Agenda and minutes

Members considered a report of the Town Clerk & Chief Executive relative to the membership terms for the April 2020 Committee appointments. As six out of 10 Members’ terms will expire at once, the report proposed staggered terms be implemented for the upcoming court appointments to mitigate against the risk of excessive Member turnover in any one year in the future.

RESOLVED, that Members agree:

1. staggered terms be implemented when Members are elected to the Audit and Risk Management Committee at the Court of Common Council meeting on 23 April 2020;

2. the terms commencing April 2020 will be 4 terms of 3 years; 1 term of 2 years, and 1 term of 1 year; and,

3. all future terms thereafter be for three years.

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

External Audit Procurement: Next Steps PDF 107 KB

Report of the Chamberlain.

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Minutes:

Members considered a report of the Chamberlain relative to the next steps in external audit procurement.

RESOLVED, that Members:

1. endorse the procurement approach for the new external audit service contract;

2. agree that Hilary Daniels serve as Chairman of the IAAP;

3. agree Alderman Ian Luder and Jamie Ingham Clark sit on the IAAP.

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

2020/21 Draft Internal Audit Plan PDF 72 KB

Report of the Head of Audit and Risk Management.

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Additional documents:

Minutes:

Members considered a report of the Head of Audit and Risk Management relative to the 2020/21 Draft Internal Audit Plan. Members considered the two categories of prioritisation and the Chamberlain’s provided justification for both categories with a view to move to a smaller number of areas of higher risk in the future.

RESOLVED, that Members:

1. review the proposed Internal Audit Plan for 2020/21 as set out in Appendix 1 and consider the extent to which:

· the plan covers the organisation’s key risks as they are recognised by Audit and Risk Management Committee;

· the plan incorporates the areas that the Audit and Risk Management Committee believe should be covered as priority; and,

2. agree, subject to the above, the 2020/21 Draft Internal Audit Plan.

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Internal Audit Recommendations Update PDF 71 KB

Report of the Head of Audit and Risk Management.

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Additional documents:

Minutes:

Members considered a report of the Head of Audit and Risk Management relative to the Internal Audit Recommendations Update. Members were supportive of the Audit Recommendations follow-up process. Following a question from a Member in relation to the timelines of follow-up activity, the Head of Audit and Risk Management confirmed that the target would be to undertake follow-up reviews within 6 months of issuing Final Audit Reports, in line with the current target timelines for implementing Internal Audit recommendations.

With respect to the City of London School for Girls outstanding recommendations, the Bursar noted that action had been taken on all 23 outstanding recommendations, and 6 items had been closed. The Finance and Estates Sub-Committee of the Board of Governors of the City of London School for Girls had been established and would oversee outstanding audit recommendations. The School confirmed it would provide an update on the status of outstanding recommendations prior to the next meeting.

RESOLVED, that Members:

1. note the current status of live audit recommendations;

2. endorse the proposed changes to the way that audit follow-up work is undertaken.

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10.

Corporate Risk Update PDF 145 KB

Report of the Chamberlain.

Appendix 3 found in non-public agenda item 19.

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Additional documents:

Minutes:

Members considered a report of the Chamberlain relative to the Corporate Risk Update, including the final City of London Corporation Risk Management Policy and Strategy, following the receipt of the draft Risk Management Strategy at the previous committee meeting. Members expressed concern over the growing number of corporate risks although the Chairman noted that there had been one risk which had recently been removed from the register (GDPR) and other risks which were candidates for removal later in 2020. There was also a discussion concerning the meaning of target risk score/date. The Deputy Chairman made a suggestion to amend the definition within the glossary of the risk management strategy which clarified this point. The strategy would be amended accordingly.

RESOLVED, that Members:

1. note the risk report including changes to both corporate and top red departmental risk registers since November 2019;

2. endorse Summit Group’s decision to include CR32 Wanstead Park Reservoirs risk on to the corporate risk register;

3. note the development of two potential corporate risks to be considered by Summit Group relating to capacity and capability of the City Corporation’s ability to simultaneously deliver 3-4 major capital schemes over the next few years as well as general competency in managing projects;

4. agree the proposed reporting arrangements for corporate risks to the Committee set out as follows:

· a detailed corporate risk register including all corporate risks to be provided on an annual basis, categorising risks into appetite levels (above, at, below) and an indication of the approach to managing each risk;

· for the other three Committee meetings per year, only risks above risk appetite to be reported in a detailed risk register format;

· a list of all corporate risks indicating risk appetite levels to be provided in summary format at each meeting.

5. endorse the City Corporation’s

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11.

Deep Dive CR21: Air Quality PDF 133 KB

Report of the Director of Markets and Consumer Protection.

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Additional documents:

Minutes:

Members received a Deep Dive report of the Director of Markets and Consumer Protection (M&CP) relative to CR21 Air Quality. It was noted that emission sources include road traffic and non-traffic sources such as boilers and generators. Fine particles found in air come from both City sources and blown from other parts of London. M&CP reported it was working with the Department for the Built Environment to manage idling and encourage use of electric vehicles in the City. In addition to the work undertaken within the City, an emissions reduction bill had gone through a first reading in Parliament and would be considered in a second reading in due course.

RESOLVED, that – the report be received and its contents noted.

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12.

City of London Police Freedom of Information Requests Update PDF 143 KB

Report of the Commissioner of Police.

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Minutes:

Members received a report of the Commissioner of Police relative to the City of London Police Freedom of Information (FOI) Requests. Members were informed that the historic backlog of requests received prior to April 2019 had been cleared. Since April 2019, there had been 1112 requests; 479 were completed within the statutory timeframe of 28 days and of the remaining 633, only 169 were past the statutory deadline. All outstanding requests would be completed by 31 March and any requests that had not yet been cleared by that date would be less than 28 days old.

RESOLVED, that –

1. the report be received and its contents noted; and,

2. the Committee is to receive a note of the 31 March position on FOI Requests at the 2 June 2020 meeting, with a view to remove the subject from outstanding actions moving forward.

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13.

Resolution of the Police Authority Board Meeting PDF 58 KB

Members are asked to note the resolution of the Police Authority Board meeting of 28 November 2019 and consider the recommendation.

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Minutes:

Members considered a resolution of the Police Authority Board from its meeting on 28 November 2019 requesting the Committee consider whether it would be appropriate to adopt Strategic Project Management as a Corporate Risk.

RESOLVED, that – a Major Capital Projects risk would be considered by the Committee at a future meeting.

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14.

Questions on matters relating to the work of the Committee

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Minutes:

There were no questions.

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15.

Any other Business that the Chairman considers urgent

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Minutes:

The Chairman congratulated Caroline Mawhood on being awarded an MBE in the New Year’s Honours.

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16.

Exclusion of the Public

MOTION, 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.

Item	Paragraph
17-19, 22	3
23	1-3

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

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.