Agenda and minutes

Following the in principle approval of the use of barbecues at the racecourse on designated periods, the Conservators asked for an operating scheme to be brought forward for final approval.  This report seeks approval for a scheme to enable the in principle conditional permission to use barbecues, to be granted.

The Conservators received a report presenting an operating scheme for barbeques on the Downs, following the in principle approval of their use on specific race dates at the Conservators’ meeting in October 2019.  The report sought approval for a scheme to enable the in principle conditional permission to use barbecues, to be granted.

The following matters were considered:

a)            Waste management and disposal. Simon Durrant informed the Conservators that designated areas for BBQ waste would be provided on all race dates at which BBQs were permitted. Waste clearance on all race days would be managed by the same contractor, but different sub-contractors would be employed for specific dates. Following a question from a Member, it was noted that waste clearance and clean-up activities for the Derby Festival would take place both following the Ladies Day racing in advance of the Derby Derby day events, and after Derby Day.

Following consideration, it was resolved:

That the Conservators:

(1)      approved the proposed conditions attached at Annex 1 to the report, on any permission to use barbecues at the Racecourse, subject to any final minor changes which may be necessary, to be agreed by the Clerk to the Conservators with the Chairman;

(2)      agreed to grant Epsom Downs Racecourse conditional permission to use barbeques within the race meetings applied for in 2020, namely Ladies Day, The Derby and the Bank Holiday August Race Meetings;

(3)      requested Epsom Downs Racecourse to provide a report to the Conservators on the outcome of implementing the permission to hold the barbecues.

This report presents proposed savings options and seeks approval for the 2020/21 budget to be agreed as discussed at the previous meeting on 27 January 2020.

The Conservators received a report presenting proposed savings options and seeking approval for the 2020/21 budget, as discussed at the previous meeting on 27 January 2020.

The following matters were considered:

a)            Proposed 3.95% increase in precept. The Conservators noted that the report proposed a 3.95% increase in precepts for 2020/21 if savings options A, B and C detailed in the report were agreed. The savings options were as follows: Remove budget for project work (Option A), Review costs of cleaning and maintenance of Downs keepers hut (Option B) and Reduction in the Service Level Agreement (SLA)/ Recharge (Option C).

b)           Reduction in SLA/Recharge. Officers informed the Conservators that the reduction in hours of management, supervision and grounds maintenance proposed by Option C would be worked into the Habitat Management Plan for the Downs if agreed.

c)            Events on the Downs. The Conservators noted that a streamlined approach to management of events on the Downs was proposed as an element of Option C. Officers would be authorised to approve and administer events which had previously been approved by the Conservators, and only new events would be presented to the Conservators for consideration. It was noted that a calendar of agreed events on the Downs would continue to be provided to the Conservators for their information, and that the Conservators would be notified of any relevant issues or incidents occurring as a result of events on the Downs.

d)           Cleaning contract for public conveniences. A Member of the Conservators requested clarification of whether a budget saving could be achieved by reducing the cleaning contract for the public conveniences on the Downs, potentially by reducing their opening hours. It was noted that Officers would investigate this matter and report back.

e)            Removal of Spring meeting of the Conservators. It was noted that Option C proposed that the Conservators hold 3 normal meetings a year, rather than 4. If agreed, a meeting would no longer be scheduled to be held in April.

Following consideration, it was resolved:

(1)      That the Conservators agreed the proposed savings options A, B and C for 2020/21, as set-out in section 2.1 of the report and the recommended budget for 2020/21 as set out in Annex 1 to the report, with a request for a 3.95% increase in precepts from the constituent bodies as follows:

– Epsom & Ewell Borough Council:  £254,030

– Epsom Downs Racecourse: £127,020

– Epsom and Walton Downs Training Board: £42,340

(2)      To request officers to further investigate savings options D and E, for future consideration.

The Conservators recorded their thanks to the Chief Accountant and his staff for their work to produce the revised budget proposal.