Agenda, decisions and minutes

RESOLVED to appoint Councillor M.Butt as Chair and Councillor Krupa Sheth as Vice-Chair of the Trust Committee for the 2021-22 Municipal Year.

RESOLVED to appoint Councillor Muhammed Butt as Chair and Councillor Krupa Sheth as Vice-Chair of the Trust Committee for the 2021-22 Municipal Year.

Members also took the opportunity to thank Councillor McLennan for her previous work and efforts as former Chair of the Trust Committee.

For the Committee to note any apologies for absence.

None.

None.

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

Councillor Stephens declared a personal interest as a Sudbury local ward councillor.

Councillor Stephens declared a personal interest as a Sudbury local ward councillor.

To approve the attached minutes of the previous meeting held on 01 September 2020 as a correct record.

RESOLVED that the minutes of the previous Trust Committee held on Tuesday 1 September 2020 be agreed as a correct record.

RESOLVED that the minutes of the previous meeting held on Tuesday 1 September 2020 be agreed as a correct record.

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

None.

None.

Noted the verbal updates provided from the following individuals and organisations who had requested to speak at the meeting:

·                Councillor Daly (local ward councillor) - highlighting local views in relation any potential development of the Park cottages at 776-778 Harrow Road and impact on Barham Park.

·                Paul Lorber – representing the Friends of Barham Park Library and in support of the letting of Unit 7 within the Barham Park Building.

·                Danny Maher - representing Ashford Place highlighting support for the potential letting of Unit 7 within the Barham Park Building for use as a dementia centre and hub.

·                Shivakumar Gurung – representing Tamu Samaj UK as one of the tenant organisations within the Barham Park Building.

Prior to consideration of the main agenda Councillor Muhammed Butt (as Chair) advised the Trust Committee that he had accepted a number of requests to speak at the meeting from a range of stakeholders in relation to matters due to be considered on the agenda.

Each representative was then invited to address the meeting with the following comments highlighted.

Councillor Daly (local ward councillor) was the first to address the Trust Committee highlighting local views in relation to potential development of the cottages at 776-778 Harrow Road and impact on Barham Park.  Members were reminded of the affection and affinity within which the park was held by the local community and their commitment towards ensuring its character was maintained and not lost or adversely impacted by any new local development.  Whilst pointing out that local residents were not opposed to redevelopment, Councillor Daly felt it important to recognise this was on the basis that any development did not have an overbearing impact both in terms of design and biodiversity of the park or restricted public access to the site.

Councillor Muhammad Butt thanked Councillor Daly for highlighting views expressed by the local community and then invited Paul Lorber, representing the Friends of Barham Park Library (FoBL) (as an online participant) to address the Trust Committee.

Paul Lorber advised he was speaking in support of the lease of Unit 7 in the Barham Park building to the Friends of Braham Park Library in order to provide a Dementia Hub working in partnership with The Memory Lounge, with the process having been ongoing over the previous two years.  This had involved FoBL having secured Neighbourhood Community Infrastructure Levy (NCIL) funding to support the associated internal refurbishment works.  As a result the organisation was now keen to finalise the necessary lease approval so that the next stage, in terms of any planning approvals required, could begin on what he pointed out was a much needed community development.  The Dementia Hub would be operated in partnership with the Memory Lounge and provide community support, outreach work and private consultations for individuals suffering with Dementia and their families.  In addressing the Trust Committee Paul Lorber advised that FoBL, working collaboratively with the Council and Trust, were keen to secure a successful conclusion to the process so that the community could benefit as soon as possible from the scheme.

Councillor Butt thanked Paul Lorber for his comments and then invited Mr Danny Maher to speak representing Ashford Place & Community Action on Dementia (CAD).

Danny Maher representing Ashford Place & Community Action on Dementia also took the opportunity to highlight his support for the letting of Unit 7 within the Barham Park Building for use as a dementia centre and hub providing crucial support to those in need within the community.  He advised members that in addition to the NCIL funding which had been secured, the scheme had also been awarded funding from the Big Lottery and were confident of additional funding streams in the future to continue  ...  view the full minutes text for item 6.

This report presents the 2020-21 annual report and accounts for the Barham Park Trust, which there is a statutory requirement to produce for each financial year.

RESOLVED to:

(1)     Approve the annual report and the Barham Park Trust’s Accounts for 2020/21.

(2)     Note the Independent Examiner’s Review of the Barham Park Trust’s Accounts for 2020/21.

(3)     Authorise officers to update the Charity Commission with the Annual Report and the Accounts for 2020/21 of the Barham Park Trust.

(4)     Authorise officers to prepare a financial strategy in respect of the Barham Park Trust for consideration at a future meeting of the Trust Committee.

Olga Bennet (Head of Finance) introduced a report presenting the Annual Report and Accounts for the Barham Park Trust for 2020/21.  In considering the report Members noted:

·             The work undertaken on behalf of the Trust as detailed within the Annual Report, which had included repair and improvement works to the park and ongoing work to secure tenants for the various buildings on site;

·             The accounts had been subject to an independent examination by the Head of Audit & Investigations, with the outcome attached as Appendix C to the report on the agenda.  This had confirmed that there were no issues regarding the accounts that needed to be brought to the attention of the Trust Committee;

·             During 2020/21 the Trust had incurred expenditure of £96,283 on maintenance of the building complex and park, which had comprised £60,383 of unrestricted funds expenditure and £35,900 of restricted funds.  The Trust had generated £81,300 receipts from rental income and interest earned although members were advised this also included £76k of cumulative rental income due but not yet paid.  Given the potential impact this had on the Trust’s assets in terms of unrestricted cash funds, members were being asked to approve work being undertaken on development of a longer term financial strategy for the Trust to ensure it was able to continue operating on a viable and sustainable basis;

·             The current position in respect of the restricted funds balance as at 31 March 21 and progress of works for which funding had previously been allocated, as detailed within sections 3.12 – 3.14 of the report.

Having noted the update provided and support for the development of the longer term financial strategy in order to ensure the park and its facilities could be sustained over the long term as an important asset for the local community, the Trust Committee RESOLVED to:

(1)    Approve the annual report and the Barham Park Trust’s Accounts for 2020/21.

(2)    Note the Independent Examiner’s Review of the Barham Park Trust’s Accounts for 2020/21.

(3)    Authorise officers to update the Charity Commission with the Annual Report and the Accounts for 2020/21 of the Barham Park Trust.

(4)    Authorise officers to prepare a financial strategy in respect of the Barham Park Trust for consideration at a future meeting of the Trust Committee.

To update Members of the Barham Park Trust Committee on options for funding the exterior renovation of the Barham Park building.

RESOLVED:

(1)      To note and agree to the proposal for officers to investigate sources of funding in relation to the exterior renovation of the Barham Park Building and for the Operational Director for Environmental Services to approach the Council regarding seeking council capital funding towards funding the exterior renovation of the Barham Park building.

(2)     To approve that the total sum of £258,000 towards the part of the items of expenditure as set out in paragraphs 3.24 and 3.25 of the report for funding the exterior renovation of the Barham Park building, be paid from the Trust’s remaining uncommitted restricted funds and permanent endowment arising from the sale proceeds of 776 and 778 Harrow Road, Wembley HA0 2HE.

(3)      That officers seek permission of the Charity Commission to spend the estimated sum stated in the resolution in (2) above from the Trust’s uncommitted restricted funds using the procedure set out in section 282 of the Charities Act 2011.

(4)     That officers be authorised to submit the necessary application for permission to the Charity Commission and authority be delegated 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.

(5)      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.

Chris Whyte, Operational Director Environmental Services, introduced a report setting out options for funding exterior renovation of the Barham Park building.

In considering the report members noted the extent of the renovation works required and issues identified as a result of the deterioration of the exterior of the building, which included damage to window frames and the interior of the building; heat management and increased energy use, higher carbon emissions and costs and the impact on the buildings overall appearance and tenanted activities.  Work funded by the Trust had already been undertaken to survey the renovation works required in relation to the windows and external condition of the building which would be compliant with its local Listed Building status and modern building standards, with a breakdown of the costs detailed within section 3.25 of the report.

Whilst the Trust had been unsuccessful with previous funding bids to support the renovation works through both the Neighbourhood Community Infrastructure Levy (NCIL) and Lottery Heritage Fund process it had been possible to secure approx. £167k through the Public Sector Decarbonisation Scheme towards the required works.  This had been on the basis of the building having been identified as a priority due to energy conservation needs with the potential also identified to support this with an application for capital funding from the Council, although it was noted this would be subject to provision of the necessary business case and assessment against other priorities.  In order to fund the remaining balance of the estimated project costs, members were also being asked to consider use of the remaining uncommitted restricted funds within the Trust Accounts totalling £228k, which subject to approval, it was noted would also require consent by the Charity Commission.  Given the benefits associated with the renovation works in terms of both current and future use of the building and its ability to generate rental income for the Trust in support of them being able to continue functioning effectively, members were supportive of the approach outlined in terms of the proposed use of the available uncommitted element of their restricted funds to fund the exterior renovation works.  Members also noted that discussions remained ongoing with the Lottery Heritage Fund regarding the potential use of any other available grant schemes.

Having noted the extent of the renovation works required and importance of the building as a community asset and in terms of the ongoing operation of the Trust it was RESOLVED:

(1)        To note and agree to the proposal for officers to investigate sources of funding in relation to the exterior renovation of the Barham Park Building and for the Operational Director for Environmental Services to approach the Council regarding seeking council capital funding towards funding the exterior renovation of the Barham Park building.

(2)    To approve that the total sum of £258,000 towards the part of the items of expenditure as set out in paragraphs 3.24 and 3.25 of the report for funding the exterior renovation of the Barham Park building, be paid  ...  view the full minutes text for item 8.

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

RESOLVED:

(1)      To note the issues set out in the report and agree that members of the Trust Committee be invited to undertake a site visit in order to meet current occupiers and inspect the Barham Park Building.

(2)     To delegate authority to the Operational Director for Environmental Services in consultation with the Chair of the Trust Committee to decide on how to proceed moving forward regarding the letting of Unit 7 of the Barham Park Building.

(3)     To note that an independent valuation is being undertaken in respect of Unit 8 of the Barham Park Building (Children’s Centre) and thereafter, that officers will make arrangements for a public notice to be provided regarding the proposed lease renewal of Unit 8 to the Council.

(4)     To delegate authority to the Operational Director for Environmental Services to consider responses and objections in relation to the public notice regarding the proposed renewal of the lease in respect of Unit 8 of the Barham Park Building and address such issues in an application to the Charity Commission to seek consent to enter into the lease with the Council.

(5)     To delegate authority to the Operational Director for Environmental Services to apply to the Charity Commission to seek their consent for the Trust to enter into a further five year lease with the Council in respect of Unit 8 of the Barham Park Building with consent to sublet the property to an organisation to continue the Children’s Centre service on similar terms to the previous lease which was signed on 28 October 2016.

(6)     Subject to consent of the Charity Commission, to delegate authority to the Operational Director for Environmental Services to make arrangements for the Trust to enter into a five year lease with the Council in respect of Unit 8 of Barham Park Building at a market rental set by the independent valuer.

(7)     To delegate authority to the Operational Director for Environmental Services to enter into a lease renewal with the Barham Park Veterans Club (Wembley) in respect of Unit 2 of the Barham Park Building as set out in section 3.15 of the report.

(8)     To authorise the Operational Director for Environmental Services to enter into discussions with the owners of 776-778 Harrow Road to explore the possibilities of reaching agreement to amend the restricting covenants on that property for the benefit of the Trust.

Chris Whyte, Operational Director Environmental Services, introduced the report providing an update on operational issues at Barham Park along with current progress on a range of projects.

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

·             General operational works – Members noted that operational grounds maintenance works continued to be undertaken by the Council’s main contractor Veolia.

·             Security and anti-social behaviour - as detailed within section 3.2 of the report, with members noting the incidents identified and ongoing work with the police to monitor and address them supported by the Public Space Protection Order covering all Brent’s parks and open spaces.

·             Rough sleeping with the Park - as detailed in section 3.4 of the report, with members noting the ongoing work being undertaken with St Mungo’s and other partners to address the issue and support those individuals sleeping rough to access accommodation and other assistance according to their needs.

·             Grass and meadows - with members noting the continued progress and improvements being made to the range of grasslands and associated wildlife within the park, as detailed within section 3.6 of the report.

·             Fire Security System - with members noting the ongoing briefings being provided for tenant representatives on operation of the system, which continued to perform well, as detailed in section 3.8 of the report.

·             The progress being made in relation to works previously approved through the Trust’s Restricted Funds, as detailed within section 3.17 – 3.24 of the report.

·             The progress in relation to works associated with tree planting and replacement, the Queen Elizabeth II Silver Jubilee Garden and Walled Garden Pool as detailed within section 3.25 – 3.28 of the report.

In addition to the operational issues identified above, members also received updates in relation to the following specific property and tenancy related issues:

·             Barham Park building Unit 7: Members noted the update provided by Amin Soorma (Property Services) regarding the ongoing negotiations with the lead tender applicant (The Friends of Barham Library FoBL) and their proposed partner organisation the Memory Lounge, for a Dementia Centre at Unit 7 with the main outstanding issue being whether the proposed use represented a sub-letting or was considered a partnership in terms of operation of any lease arrangements.  Whilst the tender marketing process had been clear that a sub-lease would not be considered, the provisionally accepted tenant of Unit 7 (FoBL) and the Memory Lounge project had envisaged use of the vacant unit as a partnership rather than sub tenancy arrangement and had also been successful in securing NCIL funding to provide significant investment for refurbishment works.  Having noted the options identified and being keen to support a partnership arrangement, members were minded to delegate a final decision on the letting of Unit 7 to the Operational Director for Environmental Services in consultation with the Chair of the Trust Committee.

·             Barham Park building Unit 8: Members noted the update provided in relation to renewal of the lease for Unit 8 to the Children Centre.  Members were reminded that  ...  view the full minutes text for item 9.

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.

It was noted that should any further meetings of the Trust Committee be required during the year these would be arranged as needed.

No items of urgent business were raised at the meeting, with members noting that should it be required, a further meeting of the Trust would be arranged to consider any further strategic property matters arising from the updates which had been provided.