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

Contact: Leanne Murphy
tel. no.: 020 7332 3008  Email: leanne.murphy@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Deputy Dr Giles Shilson, Alderman David Graves, Judith Pleasance and Deputy John Tomlinson.

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

2.

Declarations by Members of any Personal and Prejudicial Interests in respect of Items on this Agenda

Minutes:

Alisdair Nesbitt declared that he was a Trustee of the Barbican Centre.

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

3.

Minutes pdf icon PDF 64 KB

To agree the public minutes of the meeting held on 4 July 2018.

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

Minutes:

The public minutes of the meeting held on 4 July 2018 were approved.

 

Matters arising

 

With regards to the Internal Audit update, the Head of Internal Audit advised that there was no strategy document but a two-year plan listing strategic objectives had been developed and went to the Audit & Risk Committee for approval.

 

A Member requested a document that reflected how this had been developed highlighting the need for the Committee (and others) to understand the reasoning behind priorities. The Head of Internal Audit advised that this could not be provided until an audit plan was set identifying the terms of reference but offered to put together a document concerning the process used. He confirmed that all decisions were approved by the Audit & Risk (A&R) Committee.

 

The Chairman queried who decided what is looked at and when. Members were advised that the planning process began in January with Officers looking at objectives, concerns and previous findings and identify risks feeding the risk register into the process. This was then agreed by the A&R Committee. Members argued that the Committee should feed into the process before plans went to the A&R Committee for approval. 

 

Members agreed transparency around the reasoning of priorities and decisions was needed in the process.

 

 

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

4.

Outstanding Actions pdf icon PDF 39 KB

Report of the Town Clerk.

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

Minutes:

The schedule of outstanding actions was received and the various updates noted.

 

RECEIVED.

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

5.

Internal Audit Update pdf icon PDF 75 KB

Report of the Head of Internal Audit & Risk Management.

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

Additional documents:

Minutes:

The Committee received a report of the Head of Internal Audit providing an

update on Internal Audit activity undertaken at the Barbican Centre since

July 2018. The following comments were made:

 

·         The Head of Audit and Risk Management advised the Committee that the Equalities & Inclusion audit had been finalised and an internal audit had been undertaken. It was noted that there was no direct impact on the Barbican from these audits.

 

·         Members were advised that Appendix 5 set out the status of assignments of the 2018-19 Audit Plan implementing all management decisions and change in dates.

 

·         A Member felt that an item regarding the Trust was needed as this was a different legal entity and therefore required a box of its own for review. It was noted that there was potentially a GDPR risk as the Trust can only operate if the Barbican gave indemnity. The Member therefore felt that this required auditing as there was a contractual arrangement giving the ability to share data. Members were advised that the Corporation’s GDPR process was audited. The Head of Audit and Risk Management agreed to look at this offline.

 

·         A Member voiced concern that the new catering contract started in October 2018 and was working without formal agreement being signed. Members were advised that the new contract was not yet signed but it did address all concerns voiced by the Committee. The Committee felt that this should have been dealt with before the contract began and needed to be resolved as soon as possible.

 

RESOLVED – That Members note the delivery position for the 2017-18 Internal Audit Plan, including audit review outcomes since the last Internal Audit Update report in July 2018, the number of outstanding high priority recommendations, and 2018-19 Audit Plan progress.

 

 

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

6.

Questions on Matters relating to the Work of the Committee

Minutes:

There were no questions.

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

7.

Any other Business that the Chairman considers Urgent

Minutes:

There were no urgent items.

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

8.

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 8.

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.

 

Item No.

Paragraph No.

9-14

3

 

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

9.

Non Public Minutes

To agree the non-public minutes of the meeting held on 4 July 2018.

 

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

Minutes:

The non-public minutes of the meeting held on 4 July 2018 were approved.

 

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

10.

Stock Management for Barbican Retail and Bars

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Committee received a report of the Chief Operating & Financial Officer providing an update on the Internal Audit of the Barbican Retail and Bars operations, with specific reference to stock management issues.

 

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

11.

Risk Update

Report of the Director of Operations & Buildings.

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

Minutes:

The Committee received a report of the Director of Operations and Buildings

advising Members of the risk management system in place at the Barbican,

updating on the significant risks that had been identified and outlining measures

for mitigation of these risks.

 

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

12.

Programming Risk Update

Report of the Director of Arts.

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

Minutes:

The Committee received a report of the Artistic Director concerning potential risks associated with forthcoming programmed activities at the Barbican Centre.

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

13.

Non public questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

14.

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 14.

 


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