordance with Standing Order Nos. 41(a) and (b).

Recommendation:

 That Members note the report.

Main Report

Urgent Authority – London Borough of Culture May Day Event on Chingford Plain

1. The first ever London Borough of Culture (LBoC) has been awarded to the London Borough of Waltham Forest for 2019.

2. The borough would like to host a large-scale ‘gathering’ event on Epping Forest at Chingford Plain as a culmination of one of the main artistic programmes. The event would take place on 6 May 2019 from 5pm-9pm and has the potential to draw a crowd of 10,000 who will gather together for about an hour at the end of several processionary routes across the borough.

3. The proposal was submitted to Epping Forest Consultative Committee (EFCC) in October and was intended to be presented to the Epping Forest and Commons Committee in November. However, the LBoC Committee are now ready with their programme for the year and wish to do the media launch on 30 October 2018.

4. The proposed event is a key moment within the cultural programme and they wish to be able to announce it at the launch. The media launch will be attended by the Mayor Sadiq Kahn and regional, national and international press and media are invited.

Page 45 5. The event presents an opportunity to showcase both the Forest and the City’s commitment to the London Borough of Culture. This was broadly supported by the EFCC.

6. As the launch takes place prior to the EF&CC meeting on 19 November 2018 it was necessary to request the Committee’s approval for the event (subject to usual planning and licencing conditions) under urgency procedures.

Gemma Stokley Senior Committee and Member Services Officer Town Clerk’s Department T: 020 7332 3414 E: [email protected]

Page 46 Agenda Item 8

Committee(s) Dated:

Epping Forest and Commons Committee – For decision 19 November 2018

Court of Common Council – For decision 6 December 2018

Subject: Public Appointment of Verderer of Epping Forest (South)

Report of: For Decision Town Clerk

Report author: Gemma Stokely, Senior Committee and Member Services Officer

Summary

Following the untimely death in service of Peter Adams MBE who served as a Verderer of Epping Forest since January 1997, and in accordance with the Epping Forest Act (1878), the Epping Forest and Commons Committee appointed a working party to recruit to this position. The recruitment process is now complete, and the working party are able to recommend one candidate as a unanimous decision.

Recommendation(s)

Members are asked to:

 Endorse the selection of Nicholas Munday as Epping Forest Verderer (South) for onward approval by the Court of Common Council.

Main Report

Background

1. In accordance with Section 30(7) of the Epping Forest Act 1878, the Committee must make a recommendation to the Court of Common Council in respect of the appointment of a Verderer of Epping Forest who will serve as such until the septennial elections in 2020 when all four of the Epping Forest Verderers will be elected.

2. On 9th July 2018 the Epping Forest and Commons Committee nominated a working party of Chairman, Deputy Chairman, two Members, three Verderers and Director of Open Spaces to oversee the recruitment process.

Page 47 3. Advertisements opened online on 20 July 2018 with closing date midday on Monday 3rd September 2018, with copy in the print editions of City AM and Epping Forest Guardian. The vacancy was also promoted through social media channels.

Current Position

4. Five applications were received by the closing date. All of the applicants met the criteria laid out in the Epping Forest Act (1878) in that they were all resident in one of the ancient Forest parishes and were not members of the City of London Court of Common Council.

5. The Working Party agreed to interview all five applicants on Wednesday 17th October 2018 at The Warren.

6. After structured interviews and application of agreed scoring criteria, all members of the working party unanimously agreed that Nicholas Munday should be put forward for approval as the new Verderer of Epping Forest.

Options

7. Endorse the working party selection of Nicholas Munday as Verderer of Epping Forest. This option is recommended

Corporate & Strategic Implications

8. This process fulfils the obligation on the City of London under Section 30(7) of the Epping Forest Act, namely:

Casual vacancies among the verderers caused by death, resignation, disqualification, or otherwise shall be filled by the Conservators from among persons qualified to be elected verderers; but a person appointed to fill a casual vacancy shall be entitled to hold office so long as the vacating verderer would have been entitled to hold office.

Implications

9. Costs of recruitment advertising have been met by Epping Forest Local Risk.

Conclusion

10.In accordance with the Epping Forest Act, a nominated working party has overseen a full recruitment process, and have unanimously agreed to propose

Page 48 Nicholas Munday to the Epping Forest and Commons Committee and Court of Common Council as Verderer of Epping Forest.

Appendices

 None

Background Papers

 Appointment of a Verderer of Epping Forest, Epping Forest & Commons Committee 9th July 2018

Gemma Stokley Senior Committee and Member Services Officer

T: 020 7332 3414 E: [email protected]

Page 49 This page is intentionally left blank

Page 50 Agenda Item 9

Committee(s) Dated: Epping Forest and Commons 19/11/2018

Subject: Public Revenue & Capital Budgets – Epping Forest 2018/19 & 2019/20 Report of: For Decision The Chamberlain The Director of Open Spaces Report Author: Derek Cobbing – Chamberlains Department

Summary

This report updates the Committee on its latest approved revenue budget for 2018/19 and seeks your approval for a provisional revenue budget for 2019/20, for subsequent submission to the Finance Committee. The budgets have been prepared within the resources allocated to the Director and the table below summarises.

Summary of Table 1 Original Latest Original Movement Budget Approved Budget 2018-19 OR 2018/19 Budget 2019/20 to 2018/19 2019-20 OR £000 £000 £000 £000

Expenditure (6,692) (5,936) (5,594) 1,098

Income 1,443 1,419 1,424 (19)

Support Services (881) (964) (1,078) (197)

Total Net (Expenditure) (6,130) (5,481) (5,248) 882

Overall the provisional Original budget for 2019/20 totals £5.248M, a decrease of £882,000 compared with the 2018/19 Original Budget. The main reason for this decrease is reflected by the re-phasing of the Cyclical Works Programme (CWP) over the three-year period, these costs can be found in Table 1.

A breakdown is also provided in Appendix 3 of the movement between the 2018/19 Local Risk Original Budget and the 2018/19 Local Risk Latest Approved Budget.

Page 51 Recommendation

The Committee is requested to:

 Review the provisional 2019/20 revenue budget to ensure that it reflects the Committee’s objectives and, if so, approve the budget for submission to the Finance Committee;

 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, and changes to the Additional Works Programme. Any changes over £50,000 would be reported to Committee.

 To delegate to the Chamberlain any minor budget changes for 2018/19 and 2019/20 as a result of the completion of the asset verification exercise.

 Review and approve the draft Capital and Supplementary Revenue budget.

Main Report

Introduction

1. The City of London Corporation owns and manages almost 11,000 acres of historic and natural Open Spaces for public recreation and enjoyment. This includes Epping Forest which is a registered charity and is funded from City’s Cash. Epping is run at no extra cost to the communities that it serves as it is funded principally by the City, together with donations, sponsorship, grants, rental, licence and trading income.

2. This report sets out the proposed revenue budget for 2019/20. The Revenue Budget management arrangements are to:

 Provide a clear distinction between local risk, central risk, and recharge budgets.  Place responsibility for budgetary control on departmental Chief Officers.  Apply a cash limit policy to Chief Officers’ budgets.

3. The budget has been analysed by the service expenditure and compared with the latest approved budget for the current year.

4. The report also compares the current year’s budget with the forecast outturn.

Page 52 Business Planning Priorities

5. The Open Spaces Departmental Business Plan 2018/19 identified three top line objectives which were agreed by this committee on 14 May 2018. The top line objectives are:-  Open Spaces and historic sites are thriving and accessible.  Spaces enrich people’s lives.  Business practices are responsible and sustainable. For each objective a number of outcomes were identified together with a range of key programmes and projects, some of which are being delivered within divisions and some of which cross the Department. The activities of the Open Spaces Department reflect the charitable objectives of the preservation of open spaces and the provision of recreation and enjoyment for the public. Specific priorities for Epping Forest are:

a) Deliver Opportunities arising from improved management capability from the City of London Corporation (Open Spaces) Bill. b) Protect our heritage at risk: developing partnership funding bids at Wanstead Park. c) Develop engineering studies for six raised reservoirs at Epping Forest. d) Develop sustainable football improvements at Wanstead Flats. e) Work cross departmentally through Asset Management Planning to maximise the value of our assets (through revaluation of commercial wayleaves, rental of Lodges and further declarations of surplus property under the Operational Property Review) f) Initiate and progress key capital and local risk projects including grazing expansion plans. g) Progress the Departmental Programmes including; Fleet, Energy Efficiency and Sports. h) Obtain agreement and implement the overarching departmental and site specific ‘events’ policies. i) Progress reviews, drafting and completion of management/conservation plans at Epping Forest.

Proposed Revenue Budget for 2019/20

6. The proposed detailed Revenue Budget for 2019/20 is shown in Table 1 analysed between:

 Local Risk Budgets – these are budgets deemed to be largely within the Chief Officer’s control.  Central Risk Budgets – these are budgets comprising specific items where a Chief Officer manages the underlying service, but where the eventual financial outturn can be strongly influenced by external factors outside of his/her control or are budgets of a corporate nature (e.g. interest on balances and rent incomes from investment properties).  Support Services and Capital Charges – these cover budgets for services provided by one activity to another. The control of these costs is exercised at

Page 53 the point where the expenditure or income first arises as local or central risk. Further analysis can be found in Appendix 2.

7. The provisional 2019/20 budgets, under the control of the Director of Open Spaces being presented to your Committee, have been prepared in accordance with guidelines agreed by the Policy & Resources and Finance Committees. These include continuing the implementation of the required budget reductions across both local and central risks, as well as the proper control of transfers of non-staffing budgets to staffing budgets. For 2019/20 there has been a 2% allowance for pay and prices, this has been off-set by efficiency savings of 2%, both on Local Risk. In addition, £40,000 has been provided to fund a post to address the status of access rights arising from the Land Registration Project at Epping, and £74,000 to fund a Project Officer (Car Parking Strategy) both of which are funded from the Priorities Investment Pot and are within Central Risk. The budget has been prepared within the resources allocated to the Director.

Page 54 TABLE 1 EPPING FOREST SUMMARY Analysis of Service Expenditure Local Actual Original Latest Original Movement Paragraph or Approved 18-19OR Reference Central Budget Budget Budget to Risk 2017-18 2018-19 2018-19 2019-20 19-20OR £’000 £’000 £’000 £’000 £’000 EXPENDITURE Employees L (2,790) (3,046) (3,019) (3,079) (33) Employees C - - (56) (114) (114) 10 Premises Related Expenses L (565) (613) (546) (605) 8 Premises Related Expenses C (66) - - - - R & M (City Surveyor’s Local Risk inc L (893) (2,104) (1,282) (916) 1,188 11 cleaning) Transport Related Expenses L (145) (148) (135) (131) 17 Supplies & Services L (618) (415) (447) (400) 15 Unidentified Savings L - 80 - 100 20 Transfer to Reserves L (23) - - - - Transfer to Reserves - Capital C (26) - - - - Capital Charges- Depreciation C (447) (446) (451) (449) (3) Total Expenditure (5,573) (6,692) (5,936) (5,594) 1,098

INCOME Government Grants L 301 262 278 164 (98) 13 Other Grants, Reimbursements and L 30 29 6 15 (14) Contributions Other Grants, Reimbursements and C - - - - - Contributions Customer, Client Receipts L 1,101 1,134 1,117 1,227 93 14 Customer, Client Receipts C - - - - - Investment Income C 3 18 18 18 - Transfer from Reserves L 22 - - - - Recharges to Capital Projects L 4 - - - - Transfer from Reserves - Capital C 26 - - - - Total Income 1,487 1,443 1,419 1,424 (19)

TOTAL (EXPENDITURE) (4,086) (5,249) (4,517) (4,170) 1,079 BEFORE SUPPORT SERVICES

SUPPORT SERVICES Central Support (1,009) (932) (994) (987) (55) * Recharges within Fund (78) (52) (87) (120) (68) 15 Recharge across Fund 72 103 117 29 (74) 16 Total Support Services (1,015) (881) (964) (1,078) (197) TOTAL NET (EXPENDITURE) (5,101) (6,130) (5,481) (5,248) 882

* This is made up of smaller (under £50,000) increases and decreases in central support costs as shown in Appendix 2.

Page 55 8. Income, increases in income, and reductions in expenditure are shown as positive balances, whereas brackets will be used to denote expenditure, increases in expenditure, or shortfalls in income. An analysis of this Revenue Expenditure by Service Managed is provided in Appendix 1. Only significant variances (generally those greater than £50,000) have been commented on in the following paragraphs.

9. Overall there is a decrease of £882,000 between the 2018/19 original budget and the 2019/20 original budget. This movement is explained in the following paragraphs.

10.There is an increase of £147,000 in employee expenditure between the 2018/19 original budget and the 2019/20 original budget. Factors influencing this overall increase are a provision for a pay award, incremental progression, an increase in central risk staff budgets funded by the Priorities Investment Pot for posts associated with the projects, and a reduction in apprentice funding (subject to further central funding for new apprenticeships)

Original Budget Latest Approved Original Budget 2018/19 Budget 2018/19 2019/20 Table 2 - Staffing Staffing Estimated Staffing Estimated Staffing Estimated statement Full-time cost Full-time cost Full-time cost equivalent £000 equivalent £000 equivalent £000 Epping Forest 76.50 (3,046) 74.36 (3,075) 74.95 (3,193)

TOTAL EPPING 76.50 (3,046) 74.36 (3,075) 74.95 (3,193) FOREST

11.The decrease of £1.188M from the 2018/19 Original Budget to the 2019/20 Original Budget in the City Surveyor (see Table 3 below) is mainly within the Additional Works and Cyclical Works Programme. The Cyclical Works Programme is subject to variation in maintenance needs and a bid for resources each year, as funding is not ring-fenced to individual clients. Bids for departments are based on an annually agreed prioritisation process which considers health & safety, reputation, income generation and asset performance. Therefore the 2018/19 to 2019/20 budgets Original to Original will reflect the change in bid values each year together with the number of projects which are being delivered over the three years of the programme.

12.An asset verification exercise has now been completed across the Operational estate and has identified an additional 8% of assets to be maintained, including those in new buildings, that are not covered by the current contract. The outcome of this exercise has been reported to the relevant Corporation

Page 56 Committee and additional budgetary provision has been sought. Once this is agreed it is intended to adjust the relevant budget shown in this report as appropriate and Members are asked to agree a delegation to the Chamberlain to make these minor budgetary changes for both 2018/19 and 2019/20

TABLE 3 - CITY SURVEYOR LOCAL RISK Latest Original Approved Original Repairs and Maintenance (including cleaning) Budget Budget Budget 2018/19 2018/19 2019/20 £'000 £'000 £'000 Additional Works Programme/Cyclical Works Programme Epping Forest (1,789) (993) (614)

(1,789) (993) (614) Planned & Reactive Works (Breakdown & Servicing) Epping Forest (248) (222) (233)

(248) (222) (233) Cleaning Epping Forest (67) (67) (69) (67) (67) (69) Total City Surveyor (2,104) (1,282) (916)

13.The £98,000 reduction in Government Grant income is due to the completion of the 10-year DEFRA Environmental Stewardship – Higher Level Stewardship (HLS) and Entry- Level Stewardship (ELS) grants which completed in 2018/19. Subject to DEFRA approval, the next CSS Grant will start in January 2020 which will leave a shortfall which this committee have been informed of in May 2018.

14.The £93,000 increase in Customer and Client Receipts is due to uplifting of large scale events to meet savings targets for 2019/20.

15.The £68,000 increase in recharges within funds is due to an increase in Resources (Director’s Pot) within the Directorate which has yet to be allocated.

16. The £74,000 reduction in recharges across funds is mainly due to there being no cyclical works programme budgets for Woodredon & Warlies in 2019/20.

Potential Further Budget Developments

17. The provisional nature of the 2019/20 revenue budget recognises that further revisions may be required, including in relation to:

Page 57  decisions on funding of the Additional Work Programme by the Resource Allocation Sub Committee.

 During the first half of 2018/19 there have been two areas of significant exceptional spend which the Department had not been specifically budgeted for. These were the costs associated with the fire at Wanstead Flats (£80,000) and the increased costs of managing Oak Processionary Moth (OPM) totalling £94,000 (Epping: £8,000, The Commons: £29,000, North London Open Spaces: £57,000). It is anticipated that the cost of managing OPM in future years will increase exponentially, potentially costing £250,000 in 2019/20 with the greatest increase in costs likely to be at Epping. An additional growth bid for anticipated OPM costs will be made within the Medium Term Financial Plan report.

 There have been changes to the Rural Payment Agency Grant which will mean that in 2019/20 Epping Forest’s grant will be reduced by approximately £114,000. The Department will make an additional growth bid for loss of Rural Payment Agency Grant within the Medium Term Financial Plan report.

 The short term City Bridge Trust funding the Department’s Learning Programme ceases on 31 March 2019. The Learning programme delivers many of the Corporate priorities linked to education and learning, social mobility, health and well being and delivers activities in some of London’s more deprived communities. The Department will be requesting within the Medium Term Financial Plan report, an increase in its base budget from April 2019 to fund a core learning offer. Pending such a decision the current budget estimates include only the three month additional funding as agreed by Resource Allocation Sub-Committee on the 4th October 2018.

Revenue Budget 2018/19

18.The 2018/19 latest approved budget includes £40,000 funding for an officer post to deal with the backlog of licences and £16,000 for a Project Officer (Parking Strategy and income generation) both of which are Central Risk and funded from the Priorities Investment Pot. There is also £20,000 funding for contribution pay, £48,000 to support the apprentice scheme, and a reduction of £95,000 to help fund year 2 of the Wood Pasture Restoration Capital Project. £50,000 has also been allocated from the Directors Pot (£25,000 for a Mitigation Strategy Officer, and £25,000 towards a cattle handling facility). Details of the movement between the 2018/19 Original budget and the 2018/19 Latest Approved Budget can be found in Appendix 3. The forecast outturn for the current year is in line with the latest approved budget of £5.481M.

Page 58 Draft Capital and Supplementary Revenue Budgets

19. The latest estimated costs of the Committee’s current capital and supplementary revenue projects are summarised in the Table below.

Service Exp. Pre Later Managed Project 01/04/18 2018/19 2019/20 Years Total £'000 £'000 £'000 £'000 £'000

Pre-implementation Epping Forest Baldwins & Birch Hall Park Ponds 40 10 12 62 Wanstead Artificial grass pitch Flats provision 28 28 Authority to start work granted

Epping Forest Wood pasture restoration 66 105 20 191

TOTAL EPPING FOREST 106 143 32 0 281

20. Pre-implementation costs comprise feasibility/option appraisal expenditure which has been approved in accordance with the project procedure, prior to authority to start work.

21. The above figures do not include the cost of implementing the Ponds and Artificial Grass Pitch projects which are planned to take place in 2019/20, subject to authority to start work.

22. The wood pasture restoration works are due to be completed in spring 2019.

23. The latest Capital and Supplementary Revenue Project forecast expenditure on approved schemes will be presented to the Court of Common Council for formal approval in March 2019.

Appendices

 Appendix 1 - Analysis by Services Managed  Appendix 2 - Analysis of Support Services  Appendix 3 - Movement of Local Risk Budgets 2018/19 OR to 2018/19 LAB

Derek Cobbing Chamberlains Department T: 020 7332 3519 E: [email protected]

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Page 60

Appendix 1

Actual Original Latest Original Movement Paragraph Analysis by Service 2017-18 Budget Approved Budget Reference Managed 2018-19 Budget 2019-20 2018-19OR 2018-19 to 2019-20OR £’000 £’000 £’000 £’000 £’000 CITY CASH

Epping Forest (4,799) (5,946) (5,270) (5,062) 884 a) Chingford Golf Course (38) 15 27 35 20 Wanstead Flats (264) (199) (238) (221) (22) Woodredon & Warlies 0 0 0 0 0 TOTAL (5,101) (6,130) (5,481) (5,248) 882

a) The reduction of £884,000 under Epping Forest is mainly due to a decrease in the City Surveyor’s Repairs & Maintenance costs, the majority of which fall under the Additional Works/Cyclical Works Programme. Reasons can be found in paragraph 11 within the main report.

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Page 62 Appendix 2

Actual Original Latest Original Movement Paragraph Support Services from/to 2017-18 Budget Approved Budget Reference Epping Forest 2018-19 Budget 2019-20 2018-19OR 2018-19 to 2019-20OR £’000 £’000 £’000 £’000 £’000 Support Services

Central Recharges- City Surveyor’s Employee (324) (336) (309) (309) 27 Recharge Insurance (71) (85) (71) (75) 10 I.S.Recharges - (187) (176) (188) (175) 1 Chamberlain

Support Services- Chamberlain (inc CLPS (167) (121) (162) (163) (42) recharges) Comptroller and City (63) (56) (62) (60) (4) Solicitor Town Clerk (124) (114) (127) (130) (16) City Surveyor (73) (44) (75) (75) (31) Total Support Services (1,009) (932) (994) (987) (55) Recharges Within Fund Directorate Recharges (80) (86) (95) (136) (50) a) Learning Recharges (36) (4) (30) (22) (18) Corporate and Democratic 38 38 38 38 - Core Total Recharges Within (78) (52) (87) (120) (68) Fund Total Recharges Across Funds – Woodredon and 72 103 117 29 (74) b) Warlies & Structural Maintenance Total Support Services (1,015) (881) (964) (1,078) (197)

a) The £50,000 uplift in recharges to the Directorate are due to an increase in Resources (Director’s Pot) within the Directorate which has yet to be allocated. b) The decrease of £74,000 in Recharges Across Funds is due to no Cyclical Works Programme Budgets for Woodredon and Warlies in 2019/20.

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Page 64 Appendix 3

Risk Original Latest Movement Paragraph Movement of Local Risk Budgets (inc Budget Approved 2018-19 OR Reference City Surveyor) 2018-19 Budget to 2018-19 2018-19 LAB £’000 £’000 £’000 EXPENDITURE Employees L (3,046) (3,019) 27 Premises Related Expenses L (613) (546) 67 R & M (City Surveyor’s Local Risk inc L (2,104) (1,282) 822 a) cleaning) Transport Related Expenses L (148) (135) 13 Supplies & Services L (415) (447) (32) Unidentified Savings L 80 - (80) b)

INCOME Government Grants L 262 278 16 Other Grants, Reimbursements and L 29 6 (23) Customer, Client Receipts L 1,134 1,117 (17)

a) When the original budget was set for the year, it included an estimation for the work within the Additional and Cyclical Works Programmes that would be delivered during the year. Officers plan and refine their projects during the start of the year and the budget is then revised to reflect their programme for the year to reflect operational requirements of occupying departments and more strategic changes.

b) Unidentified savings in the 2018/19 Original budget have now been identified by the following: -  Budgets for employees have now decreased due to vacancies and deletion of posts.  There are savings on premises related expenditure through sustainability.  Income generated by renting of empty lodges.

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Page 66 Agenda Item 10

Committee(s) Dated:

Epping Forest and Commons – For Information 19/11/2018

Subject: Public Epping Forest Trustee’s Annual report and Financial Statements for the Year Ended 31 March 2018

Report of: For Information The Chamberlain Report author: Derek Cobbing

Summary

The Trustee’s Annual Report and Financial Statements for the Year Ended 31 March 2018 for Epping Forest are presented in the format required by the Charity Commission.

Recommendation(s)

Members are asked to:

 Note the report.

Main Report

1. The Trustee’s Annual Report and Financial Statements, in the format that is required by the Charity Commission, are presented for information. The draft accounts were circulated to your Chairman and Deputy Chairman. Subsequently the accounts have been signed on behalf of the Trust by the Chairman and Deputy Chairman of the Finance Committee and have been audited.

2. Following the review of the charities for which the City is responsible a report to your Committee on 10th May 2010 detailed key reports that should be presented to your Committee in future. The Trustees Annual Report and Financial Statements was one of these reports. Information from these statements will form the Annual return to the Charity Commission.

3. Much of the information contained within the Annual Report and Financial Statements has already been presented to your Committee via budget and outturn reports.

Page 67 Appendices

 Appendix 1 – Report and Financial Statements for the year ending 31st March 2018

Derek Cobbing Chamberlains department

T: 020 7332 3519 E: [email protected]

Page 68 EPPING FOREST

REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2018

Charity Number: 232990

Page 69 EPPING FOREST

Trustee’s Annual Report and Financial Statements for the year ended 31 March 2018

Contents Page

Trustee’s Annual Report 2-8

Independent Auditor’s Report 9-11

Statement of Financial Activities 12

Balance Sheet 13

Notes to the Financial Statements 14-29

PageA3-1 70 EPPING FOREST Trustee’s Annual Report for the year ended 31 March 2018

 Reference and Administration Details Charity Name: Epping Forest

Registered Charity Number: 232990

Principal Address: Guildhall, London EC2P 2EJ

Trustee: The City of London Corporation

Chief Executive: The Town Clerk of the City of London Corporation

Treasurer: The Chamberlain of London

Solicitor: The Comptroller and City Solicitor

Banker: Lloyds Bank plc City Office, PO Box 72 Bailey Drive Gillingham, Kent ME8 OLS

Auditor: Moore Stephens LLP 150 Aldersgate Street London EC1A 4AB

 Structure, Governance and Management The governing document The governing documents are the Epping Forest Acts 1878 and 1880 as amended. The charity is constituted as a charitable trust.

Trustee Selection methods The Mayor and Commonalty and Citizens of London known as the City of London Corporation is the Trustee of Epping Forest. Elected Aldermen and Members of the City of London Corporation are appointed to the Epping Forest and Commons Committee, together with four Verderers - locally elected by Epping Forest Commoners - governing Epping Forest for the Court of Common Council of the City of London Corporation.

Policies and procedures for the appointment, induction and training of Trustee The City of London Corporation makes available to its Members seminars and briefings on various aspects of the City’s activities, including those concerning Epping Forest, as it considers necessary to enable the Members to efficiently carry out their duties.

PageA3-2 71 EPPING FOREST Trustee’s Annual Report for the year ended 31 March 2018 2. Structure, Governance and Management (continued)

Organisational structure and decision making process The Committee governing the charity’s activities is noted above. The Committee is ultimately responsible to the Court of Common Council of the City of London. The decision making processes of the Court of Common Council are set out in the Standing Orders and Financial Regulations governing all the Court of Common Council’s activities.

The Standing Orders and Financial Regulations are available from the Town Clerk at the registered address.

The Charity Governance Code was published in July 2017. The Trustee is supportive of the Code and its aim to assist in the development of high standards of governance throughout the charity sector. At this early point after the release of the Code, the Trustee is currently considering application of the recommended practice to the work of the Epping Forest charity.

Details of related parties and wider networks Details of any related party transactions are disclosed in Note 16 of the Notes to the financial statements.

Key management personnel remuneration The Trust considers its key management personnel comprise the Trustees and the Director of Open Spaces who manages the seven open spaces funded by the City of London Corporation.

Support is also provided by other chief officers and their departments from across the City of London Corporation, including the Town Clerk and Chief Executive, Chamberlain, Comptroller and City Solicitor and City Surveyor.

The pay of the Director of Open Spaces is reviewed annually in-line with any uplift awarded to employees across the City of London Corporation. The City of London Corporation is committed to attracting, recruiting and retaining skilled people and rewarding employees fairly for their contribution. As part of this commitment, staff are regularly appraised and, subject to performance, eligible for contribution pay and recognition awards. If recruitment or retention of staff proves difficult, consideration is given to the use of market forces supplements in order to increase pay to a level that is competitive relative to similar positions in other organisations.

Risk identification The Trustee is committed to a programme of risk management as an element of its strategy to preserve the charity’s assets, enhance productivity for service users and members of the public and protect the employees.

In order to embed sound practice a Risk Management Group has been established in the City of London Corporation to ensure that risk management policies are applied, that there is an ongoing review of risk management activity and that appropriate advice and support is provided to Members and officers.

PageA3-3 72 EPPING FOREST Trustee’s Annual Report for the year ended 31 March 2018 2. Structure, Governance and Management (continued)

Risk identification (continued) The City of London Corporation has approved a strategic risk register for all of its activities. This register helps to formalise existing processes and procedures and enables the City of London Corporation to further embed risk management throughout the organisation.

A key risk register has been prepared for this charity which has been reviewed by the committee acting on behalf of the Trustee. It identifies the potential impact of key risks and the measures which are in place to mitigate such risks.

There are 9 risks which have been identified as affecting all the Open Spaces of which 8 relate to the “green spaces”. These are:

 Animal, Plant and Tree Diseases;

 Extreme weather;

 Poor repair and maintenance of buildings;

 Impact of Housing /Highways Development;

 Ensuring the health and safety of staff, contractors and the public;

 Maintaining the City’s water bodies;

 IT System Failure; and

 Reputational Risk Associated with Efficiency Changes

There is a system in place for monitoring each of these risks and mitigating actions are undertaken including training, strengthening controls and plans of action.

These risks are then broken down into more site specific risks in each areas own risk register, together with any risks that only relate to that site.

Risks which are specific to Epping Forest:

 Raised Reservoirs – A severe rainfall event could potentially result in overtopping of embankments, leading to the erosion of dams and potential collapse. There are regular inspections of the 5 large raised reservoirs works have been completed at Eagle Pond and Highams Park Lake. Three lakes within the Wanstead Park cascade were declared High Risk by the Environment Agency in December 2017. The Trust is seeking funding to undertake engineering studies of the entire cascade and complete works identified in the scoping evaluations underway for Baldwins and Birch Hall Park Pond.

 Wanstead Park – Heritage at Risk Register – The Grade II* Registered Park and Garden Wanstead Park has been on the “Heritage at Risk” register since 2009. It is listed as in declining condition. The City is one of four landowners of the site. A Parkland Plan which integrates repairs to the cascade and the wider Park heritage is being developed

PageA3-4 73 EPPING FOREST Trustee’s Annual Report for the year ended 31 March 2018

2. Structure, Governance and Management (continued)

Risk identification (continued)

in partnership with landowners, the Friends and Historic England and potential funding partners are being identified including the Heritage Lottery Fund.

 Rural Payments Agency (RPA) Grants – The Agriculture Bill 2018 presented to Parliament in September 2018 represents the biggest overhaul of farm policy since 1954. The Bill will prepare the way for new post Brexit agricultural schemes which will purchase a range of public benefits which are likely to better reflect the objectives of the Epping Forest charity. Work has been underway since 2017 for a new Countryside Stewardship application which is expected to be submitted in 2019 for implementation from January 2020. The new Stewardship scheme and the transition of the Basic Payment Scheme could lead to reductions in grant aid and the possible loss of funding post Brexit has been flagged with the City of London.

 Objectives and Activities for the Public Benefit The Trustee has due regard to the Charity Commission’s public benefit guidance when setting objectives and planning activities.

The purpose of the charity is the preservation of Epping Forest in perpetuity by the City of London Corporation as the Conservators of Epping Forest, as an Open Space for the recreation and enjoyment of the public. The Open Space consists of the lands known as Epping Forest including Wanstead Park and Highams Park in London and part of Copped Hall Park in Essex. Some 1,800 acres of buffer lands have been acquired by the City Corporation around the edges of Epping Forest.

This charity is operated as part of the City of London Corporation’s City’s Cash. The City of London Corporation is committed to fund the ongoing net operational costs of the charity in accordance with the purpose which is the preservation of Epping Forest in perpetuity by the City of London Corporation as the Conservators of Epping Forest, as an Open Space for the recreation and enjoyment of the public.

4. Achievements and Performance Key Targets for 2017/18 and review of achievement The key targets for 2017/18 together with their outcomes were:

 Management Plan – Recruitment of new temporary post to push forward next phase of Management Plan as well as other strategy documents such as draft Operational Plan. Additional resources given to this through the year has brought the plan closer to final stages and will be delivered in full in 2018/19.  Fleet – Devise and implement new sustainable fleet management plan for Epping Forest vehicles and plant. Fleet management plans are being developed, in partnership with our other Open Spaces.

PageA3-5 74 EPPING FOREST Trustee’s Annual Report for the year ended 31 March 2018

4. Achievements and Performance (continued) Key Targets for 2017/18 and review of achievement (continued)

 City of London Corporation (Open Spaces) Act 2018 – Parliamentary process continued into 2017/18 with the Bill receiving Royal Assent on 15th March. The Act has already seen the establishment of a 21 member Epping Forest Consultative Committee.  Lodge Review – To begin rental of non-Forest land lodges and continue preparations for others ready for completion of Open Spaces Bill. Property at the Warren Estate has been let, with plans for Forest Land Lodges being developed post Open Spaces Act.  Parklife – Complete application for improved football facilities at Wanstead Flats. Early gateway stages complete and discussion underway with partner organisations.

All of the above achievements enhanced the Open Space for the benefit of the public.

5. Financial Review Review of financial position Investment income of £2,936 (2016/17: £3,390) was earned during the year. Donations and Legacies comprised £17,104 from donations (2016/17: £9,784), £339,414 from grants (2016/17: £598,777), £6,000 from contributions, (2016/17: £2,000). Income from Charitable Activities comprised £579,698 from fees and charges (2016/17: £464,014), £427,048 from rents (2016/17: £424,604) and £102,925 from sales (2016/17: £133,886).

The contribution towards the running costs of the charity amounted to £4,835,525 (2016/17: £4,563,491). This cost was met by the City of London Corporation’s City’s Cash.

Additions to land and capital expenditure on buildings are included in the financial statements as fixed assets at historic cost, less provision for depreciation and any impairment, where this cost can be reliably measured.

Reserves Policy The charity is wholly supported by the City of London Corporation which is committed to maintain and preserve Epping Forest out of its City’s Cash Funds. These Funds are used to meet the deficit on running expenses on a year by year basis. Consequently, this charity has no free reserves and a reserves policy is therefore inappropriate. The charity has designated a number of unrestricted funds the details of which are set out in Note 14 to the financial statements.

Investment Policy The charity’s investments are held in units of the City of London Charities Pool. The investment policy of the Charities Pool is to provide a real increase in annual income in the long term whilst preserving the value of the capital base. The annual report and financial statements of the Charities Pool are available from the Chamberlain of London.

The majority of the charity’s surplus funds are invested within the Charities Pool administered by the City of London Corporation and the interest is received from the Chamberlain of London on cash balances held on behalf of the Trust. The investments are managed by Artemis Investment Management Limited and the performance of the fund is measured against the Fund manager benchmark (FTSE All Share Index).

PageA3-6 75 EPPING FOREST Trustee’s Annual Report for the year ended 31 March 2018 5. Financial Review (continued)

Investment Policy (continued)

As at 31 March 2018 the Fund achieved a return of +4.28% compared to the FTSE All Share Index return of +1.25%, an out-performance of 3.03%. Over three and five years the Fund has outperformed the index as follows: 3 Years 5 Years Fund 5.97% 7.96% FTSE All Share 5.86% 6.59% Out performance 0.11% 1. 37%

Going Concern The Trustee considers the Trust to be a going concern. Please see Note 1(b) to the Financial Statements.

6. Plans for Future Periods The targets for 2018/19 and beyond are:  Management plan to be completed;  Events and licencing policies to be approved and adopted;  Rental options for vacant premises to be researched and initiated;  Commercial wayleave policy to be implemented;  Enforcement strategy to be revised following new powers granted in Open Spaces Act.

Our five strategic outcomes are:  Epping Forest is a welcoming destination for all.  Epping Forest maintains its beautiful wood pasture, sustaining internationally and nationally important habitats and wildlife.  Epping Forest is a truly inspiring space for people’s health, recreation and enjoyment.  Epping Forest’s heritage is celebrated, well-protected and understood.  Epping Forest is resilient and responsive to achieving its vision and managing future challenges.

Projects and deliverables to achieve these outcomes will be set out in our Management Plan.

7. Statement of Trustee’s Responsibilities The Trustee is responsible for preparing the Trustee’s Report and the financial statements in accordance with the Charities Act 2011 and Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) effective from 1 January 2015.

The law applicable to charities in England & Wales requires the Trustee to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period.

In preparing these financial statements, the Trustee is required to:  select suitable accounting policies and then apply them consistently;

PageA3-7 76 EPPING FOREST Trustee’s Annual Report for the year ended 31 March 2018

7. Statement of Trustee’s Responsibilities (continued)

 observe the methods and principles in the Charities SORP;  make judgments and estimates that are reasonable and prudent;  state whether applicable accounting standards have been followed; and  prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business.

The Trustee is responsible for keeping proper accounting records that discloses with reasonable accuracy at any time the financial position of the charity and enable the Trustee to ensure that the financial statements comply with the Charities Act 2011, the applicable Charities (Accounts and Reports) Regulations, and the provisions of the trust deed.

The Trustee is also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

8. Adopted and signed for on behalf of the Trustee on 13 November 2018.

Jeremy Paul Mayhew MA MBA Jamie Ingham Clark Chairman of Finance Committee Deputy Chairman of Finance Committee Guildhall, London Guildhall, London

PageA3-8 77 INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF EPPING FOREST CHARITY

Opinion We have audited the financial statements of Epping Forest for the year ended 31 March 2018 which comprise the Statement of Financial Activities, Balance Sheet, and notes to the financial statements, including a summary of significant accounting policies. The financial reporting framework that has been applied in their preparation is applicable law and United Kingdom Accounting Standards, including FRS 102 “The Financial Reporting Standard applicable in the UK and Republic of Ireland” (United Kingdom Generally Accepted Accounting Practice).

In our opinion the financial statements:

 give a true and fair view of the state of the charity’s affairs as at 31 March 2018 and of its incoming resources and application of resources, for the year then ended;

 have been properly prepared in accordance with United Kingdom Generally Accepted Accounting Practice; and

 have been prepared in accordance with the requirements of the Charities Act 2011.

Basis for opinion We conducted our audit in accordance with International Standards on Auditing (UK) (ISAs (UK)) and applicable law. Our responsibilities under those standards are further described in the Auditor’s responsibilities for the audit of the financial statements section of our report. We are independent of the charity in accordance with the ethical requirements that are relevant to our audit of the financial statements in the UK, including the FRC’s Ethical Standard, and we have fulfilled our ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.

Conclusions relating to going concern We have nothing to report in respect of the following matters in which the ISAs (UK) require us to report to you where:

 the trustee’s use of the going concern basis of accounting in the preparation of the financial statements is not appropriate, or

 the trustee has not disclosed in the financial statements any identified material uncertainties that may cast significant doubt about the charity’s ability to continue to adopt the going concern basis of accounting for a period of at least twelve months from the date when the financial statements are authorised for issue.

Other information The trustee is responsible for the other information. The other information comprises the information included in the annual report, other than the financial statements and our auditor’s report thereon. Our opinion on the financial statements does not cover the other information and, except to the extent otherwise explicitly stated in our report, we do not express any form of assurance conclusion thereon.

PageA3-9 78 INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF EPPING FOREST CHARITY (CONTINUED)

In connection with our audit of the financial statements, our responsibility is to read the other information and, in doing so, consider whether the other information is materially inconsistent with the financial statements or our knowledge obtained in the audit or otherwise appears to be materially misstated.

If we identify such material inconsistencies or apparent material misstatements, we are required to determine whether there is a material misstatement in the financial statements or a material misstatement of the other information. If, based on the work we have performed, we conclude that there is a material misstatement of this other information, we are required to report that fact.

We have nothing to report in this regard.

Matters on which we are required to report by exception We have nothing to report in respect of the following matters where the Charities Act 2011 requires us to report to you if, in our opinion:

 the information given in the Trustee’s Annual Report is inconsistent in any material respect with the financial statements; or

 sufficient accounting records have not been kept; or

 the financial statements are not in agreement with the accounting records and returns; or

 we have not received all the information and explanations we require for our audit.

Responsibilities of the trustee As explained more fully in the Trustee’s Responsibilities Statement set out on pages 7-8, the trustee is responsible for the preparation of the financial statements and for being satisfied that they give a true and fair view, and for such internal control as the trustee determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.

In preparing the financial statements, the trustee is responsible for assessing the charity’s ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless the trustee either intend to liquidate the charity or to cease operations, or have no realistic alternative but to do so.

Auditor’s responsibilities for the audit of the financial statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor’s report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with ISAs (UK) will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these financial statements.

PageA3-10 79 INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF EPPING FOREST CHARITY (CONTINUED)

A further description of our responsibilities for the audit of the financial statements is located on the Financial Reporting Councils website at: www.frc.org.uk/auditorsresponsibilities. This description forms part of our auditor’s report.

Use of our report

This report is made solely to the charity’s trustee, as a body, in accordance with Chapter 3 of Part 8 of the Charities Act 2011 and regulations made under section 154 of that Act. Our audit work has been undertaken so that we might state to the charity’s trustee those matters we are required to state to them in an auditor’s report and for no other purpose. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than the charity and it’s trustee as a body, for our audit work, for this report, or for the opinions we have formed.

Heather Wheelhouse, Senior Statutory Auditor

For and on behalf of Moore Stephens LLP, Statutory Auditor

150 Aldersgate Street

London

EC1A 4AB

Moore Stephens LLP is eligible to act as an auditor in terms of section 1212 of the Companies Act 2006

Date: 13 November 2018

PageA3-11 80 EPPING FOREST Statement of Financial Activities for the year ended 31 March 2018

Notes Unrestricted Funds

General Designated Restricted 2017/18 2016/17 Fund Funds Fund

£ £ £ £ £ Income and endowments from: Income from Donations and legacies 326,283 - 36,235 362,518 610,561 Charitable activities 1,106,671 - - 1,106,671 1,022,504 Grant from City of London Corporation 4,783,303 52,222 - 4,835,525 4,563,491 Investments 2,936 - - 2,936 3,390 Total 4 6,219,193 52,222 36,235 6,307,650 6,199,946

Expenditure on: Charitable activities 6,216,820 447,598 36,235 6,700,653 6,407,567 Total 5 6,216,820 447,598 36,235 6,700,653 6,407,567

Net gains on investments 10 - 35 - 35 407 Net income/(expenditure) 2,373 (395,341) - (392,968) (207,214) Transfers between funds (2,373) 2,373 - - -

Net movements in funds - (392,968) - (392,968) (207,214) Reconciliation of funds

Total funds brought forward 14 - 7,713,107 - 7,713,107 7,920,321 Total funds carried forward 14 - 7,320,139 - 7,320,139 7,713,107

All operations are continuing.

PageA3-12 81 EPPING FOREST Balance Sheet as at 31 March 2018

Notes 2018 2017

£ £ Fixed Assets Heritage Assets 8 382,754 383,715 Tangible Fixed Assets 9 6,179,142 6,546,812 Investments - 438 Charities Pool Units 10 3,854 3,819 6,565,750 6,934,346

Current Assets Stocks 38,023 24,264 Debtors 11 428,599 379,567 Cash at bank and in hand 911,173 772,540 1,377,795 1,176,371

Creditors: Amounts falling due within one year 12 (578,646) (358,610) Net Current Assets 799,149 817,761

Total Assets less Current Liabilities 7,364,899 7,752,107

Creditors: Amounts falling due after more than one year 13 (44,760) (39,000) Net Assets 7,320,139 7,713,107

The funds of the charity Unrestricted income funds Designated Funds 14 7,320,139 7,713,107 Total charity funds 7,320,139 7,713,107

Approved and signed for and on behalf of the Trustee

The Notes at pages 14 to 29 form part of these accounts.

______Dr Peter Kane Chamberlain of London 13 November 2018

PageA3-13 82 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018

1. Accounting Policies The following accounting policies have been applied consistently in dealing with items which are considered material in relation to the charity’s financial statements.

(a) Basis of Preparation Epping Forest is a public benefit entity and the financial statements have been prepared to give a ‘true and fair’ view and have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provide a ‘true and fair’ view. This departure has involved following Accounting and Reporting by Charities preparing their financial statements in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) issued on 16 July 2014 rather than the Accounting and Reporting by Charites: Statement of Recommended Practice effective from 1 April 2005, which has since been withdrawn.

(b) Going Concern The governing documents place an obligation on the City of London Corporation to preserve the open spaces for the benefit of the public. The City of London Corporation is committed to fulfilling this obligation which is reflected through its proactive management of, and ongoing funding for, the services and activities required. The funding is provided from the City of London Corporation’s City’s Cash, which annually receives considerable income from its managed funds and property investments. Each year a medium term financial forecast is updated for City’s Cash. The latest forecast for the period to 2021/22, anticipates that adequate funds will be available to enable the Trust to continue to fulfil its obligations. On this basis, the Trustee considers the Trust to be a going concern for the foreseeable future.

(c) Statement of Cash Flows The Trust has taken advantage of the exemption in FRS102 (paragraph 1.12b) from the requirement to produce a statement of cash flows on the grounds that it is a qualifying entity. Statement of Cash Flows is included within the City’s Cash Annual Report and Financial Statements 2018 which is publicly available and can be found at www.cityoflondon.gov.uk.

(d) Fixed Assets Heritage Land and Associated Buildings Epping Forest comprises 2,485 hectares (6,142 acres) of land stretching 12 miles from Manor Park in East London to just north of Epping in Essex, together with associated buildings. The object of the charity is the preservation of Epping Forest in perpetuity as an Open Space for the recreation and enjoyment of the public. Epping Forest is considered to be inalienable (i.e. may not be disposed of without specific statutory powers).

Land and the original associated buildings are considered to be heritage assets. In respect of the original land and buildings, cost or valuation amounts are not included in these accounts as reliable cost information is not available and a significant cost would be involved in the reconstruction of past accounting records, or in the valuation, which would be onerous compared to the benefit to the users of these accounts.

PageA3-14 83 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018

1. Accounting Policies (continued)

(d) Fixed Assets (continued)

Heritage Land and Associated Buildings Additions to the original land and capital expenditure on buildings and other assets are included as fixed assets at historic cost, less provision for depreciation and any impairment, where this cost can be reliably measured.

Tangible Fixed Assets These are included at historic cost less depreciation on a straight line basis to write off their costs over their estimated useful lives and less any provision for impairment. Land is not depreciated and other fixed assets are depreciated from the year following that of their acquisition. Typical asset lives are as follows: Years Operational buildings 30 to 50 Landscaping/Conservation up to 50 Improvements and refurbishments to buildings up to 30 Equipment 5 to 15 Infrastructure up to 20 Heavy vehicles and plant 7

(e) Recognition of capital expenditure Expenditure on the acquisition, creation or enhancement of property, plant and equipment is capitalised provided that the expenditure is material (generally in excess of £50,000) and the asset yields benefits to the City of London, and the services it provides, for a period of more than one year. This excludes expenditure on routine repairs and maintenance of fixed assets which is charged directly within service costs.

(f) Investments Investments are made in the City of London Charities Pool which is an investment mechanism operating in a similar way to a unit trust. It enables the City of London Corporation to “pool” small charitable investments together and consequently obtain better returns than would be the case if investments were made individually.

Investments are valued annually at the middle market price at the close of business on 31 March. Gains and losses for the year on investments held as fixed assets are included in the Statement of Financial Activities. The unrealised gain on investments at the balance sheet date is included in the Trust’s funds.

(g) Income Recognition All income is recognised once the charity has entitlement to the income, it is probable that the income will be received and the amount of income receivable can be measured reliably.

(h) Investment Income Investment income consists of distributions from the Charities Pool and interest receivable on cash balances.

PageA3-15 84 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018

1. Accounting Policies (continued)

(i) Volunteers No amounts are included in the Statement of Financial Activities for services donated by volunteers, as this cannot be quantified.

(j) Grants receivable Income from grants is recognised when there is evidence of entitlement to the grant, receipt is probable and its amount can be measured reliably. To this end, evidence of entitlement is assumed to exist when the formal offer of funding is communicated in writing to the Charity. Where there is a performance condition attached to the grant entitlement is only recognised when the conditions have been met.

(k) Contribution from City’s Cash The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charity and also provides grant funding for certain capital works and this income is recognised in the Statement of Financial Activities when it is due from the City of London Corporation’s City’s Cash.

(l) Rental income Rental income is included within charitable activity income for the year under Income and Endowments.

(m) Expenditure Recognition Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that settlement will be required and the amount of the obligation can be measured reliably.

(n) Allocation of costs between different activities The City of London Corporation charges staff costs to the charitable activity costs on a time spent basis. Associated office accommodation is charged out proportionately to the square footage used. All other costs are charged directly to the charitable activity.

(o) Stocks Stocks are stated at the lower of cost and net realisable value.

(p) Pension Costs Staff are employed by the City of London Corporation and are eligible to contribute to the City of London Local Government Pension Fund, which is a funded defined benefits scheme. The estimated net deficit on the Fund is the responsibility of the City of London Corporation as a whole, as one employer, rather than the specific responsibility of any of its three main funds (City Fund, City’s Cash and Bridge House Estates) or the trusts it supports. The Fund’s estimated net liability has been determined by independent actuaries in accordance with FRS102 as £592.6m as at 31 March 2018 (£597.9m as at 31 March 2017). Since this net deficit is apportioned between the accounts of the City of London’s three main funds, the charity’s Trustees do not anticipate that any of the liability will fall on the charity. The

PageA3-16 85 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018 charity is unable to identify its share of the pension scheme assets and liabilities and therefore the Pension Fund is accounted for as a defined contribution scheme in the accounts.

1. Accounting Policies (continued)

(p) Pension Costs (continued) The costs of the pension scheme charged to the charity are the employer’s contributions disclosed in Note 7 and any employer’s pension contributions within support services costs as disclosed at Note 6. A triennial valuation was undertaken as of 31 March 2016 and as a result the employer’s contribution rate to be adopted for the financial years 2017/18, 2018/19 and 2019/20 has been set at 21% (2016/17: 17.5%). There are no outstanding or pre-paid contributions at the balance sheet date.

(q) Fund Accounting The Trust may, at the Trustee’s discretion, set aside funds, which would otherwise form part of general funds, for particular purposes. These funds are known as designated funds. The purposes of these funds are described in Note 14 to the accounts. Restricted funds are those received by Epping Forest to be used only for the purpose set out in the conditions of the grant. The purposes of these funds are described in Note 14 to the accounts.

2. Tax Status of the Charity Epping Forest is a registered charity and as such, its charitable income and gains are exempt from income tax to the extent that they are applied to its charitable objectives.

3. Indemnity Insurance The City of London Corporation takes out indemnity insurance in respect of all of its activities. The charity does not contribute to the cost of that insurance.

PageA3-17 86 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018

4. Income and endowments Income and endowments are comprised as follows:

Unrestricted Funds

Restricted 2017/18 2016/17 General Designated Funds Fund Funds £ £ £ £ £ Income and endowments from: Donations and legacies Grants 303,179 - 36,235 339,414 598,777 Donations 17,104 - - 17,104 9,784 Contributions 6,000 - - 6,000 2,000 Investments - Interest 2,936 - - 2,936 3,390 329,219 - 36,235 365,454 613,951 Revenue and capital grants from City of London Corporation 4,783,303 52,222 - 4,835,525 4,563,491 5,112,522 52,222 36,235 5,200,979 5,177,442

Income from charitable activities Charges for use of facilities 576,698 - - 576,698 464,014 Sales 102,925 - - 102,925 133,886 Rental income 427,048 - - 427,048 424,604 1,106,671 - - 1,106,671 1,022,504

Total 6,219,193 52,222 36,235 6,307,650 6,199,946

Grants Grants were received from the Rural Payments Agency, Museum of London Docklands, the British Legion Poppy Factory, and the City Bridge Trust.

Contributions Contributions were received from Harlow District Council and Epping Forest District Council.

Sales This income is generated from the sale of leaflets, books, maps, cards and other publications relating to Epping Forest.

Designated Funds

PageA3-18 87 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018 Grants were received from City’s Cash towards the Epping Forest Branching Out Project and the Photovoltaic Panels installation project at the Warren, Epping Forest in 2017/18.

4. Income and endowments (continued)

Grant from City’s Cash The City of London Corporation’s City’s Cash meets the deficit on the running expenses of the charity.

Charges for the use of facilities Fees and charges are made to the public for the use of facilities, admissions and services.

5. Expenditure Expenditure is analysed between activities undertaken directly and support costs as follows:

Activities Support undertaken 2017/18 2016/17 costs directly £ £ £ £ Charitable activity Preservation and operation of Epping Forest 5,610,868 1,089,785 6,700,653 6,407,567 Total 5,610,868 1,089,785 6,700,653 6,407,567

No expenditure by third parties to undertake charitable work on behalf of the charity.

Charitable activity Expenditure on the charitable activity includes labour, premises costs, equipment, materials and other supplies and services incurred as the running costs of Epping Forest.

Auditor’s remuneration and fees for external financial services Moore Stephens are the auditors of the City of London City’s Cash. The City of London Corporation does not attempt to apportion the audit fee between all the different charities but prefers to treat it as part of the cost to its private funds. No other external financial services were provided for the Trust during the year or in the previous year.

Trustee’s expenses Members of the City of London Corporation are all unpaid and do not receive allowances in respect of City of London Corporation activities in the City. However, Members may claim travelling expenses in respect of activities outside the City and receive allowances in accordance with a scale when attending a conference or activity on behalf of the City of London Corporation. No expenses were claimed in 2017/18 (2016/17: £nil).

PageA3-19 88 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018

6. Support Costs The cost of administration which includes the salaries and associated costs of officers of the City of London Corporation, together with premises and office expenses, is allocated by the City of London Corporation to the activities under its control, including this charity, on the basis of employee time spent on the respective services. These expenses include the cost of administrative and technical staff and external consultants who work on a number of the City of London Corporation’s activities.

Support costs allocated by the City of London Corporation to the charitable activity are derived as follows:

Charitable 2017/18 2016/17 activities £ £ £ Department Chamberlain 166,775 166,775 120,991 Comptroller & City Solicitor 63,619 63,619 53,777 Open Spaces Directorate 80,202 80,202 110,970 Town Clerk 124,290 124,290 118,304 City Surveyor 397,539 397,539 344,019 Information Systems 186,875 186,875 155,105 Other governance and support costs 70,485 70,485 79,359 Total support costs 1,089,785 1,089,785 982,525

The main support services provided by the City of London Corporation are:

Chamberlain Accounting services, insurance, revenue collection, payments, financial systems and internal audit.

Comptroller and Property, litigation, contracts, public law and administration of City Solicitor commercial rents and City of London Corporation records. Open Spaces Expenditure incurred by the Directorate, which is recharged to all Directorate Open Spaces Committees under the control of the Director of Open Spaces. The apportionments are calculated on the basis of budget resources available to each Open Space charity.

Town Clerk Committee administration, management services, human resources, public relations, printing and stationery, emergency planning. City Surveyor Work undertaken on the management of the Estate properties, surveying services and advice, supervising and administering repairs and maintenance.

PageA3-20 89 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018

6. Support Costs (continued)

Information Systems The support and operation of the City of London Corporation’s central and corporate systems on the basis of usage of the systems; the provision of “desktop” and network support services and small IS development projects that might be required by the charity.

Other support and Contribution towards various costs including publishing the governance costs annual report and financial statements, central training, the occupational health, union costs and the environmental and sustainability section.

7. Staff Numbers and Costs The average actual number of staff employed by the City of London Corporation charged to Epping Forest in 2017/18 is 81 (2016/17: 81) at a cost of £2,769,071 (2016/17: £2,702,413). The table below sets out the employment costs and the number of average actual staff charged directly to the charity.

Employers' Employers' No of Gross Pay National Pension Total employees Insurance Contribution £ £ £ £ 2017/18 Charitable activities 81 2,131,997 199,110 437,964 2,769,071 2016/17 Charitable activities 81 2,139,689 202,231 360,493 2,702,413

There was one employee whose total employee benefits were above the £60,000 threshold (2016/17: 1).

The number of directly charged staff earning more than £60,000 in bands of £10,000 is set out below.

Employees who earn more than £60,000 per annum Band No of full time equivalent No of full time employees equivalent employees £ 2017/18 2016/17 60,000-69,999 - - 70,000-79,999 - 1.0 80,000-89,999 1.0 - 90,000-99,999 - -

PageA3-21 90 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018 100,000-109,999 - -

7. Staff Numbers and Costs (continued)

The Trust considers its key management personnel comprise the Trustees and the Director of Open Spaces who manages the seven open spaces funded by the City of London Corporation. The proportion of the Director’s employment benefits, including employer pension contributions, allocated to this charity amounted to £22,251 in 2017/18 (2016/17: £29,700). Trustees are unpaid and do not receive allowances.

Support is also provided by other chief officers and their departments from across the City of London Corporation, including the Town Clerk and Chief Executive, Chamberlain, Comptroller and City Solicitor and City Surveyor.

8. Heritage Assets At 31 March 2018 the net book value of heritage assets relating to direct charitable purposes amounts to £382,754 (31 March 2017: £383,715) as set out below.

2014 2015 2016 2017 2018

£ £ £ £ £ Cost At 1 April 388,382 388,382 388,382 388,382 388,382 Additions - - - - - At 31 March 388,382 388,382 388,382 388,382 388,382

Depreciation At 1 April 824 1,785 2,746 3,707 4,667 Charge for year 961 961 961 960 961 At 31 March 1,785 2,746 3,707 4,667 5,628

Net book value

At 31 March 386,597 385,636 384,675 383,715 382,754

At 31 March 387,558 386,597 385,636 384,675 383,715

Since 1878 the primary purpose of the Charity has been the preservation of Epping Forest for the recreation and enjoyment of the public. As set out in Note 1(d), the original heritage land and buildings are not recognised in the Financial Statements.

Policies for the preservation and management of Epping Forest are contained in the Epping Forest Conservation Management Plan 2010. Records of heritage assets owned and maintained

PageA3-22 91 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018 by Epping Forest can be obtained from the Director of Open Spaces at the principal address as set out on page 2.

8. Heritage Assets (continued) Additions made to heritage land or buildings, where relevant information is available, are included at historic cost less accumulated depreciation in accordance with Note 1 (d). The values cover more recent land acquisitions and restoration of the fountain at ‘The View’.

9. Tangible Fixed Assets At 31 March 2018 the net book value of tangible fixed assets relating to direct charitable purposes amounts to £6,179,142 (31 March 2017: £6,546,812) as set out below.

Land and Infrastructure Vehicles Equipment Total Buildings £ £ £ £ £ Cost At 1 April 2017 3,661,845 4,319,274 93,109 328,409 8,402,637 Additions - (3,107) - 81,329 78,222 At 31 March 2018 3,661,845 4,316,167 93,109 409,738 8,480,859

Depreciation At 1 April 2017 906,455 589,664 35,909 323,797 1,855,825 Charge for year 197,832 231,148 14,300 2,612 445,892 At 31 March 2018 1,104,287 820,812 50,209 326,409 2,301,717

Net book value At 31 March 2018 2,557,558 3,495,355 42,900 83,329 6,179,142

At 31 March 2017 2,755,390 3,729,610 57,200 4,612 6,546,812

10. Fixed Asset Investments The investments are held in the City of London Corporation Charities Pool as a registered UK charity with the Charities Commission (charity number 1021138) and are used internally by the City of London Corporation as a Unit trust. The value of investments held by the charity as follows:

Designated 2018 2017 Fund £ £ £ Market Value 1 April 3,819 3,819 3,412 Disposals at market value - - - Gain/(loss) for the year 35 35 407 Market Value 31 March 3,854 3,854 3,819 Cost 31 March 438 438 438

PageA3-23 92 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018 Units in Charities Pool 438 438 438 The Charities Pool is a UK registered unit trust.

10. Fixed Asset Investments (continued)

The geographical spread of listed investments at 31 March was as follows:

2018 2017 £ £ Equities UK 3,008 2,973 Overseas 472 538 Bonds – UK & Overseas 25 21 Pooled Units - UK 262 189 Cash held by Fund Manager 87 98 Total Funds 3,854 3,819

11. Debtors Debtors consist of amounts owing to the charity due within one year. The debtors figure consists of the following amounts:

2018 2017 £ £ Rental Debtors - 29,607 Other Debtors 343,948 277,629 Payments in Advance 32,955 32,799 Recoverable VAT 51,696 39,532 Total at 31 March 428,599 379,567

12. Creditors: due within one year The creditors figure consists of the following amounts:

2018 2017 £ £ Trade Creditors 144,811 56,280 Accruals 263,483 189,467 Other Creditors 66,227 39,333 Receipts in Advance 104,125 73,530 Total at 31 March 578,646 358,610

PageA3-24 93 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018

13. Creditors: due after more than one year These consist of rent deposits held on behalf of the tenants. These deposits are refundable upon either the expiry of the term of the lease, or vacant possession of the premises. 2018 2017 £ £ Sundry Deposits 44,760 39,000 Total at 31 March 44,760 39,000

14. Epping Forest Analysis of Net Assets by Fund at 31 March 2018

Unrestricted Funds General Designated 2018 2017 Fund Fund Fixes Assets £ £ £ £ Heritage Assets - 382,754 382,754 383,715 Tangible Fixed Assets - 6,179,142 6,179,142 6,546,812 Investments - 3,854 3,854 3,819 Total Fixed Assets - 6,565,750 6,565,750 6,934,346

Current Assets 623,406 754,389 1,377,795 1,176,371 Current Liabilities (623,406) - (623,406) (397,610) Total Net Assets - 7,320,139 7,320,139 7,713,107

PageA3 - 25 94 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018

15. Movement of funds during the year to 31 March 2018 Fund Fund Gains balances balances Income Expenditure Transfers and carried brought losses forward forward £ £ £ £ £ £ Unrestricted Funds General Funds - 6,219,193 (6,216,820) (2,373) - - - 6,219,193 (6,216,820) (2,373) - - Designated Funds Tangible Fixed Assets 6,546,812 52,222 (445,892) 26,000 - 6,179,142 Heritage Assets 383,715 - (961) - - 382,754 Capital Fund 538,804 - - - - 538,804 Sports Ground Deposit 3,915 - - - 35 3,950 Golf Course Machinery 27,716 - - - - 27,716 Fund E.N. Buxton Knighton Wood 5,801 - - - - 5,801 Heritage Lottery Fund Match Funding 42,744 - (321) - - 42,423 Green Arc Funding 16,510 - (424) - - 16,086 Grazing Account 21,090 - - 2,373 - 23,463 Metropolitan Police Olympic Contribution 100,000 - - - - 100,000 Funding for Capital Projects 26,000 - - (26,000) - - 7,713,107 52,222 (447,598) 2,373 35 7,320,139

Total Unrestricted Funds 7,713,107 6,271,415 (6,664,418) - 35 7,320,139 Restricted Funds City Bridge Trust - 36,235 (36,235) - - - Total Restricted Funds - 36,235 (36,235) - - -

Total Funds 7,713,107 6,307,650 (6,700,653) - 35 7,320,139

Notes to the funds

Unrestricted funds 1) General fund The General fund has a balance of nil as the operating deficit of the charity is financed by the City of London Corporation.

PageA3 - 26 95 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018 Unrestricted Designated Funds 2) Sports Grounds deposit A sum of money was invested in 1968 relating to the Sports Ground.

15. Movement of funds during the year to 31 March 2018 (continued) Notes to the funds (continued)

3) Golf Course machinery fund The purpose of this fund is to provide for the future replacement of plant and equipment at Chingford Golf Course. No purchases were made during 2017/18.

4) E.N. Buxton Knighton Wood A gift was made in 1930 to be spent on maintaining the beauty of Knighton Wood. The unused balance of the fund was invested in 1931 for future use. Charity Pool units relating to E.N. Buxton Knighton Wood were sold in 2016/17. It is anticipated this will be spent in 2018/19.

5) Heritage Lottery Fund Epping Forest was awarded a £4.76m Stage 3 grant by Heritage Lottery Fund in March 2009, towards the £6.8m cost of the ‘Branching Out’ project. The fund is used to finance the costs of the project that are not met by the grant and are to be provided by Epping Forest. The scheme was completed in 2017/18. Verification of final accounts is underway.

6) Capital fund The Epping Forest capital fund was established under the Epping Forest and Open Spaces Act 1878. The fund finances the purchase, construction, or repair of Forest buildings and can also be used to purchase further charitable land. The income of the fund is comprised of income from the sale of buildings and by any contribution the City of London Corporation may wish to make to the fund.

7) Green Arc Funding The Green Arc Partnership takes a strategic view of future ‘green’ infrastructure, principally the provision of further public open space in London’s peri-urban fringe and metropolitan green belt. The City of London is the lead authority holds the funding and meets expenditure when required. Expenditure amounted to £424 in 2017/18 (2016/17: £9,614) and no contribution was received during the financial year (2016/17: £2,000).

8) Grazing Account The purpose of this fund is to provide for the future purchase of cattle. £2,373 was transferred into reserve as at 31 March 2018 (2016/17: £10,617).

9) Tangible Fixed assets Land and associated buildings acquired prior to 1 April 2009 are considered to be heritage assets. They are included as fixed assets at historic cost, less provision for depreciation and any impairment. The net book value of tangible fixed assets at 31 March 2018 was £6,179,142 and is represented by a designated income fund. (2016/17: £6,546,812).

PageA3 - 27 96 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018 10) Heritage assets Additions made to heritage land or buildings. The net book value of heritage assets to direct charitable purposes at 31 March 2018 was £382,754 (2016/17: £383,715).

15. Movement of funds during the year to 31 March 2018 (continued) Notes to the funds (continued)

11) Metropolitan Police Olympic Contribution The City of London Corporation received a payment of £195,000 as a fee-in-lieu-of-rent in compensation for the temporary use of part of Wanstead Flats for 90 days spanning the 2012 Olympic and Paralympic Games. No expenditure incurred during the accounting period. The balance of £100,000 will be used for future projects at Wanstead Park and Wanstead Flats.

12) Funding for Capital Projects As part of an Open Spaces wide Fleet Management project a disposal exercise of redundant fleet and equipment was undertaken in 2016/17. It was agreed to use the income raised to fund energy efficiency improvement works. £26,000 was transferred into reserve as at 31 March 2017. Photovoltaic energy panels at Harrow Road Changing Rooms, Epping Forest were installed in 2017/18. Funds were fully utilised.

Restricted funds

13) City Bridge Trust Funding from City Bridge Trust towards an environmental learning programme designed to improve London’s engagement and sense of wellbeing with respect to green spaces; as well as a sector – specific evaluation. A grant of £36,235 was given by the City Bridge Trust in 2017/18. 2017/18 was the second year of this three year grant. (2016/17: £48,400).

16. Related Party Transactions The City of London Corporation as well as being the Trustee also provides management, surveying and administrative services for the charity. The costs incurred by the City of London Corporation in providing these services are charged to the charity. The City of London Corporation also provides banking services, allocating all transactions to the charity at cost and crediting or charging interest at a commercial rate. The cost of these services is set out in the Statement of Financial Activities under “Expenditure on charitable activities” and an explanation of these services is set out in Note 6 for support costs of £1,089,785 (2016/17: £982,525). The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charity. This amounted to £4,835,525 (2016/17: £4,563,491) as shown in Note 4 to the financial statements.

The City of London Corporation is also the Trustee of a number of other charitable trusts, and with the exception of the City Bridge Trust (charity number 1035628) and the West Wickham Common and Spring Park Wood Coulsdon and Other Commons (charity numbers 232988 and

PageA3 - 28 97 EPPING FOREST Notes to the Financial Statements for the year ended 31 March 2018 232989), these trusts do not undertake transactions with Epping Forest. A full list of other charitable trusts of which the City of London Corporation is Trustee is available on application to the Chamberlain of the City of London.

16. Related Party Transactions (continued) The Charities Pool is an investment mechanism operating in a similar way to a unit trust. It enables the City of London to "pool” small charitable investments together and consequently obtain better returns than would be the case if investments were made individually. Investment income consists of distribution from the Charities Pool and interest receivable on cash balances. Investment income of £2,936 was earned during the year (2016/17: £3,390).

Members of the City of London Corporation responsible for managing the Trust are required to comply with the Relevant Authority (model code of conduct) Order 2001 issued under the Local Government Act 2000 and the City of London Corporation’s guidelines which require that:

 Members sign a declaration agreeing to abide by the City of London Corporation’s code of conduct.  A register of interests is maintained.  Pecuniary and non-pecuniary interests are declared during meetings.  Members do not participate in decisions where they have an interest.

There are corresponding arrangements for staff to recognise interests and avoid possible conflicts of those interests. In this way, as a matter of policy and procedure, the City Corporation ensures that Members and officers do not exercise control over decisions in which they have an interest. There are no material transactions with organisations related by virtue of Members and officers interests which require separate reporting. Transactions are undertaken by the Trust on a normal commercial basis.

PageA3 - 29 98 Agenda Item 11

Committee(s): Date(s): Epping Forest Consultative 10 10 2018 Epping Forest and Commons 19 11 2018 Subject: Public Epping Forest Licence, Produce and Sports Charges (SEF 40/18b) Report of: For Decision Director of Open Spaces Report Author: Jacqueline Eggleston - Head of Visitor Services

Summary

This report updates your Committee on the performance of charges levied for licenced activities, produce sales and formal sports in the last full financial year 2017/18.

In 2017/18 the licensing of activity on Forest land raised a total of £222,659 of which £147,347 was mixed regulatory licences, £45,664 was from fairs and circuses and £27,288 from photography and filming The sale of produce raised a total £22,756 while the licensing of Horse riding raised £12,119. Charges for formal sports across 2017/18 raised a total of £336,537 with Association Football income in 2017/18 totalling £64,929 and earnings from Golf reaching £271,608.12 . Proposals are presented for a price increase of 2% in line either with the Consumer Price Index predictions for 2019/20 or otherwise increased due to benchmarking and reviewing in line with market competition.

Recommendations

Members are asked to:

 approve the proposed charges for 2019/20 as itemised in Appendix A  approve continued subsidy for association football

Page 99 Main Report

Background 1. The use of Forest Land for siting of equipment or for certain activities requires a licence. The charges made for licences seek to recover the out of pocket expenses incurred by the City of London in administering and enabling the activity and for reinvestment in to the management of the Forest in accordance with the City of London financial regulations. 2. Licences are administered through a steering group of officers to ensure that all relevant sections and staff are consulted before a decision is made and to ensure there is an equitable decision-making process for any customer 3. All licences are considered with due regard to the Conservators’ duties under the Epping Forest Act 1878 and 1880. 4. By-products of land management activity include beef, venison and wood. These are sold both as wholesale and retail products with the income re- invested in to the management of the Forest.

Current Position 5. Licensing activity on Forest Land raised £222,659 in 2017/18 6. The income from Forest produce in 2017/18 has provided a steady income with minimal outlay totalling £22,756 comprising: Produce Income Venison £12,047 Beef £ 2,529 Hay £ 479 Wood £ 7,700 7. Horse Riding licences brought in an income of £12,119. 8. The regulatory licences achieved £147,347, with an additional £45,664 from fairs and circuses and £27,288 for photography and filming. 9. The end of the football season for 2017/18 achieved a total income of £64,929. 10. Golf income achieved a total gross income of £271,608. This is broken down as: Green Fees £237,779 Equipment Sales £8,890 Drinks Sales £5596 Equipment Hire £19340

Page 100 11. This was the second year of in-house management of golf bookings. Income was increased this year compared with 2016/17 by around £10,000. The end of year net profit figure was £28,381.

Options 12. Three options as outlined in Appendix A and C are offered for your committee’s consideration: 12.1 Option 1 – To increase produce and licence and football charges at the forecast Consumer Price Index figure of 2%. It is proposed that the licence fee for horse riding be increased by RPI of 0.7% which is the maximum permitted under the Additional Byelaws for the Regulation of Horse Riding. Increases are shown in Appendices A and C. This is recommended. 12.2 Option 2 - To keep charges as they are. This would be in effect a price cut whilst inflationary increases would still apply to our own expenses. This is not recommended. 12.3 Option 3 - To increase charges above inflationary levels. Charges have been increased by 10% over the last few years and are now more comparable with the market level. Increasing charges above market level could make our products less saleable. This is not recommended.

Proposals Licencing Applications

13. A new licencing application form and scheme of charges was agreed at the Epping Forest and Commons Committee in November 2017. This has proved very helpful over the last year with clarification for users in what charges are applicable and what conditions need to be met. The improved administrative system has allowed officers to ensure the appropriate licences and charges are administered in an equitable and transparent manner. All the licencing information, pricing, terms and conditions are publicly available on the website. Football charges 14. Football on Wanstead Flats remains popular with similar levels of play maintained each year. Prices have been amended in recent years to better benchmark with other local providers and reach the appropriate market levels. Wanstead Flats remain the cheapest pitches to hire in the area. 15. Appendix C outlines the current season charging at neighbouring football sites compared with Wanstead Flats. It also proposes a small uplift in the hire charges for 2019/20 in line with CPI. The season has previously been sold as 32 weeks. This has been reduced to 28 weeks as teams do not require 32 weeks and an associated saving can be made on staffing costs. 16. Football on Wanstead Flats in common with other Local Authority football provision continues to run at a deficit. The annual deficit amounts to in the region of -£125,000 each year. This equates to an average of just under 50% subsidy per game played.

Page 101 Golf fees 17. Golf fees and charging have been amended in this financial year ensuring that players obtaining annual discounts pay in advance fully to ensure they benefit. This has improved forecasting and cashflow. Chingford Golf Course remains good value in comparison with local competition, as shown in the benchmarking exercise in Appendix D and a price increase is not recommended this year in order to remain competitive. 18. Golf has made an increase in income over the last financial year, with better weather than the previous year and fully open and growing facilities in the adjoining café and cycle hire also attracting customers.

Corporate & Strategic Implications 19. These charges support the Corporate Plan Policy aims and priorities 19.1 Contribute to a flourishing society 19.2 Support a thriving economy 19.3 Shape outstanding environments

Implications Financial 20. City of London Financial regulations provide that ‘When determining fees and charges to persons or external organisations, all departments should recover full costs, or submit reasons to the appropriate service Committee when that objective is not met.” 21. Full cost recovery on football charges cannot be achieved while major Local Authority providers continue to subsidise the provision of football. The City Corporation has achieved parity on charges but is unable to recover the full cost of providing this service.

Legal 22. Horse riding on Epping Forest is regulated under sections 9 and 10 of the City of London (Various Powers) Act 1990 and by the Additional Byelaws for the Regulation of Horse Riding allowed on 14 May 2003. The Conservators may make reasonable charges for the riding or exercising of horses, by reference to the reasonable cost of the maintenance of ways designated for horses, and the reasonable cost of providing the regulatory regime. Any increases to the charges are limited to no more than the increase in the Retail Prices Index for the period that has elapsed since the charges were last fixed. The Conservators shall take all reasonable steps to notify the public of the revised charges not less than fourteen days before they take effect. 23. Section 33(1)(i) of the Epping Forest Act 1878 empowers the Conservators, “To fell, cut, lop and manage in due course the timber and other trees, pollards and underwoods, and to sell and dispose of the timber cuttings and loppings, and to receive the proceeds…”

Page 102 24. Trading that is carried on by a charity in the course of carrying out a primary purpose of the charity is known as “primary purpose trading”. Trading that is ancillary to a charity’s primary purpose is also legally part of a charity’s primary purpose trading. The sale of produce as a by-product of land management activities by the Epping Forest charity would therefore constitute primary purpose trading. This means that the charity may trade more or less freely in pursuit of its charitable objectives. Profits may be exempt from tax if entirely used to support the charity’s aims, and there is no requirement to set up a subsidiary trading company. 25. In its role as trustee of the Epping Forest charity the City, acting by the Conservators, is under a fiduciary duty to act exclusively in the best interests of the charity. This will normally mean obtaining the best price for produce that can be achieved in the market. However, it may be appropriate in some cases to donate produce, or sell it at a discount, where this is an effective way of using the charity’s resources to further its charitable purposes, or is otherwise in the charity’s best interests. Events and Activities

26. Section 33(1)(xiii) of the Epping Forest Act 1878 empowers the Conservators to set apart such parts of the Forest as they think fit for the use of the inhabitants to play at sports. Section 76(1)(b) of the Public Health Acts Amendment Act 1907 allows the Conservators to set apart any such part of the Forest as may be fixed for the purpose of any game or recreation, and to exclude the public from the part set apart while it is in actual use for that purpose; and under section 56(5) of the Public Health Act 1925 the Conservators may charge reasonable sums for the use thereof. Under section 8 of the City of London (Various Powers) Act 1977 the Conservators may (subject to certain constraints) provide parking places for vehicles and make reasonable charges for their use. ‘Works’ licences

27. The granting of personal licences does not constitute alienation of Forest Land for the purposes of the Epping Forest Act 1878 and is not therefore prohibited so long as the Forest is preserved. Regulating such temporary uses is considered to be the best way of preserving the Forest and avoids any possibility of any prescriptive rights being acquired. As above, the Conservators must generally ensure that any licence granted is on the best terms reasonably obtainable for the Epping Forest charity, or is otherwise in the charity’s best interests. Property 28. Licensing various 3rd party temporary activities that the City is willing to permit upon the Forest should ensure that the City retains full and proper control of the Forest and able to prevent misuse.

Page 103 Conclusion 29. The City of London Epping Forest continues to provide excellent value for money recreational opportunities. The charging proposals ensure that as a charity our expenses incurred due to third party use of our land are recouped and reinvested in to the maintenance of the Forest.

Appendices  Appendix A – Current and proposed licence charges  Appendix B – Golf Course Green Fees Price Comparison  Appendix C - Football benchmarking and proposed fee increases

Background Papers: Epping Forest Licence and Produce Charges 2018/19 November 2018.

Jacqueline Eggleston Head of Visitor Services

T: 020 8532 5315 E: [email protected]

Page 104 EPPING FOREST LICENSING CHARGES

ALL CHARGES ARE SUBJECT TO VAT IN ADDITION UNLESS INDICATED OTHERWISE

2018/19 charges 2019/20 charges Standard Application Fee £25 £50 £25 £50 Application fee is in addition to charges shown, is payable on agreement of licence and is non‐ refundable.

Description/ Charity/ non‐ Event Cost covers amount of Commercial Charity/ non‐profit Commercial profit participants

£100 or 10% One off Sponsored/ charity £100 or 10% ticket/ 10% entrance ticket/ entrance fun run/ walk/ cycle/ run/ Less than 100 entrance fee 10% entrance fee fee fee whichever is competition/ horse event* whichever is greater greater £100 or 10% Includes an event £200 or 10% of ticket/ £200 or 10% of * horses must hold Epping with entrance £100 or 10% ticket/ entrance ticket/ entrance 100 ‐ 500 entrance fee ticket/ entrance fee ‐ Forest horse licence marker, first aid, fee whichever is greater fee ‐ whichever whichever is whichever is greater table of drinks is greater greater

More than 500 See events – apply through See events charges charges events licence

For events with additional infrastructure e.g. inflatables, catering, please apply via event licence Description/ Charity/ non‐ Event Cost covers amount of Commercial Charity/ non‐profit Commercial profit participants Regular run/ walk / cycle Up to 20 events Annual Fee Annual Fee £400 Annual Fee £200 (includes Annual Fee £400 Less than 100 each year* £200 (includes (includes administration) plus 5% (includes up to 15 events Annual Fee Annual Fee £400 Annual Fee £200 (includes Annual Fee £400 100‐500 each year* £200 (includes (includes administration) plus 5% (includes We do not license Regular events with more than 500 participants should be applied for Less than 100 £50 per day* £50 per day* Dedicated use of School Sports Day 100 ‐ 500 £100 per day* £100 per day* mown area only * Up to 2 days for the price of one if no additional Additional charges apply for School Sports Days on top of licence fee (changing rooms/ marking out for

Less than 3 £50 weekday/ Charity hours per pitch £50 weekday/ £80 weekend £80 weekend Football required Match Additional charges apply. See below (out of More than 3 £80 weekday/ season) hours per pitch £80 weekday/ £150 weekend £150 weekend required Additional charges apply for any Charity Football Matches on top of licence fee. Please see below.

Personal 5‐10 people annual fee £25* annual fee £25* Training/s Outside only. No toilets or pavilion More than 10 ports usage. annual fee £50* annual fee £50* people coaching * plus 10% of fees charged per session * plus 10% of fees charged per session

Up to 10 £25 people Football Field use only. No pitches to be used 11 ‐ 29 people £50 Coaching during football season. More than 30 £75 people

Guided More than 5 Walks people to max £25 administration fee plus 5% of ticketed price per participant £25 administration fee plus 5% of ticketed price per participant and Tours 100 Tree surveying ( On application On application orest Schoo as required) Licence £25 admin fee + 5% of fee charged £25 admin fee + 5% of fee charged per pupil

Studio shoot ( 55 for one off up to 6 people) 55 for one off visit/£330 yearly e.g. family visit/£330 yearly fee fee portrait Commerci Crew size 1 ‐ 5 £338 £345 al Photogra Crew size 5 ‐ 15 £450 £460 phy Crew size 15 ‐ £563 £574 30 Price on Crew size 30 + Price on application application

Crew size 1 ‐ 5 £450 £460 Page 105 Crew size 5 ‐ 20 £788 £800 Commerci Crew size 20 ‐ al Filming 40 £1,125 £1,148 Price on Crew size 40 + Price on application application

Administration Non fee plus cost of commerci any additional £25 al Filming £25 administration visits by staff administration or fee plus costs Photogra necessitated by fee plus costs phy the nature of the shoot

Additional Charges These are ‘at cost’ to CoL and therefore no rate reduction for Descriptio Cost covers Time scales Cost Cost n Opening up the Minimum charge for Exclusive £100 £100 building and use of 4 hours use of changing rooms. Additional charge changing Cleaning and per hour after 4 £25 £25 facilities heating costs. hours

Running track up Sports to 8 lanes + 2 Day Line To cover Sports Day £85 £85 other events marking needing markings Charity Marking out the Football number of pitches Price per pitch £20 £20 Match required (out of Erecting of goals Price per pitch £80 £80 season)

Item Cost covers Description 2018/19 2019/20 Full registration Public £57.29 £57.69 year Weekly Horse Riding Licences Public £7.16 £7.21 registration Full registration Riding School £71.61 £72.11 year

Skips Per week £71 £72 Large ( e.g Bury £700 £714 Road) Hire of car parks for events Medium (e.g. £423 £431 or compounds Fairmead Oak) Small (e.g.Earl's £140 £143 Path) m2 per day rate £0.57 £0.58 Compounds/ Minimum storage/scaffolding overall charge £71 £72 inc admin

Page 106 Golf Course Green Fee Price Comparison 2018

Adult Visitors Adult Visitors Senior Visitors Senior Visitors NOTES Course name price (weekday) price (weekend) price (weekday) price (weekend) Brentwood £25.00 £32.00 £25.00 £32.00 No senior rate Chingford Golf Course £18.00 £25.00 £14.00 £17.50 *Senior midweek rate only Trent Park £17.00 £27.00 £12.50* £27.00 available Mon-Thu Crowlands Heath £16.50* £18.50 £16.50 £18.50 *Monday deal - £7 green fee Lea Valley £15.00 £18.50 £10.00 £18.50 No senior rate weekends West Essex £30.00 £40.00 £30.00 £40.00 No senior rate

Page 107 Page Woodford Golf Course 9 hole £17.00 £20.00 £17.00 £20.00 No senior rate *£36 Friday (adult) **£27 Friday (senior) Stapleford Abbotts £32.00* £40.00 £24** £40.00 No senior rate weekends Fairlop Waters £17.00 £25.00 £10.00 £13.00 Ilford £20.00 £30.00 £20.00 £30.00 No senior rate Whitewebbs £18.00 £24.00 £11.00 £15.50 Epping Golf Course £18.00* £25.00* £18.00* £25.00* *£2 decrease PM Toot Hill £35.00* £40.00 £35.00* £40.00 *£25 after midday Nazeing £25.00 £32.00 £25.00 £32.00 No senior rate Cannons Brook £27.00 £32.00 £27.00 £32.00 No senior rate Risebridge £18.00 £25.00 £16.50 £25.00 No senior rate weekends Wanstead £27.00 £32.00 £27.00 £32.00 No senior rate This page is intentionally left blank

Page 108 Wanstead Wanstead London Flats Flanders London Tower Hamlets Flats Boston Douglas Fairlop LMPF LMPF Borough of Waltham Forest Waltham Forest Playing Peter May Playing Borough of (Non- Borough Playing Manor Eyre Oak Redbridge Greenford Barking & Grade A Pitch Grade B Pitch Fields Fields Redbridge Team Price) Fields Dagenham Proposed 2018/19 2019/20 Saturday Casual £78.00 £88.00 £88.00 £88.00 £88.00 £85.00 £90.00 £158.00 £99.00 £115.00 £72.00 £89.40 £72.00 £73.50 Booking Saturday 15 £730.00 £828.00 £828.00 £828.00 £828.00 £803.00 £950.00 £1,906.00 £814.00 £846.00 £654.00 £614.00 £626.00.50 Match 14 14 14 12 Alternate 14 games 14 games 14 games 15 games 15 games Credits games games games games Weeks Saturday £1,422.00 £1,579.00 £1,579.00 £1,579.00 £1,579.00 £1,533.00 £1,900.00 £3,812.00 £1,639.00 £1,690.00 £1,307.00 £1,228.00 £1,253.00 Season 28 weeks 28 weeks 28 weeks 28 weeks 28 weeks 28 weeks 24 weeks Every Week 32 weeks 32 weeks Booking

Sunday Casual £116.00 £138.00 £138.00 £138.00 £138.00 £134.00 £90.00 £158.00 £110.00 £115.00 £103.00 £89.40 £87.00 £89.00

Booking 109 Page Sunday 15 £1,082.00 £1,282.00 £1,282.00 £1,282.00 £1,282.00 £1,245.00 £950.00 £1,906.00 £1,067.00 £973.00 £829.00 £875.00 £892.50 Match 14 14 14 12 Alternate 14 games 14 games 14 games 15 games 15 games Credits games games games games Weeks Sunday £2,091.00 £2,527.00 £2,527.00 £2,527.00 £2,527.00 £2,453.00 £1,900.00 £3,812.00 £2,123.00 £1,947.00 £1,659.00 £1,750.00 £1,785.00 Season Booking 28 weeks 28 weeks 28 weeks 28 weeks 28 weeks 28 weeks 24 weeks Every Week 32 weeks 28 weeks This page is intentionally left blank

Page 110 Agenda Item 12

Committee(s): Date(s): Epping Forest Consultative 10 10 18 Epping Forest and Commons 19 11 18

Subject: Public Epping Forest Consultative Committee Terms of Reference and Schedule (SEF 43/18)

Report of: For Discussion Director of Open Spaces Report author: Jo Hurst – Business Manager Epping Forest

Summary

The Terms of Reference for the newly established Epping Forest Consultative Committee intentionally a number of subject area for agreement by the Consultative Committee including determining how many members are required to hold valid proceedings; and the agreement of a code of conduct for Members.

Now that the Consultative Committee has had time to consider these outstanding elements a more complete proposed set of terms is proposed for agreement and adoption by the Consultative Committee.

Recommendation(s)

Consultative Committee Members are asked to support:

 Agreement of the updated Terms of Reference for the Epping Forest Consultative Committee

Main Report

Background

1. The Epping Forest Consultative Committee was established in early 2018, and has had meetings in January and June, with the next scheduled for October.

2. The Epping Forest and Commons Committee approved the initial Terms of Reference to enable the Consultative Committee to be inaugurated. Broader issues regarding matters of quorum – the minimum number of members required to hold valid proceedings - and a Member Code of Conduct together with other matters raised by Members were to be determined by the fourth meeting of the Consultative Committee.

Page 111 Current Position

3. Complete Terms of Reference for the Epping Forest Consultative Committee are included at Appendix 1. The terms of reference have been amended to recommend:

3.1Quorum - based on practices elsewhere, it is suggested the quorate is a minimum attendance of four representatives of locally interested organisations.

3.2Circulation of Papers; Full papers are circulated a full 2 weeks prior to the meeting. The City Corporation does not support the circulation of additional late papers but will make emergency briefings where appropriate through the Superintendent’s Update.

3.3A proposal to adopt the Code of Conduct used by members of the City Corporation has been proposed as a model for adoption by the Consultative Committee.

4. The Epping Forest Consultative Committee considered the Terms of Reference (Appendix 1) at their meeting on 10th October 2018. Comments included clarification on how to request items for the agenda, the standard wording of minutes and a preference for papers to be sent two weeks prior to the meeting. These areas will be addressed by Epping forest Staff and Town Clerks and do not require a change to the Terms of Reference as appended.

Options

5. The following options should be considered:

Option 1: Agree the Terms of Reference (appendix 1) as written and make no changes to the Epping Forest and Commons Committee or Consultative Committee schedules. This option is recommended.

Option 2: Reduce the frequency of Epping Forest and Commons Committee meetings to four per year, with the Epping Forest Consultative Committee also meeting four times per year. This option is not recommended.

Option 3: Extend the frequency of Consultative Committees to six per year to match the current frequency of the Epping Forest and Commons Committee. This option is not recommended.

Option 4: Maintain the frequency of the Consultative Committee at three times per year, but also provide an opportunity for Consultative Committee members to comment by email on papers that would be placed before the Epping Forest and Commons Committee. This option is recommended.

Page 112 Proposals

6. As outlined in these Terms of Reference, the Consultative Committee meets at least three times per year.

7. The Epping Forest and Commons Committee currently meets six times a year, in January, March, May, July, September and November. The City Corporation is mindful of the Committee made by the volunteers of both the Epping Forest and Commons Committee and the Consultative Committee, in addition to Officer resources and is therefore reluctant to further increase the frequency of meetings and the administration costs of supporting further meetings. It is therefore proposed that the Consultative Committee should meet in the month preceding three of these. Papers of Grand Committee meetings not preceded by Consultative Committee can be circulated to Consultative Committee members electronically with comments received and circulated by Town Clerks.

8. The schedule outlined above also considers local meetings, Saturday visits and other time commitments of your Committee.

9. In July 2016 the Hampstead Heath Committee agreed a reduction of Grand Committee meetings from six to four to incorporate more easily the schedule of Consultative Committee meetings. After their review period it was agreed to maintain at four meetings per year. This realignment of schedules (four Grand Committees alternating with four Consultative Committees) could be considered in the future, perhaps concurrently with the reappointment of the Consultative Committee due in 2021.

10.Realignment of committee schedules would need significant lead time as Town Clerks would need to accommodate changes into Member’s diaries which are agreed some time in advance.

11.Consultative Committees for each of the Commons meet less frequently, so any proposed realignment would not impact them negatively.

Corporate & Strategic Implications

12.The updated Terms of Reference make no significant change. The value of the Consultative Committee in informing decision making and communicating policy is already being realised.

13.The City of London Corporate Plan 2018-23 makes a commitment to ‘working with our stakeholders and our partners who share our aims’.

Financial Implications

14.Other than the costs of hosting and administering the Consultative Committee, these updated Terms of Reference have no further financial implications.

Page 113 Conclusion

15.Updated Terms of Reference include code of conduct and other details that were incomplete at the set-up of the Epping Forest Consultative Committee.

Page 114 Appendices

 Appendix 1 – Epping Forest Consultative Committee Terms of Reference November 2018

 Appendix 2 – City of London Members Code of Conduct

Joanne Hurst Business Manager, Epping Forest

T: 020 8532 5317 E: [email protected]

Page 115 This page is intentionally left blank

Page 116 Committee(s): Date(s): Epping Forest Consultative 10 10 18 Epping Forest and Commons 19 11 18

Subject: Public Epping Forest Consultative Committee Terms of Reference and Schedule (SEF 43/18b)

Report of: For Decision Director of Open Spaces Report author: Jo Hurst – Business Manager Epping Forest

Summary

The Terms of Reference for the newly established Epping Forest Consultative Committee intentionally retained a number of subject area for agreement by the Consultative Committee including determining how many members are required to hold valid proceedings; and the agreement of a code of conduct for Members.

Now that the Consultative Committee has had time to consider these outstanding elements a more complete proposed set of terms is proposed for agreement and adoption by the Consultative Committee.

Recommendation(s)

Members are asked to:

 approve the updated Terms of Reference for the Epping Forest Consultative Committee

Main Report

Background

1. The Epping Forest Consultative Committee was established in early 2018, and has had meetings in January and June and October.

2. The Epping Forest and Commons Committee approved the initial Terms of Reference to enable the Consultative Committee to be inaugurated. Broader issues regarding matters of quorum – the minimum number of members required to hold valid proceedings - and a Member Code of Conduct together with other matters raised by Members were to be determined by the fourth meeting of the Consultative Committee.

Page 117 Current Position

3. Complete Terms of Reference for the Epping Forest Consultative Committee are included at Appendix 1. The terms of reference have been amended to recommend:

3.1Quorum - based on practices elsewhere, it is suggested the quorate is a minimum attendance of four representatives of locally interested organisations.

3.2Circulation of Papers; Full papers are circulated a full 2 weeks prior to the meeting. The City Corporation does not support the circulation of additional late papers but will make emergency briefings where appropriate through the Superintendent’s Update.

3.3A proposal to adopt the Code of Conduct used by members of the City Corporation has been proposed as a model for adoption by the Consultative Committee.

3.4A proposal to offer Consultative Committee Members the opportunity to comment on reports considered by the three Grand Committees not shadowed by the Consultative Committee.

4. The Epping Forest Consultative Committee considered the Terms of Reference (Appendix 1) at their meeting on 10th October 2018. Comments included clarification on how to request items for the agenda, the standard wording of minutes and a preference for papers to be sent two weeks prior to the meeting. These areas will be addressed by Epping forest Staff and Town Clerks and do not require a change to the Terms of Reference as appended.

Options

5. The following options should be considered:

Option 1: Agree the Terms of Reference (appendix 1) as written and make no changes to the Epping Forest and Commons Committee or Consultative Committee schedules. This option is recommended.

Option 2: Reduce the frequency of Epping Forest and Commons Committee meetings to four per year, with the Epping Forest Consultative Committee also meeting four times per year. This option is not recommended.

Option 3: Extend the frequency of Consultative Committees to six per year to match the current frequency of the Epping Forest and Commons Committee. This option is not recommended.

Page 118 Option 4: Maintain the frequency of the Consultative Committee at three times per year, but also provide an opportunity for Consultative Committee members to comment by email on papers that would be placed before the Epping Forest and Commons Committee. This option is recommended.

Proposals

6. As outlined in these Terms of Reference, the Consultative Committee meets at least three times per year.

7. The Epping Forest and Commons Committee currently meets six times a year, in January, March, May, July, September and November. The City Corporation is mindful of the Committee made by the volunteers of both the Epping Forest and Commons Committee and the Consultative Committee, in addition to Officer resources and is therefore reluctant to further increase the frequency of meetings and the administration costs of supporting further meetings. It is therefore proposed that the Consultative Committee should meet in the month preceding three of these. Papers of Grand Committee meetings not preceded by Consultative Committee can be circulated to Consultative Committee members electronically with comments received and circulated by Town Clerks.

8. The schedule outlined above also considers local meetings, Saturday visits and other time commitments of your Committee.

9. In July 2016 the Hampstead Heath Committee agreed a reduction of Grand Committee meetings from six to four to incorporate more easily the schedule of Consultative Committee meetings. After their review period it was agreed to maintain at four meetings per year. This realignment of schedules (four Grand Committees alternating with four Consultative Committees) could be considered in the future, perhaps concurrently with the reappointment of the Consultative Committee due in 2021.

10.Realignment of committee schedules would need significant lead time as Town Clerks would need to accommodate changes into Member’s diaries which are agreed some time in advance.

11.Consultative Committees for each of the Commons meet less frequently, so any proposed realignment would not impact them negatively.

Corporate & Strategic Implications 12. These charges support the Corporate Plan Policy aims and priorities 12.1 Contribute to a flourishing society 12.2 Support a thriving economy 12.3 Shape outstanding environments

Page 119 13.The updated Terms of Reference make no significant change. The value of the Consultative Committee in informing decision making and communicating policy is already being realised.

14.The City of London Corporate Plan 2018-23 makes a commitment to ‘working with our stakeholders and our partners who share our aims’.

Financial Implications

15.Other than the costs of hosting and administering the Consultative Committee, these updated Terms of Reference have no further financial implications.

Conclusion

16.Updated Terms of Reference include code of conduct and other details that were incomplete at the set-up of the Epping Forest Consultative Committee.

Appendices

 Appendix 1 – Epping Forest Consultative Committee Terms of Reference November 2018

 Appendix 2 – City of London Members Code of Conduct

Joanne Hurst Business Manager, Epping Forest

T: 020 8532 5317 E: [email protected]

Page 120

Approved by the Court of Common Council on 8 March 2018.

Guidance to Members – Members’ Code of Conduct

General

1. This Guidance is supplemental to the City of London Corporation’s Code of Conduct for Members (“the Code”). As in the Code, any reference to a “Member” includes both a member of the Corporation and a member of a committee of the Corporation.

2. It is not possible to cover every scenario or eventuality in this Guidance, which is intended as an aid for Members. It is not meant to be construed in an overly forensic or legalistic fashion. Rather, Members should consider how their actions might be perceived by the general public. In interpreting this Guidance and the Code, Members should at all times have regard to the Seven Principles of Public Life – selflessness; integrity; objectivity; accountability; openness; honesty; and leadership. Further advice on the requirements of the Code can be obtained from the Corporation’s Monitoring Officer (the Comptroller & City Solicitor) or the Committee and Member Services Team.

Register of Member Interests

3. All information provided on a Member Declaration Form will be published and made available for inspection – the only exception is where specific information is deemed to be sensitive, as set out in the Code.

4. A Member’s register of interests will be published via the respective Member’s page on the Corporation’s website. The register includes sections on disclosable pecuniary interests, non-pecuniary interests and gifts and hospitality.

5. The Code sets out the relevant timescales for registering interests. One requirement is to notify the Monitoring Officer (via the Town Clerk) of any disclosable pecuniary interest, and specified non-pecuniary interests, within 28 days of taking office as a Member. Accordingly, a Member Declaration Form will be sent to Members following election or appointment.

6. Where a Member has been re-elected or re-appointed, the requirements of the Code are satisfied if the register is updated – it is not necessary to register interests that have previously been notified to the Town Clerk.

7. The Code also states that a Member must maintain an up to date register of interests and Members are encouraged to regularly review their register entries. In addition, Members will be contacted individually once a year to review and where necessary update their register of interests and will also be reminded of the arrangements in respect of requests for dispensations. Page 121

8. Where you wish to register any interest, please use the Declaration Form provided (where appropriate) or contact the Committee and Member Services Team via email at [email protected] or telephone: 020 7332 1407 or 020 7332 1409.

Disclosable Pecuniary Interests

9. The Code requires Members to register their disclosable pecuniary interests, as defined by regulations made by the Secretary of State – the current regulations are included in Appendix 1 of the Code.

10. It is essential that Members follow the rules on disclosable pecuniary interests because failure to do so may result in prosecution, a fine and/or disqualification as a member for up to 5 years. Investigations and sanctions regarding breaches of this aspect of the Code will be a matter for the Director of Public Prosecutions.

Declaring interests in Securities

What are Securities?

11. For these purposes “securities” means “shares, debentures, debenture stock, loan stock, bonds, units of a collective investment scheme within the meaning of the Financial Services and Markets Act 2000 and any other securities of any description other than money deposited with a building society” (Regulation 1 of The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012).

What Securities must be registered?

12. Members must register any beneficial interest in securities where:-

(a) The body, to the member’s knowledge has a place of business or land within the City of London’s area; and

(b) either- (i) the total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body (whichever is the lower); or (ii) if the share capital of that body is of more than one class, the total nominal value of the shares in any one class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

What is a “beneficial interest”?

13. A beneficial interest arises where there is a right to the economic benefit of the securities i.e. a right to the income from the securities or a share of it and a right to the proceeds of sale or part of the proceeds.

What degree of knowledge is required?

14. A Member will be taken to have knowledge of the necessary facts if:- They have actual knowledge; or They wilfully shut their eyes to the obvious; or They wilfully and recklessly fail to make such inquiries as an honest and reasonable man would make; or Page 122

They have knowledge of circumstances which would indicate the facts to an honest or reasonable man; or They have knowledge of circumstances which would put an honest and reasonable man on enquiry.

Thus genuine and reasonable ignorance of the facts is required if the obligation to register a disclosable pecuniary interest is to be avoided.

15. There is no general obligation to undertake extensive enquiries and thus a Member with significant holdings in, say, a unit trust is unlikely to be required to ascertain the value of the beneficial interest in each company within the trust and whether they have a place of business in the City provided that this is not apparent from the material routinely supplied to unit trust holders.

What is a “reasonable excuse”?

16. There is no statutory definition and whether a “reasonable excuse” for failure to register a disclosable pecuniary interest exists will depend on all the circumstances of the case. The Court will consider the actions of a Member from the perspective of a prudent person exercising reasonable foresight and due diligence having proper regard to their responsibilities.

Non-pecuniary interests

17. Members are also required to register specific non-pecuniary interests as set out in the Code. Some illustrative examples of the types of organisations and bodies intended to be included in particular categories in paragraph 7 of the Code are set out below:

• Fraternal or Sororal Societies would include Freemasonry and the Royal Antediluvian Order of Buffaloes; • Club or Society active in the City of London would include a Ward Club; • Club or Society which relates to any functions of the Corporation would include the Heath & Hampstead Society.

18. This does not do away with the general obligation, in accordance with the Nolan Principles and the general duties set out in the Code, that Members are also required to notify the Town Clerk of any other interest that warrants disclosure.

Gifts and hospitality

19. Members must also notify the Corporation’s Monitoring Officer (via the Town Clerk) of any gift or hospitality received that, when valued in accordance with this Guidance, meets or exceeds the relevant thresholds set out in the Code (being £100, or a cumulative value of £200 within a twelve month period). Hospitality can be defined as any food, drink, accommodation or entertainment freely provided or heavily discounted.

20. Please contact the Committee and Member Services Team within 28 days of receipt of any disclosable gift or hospitality specifying the following details:

• description of the gift or hospitality (i.e. tickets to a theatre performance); • the date it was received;

Page 123

• from whom the gift or hospitality was received (where the person who invites a Member to an event is not the person paying for the event, the identities of both persons (or organisations, etc.) must be specified if known).

21. It is acknowledged that special arrangements are required in relation to gifts and hospitality provided to the Lord Mayor and Sheriffs, and these arrangements are set out in Appendix 1.

Gifts and hospitality that do not need to be disclosed

22. The following do not need to be disclosed:

• gifts and hospitality provided by the Corporation, including committee dinners or lunches associated with committee visits and hospitality offered by the Corporation at external events such as MIPIM; • tickets to events at the Barbican Centre or Guildhall School of Music and Drama, where the Chairman, Managing Director or Principal (i.e. the Corporation) is the host – but this does not include invitations from external organisations e.g. the London Symphony Orchestra, or the Royal Shakespeare Company; • any invitation from Her Majesty The Queen.

23. In addition, a Member only has to disclose gifts or hospitality received by virtue of being a Member – this will not normally include gifts or hospitality received from friends or family. Members should apply common sense when they consider how receipt of a gift or hospitality might be interpreted. For example, if the Member is a member of the Planning and Transportation Committee, and a birthday present arrives from an applicant just before a planning application is due to be considered, then the Member should think about how this would be interpreted by a reasonable member of the public. If in doubt, the Member should disclose the interest.

24. Members do not need to disclose gifts and hospitality that do not reach the relevant thresholds.

How should Members assess the value of gifts and hospitality received?

25. Members should assess all of the hospitality on offer at any event attended, whether it is accepted or not. This approach is in the interests of transparency, certainty and accountability; and avoids Members being drawn into a debate about exactly what they ate or drank on a particular occasion. Members should consider how much a person could reasonably expect to pay to attend an equivalent function or event run on a commercial basis. Likewise, in relation to gifts, Members should consider how much a person could reasonably expect to pay for an equivalent item on a retail basis. Where a Member is in any doubt as to value, the prudent course is to err on the side of caution and register the gift or hospitality in question.

26. Some examples of gifts and hospitality that are unlikely to reach the individual threshold are as follows:

• drinks receptions (where only drinks and canapés are served); • standard commemorative gifts including pin badges, published materials, ties, paper weights, plaques.

Page 124

27. Some examples of gifts and hospitality that are likely to reach the individual threshold are as follows:

• overseas trips or overnight accommodation; • formal luncheons or evening dinner events; • bespoke gifts that have been sourced/ made specifically for the Member (e.g. an engraved crystal vase, or a gold picture frame with a signed limited edition print); • hospitality packages including lunch or dinner and tickets to a sporting or cultural event.

28. Gifts and hospitality received by friends and family of a Member, by virtue of the latter being a Member, should also be treated as having been received by the Member and registered accordingly.

Additional caution

29. Caution should be exercised where the offer of any gift or hospitality is over and above what could reasonably be viewed as ancillary to the business being conducted, or is wholly unrelated to the business being conducted.

30. Particular caution should also be exercised by Members involved in determining regulatory matters (licensing, planning) and making decisions that affect the financial position of others.

31. Where a Member has reservations about accepting a gift, but is concerned that a refusal to accept the gift might cause offence, one available course of action would be to pass the gift on to the Corporation, rather than retaining it personally.

32. Members also need to be mindful of where their private activities might cross over with or be perceived to cross over with their activities as a Member.

33. Interests under the Code may also give rise to obligations in a Member’s other capacities e.g. to an employer, or a charity for which one works in a personal capacity, and Members are advised to independently verify the requirements of such bodies.

Declaring interests at meetings

34. Where a Member has registered their pecuniary and non-pecuniary interests in accordance with the Code, there is no requirement to additionally declare the existence of such an interest at a meeting of the Corporation at which that interest is engaged. However, in the interests of transparency it is good practice to do so.

Confidential information

35. A Member must not disclose information given to them in confidence by anyone, or information acquired by them which they believe, or ought reasonably to be aware, is of a confidential nature, except where:

• they have the consent of a person authorised to give it; • they are required by law to do so; • the disclosure is made to a third party for the purpose of obtaining professional advice provided that the third party agrees not to disclose the information to any other person; or Page 125

• the disclosure is – (i) reasonable and in the public interest; and (ii) made in good faith and in compliance with the reasonable requirements of the authority.

36. A Member should seek advice from the Monitoring Officer if they are unsure about the applicability of the above exceptions.

Relationship between the Code and the Protocol on Member/Officer Relations

37. Non-compliance with the Protocol on Member/Officer Relations (“the Protocol”) does not in itself amount to a breach of the Code. However, the purpose of the Protocol is to provide a guide to working relationships between Members and Officers, and therefore the Protocol may be referred to when interpreting the provisions of the Code in such circumstances.

38. The Protocol includes a dispute procedure where an Officer is dissatisfied with a Member’s conduct or behaviour. This does not preclude an Officer from making a complaint to the Monitoring Officer if they believe that there has been a breach of the Code. Likewise, if a matter is raised with a Chief Officer or the Town Clerk under the Protocol, they may choose to refer the matter to the Monitoring Officer for assessment as a breach of the Code in appropriate circumstances.

39. Where a written complaint is made alleging that a Member has breached the Code, that complaint shall be dealt with in accordance with the arrangements that the Corporation has in place under the Localism Act 2011, notwithstanding any possible alternative action under the Protocol in relation to the conduct or behaviour in question.

Further information

For further information regarding the Members’ Code of Conduct, please contact:

Michael Cogher (Comptroller & City Solicitor) Tel: 020 7332 3699 Email: [email protected]

Lorraine Brook (Principal Committee and Member Services Manager) Tel: 020 7332 1409 Email: [email protected]

Page 126

Appendix 1 to Guidance to Members – Members’ Code of Conduct

Gifts and hospitality – Lord Mayor

The same financial thresholds for the registration of gifts and hospitality apply to the Lord Mayor as to other Members. However, due to the sheer number of events attended, the details of gifts and hospitality received will be presented on a quarterly basis. This will be via a log maintained on the Lord Mayor’s webpages by staff at Mansion House, with a link from the Lord Mayor’s “Member’s” web page during their term of office.

The log will include disclosable gifts and hospitality received by the Lady Mayoress or Lord Mayor’s Consort, as well as gifts and hospitality received by a Lord Mayor Locum Tenens or Sheriff in the place of and on behalf of the Lord Mayor.

There are rare instances where the disclosure of a specific item of hospitality or related gift into the public domain may give rise to diplomatic, commercial or political sensitivities. In such cases that item will not appear on the public register but the relevant details will be notified to the Standards Committee.

It is acknowledged that failure to register gifts, on the basis that they do not meet the relevant value threshold, may cause offence in some cases. Therefore, in the same way that any Member can choose to register gifts with a lesser value, it has been agreed that the Lord Mayor will register all gifts received. For the same reason, in no case will the description of a gift include an approximate value.

Although the Lord Mayor can expect to receive many gifts during his or her year in office as a matter of courtesy, the large majority of those gifts are not retained by the Lord Mayor personally. Whilst the Standards Committee considers that it is important that it receives details of those gifts that are retained, it is acknowledged that this information may again give rise to diplomatic, commercial or political sensitivities and the relevant details will not therefore be released into the public domain.

Gifts and hospitality – Sheriffs

The arrangements for the registration of gifts and hospitality by the Sheriffs will as far as possible mirror the arrangements for the Lord Mayor. The Sheriffs, be they Aldermanic or non-Aldermanic, are subject to the Code and will have an individual register of interests. The details of gifts and hospitality received by the Sheriffs in that capacity will also be presented on a quarterly basis but via a log maintained by Old Bailey staff and published on the Corporate Governance webpages. Again, there will be a link from the “Member’s” web page of both Sheriffs during their term of office.

As set out above, disclosable gifts and hospitality received by a Sheriff in the place of and on behalf of the Lord Mayor will be recorded in the log maintained by staff at Mansion House and not the log maintained by staff at the Old Bailey.

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Page 128 Agenda Item 13

Committee Dated:

Epping Forest Consultative 10 10 2018 Epping Forest and Commons 19 11 2018

Subject: Public Wanstead Park: - Briefing note for Members (SEF 38/18b)

Report of: For Decision Director of Open Spaces

Report author: Geoff Sinclair, Head of Operations, Epping Forest

Summary

The City Corporation holds in trust some 70% of Wanstead Park Grade II* Registered Park and Garden. In 2009, Historic England placed the entire Park on the national Heritage at Risk Register. Working with the three co-owners of the registered Park and Garden, a parkland plan is being developed by consultants with the ambition to revive the Park, identifying the works necessary to secure the removal of the park from the ‘Heritage At Risk’ register.

This report provides an update on the progress of the Parkland Plan and introduces the implications for the Plan of the notification by the Environment Agency in December 2017 of a statutory revised High Risk category for the three Large Raised Reservoirs with rectification costs currently estimated at £10 million. It is recommended that a Project Board be established to support the preparation of a combined LRR and Parkland Plan (Gateway 1/2) project proposal be submitted to the Project Sub Committee for December 2018.

Recommendation(s)

Members are asked to:

 Approve the preparation of a combined LRR and Parkland Plan (Gateway 1/2) project proposal be submitted to the Project Sub (Policy & Resources) Committee for December 2018.

Page 129 Main Report

Background

1. Wanstead Park is East London’s oldest public park and considered to be London’s greatest surviving designed waterscape. At its most extensive (circa 1800) there were nine artificial lakes within the Park. Five lakes remain today and form a cascade with the lower four lakes administered by the City Corporation.

2. Following a spectacular decline in the 1820s, followed by 60 years of neglect, a substantial proportion of the Park and Out Park were added to Epping Forest by the City Corporation between 1876 and 1880. Other parts of the Park were later purchased by the London Borough of Redbridge and the Wanstead Sports Ground Limited.

3. Three of the four City of London managed lakes, each of which impound over 25,000 cubic metres of water, are classed as category B Large Raised Reservoirs (LRRS) under the Reservoirs Act 1975, which obliges the City of London to retain its registration of the LRRs; safely manage the dams and to ensure that the dams are regularly inspected by suitably qualified engineers.

4. The Park is listed as a Grade II* – ‘a garden of special interest’ - Registered Park and Garden by English Heritage (now Historic England) in 2001, following an earlier Grade II designation in 1987.

5. The Park was declared at risk by English Heritage in 2009 due to concerns that the designed landscape was in poor condition, divided under separate ownership and management, and was at risk of further decline.

6. A Wanstead Park Steering Group (WPSG) was established in 2013 to explore the potential for removing the RPG from the ‘at risk’ register. Under the auspices of the WPSG the consultancy LDA Design was engaged in November 2014 to undertake a review of the knowledge and evidence base on Wanstead Park and to provide direction for future planning in the Park.

Current Position

Parkland Plan

7. Following public consultation LDA produced a draft Wanstead Park Conceptual Options plan in April 2015 which has undergone a number of reviews by the WPSG.

8. The current plan proposes three different themed work packages. Two of the packages are framed to meet the objective of getting Wanstead Park off the ‘At Risk’ register. These projects would require substantial capital funding and have been framed to sit within a funding scheme along the lines of the former Lottery Parks for People programme. A third package has been developed which seeks

Page 130 to achieve key improvements but does so largely working within existing resource levels.

9. A final draft Parkland plan is currently being reviewed by the WPSG with a number of important additional considerations identified through the consultation phase:

9.1 Lake system: Shift of emphasis towards a ‘sustainable’ lake system and not simply a like for like replacement. To include: An assessment on the potential role for wetland habitats such as reed beds to reduce the need for water; increased emphasis on the enhancement of the lake system for biodiversity and improving the resilience of the lake system to cope with problems such Blue Green Algae and invasive weeds.

9.2 Parking: The establishment of Controlled Parking Zones (CPZ) near the Park has meant that we need to consider more parking requirements for day- to-day visitors and also to support event parking.

Large Raised Reservoirs (LRR)

10.Under the requirements of the Flood and Water Management Act 2010 the Environment Agency (EA) undertook in 2014 a risk-based review of the LRRs and confirmed in December 2017 that they have upgraded the Risk Category of the Large Raised Reservoir lakes at Wanstead Park to High Risk - reservoirs where an uncontrolled release of water could put people’s lives at risk.

11.In response to the EA’s revised risk category the independent supervising engineer who monitors the management of the reservoirs in line with the Flood and Water Management Act 2000, has advised that an engineering assessment of the dams needs to be undertaken in the first instance.

12.The engineering assessment will identify the need for works to the dams in response to the revised risk category. It is anticipated that there is likely to be significant modifications to the current dams required.

Water Resources

13.The City of London has an abstraction licence until 2023 from the Environment Agency to pump up to 294,000 cubic metres of water from the chalk aquifer underlying London. There will be a requirement under the next abstraction licence in 2023 to review the resilience of the aquifer supply.

Flood Risk

14.The City of London is a significant riparian landowner in relation to the River Roding. To better manage the flood risk in the Roding catchment at South Woodford and Wanstead, the Environment Agency is proposing the construction of a £7.5 million Flood Storage Scheme (FSS) on farmland at Ongar. The cost of the scheme is expected to be part funded by Riparian Owners including the City Corporation and the London Borough of Redbridge.

Page 131 Next steps

15.With the Parkland Plan nearing completion approval to progress the development of any project proposals at Wanstead Park needs to be sought via the City of London’s project management Gateway approval process. Coincident with this will be the need to progress the LRR program through the Gateway Process and given its statutory nature financing these works will take priority.

16.There are synergies between the LRR, Flood Risk and likely Parkland Plan works where particular activities should, with planning, meet multiple outcomes. It is proposed that a provisional Project Board be established to coordinate the progress of these two initiatives into the City of London’s ‘Gateway’ project approval process. The intention would be that a Gateway 1 (Corporate Projects Board) and Gateway 2 (Projects Sub-Committee) report proposing an integrated LRR and Parkland Improvement Project be submitted for December 2018. Further progress will be determined by subsequent gateway approval processes.

Implications

Corporate & Strategic Implications

17.Open Spaces Department Business Plan: The LDA Project Plan exercise and background research follow from three of the Open Spaces Department’s Strategic aims of: providing high quality accessible open spaces, involving communities in site management and adopting sustainable working practices.

18.Corporate Plan 2013-17: The LDA Project Plan exercise and background research meets the objective of the Corporate Plan to provide valued services to London and the nation.

19.Statement of Community Involvement: The City of London has consulted on the preparation of the original Conservation Statement for Wanstead Park (2011) and in 2015 consulted on the LDA Project Plan.

Financial Implications;

20.Improvement works on the dams following the engineering assessment will be a statutory requirement for the City of London to complete and will not be able to be funded from external grants.

21.Heritage works under the Parkland Plan have been developed to fit in with the likely future revised HLF grant scheme for projects of up to £5 million and will need to be developed to a RIBA Stage 2 standard.

22.Grant support mechanisms to help fund the delivery of the Parkland Plan are likely to have a matched funding requirement. The matched funding proportion varies across projects, however, benchmarking with similar projects suggests that

Page 132 for Lottery funding there would be a requirement of 30% match funding contribution from the City Corporation, local fundraising and project partners.

23.A financing plan is still to be developed and will form part of the Gateway application process however it is anticipated that a bid would comprise a mix of internal City of London and external funding elements:

23.1 City of London funding options: Epping Forest Local Risk budget, Epping Forest Fund, Combined Work Programme funding and Capital funding bid;

23.2 External funding options: Lottery Fund Schemes, Thames Water – Potential Corporate Social Responsibility award, Local Authority Funding e.g. Community Infrastructure Levy, Local Fundraising and Volunteer Time:

Legal Implications

24.The Epping Forest Act 1880 includes an additional power at section 5 to ‘manage ornamental inclosed grounds’ which most probably reflects the City’s purchase of Wanstead Park in 1880.

25.Apart from general Occupiers Liability Acts responsibilities, there is no specific heritage duty on owners of registered parks and gardens to take steps to have them removed from the ‘at risk’ register.

26.Under the Flood and Water Management act (2010) three of the five Park lakes have been designated ‘High Risk’.

27.Sub-paragraph(40 of the Flood and Water Management Act 2000 amends section 10(3) of the Reservoirs Act 1975 to allow the inspecting engineer to make recommendations she sees fit as to (a) the timing of the next inspection; (b) the maintenance of the reservoir; (c) any measures required in the interests of safety and the period in which those measures must be taken.

Conclusion

28.A revised risk category for the LRRs at Wanstead Park to ‘High Risk’ means that a significant reservoir improvement project is likely to be required

29.A substantial amount of work has been undertaken to research and understand the landscape conservation and regeneration needs at Wanstead Park since it was added to the Heritage at Risk Register in 2009.

30.The Parkland Plan draws together this extensive body of research and has undertaken stakeholder feedback to prepare a Parkland Plan to achieve the removal of Wanstead Park from the ‘At Risk’ register and to identify how best we can access external funding programmes.

31.A Project Board will be established to scope the statutory and heritage works with the long-term intention to secure project synergies together with the necessary funding for the project.

Page 133 Appendices  None

Geoff Sinclair Head of Operations, Epping Forest, Open Spaces Department T: 020 8532 5301 E: [email protected]

Page 134 Agenda Item 14

Committee(s) Dated:

Epping Forest Consultative 10 10 18 Epping Forest and Commons 19 11 18

Subject: Public Commercial Wayleave Review (SEF 42/18b)

Report of: Heritage For Decision

Report author: Paul Thomson - Epping Forest

Summary

A range of residences, community facilities and businesses rely on access across Epping Forest land, from land in their ownership or occupation to the public highway. These access arrangements are largely managed by personal licences known as Wayleave agreements. Within the Open Spaces Department there are approximately 1,300 Wayleave agreements providing vehicular and pedestrian access to residential and business properties, and a further 1,500 Services agreements allowing the placing or installation of various infrastructure and public utilities.

The Open Spaces Wayleave Review 2015 identified 25 wayleaves granted for non- residential access, including business premises, liveries, public houses and residential park homes. In May 2015, the Epping Forest and Commons Committee delegated to the Superintendent authority to appoint a Commercial Land Agent to provide valuation advice regarding the recommended approach and methodology for reviewing commercial Wayleave charges.

Advice from consultants suggested basing the revised wayleave fee on a percentage of the rateable value for businesses and a multiplier based on residential wayleaves for park home sites. Using this approach, sample contrasting commercial activities were considered. Applying the suggested business rates formula saw an uplift in annual fee from low historic levels to commercially comparable levels. It is proposed that this charging model is now applied to all 25 commercial wayleaves.

Recommendation(s)

Members are asked to:

i. approve the new commercial wayleave fees immediately based on either rateable value or a council tax formula, applying further increases by Committee approval using a recognised multiplier formula.

Page 135 ii. tender a valuation contract with external valuers to value and negotiate the remaining wayleave agreements. iii. instruct the City Solicitor and Comptroller to assist in completing the necessary wayleave agreements.

Main Report

Background

1. A wayleave is a contract between a landowner (the grantor) and a third party (the grantee) permitting in return for a payment the access to land not in the grantee’s ownership for the purposes of access and egress or for the installation and maintenance of utility supplies or apparatus. A wayleave is similar to an easement, but unlike an easement is not permanently attached to the land. Instead wayleaves possess termination clauses and are usually granted to named individuals.

2. Within the City Corporation’s Open Spaces Department there are approximately 1,300 Wayleave agreements providing vehicular and pedestrian access to residential properties. A further 1,500 services wayleave agreements allow the placing or installation of various infrastructure and public utilities. Most of these wayleaves are located on Epping Forest land.

3. The 2015 Open Spaces Wayleave review identified several commercial wayleaves where access rights had been granted to various third parties enabling their use of Epping Forest Land and The Commons for business access purposes.

4. These Wayleave agreements were granted using artificially low nominal fees approved at that time and have not been routinely reviewed or valued for a considerable number of years.

5. The Epping Forest and Commons Committee of 11 May 2015, agreed to delegate authority to the Superintendent of Epping Forest in conjunction with the City Surveyor to obtain professional external valuation advice for further determination by your Committee.

6. Commercial Land Agents were appointed and instructed by your officers to consider the range of commercial activities for which Wayleaves had previously been granted and to provide a rationale and valuation model for setting revised charges for business activities. In addition, consultants were asked to indicate where considered necessary, a timetable for achieving any increases in charges where the gap between existing and proposed charges might require it.

7. The consultants considered sample Wayleaves of contrasting types to test this approach and to assess the likely cost of the overall exercise. Following confirmation of a satisfactory analysis of the issues and the potential level of increases for these test cases, it was hoped that the remainder of the Wayleaves

Page 136 could then be considered by your officers with the Land Agents negotiating the proposed fee increases.

Current Position 8. 25 commercial wayleaves have initially been identified; 21 for Epping Forest and 4 for The Commons.

9. As anticipated by the Epping Forest and Commons Committee the valuation advice from the Land Agents identified the potential to generate significant additional income from revised commercial wayleave charges. A single valuation model, while important for future Wayleave applications, could not be expected to fit the wide variety of the commercial Wayleaves that had previously been agreed. Therefore, a case-by-case approach will need to be taken to examine the circumstances of each of these arrangements.

10.The consultant’s proposal to base the wayleave fee on a percentage of the rateable value of the business, appears to be a consistent and reasonable approach in the majority of cases of commercial businesses. A different approach to businesses without a rateable value such as residential park home sites and care homes was promoted for less commercial businesses.

11.In most cases, without access across Epping Forest land to the site, the business is significantly affected to the point of being unusable as there is no other access into the site, therefore the impact on the rateable value is significant. It was advised that that it should be possible to achieve industry standards levels of between 10%-30% of rateable value. If the valuation advice was applied across the range of Commercial Wayleave accounts, there will be significant increase in income for reinvestment in Epping Forest.

12.A phased approach to introducing the revised fee could be considered over a period of say 5 years, which could lessen the impact of the increased charge and enable businesses to budget for the increase.

13.The government sets a ‘multiplier’ each year to estimate the actual business rates to be paid. The standard multiplier for 2018/19 is 49.3p, indicating the percentage or pence in the pound of the rateable value that will be paid in business rates. This represents a 2.9% increase on the multiplier of 47.9p in the previous year. The consultants did not recommend an annually set multiplier in their initial advice but inclusion of this approach within the proposed charging strategy would eliminate the need for routine and expensive revaluation advice.

Options

There are 4 main options available to your Committee:

14.Option 1 – Keep the Commercial Wayleave fee at the current fixed level. This route would not secure the optimum level of income and would be contrary to the duty of the representatives of Epping Forest Trustees and The Commons Trustees which is to act in the best interest of the charities. This option, therefore, is not recommended

Page 137 15.Option 2 – Increase the Commercial Wayleave fee at the rate of Consumer Price Index (CPI). While representing a possible way forward, the addition of CPI would not provide a consistent methodology or address the historic ‘lag’ on revaluation and would be contrary to the duty of the representatives of Trustees to act in the best interest of the charities. Again, this route would not allow the Charities to secure improved income. This option is not recommended.

16.Option 3 – Using consultant’s advice apply new Wayleave fees immediately based on either rateable value or council tax. By applying the valuation advice, the Commercial Wayleave fees would be significantly increased. The full impact of an increased wayleave could be managed through a phased or stepped increase in Commercial Wayleave fees over a period of up to 5 years, after which further increases could then be agreed through an annually approved multiplier. Such an approach would allow businesses reasonable notice to accommodate new charges in their business plans over a reasonable period. This option is not recommended.

17.Option 4 – Using consultant’s advice apply new Wayleave fees immediately based on either rateable value or a council tax formulae, applying further increases by Committee approval using a recognised multiplier formula. This option is recommended.

Proposals

18.It is proposed to increase wayleave charges by instructing land agents to open negotiations with all the remaining wayleave holders.

Corporate & Strategic Implications

19.The proposed action in Option 4 supports the Open Spaces Department’s Vision by preserving and protecting our world class green spaces for the benefit of our local communities and future generations and improving our use of resources through increased income generation.

Implications 20.Legal - The City’s Wayleaves are by their nature, licences. They are granted on the express basis that the permission is personal to the licensee and that such permission continues during the pleasure of the City until determined by the City at any time by notice in writing. Licensees are asked to pay an annual licence fee.

21.The general position is that open space is inalienable and cannot be disposed of (s.8 of the Corporation of London (Open Spaces) Act 1878, section 7(2) of the Epping Forest Act 1878, section 13 of the Hampstead Heath Act 1871 and article 5 (2) of the London Government Reorganisation (Hampstead Heath) Order 1989). The granting of a licence does not bind the Open Space. Wayleaves granting permissions for access across the open space should continue to be

Page 138 nothing more than licences which can be terminated and as such do not grant more permanent rights that would bind the open space.

22.Under Section 33(1)(iv) of the said Act of 1878 the Conservators have power from time to time to afford facilities and grant rights of way for access to inclosures within the meaning of the said Act of 1878.

23.Financial: The income would be credited to the appropriate Open Spaces local risk budgets for reinvestment in the Open Space which generated the income. Subject to negotiations income from the current level of £36,720 to potentially £124,799, excluding land agency fees,

24.Charity Commission advice ‘The essential trustee’ (CC3) outlines that Charity Trustees have a duty of prudence to administer a charity with a degree of care, skill and caution while acting in the best interest of the charity. Charity Commission advice ‘Charity Finances’ (CC25) indicates that trustees should ensure that charities should conduct regular rent reviews on investment land.

25.This option is preferred with the proviso that further evaluation is required to examine potential impacts of such increases on each business, including considerations under the Equalities Act 2010.

26.Property: We are maintaining adequate control over Epping Forest and The Commons property with Wayleaves but seeking to achieve increased income.

27.Public Relations: If the valuation advice is applied across the range of commercial Wayleave accounts, there will be significant increases in fees, which if applied immediately, without any element of phasing, could cause reputational damage to the City Corporation if it is portrayed as being unreasonable. Even with a phased approach the proposed increased charges may still present a considerable challenge to reputation. The high cost of managing such sites for London and the Nation; the reinvestment of all income in the relevant Open Space, and the charitable status of the individual charities would need to be emphasised strongly throughout the process.

Conclusion

28.Non-residential access wayleaves have not been reviewed for many years. As a result the current fees are not commensurate with the costs of managing and administration of the land, nor are they proportionately related to the values of the third-party businesses that the various accesses serve. It is proposed to tackle this backlog of cases by commencing negotiations immediately with two of these wayleave holders as test cases for the remaining wayleaves. Following the results of the negotiations for these two cases, a further report will be brought to your Committee setting out a firm basis for the future phasing and range of increases for the other wayleaves.

Appendices

 None

Page 139 Background Papers

SEF 26/15 Wayleaves Review

Paul Thomson Superintendent of Epping Forest

T: 020 8532 1010 E: [email protected]

Page 140 Agenda Item 15

Committee(s): Date(s): Epping Forest & Commons 19 November 2018 Subject: Public Superintendent’s Update Report of: For Information Superintendent of ‘The Commons’ Summary

This report provides a general update on issues across the nine sites within ‘The Commons’ division that may be of interest to members and is supplementary to the monthly email updates.

Recommendation

Members are asked to note the contents of this report.

Burnham Beeches and Stoke Common 1. The quarry site at East Burnham and associated monitoring continues as normal. Some of the hydrology dipwells are showing a few anomalous readings and the possible causes are currently being investigated.

2. Officers attended a meeting with Officers from Natural England (NE) and South Bucks District Council (SBDC) to discuss Local Plan production. The air quality report commissioned by consultants has been received but it was agreed to request further information about some of the findings before discussing further. The mitigation strategy for the impact of recreation pressure on Burnham Beeches was discussed and it was agreed to work with SBDC officers to produce the first draft of this. An outline has subsequently been produced. SBDC are currently aiming to submit their plan in February.

3. Correspondence continues with Slough Borough Council although their Local Plan is progressing much more slowly. There is a plan to create an urban country park using existing green space within the Britwell Estate to offset the recreation pressure on the Beeches, but indications are that NE will not consider this sufficient.

4. Comments have been submitted to SBDC regarding other planning issues including a waste recycling plant, radio mast, and closure of the public amenity tip as well as the usual additional housing applications.

5. The Countryside Stewardship application for Burnham Beeches/Stoke Common was submitted by the deadline at the end of August. All supplementary evidence was submitted by the end of September deadline. The schedule of negotiation was received, checked and returned by the end of

Page 141 September deadline too. Notes have been circulated to Epping Forest Officers to guide their applications in 2019. A meeting regarding Countryside Stewardship and wood pasture is planned at Windsor Great Park in November to share experiences.

6. Final comments from conservation specialists have been received on the Stoke Common Management Plan, which were also discussed in detail during the visit of your Committee to the Common. The draft plan is presented separately today ‘for decision’.

7. Two Berkshire pigs have been turned out to pannage in the Beeches for the first time for several years. Initially in an electric fenced pen, they have now been turned loose into the larger fenced area. Cattle and ponies have continued to graze within both the invisible loops and the fenced area. Our Grazier has now moved his cattle off Stoke Common for the winter.

8. The Ranger team have begun seasonal work on the heathland restoration programme at Stoke Common and Burnham Beeches supported by 14 different Volunteer events as this work involves carefully cutting invasive scrub from around existing heathland areas.

9. The volunteers also had a task removing vegetation in Middle Pond to help the water flow through it, which was a very muddy task!

PARTNERSHIPS Kenley Revival update 10.The sulphate attack issue affecting the conservation works was discussed at a meeting with the Contractor, Principal Designer, Historic England and City Officers on September 6th, where it was resolved that a period of ‘on-site trials’ was needed to test alternative materials and methods through the winter. A site visit on October 12th established the locations and methodology. The ‘trial panels’ were constructed during the week commencing 29th October.

11. An assessment of the trial panels will be carried out in February 2019 to determine if a suitable alternative to the original specification is evident. Assuming it is then rectification work will commence in spring/ summer 2019.

12.Aside from exploring a technical solution to the sulphate issue, the City is seeking expert advice on the contractual liabilities involved, with an assumption that the City as client will not bear the burden of any additional cost.

13.The Project Manager resigned in September to take up a permanent role with the National Trust. Throughout her time on the project she has done a tremendous job and will be missed. With Heritage Lottery Fund (HLF) approval, the Head Ranger associated with the project will act as Project Manager for the remainder of the project period.

Page 142 14.HLF have also accepted a proposal to retain the Learning and Volunteer Officer for an additional six months beyond March 2019. Extending this post to work alongside the soon to be recruited Legacy Officer will enable the project to maintain its profile and community engagement work through the extended period of rectification works. Costs are being met from the Project Manager salary savings.

15.The content, artwork and images for the on-site interpretation is currently being finalised. There will be 23 new signs in total, although several are replacing existing signs. It is now likely that the new signs will be installed in the new year as materials and content need to be examined by the planning authority as part of the consent agreement.

16.Repairs to the RAF Kenley Memorial have been completed ahead of Remembrance Sunday.

17.A series of lectures have been arranged as part of a Remembrance Season series of events. Sixty people attended the first lecture on the war graves at St. Luke’s church in Whyteleafe. Also planned for Remembrance Season are school assemblies, handling workshops, pop-up museums and theatre performances of Lillias Barr’s memoirs (Kenley Auxiliary Air Force).

18.The project supported the national heritage open days initiative by conducting a series of guided walks that attracted 150 participants.

19.The MOD have commenced work to erect the wooden safety fence, previously reported to this committee, on the airfield perimeter.

The West Wickham and Coulsdon Commons 20.The Director, Superintendent and Head Ranger attended a meeting with Natural England and London Borough of Croydon to assess the possibility of creating a new National Nature Reserve encompassing the City’s ownership of the Coulson Commons and LBC’s Happy Valley. There was support for the idea from all parties and it is proposed that the matter will now be formally presented for consideration by Members in the next reporting cycle.

21.Staff from Burnham Beeches, Ashtead and the West Wickham & Coulsdon Commons came together for a team building and knowledge-sharing day in early September. The group were given a guided tour of the tunnels under Riddlesdown Common where a company, making use if the constant temperature and environmental conditions, manufactures high tech optical equipment for use in medical, aviation and military applications. The group were then led by the local Rangers on a visit to Riddlesdown Quarry and discussed management for nature conservation as well as methods of community engagement. The day concluded with a staff BBQ in the Quarry.

22.The recently appointed Livestock Ranger has begun working at West Wickham & Coulsdon Commons. She has started getting to know the sites and familiarising herself with our systems, she will be leading on arrangements for the overwintering of the breeding herd.

Page 143 23.During September, contractors began the removal of young ash trees and scrub to restore a section of Chalk Grassland adjacent to Whyteleafe Bank, Kenley. This work is part of the Higher-Level Stewardship scheme prescribed by Natural England and once completed will conclude the project at this location; it will now be down to the cows and sheep to maintain this rare and fragile habitat.

24.Rangers and the Kenley volunteers widened several woodland paths through and around Tunnel Wood; this work will help keep the Common welcoming and accessible throughout the year.

25.Rangers and the Kenley volunteers fixed a broken kissing gate near Stumps Lane at the Northern end of the runway after a falling tree destroyed it.

26.One of Spring Park’s tallest oak trees was struck by lightning during a recent summer storm. The huge bolt of electricity travelled the entire length of the tree. Slabs of bark and shards of timber were thrown several meters from the tree and can been seen scattered amongst the surrounding undergrowth. A continuous scar marks the route that roughly 1 billion Joules of electrical energy too down the tree in its quest to reach the ground. The scar is nearly half a meter wide, in some places.

27.A ‘bioblitz’ took place on Spring Park; this is an intense period of biological surveying in an attempt to record all the living species within a designated area over a designated time period. With the help of twenty wildlife explorers, we recorded more than 100 different species within two hours. The highlights were a Brown Argus butterfly flying along the meadow edge and puffballs hidden in the long grass along the woodland edge. The group were treated to an unexpected display by the Red Arrows who were active over the adjacent Biggin Hill.

28.Members of West Wickham & Coulsdon Commons Consultative Group enjoyed an early evening tour around Spring Park in September. The group discussed a range of site management topics including; the growing threat from tree diseases, the small leaved lime and chestnut coppice rotations, management of the wildlife pond and local community engagement.

29.Rangers are now busy preparing for the winter works which will include high- risk tree safety inspections, installing and repairing sections of fencing and woodland management projects identified under our environmental stewardship scheme.

Ashtead Common 30.The number of OPM nests found and removed now stands at 244 in 208 trees. Currently the total annual cost associated with OPM stands at £28,255.00, but this will continue to rise through the period of veteran tree works as climbers find previously hidden nests.

Page 144 31.The Ashtead Common Consultative Group met on September 26th for a presentation on several topics, including OPM, vision and management planning, a proposed reed-bed filtration system and grazing expansion.

32.The City Surveyor has strengthened ‘Two Bridges’ so that they can once again bear the weight of vehicles.

Incidents Burnham Beeches & Stoke Common 33.There were 12 reported incidents up to the writing of this report

34.There were seven incidents related to dogs: three for dogs not under effective control (one of these involved a visitors’ clothing being repeatedly grabbed by the dog). Two regular visitors have received final warning letters for PSPO related offences.

35.Other incidents included, a collision of cyclists resulting in one being taken to local A&E, as was the case for a horse rider who was thrown from their horse.

Ashtead Common 36.Police were called when a man acting irrationally attempted to gain access to the Estate Office. The West Wickham and Coulsdon Commons 37.Farthing Downs – Twenty four plant root balls in containers were dumped into the ditch along the roadside - they were later identified by the Police as being from cannabis plants, grown domestically and locally. 38.Farthing Downs – Two youths were caught and filmed driving recklessly in the grass car park, wheel spinning and endangering members of the public. Information about the incident, including video evidence was passed to the Police who subsequently issued both offenders with Section 59 warnings. Filming, major events and other activities Burnham Beeches 39.Events during the period have included Visit to Stoke Common by the Epping Forest and Commons Committee in September to view progress on the new management plan.

40.Licenced events have included weekly outings for a Nordic walking group, orienteering training event for a junior national team and local Herts orienteers. The Bucks Fungal group held a foray at Stoke Common – all records of specie found will as always be shared with the team. Various scouts, cubs and beavers have used the sites for events before the evenings get too dark.

41.‘Horrible Histories the film’ were on site filming for 4 days based around car free roads and the Main Common at Burnham Beeches.

The West Wickham & Coulsdon Commons

Page 145 42.6th September – bat walk- Kenley Commons. 7 September – bat walk – West Wickham Commons 14th September - bat walk – Coulsdon Common 18th September – Caterham Beavers – litter pick – Coulsdon Common 20th September – Talk to Beckenham Trefoil – Beckenham Methodist Church 22nd September - Fungi walk – Kenley Common 22nd September – Guided history walk – Riddlesdown Common 23rd September – Meet the Ranger – Kenley Common 24th-25th September – Network Rail – corporate volunteering – Coulsdon Common.

Andy Barnard. Superintendent of The Commons [email protected] 0207 332 6676

Page 146 Agenda Item 16

Committee(s) Dated:

Epping Forest and Commons 19/11/2018

Subject: Public Revenue & Capital Budgets – ‘The Commons’ 2018/19 & 2019/20

Report of: For Decision The Chamberlain Director of Open Spaces Report author: Derek Cobbing – Chamberlains Department

Summary

This report updates the Committee on its latest approved revenue budget for 2018/19 and seeks your approval for a provisional revenue budget for 2019/20, for subsequent submission to the Finance Committee. The budgets have been prepared within the resources allocated to the Director and the table below summarises.

Summary of Table 1 Original Latest Original Movement Budget Approved Budget Budget 2018/19 OR to 2018/19 2018/19 2019/20 2019/20 OR £000 £000 £000 £000

Expenditure (3,000) (2,811) (2,374) 626

Income 301 289 368 67

Support Services (317) (362) (377) (60)

Total Net Expenditure (3,016) (2,884) (2,383) 633

Overall the provisional Original budget for 2019/20 totals £2.383M, a decrease of £633,000 compared with the 2018/19 Original Budget. The main reason for this decrease is reflected by the re-phasing of the Cyclical Works Programme (CWP) by £772,000 over the next three years of the programme, an increase in income from Government Grants, off-set by a rise in Central Risk staffing budget due to successful Priority Investment Pot bids, all of which can be found in Table 1.

A breakdown is provided in Appendix 3 of the movement between the 2018/19 Local Risk Original Budget and the 2018/19 Local Risk Latest Approved Budget.

Page 147 Recommendation

The Committee is requested to:

 Review the provisional 2019/20 revenue budget to ensure that it reflects the Committee’s objectives and, if so, approve the budget for submission to the Finance Committee;

 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, and changes to the Additional Works Programme. Any changes over £50,000 would be reported to Committee.

 To delegate to the Chamberlain any minor budget changes for 2018/19 and 2019/20 as a result of the completion of the asset verification exercise.

 Review and approve the draft capital and supplementary revenue budget.

Main Report

Introduction

1. The City of London Corporation owns and manages almost 11,000 acres of historic and natural Open Spaces for public recreation and enjoyment. This includes Ashtead Common &West Wickham (City Commons), and Burnham Beeches & Stoke Common which are registered charities and are funded from City’s Cash. They are run at no cost to the communities that they serve, as they are funded principally by the City, together with donations, sponsorship, grants, and income from charges.

2. This report sets out the proposed revenue budget for 2019/20. The Revenue Budget management arrangements are to:

 Provide a clear distinction between local risk, central risk, and recharge budgets.  Place responsibility for budgetary control on departmental Chief Officers.  Apply a cash limit policy to Chief Officers’ budgets.

3. The budget has been analysed by the service expenditure and compared with the latest approved budget for the current year.

4. The report also compares the current year’s budget with the forecast outturn.

Page 148 Business Planning Priorities

5. The Open Spaces Departmental Business Plan 2018/19 identified three top line objectives which were agreed by this committee on 14 May 2018. The top line objectives are:-  Open Spaces and historic sites are thriving and accessible.  Spaces enrich people’s lives.  Business practices are responsible and sustainable. For each objective a number of outcomes were identified together with a range of key programmes and projects, some of which are being delivered within divisions and some of which cross the Department. The activities of the Open Spaces Department reflect the charitable objectives of the preservation of open spaces and the provision of recreation and enjoyment for the public. Specific priorities for The Commons are:

 Protect our heritage at risk: completing funded works at Kenley Common – ‘The Kenley Revival Project’. Completion of this Heritage Lottery Funded project is delayed by 6 months to allow time to resolve construction issues that occurred in 2018. The budget is currently heading for a small underspend although this position may yet change. The City has supported the pre and post completion of the project by providing funds for the appointment a part time ‘Kenley Project Legacy officer’ for 21 months commencing January 2019.  Initiate and progress key capital and local risk projects including grazing expansion plans. Expansion of grazing programmes has continued across the Commons most notably, Ashtead Common, Riddlesdown and Kenley.  Progress the Departmental Programmes including; Fleet, Energy Efficiency and Sports. The Departmental Fleet Programme has overseen the introduction of Local Fleet and Plant Management Plans and associated health and safety documentation. The Corporate Fleet Board is currently taking the lead as the City considers how best to reshape its fleet to meet the Ultra-Low Emission Zone challenge and policy decision not to purchase diesel vehicles. The Energy board is currently scoping three further Photovoltaic installations (Hampstead Lido, Merlewood Estate Office and Kenwood Nursery. Bids will be submitted to the Energy Efficiency Fund to deliver these projects in 2019.  Obtain agreement and implement the overarching Departmental and site specific ‘events’ policies. The Division’s report has been drafted and was submitted for approval in the November 2018 committee cycle. It will be taken to the Division’s three local Consultation groups ‘for information’ in January 2019.  Progress reviews, drafting and completion of management / conservation plans at Stoke Common. Review and draft of the Stoke Common Management plan is now complete and submitted for approval in the November Committee cycle. A grant application under the Countryside Stewardship Scheme, for both Stoke Common and Burnham Beeches, was also submitted to Natural England.

Page 149 Proposed Revenue Budget for 2019/20

6. The proposed detailed Revenue Budget for 2019/20 is shown in Table 1 analysed between:

 Local Risk Budgets – these are budgets deemed to be largely within the Chief Officer’s control.  Central Risk Budgets – these are budgets comprising specific items where a Chief Officer manages the underlying service, but where the eventual financial outturn can be strongly influenced by external factors outside of his/her control or are budgets of a corporate nature (e.g. interest on balances and rent incomes from investment properties).  Support Services and Capital Charges – these cover budgets for services provided by one activity to another. The control of these costs is exercised at the point where the expenditure or income first arises as local or central risk. Further analysis can be found in Appendix 2.

7. The provisional 2019/20 budgets, under the control of the Director of Open Spaces being presented to your Committee, have been prepared in accordance with guidelines agreed by the Policy & Resources and Finance Committees. These include continuing the implementation of the required budget reductions across both local and central risks, as well as the proper control of transfers of non-staffing budgets to staffing budgets. For 2019/20 there has been a 2% allowance for pay and prices, this has been off-set by efficiency savings of 2%, both on Local Risk. In addition, £29,000 has been provided to fund a Kenley Revival Legacy Officer, £58,000 to fund a Biodiversity Post, both on Central Risk and funded from the Priorities Investment Pot. There is also a reduction of £24,000 due to the fall-out of Apprentices in 2019/20. The budget has been prepared within the resources allocated to the Director.

Page 150 TABLE 1 THE COMMONS SUMMARY – ALL FUNDS Analysis of Service Expenditure Local Actual Original Latest Original Movement Paragraph or Approved Reference Central Budget Budget Budget 2018-19OR Risk 2017-18 2018-19 2018-19 2019-20 to 2019-20OR £’000 £’000 £’000 £’000 £’000 EXPENDITURE Employees L (1,210) (1,373) (1,382) (1,390) (17) Employees C - - (21) (87) (87) 10 Premises Related Expenses L (332) (274) (288) (310) (36) Premises Related Expenses C (216) - - - - R & M (City Surveyor’s Local Risk inc L (513) (1,126) (869) (354) 772 11 cleaning) Transport Related Expenses L (101) (53) (53) (51) 2 Supplies & Services L (223) (124) (139) (131) (7) Third Party Payments L (31) (32) (31) (17) 15 Transfer to Reserves - Capital L (4) - - - - Transfer to Reserves - Capital C (331) - - - - Capital Charges C (18) (18) (28) (34) (16)

Total Expenditure (2,979) (3,000) (2,811) (2,374) 626

INCOME Government Grants L 150 122 121 218 96 13 Government Grants C 11 - - - - Other Grants, Reimbursements and L 22 20 20 15 (5) Contributions Other Grants, Reimbursements and C 497 - - - - Contributions - Capital Customer, Client Receipts L 152 159 148 135 (24) Investment Income L 1 - - - - Transfer from Reserves - Livestock L 10 - - - - Transfer from Reserves - Capital C 39 - - - - Total Income 882 301 289 368 67

TOTAL (EXPENDITURE) BEFORE (2,097) (2,699) (2,522) (2,006) 693 SUPPORT SERVICES

SUPPORT SERVICES Central Support (347) (300) (343) (339) (39) Recharges within Fund (9) (17) (19) (38) (21) Total Support Services (356) (317) (362) (377) (60) TOTAL NET (EXPENDITURE) (2,453) (3,016) (2,884) (2,383) 633

Page 151 8. Income, increases in income, and reductions in expenditure are presented as positive balances, whereas expenditure, increases in expenditure or shortfalls in income are denoted by brackets. An analysis of this Revenue Expenditure by Service Managed is provided in Appendix 1. Only significant variances (generally those greater than £50,000) have been commented on in the following paragraphs.

9. Overall there is a decrease of £633,000 between the 2018/19 Original Budget and the 2019/20 Original Budget. This movement is explained in the following paragraphs.

10.The increase of £87,000 in Central Risk Employees is due to funding of £29,000 for a Kenley Revival Legacy Officer and £58,000 for a Biodiversity Post at Burnham Beeches. Both posts are funded from the Priorities Investment Pot.

TABLE 2 - CITY SURVEYOR LOCAL RISK Latest Original Approved Original Repairs and Maintenance (including cleaning) Budget Budget Budget 2018/19 2018/19 2019/20 £’000 £'000 £'000 Additional Works Programme Ashtead Common (77) (70) (2) West Wickham (647) (373) (84) Burnham Beeches (257) (262) (94) Stoke Common - - - (981) (705) (180) Planned & Reactive Works (Breakdown & Servicing) Ashtead Common (11) (19) (19) West Wickham (56) (60) (60) Burnham Beeches (58) (65) (75) Stoke Common - - - (125) (144) (154) Cleaning Ashtead Common - - - West Wickham (16) (16) (16) Burnham Beeches (4) (4) (4) Stoke Common - - - (20) (20) (20) Total City Surveyor (1,126) (869) (354)

11.The decrease of £772,000 from the 2018/19 Original Budget to the 2019/20 Original Budget in the City Surveyor’s Local Risk (see Table 2) is mainly within the Additional and Cyclical Works Programme. The Cyclical Works Programme is subject to a bid for resources each year with funding not ring fenced to individual clients, monies vary considerably for departments as it is all based on agreed prioritisation which considers health & safety, reputation, income generation and asset performance. Therefore the

Page 152 Original to Original will reflect the change in bids each year and the amount of projects which are being delivered over the three years of the programme.

12.An asset verification exercise has now been completed across the Operational estate and has identified an additional 8% of assets to be maintained, including those in new buildings, that are not covered by the current contract. The outcome of this exercise has been reported to the relevant Corporation Committee and additional budgetary provision has been sought. Once this is agreed it is intended to adjust the relevant budget shown in this report as appropriate and Members are asked to agree a delegation to the Chamberlain to make these minor budgetary changes for both 2018/19 and 2019/20.

13.The increase of £96,000 increase in Government Grant Income is mainly due to the original 2018/19 budget being reduced to reflect the lack of HLS grant income for that year only. The 2019/20 figures will reflect the new Countryside Stewardship Scheme (CSS) and base Capital Payments falling into 2019/20.

14.There is an increase of £104,000 in estimated costs between the 2018/19 Original Budget and the 2019/20 Original Budget in Table 3 below. Factors influencing this overall increase are a provision for a pay award, incremental progression, an increase in Central Risk staff budgets funded by the Priorities Investment Pot (see paragraph 10), and a reduction in Apprentice funding in relation to the City Apprenticeship Programme.

Original Budget Latest Approved Budget Original Budget 2018/19 2018/19 2019/20 Table 3 - Staffing Staffing Estimated Staffing Estimated Staffing Estimated statement Full-time cost Full-time cost Full-time cost equivalent £000 equivalent £000 equivalent £000 Ashtead Common 7.73 (253) 8.32 (255) 8.32 (265) West Wickham 13.05 (602) 12.74 (598) 12.49 (618) Burnham Beeches 12.75 (499) 13.26 (531) 13.70 (575) Stoke Common 0.62 (19) 0.69 (19) 0.67 (19)

TOTAL 34.15 (1,373) 35.01 (1,403) 35.18 (1,477)

Potential Further Budget Developments

15.The provisional nature of the 2019/20 revenue budget recognises that further revisions may be required, including in relation to:

 decisions on funding of the Additional Work Programme by the Resource Allocation Sub Committee.

 During the first half of 2018/19 there have been two areas of significant exceptional spend which the Department had not been specifically budgeted for. These were the costs associated with the fire at Wanstead Flats (£80,000) and the increased costs of managing Oak Processionary Moth (OPM) totalling £94,000 (Epping: £8,000, The

Page 153 Commons: £29,000, North London Open Spaces: £57,000). It is anticipated that the cost of managing OPM in future years will increase exponentially, potentially costing £250,000 in 2019/20 with the greatest increase in costs likely to be at Epping. An additional growth bid for anticipated OPM costs will be made within the Medium Term Financial Plan report.

 The short term City Bridge Trust funding the Department’s Learning Programme ceases on 31 March 2019. The Learning programme delivers many of the Corporate priorities linked to education and learning, social mobility, health and well being and delivers activities in some of London’s more deprived communities. The Department will be requesting within the Medium Term Financial Plan report, an increase in its base budget from April 2019 to fund a core learning offer. Pending such a decision the current budget estimates include only the three-month additional funding as agreed by Resource Allocation Sub-Committee on the 4th October 2018.

Revenue Budget 2018/19

16.The 2018/19 latest approved budget includes funding of £6,000 for a Kenley Revival Legacy Officer, £15,000 for a Biodiversity post at Burnham Beeches, both of which are within Central Risk and funded from the Priorities Investment Pot. There is also a £7,000 funding for contribution pay. The Director of Open Spaces has also transferred from the Directors Pot £15,000 towards The Commons Café Business Case, and £25,000 to mitigate the Burnham Beeches Café debt. Details of the movement between the 2018/19 Original Budget and the 2018/19 Latest Approved Budget can be found in Appendix 3. The forecast outturn for the current year is in line with the latest approved budget of £2.884M.

Draft Capital and Supplementary Revenue Budgets

17.The latest estimated costs for the Committee’s current capital and supplementary revenue projects are summarised in the Table below.

Service Exp. Pre Later Managed Project 01/04/18 2018/19 2019/20 Years Total £'000 £'000 £'000 £'000 £'000

Authority to start work granted City Commons Kenley Revival 721 259 51 1,031

TOTAL CITY COMMONS 721 259 51 0 1,031

18.There is one scheme in progress at Kenley, largely funded by HLF grant.

Page 154 19.The latest Capital and Supplementary Revenue Project forecast expenditure on approved schemes will be presented to the Court of Common Council for formal approval in March 2019.

Appendices

 Appendix 1 - Analysis by Services Managed  Appendix 2 - Analysis of Support Services  Appendix 3 - Movement of Local Risk Budgets 2018/19 OR to 2018/19 LAB

Derek Cobbing Chamberlains Department T: 020 7332 3519 E: [email protected]

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Page 156 Appendix 1

Actual Original Latest Original Movement Paragraph(s) Analysis by Service Managed 2017-18 Budget Approved Budget Reference 2018-19 Budget 2019-20 2018-19OR 2018-19 to 2019-20OR £’000 £’000 £’000 £’000 £’000 CITY CASH

Ashtead Common (447) (511) (533) (455) 56 a) West Wickham (1,179) (1,566) (1,343) (1,049) 517 b) Burnham Beeches (802) (917) (986) (857) 60 c) Stoke Common (25) (22) (22) (22) -

TOTAL (2,453) (3,016) (2,884) (2,383) 633

a) The decrease of £56,000 at Ashtead is mainly due to the reduction in the City Surveyor’s Repairs & Maintenance Programme, details of which can be found in paragraph 11 of the main report.

b) The majority of this £517,000 decrease relates to City Surveyor’s Repairs & Maintenance Programme, further detail can be found in paragraph 11 in the report.

c) The decrease of £60,000 at Burnham Beeches is mainly due to a reduction of £146,000 in the City Surveyor’s Repairs & Maintenance Programme, partially off-set by an increase of £78,000 in Government Grants due to a new Countryside Stewardship Scheme (CSS) in 2019/20.

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Page 158 Appendix 2

Actual Original Latest Original Movement Paragraph Support Services from/to 2017-18 Budget Approved Reference The Commons 2018-19 Budget Budget 2018-19OR 2018-19 2019-20 to 2019-20OR £’000 £’000 £’000 £’000 £’000 Support Services

Central Recharges- City Surveyor’s Employee (43) (44) (41) (41) 3 Recharge Insurance (17) (19) (15) (16) 3 I.S.Recharges - Chamberlain (84) (79) (85) (79) -

Support Services- Chamberlain (inc CLPS (80) (56) (78) (79) (23) recharges) Comptroller and City (30) (27) (29) (28) (1) Solicitor Town Clerk (59) (54) (60) (61) (7) City Surveyor (34) (21) (35) (35) (14) Total Support Services (347) (300) (343) (339) (39) Recharges Within Fund Directorate Recharges (38) (40) (42) (61) (21) Corporate and Democratic 29 23 23 23 - Core Total Recharges Within (9) (17) (19) (38) (21) Fund Total Support Services (356) (317) (362) (377) (60)

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Page 160 Appendix 3

Risk Original Latest Movement Note Movement of Local Risk Budgets (inc Budget Approved 2018-19 OR Reference City Surveyor) 2018-19 Budget to 2018-19 2018-19 LAB £’000 £’000 £’000 EXPENDITURE Employees L (1,373) (1,382) (9) Premises Related Expenses L (274) (288) (14) R & M (City Surveyor’s Local Risk inc L (1,126) (869) 257 a) cleaning) Transport Related Expenses L (53) (53) - Supplies & Services L (124) (139) (15) Third Party Payments L (32) (31) 1

INCOME Government Grants L 122 121 (1) Other Grants, Reimbursements and L 20 20 - Customer, Client Receipts L 159 148 (11)

a) When the original budget was set for the year, it included an estimation for the work within the Additional and Cyclical Works Programmes that would be delivered during the year. Officers plan and refine their projects during the start of the year and the budget is then revised to reflect their programme for the year to reflect operational requirements of occupying departments and more strategic changes.

Page 161 This page is intentionally left blank

Page 162 Agenda Item 17

Committee(s) Dated:

Epping Forest and Commons – For Information 19/11/2018

Subject: Public Ashtead Common Trustee’s Annual report and Financial Statements for the Year Ended 31 March 2018

Report of: For Information The Chamberlain Report author: Derek Cobbing

Summary

The Trustee’s Annual Report and Financial Statements for the Year Ended 31 March 2018 for Ashtead Common are presented in the format required by the Charity Commission.

Recommendation(s)

Members are asked to:

 Note the report.

Main Report

1. The Trustee’s Annual Report and Financial Statements, in the format that is required by the Charity Commission, are presented for information. The draft accounts were circulated to your Chairman and Deputy Chairman. Subsequently the accounts have been signed on behalf of the Trust by the Chairman and Deputy Chairman of the Finance Committee and have been audited.

2. Following the review of the charities for which the City is responsible a report to your Committee on 10th May 2010 detailed key reports that should be presented to your Committee in future. The Trustees Annual Report and Financial Statements was one of these reports. Information from these statements will form the Annual return to the Charity Commission.

3. Much of the information contained within the Annual Report and Financial Statements has already been presented to your Committee via budget and outturn reports.

Page 163 Appendices

 Appendix 1 – Report and Financial Statements for the year ending 31st March 2018 (Ashtead Common)

Derek Cobbing Chamberlains department

T: 020 7332 3519 E: [email protected]

Page 164 ASHTEAD COMMON

REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2018 Charity Number: 1051510

Page 165 ASHTEAD COMMON

Trustee’s Annual Report and Financial Statements for the year ended 31 March 2018

Contents Page

Trustee’s Annual Report 2-9

Independent Auditor’s Report 10-12

Statement of Financial Activities 13

Balance Sheet 14

Notes to the Financial Statements 15-23

PageA1-1 166 ASHTEAD COMMON Trustee’s Annual Report for the year ended 31 March 2018

1. Reference and Administration Details Charity Name: Ashtead Common

Registered Charity Number: 1051510

Principal Address: PO Box 270, Guildhall, London EC2P 2EJ

Trustee: The City of London Corporation

Chief Executive: The Town Clerk of the City of London Corporation

Treasurer: The Chamberlain of London

Solicitor: The Comptroller and City Solicitor

Banker: Lloyds Bank plc City Office, PO Box 72 Bailey Drive Gillingham, Kent ME8 OLS

Auditor: Moore Stephens LLP 150 Aldersgate Street London EC1A 4AB

2. Structure, Governance and Management

The Governing Document and constitution of the charity The Governing Document is the Corporation of London (Open Spaces) Act 1878. The charity is constituted as a charitable trust.

Trustee Selection methods The City of London Corporation (i.e. the Mayor, Commonalty and Citizens of London) is the Trustee of Ashtead Common. Elected Aldermen and Members of the City of London Corporation are appointed to the Epping Forest and Commons Committee governing Ashtead Common by the Court of Common Council of the City of London Corporation.

Policies and procedures for the induction and training of Trustee The City of London Corporation makes available to its Members seminars and briefings on various aspects of the City’s activities, including those concerning Ashtead Common, as it considers necessary to enable the Members to efficiently carry out their duties.

PageA1-2 167 ASHTEAD COMMON Trustee’s Annual Report for the year ended 31 March 2018

2. Structure, Governance and Management (continued)

Organisational structure and decision making process The Committee governing the charity’s activities is noted above. The committee is ultimately responsible to the Court of Common Council of the City of London. The decision making processes of the Court of Common Council are set out in the Standing Orders and Financial Regulations governing all the Court of Common Council’s activities. The Standing Orders and Financial Regulations are available from the Town Clerk at the principal address.

The Charity Governance Code was published in July 2017. The Trustee is supportive of the Code and its aim to assist in the development of high standards of governance throughout the charity sector. At this early point after the release of the Code, the Trustee is currently considering application of the recommended practice to the work of the Ashtead Common charity.

Details of related parties and wider networks Details of any related party transactions are disclosed in Note 12 of the Notes to the Financial Statements.

Key management personnel remuneration The Trust considers its key management personnel comprise the Trustees and the Director of Open Spaces who manages the seven open spaces funded by the City of London Corporation.

Support is also provided by other chief officers and their departments from across the City of London Corporation, including the Town Clerk and Chief Executive, Chamberlain, Comptroller and City Solicitor and City Surveyor.

The pay of the Director of Open Spaces is reviewed annually in-line with any uplift awarded to employees across the City of London Corporation. The City of London Corporation is committed to attracting, recruiting and retaining skilled people and rewarding employees fairly for their contribution. As part of this commitment, staff are regularly appraised and, subject to performance, eligible for contribution pay and recognition awards. If recruitment or retention of staff proves difficult, consideration is given to the use of market forces supplements in order to increase pay to a level that is competitive relative to similar positions in other organisations.

Risk identification The Trustee is committed to a programme of risk management as an element of its strategy to preserve the charity’s assets, enhance productivity for service users and members of the public and protect the employees.

In order to embed sound practice a Risk Management Group has been established in the City of London Corporation to ensure that risk management policies are applied, that there is an ongoing review of risk management activity and that appropriate advice and support is provided to Members and officers.

The City of London Corporation has approved a strategic risk register for all of its activities. This register helps to formalise existing processes and procedures and enables the City of London Corporation to further embed risk management throughout the organisation.

PageA1-3 168 ASHTEAD COMMON Trustee’s Annual Report for the year ended 31 March 2018

2. Structure, Governance and Management (continued)

A key risk register has been prepared for this charity and has been reviewed by the committee acting on behalf of the Trustee. It identifies the potential impact of key risks and the measures which are in place to mitigate such risks.

There are 9 risks which have been identified as affecting all the Open Spaces of which 8 relate to the “green spaces”. These are:

 Animal, Plant and Tree Diseases;  Extreme weather;  Poor repair and maintenance of buildings;  Impact of Housing/Highways Development;  Ensuring the health and safety of staff, contractors and the public;  Maintaining the City’s water bodies;  IT System Failure; and  Reputational Risk Associated with Efficiency Changes

There is a system in place for monitoring each of these risks and mitigating actions are undertaken including training, strengthening controls and plans of action.

These risks are then broken down into more site specific risks in each areas own risk register, together with any risks that only relate to that site.

Risks which are specific to Ashtead Common Rural Payments Agency (RPA) Grants – Revisions to EU Common Agricultural Policy (CAP), transition to Basic Payment Scheme (BPS) and UK interpretation and tightening up of eligibility criteria may lead to a possible reduction in direct funding to deliver agricultural/conservation related services. This could potentially lead to a reduction/loss of biodiversity and grazing. By ensuring that the completion of claims is monitored and that works are carried out in line with guidance from inspections it is hoped to minimise loss of grant. The possible loss of funding post Brexit has been flagged with the City of London.

3. Objectives and Activities for the Public Benefit

The Trustee has due regard to the Charity Commission’s public benefit guidance when setting objectives and planning activities.

The Ashtead Common Charity was established under the Corporation of London (Open Spaces) Act 1878 which provides that the purpose of the charity is the preservation in perpetuity of the common at Ashtead as open space for the recreation and enjoyment of the public.

Almost the entire open space is designated as a National Nature Reserve and Site of Special Scientific Interest.

Past land use has influenced the Common, creating its rich ecological and cultural diversity. Today it is an important amenity resource for local people, who use the site for a variety of informal recreational and educational activities. Local people are actively encouraged to become involved as volunteers in all aspects of managing the Common.

Page A1-4 169 ASHTEAD COMMON Trustee’s Annual Report for the year ended 31 March 2018

3. Objectives and Activities for the Public Benefit (continued)

This charity is operated as part of the City of London Corporation’s City’s Cash. The City Corporation is committed to fund the ongoing net operational costs of the charity in accordance with the purpose which is the preservation in perpetuity of the common at Ashtead as open space for the recreation and enjoyment of the public.

4. Achievements and Performance Significant developments for 2017/18 Ashtead Common is part of the Burnham Beeches, Stoke Common and City Commons Division of the Open Spaces Department which is collectively known as ‘The Commons’. In addition to managing the Ashtead Common charity, the Division is also responsible for the Burnham Beeches and Stoke Common charity, the West Wickham Common and Spring Parks Woods charity and the Coulsdon and Other Commons charity.

The Ashtead team has enjoyed a full compliment of staff for most of the year, with a temporary ranger employed to cover the maternity absence of a permanent member of staff until October. In November the permanent ranger rejoined the team.

Volunteering at Ashtead continues to flourish, with a weekly directly managed practical project group meeting every Monday and Thursday. The smaller Monday group tends to focus on infrastructure tasks such as fencing and signage, whilst the larger Thursday group is mainly engaged in habitat improvement projects.

The volunteers’ passion and contribution to the conservation of Ashtead Common culminated this year in over 8,000 volunteer hours, down from 9,000 hours last year, but still a considerable achievement. These volunteer numbers were, once again, boosted by contributions from the Conservation Volunteers (TCV), Lower Mole Partnership, and corporate groups.

A long-term pollution incident affecting the Rye Brook at Two Bridges was resolved early in the year, when UK Power Networks identified the source of high voltage cable oil that had leaked into the surface water drainage network. However, the ongoing issue of foul water misconnections continues, and the team have been working with the River Mole Catchment Partnership and Thames Water to address the issue. As a result, the City Corporation commissioned the South East Rivers Trust to design a reed bed filtration system to clean the surface water that enters the Rye at this point. Monitoring equipment was installed in January 2018 and the final design for the reed bed is expected to be completed in summer 2018.

An urgent archaeological investigation of the Earthworks was commissioned following some illegal metal detecting activity in the area. This identified that the Scheduled Monument was a settlement during the mid to late Iron Age. Previously it had been thought that this feature might have been a temporary settlement or livestock enclosure.

Page A1-5 170 ASHTEAD COMMON Trustee’s Annual Report for the year ended 31 March 2018

4. Achievements and Performance (continued)

For the first time the City sourced livestock from another organization to graze Ashtead Common, and Surrey Wildlife Trust was selected as the grazing partner. This proved successful because the Belted Galloway cattle supplied by the Trust proved well suited to conditions on the Common. Surrey Wildlife Trust use a robust safety system to match animals to differing environments, and they helped with movements on site, advised on welfare and assisted with health checks.

The combined Entry Level and Higher-Level Stewardship Scheme continues to advance the capacity of the Ashtead team to deliver an effective and sustainable program of conservation management projects. Referred to as the Environmental Stewardship Scheme (ESS), the agreement with Natural England was signed on 21 March 2011 for implementation from April 2011 onwards and covering a period of 10 years. ESS provides incentive payments to manage land to conserve or restore habitats.

The veteran tree management program is now established using a district zoning method, rather than a whole site approach. This has made the task quicker and more sustainable financially, meaning that more of the grounds maintenance budget is available to fund other priorities on the Common such as bracken management.

The Ashtead team have invested some time in looking ahead to the introduction of the next management plan in 2021 and the long-term vision for the site. As a result new operational plans are being developed to guide work in several areas, namely; bracken management, firebreaks and rides, scrub management, grazing and survey and monitoring.

A number of interpretive events were provided during the course of the year to enrich the visitor experience. These included guided walks on subjects such as woodland management, site ecology and bats.

Key targets for 2017/18 and review of achievement The key targets for 2017/18 together with their outcomes were:

 Veteran Trees – complete year eight of the program and undertake a survey to evaluate the work undertaken to date. Year eight completed successfully using a district-based approach. A ‘dead or alive’ survey commenced but had to be postponed midway through due to a prevalence of ticks. This survey will be completed next year.  Management planning – produce prescriptions for the management of bracken and scrub grassland. Prescriptions produced and have informed changes to management. However, this is an ongoing process and these plans, along with others, will evolve through the management planning process.  Grazing – establish the relationship with Surrey Wildlife Trust and work with them to plan for the introduction of invisible fencing. Ashtead Common was grazed using Wildlife Trust cattle. Moves towards the introduction of invisible fencing are on hold pending a national debate on the subject.

Page A1-6 171 ASHTEAD COMMON Trustee’s Annual Report for the year ended 31 March 2018

4. Achievements and Performance (continued) Key Targets for 2017/18 and review of achievements (continued)

 Tree health – continue to monitor for the presence of Oak Processionary Moth and take remedial action when it is identified. OPM was identified and managed as required.  Team Development – establish and develop the new ranger team. New team established and functioning well.  Surveying and monitoring – produce a long-term plan to prioritise and schedule surveys. Not achieved for this year, but work continues as part of the management planning process and this element will be delivered next year.  City of London (Open Spaces) Bill - Parliamentary process continues into 2018/19. The Bill received Royal Assent in early March 2018, and a range of work will now be taking place to deliver the projects with which this will assist.

All of the above achievements enhanced the Open Space for the benefit of the public.

5. Financial Review

Review of Financial Position Income of £33,754 (2016/17: £32,334) was received from: Donations and Legacies comprising grants £30,988 (2016/17: £29,437) and contributions £580 (2016/17: £30), Charitable Activities comprising, sale of goods products and materials £90 (2016/17: £117), fees and charges £648 (2016/17: £668) and licences £1,448 (2016/17: £2,082). The contribution towards running costs of the charity amounted to £453,462 (2016/17: £487,002). This cost was met by the City of London Corporation’s City’s Cash.

Reserves Policy The charity is wholly supported by the City of London Corporation which is committed to maintain and preserve Ashtead Common out of its City’s Cash Funds. These Funds are used to meet the deficit on running expenses on a year by year basis. Consequently, this charity has no free reserves and a reserves policy is therefore inappropriate.

Investment Policy The charity itself has no underlying supporting funds or investments and therefore there is no investment policy.

Going Concern The Trustee considers the Common to be a going concern as detailed in Note 1(b) of the accounting policies.

Page A1-7 172 ASHTEAD COMMON Trustee’s Annual Report for the year ended 31 March 2018

6. Plans for Future Periods The aims for 2018/19 are:

 Veteran trees – complete year nine of the programme and the dead or alive survey. Publish results of a study into the response of veteran trees to management work  Management planning – continue the process of developing and, where appropriate implementing, operational plans to guide key aspects of site management activity.  Rye Brook – Devise plan for a reed bed filtration system to mitigate the effects of pollution.  Tree health – continue to monitor and adapt approach to managing the continuing spread of Oak Processionary Moth.  Scrub management – transition from a restoration phase towards and ongoing maintenance regime to ensure a balance of mosaic habitat and scrub blocks of varying age.

7. The Financial Statements The financial statements have been prepared in accordance with the accounting policies set out in Note 1 to the accounts and comply with the charity’s trust deed, the Charities Act 2011 and Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) effective from 1 January 2015. The financial statements consist of the following and include comparative figures for the previous year.

 Statement of Financial Activities showing all resources available and all expenditure incurred and reconciling all changes in the funds of the charity.  Balance Sheet setting out the assets and liabilities of the charity.  Notes to the Financial Statements describing the accounting policies adopted and explaining information contained in the financial statements.

8. Statement of Trustee’s Responsibilities The Trustee is responsible for preparing the Trustee’s Report and the financial statements in accordance with the Charities Act 2011 and Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) effective from 1 January 2015.

The law applicable to charities in England & Wales requires the Trustee to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period.

Page A1-8 173 ASHTEAD COMMON Trustee’s Annual Report for the year ended 31 March 2018

8. Statement of Trustee’s Responsibilities (continued)

In preparing these financial statements, the Trustee is required to:

 select suitable accounting policies and then apply them consistently;  observe the methods and principles in the Charities SORP;  make judgments and estimates that are reasonable and prudent;  state whether applicable accounting standards have been followed; and  prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business.

The Trustee is responsible for keeping proper accounting records that discloses with reasonable accuracy at any time the financial position of the charity and enable the Trustee to ensure that the financial statements comply with the Charities Act 2011, the applicable Charities (Accounts and Reports) Regulations, and the provisions of the trust deed. The Trustee is also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

9. Adopted and signed for on behalf of the Trustee on 13 November 2018.

Jeremy Paul Mayhew MA MBA Jamie Ingham Clark Chairman of Finance Committee Deputy Chairman of Guildhall, London Finance Committee Guildhall, London

A1-9 Page 174

INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF ASHTEAD COMMON

Opinion We have audited the financial statements of Ashtead Common for the year ended 31 March 2018 which comprise the Statement of Financial Activities, Balance Sheet, and notes to the financial statements, including a summary of significant accounting policies. The financial reporting framework that has been applied in their preparation is applicable law and United Kingdom Accounting Standards, including FRS 102 “The Financial Reporting Standard applicable in the UK and Republic of Ireland” (United Kingdom Generally Accepted Accounting Practice). In our opinion the financial statements:

 give a true and fair view of the state of the charity’s affairs as at 31 March 2018 and of its incoming resources and application of resources, for the year then ended;

 have been properly prepared in accordance with United Kingdom Generally Accepted Accounting Practice; and

 have been prepared in accordance with the requirements of the Charities Act 2011. Basis for opinion We conducted our audit in accordance with International Standards on Auditing (UK) (ISAs (UK)) and applicable law. Our responsibilities under those standards are further described in the Auditor’s responsibilities for the audit of the financial statements section of our report. We are independent of the charity in accordance with the ethical requirements that are relevant to our audit of the financial statements in the UK, including the FRC’s Ethical Standard, and we have fulfilled our ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. Conclusions relating to going concern We have nothing to report in respect of the following matters in which the ISAs (UK) require us to report to you where:

 the trustee’s use of the going concern basis of accounting in the preparation of the financial statements is not appropriate, or

 the trustee has not disclosed in the financial statements any identified material uncertainties that may cast significant doubt about the charity’s ability to continue to adopt the going concern basis of accounting for a period of at least twelve months from the date when the financial statements are authorised for issue. Other information The trustee is responsible for the other information. The other information comprises the information included in the annual report, other than the financial statements and our auditor’s report thereon. Our opinion on the financial statements does not cover the other information and, except to the extent otherwise explicitly stated in our report, we do not express any form of assurance conclusion thereon. In connection with our audit of the financial statements, our responsibility is to read the other information and, in doing so, consider whether the other information is materially inconsistent with the financial statements or our knowledge obtained in the audit or otherwise appears to be materially misstated.

Page 175 A1-10 INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF ASHTEAD COMMON (CONTINUED)

If we identify such material inconsistencies or apparent material misstatements, we are required to determine whether there is a material misstatement in the financial statements or a material misstatement of the other information. If, based on the work we have performed, we conclude that there is a material misstatement of this other information, we are required to report that fact. We have nothing to report in this regard. Matters on which we are required to report by exception We have nothing to report in respect of the following matters where the Charities Act 2011 requires us to report to you if, in our opinion:

 the information given in the Trustee’s Annual Report is inconsistent in any material respect with the financial statements; or

 sufficient accounting records have not been kept; or

 the financial statements are not in agreement with the accounting records and returns; or

 we have not received all the information and explanations we require for our audit. Responsibilities of the trustee As explained more fully in the Trustee’s Responsibilities Statement set out on pages 8-9, the trustee is responsible for the preparation of the financial statements and for being satisfied that they give a true and fair view, and for such internal control as the trustee determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. In preparing the financial statements, the trustee is responsible for assessing the charity’s ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless the trustee either intend to liquidate the charity or to cease operations, or have no realistic alternative but to do so. Auditor’s responsibilities for the audit of the financial statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor’s report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with ISAs (UK) will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these financial statements. A further description of our responsibilities for the audit of the financial statements is located on the Financial Reporting Councils website at: www.frc.org.uk/auditorsresponsibilities. This description forms part of our auditor’s report.

A1Page-11 176 ASHTEAD COMMON

INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF ASHTEAD COMMON (CONTINUED)

Use of our report This report is made solely to the charity’s trustee, as a body, in accordance with Chapter 3 of Part 8 of the Charities Act 2011 and regulations made under section 154 of that Act. Our audit work has been undertaken so that we might state to the charity’s trustee those matters we are required to state to them in an auditor’s report and for no other purpose. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than the charity and it’s trustee as a body, for our audit work, for this report, or for the opinions we have formed.

Heather Wheelhouse, Senior Statutory Auditor For and on behalf of Moore Stephens LLP, Statutory Auditor

150 Aldersgate Street London EC1A 4AB Moore Stephens LLP is eligible to act as an auditor in terms of section 1212 of the Companies Act 2006

Date: 13 November 2018

Page A1-12 177 ASHTEAD COMMON Statement of Financial Activities for the year ended 31 March 2018

Unrestricted Fund Notes 2017/18 2016/17 £ £ Income and endowments from: Income from Donation and Legacies 31,568 29,467 Charitable activities 2,186 2,867 Grant from City of London Corporation 453,462 487,002 Total 4 487,216 519,336

Expenditure on: Charitable activities 487,216 519,336

Total 5 487,216 519,336

Net income/(expenditure) - -

Net movement in funds - -

Reconciliation of funds: Total funds brought forward - - Total funds carried forward - -

There are no recognised gains or losses other than as shown in the statement of financial activities above.

All income and expenditure is derived from continuing activities.

A1-13 Page 178 ASHTEAD COMMON Balance Sheet as at 31 March 2018

Notes 2018 2017 £ £ Current Assets Debtors 9 9,954 12,600 Cash at Bank and in hand 9,398 18,432 19,352 31,032

Creditors: Amounts falling due within one year 10 (19,352) (31,032)

Net Current Assets ------The funds of the charity Unrestricted income fund - - Total charity funds ------

Approved and signed for and on behalf of the Trustee

The Notes at pages 15 to 23 form part of these accounts.

Dr Peter Kane Chamberlain of London

13 November 2018

Page A1-14 179 ASHTEAD COMMON Notes to the Financial Statements for the year ended 31 March 2018

1. Accounting Policies The following accounting policies have been applied consistently in dealing with items which are considered material in relation to the charity’s financial statements.

(a) Basis of Preparation Ashtead Common is a public benefit entity and the financial statements have been prepared to give a ‘true and fair’ view and have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provide a ‘true and fair’ view. This departure has involved following Accounting and Reporting by Charities preparing their financial statements in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) issued on 16 July 2014 rather than the Accounting and Reporting by Charites: Statement of Recommended Practice effective from 1 April 2005, which has since been withdrawn.

(b) Going Concern The governing documents place an obligation on the City of London Corporation to preserve the open space for the benefit of the public. The City of London Corporation is committed to fulfilling this obligation which is reflected through its proactive management of, and ongoing funding for, the services and activities required. The funding is provided from the City of London Corporation’s City’s Cash which annually receives considerable income from its managed funds and property investments. Each year a medium term financial forecast is prepared for City’s Cash. The latest forecast to the period 2020/21 anticipates that adequate funding will be available to enable the Trust to continue to fulfil its obligations. On this basis the Trustee considers the Trust to be a going concern for the foreseeable future.

(c) Statement of Cash Flows The Trust has taken advantage of the exemption in FRS102 (paragraph 1.12b) from the requirement to produce a statement of cash flows on the grounds that it is a qualifying entity. Statement of Cash Flows is included within the City’s Cash Annual Report and Financial Statements 2018 which is publicly available and can be found at www.cityoflondon.gov.uk.

(d) Fixed Assets Heritage Land and Associated Buildings Ashtead Common comprises 200 hectares (500 acres) of land located in North East Surrey, together with associated buildings. The object of the charity is the preservation in perpetuity of the Common at Ashtead as open space for the recreation and enjoyment of the public. Ashtead Common is considered to be inalienable (i.e. may not be disposed of without specific statutory powers). The land and the original associated buildings are considered to be heritage assets. In respect of the original land and buildings, cost or valuation amounts are not included in these accounts as reliable cost information is not available and a significant cost would be involved in the reconstruction of past accounting records, or in the valuation, which would be onerous compared to the benefit to the users of these accounts.

Page A1-15 180 ASHTEAD COMMON Notes to the Financial Statements for the year ended 31 March 2018 1. Accounting Policies (continued)

(e) Recognition of capital expenditure Expenditure on the acquisition, creation or enhancement of property, plant and equipment is capitalised provided that the expenditure is material (generally in excess of £50,000) and the asset yields benefits to the City of London, and the services it provides, for a period of more than one year. This excludes expenditure on routine repairs and maintenance of fixed assets which is charged directly within service costs.

(f) Income Recognition All income is recognised once the charity has entitlement to the income, it is probable that the income will be received and the amount of income receivable can be measured reliably.

(g) Volunteers No amounts are included in the Statement of Financial Activities for services donated by volunteers, as this cannot be quantified.

(h) Grants receivable Income from grants is recognised when there is evidence of entitlement to the grant, receipt is probable and its amount can be measured reliably. To this end, evidence of entitlement is assumed to exist when the formal offer of funding is communicated in writing to the Charity. Where there is a performance condition attached to the grant, entitlement is only recognised when the conditions have been met.

(i) Contribution from City’s Cash The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charity and also provides grant funding for certain capital works and this income is recognised in the Statement of Financial Activities when it is due from the City of London Corporation’s City’s Cash.

(j) Rental income Rental income is included within charitable activity income for the year under Income and Endowments

(k) Expenditure Recognition Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that settlement will be required and the amount of the obligation can be measured reliably.

(l) Allocation of costs between different activities The City of London Corporation charges staff costs to the charitable activity costs on a time spent basis. Associated office accommodation is charged out proportionately to the square footage used. All other costs are charged directly to the charitable activity.

Page 181 A1-16 ASHTEAD COMMON Notes to the Financial Statements for the year ended 31 March 2018 1. Accounting Policies (continued)

(m)Pension Costs Staff are employed by the City of London Corporation and are eligible to contribute to the City of London Local Government Pension Fund, which is a funded defined benefits scheme. The estimated net deficit on the Fund is the responsibility of the City of London Corporation as a whole, as one employer, rather than the specific responsibility of any of its three main funds (City Fund, City’s Cash and Bridge House Estates) or the trusts it supports. The Fund’s estimated net liability has been determined by independent actuaries in accordance with FRS102 as £592.6m as at 31 March 2018 (£597.9m as at 31 March 2017). Since this net deficit is apportioned between the accounts of the City of London’s three main funds, the charity’s Trustees do not anticipate that any of the liability will fall on the charity. The charity is unable to identify its share of the pension scheme assets and liabilities and therefore the Pension Fund is accounted for as a defined contribution scheme in the accounts.

The costs of the pension scheme charged to the charity are the employer’s contributions disclosed in Note 7 and any employer’s pension contributions within support services costs as disclosed at Note 6. A triennial valuation was undertaken as of 31 March 2016 and as a result the employer’s contribution rate to be adopted for the financial years 2017/18, 2018/19 and 2019/20 has been set at 21% (2016/17: 17.5%). There are no outstanding or pre-paid contributions at the balance sheet date.

(n) Fund Accounting All funds of the Trust are unrestricted and any deficit for the year is met by the City of London Corporation’s City’s Cash.

2. Tax Status of the Charity Ashtead Common is a registered charity and as such its charitable income and gains are exempt from income tax to the extent that they are applied to its charitable objectives.

3. Indemnity Insurance The City of London Corporation takes out indemnity insurance in respect of all its activities. The charity does not contribute to the cost of that insurance.

Page 182 A1-17 ASHTEAD COMMON Notes to the Financial Statements for the year ended 31 March 2018 4. Income and Endowments Income and Endowments are comprised as follows:

2017/18 2016/17 £ £ Income and Endowments Donations and Legacies Grants 30,988 29,437 Contributions 580 30 Donations - - Total 31,568 29,467 Charitable activities Sale of goods, products and materials 90 117 Fees and charges 648 668 Licences income 1,448 2,082 Total 2,186 2,867 Grant from the City of London Corporation 453,462 487,002 Total Income and Endowments 487,216 519,336

Grants Grants were received from the Rural Payments Agency.

Grant from City of London Corporation The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charity.

5. Expenditure Expenditure is analysed between activities undertaken directly and support costs as follows:

Activities Support undertaken 2017/18 2016/17 costs directly £ £ £ £ Charitable activity Preservation of Ashtead Common 410,856 76,360 487,216 519,336

No resources are expended by third parties to undertake charitable work on behalf of the charity.

Page A1-18 183 ASHTEAD COMMON Notes to the Financial Statements for the year ended 31 March 2018

5. Expenditure (continued)

Charitable activity Expenditure on the charitable activity includes labour, premises costs, equipment, materials and other supplies and services incurred as the running costs of Ashtead Common.

Auditor’s remuneration and fees for external financial services Moore Stephens are the auditors of the City of London City’s Cash. The City of London Corporation does not attempt to apportion the audit fee between all the different charities but prefers to treat it as part of the cost to their private funds. No other external professional services were provided for the Charity during the year or in the previous year.

Trustee’s expenses Members of the City of London Corporation are all unpaid and do not receive allowances in respect of City of London Corporation activities in the City. However, Members may claim travelling expenses in respect of activities outside the City and receive allowances in accordance with a scale when attending a conference or activity on behalf of the City of London Corporation. No expenses were claimed in 2017/18 (2016/17: nil).

6. Support Costs

The cost of administration which includes the salaries and associated costs of officers of the City of London Corporation, together with premises and office expenses, is allocated by the City of London Corporation to the activities under its control, including this charity, on the basis of employee time spent on the respective services. These expenses include the cost of administrative, technical staff and external consultants who work on a number of the City of London Corporation’s activities. Support costs allocated by the City of London Corporation to the charitable activity are derived as follows:

2017/18 2016/17 £ £ Department Chamberlain 16,840 12,004 Comptroller & City Solicitor 7,529 6,471 Open Spaces Directorate 8,460 11,886 Town Clerk 14,955 14,235 City Surveyor 9,838 6,132 Information Systems 17,299 15,240 Other governance and support costs 1,439 1,193 Total support costs 76,360 67,161

Page A1-19 184 ASHTEAD COMMON Notes to the Financial Statements for the year ended 31 March 2018

6. Support Costs (continued)

The main support services provided by the City of London Corporation are:

Chamberlain Accounting services, insurance, cashiers, revenue collection, payments, financial systems and internal audit.

Comptroller and City Property, litigation, contracts, public law and administration Solicitor of commercial rents and City of London Corporation records.

Open Spaces Directorate Expenditure incurred by the Directorate, which is recharged to all Open Spaces Committees under the control of the Director of Open Spaces. The apportionments are calculated on the basis of budget resources available to each Open Spaces charity.

Town Clerk Committee administration, management services, personnel services, public relations, printing and stationery, emergency planning.

City Surveyor Work undertaken on the management of the Estate properties, surveying services and advice, supervising and administering repairs and maintenance.

Information The support and operation of the City of Systems London Corporation’s central and corporate systems on the basis of usage of the systems; the provision of “desktop” and network support services and small IS development projects that might be required by the charity.

Other Support and Contribution towards various costs including publishing Governance Costs the annual report and financial statements, central training, the dental service, occupational health, union costs and the environmental and sustainability section.

Page A1-20 185 ASHTEAD COMMON Notes to the Financial Statements for the year ended 31 March 2018

7. Staff Numbers and Costs

The average actual number of staff employed by the City of London Corporation charged to Ashtead Common Trust in 2017/18 is 7 (2016/17: 7) at a cost of £236,935 (2015/16: £253,794). The table below sets out the employment costs and the number of average actual staff charged directly to the charity.

Employers' Employers' No of Gross National Pension Total employees Pay Insurance Contribution £ £ £ £

2017/18 Charitable activities 7 175,597 20,192 41,146 236,935 2016/17 Charitable activities 7 199,133 19,280 35,381 253,794

There were no employees whose total employee benefits were above the £60,000 threshold (2016/17: nil).

The Trust considers its key management personnel comprise the Trustees and the Director of Open Spaces who manages the seven open spaces funded by the City of London Corporation. The proportion of the Director’s employment benefits, including employer pension contributions, allocated to this charity amounted to £2,347 in 2017/18 (2016/17: £3,181). Trustees are unpaid and do not receive allowances.

Support is also provided by other chief officers and their departments from across the City of London Corporation, including the Town Clerk and Chief Executive, Chamberlain, Comptroller and City Solicitor and City Surveyor.

8. Heritage Assets

Since 1995 the primary purpose of the charity has been the preservation of Ashtead Common for the recreation and enjoyment of the public. As set out in Note 1(d), the original heritage land and buildings are not recognised in the Financial Statements.

Policies for the preservation and management of Ashtead Common are contained in the Ashtead Common Heritage Conservation Plan 2010. Records of heritage assets owned and maintained by Ashtead Common can be obtained from the Director of Open Spaces at the principal address as set out on page 2.

Page A1-21 186 ASHTEAD COMMON Notes to the Financial Statements for the year ended 31 March 2018

9. Debtors

The debtors figure consists of:

2018 2017 £ £ Recoverable VAT 2,894 3,921 Prepayments 5,053 5,083 Other Debtors 1,891 3,421 Rental Debtors 116 175 Total at 31 March 9,954 12,600

10. Creditors

The creditors figure consists of:

2018 2017 £ £ Trade Creditors 6,576 3,271 Accruals 8,203 21,895 Other Creditors 1,257 2,555 Receipts In Advance 316 311 Rent Deposits 3,000 3,000 Total at 31 March 19,352- 31,032

11. Movement of funds during the year to 31 March 2018

Fund Income Expenditure Gains and Fund Balances Losses Balances Brought Carried Forward Forward £ £ £ £ £ Unrestricted Funds General Funds - 487,216 (487,216) - - Total Funds - 487,216 (487,216) - -

Notes to the funds Unrestricted funds 1) General fund The General fund has a balance of nil as the operating deficit of the charity is financed by the City of London Corporation

PageA1-22 187 ASHTEAD COMMON Notes to the Financial Statements for the year ended 31 March 2018

12. Related Party Transactions

The City of London Corporation as well as being the Trustee also provides management, surveying and administrative services for the charity. The costs incurred by the City of London Corporation in providing these services are charged to the charity. The City of London Corporation also provides banking services, allocating all transactions to the charity at cost and crediting or charging interest at a commercial rate. The cost of these services is set out in the Statement of Financial Activities under “Expenditure” on charitable activities and an explanation of these services is set out in Note 6 for support costs of £76,360 (2016/17: £67,161). The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charity. This amounted to £453,462 (2016/17: £487,002) as shown in Note 4 to the financial statements.

The City of London Corporation is also the Trustee of a number of other charitable trusts. These Trusts do not undertake transactions with Ashtead Common. A full list of other charitable trusts of which the City of London Corporation is Trustee is available on application to the Chamberlain of the City of London.

Members of the City of London Corporation responsible for managing the Trust are required to comply with the Relevant Authority (model code of conduct) Order 2001 issued under the Local Government Act 2000 and the City of London Corporation’s guidelines which require that:

 Members sign a declaration agreeing to abide by the City of London Corporation’s code of conduct;  a register of interests is maintained;  pecuniary and non-pecuniary interests are declared during meetings; and  Members do not participate in decisions where they have an interest.

There are corresponding arrangements for staff to recognise interests and avoid possible conflicts of those interests.

In this way, as a matter of policy and procedure, the City Corporation ensures that Members and officers do not exercise control over decisions in which they have an interest. There are no material transactions with organisations related by virtue of Members and officers interests which require separate reporting. Transactions are undertaken by the Trust on a normal commercial basis.

PageA1-23 188 Agenda Item 18

Committee(s) Dated:

Epping Forest and Commons – For Information 19/11/2018

Subject: Public Burnham Beeches and Stoke Common Trustee’s Annual report and Financial Statements for the Year Ended 31 March 2018

Report of: For Information The Chamberlain Report author: Derek Cobbing

Summary

The Trustee’s Annual Report and Financial Statements for the Year Ended 31 March 2018 for Burnham Beeches and Stoke Common are presented in the format required by the Charity Commission.

Recommendation(s)

Members are asked to:

 Note the report.

Main Report

1. The Trustee’s Annual Report and Financial Statements, in the format that is required by the Charity Commission, are presented for information. The draft accounts were circulated to your Chairman and Deputy Chairman. Subsequently the accounts have been signed on behalf of the Trust by the Chairman and Deputy Chairman of the Finance Committee and have been audited.

2. Following the review of the charities for which the City is responsible a report to your Committee on 10th May 2010 detailed key reports that should be presented to your Committee in future. The Trustees Annual Report and Financial Statements was one of these reports. Information from these statements will form the Annual return to the Charity Commission.

3. Much of the information contained within the Annual Report and Financial Statements has already been presented to your Committee via budget and outturn reports.

Page 189 Appendices

 Appendix 1 – Report and Financial Statements for the year ending 31st March 2018

Derek Cobbing Chamberlains department

T: 020 7332 3519 E: [email protected]

Page 190 BURNHAM BEECHES AND STOKE COMMON

REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2018

Charity Number: 232987

Page 191 BURNHAM BEECHES AND STOKE COMMON Trustee’s Annual Report for the year ended 31 March 2018

Contents Page

Trustee’s Annual Report 2-9

Independent Auditor’s Report 10-12

Statement of Financial Activities 13

Balance Sheet 14

Notes to the Financial Statements 15-25

PageA2- 1 192 BURNHAM BEECHES AND STOKE COMMON Trustee’s Annual Report for the year ended 31 March 2018 1. Reference and Administration Details Charity Name: Burnham Beeches and Stoke Common

Registered Charity Number: 232987

Principal Address: Guildhall, London EC2P 2EJ

Trustee: The City of London Corporation

Chief Executive: The Town Clerk of the City of London Corporation

Treasurer: The Chamberlain of London

Solicitor: The Comptroller and City Solicitor

Banker: Lloyds Bank plc City Office, PO Box 72 Bailey Drive Gillingham, Kent ME8 OLS

Auditor: Moore Stephens LLP 150 Aldersgate Street London EC1A 4AB

2. Structure, Governance and Management The Governing Document and constitution of the charity The governing documents are the Corporation of London (Open Spaces) Act 1878 and the governing scheme approved by the Charity Commission for England and Wales on 2 September 2011. The charity is constituted as a charitable trust.

Trustee selection methods The City of London Corporation (i.e. The Mayor, Commonalty and Citizens of London) is the Trustee of Burnham Beeches and Stoke Common. Elected Aldermen and Members of the City of London Corporation are appointed to the Epping Forest and Commons Committee governing Burnham Beeches and Stoke Common by the Court of Common Council of the City of London Corporation.

Policies and procedures for the induction and training of Trustee The City of London Corporation makes available to its Members seminars and briefings on various aspects of the City’s activities, including those concerning Burnham Beeches and Stoke Common, as it considers necessary to enable the Members to efficiently carry out their duties.

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Page 193 BURNHAM BEECHES AND STOKE COMMON Trustee’s Annual Report for the year ended 31 March 2018

2. Structure, Governance and Management (continued)

Organisational structure and decision making process The Committee governing the charity’s activities is noted above. The Committee is ultimately responsible to the Court of Common Council of the City of London. The decision making processes of the Court of Common Council are set out in the Standing Orders and Financial Regulations governing all the Court of Common Council’s activities.

The Standing Orders and Financial Regulations are available from the Town Clerk at the principal address.

The Charity Governance Code was published in July 2017, the Trustee is supportive of the code and its aim to assist in the development of high standards of governance throughout the charity sector. At this early point after the release of the code, the Trustee is currently considering application of the recommended practice to the work of the Burnham Beeches and Stoke Common charity.

Details of related parties and wider networks Details of any related party transactions are disclosed in Note 14 of the Notes to the Financial Statements.

Key management personnel remuneration The Trust considers its key management personnel comprise the Trustee and the Director of Open Spaces who manages the seven open spaces funded by the City of London Corporation.

Support is also provided by other chief officers and their departments from across the City of London Corporation, including the Town Clerk and Chief Executive, Chamberlain, Comptroller and City Solicitor and City Surveyor.

The pay of the Director of Open Spaces is reviewed annually in-line with any uplift awarded to employees across the City of London Corporation. The City of London Corporation is committed to attracting, recruiting and retaining skilled people and rewarding employees fairly for their contribution. As part of this commitment, staff are regularly appraised and, subject to performance, eligible for contribution pay and recognition awards. If recruitment or retention of staff proves difficult, consideration is given to the use of market forces supplements in order to increase pay to a level that is competitive relative to similar positions in other organisations.

Risk identification The Trustee is committed to a programme of risk management as an element of its strategy to preserve the charity’s assets, enhance productivity for service users and members of the public and protect the employees.

In order to embed sound practice a Risk Management Group has been established in the City of London Corporation to ensure that risk management policies are applied, that there is an ongoing review of risk management activity and that appropriate advice and support is provided to Members and officers.

A2- 3 Page 194 BURNHAM BEECHES AND STOKE COMMON Trustee’s Annual Report for the year ended 31 March 2018

2. Structure, Governance and Management (continued)

Risk identification (continued) The City of London Corporation has approved a strategic risk register for all of its activities. This register helps to formalise existing processes and procedures and enables the City of London Corporation to further embed risk management throughout the organisation.

A key risk register has been prepared for this charity and has been reviewed by the committee acting on behalf of the Trustee. It identifies the potential impact of key risks and the measures which are in place to mitigate such risks.

There are 9 risks which have been identified as affecting all the Open Spaces of which 8 relate to the “green spaces”. These are:  Animal, Plant and Tree Diseases;  Extreme weather;  Poor repair and maintenance of buildings;  Impact of Housing /Highways Development;  Ensuring the health and safety of staff, contractors and the public;  Maintaining the City’s water bodies;  I.T. System Failure; and  Reputational Risk Associated with Efficiency Changes

There is a system in place for monitoring each of these risks and mitigating actions are undertaken including training, strengthening controls and plans of action.

These risks are then broken down into more site specific risks in each areas own risk register, together with any risks that only relate to that site.

Risk which is specific to Burnham Beeches and Stoke Common: Rural Payments Agency (RPA) Grants – Revisions to the EU Common Agricultural Policy (CAP), transition to Basic Payment Scheme (BPS) and UK interpretation and tightening up of eligibility criteria may lead to a possible reduction in direct funding to deliver agricultural/conservation related services. This could potentially lead to a reduction/loss of biodiversity and grazing. By ensuring that the completion of claims is monitored and that works are carried out in line with guidance from inspections it is hoped to minimise loss of grant. The possible loss of funding post Brexit has been flagged with the City of London.

3. Objectives and Activities for the Public Benefit The Trustee has due regard to the Charity Commission’s public benefit guidance when setting objectives and planning activities.

The Burnham Beeches charity was established under the Corporation of London (Open Spaces) Act 1878 which provided that the purpose of the charity is the preservation in perpetuity of the Open Space known as Burnham Beeches, “the Beeches”, as Open Space for the recreation and enjoyment of the public.

On 12 September 2011 the assets of Stoke Common (unregistered) were transferred to Burnham Beeches (232987). After this date the Charity is called Burnham Beeches and Stoke Common. A2-4 Page 195 BURNHAM BEECHES AND STOKE COMMON Trustee’s Annual Report for the year ended 31 March 2018

3. Objectives and Activities for the Public Benefit (continued)

The objects of the Charity are the preservation in perpetuity by the Corporation of London of the Open Spaces known as Burnham Beeches and Stoke Common, for the perpetual use thereof by the public for recreation and enjoyment.

Burnham Beeches is also a National Nature Reserve and a Special Area of Conservation; there are requirements under the Wildlife and Countryside Act and also a European obligation to manage the Beeches for the benefit of its wildlife.

Stoke Common contains the largest remnant of Buckinghamshire’s once extensive heathland, and is also designated as Site of Special Scientific Interest (SSSI).

This charity is operated as part of the City of London Corporation’s City’s Cash. The City of London Corporation is committed to fund the ongoing net operational costs of the charity in accordance with the purpose which is the preservation in perpetuity by the Corporation of London of the Open Spaces known as Burnham Beeches and Stoke Common, for the perpetual use thereafter by the public for recreation and enjoyment. 4. Achievements and Performance

Key targets for 2017/18 and review of achievement The key targets for 2017/18 together with their outcomes were:

 Veteran Trees. Carry out clearance & reduction work as per work programme and increase effort on squirrel control to ensure reduction in damage on old pollards. 61 of the old Pollarded trees were worked on or around this this year. These trees are one of the most famous features of the Beeches and one of the key reasons the site is of international importance for wildlife. Each of the old trees has its own individual work plan, tailored to its current condition.  Young pollards. Carry out annual programme of cutting on young pollards. 80 young trees were cut for the second time – this important work is all about cresting the next generation of ancient pollards.  Grazing – Continue to graze 163 hectares at Burnham Beeches as well as cattle grazing via contractor & pony grazing on North and West Stoke Common. 163 hectares at Burnham Beeches was grazed with a combination of traditional and invisible fences. All of Stoke Common was grazed by cattle and or ponies.

 Heathland restoration – Continue with work programme on both sites. Carry out follow up work on Stoke Common including soil scraping, bracken and birch control. All the major restoration works contained within the current management plan, 2008 – 18, were completed in this year. Work has as ever been greatly aided by the efforts of local community volunteers.

A2-5 Page 196 BURNHAM BEECHES AND STOKE COMMON Trustee’s Annual Report for the year ended 31 March 2018

4.Achievements and Performance (continued)

 Dog control orders – Carry out consultation to convert to Public Space Protection Orders and extend thereafter. Continue to enforce and monitor impacts and compliance. After carrying out a detailed public consultation at Burnham Beeches the existing Dog Control Orders were converted to Public Spaces Protection Orders and extend thereafter for a further 3 years. The team has continued to enforce and monitor impacts and compliance.

 Impact of development – Continue to work with South Bucks District Council and Natural England to obtain the best protection possible from development pressure through the local plan. Liaise with other neighbouring authorities regarding their plans. Staff at Burnham Beeches have continued to work with South Bucks District Council and Natural England to obtain the best protection possible from development pressure through the local plan. This has also involved liaison with other neighbouring authorities regarding their plans.

 East Burnham Quarry – Liaise with Summerleaze Ltd over the operation of the quarry and ensure protection of Burnham Beeches from harm. Carry out associated monitoring. Staff at Burnham Beeches have also continued to liaise with Summerleaze Ltd over the operation of the nearby quarry to ensure protection of Burnham Beeches from harm. Carry out associated monitoring.  Events & Social media - Continue to work with the community to deliver the annual events programme. Expand social media activity to increase the number of people following accounts and attending events. Social media activity has expanded and the number of people following accounts has increased by over 100% in the last year. Events have continued to be well attended and in particular visits by school children and students have doubled since 2015. The Beeches, as ever, has been a focus for numerous community events and activities with several each week throughout the year.

 Interpretation – Review signs and information boards on Stoke Common and plan future improvements. Design work for new information boards on Stoke Common was completed.

 Friends of Stoke Common - Assist work parties and recruitment drive for more volunteers. Encourage help with monitoring key species of plants and animals. The friends of Stoke Common were supported in providing varied programme of activities and events during the year attracting a number of new volunteers. The events ranged from practical habitat management tasks to an open day and site visit to another heathland site nearby to see how the work at the common compares with other site in the area. They also carried out the annual whole site reptile survey and volunteers aided with vegetation monitoring across the common.

 City of London (Open Spaces) Bill – Parliamentary process continues in 2017/18. The Bill received Royal Assent in early March 2018, and a range of work will now be taking place to deliver the projects with which this will assist.

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Page 197 BURNHAM BEECHES AND STOKE COMMON Trustee’s Annual Report for the year ended 31 March 2018

5. Financial Review Review of financial position Income of £168,877 (2016/17: £205,323) was received, donations and legacies including grant income of £51,626 (2016/17: £73,962), donations of £15,913 (2016/17: £20,003), interest of £550 (2016/17: £583) and income from charitable activities comprising sales of £143 (2016/17: £50), fees and charges of £65,448 (2016/17: £72,498) and rental income of £35,197 (2016/17: £38,227). The contribution towards running costs of the charity amounted to £822,011 (2016/17: £681,773). This cost was met by the City of London Corporation’s City’s Cash.

Reserves Policy The charity is wholly supported by the City of London Corporation which is committed to maintain and preserve Burnham Beeches and Stoke Common out of its City’s Cash Funds. These Funds are used to meet the deficit on running expenses on a year by year basis. Consequently, this charity has no free reserves and a reserves policy is therefore inappropriate.

Investment Policy The charity itself has no underlying supporting funds or investments and therefore there is no investment policy.

Going Concern The Trustee considers the Commons to be a going concern. Please see Note 1(b) to the Financial Statements. 6. Plans for Future Periods The key targets for 2018/19 are to:  Stoke Common – a new 10 year management plan for the common is required by the 1st of January 2019. This will be produced this year following consultation with variety of stakeholders including Natural England, site visitors, local communities and wildlife interest groups.

 Countryside Stewardship – Funding under existing environmental grant schemes ends at both Burnham Beeches and Stoke Common in 2018. Applications for the new Countryside Stewardship scheme will be made, for both sites, during the year ready to start in 2019.  East Burnham Quarry – Liaise with Summerleaze Ltd over the operation of the quarry and ensure protection of Burnham Beeches from harm. Carry out associated monitoring.

 Impact of development – Continue to work with South Bucks District Council and Natural England to obtain the best protection possible from development pressure through the local plan. Liaise with other neighbouring authorities regarding their plans. A Particular focus will be on air quality issues.

 Interpretation – Install new information boards on Stoke Common

A2-7 Page 198 BURNHAM BEECHES AND STOKE COMMON Trustee’s Annual Report for the year ended 31 March 2018

6. Plans for Future Periods (continued)

 Grazing – The 163 Ha grazing area at Burnham Beeches will be reviewed as part of the vision to graze as much of the remaining un-grazed 60 ha as possible by 2020

 Veteran Trees. - Carry out clearance & reduction work as per work programme and increase effort on squirrel control to ensure reduction in damage on old pollards.

 Young pollards. - A new 10-year work programme will be compiled for working on the young pollarded trees. The annual programme of cutting on young pollards will be delivered as per the new plan.

 Ponds – use a range of technique to investigate the outflow area middle pond to allow any necessary repairs to be undertaken.

7. Statement of Trustee’s Responsibilities

The Trustee is responsible for preparing the Trustee’s Report and the financial statements in accordance with the Charities Act 2011 and Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) effective from 1 January 2015. The law applicable to charities in England & Wales requires the Trustee to prepare financial statements for each financial year which give a true and fair of the state of affairs of the charity and of the incoming resources of the charity for the period. In preparing these financial statements the Trustee is required to:

 select suitable accounting policies and then apply them consistently;  observe the methods and principles in the Charities SORP;  make judgments and estimates that are reasonable and prudent;  state whether applicable accounting standards have been followed; and  prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business.

The Trustee is responsible for keeping proper accounting records that discloses with reasonable accuracy at any time the financial position of the charity and enable the Trustee to ensure that the financial statements comply with the Charities Act 2011, the applicable Charities (Accounts and Reports) Regulations, and the provisions of the trust deed. The Trustee is also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

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Page 199 BURNHAM BEECHES AND STOKE COMMON Trustee’s Annual Report for the year ended 31 March 2018

8. Adopted and signed for and on behalf of the Trustee on 13 November 2018.

Jeremy Paul Mayhew MA MBA Jamie Ingham Clark Chairman of Finance Committee Deputy Chairman of Guildhall, London Finance Committee Guildhall, London

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Page 200 INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF BURNHAM BEECHES AND STOKE COMMON

Opinion We have audited the financial statements of Burnham Beeches and Stoke Common for the year ended 31 March 2018 which comprise the Statement of Financial Activities, Balance Sheet, and notes to the financial statements, including a summary of significant accounting policies. The financial reporting framework that has been applied in their preparation is applicable law and United Kingdom Accounting Standards, including FRS 102 “The Financial Reporting Standard applicable in the UK and Republic of Ireland” (United Kingdom Generally Accepted Accounting Practice). In our opinion the financial statements:

 give a true and fair view of the state of the charity’s affairs as at 31 March 2018 and of its incoming resources and application of resources, for the year then ended;

 have been properly prepared in accordance with United Kingdom Generally Accepted Accounting Practice; and

 have been prepared in accordance with the requirements of the Charities Act 2011. Basis for opinion We conducted our audit in accordance with International Standards on Auditing (UK) (ISAs (UK)) and applicable law. Our responsibilities under those standards are further described in the Auditor’s responsibilities for the audit of the financial statements section of our report. We are independent of the charity in accordance with the ethical requirements that are relevant to our audit of the financial statements in the UK, including the FRC’s Ethical Standard, and we have fulfilled our ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. Conclusions relating to going concern We have nothing to report in respect of the following matters in which the ISAs (UK) require us to report to you where:

 the trustee’s use of the going concern basis of accounting in the preparation of the financial statements is not appropriate, or

 the trustee has not disclosed in the financial statements any identified material uncertainties that may cast significant doubt about the charity’s ability to continue to adopt the going concern basis of accounting for a period of at least twelve months from the date when the financial statements are authorised for issue. Other information The trustee is responsible for the other information. The other information comprises the information included in the annual report, other than the financial statements and our auditor’s report thereon. Our opinion on the financial statements does not cover the other information and, except to the extent otherwise explicitly stated in our report, we do not express any form of assurance conclusion thereon. In connection with our audit of the financial statements, our responsibility is to read the other information and, in doing so, consider whether the other information is materially inconsistent with the financial statements or our knowledge obtained in the audit or otherwise appears to be materially misstated.

A2-10Page 201 INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF BURNHAM BEECHES AND STOKE COMMON CHARITY (CONTINUED)

If we identify such material inconsistencies or apparent material misstatements, we are required to determine whether there is a material misstatement in the financial statements or a material misstatement of the other information. If, based on the work we have performed, we conclude that there is a material misstatement of this other information, we are required to report that fact. We have nothing to report in this regard. Matters on which we are required to report by exception We have nothing to report in respect of the following matters where the Charities Act 2011 requires us to report to you if, in our opinion:

 the information given in the Trustee’s Annual Report is inconsistent in any material respect with the financial statements; or

 sufficient accounting records have not been kept; or

 the financial statements are not in agreement with the accounting records and returns; or

 we have not received all the information and explanations we require for our audit. Responsibilities of the trustee As explained more fully in the Trustee’s Responsibilities Statement set out on page 8, the trustee is responsible for the preparation of the financial statements and for being satisfied that they give a true and fair view, and for such internal control as the trustee determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. In preparing the financial statements, the trustee is responsible for assessing the charity’s ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless the trustee either intend to liquidate the charity or to cease operations, or have no realistic alternative but to do so. Auditor’s responsibilities for the audit of the financial statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor’s report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with ISAs (UK) will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these financial statements. A further description of our responsibilities for the audit of the financial statements is located on the Financial Reporting Councils website at: www.frc.org.uk/auditorsresponsibilities. This description forms part of our auditor’s report.

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Page 202 INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF BURNHAM BEECHES AND STOKE COMMON CHARITY (CONTINUED)

Use of our report This report is made solely to the charity’s trustee, as a body, in accordance with Chapter 3 of Part 8 of the Charities Act 2011 and regulations made under section 154 of that Act. Our audit work has been undertaken so that we might state to the charity’s trustee those matters we are required to state to them in an auditor’s report and for no other purpose. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than the charity and it’s trustee as a body, for our audit work, for this report, or for the opinions we have formed.

Heather Wheelhouse, Senior Statutory Auditor For and on behalf of Moore Stephens LLP, Statutory Auditor

150 Aldersgate Street London EC1A 4AB Moore Stephens LLP is eligible to act as an auditor in terms of section 1212 of the Companies Act 2006

Date: 13 November 2018

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Page 203 BURNHAM BEECHES AND STOKE COMMON Statement of Financial Activities for the year ended 31 March 2018 Notes Unrestricted Funds General Designated 2017/18 2016/17 Fund Fund £ £ £ £

Income and Endowments Donations and legacies 67,539 - 67,539 93,965

Charitable activities 100,788 - 100,788 110,775

Grant from City of London Corporation 822,011 - 822,011 681,773

Investments 550 - 550 583

Total 4 990,888 - 990,888 887,096

Expenditure on

Charitable activities 990,888 18,148 1,009,036 905,244

Total 5 990,888 18,148 1,009,036 905,244

Net (outgoing) resources for the financial year. - (18,148) (18,148) (18,148)

Reconciliation of funds:

Total funds brought forward 12 - 767,355 767,355 785,503 Total funds carried forward 12 - 749,207 749,207 767,355

All operations are continuing.

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Page 204 BURNHAM BEECHES AND STOKE COMMON Balance Sheet as at 31 March 2018

Notes 2017/18 2016/17 £ £ Fixed Assets Tangible Fixed Assets 9 621,045 639,193

Current Assets Debtors 10 39,408 99,068 Cash at bank and in hand 140,176 76,934 179,584 176,002

Creditors: Amounts falling due within one year 11 (51,422) (47,840)

Net Current Assets 128,162 128,162

Total Assets less Current Liabilities 749,207 767,355

The Funds of the Charity Unrestricted Income Fund Designated Fund 12 749,207 767,355 Total Charity Funds 749,207 767,355

Approved and signed for and on behalf of the Trustee

The Notes at pages 14 to 25 form part of these accounts.

Dr Peter Kane Chamberlain of London 13 November 2018

Page 205 A2- 14 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018

1. Accounting Policies The following accounting policies have been applied consistently throughout the year and in the preceding year in dealing with items which are considered material in relation to the charity’s financial statements.

a) Basis of Preparation Burnham Beeches and Stoke Common are a public benefit entity and the financial statements have been prepared to give a ‘true and fair’ view and have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provide a ‘true and fair’ view. This departure has involved following Accounting and Reporting by Charities preparing their financial statements in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) issued on 16 July 2014 rather than the Accounting and Reporting by Charites: Statement of Recommended Practice effective from 1 April 2005, which has since been withdrawn.

b) Going Concern The governing documents place an obligation on the City of London Corporation to preserve the open space for the benefit of the public. The City of London Corporation is committed to fulfilling this obligation which is reflected through its proactive management of, and ongoing funding for, the services and activities required. The funding is provided from the City of London Corporation’s City’s Cash which annually receives considerable income from its managed funds and property investments. Each year a medium term financial forecast is prepared for City’s Cash. The latest forecast to the period 2021/22 anticipates that adequate funding will be available to enable the Trust to continue to fulfil its obligations. On this basis the Trustee considers the Trust to be a going concern for the foreseeable future.

c) Statement of Cash Flows The Trust has taken advantage of the exemption in FRS102 (paragraph 1.12b) from the requirement to produce a statement of cash flows on the grounds that it is a qualifying entity. Statement of Cash Flows is included within the City’s Cash Annual Report and Financial Statements 2018 which is publicly available and can be found at www.cityoflondon.gov.uk.

d) Fixed Assets Heritage Land and Associated Buildings Burnham Beeches comprises 219 hectares (540 acres) and Stoke Common covers an area of 80 hectares (198 acres) of land located in Buckinghamshire, to the West of London, together with associated buildings. The objects of the charity are the preservation in perpetuity by the Corporation of London of the Open Spaces known as Burnham Beeches and Stoke Common, for the perpetual use thereof by the public for recreation and enjoyment. Burnham Beeches and Stoke Common are considered to be inalienable (i.e. may not be disposed of without specific statutory powers). The land and the original associated buildings are considered to be heritage assets. In respect of the original land and buildings, cost or valuation amounts are not included in these accounts as reliable cost information is not available and a significant cost would be involved in the reconstruction of past accounting records, or in the valuation, which would be onerous compared to the benefit to the users of these accounts. A2-15 Page 206 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018

1. Accounting Policies (continued) d) Fixed Assets (continued)

Tangible Fixed Assets These are included at historic cost less depreciation on a straight line basis to write off their costs over their estimated useful lives and less any provision for impairment. Land is not depreciated and other fixed assets are depreciated from the year following that of their acquisition. Typical asset lives are as follows: Years Operational buildings 30 to 50 Improvements and refurbishments to buildings up to 30

e) Recognition of capital expenditure Expenditure on the acquisition, creation or enhancement of property, plant and equipment is capitalised provided that the expenditure is material (generally in excess of £50,000) and the asset yields benefits to the City of London, and the services it provides, for a period of more than one year. This excludes expenditure on routine repairs and maintenance of fixed assets which is charged directly within service costs. f) Income Recognition All income is recognised once the charity has entitlement to the income, it is probable that the income will be received and the amount of income receivable can be measured reliably.

g) Volunteers No amounts are included in the Statement of Financial Activities for services donated by volunteers, as this cannot be quantified.

h) Grants receivable Income from grants is recognised when there is evidence of entitlement to the grant, receipt is probable and its amount can be measured reliably. To this end, evidence of entitlement is assumed to exist when the formal offer of funding is communicated in writing to the Charity. Where there is a performance condition attached to the grant, entitlement is only recognised when the conditions have been met.

i) Contribution from City’s Cash The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charity and also provides grant funding for certain capital works and this income is recognised in the Statement of Financial Activities when it is due from the City of London Corporation’s City’s Cash.

j) Rental income Rental income is included within charitable activity income for the year under Income and Endowments

k) Expenditure Recognition Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that settlement will be required and the amount of the obligation can be measured reliably.

A2-16 Page 207 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018

1. Accounting Policies (continued)

l) Allocation of costs between different activities The City of London Corporation charges staff costs to the charitable activity costs on a time spent basis. Associated office accommodation is charged out proportionately to the square footage used. All other costs are charged directly to the charitable activity. m) Pension Costs Staff are employed by the City of London Corporation and are eligible to contribute to the City of London Local Government Pension Fund, which is a funded defined benefits scheme. The estimated net deficit on the Fund is the responsibility of the City of London Corporation as a whole, as one employer, rather than the specific responsibility of any of its three main funds (City Fund, City’s Cash and Bridge House Estates) or the trusts it supports. The Fund’s estimated net liability has been determined by independent actuaries in accordance with FRS102 as £592.6m as at 31 March 2018 (£597.9m as at 31 March 2017). Since this net deficit is apportioned between the accounts of the City of London’s three main funds, the charity’s Trustees do not anticipate that any of the liability will fall on the charity. The charity is unable to identify its share of the pension scheme assets and liabilities and therefore the Pension Fund is accounted for as a defined contribution scheme in the accounts.

The costs of the pension scheme charged to the charity are the employer’s contributions disclosed in Note 7 and any employer’s pension contributions within support services costs as disclosed at Note 6. A triennial valuation was undertaken as of 31 March 2016 and as a result the employer’s contribution rate to be adopted for the financial years 2017/18, 2018/19, and 2019/20 has been set at 21% (2016/17:17.5%). There are no outstanding or pre-paid contributions at the balance sheet date.

n) Fund Accounting The Trust may, at the Trustee’s discretion, set aside funds, which would otherwise form part of general funds, for particular purposes. These funds are known as designated funds. The purpose of these funds are described in Note 12 to the accounts.

2. Tax Status of the Charity Burnham Beeches and Stoke Common are registered charities and as such their charitable income and gains are exempt from income tax to the extent that they are applied to their charitable objectives.

3. Indemnity Insurance The City of London Corporation takes out indemnity insurance in respect of all its activities. The charity does not contribute to the cost of that insurance.

A2-17 Page 208 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018

4. Income and Endowments Income and endowments are comprised as follows:

2017/18 2016/17 £ £ Income and Endowments Donations and Legacies 15,913 20,003 Grants 51,626 73,962 Grant from City of London 822,011 681,773 Investments 550 583

890,100 776,321 Income from Charitable Activities Sale of goods, products and materials 143 50 Fees and Charges 65,448 72,498 Rental Income 35,197 38,227

100,788 110,775 Total 990,888 887,096

Donations and Legacies

Donations of £15,913 were received from various individuals in 2017/18 (2016/17: £20,003).

Grants

Grants were received from the Rural Payments Agency and amounted to £51,626 (2016/17: £73,962).

Grant from City of London Corporation The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charity.

Fees and Charges Fees and charges are in respect of film, refreshment licences and car parking income.

A2-18 Page 209 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018

5. Expenditure

Expenditure is analysed between activities undertaken directly and support costs as follows:

Activities Support undertaken 2017/18 2016/17 costs directly £ £ £ £ Charitable activity Preservation of Burnham Beeches and 876,639 132,397 1,009,036 905,244 Stoke Commo Common

Total 876,639 132,397 1,009,036 905,244

Expenditure on charitable activities includes labour, premises costs, equipment, materials and other supplies and services incurred as the running costs of Burnham Beeches and Stoke Common.

Auditor’s remuneration and fees for external financial services Moore Stephens are the auditors of the City of London City’s Cash. The City of London Corporation does not attempt to apportion the audit fee between all the different charities but prefers to treat it as part of the cost to their private funds. No other external professional services were provided for the charity during the year or in the previous year.

Trustee’s expenses Members of the City of London Corporation are unpaid and do not receive allowances in respect of City of London Corporation activities in the City. However, Members may claim travelling expenses in respect of activities outside the City and receive allowances in accordance with a scale when attending a conference or activity on behalf of the City of London Corporation. No expenses have been claimed in the year. (2016/17: £Nil).

6. Support Costs The cost of administration which includes the salaries and associated costs of officers of the City of London Corporation, together with premises and office expenses, is allocated by the City of London Corporation to the activities under its control, including this charity, on the basis of employee time spent on the respective services. These expenses include the cost of administrative and technical staff and external consultants who work on a number of the City of London Corporation’s activities.

A2-19 Page 210 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018 6. Support Costs (continued) Support costs allocated by the City of London Corporation to the charitable activity are derived as follows:

Charitable 2017/18 2016/17 activities £ £ £ Department Chamberlain (inc CLPS) 25,048 25,048 19,858 Comptroller & City Solicitor 9,424 9,424 8,099 Open Spaces Directorate 12,855 12,8559,424 17,774 Town Clerk 18,718 18,718 17,816 City Surveyor 27,750 27,750 21,621 Information Systems 32,744 32,744 27,585 Other governance and support costs 5,858 5,858 6,500 Total support costs 132,397 132,397 119,253

The main support services provided by the City of London Corporation are:

Chamberlain Accounting services, insurance, cashiers, revenue collection, payments, financial systems and internal audit. Comptroller and City Property, litigation, contracts, public law and administration of Solicitor commercial rents and City of London Corporation records. Open Spaces Directorate Expenditure incurred by the Directorate, which is recharged to all Open Spaces Committees under the control of the Director of Open Spaces. The apportionments are calculated on the basis of budget resources available to each Open Space charity.

Town Clerk Committee administration, management services, personnel services, public relations, printing and stationery, emergency planning. City Surveyor Work undertaken on the management of the Estate properties, surveying services and advice, supervising and administering repairs and maintenance. Information Systems The support and operation of the City of London Corporation’s central and corporate systems on the basis of usage of the systems; the provision of “desktop” and network support services and small IS development projects that might be required by the charity.

Other governance costs These include the cost of publishing the annual report and financial statements, and the allocation of public relations activities on behalf of the charity. A2-20 Page 211 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018

7. Staff Numbers and Costs The average actual number of staff employed by the City of London Corporation charged to Burnham Beeches and Stoke Common Trust is 13 (2016/17: 13) at a cost of £495,193 (2016/17: £462,759). The table below sets out the employment costs and the number of average actual staff charged directly to the charity.

Employer’s Employer’s No of Gross National Pension Total employees Pay Insurance Contribution £ £ £ £ 2017/18 Charitable activities 13 375,416 34,510 85,267 495,193 2016/17 Charitable activities 13 359,448 35,599 67,712 462,759

There were no employees whose total employee benefits were above the £60,000 threshold (2016/17 nil).

The Trust considers its key management personnel comprise the Trustees and the Director of Open Spaces who manages the seven open spaces funded by the City of London Corporation. The proportion of the Director’s employment benefits, including employer pension contributions, allocated to this charity amounted to £3,566 in 2017/18 (2016/17: £4,757). Trustees are unpaid and do not receive allowances.

Support is also provided by other chief officers and their departments from across the City of London Corporation, including the Town Clerk and Chief Executive, Chamberlain, Comptroller and City Solicitor and City Surveyor.

8. Heritage Assets Since 1880 the primary purpose of the charity has been the preservation of Burnham Beeches for the recreation and enjoyment of the public. On 12 September 2011 this was extended to cover Stoke Common. As set out in Note 1(d), the original heritage land and buildings are not recognised in the Financial Statements.

Policies for the preservation and management of Burnham Beeches and Stoke Common are contained in the Burnham Beeches and Stoke Common Conservation Management Plan 2010. Records of heritage assets owned and maintained by Burnham Beeches and Stoke Common can be obtained from the Director of Open Spaces at the principal address as set out on page 2.

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Page 212 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018

9. Tangible Fixed Assets At 31 March 2018 the net book value of tangible fixed assets relating to direct charitable purposes amounted to £621,045 (31 March 2017: £639,193) as set out below.

Land and Total Buildings £ £ Cost At 1 April 2017 and 31 March 2018 835,256 835,256

Accumulated depreciation At 1 April 2017 196,063 196,063 Charge for year 18,148 18,148 At 31 March 2018 214,211 214,211

Net book values At 31 March 2018 621,045 621,045 At 31 March 2017 639,193 639,193

10. Debtors Debtors consist of amounts owing to the charity due within one year.

2017/18 2016/17 £ £ Rental Debtors 4,622 5,847 Recoverable VAT 4,587 9,486 Other Debtors 941 3,131 Sundry Debtors 26,283 75,400 Prepayments 2,975 5,204 Total at 31 March 39,408 99,068

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Page 213 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018 11. Creditors Creditors consist of amounts due within one year. The creditors figure consists of the following amounts:

2017/18 2016/17 £ £ Trade Creditors 5,380 8,935 Accruals 25,388 18,491 Other Creditors 2,508 1,252 Receipts In Advance 6,396 7,412 Rent Deposits 11,750 11,750 Total at 31 March 51,422 47,840

12. Burnham Beeches and Stoke Common Analysis of Net Assets by Fund at 31 March 2018

Unrestricted Funds General Designated 2018 2017 Fund Fund £ £ £ £ Fixed Assets Tangible Fixed Assets - 621,045 621,045 639,193 Total Fixed Assets - 621,045 621,045 639,193 Current Assets 51,422 128,162 179,584 176,002 Current Liabilities (51,422) - (51,422) (47,840) Total Net Assets - 749,207 749,207 767,355

13. Movement of Funds during the year to 31 March 2018

Fund Income Expenditure Transfers Gains Fund balances & balances Brought Losses Carried forward forward

Unrestricted Funds General Fund - 990,888 (990,888) - - - Designated Fund ------Stoke Common 128,162 - - - - 128,162 Capital Adjustment Account 639,193 - (18,148) - - 621,045

Total Funds 767,355 990,888 (1,009,036) - - 749,207

A2-23 Page 214 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018

13. Movement of Funds during the year to 31 March 2018 (continued)

Unrestricted funds General Fund The General Fund has a balance of nil as the operating deficit of the charity is financed by the City of London Corporation.

Designated funds Stoke Common Stoke Common was acquired by the City of London from South Bucks District Council on 31 October 2007.

On 12 September 2011 the assets and liabilities of Stoke Common were transferred to Burnham Beeches and Stoke Common. £109,872 was transferred being the balance of the lump sum from South Buckinghamshire District Council with the current balance including interest as at 31 March 2018 being £128,162. The lump sum from South Bucks District Council is to fund on- going maintenance costs of Stoke Common.

Capital Adjustment Account Capital Adjustment Account consists of funds equal to the value of fixed assets at historic cost less accumulated depreciation in accordance with Note 1 (d).

14. Related Party Transactions The City of London Corporation as well as being the Trustee also provides management, surveying and administrative services for the charity. The costs incurred by the City of London Corporation in providing these services are charged to the charity. The City of London Corporation also provides banking services, charging all transactions to the charity at cost and crediting or charging interest at a commercial rate. The cost of these services is set out in the Statement of Financial Activities under “Expenditure on Charitable Activities” and an explanation of these services is set out in Note 6 for support costs of £132,397 (2016/17: £119,253). The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charity. This amounted to £822,011 (2016/17: £681,773) as shown in Note 4 to the financial statements.

The City of London Corporation is also the Trustee of a number of other charitable trusts. These trusts do not undertake transactions with Burnham Beeches and Stoke Common. A full list of other charitable trusts of which the City of London Corporation is Trustee is available on application to the Chamberlain of the City of London.

Members of the City of London Corporation responsible for managing the Trust are required to comply with the Relevant Authority (model code of conduct) Order 2001 issued under the Local Government Act 2000 and the City of London Corporation’s guidelines which require that:

 Members sign a declaration agreeing to abide by the City of London Corporation’s code of conduct;  a register of interests is maintained;  pecuniary and non-pecuniary interests are declared during meetings; and  Members do not participate in decisions where they have an interest. Page 215 A2-24 BURNHAM BEECHES AND STOKE COMMON Notes to the Financial Statements for the year ended 31 March 2018

14. Related Party Transactions (continued)

There are corresponding arrangements for staff to recognise interests and avoid possible conflicts of those interests.

In this way, as a matter of policy and procedure, the City of London Corporation ensures that Members and officers do not exercise control over decisions in which they have an interest. There are no material transactions with organisations related by virtue of Members and Officers interests which require separate reporting. Transactions are undertaken by the Trust on a normal commercial basis.

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Page 216 Agenda Item 19

Committee(s) Dated:

Epping Forest and Commons – For Information 19/11/2018

Subject: Public 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: For Information The Chamberlain Report author: Derek Cobbing

Summary

The Trustee’s Annual Report and Financial Statements for the Year Ended 31 March 2018 for West Wickham Common and Spring Park Wood, Coulsdon and Other Commons are presented in the format required by the Charity Commission.

Recommendation(s)

Members are asked to:

 Note the report.

Main Report

1. The Trustee’s Annual Report and Financial Statements, in the format that is required by the Charity Commission, are presented for information. The draft accounts were circulated to your Chairman and Deputy Chairman. Subsequently the accounts have been signed on behalf of the Trust by the Chairman and Deputy Chairman of the Finance Committee and have been audited.

2. Following the review of the charities for which the City is responsible a report to your Committee on 10th May 2010 detailed key reports that should be presented to your Committee in future. The Trustees Annual Report and Financial Statements was one of these reports. Information from these statements will form the Annual return to the Charity Commission.

3. Much of the information contained within the Annual Report and Financial Statements has already been presented to your Committee via budget and outturn reports.

Page 217 Appendices

 Appendix 1 – Report and Financial Statements for the year ending 31st March 2018 (West Wickham Common and Spring Park Wood, Coulsdon and other Commons)

Derek Cobbing Chamberlains department

T: 020 7332 3519 E: [email protected]

Page 218 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS

REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2018

Charity Numbers 232988 and 232989

Page 219 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

Contents Page

Trustee’s Annual Report 2-9

Independent Auditor’s Report 10-12

Statement of Financial Activities 13

Balance Sheet 14

Notes to the Financial Statements 15-27

PageA7-1 220 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS

Trustee’s Annual Report for the year ended 31 March 2018 1. Reference and Administration Details Charity Name: West Wickham Common And Spring Park Wood Coulsdon and Other Commons

Registered Charity Numbers: 232988 and 232989

Principal Address: Guildhall, London EC2P 2EJ

Trustee: The City of London Corporation

Chief Executive: The Town Clerk of the City of London Corporation

Treasurer: The Chamberlain of London

Solicitor: The Comptroller and City Solicitor

Banker: Lloyds Bank plc City Office, PO Box 72 Bailey Drive Gillingham, Kent ME8 OLS

Auditor: Moore Stephens LLP 150 Aldersgate Street London EC1A 4AB

2. Structure, Governance and Management The Governing Document and constitution of the charities The governing document is the Corporation of London (Open Spaces) Act 1878. The charities are constituted as charitable trusts.

Trustee Selection methods The Mayor and Commonalty and Citizens of London known as the City of London Corporation is the Trustee of West Wickham Common and Spring Park Wood Coulsdon and Other Commons. Elected Aldermen and Members of the City of London Corporation are appointed to the Epping Forest and Commons Committee governing West Wickham Common and Spring Park Wood Coulsdon and Other Commons by the Court of Common Council of the City of London Corporation.

Policies and procedures for the induction and training of Trustee The City of London Corporation makes available to its Members, seminars and briefings on various aspects of the City’s activities, including those concerning West Wickham Common and Spring Park Wood Coulsdon and Other Commons, as it considers necessary to enable the Members to efficiently carry out their duties.

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2. Structure, Governance and Management (continued) Organisational structure and decision making process The Committee governing the charities’ activities is noted above. The Committee is ultimately responsible to the Court of Common Council of the City of London. The decision making processes of the Court of Common Council are set out in the Standing Orders and Financial Regulations governing all the Court of Common Council’s activities. The Standing Orders and Financial Regulations are available from the Town Clerk at the principal address.

The Charity Governance Code was published in July 2017. The Trustee is supportive of the Code and its aim to assist in the development of high standards of governance throughout the charity sector. At this early point after the release of the Code, the Trustee is currently considering application of the recommended practice to the work of the West Wickham Common and Spring Park Wood Coulsdon and Other Commons charity.

Details of related parties and wider networks Details of any related party transactions are disclosed in Note 15 of the Notes to the financial statements.

Key management personnel remuneration The Trust considers its key management personnel comprise the Trustees and the Director of Open Spaces who manages the seven open spaces funded by the City of London Corporation.

Support is also provided by other chief officers and their departments from across the City of London Corporation, including the Town Clerk and Chief Executive, Chamberlain, Comptroller and City Solicitor and City Surveyor.

The pay of the Director of Open Spaces is reviewed annually in-line with any uplift awarded to employees across the City of London Corporation. The City of London Corporation is committed to attracting, recruiting and retaining skilled people and rewarding employees fairly for their contribution. As part of this commitment, staff are regularly appraised and, subject to performance, eligible for contribution pay and recognition awards. If recruitment or retention of staff proves difficult, consideration is given to the use of market forces supplements in order to increase pay to a level that is competitive relative to similar positions in other organisations. Risk identification The Trustee is committed to a programme of risk management as an element of its strategy to preserve the charities’ assets, enhance productivity for service users and members of the public and protect the employees.

In order to embed sound practice a Risk Management Group has been established in the City of London Corporation to ensure that risk management policies are applied, that there is an ongoing review of risk management activity and that appropriate advice and support is provided to Members and officers.

The City of London Corporation has approved a strategic risk register for all of its activities. This register helps to formalise existing processes and procedures and enables the City of London Corporation to further embed risk management throughout the organisation. Page 222 A7-3 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Trustee’s Annual Report for the year ended 31 March 2018

2. Structure, Governance and Management (continued) Risks identification (continued)

A key risk register has been prepared for the charities and has been reviewed by the Committee acting on behalf of the Trustee. It identifies the potential impact of key risks and the measures which are in place to mitigate such risks.

There are 9 risks which have been identified as affecting all the Open Spaces of which 8 relate to the “green spaces”. These are:  Animal, Plant and Tree Diseases;  Extreme weather;  Poor repair and maintenance of buildings;  Impact of Housing /Highways Development;  Ensuring the health and safety of staff, contractors and the public;  Maintaining the City’s water bodies;  IT System Failure; and  Reputational Risk Associated with Efficiency Changes

There is a system in place for monitoring each of these risks and mitigating actions are undertaken including training, strengthening controls and plans of action.

These risks are then broken down into more site specific risks in each areas own risk register, together with any risks that only relate to that site.

Risks which are specific to West Wickham  Kenley Revival Project – Glider operations (Kenley Airfield) – Safe operating procedures (SOP) by RAF and Surrey Hills Gliding Club (SHGC) to prevent incursions on to airfield by members of the public during flying operations. Lack of adequate security measures could lead to death, injury, damage to corporation reputation, site closure and potential loss of Heritage Lottery Funding (HLF) funding. City of London (CoL) officers have raised the risk with RAF and SHGC. Action to ensure safe operations have been agreed and operations are monitored by CoL until safe operating procedures are seen to be effective and maintained as such. New MOD signage installed and Safety Board meetings active to achieve SOP.

 Rural Payments Agency (RPA) Grants – Revisions to the EU Common Agricultural Policy (CAP), transition to Basic Payment Scheme (BPS) and UK interpretation and tightening up of eligibility criteria may lead to a possible reduction in direct funding to deliver agricultural/conservation related services. This could potentially lead to a reduction/loss of biodiversity and grazing. By ensuring that the completion of claims is monitored and that works are carried out in line with guidance from inspections it is hoped to minimise loss of grant. The possible loss of funding post Brexit has been flagged with the City of London.

3. Objectives and Activities for the Public Benefit The Trustee has due regard to the Charity Commission’s public benefit guidance when setting objectives and planning activities.

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Trustee’s Annual Report for the year ended 31 March 2018

3. Objectives and Activities for the Public Benefit (continued)

The objects of West Wickham Common and Spring Park Wood are the preservation in perpetuity by the Corporation of London of the Open Spaces known collectively as West Wickham Common and Spring Park Wood for the recreation and enjoyment of the public. The charities are managed and accounted for as one unit. It is therefore not possible to produce separate reports and financial statements relating to the individual charities.

These charities are operated as part of the City of London Corporation’s City’s Cash. The City of London Corporation is committed to fund the ongoing net operational costs of the charity in accordance with the purpose which is the preservation in perpetuity of the Open Spaces known collectively as West Wickham Common and Spring Park Wood, or for Coulsdon and Other Commons the preservation in perpetuity of the Open Spaces known collectively as Coulsdon Commons for the recreation and enjoyment of the public.

4. Achievements and Performance Significant developments for 2017/18: The West Wickham Common and Spring Park Wood charity and the Coulsdon and other Commons charity are part of ‘The Commons’ Division of the Open Spaces Department. In addition to managing the Spring Parks Woods charity and the Coulsdon and other Commons charity, the division is also responsible for Ashtead Common, Burnham Beeches and Stoke Common.

There is currently a vacant post for a Livestock Ranger and subsequently the pregnant livestock were overwintered and calved at Epping this year with 11 calves born to the herd which is slightly less than last year but still possibly considered a healthier success rate than using artificial insemination techniques.

The combined Entry Level and Higher Level Stewardship Scheme continue to significantly enhance the capacity of the West Wickham and Coulsdon Commons team to deliver an effective and sustainable programme of conservation management projects across the seven commons. Referred to as the Environmental Stewardship Scheme (ESS), the agreement with Natural England was signed on 21 March 2011 and covers a period of 10 years. ESS provides incentive payments to manage land to protect or restore habitats.

Volunteering opportunities are provided via five directly managed groups undertaking work across all seven Open Spaces; ‘New Hillbillies’ (Farthing Downs and New Hill), Kenley Volunteers, Coulsdon Common Volunteers, Riddlesdown Volunteers and the ‘WWaSP’s’ (West Wickham Common and Spring Park). Volunteer numbers were boosted by contributions from other groups including the Trust for Conservation Volunteers (TCV), Croydon Conservation Volunteers, Riddlesdown Collegiate and corporate volunteer groups to achieve a total of 6,468 volunteer hours across the sites. This compares with approximately 6,324 hours achieved during the previous twelve months.

The diversity of the commons and extended catchment makes the West Wickham & Coulsdon Commons ideally placed to offer an exciting and varied programme of interpretative activities to enrich and enhance the visitor and local community experience.

Page A7-5 224 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS

Trustee’s Annual Report for the year ended 31 March 2018

4. Achievements and Performance (continued) Significant developments for 2017/18 (continued) During the year the West Wickham & Coulsdon Commons team provided more than 70 directly led walks, talks and educational events on subjects as varied as the History and Wildlife of West Wickham Common, ‘pumpkin carving’, ‘fire and food’ activities and Easter trail as well as ‘make your own Rudolph’. ‘Meet the Ranger’ events were held on all the commons throughout the year and gave visitors an opportunity to meet and chat with their local ranger team.

Key targets for 2017/18 and review of achievement The key targets for 2017/18 together with their outcomes were:  Fencing – replace 2400m of post and wire stock fence and 310m of post and rail stock fence across the Coulsdon Commons. Contractors replaced fencing along residential boundaries at Riddlesdown, Coulsdon Common and Farthing Downs. Improvements were made to existing structures on Farthing Downs where several of the straining posts had failed leaving the fence line vulnerable. A section of chain link fence was constructed along a residential boundary at Kenley Common. Additional areas of fencing were completed at the Grove on Coulsdon Common and at Famet, Riddlesdown. These areas are to enable us to continue with our programme of grazing and conservation management.

 Grasslands – restore and maintain open areas of species-rich grassland including the restoration of wood pasture on The Grove and the restoration of species rich grassland on Whyteleafe Bank and Bunker Bank on Kenley Common and Norfolk Bank, Famet, Bull Pen, Butterfly Glade and Riddlesdown quarry. As part of our obligations under our stewardship agreement, rangers, contractors and volunteers removed invasive plants such as ragwort and contributed to the overall management of our species rich grassland. We had another successful year of haymaking across the sites and we used a significant amount of the product for overwintering our cows at the Merlewood Estate Office barns.

 Scrub removal – continue scrub control in line with ESS agreement options including the restoration of successional areas in Main Common and Riddlesdown Common. We completed year 7 of our 10 year programme for scrub control across the four Coulsdon Commons as part of our obligations under environmental stewardship.

 Boundaries – review to ensure sites are protected, safety of visitors and management of landscape including the construction of ditch and bank on part of Coulsdon Common. Another 300m of ditching and banking was constructed, this time along the length of Stites Hill Road, Coulsdon Common. A further section was completed at the car park at the Fox Public House, Coulsdon Common. These measures reinstate original features and deter incursions by travellers.  Heathland – restore, maintain and monitor relic heath lying above the ancient earthworks on West Wickham Common including the removal of Holly scrub from West Wickham Common. Rangers and volunteers completed a further section of holly and scrub removal to improve development of a heathland community. There is now evidence of successful natural heather regeneration across the site and identifiable age classes and structure within the plant community. The heath at West Wickham Common is a rare and fragile community locally.

Page A7-6 225 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Trustee’s Annual Report for the year ended 31 March 2018

4. Achievements and Performance (continued) Key targets for 2017/18 and review of achievement (continued)

 Coppicing – continue the annual programme of restoring traditional management to the woodlands and is now in our sixteenth year of coppice management at Spring Park. The sweet chestnut fell in February form part of a sixteen- year coppice restoration project. The trees were last coppiced 80 years ago. Coppicing rejuvenates the trees and should extend their lives by many decades. As the chestnut regrows, other native tree species, such as willow, cherry, rowan, birch and even the occasional small leaved lime, become established, massively increasing the diversity of the former monoculture. For a few years after felling, brambles tend to dominate, but as the canopies of the chestnuts and other tree species grow back together, the brambles die away. During the first 2-3 years wildflowers such as foxglove take advantage of the extra sunlight reaching the forest floor.

 Heritage – continue to support the delivery phase of the Kenley Revival Heritage Lottery Fund (HLF) Project which is now in the final year of the three-year project. Delivery of the project is ongoing. Significant achievements during the course of the year were as follows: a) Over 9000 members of the public including schools took part in project activities; b) 1400 schoolchildren took part in Remembrance assemblies; c) 850 schoolchildren attended the Learning Festival onsite engaging in WW2 and STEM learning; d) 5000 people attended Sky Heroes event; e) 25 volunteers took part in a Community Archaeology dig; f) 623 volunteer contributions over 140 days; g) Professional fighter station network established with other key heritage sites.

 City of London (Open Spaces) Bill – currently passing through the Parliamentary process. Received Royal Assent in March 2018 and is now the Open Spaces Act 2018.

All of the above achievements enhanced the Open Space for the benefit of the public and enhanced the protection, conservation, ecology the biodiversity and heritage of our sites.

5. Financial Review Review of financial position Income from donations and legacies £577,518 (2016/17: £213,701) comprised of £575,853 (2016/17: £168,702) grants, £1,665 (2016/17: £435)donations and nil from other contributions (2016/17: £44,564). Income from charitable activites £49,178 (2016/17: £42,666) comprised £13,816 (2016/17: £7,802) sales, £3,014 (2016/17: £2,385) and £32,348 (2016/17: £32,479) from rents. The contribution towards the running costs of the charity amounted to £1,197,578 (2016/17: £1,031,153). This cost was met by the City of London Corporation’s City’s Cash grant income.

Reserves Policy The charities are wholly supported by the City of London Corporation which is committed to maintain and preserve West Wickham Common and Spring Park Wood Coulsdon and Other Commons out of its City’s Cash Funds. These Funds are used to meet the deficit on running expenses on a year by year basis. Consequently, these charities have no free reserves and a reserves policy is therefore not required.

. Page 226 A7-7 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS

Trustee’s Annual Report for the year ended 31 March 2018

Financial Review (continued)

Going Concern The Trustee considers the Commons to be going concerns. Please see Note 1(b) to the financial Statements.

6. Plans for Future Periods The key targets for 2018/19 are:  Grassland – restore open areas on Farthing Downs and New Hill to achieve ESS agreement options.

 Scrub – manage blocks of retained scrub on Farthing Downs and restore succession on New Hill.

 Boundaries – review to ensure site protected and safety of people.

 Stock fencing – carry out repair and replacement of stock fencing.

7. Statement of Trustee’s Responsibilities

The Trustee is responsible for preparing the Trustee’s Report and the financial statements in accordance with the Charities Act 2011 and Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) effective from 1 January 2015.

The law applicable to charities in England & Wales requires the Trustee to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the Trustee is required to:

 select suitable accounting policies and then apply them consistently;  observe the methods and principles in the Charities SORP;  make judgments and estimates that are reasonable and prudent;  state whether applicable accounting standards have been followed; and  prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business

The Trustee is responsible for keeping proper accounting records that discloses with reasonable accuracy at any time the financial position of the charity and enable the Trustee to ensure that the financial statements comply with the Charities Act 2011, the applicable Charities (Accounts and Reports) Regulations, and the provisions of the trust deed. The Trustee is also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

Page 227 A7-8 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS

Trustee’s Annual Report for the year ended 31 March 2018

8. Adopted and signed for on behalf of the Trustee on 13 November 2018.

Jeremy Paul Mayhew MA MBA Jamie Ingham Clark Chairman of Finance Committee Deputy Chairman of Guildhall, London Finance Committee

Page 228 A7-9 INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS

Opinion We have audited the financial statements of West Wickham Common and Spring Park Wood Couldson and Other Commons for the year ended 31 March 2018 which comprise the Statement of Financial Activities, Balance Sheet, and notes to the financial statements, including a summary of significant accounting policies. The financial reporting framework that has been applied in their preparation is applicable law and United Kingdom Accounting Standards, including FRS 102 “The Financial Reporting Standard applicable in the UK and Republic of Ireland” (United Kingdom Generally Accepted Accounting Practice). In our opinion the financial statements:

 give a true and fair view of the state of the charity’s affairs as at 31 March 2018 and of its incoming resources and application of resources, for the year then ended;

 have been properly prepared in accordance with United Kingdom Generally Accepted Accounting Practice; and

 have been prepared in accordance with the requirements of the Charities Act 2011.

Basis for opinion We conducted our audit in accordance with International Standards on Auditing (UK) (ISAs (UK)) and applicable law. Our responsibilities under those standards are further described in the Auditor’s responsibilities for the audit of the financial statements section of our report. We are independent of the charity in accordance with the ethical requirements that are relevant to our audit of the financial statements in the UK, including the FRC’s Ethical Standard, and we have fulfilled our ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. Conclusions relating to going concern We have nothing to report in respect of the following matters in which the ISAs (UK) require us to report to you where:

 the trustee’s use of the going concern basis of accounting in the preparation of the financial statements is not appropriate, or

 the trustee has not disclosed in the financial statements any identified material uncertainties that may cast significant doubt about the charity’s ability to continue to adopt the going concern basis of accounting for a period of at least twelve months from the date when the financial statements are authorised for issue.

Other information The trustee is responsible for the other information. The other information comprises the information included in the annual report, other than the financial statements and our auditor’s report thereon. Our opinion on the financial statements does not cover the other information and, except to the extent otherwise explicitly stated in our report, we do not express any form of assurance conclusion thereon.

Page 229 A7-10 INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS (CONTINUED)

In connection with our audit of the financial statements, our responsibility is to read the other information and, in doing so, consider whether the other information is materially inconsistent with the financial statements or our knowledge obtained in the audit or otherwise appears to be materially misstated. If we identify such material inconsistencies or apparent material misstatements, we are required to determine whether there is a material misstatement in the financial statements or a material misstatement of the other information. If, based on the work we have performed, we conclude that there is a material misstatement of this other information, we are required to report that fact. We have nothing to report in this regard. Matters on which we are required to report by exception We have nothing to report in respect of the following matters where the Charities Act 2011 requires us to report to you if, in our opinion:

 the information given in the Trustee’s Annual Report is inconsistent in any material respect with the financial statements; or

 sufficient accounting records have not been kept; or

 the financial statements are not in agreement with the accounting records and returns; or

 we have not received all the information and explanations we require for our audit.

Responsibilities of the trustee As explained more fully in the Trustee’s Responsibilities Statement set out on page 8, the trustee is responsible for the preparation of the financial statements and for being satisfied that they give a true and fair view, and for such internal control as the trustee determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. In preparing the financial statements, the trustee is responsible for assessing the charity’s ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless the trustee either intend to liquidate the charity or to cease operations, or have no realistic alternative but to do so. Auditor’s responsibilities for the audit of the financial statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor’s report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with ISAs (UK) will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these financial statements. A further description of our responsibilities for the audit of the financial statements is located on the Financial Reporting Councils website at: www.frc.org.uk/auditorsresponsibilities. This description forms part of our auditor’s report. Page 230 A7-11 INDEPENDENT AUDITOR’S REPORT TO THE TRUSTEE OF WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS (CONTINUED)

Use of our report This report is made solely to the charity’s trustee, as a body, in accordance with Chapter 3 of Part 8 of the Charities Act 2011 and regulations made under section 154 of that Act. Our audit work has been undertaken so that we might state to the charity’s trustee those matters we are required to state to them in an auditor’s report and for no other purpose. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than the charity and it’s trustee as a body, for our audit work, for this report, or for the opinions we have formed.

Heather Wheelhouse, Senior Statutory Auditor For and on behalf of Moore Stephens LLP, Statutory Auditor

150 Aldersgate Street London EC1A 4AB Moore Stephens LLP is eligible to act as an auditor in terms of section 1212 of the Companies Act 2006

Date: 13 November 2018

A7Page-12 231 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS

Statement of Financial Activities for the year ended 31 March 2018 Unrestricted Fund Notes 2017/18 2016/17 General Designated Fund Fund £ £ £ £ Income and endowments from: Donations and legacies 69,833 507,685 577,518 213,701 Charitable activities 49,178 - 49,178 42,666 Grant from City of London Corporation 1,197,578 - 1,197,578 1,031,153 Total 4 1,316,589 507,685 1,824,274 1,287,520

Expenditure on: Charitable activities 1,316,589 215,884 1,532,473 1,230,710 Total 5 1,316,589 215,884 1,532,473 1,230,710 Net income - 291,801 291,801 56,810

Net movement in funds - 291,801 291,801 56,810

Reconciliation of funds: Total funds brought forward 13 - 163,972 163,972 107,162

Total funds carried forward 13 - 455,773 455,773 163,972

There are no recognised gains or losses other than as shown in the statement of financial activities above. All income and expenditure derive from continuing activities.

A7-13 Page 232 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS

Balance Sheet as at 31 March 2018

Notes 2017/18 2016/17 £ £ Fixed Assets

Heritage Assets 8 418,248 - Tangible Assets 9 9,685 124,798 Intangible Assets 10 27,840 - 455,773 124,798

Current Assets Debtors 11 69,978 66,591 Cash at bank and in hand 55,227 99,067 125,205 165,658

Creditors: Amounts falling due within one year 12 (125,205) (126,484)

Net Current Assets - 39,174

Total Assets Less Current Liabilities 455,773 163,972

The funds of the charity Unrestricted income fund

Designated Funds 13 445,773 163,972

Total Charity Funds 445,773 163,972

Approved and signed for and on behalf of the Trustee

The Notes at pages 15 to 27 form part of these accounts.

Dr Peter Kane Chamberlain of London 13 November 2018

Page A7-14 233 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018 1. Accounting Policies The following accounting policies have been applied consistently in dealing with items which are considered material in relation to the charities financial statements.

(a) Basis of Preparation West Wickham Common and Spring Park Wood Coulsdon and Other Commons are a public benefit entity and the financial statements have been prepared to give a ‘true and fair’ view and have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provide a ‘true and fair’ view. This departure has involved following Accounting and Reporting by Charities preparing their financial statements in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) issued on 16 July 2014 rather than the Accounting and Reporting by Charites: Statement of Recommended Practice effective from 1 April 2005, which has since been withdrawn.

(b) Going Concern The governing documents place an obligation on the City of London Corporation to preserve the open spaces for the benefit of the public. The City of London Corporation is committed to fulfilling this obligation which is reflected through its proactive management of, and ongoing funding for, the services and activities required. The funding is provided from the City of London Corporation’s City’s Cash, which annually receives considerable income from its managed funds and property investments. Each year a medium term financial forecast is prepared for City’s Cash. The latest forecast for the period to 2021/22, anticipates that adequate funds will be available to enable the City’s Cash to continue to fulfil their obligations. On this basis, the Trustee considers the Commons to be going concerns for the foreseeable future.

(c) Statement of Cash Flows The Trust has taken advantage of the exemption in FRS102 (paragraph 1.12b) from the requirement to produce a statement of cash flows on the grounds that it is a qualifying entity. Statement of Cash Flows is included within the City’s Cash Annual Report and Financial Statements 2018 which is publicly available and can be found at www.cityoflondon.gov.uk.

(d) Fixed Assets Heritage Assets and Associated Buildings West Wickham Common and Spring Park Wood Coulsdon and Other Commons comprise 277 hectares (685 acres) of land located in the London Boroughs of Bromley and Croydon, together with associated buildings. The objects of West Wickham Common and Spring Park Wood are the preservation in perpetuity by the Corporation of London of the Open Spaces known collectively as West Wickham Common and Spring Park Wood for the recreation and enjoyment of the public. The objects of Coulsdon and Other Commons are the preservation in perpetuity by the Corporation of London of Open Spaces known collectively as Coulsdon and Other Commons for the recreation and enjoyment of the public. West Wickham Common and Spring Park Wood Coulsdon and Other Commons are considered to be inalienable (i.e. may not be disposed of without specific statutory powers).

Page 234 A7-15 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018

1. Accounting Policies (continued)

(d) Fixed Assets (continued) Land and the original associated buildings are considered to be heritage assets. In respect of the original land and buildings, cost or valuation amounts are not included in these accounts as reliable cost information is not available and a significant cost would be involved in the reconstruction of past accounting records, or in the valuation, which would be onerous compared to the benefit to the users of these accounts.

Additions to the original land and capital expenditure on buildings and other assets are included as fixed assets at historic cost, less provision fro depreciation and any impairment, where this cost can be reliably measured.

Tangible Fixed Assets These are included at historic cost less depreciation on a straight line basis to write off their costs over their estimated useful lives and less any provision for impairment. Land is not depreciated and other fixed assets are depreciated from the year following that of their acquisition. Typical asset lives are as follows:

Years Infrastructure up to 20

Intangible Fixed Assets Intangible assets comprise website design relating to the Kenley Revival project which are capitalised at cost and reflected within the financial statements at amortised historic cost.

Amortisation is calculated by allocation of the balance sheet value of the asset, less any residual value, to the periods expected to benefit from its use on a straight line basis over 3 to 7 years. Amortisation charges are charged to service revenue accounts.

(e) Recognition of capital expenditure Expenditure on the acquisition, creation or enhancement of property, plant and equipment is capitalised provided that the expenditure is material (generally in excess of £50,000) and the asset yields benefits to the City of London, and the services it provides, for a period of more than one year. This excludes expenditure on routine repairs and maintenance of fixed assets which is charged directly within service costs.

(f) Income Recognition All income is recognised once the charity has entitlement to the income, it is probable that the income will be received and the amount of income receivable can be measured reliably.

(g) Donations and legacies Donations and legacies comprise public donations and government grants.

(h) Volunteers No amounts are included in the Statement of Financial Activities for services donated by volunteers, as this cannot be quantified. Page 235 A7-16 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018 1. Accounting Policies (continued) (i) Grants receivable Income from grants is recognised when there is evidence of entitlement to the grant, receipt is probable and its amount can be measured reliably. To this end, evidence of entitlement is assumed to exist when the formal offer of funding is communicated in writing to the Charity. Where there is a performance condition attached to the grant, entitlement is only recognised when the conditions have been met.

(j) Contribution from City’s Cash The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charity and also provides grant funding for certain capital works and this income is recognised in the Statement of Financial Activities when it is due from the City of London Corporation’s City’s Cash.

(k) Rental income Rental income is included in the Charities’ incoming resources for the year and amounts due but not received at the year end are included in debtors. (l) Expenditure Recognition Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that settlement will be required and the amount of the obligation can be measured reliably.

(m) Allocation of costs between different activities The City of London Corporation charges staff costs to the charitable activity costs on a time spent basis. Associated office accommodation is charged out proportionately to the square footage used. All other costs are charged directly to the charitable activity.

(n) Pension Costs Staff are employed by the City of London Corporation and are eligible to contribute to the City of London Local Government Pension Fund, which is a funded defined benefits scheme. The estimated net deficit on the Fund is the responsibility of the City of London Corporation as a whole, as one employer, rather than the specific responsibility of any of its three main funds (City Fund, City’s Cash and Bridge House Estates) or the trusts it supports. The Fund’s estimated net liability has been determined by independent actuaries in accordance with FRS102 as £592.6m as at 31 March 2018 (£597.9m as at 31 March 2017). Since this net deficit is apportioned between the accounts of the City of London’s three main funds, the charity’s Trustees do not anticipate that any of the liability will fall on the charity. The charity is unable to identify its share of the pension scheme assets and liabilities and therefore the Pension Fund is accounted for as a defined contribution scheme in the accounts.

The costs of the pension scheme charged to the charity are the employer’s contributions disclosed in Note 7 and any employer’s pension contributions within support services costs as disclosed at Note 6. A triennial valuation was undertaken as of 31 March 2016 and as a result the employer’s contribution rate to be adopted for the financial years 2017/18, 2018/19 and 2019/20 has been set at 21% (2016/17: 17.5%). There are no outstanding or pre-paid contributions at the balance sheet date.

(o) Fund Accounting The Trust may, at the Trustee’s discretion, set aside funds, which would otherwise form part of general funds, for particular purpoPageses. Th e236se funds are known as designated funds. The purposes of these funds are described in Note 13 to the accounts. A7-17 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018

2. Tax Status of the Charities West Wickham Common and Spring Park Wood Coulsdon and Other commons are registered charities and as such their income and gains are exempt from income tax to the extent that they are applied to their charitable objectives.

3. Indemnity Insurance The City of London Corporation takes out indemnity insurance in respect of all its activities. The charities do not contribute to the cost of that insurance.

4. Income and endowments Income is comprised as follows:

Unrestricted Designated 2017/18 2016/17 Funds Funds £ £ £ £

Income and endowments from: Donations and legacies Grants 68,168 507,685 575,853 168,702 Donations 1,665 - 1,665 435 Other Contributions - - - 44,564 Total Donations and legacies 69,833 507,685 577,518 213,701

Grant from City of London Corporation 1,197,578 - 1,197,578 1,031,153

Income from charitable activities Sale of goods, products and materials 13,816 - 13,816 7,802 Fees and charges 3,014 - 3,014 2,385 Rents 32,348 - 32,348 32,479 Total income from charitable activities 49,178 - 49,178 42,666 Total income and endowments 1,316,589 507,685 1,824,274 1,287,520

Grants Grants were received from the Rural Payments Agency, Historic England and Heritage Lottery Funding.

Grant from City of London Corporation The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charities.

Fees and Charges Charges are made to the public in respectPage of admi ss237ion charges and licences granted. A7-18 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018

5. Expenditure Expenditure is analysed between activities undertaken directly and support costs as follows:

Activities Support undertaken 2017/18 2016/17 costs directly £ £ £ £

Charitable activities 1,357,584 174,889 1,532,473 1,230,710 Total expenditure 1,357,584 174,889 1,532,473 1,230,710

No resources are expended by third parties to undertake charitable work on behalf of the charities.

Charitable activities Expenditure on charitable activities includes labour, premises costs, equipment, materials and other supplies and services incurred as the running costs of West Wickham Common and Spring Park Wood Coulsdon and Other Commons.

Auditor’s remuneration and fees for external financial services Moore Stephens are the auditors of the City of London City’s Cash. The City of London Corporation does not attempt to apportion the audit fee between all the different charities but prefers to treat it as part of the cost to their private funds. No other external financial services were provided for the Commons during the year or in the previous year.

Trustee’s expenses Members of the City of London Corporation are unpaid and do not receive allowances in respect of City of London Corporation activities in the City. However, Members may claim travelling expenses in respect of activities outside the City and receive allowances in accordance with a scale when attending a conference or activity on behalf of the City of London Corporation. No expenses were claimed in 2017/18 (2016/17: £nil).

6. Support Costs The cost of administration, which includes the salaries and associated costs of officers of the City of London Corporation, together with premises and office expenses, is allocated by the City of London Corporation to the activities under its control, including these charities, on the basis of employee time spent on the respective services. These expenses include the cost of administrative and technical staff and external consultants who work on a number of the City of London Corporation’s activities.

A7Page-19 238 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018

6. Support Costs (continued) Support costs allocated by the City of London Corporation to the charitable activity are derived as follows:

Charitable 2017/18 2016/17 activities £ £ £

Department Chamberlain 38,231 38,231 25,447 Comptroller & City Solicitor 12,759 12,759 10,848 Open Spaces Directorate 16,005 16,005 21,717 Town Clerk 25,125 25,125 23,865 City Surveyor 39,858 39,858 30,444 Information Systems 34,276 34,276 29,501 Other governance and support costs 8,635 8,635 12,069 Total support costs 174,889 174,889 153,891

The main support services provided by the City of London Corporation are: Chamberlain Accounting services, insurance, revenue collection, payments, financial systems and internal audit.

Comptroller and City Property, litigation, contracts, public law and administration of Solicitor commercial rents and City of London Corporation records.

Open Spaces Expenditure incurred by the Directorate, which is recharged to all Directorate Open Spaces Committees under the control of the Director of Open Spaces. The apportionments are calculated on the basis of budget resources available to each Open Space charity.

Town Clerk Committee administration, management services, human resources, public relations, printing and stationery, emergency planning.

City Surveyor Work undertaken on the management of the Estate properties, surveying services and advice, supervising and administering repairs and maintenance. Information Systems The support and operation of the City of London Corporation’s central and corporate systems on the basis of usage of the systems; the provision of “desktop” and network support services and small IS development projects that might be required by the charity.

A7-20 Page 239 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018 6. Support Costs (continued)

Other Contribution towards various costs including publishing the governance costs annual report and financial statements, central training, the dental service, occupational health, union costs and the environmental and sustainability section.

7. Staff Numbers and Costs The average actual number of staff employed by the City of London Corporation charged to West Wickham Common and Spring Park Wood Coulsdon and Other Commons in 2017/18 is 12 (2016/17: 12) at a cost of £460,936 (2016/17: £450,425). The table below sets out the employment costs and the number of average actual staff charged directly to the charities.

Employers' Employers' No of Gross National Pension Total employees Pay Insurance Contribution £ £ £ £

2017/18 Charitable activities 12 348,265 33,694 78,977 460,936 2016/17 Charitable activities 12 350,547 34,555 65,323 450,425

There were no employees whose total employee benefits were above the £60,000 threshold (2016/17: Nil).

The Trust considers its key management personnel comprise the Trustees and the Director of Open Spaces who manages the seven open spaces funded by the City of London Corporation. The proportion of the Director’s employment benefits, including employer pension contributions, allocated to this charity amounted to £4,441 in 2017/18 (2016/17: £5,813). Trustees are unpaid and do not receive allowances. Support is also provided by other chief officers and their departments from across the City of London Corporation, including the Town Clerk and Chief Executive, Chamberlain, Comptroller and City Solicitor and City Surveyor. 8. Heritage Assets At 31 March 2018 the net book value of heritage assets relating to direct charitable purposes amounts to £418,248 (31 March 2017: £nil) as set out below. This represents the historic cost of restoring the blast pens on Kenley airfield.

Page A7-21 240 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018

8. Heritage Assets (continued)

2017 2018

£ £ Cost At 1 April - - Additions - 324,094 Transfers - 94,154 At 31 March - 418,248

Depreciation At 1 April - - Charge for year - - At 31 March - -

Net book value

At 31 March - 418,248

At 31 March - -

Since 1892 the primary purpose of the Charity has been the preservation of the commons at West Wickham Common and Spring Park Wood Coulsdon and Other Commons for the recreation and enjoyment of the public. As set out in the Note 1(d), the original heritage land and buildings are not recognised in the Financial Statements. Policies for the preservation and management of West Wickham Common and Spring Park Wood Coulsdon and Other Commons are contained in the West Wickham Common and Spring Park Wood Coulsdon and Other Commons Heritage Conservation Plans 2010 - 2020. Records of heritage assets owned and maintained by West Wickham Common and Spring Park Wood Coulsdon and Other Commons can be obtained from the Director of Open Spaces at the principal address as set out on page 2.

Page 241 A7-22 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018

9. Tangible Fixed Assets At 31 March 2018 the net book value of tangible fixed assets relating to direct charitable purposes amounts to £9,685 (31 March 2017: £124,798) as set out below. All tangible fixed assets are held by West Wickham and Spring Park Wood Coulsdon and Other Commons.

Vehicles Infrastructure Infrastructure Total and Plant (WIP) £ £ £ £ Cost At 1 April 2017 - - 124,798 124,798 Additions - 730 - 730 Transfers 8,955 - - 8,955 Reclassification to Vehicles and Plant (8,955) (8,955) Reclassification to Heritage Assets (94,153) (94,153) Reclassification to Intangible Fixed Assets (21,690) (21,690) At 31 March 2018 8,955 730 - 9,685

Depreciation At 1 April 2017 - - - - Charge for year - - - - At 31 March 2018 - - - -

Net book value At 31 March 2018 8,955 730 - 9,685

At 31 March 2017 - - 124,798 124,798

Page 242 A7-23 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018

10. Intangible Fixed Assets At 31 March 2018 the net book value of intangible fixed assets relating to direct charitable purposes amounts to £27,840 (31 March 2017: £nil) as set out below. All intangible fixed assets are held by West Wickham and Spring Park Wood Coulsdon and Other Commons.

Research and Total development £ £ Cost At 1 April 2017 - - Additions 6,150 6,150 Transfers 21,690 21,690 At 31 March 2018 27,840 27,840

Amortisation At 1 April 2017 - - Charge for year - - At 31 March 2018 - -

Net book value At 31 March 2018 27,840 27,840

At 31 March 2017 - -

11. Debtors The debtors figure consists of:

2017/18 2016/17 £ £ Rental Debtors 3,787 1,006 Recoverable VAT 15,321 24,432 Other Debtors 50,870 41,153 Total at 31 March 69,978 66,591

Page 243 A7-24 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018 12. Creditors The creditors figure consists of:

2017/18 2016/17 £ £ Trade Creditors 15,190 64,715 Accruals 58,566 25,516 Other Creditors 11,792 - Sundry Deposits 30,292 26,820 Receipts In Advance 9,365 9,433 Total at 31 March 125,205 126,484

13. West Wickham Common and Spring Park Wood Coulsdon and Other Commons Analysis of Net Assets by Fund at 31 March 2018

Unrestricted Funds General Designated 2018 2017 Fund Fund Fixes Assets £ £ £ £ Heritage Assets - 418,248 418,248 - Tangible Assets - 9,685 9,685 124,798 Intangible Assets - 27,840 27,840 - Total Fixed Assets - 455,773 455,773 124,798

Current Assets 125,205 - 125,205 165,658 Current Liabilities (125,205) - (125,205) (126,484) Total Net Assets - 455,773 455,773 163,972

14. Movement of Funds during the year 31 March 2018

Fund Fund Gains balances balances Income Expenditure and brought Transfers carried losses forward forward £ £ £ £ £ £ General Fund - 1,316,589 (1,316,589) - - - Capital Reserve Fund 124,798 507,685 (215,884) 39,174 - 455,773 Earmarked Reserves 39,174 - - (39,174) - - Total Funds 163,972 1,824,274 (1,532,473) - - 455,773

PageA7-25 244 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018

14. Movement of Funds during the year 31 March 2018 (continued)

General fund The General fund has a balance of nil as the operating deficit of the charity is financed by the City of London Corporation.

Designated funds

Capital Reserve Fund – Heritage Lottery Fund Kenley Revival Project The Kenley Revival Project aims to conserve the historic airfield structures associated with Kenley Airfield during World War II and to promote the heritage resource to make it accessible to a wider range of people.

Capital Reserve Account consists of fixed assets at historic cost less accumulated depreciation in accordance with Note 1 (d).

Earmarked Reserve Fund– Kenley Revival Project Earmarked Reserve balance of £39,174 was applied in full as at 31 March 2018 to fund costs of the Kenley Revival Project. The Kenley Revival Project aims to conserve the historic airfield structures associated with Kenley Airfield during World War II and to promote the heritage resource to make it accessible to a wider range of people.

15. Related Party Transactions The City of London Corporation as well as being the Trustee also provides management, surveying and administrative services for the charities. The costs incurred by the City of London Corporation in providing these services are charged to the charities. The City of London Corporation also provides banking services, allocating all transactions to the charities at cost and crediting or charging interest at a commercial rate. The cost of these services is set out in the Statement of Financial Activities under “Expenditure on charitable activities” and an explanation of these services is set out in Note 6 for support costs of £174,889 (2016/17: £153,891). The City of London Corporation’s City’s Cash meets the deficit on running expenses of the charity. This amounted to £1,197,578 (2016/17: £1,031,153) as shown in Note 4 to the financial statements.

The City of London Corporation is also the Trustee of a number of other charitable trusts, with the exception of the Epping Forest Trust (charity number 232990), these trusts do not undertake transactions with West Wickham Common and Spring Park Wood Coulsdon and Other Commons. A full list of other charitable trusts of which the City of London Corporation is Trustee is available on application to the Chamberlain of the City of London.

PageA7-26 245 WEST WICKHAM COMMON AND SPRING PARK WOOD COULSDON AND OTHER COMMONS Notes to the Financial Statements for the year ended 31 March 2018

15. Related Party Transactions (continued)

Members of the City of London Corporation responsible for managing the Commons are required to comply with the Relevant Authority (model code of conduct) Order 2001 issued under the Local Government Act 2000 and the City of London Corporation’s guidelines which require that:

 Members sign a declaration agreeing to abide by the City of London Corporation’s code of conduct;  a register of interests is maintained;  pecuniary and non-pecuniary interests are declared during meetings; and  Members do not participate in decisions where they have an interest.

There are corresponding arrangements for staff to recognise interests and avoid possible conflicts of those interests.

In this way, as a matter of policy and procedure, the City Corporation ensures that members and officers do not exercise control over decisions in which they have an interest. There are no material transactions with organisations related by virtue of members and officers interests which require separate reporting. Transactions are undertaken by the Commons on a normal commercial basis.

A7-27 Page 246 Agenda Item 20

Committee: Date: Epping Forest and Commons Committee 19 November 2018 Subject: Public The Commons Events Policy Report Report of: For Decision Superintendent of The Commons Report Author: Hadyn Robson

Summary

The Commons Division, in common with many of the City Corporation’s Open spaces, has a history of hosting public events on the portfolio of sites.

To reflect the increasing volume and complexity of event requests being considered by each open space, as well as to address the new opportunities and obligations under the City of London Corporation (Open Spaces) Act 2018, which received Royal Assent on 15 March 2018, and in line with the Open Spaces Department and Epping Forest, the Commons has now developed a site-specific local policy.

The proposed policy will ensure that events are properly managed; the impact of any event on the open space, areas under statutory protection and adjoining communities is minimised and the costs of hosting the event are properly reflected in any licence fee.

The Open Spaces Department Events Policy was approved by the Open Spaces and City Gardens Committee on 16 April 2018.

The Epping Forest Events policy was approved by the Epping Forest and Commons Committee on 16 July 2018 and we wish to take this opportunity to acknowledge their work in and the assistance in drafting this report.

Recommendation

Members are asked to:

 Note the approved Open Spaces Departmental Events Policy attached as Appendix 1.  Approve the policy approach outlined in the report and the site-specific Events Policy for The Commons and schedule of event locations attached Appendix 2.

Page 247 Main Report

Background

1. The Commons has a strong history of hosting public events on the portfolio of sites including sporting events, community based and charity events. In some cases, long standing arrangements for managing these individual events do not fully reflect best practice for event management.

2. The proposed policy framework which has been developed draws upon current best practice experience of licensing and running events; the existing statutory obligations for each site and wider legislative requirements regarding public safety and local authority licensing procedures.

3. The City of London Corporation (Open Spaces) Act 2018 has recently received Royal Assent. This Act makes additional provision for events, subject to a suitable events policy being in force.

Current Position

4. In recognition of the differing characteristics of the open spaces assets managed by the City of London Corporation, an Open Spaces department wide policy framework has been developed in collaboration with officers from all Divisions. The policy seeks to protect the environment and character of each distinct site from the pressure of events, whilst recognising the value and amenity events can bring to the spaces. The Policy is attached as Appendix 1 (as approved by the Open Spaces and City Gardens Committee in April 2018).

5. More detailed site-specific policies, with associated charges, have been developed by the individual Open Spaces. These should be read in conjunction with the Departmental Open Spaces Events Policy. The site-specific policy for The Commons Division, with charges and application form can be found at Appendix 2.

6. The sites across The Commons have been the venue for several types of events and activity. A policy is necessary to ensure that a fair and transparent system exists for decision making and to regulate the number, type and frequency of events that can take place. Such regulation is also particularly important given the environmental sensitivity of the sites and the statutory protections for nature and heritage conservation. The policy will also help to minimise the impact of such events on other site users.

Page 248 Proposal

7. Events will be accommodated on sites across The Commons Division according to conditions outlined in the policy.

8. The timing, location and frequency of events will necessarily be restricted as detailed in Appendix 2.

Corporate & Strategic Implications

9. The Open Spaces and site-specific events policy framework will help deliver two aims of the Corporate Plan 2018-23, to;

Contribute to a flourishing society. Shape outstanding environments.

In particular will help achieve the Corporate Plan outcomes

Contribute to a flourishing society

1. People are and feel safe 2. People enjoy good health and wellbeing 4. Communities are cohesive and have the facilities they need

Shape outstanding environments

11. We have clean air, land and water and a thriving and sustainable natural environment. 12. Our spaces are secure, resilient and well maintained.

It will also deliver the Open Spaces Department Business Plan top line objectives:

A. Open spaces and historic sites are thriving and accessible B. Spaces enrich people’s lives C. Business practices are responsible and sustainable

Financial

10. The scale of hire charges for events has been benchmarked, where available, with neighbouring local authorities and is well within the usual pricing range. The charges cover the administration and consideration of the event by officers but also raise the revenue for re-investment and maintenance of The Commons.

11. Charging also provides a method of regulating the number of events and activities that take place on the sites of The Commons.

Page 249 Environmental

12. The number, type, frequency and location will be considered for every event application to ensure the ecology and conservation status of the sites is not harmed. Seasonality and special designations may prevent events in some locations. In addition, for events that may be considered by type, size or scale to have the potential for adverse impacts on the Site of Special Scientific Interest (SSSI), National Nature Reserve (NNR) or Special Area of Conservation (SAC) consent (assent) would be sought from Natural England.

Conclusion

13. The Commons frequently receives applications to hold events. This policy framework creates a fair and transparent system for assessing these applications and regulating the number. Location and frequency of events that are permitted whilst minimising nuisance to other site users and maintaining the conservation and ecological value of the sites.

Appendices

 Appendix 1 – Open spaces Events Policy Part 1  Appendix 2 – Open Spaces Event Policy Part 2 – The Commons site-specific Policy

Andy Barnard Superintendent The Commons

Page 250 Appendix 1

Open Spaces Departmental Events Policy [Part One]

Page 251 Contents 1. Policy Statement ...... 3 2. Aims ...... 3 3. Definitions and Scope ...... 3 4. Legislative context...... 5 5. Events covered by this policy...... 6 6. Event Locations...... 6 7. Requirements for event organisers ...... 7 Environmental protection ...... 7 Character of the local environment ...... 7 Amenity Impact ...... 7 Community benefit ...... 7 Health & Safety ...... 7 8. Events that are not allowed...... 8 9. How we make decisions...... 8 Officer Event Group ...... 8 Event application form...... 8 Event management plan ...... 8 Things we consider ...... 10 Local authority approvals...... 10 10. Charges for Events...... 10 Application fee...... 10 Refundable damage deposit ...... 10 Hire costs ...... 11 . Cancellation ...... 11 11. Event organiser’s performance ...... 12 12. OPEN SPACES EVENTS POLICY PART TWO...... 12

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 2 Page 252 1. Policy Statement

1.1. The City of London Corporation holds in trust and manages a number of Open Spaces around London and beyond. Many of them have a long history of hosting events. The Open Spaces covered by this policy (see Definitions and Scope) are managed as charitable trusts. The main charitable objectives of these trusts are:  The preservation of the open space  The provision of recreation and enjoyment of the public

2. Aims

2.1. This Events Policy has been developed to:  Provide a framework for making decisions about staging events at the City of London’s Open Spaces  Assist event organisers in understanding the decision-making process when considering an application to hold an event  Meet the City of London’s statutory obligations and charitable objectives to preserve its open spaces and to provide recreation and enjoyment, and to meet the specific requirements of the City of London Corporation (Open Spaces) Act 2018  Facilitate events which are appropriate to the character of the open spaces and are high quality, safe and environmentally sustainable; and facilitate engagement, recreation and enjoyment for local communities and other Open Space users taking account of the views of stakeholders  Ensure that events held are well planned and have comprehensive and appropriate environmental protection measures in place

3. Definitions and Scope

3.1 Terms of reference

City of London, The City of London Corporation also referred to as “the City” Site “Site” is used to refer to each particular Open Space within the scope of this policy Location “Location” refers to specific locations or areas within the Site. Open Spaces “Open Spaces” is used to refer collectively to all the Sites within the scope of this policy.

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 3 Page 253 Event This policy applies to all events proposed to be held on the Open Spaces, except where specifically excluded (see section ‘Events covered by this policy’)

Events controlled by this policy usually include the setting aside of a particular area, the provision of facilities or infrastructure. Superintendent The Superintendent is the Senior Officer responsible for the management of each of the Sites. The Superintendent has been delegated authority by the City to authorise ‘events and entertainments’. The Officer Event Groups will make recommendations to the Superintendent or Committee for the approval or refusal of events. Committee The City of London operates a Committee System of elected Members. Each Open Space has a Committee responsible for its management and the relevant Committee will consider applications for large or unusual events on the Sites it is responsible for (see section ‘How we make decisions’). Officer Event Event applications will be considered by an Officer Event Group (OEG) Group (OEG) at each Site. The OEG includes relevant officers from the Site. The OEG considers event applications and makes recommendations to either the Superintendent or the Committee in accordance with this policy.

3.2 Scope of policy This policy applies to the 12 Open Space Sites managed by the City of London, located outside of the City of London local authority area known as the Square Mile, which are managed as charitable trusts. These are:

1) Ashtead Common 2) Burnham Beeches & Stoke Common 3) Coulsdon Common 4) Epping Forest and Epping Forest Buffer Land 5) Farthing Downs 6) Hampstead Heath including Golders Hill Park and the Heath Extension 7) Highgate Wood 8) Kenley Common 9) Queen’s Park 10) Riddlesdown 11) West Ham Park 12) West Wickham and Spring Park

3.3 It is intended that this Departmental Events Policy will be reviewed after 12 months.

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 4 Page 254 4. Legislative context

4.1 There is a variety of legislation pertaining in the management of the City’s Open Spaces. Many of the Sites have specific founding legislation which sets out the City’s powers and duties. The Site-specific policy contained within Part Two reflects the particular legislative context and requirements for each Site.

4.2 The City of London promoted the City of London Corporation (Open Spaces) Act 2018 within Parliament. This Act makes additional provision for events, subject to a suitable events policy being in place.

4.3 Section 7 of the City of London Corporation (Open Spaces) Act says:

In this section “event” means— (a) a ceremony, celebration, entertainment or similar occasion; or (b) a conference, an exhibition or the making of a film. (2) The Corporation may— (a) temporarily use or permit others to use land (including buildings) forming part of an open space for the purposes of an event; (b) provide, or arrange for another person to provide, equipment, facilities or services for the purposes of an event; (c) so far as appears to the Corporation to be necessary in connection with an event, restrict or authorise others to restrict access temporarily to an area of land forming part of the open space; and (d) charge for permission or provision given or made under paragraph (a) or (b) or charge or authorise others to charge for admission to an area to which access is so restricted. (3) The Corporation must exercise the powers in subsection (2) having regard to a policy concerning the exercise of the powers prepared by the Corporation in consultation with such persons or bodies as it thinks appropriate (which must include any committee or group established by statute for the purpose of consultation about the management of the open space). (4) The policy must, in particular, contain provision— (a) requiring that— (i) in deciding whether, and on what terms, to permit an event under subsection (2), the Corporation must have regard to the character and local environment of the open space (or the part of the open space in which the event is to take place); and (ii) such an event (whether individually or taken with other events) does not cause material injury to the amenity of the open space or significant impairment to the public enjoyment of the open space; and (iii) in relation to land to which the London Government Reorganisation (Hampstead Heath) Order 1989 applies, any structure erected is not on a part of the land which is unbuilt on; and (b) limiting the frequency and duration of events in the open space.

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 5 Page 255 5. Events covered by this policy

5.1 This policy applies to all events which are held on the City’s Open Spaces where the permission or assistance of the City is required to facilitate it.

5.2 As a general guide, this policy does not apply to informal gatherings which take place on our spaces. However, if event organisers are planning an activity which requires additional facilities, infrastructure, may interfere with public use of the site, involve things which would otherwise be a breach of Open Space byelaws (such as the erection of structures), or go beyond the ordinary recreational use of an Open Space then it is likely that an application and decision would need to be taken in accordance with this policy.

5.3 There are a number of activities which are excluded from the scope of this policy, because they are dealt with under separate arrangements, specifically:  Weddings and civil partnership ceremonies  Filming and photography  Sports activities attracting less than 500 people on dedicated sporting facilities and/or with limited infrastructure requirements, or covered by the sports licensing arrangements e.g. personal training, group exercise classes, fun runs.

5.4 Further details of these can be found on www.cityofLondon.gov.uk

5.5 If you are in any doubt whether you need to apply before arranging an event, please contact the relevant Site (www.cityoflondon.gov.uk)

6. Event Locations

6.1 The nature of the City of London’s Open Spaces means that each Site has limits in terms of the location, number, size and scale of the events they can accommodate. This is to ensure that the City’s duties of preservation are respected, and in particular that there is no material injury to the amenity of the Open Space or significant impairment to the public enjoyment of the Open Space. The locations in which events may be permitted are specified together with the maximum frequency, duration and capacity in the Site- specific policies contained within Part Two of this policy.

6.2 Events proposed outside of the specified locations, or which exceed or contribute to a cumulative exceeding of the limits set out in the Site-specific policies, will be likely to be refused.

6.3 It is intended that the Site-specific policies will be reviewed by the relevant Committees every three years.

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 6 Page 256 7. Requirements for event organisers 7.1 Events must, in the judgement of the Committee or Superintendent approving them:  Be appropriate to the character and local environment of the Open Space (or part of the Open Space in which the event is to take place)  Not cause material damage to the amenity of the Open Space  Not significantly impair the public enjoyment of the Open Space  Be in accordance with the Site-specific policy  Benefit users of the Open Space or the space itself

Environmental protection 7.2 Events must not cause material damage to the ecology, landscape, fauna and flora of the Site.

7.3 The Site-specific policies contained within Part Two include restrictions on the location, duration, frequency and timing of events in order to protect the environment of the Sites. Before making a recommendation, the Officer Event Group will consider whether the proposals are in accordance within this policy and whether any additional protections are required.

Character of the local environment 7.4 Events must be appropriate to the character and environment of the area in which they take place.

Amenity Impact 7.5 Events (whether individually or taken with other events) which are held at each Site must not cause material injury to the amenity of the Open Space or significant impairment to the public enjoyment of the Open Space. Before making a recommendation, the Officer Event Group will consider the event proposed in accordance with the Site-specific policy and the cumulative impact of the events programme for the relevant period.

Community benefit 7.6 Events held on the Open Spaces must benefit the local community or other users of the Open Space concerned. In most cases this benefit will be derived through the opportunity to attend the event. On those occasions where an event takes place which has limited or no public access, an additional fee may be levied in order to support maintenance of the Site and the provision of services and facilities for the benefit of the public.

Health & Safety 7.7 The wellbeing, health, safety and security of those attending an event, or working or volunteering at an event, are paramount. The event organisers must provide details of their proposals to ensure this.

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 7 Page 257 7.8 Event organisers will need to demonstrate these requirements through their application form and event management plan.

Re-instatement Bond 7.9 Event organisers will need to provide a deposit (see section 10) which will act as a bond to cover the cost of any reinstatement works.

8. Events that are not allowed

8.1 Requests for the following types of events will be refused:  Political campaigns or rallies  Events which could be damaging to community relations  Events associated with extremist organisations or proscribed organisations  Events which are considered discriminatory or offensive  Illegal activities  Events which include animals falling within the schedule of “Kinds of Dangerous Wild Animals” in the Dangerous Wild Animals Act 1976 (Modification) (No.2) Order 2007 or its replacement  Events which could cause damage to the reputation of the City of London Corporation  Events which could involve operations likely to damage the Sites of Special Scientific Interest (SSSI)

9. How we make decisions

Officer Event Group 9.1 Each Site has an Officer Event Group which considers applications for events in the first instance. The frequency of their meetings is detailed within the Site-specific policies which forms Part Two of this policy. The Officer Event Group will make decisions and recommendations to the Superintendent or Committee (as appropriate) based on the event applications forms, event management plans and their compliance with this policy.

Event application form 9.2 An event application form is provided in Part Two of this policy. All relevant sections of the form must be completed by the event organiser. The information provided will be used by the relevant Officer Event Group to determine what approval process to follow, what the event organisers must do and what charges will be made.

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 8 Page 258 Event management plan 9.3 Event organisers must develop and submit an event management plan. This plan together with the application form must demonstrate that each of the requirements within this policy will be met.

Things the Officer Event Group consider 9.4 Before making a recommendation, the Officer Event Group will look at the information provided in the application form and the event management plan. They will also consider:  Whether the event is appropriate to the character and local environment of the Open Space or Site.  The potential for and extent of material damage to the amenity of the Open Space  Any potential to damage the Sites of Special Scientific Interest (SSSIs)  The potential for and extent of impairment to the public enjoyment of the Open Space  Whether the event complies with this policy and the relevant Site-specific policy  Whether the event is suitable for the Site location proposed  Whether the event clashes with any other events or activities  Whether the time of year is appropriate  Whether there is sufficient lead-in time  Whether the event would conflict with any restrictive covenants, byelaws or statutory provisions applicable to the Site  Whether appropriate arrangements have been made for wellbeing, health & safety, security, public liability insurance, stewarding and the provision of first aid  Whether arrangements for local authority licences have been made  Capability of the organiser  Any environmental impact outside the Site (e.g. noise nuisance)  Benefit to the local community or other users of the Site and/or to the charitable objectives of the Site  The event organisers performance in previous years.  The event organisers experience in running an event of a similar type and scale  Whether the event is not permitted in accordance with Section 8 – “Events which are not allowed” of this policy

9.5 Feedback will be provided to event organisers if the arrangements proposed are insufficient or require amendment. Events which do not meet the required criteria will be refused. The Superintendent or Committee may require event organisers to comply with particular conditions.

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 9 Page 259 Approval process 9.6 Site specific policies will categorise events based on anticipated participant numbers and duration (including set up/set down times) as appropriate for each Site. These are contained in Part Two; Site specific policies.

9.7 Superintendents have authority to approve events which have up to 5,000 participants and a maximum duration of 2 days. For events of over 5,000 participants and/or of 3 or more days duration, approval will be sought from the relevant Committee. In addition, there may be exceptional circumstances when an application is received which is in some way contrary to an element of this policy but has a high level of benefit to the community or Site. In such a case, the Superintendent may refer such a decision to the appropriate Committee.

9.8 The time required to make determinations vary according to the scale of the event proposed. These are included with the Site-specific policies contained in Part Two. Event organisers must ensure they have allowed sufficient time for the application to be considered.

Local authority approvals 9.9 A licence (or Temporary Event Notice) from the local authority may be needed for some events. Further information is available from https://www.gov.uk/licence-finder

9.10 Applying for this licence and any other consents that may be required is the responsibility of the event organiser. Event organisers will need to familiarise themselves with the local authority licensing process, timescale and charges as part of their event planning. Failure to be granted any necessary licence or consent will result in the event being refused permission by the City of London.

Insurance 9.11 The City of London requires as a minimum £2 million public liability insurance, evidence of which must be provided by the event organiser, prior to the event. The level of cover may increase up to £10million, subject to the nature, scale, complexity and risk of the event.

10. Charges for Events

10.1 The holding of events gives rise to costs for the charitable funds from which the City manages the Open Space. These costs arise from administration, staff support, works which are required to facilitate the event and any required remediation works. Event organisers will generally be expected to meet the full costs associated with their event, although this requirement may be relaxed for events that are considered to provide strong benefits for the Site or its users and which are held on a non-profit basis.

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 10 Page 260 10.2 For events involving an element of profit, or which are considered to provide limited benefit for the Site or its users, a hire fee may be charged in addition to cost recovery, in order to ensure wider benefit for the Site.

10.3 The Officer Event Group will estimate the costs associated with an event and will propose the charge to be made, subject to the approval of the Superintendent or Committee as appropriate.

Application fee 10.4 A non-refundable application fee will be charged for all event applications. This fee is charged to cover the costs of determining event applications.

Refundable damage deposit 10.5 A damage deposit may be required, in advance, for each event. The type and size of the event and consideration of any potential remediation works will be relevant to the deposit required. The deposit will be held as a bond and used to fund any remediation works required and any additional costs incurred by the City of London for which the event organiser did not pay a charge.

10.6 The costs of any remediation works will be deducted from the deposit before it is returned. Should the deposit not be sufficient to pay for the remediation works or additional costs incurred by the City, the event organisers will remain liable for additional costs.

Hire costs 10.7 Costs associated with holding events are set out more fully within the Site- specific policies. Costs for staff time are based on full cost recovery.

10.8 Days associated with set up and set down will be charged for, in order to offset the loss of amenity for that period.

10.9 A holding deposit is included within the hire costs to secure a Site location on a specific day. Late cancellation may forfeit this deposit.

Cancellation 10.10 Where an event is cancelled by the organisers within the agreed cancellation period, the event holding deposit minus any costs incurred by the City will be refunded. No refunds will be given for any cancellations after the agreed cancellation period, and the City of London will be entitled to recover any additional costs incurred.

10.11 The City of London has the right to cancel an event, on its own authority or the advice of the Police or another appropriate authority. Examples of the reasons why the City may cancel an event in advance or during the event include:  An emergency situation has arisen

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 11 Page 261  The event organiser has not complied with their event management plan  The event does not have the required licences or insurances  The charges including the deposit have not been paid / payment cleared in advance of the event  The event is unsafe  The weather is or is forecast to be very poor or extreme and will impact on the Site conditions  The ground conditions are poor or unsuitable

10.12 In cases where an event is cancelled on the advice of the police, any other appropriate authority or for any of the reasons mentioned above, the City will not be liable for any fees, costs or damages incurred.

10.13 Cancellation periods are set out for different types of events within the Site- specific policies.

11. Event organiser’s performance

11.1 Officers will monitor and review the performance of the event organiser throughout the event planning stages and delivery. Notes will be made where an event organiser has performed poorly so that this can be considered should future event applications be received.

12. PART TWO – Site Specific Policies

12.1 Please see separate document. This includes the events application form. It applies to Site specific policies:

1) Ashtead Common 2) Burnham Beeches & Stoke Common 3) Coulsdon Common 4) Epping Forest and Epping Forest Buffer land 5) Farthing Downs 6) Hampstead Heath including Golders Hill Park and the Heath Extension 7) Highgate Wood 8) Kenley Common 9) Queen’s Park 10) Riddlesdown 11) West Ham Park 12) West Wickham and Spring Park

Policy: FINAL Open Spaces Departmental Events Policy – June 2018. 12 Page 262 Appendix 2

Open Spaces Events Policy PART TWO

Policy: Open Spaces Events Policy PART TWO Page 263 Page 1 Contents Policy Statement...... 4 Introduction ...... 4 Legislative background ...... 4 Event Locations...... 5 Timing and Frequency ...... 5 Local Authority Approvals ...... 5 Local Officer Event Group...... 5 How we make decisions ...... 5 Applications timescale ...... 6 The Commons Events Application Form ...... 7 Contact Details ...... 7 Name of organisation ...... 7 Nature of organisation ...... 7 Registered Charity ...... 7 Not for profit constituted organisation ...... 7 Individual ...... 7 Commercial company ...... 7 Company or Charity Registration Number...... 7 Name of main contact...... 7 Address ...... 7 Invoice address...... 7 (if different from above) ...... 7 Telephone number - landline...... 7 Telephone number - mobile...... 7 Email address ...... 7 Event public enquiries number ...... 7 Event Details...... 8 Note:...... 100 If any of these details change once your application has been submitted, please inform us. No additional items may be included without the express consent of The City of London...... 100 Charges for the financial year 2018//2019...... 12 Terms and Conditions of Hire...... 16

Policy: Open Spaces Events Policy PART TWO Page 264 Page 2 Please tick to confirm that you have plans & procedures in place to deal with the following (where necessary):...... 18 Event communications ...... 18 Transport (including parking) ...... 18 Security & stewarding ...... 18 Toilet & drinking water provisions ...... 18 Crowd management...... 18 Food safety...... 18 Emergencies...... 18 Waste management & recycling ...... 18 Fire ...... 18 Environmental impact...... 18 First aid ...... 18 Disability compliance...... 18 Lost children & vulnerable adults...... 19 Equal opportunities...... 19

Policy: Open Spaces Events Policy PART TWO Page 265 Page 3 Policy Statement This local policy should be read with Part One of the City of London Open Spaces Events Policy which applies to all the City’s Open Spaces located outside the City of London.

This is the local policy and application form for requests to hold events for Ashtead Common, Burnham Beeches or West Wickham and Coulsdon Commons only.

Applications for filming, photography, regular activities and land hire for storage, skips etc. should be completed on the standard licence application form.

Introduction ‘The Commons’ comprises of Ashtead Common, Burnham Beeches & Stoke Common and West Wickham & Coulsdon Commons and provides 2000 acres of ancient woodland and mixed habitats and are vital green lungs to the city. The Commons are protected for ‘the recreation and enjoyment of the public’ and there are a huge range of opportunities for recreation on offer including a number of unique locations for events. With hundreds of thousands of annual visits however, the City has a crucial role in ensuring that visitors are safe, that conflict amongst users is minimised and that use of the sites managed by The Commons is sustainable to safeguard the future of these open spaces for everyone.

Legislative background

The Commons open spaces are protected by statute, the 1878 Corporation of London Open Spaces Act, and enabled the City of London to acquire land for the recreation and enjoyment of the public, to protect it from development and enclosure and maintain the natural aspect. Also, many of the Commons’ open spaces are protected under additional legislation for their special wildlife value. This additional protection does influence the size and nature of events that can be held at these sensitive locations. Additionally, the City of London Corporation (Open Spaces) Act 2018 assists with the management of events on The Commons open spaces.

Policy: Open Spaces Events Policy PART TWO Page 266 Page 4 Event Locations

Throughout ‘The Commons’ events will be judged on their potential impact on the sensitive nature of the landscape but also the intensity of regular use of the area and proximity of housing. A number of areas are restricted completely due to their sensitive nature and others may be restricted seasonally.

Suggested event locations are provided on the attached Open Space descriptions. These are spaces we have determined have some capacity to hold events; however, they will each be subject to some restriction due to access issues, seasonal concerns, proximity of neighbours and overall impact on conservation.

Timing and Frequency

 Local conditions will apply – please see site appendices.

Local Authority Approvals

A temporary event notice and other licences or consents may be required. Applicants should make their own enquiries to the following authorities as applicable:  South Bucks District Council  Mole Valley District Council  Croydon Council  Tandridge Council

Local Officer Event Group

 The Head Ranger of the site will make recommendations to the Superintendent who holds delegated powers to approve events or to the Epping Forest and Commons Committee in appropriate circumstances.

Policy: Open Spaces Events Policy PART TWO Page 267 Page 5 How we make decisions

All applications will be reviewed as required by the Head Ranger and Superintendent. Applications may be:  recommended immediately for the approval of the Superintendent.  recommended for rejection on the basis that it does not meet the requirements of the Open Spaces Event Policy  deferred subject to receipt of further information  referred to a wider meeting of officers for review, particularly in the case of large events. In some cases, such as when events are very large the application will be referred to the Epping Forest and Commons Committee, which will add 2-4 months before a decision is agreed.

Applications timescale

Event applications must be received within the lead in time stipulated below. Should applications not be received within these lead in times event requests may be declined

Scale Total Application to be Application Deadline anticipated received attendance Minor 1 – 50 At least 3 weeks prior None - rolling application to event process Small 31 – 499 At least 8 weeks prior None - rolling application to event process Note – See site descriptions for maximum numbers Medium 500 – 5000 At least 3 months prior None - rolling application to event process Note – See site descriptions for maximum numbers Large 5001 plus At least 6 months 1 September (at least 12 months if 1 December over 10,000) prior to 1 March event

Policy: Open Spaces Events Policy PART TWO Page 268 Page 6 The Commons Events Application Form

Name of event

Proposed location (please describe, add plan or use grid reference to be as clear as possible)

Event dates and times (excluding preparation/ dismantling days) Has the event been held previously? If yes provide details

Contact Details

Name of organisation

Nature of organisation Registered Charity Not for profit constituted organisation Individual Commercial company Company or Charity Registration Number Name of main contact

Address

Invoice address (if different from above)

Telephone number - landline

Telephone number - mobile

Email address

Event public enquiries number

Policy: Open Spaces Events Policy PART TWO Page 269 Page 7 Event Details

Brief description of proposed event

Admission price (s) (if applicable)

Name of charity/fundraising project and full details of beneficiary of proceeds. Name all beneficiaries if more than one (For charity/fundraising event only)

Will all income raised go to the charity/project named above? If no, please give details (proof may be required) Date and time to enter site for preparation

Date and time the site will be vacated after the event (when all equipment has been removed)

Maximum number of people expected to attend at peak time Overall expected attendance How is your event to be funded, particularly up-front costs?

Activities

Description of Activity Please include activities, stalls and other structures. It may be easier to attach a full programme of activities to this application.

Will there be any of the following activities? Several of these activities will require a licence or permit. Further charges may apply to some activities If yes, please give further details. We will then advise you on further permissions needed – many of which will need to be obtained from the relevant local authority

Policy: Open Spaces Events Policy PART TWO Page 270 Page 8 Site Setup Barriers/fencing Yes/No Portable staging Yes/No Portable Yes/No generator Stewarding and Yes/No security On site Yes/No communication e.g. radios Marquees Yes/No If yes, please give number and sizes Domestic gazebos Yes/No If yes, please give numbers Live Music or Entertainment Yes/No PA System Yes/No Recorded music/sound Yes/No Dancing Yes/No Performance of Plays Yes/No Films Yes/No Fireworks / Pyrotechnics Yes/No Carnival / Procession Yes/No Fairground equipment Yes/No Bouncy Castle Yes/No Animals – Horses, Donkeys, Yes/No Birds or other animals If yes, please give details Alcohol Yes/No

Catering for public Yes/No There are additional charges for Catering units that consumption are not incorporated as part of an event package (e.g. running events) or are an excessive number for the event

Waste disposal Please describe the method to be used to keep the area free of litter and refuse. All waste must be removed by the end of the event.

Do you require power? Yes/No If yes, give details of how you intend to supply it / where you would like to source power from

Do you require water? Yes/No If yes, give details of how you intend to supply it / where you would like to source it from and drainage points/methods

First Aid What first aid cover will be provided and who will provide it?

Toilet Facilities Do you wish to use public toilet facilities? Please state which

How many temporary toilets will you bring onto the site?

Policy: Open Spaces Events Policy PART TWO Page 271 Page 9 You are required to ensure that toilet facilities are adequate.

How will you actively Please give details encourage people to travel sustainably? Will you require vehicle Yes/No access at the event? If yes, please detail the number and type of vehicles

Event Parking Approximately how many vehicles will be attending the event?

How do you propose these vehicles will be parked?

How do you intend to manage the parking of these vehicles? Will you have signage and/or Parking Attendants?

Your site plan will need to show your proposed car parking area. Note; there may be a fee for car parking. Will the event be accessible Yes/No and open to all? Under the Equality Act (2010) you must not discriminate on the basis of race, colour, ethnic or national origins, religion and belief, gender, sexual orientation or marital status and disability or age. Do you require on site Yes/No advertising? If so, please Please note that flyposting within the Forest and surrounding state where and how local authority areas is not permitted. Your deposit may be provided. forfeited if we have to remove unpermitted posters or banners. There may be additional charges for signs.

Note: If any of these details change once your application has been submitted, please inform us. No additional items may be included without the express consent of The City of London

Licenses Your event may require a Premises Licence or Temporary Event Notice which is provided by the relevant local authority. We can advise which one it will be depending on your chosen site.

You are advised to allow a minimum of 10 weeks for a premises licence application and 4 weeks for a temporary event notice. Larger events may need to apply for a licence up to 6 months in advance. More information can be found here If you are using recorded or live music, you will also need to obtain the appropriate music licences. See https://pplprs.co.uk/ for further details

Policy: Open Spaces Events Policy PART TWO Page 272 Page 10 Insurance Hirers of public open space are required to hold a current policy of insurance in respect of public liability or third-party risks. The relevant limit of indemnity must be no less than £5million and the City of London reserves the right to require a higher limit if deemed necessary.

Hirers will be required to produce a copy of a valid schedule or certificate of public liability insurance together with that of any exhibitor, band/dance group, sub-contractor, caterer etc. whom they have instructed or authorised to appear at the event (see http://www.londoneventstoolkit.co.uk) This information needs to be provided at least one month prior to the event if a medium large or major event. Failure to produce this evidence will result in withdrawal of consent to use the land.

Insurance company: ______

Policy no: ______

Amount of indemnity: ______(a minimum of £5 million cover is required)

Expiry date of current certificate: ______

Event Planning

You may be required to provide a range of plans and documents relating to your event such as Traffic Management Plans, Emergency Plan and Risk Assessments. More details about these can be found here http://www.londoneventstoolkit.co.uk

Policy: Open Spaces Events Policy PART TWO Page 273 Page 11 Charges for the financial year 2019/2020 We will be able to calculate your event charge when we have received your event application form. The fees and charges shown below are typical of what you can expect to pay.

Outdoor Events Events are charged based on the size, number of people attending, and activities planned. Community / not for profit and charity fundraising events will receive a 50% reduction from the commercial event charges. Individual applicants will be treated as Commercial and subject to the same fees. 5% of ticket price is based on maximum numbers applied for.

Commercial / Corporate Events Item Amount When Payable Application Fee £50 On application Deposit (to reserve location and 25% of basic hire fee Invoiced when event date) has outline approval from The City of London subject to licence approvals. If required licences are not approved and the event does not proceed the deposit is forfeited. Damage Deposit (refundable) £500 or 20% of hire fee Cleared funds to be whichever is the lesser received at least 3 weeks prior to the first day on site. Basic Hire Fee - Minor event (less £0- £500 dependent A damage deposit than 50) on event type and of £100 may be infrastructure (e.g. levied to ensure serving hot food, waste is disposed of charging a fee, in the case of events including more than where a charge of one gazebo) less than £100 is made. Charged for catering must be separately licensed and an additional fee is payable unless part of an organised small/large event or otherwise agreed with CoL Basic Hire Fee - Small event (50- £650 plus 5% of ticket Cleared balance of 499) price funds to be received at least 3 weeks prior to the first day on site.

Policy: Open Spaces Events Policy PART TWO Page 274 Page 12 Basic Hire Fee - Medium event £1950 plus 5% of ticket Cleared balance of (500-4999) price funds to be received at least 1 month prior to the first day on site. Basic Hire Fee - Large event By negotiation Cleared balance of (greater than 5000) funds to be received at least 2 months prior to the first day on site. Non – event days (set up and 15% of basic fee per Payable in dismantle) day conjunction with the basic hire fee. Private events (wedding £1000 Cleared balance of receptions/ party) max 150 funds to be received at least 1 month prior to the first day on site.

Policy: Open Spaces Events Policy PART TWO Page 275 Page 13 Charity / Not for Profit Events (see terms and conditions)

Item Amount When Payable Application Fee £25 On application Deposit (to reserve location and 25% of basic hire fee Invoiced when event date) has outline approval from The City of London subject to statutory licence approvals. If required licences are not approved and the event does not proceed the deposit is forfeited. Damage Deposit (refundable) £500 or 20% of hire fee Cleared funds to be whichever is the lesser received at least 3 weeks prior to the first day on site. Basic Hire Fee - Minor event (less £0- £250 dependent A damage deposit of than 50) on event type and £100 may be levied to infrastructure (e.g. ensure waste is serving hot food, disposed of in the charging a fee, case of events where including more than a charge of less than one gazebo) £100 is made. Charged for catering must be separately licensed and an additional fee is payable unless part of an organised small/large event or otherwise agreed with CoL Basic Hire Fee - Small event (50- £325 plus 5% of ticket Cleared balance of 499) price funds to be received at least 3 weeks prior to the first day on site. Basic Hire Fee - Medium event £975 plus 5% of ticket Cleared balance of (500-4999) price funds to be received at least 1 month prior to the first day on site. Basic Hire Fee - Large event By negotiation Cleared balance of (greater than 5000) funds to be received at least 2 months prior to the first day on site.

Policy: Open Spaces Events Policy PART TWO Page 276 Page 14 Events requiring the use of specific facilities must pay these in addition to the above charges: Exclusive Hire of car park Large Prices on application but Medium as a guide £100-£250 per bay per day or £3.00- Small £20.00 per vehicle where Compounds/ Storage only part bays are required. Costs dependent on type of use/length of use/time of use and day of use,

£0.57 per square meter per day. Minimum overall charge of £71.00 Water Use of building water £50 per day or metred supply or stand pipe charge (limited locations) Electricity Use of The City of London £50 or metered charge supplies (limited locations) Specialist ground On application preparation (in addition to usual cutting regime e.g. ground marking) Staffing. City of London Ranger From £27 per hour will provide staff to the Senior Ranger From £34 per hour first 2 meetings free of Head Ranger/Manager From £44 per hour charge. Further attendance at meetings Plus VAT at 20% and on-site attendance may be charged, particularly if out of normal working hours.

Damage Deposit and Reinstatement Fees We will inspect the site before you arrive and again after your departure. If reinstatement costs are greater than the damage deposit paid, we will invoice you for the remaining balance.

Policy: Open Spaces Events Policy PART TWO Page 277 Page 15 Terms and Conditions of Hire

1. Hirers must not:  Fix items to trees, railings, fences or any other structures, including any form of advertising  Drive stakes into the ground  Cook or sell food or sell alcohol without separate licensing agreement or without obtaining an alcohol licence  Leave items or equipment unattended  Hand out literature at an event, unless special permission has been given  Solicit donations i.e. bucket collections or similar  Release balloons or sky lanterns  Stage pyrotechnic displays (unless by separate agreement)  Erect temporary structures (other than small gazebos) including bouncy castles, unless by specific agreement in specified locations  Climb, or allow others to climb on, statues, monuments or infrastructure  Move benches, fixtures and fittings  Advertising is not permitted on railings or within the open spaces unless specifically permitted and with a separate charge

2. Applications for events will only be considered if submitted within the time frames and scope outlined

3. Applications will only be approved once adequate health, safety and emergency planning information has been agreed. No licensable event may proceed without the appropriate licence(s) from the local authority.

4. Events should not be advertised until final signed agreement for the event has been received from the City of London.

5. The Hirer hires the area indicated on the Hirer's site plan and agreed by The City of London. The Hirer does not hire the whole site for the Hirer's exclusive use, unless requested and agreed by The City of London

6. The Hirer’s attention is drawn to the requirements of the Health & Safety at Work Act 1974 and other health & safety legislation including the Management of Health & Safety at Work Regulations 1999, Control of Substances Hazardous to Health Regulations 1999 and Electricity at Work Regulations 1989. It is the responsibility of the Hirer to comply with all relevant legislation. http://www.hse.gov.uk/event-safety

7. The Hirer shall indemnify and keep indemnified The City of London from and against all actions, claims, suits, costs, expenses, losses, injuries, damage and liability howsoever arising out of or by reason or in consequence of the agreement hereby granted (other than action, claims, suits, costs, expenses, losses, injuries, damage and liability resulting from any negligent act of The City of London, its servants or agents). The Hirer shall effect a third-party policy of insurance to a minimum of £5,000,000 per event and in such terms as may be approved by The City of London

Policy: Open Spaces Events Policy PART TWO Page 278 Page 16 8. The Hirer will be required to produce written documentary evidence of the existence of public liability insurance at such a level as required by The City of London in respect of any exhibitor, ground entertainer, sub-contractor, caterer which the Hirer has authorized to appear at the event.

9. The Hirer is responsible for the reinstatement of the site allocated, including the clearance of litter, the separation and collection of recyclable materials and the removal of all advertising. The clearance must be undertaken within 24 hours after completion of the event and reinstatement of land within 48 hours after completion of the event. If the Hirer fails to perform these obligations, The City of London reserves the right to perform any such obligations and any costs incurred shall be borne by the Hirer. Specialist grounds works including re- seeding will be undertaken by The City of London and will also incur an additional cost to be borne by the Hirer.

10. CANCELLING AN EVENT The City reserves the right to cancel forthwith the holding of any of The Commons in the event of an emergency or on the advice from the police authority or any other appropriate authority or because of forecast poor and extreme weather or unsuitable ground conditions.

In the event of any event being cancelled under the provisions of this clause, the City shall not be held liable to the hirer for any fees costs or damages, loss nor any consequential loss sustained as a result of or in any way arising out of the cancellation of the function but shall repay to the hirer without interest all sums paid by the hirer on account of the hirer charge (with the exception of the administration fee which is non-refundable). It is therefore highly advised to take out separate event insurance.

The City of London Corporation reserves the right to require the hirer to alter the date of use if it should become necessary for any reason, provided reasonable notice is given of such alteration (except in the case of an emergency when the clause above will apply). In the event the hirer is unable to alter the date, the City of London will repay all monies paid by the hirer to the City within 10 working days but will accept no liability for any other fees, costs or damages or any consequential loss what so ever.

In the case of the hirer cancelling the event once agreed and deposit paid, for any reason and including failure to secure the appropriate licences, refunds will be given on the sliding scale shown below. In all circumstances the administration fee will be retained, and a charge made for any expenses already incurred by The City of London Corporation on behalf of the event:

Cancellation Period Scale Total Notice given for Refund anticipated Cancellation attendance Minor 1 – 50 Any period Full refund * Small 50 – 499 At least 4 weeks Full refund* Less than 4 weeks Minus 25% of deposit

Policy: Open Spaces Events Policy PART TWO Page 279 Page 17 Medium 500 – 4999 At least 2 months Full refund* Less than 2 months Minus 25% of deposit* Large 5000 plus At least 4 months Full refund* Less than 4 months Minus 50% of deposit* Less than 4 weeks Minus 100% of deposit*

*minus application fee and expenses

11. The property of the Hirer and Hirer's agents must be removed at the end of the period of hire. The City of London accepts no responsibility for any property left on the venue before, during or after hire period.

12. The Hirer must ensure that adequate parking arrangements are made for vehicles. Parking is restricted to areas set aside within the site plan and with the prior approval of The City of London. Any parking to highway areas is covered by traffic regulations and non-compliance may result in parking fines.

13. The Hirer is required to comply with the Town and Country Planning (Control of Advertisements) Regulations 1992, whereby unauthorized advertising, including “fly posting”, is an offence and therefore strictly forbidden.

14. Food preparation on site is not permitted unless in a fully certified catering facility. Picnics, buffets etc. must be at no charge. Any food charged for must be through a certified catering facility.

15. The Hirer is responsible at all times for the organisation and smooth running of the event.

16. Temporary structures must be constructed of sound materials, be stable and be suitable for their purpose. The Hirer will be responsible at all times (day and night) for the security and supervision of these structures.

17. The Hirer must ensure that the byelaws are complied with at all times other than by agreement with The City of London

18. The City of London reserves the right to terminate the hiring if details are not submitted, if there is a breach of any of the foregoing conditions, or if the arrangements are deemed unsatisfactory. Declaration Please tick to confirm that you have plans & procedures in place to deal with the following (where necessary):

Event communications Transport (including parking) Security & stewarding Toilet & drinking water provisions Crowd management Food safety Emergencies Waste management & recycling Fire Environmental impact First aid Disability compliance Lost children & vulnerable Equal opportunities adults

Policy: Open Spaces Events Policy PART TWO Page 280 Page 18 More information can be found http://www.londoneventstoolkit.co.uk Copies of these must be supplied at least four weeks prior to the event.

Please confirm that the following documents are either attached to your application or will be provided at least four weeks prior to the start of your event. Failure to comply may result in the City of London refusing to grant permission for your event.

Attached To Follow N/A Risk assessment / emergency plan Copy of your Public liability Insurance A site plan / route map A programme Catering certificates and licences Noise management plan Copy of Charitable or not for profit constitution and evidence of organisation bank account with minimum of 2 signatories (if applying for charity discounted rate)

By returning this form, I confirm that I have read and accepted the Terms & Conditions of Hire. I apply for permission to hold the event as described in this application form. I confirm that the information provided is correct and will inform The City of London if the details change.

Signed (not essential on emailed documents) Print name

On behalf of (organisation)

Date

Please email or return this form together with your supporting documentation to:

City of London Corporation Merlewood Estate Office or Burnham Beeches Estate Office) [email protected]

Policy: Open Spaces Events Policy PART TWO Page 281 Page 19 Ashtead Common Woodfield Rd, Ashtead, KT21 2DU OPEN SPACE DESCRIPTION

 Availability - all year with seasonal restrictions.

 Description of open space -Large wooded common with SSSI and National Nature Reserve designations

 Total area – 200ha

 Total area available for event – 200ha

 Available facilities – some surfaced and unsurfaced paths and rides.

 Accessibility – some easy access paths

ADDITIONAL CONTROLS

 Licence required for all events

 Consent may be required from natural England for some activities due to the Sites of Special Scientific interest (SSSi) and National Nature Reserve (NNR) designation

 Maximum event size - Events limited to 250 participants on site at any one time.

 Parking – none available

 Number of events per year - No limit to the number of events a year, but organisers of events with over 50 participants (running events etc.) are encouraged to schedule the activity between the months of August to October.

 Consideration of stakeholders-

Local residents Highways Local Authority Parish Council Emergency Services

 Entertainment/alcohol licences – consult Local Authority.

 Security – all parts of the site are publicly accessible and exclusive access to any one area cannot be granted

 Byelaws – available from the Ashtead Estate Office.

 Insurances – required for all activities

Policy: Open Spaces Events Policy PART TWO Page 282 Page 20  Waste management – no facilities are provided and is the responsibility of the hirer

 Natural England prescriptions – site is a SSSI, NNR and specific site/area restrictions will apply for some events.

 Due diligence of event organiser – depending on event size

Policy: Open Spaces Events Policy PART TWO Page 283 Page 21 Burnham Beeches Hawthorn Lane Lord Mayor’s Drive car parks Farnham Common Sir Henry Peeks over flow car park Slough The Dell car park SL2 3TE The Stag car park Some natural surface areas may be available with the permission of the Head Ranger OPEN SPACE DESCRIPTION

 Availability – all year with seasonal restrictions

 No large events possible

 Weekend/Bank holiday restrictions - no medium events on Sundays or Bank Holiday Mondays unless jointly arranged with the City of London Corporation, between 1 April and 30 November

 Description of open space – hard standing. Large wooded common with SSSI and National Nature Reserve and SAC designations

 Total area – 220Ha

 Total area available for event – depends on the event area and site restriction applying – up to 220 ha available for some and much less for others. Area restrictions apply at all times (see maps) and key locations for event to be based are around the Lord Mayor’s Drive car park complex. Cyclists & horse riders allowed on tarmac roads only.

 Available facilities – café, disabled and unisex lavatories, car free roads, surfaced easy access path

 Accessibility - Lord Mayor’s drive car parks Sir Henry Peeks Overflow Car Park – Sir Henry Peeks Drive The Dell Car Park – Hawthorn Lane The Stag Car Park – Hawthorn Lane Easy access paths and car free zone

ADDITIONAL CONTROLS

 Licence required for all events

 Consent may be required from natural England for some activities due to the Sites of Special Scientific interest (SSSi) and Special Areas of Conservation (SAC) designation

 Maximum event size – up to 750 depending on open space and event – Maximum of 250 if car parking also required, maximum can be increase for events simply passing through on private roads but assessed on a case by case basis.

Policy: Open Spaces Events Policy PART TWO Page 284 Page 22  Parking/charges - A daily parking charge of £3 per motor vehicle and £18 per coach applies on weekends and bank holidays with donations at all other times. Disabled visitors correctly displaying a valid blue badge are exempt.

 Number of events per year –

Minor – no restrictions Small– 10 per year Medium – 5 per year Large - 0/year

 Consideration of stakeholders –

Local residents Highways Local Authority Parish Council Emergency Services

 Entertainment/alcohol licences – consult local authority events at BB requiring such licences will not normally be allowed

 Security – all parts of the site are publicly accessible and exclusive access to any one area cannot be granted

 Byelaws – available from the Burnham Beeches estate office. Additional restrictions on use of BBQs, cycling areas and on dog access apply.

 Insurances – required for all activities

 Waste management – no facilities are provided and is the responsibility of the hirer

 Natural England prescriptions – site is a SSSI, NNR and SAC specific site/area restrictions will apply for some events.

 Due diligence of event organiser – depending on event size

Policy: Open Spaces Events Policy PART TWO Page 285 Page 23 The West Wickham Commons: Merlewood Estate Office Spring Park Ninehams Road West Wickham Common Caterham CR3 5LN OPEN SPACE DESCRIPTION

 Availability - all year

 Description of open spaces - Two open spaces situated on the North Downs in the London Borough of Bromley. The sites are both deciduous woodland, managed for their wildlife and nature conservation interest. Both sites have a good network of footpaths and woodland rides.

 Total area – 30 ha

o West Wickham Common: 10ha.Car parking for 5 vehicles o Spring Park: 20ha.Car parking for 23 vehicles

 Total area available for event 30ha

 Available facilities- some surfaced paths and rides. No other facilities

 Accessibility - some easy access paths

ADDITIONAL CONTROLS

 Licence required for all events

 Maximum event size - 100 people

 Parking - Limited Parking available

 Number of events per year - No limit on number of events but events will need to satisfy the requirements of Environmental Stewardship Schemes which have seasonal conditions

 Consideration of stakeholders –

Local residents Highways Local authority Parish Council Emergency services

 Entertainment / Alcohol licenses – consult Local Authority

 Security – all parts of the site are publicly accessible and exclusive access to any one area cannot be granted

 Byelaws – available from the Merlewood Estate Office

Policy: Open Spaces Events Policy PART TWO Page 286 Page 24  Insurances – required for all activities

 Waste management - no facilities are provided and is the responsibility of the hirer

 Due diligence of event organiser – depending on event size

Policy: Open Spaces Events Policy PART TWO Page 287 Page 25 The Coulsdon Commons - Merlewood Estate Office Coulsdon Common Ninehams Road Kenley Common Caterham Riddlesdown CR3 5LN Farthing Downs & New Hill OPEN SPACE DESCRIPTION

 Availability - all year

 Description of open spaces - Four open spaces clustered on the North Downs south of Croydon. The sites are a mixture of open grassland and deciduous woodland offering excellent opportunities for walking and recreation. Sites are covered by designations such as SSSI, Scheduled Ancient Monument and SNCI

 Total area – 245ha

o Coulsdon Common: 51ha, parking for 12 cars o Kenley Common: 56 ha. No onsite parking o Farthing Downs & New Hill: 95ha. Total parking 90 cars split between a tarmacked car park (40 Cars) which is open all year round and a summer car park (50 cars) opened by arrangement. Car parks are gate controlled and opening times vary according to season o Riddlesdown: 43ha. Car parking for 34 cars. Car parks are gate controlled and opening times vary according to season.

 Total area available for event 245ha

 Available facilities - Toilets available in the car park on Farthing Downs

 Accessibility - some easy access paths

ADDITIONAL CONTROLS

 Licence required for all events

 Consent may be required from Natural England for some activities due to the Sites of Special Scientific interest (SSSi)

 Maximum event size - 250 people but may be more on some sites and in exceptional circumstances

 Parking – available only available on some sites

 Number of events per year - No limit on number of events but events will need to satisfy the requirements of the SSSI, SAM and Environmental Stewardship Schemes

 Consideration of stakeholders –

Local residents

Policy: Open Spaces Events Policy PART TWO Page 288 Page 26 Highways Local Authority Parish Council Emergency services

 Entertainment / Alcohol licenses – consult Local Authority

 Security – all parts of the site are publicly accessible and exclusive access to any one area cannot be granted

 Byelaws – available from the Merlewood Estate Office.

 Insurances – required for all activities

 Waste management – no facilities are provided and is the responsibility of the hirer.

 Natural England prescriptions – some sites are SSSi and specific site/area restrictions will apply for some events.

 Due diligence of event organiser – depending on event size

Policy: Open Spaces Events Policy PART TWO Page 289 Page 27 This page is intentionally left blank

Page 290 Agenda Item 21

Committee(s): Date(s): Epping Forest and Commons 19th November 2018 Committee Subject: Burnham Beeches management plan. Public Consultation process and timetable. Report of: Superintendent of The Commons For Decision

Summary This Committee approved the current version of the Burnham Beeches ten- year management plan in 2010. At that time, the Superintendent consulted a wide audience to guide the development of the plan.

A new 10 year management plan is now required for Burnham Beeches commencing 1st April 2020, to continue the City Corporation's work on the site until 2030. Once again, this will require extensive consultation with a wide range of stakeholders, which must be undertaken prior to a final draft management plan being submitted to your Committee in January 2020 for approval.

Members are asked to:

i. Approve the necessary actions outlined in the provisional timetable for the Management Plan and public consultation process. Table 1.

Main Report

Background

1. Your Committee approved the current version of the Burnham Beeches 10- year management plan in 2010. Community engagement and discourse with conservation experts was key to the successful development of that plan.

2. A brief list of achievements during the period of the last plan include: i. The introduction of invisible fencing to the site and the development of techniques to make the most of its potential. ii. The successful introduction of Dog Control Orders and latterly, Public Space Protection Orders, to greatly reduce antisocial dog behaviours. iii. The careful management and monitoring of the site’s cohort of veteran trees and associated species. iv. The continuing development of heathland areas and other rare habitats and species. v. Engagement of local communities and visitors to improve understanding of the site and its special status.

Page 291 Current Position Management Plan. 3. The management plan for Burnham Beeches brings together all the necessary knowledge and management activities to ensure that its status as a Site of Special Scientific Interest (SSSI), National Nature Reserve (NNR) and Special Area of Conservation (SAC) is maintained according to the City’s twin legal responsibilities towards recreation and biodiversity. For the last two decades each iteration of the plan has been developed in a consultative manner. Once in final form, it is assessed and approved by this Committee before being passed on to Natural England (NE) for ratification.

4. The provision of a management plan approved by NE is the best method of ensuring that the City meets its legal obligations towards the enhancement of biodiversity and to attract grant aid via NE’s Countryside Stewardship Scheme.

5. The current management plan expires on 31st March 2020. Therefore, it is necessary to draft a replacement plan to cover the period 2020-2030.

Public Consultation. 6. It is good practice to consult a variety of audiences on the contents of any new Management Plan. At Burnham Beeches audiences have traditionally included local communities and site users, neighbouring Local Authorities, Natural England and conservation specialists.

Committee Consultation. 7. The Assistant Town Clerk has recently advised against the creation of more working parties and would advise members were consulted via or at full Committee meetings instead; this is due to the volume of committees already created and the strain on resource.

8. Based on advice given in 7 above a consultation timetable has been produced. Your Committee approved a similar timetable for the recent production of the Stoke Common management plan.

Proposals 9. To ensure appropriate governance, Members must be satisfied that they have suitable oversight of the development of the management plan. Table 1 below outlines the proposed consultation process for all audiences.

Table 1. Nov 2018 Agree Governance and Timetable. Epping Forest and Commons Committee Jan 2019 Burnham Beeches Consultation Group – introduction to the need and process - for information. Jan – March 2019 Produceinformed 1aboutst draft management new Management plan process Plan

Mar – May 2019 Consult conservation specialists

Page 292 May 2019 Update for BBCG regarding management plan June/July 2019 BBCG site visit to assess draft plan issues

Summer 2019 Committee visit to Burnham Beeches to review the draft plan. A detailed ‘issues report’ to be produced prior to the site visit to highlight topics for Member’s Oct 2019 consideration.Public Consultation on draft Management Plan Autumn/Winter 2019 Assess consultation feedback and amend/ finalise management plan. December 2019 Assess Equality issues arising from the draft plan January 2020 Presentation of final draft plan to BBCG January 2020 EFCC ‘decision report’ on management plan Feb/March 2020 Submission of approved plan to Natural England for ratification 1 April 2020 Start date of ratified Management Plan Key Consultation Phases Development Phases

10. The developing management plan will be presented to this Committee for comment and amendment according to Table 1.

11. A final version of the management plan will be submitted to this Committee in January 2020 for approval and to Natural England shortly thereafter for ratification. 12. The design and format of the new Management plan will closely follow that of the recent Stoke Common management plan.

Implications 13. A management plan that is at odds with its audience will struggle to achieve the unified support necessary to achieve its central aims and legal obligations. This in turn may lead to difficulties in delivering the plan and subsequent reputational harm.

14. Based on previous experience, the actions outlined in Table 1 are considered essential for the successful development and delivery of the next management plan for Burnham Beeches.

15. As Burnham Beeches is a SSSI the City is obliged ‘to have regard for biodiversity conservation’. Natural England aims to achieve a target ensuring that 95% of SSSI’s are in ‘favourable’ or ‘improving’ condition’. Burnham Beeches is currently in favourable condition and a Management Plan approved by Natural England is the most effective way to ensure that the site continues to help them meet their target.

16. The cost of producing the management plan will be met from the Burnham Beeches local risk budgets. Costs are likely to include consultation events,

Page 293 additional mapping/surveys and the publication of the final document(s). They are not expected to exceed £10,000.

17. Having been consulted on the production of this report the Human Resources Department has concluded that there are no likely adverse implications.

Corporate & Strategic Implications 18. The proposals in this report support the Corporate Business Plan as follows:

Contribute to a Flourishing Society  People enjoy good health and wellbeing  Communities are cohesive and have the facilities they need

Shape outstanding environments  Our Spaces are secure, resilient and well maintained.  We have clean air, land and water and a thriving and sustainable environment

19. And the Open Spaces Business Plan outcomes:  Open Spaces and Historic Sites are thriving and accessible  Spaces enrich people’s lives  Business practices are responsible and sustainable

Conclusion 21. A new management plan and associated public consultation is required to ensure the continuing management, external funding and community support for the City’s management of Burnham Beeches.

22. Table 1 provides the template for the production of that plan.

Appendices - None

Background Papers: Burnham Beeches Management Plan – 2010

Author Andy Barnard Superintendent of The Commons – Open Spaces Department T: 020 7332 6676 E: [email protected]

Page 294 Agenda Item 22

Committee(s): Date(s): Epping Forest and Commons 19th November 2018 Committee

Subject: Stoke Common Management Plan, Public Public Consultation and Grant Application Report of: Superintendent of The Commons For Decision

Summary The transfer of Stoke Common from South Bucks District Council to the City of London Corporation was completed on 31st October 2007. At that time, the Superintendent consulted a wide audience to guide the development of a 10- year management plan for the site. This Committee approved that plan in July 2008.

A new 10-year ‘draft’ management plan has been produced for Stoke Common commencing 1st January 2019 to guide the City Corporation's work on the site. Extensive consultation has again been undertaken with a wide range of stakeholders prior to the production of this final draft version.

Natural England’s Higher Level Stewardship (HLS) Scheme has until now, provided the majority of the funding for the restoration work of the heathland. This source of grant funding expired on 31st October 2018.

A fresh grant application has been submitted for Natural England’s new ‘Countryside Stewardship’ Scheme that replaces HLS. This grant will help the City to ensure the continuation of heathland restoration work on the site for the duration of the proposed management plan.

Members are asked to:

i. Approve the final draft plan so that it can then be submitted to Natural England for ratification.

Main Report Background 1. The transfer of Stoke Common, an ancient heathland and Site of Special Scientific Interest (SSSI), from South Bucks District Council (SBDC) to the City of London Corporation was completed on 31st October 2007.

2. Since that date, the City’s team based at Burnham Beeches has actively managed the restoration of the site to heathland.

3. Natural England (NE) recently assessed the condition of the SSSI as being in ‘improving condition’ having previously recorded it as being in ‘unfavourable, declining condition’. Natural England further commented that the City Corporation has achieved very substantial improvements in restoring the valuable heathland habitats since the site came into its ownership.

Page 295 4. Community engagement has been key to this success. Local communities and various conservation experts were consulted during the development of the original site management plan. A Friends of Stoke Common Group was also formed at that time to help deliver the ambitious work programme. This group continues to flourish and support the City’s work.

Current Position 5. Management Plan i. The City’s original Stoke Common management plan ran for a 10-year period commencing 2008. It expired on 31st October 2018. A new management plan, in final draft form, has been produced by the Conservation Officer and Head Ranger.

6. Natural England Grant i. The previous management plan was heavily supported via grant income from NE’s Higher Level Stewardship Scheme. That grant, and area payments under the Basic Payment Scheme (BPS), covered the majority of costs associated with the heathland restoration works that have remained at £53K per annum in total.

Table 1.

Expenditure Employees £19,000 Grounds Maintenance £27,000 Supplies and Services £6,000 Third Party Payments £1,000 Total Expenditure £53,000 Income from HLS Grant £21,000 Income from BPS grant £10,000 Total cost to local risk £22,000/annum ii. The HLS grant funding of £21,000 per annum ended on 31st October 2018. iii. A new grant application under NE’s Countryside Stewardship Scheme was submitted in September 2018 and, assuming they approve it in December 2018, the outcome is shown in in the table below. Table 2.

Expenditure Employees £19,000 Grounds Maintenance £20,000 Supplies and Services £6,000 Third Party Payments £1,000 Total Expenditure £46,000

Page 296 Income from HLS Grant £14,000 Income from BPS grant £10,000 Total cost to local risk £22,000/annum

iv. Payments, if approved by NE, will commence January 2019. Members will note that the amount available to spend to manage the common during the new management plan will be reduced by £7,000 per annum compared to the previous period. This figure is currently felt to be sufficient to complete this latest, less management intensive, phase of the site’s restoration and additional financial support need not be sought for the foreseeable future. v. It was not possible for the new grant to start at an earlier date so, during the two- month period November and December 2018, the City will not receive a grant. This will create an unavoidable shortfall in income for the current financial year of £3,500 that will be met from Local Risk budgets.

7. Public Consultation. Officers consulted extensively during the production of this plan (and to a lesser degree, the Countryside Stewardship Grant Application). Audiences included, Local Communities, Local Authorities, NE and the Burnham Beeches and Stoke Common Consultation Group and conservation specialists.

8. Committee Consultation. Members visited the site in September 2018 and were provided with detailed notes for discussion on the major issues arising during the production of the draft plan.

9. Your Superintendent has assessed the need for an Equality Analysis of the draft management plan for Stoke Common. The first step under such circumstances is to carry out a ‘Test of Relevance’ to determine any negative, positive or neutral impacts of the draft plan. In this instance, the test of relevance concluded ‘no negative impacts’ so further assessment was not required.

Options

Option 1. Approve the draft management plan so that it can be considered and ratified by Natural England. This is the recommended option.

Option 2. Require amendments to the plan. Members may wish to suggest further amendments to the draft plan but should note this may delay payments under the Countryside Stewardship Scheme.

Implications 10. Option 1 will allow the plan to be forwarded to Natural England for grant approval and commencement of payments from January 1st 2019. 11. Option 2. If members require amendments to the draft plan and they are of a significant nature, the plan may require further external consultation that may cause delays to the commencement of Countryside Stewardship Grant payments.

Page 297 12. The cost of producing the management plan was met from the Burnham Beeches and Stoke Common local risk budgets. Costs included consultation events, additional mapping/surveys and the publication of the final document(s) amounting to approximately £5,000.

13. Having been consulted on the production of this report the Human Resources Department has concluded that there are no likely adverse implications.

Proposals 14. It is proposed that once approved the management plan will be forwarded to Natural England for ratification and commencement of Countryside Stewardship Scheme payments from 1st January 2019.

Corporate & Strategic Implications 17. The proposals in this report support the Corporate Business Plan as follows: Contribute to a Flourishing Society  People enjoy good health and wellbeing  Communities are cohesive and have the facilities they need Shape outstanding environments  Our Spaces are secure, resilient and well maintained.  We have clean air, land and water and a thriving and sustainable environment And the Open Spaces Business Plan as follows:  Open Spaces and Historic Sites are thriving and accessible  Spaces enrich people’s lives  Business practices are responsible and sustainable Conclusion 14. A new management plan has been developed following extensive public consultation. A grant application under the Countryside Stewardship Scheme has been developed and submitted in lock step with the development of this plan. 15. Should Members approve the draft management plan it must then be ratified by Natural England so that Countryside Stewardship grant payments can commence.

Appendices Appendix 1. (Draft) Management Plan for Stoke Common 2019 – 2028.

Background Papers: Stoke Common Management Plan – 20th November 2017 Equalities Impact Assessment – Test of Relevance

Author Andy Barnard Superintendent of The Commons – Open Spaces Department T: 0207 332 6676. E: [email protected]

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