Agenda and minutes

The Conservators are asked to confirm as a true record the Minutes of the Conservators’ Meeting held on 8 November 2021 (attached) and to authorise the Chairman to sign them.

The following corrections were made to the Minutes of the previous meeting of the Epsom and Walton Downs Conservators, held on 8 November 2021:

a)            Item 11(f): insertion of the word “not” in between the words “do” and “have”, so that the item reads: “The fact that the Conservators do not have the funds available to either re-provide or refurbish the toilets”.

b)            Item 13(1)(a): deletion of the words “are obtained”, so that the item reads: “That the Jockey Club obtain any (and all) relevant permissions prior to the commencement of any works to replace the existing Hack Sand area, for example, approval of the Department of Culture, Media and Sport (DCMS)”.

With those corrections made, the Minutes were agreed as a true record and signed by the Chair.

This report informs the Conservators of dates for race meetings in 2022 and presents a request from Jockey Club Racecourses for consent for race meetings and extensions to the periods permitted for fencing, as required by the Epsom and Walton Downs Regulation Act 1984 and Epsom and Walton Downs Byelaws.

The Conservators received a report informing them of dates for race meetings in 2022 and presenting a request from Jockey Club Racecourses for consent for race meetings and extensions to the periods permitted for fencing, as required by the Epsom and Walton Downs Regulation Act 1984 and Epsom and Walton Downs Byelaws.

Following consideration, it was unanimously resolved to:

(1)      Note the dates of the 2022 racing season for Epsom Downs detailed in paragraph 2.1 of this report, and grant their consent to the following meetings in accordance with section 14 of the Epsom and Walton Downs Regulation Act 1984:

Thursday 30 June (Evening)

Thursday 7 July (Evening)

Thursday 14 July (Evening)

Thursday 28 July (Evening)

Sunday 25 September

(2)      Note that Jockey Club Racecourses has applied to Surrey County Council for the temporary suspension of Footpath 50 as detailed in section 4 of this report.

(3)      Approve an application from Jockey Club Racecourses for consent under the Byelaw 2 (i) (a) to extend the fencing period for the Upper Tattenham Enclosure and Lonsdale Enclosure for 4 days to cover the period 16 May - 19 May 2022.

(4)      Approve an application from Jockey Club Racecourses for consent under the Byelaw 2 (i) (a) to extend the fencing period for the Lonsdale Enclosure to enable fencing to remain in place on 15 June 2022 and between the dates of 8 – 14 August 2022.

To approve a request from JDT Utilities Ltd working on behalf of Southern Gas Networks to replace a gas pressure governor at Derby Arms Road.

The Conservators received a report regarding the approval of a request from JDT Utilities Ltd working on behalf of Southern Gas Networks to replace a gas pressure governor at Derby Arms Road.

The following matters were considered by the Conservators:

a)            The proposed commencement date of the works: it was noted that permission had been requested to start the gas works on 26 January 2022.  The Conservators were of the view that this date did not permit sufficient time for consultation with trainers who could be impacted by the works.  Officers undertook to move this date forward so as to enable time to consult all affected parties.

Following consideration, it was resolved to:

(1)      Approve the proposal from JDT Utilities Ltd working on behalf of clients at Southern Gas Networks, in respect of the necessary replacement of the gas pressure governor at Derby Arms Road, Epsom under byelaw 2. (i) of the Epsom and Walton Downs Regulation Act 1984.

This report seeks approval in principle to hold the Queen’s Platinum Jubilee Beacon event at the Viewing Point Car Park, Epsom and Walton Downs on 2 June 2022.

The Conservators received a report seeking approval in principle to hold the Queen’s Platinum Jubilee Beacon event at the Viewing Point Car Park, Epsom and Walton Downs on 2 June 2022.

The following matters were considered by the Conservators:

a)            The auspiciousness of the occasion: it was agreed that the Platinum Jubilee is a very significant event and Conservators were supportive of it being marked by taking part in this National initiatve.

b)            Safety of the surrounding areas: it was confirmed that the same level of safety measures will be conducted as with previous events, including protecting the surrounding areas from fire.

Following consideration, it was resolved:

(1)      To give approval in principle to hold the Queen’s Platinum Jubilee Beacon Ceremony at the Viewing Point Car Park, Grandstand Road, on 2 June 2022.

(2)      That the preference of the Conservators in respect of the type of beacon, is for the Platinum Jubilee Brazier (3.1.2 of the report), and in the event that planning permission is not granted, the type of brazier set out in 3.1.4 of the report.

This report details a review of the Fees and Charges for Events on the Downs, Metal Detecting Licences and Memorial Items.

The Conservators received a report detailing a review of the Fees and Charges for Events on the Downs, Metal Detecting Licences and Memorial Items.

The following matters were considered by the Conservators:

a)            Rounding up of figures in respect of memorial items: the view was held that it would be preferable to express charges as a round figure.  The Conservators agreed that charges be rounded up or down so as to reflect a number in whole pounds, rounded to the nearest £5.

b)            Size of events: it was noted that certain events have become very popular over the years, and the impact that this has on the Downs.

c)            Number of metal detecting licenses: it was felt prudent to limit the number of licenses granted annually, at 25 licenses.  It was noted that a review of the number of licenses granted, as well as the restrictions placed on licensees, will be reviewed in January 2023.

Following consideration, it was resolved to:

(1)      Approve the Fees and Charges for Events on the Downs as set out in Appendix 1 of the report.

(2)      Approve the Increase in Fees for Metal Detecting Licences as set out in section 3 of this report.

(3)      Approve the Fees and Charges for Memorial Items on the Downs as set out in Appendix 2 of the report, these figures being rounded up or down to the nearest £5.

To create efficiencies in the events booking process by delegating authority to the Streetcare Manager to approve small events, previously held events on the Downs and for Conservators to approve the forthcoming event calendar.

The Conservators received a report seeking to create efficiencies in the events booking process by delegating authority to the Streetcare Manager to approve small events, previously held events on the Downs and for Conservators to approve the forthcoming event calendar.

The following matters were considered by the Conservators:

a)            Efficiency: it was noted that the proposed delegation would maintain existing efficiencies, and should any additional cost savings arise as a result, these would be passed on to Conservators.

b)            Notification to Downs users of Events: sufficient and timely notification of events would be given to other users of the Downs.

Following consideration, it was resolved to:

(1)      Delegate authority for approving small, previously held events on the Downs to the Streetcare Manager or Clerk/Chair of the Conservators to create efficiencies in the event booking process.

(2)      Approve the forthcoming Events Calendar for 2022 which includes an application for the Cancer Research Race for Life event.

This report seeks approval for the 2022/23 budget and the recommended precepts on the constituent bodies.

The Conservators received a report seeking approval of the 2022/23 budget and the recommended precepts on the constituent bodies.

Having considered the report, the Conservators resolved to:

(1)      Note the latest income and expenditure position for 2021/22;

(2)      Approve the 2022/23 budget and the requested precepts, as set out in section 5 and Appendix 1 to this report.

To receive the Minutes of the meeting of the Epsom and Walton Downs Consultative Committee held on 12 January 2022.

This item was not considered by the Conservators at this meeting.  It will be carried forward to the next meeting.