Agenda and minutes

Apologies were received from Brian McMaster and Deputy Catherine McGuinness (Deputy Chairman). 

The Town Clerk advised that the absence of the above Members meant that the Committee was, in fact, inquorate.  However, Deputy McGuinness (Deputy Chairman) was available via telephone conference and was able to contribute to the meeting.   Prior to the meeting, the Town Clerk had sought legal advice as follows:

 Para 39(1) states that “…all questions shall be decided by a majority of members ……..present and… voting thereon at a meeting….”

Para 40 requires that “the names of all members present shall be recorded”

In the absence of specific legislation extending the definition of “present” to virtual presence, then the normal interpretation i.e. physical presence must apply.

Members also noted that there is specific provision under Companies Act legislation to allow for video conferencing arrangements at Board and Directors meetings, but that does not extend to local authority meetings.  Members and officers were also reminded that the Barbican Risk Committee has advisory powers to the Board and the reports on the agenda were for information only.   The minutes from the inquorate meeting would be reported to the Barbican Finance Committee and the Board, as is usual practice. 

The Town Clerk reminded Members that the sub Committee is carrying a vacancy and members agreed to fill this at the next Board.  It was suggested that the Board appoint two  members, in order to protect against the risk of being inquorate and that one of these members could be the Finance Committee’s ex-officio member of the Board.  

There were no declarations.

To approve the Public Minutes and Summary of the Barbican Risk Committee of the 21 May 2012.

The public minutes and summary of the Risk Committee of the 21 May 2012 were approved, subject to their confirmation by a quorate meeting of the Committee.

The Chairman took Members and Officers through matters arising, some of which would also be cross-referenced under the Outstanding Actions list at item 9.  The Chairman suggested and Members agreed that, in future, the list should be split into public and non-public sections.

In respect of ‘old contracts’, Members noted that the Finance Committee receives this as a regular update and it should therefore be removed from the Risk Committee agenda.

Report of the Chamberlain

For Information

This report provided Members with an update on the progress of Internal Audit reviews undertaken within the Barbican Centre since the last report in May 2012

An External Member asked that the committee be given an update in respect of the Health and Safety audit review concerned with the Construction Design and Management (CDM) legislation of 2007. Internal Audit explained that there were a number of difference between this and earlier legislation and that these required various changes in respect of departmental project management. This review of the Barbican Centre’s practices was the most recent of those carried out in co-ordination with the City’s various technical departments, and was done to increase compliance with the legislation, help reduce the likelihood of accidents, and thereby mitigate the risks of fines and/or prosecutions.“

Internal Audit commended the Barbican for their co-operation and confirmed that all recommendations had been accepted.  The Chairman suggested that CDM be considered for inclusion in the Barbican’s Risk Register.  The Head of Internal Audit and Risk Management confirmed that the most significant areas of the City where CDM applies had been targeted and offered to provide an information summary for all chief officers.  The Chairman suggested that this should also be reported to the central Audit and Risk Management Committee.

The External Member suggested that, as the recommendations had been formulated by 26 July, a final report could have been produced sooner.  Officers explained that the usual 4 week response time had been extended to 8 weeks, due to the Olympics.  

In response to a further question on the Events Expenditure and Income review, the Head of Audit and Risk Management explained that generic user ID’s were kept to a minimum on the Artifax System and this system is not used for authorising payments. 

The Chief Operating

There were no questions

There were no items of urgent business.

That under Section 100A of the Local Government Act 1972, the public be excluded from the following items, on the grounds that they involve the likely disclosure of Exempt Information, as defined in Part 1, of Schedule 12A (Paragraph 3) of the Local Government Act.

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 (paragraph 3) of the Local Government Act .   

The approve the non-public Minutes of the Barbican Risk Committee held on 21 May 2012

The non-public minutes of 21 May were approved, subject to formal confirmation by a quorate meeting of the Risk Committee

Report of the Town Clerk

For Information

The Chairman asked that, for future Outstanding Action lists that dates be applied at the time the action became live.  As requested earlier, all future lists would also be split into public and non-public.  The Chairman and Members were pleased to note that all the outstanding actions from the meeting of 21 May had been discharged. 

RECEIVED

Report of the Interim Buildings Director

For information

This report explained the arrangements for heating and cooling services in place at the Barbican Centre/GSMD.

 The Interim Buildings Director advised that 3 tenders had been received.

Report of the Chamberlain and Chief Operating and Financial Officer

For Information

This report briefly summarised the City’s insurance arrangements for the Barbican Centre.

Chief Operating and Financial Officer

For information

Members noted that the Centre had been carrying out more fire drills than previously.

The Interim Building Director provided a verbal update on the situation in respect of the goods lift (Item 26 on the Risk Register).  

Report of the Chief Operating and Financial Officer

For Information

This report advised Members of the risk management systems in place at the Barbican, the significant risks that have been identified and measures for mitigating them. 

During questions, the following items were raised:

1.    The Chairman was very happy to report that, following a tour of the new Cinema, by the Senior Management Team, the project had been completed to an excellent standard and would be signed off next week.  Members noted that testing had included sound and vision quality and acoustics and all had been very satisfactory. 

2.    A Member mentioned an issue with air-handling, which had been raised at a residents’ meeting earlier that week.  The Interim Buildings Director agreed to investigate.

3.    Members noted the Crossrail works to two tunnels linking Liverpool Street to Farringdon would take place during the summer of 2014.

4.    A new CCTV system had been installed in the Gallery in August and all recommendations, following last year’s brick theft, had been fully implemented

5.    The next HR report to the Board would cover internships, apprenticeships and the London Living Wage.

6.    As this would be Shaun Kerfoot’s last meeting as Interim Buildings Director, the Chairman and Members thanked him for this thorough and careful service to the Centre.  Members welcomed the new Buildings Director, Mr Michael Dick.

There were no items.