Agenda item

The Committee is asked to note and approve all matters in the report.

Steve Hollingworth, Advisor to the Trust, presented the report.

 

HS2 Bill Alternative Ecological Mitigation (AEM)

Steve Hollingworth noted that the AEM works were progressing in three stages. A conservation management plan had been circulated to the Friends and Members of the Committee for comments. The masterplan presented at the last Trust meeting had been discussed by the subgroup on 29^th October 2020. Detailed designs would be developed along with a 10-year management and maintenance plan to maximise habitat improvement for wildlife and increase biodiversity after the masterplan had been agreed so that the project could be tendered.

 

The Chair noted that following her discussions with the consultants, the updated plans would be completed by the 11^th January 2021 and a sub-group meeting would be held shortly after.

 

HS2 – Compensation Code Temporary access to Trust Land

Steve Hollingworth noted that this would be discussed alongside item 7.

 

Update on leases

Steve Hollingworth noted that officers had a positive meeting with Kensington Dragons Football Club (KDFC), and most actions had been resolved. However, KDFC requested a change from a 25 year to a 40-year lease. Steve Hollingworth noted that further advice needed to be obtained and the Council was exploring this option with the Property team.

 

The Chair requested that clear guidance be gathered from the Property team and circulated to members before a decision was made.

 

The Committee unanimously agreed to delegate authority to the Chair to approve the extension of lease to 40 years once further guidance and advice was received.

 

 

Action: Steve Hollingworth

Tennis Courts

Steve Hollingworth noted that a licence to use the old tennis courts to the South of Linford Christie Stadium by the Hospital’s development contractor had resulted in the discovery of asbestos. Therefore, the asbestos would need to be removed before the tennis courts could be used. Part of the cost for this would need to be offset against the income received for the licence.

 

It was noted that the details of the lease and the extent of the repairs required for the residential property Park Lodge were still being explored so that an options paper could be presented to the Committee.

 

The Chair asked for further clarification to be provided around the timeframe for resolving the asbestos issue. Steve Hollingworth explained that he didn’t have details on the exact timeframe for removing the asbestos. However, work would commence to ensure that this was removed as soon as possible.

 

Councillor Helen Rowbottom asked that the area be clearly sign posted, notifying the public of the works that would be carried out for the asbestos.

 

 

Implementing Strategic Governance Review Recommendations

Steve Hollingworth noted that the terms of reference for this review were still awaiting legal advice. The Committee would be updated when this was completed.

 

The proposed job description for the project manager role to support the implementation of the review recommendations had been circulated to Members for comments.

 

The Chair asked for further clarification to be provided on the key responsibilities for the Project Manager role and how these differed from the Development Manager. In response Steve Hollingworth provided an overview of the roles and responsibilities of the Project Manager, noting that this would be a dedicated full-time position to closely support the Trust. The Project Manager would be responsible for writing the reports, managing the business plan and developing good relationships with all stakeholders for the Scrubs. The Wormwood Scrubs Development Manager was also a full-time position and would specifically support the work of the ecological, biodiversity and mitigation plans for the Scrubs.

 

Members requested that a breakdown of the roles and responsibilities for all the various members of staff (to support the Trust) be circulated to the Committee.

 

Action: Steve Hollingworth

 

Community Safety Update

Steve Hollingworth provided an overview and noted that the very high visitor numbers on the Scrubs seen during the Covid-19 pandemic had reduced with the onset of colder weather but still were above normal.

 

51 incidents had been recorded at the Scrubs to date this year. This compared to

77 incidents in 2019 of which 21 related to homelessness. It was noted that professional dog walkers now required a licence, and this was implemented from October 2020.

 

Members asked what the process was for supporting homelessness on the Scrubs during the winter months. In response Steve Hollingworth explained that the Adult Social Care team would be notified of any homelessness related concerns. In addition, a hotline number would also be made available.

 

Grounds Maintenance and Site Management Update

Steve Hollingworth noted that the damage caused by all-weather pitches by many unauthorised users during lockdown was repaired and bookings had commenced.

 

It was noted that the request to repair the access road from Scrubs Lane was being progressed with part of the funding coming from KAA’s obligation to repair the road on completion.

 

The Committee unanimously agreed to delegate authority to the Chair to work with officers to resolve the access road issue and approve the funding for the repairs.

 

Stephen Waley-Cohen (Co-opted Member) asked for an update to be provided on the progress for the new management contract for the maintenance of the grounds. Steve Hollingworth noted that this was included under agenda item 7.

 

Stephen Waley-Cohen (Co-opted Member) asked for an update to be provided on the procurement process for the Linford Christie Stadium. Matt Rumble, Advisor to the Trust  provided an overview of the next steps, noting that work was still ongoing to prepare the procurement strategy, however the Council was making good progress. Officers would provide a timetable, setting out each stage of the procurement process at the next meeting.

 

 

It was noted that Matt Rumble would share the procurement documents with the Committee for comments, prior to the launch of the procurement process.

 

 

Action: Matt Rumble

Events

Steve Hollingworth noted that no events had been held at the Scrubs during the Covid-19 pandemic.

 

Audit and Accounts - Update on the 2018/19 and 2019/20 Accounts

Steve Hollingworth explained that the audit of 2018/19 had been concluded and final accounts were filed with the charity commission. The process to appoint an auditor for the 2019/20 financial year was now underway.

 

Financial Forecast 2020/21

Steve Hollingworth provided an overview of the key points and noted that the budget for 2020/21 was set with an anticipated surplus of £103,864 to be added to the Trust’s reserves. The current forecast (as at 25^th November 2020) was a much-reduced surplus of £8,395 which was £95,470 worse than budget (£1,209 better than last reported).

 

Income from pay and display and parking meters had increased since the introduction of cashless parking, but the Covid-19 lockdown had significantly impacted on income since March 2020.

 

The Chair asked if the Council was using Ringo across all the carparks. In response Steve Hollingworth noted that Ringo was rolled out across the borough and overall had proven to be successful.

 

Carmen Lomotey, Advisor to the Trust, explained that the option to introduce 7 days a week parking charges at the Wormwood Scrubs Charitable Trust car park had been explored. An enquiry was made with the Transport Parking Divisions team. For these operational hour changes to be implemented a permanent Traffic Regulation Order was required. The administrative cost to introduce 7 days a week parking was £1,764.

 

It was noted that the Traffic Orders team required official approval from the Committee before they could proceed.

 

The Committee unanimously agreed for a formal response to be drafted by Carmen Lomotey and sent to the Traffic Orders team for this to be explored further. The Chair also requested that adequate parking restrictions were introduced to the roads immediately surrounding the area in line with the carpark.

 

Action: Carmen Lomotey

Resolved:

That the Committee:

-        Noted the audit update and the audit procurement strategy for 2019/20

-        Noted the 2020/21 financial forecast

-        The Committee unanimously agreed to delegate authority to the Chair to approve the extension of lease to 40 years for KDFC once further guidance and advice was received

-        Unanimously agreed to delegate authority to the Chair to work with officers to resolve the KAA access road issue and approve the funding for the repairs.

-        Unanimously agreed for a formal response to be drafted by Carmen Lomotey and sent to the Traffic Orders Team for this to be explored further.

-        Noted all other matters in the report.