To confirm and sign, as a correct record, the minutes of the meeting of the Committee held on 27^th June 2024 (Appendix ‘A’).

The minutes of the meeting held on 27 June 2024 were confirmed and signed as a correct record.

There were no apologies for absence.

Members are invited to declare any disclosable pecuniary interests or other registrable and non-registrable interests in items on the agenda.

There were no declarations of interest.

The Committee noted the maintenance carried out since the previous meeting, which included the installation of the second memorial bench and the filling of the matrix paving with grass rather than gravel, which had been considered a success.  Whilst it was acknowledged that historic work around the positioning of the composite posts had proved effective against traveller incursions, it was considered that the green remained susceptible to lone incursions.

It was considered that several additional composite posts in key locations on the green would prevent the threat of these lone incursions, and in response to concerns around previous actions being outstanding, the chair of the Committee confirmed his intention to review what was considered outstanding in consultation with officers with a view to an update or outcome being provided at the next Committee meeting via the proposed management plan.  It was also noted that a rotten wooden post that had recently been knocked down had not yet been replaced.

There was a debate around the impact of events on the green, with officers feeling that in order to keep the area in the best possible condition all year round it would be necessary to closely monitor the placement of events, with some areas more suited to certain types of activity.  This would largely be dependent on footfall or usage of heavy vehicles.  It was considered events with a heavy footfall such as a funfair would be better served in the centre of the green where the ground was drier and the grass thicker, whereas previous events that had been staged on the northern section of the green had completely destroyed the grass.  Furthermore having a wet weather entry point would also reduce the risk of damage, whilst the central area had taller grass and better drainage.

An opposing view was aired from the Committee that historically footfall had had negligible impact in comparison to large vehicles, and it was considered that making these vehicles travel to the centre of the green would exacerbate the problem, whilst creating another temporary entry point could encourage large-scale traveller incursions.  The importance of the speed at which re-seeding took place was also cited as a factor in the green’s recovery from such events.

The draft management plan would be presented to a future meeting of the Committee.  Officers confirmed it would be an evolving document based on decisions made by the Committee and would include guidance on where on the green to stage certain events.  The Committee asked that grass length of the green was taken into consideration as part of the management plan.

The Committee were supportive of the Englefield Green Fair taking place on 20-21 June 2025.  Officers highlighted the prospect of a substantial increase in future years of the administrative fee of £184 that the Council charges for the event.  This was part of a Council-wide assessment on cost recovery on all activities and covered the support that the Council provided for holding the event, including consideration at the multi-agency Safety Advisory Group (SAG).

A Committee member mentioned that only a nominal fee had been applied to previous events, which was around bin collection.  It was requested that the Council’s legal services investigate whether in view of the Green’s status as a registered TVG, charges could be applied to local resident attendees of events on the green, similar to funfairs that charge an entry fee in other boroughs.

The committee approved the application from the Englefield Green Fair to hire the green between 20-21 June 2025.

The Committee noted that the dates of three of the event applications under consideration were in close proximity to one another, and therefore agreed to firstly consider the principle of whether to approve the events, and then whether approved events could take place on the dates requested, or if negotiations would be necessary with one or more of the organisers to seek an alternative date.

The Committee were also supportive of the Horton Steam Fair application, which had recently been stationed at Savill Gardens and had received a letter of recommendation from the Savill Gardens event manager.  It was noted that the fair was smaller in size in comparison to Beach’s and Carters.

Several Committee members raised concerns from residents on the impact of fireworks on domestic pets, and whilst an alternative view was offered that many villagers enjoyed the spectacle of fireworks, it was proposed, seconded and agreed by Committee that the firework aspect of the application be rejected.

The committee approved the principle of the application from Horton Steam Fair to hire the green, but rejected the use of fireworks.

The Committee considered the principle of the application from Runnymede Classic Car Show, and for the reasons previously set out it was proposed, seconded and agreed by Committee that any request for fireworks within the application be rejected.

Officer advice was sought from the Committee on the impact on the green of a funfair and classic car show in quick succession.  Whilst not ideal, officers considered it possible that several events could take place with minimal disruption to the green, however much would depend on total footfall and the impact of the weather.

Concern was raised on the impact on the cricket club and whether a scheduled fixture was due to take place on any of the requested dates.  Officers advised that the Council’s Assets and Regeneration team were in negotiation with the cricket club around the renewal of their licence, but it was currently unclear when this issue would be resolved.  Furthermore it was unlikely that the cricket fixtures would have  ...  view the full minutes text for item 22.

A copy of proforma 1033 (Appendix A) details action taken after consultation with the

Chairman and Vice-Chairman of the Committee under Standing Order 42.

The Standing Order 42 in relation to the approval for Beach’s Funfair to hold an event over the weekend 27^th to 29^th September 2024 was noted.