Agenda and draft minutes

Venue: Virtual meeting. The meeting can be viewed at: https://youtu.be/HG1p-4-8WLg

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

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Dawn Elliott.

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

2.

Declarations

Minutes:

Tijs Broeke declared that he served as Common Councillor to the ward of Cheap where Buzzacott LLP was a business voter in relation to Item 13: External Audit.

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

3.

Minutes pdf icon PDF 124 KB

To agree the public minutes of the meeting held on 27 February 2020.

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

Minutes:

With regard to Minute 3: Minutes, the Chief Financial Officer confirmed that a range of work was being undertaken as part of the review of asset management and that this would be incorporated into a Trust-wide asset management plan.

 

In considering Minute 5: School Condition Allocation 2019-20, the Chief Financial Officer advised that the Trust had been allocated School Condition funding of £573,886 for the 2020-21 financial year, and that planned projects were being taken forward.  The Trust had approached the Education and Skills Funding Agency to request an extension be granted, should the programme of works be delayed as a result of the COVID-19 pandemic.

 

RESOLVED, that the minutes of the meeting held on 27 February 2020 be approved as a correct record.

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

4.

Finance Policies for the Trust pdf icon PDF 71 KB

Report of the Chief Financial Officer.

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

Additional documents:

Minutes:

Trustees considered a report of the Chief Financial Officer presenting a suite of key finance policies for review and the following point was made:

 

·         A Co-opted Trustee suggested that the new Expenses Claim Policy be re-drafted to reduce duplication.  Trustees agreed that the Expenses Claim Policy be re-drafted and presented to the meeting of the Board of Trustees on 3 September 2020 for consideration and approval.

 

RESOLVED, that:

 

·         The following updated policies be recommended for approval by the Board of Trustees at its meeting on 9 July 2020:

 

        Finance Policy;

        Procurement and Tendering Policy;

        Gifts and Hospitality Policy;

        Charging and Remissions Policy;

        Reserves Policy; and,

        Investment Policy

 

·         The Expense Claim Policy be re-drafted and submitted to the meeting of the Board of Trustees on 3 September 2020 for consideration and approval.

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

5.

Questions

Minutes:

There were no questions.

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

6.

Any Other Business that the Chairman considers Urgent

Minutes:

There was no other business.

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

7.

Exclusion of the Public

MOTION – That the public be excluded for the remaining items of business as they are likely to involve discussion on matters deemed commercially sensitive to the City of London Academies Trust.

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

Minutes:

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

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

8.

Non-Public Minutes

To consider the non-public minutes of the meeting held on 27 February 2020.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 27 February 2020 be approved as a correct record.

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

9.

Outstanding Actions

Report of the Clerk.

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

Minutes:

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

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

10.

Trustee Training Requirements

The Town Clerk to be heard.

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

Minutes:

Trustee training requirements were considered.

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

11.

Chief Financial Officer's Update

Report of the Chief Financial Officer.

 

Trustees are asked to note two confidential appendices at Agenda Item 20.

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

Minutes:

Trustees considered an update report of the Chief Financial Officer.

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

12.

Internal Audit

Report of the Chief Financial Officer.

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

Minutes:

Trustees considered a report of the Chief Financial Officer on the Trust’s internal audit arrangements.

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

13.

External Audit

Report of the Chief Financial Officer.

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

Minutes:

Trustees considered a report of the Chief Financial Officer on the Trust’s external audit arrangements and seeking approval for the appointment of the external auditors for the Trust.

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

14.

Trust Strategic Risk Register

Report of the Chief Financial Officer.

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

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 14.

15.

Health and Safety Monitoring in Trust Schools (To Follow)

Report of the Director of Estates and Facilities Management.

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

Minutes:

Trustees considered a report of the Director of Estates and Facilities Management regarding health and safety monitoring in City of London Academies Trust schools.

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

16.

ICT Update

Report of the Director of ICT.

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

Minutes:

Trustees considered an update report of the Director of Information and Communications Technology.

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

17.

Non-Public Questions

Minutes:

There were no questions.

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

18.

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

Minutes:

There was no other business.

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

19.

Confidential Minutes

To agree the confidential minutes of the meeting held on 27 February 2020.

 ...  view the full agenda text for item 19.

Minutes:

RESOLVED, that the confidential minutes of the meeting held on 27 February 2020 be approved as a correct record.

 ...  view the full minutes text for item 19.

20.

Chief Financial Officer's Update - Extract from Non-Public Report

Confidential appendices to be read in conjunction with Agenda Item 11.

 ...  view the full agenda text for item 20.

Minutes:

Trustees considered confidential appendices of an update report of the Chief Financial Officer.

 ...  view the full minutes text for item 20.

21.

Human Resources and Staffing Update

Report of the Human Resources Director.

 ...  view the full agenda text for item 21.

Minutes:

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

 ...  view the full minutes text for item 21.