Agenda and minutes

To appoint a Chairman for Nonsuch Park Joint Management Committee from Councillors representing the London Borough of Sutton for the Municipal Year 2016/17

Councillor Mary Burstow was appointed Chairman of the Nonsuch Park Joint Management Committee for the 2016/17 Municipal Year.

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.  He informed those present that Nonsuch Parkrun was about to celebrate its fifth anniversary and recently held its 250^th run.  Mr. Pinchbeck reiterated the positive exposure these events gave the Park.  Junior Park runs were very successful and were helping youngsters to run half marathons.  Whilst Parkrun, run by volunteers, was unable to financially contribute to the upkeep of the Park, it was actively involved in volunteering and had recently assisted in the clearance of Golden Rod.  Mr. Pinchbeck reported no problems arising from the recent Country Fair and confirmed that training of marshals was ongoing.

The Joint Management Committee wished its appreciation for the contribution towards the maintenance of the Park recorded.

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.

Councillors Mary Burstow and Mike Teasdale indicated that they were members of the Friends of Nonsuch.

The Committee is asked to confirm as a true record the Minutes of the Meeting of the Nonsuch Park Joint Management Committee held on 18 April 2016

The Minutes of the Meeting of the Nonsuch Park Joint Management Committee held on 18 April 2016 were agreed as a true record and signed by the Chairman.

Members were informed that the Heritage Management Plan would be circulated following a correction requested by Nonsuch Watch.  The revised Dog Walking Policy would also be circulated by email.

This item comprises a report on the Joint Management Committee’s final accounts for the financial year 2015/16 and the financial statements as at 31 March 2016.

The Committee received and noted a report that set out the Joint Management Committee’s Final Accounts for the financial year 2015/16 and the financial statements as at 31 March 2016.

It was noted that there was a deficit of income over expenditure which had resulted in £57,318 being transferred from the working balance.  Gross expenditure at £396,777 was approximately £39K less than budget for the reasons set out in the report.  Income excluding precepts was £144,658, £21,502 less than budget.  In particular, it was noted that there had been £3,830 less income generated than budgeted from memorial seats although this had been matched by a corresponding reduction in expenditure.  £16,098 less than predicted had been generated from service charges owing to an over collection in the previous financial year which had to be corrected.  It was further noted that, in 2015/16 the requirement for statutory returns had changed so no letter was required from the auditors this year.

The report highlighted that Officers had been requested to identify a reduction of £20k in the net budget for 2016/17.  A meeting had taken place between Officers from the London Borough of Sutton and Epsom and Ewell Borough Council.  It was confirmed that between £5k and £20K had been identified but it was still very early in the financial year so these savings could not be guaranteed although this initial review had been positive.  The Joint Management Committee was reminded that the maintenance budget had been fully committed to car park repairs which could potentially wipe out any savings.  A clearer picture would be available after the end of the first quarter.  Next year’s budget was more certain: a report would be presented to the JMC in September.  Certain issues which had an impact on the Joint Management Committee’s finances had been difficult to progress owing to lack of staff resource but this had now been resolved and these would be picked up again in early September.

To seek permission from the Nonsuch Park Joint Management Committee to carry out essential works to the Mansion House Car Park

A report was presented to the Joint Management Committee which sought approval to carry out essential works to the Mansion House Car Park at a cost of £68,000.

The state of the Mansion House Car Park had been discussed at previous meetings and had been a permanent feature on all priority works lists.  It was proposed to raise the level of the car park, install new soakaways and lay a new level of base tarmac.  Officers present at the meeting were unable to confirm the capacity of the new car park but it was assumed that it would be roughly like for like with areas currently unusable as a result of flooding being brought back into use.

The report highlighted that funds were available in this year’s maintenance budget to carry out the works but that this would not leave anything available for any other planned works this year.  The property maintenance budget for repair works was £70,000 for 2016/17.  £7,000 of this had already been committed to other works therefore if costs exceeded the tender price, savings would need to be identified to fund any additional expenditure.

Having noted the implications, the scope of the works and the likely duration of the works which would be scheduled to cause the least disruption to the public and stakeholders, the Joint Management Committee approved the expenditure detailed in the report.  In so doing, it was requested that consideration be given to increasing the provision for cycle parking if funding could be secured.

A report to update the Joint Management Committee on the progress of matters considered previously and the activities of Volunteer Groups

A report was received by the Joint Management Committee which updated members on progress regarding various outstanding matters.

Dementia Friendly Initiative

Epsom and Ewell Borough Council’s Streetcare Manager reported that a very enlightening meeting had taken place on 25 April 2016 between herself, Epsom and Ewell Borough Councillor Graham Dudley and representatives from the Alzheimer’s Society.

Although much could be done around the park to make the site more dementia friendly, it was agreed better to start small and build slowly.

The initiative had the full support of the Joint Management Committee, particularly the potential development of a sensory/memory garden.

As a first step, a Dementia Friends information session would be held following this meeting.  The next step would be to review signage around the park and information garnered to date from the Alzheimer’s Society could certainly be used if a Heritage Lottery Fund bid was to be submitted.

Update from Volunteer Groups

An update from Nonsuch Voles was appended to the report.  In particular, Mr. Airey highlighted that the drainage works undertaken appeared to have held up very well after the recent rain.

Mr. Smith (Friends of Nonsuch) reported that the museum was open and was enjoying a steady stream of visitors, including overseas visitors. However, maintenance continued to be the main focus of the Group.  1200 recorded hours of work had been undertaken by volunteers.  The Rosewalk, in particular, took a significant amount of work.  A seat had been promised by the Farmer family for the Bothy in remembrance of family lost in the Battle of the Somme.  The JMC was further informed that the Friends of Nonsuch had a new Chairman, Tony Kerslake.  Mr. Kerslake was a former London Borough of Sutton Councillor and Mayor.

The Joint Management Committee wished its thanks recorded to the volunteers who undertook such valuable work and to Sally Williams of the Meadow Project who was sadly moving on to pastures new.

To note the current events calendar for 2016.

A report setting out events approved to date for 2016 was noted.  All events were required to be covered by public liability insurance and a risk assessment.

Forthcoming events were as follows:

·                     Teddy Bear’s Picnic (12 June 2016)

·                     Country Fair (25/26 June 2016)

·                     Mole Valley Orienteering (3 July 2016)

·                     St. Raphael’s Music in the Park (7 July 2016)

·                     Meadow Primary Charity Run (9 July 2016)

·                     District Beaver Party (many from charity run attending) (9 July 2016)

·                     Mayhem Musical Theatre rehearsals (10 July 2016)

·                     Mayhem Musical Theatre – Shakespeare in the Park (19-21 July 2016)

·                     Mole Valley Orienteering (9 August 2016)

·                     Sponsored Walk in aid of St. Raphael’s Hospice (13 August 2016)

·                     Nonsuch Park Awareness Day (11 September 2016)

·                     Epsom Oddballs MABAC Cross Country (23 October 2016)

Epsom and Ewell Streetcare Manager, Sam Whitehead reported that she had visited the Country Fair which had taken place for the first time this year.  The organisers, as requested, had kept the event small.  It was understood that it had attracted around 1500 visitors on the Saturday and 2500 on the Sunday – the event overall had been roughly on the scale of the Teddy Bear’s Picnic - and the venue appeared to easily accommodate this volume of people.  However, any growth in the event needed to be balanced against the corresponding need for parking.  Parking on this occasion had not been an issue and there were no concerns raised around animal welfare.

It was noted that there had been a bookstore at the fair and, should the event take place again next year, Friends of Nonsuch were invited to consider taking a pitch there.

It was further reported that an unauthorised event had recently taken place and Sam Whitehead undertook to investigate this.

The references to Officers outstanding as at 27 June 2016.

The Committee received and noted the Outstanding References as at the date of the meeting.

With regard to pond maintenance, the JMC was informed that the Lower Mole Project and John Armitage were prepared to do some voluntary work until the fencing was put up.  The fencing was likely to cost around £3K - £4K and so this probably could not be pursued unless grant funding could be obtained.  There were avenues to explore - it was hoped that a report could be brought to the October meeting.  Officers were aware of the need of timely and targeted publicity regarding the erection of any fencing.