Agenda and minutes

This report confirms the membership of the Epsom and Walton Downs Conservators and requests the appointment of a Chairman and Vice Chairman.

The Conservators received a report confirming the membership of the Epsom and Walton Downs Conservators and requesting the appointment of a Chairman and Vice Chairman.

Following consideration, it was resolved:

(1)      That the following appointments to the Membership of the Conservators by the constituent bodies be noted:

·           Epsom and Ewell Borough Council (the Council): Councillors Lucie Dallen, Liz Frost, Bernice Froud, Jan Mason, Steven McCormick and Clive Woodbridge;

·           Jockey Club Racecourses (the Company): Andrew Cooper, Simon Durrant and Nigel Whybrow;

·           Horserace Betting Levy Board (the Levy Board): Simon Dow.

(2)      That the Conservators appoint Councillor Liz Frost as Chairman to hold office until the first meeting of the Conservators held after the Annual meeting of the Borough Council in May 2020.

(3)      That the Conservators appoint Simon Durrant as Vice Chairman to hold office until the first meeting of the Conservators held after the Annual meeting of the Borough Council in May 2020.

The Conservators are asked to confirm as a true record the Minutes of the Conservators’ Meeting held 15 April 2019 (attached) and to authorise the Chairman to sign them.

The Minutes of the Meeting of the Epsom and Walton Downs Conservators held on 15 April 2019 were agreed as a true record and signed by the Chairman.

This report provides an update on the following matters: Derby 2019 de-brief report, Hack Sand Track, Jockey Club review.

The Conservators received a report providing an update on the following matters: Derby 2019 de-brief report, Hack Sand Track, Jockey Club review. The following matter was considered:

a)            Chafer beetle traps. Andrew Cooper informed that Conservators that chafer beetle traps placed on the Downs to gauge the level of the local beetle population had been removed by the Racecourse following reports that they had also trapped bees.

Following consideration, it was resolved:

(1)      That the Conservators noted the contents of the Progress Report.

Following a successful Expression of Interest for EU rural funding to support the development of visitor signage and appropriate infrastructure on Epsom & Walton Downs, the Conservators in October 2018 agreed to support the development of a full EAFRD application bid based on the project identified within the Expression of Interest and a budget of £6,300 was approved to develop the full application.

This report seeks authority to submit the full application for funding.

The Conservators received a report seeking authority to submit a full application for European Agricultural Fund for Rural Development funding, following a successful Expression of Interest to support the development of visitor signage and appropriate infrastructure on Epsom & Walton Downs.

Following consideration, it was resolved:

The Conservators agreed:

(1)      to note progress of the European Agricultural Fund for Rural Development (EAFRD) bid based on the Expression of Interest;

(2)      to the submission of the full EAFRD application bid;

(3)      to maximise the proportion of the grant which can be used to fund new signage by asking Epsom and Ewell Borough Council to arrange for the installation of all new signage and the removal of any redundant signs;

(4)          that in the event that a bid was successful, to delegate to the Clerk to the Conservators, in consultation with Chairman and the Vice Chairman, the approval of and completion of any contract or funding agreement with the Rural Payment agency for an award of funding.

This item presents the Conservator’s final accounts for the financial year 2018/19.

The Conservators received a report presenting the Conservator’s final accounts for the financial year 2018/19.

Following consideration, it was resolved:

(1)  That the final accounts for 2018/19 be received, subject to external audit.

(2)  That the Conservators approved the Annual Governance Statement as set out in section 1 of Annex 3 to the report.

(3)  That the Conservators approved the Accounting Statements as set out in section 2 of Annex 3 to the report.

(4)  That the Conservators confirmed that the arrangements for the internal audit as set out in the report were effective for auditing purposes.

(5)  That the Chairman and Clerk were authorised to sign the Annual Governance Statement and the Accounting Statements on behalf of the Conservators.

The Conservators are requested to nominate a representative to the Epsom and Walton Downs Training Grounds Management Board.

The Conservators received a report requesting the nomination of a representative to the Epsom and Walton Downs Training Grounds Management Board.

Following consideration, it was resolved:

(1)      That the Conservators appoint the Chairman as their nominee to the Epsom and Walton Downs Training Grounds Management Board.