Agenda and draft minutes

Venue: Virtual meeting

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

Items
No. Item

1.

Apologies

Minutes:

Apologies for lateness were received from Alderman David Graves.

 

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

2.

Members Declarations under the Code of Conduct in respect of Items on this Agenda

Minutes:

There were no declarations.

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

3.

Minutes pdf icon PDF 110 KB

To approve the public minutes and non-public summary of the last meeting held on 5 July 2021.

 

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

Minutes:

The draft public minutes of the Finance and Risk Committee meeting held on 5 July 2021 were approved as a correct record.

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

4.

Barbican Centre Environmental Sustainability Strategy pdf icon PDF 121 KB

Report of the Director of Operations & Buildings.

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

Additional documents:

Minutes:

The Committee considered a report of the Director of Operations and Buildings regarding the Barbican Centre Environmental Sustainability Strategy.

 

Want to approve, culmination of many years of work.

 

The Chair enquired how the Committee could support this work and Members agreed that key performance indicators would assist in measuring progress plus themed discussions at meetings to provide a deep dive when needed. Officers agreed to include milestone targets and KPIs to check progress against.

 

With regards to the Renewal Project, a Member asked if a metric concerning environmental sustainability would be included in the selection process for the architect. Member were advised that the brief included a series of themes including this and any supplier hoping to bid for the project needed to show how they would address each item.

 

A Member noted that there was no policy regarding home working for staff and saw this as part of the environment agenda. Officers confirmed the Centre was aligned with the City Corporation; however, they were more flexible due to the work of the Centre. It was confirmed that much less office staff were travelling in, with encouragement that staff only come in when needed, which was being trialled with the Marketing Team before rolling out a plan with all staff. Officers agreed to monitor carbon emissions for traveling in.

 

A Member noted that there were other partnerships opportunities within the City Corporation (other than Judith’s Bicycle) that could be used. The Member also requested that future reporting address how the Centre was benchmarking in comparison to the whole City Corporation.

 

Members discussed the importance of EDI. Officers confirmed this was a big consideration and they were working with the Procurement Team on how best to move forward through diverse work list. looking at all stakeholder, what buying and how we

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

5.

Internal Audit Planning for 2022/23 pdf icon PDF 209 KB

Report of the Head of Audit and Risk Management.

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

Minutes:

The Committee noted a report of the Head of Audit and Risk Management concerning Internal Audit Planning for 2022/23.

 

A Member noted that there had not been a review of data security since 2019/20 and felt this should be added to the list as a rapidly evolving area. Members also felt ticketing and Spectrix were worth revisiting.

 

A Member voiced concern over the semi-independence of institutions regarding IT security and digital services in comparison to the City Corporation’s security systems. Officers confirmed there was a programme of security work across the whole of the Corporation which would be used to drive work and audits to benefit all institutions. Officers agreed to provide a list of the checks to give reassurance.

 

RECEIVED.

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

6.

Internal Audit Review of Organisational Culture and Staff Experience pdf icon PDF 105 KB

Report of the Head of Audit and Risk Management.

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

Minutes:

The Committee received a report of the Head of Audit and Risk Management regarding the Internal Audit Review of Organisational Culture and Staff Experience.

 

Members were advised that there had been discussions concerning how internal audit could support reviews in relation to Barbican Stories, noting it was difficult to be specific until the findings of the review were published. In the meantime, this would be added to the forward plan and come back as appropriate when there was more information.

 

RECEIVED.

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

7.

Projects Update Report pdf icon PDF 144 KB

Report of the Director of Operations and Buildings.

(N.B. – To be read in conjunction with the non-public appendix at Item 12)

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

Minutes:

The Committee received a report of the Director of Operations and Buildings presenting an update on the refurbishment and maintenance projects within the Cyclical Works Programme and additional projects funded from other sources.

 

The Barbican Centre currently had 49 live projects, of which six were capital projects.  Since the inception of the Cyclical Works Programme, it had been required for projects to be completed within three years; however, a one-year cycle had been introduced for all projects from the start of the 2021/22 financial year.  In response to a question from a Member, the Director of Operations and Buildings confirmed that it was intended to maintain the momentum of the existing programme of projects alongside work on any new capital projects.

 

RECEIVED.

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

8.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

9.

Any other Business THAT THE CHAIR CONSIDERS URGENT

Minutes:

There was no other business.

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

10.

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 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 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 minutes text for item 10.

11.

Non-Public Minutes

To approve the non-public minutes of the last meeting held on 5 July 2021.

 

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

Minutes:

12.

Covid-19 Situation Update

Report of the Chief Operating and Financial Officer.

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

Minutes:

The Committee considered a report of the Chief Operating and Financial Officer presenting an update on the impact of COVID-19 on the Barbican Centre.

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

13.

Barbican Business Review - July 2021 (Period 4 - 21/22)

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Committee considered a report of the Chief Operating and Financial Officer setting out the Barbican Business Review for July 2021 (Period 4 – 21/22).

 

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

14.

Controversial Programming Risk Register

Report of the Director of Arts and Learning.

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

Minutes:

The Committee received a report of the Director of Arts and Learning presenting the Controversial Programming Risk Register which identified potential risks arising from specific programmed events and activities and outlined any mitigating action taken.

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

15.

Risk Update

Report of the Director of Operations and Buildings.

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

Minutes:

The Committee considered a report of the Director of Operations and Buildings outlining the risk management system in place at the Barbican Centre, presenting significant risks and how these would be mitigated.

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

16.

PROJECTS UPDATE: NON-PUBLIC APPENDIX

To be read in conjunction with item 6.

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

Minutes:

17.

NON-PUBLIC QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE

Minutes:

There was one question.

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

18.

ANY OTHER BUSINESS THE CHAIR CONSIDERS URGENT WHILST THE PUBLIC ARE EXCLUDED

Minutes:

There were no urgent items.

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