Agenda and draft minutes

Nonsuch Park Joint Management Committee
Monday, 21st October, 2019 10.00 am

Venue: Nonsuch Park Mansion House, Nonsuch Park

Contact: Democratic Services, 01372 732121  Email: Democraticservices@epsom-ewell.gov.uk

Items
No. Item

6.

South and South East in Bloom Awards

Minutes:

On behalf of the Joint Management Committee the Chair thanked the staff and volunteers for their hard work in preparing the park for the 2019 South & South East In Bloom Award.

The Park earned a well-deserved Silver Gilt award and achieved its highest ever score. 

Members recognised that in order to aspire to the prized Gold standard improvements in the park would need to be carried out.  To that end it was agreed to arrange a tour which followed the South & South East in Bloom judging route in order to identify and discuss areas of improvement. 

 

7.

Adjournment for Public Speaking (If Required)

Prior to commencement of the meeting a period of 15 minutes will be put aside to allow members of the public who have pre-registered to do so, the opportunity to ask questions.

 

For further details, contact Democratic Services on 01372 732000, democraticservices@epsom-ewell.gov.uk.

Minutes:

No members of the public had submitted questions.

8.

Declarations of Interest

Members are asked to declare the existence and nature of any Disclosable Pecuniary Interests in respect of any item of business to be considered at the meeting.

Minutes:

In the interests of openness and transparency the following declaration was made:

Declarations of Interest

Councillor Colin Keane, Other Interest: Declared he was a member of the friends of Nonsuch, and had also had communications with Nonsuch Voles through the Nonsuch Residents Association..

 

9.

Minutes of the Previous Meeting pdf icon PDF 74 KB

The Committee is asked to confirm as a true record the Minutes of the Meeting of the Nonsuch Park Joint Management Committee held on 24 June 2019.

Minutes:

The Minutes of the Meeting of the Nonsuch Park Joint Management Committee held on 24 June 2019 were agreed as a true record and signed by the Chair.

10.

NJMC Budget Monitoring Report pdf icon PDF 63 KB

This report advises the Nonsuch Park Joint Management Committee of the mid-year financial position for 2019/20 and the forecast outturn.

Additional documents:

Minutes:

The Committee received a report outlining the mid-year financial position for 2019/20 and the forecast outturn.

It was reported that a small underspend of £305 was expected against the agreed net expenditure budget of £202,800. 

It was noted that the maintenance contract referred to in paragraph 2.1.1 related in the main to the cleaning and upkeep of communal areas and had been in operation since April 2019.  A review of the contract was planned for January 2020 at which point the forecast may be adjusted accordingly.

Partial road flooding at the Cheam Road entrance had been observed and it was confirmed that a budget of £16,530 had been agreed for road maintenance of which £14,430 remained and it was therefore anticipated that the budget would not be overspent.  However it was noted that regular practice was to hold back some of the funding until January so that in the event of severe weather and resulting road damage there would be sufficient funds to carry out repairs.

Accordingly the Committee noted the mid-year financial position   

11.

Events in Park pdf icon PDF 80 KB

This report asks the Committee to note the new process for event applications, the success of the test pitting event and informs the Committee of forthcoming events for 2019/2020.

Minutes:

The Committee received a report outlining the new process for event applications, the outcome of the successful test pitting event and the forthcoming events for 2019/20.

Members offered the following suggestions/comments:

·                 It was noted that the new schedule of event charges included different scales for community and commercial events, and it was agreed to circulate the new schedule to Members.

·                 Parking concerns were raised in relation to public events (community and commercial) and it was agreed that on the back of the recent investigation into the Beddington Park trial parking scheme that a report would be brought to the January 2020 committee

·                 The need for good public transport links to the park was emphasized alongside the reduction of car usage.

·                 A request was received from the Rotary Club of Cheam & Sutton requesting that the proposed date for the Town and Country Fair in Nonsuch Park be changed as it clashed with their May Fair in Cheam Park. Members were advised that the Town & Country Fair was a commercial event generating much needed income and the organisers would have commenced their planning of the event.    It was agreed to contact Town & Country Fair with the aim of negotiating a mutually acceptable outcome.

·                 It was agreed to distribute the new fitness timetable to Members

·                 In light of the success of the test pitting day, there was enthusiastic intent to repeat the event and involve more people through advertising particularly in the London Borough of Sutton.   The opportunity to display any artefacts discovered in the dig (along with those found in the 1959 dig) in the Bourne Hall Museum or a suitable venue in Sutton to be investigated.

The Committee acknowledged that in order to implement a successful and wide reaching events programme in Nonsuch Park dedicated and committed resources were required along with sufficient funding.  The opportunities and necessary resources should form part of a Business Plan that would include marketing proposals and a holistic approach to community involvement.  It was agreed that a report would be brought to the January committee outlining proposals on how a Business Plan could be achieved.  As part of the exercise it was agreed to investigate the new funding opportunities available through a National Trust/Heritage Lottery Funding scheme.

Having considered the Events report the Committee noted the new process for event applications, the success of the test pitting event and the forthcoming event for 2019/20.

 

12.

Planned Maintenance update 2019-20

Minutes:

This item was withdrawn from the agenda.

13.

Exclusion of Press and Public pdf icon PDF 49 KB

The Committee is asked to consider whether it wishes to pass a resolution to exclude the Press and Public from the meeting in accordance with Section 100A (4) of the Local Government Act 1972 on the grounds that the business involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act (as amended) and that pursuant to paragraph 10 of Part 2 of the said Schedule 12A the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Minutes:

The Committee resolved to exclude the Press and Public from the meeting in accordance with Section 100A (4) of the Local Government Act 1972 on the grounds that the business involved the likely disclosure of exempt information as defined in paragraphs 1, 2, and 3 of Part 1 of Schedule 12A to the Act (as amended) and that pursuant to paragraph 10 of Part 2 of the said Schedule 12A the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

14.

Review of Properties and Leases

A report to Committee providing an overview and update of the property and leases at Nonsuch Park.

 

This report has not been published because the meeting is likely to be closed to the press and public in view of the nature of the business to be transacted/nature of the proceedings.  The report deals with information relating to the financial or business affairs of the Committee and third parties and the public interest in maintaining the exemption currently outweighs the public interest in disclosing the information.

 

Minutes:

The Committee agreed a way forward as set out in the Minutes.

15.

Nursery Lodge Rent Review

This report has not been published because the meeting is likely to be closed to the press and public in view of the nature of the business to be transacted/nature of the proceedings.  The report deals with information relating to the financial or business affairs of the Committee and third parties and the public interest in maintaining the exemption currently outweighs the public interest in disclosing the information.

Minutes:

The Committee agreed a way forward as set out in the Minutes.