Agenda, decisions and minutes

RESOLVED to confirm the appointment of Councillor Muhammed Butt as Chair and Councillor Mili Patel as Vice-Chair of the Trust Committee for the 2022-23 Municipal Year.

RESOLVED to confirm the appointment of Councillor Muhammed Butt as Chair and Councillor Mili Patel as Vice-Chair of the Trust Committee for the 2022-23 Municipal Year.

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 or personal interests in the items on this agenda and to specify the item(s) to which they relate.

No declarations of interest were made at the meeting.

No declarations of interest were made at the meeting.

To approve the minutes of the previous meeting held on Thursday 27 January 2022 as a correct record.

RESOLVED that the minutes of the previous Trust Committee held on Thursday 27 January 2022 be agreed as a correct record.

RESOLVED that the minutes of the previous meeting held on Thursday 27 January 2022 be agreed as a correct record.

None.

None.

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 Lorber (representing the Friends of Barham Library) was the first to address the Trust Committee highlighting a number of property related issues relating to the current building on the estate.  These included concerns in relation to out-dated signage around the complex and arrangements for the Fire Alarm test, which he advised were in addition to the points raised in a separate email submitted prior to the meeting regarding the provision of public toilet facilities, progress in a final decision being made on the use of Unit 7 and the potential use of alternative renewable energy sources.

Having thanked Councillor Lorber for his comments, Councillor Muhammed Butt advised that a written response on the various matters raised would need to be provided following the meeting.  He then moved on to welcome Debbie Howe (Project Manager Dementia Hubs Brent) and invited her to address the meeting.

As well speaking on behalf of the Dementia Hubs Project, Debbie Howe advised that she was also representing Ashford Place & Community Action on Dementia in order to highlight the work being undertaken through the Dementia Memory Lounge and Café (supported by the Dementia Hub Project) in relation to community support, outreach work and private consultations for individuals suffering with Dementia and their families.  In addition, the Trust were advised that the Hub were keen to explore the potential to enable temporary use of part of Unit 7 within the Barham Park Building in order to complement the support being provided through the provision of an additional dedicated space for small private advice & guidance sessions using part of the Neighbourhood Community Infrastructure Levy (NCIL) funding allocated to bring the Mess Room area back into use.

Councillor Muhammed Butt thanked Debbie Howe for her comments and the positive work being undertaken through the Dementia Hub Project in relation to the provision of dementia support across the borough.  Whilst willing to consider the support available to address the issues highlighted, Councillor Butt advised it would not be possible to provide assurances around the unit identified at this stage, pending the outcome of the wider strategic property review of the Barham Park building.

As a final contribution, Councillor Muhammed Butt then invited Mahendra Desai (representing the Barham Park Veterans Club) to speak as one of the Trust’s tenant organisations.

In addressing the Trust Committee Mahendra Desai advised he was speaking as Chair of the Veterans Club in order to outline concerns regarding the current state of repair, windows and upgrade of the boiler within Unit 2 of the Barham Park Building.

Councillor Butt thanked Mahendra Desai for his comments and attending the meeting and advised that the  ...  view the full minutes text for item 6.

This item presents the annual report for the Barham Park Trust for 2021/22.  There is a statutory requirement to produce an Annual Report, including the Accounts each financial year.

RESOLVED to:

(1)    Approve the annual report and the Barham Park Trust’s Accounts for 2021/22.

(2)    Note the Independent Examiner’s Review of the Barham Park Trust’s Accounts for 2021/22.

(3)    Authorise officers to update the Charity Commission with the Annual Report and the Accounts for 2021/22 of the Barham Park Trust.

Solomon Akuffo, Senior Finance Analyst, introduced the Annual Report and Accounts for the Barham Park Trust for 2021/22.  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 3 to the report on the agenda.  The audit had resulted in a minor adjustment to the Accounts in relation to property rental income, with it recommended that income related to the funfair held on the estate should be reported separately from all other property rental income.  There had been no other issues regarding the accounts needing to be brought to the attention of the Trust Committee.

·            The overall improvement in the Trust’s Accounts for 2021/22 when compared to the previous year in terms of expenditure and income.  During 2021/22 the Trust had incurred expenditure of £61,105 on maintenance of the building complex and park, which had all been comprised of unrestricted funds and was £35,178 less than the previous year.  The Trust had generated £123,599 receipts from rental income and interest earned (an improvement of £23,681 from the previous year) although members were advised this also included £55,967 of cumulative rental income due but not yet paid.  In terms of the Trust’s overall assets this had resulted in an unrestricted cash fund balance of £141k (not including the £56k rental income due but not yet received) and a restricted cash fund balance of £353k which again represented an improved position when compared to 2020/21.

·            The current position in respect of the restricted funds balance as at 31 March 22 and funding previously agreed, as detailed within sections 3.10 of the report.

The following comments and issues were highlighted by members in response to presentation of the 2021/22 Annual Report and Accounts:

·            Whilst recognising the improvement in the Trust’s financial position during 2021/22 details were sought on any potential risks identified in terms of the financial and operational viability and sustainability of the Trust.  In response officers advised that the main risk identified had involved the arrears in relation to rental income.  As mitigation, however, Members were advised of the arrangements established, following discussion with tenants, to improve collection and reduce the overall debt in an effort to clear the arrears incurred during the pandemic by March 2024.

Having noted the update provided and positive work being undertaken to manage the Trust’s financial position 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 2021/22.

(2)    Note the Independent Examiner’s Review of the Barham Park Trust’s Accounts for 2021/22.

(3)    Authorise officers to update the  ...  view the full minutes text for item 7.

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

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

·            Councillor Lorber – (representing the Friends of Barham Park Library) highlighting concerns in relation to out dated signage around the complex and arrangements for the Fire Alarm test, which he advised were in addition to the points raised in a separate email he had also submitted.

·            Debbie Howe (Brent Dementia Hub – Project Manager) highlighting the work being provided through the Dementia Memory Lounge and Café supported through the Dementia Hub Project.  In addition, The Trust were advised that the Hub were keen to explore the potential to enable temporary use of part of Unit 7 within the Barham Park Building in order to complement the support already being provided through the provision of an additional dedicated space for small private advice & guidance sessions using part of the NCIL funding already allocated, in order to bring the Mess Room area back into use.

·            Mahendra Desai (representing the Barham Park Veterans Club) regarding the current state of repair and upgrade of the boiler within Unit 2 of the Barham Park Building.

The Chair advised that the issues raised had been noted and would be responded to as appropriate.  In moving on to then consider the General Update report it was RESOLVED:

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

(2)    To authorise that the day to day Trustee functions and decision making of the Barham Park Trust be delegated to the Council’s Director of Environment & Leisure following the Council’s senior management restructure process and to authorise any previous decisions of the Trust Committee to delegate authority to the Operational Director of Environmental Services that have yet to be exercised to be delegated to the Council’s Director of Environment & Leisure.

Chris Whyte, Director Environmental & Leisure, introduced the report providing an update on operational issues at Barham Park along with current progress on a range of projects.  As context to the update provided, members were reminded of the decision made by the Trust on 27 January 2022 to appoint an architect to undertake an initial options appraisal of the Barham Park building as part of a strategic property review.  The architect had subsequently been appointed and work was now progressing on the review with the proposals, once finalised, due to be reported back to the Trust Committee in order to consider the way forward.  Pending this process being completed the position regarding the existing Units within the building would remain as previously reported.

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

·             Following a recent senior management restructure within the Council it was noted that delegation of the day-to-day trustee functions and decision making in relation to operational aspects of the Trust’s activities would need to be updated from the Operational Director Environmental Services to the Director Environment & Leisure to reflect the change in post title.

·             Security and anti-social behaviour - as detailed within section 3.2 of the report, with members noting that littering continued to be an issue alongside concerns relating to the feeding of pigeons.  Members noted the work being undertaken with Veolia (as the operational grounds maintenance contractor) to maintain the cleanliness of the park working with volunteers, who were thanked for their efforts and support.

·             Rough sleeping with the Park - as detailed in section 3.4 of the report, with members noting the ongoing work being undertaken with StreetLink and St Mungo’s to address the issue and support those individuals sleeping rough to access accommodation and other assistance according to their needs.  Members were advised that the east side recessed porch area of the Barham Park building had been used by one or more persons sleeping rough during the year.  When vacated the area had received a thorough clean and jet-wash with anyone concerned about the welfare of rough sleepers being encouraged to report these via StreetLink London.

·             Gated access – as detailed within section 3.5 of the report, with members advised that in response to security concerns officers had been investigating the feasibility of requests received from Unit 8 (Children Centre) and Units 3 & 5 (ACAVA) for a gate to cover the recessed porch area within each of the units.  These proposals were being reviewed as part of the wider strategic property review in order to provide enhanced security to better assist with management of the Barham Park building.

·             Park events – as detailed within section 3.6 – 3.7 of the report, with members having noted and welcomed the enhanced range of events successful hosted within the Park including the return of Irvin’s Fun Fair, as well as Brent Let’s Grow (a training event for young people organised by Young Brent Foundation) and also the Shree Gurupournima Utsav festival.  In addition, members  ...  view the full minutes text for item 8.

Notice of items to be raised under this heading must be given in writing to the Head of Executive and Member Services or their 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 any further meetings of the Trust Committee be required during the year these would be arranged as needed.