Agenda, decisions and minutes

To note any apologies for absence and clarification of alternate members.

None

None.

Members are invited to declare at this stage of the meeting, the nature and existence of any relevant disclosable pecuniary or personal interests in the items on this agenda and to specify the item(s) to which they relate.

Councillor Mili Patel declared a personal interest in Agenda Item 7 (General Update report) as a trustee of the Young Brent Foundation.

Councillor Mili Patel left the meeting, and took no part in the discussion or decision on this item.

Councillor Mili Patel declared a personal interest in respect of Agenda Item 7 (General Update Report) as a trustee of the Young Brent Foundation.

Councillor Patel left the meeting for this item and took no part in the discussion or decision made in respect of the recommendations contained within the report.

To approve the minutes of the previous meeting held on Tuesday 3 September 2019 as a correct record.

AGREED the minutes of the meeting on Tuesday 3 September 2019 as an accurate record.

RESOLVED that the minutes of the previous meeting held on Tuesday 3 September 2019 be agreed as a correct record.

To consider any matters arising from the minutes of the previous meeting.

None.

None.

Representatives of the tenant organisations of Barham Park have been invited to provide a short verbal update on activities undertaken.

NOTED the verbal updates provided from the following organisations:

·                Nepalese Community Centre

·                Friends of Barham Library

At the invitation of the Chair, representatives of the following tenant organisations for the Barham Park buildings complex provided updates on the activities of their respective organisations:

Friends of Barham Park Library

Paul Lorber supported by Councillor Lloyd speaking on behalf of the Friends of Barham Library began by advising the Committee how they had needed to adhere to Government guidelines and close the library during lockdown. During closure repairs, decoration and stock checks had been undertaken. After detailed assessments, the library had recently reopened but was operating under limited hours with four activity groups currently having resumed albeit operating in accordance with the relevant social distancing requirements.  The groups operating were Memory Lounge; the Dementia Support Group; Art classes and evening Yoga sessions.  The children’s library remained closed along with the toilet and kitchen facilities.  The Trust were advised that the Friends of Barham Park Library continued to monitor and assess safety measures to ensure activities could still take place.  In addition, whilst the shop at Sudbury Town Underground station was now reopened sales were limited due to the reduction in commuters using public transport during the pandemic.  Financial support was being provided by London Underground in terms of rent reductions with additional grant funding also provided, however ongoing concern remained in relation to the repair of the library as a listed building.

Tamu Samaji UK

Baburam Gurung speaking on behalf of Tamu Samaj UK (Nepalese cultural group) reminded the Trust of their status as a charitable organisation focused on the elderly and young people in the community.  The group had been involved in providing various community activities but was currently not able to operate due to the pandemic.  It was hoped they would be able to reopen shortly with the organisation looking at various measures, including the receipt of grant funding to generate income in order to support their activities and ongoing overheads.  During lockdown, the organisation had continued to visit their elderly members in order to provide support and assistance.

Members commended the tenant organisations for their ongoing efforts, dedication and hard work in continuing to support this local communities during such challenging times.

This report presents the annual report for the Barham Park Trust for 2019/20.  There is a statutory requirement to produce an annual report, including the accounts each financial year.

AGREED

(1)      To approve the annual report and the Barham Park Trust Accounts for 2019/20 and authorise officers to file the report with the Charity Commission.

(2)      To approve the Barham Park Trust accounts for 2019/20 and delegate authority to the Operational Director – Environmental Services to make any minor adjustments to the accounts arising from the query on expenditure on utilities identified by the Independent Examiner, and to file the accounts for 2019/20 with the Charity Commission.

(3)      To note the Independent Examiners review of the Barham Park Trust accounts for 2019/20.

Jekaterina Popova (Senior Financial Analyst) presented the Annual Report and Annual Accounts for 2019-20.  It was noted that the Trust had incurred expenditure of £86,320 on maintenance of the building complex and the park, and generated £100,674 receipts from rental income and interest earned.  This had led to the cash balance held by the Trust increasing by £14,354 to £502,651.  Out of this £389,052 consisted of restricted funds and £113,600 unrestricted funds. There was also a total of £27,313 of expenditure from the Trust’s restricted funds in the 2019/20 financial year up to 31 March 2020. General expenditure on the running and maintenance of the park and buildings had decreased by £17,838 compared to 2018/19 with income having decreased by £660.

The Committee’s attention was also drawn to the Independent Examiners report, attached as Appendix C to the report.  Whilst this had confirmed that there were no issues regarding the accounts which needed to be brought to the Committee’s attention members were advised of a minor adjustment that may be required to the accounts in relation of the Payments under Premises – Utility.  In previous years the accounts had included a payment for utilities, however no payments had been included within the 2019/20 accounts.  Further review was being undertaken by the Finance Team and depending on the outcome the Committee was advised there may be a need for a minor adjustment to be made to the final accounts.

Members were also advised of the potential impact of the proposals included for consideration within the General Update report in relation to rent abatement and/or deferrals given the proportion of income generated through the Trusts rental income account, which it was noted would require review on a case by case basis.

Having considered the report it was RESOLVED

(1)      To approve the annual report and the Barham Park Trust’s Accounts for 2019/20 and authorise officers to file the report with the Charity Commission.

(2)      To approve the Barham Park Trust’s accounts for 2019/20 and delegate authority to the Operational Director for Environmental Services to make any minor adjustments to the accounts arising from the query on expenditure on utilities as identified by the Independent Examiner and to file the accounts, for 2019/20 with the Charity Commission.

(3)      To note the Independent Examiner’s Review of the Barham Park Trust’s Accounts for 2019/20.

To update Members on operational issues at Barham Park and on current progress on projects.

AGREED

(1)      To note the issues set out in the report.

(2)     To note and agree to the proposal to the underletting of Unit 8 of the Barham Park Building (The Children’s Centre) by Brent Council’s Children and Young People Service to a voluntary sector provider, namely the Young Brent Foundation, on the same rental terms pursuant to the lease in respect of Unit 8 between the Barham Park Trust and Brent Council and subject to the satisfactory clearance of financial checks.

(3)     To delegate authority to the Operational Director - Environmental Services in consultation with the Chair of the Trust Committee, to decide upon the proposal for rent abatement and deferrals from the Veterans in respect of quarters 2 and 3 for the year 2020/21 in respect of Unit 2 of the Barham Park Building, the details of which need to be finalised and the proposal for rent abatement and deferral from ACAVA in respect of quarters 2 and 3 for the year 2020/21 in respect of Units 3, 5, 6, 9 and 10 of the Barham Park Building.   In addition, to note that such decisions would take into account the Ministry for Housing, Communities and Local Government Guidance and the Charity Commission Guidance as set out in paragraph 3.15 of the report.

(4)     To delegate authority to consider and decide upon any further requests for rent abatement or deferral in respect of the Units at the Barham Park Building that are arising from the Covid-19 Pandemic to the Operational Director - Environmental Services, in consultation with the Chair of the Trust Committee and note that such decisions will take into account the Ministry for Housing, Communities and Local Government Guidance and also the Charity Commission Guidance as set out in paragraph 3.15 of the report.

(5)     To note and agree to the proposal to approval the installation of signs in Barham Park to inform and to facilitate cycling.

Leslie Williams (Project Officer) introduced the report updating the Trust on operational issues at Barham Park along with current progress on a range of projects.

Members were provided with updates in relation to the following issues:

·                Security and anti-social behaviour for the period 1 April 19 – 31 March 20, as detailed within section 3.2 of the report.  The increase in incidents of anti-social behaviour reported within the park were noted along with the increased level of outreach and Safer Neighbourhood Patrols as a means of tackling the issues alongside the introduction of a Public Space Protection Order covering all parks and open spaces which could be used to assist in enforcement activity.

·                Rough sleeping within the park: members noted the work being undertaken with St Mungo’s to support the three rough sleepers identified using the park during the year.  Whilst all had been offered support and accommodation at the start of the pandemic two had been identified as subsequently returning to sleep at or near the park with St Mungo’s continuing to assist where possible.

·                General Operational Works – Members noted that operational grounds maintenance work continued to be undertaken by the Council’s main contractor Veolia.  Recent work had included making safe and opening a gap in an internal fence between the Events Field and Queen Elizabeth II Gardens to allow easier access.  The Committee also congratulated Veolia and other officers involved for their efforts in being awarded a London in Bloom Walled Garden Silver Gilt award for their maintenance of the Walled Garden.

·                Grass and meadows: Members noted the continued improvement to the range of grasslands and associated wildlife within the park, as detailed within section 3.7 of the report.

·                Maintenance of Barham Park Building: Members noted the ongoing operational maintenance works and discussions regarding repairs to the units occupied by the Veterans Club and Friends of Barham Park Library.  The expenditure had been sourced from the Trusts unrestricted funds and included in the accounts from 2018/19.

·                Fire security system: Members noted the briefings being provided for tenant representatives at the Occupier’s Meetings regarding operation of the system for Barham Park and ability for each organisation to re-brief their own members as required.

·                Barham Park building Unit 7: Members noted the update provided by Chris Whyte (Operational Director, Environmental Services) regarding the ongoing negotiations with the lead tender applicant (the Friends of Barham Library) and their proposed partner organisation the Memory Lounge for provision of a Dementia Centre at Unit 7, with further clarification having also been sought on the partnership arrangements in terms of operation of the lease.  Members noted that the property comprised of two distinct areas, the Mess Room and a Store Room, with both areas requiring investment given their current condition, on which details were currently under discussion.  In support of these refurbishment costs confirmation was provided that Friends of Barham Park had been successful in securing funding through the Council’s Neighbourhood Community Infrastructure Levy fund.

·                Barham Park building Unit 8: Chris Whyte then  ...  view the full minutes text for item 7.

Notice of items to be raised under this heading must be given in writing to the Head of Executive and Member Services or his representative before the meeting. Any decisions taken urgently under this heading must comply with the provisions outlined in paragraph 39 of the Council’s Access to Information Rules (part 2 of the Constitution).

None.

No items of urgency business were raised at the meeting.