Agenda and minutes

Venue: Fountain Room, Level G, Barbican Centre, Silk Street

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

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Stephen Bediako, Simon Duckworth, Gerard Grech, Deputy Wendy Hyde, Judith Pleasance and The Rt Hon. the Lord Mayor, Alderman William Russell.

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

2.

Members' Declarations under the Code of Conduct in respect of items on the agenda

Minutes:

There were no declarations.

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

3.

Minutes

Minutes:

3a

Barbican Centre Board pdf icon PDF 60 KB

To approve the public minutes and summary of the Barbican Centre Board meeting held on 18 September 2019.

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

Minutes:

The public minutes and summary of the Board meeting held on 18 September 2019 were approved as a correct record.

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

3b

Finance Committee pdf icon PDF 57 KB

To receive the draft public minutes and summary of the Finance Committee of the Barbican Centre Board meeting held on 4 November 2019.

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

Minutes:

The draft public minutes of the Finance Committee meeting held on 4 November 2019 were received.

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

3c

Risk Committee pdf icon PDF 62 KB

To receive the draft public minutes and summary of the Risk Committee of the Barbican Centre Board held on 4 November 2019.

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

Minutes:

The draft public minutes of the Risk Committee meeting held on 4 November 2019 were received.

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

3d

Nominations Committee pdf icon PDF 50 KB

To receive the draft public minutes and summary of the Nominations Committee of the Barbican Centre Board held on 4 November 2019.

 

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

Minutes:

The draft public minutes of the Nominations Committee meeting held on 4 November 2019 were received.

 

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

4.

Outstanding Actions and Work plan pdf icon PDF 45 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

The Board noted the various outstanding actions and the updates provided thereon. The workplan for Board meetings in 2019/20 was also noted.

 

With regards to action 2, Members were advised that a Civil Strategy was being drafted and would be brought to the January 2020 Board meeting. A National Strategy would follow in March 2020.  

 

Concerning action 6, Members were informed that there was an international section on the Barbican website and the map would join the other international work.

 

 

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

5.

Management Report by the Centre's Directors pdf icon PDF 331 KB

Report of the Managing Director.

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

Minutes:

Members received a report of the Managing Director providing updates from the Barbican Directors on their respective areas. The following comments were made:

 

·         The Managing Director was pleased to announce that the new Director of Development would be in post in January 2020.

 

·         It was noted that there was a hiatus at the Culture Mile Working Party concerning the proposal to renew funding as Members had misinterpreted that this was a request for new money. The report was subsequently updated prior to submission to the Policy & Resources Committee meeting in December.

 

·         Members were advised that the Cinema had reached its second highest income ever due to a well-received programme and arthouse films. 

 

·         Beyond Barbican launched the first edition of Leytonstone Loves Film in September offering a free weekend of over 60 films and was well attended. It was hoped this would become an annual event.

 

·         It was noted that Culture Mile Nights would launch at the weekend and the Barbican was leading on the programme and communications.

 

·         Members were advised that despite aiming to develop an ambitious international programme, there had been some recent disappointments including Theatre which was not selling as well as expected, the new Boy Blue production REDD did not reach the anticipated targets or review levels and audience figures for Into the Night were disappointing. This was unusual for the Barbican.

 

·         An event was held at the Barbican Centre on 4 November celebrating the Creative Learning 10th Anniversary. Two creative commissions were premiered along with a 10 Years in Review publication and screening of a film about the work of the department. The new Strategic Plan for 2019-24 was also unveiled.

 

·         The M-SET: To the Moon and Back co-commissioned Christmas show for under-fives has nearly sold out and will run in the Pit Theatre from

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

6.

Barbican Capital Plan 2020/21 pdf icon PDF 189 KB

Report of the Managing Director.

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

Minutes:

The Board considered a report of the Manging Director presenting the Capital and Supplementary Plan for the Barbican for 2020/21.

 

Members were happy to approve the first three projects being put forward but requested more information on the fourth project regarding the redevelopment of the Barbican kitchens, restaurants and event space.

 

The Director of Operations & Buildings confirmed that the current systems used for the operation of the spaces were out of date and not fit for purpose including health and safety implications (noisy and smelly). The works would provide an opportunity to enhance the business model, user experience and future offer of the spaces. Members recommended expanding the description to ensure the issues and needs were clear.

 

A Member suggested that the report go to the Corporate Priorities Board for input prior to the Resource Allocation Sub Committee.

 

RESOLVED - That Members:-

 

·         review and approve the proposed capital and supplementary revenue projects budgets for 2020/21 for submission to Finance Committee;

 

·         authorise the Chamberlain, in consultation with the Chief Officer to revise these budgets to allow for any further implications arising from Corporate Projects, other reviews and changes to the Cyclical Works Programme;

 

·         agree that minor amendments for 2019/20 and 2020/21 budgets arising during budget setting be delegated to the Chamberlain.

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

7.

Barbican Strategic Plan pdf icon PDF 125 KB

Report of the Managing Director.

 

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

Additional documents:

Minutes:

The Board considered a report of the Managing Director presenting the revised draft Strategic Plan.

 

Members were advised that the Strategic Plan required creative revision and a rigorous process including two Away Days were undertaken to bring a new conviction to the Plan. The revised Plan has four new values and revised priorities which were compatible with the City Corporation’s Corporate Plan.

 

The Chairman suggested highlighting that the space provided an environment that benefitted people’s health and wellbeing. Members added that there was no mention of the Centre as a destination or its accessibility. Members were advised that these factors would be built into the KPIs.

 

A Member recommended editing the description under the value “open” to provide clarity.

 

In response to a query regarding the KPIs, Members were advised that a list was in development with finance to be a one page document.

 

RESOLVED – That Members:

 

·         note the factors taken into consideration in compiling the Barbican’s revised draft Strategic Plan;

 

·         approve, subject to the incorporation of any changes sought by this Committee, the draft Strategic Plan and associated processes.

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

8.

MUSIC: ANNUAL UPDATE (PUBLIC SECTION) pdf icon PDF 337 KB

Report of the Artistic Director.

(N.B. – To be read in conjunction with the non-public report at Item 14)

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

Minutes:

The Board received a report of the Artistic Director providing an update on Barbican Music department’s activities and performance over the past year setting out the opportunities, challenges and plans for the coming period within the context of the Barbican’s overall vision and mission and Strategic Business Plan.

 

RECEIVED.

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

9.

Questions on Matters Relating to the Work of the Board

Minutes:

There were no questions.

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

10.

Any other Business that the Chairman considers Urgent

Minutes:

There were no urgent items.

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

11.

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 11.

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.

 

Item No.

Paragraph No.

12-29

3

 

 

 

 

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

12.

Non-Public Minutes

Minutes:

12a

Barbican Centre Board

To agree the draft non-public Minutes of the Barbican Centre Board meeting held on 18 September 2019.

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

Minutes:

The non-public minutes and summary of the Board meeting held on 18 September 2019 were approved as a correct record.

 

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

12b

Finance Committee

To receive the draft non-public minutes of the Finance Committee of the Barbican Centre Board held on 4 November 2019.

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

Minutes:

The draft non-public minutes of the Finance Committee meeting held on 4 November 2019 were received.

 

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

12c

Risk Committee

To receive the draft non-public minutes of the Risk Committee of the Barbican Centre Board held on 4 November 2019.

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

Minutes:

The draft non-public minutes of the Risk Committee meeting held on 4 November 2019 were received.

 

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

12d

Nominations Committee

To receive the draft non-public minutes of the meeting of the Nominations Committee of the Barbican Centre Board held on 4 November 2019.

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

Minutes:

The draft non-public minutes of the Nominations Committee meeting held on 4 November 2019 were received.

 

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

13.

Board Appointments

Report of the Town Clerk.

(N.B. - Members may refer to Item 12d, the non-public minutes of the Nominations Sub Committee meeting held on 4 November 2019)

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

Minutes:

The Board considered a report of the Town Clerk concerning apointments to the Board.

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

14.

MUSIC: ANNUAL UPDATE (NON-PUBLIC SECTION)

To be read in conjunction with Item 8.

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

Minutes:

The Board received a non-public report of the Director of Arts providing an update on Barbican Music department’s activities and performance over the past year setting out the opportunities, challenges and plans for the coming period within the context of the Barbican’s overall vision and mission and Strategic Business Plan.

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

15.

LSO ANNUAL REVIEW

Report of the Managing Director, London Symphony Orchestra.

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

Minutes:

The Managing Director of the London Symphony Orchestra (LSO) provided the Board with an update on the LSO’s activities and financial position and gave an overview of the Orchestra’s future plans.

 

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

16.

Departmental Draft High-Level Summary Business Plan 2020/21

Report of the Managing Director.

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

Minutes:

The Board considered a report of the Managing Director providing Members with the budget estimates and final high-level summary Business Plan for the Barbican for 2020/21.

 

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

17.

Barbican Exhibition Halls - Enabling Works

Report of the City Surveyor.

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

Minutes:

The Board considered a Gateway 2 Project Proposal report of the City Surveyor providing an update on the enabling works package concerning the Barbican Exhibition Halls.

 

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

18.

BARBICAN BUDGET ESTIMATES 2020/21

Report of the Managing Director.

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

Minutes:

The Board considered a report of the Managing Director presenting the budget estimates for the Barbican for 2020/21.

 

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

19.

BUSINESS REVIEW - SEPTEMBER 2019 (PERIOD 6)

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board considered a report of the Chief Operating & Financial Officer setting out the Business Review for the September 2019 (Period 6) accounts.

 

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

20.

Non-Compliant Waiver Report: Media Works

Report of the Managing Director.

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

Minutes:

The Board considered a non-compliant waiver report of the Managing Director concerning Media Works.

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

21.

Barbican Theatre Flying System

Report of the City Surveyor.

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

Minutes:

The Board considered a Gateway 6 outcome report of the City Surveyor providing an update on the Barbican Theatre Flying System.

 

 

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

22.

Barbican Cinemas 2&3

Report of the City Surveyor.

 

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

Minutes:

The Board considered a Gateway 6 outcome report of the City Surveyor providing an update on the relocation of the Barbican Cinemas 2 and 3.

 

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

23.

*Risk Update

Report of the Director of Operations & Buildings.

 ...  view the full agenda text for item 23.

Minutes:

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

 ...  view the full minutes text for item 23.

24.

*RETAIL REVIEW UPDATE

Report of the Chief Operating and Financial Officer.

 ...  view the full agenda text for item 24.

Minutes:

The Board received a report of the Chief Operating and Financial Officer providing an update following presentation of 20.20’s Barbican Retail Review recommendations in February 2019.

 ...  view the full minutes text for item 24.

25.

*BARBICAN INTERNATIONAL ENTERPRISES (BIE) UPDATE

Report of the Chief Operating and Financial Officer.

 ...  view the full agenda text for item 25.

Minutes:

The Board received a report of the Chief Operating & Financial Officer providing an update on Barbican International Enterprises (BIE).

 ...  view the full minutes text for item 25.

26.

*BARBICAN CENTRE CWP AND ADDITIONAL CAPITAL FUNDS FOR CITY FUND PROPERTIES UPDATE REPORT

Report of the Director of Operations & Buildings.

 ...  view the full agenda text for item 26.

Minutes:

The Board 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.

 ...  view the full minutes text for item 26.

27.

REPORT OF ACTION TAKEN

Report of the Town Clerk.

 ...  view the full agenda text for item 27.

Minutes:

The Board considered a report of the Town Clerk providing Members with an update on urgent action taken since the last Board meeting.

 

 ...  view the full minutes text for item 27.

28.

Non-Public Questions relating to the work of the Board

Minutes:

There were no questions.

 ...  view the full minutes text for item 28.

29.

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 29.