Agenda and draft minutes

The Chair proposed Cllr Spickett to sit as Vice Chair for the duration of the Meeting.

The Conservators raised no objection and agreed for Cllr Spickett to sit as Vice Chair for the duration of the Meeting.

This report seeks approval in principle to hold the 80^th Anniversary of D-Day Beacon Lighting event at the View Point Car Park, Epsom and Walton Downs on 6 June 2024.

The report was seeking approval in principle to hold the 80^th Anniversary of D-Day Beacon Lighting event at the View Point Car Park, Epsom and Walton Downs on 6 June 2024.

The following matters were considered:

a)            Recommendation amendment.

·         Councillor Frost proposed to amend the recommendation to say, ‘section 6’ instead of ‘section 5’, to correctly reflect the part of the report which sets out the Conservators’ legal and policy obligations,

o   Grant approval to hold the 80^th Anniversary of D-Day Beacon Lighting event at the View Point Car Park, Epsom and Walton Downs on 6 June 2024 in accordance with the Conservators’ legal and policy obligations set out in section 6 of this report. 

The proposal was seconded by Councillor Cleveland.

The Conservators unanimously agreed to the proposed amendment to the recommendation.

b)            TJC involvement. A Member of the Conservators expressed excitement at the Jockey Club’s involvement in the event and explained that the racecourse would be providing fish and chips, refreshments, toilet facilities and wet weather cover for eventgoers. The Chair asked which area of the racecourse would be open for public use during the event. The Member from the Jockey Club responded to confirm that the ground floor of the Duchess Stand would be open for public use, with the caveat that some areas will be fenced off as it will be during deconstruction from the Derby.

c)            Cost for eventgoers. A Member of the Conservators asked if there would be any charge for members of the public when entering the racecourse and using the facilities. The Member from the Jockey Club responded to confirm that there will be no charge to enter the racecourse but there would be a cost for any food or drink purchased.

d)            Road closure. The Chair asked if the road closure has been applied for by the event organiser to Surrey County Council. The Streetcare Manager responded tostate that the road closure has been applied for to Epsom and Ewell Borough Council, who will then apply to Surrey County Council.

e)            Beacon lighting time. A Member of the Conservators asked for confirmation that the event timings would be the same, given the change of venue. The Streetcare Manager confirmed that the Racecourse would be open from 7pm and the Beacon Lighting will take place at 9.15pm. The Streetcare Manager continued to explain that the Beacon Lighting time was subject to be pushed back, given the lighter evenings as we get closer to the event date, so the Pageantmaster may push the lighting to 9.45pm. The Streetcare Manager explained that they were not expecting lots of small children to be present at the event so did not foresee the timing of the Beacon Lighting being an issue.

f)             Racecourse closing times. A Member of the Conservators asked when the Jockey Club would be closing their grounds and facilities to eventgoers and if they have a plan to persuade people to leave at an appropriate time. The Member from the  ...  view the full minutes text for item 58.