Issue - meetings

This report seeks the approval of the Barham Park Trust Committee to seek the permission of the Charity Commission to increase an item of proposed expenditure on and for the benefit of Barham Park from the restricted funds ofthe Trust in relation to the events field drainage survey and design. The report also updates on recent expenditure and projects, on the main points from a Windows Schedule and issues that need to be considered.

RESOLVED:

i)  that the proposed additional expenditure of £10,000 (from £5,000 to £15,000) on the events field drainage survey and design to be paid from the Trust’s restricted funds and permanent endowment arising from the sale proceeds of 776 and 778 Harrow Road, Wembley HA0 2HE, be approved and that officers be authorised to seek permission of the Charity Commission to spend the additional aforementioned sum from the Trust’s restricted funds using the procedure set out in section 282 of the Charities Act 2011.

ii) that officers be authorised to submit the necessary application for permission to the Charity Commission and delegate authority to the Operational Director Environmental Services to progress the application and deal with any issues, requirements and queries arising that are raised by the Charity Commission.

iii) that officers be authorised to give public notice of this resolution if it is directed to do so by the Charity Commission pursuant to section 283 of the Charities Act 2011.

iv) that officers be authorised to co-ordinate and submit a planning permission application to Brent Council’s Planning Committee for the renovation works for exterior and appearance of the Barham Park building.

v) that progress on other matters as set out in the report to the committee be noted.

Arnold Meagher (Head of Litigation and Dispute Resolution) introduced a report seeking the Trust’s approval to apply to the Charity Commission to increase an item of proposed expenditure on and for the benefit of Barham Park from the restricted funds of the Trust in relation to the events field drainage survey and design. Members were reminded that at its meeting on 14th January 2019, the Trust authorised officers to submit an application for permission to the Charity Commission to incur expenditure from the restricted funds of the Trust. The Charity Commission subsequently agreed to this request. The items of agreed expenditure were set out in the report. It was explained that the drainage design and works requires a topographic survey of ground levels to inform the drainage design, which together with quotes for the drainage design works and consent for drainage discharge, totalled about £10,795. This exceeded the earlier estimate and request of £5,000 for the survey and design. To enable the design stages to proceed, it is proposed that the ceiling be raised for the survey and design stages to £15,000 – therefore requiring approval for an additional £10,000 to be spent from the restricted funds of the Trust. The additional £10,000 is sought from the restricted funds of the Trust as part of the same overall project; and so that the changing balance of the unrestricted funds remains available for operational use during the financial year.

Leslie Williams (Project Officer) highlighted that the report also requested that authority be delegated to officers to co-ordinate and submit a planning permission application to Brent Council’s Planning Committee for the renovation works for exterior and appearance of the Barham Park building. It was explained that RLB, a surveying consultancy had undertaken a windows schedule of all of the windows and external features of the Barham Park buildings and had provided estimates of the priorities and costs of the works. As the Barham Park buildings are Locally Listed, Planning Permission would be required for any works that may affect the external appearance of the building. The proposed Planning Application would be for the whole of the building and the works can then be undertaken either as one or in phases.

In the subsequent discussion, the committee questioned how ward members and stakeholders would be engaged regarding the proposals and was informed that they were kept abreast of the developments affecting the park and buildings complex. A query was subsequently raised regarding other sources of funding which could be applied for. Leslie Williams reiterated that following market testing with regard to costings for the full schedule of renovation works, a decision could be taken about whether to proceed with the full programme or undertake work in phases. Chris Whyte (Operational Director of Environmental Services) acknowledged that it was incumbent on the Trust to explore all available opportunities external funding. Members acknowledged that the Trust’s permission to undertake the required works would be sought at a later date once officers had identified appropriate solutions  ...  view the full minutes text for item 8