Agenda and minutes

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 for absence were received from Stephen Bediako (Skyped into meeting), Gerard Grech, Judith Pleasance and The Rt Hon. the Lord Mayor, Alderman William Russell.

 ...  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.

Board Minutes pdf icon PDF 90 KB

To approve the public minutes and summary of the Barbican Centre Board meeting held on 20 Nvember 2019.

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

Minutes:

The public minutes and summary of the Board meeting held on 20 November 2019 were approved as a correct record suggest to one typo.

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

4.

Finance Committee Minutes pdf icon PDF 61 KB

To receive the public minutes of the Finance Committee of the Barbican Centre Board meeting held on 13 January 2020.

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

Minutes:

The draft public minutes of the Finance Committee meeting held on 13 January 2020 were received.

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

5.

Outstanding Actions and Work plan pdf icon PDF 56 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

The Board noted the various outstanding actions and the updates provided thereon. The workplan for Board meetings in 2020 was also noted.

 

With regards to action 1, Members were advised that a Civil Strategy was being drafted and would be brought to the March 2020 Board meeting. A National Strategy would follow at a later meeting.

 

Concerning action 2, Members were informed that this information had been covered at the morning’s Risk Committee meeting and would be brought to the next Finance Committee meeting.

 

With regards to action 4, Officers confirmed the tax reliefs had been paid and the delays were caused by issues with the Barbican’s bank account.

 

All other actions were complete or covered on the agenda.

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

6.

Management Report by the Centre's Directors pdf icon PDF 415 KB

Report of the Managing Director.

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

Minutes:

Members received a report of the Managing Director providing updates from the Barbican Directors on their respective areas. The following comments were made:

 

·         The Chairman welcomed the new Director of Development to the Board.

 

·         The Managing Director confirmed that the strategic plan wording had been revised following Member feedback and would be implemented and aligned with the business model.

 

·         It was noted that the Artistic Director would be focussing on bringing the strategic plan and KPIs forward before leaving the organisation at the end of March. The role would be covered on a freelance basis in April whilst the future of the position was decided.

 

·         The 2020 annual theme, Inside Out, has begun and featured on Timeout’s Best Things to Do in the World in 2020 article.

 

·         Members were advised that the finances for the Into the Night exhibition were covered in the business review and the next exhibition, Masculinities, would open in February.

 

·         The Walthamstow Garden Party was voted as a top green festival and also won a bronze certification for access from Attitude is Everything.

 

·         The first National Towards a Creative Curriculum Conference on 10 January 2020 was a success hosting 200 delegates and teachers from across the country looking at how to imbed arts in the national curriculum. A key message was “art makes children powerful” and the hashtag #teachingisbeautiful was trending. The next conference will take place in 2022.

 

·         It was confirmed that Spektrix would go live on 4 February 2020.

 

·         The Barbican is working in partnership with the LMA on a second bid to the National Lottery Heritage Fund for submission end of February.

 

·         It was noted that 100% of the ad hoc fire project list was complete subject to auditing.

 

·         The Director of Operations and Buildings advised that the capital bids for

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

7.

Proposed Amendment to Terms of Reference and Extension of Chairman's Term pdf icon PDF 86 KB

Report of the Town Clerk.

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

Minutes:

The Board considered a report of the Town Clerk concerning a proposed amendment to the Board’s Terms of Reference and an extension of Chairman’s term.

 

The Chairman left the room and the Deputy Chair took the chair whist the Board made its decision.

 

A Member highlighted the importance of good governance and questioned if the current terms of reference confined membership to a detriment to the Board, i.e. the loss of a Member with significant knowledge and experience in a period of considerable change. The Town Clerk confirmed that the nine-year term limit was not mandated by any particular statute or law, but rather was a self-imposed restriction adopted in the interests of good governance. The Board could therefore decide to alter its constitution if it was deemed necessary.

 

RESOLVED – That Members consider a proposed amendment to the Barbican Centre Board’s Constitution and Terms of Reference, waiving the nine-year maximum service rule on a temporary basis in respect of Deputy Shilson, to allow for the possibility of the incumbent Chairman to extend his term on the Board for one additional year. This would facilitate his service as Deputy Chairman for 2020/21. 

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

8.

Safeguarding Policy pdf icon PDF 271 KB

Report of the Head of HR, Barbican Centre.

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

Minutes:

The Board considered a joint report of the Director of Creative Learning and Head of HR Barbican/Guildhall School regarding the annual review of the Safeguarding Policy.

 

RESOLVED – That Members note the report and approve the updated safeguarding policy

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

9.

Health and Safety Annual Update pdf icon PDF 102 KB

Report of the Director of Operations and Buildings.

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

Minutes:

The Board considered a joint report of the Director of Creative Learning and Head of HR Barbican/Guildhall School presenting the updated Safeguarding Policy which is reviewed annually.

 

Members were advised that work with the Barbican/Guildhall School alliance was progressing well and that the alliance would be auditing all departments for the 2020 Certificate of Assurance to build one team.

 

RESOLVED – That Members note the report and approve the updated safeguarding policy.

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

10.

Internal Audit Update pdf icon PDF 80 KB

Report of the Head of Audit and Risk Management.

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

Additional documents:

Minutes:

The Board received a report of the Head of Internal Audit providing an update on Internal Audit activity undertaken at the Barbican Centre between November 2019 and January 2020.

 

The Chairman noted that this report was discussed heavily at the Risk Committee and it was agreed that a better narrative was needed to ensure proper scrutiny by Members.

 

RESOLVED – That Members:-

 

·         Note the report;

 

·         Consider the appropriateness of the delays in high priority recommendations implementation.

 

 

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

11.

Theatre & Dance: Annual Presentation pdf icon PDF 306 KB

Report of the Artistic Director.

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

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

Minutes:

The Board received a report of the Artistic Director providing an update on performance over the past year and setting out the Theatre department's strategy and planning for the coming period, in the context of the Barbican's Strategic Plan and the City of London Corporate plan.

 

RECEIVED.

 

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

12.

Questions on Matters Relating to the Work of the Board

Minutes:

There were no questions.

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

13.

Any other Business that the Chairman considers Urgent

Minutes:

There were no urgent items.

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

14.

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 14.

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.

15-30

3

 

 

 

 

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

15.

Non-Public Board Minutes

To agree the non-public minutes of the Barbican Centre Board meeting held on 20 November 2019.

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

Minutes:

The non-public minutes of the Board meeting held on 20 November 2019 were approved as a correct record.

 

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

16.

Non-Public Finance Committee Minutes

To receive the non-public minutes of the Finance Committee of the Barbican Centre Board held on 13 January 2020.

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

Minutes:

The draft non-public minutes of the Finance Committee meeting held on 13 January 2020 were received.

 

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

17.

Board Appointment

Report of the Town Clerk.

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

Minutes:

The Board considered a report of the Town Clerk concerning an appointment to the Board.

 

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

18.

Theatre & Dance: Annual Presentation (Non-Public Section)

To be read in conjunction with Item_.

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

Minutes:

The Board received the non-public appendices to be read in conjunction with item 11.

 

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

19.

Backstage issues at the Barbican Centre

Report of the Managing Director.

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

Minutes:

The Board considered a report of the Managing Director providing an update on backstage issues being experienced at the Centre.

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

20.

Update to the Music Presentation (20 November 2019)

The Artistic Director to be heard.

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

Minutes:

The Board noted a report of the Artistic Director providing further information concerning the Performing Right Society gender balance initiative further to the update to the Music Presentation update on 20 November 2019.

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

21.

Sand & Seal Woodblock Flooring - GW6 Outcome Report pdf icon PDF 107 KB

Report of the Head of Engineering and Projects.

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

Minutes:

The Board considered a Gateway 6 outcome report of the Head of Engineering and Projects, Barbican Centre providing an update on the Sand & Seal Woodblock Flooring project to the Barbican Centre level -1.

 

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

22.

Fire Door Rectification - GW2 Issue Report

Report of the Head of Engineering and Projects.

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

Minutes:

The Board considered a Gateway 2 Project Proposal report of the City Surveyor providing an update on the Centre’s Fire Door Rectification project.

 

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

23.

Fire Safety Projects (Multiple) - GW2 Issue Report

Report of the Head of Engineering and Projects.

 

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

Minutes:

The Board considered a Gateway 2 issue report of the City Surveyor providing an update on the Centre’s multiple Fire Safety Projects.

 

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

24.

Fire Stopping and Compartmentation - GW2 Issue Report

Report of the Head of Engineering and Projects.

 

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

Minutes:

The Board considered a Gateway 2 issue report of the City Surveyor providing an update on the Centre’s Fire Stopping and Compartmentation project.

 

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

25.

Bad Debts Annual Update

Report of the Managing Director.

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

Minutes:

The Board considered a report of the Managing Director providing Members with an annual update on bad debts for the Barbican for the period up to December 2018, with some small bank charges to write off from 2019. 

 

 

 

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

26.

*Risk Update

Report of the Director of Operations & Buildings.

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

Minutes:

The Board received a report of the Director of Operations and Buildings advising Members of the risk management system in place at the Barbican and updating on the significant risks that have been identified and outlining measures for mitigation of these risks.

 

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

27.

*Programming Risk Register

Report of the Artistic Director.

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

Minutes:

The Board received a report of the Artistic Director updating Members on the Programming Controversial Risk Register and the identified potential risks that occur as a result of specific programmed events and activities, as well as outlining the mitigation processes in place for each.

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

28.

Barbican Business Review - September 2019 (Period 8)

Report of the Chief Operating & Financial Officer.

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

Minutes:

The Board considered a report of the Chief Operating & Financial Officer setting out the Business Review for the September 2019 (Period 8) accounts.

 

 

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

29.

*CWP and Additional Capital Funds for City Fund Properties Update Report

Report of the Director of Operations and Buildings.

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

Minutes:

The Board received a report of the Director of Operations and Buildings providing Members with an update on the Centre’s maintenance and refurbishment projects that fall under the Cyclical Works Programme (CWP) and additional projects funded from other sources.

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

30.

Non-Public questions relating to the work of the Board

Minutes:

There were no questions.

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

31.

Any other business the Chairman considers urgent whilst the public are excluded

Minutes:

There was one urgent item.

 ...  view the full minutes text for item 31.