Agenda and 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 referred Members present to agenda item 1 as shown on the agenda in respect of filming at this meeting, and Members noted the information contained therein’.

An apology for absence was received from Councillor McShane.

a.         Alexandra Residents’ Association (ARA)

To note the resignation of Caroline Hayter and to approve the appointment of Mr Dermot Barnes as ARA representative.

b.         Vitrine Ltd

To note that the membership of Vitrine Ltd (The Lakeside Cafe) on the Consultative Committee had not been renewed as the required annual membership document had not been received.

a.         Alexandra Residents’ Association (ARA)

NOTED the resignation of Caroline Hayter.

RESOLVED to approve the appointment of Mr Dermot Barnes as ARA representative.

b.         Vitrine Ltd

NOTED that the membership of Vitrine Ltd (The Lakeside Cafe) on the Consultative Committee had not been renewed as the required annual membership document had not been received.

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 & 23 below)

The Chair agreed an item of urgent business to be considered under item 14 below.

Councillor Hare declared a personal interest in that he was Chair of the Alexandra Palace Allotments Association, although this did not relate to any particular agenda item.

None.

i.              Alexandra Palace and Park Board

To confirm the unrestricted minutes of the Alexandra Palace and Park Board held on 15 July 2015 as an accurate record of the proceedings. (Pages 1-8).

ii.            Alexandra Park and  Palace Advisory  Committee

To receive the draft minutes of the Alexandra Park and  Palace Advisory  Committee held on 20 October 2015, and to consider any recommendations from that Committee (see attached Appendix B). (Pages 9-11).

iii.           Joint Alexandra Palace and Park Consultative Committee, and Alexandra Park and  Palace Advisory  Committee

To receive and consider the draft minutes of the informal Joint Alexandra Palace and Park Consultative Committee, and Alexandra Park and  Palace Advisory  Committee held on 20 October 2015 (see attached Appendix C). (Pages 13-23).

a.         Alexandra Palace and Park Board

The unrestricted minutes of the Alexandra Palace and Park Board held on 15 July 2015 were approved as an accurate record of the proceedings and signed by the Chair (pages 1-8 of the agenda pack).

b.         Alexandra Park and  Palace Advisory  Committee

RECEIVED the draft minutes of the Alexandra Park and Palace Advisory Committee held on 20 October 2015 (pages 9-11 of the agenda pack).

NOTED

i.              that Councillor Stephen Mann had been appointed by the Advisory Committee as non-voting Alexandra Palace and Park Board observer;

ii.            the recommendations of the Advisory Committee on page 11 of the agenda pack.

c.         Joint Alexandra Palace and Park Consultative Committee, and Alexandra Park and  Palace Advisory  Committee (Joint SAC/CC)

NOTED the draft minutes of the informal Joint Alexandra Palace and Park Consultative Committee, and Alexandra Park and Palace Advisory Committee held on 20 October 2015 (pages 13-23 of the agenda pack).

The following amendments were proposed and would be agreed at the next Joint SAC/CC meeting:

i.          Non-Voting Board Members Feedback (Minute No. 41)

                        Wording relating to the LB Haringey debt to be clarified.

ACTION: CLERK & LBH LEAD  FINANCE OFFICER

            ii.         Restoration of Houses of Parliament

To amend the wording “...the Palace should consider Alexandra Palace and Park as a possible site for the decanting of parliament...”

ACTION: CLERK

To note the report of the Chief Executive of Alexandra Park and Palace, Louise Stewart.

RECEIVED the report of the Chief Executive - Alexandra Palace Charitable Trust, Louise Stewart, as laid out on pages 25-30 of the agenda pack. 

a.         Strategic Vision and Priority Areas (section 6.1 and 6.2)

Louise Stewart acknowledged the hard work of Palace and Park staff and drew attention to the three priority areas going forward:

·         strategic vision

·         shaping the organisation for the future, and

·         organisational development.

NOTED, in response to concerns and questions raised, that

i.          previous consultations were acknowledged as having guided the work on the strategic vision to this point and would assist the move forward to establish a long-lasting vision.  An appropriate and sensitive method of engagement would be designed and presented to the Board;

ii.         staff had been consulted and supported the development of a long-term strategic vision;

iii.        plans for the wider Palace were necessary; potential funders needed assurance that the East Wing would not be the only focus of the Palace;

iv.        the expertise at the Palace and Park, the Council and the Board was recognised but it would still be necessary to bring in external consultants to support areas of expertise;

v.         Alexandra Park and Palace Charitable Trust (APPCT) would set the context of the vision with advice from the Alexandra Palace Trading Company (APTL, the “Trading Company”), who would deliver the vision;

RESOLVED to note the contents of the report and invited the CE to provide further plans and timetable the 3 priority areas.

ACTION: CHIEF EXECUTIVE

b.         Fireworks Event (Section 7)

            RECEIVED a verbal update on the Fireworks Event including that it had been

attended by 46,000 people, including 6,000 at the bier festival. All emergency parties had been satisfied with the operation.  Emma Dagnes thanked the events team for delivering the highly successful event.

NOTED, in response to questions, that

i.          Board members expressed that the event had been very well managed although there were concerns raised about the damage caused to the Park during the event and the need to ensure rapid repair to minimise the damage;

ii.         long term solutions such as installing track-way paths were being investigated to reduce ground damage.  It was recognised that this year was the wettest fireworks event in terms of rainfall and it had been a learning experience for the operational team about how to phase the build in future;

iii.        Redston Road had been the only point in the Park with no access during the event.  Emma Dagnes explained that the nearest gate to Redston Road was one of the lesser used areas of the Park, and during the event signs directed people to the nearest entrance.  It was necessary to consider the costs of providing an additional entrance for the event; the Board was reminded that the purpose of the fireworks event was to raise money for the Charity.  Additionally, the community had not given any negative feedback on this issue. 

The issue had been raised at the last meeting of the Joint Advisory and Consultative Committee (Joint  ...  view the full minutes text for item 42.

To receive the financial results for Alexandra Palace and Park Charitable Trust for the 5 months to 31 August 2015 and annual forecast.

RECEIVED the report on the financial results for Alexandra Park and Palace Charitable Trust for the 5 months to 31 August 2015 and annual forecast.  The report was presented by Dorota Dominiczak, Director of Finance and Resources, Alexandra Park and Palace Charitable Trust (APPCT), as laid out on pages 31-36 of the agenda pack.

NOTED, in response to questions, that:

a.         the increase in gift aid was due to a rise in the number of events.  The organisation was seeing the benefits of diversifying the events offer, utilising the venue to maximise capacity, working with clients to improve the way they delivered their events and having a wider purpose than profits and shareholders;

b.         new funding arrangement with LB Haringey meant that the Charitable Trust could carry over any surplus to the following year;

c.         table 3, page 34, would be reissued to the Board after the meeting once the calculations for the HLF Grants budget and forecast were confirmed;

ACTION: DIRECTOR OF FINANCE AND RESOURCES

d.         legal and professional fees (table 3) included the costs to APPCT for enabling works, designers, surveyors fees, project construction works.  Board members expressed concern at such a large amount (£1.6m) and were reminded that the restoration project totalled £27m and required expert advice;

e.         the ‘Palace Leases’ (table 4, page 35) related to the television mast and the national grid power station.

RESOLVED to note the performance of Alexandra Park and Palace Charitable Trust.

To note the report updating on progress of the East Wing restoration project.

RECEIVED the update on progress of the East Wing restoration project, presented by Emma Dagnes, Managing Director, Alexandra Park and Palace, as laid out on pages 37-40 of the agenda pack.

REPORTED that

a.         recommendations for the award of contractor would be presented to the Board at a special meeting on 26 November 2015;

b.         that the Park and Palace had requested provision be made for an assisted listening system in the Theatre, which had not been included in the original project scope.

Amendment: page 39 – key programme table, enabling works complete – this should state May 2016.

NOTED that the theatre strategy was being revised as the draft policy was only a broad outline.  Councillor Hare commended the input of the Friends of the Theatre in the revisions of the document.

RESOLVED to note to contents of the report.

To note the report which provides an update on the fabric maintenance plan and services.

RECEIVED the report updating on the fabric maintenance plan and services, introduced by Emma Dagnes, Managing Director, Alexandra Park and Palace, as laid out on pages 41-44 of the agenda pack.

NOTED, in response to questioning, that the fabric lining to the ceiling had not been cleaned since it was installed in 1986 and, with a 10cm of dust layer was a fire risk.

RESOLVED to note the contents of the report.

To note the park updates within the report and consider the recommended strategy for moving the graffiti wall to a new location.

RECEIVED the Park updates within the report, introduced by Mark Evison, Park Manager, as laid out on pages 45-76 of the agenda pack. 

a.         Fitness Equipment (Park Vision)

NOTED that  Cllr Berryman congratulated the Park Team on the  achievements and emphasised that, in considering the installation of fitness equipment in the Park, wooden equipment was longer lasting and more aesthetically pleasing than the metallic versions.  Louise Stewart, Chief Executive Alexandra Palace Charitable Trust, agreed that wooden equipment was a better option and was preferred by all concerned.

b.         Graffiti Wall (page 47)

REPORTED that as the pathway to the playground was within a 5 metre cordon of the wall it was not in line with the Health and Safety Executive recommendations. 

            A detailed discussion took place and it was NOTED that

i.          Colin Marr expressed his view that it would not be unreasonable to approach the graffiti artists requesting that they avoid using the wall for a few hours a day, when children were using the sandpit, rather than spending a large amount of money relocating the wall.  The report highlighted (on page 48) that this was not a viable option.  Graffiti artist blogs demonstrated that a number of artist travelled from other boroughs and were unlikely to go away to return at a later time;

ii.          other comments included:

·         the suggestion of raising money through the work produced by the graffiti artists;

·         that children were exposed to the paint spray for considerable amounts of time when they used the sandpit therefore it would be appropriate to move the sandpit.  People using the pathway usually passed by quickly with minimal exposure;

·         that, if rebuilt, it was suggested that the wall did not have to be 30 feet long;

·         that the wall was suitably located next to the skateboard park and artists should be consulted about the location of a new wall;

iii.         the Palace supported the legal advice in paragraph 6.1 of the report and, having reviewed the risk, the strongest mitigation measure was to relocate the wall.   The Board would be presented with the details of the risk controls and proposals to move the wall at the next meeting;

ACTION: CHIEF EXECUTIVE & MANAGING DIRECTOR

iv.        the intention would be to demolish and build a new wall, of a similar size, simultaneously.

RESOLVED

i.          to note the report including the successes in the Green Flag and London in Bloom Award schemes and to recognise that support of the Grounds Maintenance Contractors and Park Volunteers;

ii.          to note the work undertaken to date on the Parks Vision;

iii.         to consider the strategy and costs for moving the graffiti wall to a new location at its next meeting on 16 February 2016.

To note the report updating on learning and community activities.

RECEIVED the report on learning and community activities, introduced by Isobel Aptaker, Education Officer, Alexandra Palace Charitable Trust, as laid out on pages 77 -80 of the agenda pack.

Isobel Aptaker  thanked the Friends of the Theatre for contributing to the Open House event and highlighted the uncertainty of repeating the event next year due to restoration work that would be in progress.

NOTED, in response to questioning, that more communication around the learning opportunities at the Palace was required but resources were limited.  

RESOLVED to note the contents of the report.

Restoration of the Houses of Parliament/ Palace of Westminster

Colin Marr referred to press coverage earlier this year to do with refurbishment of the Houses of Parliament at Westminster, which might involve decanting all or parts of government to other sites. The budget for this was about £4.5 billion and the timescale between six and eleven years. With under-utilised space at AP and our need for capital investment, it was argued that AP should let it be known that we might want to be considered as a host site.

NOTED, following discussion, that

a.         the currently unused space at the Palace was recognised and the Board was reminded that the Palace had been utilised as a hospitality venue during the 2012 Olympics.

b.         Louise Stewart, Chief Executive, informed the Board that there were preferred options to retain the main activity of Parliament within the hub of Westminster.  However, contact could be re-established to consider how the framework for the decanting of Parliament could fit in with the long term vision and current operation of the Palace.

c.         in response to questioning: there would be no implications if enquiries to Parliament were made but location would be a main consideration and better options were available in Westminster.

RESOLVED that the Chief Executive, Alexandra Park Charitable Trust, conduct informal investigations into the potential use of the Palace for Parliamentary activities during restoration of the Houses of Parliament, and report back to the Board at a future meeting.

 ACTION: CHIEF EXECUTIVE

26 November 2015 (special)

16 February 2016

NOTED the following dates:

26 November 2015 (special)

16 February 2016

Items 17-23 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 – 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.

RESOLVED to exclude the press and public from the meeting for items 17 to 23, as they were likely to contain exempt information as defined in Section 100a of the Local Government Act 1972; paragraphs 1 (information relating to an individual), 2 (information which is likely to reveal the identity of an individual), 3 (information relating to the business of any particular person, including the authority holding that information), and 5 (information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

To confirm the exempt minutes of the Alexandra Palace and Park Board held on 15 July 2015 as an accurate record of the proceedings

The exempt minutes of the Alexandra Palace and Park Board held on 15 July 2015 were confirmed and signed by the Chair as a correct record, subject to the removal of Mark Evison and Melissa Tettey from the list of attendees.

ACTION CLERK

To note the report and approve the recommendation.

RESOLVED to approve the recommendations in the report.

To note the performance of the Trading Company for the period ended 31^st August 2015.

RESOLVED to note the performance of the Trading Company for the period ended 31^st August 2015.

To approve the recommendations in the report.

RESOLVED to approve the recommendations in the report.

RESOLVED to approve the recommendations in the report.

To approve the recommendations.

REPORT TO FOLLOW

REPORTED that this report had been deferred due to consideration of technical procurement elements and would be brought to the next meeting.

ACTION: MANAGING DIRECTOR