Agenda and minutes

Venue: The Londesborough Room, Alexandra Palace Way, Wood Green, London N22

Contact: Felicity Foley, Acting Committees Manager 

Items
No. Item

1.

FILMING AT MEETINGS

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.

Minutes:

Noted.

2.

APOLOGIES FOR ABSENCE

Minutes:

Apologies for absence were received from Nigel Willmott, and apologies for lateness from Cllr Williams.

3.

URGENT BUSINESS

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 & 23 below)

Minutes:

None. 

4.

DECLARATIONS OF INTERESTS

A member with a disclosable pecuniary interest or a prejudicial interest in a matter who attends a meeting of the authority at which the matter is considered:

 

(i) must disclose the interest at the start of the meeting or when the interest becomes apparent, and

(ii) may not participate in any discussion or vote on the matter and must withdraw from the meeting room.

 

A member who discloses at a meeting a disclosable pecuniary interest which is not registered in the Register of Members’ Interests or the subject of a pending notification must notify the Monitoring Officer of the interest within 28 days of the disclosure.

 

Disclosable pecuniary interests, personal interests and prejudicial interests are defined at Paragraphs 5-7 and Appendix A of the Members’ Code of Conduct.

Minutes:

The Chair declared a conflict of interest at item 19 of the agenda and stated that she would withdraw from the meeting during this item.

5.

QUESTIONS, DEPUTATIONS OR PETITIONS

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

Minutes:

A deputation had been received from Mr Clive Carter in relation to a previous UN World Heritage Proposal to the Trust.

 

Mr Carter was invited by the Chair to put forward his deputation to the Board.  Mr Carter introduced the Board to the deputation as set out. Mr Carter noted that the World Heritage Proposal was adopted by the Board 7 years ago, and highlighted that the purpose of his deputation was two-fold:

1.         It was part of the Boards adoptive policy.

2.         To request that the Board not take any action that could prejudice the goal to achieve World Heritage site status for the South-East Wing of Alexandra Palace due to its historical significance.

 

Mr Carter advised that it would be a cost-free undertaking and noted that the proposal came with support as detailed at page 6 of the Proposal to the Board. He considered that that the support of the Proposal suggested that the Proposal was worth pursuing.

 

In response to questions raised by Members, the following points were noted:

·                Mr Carter referred to the Baird studio in relation to the engineering significance of the South-East wing.

·                In terms of asbestos in the studio, Louise Stewart clarified that asbestos in those areas had been removed or encapsulated, and from an asbestos perspective, it was safe to enter the studio. 

·                Mr Carter indicated that no organisations or partners had been identified to help develop the project, however he was sure that   that the project would be picked up easily and many companies would be willing to help due to immense prestige of the location. He felt that there would be global interest and people would visit the Palace due to its architecture and its irreplaceable history.

·                Mr Carter clarified that the proposal was not urgent, and that his main request was for the Board to not take any action that could jeopardise a future seeking of World Heritage status for the Studio. 

 

The Chair thanked Mr Carter for his deputation.

 

Cllr Sarah Williams entered the meeting at 19:47. 

6.

MINUTES pdf icon PDF 118 KB

To confirm the unrestricted minutes of the Alexandra Palace and Park Board held on 30 April 2019 as an accurate record of the proceedings.

Minutes:

RESOLVED that the minutes of the meeting held on 30 April 2019 be approved as a correct record.

 

7.

Appointments to Committees pdf icon PDF 158 KB

This report updates the Board on the memberships of the Advisory and Consultative Committees for 2019/20 and seeks Board approval of 2019/20 recommended appointments to the Finance, Risk, Resource and Audit Committee (FRRAC), the Alexandra Palace Trading Limited Board (APTL) and Programme Board Members.

Minutes:

The Chair referred to the report as set out.

 

Cllr da Costa noted that in relation to section 1.2 of agenda item 7, a non-eligible member, a member of the Statutory Advisory Committee, was elected Chair of Alexandra Park and Palace Consultative Committee, and therefore, a new Chair would need to be elected at the next meeting of the Consultative Committee.

 

On another note, Mr Jason Beazley, from the Three Avenues Residents Association, mentioned that he was under the impression that the Consultative Committee should have a representative from a Residents Association, and queried whether he would be eligible as he was not on the Consultative Committee. Following discussion between Mr Beazley and the Clerk, it was agreed that there would be a separate discussion on this matter. (Action: Mr Jason Beazley & Clerk).

RESOLVED that

i.             The membership of the Alexandra Park and Palace Advisory Committee, as set out in appendix 1 of the report, be noted;

ii.             The membership of the Alexandra Park and Palace Consultative Committee, as set out in appendix 1 of the report, be noted, subject to re-nomination of a Chair; 

iii.             Cllrs Stennett, Williams, Hare and Carlin be appointed as members of FRRAC in 2019/20 as Trustee Board Members;

iv.             Cllr Williams be appointed as FRRAC Chair;

v.             Cllrs Stennett, da Costa, Carlin and Culverwell be appointed as APTL company directors;

vi.             Cllr Stennett be appointed as APTL Chair;

vii.             Cllrs Stennett, Hare and Carlin be appointed as members of the Programme Board; and

viii.             Cllr Williams be appointed as Lead Safeguarding trustee and Whistleblowing Lead Trustee.

8.

Annual review of Trustees' Register of Interests pdf icon PDF 176 KB

The appendix to this report collates all declared personal interests of Trustees and identifies any conflicts that may arise. New/ changes to declared interests are marked with an asterix.

Minutes:

The Board agreed to send any amendments and updates to the register of interests, listed at Appendix 1 of the report, to Natalie Layton via email. (Action: Board Members).

 

Ms Layton agreed to recirculate the amended Register of Interests to Board members. (Action: Charity Secretary).

9.

Report from the Chair of the Finance, Risk, Resource and Audit Committee (FRRAC) pdf icon PDF 137 KB

This report highlights relevant considerations of the FRRAC at its meeting on 29th January 2019 and makes recommendations to the Board.

Additional documents:

Minutes:

RESOLVED that

i.          The feedback from the June FRRAC meeting be noted; and

ii.         The FRRAC recommendation to amend the SIR policy to delegate responsibility for deciding when to report a serious incident to the Charity Commission to the Chair or Vice Chair be approved.

10.

Trust Financial Results pdf icon PDF 753 KB

This paper sets out the financial position of Alexandra Park and Palace Charitable Trust for April 2019 including the annual forecast of incoming and outgoing resources.

Minutes:

DorotaDominiczak, Director of Finance and Resources – Alexandra Palace,

introduced the report as set out. She highlighted that a fundraising target of £400,000 had been set for the year; however, since the report had been written, £150,000 had been secured over a three-year period, from the Matchroom Sport Charitable Foundation.  This funding was to be used for a creative project relating to the Wild in the Park Programme. A further update would be provided once the project had commenced. (Action: Chief Executive Officer)

 

Ms Dominiczak clarified that the forecast was updated monthly based on the April closing figures and had been considered by FRRAC the previous month. The Director of Finance agreed to include dates of the forecasts in future.  (Action: Director of Finance and Resources). 

 

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

 

11.

CEO's report pdf icon PDF 145 KB

This report updates the Board of Trustees on current issues and projects at Alexandra Park and Palace. It also provides additional information on the events programme and a range of activities of the Charitable Trust.

Minutes:

Louise Stewart, Chief Executive Officer, introduced the report as set out, which provided an update on current issues and projects at Alexandra Park and Palace, and additional information on the events programme and range of activities of the Charitable Trust.

 

The following arose from the discussion of the report:

·                In response to a question around feedback on the Heritage Significance Appraisal, Ms Stewart mentioned that the Trust was not expecting a huge number of responses, perhaps up to 15 but those responses were likely to be substantial

·                In response to concerns in relation to low attendance at the Windrush event, Ms Stewart explained that whilst promotion for the event was carried out by a partner agency, which was usual practice for events where the Palace and especially when it was targeted as a specific community of interest. In addition, there were a number of Windrush events held around the borough on the same day, and so there would have been a division of audience.

·                Events were currently publicised on the Alexandra Palace website, and some on the ‘What’s On?’ boards in the park.  In terms of advertising on the building, there were conservation constraints on how the building could be used.

 

RESOLVED that the CEO’s report be noted.

12.

Complaints Annual Report pdf icon PDF 145 KB

To inform the Board of the complaints received in 2018-19 and provide assurance that complaints are investigated and appropriate action taken to prevent recurrence.

Minutes:

Louise Stewart, Chief Executive Officer, introduced the report as set out.  Complaints had not been properly recorded in the past; therefore, it was not possible to ascertain whether there had been an increase or decrease in the number of complaints.  It was noted that 91 complaints was phenomenally low considering that there were four million visits to the Palace annually.  Ms Stewart pointed out that there had been a temporary glitch whereby the telephone number for complaints during events had not been answered for a short time, and it was possible that some complaints were not reported/recorded. 

 

RESOLVED that the Complaints Annual Report be noted.

13.

ANY OTHER UNRESTRICTED BUSINESS THE CHAIR CONSIDERS TO BE URGENT

Minutes:

None.

14.

FUTURE MEETINGS

15 October 2019

14 January 2020

10 March 2020

Minutes:

NOTED as:

15 October 2019

14 January 2020

10 March 2020

 

The Chair requested that the date of the October meeting be moved as she was unable to attend on the scheduled date.

 

The meeting adjourned and re-commenced at 20:36pm.

15.

EXCLUSION OF THE PUBLIC AND PRESS

Items 16-23 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, Para 2, Para 3 and Para 5.

 

Minutes:

RESOLVED that the press and public be excluded from the meeting during the consideration of items 16-23 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.

16.

MINUTES

To confirm the exempt minutes of the Alexandra Palace and Park Board held on 30 April 2019 as an accurate record of the proceedings

Minutes:

RESOLVED that the exempt minutes of the meeting held on 30 April 2019 be approved as a correct record.

17.

Exempt - Appointments

Minutes:

The recommendations in the report were approved.

18.

Exempt - Governance Update

Minutes:

The recommendations in the report were approved.

19.

Exempt - CCTV request

Additional documents:

Minutes:

The recommendations in the report were approved.

20.

Exempt - Draft Trustees Annual Report and Accounts

Cover report to follow

Additional documents:

Minutes:

The recommendations in the report were approved.

21.

Exempt - APTL Chair's report

Minutes:

The recommendations in the report were approved.

22.

Exempt - Trust Financial Results

Minutes:

The recommendations in the report were approved.

23.

ANY OTHER EXEMPT BUSINESS THE CHAIR CONSIDERS TO BE URGENT