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 Councillors da Costa and Williams.

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 17 & 25 below)

None.

None.

Jacob O’Callaghan addressed the Committee with his questions:

1.  Are members of the APP committee fully aware of the advice from the Information Commissioners Office to the Council's Democratic Services that the Council should review its decision (made under the previous administration) not to respond to requests under the FoI and Environmental Information Regulations for information about Alexandra Palace and Park.  (The ICO wrote to the Council that it had been relying on a decision that has subsequently been overruled at a tribunal.)

2.  Will she kindly now confirm all officers will duly co-operate with future FoI and EIR requests to the Council. 

The Chair responded to say that the Council have responded to the letter sent by the Information Commissioner’s Office, and were awaiting a reply from them.  No further comment will be made until this is had been received.

i.              To confirm the unrestricted minutes of the Alexandra Palace and Park Board held on 6 November 2018 as an accurate record of the proceedings.

ii.            To receive the minutes of the Alexandra Park and Palace Advisory Committee held on 29 January 2019, and to consider any recommendations from that Committee

iii.           To receive and consider the minutes of the joint Alexandra Palace and Park Consultative Committee, and Alexandra Park and Palace Advisory Committee held on 29 January 2019.

RESOLVED that

i.          The minutes of the Alexandra Palace and Park Board meeting held on 6 November 2018 be approved as a correct record;

ii.         The minutes of the Alexandra Park and Palace Statutory Advisory Committee meeting held on 29 January 2019 be noted; and

iii.       The minutes of the Joint Alexandra Park and Palace Statutory Advisory Committee and Alexandra Palace and Park Consultative Committee meeting held on 29 January 2019 be noted.

To note the feedback from the FRRAC.

RESOLVED that the report be noted.

To consider the Trust’s financial position.

Dorota Dominiczak, Director of Finance and Resources, introduced the report as set out.  The figures were based on November closing figures.  Negotiations with Willmott Dixon and Kier were being finalised in relation to final accounts and completion of works.

In response to questions from the Board, Dorota advised that the capital funding comprised of £470k budget, and £630k Gift Aid top up (from 2017/18).  Donations and grants (paragraph 4.8) were received from individuals, See Tickets, the theatre campaign and Paypal.

RESOLVED that the financial performance of the Trust and the pressure on the 2019/20 Trust budget be noted.

To note the update on repairs, maintenance and other capital investment.

Emma Dagnes, Deputy Chief Executive, introduced the report as set out.  In response to questions from the Board, Emma explained that the disposal of non-historic goods was expensive due to compliance with standards in relation to disposal of electrical equipment.  With regard to the basement works, there had been some progress, which could be seen near the Panorama Room.

RESOLVED that the report be noted.

To approve the Trust’s policy on risk management.

Louise Stewart, Chief Executive, introduced the report as set out.

RESOLVED that the Risk Management Policy, including the risk appetite statement attached at Appendix 1 to the policy, be approved.

To approve the Trust’s policy on reporting serious incidents to the Charity Commission.

Louise Stewart, Chief Executive, invited questions from the Board.  There had been no reportable incidents as defined by the Charity Commission Regulator.  The policy would be shared with tenants and leaseholders to talk through the understanding and discuss any concerns.  It was important for the Board to be aware that if an incident was required to be reported to the Charity Commission, an urgent meeting would need to be called.

RESOLVED that

i.          The Serious Incident Reporting Policy be approved;

ii.         The responsibility for reporting be delegated to the Chief Executive, on the conditions outlined; and

iii.        The policy be reviewed in 12 months or sooner, if the Charity Commission guidance should change significantly.

To approve the policy.

Louise Stewart, Chief Executive, introduced the report as set out.  The main change to the policy was the emphasis that the policy was shared between the Trading Company and the Trust.

RESOLVED that the updated Health and Safety Policy, attached at Appendix 1 be approved.

To seek the Board’s approval to proceed with developing a scheme for charging for car parking at Alexandra Palace.

The Chair reminded the Board of the comments made by the Statutory Advisory Committee and Consultative Committee: “The SAC and CC generally supported the proposal to consider a scheme for car park charging, in particular for a thorough consultation to take place, but the SAC emphasised that the Board should give particular consideration to the impact on local residents and various stakeholders and beneficiaries and invite discussion by the Board.”

In response to questions from the Board, Louise Stewart advised that:

-           A consultation plan would be put forward when ready, and the SAC would have the opportunity to comment, based on their remit.

-           Charging for parking would not require a change to the Act of Parliament, but would require a Charity Commission Order. 

-           It was likely that consultation would be carried out online, however if requests for paper based consultation were received, then the team would look into the cost of providing it.  Anyone could comment on the consultation, it would not be restricted to local residents.

-           Haringey Council would have the opportunity to assess the impact of parking charges, and this would be provided to the Board as part of the decision making process.

RESOLVED that

i.          The CEO be authorised to undertake work to develop a proposal for the Board’s future consideration, which will include the results of consultation with stakeholders and beneficiaries; and

ii.         The comments from the SAC and CC in response to being informed of the Board’s intention to consider introducing car park charges be noted.

To seek the Board’s approval of the Colour Framework.

Louise Stewart introduced the report as set out.  Papers for the Colour Framework had been circulated as part of the Statutory Advisory Committee pack on 29 January.  The consultant’s reports were not electronically available due to the large file size and hard copies were made available to Board Members. 

RESOLVED that

i.          The Colour Framework be approved; and

ii.         The feedback from the SAC/CC be noted.

To approve the recommendations and note the update on governance.

Louise Stewart, Chief Executive, introduced the report as set out.  There were two governance programmes – the improvement programme and the proposal for governance change.  There were two recommendations for the improvement programme: update to the Land Registry to say that the Park and Palace was a registered charity; and the appointment of an independent member to FRRAC.  The Board would be kept up to date on further progress.

RESOLVED

i.          That permission be sought from the Corporate Trustee, Haringey Council, to update the Land Registry in relation to Alexandra Park and Palace Charitable Trust and its charitable status;

ii.         That an independent member with appropriate expertise be appointed on to the Finance, Risk, Resource and Audit Committee (FRRAC); and the proposed role description, selection process and appointment of individuals on to the selection panel as proposed be agreed;

iii.       That the progress made on the Governance Improvement programme be noted; and

iv.       The progress made on the Governance Change programme be noted.

To approve the role specification and appointment process.

Louise Stewart, Chief Executive, introduced the report as set out.  The existing independent Non-Executive Director was due to step down, but had been asked to continue for three months to sign off the accounts and assist in the recruitment.

RESOLVED that

i.          An appointment process for two independent, non-executive directors to the Board of the Trading subsidiary APTL be undertaken;

ii.         The role description and recruitment process recommended by APTL be noted;

iii.       The members of the selection panel be appointed as proposed; and

iv.        The term of office of the existing APTL Independent non-executive director be extended for four months.

None.

30 April 2019

30 April 2019

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, and 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 items 20-25 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, and Para 3 - information relating to the business or financial affairs of any particular person (including the authority holding that information).

To confirm the exempt minutes of the Alexandra Palace and Park Board held on 6 November 2018 as an accurate record of the proceedings.

RESOLVED that the exempt minutes of the Alexandra Palace and Park Board held on 6 November 2018 be approved.

To approve the recommendations.

The recommendations were approved.

To approve the recommendations.

The recommendations were approved.

To approve the recommendations.

The recommendations were approved.

To note the update from the Chair of the APTL Board.

The recommendations were approved.

None.