Agenda and draft 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 drew attention to the information included on the agenda front sheet and noted that the meeting was being recorded and webcast live.

To receive any apologies for absence.

There were apologies for absence received from Jason Beazley & Cllr Elliott.

The Chair informed members of the board that there were no late items and highlighted that the following documents were circulated by email on the morning of the Board meeting. These documents included:

• Item 9 - FRRAC Chair’s feedback report
• Item 10 - Revised FRRAC Terms of Reference (to include FRRAC & APTL edits)
• Item 17 - Large copies of Exempt Strategic Risk Register
• Item 18 - Exempt APTL Chair’s feedback report

There were no declarations of interest.

There were no questions, deputations or petitions received for this meeting.

To approve the minutes of the Trustee Board meeting held on 14 December  2023 & 25 January 2024.

The minutes of the Alexandra Palace and Park Board held on 14 December 2023 & 25 January 2024 were agreed.

To note the draft minutes and to consider any feedback or advice from the Chairs of the committees. 

i. Consultative Committee held on 25 January 2024

ii. Advisory Committee held on 25 January 2024

It was noted that the minutes of the Alexandra Palace and Park Consultative Committee held on 25 January 2024 and the Advisory Committee held on 25 January 2024 were agreed as a correct record.

To note the general update.

CEO Emma Dagnes presented the Chief Executive’s General Update report, which included updates on Creative Learning, Park, Property, and Events activities. The Advisory (SAC) and Consultative (CC) committees reviewed this information during their meetings on January 25th.

Unit38, specialists leading the Shaping The Grove public engagement exercise, provided a brief presentation to the SAC & CC on January 25th outlining the approach. An online survey, "Shaping the Grove," containing 27 multiple-choice questions and text boxes for additional comments, is now open to gather feedback. There are currently 500 responses to the Grove Masterplan Consultation.

Work on repairing the North East Office Building (NEOB) has already commenced. The first phase, aimed at making the NEOB watertight, started and is expected to finish in May 2024.

Efforts are underway to address a funding gap for the reactivation of the Campsbourne Building to meet required standards for public access.

An online visitor survey was launched in October to gather feedback on the northern area of the Park, including the skatepark, playground, and Boating Lake. The data collected will support improvement projects and funding requests.

The People’s Picture, a giant Mural project in the East Court, is currently in development.

The Café Restaurant project, situated in a listed building, is progressing through the RIBA stage, though there is still considerable work to be done.

Mark Evison, Head of Park and Environmental Sustainability, provided a brief introduction to the Park and Environmental Sustainability section of the report. He mentioned updates on rubbish collection, volunteer activity, traffic improvements, and memorial benches. Additionally, he noted that on New Year's Eve, there were an estimated 6,000 visitors to the park.

The following points were noted in the discussion:

• Cllr O'Donovan expressed concern about the state of the notice boards, noting vandalism and green mould, highlighting their significance as the first impression for new visitors. He inquired about the timeline for improving their appearance. The response outlined plans for refurbishment, emphasising the need for a holistic approach to address structural issues comprehensively. Despite previous challenges with short-term fixes, funding has now been secured for the refurbishment project.
• A concern was raised regarding the unsightly appearance of the concrete and plastic barriers on the Main Road, questioning their permanence. Emma Dagnes responded that they were installed temporarily during Covid to address safety concerns related to anti-social behaviour. The concrete barriers are not for pedestrian use but to deter such behaviour, which has been a long-standing issue.
• A concern was raised about New Year's Eve, which drew 6,000 visitors. It was noted that this attendance represented a slight decrease compared to previous years. Additionally, it was highlighted that New Year's Eve is not a public display and is not considered an appropriate place for young children. This aspect has been clarified in communications, and collaboration with the police is ongoing to address any related issues.
• Alexandra Park and Palace was promoted as a free fireworks viewing location by some sources, leading to criminal disorder issues as individuals set off their  ...  view the full minutes text for item 46.

To consider the report of the Chair of FRRAC and approve any recommendations from the 19 February FRRAC meeting. 

The Board was informed about the HR report, which fell under other considerations, providing an overview of HR activities up until January 2024. The report highlighted an improvement in BAME representation, attributed to positive actions taken to foster inclusivity, including initiatives such as recruitment through Haringey Works and ensuring all staff receive training in equality, diversity, and inclusion. This information is updated every three months.

Councillor O’Donovan emphasised the importance of e-learning, suggesting that volunteers, trustees, and board members should also complete these online trainings.

AGREED:

The Board resolved to:

To consider the tabled report of the Chair of FRRAC and approve any recommendations from the 19 February FRRAC meeting.

            The recommendations from FRRAC were:

i.          To note the feedback from FRRAC including that the Trustee Board:

ii.         approves and adopts the amended Terms of Reference for the Finance, Resource, Risk and Audit Committee (FRRAC) subject to the inclusion of the recommendations in 3.4 of this report.

iii.        approves the Risk Register and agree the two areas for deep dive in 2024/25 as:  Fundraising Approach and Security.

iv.        notes the 2024/25 draft budget information and the proposal to review the APTL Licence Fee. However, following FRRAC it was subsequently decided not to review the licence fee.

To approve the reviewed terms of reference for adoption.

The Board was asked to approve the tabled version of the reviewed terms of reference for adoption. It was noted that although an advisory committee with no decision-making powers, it is still good governance practice to review the Terms of Reference for FRRAC, which were last reviewed in November 2018.  The Board was informed that all amendments aimed to tidy the language and clarify the role of the APTL, as well as address issues related to the quoracy of the committee.

The Board was informed about the tabled version of the terms of reference, which incorporated FRRAC and APTL Board additions, highlighted in yellow.

AGREED:

The Board resolved:

To approve the amended Terms of Reference for the Finance, Resource, Risk and Audit Committee (FRRAC) for adoption with immediate effect.

To note the report updating on the Trust's financial position and draft budget.

The Board received the report introduced by the Richard Paterson, the Director of Finance & Resources. The Board was informed that the Finance Report was being presented to update them on the Trust's financial position and to seek approval for the outline budget. It was noted that the recommendation to review the Trading Subsidiary license fee is no longer relevant

It was clarified that in terms of cashflow this is not until October 2023, it is from December where the deficit is being projected. In terms of the timings in the report it was noted that this was an iterative process.

On leases it was noted that we are looking to renegotiate or take back in house – this is us making an assumption, and be relatively pragmatic, and in terms of car parking

ACTIONS:

1. To change the wording of section 1.2 to use "Note" instead of "approve".
2. To remove the content mentioned in section 1.3 altogether.

AGREED:

The Board resolved to:

To note the full year forecast for the Trust.

1.2 To approve the outline Budget position for 2024/25.

1.3 To note the Trust’s intention to undertake an internal review the Trading Subsidiary

Licence Fee and Cost Sharing agreements, as set out in section 5.

There were no new items of urgent business.

Decisions taken since last reported for information

The Board was informed that there were no decisions taken since last reported for information.

To approve the exempt minutes of the meeting held on 14 December 2023 & 25 January.

The exempt minutes of the meeting held on 14 December 2023 & 25 January were approved as an accurate record of the meeting.

To consider the recommendations.

The exempt information was considered and the recommendations were approved.

To consider and make any decisions.

The exempt information was considered and the recommendations were noted.

To note the update from the Chair of APTL.

The exempt update report from the Chair of the APTL was noted.

None.