Agenda and minutes

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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.

Noted.

Apologies for absence were received from Councillor Stennett and Bob Kidby.

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 15 & 22 below)

None.

None.

To consider any questions, deputations or petitions received in accordance with Part 4, Section B29 of the Council's Constitution.

None.

i.              To confirm the unrestricted minutes of the Alexandra Palace and Park Board held on 17 November 2015 and 26 November 2015 as an accurate record of the proceedings.

ii.            To receive the minutes of the Alexandra Park and  Palace Advisory  Committee held on 20 October 2015, and to consider any recommendations from that Committee.

iii.           To receive and consider the minutes of the informal joint Alexandra Palace and Park Consultative Committee, and Alexandra Park and  Palace Advisory  Committee held on 20 October 2015.

Alexandra Palace and Park Board – 17 November 2015

RESOLVED that the minutes of the Alexandra Palace and Park Board held on 17 November 2015 be approved as a correct record of the meeting.

Alexandra Palace and Park Board – 26 November 2015

RESOLVED that the minutes of the Alexandra Palace and Park Board held on 26 November 2015 be approved as a correct record of the meeting.

Statutory Advisory Committee – 20 October 2015

RESOLVED that the minutes of the Statutory Advisory Committee held on 20 October 2015 be noted.

Joint Statutory Advisory and Consultative Committee – 20 October 2015

RESOLVED that the minutes of the Joint Statutory Advisory and Consultative Committee held on 20 October 2015 be noted.

To update the Board on current matters relating to Alexandra Park.

RECEIVED the report of Mark Evison, Park Manager, Alexandra Park and Palace.

The following matters arose from discussion of the report:

a.         Deer enclosure

Councillor Hare expressed concerns that the decision to move the deer was made without full discussion with the Board (apart from one email), and that it was important for Trustees to have been involved in the decision.

Louise Stewart advised that the decision to move the deer was based on their deteriorating health, and they were moved as a matter of urgency.

b.         Graffiti wall

Louise Stewart advised Members that following previous discussions on the graffiti wall, an independent risk assessment had been conducted.  This was attached as an exempt appendix to the Chief Executive Officers report, and so Members were asked that any discussion on this took place in the exempt part of the meeting.

RESOLVED

1)        To note the contents of the report.

2)        Little Dinosaurs Lease

i)                 that the Board agree to delegate approval of the final details of the lease to the Chief Executive subject to a satisfactory Charities Act report on the rental value, and;

ii)                       that the London Borough of Haringey’s Head of Legal Services be authorised by the Board as Trustees to seal the finalised lease.

To update on the Board on commercial activity in the 3^rd quarter.

RECEIVED the report of Lucy Fenner, Commercial Director, Alexandra Park and Palace.

The following arose from discussion of the report:

a.         Moscow State Circus

The circus would be returning April.  Members requested that the sites be regularly inspected, given the issues previously experienced with dumping of dirty water and diesel spillage.

RESOLVED that the contents of the report be noted.

To provide an update on the operations of the annual fireworks event.

RECEIVED the report of Simon Fell, Head of Event Operations, Alexandra Park and Palace.

The following arose from discussion of the report:

a.         Gate closure

The report outlined the rationale behind not opening gate 3.  Despite comments from some of the Members that this excluded people on the South East side of the park, no negative feedback had been received from people with regards to not being able to enter the park via that entrance.

RESOLVED that the report be noted.

To advise inform and update the Committees about Learning & Community Programmes.

RECEIVED the report of Isobel Aptaker, Learning Officer, Alexandra Park and Palace.

NOTED:

So far 1600 pupils had been involved with the programme (this included repeat bookings and new bookings from other boroughs).  The team was currently contacting other organisations to work with once the East Wing restoration had completed.

RESOLVED to note the report.

To recommend the award of contract for the provision of Natural Gas and Additional Services at Alexandra Palace and Park.

RECEIVED the report of Emma Dagnes, Deputy Chief Executive Officer, Alexandra Park and Palace.

NOTED:

The previous contract had elapsed in September 2015, and it was agreed to continue using Corona via the Crown Commercial ServiceFramework as:

i.          Corona had given a satisfactory performance during the course of the contract.

ii.         The CCS Framework represented demonstrable value.

iii.        Use of the Framework would avoid the procurement cost of a full OJEU tender exercise.

RESOLVED

i.          That the award of contract to Corona Energy Retail 4 Limited for a three year contract, at an estimated cost of £780,000 be approved.

ii.         That the London Borough of Haringey’s Head of Legal Service be authorised to seal the contract.

To advise / inform the Board on current matters relating to Alexandra Park and Palace.

RECEIVED the report of Louise Stewart, Chief Executive, Alexandra Park and Palace.

The following arose from discussion of the report:

a.         Graffiti wall

The report was classed as exempt as the provider of the report had not given permission for it to be published, as opposed to it containing contentious or sensitive information.

b.         Crossrail 2

As discussed previously at the last Joint Statutory Advisory Committee and Consultative Committee, Members of the Board had been sent the response to the consultation two days before the end of the consultation period.  It was accepted that this had not given much time for responses, however, Members had been given a chance to comment on the response.

Colin Marr objected to the submission having been made on behalf of the Trust as he felt that there hadn’t been adequate consideration by the Board, and asked for his dissent to the submission be minuted.

RESOLVED that the report be noted.

Following discussion in the exempt part of the meeting it was

RESOLVED that the graffiti wall should remain in its present location, and the agreed measures remain in place to manage the identified low risks.  These measures shall be monitored by Alexandra Palace to ensure that they remain effective.

This paper sets out the results for Alexandra Park and Palace Charitable Trust for 8 months to 30/11/2015 and annual forecast.

RECEIVED the report of DorotaDominiczak, Director of Finance and Resources, Alexandra Park and Palace.

The following arose from discussion of the report:

a.         Unrestricted Reserves:

The Trust’s financial projection was £600k up on budget and £300k up on the forecast presented in Autumn.  This had been the result of successful trading by APTL: securing high number of events, increased hire capacity and additional profit on the catering offer.  The Learning and Community Team were praised for a much increased level of activities which resulted in generating additional income but also recognition in the local community.  The costs of the Trust were tightly controlled and expected to be on budget for the year end.

b.         Capital Spending

Improvements and necessary works included £200k spent on the replacement of gas mains, £100k spent on replacement of the alarm system, £85k spent on necessary roof repairs and £85k allocated to on-going fabric maintenance.  The Trust was on target to spend its LBH grant allocation for 2015-16.

c.         Regeneration Project

2015-2016 projected spending was presented in detail breaking down Project’s expenditure into categories of spending.  This was subject to on-going revisions by Mott MacDonald’s Project Manager monitoring budget and cash flow.

d.         Any profit made by APTL did not go back to LB Haringey.  The trading surplus would be gift aided to the Trust to meet the charities operating costs and its charitable purposes.  An element of the surplus would be invested back into the business to maintain its income generating ability.

RESOLVED that the performance of the Trust be noted.

The report updates the Board on the progress on the East Wing Restoration Project and seeks approval of the draft Theatre and Collections policies appended to the report.

RECEIVED the report of Emma Dagnes, Deputy Chief Executive, Alexandra Park and Palace.

The following arose from discussion of the report:

a.         Collections Policy

Colin Marr requested that the word ‘entertainment’ in the first paragraph of section 8 of the policy be replaced as the Studios represented more than entertainment, and was the birthplace of broadcasting.

Louise Stewart agreed to take another look at the paragraph, It was noted that the policy was required to enable the Palace to loan collection pieces.

ACTION: Chief Executive

RESOLVED that:

i)          The Theatre Policy be approved; and

ii)         The Collections Policy be approved subject to the rewording of section 8.

There was no such business.

12 April 2016 – additional meeting

Dates for meetings in 2016-17 will be advised as soon as they are available.

NOTED the date of the additional meeting – 12 April 2016.

Items 18, 19, 20, 21 & 22 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 that the press and public be excluded from the remainder of the meeting as items 18-22 were likely to 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.

To confirm the exempt minutes of the Alexandra Palace and Park Board held on 17 November 2015 and 26 November 2015 as an accurate record of the proceedings

Alexandra Palace and Park Board – 17 November 2015

RESOLVED that the restricted minutes of the Alexandra Palace and Park Board held on 17 November 2015 be approved as a correct record.

Alexandra Palace and Park Board – 26 November 2015

RESOLVED that the restricted minutes of the Alexandra Palace and Park Board held on 26 November 2015 be approved as a correct record.

RESOLVED to approve the recommendations in the report.

RESOLVED to approve the recommendations in the report.

RESOLVED to approve the recommendations in the report.

There was no such business.