Agenda and minutes

Venue: Committee Rooms, 2nd Floor, West Wing, Guildhall

Contact: Email: Kerry.Nicholls@cityoflondon.gov.uk 

Items
No. Item

As Andrew McMurtrie had stood down as Chairman of the Finance, Audit and Risk Committee prior to the meeting, Trustees unanimously agreed that Peter Bennett be elected Chairman for the meeting.  A permanent Chairman of the Finance, Audit and Risk Committee would be appointed by the Board of Trustees at its meeting on 5 September 2019.

1.

Apologies

Minutes:

Apologies for absence were received from Deputy Clare James.

 ...  view the full minutes text for item 1.

2.

Declarations

Minutes:

Dawn Elliott declared that she was a Director and the Chair of Governors for the City Academy, Hackney.

 ...  view the full minutes text for item 2.

3.

Minutes pdf icon PDF 54 KB

To agree the public minutes of the meeting held on 28 February 2019.

 ...  view the full agenda text for item 3.

Minutes:

RESOLVED, that the minutes of the meeting held on 28 February 2019 be approved as a correct record.

 ...  view the full minutes text for item 3.

4.

Questions

Minutes:

There were no questions.

 ...  view the full minutes text for item 4.

5.

Any Other Business that the Chairman considers Urgent

Minutes:

There was no other business.

 ...  view the full minutes text for item 5.

5a

Trust Finance Policies pdf icon PDF 43 KB

Report of the Chief Financial Officer.

 

Please note: This report has been moved from non-public session (Item 13)

 ...  view the full agenda text for item 5a

Additional documents:

Minutes:

Trustees considered a report of the Chief Financial Officer presenting updated finance policies and the following points were made:

 

·    A number of minor changes had been made to City of London Academies Trust finance polices.  This included a new requirement in the Finance Policy for academies to provide a brief benchmarking report to the annual Financial Scrutiny/Review meeting and more scope within the Procurement and Tendering Policy for academies to utilise goods and services frameworks.  It was now specified within the Gifts and Hospitality Policy that school funds must not be used to purchase alcohol; however, this did not preclude the purchase of alcohol through other funds, such as by Parent Teacher Associations.

 

·    A Trustee requested further amendments be made to the Procurement and Tendering Policy to outline Tender Opening Procedures for electronic tenders.  The Chairman noted that this procedure should specify that all electronic tenders be opened at the same time.  The Director of Information and Communications Technology would be requested to identify a possible technological solution, such as the use of secure e-mail addresses or a portal.

 

RESOLVED, that Trustees recommend the following updated policies to the Trust Board for formal approval at its next meeting on 11 July 2019:

 

·         Finance Policy;

·         Procurement and Tendering Policy;

·         Gifts and Hospitality Policy;

·         Charging and Remissions Policy;

·         Reserves Policy; and,

·         Investment Policy.

 

 ...  view the full minutes text for item 5a

6.

Exclusion of the Public

Minutes:

RESOLVED, that the public be excluded and that Trustees move into private session.

 ...  view the full minutes text for item 6.

7.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 28 February 2019.

 ...  view the full agenda text for item 7.

Minutes:

RESOLVED, that the minutes of the meeting held on 28 February 2019 be approved as a correct record.

 ...  view the full minutes text for item 7.

8.

Outstanding Actions

Report of the Clerk.

 ...  view the full agenda text for item 8.

Minutes:

Trustees considered a report of the Clerk regarding outstanding actions arising from previous meetings.

 ...  view the full minutes text for item 8.

9.

Chief Financial Officer's Update

Report of the Chief Financial Officer.

 ...  view the full agenda text for item 9.

Minutes:

Trustees considered an update report of the Chief Financial Officer.

 ...  view the full minutes text for item 9.

10.

2019-20 Budget Planning

Report of the Chief Financial Officer.

 ...  view the full agenda text for item 10.

Minutes:

This item was withdrawn.

 ...  view the full minutes text for item 10.

11.

Health and Safety

Report of the Chief Financial Officer.

 ...  view the full agenda text for item 11.

Minutes:

Trustees considered a report of the Chief Financial Officer regarding health and safety in City of London Academies Trust schools.

 ...  view the full minutes text for item 11.

12.

Risk Register

Report of the Chief Financial Officer.

 ...  view the full agenda text for item 12.

Minutes:

Trustees considered a report of the Chief Financial Officer regarding the strategic risk register for the Trust.

 ...  view the full minutes text for item 12.

13.

Trust Finance Policies

Report of the Chief Financial Officer.

 ...  view the full agenda text for item 13.

Minutes:

This item was moved into the public session and considered as Item 5A: Trust Finance Policies.

 ...  view the full minutes text for item 13.

14.

Human Resources and Staffing Update

Report of the Human Resources Director.

 ...  view the full agenda text for item 14.

Minutes:

Trustees considered an update report of the Human Resources Director regarding Human Resources and Staffing.

 

 ...  view the full minutes text for item 14.

15.

Cluster Support Structures Implementation

The Chief Executive Officer to be heard.

 ...  view the full agenda text for item 15.

Minutes:

Trustees heard the Chief Executive Officer provide an update on Cluster Support Structures Implementation.

 ...  view the full minutes text for item 15.

16.

Non-Public Questions

Minutes:

There were no questions.

 ...  view the full minutes text for item 16.

17.

Any Other Business that the Chairman considers Urgent and the Committee Agrees can be considered whilst the Public are Excluded.

Minutes:

There was one item of other business.

 ...  view the full minutes text for item 17.

18.

Confidential Minutes

To agree the confidential minutes of the meeting held on 6 December 2018.

 

 ...  view the full agenda text for item 18.

Minutes:

RESOLVED, that the confidential minutes of the meeting held on 6 December 2018 be approved as a correct record.

 ...  view the full minutes text for item 18.