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Venue: Committee Room - 2nd Floor West Wing, Guildhall

Contact: Gemma Stokley
tel. no.: 020 7332 1407  Email: gemma.stokley@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

There were no apologies for absence.

 ...  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 no declarations.

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

3.

Public Minutes pdf icon PDF 193 KB

To agree the public minutes and summary of the meeting held on 7 November 2016.

 

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

Minutes:

The public minutes of the meeting held on 7 November 2016 were considered and approved as a correct record.

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

4.

MATTERS ARISING NOT COVERED ELSEWHERE ON THE AGENDA

Minutes:

There were no matters arising from the public minutes of the last meeting not covered elsewhere on the agenda.

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

5.

Outstanding Actions Report pdf icon PDF 86 KB

Report of the Town Clerk.

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

Minutes:

The Committee received a report of the Town Clerk detailing a number of outstanding actions.

 

The Town Clerk explained that, following a request from Governors at the last meeting of this Committee, this report would now feature on each agenda.

 

The Chairman requested an update on each action from Officers. The updates provided were as follows:

 

Student Catering (including Student Bar)

The Head of Audit and Risk Management stated that this would form the basis of a report to the November 2017 meeting of this Committee.

 

Milton Court

The Group Accountant reported that the audit fieldwork for this now nearing completion. A report would be provided to the next meeting of this Committee in July 2017.

 

Sundial Court

The Chairman reported that this had originally been included in the 2017-18 Audit Plan but could now be brought forward to be reported in 2016-17.

 

Staff Recruitment and Retention

The Principal reported that some posts were currently being held vacant which had resulted in some positive variances in the budget. Two of the most significant posts currently being held vacant were fundraising posts. It was the intention that the new Principal would appoint to the role of Head of Development and it was anticipated that the new post-holder would then put forward recommendations on the future structure of the Department. In response to a question, the Principal reassured the Committee that the School’s Head of Marketing was also currently overseeing the work of the Head of Development in the interim period.

 

With regard to staff retention, the Principal reported that the staff development framework at the School was very successful with staff retention and recruitment routinely considered by the Senior Management Team. He added that there were no obvious problems in these areas for the School at present.

 

The Head of Audit

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

6.

Internal Audit Annual Report pdf icon PDF 142 KB

Report of the Head of Audit and Risk Management.

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

Additional documents:

Minutes:

The Committee received a report of the Head of Audit and Risk Management providing details of the Internal Audit work undertaken at the School during the academic year ended 31st July 2016 with the intention of providing Governors with an opinion on the adequacy and effectiveness of the School’s arrangements for internal control.

 

The Chairman reported that this information had also been received by the full Board at their November 2016 meeting.

 

RESOLVED – That, Members note the work that internal audit have undertaken.

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

7.

Internal Audit Update Report pdf icon PDF 100 KB

Report of the Head of Internal Audit and Risk Management.

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

Additional documents:

Minutes:

The Committee received a report of the Head of Audit and Risk Management providing an update on Internal Audit activity undertaken at the Guildhall School since the last report made in November 2016.

 

The Head of Audit and Risk Management reiterated that fieldwork was in progress for the audit of Succession Planning, Talent Management and Staff Development and reported that consultation was also underway on the terms of reference for the audit of Satellite Site Operations.

 

In terms of the movement of live high priority recommendations, the Committee were informed that there were no outstanding red recommendations and just four live amber recommendations – this had reduced from six live amber priority recommendations reported at the time of the November Audit and Risk Management Committee meeting. This movement reflects full implementation of one recommendation and advice received from Guildhall School management that a further recommendation has been superseded.

 

The Head of Audit and Risk Management went on to highlight that an audit of Student Catering (including the Student Bar) did not currently feature on the 2017-18 Draft Internal Audit Plan but could now be added with a revised 2017-18 plan presented to the next Audit and Risk Management Committee for approval.  

 

In response to questions around the planned audit of Satellite Site Operations in 2016/17, the Principal stated that this was intended to look at all aspects of the operations including governance, business planning and safeguarding. The Principal went on to report that the satellite models had now converged and that it had now agreed with all at Hestercombe (including the Board and Chairman) that the CYM there would be moving to a secondary school premises in Taunton at the end of the current academic year. Accommodation at the new site would be free and it would also mean that

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

8.

Questions on matters relating to the work of the Audit & Risk Management Committee

Minutes:

There were no questions.

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

9.

Any other business that the Chairman considers urgent

Minutes:

There were no additional, urgent items of business for consideration.

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

10.

Exclusion of the public

MOTION - That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

                                                                                     

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

Minutes:

RESOLVED – That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part I of Schedule 12A of the Local Government Act as follows:-

 

Item

Paragraph

11

3

13-15

3

 

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

11.

Non Public Minutes

To agree the non-public minutes of the meeting held on 7 November 2016.

 

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

Minutes:

The non-public minutes of the meeting held on 7 November 2016 were considered and approved as a correct record.

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

12.

NON-PUBLIC MATTERS ARISING NOT COVERED ELSEWHERE ON THE AGENDA

Minutes:

The Committee discussed matters arising from the minutes of the last meeting held on 7 November 2016 and not covered elsewhere on the agenda.

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

13.

TRAC Return for Academic Year 2015-2016

Report of the Principal of the Guildhall School of Music and Drama.

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

Minutes:

The Committee received a report of the Principal of the Guildhall School of Music and Drama detailing the School’s annual TRAC (Transparent Approach to Costing) return for the Academic Year 2015-16.

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

14.

Finance Review

Report of the Chief Operating and Financial Officer.

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

Minutes:

The Committee received a report of the Chief Operating & Financial Officer detailing the School’s financial performance up to the end of November 2016 (Period 4 of 2016-17 Academic year).

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

15.

Risk Register

Report of the Chief Operating and Financial Officer.

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

Minutes:

The Committee received a report of the Principal of the Guildhall School of Music and Drama providing assurances that risk management procedures in place within the School are satisfactory and that they meet the requirements of the corporate Risk Management Framework.

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

16.

Non Public Questions on matters relating to the work of the Audit & Risk Management Committee

Minutes:

There were no questions raised in the non public session.

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

17.

Any other business that the Chairman considers urgent and which the Sub Committee agree should be considered whilst the public are excluded

Minutes:

There were no additional, urgent items of business for consideration in the non public session.

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

 


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