Agenda and draft minutes

Apologies for absence were received from Deputy Christopher Boden, Deputy Henry Colthurst, Karen Sanderson and Ruby Sayed.

Judith Pleasance and Paul Singh observed the meeting virtually.

The Chairman informed the Committee that two reports had been circulated as late papers. These related to the Statement of Accounts for both City Fund and City’s Estate, and the Chairman hoped that Members would be support moving these up the agenda, to be considered after item 6. The Committee supported this change.

There were no declarations.

To agree the public minutes and non-public summary of the previous meeting held on 6 November 2023.

The public minutes and non-public summary of the previous meeting held on 6 November 2023 were approved as a correct record.

Member are asked to note the Committee’s Outstanding Actions List.

Members received the Committee’s list of outstanding actions.

At the request of the Deputy Chair (External), officers undertook to add RAG ratings to the outstanding actions.

The Chief Strategy Officer provided an update on several actions. Members noted that officers would provide an update on the donated assets item at the Committee’s May meeting.

Member are asked to note the Committee’s Work Programme.

Members received the Committee’s work programme.

The Town Clerk to be heard.

The Town Clerk informed the Committee that the Nominations and Effectiveness Sub-Committee had met immediately before the Committee meeting, to consider the reappointment of Gail Le Coz. While the Sub-Committee meeting had been inquorate, the Chairman and Deputy Chair (Court) were supportive of the reappointment.

Accordingly, Members were asked to support a recommendation to the Court of Common Council that Gail Le Coz be reappointed to a second three-year term.

RESOLVED, that – Members recommend the reappointment of Gail Le Coz as an External Member of the Audit and Risk Management Committee for a second three-year term, expiring April 2027, to the Court of Common Council for approval.

Report of the Chamberlain.

Members received a report of the Chamberlain concerning the City Fund Statement of Accounts.

The Chamberlain and the external auditors took the Committee through the highlights in the Statement of Accounts.

Following discussion, the Deputy Chair (External) requested that officers provide updates on how the recommendations made by the auditors were being implemented.

RESOLVED, that – Members:

a)    Recommend approval of the 2022-23 Statement of Accounts to Finance Committee.

b)    Delegate authority to the Chamberlain, in consultation with the Chairman and Deputy Chairman of the Audit and Risk Management Committee, approval of any material changes to the financial statements required before the signing of the audit opinion by Grant Thornton, which is expected on 26th February 2024.

c)    Consider the Audit Progress Report for the City Fund 2022-23 as set out in Appendix 2.

d)    Consider the Auditor’s Annual Audit Report 2022-23 as set out in Appendix 3

Report of the Chamberlain.

Members received a report of the Chamberlain concerning the City’s Estate Statement of Accounts.

RESOLVED, that – Members note the progress made on the audit of the Annual Report and Financial Statements for City’s Estate, and for the Open Spaces and Sundry Trusts.

Report of the Chamberlain.

Members received a report of the Chamberlain concerning treasury management.

RESOLVED, that – the report be received and its contents noted.

Report of the Chamberlain.

Members received a report of the Chamberlain providing an update on the work of Internal Audit.

Members sought assurance that the ratings on the Barbican Estate Office would be followed up on, noting the concerns of affected residents. In reply, officers said that the Executive Director of Community and Children’s Services had given a full commitment to implement Internal Audit’s recommendations, and it was the role of the relevant service committees to oversee this implementation.

RESOLVED, that – the report be received and its contents noted.

Report of the Chief Strategy Officer.

Members received a report of the Chief Strategy Officer providing an update on risk management.

Officers in the Innovation & Growth Department provided a verbal update on CR30 Climate Action.

The Chief Strategy Officer provided Members with an update on actions following the fire incident at the Central Criminal Court.

RESOLVED, that – Members note:

·         This report and the corporate and top red departmental risk registers attached. Since the previous update:

o   The total number of corporate risks has reduced to 14. CR17 Safeguarding has been removed from the Corporate Risk Register (with Chief Officers ensuring safeguarding risks are appropriately captured, mitigated and overseen at a local level).

o   The likelihood of CR36 Protective Security and CR39 Recruitment and Retention has been reduced so both now have a rating of Amber 12.

o   The number of departmental red risks has decreased from 21 to 18. Three risks have been added to the register and six risks have been removed (two deactivated and four de-escalated). A summary of the top red departmental risks is at Appendix 3.

·         The briefing note on the work of the Reinforced Autoclaved Aerated Concrete (RAAC) Working Group.

·         The continuing work on the Risk Appetite Review and the updating of the Risk Management Policy – both of which are due to be reported back to the Committee at their next meeting (May).

·         The verbal update on CR30 Climate Action given by officers from Innovation & Growth, as requested by Members at the November 2023 Committee meeting.

Report of the Chamberlain.

Members received a report of Chamberlain concerning two corporate risks.

RESOLVED, that – the reports be received and their contents noted.

Report of the Chamberlain.

Members received a report of Chamberlain concerning three corporate risks.

RESOLVED, that – the reports be received and their contents noted.

Report of the Chamberlain.

Members received a report of Chamberlain concerning a corporate risk.

RESOLVED, that – the reports be received and their contents noted.

There were no questions.

The Town Clerk provided an update on the status of the Effectiveness and Skills Audit that Members had been asked to complete, noting that only six responses had been received. The Chairman said that this was an extremely important exercise in understanding how the Committee was operating, and in informing the future recruitment of Members, and urged Members to complete the surveys.

MOTION, 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.

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.

To agree the non-public minutes of the previous meeting held on 6 November 2023.

The non-public minutes of the meeting held on 6 November 2023 were approved as a correct record.

There was one question in the non-public session.

There were two items of non-public business.