Agenda item

To discuss issues raised by representatives invited to attend the meeting of the Committee.

The Committee considered issues raised by representatives invited to attend the meeting.

The following issues raised by the invited representatives were considered:

Woodcote Epsom Residents’ Society (WERS), Councillor Bernice Froud on behalf of Jane Clarke;

a)            Maintenance of the Downs. The Committee were informed by the Council’s Streetcare Manager that the Downs Habitat Management Plan is very prescriptive in what areas should stay long and what areas should be cut short. The Streetcare Manager informed the Committee that the Habitat Management Plan has been written, by the Council’s Countryside team, with the need to balance biodiversity with the racing industry in mind and explained that the plan can be found on the EEBC website. The Committee were informed that the Habitat Management Plan is a live document which can change. The Chair highlighted that the TGMB had raised the issue that pollen poses for horses, and that this is going to be taken into consideration going forward.

Epsom Civic Society, Nick Lock and Epsom Equestrian Conservation Team, Caroline Baldock;

b)           Noticeboards Content. The Committee noted that this item was covered during Agenda item 2, issue number 2. 

c)            Spoil heaps of training track material. The Training Grounds Management Board Member informed the Committee that there is a plan to make a start on recirculating the track material by the end of October 2023 and confirmed that it will all be reused on the Downs, with whatever isn’t used being disposed of. The TGMB Member explained that there is no finish date identifiedas of yet, but that the spoil heaps will begin to be dealt with soon in close collaboration with the Streetcare Manager and Team. The Streetcare Manager highlighted that all the materials will be recycled. The Chair asked the TGMB Member if some of the items are recycled to/from other Jockey Club courses. The TGMB confirmed that is correct.

The Committee received a comment from an invited representative that the recycling of the material that came off the gallops is full of rocks and the rocks need to be removed or crushed in order to protect the horses. The TGMB Member confirmed to the Committee that the surface being used on the horse walks doesn’t have any stones in, it’s off the Polytrack and the bottom track and is a different surface.

d)           Incorrect Signage. The Streetcare Manager explained that there will be less confusion once the old signs are taken down over the winter months.

The Committee received a comment from an invited representative that it is important to highlight the official and accurate training days and times on the signs so that dog walkers are aware when they should have their dogs on leads and are not keeping them unnecessarily on the lead when they do not need to be. The Streetcare Manager explained that it was simpler and more consistent to keep ‘before 12 o’clock Monday – Sunday’ on the signs.The Committee were informed by the Streetcare Manager that the byelaws state that dogs must be under proper control at all times and the signs requiring dogs to be on a lead before 12 o’clock are a polite request that is followed by most visitors to the Downs, therefore due to the under-control byelaw and another byelaw stating that nothing must interfere with the training of racehorses, there is sufficient room for the Downskeepers to enforce the byelaws and prosecute if necessary.

The Committee received a comment from an invited representative regarding the process of updating or changing the byelaws. The Chair responded to explain that it is an item that would have to go to Conservators and legal work would need to be commissioned prior to a public consultation before being sent to the Secretary of State and then the byelaws being updated. The Streetcare Manager confirmed that it is a long and costly process but if dogs not being kept under control becomes a big problem, then it will go to Conservators.

Epsom Equestrian Conservation Team, Caroline Baldock;

e)            Lark Nest. It was noted that the Streetcare Manager would take this up with the Countryside team and feed back to the invited representative concerned.

f)             Oak Trees. The TGMB Member confirmed to the Committee that 8 Oak Trees had been cut down. The Streetcare Manager confirmed that the replanting of Oak Trees couldn’t all be done in one year due to budgetary constraints but that it could be done over a succession of years, with one Oak Tree being planted over the next four years and managed within the existing budget.

g)           Misplaced Signs for Bridleways. The Streetcare Manager confirmed that they would be meeting the SCC Right of Ways Officer up on the Downs where they would be ensuring that all signs are in the correct place.

h)           Crossing Lights for Farm Lane. The Chair informed the Committee that they would follow up on this with SCC.

i)             Dustbins. The Streetcare Manager informed the Committee that they have not received any complaints regarding the bins since this was first looked into and rectified and confirmed that they would check with Downskeepers regarding any new issues with the bins.

j)             Fencing on Tattenham Corner Road. The Jockey Club Member informed the Committee that vandals had caused the gaps in the fence and that the Racecourse would be dealing with it in 2024.

Tattenham & Preston Residents’ Association, Nick Harrison;

k)            Public Toilets. The Chair informed the Committee that if funding could be found then options could be explored with reinstating public toilets on the downs. The Chair explained that it is not a current work item of the Conservators but could be looked at next year as a possibility.

l)             Location of Ice Cream Van. The Streetcare Manager informed the Committee that they would look into and start a conversation with the Vendor about looking at alternative sites.

The Committee received a comment from an invited representative pointing out that EEBC licence the Ice Cream Van so there is an onus on the Council to ensure no unnecessary risks are being taken. The Streetcare Manager informed the Committee that a risk assessment will be done.

The Committee received a comment from an invited representative regarding Electric Vehicles and the fact that they are quieter and are more likely to not be heard by children and adults so could potentially cause an incident if the site was not moved to a more appropriate and safer setting.

College Ward Residents’ Association, Richard Balsdon;

m)          Sycamore Trees. The Streetcare Manager agreed to consult with EEBC Council’s Tree Officer and the Countryside team to see what can be done regarding the Sycamore Trees in question.

n)           Volunteer cleaning of Grandstand Road Carpark. The Clerk to the Conservators suggested that the volunteer could be invited to have tea with the Mayor and receive a certificate or award for their continued hard work and contribution to the Downs.

The College Ward Residents’ Association Representative - Let everybody go up to the Grandstand Rd car park and it saves them being a nuisance elsewhere in the borough and it's it's semi contained that that's where all this. All the nipping and whatever else they're doing, it's in one place, is it? Is that a a sort of a tacit approval and keep it under control and then you'll have any

The Chair responded to state that if it becomes a growing issue, then it can be raised with the Crime & Disorder Committee and also to the Police

and then we can look at other items if it does become a a major issue, an anti social behaviour we could look at some joint action groups with the with the police. If we wanted to, there are a number of avenues, but one of the items is that these items need to be reported to help the intelligence of the police to then for them to Marshall their limited resources. Unfortunately, we don't have untold resources and like sort of comes down to. So if we if it is becoming a problem, then let us know and we will and and report it and we will work with the the police or and actually dealing with it like you dance for an argument for ports.

The Streetcare Manager explained to the Committee that the Police rely on the number of reports they receive, so people have to keep reporting the issue until it appears on their radar and efforts will go into targeting the behaviour that occurs in and around the Grandstand Road Car Park. The Committee were informed that there is a Public Space Protection order for Psychoactive Substances, which means that they can be confiscated, by the Police and certain Council officers.

o)            EDMAC – checking that the approved disabled parking spaces would continue to be voted through every year when they come up for consideration again. The Chair to look at the June 2023 Conservators decision and come back to the representative.

Following consideration, the Committee resolved:

(1)      That it had considered the matters raised by invited representatives as set out in this report.