Agenda and draft minutes

Venue: Creativity Pavilion, Alexandra Park and Palace Way, London, Greater London, N22 7AY

Contact: Ayshe Simsek Democratic Services and Scrutiny Manager 0208 489 2929 

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:

The Chair advised that the meeting was being filmed and recorded and attendees noted this information.

2.

APOLOGIES FOR ABSENCE

Minutes:

RECEIVED for absence from Cllr Nick da Costa & Cllr Ahmet Mahbub and for lateness  from Val Paley & Cllr Anne Stennett.

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 14 & 19 below)

Minutes:

There was on item to be considered at item 13 below -  relating to the admission of a new group to the Consultative Committee membership.

 

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:

There were no declarations of interest.

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:

The Board RECEIVED two deputations - in response to APPCT CEO’s October letter to tenants around the Masterplan for the Grove and the Trust offering lease extensions to 2027 and then on an annual 12 month rolling basis.

 

The Board noted that Jason Jenkins - Little Dinosaurs Leaseholder had put forward a deputation requisition, in accordance with CSO 29, wanting to make representations on:

-       The impact and reality of recent events from the tenant’s perspective.

-       Realistic and manageable proposals to the Board for consideration prior to a third party company being engaged.

-       Seeking clarity on the preferred intentions of APPCT around the Grove plans.

 

Mr Jenkins was invited to make his deputation and expressed the following:

-       When he first took the business forward in the vacant building, it had been derelict and was now a vibrant indoor and outdoor play space welcoming 1500 users a week.

-       In his view, the soft play facility had mental health benefits and the business had received positive feedback about being a lifeline for many local groups and was a safe place for children to play.

-       There was no other soft play facility in Haringey that offered the indoor and outdoor fenced off play.

-       That Little Dinosaurs was still in the early stages, a start-up business, and had not planned beyond 2029.

-       During the pandemic, took forward business plan and applied for investment in this business. This was in discussion with the CEO of AP at the time.

-       During initial negotiations a restriction was placed on the maximum number of years a tenancy could be in place but the then CEO had advised that unusual a tenancy to not be renewed.

-       Needed a longer extension than 2027 to allow business to be future proofed

-       The 12-month rolling lease would not work, as events and parties, which kept the business afloat, were booked often a year in advance.

-       Crippling energy costs and need time to recover from Covid closures.

-       Hoped to continue working partnership with the Trust

-       Mr Jenkins expressed that if the board decided Little Dinosaurs could not indefinitely remain, which was his preferred choice, he sought a much improved term than 2027 to allow for a properly managed exit (which 2027 certainly would not).    

 

NOTED in response to Board Member questions from Mr Jenkins:

-       That all repairs, maintenance, fixtures, and fittings were the responsibility of the tenant as per the lease.

-       Invested life savings as a start-up and then through Covid he had reinvested through a bounce back loan. He was now at the crucial point of deciding whether to invest the remainder of the business loan in making this a first class facility.

-       The provision had a fenced in garden and contained an indoor and outdoor activity centre for children up to the age of 9 years old with parents, grandparents and carers.

-       -Not informed verbally or in writing by the Trust that the lease  ...  view the full minutes text for item 5.

6.

MINUTES pdf icon PDF 232 KB

i.              To confirm the unrestricted minutes of the Alexandra Palace and Park Board held on 29 September 2022, and 17 November 2022 as an accurate record of the proceedings.

 

ii.            To receive the minutes of the Alexandra Park and  Palace Advisory  Committee held on the 17 November 2022.

 

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 17 November 2022.

 

iv.           To receive the minutes of the Alexandra Palace and Park Consultative Committee held on 17 November 2022.

 

Additional documents:

Minutes:

RESOLVED

 

1.    To confirm the unrestricted minutes from 29 September & 17 November 2022 as accurate records of the proceedings.  and note that the Council Meeting in November was postponed and Co-opted trustee recruitment has been delayed as a result and will go to the next Council meeting.

 

2.    To note the minutes of the Advisory Committee held on the 17 November 2022.

 

3.    To note the minutes of the Joint Advisory & Consultative Committee  held on 17 November 2022, further noting the Joint Committee’s advice on page 16 - AP Club Nets, was included in the recommendations for the Board’s approval on p.89 of the agenda pack.

 

4.    To note the minutes of the Consultative Committee held on 17 November 2022 and that a date had been circulated for the CC workshop – 19th January 2023, 7-9pm.

 

7.

FEEDBACK FROM THE ADVISORY & CONSULTATIVE COMMITTEES

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

Minutes:

Nigel Willmott – Chair of the Consultative Committee, highlighted that a Consultative Committee Workshop was arranged to continue discussion about diversifying the membership of the CC and to reassess its aims and objectives. This had been set for 19th January 2023. The Board noted that it was not possible to convene this session any sooner

8.

CEOs REPORT pdf icon PDF 684 KB

To approve the recommendations.

Minutes:

Emma Dagnes, CEO, introduced the report which updated trustees on current issues and projects at Alexandra Park and Palace and provided information on the events programme and the Trust activities.

 

NOTED this was essentially the same report presented at the SAC/CC on the 17th of November and was seeking agreement to the extension of the use of the wooden structure space outside of the Phoenix Bar and Kitchen known as ‘the beach’ for two additional months and approval of the New Year’s Eve road closure between 21:00 on 31st of December and 02:00 on the 1st of Jan 2023, except for the W3 bus.

 

In response to questions the following information was noted.

 

-       In relation to increasing car parking project, an application was progressing through the planning process with an decision hoped for at the end of January and implementation by March/ April 2023.

-       With regards to raising community awareness of the Wellness Café / Café Palais, it was agreed that the CEO would feed back on the need to take this forward with the Creative Learning Team. They would in turn discuss this with the partners and groups that the Trust work with. It was suggested that Mark Civil have a direct conversation with Jason Beazley on the best ways to reach these groups.

 

RESOLVED

 

1.    To note the content of the attached report;

 

2.    To approve the proposal to apply to the Local Planning Authority for Planning and Listed Building Consent to extend the use of the shaded wooden structure (the pagoda) on the space outside the Phoenix Bar and Kitchen known as “The Beach” for two additional months a year from March to November following consultation with the Advisory and Consultative Committees;

 

3.    To approve the New Year’s Eve road closure between 21:00hrs on 31st December 2022 and 02:00hrs on 1st January 2023, except for the W3 bus.

 

9.

FRRAC CHAIR'S FEEDBACK pdf icon PDF 72 KB

To consider the feedback. 

Minutes:

Cllr Collett, Chair of the FRAC, introduced the report highlighting the financial issues that the Trust was facing due to the increase in energy prices which was set out in the later Finance report item.

 

The letter of representation from the Council’s Section 151 Officer confirming funding and additional support for the 2023-24 had not been sent as yet but was expected to be sent to APTL on the 31st December. This would also be received by the Trust to enable the consolidated accounts for the Group to be considered by the 31st of January 2022.

 

It was clarified that the Board were asked to note the following recommendations by FRRAC when considering agenda items 10, 11, 18,19.

 

  1. That the Trustees’ Annual Report & Accounts 2021-2022 be approved by the Trustee Board and signed by the CEO and Chair, subject to the written letter of representation from the Corporate Trustee confirming funding and additional support for the 2023-24;

 

  1. The recommendations for the award of the Estate Guarding Contract be approved.

 

10.

FINANCE REPORT pdf icon PDF 216 KB

To note the current position and outline budget and to approve the Trustees 2021-22 Annual Report.

Additional documents:

Minutes:

Richard Patterson, Director of Finance and Resources, introduced the report on the financial performance of the Trust. He highlighted that for the end of this year and the next financial year, the impact of energy costs both for the Trust and the trading company was significant. The trading company would not be able to gift aid any profit to the Trust and was reliant on the Corporate Trustee(Council), which had confirmed that it would support the Trust in meeting its financial obligations. It was noted that the trading company would meet its own liabilities.

 

The Director for Finance and Resources outlined that a major exercise for the organisation was to reduce energy consumption and it had started to do so with the LED lighting replacements and was taking forward a trial for solar lighting.

 

Although there was a lot to do , the Trust had already seen a 20% reduction in the cost of electricity and 38% on the use of gas. This was attributed to the use of the SALIX funding stream which had enabled upgraded lighting throughout the Palace from halogen discharge to LED.

 

The Trust were considering business cases for projects ensuring focus on reducing consumption and bringing costs down.

 

In response to questions, the following information was provided:

 

-       APTL picked up over 50% of the energy costs because of its role as the main consumer of energy. The Trust had an idea of base consumption, from the Covid lockdown period, and therefore anything over and above this has been assumed as trading costs.

-       It was noted that if the trading company makes less profit and has higher energy costs , this will mean less gift aid to the Trust.

-       The factoring of increased energy costs in contracts with consumers, clients, tenants would need to be discussed in the exempt part of the meeting.

-       The impact of inflation had been reviewed.

-       The Sundry income were items that were difficult to budget for, for example unplanned insurance contribution as a result of storm Eunice.

-       Noted that the confirmation letter from the Corporate Trustee would unlikely convey a set financial figure of support and will likely indicate that it will act accordingly  to ensure able to meet its liabilities.

 

RESOLVED

1.    To note the year to date position of the Trust.

 

2.    To note the full year forecast for the Trust and the impact of energy prices.

 

3.    To consider the outline budget for the Trust for 2023/24.

 

4.    To approve the 2021-22 Annual Report (Appendix 3) and Financial Statements (Exempt Appendix 4) as recommended by FRRAC, and;

 

5.    To delegate the signing of the Annual Report and Financial Statements to the Chair of the Trustee Board and the CEO, subject to written confirmation from the Corporate Trustee confirming funding and additional support for the year 2023-24.

 

11.

ALEXANDRA PARK & PALACE ESTATE GUARDING CONTRACT PROCUREMENT pdf icon PDF 196 KB

To note the procurement process outlined in the report.

Additional documents:

Minutes:

The Board agreed to consider the recommendations in more detail in the exempt section of the report. 

 

Following discussion of the exempt part of the meeting the Trustee Board:

 

RESOLVED

 

 

1.    To approve the award of contract for the provision twenty-four-hour, seven-days-a-week estate guarding at Alexandra Park & Palace to Bidder 2, for a period of five years with the option to extend for a further two years (total 7 years). The estimated contract value is £3,340,235, subject to the further consideration set out in paragraphs 1iv. and 8.4 of Exempt Appendix 3;

 

2.    To delegate authority to the Chief Executive of Alexandra Park & Palace to finalise the terms of the contract;

 

3.    To authorise the Head of Legal and Governance, Haringey Council, to seal the contract.

 

12.

ALEXANDRA PARK SPORTS CLUB NETS pdf icon PDF 903 KB

To approve the recommendation permitting the Club to install Cricket Nets.

Minutes:

In noting that the comments of the Joint Advisory & Consultative Committees had been taken into account, the Board

 

RESOLVED:

 

To approve the proposal by the Alexandra Park Club to install a new three lane cricket batting and bowling net facility in the Club grounds, subject to the condition that any waste material resulting from the installation is removed from the site and properly disposed of by the contractor and not dumped anywhere in the Park.

 

13.

ANY OTHER UNRESTRICTED BUSINESS THE CHAIR CONSIDERS TO BE URGENT

Minutes:

NOTED that a group called the Campsbourne Estate Mutual Aid Network had applied to join the Consultative Committee and would be invited the Consultative and Joint Committee meetings going forward. This addition to the membership was AGREED and confirmed by the Board.

 

14.

FUTURE MEETINGS

Monday 20th March 2023

 

 

Minutes:

The next meeting on the 20th of March was noted.

15.

DECISIONS TRACKER pdf icon PDF 64 KB

For noting.

Minutes:

NOTED

16.

EXCLUSION OF THE PUBLIC AND PRESS

Items 16 to 21 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.

 

Minutes:

RESOLVED

 

To exclude the press and public from the meeting as the remaining items 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.

 

 

17.

MINUTES

To confirm the exempt minutes of the Alexandra Palace and Park Board held on the 29th of September 2022 as an accurate record of the proceedings

Minutes:

RESOLVED

 

To confirm the exempt minutes of the Alexandra Palace and Park Board held on the 29th of September 2022 as an accurate record of the proceedings.

18.

EXEMPT FINANCIAL REPORT

To note the additional information/ approve the recommendation and approve the 2021-22 Consolidated Financial Statements for signing and submission to the regulatory bodies.

Minutes:

NOTED the additional exempt information relating to the Trading Company and agreed the exempt recommendations set out in the exempt report.

 

19.

EXEMPT ESTATE GUARDING CONTRACT PROCUREMENT

To approve the recommendation to award the contract.

Minutes:

The Board NOTED the additional information provided in relation to the award of contract and agreed the exempt recommendations set out in the exempt report.

 

20.

EXEMPT ATL REPORT CHAIRS REPORT

To follow.

Minutes:

The Board NOTED the relevant considerations of the APTL Board from its meeting  held on the 28th November 2022.

21.

ANY OTHER EXEMPT BUSINESS THE CHAIR CONSIDERS TO BE URGENT

Minutes:

NOTED