Agenda and minutes

Venue: The Londesborough Room, Alexandra Palace Way, Wood Green, London N22

Contact: Philip Slawther, Principal Committee Co-ordinator 

Items
No. Item

255.

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 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’.

256.

APOLOGIES FOR ABSENCE

Minutes:

There were no apologies for absence.

257.

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 16 & 27 below).

Minutes:

There were no items of urgent business.

258.

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.

259.

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:

There were no questions, deputations or petitions received.

260.

MINUTES pdf icon PDF 109 KB

i.              To confirm the unrestricted minutes of the Alexandra Palace and Park Board held on 26th March 2018 and 19th June 2018 as an accurate record of the proceedings.

 

 

Additional documents:

Minutes:

RESOLVED

 

That the minutes of the meetings held on 26th March 2018 and 19th June 2018 be agreed as an accurate record.

261.

Chief Executive Officers Report pdf icon PDF 105 KB

Minutes:

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

The following arose from the discussion of the report:

  1. In response to a question around an employment training partnership, the CEO advised that there was some training offered by APPCT but that it was on a small scale. The CEO agreed to send the Board a note on the employment training scheme. (Action: Louise Stewart).
  2. In response to a question, the Deputy CEO confirmed that preparations for the BBC Proms event were on track. A rehearsal event would take place the day before at 31st August, the time was to be confirmed. The Charity Secretary to confirm the time of the rehearsal with the Board. (Action: Natalie Layton).

 

262.

Committee Memberships pdf icon PDF 101 KB

Minutes:

Louise Stewart, Chief Executive introduced the report which sought approval for additional appointments to the Programme Board.

 

RESOLVED

a.    That the amended membership of the East Wing Restoration Programme Board be approved, to include Cllr Dana Carlin.

b.    That Cllr Da Costa and Cllr Dogan be appointed as substitute members from the Board to stand in at Programme Board meetings when the three appointed members are not able to attend.

263.

Lead Board Member Roles pdf icon PDF 82 KB

Minutes:

Louise Stewart, Chief Executive introduced a report which requested the Board to appoint lead trustees for safeguarding and whistle blowing.

 

RESOLVED

     I.        That the Board appoint Cllr Sarah Williams to be the Board level Safeguarding Lead.

    II.        That the Board appoint Cllr Sarah Williams to be the Board level Whistleblowing Lead.

 

264.

Sign-off of Draft Annual Report and Accounts pdf icon PDF 141 KB

Additional documents:

Minutes:

Louise Stewart, Chief Executive introduced a report, which set out the draft annual report and draft accounts for approval and requested that the Board consider any recommendations from the Finance Risk and Audit Committee.

 

RESOLVED

 

     I.        To note the feedback from the Finance, Risk and Audit Committee (as per the Exempt FRAC minutes, listed at agenda item 24);

 

    II.        To note the management actions recommended by FRAC to address any issues of concern in the external Auditors End of Year Audit report;

 

  III.        To note the cash flows included in the statement of accounts for July 2018, at agenda item 12 (Financial Results);

 

  IV.        To note that the 2019/20 grant funding confirmation concern has been resolved;

 

  1. To approve the 2017/18 Annual Report and delegate that the Chair and CEO sign the accounts on behalf of the Trust Board.

 

265.

Trustee Register of Interests pdf icon PDF 90 KB

Additional documents:

Minutes:

Louise Stewart, Chief Executive introduced the Trustee’s Register of Interests and requested that the Board provide any necessary updates.

 

The Board agreed to send any amendments to the register of interests, listed at Appendix 1 of the report, to Natalie Layton via email. (Action: Board Members).

 

The Charity Secretary agreed to recirculate the amended register of interests to Board members. (Action: Natalie Layton).

 

RESOLVED

 

       I.        That the Board review the register of declarations of interest and provide an update as required.

     II.        That the Board consider whether any of the interests are likely to give rise to a serious conflict of interest, which would affect the Board’s decision making.

266.

Trust's Financial Results pdf icon PDF 511 KB

Minutes:

Dorota Dominiczak, Director of Finance and Resources introduced the report which set out the financial results for APPCT for April 2018, including the annual forecast.

The following was noted in discussion of the report:

  1. In response to a query, the Director of Finance and Resources set out how the trust manage liquidity and assured trustees that upcoming contract renewals were managed as part of the overall financial forecasting process.
  2. In response to a query about how funding was received from the HLF, the management team advised that this was done as draw-down process, mapped against expenditure. The Board was advised that, as part of a draw down process, the Trust and HLF would retain some money up to 12 months after the completion of the project.

 

RESOLVED

  1. That the financial performance of the Trust and detailed consideration of the report by the Finance, Risk and Audit Committee on 19th June 2018 (minutes included at agenda item 24), be noted;
  2. That the Board agreed the recommendation of the Finance Risk and Audit Committee, that the Trust’s Reserves Policy be revised as part of the governance work.

 

267.

Fabric Maintenance Update pdf icon PDF 143 KB

Minutes:

Neil Coe, the Building Surveyor introduced a report which provided an update on the tendering of the two main fabric repair projects from the 2018/19 capital budget.

 

The CEO advised that the Board are  provided with a detailed update on the Fabric Maintenance Plan every 12 months.

 

The Board requested that they be given a tour at the same time as the FMP the annual review process, to see some of the area of the building referred to. (Action: Neil Coe).

 

RESOLVED

 

     I.        To note the Exempt tender report and recommendation to award the Basement Works, which include Investigations, Opening Up, Structural Works, Storage Clearance, Enhancements to Ventilation and Drainage, and Damp proofing Works for completion during August to October 2018 (Appendix 1 - Exempt).

 

    II.        To note the Exempt tender report and recommendation to award the Roofing Works, which include Roof Access Installations, Glazing and Roofing Repairs, and Redecoration of the Great Hall External Space frame for phased implementation in August to October 2018 and April/May 2019 (Appendix 2 - Exempt).

 

  III.        To note the reallocation of the Capital Budget between these projects to deliver the priorities within the available budget.

 

 

 

268.

Learning Zone Listed Building Consent Application pdf icon PDF 396 KB

Minutes:

Louise Stewart, Chief Executive introduced a report which provided the Board with an update on the recent submission of the Listed Building Consent application for the Creative Learning Zone structure in the East Court and provided a general update on the project’s progress.

 

RESOLVED

 

     I.        That the contents of the report were noted.

269.

Policy Review Register pdf icon PDF 170 KB

Minutes:

RESOLVED

 

The Board noted the Policy Review Register.

270.

New Items of Urgent Business

To consider any items of urgent business as identified at item 3.

Minutes:

None.

271.

ANY OTHER UNRESTRICTED BUSINESS

Minutes:

None.

272.

Exclusion of the Press and Public

Items 18 – 26 are likely to be subject to a motion to exclude the press and public be from the meeting as the contain exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); Paragraph 3.

Minutes:

RESOLVED

 

That the press and public be excluded from the reminder of the meeting, as items 19-27 contained exempt information as defined in Section 100a of the Local Government Act 1972; Paragraph 3 – information relating to the business of financial affairs of any particular person (including the authority holding that information).

273.

Strategic Risk Register

Minutes:

RESOLVED

 

That the recommendations contained in the report be approved.

274.

Fabric Maintenance Plan Exempt Appendices

Minutes:

RESOLVED

 

That the exempt appendices be noted.

275.

Learning Zone Listed Building Consent Application

Minutes:

RESOLVED

 

That the report be noted.

 

276.

Pensions

Verbal Update.

Minutes:

The verbal update was noted.

277.

FRAC Minutes

Minutes:

Noted.

278.

APTL Minutes

Minutes:

Due to the timing of meetings, the APTL meeting minutes were not prepared in time for the Board meeting and would be made available to Board members at a later date.

 

279.

Board Work Programme

Minutes:

Noted.

280.

MINUTES

To confirm the exempt minutes of the Alexandra Palace and Park Board held on 26th March 2018 as an accurate record of the proceedings

Minutes:

RESOLVED

 

That the exempt minutes of the meeting held on 26th March 2018 be approved as a correct record.

281.

ANY OTHER EXEMPT BUSINESS THE CHAIR CONSIDERS TO BE URGENT

Minutes:

None.

282.

FUTURE MEETINGS

6 November 2018

22 February 2019

30 April 2019

Minutes:

11 September 2018

6 November 2018

22 February 2019

30 April 2019