Agenda and draft minutes

An apology for absence was received on behalf of Councillor Oakes due to personal commitment, and for lateness from Councillors Dogus and Peacock.

NOTED

A member with a personal interest in a matter who attends a meeting of the authority at which the matter is considered must disclose to that meeting the existence and nature of that interest at the commencement of that consideration, or when the interest becomes apparent.

A member with a personal interest in a matter also has a prejudicial interest in that matter if the interest is one which a member of the public, with knowledge of the relevant facts, would reasonably regard as so significant that it is likely to prejudice the member’s judgement of the public interest.

(1)               To approve the minutes of the meeting of the Board held on 24 April 2007; (ATTACHED)

(2)               To approve the minutes of the Consultative Committee held 19 April 2007 (ATTACHED) and  10 July 2007; TO FOLLOW

(3)               To receive the minutes of the Advisory Committee held 3 July 2007 and to consider any recommendations contained therein - TO FOLLOW

(i)          Minutes of the Board – 24 April 2007

The Chair referred to the Minutes of the Board held on 24 April 2007 and asked if there were any points of accuracy.

Councillor Hare referred to the minute APB008 of 24 April 2007 in respect of the future of the asset – in particular reference in the 4^th paragraph – line 9 ‘none of these actions would be irrevocable’. Councillor Hare asked for clarification with regard to the latest position with the future of the asset and whether actions taken had now been revoked. Councillor Hare commented that he been led to believe that due to certain actions there was now an issue as to whether the contracts would proceed.

In response to clarification from Mr Holder as to what exactly Councillor Hare had meant by ‘he had been led to believe’ Councillor Hare referred to a letter, that he understood from a source, had been issued from the Treasury Solicitors which in effect had put on hold the process for the future development of the asset.

The Trust Solicitor – Mr Harris advised that Councillor Hare should disclose either his source or produce the letter he referred to. 

In response to further questions from Mr Harris, and the Chair, Councillor Hare advised that a letter received from the Treasury Solicitors/Attorney General had stated that the development process was on hold and therefore he was asking, as a point of accuracy in the minutes, if any actions taken thus far would now be revoked.

Mr Harris advised that this was a speculative comment and that should Councillor Hare wish to refer further to the matter then this should be done during Item 13 in the exempt part of the proceedings.

In concurring with the comments of Mr Harris the Chair commented that this was indeed not a point of accuracy but an issue that should be raised elsewhere within the meeting.

Councillor Hare, with reference to his earlier comment sought assurances (which he asked to be minuted) that should further developments occur, as referred to in the letter by the Treasury Solicitor – that actions thus far would be revoked, the issue be revisited by the Board.

(Councillor Dogus arrived at 19.35hrs)

The Chair advised the Board that the point raised by Councillor Hare was not a point of accuracy and the Board were being asked to agree the Minutes of the Board of 24 April 2007 as an accurate record of the proceedings.  The issue raised by Councillor Hare was a matters arising and therefore should be raised under Item 13 only.

There being no further points of clarification the Chair MOVED and it was:

RESOLVED

That the minutes of the meeting of the Alexandra Palace and Park Board held on 24 April 2007 be agreed as an accurate record of the proceedings.

(ii)        Minutes of the Alexandra Palace and Park Consultative Committee – 19 April 2007, and 10 July 2007 (TABLED)

RESOLVED

That the minutes of  ...  view the full minutes text for item 4.

There were no questions to be asked.

A request for a deputation has been received from the Alexandra Park Club in relation to expansion of facilities.

A deputation was received from the Alexandra Park Club (APC) in which the Club gave a brief history of the club, and proposals to upgrade playing surfaces, ancillary facilities etc on the existing race course site and generally upgrading of the site.  (The detailed proposals were TABLED – a copy of which would be interleaved within the minutes).

Following responses by the General Manager with regard to the practicalities and achievability of the scheme, and that a numbers of issues were required to be clarified prior to the planning application stage the Chair thanked the deputees for their presentation.

It was also noted by the Chair that as a number of the Members of the Board were also Members of the Local Authority’s Planning Committee, and confirmed that at the pointy of consideration of the applications by this Body then those Members would be required to declare an interest in the fact that they were Members of the Local Planning Authority and therefore would not be able to hear the application when it came before the Board.

The being no further questions the Chiar thanked the Group for their deputation.

NOTED

Mr Harrington, the Finance Manager, advised the Board of the 2 month result to the end of May 2007. Mr Harrington advised that the Board at its meeting on 6^th February 2007 agreed to set its net budget estimate for 2007/08 at £740,000. This estimate reflected the limited direct activity of the charity post the transfer of the asset and mainly comprised the maintenance of the parkland, maintenance of the through road, maintenance of the buildings within the park (excluding the Palace), security within the park and professional fees.

Mr Harrington went on to advise that arising from the uncertainty in respect of the actual date of receipt of the Order and subsequent transfer to the Firoka Group at that time the Board was advised that a further £65,000 per month was likely to be required for each month that the transfer of the asset was delayed beyond 31^st March 2007. This sum was calculated on the basis of the local authority’s agreed forward financial plan less the £740,000 shown in the previous paragraph and calculated on a pro-rata basis for the whole year. The actual cumulative results for the accounting period to May 2007 (2 months) showed a positive variance on the budget estimate of £ 8K (6.5%) before the inclusion of transfer delay costs.

Mr Harrington further commented that the transfer delay costs have been incurred directly as a result of the continuing delay in the transfer of the whole operation. The costs were specific in nature being attributable to repairs and maintenance arising from the terms of the lease which required all assets to be maintained at the level described in the measured survey on an on-going basis.  The inclusion of the additional costs incurred was a result of the delay in transferring the Palace building, which added a further net £181,000 to the deficit which was offset by the £130,000 additional funding being provided over the two months. The net effect on the budget at month 2 therefore was a negative variance of £43,000.

Mr Harrington advised that because of the uncertainty relating to the timing of the transfer there was the possibility that future expenditure arising from continuing delays may well exceed the profile of £65,000 per month. In addition the budget did not allow for legal fees arising from any continuing delays in the transfer process, and it was recommended that advice should be taken on the ability to recover any legal costs incurred through such delays.

In respect of comments from Councillor Hare in respect of on-going payments from the Council to the Trust in respect of its financial difficulties, especially in light of the alleged halting of the process of entering into a contract with the Firoka Group, and the resultant consequences of such action, the Chair advised Councillor Hare that this comment was in specific reference to the future of the asset and therefore would be addressed during Item 13 on the agenda.

The Chair, having ascertained whether there  ...  view the full minutes text for item 7.

The Chair asked for a brief introduction of the circulated report.

The Park Manager – Mr Evison in a succinct introduction, advised that under the contact conditions there was a period of warranty and certain works had been identified as remedial works which would be undertaken between now and the end of the project, as follows:

·      anti-skid coating at the Bedford Road entrance; replacement due to be carried out during July and, weather permitting, being completed within 10 days;

·      weeding and mulching of holly hedge facing the Avenue;

·      planting up empty area of Lakeside shrub beds;

·      replacing tar spray and chip coating at Dukes Avenue entrance;

·      replacement of failed tree planting.

In respect of the Pitch and Putt, Lakeside Café and Grove Kiosk Mr Evison advised that the negotiations on the lease terms of all three facilities were completed. The Grove Kiosk opened for drinks and snacks on 17^th June and the operator was considering use of the band stand area for weekend music events to compliment his service.  The Lakeside Café opened on 23^rd June with a snack and drink service accompanied by some light Jazz music.  Once construction of the kitchen was completed the operator did intend to offer an enhanced range of hot food, snacks and drinks. It was reported that the jazz was very popular on the opening weekend and consideration was being given to the band performing every Saturday throughout the summer.  Mr Evison reported that both café operators were considering further development their facility in the future.  The Grove Kiosk operator was considering expansion of the seating area and addition of a conservatory to the building to provide year round accommodation.  The Lakeside Café operator was considering enclosing the covered section between the two buildings.

Mr Evison further reported that with regard to the Pitch and Putt course this was now laid out and the new greens were seeded with high quality grass seed formulated for golf greens.  It was hoped that the operation would commence in late July once the new grass had become sturdy enough to support regular play.  The Information Centre in the Grove is now open, initially for a trial period on Tuesdays and Thursdays, 12.00pm to 2.00pm.  There were on average five visitors per session, despite the recent wet weather.  It was hoped that in the future the Friends of Alexandra Park would assist in increasing the opening hours.

The Chair thanked Mr Evison for his comprehensive report, and sought clarification as to the removal of dead trees, and when this would happen.  In response Mr Evison advised that the removal would take place around November time.

The General Manager – Mr Loudfoot advised the Board that in respect of the meeting of the Statutory Advisory Committee on 3 July 2007 and the request of the Statutory Advisory Committee that :-

i.that the Alexandra Palace and Park Board be requested as a matter of urgency to ask TfL and LUC to find a way of maintaining  ...  view the full minutes text for item 8.

RESOLVED

That the following be nominated as secondary signatures to the charity bank account and the changes to the bank mandate as follows:

Councillor Cooke & Councillor Egan

Nil Items

RESOLVED

that the Public and press be excluded from the proceedings as the following items contain  exempt information as defined in Section 100A of the Local Government Act 1972 namely; Para 1 – Information relating to 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 exempt minutes of the Alexandra Palace and Park Board  held on 24 April 2007 be agreed as an accurate record of the proceedings.

EXEMPT ITEM

Nil Items.

16 OCTOBER 2007

 26 FEBRUARY 2008

16 October 2007

26 February 2008

There being no further business to discuss the meeting ended at 20:45hrs.