Agenda and minutes

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

Contact: Gregory Moore
tel. no.: 020 7332 1399  Email: gregory.moore@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Roly Keating, Wendy Mead and Deputy Dr Giles Shilson.

 ...  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 none.

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

3a

Minutes pdf icon PDF 156 KB

To approve the public minutes of the Barbican Centre Board meeting held on 23 November 2016.

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

Minutes:

The public minutes of the meeting held on 23 November 2016 were approved.

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

3b

Minutes of the Nominations Committee pdf icon PDF 118 KB

To receive the draft public minutes of the Nominations Committee meeting held on 23 November 2016.

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

Minutes:

The public minutes of the meeting held on 23 November 2016 were received.

 

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

3c

Minutes of the Finance Committee pdf icon PDF 134 KB

To receive the draft public minutes of the Finance Committee of the Barbican Centre Board meeting held on 11 January 2017.

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

Minutes:

The draft public minutes of the meeting held on 11 January 2017 were received.

 

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

3d

APPOINTMENT OF EXTERNAL MEMBER

Minutes:

At this point in proceedings, the Chairman asked that item 20 be taken to facilitate the consideration of a proposed new Board Member.

 

In accordance with Section 100(A) of the Local Government Act 1972, the Board therefore RESOLVED to exclude the public at this point in order for the item to be considered.

 

RESOLVED: That Gerard Grech be appointed to the Barbican Centre Board for an initial term of three years.

 

FURTHER RESOLVED: That the public be readmitted.

 

Mr Grech was invited to join the Board and welcomed to the meeting.

 

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

4.

Outstanding Actions and Workplan pdf icon PDF 89 KB

Report of the Town Clerk

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

Additional documents:

Minutes:

The Board received a report of the Town Clerk setting out the outstanding actions list and noted the various updates and additions. The forthcoming workplan for Board meetings in 2017 was also noted.

 

RECEIVED.

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

5.

Terms of Reference pdf icon PDF 136 KB

Report of the Town Clerk.

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

Minutes:

The Board considered a report of the Town Clerk setting out the Board’s Terms of Reference and providing an opportunity for their review.

 

RESOLVED: That the terms of reference of the Board be approved un-amended for submission to the Court in April 2017

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

6.

Resolution from the Policy & Resources Committee pdf icon PDF 64 KB

To consider a resolution of the Policy & Resources Committee.

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

Minutes:

The Board considered a resolution of the Policy & Resources Committee concerning the appointment of Chairmen to sub-committees.

 

Noting that the Board’s approach in respect of the appointment of Chairman to its various sub-committees was already consistent with what was being proposed, Members were content to endorse the recommendation.

 

RESOLVED:That the Board endorse the position whereby when a Chairman does not wish to exercise their right to be the Chairman of a Sub-Committee and wishes a specific Member to be appointed, Committees adopt a convention whereby the Chairman submits their nomination for Chairman and/or Deputy Chairman to the service committee for approval.

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

7.

Management Report by the Barbican's Directors pdf icon PDF 455 KB

Report of the Managing Director.

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

Minutes:

Members received a report of the Managing Director providing updates from the Barbican Directors on their respective areas.

 

During discussion, the following points were raised:

·         In respect of the Centre for Music, it was noted that the Policy and Resources Committee and Court of Common Council had supported the request for funds to enable the completion of the business case. Whilst this was a positive development, Members cautioned that it should not be misinterpreted as an expression of commitment to the overall project, which would be judged solely on the strength of the business case.

·         It was asked if improved signage could be installed directing people to the booking office, with a Member noting that they had received a number of queries from people struggling to find it since it had relocated.

·         In discussing the recent success of Boy Blue Entertainment, with whom the Barbican had been associated since 2009, it was suggested that a connection be made with the Guildhall School of Music & Drama’s Creative Entrepreneurs programme.

·         A recent Barbican Box project was drawn to Members’ attention, with the Director of Learning & Engagement showing the Board a clip produced by primary school children at Sir John Cass. This creative learning work had focused on the Great Fire of London and the school children had produced the video with their teachers and using inspiration from participating artists. The Town Clerk was asked to circulate the link to all Board Members following the meeting.

·         Members were informed that the stalls bar shutter had broken again. The defect was relatively serious and it was unclear at this stage how long it would take to identify a permanent fix. An interim solution was being sought but it was expected that bar income would be affected negatively in the coming period.

  • Discussing his recent
 ...  view the full minutes text for item 7.

8.

Theatre & Dance: Annual Presentation pdf icon PDF 363 KB

Report of the Director of Arts.

 

N.B.- To be read in conjunction with the non-public appendices at item 19.

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

Minutes:

The Board received a report of the Director of Arts providing an update on performance over the past year and setting out the opportunities, challenges and plans for the coming period.

 

Members congratulated the Head of Theatre on a successful year, commenting particularly on the inclusion of more dance in this year’s report, this being an area which had perhaps been previously under-reported. On that subject, Members were pleased to note the ongoing activity with the Michael Clark Company, whose work provided a positive example of how the Barbican was delivering on its strategic objective related to audience development. The Board was also pleased to note the allocation of 20% of all tickets to Young Barbican members, which dovetailed well with the Centre’s overall creative learning work and efforts to engage young people with the arts.

 

A Member emphasised that it would be important for the Board to remember that there should not be an expectation of a Hamlet-style success every year, reflecting that such significant ad hoc successes could not be relied upon and so should not form the basis of future projections.

 

RECEIVED.

 

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

9.

Update on Cultural Education Partnership and Under 18s offer

Director of Learning & Engagement to be heard.

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

Minutes:

The Director of Learning & Engagement spoke to provide an update on the creative learning work underway in respect of the under 18 offer and the ongoing Cultural Education Partnership (CEP) work.

 

Whilst a full report would be presented to the Board’s next meeting, he took the opportunity to briefly outline the increasing links with the City Corporation’s schools and academies, as well as the scoping work being undertaken in relation to the CEP’s offering. Given the Olympicopolis development in East London, it was advised that the Barbican was currently considering the role it might play in future and how a more partnerships-based approach could be beneficial; the balance of activity in East London and pan-London was also being explored.

 

With reference to the under-18 music offer, the Director reminded the Board of the co-ordinating committee now in place which oversaw a joined-up approach from the Guildhall School, Junior Guildhall, London Symphony Orchestra, Centre for Young Musicians and Barbican Guildhall Creative Learning. This facilitated a strategic approach to providing a single holistic offer for outreach work and progression activity.

 

RECEIVED.

 

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

10.

Formation of Barbican Exhibitions Limited pdf icon PDF 83 KB

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board considered a report of the Chief Operating & Financial Officer concerning the implications of the Government’s Museum and Galleries Tax Relief Scheme and proposing the formation of a limited company, with permission to trade and to become VAT registered, to allow the Barbican to participate.

 

RESOLVED: That approval be given for the formation of a wholly owned City Corporation subsidiary to benefit from the Museum and Galleries Tax Relief Scheme, including that officers be authorised to undertake the necessary administrative actions to allow the company to undertake trade and become

VAT registered.

 

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

11.

Bad Debts Annual Update pdf icon PDF 127 KB

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board received a report of the Chief Operating & Financial Officer informing Members of a number of items under the value of £5000 that the Managing Director, under his delegated authority, intended to write off.

 

RECEIVED.

 

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

12.

Gateway 7 Outcome Report: Theatre Main House Dimmers and Pit Theatre Dimmers and Control pdf icon PDF 116 KB

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board considered a report of the Chief Operating & Financial Officer concerning a project to replace the Theatre Main House Dimmers and the Pit Theatre Dimmers and Control.

 

RESOLVED: That the lessons learnt be noted and, following the end of the defects liability period and payment of any retention, the project be closed.

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

13.

Gateway 7 Outcome Report: lighting, small power and distribution boards pdf icon PDF 131 KB

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board considered a report of the Chief Operating & Financial Officer concerning a project to replace lighting, small power and distribution boards in various locations across the Centre.

 

RESOLVED: That the lessons learnt be noted and, following the end of the defects liability period and payment of any retention, the project be closed.

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

14.

Gateway 7 Outcome Report: Investments in Coffee Points and Mobile Bars pdf icon PDF 513 KB

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board considered a report of the Chief Operating & Financial Officer concerning a project associated with investment in coffee points and mobile bars at the Barbican.

 

RESOLVED: That the lessons learnt be noted and, following the making good of any defects during the warranty period along with release of any retention, the project be closed.

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

15.

Questions on Matters Relating to the Work of the Board

Minutes:

Support for Orchestras

A Member asked a question concerning the financial position of a number of orchestras and asked if an explanation could be provided as to how the Barbican sought to balance its profitability alongside the need to support orchestral longevity. The Chairman noted the Barbican’s long-term support for the London Symphony Orchestra and asked that officers give thought to expressing the Barbican’s position in respect of this issue.

 

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

16.

Any other Business that the Chairman considers Urgent

Minutes:

Risk Committee

The Board was advised that Deputy Tom Sleigh had expressed an interest in joining the Board’s Risk Committee and it was agreed that he should be appointed with immediate effect.

 

RESOLVED: That Deputy Tom Sleigh be appointed to the Risk Committee of the Barbican Centre Board.

 

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

17.

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 17.

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.

18a - 28

3

 

 

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

18a

Non-Public Minutes

To agree the non-public minutes of the Barbican Centre Board meeting held on 23 November 2016.

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

Minutes:

The non-public minutes of the meeting held on 23 November 2016 were approved.

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

18b

Non-public Minutes of the Nominations Committee

To receive the draft non-public minutes of the Nominations Committee meeting held on 23 November 2016.

 

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

Minutes:

The non-public minutes of the meeting held on 23 November 2016 were received.

 

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

18c

Non Public Minutes of the Finance Committee

To receive the draft non-public minutes of the Finance Committee of the Barbican Centre Board held on 11 January 2017.

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

Minutes:

The non-public minutes of the meeting held on 11 January 2017 were received.

 

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

19.

Theatre & Dance: Non-public appendices

Non-public appendices to be read in conjunction with item 8.

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

Minutes:

The Board received the non-public appendices to be read in conjunction with item 8.

 

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

20.

Appointment of External Member

Report of the Town Clerk.

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

Minutes:

This item was considered earlier in the meeting, where the Board agreed a recommendation of its Nominations Committee to appoint Gerard Grech to the Barbican Centre Board for an initial term of three years.

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

21.

Business Review

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board received a report of the Chief Operating & Financial Officer setting out the Business Review for the Period 8 Accounts 2016/17.

 

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

22.

Update on Catering & Bars

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board received a report of the Chief Operating & Financial Officer concerning the catering and bar offer at the Barbican, setting out the financial position for a 12 month period as at the end of August 2016 and the actions being taken to resolve some performance issues.

 

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

23.

Salaries Analysis 2017/18

Report of the Managing Director.

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

Minutes:

The Board received a report of the Managing Director which explained the increases from the base 2014/15 Service Based Review (SBR) salary budget to the 2017/18 budget and aimed to show that the changes were necessary and business critical.

 

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

24.

SBR / Strategic Plan Update

Report of the Managing Director.

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

Minutes:

The Board received a report of the Managing Director providing an update in respect of the Barbican’s Strategic Plan and Service Based Review Targets.

 

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

25.

Development Update

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board received a report of the Chief Operating & Financial Officer which set out the latest fundraising results against budget.

 

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

26.

Update on Capital Works

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board considered and approved a report of the Director of Operations & Buildings providing an update on the Barbican Centre’s Capital Cap programme and a number of non-Capital Cap projects.

 

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

27.

* Risk Update

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board received a report of the Chief Operating & Financial Officer updating Members on the key risks facing the Centre and detailing the steps being taken to mitigate these risks.

 

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

28.

Questions relating to the work of the Board

Minutes:

New Principal, Guildhall School of Music & Drama

In response to a query, the Chairman of the Board of Governors of the Guildhall School of Music & Drama provided the Board with an update in respect of the appointment of a new Principal and details of their start date.

 

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

29.

Any other business the Chairman considers urgent

Minutes:

There were no urgent items.

 ...  view the full minutes text for item 29.