Agenda and draft minutes

Nonsuch Park Joint Management Committee
Monday, 4th February, 2019 10.00 am

Venue: Nonsuch Park Mansion House

Items
No. Item

33.

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:

Two questions were asked by members of the public and it was agreed Officers would consider any actions to be taken outside of the meeting.

34.

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.

35.

Tribute to Previous Member of the Committee

Minutes:

Following the passing of Nigel Petrie, Councillor Chris Frost paid tribute to his hard work and contribution as a member of the Nonsuch Park Joint Management Committee.

36.

Minutes of the Previous Meeting pdf icon PDF 101 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 29 October 2018 (attached) and to authorise the Chairman to sign them.

Minutes:

The Minutes of the meeting of the Nonsuch Park Joint Management Committee held on 29 October 2019 were agreed as a true record and signed by the Chairman.

Postscript Minute 30, Events in the Park:  A £1,000 bond is in place, payable in the event of the applicant (representing the Town and Country Show) not meeting the requirements recommended by SAG (Safety Advisory Group).

37.

Governance arrangements for the Joint Management Committee pdf icon PDF 157 KB

A report to update Members on the governance arrangements for the work of the Joint Management Committee.

Additional documents:

Minutes:

The Committee received a report detailing current and proposed arrangements for the Governance of the Nonsuch Park Joint Management Committee.

Members were advised that in order to achieve the objective of the review i.e. the efficient and effective use of resources, it was important to have a clear set of procedure rules for the running of the Committee.  To highlight the significance of the review aims, Members were handed a copy of a recent local government paper detailing the lack of government investment and austerity measures that were likely to impact the delivery of leisure and cultural facilities in the future.

The review was welcomed and it was acknowledged that it was necessary to bring the management of the park into the 21st century for the benefit and continued enjoyment of all park users. 

Whilst there were good examples of partnership working between Epsom & Ewell Borough Council and the London Borough of Sutton it was commented that the current arrangements meant that the management fell between two stalls and in order to maximise opportunities both authorities needed to work more cohesively.  It was further noted that the majority of funding bids were dependant on match funding and it was therefore imperative that the Joint Management Committee explored new ways to increase income.

The Committee discussed current practices that could be improved and opportunities for increasing income and having considered the proposals the following recommendations were agreed;

(1)            A new inter authority agreement for the management of Nonsuch Park

(2)            That the Committee Procedure Rules of Epsom & Ewell Borough Council apply to the Joint Committee pending a new Joint Management Agreement

(3)            Implementation of the proposals for public participation attached at Annex 2 and a review to be carried out after a year

(4)            The nature and roles of local groups who wish to support and promote Nonsuch Park.

(5)            A standing invitation to Nonsuch Voles to attend Joint Management Committee meetings (with no voting rights).

(6)            To investigate with both Councils the ability to utilise existing arrangements each Council has in place to support the work of the Joint Management Committee.

(7)            Epsom & Ewell Borough Council to take forward a parking management scheme to address parking issues (along the lines of the Beddington Park trial).

(8)            Work to be commissioned on a draft strategic plan for Nonsuch Park encompassing a new 10 year management and business plan.

38.

Planned Maintenance Report 2019-20 pdf icon PDF 96 KB

This report requests approval for the 2019-20 planned maintenance works and reports on progress of the 2018-19 maintenance works.

Additional documents:

Minutes:

The Committee received a report requesting approval for the 2019/20 planned maintenance work and progress on the 2018/19 maintenance works.

It was noted that the works to the Public toilets had been prioritised for 2018/19 at a cost of £10,000 compared to £40,000 in previous reports.  The Committee was informed that £10,000 covered the cost of rectifying the damp issue only and not as previously reported a complete refurbishment.  It was anticipated therefore that further works would be required in approximately two years and it was agreed to regularly review and report back to the Committee.

The Committee acknowledged that the maintenance budgets only allowed for basic repairs and that further investment was needed to undertake any substantial projects.  To that end it was emphasized the importance of producing a sound business plan for Nonsuch Park that reflected the necessary works and required expenditure.

Accordingly the Committee;

(1)            Approved the priority planned maintenance works for 2019/20, at an estimated cost of £67,025

(2)            Noted the update on the progress of 2018/19 priority planned maintenance works

39.

Nonsuch JMC Finance Report and Budget 2019-20 pdf icon PDF 66 KB

This report provides an updated forecast for 2018/19 and seeks the Joint Management Committee’s approval of both the 2019/20 budget and the recommended precept to be levied on the constituent authorities.

Additional documents:

Minutes:

The Committee was presented with a report detailing an updated forecast for 2018/19 and recommended precept to be levied on the constituent authorities.

It was noted that there had been a forecast deficit in quarter two which was due in the main to increased maintenance costs.  It was anticipated that the deficit would increase by a further £28,800 in quarter three due to undertaking of urgent pothole repairs.  It was further noted that the works were essential and could have triggered liability claims if not rectified.

It was further noted that whilst the income budget for 2019/20 was expected to increase by 2%, rental income from Flat 3 had not been included as letting opportunities were limited owing to type of lease being offered.

Having considered the forecasts detailed in Annex 1 of the report, the Committee:

(1)            Noted the latest 2018/19 forecast position

(2)            Agreed the revenue budget for 2019/20 as set out in Annex 1

(3)            Agreed to seek contributions of £101,400 from both Epsom & Ewell Borough Council and the London Borough of Sutton for the financial year 2019/20.

40.

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 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.

41.

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 24 September 2018.

 

These Minutes from the meeting of the Nonsuch Joint Management Committee held on 24 September 2018 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 I legal proceedings.

Minutes:

The Minutes from the meeting of the Nonsuch Park Joint Management Committee held on the 24 September 2018 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).

42.

Property Matters Progress Report

A report in 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.

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.