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Venue: Committee Room - 2nd Floor West Wing, Guildhall

Contact: Martin Newton
tel. no.: 020 7332 3154  Email: martin.newton@cityoflondon.gov.uk

Items
No. Item

1.

'In Camera' Briefing

Minutes:

Before the commencement of proceedings, the Committee received its usual ‘in camera’ briefing with only the Audit Manager (on behalf of the Head of Internal Audit and Risk Management) and the Committee Clerk present.  

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

2.

Apologies

Minutes:

Apologies were received from Deputy John Bennett, Lynne Williams (Principal, GSMD) and Pat Stothard (Head of Internal Audit and Risk Management).

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

3.

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 3.

4.

Committee Terms of Reference pdf icon PDF 39 KB

Report by the Town Clerk.

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

Additional documents:

Minutes:

The approved terms of reference were noted.

 

RESOLVED – That the Committee note and endorse the Board’s appointment of Neil Constable as a Co-opted member of the Committee.

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

5.

Election of Deputy Chairman

To elect a Deputy Chairman under the provisions of Standing Order 30.

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

Minutes:

The Town Clerk read the names of those members eligible to stand as Deputy Chairman.

 

Graham Packham being the only member to put himself forward for the role, it was

 

RESOLVED – That Graham Packham be elected Deputy Chairman of the Committee for the ensuing year. 

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

6.

Christina Coker

Minutes:

Moved by the Chairman, duly seconded and

 

RESOLVED That at the conclusion of her three year term of office as Chairman of the Committee, her colleagues wish to convey to Christina Coker their sincere thanks and appreciation for her invaluable work and contribution in that role, and presiding over meetings, during that period.

 

 

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

7.

Public Minutes pdf icon PDF 70 KB

To agree the public minutes and summary of the meeting held on Monday 30 April 2018.

 

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

Minutes:

RESOLVED – That the minutes of the meeting held on 30 April 2018 be confirmed and signed as correct, subject to the inclusion of Jeremy Newton, GSMD in the list of attendees.

 

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

8.

Outstanding Actions pdf icon PDF 46 KB

Report by the Town Clerk.

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

Minutes:

The Committee considered the Town Clerk’s outstanding actions report and the following matters were raised:-

 

·         On disaster recovery, the Deputy Chairman reported that, following a meeting with the Head of IT, he was now of the opinion that this was not a ‘burning platform issue’ – however, a test of a server room outage should be held in the near future to confirm resilience once redundant internet connectivity infrastructure had been installed. The Head of IT, currently on holiday, would attend the next Committee meeting.

 

·         The Deputy Chairman raised the issue of departments ordering their own IT equipment and the need for a confirmed purchasing policy. He asked that this matter be drawn to the attention of the Board at its next meeting.

 

·         In response to a question from a Member, it was noted that the School and Barbican operate their own IT separate from CoL. The Member put forward the view that purchasing efficiencies would be made through greater collaboration and the Committee were informed that education licences were cheaper for the School to purchase than CoL and therefore a separation is often of benefit.

 

·         Noted that the Head of Business Systems and Data had now been appointed and that a succinct paper on IT pedagogy (layman’s terms) from that officer would now come before the Committee in November. 

 

·         A report on risk register health and safety compliance would come to the Committee in October. A Member asked that this paper be circulated in advance of the agenda for that meeting.

 

·         Noted that the update report on waivers would also come to the additional meeting in October to provide the Committee with reassurance that set procedures are being followed.

 

·         The Head of Research would report on the risk register focus on ‘decrease in research and innovation outputs’ in November.

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

9.

Internal Audit Update pdf icon PDF 74 KB

Report by the Head of Internal Audit and Risk Management.

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

Additional documents:

Minutes:

The Head of Internal Audit and Risk Management’s update paper was considered next.

 

The following points were made:-

 

·         A copy of the finalised terms of reference document for the planned audit of student support would be circulated to Committee members.

 

·         In appendix 3, a revised target date was required for the live high priority recommendation related to Strategic Information Technology Services (SITS).  Implementation status updates were outstanding in respect of those recommendations due for implementation in July 2018.  Noted that Internal Audit software training had now been completed by the School’s audit liaison which would enable direct update on the system in respect of recommendation statuses.  Officers advised that some recommendation target dates would ‘slip’ from July to September 2018. A Member asked that the Board consider the SITS issue at its next meeting.

 

  • On audit of data quality (appendix 2, recommendations 2, 3 and 4 – pages 25 to 28 of agenda pack), it was noted that a paper would be submitted to the Committee’s next meeting in October reassuring members on identified process, procedures and single points of challenge mitigation around data,  also including job description revision and controls and mitigation arrangements on the DLHE return.

 

  • On audit of catering (page 29) and contract management, noted that contract is part of a CoL-wide catering tender due to commence in September 2018. The Chairman asked that she be informed of contract / KPI details to be reassured on all of these areas and that the Committee receive a report on all concerns identified in the audit at its next meeting.

 

  • Following on from the issue raised by a Member earlier, the Deputy Chairman asked that the Board’s attention be drawn to consideration for maximising opportunities for bulk buying discounts for IT services.  

 

Neil Constable left the meeting at

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

10.

Questions on matters relating to the work of the Audit & Risk Management Committee

Minutes:

There were no questions.

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

11.

Any other business that the Chairman considers urgent

Minutes:

There were no urgent items.

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

12.

Exclusion of the public

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

                                                                                     

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

Minutes:

RESOLVED – That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the remaining items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part I of Schedule 12A of the Local Government Act.

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

13.

Non Public Minutes

To agree the non-public minutes of the meeting held on Monday 30 April 2018.

 

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

Minutes:

RESOLVED – That non-public minutes of the meeting held on 30 April 2018 be confirmed and signed as correct.

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

14.

Non Public Questions on matters relating to the work of the Audit & Risk Management Committee

Minutes:

There were no questions.

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

15.

Any other business that the Chairman considers urgent and which the Sub Committee agree should be considered whilst the public are excluded

13a.     Risk Register

 

Report by the Principal.      

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

Additional documents:

Minutes:

With the agreement of the Chairman, the Committee considered an urgent report by the Principal on the Risk Register.

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

 


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