Agenda and minutes

Venue: Palm Court, Suite 5, Alexandra Palace Way, Wood Green, London N22

Contact: Philip Slawther, Principal Committee Co-ordinator 

Items
No. Item

112.

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 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.

113.

APOLOGIES FOR ABSENCE

Minutes:

Apologies for absence were received from Cllr J. Mann.

114.

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 14 & 38 below).

Minutes:

There were no items of urgent business.

 

The Chair advised that, contrary to the order of business on the published agenda, Item 13 would be taken after Item 8 as it was a report for noting only.

115.

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:

None

116.

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:

None

117.

Membership

To appoint a member to the EWRP Programme Board and appoint a Vice-Chair.

Minutes:

RESOLVED

 

     I.        That Cllr Christophides be appointed to the EWRP Programme Board as Chair.

    II.        That Cllr Waters be appointed as Vice-Chair of EWRP Programme Board.

 

118.

MINUTES pdf icon PDF 86 KB

i.              To confirm the unrestricted minutes of the Alexandra Palace and Park Board held on 25th April 2017

 

ii.            To receive the draft minutes of the Alexandra Park and  Palace Advisory  Committee held on 27th June  and to consider any recommendations from that Committee.

 

iii.           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 27th June.

 

Additional documents:

Minutes:

RESOLVED

 

i.              That the unrestricted minutes of the Alexandra Palace and Park Board held on 25th April 2017 be approved.

 

ii.            That the draft minutes of the Alexandra Park and  Palace Advisory  Committee held on 27th June be noted.

 

iii.           That the draft minutes of the informal joint Alexandra Palace and Park Consultative Committee, and Alexandra Park and  Palace Advisory  Committee held on 27th June be noted.

 

119.

Chief Executive's Report pdf icon PDF 343 KB

Minutes:

Louise Stewart, Chief Executive Alexandra Park and Palace, introduced the report as set out.

 

The following arose from discussion of the report:

a.    In relation to the desk review being undertaken to investigate issues with springs and wet patches in the Park, the Park Manager clarified that this involved a desk based review of a number of records including records from the Council, the local water board and the Environment Agency.

 

RESOLVED

 

The Board noted the information contained in the report

120.

Safeguarding Policy and roles pdf icon PDF 99 KB

Additional documents:

Minutes:

The Board considered a report on APPCT’s safeguarding policy.

 

The Chair advised that in addition to the recommendations set out in the report, the Board were also asked to appoint a lead safeguarding trustee for the Board.

 

The Chair also advised that Appendix 4 of the report, which set out the safeguarding responsibilities of the Chair of the Trust Board and Trust Board members had been withdrawn. New guidance would be provided to Board members in due course.

 

The following matters arose from the discussion of the report:

a.    The Board commented that the report should name the designated safeguarding lead as it wasn’t clear in the report. The Chief Executive agreed that safeguarding lead should be named as the Head of HR in the Safeguarding Policy. (Action: Catherine Solomon).

b.    The Chair nominated Cllr Ann Waters to be the lead safeguarding trustee. Nigel Wilmott seconded the nomination.

 

RESOLVED

 

     I.        That the Board approved and supported the implementation of the proposed Safeguarding Policy.

    II.        That the Board authorised the Chair of the Trustee Board to sign the Safeguarding Policy on behalf of APPCT.

  III.        That Cllr Ann Waters be appointed as the lead safeguarding Trustee.

 

121.

Whistleblowing Policy pdf icon PDF 99 KB

Additional documents:

Minutes:

The Board considered a report on APPCT’s whistleblowing policy.

 

The Chair advised that in addition to the recommendations set out in the report, the Board were also asked to appoint a lead whistleblowing trustee for the Board and that it would make sense that this be the same trustee as the safeguarding lead.

 

The following matters arose from the discussion of the report:

a.    The Chair nominated Cllr Ann Waters to be the lead whistleblowing trustee. Nigel Wilmott seconded the nomination.

b.    The Chief Executive agreed to include a policy review schedule as part of the information items presented to future Board meetings. (Action: Natalie Layton).

 

RESOLVED

 

     I.        That the Board approved and supported the implementation of the proposed Whistleblowing Policy.

    II.        That the Board authorised the Chair of the Trustee Board to sign the Whistleblowing Policy on behalf of APPCT.

  III.        That Cllr Ann Waters be appointed as the lead whistleblowing Trustee.

 

122.

Serious Incident Reporting Policy pdf icon PDF 86 KB

Additional documents:

Minutes:

In response to a question around the absence of reference in the policy to cases of fraud perpetrated on visitors, the Board was advised that this was captured in APPCT’s Health and Safety Policy.

 

The Board was advised that the organisation’s key policies were stored on an internal drive and that, due to the comprehensive nature of those files there were no plans to publish those on the website in the immediate future. 

 

Note: As a charity the Trust is required to publish some policies such as fundraising etc.; where this is required the Trust will publish these policies.

 

RESOLVED

 

     I.        That approval and support to the implementation of the proposed Serious Incident Reporting policy be given.

    II.        That the Board authorised the Chair of the Trustee Board to sign the policy on behalf of Alexandra Park and Palace Charitable Trust.

  III.        That all Trustees were to complete and submit the Serious Incident Reporting declaration form at Appendix 2 of the report by the end of July 2017.

 

123.

Complaints Policy pdf icon PDF 71 KB

Additional documents:

Minutes:

RESOLVED

 

     I.        That the Board approved and supported the implementation of the proposed Complaints Policy.

    II.        That the Board approved the recommendation that the CEO review the existing operational process to ensure that they implemented the policy appropriately and that key staff were trained on their responsibilities in relation to complaints handling.

 

124.

Annual Report on Digital Archive pdf icon PDF 109 KB

Minutes:

*Clerks note – this item was taken immediately following Item 8 (Chief Executive Officers report). *

 

The Chair introduced the report as set out.

 

The Board commented that they were pleased to see that StreetView images had been added to the Google Arts and Culture page to allow the public to visit the Rose Window, Cellars and Willis Organ platform and that they looked forward to the next tranche of images being uploaded to the GAC platform.

 

RESOLVED

 

The Board noted the information contained in the report.

 

125.

ANY OTHER UNRESTRICTED BUSINESS THE CHAIR CONSIDERS TO BE URGENT

Minutes:

None.

126.

Fundraising Update pdf icon PDF 75 KB

Minutes:

Louise Stewart, Chief Executive, Alexandra Park and Palace, introduced the report as set out.

 

The following arose from the discussion of the report:

a.    The Chief Executive advised that the finance comments in the report could be seen as misleading and emphasised that this is not the basis of the fundraising model. This wording created a problem for the Trust in attracting funding as it may result in no overall net increase in funding. Furthermore, the Chief Executive advised that, the Restoration Levy was linked to the trading subsidiary and it was in the interests of the trading subsidiary that individual projects were identified which resonated with its customers.

b.    The Chief Executive clarified that she intended to speak with the Haringey Council Finance Team around the fundraising issue outlined.

 

RESOLVED

 

     I.        The Board noted the information contained in the report.

 

127.

EXCLUSION OF THE PUBLIC AND PRESS

Items 17 - 38 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 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.

 

Minutes:

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).

128.

MINUTES

To confirm the exempt minutes of the Alexandra Palace and Park Board held on 25th April 2017 as an accurate record of the proceedings.

Minutes:

RESOLVED

 

That the exempt minutes of the Board meetings held on 25th April 2017 be approved as a correct record of the meeting.

129.

New Year's Eve Proposals

Minutes:

The recommendations in the report were approved.

130.

Restoration Levy

Minutes:

The recommendations in the report were approved.

 

131.

Annual Report and Accounts Sign off

Minutes:

The recommendations in the report were approved.

 

132.

Fundraising Strategy

Minutes:

The recommendations in the report were approved.

 

133.

Pensions Report

Minutes:

The recommendations in the report were approved.

 

134.

Park Leases

Minutes:

The recommendations in the report were approved.

 

135.

BBC Wing Forward Plan

Minutes:

The recommendations in the report were approved.

 

136.

Business Continuity Report

Minutes:

The recommendations in the report were approved.

 

137.

Strategic Risk Register

Minutes:

The recommendations in the report were approved.

 

138.

Governance Review Findings

To follow

Minutes:

This item was not considered.

139.

Trusts Financial Results

Minutes:

Noted.

140.

Exempt 2017/18 Business Plan Progress Report Q1

Minutes:

Noted.

 

141.

APTL Annual Accounts

Minutes:

Noted.

 

142.

Programme Board

Minutes:

Noted.

 

143.

Board Work Programme

Minutes:

Noted.

 

144.

Board Decisions Tracker

Minutes:

Noted.

 

145.

Draft FRAC Minutes

To receive the draft minutes from the FRAC on 27th June 2017.

Minutes:

Noted.

 

146.

Draft APTL Minutes

To receive the draft APTL minutes from 27th June 2017

Minutes:

Noted.

 

147.

ANY OTHER EXEMPT BUSINESS THE CHAIR CONSIDERS TO BE URGENT

Minutes:

None.

148.

FUTURE MEETINGS

To note the dates of future Board meetings:

 

·         Thursday 2nd November 2017

·         Tuesday 20th February 2018

·         Monday 26th March 2018

·         Tuesday 3rd July  2018

Minutes:

The future meeting dates were noted:

 

·         Thursday 2nd November 2017

·         Tuesday 20th February 2018

·         Monday 26th March 2018

·         Tuesday 3rd July  2018