Agenda and minutes

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 Fiona Cotter, Democratic Services Manager, on 01372 732000.

Mr. Pinchbeck of Parkrun addressed the Committee with an update.  Due to the seasonal weather effecting the running condition, the club had switched to the winter course incorporating straighter routes on maximum hard standing.  To that end the Committee were informed that in the third week in January the club cancelled their regular meetings due to the unsuitable conditions.  It was noted however that despite the club not running, marshals attended the car parks to ensure all members were aware of the cancellation, and Mr. Pinchbeck assured the Committee that marshalling remained a top priority for the club. 

The Chairman, on behalf of the Committee, expressed thanks to Mr. Pinchbeck for his efforts and all volunteers who assist with the running of the club.

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.

No declarations of interest were made by Councillors in items on this agenda.

The Committee is asked to confirm as a true record the Minutes of the Meeting of the Nonsuch Park Joint Management Committee held on 30 October 2017.

The Minutes of the Meeting of the Nonsuch Park Joint Management Committee held on 30 October 2017 were agreed as a true record and signed by the Chairman, subject to an amendment to minute 20, fourth paragraph as follows:

‘A proposal from Classic Events to host another Nonsuch Town and Country Show…’

This report updates the Joint Management Committee on the latest position with regard to the development of an HLF bid for the park.

In November 2016 the Nonsuch JMC agreed to progress with the preparation of a Heritage Lottery Funding (HLF) Parks for People bid, subject to sufficient match funding being secured.   However the funds could not be finalised and the Committee were informed that the as from December 2017 the parks for people programme had ceased to exist.  Nevertheless it was still possible to apply for funding through the Heritage Grants scheme the criteria for which was similar to the Parks for People guidelines.

A project enquiry outlining the proposed application had been sent to HLF’s Development Manager to acquire an early indication of the feasibility of the project, and the Neighbourhood Manager (LBS) reported that the feedback had been positive. 

It was noted that it would take approximately three months for consultants to prepare the first stage of the bid, and the budget implications of £15,000 (the agreed sum to appoint the consultants) would be established at a later date.

The Committee noted that the required outcomes resulting from a successful bid were set out by the HLF and were similar for both the redundant Parks for People and replacement Heritage Grants scheme.  It was therefore applicable to develop a bid based on the original proposals drawn up with volunteers and stake holders, with the addition of a further proposal to mark out the palace boundaries, a relevant heritage project reinforced by the Epsom & Ewell History and Archaeology Society.

Clarification was sought on the definition of ‘non-cash’ contributions in relation to match funding and it was noted that volunteer hours submitted as part of the bid could be treated as currency in addition to other monies, i.e. number of volunteer hours x hourly rate = monetary value.  It was noted that applicants were expected to provide at least 10% match funding for example £150,000 would have to be raised in the case of a £1.5m bid.

It was agreed that in order to progress the development of a bid within the tight deadlines set out by the HLF a working group would be set up to include the following officers/councillors:- Councillors Mary Burstow and Mike Teasdale; Dominic Aslangul (Neighbourhood Officer LBS), Sam Whitehead (Streetcare Manager EEBC), Peter Steel (Head Gardener), Tony Wainwright (Accountant) and Sandra Dessent (Democratic Services Officer).   The meeting would be set up following confirmation from the HLF panel that initial proposals were acceptable.

Therefore having considered the report the Committee agreed the recommendation as follows:

(1)            To set up a working group (comprising the attendees listed above) to discuss and finalise proposals for an HLF Grants bid, and determine the feasibility of completing a first round submission by August 2018.

This report seeks the Joint Management Committee’s approval of both the 2018/19 budget and the recommended precept to be levied on the constituent authorities.

The Committee were informed that the year-end working balance was forecasted to be approximately £134,000. 

No increase to contributions from Epsom & Ewell Borough Council and London Borough of Sutton had been forecast for 2018/2019, and it was noted that the sum of £99,400 each was acceptable.

The forecasted outurn of £4,500 against an initial forecast of £1,000 for electricity was discussed and Brendan Bradley (Chief Accountant) explained that invoices since 2013 had been based on estimated usage, and a one-off adjustment invoice had been received based on actual usage.  Going forward, usage should be easier to monitor in light of the installation of a separate meter for Friends of Nonsuch/Museum.

Accordingly, the Committee:

(1)            Noted the latest 2017/2018 forecast position

(2)            Agreed the revenue budget for 2018/2019 as set out in Annexe 1

(3)            Agreed to seek contributions of £99,400 from both Epsom and Ewell Borough Council and the London Borough of Sutton for the financial year 2018/2019.

The Committee is asked to approve the updated events Calendar for 2018.

Samantha Whitehead – Streetcare Manager outlined a proposal to hold a soapbox race in Nonsuch Park, similar to the Red Bull event, but smaller using self-propelled vehicles on a flat course.  Any profit would be donated to Friends of Nonsuch.  Based on the information presented at the meeting the Committee agreed in principal to the event, subject to the submission of an acceptable event management plan.

The importance of Awareness Day (9 September 2018) in terms of the participation of Nonsuch Park Joint Management Committee members was also discussed and all those present were encouraged to make a commitment to attend.

Accordingly, the Committee noted the current event calendar.

A report to update the committee on the progress of matters considered previously and the activities of the Volunteer Groups.

The Committee was updated on the status of the Magnetometry survey and informed that Nikki Cowlard and her colleagues from the Epsom & Ewell Archaeology Society (EEHAS) were in the process of mapping more 30m square grid, following the encouraging results from the initial trial.  It was also reported that Nikki Cowlard was keen to meet with Professor Biddle whose experience and expertise would greatly add to the project, due to his involvement in the excavation of the site in 1959.  It was also suggested that a press release be compiled asking members of the public for their memories of the dig.

With regard to the marking out of the palace boundaries, it was agreed that the project could be included in list of key themes under the strengthening and promotion of the heritage value of the park.

It was noted that there were no plans for excavation or digging in the woodland area. 

The Committee welcomed the news that the kissing gate for the Round Pond had been installed and a Heron had been sighted which was a good sign that the gate was fulfilling its purpose.  It was noted also that the water level in the pond was slowly rising.

The project to develop dementia friendly signs was progressing in partnership with Epsom & Ewell’s Community Services with a view to adopting a uniform approach for the signs and pooling resources.

The following updates were received from volunteer groups:

Nonsuch Voles:  In addition the quarterly update detailed in the agenda, Paul Airey from Nonsuch Voles reported that there had been several incidents of vandalism since the last meeting. 

It was agreed that incidents of vandalism would likely reduce with the erection of further fencing and opportunities for grants were currently being explored and would be reported to the Committee at a later date.

Councillor Richard Broadbent on behalf of the Committee thanked the Nonsuch Voles for their efforts in clearing the Wickham Avenue and main ditch to promote drainage.

Nonsuch Watch:  Frances Wright of Nonsuch watch expressed her disappointment at the lack of feedback to information she had circulated on scenic pollution in Nonsuch Park particularly in relation to the decision to allow additional parking for an event to be held in May 2018.  The Committee acknowledged the position outlined in her email, and reassured her that steps were being taken to ensure minimal disturbance of the land in question, and any further requests for extended parking would not be allowed automatically. 

To assist with the planning of future projects it was agreed that following the event a report would be submitted to Committee detailing how the event was managed and any environmental impact resulting from the additional parking.

Friends of Nonsuch:  Gerald Smith of Friends of Nonsuch was unable to attend the meeting to give a verbal update.  However he wished it to be noted that the refurbishment of the museum was going well and the gallery, the only part of the museum that was still  ...  view the full minutes text for item 32.

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.

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.

Note: Members of the Committee were reminded of the need for confidentiality in respect of those items not considered in public

The Committee is asked to confirm as a true record the restricted Minutes of the Meetings of the Nonsuch Park Joint Management Committee held on 26 June, and 30 October 2017.

These Minutes from the meetings of the Nonsuch Joint Management Committee held on 26 June 2017 and 30 October 2017 have not been published because the meeting was closed to the press and public on the grounds that the nature of the business to be transacted/nature of the proceedings dealt with information which could identify individuals and relating to the financial or business affairs of the Joint Management Committee and a third party and information in respect of which legal privilege could be maintained in legal proceedings.

The Minutes from the meeting of the Nonsuch Park Joint Management Committee held on the 26 June and 30 October 2017 have not been published because the meeting was closed to the press and public on the grounds that the nature of the business to be transacted/nature of the proceedings dealt with information relating to the financial or business affairs of any particular person (including the authority holding that information).

A report to inform the Joint Management Committee on the current position regarding various property matters

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 Joint Management Committee and third parties and the public interest in maintaining the exemption currently outweighs the public interest in disclosing the information

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

Note:  The details are considered officially sensitive at this time and the Minute for this item will be exempt from publication.