Agenda and minutes

Venue: VIRTUAL MEETING (ACCESSIBLE REMOTELY)

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 Vivienne Littlechild, the Rt Hon. the Lord Mayor, Alderman William Russell and Jenny Waldman

 ...  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

Minutes:

3a

Barbican Centre Board pdf icon PDF 148 KB

To approve the public minutes and summary of the Barbican Centre Board meeting held on 18 Noember 2020.

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

Minutes:

The public minutes and summary of the Board meeting held on 18 November 2020 were approved as a correct record.

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

3b

Finance & Risk Committee pdf icon PDF 125 KB

To receive the draft public minutes and summary of the Finance & Risk Committee of the Barbican Centre Board meeting held on 11 January 2021.

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

Minutes:

The draft public minutes of the Finance & Risk Committee meeting held on 11 January 2021 were received.

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

3c

Nominations Committee pdf icon PDF 90 KB

To receive the public minutes and summary of the Nominations Committee of the Barbican Centre Board held on 18 November 2020.

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

Minutes:

The draft public minutes of the Nominations Committee meeting held on 18 November 2020 were received.

 

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

4.

Outstanding Actions and Work Plan pdf icon PDF 68 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 work plan for Barbican meetings in 2021 was also noted.

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

5.

Management Report by the Centre's Directors pdf icon PDF 274 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 confirmed the Centre was again closed to the public for the third national lockdown and streamed content would continue online. There had been significant activity up until the point of closure achieving a public confidence score of 97/8% and work would continue operationally behind the scenes. It was acknowledged that this had been the most difficult period for the Centre as staff continued to do more for less, and momentum and morale was low under the current restrictions.

 

·         There has been considerable activity online for Creative Learning through schools, teacher training, young creatives, podcasts, etc.  

 

·         Members were encouraged to attend the Digital Products meetings that are taking place fortnightly.

 

·         A new Creative Alliance Working Group has been established to provide a forum for planning and progressing Barbican Guildhall bridging projects.

 

·         With regards to operations and buildings, the Team were making the most of unrestricted access to the Barbican and Guildhall School to maintain and enhance assets.

 

·         It was noted that staff were being furloughed where possible across all Departments.

 

·         Regarding Development, it was highlighted that recommendations and introductions were invaluable in terms of potential charitable donations or partnerships and Members were encouraged to liaise with the Director of Development regarding possible connections.

 

·         Members voiced their support for all staff who continued to work extremely hard in difficult times, pulling through and working to build back better. It was noted that the Centre was appreciative of the support from the City Corporation.

 

·         A Member felt that there was an opportunity to promote the Barbican’s event spaces to businesses now looking to downsize and recommended approaching these companies.

 

·         Members were impressed by the support the Barbican

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

6.

Barbican Listed Building Management Guidelines (Volume 3A) - Arts Centre Supplementary Planning Document pdf icon PDF 130 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a report of the Director of the Built Environment concerning the draft

Barbican Arts Centre Listed Building Management Guidelines Volume III.

 

It was requested that a full briefing from the Director of the Built Environment be provided to ensure Members fully understood this important work.

 

RESOLVED – That Members approved the draft text of the Barbican Listed Building Management Guidelines Draft SPD, Volume III and agree that the document be published for formal public consultation in March 2021

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

7.

EQUALITY AND INCLUSION UPDATE

Oral update - the Director of Innovation & Engagement to be heard.

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

Minutes:

The Board received an oral update from the Director of Innovation and Engagement providing an update on the equality and inclusion work underway at the Centre.

 

 

Members were informed that the Barbican Anti-Racism Reflect and Initiate Group was live and meeting weekly. This Group was engaging across Centre, looking externally for example of good practice in the Sector and beyond and collaborating with the Barbican’s strategic groups on its workstreams and Business Plan.

 

Training has progressed regarding inclusive leadership and the Group is working with HR and the Equality Group to roll out a full training programme for the Management Team and staff.

 

The Group is also aligning with the City Corporation’s Tacking Racism Taskforce and the work coming out from its recommendations that recently went to Policy & Resources Committee. The Town Clerk agreed to share this report.

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

8.

*Internal Audit Update pdf icon PDF 136 KB

Report of the Head of Audit & Risk Management.

 

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

Additional documents:

Minutes:

The Board 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 its last meeting.

 

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 2021-22 by suggesting potential areas of coverage.

 

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

9.

*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 9.

Minutes:

The Board 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.

 

RECEIVED.

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

10.

*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 10.

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.

 

RECEIVED.

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

11.

Questions on matters relating to the work of the Board

Minutes:

There were no questions.

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

12.

Any other Business that the Chairman considers Urgent

Minutes:

External Member advertising

 

The Chair updated Members on the progress of the new advertising process for External Members on the Board which way underway. The Chair stated that the advertisement would run until Friday, but a great calibre of people had already applied (approximately 100 expressions of interest), and the Nominations Committee would be reviewing candidates at its next meeting. It was hoped that recommendations would be ready for the Board to consider at its March meeting.

 

Members were supportive of this new process which opened the net much further in attracting talent for the Board. Members were encouraged to share the advert on social media and the Chair and Managing Director noted that they were happy to have informal chats with anyone who might be considering applying.

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

13.

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 13.

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 13.

14.

Non-Public Minutes

Minutes:

14a

Barbican Centre Board

To agree the non-public minutes of the Barbican Centre Board meeting held on 18 November 2020.

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

Minutes:

The non-public minutes of the Board meeting held on 18 November 2020 were approved as a correct record.

 

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

14b

Finance & Risk Committee

To receive the draft non-public minutes of the Finance & Risk Committee of the Barbican Centre Board held on 11 January 2021.

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

Minutes:

The draft non-public minutes of the Finance & Risk Committee meeting held on 11 January 2021 were received.

 

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

14c

Nominations Committee

To receive the non-public minutes of the meeting of the Nominations Committee of the Barbican Centre Board held on 18 November 2020.

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

Minutes:

The draft non-public minutes of the Nominations Committee meeting held on 18 November 2020 were received.

 

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

15.

Theatre: annual presentation

Report of the Interim Artistic Director.

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

Minutes:

The Board received a report of the Interim Artistic Director providing an overview of the Barbican Theatre and Dance department’s recent activity, current positioning and forward strategy within the context of the Barbican’s overall vision, mission and Strategic Business Plan.

 

 

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

16.

Covid-19 Situation Update

Report of the Chief Operating and Financial Officer.

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

Minutes:

The Board 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 16.

17.

Brexit planning update

Report of the Managing Director.

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

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 17.

18.

Barbican Centre & Guildhall School Confined and Dangerous Spaces

Joint report of the Director of Operations and Buildings and City Surveyor.

 

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

Minutes:

The Board considered a joint Gateway 2 project proposal report of the Director of Operations & Buildings and City Surveyor concerning works in confined and dangerous areas of the Barbican Centre and Guildhall School.

 

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

19.

Business Plan Update

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 updating Members on the Barbican business plan, setting out a reporting framework for future Board meetings.

 

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

20.

Audience Analysis in the reopening period July - November 2020

Oral update – the Head of Marketing to be heard.

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

Minutes:

The Board received a presentation from the Head of Marketing providing an audience analysis in the reopening period July to November 2020.

 

 

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

21.

Development update on BCT recruitment

Oral update – the Director of Development to be heard.

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

Minutes:

The Board received an oral update from the Director of Development providing a development update on Barbican Centre Trust (BCT) recruitment.

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

22.

*Cyber Security Annual Report

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 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 22.

23.

*Bad Debts Annual Update

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board 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 23.

24.

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

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board 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 24.

25.

*PROJECTS UPDATE: NON-PUBLIC APPENDIX

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

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

Minutes:

The Board received the non-public Projects Update appendix to be read in conjunction with item 10.

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

26.

*Controversial Programming Risk Register

Report of the Interim Artistic Director.

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

Minutes:

The Board 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 26.

27.

*Risk Update

Report of the Director of Operations & Buildings.

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

Minutes:

The Board 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 27.

28.

Non-Public questions on Matters Relating to the Work of the Board

Minutes:

There were none.

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

29.

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

Minutes:

There were two urgent items.

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