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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 Session

Minutes:

The first 15 minutes of the meeting took the form of an ‘in camera’ session with only Members of the Committee, the Head of Internal Audit and Risk Management and the Town Clerk present. 

 

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

Attendance at Meeting

The Chairman welcomed the Chief Commoner, John Scott and a member of the public in attendance at the meeting.

2.

Apologies

Minutes:

Apologies were received from Graham Packham.

 ...  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.

Public Minutes pdf icon PDF 239 KB

To agree the public minutes and summary of the meeting held on 31 January 2018.

 

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

Minutes:

RESOLVED – That the public minutes of the meeting held on 31 January 2018 be approved, subject to an amendment to the Committee’s proposed terms of reference on page 3 to read –

 

“4. The Vice Principal, Director of Advancement on behalf of the Principal of the Guildhall School of Music & Drama, along with the Head of Finance and Business Administration (Chamberlain’s Department) and the Head of Internal Audit and Risk Management (Chamberlain’s Department) shall normally attend or be represented at meetings. When appropriate, such other representatives of the Guildhall School of Music & Drama and the City of London Corporation shall also attend…..

 

The following matters were also raised:-

 

·         The Principal confirmed that a joint Barbican / GSMD boards meeting would be held on 26 September 2018 to consider matters of common interest.

 

·         Noted that the report on waivers would be submitted to the Committee’s July meeting.

 

·         The Head of Internal Audit and Risk Management said that long-term work continued on risk appetite and that a further report would be made to the Committee in due course.

 

·         Noted that a written officer response to the Committee’s request for more detailed information on data back-up and recovery systems testing (re Internal Audit update report) had very recently been received for consideration.

 

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

5.

Outstanding Actions pdf icon PDF 82 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk on outstanding actions and the following matters were raised:-

 

·         The Town Clerk informed Members that the development of IT pedagogy and disaster recovery (IT backup) would be the subject of further reports, as risk focus discussion topics, at the July meeting.

 

·         The Director of Operations and Buildings confirmed that the Committee would be updated  on the health and safety risk register issue, as an agree risk focus topic at the July meeting.  

 

RECEIVED.

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

6.

Internal Audit Update pdf icon PDF 82 KB

Report of the Head of Audit and Risk Management.

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

Additional documents:

Minutes:

The Committee considered the report of the Head of Internal Audit and Risk

Management on the internal audit update and the following matters were

raised:-

 

            Audit Plan 2017/18

 

·         On the audit plan 2017/18, the Principal updated Members on student accommodation in the Wembley area. It was noted that students accepted that some accommodation may be further away from the City centre and that the Wembley area provided a suitable travel route back in. The Chairman asked that the accommodation strategy be referenced in the risk register.

 

·         The Committee were informed that a report on the catering audit would be submitted to the July meeting.

 

Schedule of Projects informing Audit Opinion

 

·         Noted that Members would be alerted to any problems around corporate full assurance reviews prior to the July meeting as appropriate.

 

Internal Audit Plan 2018/19 and Previous Audits

 

·         In response to a question from a Governor on whether adequate days were available for the programme, the Principal said that discussions would take place with internal audit to identify specific parameters and ‘firm up’ the programme. She emphasised that further teaching space was the immediate priority. The Vice Principal, Director of Advancement said that additional information and data was required for input into the extended business plan. The Head of Internal Audit and Risk Management informed Members that the City’s service level agreement set out the 50 day timescale for the audit annual plan, although there was scope to provide flexibility with the planned days.   

 

·         A Committee Member made the point about the usefulness of spot checks to give confidence and assurance that policies and procedure are being followed.

 

RECEIVED.

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

7.

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 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(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 9.

Minutes:

The Chairman thanked the member of the public present for his attendance.

 

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 9.

10.

Non Public Minutes

To agree the non-public minutes of the meeting held on 31 January 2018.

 

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 31 January 2018 be approved.

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

11.

Barbican / Guildhall Alliance

Report of the Vice Principal and Director of Guildhall Innovation.

 

Item received too late for circulation in conjunction with the Agenda.

 

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

Minutes:

With the agreement of the Chairman, the Committee considered the late report of the Vice Principal and Director of Guildhall Innovation on the Barbican/Guildhall Alliance.

 

RECEIVED.

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

12.

Infrastructure Investment

Report of the Director of Operations and Buildings.

 

Item received too late for circulation in conjunction with the Agenda.

 

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

Minutes:

With the agreement of the Chairman, the Committee considered the late report of the Director of Operations and Buildings on infrastructure investment.

 

RECEIVED.

 

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

13.

Standing Order 40

Minutes:

With the approval of the Committee, the remaining business was discussed after the usual 2 hour time limit for meetings.

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

14.

Risk Register

Report of the Principal. 

 

Item received too late for circulation in conjunction with the Agenda.

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

Minutes:

With the agreement of the Chairman, the Committee considered the late report of the Principal on the Guildhall School Risk Register.

 

RECEIVED.

 

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

15.

Finance Review

Report of the Principal.  TO FOLLOW

 

 

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

Minutes:

With the agreement of the Chairman, the Committee considered an oral update of the Principal on the Finance review.

 

RECEIVED.

 

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

16.

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 16.

17.

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

Minutes:

There were no urgent items.

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

 


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