Venue: Committee Rooms, 2nd Floor, West Wing, Guildhall
Contact: Chloe Rew
tel. no.: 020 7332 1427
Email: chloe.rew@cityoflondon.gov.uk
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Apologies Minutes: It was proposed by Jeremy Mayhew that Alderman John Garbutt take the Chair.
Apologies were received from Hilary Daniels and Paul Martinelli.
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Members' Declarations under the Code of Conduct in respect of items on the Agenda Minutes: There were no declarations. |
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To receive the Order of the Court of Common Council appointing the Committee dated 25 April 2019. Minutes: Members received the Order of the Court dated 25 April 2019. |
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Election of the Chairman To elect a Chairman in accordance with Standing Order No. 29. Minutes: Members elected a Chairman in accordance with
Standing Order 29.
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Election of the Deputy Chairman To elect a Deputy Chairman in accordance with Standing Order No. 30. Minutes: Members elected 1 Deputy Chairman in
accordance with Standing Order 30, and 1 Deputy Chairman from the
External Members, in accordance with a convention adopted by the
Committee on 6 March 2018.
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Appointment of Subcommittees PDF 63 KB Report of the Town Clerk. Minutes: Members considered a report of the Town Clerk which sought to elect 3-4 Members to serve on its Nominations Sub-Committee, one of which being an External Member, and to co-opt 2 Members to serve on the Police Performance and Resource Management Sub-Committee.
1. Being the only Members willing to serve, Mr. Randall Anderson, Mr. Jamie Ingham Clark, Mr. Kenneth Ludlam and Ms. Caroline Mawhood be appointed to the Nominations Sub-Committee for 2019/20. (NB Members agreed to 2 external Members, Mr. Ludlam and Ms. Mawhood, being appointed to the Sub-Committee, as had been the case the previous year.) 2. Being the only Members willing to serve, Mr. Kenneth Ludlam and Ms. Caroline Mawhood be co-opted to the Police Performance and Resource Management Sub-Committee for 2019/20.
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Minutes of the previous meeting PDF 214 KB To agree the public minutes and non-public summary of the meeting held on 12 March 2019. Minutes: RESOLVED, that - the minutes of the meeting held on 12 March 2019 be approved as a correct record, subject to the following amendments: - Page 12, para 7: The Head of Internal Audit clarified that an opinion will be given for work that has been completed since the previous Head of Internal Audit opinion (not only work completed in the 2018/19 Plan). - Page 15, para 15: ‘Members were concerned with the ten-year rotation of audit partners.
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Outstanding Actions of the Committee PDF 59 KB Member are asked to note the Committee’s Outstanding Actions List. Minutes: Members received the Committee’s Outstanding Actions list, noting the items discharged on this agenda and that new items may be added as the meeting progressed.
- Regarding the Multi Academies Trust (MAT), the Chairman provided an update regarding a meeting held with the CEO and CFO of MAT clarifying the relationship between the MAT, co-sponsored academies and the City’s audit functions. - Regarding the Freedom of Information Requests for the City of London Police, the Committee received an update advising that the original backlog of requests at the time of the last audit had been completed. However, due to a long-term sickness and increase in demand, the backlog had grown to 460 applications, which are subject to a management plan. Additional resources had been allocated to facilitate their completion. Furthermore, it was reported that there were 2 vacancies for which recruitment was underway. A further report is to be presented in July.
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Committee Work Programme PDF 61 KB Members are asked to note the Committee’s Work Programme. Minutes: Members received the Committee’s Work Programme and noted the following changes:
- Annual Report to be brought to the Committee on 24 September 2019 (to be subsequently brought to the Court of Common Council on 10 October 2019); - Deep Dive CR01: Resilience to be moved to 24 September 2019; - Deep Dive CR20: Road Safety to be brought forward to 16 July 2019; - Review of Risk Management Strategy to be brought to the Committee on 19 November 2019. - Subsequent to the meeting, the Risk Challenge Session for the City Surveyor’s was moved to January 2020, and the Risk Challenge Session for Guildhall School of Music and Drama will take place on 16 July 2019. |
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Annual Governance Statement 2018/19 PDF 83 KB Joint report of the Town Clerk & the Chamberlain. Additional documents:
Minutes: Members considered a joint report of the Town Clerk and the Chamberlain relative to the Annual Governance Statement 2018/19, presenting the annual summary and update of the City Corporation’s governance and internal control framework.
RESOLVED, that Members –
1. approve the AGS set out in Appendix 1 for signing by the Chairman of the Policy and Resources Committee and the Town Clerk and Chief Executive, subject to the amendments agreed by the Chairman and Deputy Chairman; 2. note that the AGS will be published alongside the 2018/19 City Fund and Pension Funds Statement of Accounts; 3. note the future work programme in paragraph 94 of the AGS to improve the governance framework; and, 4. delegate authority to the Town Clerk and Chief Executive, in consultation with the Chairman and Deputy Chairman of this Committee, to amend the AGS for any significant events or developments relating to the governance arrangements that occur prior to the date on which the Statement of Accounts in signed by the Chamberlain.
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Head of Internal Audit Opinion and Annual Report 2018/19 PDF 101 KB Report of the Head of Audit and Risk Management. Additional documents: Minutes: Members received a report of the Head of Audit
& Risk Management relative to the Head of Internal Audit
Opinion and Annual Report 2018/19. |
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Internal Audit Recommendations Follow-Up PDF 85 KB Report of the Head of Audit & Risk Management. Additional documents:
Minutes: Members received a report of the Head of Audit & Risk Management relative to the Internal Audit Recommendations Follow-Up, which provided an update on the outcome of a recent follow-up exercise focused on red and amber priority recommendations due for implementation by 31 March 2019.
*** Following this item, the Committee moved to a confidential session to discuss a staffing matter before resuming in public ***
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Internal Audit Charter - Update 2019 PDF 67 KB Report of the Head of Audit and Risk Management. Additional documents:
Minutes: Members considered a report of the Head of
Audit & Risk Management relative to the Internal Audit Charter
– Update 2019.
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Risk Management Update PDF 197 KB Report of the Chamberlain. Additional documents:
Minutes: Members considered a report of the Chamberlain relative to the Risk Management Update, which provided the Committee with an update on the corporate and top red departmental risk registers.
1. note the Planning and Transportation Committee’s resolution of 18 March 2019; 2. confirm that corporate risk owners be requested to review risk descriptions. Any changes to these risk descriptions will be reported to the July 2019 meeting; 3. endorse the decision of the Summit Group that information management risk (CR29) be included on the corporate risk register; 4. note the risk status (corporate and departmental) of the information security risk (formerly CR16), to be further discussed at the next meeting; and, 5. note the risk report.
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Planning and Transportation Committee Resolution Regarding CR20: Road Safety PDF 58 KB To consider a resolution of the Planning and Transportation Committee regarding CR20: Road Safety. Minutes: Members received a resolution of the Planning and Transportation Committee requesting corporate risk CR20: Road Safety be reviewed, both in its description and rating.
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Deep Dive Risk Review Minutes: |
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Report of the Director of Community and Children’s Services. Minutes: Members received a report of the Director of
Community and Children’s Services relative to the work
undertaken to mitigate the risk CR17: Safeguarding. |
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CR10 Adverse Political Developments PDF 121 KB Report of the Remembrancer. Minutes: Members received a report of The Remembrancer
relative to risk CR10: Adverse Political Developments and the steps
taken to mitigate the risk of political developments which may
damage the future status and functioning of the City
Corporation.
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Reference from the Standards Committee To receive a reference from the Standards Committee meeting of 3 May 2019. Minutes: Members did not receive a reference from the
Standards Committee and the item was discharged.
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Questions on matters relating to the work of the Committee Minutes: There were no questions. |
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Any other Business that the Chairman considers urgent Minutes: The Chairman expressed his thanks to Pat Stothard for his dedicated work as Head of Internal Audit, as this will be his last meeting. |
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Exclusion of the Public
RESOLVED: 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 I of the Schedule 12A of the Local Government Act.
Minutes: RESOLVED: 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 I of the Schedule 12A of the Local Government Act.
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Non-Public Minutes of the previous meeting To agree the non-public minutes of the meeting held 12 March 2019. Minutes: RESOLVED, that – the non-public minutes of the previous meeting held 6 March 2019 be approved as a correct record. |
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CR28: Action Fraud Risk - Appendix for Risk Management Update (Item 14) Appendix to be read in conjunction with the Report of the Chamberlain. Minutes: Members received the non-public appendix read in conjunction with the report of the Chamberlain at Agenda Item 14.
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Non-Public Appendix for Deep Dive: CR17 Safeguarding (Item 16a) Appendix to be read in conjunction with Item XX Deep Dive: CR17 Safeguarding. Minutes: Members received the non-public appendix read
in conjunction with the report of the Director of Community and
Children’s Services at Agenda Item 16a.
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Non-Public questions on matters relating to the work of the Committee Minutes: There were no questions. |
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Any Other Business that the Chairman considers urgent and which the Committee agree should be considered whilst the public are excluded Minutes: There were three items of other business. |