Issue - meetings

To consider a call-in in respect of the following decisions taken by Barham Park Trust Committee on 10 September 2024:

(a)        Strategic Property Matters relating to Barham Park; and following on from this report

(b)        Operational Property Matters relating to Barham Park

To consider a call-in in respect of the following decision taken by Cabinet on 16 November 2023:

·             Sudbury Town Residents Association application for Neighbourhood Forum Status.

In opening the item, the Chair advised that the meeting had been arranged, in accordance with Standing Order 14, to consider a call-in submitted by five members of the Council in relation to a decision made by Cabinet on 16 November 2023 to refuse the Sudbury Town Residents Association’s application for Neighbourhood Forum status.

In considering the call-in the Chair reminded the Committee that lines of questioning must remain specifically within the remit of the call-in and that issues raised on anything wider would not be valid and ruled out for consideration.

Having clarified the basis of the call-in, the Chair then proceeded to invite Councillor Lorber to outline the reasons for the call-in as representative of the members who had supported its submission.

In presenting the call-in, Councillor Lorber highlighted the following key issues for the Committee as a basis for the call-in which had been submitted:

·                The decision taken by Cabinet had meant there was currently no authorised Neighbourhood Forum in Sudbury.

·                Sudbury Town Resident Association (STRA) had previously been very active in the community, not only in terms of developing a local plan in collaboration with Brent Council officers but also in representing local people in relation to planning issues and environmental improvements, as well as protecting Barham Park.

·                Concerns were raised that consultation in relation to making the decision on STRA’s status as a Neighbourhood Forum was not carried out with due diligence as it was felt ward councillors had not been adequately informed or included within the process.

·                The limited number of responses to the reported consultation was felt to be representative of the fact that there had not, in the view of the members who had called-in the decision, been inadequate wider consultation with the public.

·                Concerns were also raised about STRA not having been invited or informed about the Cabinet meeting on 16 November 2023 when the final decision to refuse their application had been decided.

·                It was highlighted that STRA and Brent Council officers had previously enjoyed a positive working relationship until complaints from local councillors had been made in 2018/19. It was felt that after this point a communication breakdown had occurred; as such, it was questioned whether local politics had played a part in undermining STRA as a local Neighbourhood Forum.

·                It was queried why council officers had not made a more concerted effort to discuss concerns with STRA ahead of their Neighbourhood Forum application having been recommended for refusal.

·                It was felt that the separate application from Sudbury Matters to create a new Neighbourhood Forum covering the area should have been considered at the same time as STRA’s application so that both parties could be considered equitably.

·                On the basis of the concerns raised Councillor Lorber felt the original decision taken to refuse the application needed to be referred back to Cabinet for re-consideration.

The Chair thanked Councillor Lorber for presenting the call-in and invited Committee Members to ask any clarifying queries they had.

The following points were discussed:  ...  view the full minutes text for item 3

To consider a call-in in respect of the following decision taken by the Barham Park Trust Committee on 26 September 2023:

Barham Park Trust Annual Report and Accounts 2022 - 23

In opening the item, the Chair advised that the meeting had been arranged, in accordance with Standing Order 14, to consider a call-in submitted by five members of the Council in relation to a decision made by the Barham Park Trust Committee (established as a Cabinet Committee) on 26 September 2023 to approve the Barham Park Trust Annual Report and Accounts for 2022 – 23.

In considering the call-in the Chair reminded the Committee that lines of questioning must remain specifically within the remit of the call-in and that issues raised on anything wider than the Barham Park Trust Annual Report and Accounts for 2022-23 would not be valid and would be ruled out for consideration.

Having clarified the basis of the call-in, the Chair then proceeded to invite Councillor Lorber to outline the reasons for the call-in as representative of the members who had supported its submission.

In presenting the call-in, Councillor Lorber highlighted the following key issues for the Committee:

·                As the Barham Park Trust had charity status, it was felt that the Council should ensure that it was managed responsibly and effectively, however Members who submitted the call-in had reservations about the Council’s position as effective Trustees due to concerns that the accounts were not accurate.

·                It was queried why the original accounts had been withdrawn when originally submitted for consideration at the Barham Park Trust Committee meeting on 5^th September 2023 and had then been re-submitted on a different template for the subsequent Committee meeting on 26 September 2023.

·                It was felt that the change from the accounts being produced on an accruals basis to a receivable basis had created ambiguity in being able to accurately compare the previous year’s accounts.

·                Concern was raised in relation to an error which it was felt had been made on the 2022/23 accounts in relation to the received income figure stated, which it was not felt had accurately reflected rental payments from tenant organisations such as Barham Community Library with clarity therefore required on the way that income had been accounted for and included within the final accounts.

·                It was felt that the assets for the Barham Park Trust had been understated by approximately £100k as the result of rent reviews not taking place. It was therefore queried why the trust had failed to implement rent reviews.

·                Concern was also raised in relation to the fees charged for the recent the architectural survey of the Barham Park buildings which had been incurred by the Trust when it had previously been agreed these would be covered by the Council.

·                On the basis of the concerns raised and pending a response on the areas identified for further clarification the members who had called-in the Trust Committee decision felt the accounts could not be treated as final and therefore needed to be reviewed and reconsidered in advance of any submission to the Charity Commission.

The Chair thanked Councillor Lorber for presenting the call-in and then proceeded to invite Councillor Tatler, Deputy  ...  view the full minutes text for item 3