Agenda and minutes

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

Contact: Gregory Moore
tel. no.: 020 7332 1399  Email: gregory.moore@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Emma Kane, Vivienne Littlechild, Deputy Catherine McGuinness, Wendy Mead, and Deputy Tom Sleigh.

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

2.

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

Minutes:

There were none.

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

3.

Order of the Court of Common Council pdf icon PDF 90 KB

To receive the Order of the Court of Common Council dated 27 April 2017 appointing the Board and setting its Terms of Reference.

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

Minutes:

The Order of the Court, appointing the Board and setting its terms of reference, was received.

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

4.

Election of Chairman

To elect a Chairman in accordance with Standing Order No.29.

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

Minutes:

In accordance with Standing Order No.29, the Board proceeded to elect a Chairman for the year ensuing. The Town Clerk read a list of Members eligible to stand and Deputy Giles Shilson, being the only Member expressing his willingness to serve, was duly elected as Chairman.

 

The Chairman thanked Members for their support and took the opportunity to welcome Deputy Edward Lord to his first meeting, having been appointed as the Policy and Resources Committee’s representative on the Board. The Chairman also thanked the previous incumbent, Stuart Fraser, for his contributions over the past year.

 

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

5.

Election of Deputy Chairman

To elect a Deputy Chairman in accordance with Standing Order No. 30.

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

Minutes:

The Committee proceeded to elect a Deputy Chairman in accordance with Standing Order No. 30. Deputy John Tomlinsonn, as the immediate past Chairman, in Common Council and willing to serve, was accordingly declared as the Deputy Chairman for the ensuing year.

 

Vote of Thanks to the Past Chairman

 

Deputy Tom Hoffman paid tribute to Deputy John Tomlinson, the immediate past Chairman.

 

resolved UNANIMOUSLY: That, at the conclusion of his three year term of office as their Chairman, the Members of the Barbican Centre Board wish to extend to

 

John Tomlinson, Deputy

 

their sincere thanks and appreciation for the manner in which he has presided over their deliberations, as well as the committed and active service he has provided to the Barbican Centre during his tenure.

 

His detailed knowledge of, and involvement in, the work of the Centre - together with his committed enthusiasm for the arts - have been of great value to the Board. During a time of increasing funding pressures for the arts, his keen financial acumen and eye for detail has been invaluable in supporting the transformation of the Barbican into a more commercially-minded organisation, generating significant income to ensure that the Centre can flourish as a world-class multi-arts centre in a new funding environment. As a member of the Barbican Centre Trust he has constantly supported the fund-raising activities of the Centre, and his attendance at many artistic and fund-raising events has been deeply appreciated by all. 

 

His work with cultural partners, both within and beyond the City Corporation, has helped to enable the establishment of the soon-to-be-launched Cultural Hub, a development that will serve as a vital arts destination for London and the nation. His engagement with others has also been invaluable in the ongoing work around a potential Centre for Music which would

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

6.

Minutes pdf icon PDF 156 KB

To approve the public minutes and summary of the Barbican Centre Board meeting held on 8 March 2017.

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

Minutes:

The public minutes and summary of the Board meeting held on 8 March 2017 were approved.

 

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

7.

Outstanding Actions and Workplan pdf icon PDF 82 KB

Report of the Town Clerk

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

Additional documents:

Minutes:

The Board received a report of the Town Clerk setting out the outstanding actions list and noted the various updates and additions. The forthcoming workplan for Board meetings in 2017 was also noted.

 

With reference to the action concerning staff terms and conditions, the Head of HR reminded Members that this had originally been added as part of a Corporation-wide review of unsocial hours contracts and had been an element of the Barbican’s intended Service Based Review savings. This review was no longer taking place and commensurate savings were being found elsewhere as previously highlighted to the Board. Accordingly, the action should therefore be removed from the list; however, the Head of HR reassured Members that conversations with Corporate HR continued around pay and reward policies with a view to providing more flexibility in this area in future.

 

Members’ attention was drawn to the proposed date change for the November Board meeting and the Town Clerk advised that a full list of dates for 2017 and 2018 would be circulated after the meeting.

 

RECEIVED.

 

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

8.

Appointment of Sub-Committees pdf icon PDF 111 KB

Report of the Town Clerk.

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

Minutes:

The Board considered a report of the Town Clerk concerning the appointment of its various sub-committees for the coming year.

 

RESOLVED: That:-

·      The appointment of a Reference Sub-Committee be held in abeyance for the year;

·      The Terms of Reference for the Finance Committee, Risk Committee and Nominations Committee of the Barbican Centre Board be agreed; and

·      the following Memberships be agreed: -

Finance Committee of the Barbican Centre Board

Deputy Dr Giles Shilson (Chairman of the Board)

Deputy John Tomlinson (Deputy Chairman of the Board)

Deputy Wendy Hyde (City of London Finance Committee representative)

Emma Kane (Chairman of the Barbican Centre Trust)

Russ Carr

Vivienne Littlechild

Judith Pleasance

Deputy Tom Sleigh

 

Nominations Committee of the Barbican Centre Board

Deputy Dr Giles Shilson (Chairman of the Board)

Deputy John Tomlinson (Deputy Chairman of the Board)

Deputy Tom Hoffman

Deputy Edward Lord

Trevor Phillips

Deputy Tom Sleigh

 

Risk Committee of the Barbican Centre Board

Deputy John Tomlinson (Deputy Chairman of the Board)

Deputy Dr Giles Shilson (Chairman of the Board)

Deputy Wendy Hyde (City of London Finance Committee representative)

Russ Carr

Deputy Edward Lord

Judith Pleasance

Deputy Tom Sleigh

 

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

9.

Management Report by the Centre's Directors pdf icon PDF 462 KB

Report of the Managing Director.

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

Minutes:

Members received a report of the Managing Director providing updates from the Barbican Directors on their respective areas.

 

During discussion of the Learning and Engagement Forum, it was noted that one Member had circulated information to organisations and communities in their Ward. It was suggested that others might wish to do similarly in their own Wards, with the Chairman adding that more should be done to utilise the connections and channels of communication available through Members.

 

The performance of a particular restaurant at the Barbican was also discussed, with it noted that the recent introduction of a new management team was expected to help build on the recent improvements.

 

RECEIVED.

 

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

10.

Draft Corporate Plan 2018-23 pdf icon PDF 90 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

The Board received a report of the Town Clerk which presented an early draft of the City of London Corporation’s Corporate Plan 2018-23. This was intended to provide Members with an opportunity to provide initial feedback before wider consultation on the plan took place in the autumn with staff, partners and other external stakeholders.

 

Noting that one of the Corporate Plan’s key aims was to secure economic growth, a Member observed that the Creative Industries were integral to this and stressed the importance of positioning the Barbican at the forefront of creative and technological innovation in the arts. Not only would this align well with the City Corporation and Government’s aspirations, but it would also lead to economic growth for the Barbican. The Chairman agreed, emphasising that cultural provision was a key part of the ongoing attraction of London and the UK as centre for financial and professional services; the development of the cultural hub would be increasingly important part of this offer.

 

The Chairman encouraged Members to provide any further feedback to the Town Clerk outside the meeting.

 

RECEIVED.

 

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

11.

Departmental Business Plan: Barbican Centre pdf icon PDF 87 KB

Joint report of the Managing Director and Chief Operating & Financial Officer.

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

Additional documents:

Minutes:

The Board considered a joint report of the Managing Director and the Chief Operating & Financial Officer setting out the proposed business plan for the Barbican Centre for 2017/18.

 

It was noted that the business plan had been developed such that it corresponded with the Corporate Plan discussed at item 10 as well as the Barbican’s own Strategic Plan.

 

With reference to the developing business case for a prospective Centre for Music project, it was asked whether officers were confident that sufficient resource was in place to manage this whilst ensuring that there was no detrimental impact on the management of the Barbican itself. The managing Director advised that there was currently a very high degree of comfort in this area; however, he was conscious that this might need to be revisited in due course as the intensity of work increased ahead of any decision point in 2018. The situation was being actively monitored and considered carefully on an ongoing basis.

 

RESOLVED: That the high-level and detailed departmental business plans for the Barbican Centre be approved.

 

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

12.

Gender Neutral Toilets pdf icon PDF 93 KB

Report of the Managing Director.

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

Minutes:

The Board received a report of the Managing Director providing an update on the introduction of gender neutral toilets on level -2 of the Barbican Centre.

 

The Chairman noted that this had been the subject of significant press and social media coverage, adding that it was therefore important that the Board was aware of the background to this issue and was comfortable with how this was being taken forward. He observed that a Working Group had been established to consider the matter and took the opportunity to thank Deputy Lord for his contributions and advice, including a short guidance note concerning awareness of non-binary individuals and wider gender issues. This would be circulated to all Board Members following the meeting.

 

The general question of toilet provision and the perceived lack of adequate facilities was also discussed, with the Managing Director advising that this was a common problem across many arts venues. He observed that the Centre would ideally move towards cubicle only toilet provision, which would help both in terms of toilet provision and also address gender neutrality concerns more easily; however, as the Barbican was a listed building, this was not straightforward. The Managing Director also confirmed that the Barbican was committed to finding a more practical place in the building to introduce a gender neutral toilet.

 

RECEIVED.

 

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

13.

Questions on Matters Relating to the Work of the Board

Minutes:

There were no questions.

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

14.

Any other Business that the Chairman considers Urgent

Minutes:

There were no urgent items.

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

15.

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 15.

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.

16, 18 - 28

3

17

1

 

 

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

16.

Non-Public Minutes

To agree the non-public Minutes of the Barbican Centre Board meeting held on 8 March 2017.

 ...  view the full agenda text for item 16.

Minutes:

The non-public minutes of the Board meeting held on 8 March 2017 were approved as a correct record.

 

 ...  view the full minutes text for item 16.

17.

Appointment of an External Member

Report of the Town Clerk.

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

Minutes:

The Board considered and approved a report of the Town Clerk, proposing the appointment of Lucy Musgrave to the Board for an initial three-year term.

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

18.

Beech Street Property Usage

A resolution of the Policy and Resources Committee, to be read in conjunction with a joint report of the Town Clerk, City Surveyor and the Managing Director of the Barbican Centre.

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

Minutes:

The Sub-Committee received a resolution from the Policy and Resources Committee alongside a joint report of the Town Clerk, City Surveyor and Managing Director which provided an update regarding proposals for the use of the City Corporation’s property holdings within Beech Street.

 

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

19.

Marketing & Communications Update

Report of the Director of Arts.

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

Minutes:

The Board received a report of the Director of Arts providing an update on performance over the past year and setting out the opportunities, challenges and plans for the coming period.

 

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

20.

LSO Funding

Report of the Town Clerk.

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

Minutes:

The Board received a report of the Town Clerk which set out the history behind the relationship with the London Symphony Orchestra (LSO) and the funding arrangements between the two.

 

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

21.

Update on the Barbican Budget 2017/18

Report of Chief Operating & Financial Officer.

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

Minutes:

The Board received a report of the Chief Operating & Financial Officer providing an update on the budget for 2017/18.

 

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

22.

Business Review

Report of the Chief Operating & Financial Officer.

 

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

Minutes:

The Board received a report of the Chief Operating & Financial Officer presenting the year end (Period 12) accounts for 2016/17.

 

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

23.

Development Update

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board received a report of the Chief Operating & Financial Officer which set out the latest fundraising results against budget.

 

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

24.

Service Based Review Roadmap and Strategic Plan Update

Report of the Managing Director.

 ...  view the full agenda text for item 24.

Minutes:

The Board received a report of the Managing Director providing an update in respect of progress made in meeting the Barbican’s Service Based Review targets and Strategic Plan objectives.

 

 ...  view the full minutes text for item 24.

25.

Risk Update

Report of the Director of Operations & Buildings.

 ...  view the full agenda text for item 25.

Minutes:

The Board received a report of the Director of Operations & Buildings updating Members on the key risks facing the Centre and detailing the steps being taken to mitigate these risks.

 

 ...  view the full minutes text for item 25.

26.

Update on Capital Works

Report of the Director of Operations & Buildings.

 ...  view the full agenda text for item 26.

Minutes:

The Board considered and approved a report of the Director of Operations & Buildings concerning the Barbican Centre’s Capital Cap programme and a number of non-capital cap projects.

 ...  view the full minutes text for item 26.

27.

Barbican Centre Projects Programme

Report of the Director of Operations & Buildings.

 ...  view the full agenda text for item 27.

Minutes:

The Board received a report of the Director of Operations & Buildings providing updates on those projects across the Barbican Campus.

 

 ...  view the full minutes text for item 27.

28.

Actions Taken under Delegated Authority or Urgency Procedures

Report of the Town Clerk.

 ...  view the full agenda text for item 28.

Minutes:

The Board received a report of the Town Clerk advising of one action taken under delegated authority since the last meeting.

 ...  view the full minutes text for item 28.

29.

Questions relating to the work of the Board

Minutes:

There were no questions.

 ...  view the full minutes text for item 29.

30.

Any other business the Chairman considers urgent

Minutes:

There were no urgent items.

 ...  view the full minutes text for item 30.