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.

Clerks note: the meeting was inquorate, it went ahead informally.

The meeting was not filmed.

To receive any apologies for absence.

Apologies for absence were received from Councillors Elin Weston (Vice-Chair), Nick da Costa, Dana Carlin, and Kirsten Hearn. Nigel Willmott also gave apologies.

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 item 16 below)

There was no urgent business.

There were no declarations of interest.

There were no questions, deputations, or petitions.

To confirm the minutes of the Alexandra Palace and Park Board held on 24 January 2022 as an accurate record of the proceedings.

RECOMMENDED FOR RESOLUTION AT A FUTURE MEETING

To approve the minutes of the Alexandra Palace and Park meeting on 24 January 2022.

To consider any advice from the Joint Statutory Advisory Committee and Consultative Committee meeting held on 9 March 2022.

It was noted that the SAC had been inquorate. This was a reoccurring theme, having happened several times in the year. It was highlighted at the SAC/CC that the SAC could meeting virtually, should it decide to, as it was a statutory body and not restricted by Council rules.

The SAC/CC considered the following issues:

-     The proposal to create pétanque courts was supported. In response to questions asked about material, signage, and drainage, the CEO suggested that the Alexandra Palace and Park website be updated to include details for anyone searching for pétanque courts in London. The Strategic Projects Manager had confirmed that this would be in place;

-     The proposal of having youth board members on the Alexandra Palace and Park Board was supported. The Head of Creative Learning responded to questions raised about the method of appointing potential youth board members and general governance arrangements, relaying that he was looking for approval of the idea before drilling down into the specifics of the arrangement. He would look to bring back another report to the Joint SAC/CC meeting outlining in greater details the governance arrangements for the proposal; and

-     The Mast Lighting policy was presented to the Joint SAC/CC meeting. Discussion about the policy was fractious at times; the general feeling was that the policy was professionally written, although a segment of the committee thought that the mast could be lit more often.

To consider the recommendations from the Finance, Risk, Resource, and Audit Committee (FRRAC).

The Interim Chair of the FRRAC presented her report from the FRRAC committee.

RECOMMENDED FOR RESOLUTION AT A FUTURE MEETING

1.  To approve the 2022/23 Budget at agenda item 10, despite the predicted deficit outturn for the reasons set out in section 4 of this report;

2.  To note that following the Board’s approval the pay review recommendations in December 2021, the London Living Wage (LLW) had subsequently increased and some roles in the organisation now fell outside of the LLW; and

3.  To approve the re-appointment for the Independent Member of FRRAC and APTL Non-Executive Directors for a further period of three years.

To note the update on current issues, projects, and activities.

The CEO introduced the report which provided an update on current issues, projects, and activities.

The Board noted a comprehensive presentation was given by the Head of Creative Learning at the Joint SAC/CC meeting. Materials from the presentation were circulated by email to Trustees.

RECOMMENDED FOR RESOLUTION AT A FUTURE MEETING

To note the content of the report.

To note the update.

The Director of Finance and Resources presented his report which sought to inform the Board of the Trust’s current financial outlook for the next year.

The following was highlighted:

-     At the end of the financial year there was an expected operational deficit of around £900,000. It was noted that it was not typical to start a financial with a predicted deficit; this would have been worse without CRF. It was emphasised that there was no immediate liquidity risk; and

-     The next financial it was predicted that liquidity would begin to become an issue at the beginning of winter. At this point the Trust would need to apply for additional support from the Corporate Trustee. To this end the Director of Finance and Resources was in discussions with the senior finance team at the Council. There was a liquidity deficit of £450,000 that would fluctuate throughout the year, it was then assumed that it would deteriorate towards year end. Mitigations were in place as set out in the report, to ensure that the Trust did not go into deficit. It was acknowledged that last quarter was the trading subsidiary’s busiest time. The Trust does not benefit from gains made through the trading subsidiary until the following financial year.

The following responses to questions were provided:

-     The Director of Finance and Resources agreed to demonstrate, in future reports, expenditure affecting the cash flow fluctuations (Action).

-     Funds could be released from the budget, if a request to the Corporate Trustee for capital repairs funding, of £1,100,000, was granted. It was hoped that additional revenue could be generated from the introduction of the car parking scheme. The Trust were also reviewing procurement contracts and overall strategy in the hope that cost savings were available.

-     There was a variance in leaseholder income due to a leaseholder’s reliance of footfall.

-     Charging points for electric vehicles would be considered in the future as part the Trust’s sustainability strategy. The Trust had received consultation from experts on the installation of charging points. The consensus opinion was that the technology was still nascent, awaiting further development would yield more optimal outcomes in terms of sustainability and revenue creation.

RECOMMENDED FOR RESOLUTION AT A FUTURE MEETING

1.  To note the year-to-date position of the Trust;

2.  To consider any feedback from the Finance, Risk, Resource & Audit Committee included at Agenda Item 8; and

3.  To approve the draft Budget.

To note the update.

The CEO introduced the report which informed the Board on fundraising efforts during 2021-22. The report highlighted that the upper limit for the CRF was £4,000,000 and the Trust had worked incredibly hard to achieve £3,900,000.

The following responses to questions were provided:

-     The trust had submitted three successful applications and seven unsuccessful applications. The three successful applications would be explained in the exempt part of the meeting.

RECOMMENDED FOR RESOLUTION AT A FUTURE MEETING

To note the content of the report.

To approve the proposal to create Pétanque (boules) Courts on land adjacent to the Lower Road, East.

The CEO introduced the report which laid out the funding the agreement. It was noted that this would be elaborated on in the exempt part of the agenda. The Joint SAC/CC Committee had been consulted as illustrated at agenda item 7.

A Councillor commented that the introduction of pétanque courts was a welcome addition to the park.

The following responses to questions were provided:

-     The issue of water drainage around the suggested site for the courts had been investigated by Thames Water. Nigel Grimes, AP Sports Club, was in attendance and was invited to update the Board. He explained that there were still drainage issues, explaining that Thames Water had failed to fully resolve the issue of two leaking valves; the main leak took weeks to resolve.

-     It was explained that the court required minimal infrastructure, it would not be fenced off, and would be fully accessible. The Pétanque Club would publicise and advise the specifics around participation.

RECOMMENDED FOR RESOLUTION AT A FUTURE MEETING

1.  To consider the comments and advice of the Advisory and Consultative Committees on the proposal;

2.  To approve the proposal and funding arrangements for the creation of Pétanque Courts on the land adjacent to the Lower Road, East; and

3.  To delegate responsibility for delivery to the CEO to deliver the project within the available funding supplied by the players and sign the funding agreement with the Hornsey Pétanque Club (HPC).

To approve the proposal to appoint two youth trustee board members.

The Head of Creative Learning introduced the report which sought feedback from SAC/CC members on expanding the youth programmes to include representation of young people on the Board. He highlighted that having youth Trustees on the board had become increasingly important in the criteria for fundraising. This proposal aimed at ensuring that the Trust continued to be funded by key trusts and foundations.

The following responses to questions were provided:

-     The Trust was currently consulting with organisations such as the Roundhouse about the specific arrangements they had in place for their youth Trustees. It was hoped that such consultations would offer insight into the selection process of potential candidates and the level of training needed for these candidates to fully participate in meetings. Following on from a question related to the selection process the Trust was listening to feedback from the SAC/CC committee. The committee had highlighted that the selection process could be linked to page 14 of the Alexandra Palace and Park Act 1985 which states that the ‘park palace and other lands shall be available for the free use and recreation of the public for ever.’ The committee felt that the term ‘public’ could be seen in a London wide context rather than in a strictly borough wide sense. This would mean that the selection process could be across London. The Head of Creative Learning agreed with this, although felt that most applicants would be based in the borough. Board members agreed that having trustees from outside the borough would benefit the charity.

RECOMMENDED FOR RESOLUTION AT A FUTURE MEETING

1.  To consider any feedback from the Statutory Advisory and Consultative Committees;

2.  To authorise the CEO to liaise with the Corporate Trustee’s Monitoring Officer to apply to the Council’s Standards Committee to seek approval from Full Council in May 2022 to include the appointment of youth trustee board members on the Trustee Board, subject to feedback and advice from the SAC & CC; and

3.  To authorise the Head of Creative Learning to begin preparations for the recruitment of two youth trustees and for the trustee board to be informed of the details by email.

To approve the action plan arising from the Trustees’ recent assessment of aspects of the Code.

The CEO introduced the report which sought Board approval of the Charity Governance Code Action Plan.

RECOMMENDED FOR RESOLUTION AT A FUTURE MEETING

To approve the Charity Governance Code action plan attached at Appendix 3, as part of the wider Governance Improvements Programme.

NB: The Board noted the action plan and supported it in principle. There was no urgency in getting Trustees’ approval for the plan as it was not a key decision. The Trust would bring to the Board in July an update on the matter (Action).

To note the meeting dates and approve the Trustee Board Forward Plan.

The workshop scheduled for 21 March 2022 would be rescheduled for April, the exact date of which would be decided closer to the time.

A quorate panel meeting would be scheduled before the end of the financial year to allow the budget to be approved and various works planned works to continue.

To consider any items of urgent business.

The Chair thanked Councillor Hare for 15 years’ service as a Trustee. Councillor Hare was stepping down as a councillor.

Items 18, 19 and 20 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

That the press and public be excluded for the consideration of agenda items 17-23 as they contained 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.