Agenda and draft minutes

Alexandra Palace and Park Panel
Monday, 7th June, 2021 6.00 pm

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

Contact: Fiona Rae, Principal Committee Co-ordinator  3541 Email:

Note: If it is possible to live stream the meeting, it will be viewable through the following link: 

No. Item



Please note 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.  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’, 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 to the notice of filming at meetings and this information was noted.



To receive any apologies for absence.


Apologies for absence were received from Cllrs da Costa, Hearn and Weston.



It being a special meeting of the Alexandra Palace and Park Panel, under Part 4, Section B, Paragraph 17, of the Council’s Constitution, no other business shall be considered at the meeting.


It was noted that, it being a special meeting of the Sub-Committee, under Part Four, Section B, Paragraph 17 of the Council’s Constitution, no other business would be considered at the meeting.



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



There were no declarations of interest.



This report seeks urgent approval to award the West Hall Rewire contract, issue a Letter of Intent above the standard allowable thresholds, and to waiver the relevant contract standing orders.

Additional documents:


Emma Dagnes, Deputy CEO, set out the reasons for the urgent meeting seeking:

-           approval of the award of the West Hall Rewiring LED Lights Installation contract to Bidder;

-           approval to waiver of Contract Standing Order (CSO) 9.01.1 (requirement to advertise contracts above £500,000) and CSO 9.07.3 (letter of intent provision);

-           authorisation for the Chief Executive of Alexandra Park and Palace Charitable Trust (APPCT), to issue a Letter of Intent to the contractor to allow for orders to be placed by Tuesday 8th June and works to commence immediately prior to contract finalisation and sealing;

-           delegation of authority to the Chief Executive to agree the final terms and conclude arrangements to award the contract. 


In response to questions from Panel members, the following information was provided:

-       The   additional specifications added in at the design stage would be protected as much as possible. There was room in the design specification for some value engineering to reduce the final cost of the work.

-       The Trust’s Insurers had been notified and the DCEO would work with our brokers to ensure all policies were in place.

The Fire Alarm Detection system was being installed by APPCT’s incumbent provider. This work would be conducted alongside the West Hall re-wiring project. The fire alarm works had been carefully risk assessed in accordance with fire safety procedures and the fire-watch management system. It was further clarified that, throughout the rewiring and fire alarm works, the current fire alarm system would be in place ensuring that at no point the fire alarm would not be operative.

-           The target date for completion of the rewiring works was the 3rd of September to ensure the Palace was able to hold large scale events from mid-September. A short contingency time period had been factored but there was a clear understanding of completion dates for the works. It was further explained that the rewiring works could not be procured any sooner as the capital funding had only been agreed on the 28th of May by the Council, through a Leader’s key decision.

-           The chosen contractor had experience of working in heritage buildings and the works would also include recalibrating physical access to the lighting plant so that in future access was not an issue for resolving any faults.  The installed lighting would also be energy efficient saving   money   for the Palace.

-           The contractor would be paid according to reaching set milestones and the Council’s procurement were satisfied that the appropriate procurement process was being followed.

-           The new upgrades to lighting would help improve the resilience of the Palace buildings, supporting holding events and income for the Palace.

-           It was good practice to agree the letter of intent at this early stage to ensure that the contract was completed as soon as possible.

-           Procurement were satisfied that this was a straightforward JCT contract.


The Panel were satisfied that the rewiring works were necessary and although the decision had  ...  view the full minutes text for item 5.



Item 7is likely to be subject to a motion to exclude the press and public from the meeting as it contains exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); para 3, namely information relating to the financial or business affairs of any particular person (including the authority holding that information).




That the press and public be excluded from the meeting for consideration of item 7 as it contained exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); para 3; namely information relating to the financial or business affairs of any particular person (including the authority holding that information).



As per item 5.


The Alexandra Palace and Park Panel considered the exempt information.