Agenda and 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 those present to Agenda Item 1 as shown on the agenda in respect of filming at this meeting and asked that those present reviewed and noted the information contained therein.

Apologies for Absence were noted from Cllr McShane, Cllr Mann & Cllr Hare.

Apologies for Absence were also noted from Cllr Wright.

*Clerks note – The meeting was not Quorate as there were only two voting Members present. It was agreed that the meeting of the Board would continue informally to review some of the reports contained in the agenda pack for discussion. However, the Board would be unable to take any decisions.* 

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 13 & 20 below).

No items of Urgent Business were received.

No Declarations of Interest were received.

No Questions, Deputations or Petitions were received.

i.          To note the appointment of Councillor Jennifer Mann to the Alexandra Palace and Park Board, as approved by Full Council on 21 November 2016.

ii.         To appoint a member of the Alexandra Palace and Park Board to the vacancy on FRAC and APTL.

The Board noted the appointment of Cllr Jennifer Mann to the Alexandra Palace and Park Board, as approved by Full Council on 21 November 2016.

The Board noted that it would need to defer the appointment of a member of the Alexandra Palace & Park Board to the vacancy on FRAC and APTL. Action: Clerk.

i.              To approve the unrestricted minutes of the Alexandra Palace and Park Board held on 19 July 2016 and 29 September 2016, as a correct record of the meeting.

ii.            To receive the minutes of the Joint Statutory Alexandra Park and  Palace Advisory  Committee and Consultative Committee held on 30 June 2016 and 29 September 2016, and to consider any recommendations from that Committee.

The Minutes of the APPB held on 19^th July 2016 and 29 September 2016 were deferred to the next meeting of the Board. Action: Clerk.

The Minutes of the Joint Statutory Alexandra Park and Palace Advisory Committee and Consultative Committee held on 30 June 2016 and 29 September 2016 were also deferred to the next meeting of the Board. Action: Clerk.

NOTED that there was a typographical error on page 9 of the agenda pack: Gordon Hutchinson should be listed as the Chair of the Friends of Alexandra Park (not Finsbury Park).

To update the Board on current issues and projects at Alexandra Park and Palace.

The Board received a report from the Chief Executive Officer which provided an update on current issues and projects at Alexandra Park and Palace. The Board noted the information contained in the report.

This paper sets out the results for Alexandra Park and Palace Charitable Trust for 6 months to 30/09/2016.

The Board received a report from Dorota Dominiczak, Director of Finance & Resources, Alexandra Park & Palace which set out the results for Alexandra Park and Palace Charitable Trust for 6 months to 30/09/2016. The Board noted the performance of the Trust.

There were no major variances to report. In terms of unrestricted funds, £1.3m of 2015/16 Gift Aid had been transferred from the trading company to the Trust as budgeted. The Board were also advised that the current forecast of 2016-17 trading profit was £448,000 under budget. The Director of Finance & Resources advised that a compromise had been agreed with LBH and that half of the funding gap would be met from LBH and half would have to be found by APP.

In response to a question on why the Great Hall and West Hall would be closed for 3 weeks, the Board was advised that this was to enable piling works for the West Yard storage project.

The report updates the Board on the progress on the East Wing Restoration Project.

The Board received a report from Emma Dagnes, Deputy Chief Executive, Alexandra Park and Palace which provided an update on the East Wing Restoration Project. The report was included in the second dispatch agenda pack at pages 1-7. The Board noted the contents of the report.

The overall RAG Status of the project was still red due to the delays for delivery of Stage 4 Design Information which was 15 weeks delayed and the knock-on effect this had on the issuing of tender information and the submission of costings from sub-contractors. In response to a request for  clarification on the cause of the delays, the Board was advised that the architect and team were under resourced and that this only came to light during Stage 4 Design. Discussions were ongoing with the principle partner and consideration was being given to the issuance of a default notice.

This report seeks the Board approval of amendments to the constitution of the Friends of the Alexandra Palace Theatre.

The report seeking Board approval of amendments to the constitution of the Friends of the Alexandra Palace Theatre was deferred until the next meeting of the Board. Action: Clerk

No comments were noted in relation to the proposed amendments to the constitution of the Friends of the Alexandra Palace Theatre.

To note the Board Work Programme.

Noted.

None.

14 February 2017

25 April 2017

Noted.

Items 16-20 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 3 - information relating to the business or financial affairs of any particular person (including the authority holding that information).

RESOLVED

That the press and public be excluded from the remainder of the meeting as the items contained exempt information, as defined under Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972.  

To confirm the exempt minutes of the Alexandra Palace and Park Board held on 19 July 2016 and 29 September 2016 as an accurate record of the proceedings.

The exempt minutes of the Alexandra Palace and Park Board held on 19 July 2016 and 29 September 2016 were deferred. Action: Clerk

The Board noted the Terms of Reference for the Development Working Group, which were tabled.

Noted the verbal update in relation to the East Wing Project Stage 2 Contract Award.

Received the exempt Chief Executive Officers report.

To note the minutes of the Finance, Resources and Audit Committee (FRAC) meeting held on 22 November 2016 (to follow) and approve the recommendations by the following reports:

a.         Exempt Ticketing Service Contract

b.         Exempt Procurement of Auditors

c.       Exempt Development Board proposals

d.      Exempt H&S Policy

e.      Exempt Annual Policy Review Schedule

Noted the minutes from the Alexandra Palace Trading Company meeting on 22^nd November and the exempt minutes from the FRAC meeting on 22^nd November.

Received the following exempt reports from the Finance, Risk & Audit Committee (FRAC):

a.         Exempt Ticketing Service Contract

b.         Exempt Procurement of Auditors

c.       Exempt Development Board proposals

d.      Exempt H&S Policy

e.      Exempt Annual Policy Review Schedule

FRAC reports and the exempt minutes from the Alexandra Palace Trading Company meeting on 22^nd November and the exempt minutes from the FRAC  meeting on 22^nd November to be deferred to the next meeting. Action: Clerk.

To consider the exempt appendices pertaining to item 10 of the agenda.

Received the Partnership Agreement for the BBC and Alexandra Park and Palace Charitable Trust.