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

Contact: Julie Mayer
tel. no.: 020 7332 1410  Email: julie.mayer@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Alexander Barr, Chris Boden, Alderman Nick Anstee and Hugh Morris.

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

2.

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

Minutes:

The Chairman, Alderman Ian Luder, declared a general non-pecuniary interest in respect of the Fire Safety Report, at agenda item 7 (for information only) by virtue of being a long leaseholder on the Barbican estate.

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

3.

Minutes of the previous meeting pdf icon PDF 154 KB

To agree the public minutes and non-public summary of the meeting held on 16th January 2018.

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

Minutes:

RESOLVED, that – the minutes of the meeting held on 16th January 2018 be approved.

 

Matters arising

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

4.

Outstanding Actions of the Committee pdf icon PDF 265 KB

Report of the Town Clerk.

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

Minutes:

Members received the Committee’s outstanding actions list and noted those items which would be discharged on today’s agenda.

 

 

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

5.

Committee Work Programme pdf icon PDF 83 KB

Report of the Town Clerk.

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

Minutes:

Members received the Committee’s Work Programme.

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

6.

Deep Dive Risk Reviews

Minutes:

6a

CR10 Adverse Political Consequences pdf icon PDF 241 KB

Report of the Remembrancer.

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

Minutes:

Members received a report of the Remembrancer in respect of Corporate Risk 10 (CR10)

 

RESOLVED, that – the report be noted.

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

6b

CR16 Information Security pdf icon PDF 108 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

Members received a report of the Chamberlain in respect of Corporate Risk 16 (CR16)

 

RESOLVED, that – the report be noted.

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

7.

Fire Safety Update pdf icon PDF 105 KB

Report of the Director of Community and Children’s Services

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

Minutes:

Members received a report of the Director of Community and Children’s Services in respect of fire safety matter since the last update to Members in October 2017.  Whilst this report concentrated on the Barbican Estate the Assistant Director, Community and Children’s Services advised that the report represented the measures in place in all City Corporation flats. 

 

RESOLVED, that – the report be noted.

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

8.

Internal Audit Update pdf icon PDF 164 KB

Report of the Head of Internal Audit and Risk Management.

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

Additional documents:

Minutes:

Members received a report of the Head of Internal Audit and Risk Management which provided an update on internal audit activity since the last report to the Committee in November 2017.

 

RESOLVED, that – the report be noted.

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

9.

2018/19 to 2020/21 - Draft Internal Audit Plan pdf icon PDF 98 KB

Report of the Head of Internal Audit and Risk Management.

Please note – Appendix 1 to this report is fairly long and detailed.  It will therefore be provided electronically, separate to the main agenda, and printed copies will be available at the meeting.

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

Additional documents:

Minutes:

Members considered a report of the Head of Internal Audit and Risk Management which provided an initial draft of the 2018-19 internal audit work plan and the strategic audit plan for 2018-19 to 2020-21.

 

RESOLVED, that -

 

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

10.

Internal Audit Charter - update 2018 pdf icon PDF 164 KB

Report of the Head of Internal Audit and Risk Management.

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

Additional documents:

Minutes:

Members considered a report of the Head of Internal Audit and Risk Management in respect of the Internal Audit Charter Update for 2018.  Members noted that the Charter had been subject to significant review following the External Quality Assessment undertaken by Mazaars.

 

RESOLVED, that – the update City of London Corporation Internal Audit Charter for 2018 be approved.

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

11.

Annual Governance Statement - METHODOLOGY pdf icon PDF 97 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

Members considered a report of the Town Clerk in respect of the methodology for the 2017/18 Annual Governance Statement.

 

RESOLVED, that :

 

1.     The methodology as set out in the report , for the production and presentation of the Annual Governance Statement for 2017/18 be approved

 

2.     Additional areas

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

12.

Bridge House Estates, City's Cash, City's Cash Trusts, the Corporations Sundry Trusts & Other Accounts External Audit Strategy & Planning Report on the 2017-18 Financial Statements pdf icon PDF 691 KB

Report of the External Auditors, Moore Stephens. 

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

Minutes:

Members received the External Auditors planning report in respect of Bridge House Estates, City's Cash, City's Cash Trusts, the Corporations Sundry Trusts & Other Accounts.

 

RESOLVED, that – the report be noted.

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

13.

City Fund and Pension Fund Accounts External Audit Strategy & Planning Report on the 2017-18 Financial Statements

Report of the External Auditors, BDO.

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

Minutes:

Members received the External Auditors planning report in respect of City Fund and Pension Fund and the Grant Claims and Returns Certification.

 

RESOLVED, that – the report be noted.

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

14.

City Fund pdf icon PDF 143 KB

Minutes:

15.

Pension Fund pdf icon PDF 129 KB

Minutes:

16.

Grant Claims and Returns Certification pdf icon PDF 519 KB

Minutes:

17.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions>

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

18.

Any other Business that the Chairman considers urgent pdf icon PDF 74 KB

DATA PROTECTION POLICY

Report of the Comptroller and City Solicitor. 

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

Additional documents:

Minutes:

The Chairman agreed to the submission of the following item of urgent business:

 

Members received a report of the Comptroller and City Solicitor in respect of the Data Protection Policy, in preparation for the implementation of the General Data Protection Regulation on 25th May 2018.

 

RESOLVED, that – the revised Data Protection Policy as set out in Appendix 1 to this report be approved and adopted from 25th May 2018.

 

 

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

19.

Exclusion of the Public

 

RESOLVED: That under Section 100(A) 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 I of the Schedule 12A of the Local Government Act.

 

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

Minutes:

RESOLVED:  That Under Section 100 (A) 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 12 (a) of the Local Government Act.

 

Item Nos                                 Para Nos

 

17-20                                       3

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

20.

Non-Public Minutes of the previous meeting

To agree the non-public minutes of the meeting held on 16th January 2018.

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

Minutes:

 RESOLVED, That - the non-public minutes of the meeting held on 16th January 2018 be approved.

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

21.

CITY OF LONDON POLICE PROGRAMME MANAGEMENT AUDIT

Report of the Head of Internal Audit and Risk Management.

Please note: this report has been added at the request of Member of this Committee, who also serves on the Police Performance and Resource Management Sub Committee.

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

Minutes:

Members received a report of the City of London Police which was presented to the Audit and Risk Management Committee on the suggestion of a member of the Police Performance and Resource Management Sub Committee.

 

RESOLVED, that – the report be noted. 

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

22.

Non-Public questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

23.

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

USE OF PERSONAL EMAIL, RISK AND GDPR COMPLIANCE

Report of the Comptroller and City Solicitor.

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

Minutes:

The Chairman agreed to admit and item of urgent business:

 

Members received a report of the Comptroller and City Solicitor in respect of Use of Personal Email, Risk and GDPR compliance.

 

RESOLVED, that – the City of London Corporation should not permit the use of personal email for conducting City business by officers and members and that its policies, practices and procedures be amended accordingly to prevent the practice in order to meet its obligations under GDPR. 

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

 


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