Agenda and minutes

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

Contact: Leanne Murphy
tel. no.: 020 7332 3008  Email: leanne.murphy@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

There were no apologies.

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

2.

Members Declarations under the Code of Conduct in respect of Items on this Agenda

Minutes:

There were no declarations.

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

3.

Minutes pdf icon PDF 123 KB

To approve the public minutes and summary of the last meeting held on 2 November 2020.

 

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

Minutes:

The draft public minutes of the Finance & Risk Committee meeting held on 2 November 2020 were approved as a correct record.

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

4.

Internal Audit Update pdf icon PDF 136 KB

Report of the Head of Audit & Risk Management.

 

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

Additional documents:

Minutes:

The Committee considered a report of the Head of Audit & Risk Management providing Members with an update in respect of Internal Audit activity related to the Barbican Centre since the November meeting of this Committee.

 

Members were informed that the review of the Centre’s Bars had been completed; however, the recommendations from that review would be delayed in the absence of trading as a result of the current national lockdown.

 

The security audit was signed off and due to be implemented imminently. It was highlighted that this was given an amber assurance rating purely in light of the seriousness of the risks being addressed.

 

A summary of the 2021 Audit Plan for the year was presented to Members and it was noted that the planned Health and Safety Review would now likely be delayed until next year. The Head of Audit & Risk Management confirmed that other assurance sources could be used to measure health and safety concerns in the meantime.

 

A typo was noted in paragraph 12 of the report whereby the wrong year was listed and should say 2021/22.

 

With regards to audit recommendations, Members were advised that recommendation 3 concerning corporate sponsorship had been implemented and two follow-ups were undertaken.

 

In response to a query concerning Barbican retail systems, Members were informed that all recommendations were audited and approved prior to the last meeting and the systems were now completely compliant.

 

A Member felt it was important that the Committee gave Management a clear steer that dealing with Covid related risks were the priority and closing minor risks was not urgent and could be delayed until 2022. Members supported this sentiment.

 

RESOLVED - That Members:-

 

·         Note the report;

 

·         Consider the appropriateness of the delays in high priority recommendations implementation;

 

·         Provide input to high level audit planning proposals for

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

5.

Health and Safety Annual Report pdf icon PDF 191 KB

Report of the Director of Operations and Buildings.

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

Minutes:

The Committee received a report of the Director of Operations and Buildings providing Members with an update on the Centre’s Health and Safety activities and provision over the last year and agenda items for 2021.

 

The Director of Operations and Buildings advised that the focus for the year had been the Covid-19 pandemic. When the Centre was open, over 70k people visited with 98% of visitors recorded that they felt safe or very safe. Risks and security continued to be reviewed with management to deal with the appropriate recommendations.

 

RECEIVED.

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

6.

Projects Update Report pdf icon PDF 249 KB

Report of the Director of Operations and Buildings.

(N.B. – To be read in conjunction with the non-public appendix at Item _)

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

Minutes:

The Committee received a report of the Director of Operations and Buildings providing Members with an update on the Centre’s maintenance and refurbishment projects that fall under the Cyclical Works Programme (CWP) and additional projects funded from other sources.

 

The Director of Operations and Buildings confirmed that the Officers had used the time during the lockdowns wisely and the Centre looked better than ever. Thanks was given to the City Surveyor’s, Engineering and Projects Teams for their assistance.

 

RECEIVED.

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

7.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

8.

Any other Business THAT THE CHAIRMAN CONSIDERS URGENT

Minutes:

There were no urgent items.

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

9.

EXCLUSION OF THE PUBLIC

MOTION – That under Section 100A of the Local Government Act 1972, the public be excluded from the meeting for the following items, on the grounds that they involve the likely disclosure of Exempt Information, as defined in Part 1, of Schedule 12A of the Local Government Act.

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

Minutes:

RESOLVED – That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Local Government Act.

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

10.

Non-Public Minutes

To approve the non-public minutes of the last meeting held on 2 November 2020.

 

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

Minutes:

The draft non-public minutes of the Finance & Risk Committee meeting held on 2 November  2020 were approved as a correct record.

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

11.

Covid-19 Situation Update

Report of the Chief Operating and Financial Officer.

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

Minutes:

The Committee considered a report of the Chief Operating and Financial Officer providing Members with an update on the current situation for the Centre as a result of the Covid-19 pandemic.

 

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

12.

Business Plan Update

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Committee considered a report of the Chief Operating & Financial Officer updating Members on the Barbican business plan, setting out a reporting framework for future Board meetings.

 

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

13.

Brexit planning update

Report of the Managing Director.

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

Minutes:

The Committee received a report of the Managing Director setting out the out the key areas of the business likely to be affected by the end of the Brexit transition period and how this could impact the Barbican’s work.

 

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

14.

Barbican Business Review - November 2020 (Period 8 - 20/21)

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Committee considered a report of the Chief Operating & Financial Officer setting out the Business Review for the November 2020 (Period 8 – 20/21) accounts.

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

15.

Cyber Security Annual Report

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Committee received a report of the Chief Operating & Financial Officer providing Members with an annual summary of the Barbican’s Information Security posture, covering the most prominent external cyber threats, the cyber-related achievements for the year, professional training and development, current system proposals, staff cyber training programme and current risks.

 

 

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

16.

Bad Debts Annual Update

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Committee received a report of the Chief Operating & Financial Officer providing Members with an annual summary of the Barbican’s bad debts for the period up to December 2019.

 

 

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

17.

PROJECTS UPDATE: NON-PUBLIC APPENDIX

To be read in conjunction with the report at Item _.

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

Minutes:

The Committee received the non-public Projects Update appendix to be read in conjunction with item 6.

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

18.

Controversial Programming Risk Register

Report of the Interim Artistic Director.

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

Minutes:

The Committee received a report of the Interim Artistic Director updating Members on the Programming Controversial Risk Register and the identified potential risks that occur as a result of specific programmed events and activities, as well as outlining the mitigation processes in place for each.

 

 

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

19.

Cote Restaurant update

Oral update – the Director of Operations and Buildings to be heard.

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

Minutes:

The Committee received a verbal update from the Director of Operations and Buildings concerning Cote Restaurant.

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

20.

Risk Update

Report of the Director of Operations and Buildings.

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

Minutes:

The Committee considered a report of the Director of Operations and Buildings updating Members on the risk management system in place at the Barbican, the significant risks that have been identified and measures for mitigation of these risks.

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

21.

NON-PUBLIC QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE

Minutes:

There was one question.

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

22.

ANY OTHER BUSINESS THE CHAIRMAN CONSIDERS URGENT WHILST THE PUBLIC ARE EXCLUDED

Minutes:

There was one urgent item.

 ...  view the full minutes text for item 22.