Agenda item

To consider the recommendations and agree next steps to take the action plan forward.

The Committee was reminded of written governance comments from Jacob O’Callahan which had been circulated prior to the January 2023 Consultative Committee workshop, to increase diversity and engagement on the Committee. 

The workshop had discussed  matters being taken to the Trustee Board without bringing to the Consultative Committee (or the Statutory Advisory Committee) . Although it was possible to make representations at the Board meetings, one could only receive a few days’ notice regarding the item to be discussed before it was scheduled to be discussed at the meeting itself. There was a general consensus that it would be useful to have a policy on what matters the Consultative Committee and Statutory Advisory Committee would be useful.

The meeting heard that many similar items were considered on an annual basis. Some things were not a matter for debate. For example, a snapshot of the charity’s financial wellbeing was not a matter that could be consulted upon.      

In general, the Alexandra Palace Board papers were public. If a Consultative Committee member had read any of the public board papers and felt there was something in the reports that they should have been consulted upon, then this could be brought to the Consultative Committee Chair's attention who could then consult with the Chair of the Board and the CEO.  It was also possible to attend a Board meeting and publicly challenge the Board or state that the item should have been discussed first with the Consultative Committee (or the Statutory Advisory Committee).

The meeting also noted that the Consultative Committee and the Statutory Advisory Committee were not decision-making bodies but were consultative bodies. 

Details of the Consultative Committee and Statutory Advisory Committee and the Joint meeting was now explained on the people's pages on the website and provided a calendar of meetings. Feedback was welcome and suggestions on what else could be provided on the website could be taken into account. 

Putting up paper notices was not useful for sustainability and could be considered a waste of paper. Meeting dates could be communicated more effectively and support was needed from the Consultative Committee members to be able to do this. Alexandra Palace had a small team and did not have the resources to drive around the borough and put-up posters.  

The Committee heard a suggestion for meetings be held outside of Alexandra Palace both in other areas of Haringey and in London on specific topics to discuss ideas and provide more of an opportunity in different settings to allow participation by people who would not normally have an opportunity to do so.

In terms of widening the membership, Alexandra Palace had some contact with London Councils and the Greater London Authority (GLA). Alexandra Palace received funding from the GLA and had a professional relationship with London Councils. However, the Committee needed to be mindful or other organisations’ resources and it was optimistic to expect certain officers to attend the Committee. It was possible for such a request to be made, but it was not mandatory to be fulfilled. 

There was extensive information available online and all blogs had been published on the website. 

Page 17 of the agenda papers discussed the organisation of the membership including the association membership by wards. It was notable that Woodside was not a nominated ward. It was important as many members of the borough be encouraged to attend the meetings. It would also be useful for big organisations to attend on occasion as he would allow the flow of a wide range of ideas. 

Paragraph 3.1 in the report could refer to the 1985 Act.

The Committee agreed to put up a public questions section on the website. 

A leaflet outlining the Consultative Committee would be created which could be put up in the libraries around the borough. This could be circulated at a future Committee. 

RESOLVED:

To agree the recommended ‘quick-win’ priority actions arising from the Consultative Committee workshop held on 19th January 2023:

a.            The Advisory and Consultative Committees to meet separately, either side of the Joint meeting (further detail at 5.1 of this report).

b.           An annual meeting to be held to report on the Trust’s achievements the previous year and plans for the upcoming year, including potential consultations.

c.            Specific issue meetings to be held at venues outside of Alexandra Palace as appropriate.

d.           Host hybrid meetings to increase participation.

To approve the remaining recommended actions

a.            Consultative Committee Charter to be established.

b.           Profile of the Consultative Committee to be improved, with information on the AP website, advertising on park and community noticeboards and leaflets available – advertising a slot for people to come and give their views.

c.            Take meetings outside of the Palace as appropriate.

d.           Consultative Committee to draw up a list of organisations to be invited to join.

e.            Include a slot on the Consultative Committee agenda for public questions.

The Committee was encouraged to allocated roles and responsibilities to its members to help progress the above actions.