Agenda and minutes

Commons Advisory Panel - Monday, 25th June 2018 6.00 pm

Venue: Committee Rooms 1-2, City Hall. View directions

Contact: Ali Hewson , Democratic Services Officer  Tel:(01522 873370) e mail:

No. Item


Declarations of Interest

Please note that, in accordance with the Members' Code of Conduct, when declaring interests members must disclose the existence and nature of the interest, and whether it is a disclosable pecuniary interest (DPI) or personal and/or pecuniary.


None declared.


Confirmation of Minutes - 12 March 2018 pdf icon PDF 82 KB


RESOLVED that the minutes of the meeting held on 12 March 2018 be confirmed.


Matters Arising


There were no matters arising from the minutes.


Signage Strategy pdf icon PDF 47 KB

Additional documents:


Caroline Bird, Community Services Manager,


a.    presented the proposed signage strategy for discussion by the panel.

b.    gave the background to the strategy and advised that a thorough review of the signage was carried out and the findings reported to the panel on 12 March 2018, along with initial drafts for replacement signs.


c.    advised that the intention was that all signs across the three commons would be up to date, useful, in good order, where possible a uniform style, and in the right places, whilst avoiding excess signs.


d.    highlighted the proposed new signs at appendix A and the proposed locations for installing the new signs on the map at appendix b of the report.


e.    advised that the estimated cost of providing and installing each sign was £220.


f.     proposed that the existing welcome boards and byelaws be retained and consideration be given to introducing additional byelaw boards.


g.    advised that other signs which were now out of date and/or in a poor state of repair would be superseded by the new signs and would be removed.


h.    suggested that consideration be given to whether new ‘interpretation’ signage would be appropriate, for example to explain the history or wildlife of the commons.


i.      invited questions and comments


George Woolfenden, representing West End Residents Association/ Open Spaces Society advised that his committee were happy with both the design of the signs and there placement. He suggested that an additional sign be included to say no low drones on the common.


Caroline Bird, Community Services Manager responded that the sign could be included and if it was possible and was in accordance with the bye-laws. This would need to be checked.


Miriam Smith, referred to the No motor vehicles or cycle signs and asked for clarification on whether this meant motorcycles or bicycles?


Caroline Bird clarified that it referred to both motorcycle and bicycles. The information on the signs had been condensed to ensure that as much information as possible be included on the sign, however, it would be looked at to see if it could be made clearer.


RESOLVED that the proposed design and location of the new signs be supported and that consideration be given to the suggested amendments above.



Malandry Close Car Parking Income pdf icon PDF 67 KB


Lee George, Team Leader Open Spaces


a.    presented the Malandry Close car parking income and asked for suggestions to develop a work programme to spend the balances.


b.    presented the suggested parking price increase and asked for views from the panel.


c.    advised that CAP had previously supported proposals to let Lincoln City Football Club use Malandry Close for match day parking on the basis that the income achieved be ring fenced for commons projects.

d.    advised that the current balance of income was £26,652 and asked for ideas for works that this could be spent on be submitted by 13th July 2018.


e.    advised that Lincoln City Football Club would like to increase the parking charge to £4 per car with the commons receiving £2.50 per car.


f.     invited questions and comments


Caroline Steel commented that collecting hay from the commons last year had been a good piece of work and could this be done again this year?


Lee George, confirmed that this work had already been ordered for this year and it was due for completion at the end of July.


Miriam Smith, asked if the income that had been received had been used for planning future expenditure?


Caroline Bird, a priority list of works would be created and officers would work through the list.


Lee George gave a general income update advising that Western Power Distribution had work planned for the commons and had launched a consultation. They would return the land back to its previous condition and would pay the Authority for the common land easement. This would be a total of £7,696 added to the pot.


Caroline Steel, asked if the Authority should be pressing for more payment for the easement.


Caroline Bird, advised that this could be looked into. She circulated a copy of the Western Power Distribution consultation and advised that responses needed to be submitted by 8 August 2018.




1.    the proposal to spend the parking income in support of the management plan be supported.


2.    suggestions to be considered for inclusion with in the work programme be submitted to the Council by 13 July 2018.


3.    the draft work programme be presented to the next meeting of the Commons Advisory Panel.


4.    an increase in parking charges at Malandry Close with the Council receiving £2.50 for each car be supported.


Fallow Period Review pdf icon PDF 60 KB

Additional documents:


Caroline Bird, Community Services Manger


a.    presented a report on the 2018 fallow period and advised that a review was required to take into account any positive and negative outcomes relating to common land.


b.    referred to paragraph 2 of the report and advised on the background of the fallow period.


c.    advised that Beatrix De Arcos Marin a, student who had been working with the team on placement had started to gather information on the fallow period including anecdotal feedback as attached at appendix A of the report.


Lee George gave an update on the number of horses registered on the common. It was currently 50 for the West Common and 8 for the South Common.


George Wolfenden, representing West End Residents Association/ Open Spaces Society commented that the fallow period had been beneficial for the West Common, the grass growth had been good and also the habitat had been improved and had encouraged wildlife to come back.


Caroline Steel, advised that the horses that had transferred had helped the south common however, it still needed more horses for grazing. It would be beneficial to hear the views of the owners of the horses that had transferred.


Caroline Bird, advised that she would circulate the number of the horses that had transferred from the West Common to the South Common after the meeting.


RESOLVED that the contents of the report be noted.




Community Haystack Proposal- West Common pdf icon PDF 3 MB

Additional documents:


Lee George, Community Contracts Officer


a.    presented a proposal for a Community Haystack event to be held on the West Common on 7th July 2018.


b.    gave details of the event which included Scything Workshops, a talk on the history of the land with a bring your own picnic followed by Haystack building.


George Wolfenden commented that he had not seen the event advertised.


Councillor Murray, advised that he would raise this at the Carholme Community Forum.


RESOLVED that the Community Haystack event be supported.


Feeding Stations


Caroline Bird, Community Services Manager advised that she would circulate the proposal for the feeding stations following the meeting.


Standard Agenda Items


Commons Management Plan Update pdf icon PDF 44 KB

Additional documents:


Caroline Bird, Community Services Manager presented a report which provided an update to the Commons Advisory Panel on the Commons Management Plan.


An update on Management Plan actions was appended to the report, which showed a summary of the non-routine actions delivered since the previous update, ongoing works and works planned for the coming quarter.


Caroline Steel referred to the planned works and asked for clarification on what was included within the weed cutting and commented that the hay making could be complete in other areas of the commons.


Lee George, clarified that the weed cutting work would be a repeat of the work that was completed last year. He confirmed that he would look into other areas for the haymaking.


Caroline Steel further asked how the revision of the Management Plan was progressing.


Caroline Bird, advised that funding was still needed to facilitate the review of the Management Plan and suggested that it could be added to the priority list.


Miriam Smith, referred to the ongoing works on Viking Way and suggested that a viewing bench be added.


Councillor N Murray, suggested that the Commons Advisory Panel could go for 2 walks this year, a general walk of the commons and also a walk along Viking Way.


RESOLVED that the report be noted.




Pedestrian Gates to West Common: Carholme Road and West Parade pdf icon PDF 40 KB


George Woolfenden, West End Residents Association/ Open Spaces raised ongoing problems in relation to horses and pedestrians mixing during the winter period when at the Carholme Road/ West Parade gate of the West Common. He stressed that the ground conditions were poor due to flooding and it was dangerous for people using the path.


The Panel discussed options for resolving the issue and agreed to look at the gates on the annual walk to try and find and a solution.