Agenda and minutes

The Committee is asked to confirm as a true record the Minutes of the Meeting of the Committee held on 13 March 2017 (attached) and to authorise the Chairman to sign them.

The Minutes of the Meeting of the Epsom and Walton Downs Consultative Committee held on 13 March 2017 were agreed as a true record and signed by the Chairman.

The Committee is asked to note the current situation on the following issues raised previously.

The Committee received and noted a report providing updates on matters raised previously.

To receive the report of the Head Downskeeper.

The Committee received and noted the report of the Head Downskeeper.

This report provided the Committee with a summary of items considered at the meetings of the Epsom and Walton Downs Conservators held on 19 April and 17 July 2017, and the Minutes of those meetings.

The Committee received and considered a report providing a summary of items of interest considered at meetings of the Epsom and Walton Downs Conservators held on 19 April and 17 July 2017.

This item invites the Committee to provide its views on the arrangements for the 2015 Derby Race Meeting.

The Committee provided verbal comments on matters arising from the 2017 Derby race meeting. The following matters were considered:

a)            Racecourse view of the 2017 Derby. The Epsom Downs Racecourse representative informed the Committee that the Derby festival had been highly successful and thanked the Downskeeper team for their assistance over the period.

b)            Post-Derby clearance. It was noted that the post-Derby litter clearance and tidy-up of the Downs had been very good.

c)            Traffic cones on Beech Grove. The Tattenhams Residents’ Association representative expressed thanks that the upper section of Beech Grove had been coned this year, and requested that similar arrangements be included in the traffic management plan for future years. The Racecourse representative responded that this would be done.

To discuss any issues raised by Hack Riders Representatives. At the time of publication of this agenda, no items had been requested.

The following matters were raised by the Hack Rider Representatives:

a)            Parking on the grassland enclosed by Tattenham Corner Road, Langley Vale Road (north of the underpass) and the racecourse railings. The Hack Rider representative informed the Committee that this area had in the past been closed to vehicles outside racing periods through the use of barriers, but that these were no longer in place. The representative expressed concern that if the barriers were no longer in place, the use of this area for parking could become habitual. The Chairman informed the meeting that the use of barriers to control access to this area would be included in the consultation to be undertaken on the grassland adjacent to the Derby Arms public house (see b) below).

b)            Use of the Derby Arms grassland for parking pending consultation. The Head of Legal and Democratic Services informed the Committee that officers had undertaken research into the use of this area for car parking and would report this to the next meeting of the Conservators.

c)            Scrub clearance along the hack ride at the top of Rifle Butts Alley. The Streetcare Manager informed the Committee that this work was ongoing and would continue. The Hack Rider representative informed the Committee that the top braided section of the ride became very muddy during wet weather, and that further clearance would assist in it drying out. 

d)            Vegetation clearance along the hack ride between Burgh Heath Road and Longdown Lane South. The Streetcare Manager informed the Committee that this would be added to the Downskeepers’ winter work programme.

e)            Marking of the hatched area ride. It was noted that the Streetcare Manager and TGMB representative would review the marking of the area, as it was currently not clear to hack riders where its boundary was.

f)             Notice to hack riders of the poor state of the sand track. The Chairman informed the Committee that she would suggest to the Conservators that they write to local stables to inform them that the condition of the track was poor. However, it was noted that some riders travelled to the Downs from further away.

The Head of Legal and Democratic Services informed the Committee that neither the Conservators or Racecourse were responsible for the maintenance of the track, as that responsibility lay with the Horse Race Betting Levy Board. As no reply had been received from the Board in response to letters sent to it by the Conservators (with regard to the maintenance of the track), officers were considering what further action could be taken.

g)            Reinstatement of the afternoon ride at the top of Six Mile Hill (below where the polytrack used to start), and marking of the limits to the ride. The Streetcare manager informed the meeting that in the view of the Downskeepers, the condition of this area would continue to improve over time, and that no further works were required in this regard. It was noted that the TGMB representative would  ...  view the full minutes text for item 6.

To discuss any issues raised by representatives to the Committee, including the following:

·         Condition of concrete posts adjacent to the Race Course (requested by Angela Clifford, Epsom Civic Society)

The following issues were raised by representatives to the Committee:

a)            Condition of concrete posts adjacent to the race course. The Epsom Civic Society representative provided the Committee with images of several concrete posts adjacent to the race course track which were damaged and at risk of collapse. It was noted that the Streetcare Manager would look into the matter.

The Committee has previously requested that its future meetings be held in advance of a meeting of the Epsom and Walton Downs Conservators. It is suggested that the Committee agrees to hold its meetings in 2018 on two of the following dates:

Monday 12 or Monday 19 March 2018 at 18.00 hours

Monday 10 or Monday 17 September 2018 at 18.00 hours

Note: The dates for meetings of the Conservators for 2018 have not yet been set, but it is anticipated that they will be in January, April, June and October.

The Committee noted that officers would set the dates of meetings in 2018 and circulate them to all members and representatives.

Note: following the meeting it was confirmed that meetings of the Committee would be held on:

·                     Monday 12 March 2018 at 6pm

·                     Monday 17 September 2018 at 6pm

To identify any items which the Committee wishes to be brought to the attention of the Conservators at their next meeting, and nominate a spokesperson to present them if appropriate.

The Committee felt that no items from the meeting would require verbal representation to the Conservators.