The Conservators are asked to confirm as a true record the Minutes of the Conservators’ Meeting held on 17 July 2017 (attached) and to authorise the Chairman to sign them.

The Minutes of the meeting of the Epsom and Walton Downs Conservators held on 17 July 2017 were agreed as a true record and signed by the Chairman.  

To consider any items of interest to the Conservators discussed at recent meetings of the Training Grounds Management Board (TGMB).

An update on items considered by the Epsom and Walton Downs Training Grounds Management Board had been published as a supplement to the agenda for the meeting.

The report provided updates on the following matters: the Trainers’ Open Day, improvements to the Queen’s Stand equestrian crossing, Cedar Point stables, the hatched area at the foot of Walton Downs and the number of race horses/winners on the Downs. The Conservators received and noted the report.

The Conservators are asked to note the current situation on issues raised previously and other items of interest.

The Conservators received a report providing an update on issues raised at previous meetings. The report provided updates on the following matters: review of fees for metal detecting licenses and memorial policy fees. The report proposed that the fees for these items would not be increased in the 2018/19 financial year, and be reviewed in October 2018. The Conservators received and noted the report.

To receive the report of the Head Downskeeper.

The Conservators received a report of the Head Downskeeper updating them upon recent issues and activities on the Downs. The following matter was considered:

a)            Staffing: The Conservators were informed that the Downskeepers were currently fully staffed.

This report advises the Conservators of the latest income and expenditure in 2017/18 as at 31 August 2017 and seeks guidance on the preparation of the budget and precept for 2018/19. It also provides an updated Risk Register for 2017/18.

The Conservators received a report advising them of income and expenditure in 2017/18 as at 31 August 2017, and seeking guidance on the preparation of the budget and precept for 2018/19. An updated Risk Register for the Downs for 2017/18 was also presented.

The Chief Accountant updated the Conservators on the external auditor’s review of the 2016-17 accounts, which had been received following publication of the agenda. The auditor had reported that the 2016-17 accounts provided a true and fair view, but had recommended changes to ensure due process is followed in approving the accounts, namely:

a)            Receipt of final accounts by the Conservators. The auditor had noted that the meeting of the Conservators on 14 June 2017 had been rescheduled, and that as a result, the Conservators had not received their final accounts until their meeting of 17 July 2017. The auditor highlighted the requirement that the Conservators receive and consider their final accounts before the end of June annually, and recommended that if the June meeting be rescheduled again in the future, it be moved to a date before the end of that month.

The Conservators noted that it was proposed to increase precept contributions by 2.0% in order to achieve a balanced budget in 2018/19. The Conservators were informed that there was a forecast £4,271 use of the working balance in the current year.

Following consideration, the Conservators agreed:

(1)          to note the mid-year income and expenditure position as at 31 August 2017;

(2)          to support the proposed 2.0% increase in precept contributions for 2018-19, for consideration at their meeting in January 2018;

(3)          to note the 2017/18 Risk Register for the Downs.

This report provides details of event requests for consideration by the Conservators.

The Conservators received a report setting out the details of event applications received for the Downs. The following matters were considered:

a)            Review of suggested limits for events. The Conservators noted that the suggested limits for events on the Downs had not been reviewed since they had originally been set, several years ago. Officers were requested to present a review of event limits to a future meeting, for consideration.

b)            Limit on number of participants for Memory Walk. The Conservators noted that the application for the Alzheimer’s Society memory walk proposed a maximum number of 4,000 participants. The Conservators expressed concern that this number could potentially cause damage to the condition of the ground on the Downs, and considered that it should be limited to a maximum of 2,000 participants. The Conservators requested that the impact of the event be reviewed following it being held, prior to consideration of future applications.

Following consideration, the Conservators:

(1)          Decided to:

·                     Approve the Mole Valley Orienteering Club orienteering event on Sunday 22 October 2017;

·                     Approve the Downs Young Athletes Cross Country League on Sundays 5 November, 3 December 2017, 18 February, 4 March 2018;

·                     Approve the Surrey Cross Country League on Saturday 11 November 2017;

·                     Approve the Epsom College cross country run on Thursday 23 November 2017;

·                     Approve the Royal Pigeon Racing Association pigeon racing liberation events on various dates from March to October 2018;

·                     Approve the First Stride Events Ltd 5k and 10k summer series events on Sundays 25 March, 12 August, 4 November 2018;

·                     Approve the North Cheam Baptist Church Easter Sunday Service on Sunday 1 April 2018;

·                     Approve the Rotary Club of Banstead sponsored walk on Sunday 6 May 2018;

·                     Approve the Round the Borough Bike on Sunday 13 May 2018;

·                     Approve the Cancer Research UK: Race For Life on Sunday 24 June 2018;

·                     Approve the Round the Borough Hike on Saturday 8 September 2018;

·                     Approve the Alzheimer’s Society memory walk on Sunday 23 September 2018, subject to it being limited to a maximum of 2,000 participants.

(2)          Note the calendar of events for 2018/19.

(3)          Agree that the existing fees and charges for events on the Downs would remain unchanged for the 2018/19 financial year, and to carry out a review of them in October 2018.

(4)          Note the fees and charges to be applied to each event.

To consider any issues arising from the meeting of the Epsom and Walton Downs Consultative Committee held on 18 September 2017.

The Conservators received and noted a report presenting the Minutes of the Epsom and Walton Downs Consultative Committee held on 18 September 2017. The report had been published as a supplement to the main agenda document.

The following matter was considered:

a)            Condition of hack sand track, foot of Walton Downs. The Conservators considered whether to send a letter to local stables to inform hack riders of the poor condition of the track, and explain that its maintenance was the responsibility of the Horse Race Betting Levy Board.

Members expressed concern that such a letter could give riders an incorrect expectation that the Conservators might undertake works to the track, or imply that they had maintenance responsibility for it, despite that not being the case. It was noted that the condition of the track had continued to deteriorate since it had last been considered. It was also noted that representatives of the hack riding community were already aware of its condition.

Following consideration of this, the Conservators decided not to write to local stables regarding the issue until there was further news regarding its maintenance that could be reported.

This report lists references to Officers outstanding as at 4 October 2017.

The Conservators received and noted the position of their outstanding references.

It is suggested that the Conservators agree the dates of all normal meetings to be held in 2018, and that these be held on:

Monday 22 January 2018 at 18.00 hours

Monday 16 April 2018 at 18.00 hours

Monday 18 June  2018 at 18.00 hours

Monday 8 October 2018 at 18.00 hours

The Conservators noted that the dates of their normal meetings to be held in 2018 were as follows:

·                     Monday 22 January 2018 at 18.00 hours

·                     Monday 16 April 2018 at 18.00 hours

·                     Monday 18 June  2018 at 18.00 hours

·                     Monday 8 October 2018 at 18.00 hours