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 Sandra Dessent, Democratic Services Officer, on 01372 732000.

Mr. Pinchbeck of Parkrun addressed the Committee.  He provided an update of the organisation’s activities in Nonsuch Park as follows:

·                 The runners had switched to using the ‘winter’ course, which avoided the likelihood of the frequently waterlogged area around Sparrow Farm Road being trampled by the runners.

·                  2017 had started well with a run on new year’s day, however 7 January had to be cancelled due to adverse weather conditions.

·                 The meeting on Sunday 5 February had been cancelled to accommodate a pre-booked running event and Mr. Pinchbeck confirmed his willingness to work with other running organisations.

Mr. Pinchbeck reiterated the organisation’s commitment to encourage all levels of ability and ages to take part in their free community events.

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 21 November 2016.

The Minutes of the Meeting of the Nonsuch Park Joint Management Committee held on 21 November 2016 were agreed as a true record and signed by the Chairman subject to the correction of the following amendments, agreed by the Committee:

·                 Minute 89, Page 10, paragraph 3, third line to read:- ‘…progress restoring the wall in the greenhouse area.  However in the formal gardens, it was to be noted…’

·                 Minute 91, Page 11, recommendation (3), to read:  ‘Agreed that the submission of the first round HLF bid application would be subject to the identification and allocation of sufficient match funding…’

The Committee are asked to agree in principle for the Nonsuch Voles to provide and erect a semi-permanent structure in the Nursery Garden for the purpose of carrying out woodcrafts which provide a vital income stream for the volunteer group.

The Committee received a report outlining a proposal to erect a semi-permanent shelter for use by the volunteer group Nonsuch Voles, as a replacement for their gazebo which was constantly being damaged by the weather and proved costly to repair. It was noted that the procurement, installation and maintenance of the shelter would be borne by Nonsuch voles.

Planning Officers had been consulted with regard to planning regulations and advised that planning permission would only apply if a permanent structure were to be erected, however further more specific advice could be offered once the choice of shelter had been confirmed.

Examples of two types of shelters (represented in Annexes 2 and 3) were discussed by members who in the main expressed a preference for the shelter with a transparent roof (Annexe 3). It was noted that Councillor Graham Dudley felt that a structure with a tiled roof (Annexe 2) would be more appropriate and in keeping with the surroundings.  Paul Airey, representing Nonsuch Voles commented that the shelter with a transparent roof would allow in more light , and would be easier to dismantle.

Accordingly the Joint Management Committee agreed in principle for a replacement shelter, subject to the necessary planning consents and legalities.

This report provides an update on the priority works.

The Committee were provided with details of priority works which had been completed, following agreement at the meeting on 21 November, 2016. i.e:

·                 Windows at Sparrow Farm Lodge

·                 Nonsuch Mansion – 5 yearly electrical test

·                 Nonsuch tractor shed – 5 yearly electrical test

Estimates for additional remedial works identified following the results of the completed electrical tests, and a newly identified repair required to the front door at Sparrow Farm Lodge were awaiting estimates and would be reported on the next priority works update.

It was noted that no funding was available in the current financial year for repairs to the path between Nonsuch Mansion and Sparrow Farm Lodge but in view of the health and safety implications the item would remain on the list of priority works and Officers would continue to investigate alternative ways to completely renew or repair the path.

The Committee was informed that local residents had raised concerns regarding the drainage access near the Cheam gate.  Officers reported that the soakaways were effected by severe root damage and although they had been cleared within the last year they had become blocked again.  Investigations will be undertaken and reported back at the next meeting.

Accordingly, the contents of the Maintenance Plan Update report were noted.

To note the current events calendar for 2017.

A report detailing agreed forthcoming events in Nonsuch Park was circulated, and it was noted the capacity for running events had been reached, and therefore no further bookings would be taken.  The Committee noted that none of the running events would exclude public from using the park at the same time and that the resident organisation Parkrun would be available to offer advice and guidance on how to best run the events.

It was observed that St. Raphael’s, who regularly held events in Nonsuch Park, had not submitted any applications, and it was agreed that enquiries would be made.

The Committee noted that two officers, namely Laura Curtis and Ashlie Williams had volunteered to be contacts/organisers for the Nonsuch Park Awareness Day, Sunday 10 September, following their great efforts and success in organising the previous year’s event.  Everyone at the meeting was encouraged to make contact with them and get involved!

Having considered the calendar, the approved events were noted by the Committee.

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

Samantha Whitehead provided a verbal update on the Dementia Friendly Initiative and outlined a proposal to update three maps at the entrances to Nonsuch Park in keeping with the Committee’s pledge to develop more dementia friendly signage. 

Members were keen that the public was aware of the initiative and the Joint Management Committee’s commitment to supporting the project.  It was agreed that the local press would be invited to view and report on any dementia friendly signs that were introduced in the park.

Volunteer Groups

Nonsuch Voles:-  Paul Airey, Chair of Nonsuch Voles presented the fourth quarter update from the Nonsuch Voles. Of particular note was a visit by fifteen sixth form students and two accompanying teachers from Ewell Castle School who enthusiastically helped the Voles with clearing and the planting of an Oak tree.  The pupils were taking part in a Duke of Edinburgh Award scheme and it was intended that the work undertaken would encourage a sense of ownership of the woodland.

It was agreed that the Committee would send a letter of thanks to the students including an open invitation to return and inspire others to join in.

Gerald Smith of Friends of Nonsuch reported that had been busy redecorating the museum and preparing for the new season.

Cheam Park

Dominic Aslangul of London Borough of Sutton gave a verbal update, as follows:

·                 A new gravel pathway has been constructed running from the café to the entrance of Nonsuch Park

·                 £60,000 of funding has been secured to construct a new Trim Trail in the park

·                 The café had been broken into with the loss of one item of machinery.  It was agreed that due to the close proximity of the café to Nonsuch Park, Samantha Whitehead would be kept informed of any criminal activity in Cheam Park.

Round Pond

The Committee were informed that work had not yet started on phase 1 of the restoration of the Round Pond but were assured that it would be carried out prior to the bird nesting season.

This report seeks approval to the Joint Management Committee’s budget for 2017/18 and recommends precepts to be levied upon the constituent authorities.

The Committee received a report detailing the latest estimate of income and expenditure for 2016/2017.  It was reported that the forecast net expenditure of £199,455 was £655 above budget. 

It was observed that an expenditure of up to £15,000 the allocation of which had been agreed from the 2016/2017 Joint Management Committee revenue budget to support the first round preparation of the HLF bid application (Minute 91) had not been included in the report.  However, it was noted that the HLF bid was dependent on match funding in order to take it forward and it was likely that the £15,000 would be carried forward to the 2017/2018 revenue budget.  Officers agreed to report back at the next meeting.

It was agreed that discussions regarding the contributions from Epsom & Ewell Borough Council and the London Borough of Sutton for 2017/2018 would take place after the meeting.

Having noted the latest position of income and expenditure for 2016/2017, the Committee agreed:

(1)            The Joint Management Committee’s revenue budget for 2017/2018 as set out in Annexe 1 to the report, showing a deficit of £1,300.

(2)            That contributions of £99,400 are sought from both Epsom and Ewell Borough Council and the London Borough of Sutton for the financial year 2017/2018.

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.

The Committee is asked to confirm as a true record the restricted Minutes of the Meeting of the Nonsuch Park Joint Management Committee held on 21 November 2016

These Minutes from the meeting of the Nonsuch Park Joint Committee meeting held on 21 November  2016 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 Council 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 21 November 2016 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).

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.

The Chairman expressed thanks on behalf of the Committee to Frances Rutter for all her work and support as Clerk to the Committee.

Councillor Mike Teasdale suggested re-investigating a project to define the boundaries of the original palace.  It was agreed that the methods for marking the outlines and the costs would be further explored and reported back at the next meeting.