Agenda and minutes

Venue: Nonusch Mansion House

Contact: Sandra Dessent, tel: 01372 732121  email:  sdessent@epsom-ewell.gov.uk

Items
No. Item

13.

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 Fiona Cotter, Democratic Services Manager, on 01372 732000.

Minutes:

Mr. Pinchbeck of Parkrun addressed the Committee with an update.  Parkrun had recently celebrated its six year anniversary and building on their success by launching another Parkrun running club in Dorking in May 2018.  It was anticipated that some of the members would transfer to the new club which could help to alleviate Parkrun’s biggest challenge car parking.

A member of the public addressed the Committee with a concern regarding the speed that some cyclists travel along the paths in Nonsuch Park.  Sam Whitehead, Street Care Manager advised that signage would be erected.  With regard to mopeds in the park, the Committee and members of the public were advised if they saw a moped being driven through the park to take a photo of the number plate, only if it was safe to do so, and pass on the details to the police.  Sam Whitehead also agreed to liaise with the local police with a view to setting up a social media link enabling park users to instantly share information.  The Committee heard that a successful scheme had been set up in Sutton.  

14.

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:

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

15.

Minutes of the Previous Meeting pdf icon PDF 125 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 26 June 2017.

Minutes:

The Minutes of the Meeting of the Nonsuch Park Joint Management Committee held on 26 June 2017 were agreed as a true record and signed by the Chairman, subject to an amendment in minute 8 – Progress Report, paragraph 6, to read:

‘Friends of Nonsuch, Councillor Graham Dudley and Nonsuch Watch reiterated their request to ban the drones.’

16.

Creation of Dog Pond and Socialisation Area pdf icon PDF 82 KB

To inform the Committee of the need to submit a planning application for the creation of a dog pond in the former Sparrow Farm Road Dog Free Area.

Additional documents:

Minutes:

At the Joint Management Committee meeting in April 2017, the Committee agreed to the proposal to fence off the Round Pond and to explore the creation of a new dog pond and dog socialisation area in the current Sparrow Farm Road dog free picnic area.  Over the course of the summer investigations and consultations had progressed, and the question of planning permission was raised.  Epsom and Ewell’s Planning Department advised that due to the historic nature of the site that planning consent would be required. 

The Committee noted that as well as allowing the regeneration of the Round Pond, a potential additional benefit of creating a new pond could be the improved drainage for surrounding properties, thus decreasing the possibility of flooding.  It was agreed that this would be further investigated and the outcome included in the report to Committee in January. 

In conjunction with the dog pond project, the Committee discussed the progress on the fencing off of the Round Pond currently used by dog walkers.  The comments are recorded in the Progress Report (minute 19)

Accordingly the Committee agreed:

(1)            For planning permission to be sought for a dog pond in the Sparrow Farm area of the park.

(2)            To bring a further report to the Nonsuch Park Joint Management Committee in January 2018.

17.

Planned Maintenance Update September 2017 pdf icon PDF 81 KB

This report provides an update on the priority works and outlines the works proposed to be undertaken in 2017/2018.

Additional documents:

Minutes:

Tony Foxwell, Property Projects Manager, updated the Committee on the progress of outstanding planned maintenance items as follows:

 

Pathway between Nonsuch Mansion and Sparrow Farm Lodge

First phase of repairs have been completed – Cost £16,000 out of an allocation of £20,000

Separation of Services for Friends of Nonsuch

Completed

Nonsuch Mansion/Tractor shed Electrical Remedial works

Works programmed to start at the end of October for four weeks

Nonsuch Mansion House Fire Protection works

Work to be tendered imminently

General window repairs

A schedule of works will be produced in November

Flooding to access road and outside childrens nursery

Projects Manager will be meeting with contractors to obtain quotes to repair the soakaways causing the flooding

Since the publication of the agenda a further priority item had been identified which required urgent attention,  i.e.: repair to the access road.  The Committee noted that the Projects Manager was in the process of obtaining quotes and the cost of the repairs would be funded the 2017/2018 maintenance budget.

A further project had been identified, public toilet refurbishment, which would likely be funded from the 2018/2019 maintenance budget.  The estimated cost of £40,000 had been based on the cost of similar completed projects.

Having considered the planned maintenance report, the Committee:

(1)            Noted the contents of the report and update on progress of Planned Priority Maintenance work.

(2)            Noted the additional priority works identified for 2018/2019.

18.

Mid-Year Budget Monitoring pdf icon PDF 71 KB

This report advises the Nonsuch Park Joint Management Committee of the mid-year financial position for 2017/2018 and the forecast outturn.

Additional documents:

Minutes:

The Committee received a report detailing the 2017/2018 budget, actuals and current forecast.  Brendan Bradley, Chief Accountant for Epsom & Ewell Borough Council reported that at the meeting in June, a £16,815 surplus had been budgeted, however this had now been revised and a £9,152 deficit was expected.  The reasons for the adverse forecast variance of £26,000 were explained and it was noted that these were all ‘one off’ expenditures.

The income and expenditure from memorials was discussed and it was noted that currently expenditure totalled £2,046.00 against an income of £1,500.00.  It was anticipated that by the end of the financial year there would not be a budget deficit, and the Streetcare Manager agreed to submit a report to the Committee in January 2018 outlining plans to increase income.

Whilst there was still uncertainty around the forecast, it was unlikely that there would be the surplus required to fund consultants to prepare the Heritage Lottery Bid.  However it was reported that until the source of the match funding required to start the bid process could be identified, the project could not be taken forward.  It was agreed that a report updating the Committee on the progress of the bid would be provided at the next meeting.

Prior to the mid-term accounts being submitted, it was agreed that discussions would take place between representatives of Epsom & Ewell Borough Council and the London Borough of Sutton to resolve any discrepancies.

 

 

19.

Progress Report pdf icon PDF 101 KB

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

Additional documents:

Minutes:

Updates from the volunteer groups were provided as follows:-

Nonsuch Voles:  Members received a summary of the Nonsuch Voles activities and the Committee expressed thanks for the hard work and efforts of the group, particularly in the attainment of the two South and South East In Bloom gilt awards. 

In addition to the activities in the report, Paul Airey reported that following a generous donation from Surrey County Council they were making good progress with the works associated with the planting of the yew trees.

Paul Airey also thanked the Committee for their support in enabling the Nonsuch Voles to acquire and erect a shelter in Nonsuch Park which was in the process of being assembled. 

Nonsuch Watch:  Members were pleased to receive an extensive report from Nonsuch Watch on butterfly sightings in Nonsuch Park and Warren Farm. 

In addition Frances Wright of Nonsuch Watch advised members that if they were keen to pursue information on butterflies, she recommended a book by June Chatfield regarding the life and works of F. W. Frohawk, a butterfly specialist and zoological artist/lepidopterist.

Friends of Nonsuch:  Gerald Smith of Friends of Nonsuch provided the Committee with a verbal update on the group’s activities.  He reported that the museum had closed and would be refreshed over the winter, after a successful summer, attracting many overseas visitors.

Dementia Friendly Park Signs

The Streetcare Manager reported to the Committee that as part of the project to renovate the park noticeboards it was intended to include directional signs for the café, gardens, parking and toilets that met the requirements set out by the Alzheimer’s Society.  An example of the design as handed out and members were informed that the new owners of Bovingdons were keen to be involved with the project.  It was further agreed that the press and the Mayor would be invited to view the new signs when they were erected to mark the start of the dementia friendly initiative.

Fencing of the Round Pond

The Committee noted that the fencing and vehicle gate around the pond had been completed.  To restrict open access to dogs, in order to facilitate restoration of the pond it had been agreed to install a gate and erect polite notices advising users of the intention to regenerate the area.  The Streetcare Manager had obtained quotes for a kissing gate, which the Committee agreed was appropriate for purpose, and could be funded from existing budgets. 

Concern was expressed regarding the water levels in the pond and it was suggested that water extraction could be an issue.  The Streetcare Manager agreed to contact Sutton Water and report back at the next meeting. 

Marking of the Palace Boundaries

The Streetcare Manager reported that a very productive and interesting meeting had taken place at Bourne Hall with Nikki Cowlard from Epsom & Ewell History and Archaeology Society (EEHAS) with the purpose of exploring ways for committee representatives, the EEHAS and Friends of Nonsuch to work together on heritage projects. 

The intention  ...  view the full minutes text for item 19.

20.

Events in the Park pdf icon PDF 74 KB

To advise the Joint Management Committee of the events which have previously been approved and new applications that have been received.

Additional documents:

Minutes:

The Streetcare Manager reported that the 2017 Awareness Day had attracted around 800 visitors who enjoyed and experienced a wide range of activities including Tai Chi, Dr. Bike and dog agility.

The 2018 Awareness Day was scheduled to coincide with the Heritage Open Day Scheme and was scheduled to take place on Sunday 9 September.  All were welcome and Committee members in particular were encouraged to attend.

The Committee were informed that due to a decline in participants over recent years, the Sport Relief charity had decided to cancel the event scheduled for March 2018. 

A proposal from Classic Cars to host another Nonsuch Town and Country Show, building on the success of the past two years was discussed.  In keeping with anticipated continued growth of this event the organisers had requested extended car parking arrangements, and it was proposed to allow temporary parking on the grass surrounding the London Road Picnic area.  Having consulted the Habitat Management Plan and Epsom and Ewell’s ecologist, Peter Howarth, it had been concluded that allowing temporary parking would have little or no impact on the area.

Frances Wright of Nonsuch watch expressed concerns regarding the damage to the meadow that could be sustained from the cars, and that allowing the extended parking to go ahead would set a precedent for future events.  The Streetcare Manager offered assurance that having worked previously with the organisers they had observed their respectful and considerate approach and that they had built up a trusting and understanding relationship regarding the use of the Park.  It was also noted that this type of event brought in much needed income.

Accordingly, the Committee:

(1)            Noted the current event calendar

(2)            Noted the success of the Nonsuch Park Awareness day and the date for next year’s event (9 September 2018)

(3)            Noted the cancellation of the Sport Relief Mile event in 2018.

(4)            Agreed to the proposal to extend the parking provision for next year’s Town & Country Show.

21.

Future Dates for Nonsuch Joint Management Committee - 2018/2019 pdf icon PDF 60 KB

To agree the dates for meetings of the Joint Management Committee for the 2018/19 Municipal Year.

Minutes:

The Committee approved the schedule of meeting dates for the Nonsuch Park Joint Management Committees 2018/19 as follows:

Monday 25 June 2018

Monday 29 October 2018

Monday 28 January 2019

Monday 29 April 2019

All meetings will commence at 10.00am in Nonsuch Mansion House, unless otherwise advised.

22.

Introduction to New Owners of Bovingdons

Minutes:

The Committee were introduced to the new owners of Bovingdons, namely Adam Cohen and Theo Wieder.  They expressed their enthusiasm for working with the Committee and the community to grow their business for everyone’s benefit.  They presented their backgrounds in real estate and catering and expressed their intention to become well respected business and an integral part of the Nonsuch Park community.  One of their first actions was to employ an additional member for the events team. 

The Committee extended a warm welcome to Adam and Theo and were looking forward to working with them.

23.

Exclusion of Press and Public

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 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.

24.

Minutes of the Previous Meeting

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 26 June, 2017.

 

These Minutes from the meeting of the Nonsuch Joint Management Committee held on 26 June 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.

Minutes:

The Minutes from the meeting of the Nonsuch Park Joint Management Committee held on the 26 June 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).

25.

Progress Report on Confidential Items Exempt from Publication - October 2017

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 Managements Committee and third parties and the public interest 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.

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