Agenda and draft minutes

Please note that this meeting may be filmed or recorded by the Council for live or subsequent broadcast via the Council’s internet site or by anyone attending the meeting using any communication method. Although we ask members of the public recording, filming or reporting on the meeting not to include the public seating areas, members of the public attending the meeting should be aware that we cannot guarantee that they will not be filmed or recorded by others attending the meeting. Members of the public participating in the meeting (e.g. making deputations, asking questions, making oral protests) should be aware that they are likely to be filmed, recorded or reported on.  By entering the meeting room and using the public seating area, you are consenting to being filmed and to the possible use of those images and sound recordings.

The chair of the meeting has the discretion to terminate or suspend filming or recording, if in his or her opinion continuation of the filming, recording or reporting would disrupt or prejudice the proceedings, infringe the rights of any individual or may lead to the breach of a legal obligation by the Council.

The Chair referred to the notice of filming at meetings and this information was noted.

Apologies for absence were received from Councillor Sarah Elliot.

The Chair will consider the admission of any late items of urgent business. (Late items will be considered under the agenda item where they appear. New items will be dealt with at items 16 & 25 below)

There were no items of urgent business.

There were no declarations of interest.

None.

To confirm the unrestricted minutes of the Alexandra Palace and Park Board held on 20 March 2023 as an accurate record of the proceedings.

Note – the meeting on 3 May 2023 was inquorate, therefore no minutes were produced.

RESOLVED: Committee has approved the minutes of meeting held on 20 March 2023 and to note that the meeting on 3 May 2023 was inquorate, therefore no minutes were produced.

To approve the vision and goals, as presented in the report for 3 May 2023.

The reimagined Vision for the Charity and Goals for the next ten years were envisaged to be launched during 2023, as the Palace celebrated its 150^th anniversary.

The work ensured that Alexandra Park and Palace would have a roadmap for the future that ensured it continued to build on success to date and inspire, enrich and support generations to come.

Approval was sought for the vision and goals presented in the report for 3 May 2023.

The recommendations were unanimously approved.

To note any verbal updates from the observer and co-opted board members.

Verbal updates from Jason, Nigel & Duncan were noted.

There had been no CC meetings since the last board meeting, but a charter had been drafted and would be brought to the next Consultative Committee.

An Induction session was due to be held for SAC members on 14^th Sept before the next meeting.

To receive a verbal update from the Chief Executive Officer.

A Verbal update from Emma Dagnes, Chief Executive Alexandra Palace, was noted:

Q1 Summary:

·                    Head of Fundraising Recruitment – Katherine Harding (previously Fundraising Manager) had re-joined as Head and would work with Nicole Newman, fundraising consultant, to implement the fundraising strategy plan presented to Trustees in May.

·                    General recruitment - Policies and processes were in place to ensure recruitment was conducted fairly and the new accessibility policy currently being drafted would be reflected in all recruitment too.

            Strategically, the talent pipeline at leadership level does not exist but the Young Creatives Network were the talent for the future, being invested in now for future leaders. Other sectors were approaching the same challenges.

·                    The new Head of Facilities would be joining in August –from a Director Role at Westminster Abbey with experience of live/ high profile events in a heritage site.

·                    The Car Park Charging infrastructure installation had started and stakeholder communications were regularly updated.

·                    The East Court Restaurant Project was in progress. Following market research and expressions of interest, a tender exercise was being prepared for 2024. Intended to complete during the 150^th year the project has been extended to ensure an appropriate specification for the space.

·                    Vision and goals would include projects to restore other derelict spaces in the East Wing , including opening-up the room currently referred to as the Theatre Archive onto the South Terrace, the spaces beneath the BBC Tower, the South Tower – opposite / mirroring the Outdoor Beer Garden, in accordance with the Farrels Masterplan. There were plans to rehouse the Theatre archive in the upcoming NEOB project.

·                    Creative Learning:

            There would be a fuller report at SAC & CC in Sept.

            The Global Roots exhibition – in Haringey was exploring how to approach diversity in the curriculum and the working with teachers had been successful.

            Creativity Camps were starting on the 31 July – Comic Book making, Experimental Music Group, Film Making, Game Design.

            Café Palais in June – swing dancing for older people.

            Library Lates Event in Coombes Croft Library was on 15 July.

            The successful Library Lates events were coming to Tottenham on 15 July to host a stage at the North London Lates festival.

            The Young Creatives Network was working on a range of projects: Tottenham Stadium curating their own exhibition following the Gazza Exhibition, with the record shop in Wood Green shopping centre for a young people led music space and to learn Dj-ing skills.

·                    Summer series:

            Kaleidoscope – The team had a plan ready to execute once the decision had been made to cancel the Kaleidoscope Festival (due to the high winds forecast)

            Hozier & Ben Howard were preforming at Alexandra Palace on 21 July 2023 for a special headline outdoor show in the Park as part of the Summer Series

·                    Counter Terrorism work:

            FRRAC and APTL Board reports were noted.

            The Head of Health & Safety was working on CT Risk Management Action Plan.

·                    BBC Wing restoration project:

            This project was listed in the Derelict Spaces project  ...  view the full minutes text for item 9.

To consider the feedback from the Finance, Resource, Risk and Audit Committee (FRRAC).

FRRAC is a non-decision-making committee established by the Trustee Board to support the Board in delivering its finance, resource, risk and audit responsibilities.

Cllr Collett, FRRAC Chair, introduced the report, which highlighted relevant considerations of the FRRAC at its meeting held on 12th June 2023 and made recommendations to the Trustee Board.

RESOLVED

To note the report and; To approve the recommendations in section 6 relating to the Risk Register, Agenda Item 15 & Exempt Agenda Item 20.

To consider the report updating on the Trust’s financial position.

Richard Paterson, Director of Finance & Resources introduced the report and outlined the following:

• Progress had been made on capital projects following additional funding from the council as listed in the report. There were replaced visitor services desk and new bar in the east court.

• Distribution board works were a huge project, and the Charity was taking the opportunity to replace boards across the site as capacity in budgets allowed.

• The 2023/24 forecast showed a deficit of £499k.

• APTL had a good 2022/23. It will contribute a significant and record sum which will be effective in the figures for next year. Contribution was equivalent to £2.4m in comparison to the initial 2m to underwrite from the Council.

• Car Parking came into effect in July 2023 to achieve a planned contribution of £115,000 based on income of £495,000. Insurance has gone up by 10% and estate guarding by 3%. There was no change in the contracts, this is just by general inflation.

• The Trust still had loans outstanding with the Corporate Trustee, some of which dated back to 2016. Repayments had recommenced in this financial year.

RESOLVED

To note the 2022/23 full year position and approve the 2023/24 Budget.

To agree the appointments for 2023/24.

The voting members of the Alexandra Park and Palace Charitable Trust Board are appointed by Haringey Council, the Corporate Trustee of Alexandra Park and Palace Charitable Trust.

RESOLVED

1.1         To note membership of the Alexandra Park and Palace Statutory Advisory Committee, as listed in Appendix 1

1.2      To note the membership of the Alexandra Park and Palace Consultative Committee, as listed in Appendix 1; To also note that the Consultative Committee will need to re-nominate co-opted trustees at their next meeting on 14^th Sept.(following the unexpected passing of Val Paley unexpected passing).

1.3       To appoint Trustee Board members for the Finance, Resource, Risk and Audit Committee (FRRAC).

            Lotte Collett                                  APPCT Vice Chair of the Trustee Board

            Ahmed Mahbub                           APPCT Board Member

            Sarah Elliott                                  APPCT Board Member

            Anne Stennett                              APPCT Board Member

            Claire Pape                                   Independent Member

1.4       To agree which of the FRRAC members appointed will act as Chair of FRRAC.

Cllr Lotte Collett as appointed Vice Chair of the Board would be the obvious choice.

            The Chair nominated Cllr Collett to continue as FRRAC Chair and this was unanimously agreed by the Trustee Board.

1.5      To appoint Trustee Board members to act as APTL Company Directors.

            Agreed that the following would remain as APTL Company directors.

            Nick da Costa                               Director (APPCT Board Member)    

            Emine Ibrahim                              Director (APPCT Board Member)

            Lotte Collett                                  Director (APPCT Board Member)

            Anne Stennett                              Director (APPCT Board Member)

1.6      To agree which APTL Director will act as Chair of the APTL Board

            The Chair nominated Cllr da Costa continue as Chair of the APTL Board and this was unanimously agreed by the Trustee Board.

1.7      To appoint Trustee Board Members to the Programme Board.

          Agreed should a programme board be called that Nick and Emine would remain.

            Emine Ibrahim                            APPCT Board Member

            Nick da Costa                             APPCT Board Member

1.8      To appointLead Trustee Board Members for the following areas:

            Chair highlighted before nominations were made:  The Lead Trustee role is about taking on a continuing special interest on behalf of the Board. Keen to create a culture in which Lead Trustees visit (or Teams meet) every quarter to consult with the relevant staff and really understand the particular area they are championing.

i.   Safeguarding; Cllr Anne Stennett

ii.  Whistleblowing; Cllr Lotte Collett

iii.Equality, Diversity and Inclusion;

iv. Sustainability Role. To be confirmed

To collectively review the register of interests.

The report was noted.

Charity Trustees had a legal duty to identify and manage conflicts of interest and any perceived conflicts of interest to maintain public trust and confidence that Trustees are taking decisions only in the best interests of the Charity and are not influenced by their other interests.

The Charity Secretary maintained a register of trustees’ interests and invited trustees and revised their declarations and updated as necessary.

·         Cllr da Costa provided updates.

·         Cllr Ibrahim had one or two updates then will re-publish.

·         Anne Stennett – member of the law society.

·         Cllr Collett is also a member of the Nuclear Weapons Disarmament Society.

·         All committees to be added.

RESOLVED

To note the attached Register of Trustees’ Interests’ and consider whether any of the interests are likely to give rise to a serious conflict of interest, which will affect the Board’s decision making.

To note the summary report on Complaints, Theatre and Outdoor Events.

RESOLVED

To consider and note the end of year monitoring report.

To note the cover report and to approve the risk register in the exempt section.

The report was noted.

RESOLVED

·         To approve the Trustee Board’s Risk Appetite Statement in section 3.2 (page 44).

·         To approve the updated Risk Register, Exempt Appendix 2; but any discussion on the risks to take place during agenda item 21.

·         To conduct a deep dive into a single area of risk at each Trustee Board meeting. Which will now be a standing Exempt agenda item.

None.

To note the decisions taken since last reported.

Noted.

12 October 2023

14 December 2023

26 February 2024

Thursday 12^th October 2023

Thursday 14^th December 2023

Monday 26^th February 2024

Items 20-25 are likely to be subject of a motion to exclude the press and public from the meeting as they contain exempt information as defined in Section 100a of the Local Government Act 1972; Para 1 – information relating to any individual, Para 2 – Information which is likely to reveal the identity of an individual,  Para 3 - information relating to the business or financial affairs of any particular person (including the authority holding that information), and Para 5 – Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

RESOLVED to exclude the press and public for the consideration of items 20-25 as they contained exempt information as defined in Section 100a of the Local Government Act 1972; Para 1 – information relating to any individual, Para 2 – Information which is likely to reveal the identity of an individual,  Para 3 - information relating to the business or financial affairs of any particular person (including the authority holding that information), and Para 5 – Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

To confirm the exempt minutes of the Alexandra Palace and Park Board held on 20 March 2023 as an accurate record of the proceedings

RESOLVED

To approve the exemptminutes of meeting held on 20 March 2023 and to note that the meeting on 3 May 2023 was inquorate, therefore no minutes were produced.

To consider and approve the Risk Register.

Noted and approved.

Presentation

The presentation was noted. 

Verbal update from the Chair

The report was noted.

To note the feedback from the APTL Board

Report to follow

The report was noted.

None.