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 those present to agenda Item 1 as shown on the agenda in respect of filming at this meeting and asked that those present reviewed and noted the information contained therein.

There were no apologies for absence.

The Chair advised the Board that there was one item of exempt urgent business, which had been circulated to Board members via email. This report would be considered under Item 34.

Cllr Waters advised that she was previously a trustee of CUFOS for around 20 years.

Cllr Mann and Cllr Waters advised that they were members of the Planning Committee and declared a prejudicial interest in relation to Item 23 on planning application responses.

There were no questions, deputations or petitions.

The Chief Executive, introduced a report which set out the membership of Alexandra Park and Palace Charitable Trust Board, as well as setting out the membership of other Committees and Boards related to the APPCT for the financial year 2017/18.

RESOLVED

     I.        To note membership of the Alexandra Park and Palace Advisory Committee, as set out in appendix 1 of the report;

    II.        To note the membership of the Alexandra Park and Palace Consultative Committee, as set out in appendix 2 of the report;

  III.        To note the membership of the Alexandra Palace Trading Limited Board, as set out in appendix 3 of the report;

  IV.        To note the membership of the Finance, Risk and Audit Committee, as set out in appendix 4 of the report.

i.              To confirm the unrestricted minutes of the Alexandra Palace and Park Board held on 18^th July 2017 as an accurate record of the proceedings.

RESOLVED

The Board agreed the unrestricted minutes of the Alexandra Palace and Park Board held on 18^th July 2017 as an accurate record of the meeting.

Louise Stewart, Chief Executive introduced a report which provided an update on current issues and projects at Alexandra Park and Palace, as set out.

The following arose from the discussion of the report:

·         The Board noted its congratulations to the Parks team on the achievement of several awards as part of the London in Bloom Awards.

·         East Wing Restoration Project – In response to a query about the hidden features found, the Board was advised that this related to informing Haringey’s Planning service of the hidden sleeper walls which Board members were aware of. The Board also noted that the contractors working on the ceiling were due to submit their methodology to the management team by the end of the week.

·         Parks Update - In response to a question about the ‘Quick Jump’ free fall section of the Go Ape course, the Board was advised that this was a four-storey drop whilst attached to a zip line.

The Board noted the information contained in the report.

Louise Stewart, Chief Executive introduced the report which sought approval of the Risk Management Policy.

The following arose from the discussion of the report:

a.    The Board requested that a further workshop on risk management be held in future, it was suggested that this coincide with the new Board membership in 2018/19.

b.    The Board suggested that the policy should state that the Board had final approval of which risks were contained in the Risk Register. The CEO agreed to amend the report accordingly. (Action: Louise Stewart).

RESOLVED

That the Board approved the Risk Management Policy, subject to the amendment outlined above.

Louise Stewart, Chief Executive introduced the report which sought approval of an amendment to the Whistleblowing policy adopted by the Board on 18^th July 2017. The amended Whistleblowing policy incorporated new guidance on the Code of Practice for Fundraising.

RESOLVED

That the Board approved the amended Whistleblowing Policy at Appendix 1 of the report.

Louise Stewart, Chief Executive introduced the report which proposed an outdoor events monitoring framework to monitor and record the effect of events on the parkland, and the Trust’s management of those impacts.

The following arose from discussion of the report:

a.    In response to a query, the senior management team advised that returning the park to its original condition within 48 hours of an event had always been an informal timescale that staff had worked towards, and that the framework formalised this timescale in writing.

b.    It was clarified that the KPI target of 80% was for each individual event.

c.    Noise monitoring was undertaken independently for each event as required by the licence conditions. This was recorded separately from the monitoring framework. Noise monitoring would be reported back to the SAC as part of the monitoring of the Parks Licence.

d.    The Board noted concerns around an increase in the number of events and the potential that this would increase the number of days that the park was being put back to normal.

RESOLVED

     I.        To approve the outdoor event monitoring framework;

    II.        That overall performance be reported to the Board annually, with updates throughout the year as necessary to the Board and the Statutory Advisory Committee/ the Consultative Committee.

The Board considered a report which set out the results for Alexandra Park and Palace Charitable Trust for July 2017, including the annual forecast of incoming and outgoing resources.

The following matters arose from the discussion of the report:

a.    The Board sought assurances around APPCT being able to meet its liabilities. In response, the Director of Finance and Resources advised that the claims due would be paid on time. In addition, the Board was advised that the £4.467m cash held against the HLF Project account was more than the remainder of financial obligations for the current year.

b.    The Board noted that the variance against the construction fees regeneration budget line was largely as a result of a time-lag arising between the enabling phase to the main works phase.

c.    The Board requested that energy efficiency savings as a result of the lighting loan be shared with the Board. (Action: Emma Dagnes).

d.    The Board requested that figures be provided for the previous year’s income and expenditure, as per appendix 1 of the report, which will be provided for comparison in future reports. (Action: Dorota Dominiczak).

e.    The Board requested that the East Wing Project Cashflow graph at appendix 2 of the report be amended to better differentiate the information contained therein. The Board also requested that the axis be labelled. (Action: Dorota Dominiczak).

RESOLVED

The Board noted the information contained in the report

RESOLVED

That the Board approved the amended policy review register.

None.

RESOLVED

That the press and public be excluded from the meeting as agenda items 17-36 contained exempt information as defined in Schedule 12A of Part 1 Local Government Act 1972; Paragraph 3 - information relating to the business or financial affairs of any particular person (including the authority holding that information).

The Board received and noted the update.

The recommendations in the report were approved.

The recommendations in the report were approved.

The recommendations in the report were approved.

The recommendations in the report were approved.

The recommendations in the report were approved.

Verbal update

Noted

·         Haringey Heartlands

·         Brook Lane

·         General planning response principles for Wood Green developments

The recommendations in the report were approved.

Verbal Update

Noted.

Noted

The recommendations in the report were approved.

Noted.

Noted.

Noted.

Noted.

Noted.

Noted.

To confirm the exempt minutes of the Alexandra Palace and Park Board held on 18^th July 2017 as an accurate record of the proceedings

The Board agreed the exempt minutes Alexandra Palace and Park Board held on 18^th July 2017 as an accurate record of the proceedings

Noted.

None

·         20^th February 2018

·         26^th March 2018

Future meeting dates are noted as:

·         20^th February 2018

·         26^th March 2018